Lead Assignment to Owners and Workgroups: Process Activity

The following activity demonstrates how to assign leads to owners and workgroups and set up the system to assign leads to owners automatically. The activity will show you how to define a lead class so that leads of the class are assigned to their creators by default. You will also practice manually assigning leads to the appropriate owners, both for an individual lead and by using the mass-processing form to assign multiple users to the needed owners.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are Bill Owen, a new marketing manager of the SweetLife Fruits & Jams company.You are performing several tasks related to assigning leads to the appropriate owner. First, you need to modify an existing lead class (the class for confectioneries) so that by default, when a new lead of the class is created, the system assigns the lead’s creator as its owner. Also, a new lead, Stanley Carson, has been created in the system, and you want to manually assign this lead to you and to your workgroup.

A number of leads whose companies can be classified as stores (including supermarkets) and food service companies (bakeries, cafes, or restaurants) have been imported into the system, and you want to distribute these leads between two workgroups of marketing employees as follows:

  • The Marketing Stores workgroup will be working with leads that represent supermarkets and other stores.
  • The Marketing Food Services workgroup, to which your owen user account belongs, will be working with leads that represent restaurants, cafes, bakeries, and other food service companies.

The workgroups listed above have been defined in the company tree and an assignment map has been created to assign leads to the needed workgroup; also, you have specified the needed configuration setting to cause the system to use this assignment map when you are mass-assigning leads. You will mass-assign leads by using this assignment map.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the Customer Management feature has been enabled. This feature provides the customer relationship management (CRM) functionality, including lead and customer tracking, as well as the handling of sales opportunities, contacts, marketing lists, and campaigns.
  • On the Company Tree (EP204061) form, the company tree has been configured and it includes the Marketing Stores and the Marketing Food Services workgroups as well as the users in the Marketing department.
  • On the Assignment Maps (EP205010) form, the Lead Assignment Map has been created. According to the actions related to rules, which are specified in the assignment map, the leads of the STORE class are assigned to the Marketing Stores workgroup in the SweetLife Marketing department, and the leads of the BAKERY and CAFE classes are assigned to the Marketing Food Services workgroup in the Marketing department.
  • On the Lead Classes (CR207000) form, the following lead classes have been created: STORE (for leads that are supermarkets and other stores), BAKERY, CAFE (which includes leads that are restaurants and cafes), and SWEETSHOP (for leads that are confectioneries).
  • A list of lead records that includes bakeries, cafes, restaurants, and supermarkets has been imported to the system through the Import by Scenario (SM206036) form.
  • On the Leads (CR301000) form, the following leads have been added to the system:
    • Douglas Keatinge, assigned to the STORE lead class
    • Stanley Carson, assigned to the BAKERY lead class
    • Duncan Saunders, assigned to the CAFE lead class

Process Overview

In this activity, you will do the following:

  1. On the Lead Classes (CR207000) form, specify how the system assigns the default owner of leads of a particular class.
  2. Manually assign a particular lead to an owner by using the Leads (CR301000) form.
  3. Assign selected leads to owners by using the Assign Leads (CR503010) form.

System Preparation

Before you start assigning leads to owners, you should do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded.
  2. Sign in to the system as marketing manager Bill Owen by using the following credentials:
    • Username: owen
    • Password: 123
  3. Make sure that on the Company and Branch Selection menu, in the top pane of the MYOB Acumatica screen, the SweetLife Head Office and Wholesale Center branch is selected.
  4. Make sure that on the Customer Management Preferences (CR101000) form (in the Lead Assignment Map box of the Assignment Settings section of the General tab), Lead Assignment Map is specified. If it is not, select this assignment map, and save your changes. The system will use this assignment map during the process of mass-assigning leads.

Step 1: Specifying a Default Owner for New Leads of a Lead Class

You can modify the settings of a lead class to specify how the system assigns the default owner of a newly created lead of the class—that is, whether the default owner is the creator of the lead, a user determined by an assignment map that you specify (so that specific owners can be assigned), or the owner of the entity (such as a contact) from which the lead is created, if the lead was created in this way.

