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Switching from Salesforce (Professional) to Salesforce (Standard)

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Status: Enter the desired campaign status.

Assigning Owner Based on Captello Users

A Salesforce Flow can be set up to assign owners to leads and/or contacts from Captello users. A flow is needed for each object you are syncing to. Follow the steps below to create the flow:

Creating Required Fields

Create two custom fields inside each object you desire to sync owners to:
Navigate to Setup > Object Manager > Leads AND/OR Contacts and create the following fields:
- A text field, to hold the name of the person who captured the record in Captello. A recommended name for the field is ‘Captello Captured By’.
- A checkbox field, to store a value indicating that the lead/contact has gone through the flow. This guarantees that the owner will not be changed if the same record was captured again by another record. The field is 'Owner Assigned Using Flow’.

Make sure that your user profile has access to the fields in Field Accessibility settings, so you can use them inside Flows. You can access Field Accessibility by navigating to a field’s page and clicking View Field Accessibility.

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Building the Flow

Navigate to Setup > use Quick Fearch to find Flows.

• Click on New to create a new flow.

• Select Start From Scratch.

• Select Recrod-Triggered Flow.

• On Configure Start, select the Lead or Contact Object.

• Select ‘When a record is created’. This is to guarantee that existing records don’t get their owners changed when they get updated.

• On Set Entry Conditions, set the following 2 conditions:
  - Captello_Captured_By__C [is Null] > {!$GlobalConstant.False}. This is to detect if the field has a value.
  - Owner_Assigned_Using_Flow__c [Not Equal] > {!$GlobalConstant.True}. This is to make sure records who already ran through the flow do not get into it again.

The ‘Configure Start’ should look like the following:

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• Add a Decision element to the workflow.

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If you cannot find elements, switch to the Free-Form layout. All the elements will then appear on the left side bar. Image Added

Set up the Decision by adding an outcome for each salesperson that captures leads, checking the custom ‘Captello_Captured_By’ field. In the following examples, 2 people are added. Your outcome setup should look like the following:

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• Add an ‘Update Record’ element for each salesperson.

Set the ‘Update Record’ elements by updating the following fields:
- OwnerId: set to the salesperson’s OwnerId.

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To get an Owner ID, navigate to Lightning Home > Search ‘All Users’ > Click the user’s name > Find the ID on the URL. Image Added

- Owner_Assigned_Using_Flow: Set to {!$GlobalConstant.True}. This guarantees the same record does not go into the flow again.

The update record actions should look like the following:

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• Link Configure Start to the decision, and link the Decision to the Update Record elements of the corrosponding salespeople.

In the end, the Flow should look like the following (except the more salespeople you have, the more Update Record elements will be there).

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• The flow is now ready to use! Once done, save and activate the flow.

Mapping Custom Fields to Captello

The last step to get the owner assignment Flow to work, is mapping the Salesforce owner custom field to Captello fields. On Captello, Navigate to Setup > Integrations > Connectors > Scroll down to Salesforce (Standard) and click the desired account’s drop-down and click ‘Map Leads’, or ‘Map Contacts’ per your needs.

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• Map the field as follows:
  - [Prospect] Last Event Submission Captured by > Captello Captured By (The Salesforce custom field). The mentioned Captello field automatically captures the name of the user whenever a prospect is captured through the Captello mobile app. It does not need to be mapped to any form fields.

Logs

Logs will show successful leads with a success status, and if a lead fails to sync, it will show the error that caused it to fail.

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