How to Use Assignment Workflow in Salesforce?

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Assignment Workflows Feature

This feature is mainly designed for Sales Managers to be able to perform various workflows that were previously only available in the Fullcast.io web app. Some of the assignment workflows can now be performed in salesforce without having to even log into the Fullcast.io web app

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Pre-requisite for Assignment Workflow

To enjoy this feature, after installing the Motion package version 2.157, the user needs to do some custom settings and Object Manager setup for Account, Account Team Member and GTM pages.

Move accounts between territories

In the GTM hierarchy, the Sales Manager requires to move accounts between territories to balance the territories and prepare proper sales planning. From the Salesforce environment, the user could now perform this activity

  1. In the GTM object
  2. In the Account Object.

Moving accounts between territories using GTM object

  1. Login into Salesforce Application.
  2. Click on the GTMs, and select the GTM name where you would like to perform this action. and now you will be authorized to use the Fullcast canvas app.
  3. Click on Move segments.
  4. Select those accounts that need to be moved.
  5. Select the node to which the accounts need to be moved and click next.
  6. Select the option for treatment of account families
  7. If you want to mark these accounts as Named Type or Named Exception select the option and click on confirm.
  8. You will be taken to the success screen message. Click finish to move the accounts successfully.
  9. This operation takes few minutes to complete and depends on the number of records that you move.

The movement of your accounts from one node to another is now successfully recorded in the system.

Moving accounts between territories using GTM object

  1. Login into Salesforce Application.
  2. Click on the Account, and select the Account name where you would like to perform this action and now you will be authorized to use the Fullcast canvas app.
  3. Click on Move segments tab available in the top right corner.
    After this follow the steps 5-8 mentioned above in Moving accounts between territories using GTM object

Creating Assignment in Workflow

When an employee gets added to the company, it is essential to create an assignment in a particular team or territory. You can create the assignment either

  1. In the specific territory (GTM object in Salesforce)
  2. In the Account object in Salesforce.

Creating Assignment in GTM object in Salesforce

To create assignment from the GTM Object:

  1. Login into Salesforce and find Search for the Territory - GTM object.
  2. Click on the GTMs and you will be authorized to use the Fullcast canvas app.
  3. Select the name, for whom you want to create the new assignment.
  4. Select the Type from the drop-down menu, under which the employee has to be placed. The TBH tab near the Type will be enabled when the Selection type is To be hired, To be transferred or To be replaced.
  5. Select the Role of user from the available drop-down menu.
  6. According to the role of user picked, the productivity profile will be calculated. Acknowledge the Confirm form every time it pops up when you make changes.
  7. Select the Start and end date of the assignment and click next.
  8. Click on Save to the productivity assumptions page that appears.
  9. Click on Finish to complete the creation of new assignment process.

The new assignment has been created for the particular employee and has now been recorded in the system. On the effective date, new assignment will become active.

Creating assignment in Account Object in Salesforce

To create assignment from the Account Object:

  1. Login into Salesforce and find Account object.
  2. Click on the Accounts and select the Account name where you want to create new assignment.
  3. On the top right corner you will see a Create Assignment tab, clicking on which will authorize you to use the fullcast assignment through Salesforce.
    After this, follow the steps 3-9 in Creating assignment in GTM Object in Salesforce

Updating an existing assignment

When there is change in the role of the employee or change in the effective date the existing assignment needs to be updated. This can be done

  1. In the specific territory (GTM object in Salesforce)
  2. In the Account object in Salesforce.

Updating Assignment in GTM object in Salesforce

To update assignment from the GTM Object:

  1. Login into Salesforce and find Search for the Territory - GTM object.
  2. Click on the GTMs and you will be authorized to use the Fullcast canvas app.
  3. Select the name, for whom you want to update assignment.
  4. Update the Type from the drop-down menu, under which the employee has to be placed.
  5. Update the Role of user from the available drop-down menu.
  6. According to the role of user picked, the productivity profile will be calculated. Acknowledge the Confirm form every time it pops up when you make changes.
  7. Update the Start and end date of the assignment and click next.
  8. Click on Save to the productivity assumptions page that appears.
  9. Click on Finish to complete updating of existing assignment.

The assignment has been update for the particular employee and has now been recorded in the system.

