Territory Assignment Rules Salesforce Login

Territory Management is the structured account management that gives access to accounts based on the specific properties of accounts. It helps us to get rid of painful part of designing different set of sharing rule to extend sharing of opportunity and case in Salesforce. It also extends the forecast capability for different categories of the structured account system.

It also automates the assignment of account to a specific territory in the structured system, based on a specific property of the account.

Prerequisite of Territory Management: It needs Customizable forecast to be enabled and doesn’t support the Collaborative forecast

Advantages of Territory Management:
• “Automated Account Assignment” based on the characteristics of account
• User & Territory-based Sales reports
• Ability to retain the opportunities even transferred to other territory.

Note: Territory Management is available only upon request to Salesforce.com support team.

Let’s take a real time scenario in which the company Universal Products sells products to their customers. Territory Management is being enabled in the Universal Products.

Let’s walk through the territory management configuration in Salesforce for Universal Products. The following screenshot shows the default forecast setting which is applied to the User’s forecast.

The following screenshot shows Default Territory setting which includes default access for Accounts, Opportunities and Cases associated with the account in the territory. It can be accessed via Manage Territories -> Setting.

The following screenshot shows Territory Hierarchy of Universal Products.

The general configuration of the Territory includes Forecast Manager, Parent Territory, List of users working with the territory, and account assignment rules. The account assignment rules inherit from the higher level territory.

The following screenshot shows general territory configuration for the territory which can be accessed through Manage Territories -> Territory Hierarchy.

Now, let’s see how territory management helps the following:
• Forecasting
• Structured Account System

Forecasting in Territory Management Forecasting in territory management makes Universal Products to forecast their revenue & quantity in different ways. It could be either by user or by territory (Forecast Manager)

Scenario 1:
“SalesRep NorthernStates” of Northern States territory doesn’t have any direct reports. Therefore, the forecast information includes revenue & quantity for the opportunities associated to the accounts in the territory Northern States.

Here, revenue & quantity forecast of “SalesRep NorthernStates” are $4000 & 0 respectively and they are shown in the below snapshot.

Scenario 2:
“SalesRep SouthernStates” of southern states territory doesn’t have any direct reports .Therefore, the forecast information includes revenue & quantity for the opportunities associated to the accounts in the southern states territory

“SalesRep SouthernStates” is working with 2 different territories (Northern States & Southern States); so, he or she will be having 2 different forecasts.
• Northern States Forecast
• Southern States Forecast

Here, the revenue & quantity forecast of SalesRep SouthernStates are $4000USD & 0 respectively for the southern states territory, as shown below.

Here, the revenue & quantity forecast of “SalesRep SouthernStates” is $4000 & 0 respectively for northern states territory which is shown in the below snapshot.

Scenario 3:
“VP Sales States” role of States territory includes the forecast information of direct reports. The VP Sales States is the forecast manager of the territory States which is the parent territory of Northern States & Southern States. So, it includes the forecast information of users in Northern Territory & Southern Territory.

Below is the screenshot that contains the consolidated forecast information of all the users in Northern States & Southern States Territory.

Note:

• SalesRep SouthernStates is working for both Northern States & Southern States; so he or she will be having separate forecast for each of them.
• Pencil icon indicates that forecast manager can override the forecast information.

Structured Account System Structured account system automates the accounts assigned to the territories in the Universal Products based on some criteria specified in the account.

States is the parent territory of Northern & Southern Territory and with a rule:
• Billing Country equals US, USA or United States.

The rule is also inherited by its child territories Northern States & Southern States.
The Below screenshot shows Account Assignment Rule defined in SouthernStates , and Assignment Rule inherited from its parent territory States.

The Below Screenshot shows Account Assignment Rule defined in NorthernStates and Assignment Rule inherited from its parent territory States.

Let’s take a scenario as to how the accounts are automatically assigned to territory based on its criteria.

Scenario 1:
Account Name: Test Account USA and Billing Country: USA
The above criteria only applies to the account assignment rule defined in States territory and not to any of the child territories. So the account is assigned only to States Territory.

Scenario 2:
Account Name: Test Account NS and Billing Zip code: 11001 and Billing Country: USA
The above criteria applies to account assignment rule defined in the Northern Territory and also assignment rule inherited from its parent territory.

Scenario 3:
Account Name: Test Account and Billing Zip Code: 627425 and Billing country: India
The above criteria doesn’t apply to account assignment defined in any of the territories. So the account isn’t assigned to any territories.
The below screenshot show the Test account is not assigned to any territory.

Note: Account could be assigned to any territory manually and it could be assigned to more than one territories.

Conclusion:
Territory Management provides a powerful solution for structuring Users, Account and its associated Opportunity, and Cases. Territory Management suites very well for frequently changing and advanced business requirements. It also helps to predict the revenue for organizations either by user or by territory.

