Administrative FAQ

How do I hide an account from all users?

1)  Go to the account view.

2)  Click on Edit .

3)  Click on the Hide button. The Hide checkboxes for all the SRA categories will be selected.

4)  Click on Save.

 

How do I move a zip code from one user's SRA rules to another's?

§ Edit the SRA rule user criteria for User A to remove the zip code.
Go to System Console.
Click on .
Click on .
Select the SRA rule name in the OBJECT ASSOCIATION field.
Click on edit in the Action column of User A.
Delete the zip code from the Value field.
Click on Save. You will be back at the SRA rule page.

§ Edit the SRA rule user criteria for User B to add the zip code.
     (If no rule exists for User B, see Creating User Criteria.)
Click on edit in the Action column of User B.
Add the zip code to the Value field of a row or create a new row (See Creating User Criteria).
Click on Save.
Click on Cancel to exit from the Rule Set page.
Click on home (mySalesChain) to exit from SRA options.
(Future assignments follow the new rules.)

§ Run the rules on User A. (See Running Rules on a Specific User.)
In System Console, click on .
Select User A in the USERS field of the profile page.
Click on Run SRA. The automated assignment request box appears.
If you only want to run rules for a certain category, select a category. Otherwise leave it as ALL.
If you do not want any lead assignments changed, clear the Reassign Leads checkbox.
Click on Run.
The request is sent to the system and will be run overnight. Only accounts or leads with the zip code will be reassigned.

 

What do I do when a Sales Rep quits?

The steps are shown below. For information on removing the departed Rep’s name from the system before a replacement exists, contact SalesChain for the Employee Termination Procedure.

5)  Deactivate the departed Rep’s user ID.

·      Click on  in the Button Bar.

·      Click on  for User Profiles.

·      Select the departed Rep’s name in the USERS field.

·      Click on the Active checkbox to remove the checkmark.

·      Click on Save. Don’t leave the profile yet.

6)  Make temporary assignments until a replacement is chosen.

·      Change the email address on the departed Rep’s user account to the email of the person that will temporarily handle incoming leads. This is necessary so that all system-generated communications go to an active person. 
In the departed Rep’s User Profile, change the email address in the Email field and click on Save.

·      Provide the Rep(s) who will be temporarily covering the departed Rep’s territory with temporary access to the records.
In the User Profile page, select the name of the Rep who will cover the territory.
In the Supports Users field, find the departed Rep’s name and press CTRL and click on the departed Rep’s name. (You must press CTRL before you click on the name so you don’t clear other names that may be selected.)
Click on Save. If another Rep will also cover, do the same for that name.
You may exit from the User Profile page.

·      Review active leads of the departed Rep and determine whether they should be reassigned to a Rep. If the temporary Rep will be working leads, the leads must be reassigned to the Rep so the Rep will get credit for them.
Open the Leads Tool, click on .
Filter the list for active leads and for the departed Rep. Click on Refresh.
Click on the Sel box of each lead that will be reassigned to a particular Rep.
Click Reassign .
In the popup, select the Rep that should receive the assignments and select other options, then click on Save.

7)  When a replacement is chosen, transfer all data to the new Sales Rep.

·      Set up the new territory.
Go to System Console. Click on .
Click on for System Config and go to Territories.
Edit the name of the existing territory that should be associated with the new Rep.

·      Create a user profile for the new Rep.
In System Console, click on .
Click on New.
Enter the new profile. See User Profiles for specific information.
Click on Save.
Exit from the profile page.

·      Add the new Rep’s user name to the User Hierarchy.
In the System Console, click on  for User Hierarchy Maintenance.
Select the new user in the Sales Rep Users list.
Select the user’s supervisor in the Works for list.
Click on Go.
Exit from the hierarchy.

·      Transfer all contacts that were associated with the departed Rep (but not with any accounts) to the new Rep.
Go to Contacts Tool. Click .
Select NOT associated to account in the first filter field and the departed Rep’s name in the second filter field, then click Refresh.
Click ALL in the alphabet box.
Click on the word SEL to select all displayed contacts.
Click on Reassign .
In the popup, select the new Rep’s name and any options, then click on Save.
Note: A maximum of 750 contacts can be reassigned at one time. If more than 750 contacts are in the list, repeat as necessary.

·      Create SRA rules user criteria for the new Rep that is the same as the departed Rep.
Click on  in the Button Bar.
Click on  for SRA Configuration.
Click on  for Sales Representative Assignment Rule.
Select the SRA rule name in the OBJECT ASSOCIATION field.
Select the new Rep’s name under Establish Criteria for.
Create the same definition as the one for the departed Rep.
Click on Save. The new Rep should appear in the user list. Do not leave the page yet.

·      Delete the SRA rules user criteria for the departed Rep.
In the user name list, click on remove in the Action column for the departed Rep’s user name.
Exit the SRA rules page.

·      Run the SRA rules for the departed Rep’s profile to transfer records to the new Rep.
Click on  in the Button Bar.
Click on  for User Profiles.
Select the departed Rep’s name in USERS.
Click on Run SRA.
Note: Things to consider include which categories to run, whether to override protected accounts, whether to reassign leads. Accounts may be protected because they are major, they were created by the Rep, or they are bill-to locations that are outside the territory.

The SRA rules are run overnight. After the rules run, go through the following final clean-up steps.

§ View the results of running the SRA rules.

§ Manually reassign any accounts, leads, or contacts that are not reassigned.

§ If you choose to, you may now remove the departed user from the User Hierarchy.