Overview
By default, the Salesforce flow will create a new lead when an invitee does not exist in your Salesforce instance. To determine the lead owner, the flow checks if the email of the assigned Calendly user matches a Salesforce email. If there is no match, the System Admin will become the lead owner.
To change this behavior, you can follow the steps in this article to assign leads to a specific Salesforce user. To read more about default flow behavior, view Default behavior of the Salesforce package.
Example use case
If you have multiple Salesforce admins, you may want to make sure leads are assigned to a specific Salesforce admin who works closely with the Sales team.
How to assign leads to a specific Salesforce user
- In Salesforce Setup, search for Flows. Select Flows.
- If you haven't customized the CreateEventTemplate before, you'll need to create a new flow based on the template. To do so, you can open the CreateEventTemplate, customize it directly, then Save as. Saving it will create a new flow. You can call the new flow something like "CreateEvent."
- If you've already customized the CreateEventTemplate flow, then open your customized flow.
- Select the Get Records: Find User element.
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At Edit Get Records, under Filter User Records, you will need to change the Field value on the left to match the User field you'd like to filter by. For example:
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To filter by Email, under Field enter Email, and under Value, enter in the user's email.
Note: The Salesforce user's email must be an exact match or the lead will not be assigned. - To filter by user ID, under Field enter ID, and under Value, enter in the user's ID. You can locate a user's ID, by accessing the user's profile, and locating their ID in their URL. For more details, see Salesforce's Find the Salesforce ID for a User or profile.
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To filter by Email, under Field enter Email, and under Value, enter in the user's email.
- To save the flow, select Save. Select Save As to save the modified version of the flow. To activate the flow, select Activate. Note: you will also need to deactivate the CreateEventTemplate, so you don’t have duplicate events in Salesforce.
- From your Setup, locate the Quick Find / Search box, then type flows.
- Under Build>Workflows & Approvals, select Flows.
- At Flows, select Open for the CreateEvent flow.
Note: Your organization's visual builder may be viewed in the Classic or Lightning experience. Functionality remains the same. - Select the Find User, Get Records element.
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At Edit Get Records, under Filter User Records, you will need to change the Field value on the left to match the User field you'd like to filter by. For example:
-
To filter by Email, under Field enter Email, and under Value, enter in the user's email.
Note: The Salesforce user's email must be an exact match or the lead will not be assigned. - To filter by user ID, under Field enter ID, and under Value, enter in the user's ID. You can locate a user's ID, by accessing the user's profile, and locating their ID in their URL. For more details, see Salesforce's Find the Salesforce ID for a User or profile.
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To filter by Email, under Field enter Email, and under Value, enter in the user's email.
- To save the flow, select Save. Select Save As to save the modified version of the flow.
- To activate the flow, select Activate.