This Quick Setup Guide shows you the most basic steps needed to get going, and to get an idea of how Super Round Robin, or SRR for short, works. After finishing this initial setup you can expand the SRR configuration, and tailor its configuration to your specific needs.

Super Round Robin installs by default with support for the Lead, Account, Contact, Opportunity, Task and Case objects. This quick setup guide configures the simplest scenario with the Lead object - one team, no rules, all leads get assigned to the team in a round robin fashion. You can apply the same steps for Account, Contact, Case, Task and Opportunity.
To set up SRR for other objects, please refer to this guide for other Standard and Custom Objects. 

Once you are happy with the basic setup, and want to include rules to segment records and route leads to specific groups, check out the MatchRule guide and other knowledge base articles.

Prerequisites

• You have installed SRR.
• You have read the Important Concepts article (optional but recommended)  

 

Go to the App Launcher and open Super Round Robin.

The app should open with tabs like MatchGroups, Assignee Summary, MatchLogs, etc.
 

Grant access

Permissions

Next, if you are in a Sandbox org, add yourself to the SRR Admin Permission Set.
If you installed SRR in Production, you already have access to all features of SRR because you are a system administrator, but you can add non-sysadmins to the permission set to give them access to the managing features of the app.

To add yourself or other users to the SRR Admin permission set:

1. Go to Salesforce Setup > Permission Sets > SRR Admin.
2. Click Manage Assignments.
3. Click Add Assignment top right.
4. Tick the box in front of the user you want to assign.
5. Click Next and then Assign.

This Permission Set assignment is required for anyone that needs to be able to configure Super Round Robin: usually admins, sometimes team managers. In Sandbox it is needed even if a user is a System Administrator.

The SRR User permission set is assigned automatically to users when you add them as an Assignee in a MatchGroup.

Licenses

• If you have installed SRR into a Production org, it will have allocated you a Super Round Robin license. Licenses for other users follow later in the setup process. 
• If you are using a Sandbox then Super Round Robin installs with a site-wide license so you don't have to worry about allocating licenses yet. 

Select Objects to process

Decide for which Objects you want to use Super Round Robin for now. You can always change this setting to process other Objects as well.

1. In the SRR app, go to tab Utility Tools.
2. In the Object Level Settings block, disable the Objects you don't want to process.
3. Click Next.
   Configuration of the Use_Round_Robin__c field (which adds the “Use Round Robin” picklist to records) as mentioned in the next window is optional, and can be done at a later time. Read more about this field in Using the Use Round Robin field.  
4. Click Finish.

Create a MatchGroup

MatchGroups define which records are assigned to which users. Records that match the MatchRules are assigned in a round robin fashion to the Assignees added to the MatchGroup.
To start, create a simple MatchGroup with basic settings and no MatchRules yet. 

1. In SRR, go to tab MatchGroups.
2. At top right, click New .
3. Enter a descriptive name for the MatchGroup.
4. Leave the MatchGroup inactive for now.
5. Leave the Operational Mode set to “Round Robin”. Learn more about the other option, Load Balancing, here.
6. Leave the Priority as “1”.  Priority is used when you have mutually non-exclusive MatchGroups.
7. Select a Queue User. If all Assignees happen to be unavailable, records will be temporarily “parked” with this user until an Assignee becomes available again. The queue user will not work on records, so it could also be a system administrator.
8. Leave the Optional Settings empty for now.
9. Click Save.

Add Assignees

Assignees are the users that each get a record assigned in turn. Add the Assignees you want to start out with to the MatchGroup.

The steps listed below are the minimum required steps to get started. Read more about Assignees and fill out the other Assignee settings now or later when you expand your SRR configuration.

1. In the MatchGroup you just created, in the Assignee section, click New .
2. In the User lookup, find the user you want to add.
3. Leave MatchGroup set to the MatchGroup you just created.
4. Tick the Active box.
5. Leave Capacity Threshold blank for now.
6. Leave Distribution Ratio at 1 for now.
7. Send Email Notifications: leave ticked if you want the user to receive notifications for each new record that is assigned to them.
8. Click Save or Save & New.
9. Repeat steps 1-8 for all users you want to add as Assignee.

An SRR license is automatically allocated to every User that you add as an Assignee. Each User has been assigned the SRR User permission set as well.

Once you're done setting up the MatchGroup, make sure to activate it:

 

In the MatchGroup, click the Edit button at "Active" and tick Active. Click Save.  A message in red will now state that this MatchGroup is active but has no active MatchRules. Therefore all records will match. This means that all new Lead records will now be assigned to the Assignees in this MatchGroup in a round robin fashion. We will verify this in the next step.

Test the setup

The easiest way to check that SRR is running is to create a few test Leads manually.

1. Doublecheck that the MatchGroup is set to Active.
2. Head over to your Leads tab and create a new Lead.
3. If you added the “Use Round Robin” picklist at the beginning of this guide, it will show value “TRUE”. Set it to TRUE if you had defaulted it to FALSE.
   If you did not add this optional field you can verify it in the ListView after saving.
4. Fill in the required fields and Save the Lead record.

 SuperRoundRobin will now assign the Lead.

5. Check the Lead Owner of the new Lead: it should be one of users that you added as Assignees.
6. In a Leads ListView, add the "Use Round Robin" field to the view. For the new Lead, that field should state "ASSIGNED".
   - If the Use Round Robin field states FALSE for the new Lead, change it to TRUE and wait. SRR will assign the record.
   - If the Use Round Robin field states NOMATCH for the new Lead, the MatchGroup is not yet active. If you are already using MatchRules, another meaning could be that no MatchRules matched the record.
   See Using the Use Round Robin field‍ for more information.
7. Go to the MatchLogs tab and select the All ListView. You should see a MatchLog record corresponding to the Lead you just created.
8. If Send Email Notifications was checked for the Assignee that is now the Lead Owner, they should have received an email.

Turn on the Queue Processor

When all your Assignees are unavailable, perhaps because they are all Out of Office, or at capacity, etc., new records will be assigned to the Queue User that you specified in the "Create a MatchGroup" step instead.

SRR runs a process every 10 minutes to attempt assignment of these queued records. This process needs to be enabled when you start using SRR for the first time.

To enable the Process Queued Records jobs:

1. Go to the Setup and Status tab. 
2. Scroll down and click Create Jobs .
3. Go to Salesforce Setup > Scheduled Jobs. Check that seven SRR jobs have been added.

SRR will now automatically change assignment of the queued records from the Queue User to actual Assignees when your Assignees become available again.

Explore all SRR options for efficient record routing

As your ORG and sales processes get more sophisticated, Super Round Robin helps you keep it all automated: create more MatchGroups with MatchRules to specify where subsets of leads are routed, show your users how to set their Out of Office, and when you start doing multi-stage lead routing, variable distribution ratios, lead capping, assigning to owners of related Accounts, come back here to get all the guidance. Oh and be sure to check out the Logs and Reports!

Need help? Contact us at Plauti.com/Contact!