In this step, you will specify the owner of a new lead of the SWEETSHOP class as its creator.

To specify the default owner of an existing lead class and make sure the owner is assigned correctly to a new lead of the class, do the following:

  1. Open the SWEETSHOP lead class record on the Lead Classes (CR207000) form.
  2. On the Details tab (Data Entry Settings section), in the Default Owner box, select Creator.
  3. On the form toolbar, click Save.
  4. Make sure that the option that you have just specified assigns new leads to owners correctly by doing the following:
    1. On the Leads (CR301000) form, add a new record.
    2. On the Contact Info tab, in the Contact section, specify the following settings:
      • First Name: Sandra
      • Last Name: Flynn
      • Account Name: Crystal Sweet
      • Job Title: Manager
      • Email: s.flynn@crystalsweet.example.com
    3. On the CRM Info tab, in the Lead Class box, select SWEETSHOP.
    4. In the Owner box of the Summary area, notice that Bill Owen is inserted in the box. Because this is the user account to which you are signed in and you are the creator of the lead, the setting of the lead class is assigning the owner appropriately.
  5. On the form toolbar, click Save.

You have specified how the system determines the default owner for leads of the SWEETSHOP lead class and then created a new lead to test the setting. The system has appropriately inserted the default owner for the new lead. Each time a user creates a lead of the SWEETSHOP class, the system will insert the employee name of the creator of the lead as the owner of the lead.

Step 2: Assigning a Lead to an Owner Manually

To assign a lead to an owner manually, do the following:

  1. Open the Stanley Carson lead record on the Leads (CR301000) form.
    Tip:
    To search for a record in a list or records, you can enter a text string in the Search box of the filtering area. The system will find all the records that match your search criteria and display these records in the table. For details, see Searching in MYOB Acumatica.
  2. In the Workgroup box on the CRM Info tab, select the Marketing Food Services workgroup.
    Tip:
    If a workgroup is specified in the Workgroup box on the CRM Info tab, the list of the employees available for selection as the owner of this lead is limited to those included in the selected workgroup.
  3. In the Owner box of the Summary area, select Bill Owen.
  4. On the form toolbar, click Save.

You have assigned a lead to yourself and you can start working with this lead.

Step 3: Assigning Selected Leads to Workgroups

Suppose that the Douglas Keatinge and Duncan Saunders new leads have been added to the system and you need to assign these leads to workgroups.

To mass-assign multiple selected leads to owners, do the following:

  1. Open the Assign Leads (CR503010) form.
  2. In the table, click the header of the Owner column.
    Tip:
    If you need to change the order of columns in any table, you can drag a column by its header to the new place in the table.
  3. In the Sorting and Filtering Settings dialog box, which opens, do the following to filter unassigned leads:
    1. Select the Is Empty filter condition.
    2. Click OK. The system closes the dialog box and applies the filter.
  4. In the unlabeled column, select the check boxes for the leads with the Douglas Keatinge and Duncan Saunders links in the Contact column.
  5. On the form toolbar, click Process. The Processing dialog box opens, showing the progress and, as soon as the processing has completed, the results of assigning leads to the workgroups according to the lead assignment map that is specified on the Customer Management Preferences (CR101000) form.
    Tip:
    In situations when you want to assign all unassigned leads to owners, you would not select unlabeled check boxes in the table; you would instead click the Process All button on the form toolbar. Based on the U100 settings specified for the Lead Assignment Map on the Assignment Maps (EP205010) form, all leads would be assigned to either the Marketing Stores workgroup or Marketing Food Services workgroup.
  6. Click Close to close the dialog box and return to the form. In the Workgroup column, for the Douglas Keatinge lead, you can see the Marketing Stores name of the workgroup, for the Duncan Saunders lead, you can see the Marketing Food Services name of the workgroup.

You have assigned two leads to workgroups according to the rules specified in the lead assignment map, as shown in the following screenshot.

Figure 1. Leads assigned to workgroups