Configure Leads Settings

Configure Lead for EDA

Lead is a sales-focused standard object, which means your institution is not likely to use all of its available fields. To minimize potential confusion, we recommend that you update your security settings, navigation, and various layouts to reference only the Lead fields you need for EDA.

While making these changes, also ensure that any staff who convert Leads have the appropriate Account record type assignments. And, for future use with assignment rules and Lead processes, consider creating custom Lead Status picklist values that align with your institution's recruiting process.

The Lead Settings page in Setup controls some of the basic behaviors and conversion settings for your org. We recommend these settings.

Lead Queue Settings

Specify the user or queue that owns the Leads when assignment rules don't apply. You can also select to notify the Lead owner.

Lead Conversion Settings

Select Require Validation for Converted Leads to ensure that these EDA triggers fire when a Lead is converted: ADDR_Account_TDTM, ADDR_Contact_TDTM, CON_DoNotContact_TDTM, CON_Preferred_TDTM, and CON_PreferredPhone_TDTM. For more information about these triggers, see Apex Class Descriptions for EDA.

Select Hide Opportunity Section of Convert Lead Window if your institution doesn't use Opportunities.

Lead Merge Settings

If your org-wide sharing default for Leads is Public Read/Write/Transfer, select Org-Wide Merge and Delete settings to let users merge and delete Leads.

To track additional information for suspects, create custom fields on the Lead object. Then consider mapping the custom Lead fields to custom fields on Account, Contact, or Opportunity. These mappings are used when you convert Leads. For detailed steps, see Map Custom Lead Fields for Lead Conversion in Salesforce Help. 

To direct Leads to the right owners, create Lead assignment rules. For example, to assign all Leads whose last names range from A-E to a specific user or queue, go to the Lead Assignment Rules page in Setup. For detailed steps, see Set Up Assignment Rules in Salesforce Help. 

Lead processes let you define which Lead Status values apply to specific Lead record types. For example, let's say that Leads from a testing service cycle through different statuses than Leads from a college fair. Most institutions do fine without using Lead processes. If you need them, first update the Lead Status picklist values. Then create a Lead Process and assign it to a Lead Record Type.

We also recommend you review Things to Know About Leads in Salesforce Help.

Configure Accounts Created During Lead Conversion

When you convert a Lead to a Contact, EDA automatically creates a container Account record for the Contact using the record type you specify. However, the name of the created Account depends on these Account Model settings in EDA Settings.

If a Lead is converted using a record type that is specified in Automatically Rename Lead-Converted Accounts, EDA names the Account as follows.

• When Administrative or Household Account record types are selected, Leads converted using these record types have an Account name that follows the format specified in either Administrative Account Name Format or Household Account Name Format.

• When other Account record types are selected, Leads converted using these record types have an Account name that follows the default EDA Account name format of {!LastName} Account. 

If a Lead is converted using a record type that is not specified in Automatically Rename Lead-Converted Accounts, the Account name is based on the Company field on the Lead record, which is standard Salesforce behavior. 

If your org uses Household Account as your Default Account Model, EDA names the Account as follows.

• If Automatically Rename Household Accounts is turned on, Leads converted using the Household Account record type have an Account name that follows the format specified in Household Account Name Format, regardless of whether Household Account is selected in Automatically Rename Lead-Converted Accounts.

• If Automatically Rename Household Accounts is turned off and Automatically Rename Lead-Converted Accounts doesn’t specify Household Account, Leads converted using the Household Account record type have an Account name based on the Company field.

• If Automatically Rename Household Accounts is turned off and Automatically Rename Lead-Converted Accounts does specify Household Account, Leads converted using the Household Account record type have an Account name that follows the format specified in Household Account Name Format.

If a user selects an existing Account when converting a Lead, the Account name doesn’t change.

Now that you understand how Account naming works for converted Leads, update your EDA Settings.

1. From Education Cloud Settings, under Education Data Architecture, click Settings. If you don’t see the Education Cloud Settings tab, access it from App Launcher or see Education Cloud Settings.

2. In EDA Settings, click Account Model and then click Edit.

3. For Automatically Rename Lead-Converted Accounts, update the list of selected account record types to include the record types you want available for Account renaming when converting Leads. 

4. Save your changes.

Note Make sure the RenameLeadConvertedAccounts_TDTM Trigger Handler is enabled, otherwise Account renaming for converted Leads doesn’t work. For Trigger Handler details, see Apex Class Descriptions for EDA.

If you have existing automation in place for Account naming, be sure to clear the Selected Account Record Types list in Automatically Rename Lead-Converted Accounts, including the Administrative and Household Accounts that are included by default.

For information about Account record types, refer to Customize Administrative and Household Names.