hi and welcome to this video where we
will look at what assignment rules are
and how you can create them in zoho crm
let's get started you have the perfect
team of sales reps in your organization
each designated to handle a specific
product line or geography
many leads enter your crm through
various web forms
trade shows channel partners and other
sources
manually assigning them to different
sales reps can be time consuming let's
look at how you can automate the
assignment of records in crm to your
sales team
go to setup automation assignment rules
in the assignment rules page let's
create a new assignment role
here you can choose the module for which
you want to create the assignment rule
you can create assignment rules for
leads contacts
cases deals and even your custom modules
let's name the rule leads by geography
and provide a description for it here
click next you'll be redirected to the
assignment rule entry page
you can choose to apply this assignment
rule to all the leads
or to leads that match certain
conditions from here
since we want to assign leads based on
geography
let's choose records matching certain
conditions
under criteria select country
is usa
to assign records to users there are
three possibilities
first assign records directly to users
or users belonging to a particular role
second assign records to users matching
certain conditions
or third assign records to users
suggested by zia
zia suggests users only when you have at
least a thousand records in the module
for which the user is creating an
assignment rule
for this assignment rule let's choose
the user to whom the leads have to be
assigned
from the drop-down choose alicia banks
additionally you can choose to check
user availability before assigning the
leads to a particular user
once the leads are assigned and rule
criteria are set
you can add a follow-up task to the user
let's say once the lead is assigned to
the user
they have to schedule a call with them
for a demo
so let's associate this task call for
demo
then click save once you save
the rule entry is listed here if none of
the criteria is met
the leads are assigned to the logged in
user or
if the leads entering the crm doesn't
satisfy the criteria
then it is assigned to the crm user who
is logged in
at that time now let's say the uk is one
of your major markets
and you have three sales reps to handle
leads from there
let's create a new assignment rule for
this add the criteria
as country is uk
choose the respective users from here
and the users will be assigned to leads
in a round-robin pattern
next under follow-up task you can choose
and associate
call for demo then click save
if you want the records to be assigned
only to users belonging to a particular
profile
then you can choose users matching
certain conditions in the create
rule entry page set the criteria as
profile is and choose the perspective
profiles
you can also choose to let the records
be assigned to users based on the
recommendation given by zia
for this you should have at least 1 000
records in the module
generally zia learns the pattern of
records owned by different users
it studies it and when the new record
enters the crm account
xeo will check which pattern the record
fits and then assign the record to that
user
while it does that it also makes sure
that a user is not overloaded with
records
if there is such a case it looks for the
next user that fits the pattern
if no user matches the criteria then zia
will assign the records to the logged in
users or the default user similarly
you can create multiple assignment rules
based on different criteria
however you can only use one rule at a
time
moving on let's see how you can
associate these assignment rules with
web forms
while creating web forms for leads under
form details
you will be asked to assign an owner for
leads that come through this web form
you can assign an owner in two ways you
can either
choose a specific user for all of the
leads that come via this form
or you can choose a lead assignment rule
select a specific rule from the list of
assignment rules for leads
or create a new assignment rule right
from here
once you save it owners will be assigned
based on the assignment rule for all of
the leads that come in via this web form
similarly while importing bulk records
save
leads when you are done with the field
map select
assignment rules and choose a rule from
the drop down
as we saw in the web form details you
can also create an assignment rule
right from here when you select finish
the owners for all of the leads that you
import is automatically chosen
based on the assignment rule that you
selected a follow-up task is also
automatically created based on the
assignment rule
there you have it thank you for watching
this video
for more resources on zoho crm please
visit www.zoho.com
crm resources