How to reassign the records using workflow?

How to reassign the records using workflow?


How to reassign the records using workflow?


Prerequisites

1.      Permissions: Any user with Basic (Create) and Admin (Read All and Update All workflows) access.

2.      Product Plans: Available on Elevate plan.

3.      Activities to be Completed: Automations on Lead or Deal entity, depending on the reassignment logic.


Steps for reassigning any lead or deal to another user


1.      Go to CRM Settings

a.      Login to your Kylas CRM dashboard.

b.    Click on the gear icon (⚙️) or navigate to “Settings” from the left sidebar.



2.      Navigate to Automation → Workflows

a.      Under Automation, click on “Workflows”.


3.      Click on “Add a Workflow”

a.      Tap the “+ Add Workflow” button.



4.      Enter Workflow Details

a.      Workflow Name: Reassign Cold Leads to Sales Manager

b.      Description (optional): Auto-assign cold leads or idle leads to senior rep.

5.      Select the Entity

a.      Entity: Select Lead

b.      (You can also choose Deal, Task, etc., depending on your requirement.)




6.      Set Trigger

a.      Trigger Type: On Update or Time-based



7.      Set Conditions


Info

a.      You can refine when this action applies. Examples:

                                      i.     Lead Pipeline Stage = Open OR

                                     ii.     Lead Status = Follow-Up Pending

b.      Choose:

                                      i.     Based on Condition

c.      Add Conditions like:

                                      i.     Pipeline Stage → is equal to → Open

                      d. Select when to perform action

                                   i.     Last Modified Date → older than → 7 days


                        ii. 7 days after created at 



Info

d.      For this use case:

                                      i.     Choose Time-based Trigger

                                     ii.     Trigger Field: Last Modified Date

                                   iii.     Delay: 7 Days

c.      This means: If the lead hasn’t been modified for 7 days, trigger this workflow.



8.      Set Action: “Reassign Record”

a.      Under Actions, select Reassign Record

b.      Fill in:

                                      i.     Assign to: Choose the user (e.g., Sales Manager)

                                     ii.     Reassign Entity: Lead

                                   iii.     Owner Mapping: Override existing owner OR assign based on logic

c.      Optional: You can also use Round-Robin or Custom Logic (if enabled in your plan) to auto-distribute.



9.      Save & Activate

a.      Click “Save & Activate” to apply the workflow immediately.




Real-Life Outcome


Notes

When this workflow is active:

1.      If a lead is in “Cold” stage or hasn’t been updated in 7+ days

2.      It is automatically reassigned to the another person

3.      Helps recover cold or idle leads through senior intervention