Introduction

By defining specific conditions and setting maximum limits for allocations, organizations can foster an environment conducive to optimal task management and strategic prioritization.

Join us as we navigate through the intricacies of Lead and Application Allocation Quotas!

Enabling the Quota Feature for Clients

1. Navigate to ‘Manage Accounts’ and click the more options button  beside the account name.
2. Select ‘View Details’, then open the ‘Package Selection Page’ and click Edit.
3. Go to ‘User and Team Management’ and find ‘Lead Application Quota’ and ‘Application Allocation Quota’.
4. After enabling the connector, enable the permissions for the client by going to ‘Set Permission’, searching ‘allocation quota’ in the search bar, and clicking on the checkbox against it.
5. Click Apply and then Save.
   
   

Setting up the Allocation Quota

1. On the top right corner of the Meritto Portal, click on the ‘Settings’  button.
2. Navigate to the ‘Account Setup’ section and click ‘Allocation Quota’.Click on ‘Allocation Quota’.
3. Choose between Lead Allocation Quota and Application Allocation Quota.
   
   

Lead Allocation Quota

You can set limits on the number of leads that can be assigned to users based on flow defined at the User Permission Group or Individual User level.

Application Allocation Quota
You can set limits on the number of applications that can be assigned to users based on flow defined at the User Permission group or Individual User level.

Configuration and Functionality of Allocation Quota

• Select Type of Lead Allocation Limit: Choose if you want to set up an Allocation Quota based on User Permission Group or Individual User level.
  • Permission Level Limit: All users within specific permission sets would be catered to through the allocation quota
  • User Level Limit: Setting up allocation quota for specific individual users.
    
    
• Select Users/Permission Groups: Select the users in case of User Level limit or permission groups in case of Permission Level limit which you want to be catered to through the allocation quota.
  
  
• Enter the number of leads limit: Enter the maximum number of leads that can be assigned to the user/permission group and choose the time frame - day or week per user. This defines the daily/weekly limit for allocation.
  
• Daily Limit – (From 12 AM to 11.59 PM) The quota you’ve configured will be applied to daily lead distribution. E.g., if the quota is set to 5 leads, then a maximum of 5 leads will be assigned daily to each of the selected users.
  
• Weekly Limit – (From Monday to Sunday) The quota you’ve configured will be applied to weekly lead distribution. E.g., if the quota is set to 20 leads, then a maximum of 20 leads will be assigned weekly to each of the selected users.
  
  
• Include Exception Condition(s): Avoid assigning leads to users with specific rules. These rules may include setting lead stages based on which the allocation is prioritized.
  
  Example: If they own 50 leads in the Hot Lead Stage
  Then the user with 50 leads in the hot lead stage won’t be allocated more leads.
  
  A maximum of 5 rules can be defined.
  
  *Note: This feature does not apply to the Application Allocation Quota, only to the Lead Allocation Quota.
  
  
  
  
• Exclude User(s) from this feature: In the Permission Level limit, it allows you to exclude individual users that belong to that specific user group that you don’t want to be catered to through the allocation logic.
  
  *Note: This is only applicable to the Permission level limit.
  
  
  
  
• Allocation Limit Flow Name: Enter the name of the allocation quota.
  
  

A maximum of 10 allocation logics can be defined.

This logic only applies to automated lead/application assignments. Manual assignments are not affected.

Steps to be followed :

• Search ‘Manage Automation’ in the search bar or go to ‘Marketing’ and click on ‘Manage Automation’.
• On the ‘Manage Automation List’ page, click on ‘Create’ in the top right corner of the window.
• On the ‘Create Automation Page’, select the trigger as per the use case.
  
  
  
  
• Select the relevant form and trigger fields.
  
• Configure any If/Else logic to define the target group.
  
• Add the ‘Allocate User’ node.
• Now add the ‘Allocate User’ node.
• Click the  icon to edit the Allocate User settings. Configure fields like
  

1. Block Name: Enter the name in the block, that is easy to remember, for future references and identifying the node.
2. Allocation Role: Define if you want to assign/unassign.
3. Allocation Type: Define what you want to allocate that is, leads/ applications/ leads to applications/ applications to leads.
4. Allocation Method: Choose a desired method to allocate your leads to new/previous users.
5. Do not Cater Manually Allocated Audience: Choose yes or no.
6. Allocate to checked-in users: Assigned only to users who are checked in while the automation is running.
7. Allocate to default users: If the automation couldn’t assign a checked-in user while running, by default, it will be assigned to the users defined in this section.
   
   
   

Through insightful analysis and practical insights, we learn how this feature serves its role in optimizing resource utilization, enhancing user productivity, and propelling organizational growth.

FAQs

1. Will it work with Check-in and Check-out features?
   Yes, the lead/application allocation quota works with the check-in check-out feature. Depending upon whether the user is checked in or not, users are allocated. While making the automation, you have the option to allocate to checked-in users, which means that the leads/applications will be allocated to them only if they are checked in. While allocating to default users, the users are allocated the leads/applications irrespective of whether they are checked in or not.
   
   
2. For example, for a User-level lead distribution, can the lead assignment quota for a user be exceeded? Like, if the Lead Assignment Quota is set to 5, can the user get 12 leads assigned to him?
   This allocation quota works only for leads/applications assigned through automation. So, if the leads are assigned manually, the quota can be exceeded. For example, if the lead allocation quota is set to 5, and it has been assigned 5 leads, then by manual allocation more leads can be assigned to the user.
   
   
3. Why are leads not getting assigned to the selected user (based on the user level), even though the number of leads assigned through the Lead Distribution automation is less than the maximum limit configured on the custom number-type user field?If the leads are not getting assigned to the selected user, even though the number of leads assigned through the automation is less, it may be because of the exception condition defined by you, where you define, if the user has already been assigned a certain number of leads/application of a certain lead stage, then they won’t be allocated leads anymore.