How to change Lead owner before Process Builder sends Email

Question

Background

I am using Web-to-Lead, Lead assignment rules, Process Builder and Docomotion.

All leads created via web-to-lead are assigned to Bob.

Then the lead assignment rules share the leads in a round robin style to:

1. John
2. Jane
3. Sam

Then Process Builder (using a Docomotion Apex InvocableMethod) sends an email to the email address on the Lead.

Unfortunately, the email is sent from the email address of Bob.

Like this:

From: [email protected] < [email protected] > On Behalf Of Bob Boberts

Whereas, I need it to come from:

From: [email protected]

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I've updated the process criteria such that it will only fire when the Owner.Email address is not Bob Boberts, and it fires, yet the email is still from Bob Boberts email address.

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Question

How can I get the lead ownership to change before the email is sent?

Answer 1

I've solved related issues with a strategy like this:

• In before insert trigger; set a custom field Has_Been_Round_Robin_Assigned__c to FALSE

• In your lead assignment rules, the first rule checks the aforementioned custom field for false and assigns the Lead to a Queue called 'Pending Assignment' . Be sure to uncheck the email box on the right side of this assignment rule.

• Because of lead assignment, the trigger will re-execute. If the ownerId is the Pending queue, you can then use Apex to a) set the checkbox to TRUE and b) update the Lead using the AssignmentRuleHeader. Doing this in a future method avoids recursion.

• the assignment rules run again but the first assignment rule is skipped, the remaining rules execute to the intended round robin owners.
• The PB can inspect the value of the checkbox (or whether owner is the Pending Queue) to know that the Lead has been round robin assigned.

Answer 2

Have you tried using a time deferred action on the process builder? May be you can schedule the Email to go out 5 mins later?

Another method to try out would be to, set a boolean field on the record which says, ready to send email? , set this email to true only when the owner of the lead record is not the default user. Use the update on the boolean field to trigger the processbuilder email.

Answer 3

This behaviour is happening because the Docomotion Apex InvocableMethod sends from the Transaction user, which is the web-to-lead User.

Solutions would be:

1. Use a different user as the default web-to-lead user

2. Write your own Apex InvocableMethod to generate the PDF and email it

3. Wait until Docomotion release an update allowing you to set an Org Wide Email Address as the sender

Answer 4

I think it is happening because of the execution flow. Process builder gets invoked and it still uses the owner since the changed owner has not been committed in the database.

Instead of Process Builder, can you not just use the Auto-Response rule where you can specify the sender's email too.

Also, you can call the apex invocable method only when the owner changes in your process builder.