Automate Lead Assignment with Pabbly Connect: A Step-by-Step Guide

Learn how to automate lead assignment among sales team members using Pabbly Connect. This detailed tutorial covers every step of the process for seamless integration.

Watch Step By Step Video Tutorial Below

1. Introduction to Pabbly Connect for Automating Lead Assignment

In this tutorial, we will explore how to use Pabbly Connect to automate lead assignment among sales team members. This process allows for efficient handling of queries received in a Gmail account. By using Pabbly Connect, we can streamline the assignment of leads so that they are distributed evenly among the sales team.

To begin, ensure you have a Pabbly Connect account. If you don’t have one, you can create a free account in just a few minutes. Once logged in, you will access the dashboard where you can create workflows that automate lead assignments based on incoming emails.

2. Setting Up Gmail Connection in Pabbly Connect

The first step involves integrating your Gmail account with Pabbly Connect. This connection allows Pabbly Connect to capture incoming leads automatically. Start by clicking on the ‘Create Workflow’ button in your Pabbly Connect dashboard.

• Click on the ‘Create Workflow’ button.
• Provide a name for your workflow, such as ‘Automatically Assign Leads to Sales Team’.
• Select Gmail as the trigger application.

Once you have set up the trigger, you will need to configure the email parser in Pabbly Connect. This involves copying the provided email address from Pabbly Connect and setting it up in your Gmail account’s forwarding settings. This way, every new lead email will be forwarded to Pabbly Connect for processing.

3. Configuring Email Parser in Pabbly Connect

After establishing the Gmail connection, the next step is to configure the email parser. This feature of Pabbly Connect captures the details from incoming emails. Paste the copied email address into your Gmail account’s forwarding settings to ensure that all new leads are sent to Pabbly Connect.

• Go to Gmail settings and find the ‘Forwarding and POP/IMAP’ tab.
• Add the email address provided by Pabbly Connect for forwarding.
• Verify the forwarding address by entering the confirmation code sent to your Gmail account.

Once the forwarding is set up, send a test email to ensure that the email parser in Pabbly Connect captures the incoming lead correctly. This step is crucial for verifying that your automation will work as intended.

4. Automating Lead Assignment with Pabbly Connect

Now that your email parser is configured, it’s time to set up the lead assignment automation in Pabbly Connect. The goal is to assign leads to different sales team members in a round-robin fashion. Start by adding a counter feature to your workflow.

In Pabbly Connect, choose the ‘Number Formatter’ action to create a counter that will increment with each new lead received. This counter will help determine which salesperson should receive the next lead. Set the initial value to 1, and configure it to reset after reaching the number of sales team members.

Set the initial value for the counter to 1. Choose to increment the counter by 1 after each lead assignment. Reset the counter after it reaches 3 (or the number of salespeople you have).

Finally, use the router feature in Pabbly Connect to define conditions for each salesperson based on the counter value. This will ensure that leads are assigned correctly based on the order of arrival.

5. Testing Your Automation in Pabbly Connect

After setting up the automation, you need to test it to ensure everything works as expected. Send a few test emails to your Gmail account and observe how Pabbly Connect processes these leads. Check if the leads are assigned to the correct sales team members based on the round-robin logic you configured.

Monitor the responses in Pabbly Connect to verify that the emails are sent to the designated salespeople. Adjust any settings if necessary, ensuring that the email content and subject lines are appropriately formatted.

Send test emails to your Gmail account to trigger the automation. Check the email accounts of the sales team for the received leads. Make adjustments in Pabbly Connect if the leads are not assigned correctly.

Once confirmed that the automation is functioning smoothly, you can rely on Pabbly Connect for continuous lead assignment without manual intervention.

Conclusion

In this tutorial, we explored how to automate lead assignment using Pabbly Connect. By integrating Gmail and configuring an email parser, we set up a seamless workflow that distributes leads evenly among sales team members. This process not only saves time but also enhances productivity, allowing teams to focus on converting leads into customers.