How to Audit and Optimize Routing Performance in Leandata

Cutting down routing lag in Salesforce isn’t glamorous, but it’s the difference between leads getting handled and leads rotting in the queue. If you’re using Leandata for routing, you already know it’s powerful—but keeping it fast and reliable takes more than just flipping a few switches. This guide is for admins, ops folks, and anyone who’s tired of hearing complaints about slow lead assignment. Let’s get into the messy, practical side of auditing and optimizing Leandata routing.

1. Get Clear on What “Performance” Actually Means

First things first: don’t just chase a vague goal of “making things faster.” Routing performance in Leandata boils down to:

  • Speed: How long does it take for a record (lead, contact, etc.) to get routed after it hits Salesforce?
  • Accuracy: Are records getting routed to the right place, first time?
  • Reliability: Does routing break, stall, or throw errors?

Pick the metric that’s actually causing pain. If no one’s missing leads but folks are complaining about lag, focus on speed. If records go missing, accuracy is your priority.

Pro tip: Don’t trust your gut—pull real numbers. Anecdotes are loud, but data is honest.

2. Collect Your Baseline: Find Out What’s Actually Happening

You can’t fix what you can’t see. Here’s how to get your current state:

  • Leandata Audit Logs: Start here. In the Leandata app, go to Routing > Audit Logs. Filter by object (Leads, Contacts, etc.) and time frame. Look for:
  • Time stamps: How long from record creation to route?
  • Failures: Any errors, bounces, or unassigned records?

  • Volume: Are you getting spikes at certain times?

  • Salesforce Reports: Check for leads waiting in queues, stuck statuses, or routing fields not updating. If possible, build a simple report showing created date vs. routed date.

  • User Feedback: Ask the folks in the trenches. Sales reps will tell you if they’re waiting ages for assignments or chasing down “lost” leads.

Honest take: Don’t ignore the logs because they’re ugly. This is where the skeletons hide.

3. Map Your Current Routing Flows

You’d be shocked how many folks “optimize” routing without actually knowing what rules are in play. Don’t be that admin.

  • Export or Screenshot Your Routing Graphs: In Leandata, open your Routing Graphs for each object. Take screenshots or export the configs if you need to share with others.

  • List All Entry Points: Are records getting created via web, manual entry, API, or imports? Each can trigger different routing behaviors.

  • Identify Every Node: For each node (decision, assignment, etc.), note:

  • What’s it checking or assigning?
  • Are there any loops or redundant checks?
  • Is there a fallback if nothing matches?

Pitfall to avoid: Over-complicated graphs. Every “just in case” rule adds milliseconds (or worse) to routing.

4. Spot the Bottlenecks

Here’s where you separate real problems from noise.

What Slows Down Routing in Leandata

  • Too Many Rules: Every decision node adds processing time. Nested or redundant rules are the usual culprits.
  • Heavy Matching Logic: Fuzzy matching, long picklists, or cross-object lookups can drag things out.
  • External Dependencies: If you’re calling out to third-party tools or waiting on integrations, expect delays.
  • Batch Processing: Leandata sometimes processes in batches rather than instantly, especially with high volume. You can’t always fix this, but you should know when it’s happening.
  • Salesforce Automation Overlap: Flows, triggers, and process builders running alongside Leandata can cause unexpected delays or even recursion.

How to find them:

  • Audit Log Timings: Look for records that took much longer than others. What’s different about them?
  • Pattern Spotting: Is there a certain type of lead or time of day that’s always slow?
  • Graph Complexity: The more branches, the slower it gets. If your routing graph makes your eyes cross, it’s a candidate for cleanup.

5. Optimize: Cut the Fat, Not the Muscle

Once you know where the lag comes from, make changes with a scalpel, not a chainsaw.

a. Simplify Your Routing Graph

  • Consolidate Rules: Merge similar branches. If you’ve got five ways to assign to the same rep, pick one.
  • Remove Dead Branches: Old rules for obsolete campaigns or owners? Cut them.
  • Default Paths: Always have a “catch-all” fallback assignment to avoid errors.

Don’t: Over-optimize for rare edge cases. If a rule only applies to one lead per year, ask if it’s worth the complexity.

b. Rethink Matching Logic

  • Limit Fuzzy Matching: Use exact matches where possible. Fuzzy logic is a CPU hog.
  • Trim Cross-Object Checks: Only reference other objects when absolutely necessary.
  • Batch Imports: If you’re importing thousands of records, consider pausing Leandata routing and running it after the import to avoid timeouts.

c. Minimize Salesforce Automation Overlap

  • Check for Duplicative Automation: Make sure Flows and Process Builders aren’t trying to do what Leandata already does.
  • Set Clear Entry Criteria: Use record types or custom flags to keep Flows and Leandata from stepping on each other’s toes.

d. Manage Volume Spikes

  • Schedule Imports Off-Hours: If you have big data loads, do them when routing volume is low.
  • Monitor API Limits: Leandata uses Salesforce API calls. If you’re hitting limits, routing will slow or break.

6. Test Changes in a Sandbox First

Don’t test in production unless you enjoy firefighting.

  • Clone Your Routing Graph: Make changes in a sandbox or a Leandata test environment.
  • Use Realistic Data: Simulate real-world records and volume, not just a few test leads.
  • Check Audit Logs: Make sure routing is faster, not just different.

Reality check: Sometimes you fix one bottleneck and uncover another. That’s normal. Iteration beats perfection.

7. Monitor and Stay Proactive

Once you’ve cleaned things up, set a routine to keep tabs on routing.

  • Weekly Quick Audit: Glance at Audit Logs, look for spikes or errors.
  • Monthly Deep Dive: Review routing graphs for complexity creep. It happens faster than you think.
  • User Feedback Loop: Keep a channel open for reps to flag issues—don’t rely on them to open tickets.

Pro tip: Document your changes and logic. Six months from now, you’ll thank yourself.

What to Ignore (Mostly)

A few things sound important but rarely move the needle:

  • Chasing Millisecond Gains: Unless you’re routing hundreds of thousands of records a day, don’t sweat shaving off fractions of a second.
  • Exotic Routing Features: Stick to what solves your actual problems. Fancy features add risk, not always value.
  • Vendor Hype: Leandata is a good tool, but no routing system magically fixes process problems. Keep your eye on the basics.

Recap: Keep It Simple, Iterate Often

Auditing and optimizing routing in Leandata isn’t a one-time job. It’s about keeping things clear, cutting out clutter, and knowing where the real slowdown lives. Don’t fall for the “set it and forget it” myth—stay close to the logs, listen to your users, and don’t be afraid to cut rules that don’t earn their keep. Simple, fast, and reliable beats clever every time.