How to Manage Lead Conversion

Lead Conversion

Lead Conversion is the process of converting leads into a contact, account, and opportunity.

Process of Lead Conversion

• If Lead Conversion Setting is enabled, then Leads will be automatically converted to contacts on their Matched Account based on the conversion criteria and set lead status after lead conversion. If Lead Conversion Setting is disabled, then leads will not convert.

• For bulk lead conversion, run the Lead Conversion batch. In bulk lead conversion, conversion criteria and other settings will be applied.

Lead Conversion UI

• When Convert Lead On Insertion is selected, all leads will be converted without any criteria.

• When Conversion criteria are selected, whenever a lead is created/updated, has a matched account, and matches the criteria (if defined), the lead will be converted.

Lead Conversion Functionality

1. Enable Lead Conversion: If Enable Conversion is checked, then only leads will be converted; otherwise, no lead conversion will happen.

2. Which Leads Should be Converted:

   • If Convert Lead On Insertion is checked, then all leads will convert without any criteria on insert/update operation.

   • If Conversion criteria are checked, and the lead matches the defined conversion criteria, then leads will convert on insert/update operation.

3. Condition:

   • All of the conditions are met (AND): Multiple row criteria are applied with the AND logical condition, e.g., lastname != null AND title = 'Head'.

   • All of the conditions are met (OR): Multiple row criteria are applied with the OR logical condition, e.g., lastname != null OR title = 'Head'.

   • Custom Logic: Users can enter any custom logic as per the conditions added, e.g., 1 OR (2 AND 3), where 1, 2, 3 represent conversion criteria like lastname != null AND (salutation = 'Ms.' OR company = 'AthenaLogics').

4. Status: During Lead Conversion, Lead Status is required for conversion.

5. Opportunity Contact Role: After Lead Conversion, the opportunity Contact Role will insert/update based on the selected Create New Opportunity option:

   • If Never is selected, then no Opportunity will be created during lead conversion.

   • If Always is selected, then an opportunity will be created during lead conversion.

   • If Only if no open opportunity exists on the account is selected, then the opportunity Contact Role will be set on those opportunities that exist on the account.

6. Create New Opportunity:

   • Never: No Opportunity will be created during lead conversion.

   • Always: Create Opportunity during lead conversion.

   • Only if no open opportunity exists on the account: Use existing opportunity on the account; otherwise, do not create any opportunity on lead conversion.

7. Use Existing Contact For Conversion:

   • If Use existing contact for conversion is checked, then use the contact with the same email as the lead's email in the account; otherwise, create a new contact if unchecked.

Lead Conversion Backend Functionality

• Trigger On Leads insert/update:

  • If Enable Lead Conversion is active, then only lead conversion will process for lead on insert/update operation.

  • Only if the lead is not converted, then only that particular lead will be eligible for the lead conversion process.

  • For Lead conversion, a matched account on the lead is required to process lead conversion on the lead.

  • If Convert Lead On Insertion is checked, then all the leads inserted/updated will directly go for the lead conversion process.

  • If Conversion criteria are checked, then Inserted/updated leads will be checked for the defined conversion criteria. If the lead matches the lead criteria, then those leads will be eligible for the conversion; else, if the criteria are not matched, then the lead will not be eligible for the conversion.

  • After lead conversion, the converted lead status will be updated on the lead, whichever is selected by the user on the screen.

  • If Use existing contact for conversion is checked, then use the contact with the same email as the lead's email in the account; otherwise, create a new contact during lead conversion.

  • If Create New Opportunity is checked, then create a new opportunity; else, set the opportunity as the recent opportunity on the account.

  • After Lead Converted set opportunity contact role on the related list on opportunity.

Run batch job:

• Lead Conversion Batch is used for Converting large amounts of leads based on Lead Conversion Custom Setting.

• Before clicking on the Run Job button, check if lead conversion settings are set up and the process is enabled.

• When clicked on the Run Job button - if lead conversion is enabled, lead has matched account and not already converted then -

  • If Convert Lead On Insertion is checked, then all leads will be eligible for lead conversion directly; else, if Conversion criteria are checked, then only leads that match the lead conversion criteria will be eligible for the lead conversion.

• During conversion, the same Lead Status selected by the user will be populated on converted leads.

• If Use existing contact for conversion is true, then the contact with the same email as the lead's email in the account will be used for conversion; else, a new contact will be created for lead conversion.

• If Create New Opportunity is checked, then a new opportunity will be created; else, the existing opportunity on the account is used, and the selected Opportunity Contact Role is added to the opportunity.

(All Lead Conversion UI Data will be Saved In Lead Conversion Custom Setting)