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Setting Up Sales Territories
Setting up and managing the actual territories is usually a task reserved for people with administrative rights. If you donâ€™t already have territories defined, this is a good time to do so. Follow these steps to access the Territory Manager:
1. From the Home Page, click Settings.
The Settings window with its seven options appears.
2. Then select Sales Territory Manager.
The Territory List View Grid, as shown in Figure 8-1, appears. This is a typical grid view and displays those territories that are already in your system, presumably put there by your system administrator or a sales manager.
3. Click the New Territory button on the Action Bar to enter a new territory.
The data entry screen for territories, as shown in Figure 8-2, appears.
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Chapter 8: Managing Territories 103
Enter and define the territory.
4. Enter a unique territory name and select a Territory Manager for that territory from the pick list to the right of the Manager field.
If your territory names are not self-explanatory, enter a description. For example, a territory such as New England should list the individual states in the Description field.
5. Click the Save button.
After you set up a territory, you can add Users to that territory.
6. Click the Add Members button on the blue Actions Bar (toward the top of the window) to see a display of available Users in the Look Up Records window, as shown in Figure 8-3.
Because an individual User can be assigned to only one territory, the available Users display in Figure 8-3 shows only unassigned Users.
7. From the Available Records list, select one or more individuals for a territory.
8. After you finish adding Users (or members) to a territory, click Save and Close.
You return to the Settings window.
Sometimes you may think that you need to assign someone to more than one territory. For example, when the mid-Atlantic manager leaves, you may need to have the New England manager temporarily take over both territories. You do this by defining a new territory that encompasses both New England and the mid-Atlantic regions.
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Display of available Users for territory assignment.
Managing Your Territories
If you plan to assign Accounts to territories, you need to ensure that every Account has its Territory field filled in. In the Professional Version, you can do this by establishing workflow rules that automatically assign territories based on the City or State field or perhaps the Telephone Area Code field. Assigning Accounts to territories is more manual in the Standard Version of Microsoft CRM.
You can ensure that every Account is assigned to a territory in several ways:
Make the Territory field into a Business Recommended field. Creating Business Recommended fields is a system administrator function. This designation turns the field label blue and indicates to each User that entering data in this field is important. The Business Recommended designation does not, however, force entry of data.
Make the Territory field into a Business Required field. This is also a system administrator function. This designation not only turns the field label red, but it also does not allow anyone to save the active record unless the field is filled in. In addition, even if you are using the Quick Create function to enter new records, it displays just required fields, so there is no way to create a record without a valid territory assignment. This could be an issue if users who are not familiar with territory assignments are creating new records.
Send missing data alerts by using a third-party alert system, such as KnowledgeSync (which I discuss in detail in Chapter 24). With a tool such as KnowledgeSync you can set it to alarm Users or managers when
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critical data has not been entered into new records. A pop-up alarm or a report acts as a reminder to go back and enter any missing data. These alarms only work after a record has been saved.
Things change. Salespeople leave or they get reassigned. New salespeople appear. Territories get merged. Itâ€™s not enough to just assign a salesperson to a territory. It requires consistent vigilance to ensure that the assignments still make sense. When an Account is assigned or reassigned, the account manager should be notified. In a perfect world, the customer should also be notified.
The first thing to do is to notify the new account manager that one or more accounts have been added to her list. Although this seems obvious, no function is built into the software to make this happen automatically. If a salesperson already has 300 accounts, she may not notice for a long time that 6 new accounts just became hers.
Workflow rules (discussed in Chapter 22) are an effective way to provide this notification if you are using the Professional Version of Microsoft CRM. The Standard Version does not have any built-in methodology for providing this notification; however, you can add a powerful utility, KnowledgeSync (which is discussed in Chapter 24) to perform, and go way beyond, what workflow rules can accomplish. Failing that, you can always resort to the old-fashioned method of either telling the salesperson or printing a report of existing Accounts and highlighting the new ones with a yellow marker.