Updating assignment in Account Team Member Object in Salesforce

Assignment can be updated in the Account Team Member Object by following the below steps:

  1. Login into Salesforce and find Account object.
  2. Scroll down to find the Account Team member where you need to update the assignment.
  3. On the top right corner, click on the drop-down near Change role and select update assignment, clicking on which will authorize you to use the fullcast assignment through Salesforce.
    After this, follow the steps 3-9 in Updating existing assignment in GTM Object in Salesforce

Terminate Assignment Workflow

Terminating Employee in GTM object

Terminating the Assignment happens when the individual is no longer in a specific role in a Territory or team or when the individual leaves the company. You can find this flow either by:

  1. Locating the specific Territory (GTM object in Salesforce)
  2. Locating the Specific User in salesforce
  3. Locating the specific Account Team Object in salesforce

To access the Terminate Assignment workflow from the Territory GTM Object:

  1. Login into Salesforce and find Search for the Territory
  2. Click on the GTMs and you will be authorized to use the Fullcast canvas app.

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Access to Workflows

You will only have access to the specific workflows if you have the appropriate permissions to the Territory or Team. Access is granted by Role and via Assignments. Please see the section on Role Based Access Permissions for more information. If you don't have access, please request your fullcast plan admins to provide you with access.

  1. Click on Terminate Assignment.
  2. Select the assignment name you want to terminate in the screen that appears. Please note if you are coming in from a user object or Account team object - you won't be asked for this step.
  3. Select the effective date on which you want to terminate the assignment for the employee.
  4. You will be then presented with a list of any other currently active assignments for the user (if any)
  5. Select appropriate action that you would like to take after the termination process.
  6. The available actions after the termination process are as follows

Action

Result

No replacement

No need to choose replacement coverage.
When this option is selected, the assignment of the employee ends on the effective end date selected.

Permanent replacement

A permanent replacement is identified and a replacement employee needs to be chosen.

When this option is selected, the following happens:
The current assignment will be closed out on the effective date you selected in step 6 above.
A new assignment starting on the effective date and closing on the same date as the original assignment will be created for the permanent user.

Temporary replacement

A temporary replacement is identified and a replacement employee needs to be chosen.

When this option is selected, the following happens:
The current assignment will be closed out on the effective date you selected in step 6 above.
A new assignment starting on the effective date and closing on the same date as the original assignment will be created for the temporary user.

  1. After doing appropriate selection, click on confirm.
  2. If the employee being terminated has targets assigned to them (person targets), then you will be asked to choose the appropriate action for these targets as well.

Your termination has now been recorded in the system. On the effective date, the appropriate changes will be pushed into Salesforce in terms of account ownership and account teams.

Terminating employee in Account Team Member Layout

  1. Login into Salesforce and click on Accounts Object.
  2. Click on the Accounts team Member where you would want to use the Terminate Assignment.
  3. On the top right corner click on the drop-down menu near change role and select Terminate Assignment.

Change Role

Team planning and assigning coverage is dynamic since sales employees leave or join other teams, and sales managers have to allocate the right job to right person without delay so the sales doesn't get affected. You can promote your employee to the next level by accessing the assignment workflow in Salesforce.

To access the workflow from the Territory GTM Object:

  1. Login into Salesforce and find Search for the Territory
  2. Click on the GTMs and you will be authorized to use the Fullcast canvas app.

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Access to Workflows

You will only have access to the specific workflows if you have the appropriate permissions to the Territory or Team. Access is granted by Role and via Assignments. Please see the section on Role Based Access Permissions for more information. If you don't have access, please request your fullcast plan admins to provide you with access.

  1. Click on Change Role for Employee.
  2. Select the assignment name for whom you want to change the role in the screen that appears. Please note if you are coming in from a user object or Account team object - you won't be asked for this step.
  3. In the screen that appears, choose a date to end the assignment of the employee for the old role.
  4. Select the new role for the employee.
  5. Now select the type for the new role.

Type of assignment

Responsibility

Existing Team Member in Role (Normal)

"Normal" is the standard coverage assignment, associating a person with a go-to-market hierarchy node through a specific role.

Temporarily covering (Temp)

"Temporary" assignments indicate a short-term placement until a permanent assignment can be determined. These indicate situations where one of the existing team members is covering for a role temporarily until a new hire is made.

Newly hired into the Role (New Hire)

"New Hire" assignments indicate the intent of hiring someone into this role in the future.

Transferred into the Role (Transfer)

"Transfer" assignments indicate the intent of moving an existing employee into this role at a future date.

To be replaced (Replace)

"Replace" assignments intend to assign a particular role to another person.

  1. After making the appropriate role selection, select the Start and end date for the assignment and click next.
  2. All the active assignments under the employees name, if any, would be listed. Decide on what action needs to be taken for the active assignment and select the replacement coverage, if needed.
  3. If you wish to move the user to the new team, click Yes and select the team to which he needs to be moved. If there is no team change involved, click no and proceed to next.
  4. If the employee has any personal targets, then again you will be required to take action. You can delete the target or replace it with other person. Click confirm and Finish the process.

Your role change of an employee has now been recorded in the system. On the effective date, the appropriate role changes will come into effect.