The Territory functionality is used to control access authority to groups of Accounts and their associated data records (such as contacts, opportunities, etc.). Within each granted territory, a user's CRM Authority settings controls the type of access within that territory.
To use Territory functionality:
Step 1: You need to specifically turn the option ON in the General Settings screen.
Turning on this option can cause records to disappear
from user's views, since the system will begin limiting authority to see
and edit records to only the territories that a user has been granted
to - and if you haven't assigned users to territories before, then there's
no authority to see or edit the records yet.
Step 2: Once the territory function has been turned On. You then need to define your territories in the Setup area. Select the Territories menu option on the Users & Accounts menu.
Then create/edit the names of your territories.
To create a new territory, just select the New button and enter the name for your territory. To Edit the name of an existing territory, click the checkbox beside the name you want to edit, then click the Edit button.
Step 3: After defining the names of your territories, you then need to edit each User's Profile in the Setup area and indicate which territory or territories each user will be granted access. (Setup->Users & Accounts menu->Users). When the territory option is On, and you have defined your territories, you will see a new row of information when editing a User's settings. There will be a checkbox beside each of your defined territories.
Here's an example of how your defined territories will appear on the User setup screen:
To give the user access to that territory, simply check the box next to the territory name.
Step 4: The next step is to add the Territory field to your Account Display and Edit pages. This process is very similar to adding a custom field - except you do NOT need to define the field, the system already has a standard predefined field for the Territory field - all you need to do is edit the Account pages (both Display and Edit) and put the field on the form. The name of the field you need to add to the form is called: %ACCTTERRITORY%
For a complete guide on how to add fields to the forms,
see the topic on Custom
Fields. (All you need to do is STEP 2 of the Custom Fields section).
Step 5: Lastly, confirm the CRM Authority setting for the user. This will most likely remain the same, but for MANAGER level users, you should determine if you want the manager to have just Territory Manager access (can see and edit everything within specified territories ONLY), or whether the manager should still have full Manager level status - which means the user can see and edit everything no matter what territory the account is in.
Here's an example of how the CRM Authority selection items appear when the territory option is On:
Following Step 5, you can begin assigning accounts to your specified Territories.