MassLead Convert - HelpConsole

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MassLead Convert

Capabilities & Features:

Convert multiple Leads simultaneously
Select Leads to convert based on multiple and varying levels of criteria
Assign queue owned Leads to an individual user
Create tasks for the Lead/Contact owner
Send notifications to the Contact owner
Option to create Opportunities with a name of the users choice or with the use of the Account/Company name

Common Uses:

Creation of Accounts and Contacts from existing Leads
Conversion of Leads in organizations where the Lead module does not fit the business model

Recommendation:

We HIGHLY recommend that Accounts, Contacts and Leads are deduplicated prior to the use of this module. Lead to Contact and Lead to Account should also be run before MassLead Convert is utilized.

Step 1. Record Selection
Conditions are used when subsetting which objects will be updated, exported, and/or searched, depending on the module. In most cases the option to use all objects or specify conditions on which object(s) to use will be available.

When "Use Conditions" is selected the conditions area is no longer greyed out and open for criteria specification.

Step 1. Select the Field to Base a Condition On

Fields from the selected table will be listed on the left.

To access fields in a related table select the "+" to the left of the table name. This will display the fields from the related table. Multi-table join is available for Parent tables only, based on foreign key relationships between tables. For example, you can access the Account table from within the Contact table, because the Account ID is physically stored on the Contact Table. You cannot access the Contact table from the Account table.

Step 2. Select the Operator

Available operators will change based on the type of field selected.

"!=" represents "not equal to".

When using dates, operators will include "Today", "Yesterday", etc.".

Step 3. Specify a Value(s)

Text Fields: Type in the value. Multiple values for the same field are to be separated by commas. Commas are translated as "or". For example, "ma,nh,me" will be translated to "ma or nh or me". Note: values entered are not case sensitive.

Picklists: Select the value from the specified list. Multiple values can be selected and will be translated as "or".

Valid picklist values are shown (as defined in Salesforce.com). Right click on a list of picklist values to "Add a Value". This is used to add a value not currently in the picklist and make it available for use in the criteria. The value is added for the purpose of selection and will not be added to the actual picklist in Salesforce.

Right click on a list of picklist values to "Filter List" to subset a long picklist based on a search string to quickly find a value(s).

Dates: The current date will default in the value window. Click the arrow on the right to access a calendar and select a specific date.

To isolate a specific day regardless of time when dealing with a Date/Time field (i.e. created date), specify 2 conditions, greater than the day before and less than the day after. This is not necessary when using an operator such as "Today" or "Yesterday".

Step 4. Add Condition(s)

Select "Add Condition" to add the condition to the list of current conditions.

By default all conditions are and'd together. To create "or" groups see Step 5.

To delete one condition from the list, click the box to the left to highlight the condition and press the delete key on the keyboard.

Step 5. Creating "OR Groups" (this option is not applicable to all modules)

To create "or" groups, check the "Expert Mode" checkbox.

Change the "OR Group" number for specific conditions (click on the number on the right and adjust up or down). All conditions WITHIN a group are and'd and BETWEEN groups are or'd. For example:

Reads as:

(MailingState=ma AND LeadSource=External Referral) OR (MailingState=ny AND LeadSource= Trade Show)

Unchecking the "Expert Mode" checkbox will cause all conditions to be and'd once again.

Step 2. Conversion Settings

Select the Lead status

Lead Status options will vary by organization and will reflect available options only

Choose to create an Opportunity by selecting the "Create Opportunity" checkbox

If the option to create an Opportunity is selected, the name of the Opportunity can either be the Company Name or a name defined by the user

To use the Company name as the Opportunity name select the "Use Company Name" checkbox

If the company name is not selected as the default Opportunity name, the text in the "Opportunity Name" field will be the name for all created Opportunities

Step 3. Designating Account/Contact Ownership

Ownership of the Accounts & Contacts created from the conversion can be"

The current Lead owner

A specific user chosen by placing the radio button next to the grayed out drop down (this drop down will show all users available)

If this option is selected, all Accounts and Contacts created from this conversion will be owned by that user

A default owner for all Leads in a queue(s) will need to be designated

Select a user from the drop down below the "Default Owner for Leads owned by Queues" header

Step 4. Notification Settings

The "Send notification email to new Contact owner" checkbox, when selected, will send an email to the new Contact owner to let the know that the lead has been converted

The "Create Task for Contact owner" checkbox, when selected, will create a new task and assign it to the owner of the converted Lead

The Subject and Comments can be modified for each use but will be the same for all converted Leads per use

Step 5. Convert Leads Button

When the "Convert Lead" button is pressed records will be read and the amount will be presented in a pop up

There is NOT a review screen for the Leads to be converted

If there are two Leads for the same company two accounts will be created

When the conversion is complete, results will be logged in the Log Files in the DemandTools directory