Auto-enrollment is the method that Playbooks uses to automatically assign leads or contacts in the CRM to a Play. With auto-enrollment, managers create Plays in the Playbooks Manager App and define “Auto-Enrollment Rules” for when a record from the CRM will be added to a Play.

Writing The Rules

A user is brought to the auto-enrollment screen after creating the Play steps or by clicking the “Auto-Enrollment” link on the Plays screen. There are three choices on the auto-enrollment screen:


Method 1: Using a Salesforce Report (Salesforce) or Saved View (Dynamics)

The Salesforce report option is useful when a client has an existing report that contains the records they want to enroll. This option may also be useful if a client has complex logic for when a record should be added to a Play. To use a report in auto-enrollment, a record must have both an OWNER column and a RECORD ID column.

There are four settings for enabling report based enrollment:

Report: This is where a manager selects a report or saved view. This field is designed to accommodate thousands of reports, so if you cannot find the report by scrolling through the list the user can type in a report name. If a report does not appear, make sure it is public and that you have access to see it in the CRM. Only tabular formatted reports are supported.

Record Type: This is where a manager selects if they want to pull in a lead or contact from the report. At this time, Playbooks only supports leads or contacts.

Owner ID: This is where a manager selects the field that specifies who the owner is. The record will be given to the rep that is in this field. Both standard and custom ownership fields are supported. 

This field enables for advanced ownership logic. For example, if you want to add contacts to Playbooks but the rep only owns the account, not the contacts, you can select the Account Owner ID and auto-enrollment will give the contacts to the account owner, not the actual contact owner.

Record ID: This should be the Lead ID or the Contact ID. If your report does not contain one of these ID fields, then it isn’t going to work.

Salesforce Permissions/Requirements:

Integration User Permissions: The minimum requirement of “Run Reports” permission will need to be enabled for the Integration User’s Profile. Depending on the specific report’s folder visibility in relation to the Integration User, you may also need to enable the following Profile Permissions:

  • Manage All Private Reports and Dashboards
  • Manage Public Reports


Method 2: Using Custom Criteria:

The custom criteria option works well for very basic criteria. For example if Lead Status is "New" and Dials is "0". 

Filter Considerations: 

  • With this option you can use up to 4 filters to complete the query.
  • Field types allowed in filters: Picklist, Number, Checkbox, and Text
  • Operators allowed in filters: Picklist (=/≠), Number (=/≠/≤/≥), Text (=/≠), and Checkbox (=/≠)
  • Auto Enroll requires record ownership or assignment such as the rep being the Contact Owner, or some sort of User Lookup field on the object (Lead/Contact)


Method 3: Set Up later

Turns auto-enrollment off OR simply skips setting up auto-enrollment.


Frequently Asked Questions

When Should I Use It? Auto-enrollment should be used by organizations that are looking to automate enrolling records to Plays.

How Often Does It Run? All auto-enrollment methods run every 10 minutes.

Are the limitations or guardrails to the number of records enrolled? 50 records can be enrolled per 10 minute interval, per Playbooks Rep.

Does Auto-Enrollment Remove Records? If a record no longer meets the auto-enrollment criteria it is NOT automatically removed from the Play. A rep has to manually remove records from Plays once enrolled.

Does It Pull Records Already In Plays? If a record is already enrolled in a Play and meets the auto-enrollment rules, it will not be enrolled until it is removed from the current Play.

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