How System Works (Logic Flow)

1.1 Part 5: Logic Flow

When a new lead is created:

System checks Branch Assignment Rules
If condition matches → Assign Branch
If no rule matches → Assign to HQ

After branch assigned → User Assignment Rule runs

So flow is:

Lead Created
→ Branch Assigned
→ User Assigned

Why Branch Assignment Is Important

2.1 Without Branch Routing

• All leads go to HQ
• Manual transfer needed
• Delay in response
• Confusion between branches

2.2 With Automation

• Faster follow-up
• Clear branch responsibility
• No internal conflict
• Clean reporting

Important Note

3.1 Difference Between Branch Assignment and User Assignment

Branch Assignment Rule controls:
Where the lead lives

User Assignment Rule controls:
Who handles the lead

Both work together.

Common Mistakes (Branch Assignment)

• Not defining default logic
• Overlapping city conditions
• Not testing rules
• Forgetting to save

Final Checklist (Branch Assignment Rule)

• Branch selected
• Source condition defined
• Location rule added
• Rule saved
• Test lead created

Advanced Business Strategy

6.1 Combined Automation Strategy

You can combine:

• Branch Assignment
• User Assignment
• Round Robin

To create a fully automated sales routing system.

Example:

Lead from Jaipur
→ Jaipur Branch
→ Round Robin between 3 Jaipur sales executives

Fully automated.

Business Impact (User Assignment)

1.1 What This Feature Directly Improves

This feature directly improves:

• Lead response time
• Sales accountability
• Branch performance
• Owner control

Branch Assignment Rule

2.1 What Branch Assignment Rule Controls

This controls:

• Which branch receives the lead
• Based on source or location
• Before user assignment happens

This works before User Assignment Rules.

Branch Assignment Rule – Complete Guide

3.1 Navigation

Go to:
Settings → Lead Settings → Branch Assignment Rule

You will see:

• Branch Name
• Source
• Last Activity
• Actions
• Branch Assignment Rule button

3.2 Part 1: What Is Branch Assignment Rule?

Branch Assignment Rule automatically assigns a lead to a specific branch based on:

• Source
• Location (Country / State / City)

If no rule matches:
Lead goes to HQ (Default Branch).

3.3 Part 2: Create New Branch Assignment Rule

Click:
Branch Assignment Rule

3.3.1 Step 1: Select Branch

Choose which branch should receive leads when condition matches.

Example:

• HQ
• Delhi
• Mumbai

3.3.2 Step 2: Select Source Trigger
You can choose:

• All Sources
  or
• Particular Sources

If selecting Particular Sources:
Choose from the dropdown list.

Example:

• Hyderabad Expo
• Google Form
• Webinar
• wp-ads-demo
• Webhook

3.3.3 Step 3: Add Location Rules
You can define conditions using:
Country
State
City

Each rule has:
Field → Operator → Value

You can:

• Add multiple conditions
• Use AND logic
• Add additional condition blocks

Example Scenarios for Business

4.1 Case 1: City-Based Routing

City = Surat
→ Assign to HQ Branch

City = Ahmedabad
→ Assign to Ahmedabad Branch

City = Jaipur
→ Assign to Jaipur Branch

4.2 Case 2: State-Based Routing

State = Gujarat
→ Assign to Gujarat HQ

State = Rajasthan
→ Assign to Jaipur Branch

4.3 Case 3: Country-Based Routing (Export Business)

Country = UAE
→ Assign to International Sales Branch

Country = India
→ Assign to Domestic Branch

4.4 Case 4: Source + Location Combined

Source = Hyderabad expo
AND
City = Hyderabad
→ Assign to Hyderabad Branch

Add Multiple Conditions

5.1 Part 4: Add Multiple Conditions

Click:
Add New Condition

You can create multiple condition blocks.

The system evaluates rules in sequence.