Reference:
https://login.salesforce.com/help/pdfs/en/salesforce_territories_implementation_guide.pdf
http://www.salesforce.com/docs/en/cce/tm_decision_guide/tm_decision_guide.pdf
https://login.salesforce.com/help/pdfs/en/salesforce_forecastsetup_cheatsheet.pdf

Today's blog post was written by Troy Oliveira, Principal Developer at Sonoma Partners.

In part 1 of this series, we briefly discussed the need for territory management and discussed how account teams could be a simple solution for solving your organization’s needs. But what if you’re looking for a solution that is a little more automated? A little more robust? Enterprise Territory Management might be the solution that you are looking for.

Enterprise Territory Management

If account teams were simplistic, Enterprise Territory Management falls on the exact opposite end of the spectrum.

Enterprise Territory Management is an incredibly powerful rule-based engine that allows for multi-level territory assignment that allows for companies to set up a highly structured model for assigning accounts to one or more territories.

Enterprise Territory Management (ETM) has several moving parts and can be daunting. The core components of ETM include the Model itself, Territories & Account Assignment Rules.

The Model

When setting up a territory model, the world is your oyster. First and foremost, the model is a hierarchy that can be utilized to describe relationships between the territories. Organizations are free to structure this hierarchy however they want; it can be flat with all territories on the same level or it can been very tiered breaking down territories into very specific segments. There is an overall maximum of 1,000 territories in the model, but that is the only system limitation. If your organization needs a model with more than 1,000 territories in the model, I would argue the model may need to be revisited to determine whether it is practical from a complexity and maintenance perspective.

Territories

Territories are the bridges that are used by the model for building out the relationship between accounts and user. Territories can be established in a manner that allows them to be completely isolated or, like the model itself, to be configured to inherit assignment rules from territories above them in the hierarchy.

Users are assigned to territories. Much like account teams, you can define roles for territory users. The users assigned will be granted the increased permissions to all accounts that are associated to the territory.

Account Assignment Rules

If territories are the bridge that relates accounts to users, Account Assignment Rules are the nuts and bolts that assemble the bridge and give it shape. Account Assignment Rules are filters that are applied against account data to determine which accounts should be selected as part of territory. The structure of these rules is very similar to the filtering used for List Views, Reports, and Workflows/Processes.

The assignment rules are then associated to territories. There are a couple things to keep in mind when thinking about associating assignment rules to territories. First, territories are not required to have an assignment rule; there might be territories in the hierarchy that merely show overall relationship or organization structure. Second, when multiple assignment rules are assigned to a territory, both rules need to evaluate as “true” for an account to be assigned to that territory. Last, depending on how extensive your model is, there may be scenarios in which accounts can be assigned to multiple territories.

How It All Works

Once a territory has been defined and activated, the administrator will need to initiate an initial assignment for accounts that already exist in the system (“Run Rules”). We recommend performing this initial assignment during non-business hours as Salesforce performs a great deal of heavy lifting generating the appropriate sharing rules to associate the accounts > territories > users.

As soon as the model is active, any new accounts will automatically be assigned to the appropriate territories. By default, once the account is assigned to territories, the relationship is set until the rules are manually run again. If your organization's territory model and assignment rules are set up in a way that requires accounts to move to different territories as data changes, that is possible with a little bit of configuration.

On each account page layout, you have the ability to configure the account to re-evaluate the assignment rules.  As an additional level of configurability, there is an additional option that is made available on accounts that allow users to signify that specific accounts should be exempt from re-evaluations of assignment rules.  This can be particularly helpful when there is potential that an account could change territories when there is an opportunity in progress so that the team working the opportunity can continue working it without fear that the account will be re-assigned.

Just like with account teams, Salesforce also provides the ability to filter the My Accounts to filter on "My Territories Accounts."   Similar to account teams, these filters are also available when building reports.

As with everything, there are some limitations involved with Enterprise Territory Management. The most common of these involves the definition of account assignment rules and fall into the realm of “practical” limitations. For example, if your model involves defining territories at a postal code level, there are limitations to the size of the account assignment rules that cause problems when trying to handle all possible postal codes. 

In Summary

Wow, a lot of detail here.  Let’s look at a condensed pros/cons list:

Pros:Cons:
  • Simple, native implementation
  • Limited to 1,000 territories
  • Limits on assignment rule filter length
  • “My Territories Accounts” in filters and reporting
  • Does not always play well with bulk record processing
  • Territories automatically assigned on Account creation (can be re-evaluated on update)
  • A lot of overhead when running assignment rules

Now that we’ve looked at account teams and Enterprise Territory Management, what if neither option is 100% what you need for your organization?  Next time, we’ll take a look at custom solutions for territory management.

If you have any questions about Enterprise Territory Management or need help implementing your solution with Salesforce, please contact us.

Topics:Salesforce

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