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
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
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
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
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