{"id":1854,"date":"2019-05-28T12:23:38","date_gmt":"2019-05-28T17:23:38","guid":{"rendered":"https:\/\/www.teamdesk.net\/blog\/?p=1854"},"modified":"2019-05-29T05:10:43","modified_gmt":"2019-05-29T10:10:43","slug":"convert-leads-into-company-accounts","status":"publish","type":"post","link":"https:\/\/www.teamdesk.net\/blog\/tips-tricks\/convert-leads-into-company-accounts\/","title":{"rendered":"Convert Leads into Company accounts"},"content":{"rendered":"

Lead and Customer are key entities for customer management. In this blog post we would suggest a solution for your online database that allows to convert Leads into Customers, such as Company accounts.<\/p>\n

With help of a custom button<\/a>, a user will be able to copy qualified Lead records into a separate \u201cCompanies\u201d table. As a result, each converted lead will be saved as a new \u2018company account\u2019. In simple words, every Company record will be created as a copy of a converted Lead record. Moreover, a contact person stored in the Lead record, along with all the tasks related to the lead, should also be copied among all other related details of a newly created Company account.<\/p>\n

For example, there are Leads, Companies, Persons and Tasks tables in your online database. When you add a new Lead, you should fill in the Company field and the Person field.<\/p>\n

\"New<\/a><\/figure>\n

When a Lead is saved, you may add related Tasks underneath the Lead form:<\/p>\n

\"Convert<\/a><\/figure>\n

To convert Lead into account, a user can click on the \u201cConvert Lead\u201d button. As a result, a new Company record corresponding to the initial Lead will be added to the \u201cCompanies\u201d table automatically. Detail records, such as \u201cPerson\u201d will be created as a related detail as well. Moreover, all existing incomplete Task records will also stay related to the Company account.<\/p>\n

<\/figure>\n

\"Company<\/a><\/p>\n

Please note that ParentKey() function, RecordSet column and Record Update actions are the most essential elements of the button configuration. All these elements help to simplify and automate button functionality.<\/p>\n

Now let\u2019s plan all the steps in details:<\/p>\n

<\/p>\n

1. Create Reference columns in the \u201cLeads\u201d table<\/h3>\n

First, make sure that \u201cLeads\u201d table contains two reference columns<\/a>: Converted Company and Converted Person.
It means that there is a One-to-Many relation<\/a> between the \u201cLeads\u201d and the \u201cCompanies\u201d table and there is also a similar relation between \u201cLeads\u201d and \u201cPersons\u201d.<\/p>\n

<\/p>\n

\"\"<\/figure>\n

These two reference columns are needed for keeping key values of a newly generated Company account and a Person profile in the master Lead record. These columns will be used in the \u201cConvert Lead\u201d button filters, in the update actions and assignments described below.<\/p>\n

<\/p>\n

2. Create Reference columns in the \u201cCompanies\u201d table<\/h3>\n

You should also add the following two single-reference columns to the \u201cCompanies\u201d table: \u201cMain Person\u201d and \u201cLead\u201d.<\/p>\n\n\n

\"\"<\/figure>\n\n\n\n

Both columns participate in the assignments of the actions triggered by the \u201cConvert Lead\u201d custom button. <\/p>\n\n\n\n

3. Add Reference columns to \u201cTasks\u201d table<\/h3> \nWhen both – a new Company account and a Person profile are generated, all incomplete Tasks (where the Complete is not Checked) should be related to these Company record and a Person record via single-reference columns.<\/p>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Reference column values will be assigned with help of the Update Record action described below. As a result, a user will be able to see all the incomplete Tasks related to a Company account and a Person profile as \u2018related details\u2019 underneath the form.<\/p>\n\n\n\n

4. RecordSet column<\/h3>\n\n\n\n

\u201cTasks\u201d and \u201cLeads\u201d tables are related via a single-reference column. As a result, you can see a list of Tasks as \u2018related details\u2019 underneath a Lead form. You can also create a RecordSet<\/a> column in the Leads table. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

This column acts as a reference to related Task records. In our example, there is an \u201cActive Tasks\u201d RecordSet column keeping the list of Task record initial Id\u2019s taken from the related details. In addition, this column has a filter: \u2018Complete is not Checked\u2019, so only incomplete Tasks are selected.
This RecordSet column will be used in the Update Record action for updating the \u201cCompany\u201d and the \u201cPerson\u201d reference column values of all incomplete Tasks related to the Lead.<\/p>\n\n\n\n

5.\u201cConvert Lead\u201d custom button<\/h3>\n\n\n\n

Now you can configure \u201cConvert Lead\u201d custom button<\/a> and pack it with actions<\/a>. Please note that the button has two filters to prevent Company account and Person profile copies creation.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