Business Use Cases (User Assignment)

1.1 Case 1: Exhibition Leads

Source = Hyderabad Expo
→ Assign to Hyderabad Sales Head

1.2 Case 2: City-Based Assignment

City = Surat
→ Assign to HQ team

City = Jaipur
→ Assign to Jaipur Branch

1.3 Case 3: Digital Marketing Leads

Source = Google Form
→ Round Robin between 5 telecallers

Why This Is Important (User Assignment)

2.1 Without Assignment Rules

• Leads stay unassigned
• Follow-up delay
• Manual confusion
• Owner dependency

2.2 With Assignment Rules

• Auto distribution
• Zero lead leakage
• Faster follow-up
• Branch-wise clarity

Common Mistakes (User Assignment)

• Creating overlapping rules
• Not checking rule priority
• Forgetting to turn ON rule
• Assigning both user & role incorrectly

Best Practice for Textile (User Assignment)

• Use source-based routing
• Use location-based assignment
• Use Round Robin for marketing leads
• Keep rules simple
• Review rules monthly

Final Checklist (User Assignment Rules)

• Rule name created
• Source selected
• Location rule defined
• User/Role assigned
• Rule turned ON

Business Impact

1.1 What This Section Directly Impacts

This section directly impacts:

• Lead clarity
• Conversion rate
• Team productivity
• Owner reporting

User Assignment Rules

2.1 What User Assignment Rules Ensure

This is one of the most powerful automation features in your system.

It ensures:

• No lead loss
• Automatic distribution
• Right lead to right person
• Branch-wise control
• Smart routing based on location or source

User Assignment Rules – Complete Guide

3.1 Navigation

Go to:
Settings → Lead Settings → User Assignment

You will see:

• Existing Rules List
• ON/OFF Toggle
• Edit / Delete option
• Create User Assignment Rule

3.2 Part 1: What Is User Assignment Rule?

User Assignment Rule automatically assigns new leads based on:

• Source
• Location (Country/State/City)
• Role or Individual user
• Round Robin logic

Instead of manually assigning every lead, the system does it automatically.

3.3 Part 2: Create New Assignment Rule

Click:
Create User Assignment Rule

3.3.1 Step 1: Enter Rule Name

Example:

• Surat Leads
• Hyderabad Event
• Digital Print Team
• Round Robin – Sales

3.4 Part 3: Select Source Trigger

Section:
Source – Which Source Do You Want To Trigger?

You can select:

• All Sources
  or
• Particular Sources

If selecting Particular Sources, choose from list:

• Google Form
• TextileCRM Demo
• Scribd
• wp-ads-demo
• Webinar
• Webhook

Example:
If source = Hyderabad Expo → Assign to Hyderabad team

3.5 Part 4: Location Rules

Section:
Location Rules – Apply Location Conditions

You can define conditions based on:

• Country
• State
• City

You can use:

• AND condition
• OR condition
• Multiple rule blocks

Example 1:
Country = India
AND
State = Gujarat
→ Assign to Gujarat Sales Team

Example 2:
City = Surat
OR
City = Ahmedabad
→ Assign to West Region Manager

3.6 Part 5: Assign User Section

Section:
Which User Should Be Assigned?

You can assign by:

• User
  or
• Role

3.6.1 Option 1: Assign Specific User
Choose:
User → Select User

Example:
Assign all Surat leads to Tanvi Rathod(user)

3.6.2 Option 2: Assign by Role
Choose:
Role → Select Role

Example:
Assign all Mumbai leads to Sales Head role

The system will assign users under that role.

3.7 Part 6: Round Robin Assignment

In your main User Assignment list, you can enable:
Round Robin

This means:

• Leads will be distributed equally
• One by one among selected users
• Fair distribution

Example:
If 3 sales people:
Lead 1 → User A
Lead 2 → User B
Lead 3 → User C
Lead 4 → User A

3.8 Part 7: ON / OFF Toggle

Every rule has:
ON/OFF toggle

If ON:
Rule is active

If OFF:
Rule will not trigger

Ideal Textile Lead Setup

1.1 Ideal Setup Checklist

• Custom fields for fabric type
• Status stages clearly defined
• Recurring enabled for regular buyers
• Sources properly maintained
• Branch rules automated

Common Mistakes

• Too many statuses
• Not defining source properly
• Not activating recurring for repeat buyers
• Not using custom fields

Final Checklist (Lead Settings)

• Custom fields created
• Status pipeline finalized
• Source list clean
• Assignment rule set
• Recurring enabled if required

Lead Settings

1.1 Navigation

Go to:
Sales Module → Settings →  Lead

You will see these tabs:

• Field Setting
• User Assignment
• Lead Recurring
• Source
• Branch Assignment Rule
• And more

Setting

2.1 Field Setting

This controls what information is collected in every lead.

