When new Leads/Contacts are added to FreeAgent CRM it is quite easy to assign them to a user, through the Owner Field, but you might wonder "isn't a better way to do this?" and the answer to this question is there is! and it is called Contact Assignments.
These rules will help you assign your new leads/contacts to users according to a set of predefined rules. Whether you want to have specific leads assign to a single user or if you want to rotate which user gets the ownership of the new lead/contact.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only the Administrators can use this feature.
Prerequisites: Contact Assignments grant ownership to Users through the Contact Owner field. This is an out-of-the-box field available in the Contacts App. You will need this field active in order to work with Contact Assignments.
In this tutorial we will cover the following topics:
- Navigating to Contact Assignments
- Creating Contact Assignments
Navigating to Contact Assignments
Open the menu and go to 'Settings', then click on 'System Settings' to display the available options. There click 'Contact Assignments'. You can use the search function to get there faster, just start typing 'Contact Assignments'.
Creating Contact Assignments
Click the 'Create an Assignment Rule' button to get started. This will take you to the Assignment creation window. Here you need to give your rule a name, assign the priority, and select the type. There are two types of rules: Assign to individual and Round Robin.
Assign to Individual
When you select the type 'Assign to Individual', you will need to specify to which team member you want to assign new Leads to.
Then you can specify a set of different rules to make sure that only the new leads that have all the requirements are assigned to your team member. If no rules are added then all new leads will be assigned to the specified team member.
When you select the type 'Round Robin', you will need to specify which team members you want to add to the rotation. Each new lead, that meets the criteria, will be assigned to one of the team members in the rotation in the order you specified.
You can add additional rules to set the criteria that the new leads should have in order to be assigned to your team members. If no rules are added then all new leads be assigned to the team members in the order defined.
AND / OR
These rule operators are used to define multiple rules within a single 'Contact Assignment Rule'.
'AND' is used when you want to make sure that all the specified rules are met in order for the assignment to occur.
'OR' should be used when either one of the rules should be met in order for the assignment to occur.
You can create a single 'Contact Assignment Rule' that includes both operators.
These are defined based on your existing Fields. These are great to further detail your 'Contact Assignment Rule'. If you are looking to assign leads to a specific team member based on their industry, for example, you would define a rule using the 'Industry' field, and selecting the industries you are interested in in the 'Value' field.
Great job! Now your Leads/Contacts will be automatically assigned to the corresponding user based on the rules you set up. It will add the user's name to the Contact Owner field.