Smart Plan: minimize disruption

Keep records with the person who already owns them when you build a set of territories. Minimize disruption matches each record's owner field against the people assigned to the new territories, so reps carry their existing book into the new structure.

Before you begin

Be sure to assign a person to each territory you are building, in the Assign Users section of the Smart Plan. Minimize disruption has no effect on a territory that has nobody assigned to it.
In Assign Users, use the same Role and Coverage Type that you use on the configuration of the Minimize Disruption criteria.
Confirm the record field that holds the current owner contains either the person's Fullcast people ID or their name. Minimize disruption matches on either one.

Add minimize disruption criteria

Create a Smart Plan.
In the Balancing Criteria field, click Add Criteria.
Select Minimize Disruption.
From the Select Field dropdown, select the account field that holds the record's current owner. Only text fields appear in this list — number, decimal, and date fields are not available.
From the Select Role dropdown, select the role for the assignment.
From the Select Coverage Type dropdown, select the type of coverage for the assignment.
Optional: Click Create Criteria and use the filter builder to limit the criteria to a subset of records.
Drag the criteria to the position you want in the Balancing Criteria list.
Your title goes here
Criteria run top to bottom, and a record is claimed by the first criteria it matches. In order for Minimize Disruption to have the “full” affect, it should be placed as the first criteria.
Complete the remaining sections for the Smart Plan.
Note
Minimize Disruption requires territory coverage assignments. This is done in the Assignments section of the Smart Plan. If assignments are not added during Smart Plan creation, create each coverage assignment on the territory nodes and rerun the rules to apply the Minimize Disruption criteria.
Click Save & Exit.

How records are matched to territories

Minimize disruption pairs each new territory with one person, then pulls that person's records into it.

Fullcast builds the owner list. It reads the assignments on the territories being built, keeps only the ones that match the Role and Coverage Type on the criteria, and drops any assignment that is not active today.
Each territory is paired with one person. The first person in Assign Users is paired with the first territory, the second person with the second territory, and so on. When you rerun rules on existing territories, each territory is paired with the person already assigned to it instead.
Records go to their owner's territory. A record is placed in the territory whose paired person matches the value in the Select Field. The match is exact, and it is the only placement this criteria makes — a record is never sent to a different territory to even out the counts.
Everything else falls through to the next criteria. A record is skipped by this criteria when its owner field is empty, when the value does not match anyone paired with a territory, or when your optional filter excludes it. It is then handled by the next criteria in the Balancing Criteria list.
Unclaimed records follow your remaining-records setting. Records that no criteria claimed either stay in Unassigned or are spread across the territories, depending on the treatment you chose for remaining records.

Because the match is exact, an owner who is not assigned to any of the new territories loses their records to the other criteria. Staff every person whose book you want protected.

What happens when you rerun rules

Records stay where they are when you rerun rules on existing territories and nothing about the assignments has changed. When you add a new hire, remove a person, or change who covers a territory, Fullcast re-reads the assignments and reorganizes records against the new pairing.

Minimize disruption examples

One owner, three territories

Scenario: A node holds 12,000 records that all share the same owner ID, and you want to split it into three territories.

Configuration:

Number of territories to build: 3
Select Field: Owner ID
Select Role: Account Manager
Select Coverage Type: Team Member In Role (normal)

Result: All 12,000 records move to territory_1, the territory paired with that owner ID in the account manager role. The other two territories stay empty, because no records belong to the people assigned to them. Add a second criteria below minimize disruption — balance by number of records, for example — to spread the remainder across all three.

Three reps keeping their books

Scenario: Three account managers cover one node between them, and you are splitting it into three territories, one per rep, without moving accounts between them.

Configuration:

Number of territories to build: 3
Assign Users: the three account managers, in order, all in the account manager role and the same coverage type
Select Field: Owner ID
Select Role: Account Manager
Select Coverage Type: Team Member In Role (normal)

Result: Each territory receives the records already owned by the rep assigned to it. Records owned by anyone outside those three reps, and records with no owner, fall through to the next criteria or to Unassigned.