How are Territories Assigned?

Automatically

• Territories are automatically assigned to accounts, contacts and deals when they are created or modified.
• When a record meets the criteria of a territory, only then is it validated for its sub territories.
• If a record does not meet the criteria, it will be validated for the next territory of the same level in the hierarchy.
• When a record satisfies the criteria of a territory, it will be assigned to that territory and Zoho CRM will further move on to check if the record meets the criteria of the other territories and sub territories in the hierarchy.
• For example, take the following territory hierarchy:
  
  In the example:
  • If the record meets the criteria for North America and also for its sub territory, Central then the record will have Central territory assigned to it. Please note that both the territories, North America and Central, will not be assigned to the records.
  • If the record meets the criteria for Zylker, but does not satisfy the criteria for other territories in the hierarchy, then only Zylker will be assigned to the record.

Manually

• Territory managers can manually assign records to their territories and sub territories.
• Users with Administrator profile can also manually assign territories to records.
• Territories that are manually added can only be removed manually. Automatically assigned territories cannot be removed manually.
  

Territory Assignment for Accounts

Here are some scenarios:

A maximum of ten territories can be assigned to an account. Here are some use cases and the consequence

Territory Assignment for Contacts

Here are some scenarios:

• A maximum of ten territories can be assigned to a contact of which only one territory can be automatically assigned based on the account associated to the contact. For more details, refer to the Assignment of Accounts table.
• With the above use cases, if the system does not determine a single territory then territory will not be assigned to the contact.

Territory Assignment for Deals (Opportunities)

Territories are assigned to deals based on Deal Rules. See Also Enable Deal Rule

For various territories and sub territories you may have created deals. Two factors are taken into consideration in determining the deal rule that will be applied to a deal record. They are:

Contact associated to the Deal - If the contact associated to the deal has a territory assigned to it, CRM will check for Deal Rules in that territory. If there are sub territories,

• The system will check the first level territories for Deal Rule. If none exists, it will skip to the second level and check. The system will not check further if no Deal Rule is available in the second level as well.
• When the Deal Rules exists in the first level territory in the hierarchy, but the record does not satisfy the criteria, then the system will not check the second level.

Account associated to the Deal - If the contact associated to the deal does not have a territory assigned to it, CRM will check for the Account associated to the deal and check the account's territory for Deal Rules. If there are sub territories,

This method will also be followed when:

• A deal does not satisfy the criteria of the territories with Deal Rules.
• With the previous method, if more than one territory matches the deal.
• A deal does not meet the criteria in the Deal Rule of the first level of hierarchy.
• The first as well as the second level of territory in the hierarchy does not have a deal rule.

Also, territories will be reassigned to deals, if the associated account or contact is modified. Here are some business scenarios:

Territory Reassignment When Records Are Modified

For accounts, the associated child records are contacts and deal. When an account is modified and falls into another territory, the associated contact and deal may also be reassigned to a different territory. The following table will provide details on the various use cases when the parent record is modified.

Here are some business scenarios:

Run Rules to Assign Territories Automatically

When the territory's assignment rules are run, records that meet the rule criteria in the territory will automatically be assigned to the territory. Initially, when you go to Setup > Users and Control ​> TerritoryManagement > Assign Territories in your Zoho CRM account, you need to run the rules for the existing accounts. Based on the account's territories, the associated contacts and deals will also be assigned to territories. If you enable Deal Rules, you can run rules for deals as well.

You can look up records and assign them to territories using one of the three options listed below:

• By Territory - Records from the selected territories will be listed. You can select the records and assign them to territories.
• By Custom View - When you have the records sorted using list views, it is easier to view and assign them to the appropriate territories.
• Apply my own criteria - When both the options above do not serve the purpose, you can always define a set of criteria to filter records. This option, allows you to modify the set of criteria using the ChangePattern option.

To search records and assign to territories

1. Go to Setup > Users and Control > TerritoryManagement > AssignTerritories.
2. Choose Accounts or Deals from the drop-down.
3. Choose one of the following from the drop-down:

• Territory - Select the territory and sub-territories from the drop-down list.
• Custom View - Select the list view from the drop-down list.
• My own criteria - Specify a set of criteria to filter records.
  

• Review the matching results that are listed and click RunRules.
  Records will be assigned to various territories based on the territory rules. You will receive a confirmation email when the process of assigning territories is complete.