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Distribute a record to your team from an automation
The Assign to the next rep step assigns the record through a distribution rule or scenario, exactly like distributing from the records list: turns, capacity and working hours.
Before you start · 1 thing · for owners and managersA distribution rule or scenario
Before you start · 1 thing · for owners and managers
A distribution rule or scenario
- You need: The permission to edit workflows
- A distribution rule or scenario: Lead distribution: how Corteksa decides who gets each new client or Distribute one client by hand with a scenario or rule.
Steps
1
Press Add a step and choose Assign to the next rep.
2
Under Who picks the rep, choose the rule or scenario.
3
Optional: turn on Even if it already has an owner.
It’s off by default, so a record isn’t taken away from a salesperson who’s working on it.
4
Optional: write a Reason. It shows in the record’s history.
How it works
It needs a record. With message triggers, it distributes the record linked to the chat, and all the channels must be linked to the same unit.
The assignment it makes doesn’t start an A field changes automation on the assignees, so the record doesn’t go round in circles forever.
The distribution isn’t repeated, even if the step is retried.
If something goes wrong
What you see
Why
What to do
“Nobody in the distribution rule can take the record right now — everyone is outside working hours or at capacity.”
All the members are off shift or have reached their capacity.
Check the rule’s settings.
The record wasn’t reassigned
It has an assignee, and Even if it already has an owner is off.
Turn it on if the automation’s goal is to hand the record over.
“Uncertain”
A cut-off after the assignment started.
Open the record and check the assignee before you resume.
A real example
Namaa Academy
The situation
New clients all go to the same salesperson.
What they did
- A new record is added in “Leads”.
- Assign to the next rep with a round-robin scenario across 4 salespeople.
- Notify a team member for the new assignee.
The result
Clients are shared out evenly, and each salesperson knows about their client straight away.
A made-up company, to show the idea. The numbers are rounded.
Good to know
Corteksa doesn’t check that the rule belongs to the trigger’s unit. Choose the right unit’s rule.
Did this guide solve it?
If not, we’ll ask what was missing.