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Assigned Users

Distributor guide to a customer's Assigned Users in Encompass: how stops set the salesman, deliveryman and merchandiser, and how to change a customer's sales rep. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Steps

How to Identify and Manage Assigned Users
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1. Using Universal Search, navigate to the Customer Search dashboard.
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a. Search for the intended Customer name or ID.
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b. Click the arrow to view the customer record directly.
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c. Click Sub Tables.
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d. Select "Assigned Users" from the dropdown.
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These are the fields of the assigned users. They are generated automatically based on the Customer's Stops:

  • Product Group: Users can be assigned to different sets of products.
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  • Route Version: For any given version, there is a minimum of one record for Assigned Users.
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  • Salesman: The Salesman for that group of products.
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  • Deliveryman: The Deliveryman for that group of products.
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  • Merchandiser: The Merchandiser for that group of products

2. Click Sub Tables.


a. Select Stops.


The Stops are what determine the Assigned Users. The Activity Effective (either set on the stop directly or drawn from the route) will point the user (Name column) to its respective field in the Assigned User.

  • Route Version, Active: The Route Version on which this stop resides, and if it is currently active.
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  • Activity Effective: The Activity is either set directly on the stop or is derived from the Route. This determines whether the NAMED user is a Salesman, Deliveryman, or Merchandiser.
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  • Product Group: the set of products for this stop.

c. Select an Activity from the Stops dropdown.
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The Activity, set on either STOP or the ROUTE, determines if that user is a Salesman, Deliveryman, or Merchandiser.

Note: If the activity is Salesman, that user will be set as the 'Salesmen' field on the Customer as well.
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Best Practices

To update a Sales Rep on a Customer record the user will need to either:
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  • Update the Routes User for that specific Stop
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  • Change the Route to a different users Route for that Stop
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This will then update the Assigned User table and flow into the Sales Rep field on the Customer record

If a customer does not have a presell stop, the assigned user will be set based on the Customers "Sales Rep" field. Whether or not a customer has a presell stop, Assigned Users will always be built for reporting purposes.

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