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Setting up Workflow Rules

In order for certain KPIs to interact with PowerStandings, you'll need to set up Salesforce workflow rules. To tell if the KPI requires a workflow rule, notice its designation under the Setup Type column on the KPI list page. A KPI marked "Manual" requires you to set up a workflow rule in order to use it.

Keep in mind that you only need to set up the workflow rules for the specific "Manual" KPIs that you want to use.

Follow these steps to create a workflow rule for a KPI.

  1. First, go to the KPI edit page. We'll use the "Appointment Set" KPI as an example. Notice the description on the KPI page. This defines what the KPI is used for, so keep this in mind as you proceed with the next steps.
  2. Click the copy link next to the Post URL. A window will pop up instructing you to press CTRL+C, then ENTER. Do this, and then click OK.
  3. Click your Salesforce username in the upper right corner of the screen, and then click Setup. Note: In some versions of Salesforce, the Setup link is located beside your username instead.
  4. On the sidebar, go to the App Setup section and click the arrow next to Create. Then click the arrow next to Workflow & Approvals. Then click Workflow Rules. If you don’t see workflow rules as an option, you may not have permission from your salesforce.com admin to create or edit workflow rules. Check with them to resolve this.
  5. Click New Rule above the list in the main window.
  6. Choose an object from the Select object dropdown. For our example, we'll choose "Lead."
  7. Click Next.
  8. Enter a name in the Rule Name field. For our example, we'll call it Appointment Set to match the KPI.
  9. Choose the Evaluation Criteria. You'll probably want to choose "created, and every time it's edited." But if you'd like more information explaining these options, use the Salesforce documentation linked below via the How do I choose? link.
  10. Enter the Rule Criteria. Rules should match the desired behavior for triggering the KPI. At this point you may want to refer back to your tab with the KPI and reference the KPI description.
  11. In this example, the "Appointment Set" KPI will be triggered whenever a Lead, either by creation or editing, enters a Lead Status field that's equal to Appointment Set. In other words, the KPI will count up whenever a Lead enters the Appointment Set Lead Status.

    If you wanted to, you could use different values than this, or add or remove additional filters.

    If you need help learning about filter logic, or other parts of the Salesforce process regarding workflow rules, refer to the Salesforce documentation.

  12. Click Save and Next.
  13. Click the dropdown that reads "Add workflow action." Choose "New outbound message."
  14. Enter any name you like in the Name field.
  15. A Unique Name is automatically generated below. Go ahead leave it there.
  16. Paste the Post Url from the KPI in the field labeled Endpoint URL.
  17. The other fields can be left on default except for the "available fields" under "Lead fields to send." This determines who will get credit for the KPI. It should be set to a field with a username in it. In most cases, you'll want to add the "LastModifiedById" field. Click on it to highlight it, and then clich the arrow button to move it from "Available Fields" to "Selected Fields."
  18. Click Save.
  19. Click Workflow Rules in the left panel.
  20. Click Activate next to the workflow you created.
  21. The workflow rule for that KPI is not ready to go! Repeat the steps for any additional KPIs you plan to use.

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