In the dynamic landscape of sales and customer relationship management, efficiently managing and assigning sales in Odoo 17 is a critical aspect of achieving organizational success. Leads, representing potential customers expressing interest in a product or service, need to be handled with precision to maximize conversion rates. Assigning leads to sales teams periodically involves establishing a set of criteria and rules that determine how leads are distributed among sales representatives. This approach ensures that each lead is directed to the most suitable team or individual, aligning with their expertise, workload, and geographical focus.

The process of lead assignment based on rules in the Odoo 17 CRM module introduces a level of automation and consistency to the sales workflow. This not only accelerates response times but also enables sales teams to focus their efforts on leads with the highest potential for conversion. Regularly reviewing and optimizing these rules ensures that the lead distribution process remains agile and responsive to the ever-changing business environment.

In this blog, we can understand the process of assigning leads and setting criteria for automatic lead assignment to teams in the CRM application of the Odoo 17 ERP business suite.

CRM App => Configuration Menu =>Settings => Leads => Save

The Leads Settings in the CRM application is activated to add a qualification step before the creation of an opportunity in the sales pipeline.

CRM App => Configuration Menu =>Settings => Rule-Based Assignment => Save

Rule-based Assignment is another important feature to be activated for rule-based lead assignment. There are two options available in the ‘Running’ field of the Rule-Based assignment setting namely ‘Manually’, and ‘Repeatedly’. The ‘Manually’ option allows users to manually assign leads to teams.

As seen in the image above, users can choose to repeat the lead-based rules method and set the repetition duration in days, minutes, weeks, or hours by selecting the ‘Repeatedly’ option in the ‘Running’ field beneath the ‘Rule-Based Assignment’ option. In the ‘Repeat every’ field, you may specify the repetition frequency, and the ‘Next Run’ column allows you to apply the next repetition date. After activating the two above settings, select the ‘Save’ option to save the changed settings.

The next step is to assign leads to a particular sales team based on the rules.

CRM module => Configuration menu => Sales Teams

The Sales Team window shows all the teams configured in the Odoo system with their Team Name, Alias, Team Leader, and Company in the list view. Now, we can select the team to which leads are to be assigned.

The Teams form also shows other relevant information such as Team members, Invoicing Target, Accept Emails, Access in Pipeline and Leads, and Assignment Rules. For document communications sent over mail gateways, you can designate a policy using the ‘Accept Emails From’ option. Posting messages for everyone, followers only, approved partners, or followers are among the options. In the ‘Company’ and ‘Invoicing Target’ sections, users can select their firm and enter a monthly income goal, respectively.

We can now discuss the important part of this Odoo 17 blog which is ‘Assignment Rules’ as shown in the image above. Let us see how assignment rules are set in the sales teams form in the Odoo 17 CRM application.

Select the ‘Edit Domain’ option under the ‘Assignment Rules’ section of the teams form to select only a set of leads to be automatically assigned to the team based on a specific criteria or rule. Then, a pop-up window appears in which we can define the rule.

Click on the ‘New Rule’ option in blue color to create an assignment rule.

We can add more than one rule for the team by selecting the ‘New Rule’ option. We can also use the delete option to delete a rule for the team. We can add condition-based rules as a chain by selecting the icon left to the delete icon. The ‘+’ icon can also be used for adding a new rule. After specifying all the rules, click on the ‘Confirm’ button.

When we go back to the Team form, you may observe that the number of records has changed from 41 to 20. This is because the rule comes into action and filters out only the leads in the records that qualify the set rule. Only these filtered-out leads will be assigned to that particular sales team.

Odoo 17 ERP system also enables assigning leads to the team members of a particular team. For that, select the ‘Add’ option in the ‘Members’ tab of the form to add a team member and assign leads to that person.

In the team member form, all predefined details of the person configured in the system will be automatically entered when the salesperson is selected from the drop-down in the ‘Salesperson’ field. To halt the sales team members’ automatic assignment, we can deactivate the ‘Skip auto-assignment’ button. Using the ‘Leads (30 days)’ field, we can also apply leads for a member within 30 days. In the ‘Domain’ field, we can add a new rule for assigning leads to that team member.

To create a filter, fill in the fields under the ‘Match all of the following rules’ section with the filter or condition. Next, add Extra Rules and Nodes and delete the Nodes using the icons in the form’s right corner. Click ‘Save & Close’ when the procedure is finished. The new member will be immediately added to the ‘Members’ tab, as indicated below.

By using the “Assign Leads” button, which is located in the upper left corner of the team setup form, we may allocate leads to a certain team member and website.

The below pop-up window appears in which we need to confirm the assignment of leads to team members by clicking on the ‘Assign Leads’ option in the pop-up. The team members and sales personnel will each receive a set number of leads.

In summary, assigning leads to sales teams periodically based on rules is a strategic approach that combines automation and thoughtful criteria to enhance the efficiency of the sales process. This method empowers organizations to make data-driven decisions, optimize resource allocation, and ultimately increase the likelihood of turning leads into satisfied customers.

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