Migrating to Distributely Version 2

Below are the Distributely V1 to V2 migration steps.  This does not cover new functionality available in V2, such as A1 agents, multi-tiered capping, etc. 

1. Create Your Login: Begin by creating a login for the new version of Distributely here: https://agent.distributely.com/. If you have an existing login for the previous version of Distributely, you will still need to create a new login.  Once your login is approved, contact New Breed to have the login approved by emailing aubhau@newbreedrevenue.com
2. Connect to your HubSpot portal:  Too connect to your HubSpot portal, you will need to be a Super Admin in HubSpot.  If you would like for New Breed to perform your migration (no cost) you can grant partner admin access to New Breed via this link which does. not use up a HubSpot seat: https://app.hubspot.com/l/settings/users/partnerInviteLink/MTY2Njk0PTUxNDc4NTQ. Connect to your HubSpot portal via the Dashboard tab in Distributely.
3. Team Creation: Once connected to HubSpot, on the teams tab of Distributely, you will see all teams you have previously configured in V1 in the Teams tab.  Do not edit these teams.  Teams, including their rules and members need to be recreated in V2. We suggest creating new teams with names like "[team name] (V2)" to easily distinguish between teams from V1 and V2 of Distributely.  After the migration is complete, old teams can be deleted. 
   1. Add Team: Create a team using the "+ Add Team" button. Then click "Edit" in the top-right. 
      1. Object Type: the type of object being routed. Custom objects can be added from the Settings navigation
      2. Owner Property: the user property on the object that is being updated in HubSpot.  Typically this is ths "Default (hubspot_owner_id)
      3. Team Order: Here you can indicate which team Distributely should attempt to match the object to first.  This is relevant if an object can match multiple teams based on their rules. A lower number indicates a higher priority.  If an object will not be able to match multiple teams, leave the default value of "1."
      4. Team Weight: If your distribution allows for an object can match multiple teams based on their rules, and you would like to route more leads to one team than another, you can do so by indicating a team weight.  Otherwise, leave this field blank.  Team weights are relative to one another, so a team with a weight of "10" will receive twice the objects as a team with a weight of "5."
      5. Fallback behavior: In the prior version of Distributely, if an object matched the rules for a team, but nobody on that team was available (everyone met their cap or was unavailable due to their schedule or out of office) then the object would be routed to the account admin.  Now, you can indicate a specific fallback behavior. If "fallback" owner is selected, then a team-specific fallback owner must be selected in the Fallback Owner field. 
      6. Availability Source: If you only route leads to individuals based on their working hours, then you can indicate how Distributely determines their availability.  "Distributley Schedules" indicates that you have marked their schedules in the Team Agents tab.  "HubSpot User Schedules" indicates that Distributely should read availability based on their current availability status within HubSpot. 
      7. Is Default Team: If a lead cannot be routed to any team based on the team rules, Distributely will route the lead to a member on the team where "Is Default Team" is checked.  Only one team can be the default Team. 
      8. Team Active: Indicates that Distributely can route an object to this team.  This must be checked for Distributely to route leads, even in mock mode .
      9. Mock/ Live: When in mock mode, Distributely will record how a distribution would have been performed in the Analytics tab, but will not write back to HubSpot.  
   2. Configure Rules: Click the Configure Rules button, then "+Add Rule."  You will want to replicate the rules from version 1 of Distributely for each team. 
   3. Manage Team Members: Click the "Manage Team Members" button. If you are connected to your HubSpot portal, you will see all HubSpot users in the "Available Users" column.  Click the green arrow to add users to a team, and the red arrow to remove them. 
   4. Capping: Click on the "Settings" menu in the left-hand navigation and click on "Member Caps." Click "+Create Cap." Each team member with a cap must be set up individually.
      1. Member (owner): the individual to whom the cap applies
      2. Scope: if global, the cap applies to the member (agent) for all teams. If team, then select the team for which the team + member cap applies. 
      3. Period: the time after which the count of objects toward the cap is reset to 0. 
      4. Period anchor: the point at which the cap is reset to 0. 
      5. Cap limit: the total count of objects that can be assigned to the individual
      6. Dimensional Property (optional): if a cap only applies objects that meet a certain criteria, indicate here the property name (eg: company_size)
      7. Dimensional Value (optional): if a cap only applies objects that meet a certain criteria, indicate here the property value (eg: enterprise)
   5. External Cap: External caps are used when Distributley should evaluate HubSpot for the total number of objects assigned to an individual that meet capping criteria prior to each distribution rather than only the objects that are assigned via Distributely.  If all objects are assigned via Distributely, then no external caps are required.  Capping (above) must be configured before external capping. 
      1. Linked cap: the cap (above) previously configured for an individual. 
      2. Owner property name: the property that Distributeky is writing to, typically the "[object] owner" eg "contact owner."
      3. Sync Frequency: the frequency with which Distributely should evaluate the total number of objects assigned to the capped individual 
      4. Period mode: determines whether Distributely will determine capping based solely on capping criteria being met, or will also consider capping reset to 0 after a specified duration of time. 
      5. Conditions: the object criteria that must be met to count against the cap
4. HubSpot workflow: V2 of Distributely can be run in parallel with V1.  Running V2 in mock mode, while V1 is still active will allow you to ensure that distributions occur as expected before turning on the new version. 
   1. Navigate to your HubSpot workflow(s) where you have the Distributely action(s). 
   2. Below the existing V1 Distributely action, add the new V2 action by clicking the "+" in your workflow. In the left-hand navigation, scroll to the bottom, and click "Distributely Premium" under integrated Apps, then select "Distributely Agent Routing."
   3. Once the action has been added, click into the action. In the left-hnad nav, you will now see five dropdown menus.  These apply to all leads routed to this particular Distributely action.  Keep in mind that the Distributely action can be added multiple times to workflows. 
      1. Target Record: The object being sent to Distributely in the workflow (ex: Enrolled Contact)
      2. Team Selection Logic: Select "Team Rules" unless you are weighting teams against one another, then choose "Team Rules and Weights."
      3. Owner Selection Logic: The manner in which Distributely chooses the owner within the asselected team. 
      4. Attribute for Owner Selection: only fill this field for attribute based round robin. If using attribute based round robin, fill this field in with the internal name such as "spoken_language."  Do not select the property as prompted from HubSpot. 
      5. Distribution Mode: Select either live or mock.  The distribution mode must match the distribution mode on the team(s) to which objects are being routed in Distributely