With the help of the Automation Center, you can create a round robin for New Sales Center Opportunities to make sure the workload is evenly distributed amongst your agents. In this article, we will cover how to setup an Automation Center Workflow for to round robin New Sales Center Opportunity assignments. 


In order to create an Automation Center Workflow, you must have Automation Center Admin permissions. To check this, hover over the Settings icon and look for the Automation Center option. If you do not see this option, please work with your Agency Admin for help with setting this automation up. If you do see this option, you have the necessary permissions to create an automated workflow.


Before you get started, something to keep in mind is how your agency is setup. Do your agents sell and service your clients or do you have separate teams for these roles? Does your sales team service both Personal and Commercial accounts? Do some agents only handle certain lines of business? Knowing the answers to these questions will help you when following the steps in this article.


Finally, for this automated round robin to work correctly, you must have your Default Producer Sales Center setting set to "None". If this is the case, let's get started!


TABLE OF CONTENTS



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How to access Automation Center


To access the Automation Center, hover over the Settings icon and choose Automation Center. This will take you to the Automation Center Dashboard page.






Select the Workflows tab and then select the Create Workflows button. This will take you to the Workflow Editor page where we will create an Automation Center Workflow. 



Step 1: Select Trigger


There are many triggers available, but we want to find the New Status trigger (formerly known as the Interview Status trigger). The New Status Trigger specifically looks for when an Opportunity in Sales Center is moved to the New status. This could be a brand-new lead opportunity an existing customer who has reached their X-Date threshold and is ready for review.


The Opportunity moving to the New status in Sales Center is the trigger that will tell the system it's time to do the action we setup in this workflow. We'll setup the action in the third step so more on that later. For now, let's find the New Status trigger.


Using the Search bar, search for and select the New Status trigger card. This will take you to the next step - Step 2: Add Filters. 



Step 2: Add Filters


For the New Status trigger no filters are required. This means you can technically skip this step if you don't want to add any filters. If you aren't sure if you need to add filters or not, think about how your sales team is setup. Are they spilt between Commercial and Personal clients? Do certain people only service specific lines of business? These questions can help you determine if you need filters or not. 


  • If your agency has preferences on who services what, then you will most likely need filters and multiple workflows so keep reading this Step 2: Add Filters section to learn more.
  • If your agency doesn't have any preferences on who services what, then you most likely will not need filters and can move on to Step 3: Add Actions. To move to the next step in EZLynx, select the Next button on bottom-right of the page.


As an example of when filters could be necessary, let's say my agency has two teams. One team handles Personal accounts and the other handles Commercial accounts. To make sure any new Personal Lines Opportunities only go to the Personal Lines team, we can add a filter for Account Type. 


To add a filter, select the Add Filter button. This will update the page to display the Select Filter dropdown. Select the field to display the dropdown and choose your filter option. For our example, I'll chose the Type option under the Applicant section of filters. You can also type the name of the filter and the system will search the dropdown for the filter in question.





Once you select the filter, the page will update to provide you more fields. These fields and their default answers change depending on which filter you chose from the Select Filter dropdown. For our example, since we chose the Type filter, you'll see our options are either Personal or Commercial. 






For this example, I'll choose Personal. Adding the "Type is Personal" filter means that anytime a New Sales Center Opportunity comes in and the account type is Personal, the system will trigger the action we setup in this workflow. That means this workflow is now specifically for our Personal Lines team. 


To make a workflow for the Commercial Lines team, we will need to make a separate New Status workflow and add the filter "Type is Commercial". This means in total we should have two New Status Workflows to cover both team's round robins for our example. 




Every agency is different, and the beauty of Automation Center is it allows you to create workflows that best suit your agency's needs. Once you determine which filters best suit your agency, you can move on to Step 3: Add Actions.


Step 3: Add Actions


There are several actions available, and you are welcome to do multiple actions in one workflow. However, the main action we need to for the round robin to work is the Assign Opportunity to Producer action. Select this card and it will show you the Assign Opportunity to Producer action fields.




As the description for the action states, this action will assign the new Opportunity to a producer. If we select one producer, it will always assign the opportunity to that producer. 

However, if we select multiple producers, then the system will assign the new opportunity to the producer who currently has the fewest assigned opportunities. If all producers have the same amount, then the system will randomly pick a producer. This action will create the round robin effect we are hoping for. 


To select the producers that need to be included in the round robin for this workflow, you can either type their names in the Producer field or click on the Agency icon to bring up the Select Producers window. 




In the Select Producers window, checkmark the producers that need to be included in the round robin and then choose the Select button. This will close the window and you should see their names in the Producer field.





Because you need to have your Default Producer Setting in Sales Center set to "None", you want to leave the Default Producer from Assigned To unchecked. 



Once you have decided who should be in the round robin, make sure to select the Save Action button. This will take you back to the Add Actions page. 



As mentioned before, you can add more actions if you would like. Utilizing the Create a Task action is a great idea if you have a particular operation process you want everyone to follow when working on new opportunities because you can use the checklist feature to have a task created with a checklist of everything that needs to get done.We aren't going to cover how to add any other actions in this article but check out our Management System - Settings Customization to learn how to create checklists if you are interested! The next section we are going to cover in this article is the final step in creating this workflow - Step 4: Finish Setup. To move to the final step in EZLynx, choose the Next button in the bottom-right of the page.

Step 4: Finish Setup


The final step in our journey is to provide the workflow with a name, description, and to decide which agencies the workflow should apply to. Make sure to give the name and description something you will be able to remember and search for later if you need to make any changes to the workflow. 


To decide which agencies the workflow should apply to, select the agency icon like we did in Step 3: Add Actions and checkmark the agency you want to include. 


By default, the workflow is set to Disabled. This allows you to work on building the workflow in phases if you don't have the time to dedicate to it all in one go. If you are ready to turn on the automation, toggle this option to Enabled. If you are not ready, you can always come back and enable it later. 

When you are done working on the workflow, select the Save Workflow button on the bottom-right of the screen. This will take you back to the Workflows page where we started this journey together. 



Depending on how your agency is setup, you might need to repeat these steps to create more workflows like we talked about in our Commercial vs. Personal example in the Step 2: Add Filters section. You can duplicate an existing workflow to make creating additional ones easier by selecting the Actions icon and choosing Duplicate. This is also where you can edit, enable/disable, or delete workflows if needed.


We hope this article was helpful in getting you setup with an automated round robin for new Sales Center Opportunities! Please let us know if this article was helpful by answering the question below. Check out our related training articles on the right-side to learn more about how to master EZLynx!