i have created an assignment rule but
when i create a record it doesn't seem
to be working
now this is a very interesting question
and
perhaps many of you might have faced
this you know as soon as you create an
assignment rule and you try and create
a record in crm to see if it's working
you'll find that it's not working
so is this really an issue well it's
clearly not an issue
and let me explain why now assignment
rules
as you already might know you know and
as the name indicates
is a way for you to automate the
assignment of certain records
to your team members based on specific
parameters for example
say you have a bunch of leads in your
crm account
and if the lead created is a is from a
cold call that is leaf the lead source
is
a cold cold call you might have a rule
that says assign this to person a
if lead source is trade show assign this
to person b
if lead source is from customer referral
then assigned to person c
and so on so this assignment rule that i
talked about is based on lead source
if the lead region is india
assigned to india based sales rep if
lead region is
usa assigned to usa based sales rep and
so on so you could have
different assignment rules based on
different parameters
so based on a certain condition it is
assigned to a specific person
or it is assigned based on a round robin
method uh
you know it's your call end of the day
but the fact
of the matter is that you can automate
assignment of records to uh your
teams based on certain parameters so
that is what is an assignment rule
now as soon as you create an assignment
rule and then you
you know manually go and create a record
in crm
is it getting assigned to the person you
decided in your role
most probably not why is this
okay now let's go and check an
assignment rule that we have created
here
i'll go to automation assignment rules
and here i have
two rules okay one is an assignment rule
based on lead source
and the other one is assignment rule
based on lead region
so if i go into this rule it says if
lead source is trade show assigned to
bhag devi ravishankar
if lead source is chat assigned to
sriram srinivasan
if lead sources employ referral assigned
to puja now these are
say three example users in the crm
account
and based on the lead source we have
users who will take it up now we have
another rule
which says the lead assignment is based
on the lead region
if the country that the lead belongs to
is usa assigned to
you know this particular user if
countries india assigned to bhaktive
countries china assigned to pujan
so we have the same users but this is a
different parameter
this is based on the lead region okay so
we have two assignment rules here now
let's create
a new lead to see if these rules are
working
so let me go to the leads module and
create a new lead
let's save derek lawson
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and let me choose the lead source as
chat
because we have this on our assignment
rule save
let me create another lead
and say jane anderson
from sample company
and the lead source is employee
reference
this is also one of the lead sources
values in our rule okay now
if you pay attention you will see that
though the lead source employee referral
we see the lead owner is still
bhaktivishankar that is the logged in
user
and even for the previous lead direct
lawson
the lead owner is bhaktiveda which is
again the logged in user
whereas our assignment rule dictates
that if the lead source is chat
go to sriram srinivasan if it is
employee referral go to puja
we'll go to leeds
okay now this is chat and this is
employee reference
but both are assigned to work division
why does this happen
okay this happens because assignment
rules are primarily
meant for records that are imported in
bulk
not for manual creation of records
this means say you are importing a
spreadsheet full of leads
or you have a web form and your leads
start coming in via the web form or you
have
configured an integration with a
third-party system and your leads start
coming in from that system
then they come in bulk right so whenever
records are created in bulk
there are just too many records and to
help you with
sorting an assignment we have assignment
rules created but
this assignment rule does not hold good
for manual
creation of records or you know when you
create records one by one in crm by
filling out a form in that case
assignment
rules will not be applicable because
think about it you have two assignment
rules
unless you mention which rule to listen
to
how will uh zoho crm know right so
as the logged in user that is as vague
verification i have created two records
so automatically the records will fall
into the ownership
of the logged in user as the as in it
will fall into the ownership
of the person who created those records
right in this case the logged in user
so that is why you see that for
records that you manually create in zoho
crm you know when you're logged in
it's going to be assigned in your name
and not somebody else's
though the assignment rules say
different things
if you want to change the user you can
go into that particular lead
and manually edit the record owner
and you know give assign it to somebody
else
but that's it so it's simple for manual
creation of records
automation does not apply because you
have consciously gone and created this
in your ownership so the system will not
change it
and even then even for you know when we
talked about uh
you know assignment rules being
applicable for records that are imported
in bulk
even in that case you should specify
which rule crm should listen to
for instance you have two rules even
when you have
records imported by a spreadsheet if you
don't select the correct rule
then this assignment rule will not be
applicable for example let's say you
import a new set of
leads into crm and upon import
you need to enable this option which
says
assign owner based on assignment rules
you have to enable this checkbox
and then choose which lead assignment
rule crm should listen to for this
particular import
and then finish it only then will crm
automatically assign
these leads in this sheet to users you
have specified in this rule
otherwise assignment rules will not work
because you have simply not specified
which rule
crm should listen to okay so
that is our takeaway whether it is bulk
import
or web forms or via third party
integration using apis
wherever there is a point or a
possibility for leads
or records to enter the crm in bulk at
those places you should specify which
rule crm should listen to only then your
assignment rules will work
to summarize automation is not
applicable where you are creating manual
entry of records
as simple as that and secondly you need
to specify
which rule crm should listen to at
each point of entry in crm each point of
bulk entry of records in cr
whether it's web forms apis imports you
need to specify the
correct assignment rule only then your
rules will work
i hope this video has been helpful in
clarifying this particular aspect of
assignment rules in crm
if you have any further questions with
respect to the subject please keep them
coming by commenting below thank you