6. Add Actions to the button<\/h3>\n\n\n\n

Add two Create Record<\/a> actions, three Update Record<\/a> actions and one Navigate<\/a> action to the \u201cConvert Lead\u201d button.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

The first \u201cCreate Company\u201d action<\/strong> should create a new record in the \u201cCompanies\u201d table. This Company record should be related to the initial Lead record. The resulting action includes the following assignments:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

The second action \u201cCreate Person\u201d<\/strong> should be configured in a similar way, except for adding the assignment with ParentKey()<\/a> pseudo-function. This function takes the record key created by preceding workflow actions. Within the assignment, this key is inserted into the Company reference column, therefore the function takes a record key of the last record created by workflow action in the Companies table. In this example the above-mentioned \u201cCreate Company\u201d action generates a new Company record, so, its key column value will be taken via ParentKey() function added to the assignment.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Record Update<\/a> actions configuration is more complex. These actions also contain ParentKey() pseudo-function in the assignments. As mentioned above, this function picks up a key of a newly created \u2018Company\u2019 or a \u2018Person\u2019 records that were created by actions configured in the \u201cLeads\u201d table. The system tracks record keys that were generated by preceding workflow actions, one key per table. This enables us to assign a key of a newly created Company or a newly created Person record depending on the reference column specified in the assignments.<\/p>\n\n\n

See three Record Update actions with assignments on the screenshots below.<\/p>\n\n\n

\u201cSave Company & Person to Lead\u201d action<\/strong><\/h4>\n\n\n\n

The purpose of this action is relating both newly created records (Company and Person) to the initial Lead via \u201cConverted Company\u201d and \u201cConverted Person\u201d reference columns.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

This action updates the Lead record where \u201cConvert Lead\u201d button was clicked. According to the assignments, key values of the last record that were created via actions in the \u201cCompanies\u201d and \u201cPersons\u201d tables are inserted into the \u201cConverted Company\u201d and \u201cConverted Person\u201d reference columns respectively.
<\/p>\n\n\n\n

\u201cSet Main Person to Company\u201d action<\/strong><\/h4>\n\n\n\n

According to this action the newly created Person profile should be related to the new Company account via the \u201cMain Person\u201d single-reference column. That\u2019s why the Record Update action should be configured the following way:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

\u201cConverted Company\u201d column has to be selected in the \u201cRecord(s) to update\u201d field. It indicates that the action should update the Company record with the key value which is kept in the \u201cConverted Company\u201d reference column of the Lead record, where the custom button was clicked.
Then the assignment inserts the Person record key via ParentKey() function into the \u201cMain Person\u201d reference column referring to the \u201cPersons\u201d table. The specific of the ParentKey() function is described in the actions listed above.
<\/strong><\/p>\n\n\n\n

\u201cTransfer Active Tasks\u201d action<\/strong><\/h4>\n\n\n\n

Now we need to relate incomplete Tasks to the newly created \u2018Company\u2019 and \u2018Person\u2019 records. We will use \u201cCompany\u201d and \u201cPerson\u201d reference columns within the assignments of this Update Record action.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Pay your attention to the action options. In the \u201cRecord(s) to update\u201d field the \u201cActive Tasks\u201d RecordSet column is selected. It means that only Tasks, which key values are listed in the \u201cActive Tasks\u201d field, should be updated when a particular lead record\u2019s \u201cConvert Lead\u201d button is clicked by a user.<\/p>\n\n

As a result, with the help of the ParentKey() function the Company and the Person reference columns will be filled in by the key values of the last Company and the last Person record created via actions within correspondent tables.<\/p><\/p>\n\n\n\n

At the end, we add \u201cNavigate To Company\u201d action<\/strong>. This is an action of the Navigate<\/a> type. It readdresses a user to a view form of the newly created Company record after \u201cConvert Lead\u201d button is pressed.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

The set of actions is now complete. You may review \u201cConverting Lead\u201d functionality in the Leads & Account<\/a> preconfigured template.<\/p>\n","protected":false},"excerpt":{"rendered":"

Lead and Customer are key entities for customer management. In this blog post we would suggest a solution for your online database that allows to convert Leads into Customers, such as Company accounts. With help of a custom button, a user will be able to copy qualified Lead records into a separate \u201cCompanies\u201d table. As […]<\/p>\n","protected":false},"author":3,"featured_media":1914,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[166,167],"class_list":["post-1854","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tips-tricks","tag-convert-lead","tag-convert-leads"],"yoast_head":"\nConvert Leads into Company accounts - TeamDesk Blog<\/title>\n<meta name=\"description\" content=\"In this blog post we suggest a solution for your online database that allows to convert Leads into Customers, such as Company Accounts.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.teamdesk.net\/blog\/tips-tricks\/convert-leads-into-company-accounts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Convert Leads into Company accounts - 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