How to automate lead profiling
Automating lead profiling in Salesforce requires creating a custom temperature field, building an automation Flow with conditional logic based on activity counts, and activating it. The process involves Setup, Object Manager, and Flow Builder, and can take over 90 minutes for an experienced administrator.
How to do it in Teeo
“Automate lead profiling: classify as hot those with 3 or more interactions, warm with 1-2, cold with no interactions”
The automation is active and will classify leads automatically in real time.
How to automate lead profiling in Salesforce: step by step
Requirements
- ·There is no native 'lead temperature' field in Salesforce. You must create it as a custom field (picklist) in Object Manager before you can use it in the Flow.
- ·Counting the number of Activities related to a Lead from a Flow requires a 'Get Records' element on the Task/Event object filtered by the Lead. This is an advanced configuration that is not intuitive for non-technical users.
- ·Einstein Lead Scoring (available with Sales Cloud Einstein) is an ML-based alternative that classifies leads automatically, but requires an additional Sales Cloud Einstein license.
- ·Only a user with a System Administrator profile can create custom fields and activate Flows in Salesforce.
Access Setup as an administrator
Click the gear icon in the upper right corner and select 'Setup'. The Salesforce administration panel will open. You need a System Administrator profile to complete the following steps.
Navigate to Object Manager
In the Setup panel, click the 'Object Manager' tab in the top bar. A list of all standard and custom objects in your organization will be displayed.
Open the Lead object
In the Object Manager list, find and click 'Lead'. This will open the detailed configuration of the Lead object with its fields, validations, and layouts.
Create the 'Lead Temperature' custom field
In the left sidebar menu, click 'Fields & Relationships'. Then click 'New' in the upper right. Select 'Picklist' as the field type and click 'Next'.
Configure the picklist field values
In 'Field Label', enter 'Lead Temperature'. In the values section, add three options: 'Hot', 'Warm', and 'Cold'. Click 'Next', review the profile visibility settings, and click 'Save'.
Access Flow Builder
Return to Setup and in the quick search box type 'Flows'. Click 'Flows' under 'Process Automation'. In the Flows list, click 'New Flow'.
Select the Flow type
In the Flow type selector, choose 'Record-Triggered Flow'. Click 'Create'. In the trigger configuration, select the 'Lead' object and define that the Flow runs 'When a record is created or updated'.
Add a Get Records element to count activities
On the Flow canvas, click '+' to add a new element and select 'Get Records'. Configure it to get records from the 'Task' object, with filter 'WhoId equals {!$Record.Id}'. Select 'Count of records' to retrieve only the number of activities.
Add a Decision element
Add a new 'Decision' element connected to the Get Records. Create three branches: 'Hot' (if count is greater than or equal to 3), 'Warm' (if count is greater than or equal to 1 and less than 3), and 'Cold' (default, if count is 0).
Add Update Records elements for each branch
For each decision branch, add an 'Update Records' element. Configure each one to update the current Lead record, setting the 'Lead Temperature' field with the corresponding value: 'Hot', 'Warm', or 'Cold'.
Save the Flow
Click 'Save' in the upper right of Flow Builder. Assign a descriptive name to the Flow, for example 'Automatic Lead Temperature Classification'. Add an optional description and click 'Save'.
Activate the Flow
Once saved, click the 'Activate' button at the top of the canvas. Confirm the activation in the dialog box. The Flow will start automatically classifying leads every time they are created or updated in Salesforce.
Frequently asked questions
Does Salesforce have automatic lead scoring natively without Einstein?
Not natively with automatic classification based on interactions. You can build this logic with Flow Builder, but it requires creating custom fields, configuring a Flow with Get Records elements and decision logic. Einstein Lead Scoring offers ML-based classification but requires an additional Sales Cloud Einstein license.
How many steps does it take to automate lead profiling in Salesforce?
There are 12 steps: access Setup, navigate to Object Manager, open the Lead object, create the custom picklist field, configure values, access Flow Builder, select the Flow type, add Get Records to count activities, add decision logic, add Update Records for each branch, save the Flow, and activate it. The process takes approximately 90 minutes.
What is the fastest way to automatically classify leads?
With Teeo you describe the classification logic in one message—hot with 3 or more interactions, warm with 1-2, cold with none—and the automation becomes active in real time. No need to create fields, configure Flows, or have Salesforce administration knowledge.