How to Set Up Routing Rules for Lead/Deal Assignment in Kylas CRM

How to Set Up Routing Rules for Lead/Deal Assignment in Kylas CRM

Table of Contents

  1. Introduction

  2. Prerequisites

  3. Understanding Routing Rules in Kylas

  4. Types of Routing Rules

  5. Steps to Set Up Routing Rules

    • 5.1 Accessing the Routing Rules

    • 5.2 Creating a New Routing Rule

    • 5.3 Adding Filters and Conditions

    • 5.4 Defining Assignment Logic

    • 5.5 Saving and Activating the Rule

  6. Use Case: Auto-Assign Leads from Website Based on Region

  7. Best Practices

  8. Conclusion

Introduction 

Routing Rules in Kylas CRM allow you to automatically assign leads or deals to the right salespeople based on predefined logic, saving time and reducing manual effort. This feature is crucial for organizations aiming to streamline sales operations and enhance responsiveness.

Prerequisites: 

Before setting up routing rules in Kylas, ensure the following:

  • You have Admin or Manager access in your Kylas CRM account.

  • Your users (sales reps) are already added and active in the CRM.

  • You have a clear criteria for lead/deal distribution, such as:

    • Geography

    • Industry

    • Source (website, campaigns, etc.)

    • Lead score

  • Ensure any required custom fields (like Region, Source, Budget) are already created in the system.

Understanding Routing Rules in Kylas: 

Routing Rules in Kylas automate the lead/deal assignment process by using specific triggers, filters, and round-robin or direct assignment logic. They ensure:

  • Leads don’t go unassigned.

  • Balanced workload among sales reps.

  • Faster follow-up and better conversion.

Types of Routing Rules

Rule Type
Description
Round Robin
Equally distributes leads/deals among selected users.
Condition - Based
Assigns leads based on specific field values (e.g., country = "India").
Priority-Based
Assigns based on user priority or custom logic (e.g., skill, workload).


Steps to Set Up Routing Rules

5.1 Accessing the Routing Rules

  1. Log in to Kylas CRM with Admin/Manager credentials.

  2. From the three lines select Kylas Marketplace.

  3. Click on All Apps.

  4. Click on Kylas Routing Engine.

  5. Click on Install App.

  6. Enter your Kylas account credentials.

  7. Click on Allow and Install.

  8. Now if you are a first time user you have to signup 

  9. After signup verify through the email

  10. and enter the api key into routing engine. close this tab

  11. Login to routing engine.

  12. Now Create the Routing Flow.

​


5.2 Creating a New Routing Rule

  1. Click on the “Add Routing Flow” button.

  2. Give your rule a Name and optional Description.

  3. Choose the Entity Type: Lead or Deal.

  4. It should be triggered for Entity Create or Entity Update.

  5. Set Yes to active.

  6. Click on "+ Add Routing Rule" button.

  7. Enter the name for rule.



5.3 Adding Filters and Conditions

  1. Click on “Add Condition”.

  2. Choose a field (e.g., Lead Source, Country, Industry).

  3. Add condition logic. For example:

    • Field: Country

    • Condition: equals

    • Value: India

  4. You can add multiple filters using AND/OR logic.

5.4 Defining Assignment Logic

  1. Select Assignment Method:

    • Simple Round Robin.

    • Static Assignment (assign to a specific user)

    • Based on Field Value

  2. Select the users/team who should be part of this rule.



5.5 Saving and Activating the Rule

  1. Review the rule logic summary.

  2. Click “Save”.

  3. Toggle the status switch to “Active”.


Once active, any new leads/deals matching the conditions will be routed automatically.

Best Practices 

  • Avoid overlapping rules: Make sure the same lead doesn’t match multiple rules.

  • Regularly review routing rules: Update rules based on team structure changes.

  • Test new rules: Before activating, test with dummy leads to confirm routing accuracy.

  • Use Tags or Notes: Tag leads with the rule name for easy traceability.

Conclusion 

Setting up routing rules in Kylas CRM ensures a smooth and automated lead/deal assignment process, minimizing delays and improving productivity. Whether you're managing a small team or a large distributed sales force, automation through routing rules enhances your ability to respond faster and convert leads efficiently.

By understanding the rule types, setting clear filters, and assigning the right owners, your business can achieve better sales coordination and quicker response times—leading to higher customer satisfaction and improved sales outcomes.


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