Lead Assignment, Territory Management and follow-up


The Microsoft CRM workflow functionality provides very flexible tools to model automated process.  A prime example of automated process is assigning a Lead to a particular Sales Representative based on certain criteria.  In this post I will provide an overview that demonstrates how to assign the lead, set the Territory, notify the sales rep of the lead assignment and then begin a follow-up process.  For this example I have made the following modifications:


1. Create a State/Province picklist populated with US states for Lead, Account and Contact entities.



State/Province picklist


2. Modified the Lead, Account and Contact forms to replace the “out-of-the-box” State/Province fields with the custom picklists.  As a bonus I added phone number auto-formatting to all the phone fields for these entities as well.



Lead form with picklist


3 Create a N:1 relationship between Lead and Territory.



Lead - N:1 RelationshipTerritory to Lead Relationship


3. Map Territory from Lead to Account and from Lead to Contact.



Territory Mapping RelationshipTerritory Mapping


4. Create a workflow that:



  • Checks for the selected state and assigns to a specified user

  • Updates the removed “out-of-the-box” State/Province field based on the value selected in the new State/Province picklist (minimizes customization where the app relies on the original field)

  • Sends an email notification of the new Lead assignment to the user

  • Executes a Trade Show Follow-up workflow process

    • Sends an email template to the Trade Show Lead

    • Schedules a Task for the CRM user to call the Lead

    • Schedule a Meeting for the CRM user to discuss the Potential Opportunity

Lead Assignment Workflow


I have posted the Customizations from this post for you to download and use in your CRM deployment.  In order to test this functionality I have posted my Lead import file.


Enjoy!


Eric Boocock

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