Assign Accounts, Rules, and Users to Territories
- Assign accounts to territories manually and by running assignment rules.
- Explain how to view account assignments.
- Explain how to assign rules to territories directly in territory records.
- Explain how to assign users to territories and see who’s assigned.
- Activate a territory model, and explain how to archive and delete one.
- Explain how to report on territories.
Create an Assignment Rule
You can assign accounts to the territories they belong to manually or by applying assignment rules.
A rule identifies one or more characteristics you use to define that territory, and tells Enterprise Territory Management to assign accounts with those characteristics to that territory. If your territory is in Planning state, running rules lets you preview account assignments. If your territory is in Active state when you run rules, accounts are assigned to territories according to your rules.
Rules can work together within territories and child territories. For example, you create a territory called Western US States, with child territories Washington, Oregon, and California. From the Western US States territory record, you create a rule that assigns accounts in Washington, Oregon, and California to that territory. You apply that rule to child territories and then, from the California territory record, you create a rule that assigns accounts in California to the California territory. For any child territories for the California territory, you don’t need to specify the state in the criteria if you mark the California territory rule as inheritable to child territories. Instead, you can use more specific criteria, such as ZIP code or industry to create child territories for California.
- From the Territory Models page in Setup, open the Current Fiscal Year territory model by clicking View Hierarchy, and then open the Northern California territory.
- In the Assignment Rules Assigned to This Territory related list, click New.
- On the rule edit page, for the rule’s name, enter Northern California Zip Code.
- For the selection criteria, enter Account: Billing Zip/Postal Code, greater
or equal, and 94000.
- For the next row of selection criteria, enter Account: Billing State/Province, equals, and CA.
- Click Save.
- In the Assignment Rules Assigned to This Territory related list, click Run Rules.
Assign an Account to a Territory Manually
- Open the Northern California territory.
- In the Manually Assigned Accounts related list, click Add Accounts.
- In the Available related list, select Express Logistics and
- Click Assign.
- On the Northern California page, click View Accounts to verify that the account was assigned.
Apply an Assignment Rule to a Territory
- On the Northern California territory page, in the Assignment Rules Assigned to This Territory related list, click Assign Rules.
- In the Available related list, select Company Size.
- Click Assign.
Assign a User to a Territory
- On the Northern California territory page, in the Assigned Users related list, click Manage Users.
- In the Available Users list, select Lance Park and click
- Click Save.
Activate a Territory Model
When you’re satisfied with the structure of your territory model and its territory account assignments, you’re ready to activate it. You can also maintain models in Planning and Archived states for further modeling and reference. Only one model can be in the Active state at one time, and you can activate a model only if it’s in the Planning state. After activating a model, you can’t reset it to Planning state. You can set it only to Archived. And after you archive a territory, you can’t reactivate it, so make sure you plan carefully!
- Open the record for the Current Fiscal Year territory model.
- Click Activate, then click Activate again to accept the prompt.
Later on, if Maria doesn’t need to use a territory model anymore, she can archive or delete it.
Archive a territory model when you don’t actively use it but you want to keep it around as a reference.
Delete a territory model only if you’re sure you won’t ever need to reference it in the future.
See the Territories Assigned to an Account and the Users Assigned to a Territory
Accounts and users are assigned to territories independently, but when an account is assigned to a territory, that territory’s users have access to the account. It’s easy to find out who those assigned users and territories are by looking at an account record.
- In Setup, click Object Manager and then Account.
- Click Page Layouts and then Account Layout.
- In the upper pane, click Related Lists.
- Drag Users in Assigned Territories and then Assigned Territories to the lower pane.
- Click Save and then Yes. Now let’s check the account to see what shows up.
- From the App Launcher, select Accounts.
- Open the Express Logistics and Transport account. (If you’re following along in your
Trailhead Playground, you might need to change your list view to show all accounts
See the Assignment Rules That Apply to a Territory Model
- Open the Current Fiscal Year territory model.
- Click View Rules.
Report on Territories
You can run reports to get useful information such as accounts assigned to territories, users assigned to territories, and summarizable account fields by territory. Reporting on summarizable account fields is especially helpful, because it lets you gauge territory size by reporting on account data such as annual revenue or number of employees.
First you need a custom Territory Management report type that relates the objects you want to report on. Then you create reports that belong to that type. We won’t take the time to show you how Maria creates hers, but we’ve provided links to instructions for creating report types and reports in the Resources section.
Here’s what Maria’s report looks like. (It doesn’t show much data yet, because she’s just getting started with territories.)
|Example Report Name||What You Can Show|
|Accounts Assigned to Territories||Which accounts belong to which territories|
|Territories Without Assigned Accounts||Which territory models’ territories don’t have assigned accounts|
|Users Not Assigned to Territories||Which users haven’t been assigned to territories|
|Territories with Assigned Users||Which users belong to which territories|