New Group Assignment Functionality
1 like943 views
This document summarizes a presentation about new group assignment functionality using TargetX Builder. It discusses how the University of Massachusetts Lowell previously used complex Salesforce formula fields to assign contacts to many groups based on numerous criteria. This led to maintenance issues. TargetX helped migrate the assignments to use their Builder, which defines criteria simply and manages assignments through Apex. The new system consolidated groups and uses fewer criteria, making assignments easier to configure and maintain.
New Group Assignment Functionality
- 1. #TargetXSummit New Group Assignment Functionality Daniel Bedard - University of Massachusetts Lowell Bryan Woods - TargetX
- 2. Introductions ● Daniel Bedard PMP,MBA,ITL ○ Project Manager - Administrative Systems ○ University of Massachusetts Lowell ● Bryan Woods ○ Client Services Engineer ○ TargetX
- 3. Agenda ● University of Massachusetts Salesforce Overview ● Group Assignments I ○ Phase 1 - How we started ○ Phase 2 - How we grew ○ Phase 3 - The straw that broke the camel’s back ● Group Assignments II ○ Target X Builder Group Assignments
- 4. #TargetXSummit Salesforce at UMass Lowell
- 5. #TargetXSummit Group Assignments The Way we were…..Phase 1 Graduate Admissions Eight Groups ● Grad Unknown ● Francis College of Engineering ● Kennedy College of Sciences ● Zuckerberg College of Health Sciences ● Manning School of Business ● College of Fine Arts, Humanities & Social Sciences ● College of Education Two Criteria ● Career: Contains “Grad” ● Program: (Name)
- 6. #TargetXSummit Group Assignments The Way we were…..Phase 1 Application: IF(Group_Assignment_Override__c,"Override", IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Grad") && ISBLANK (UML_Academic_Plan_HED__r.Program_Proper_Name__c), "Grad Unknown", IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Grad"),UML_Academic_Plan_HED __r.Program_Proper_Name__c, Inquiry: IF(Group_Assignment_Override__c,"Override", IF(CONTAINS(TEXT( TargetX_SRMb__Student_Type__c ),"Grad") && ISBLANK (UML_Academic_Plan_HED__r.Program_Proper_Name__c ), "Grad Unknown" , IF(CONTAINS(TEXT(TargetX_SRMb__Student_Type__c),"Grad"), UML_Academic_Plan_HED__r.Program_Proper_Name__c ,
- 7. #TargetXSummit Group Assignments The Way we were…..How we grew Undergraduate Admissions Six Criteria ● Student Type ● Special Int. Group ● CEEB Code ● EPS Market ● County ● State Numerous Groups ● General Unassigned ● One for each counselor ● One for each Special Population Group ● One for each County ● One for each CEEB Code ● Etc.
- 8. #TargetXSummit Group Assignments The Way we were…..How we grew Application: IF(Group_Assignment_Override__c,"Override", IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Grad") && ISBLANK (UML_Academic_Plan_HED__r.Program_Proper_Name__c), "Grad Unknown", IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Grad"),UML_Academic_Plan_HED__r.Program_Proper_Name__c, IF( (TEXT(TargetX_SRMb__Application_Type__c) = "Transfer Continuing Ed" || TEXT(TargetX_SRMb__Application_Type__c) = "First Year Freshman CE" || TEXT(TargetX_SRMb__Application_Type__c) = "Pathways CE Non-Degree"), "CE", IF(TargetX_SRMb__Contact__r.TargetX_SRMb__Athletic_Prospect__c, "Athletes", IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Trans") && RPP_Prospect__c, "RPP", IF((TargetX_SRMb__Contact__r.MailingCountry != "" && NOT(CONTAINS("us|u.s.|usa|u.s.a.|united states|united states of america",LOWER(TargetX_SRMb__Contact__r.MailingCountry)))),"International", IF(TEXT(TargetX_SRMb__Application_Type__c)="First Year Freshman" && CONTAINS("221115|221200|222013|222420|222457|220033|220032|220475|220515|220493|221947|220489|220600|220765|220767|221381|220758| 221290|221305|222365|221370|221365|220523|221948|220435|221122|221120|221116|221124|221139|221129|221119|221127|220027|221220|2209 85|220030|22015|220575|221615|221400|300280|222070|222153|222150|220878|222152|221315|221375|221662|221260|221265|221285|221262|221 275|220155|220575|221615|221400",TargetX_SRMb__Contact__r.Group_Assignment_CEEB_Code__c) && TargetX_SRMb__Contact__r.Group_Assignment_CEEB_Code__c != '', TargetX_SRMb__Contact__r.Group_Assignment_CEEB_Code__c, IF(TEXT(TargetX_SRMb__Application_Type__c)="First Year