Assignment & Assigning Records to Reps – Hierarchy

The application has four levels of record assignment. The assignment table is also referred to as hierarchy.

Organization/Group – this can be used many ways – as a list of divisions, as a list of regions, as a list of companies, as a list of managers, as a list of products
Account Manager – think of this as a list of sales people
Partner – this can be used many ways – a list of business partners, a list of customer service managers, a list of managers or products similar to organization above
Partner Rep  – think of this as the representatives for the above category ‘Partner’

For internal purposes you can setup a two level hierarchy by assigning an Account Manager to a particular Group/Organization such as a district, region or division. An Account Manager must belong to a Group/Organization.

Optionally, you can setup a two level hierarchy by assigning Partner Rep to a particular Partner. Partner Reps must belong to a Partner.

User access at these assigned levels is controlled by the relationship of these tables to the user’s logon privileges. 

The Administration function Organizations is where you set up an internal group or organizational level such as a region, division, district, etc. 

The Organization add/edit page contains data that can be collected about an Organization for user “informational” purposes. The Organization Name field is the only required field. An Organization needs to be set up before creating and assigning Account Managers. 

When creating an Account Manager or Partner Rep logon the first name and last name on that logon must exactly match the first name and last name of the first name and last name fields on the hierarchy page.

Hierarchy – Access to records is divided first by workgroup, then by user hierarchy.  Depending upon a specific user’s role, the number of records the user can access or view in the database will vary.  Here are some of the most common structures within a LeadMaster WorkGroup: (Please access Administration and view Groups, Acct Mgrs, Partners, Partner Repsas a reference point for the following.)

1.  The one-tier hierarchy would be typical of a small organization. A company with sales managers who work with their sales reps directly would exemplify this kind of configuration.

• In this case, you would turn off Partners and Partner Reps and re-label the default Groups as “Sales Manager” and Acct Mgrs as “Sales Reps.”
• Renaming labels can be done under “Customize Pages” and Saving As. Remember that all workgroups under your database will be assigned these labels.

2.  Multiple-tiered hierarchies mirror organizations that partner with and sell through a franchise, dealer, reseller or channel. In this model, individual reps are overseen by managers, who may be overseen by other channel, or partner, managers.

• In this situation you would turn off the default Acct Mgrs; Groups would be renamed “Channel Manager;” Partners and Partner Reps would remain the same.

3.  Expanding on the previous example, in larger companies there may be sales managers who preside over the aforementioned channel managers. The channel manager works with a network of third party organizations who in turn sell to the end user client.

• Groups is renamed “Sales Manager.”
• Acct Mgrs is renamed “Channel Managers.”
• Partners and Partner Reps remain the same.

4.  Another example of a multiple-tiered hierarchy would be a larger organization that has sales divisions and/or regions.  Typically the Marketing Department and Inside Sales / Call Center have visibility into all of the records as is shown here in this example.  One or more executives would have access to the entire organization or group.

• Executives would be classified as Administrators. You would configure their abilities to see workgroups and records individually under Logon Management.
• Marketing Departments and Call Centers would be classified as Global Users. You can configure this as a security setting under Security Levels in Administration. Then assign this to all users in the marketing department/call center under their Logon Management.

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