Freshman" && LOWER(TargetX_SRMb__Contact__r.MailingState)= "ma" && TargetX_SRMb__Contact__r.TargetX_SRMb__MailingCounty__c != "", TargetX_SRMb__Contact__r.TargetX_SRMb__MailingCounty__c & ", MA", IF(TEXT(TargetX_SRMb__Application_Type__c)="First Year Freshman" && LOWER(TargetX_SRMb__Contact__r.MailingState) = "ny" && TargetX_SRMb__Contact__r.TargetX_SRMb__EPS_Code__c != "", TargetX_SRMb__Contact__r.TargetX_SRMb__EPS_Code__c, IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Transfer") && LOWER(TargetX_SRMb__Contact__r.MailingState) = "ny", "New York Transfer", IF(LOWER(TargetX_SRMb__Contact__r.MailingState) = "nj", "New Jersey", IF((TEXT(TargetX_SRMb__Application_Type__c )="First Year Freshman" || CONTAINS(TEXT( TargetX_SRMb__Application_Type__c ),"Transfer")) && CONTAINS("ak|az|hi|mt|id|nv|or|ut|wa|ca|co|wy",LOWER(TargetX_SRMb__Contact__r.MailingState)) && TargetX_SRMb__Contact__r.MailingState != ''&& TargetX_SRMb__Contact__r.TargetX_SRMb__EPS_Code__c != '', TargetX_SRMb__Contact__r.TargetX_SRMb__EPS_Code__c, IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"Transfer"),"Transfer", IF(TEXT(TargetX_SRMb__Application_Type__c)="First Year Freshman" && TargetX_SRMb__Contact__r.MailingState !="", UPPER(TargetX_SRMb__Contact__r.MailingState), IF(TEXT(TargetX_SRMb__Application_Type__c) = "Non-degree","Non-degree", "Unknown Group"))))))))))))))))
- 9. #TargetXSummit Group Assignments The straw that broke the camel’s back! Online & Continuing Educations One Criterion ● Student Type: OCE 1 Groups ● Online & Continuing Education
- 10. #TargetXSummit Group Assignments The straw that broke the camel’s back! IF(CONTAINS(TEXT(TargetX_SRMb__Application_Type__c),"OCE”, OCE Maximum Number of Characters Exceeded
- 11. #TargetXSummit Group Assignments What we did………. Naturally, I called my friends at TargetX! Megan, HELP! Let me see what we can do Dan
- 12. #TargetXSummit Group Assignments Here is what they did Old Group Assignment ● Separate package ● Uses a formula field on the relevant object to output the group name ● Formula field has a character limit and uses Salesforce functions for the formula New Group Assignment ● Part of TargetX Base and managed within the TargetX Builder ● Uses an apex trigger to update a text field on the relevant object with the group name ● Criteria is configured in TargetX Builder and uses simple operators in criteria (i.e. equals, does not equal, contains, is included in, etc) along with advanced expression logic
- 13. #TargetXSummit Group Assignments Here is what they did Steps I took and things I learned ● Old group assignment had 484 groups split between application and inquiry objects ● Needed to consolidate some groups when rebuilding them in the builder ○ States assigned to the same user(s) ○ Ranges of State EPS code assigned to the same user(s) ○ CEEB Codes by user ● The ability to define criteria in the Builder compared to the formula field is much easier so your migration should not be 1:1 ● New group assignment using the TargetX Builder has 139 groups
- 14. #TargetXSummit Group Assignments Best Practices ● Test in a sandbox first! ● Plan it out and think about your groups more as territories (i.e. Midwest States, Pacific Northwest States, etc.) as opposed to individual places (i.e. Illinois, Wisconsin, Michigan, Washington, Oregon, etc.) ● Override and Refresh groups first; Catch All group last ● Group Order - think of it like a formula as it evaluates each group ● Use group names and descriptions that relate to the criteria
- 15. #TargetXSummit Group Assignments Common Errors and Error Resolution ● Unauthorized Endpoint in deployment of trigger ○ Have the remote site settings been added? ○ Group Assignment Publish Configuration ● Group Assignment field populating but not the Owner ○ Is the Assignment Group (v2) object set to Public Read for External sharing? ○ Does the user triggering Group Assignment (i.e. internal user, community user, site user) have read access to the Assignment Group (v2) and Assignment Group Member (v2) objects ● Specific groups not assigning ○ Check criteria of groups that are not assigning to ensure you are using appropriate operators ○ How do I write a condition set in Group Assignment ● Round Robin not assigning evenly ○ Has a new member recently be added to a group with multiple members? ○ Check the Assignment Group Member Record Count for the Assignment Group