2.2 Custom Fields

2.2.1 Create Custom Fields
You can create custom fields based on your textile business needs.

Click:
New Field

2.2.2 Fill Details
Field — Description

Label — Field name (Example: Fabric Type)
Type of Field — Select field type
Mandatory — Optional checkbox

2.3 Available Field Types

• Paragraph (long text)
• Radio Button
• Checkbox
• Text Field
• Number
• Dropdown
• Date

2.4 Textile Examples

Field Name — Type
Fabric Type — Dropdown
GSM — Number
Quantity Required — Number
Required Delivery Date — Date
Sample Sent — Checkbox

2.5 Field Actions

Click 3 dots on field:

• Activate Field or Deactivate Field
• Edit
• Delete

Inactive fields will not appear in lead form.

Status Setting

3.1 Status Details

This defines your lead pipeline stages.

You can:

• Create new status
• Edit existing
• Change color
• Rearrange sequence

3.2 Add Status 

Enter:

• Status Name
• Select Status Color

Click Save.

3.3 Example Textile Pipeline

• New
• Assigned
• Intro Call
• In Process
• Followup
• Contact in Future
• Final Follow up
• Dead

3.4 Why Status Colors Matter

Colours help:

• Identify urgent leads
• Separate hot & cold leads
• Improve visual tracking in Kanban view

Source Settings

4.1 Navigation

Navigate to:
Lead Settings → Source

You will see:

• Source Name
• Show/Hide
• Actions

Examples:

• Google Form
• TextileCRM Demo
• Webinar
• JITO Event
• Webhook
• wp-ads-demo

4.2 Add New Source

Click:
New Row

Add:
Source Name

Save.

4.3 Show / Hide Toggle

If ON:
Source appears in lead form.

If OFF:
Source hidden (not deleted).

4.4 Why Source Is Important

Helps track:

• Which event gave most leads
• Which ads convert
• Which exhibition worked
• ROI calculation

Navigation Path:
Sales Module → Settings →  Inquiry

1.1 What Lead Settings Define

The Lead Settings section in WORTAL CRM plays a critical role in configuring how inquiries are captured, managed, and processed within the system. It provides complete control over the structure, flow, and validation of lead data, ensuring consistency and efficiency across the sales process.

Through Field Settings, administrators can define which fields appear in the lead form, making it easy to capture relevant business information while avoiding unnecessary data entry. The Dead Reason configuration helps teams standardize why leads are marked as lost, enabling better analysis and decision-making.

The User Assignment and Branch Assignment Rule features ensure that leads are automatically distributed to the right sales representatives or branches based on predefined logic. This reduces manual effort and improves response time. The Inquiry Repeat setting manages how recurring or duplicate inquiries are handled, ensuring that repeat customers are tracked properly without data confusion.

Additionally, the Source setting allows businesses to track where leads are coming from—such as marketing campaigns, referrals, or direct inquiries—helping measure performance and ROI. The Duplicate Inquiry control prevents redundant entries, maintaining clean and accurate data within the CRM.

Overall, Lead Settings provide a structured and automated foundation for managing inquiries, improving data quality, enhancing team productivity, and enabling better sales tracking and reporting.

Sensitive Permissions (Use Carefully)

• Delete → All
• Mass Delete Permission
• Export Permission
• User Permission
• Settings Access

Only Admin should have these.

Common Mistakes Businesses Make

• Giving All access to everyone
• Not using Own permission
• Not restricting Delete
• Giving Export access to sales

Best Practice for Textile Businesses

• Only 1–2 Admin
• Branch Managers per location
• Sales limited to own branch
• Reports access only to senior team
• Mass delete restricted

Why Roles Matter in Textile CRM

4.1 Business Context

Textile businesses deal with:

• High-value orders
• Design confidentiality
• Price-sensitive discussions
• Multi-branch inventory

Without role control:

• Sales can see other branch buyers
• Inventory can be edited wrongly
• Reports can be manipulated

With proper roles:

• Clear structure
• No chaos
• Data secure
• Owner control intact

Final Checklist

• Role created
• Permissions reviewed
• Assigned to correct users
• Sensitive permissions restricted

Export & Mass Permissions

1.1 Export & Mass Permissions

1.1.1 Export Permission
Allows:

• Download reports
• Export leads/deals

Give carefully.

1.1.2 Mass Update Permission
Allows:

• Bulk status change
• Bulk assignment

1.1.3 Mass Delete Permission
Allows:

• Delete multiple records

Highly sensitive.

Edit Role

2.1 Edit Role

Go to:
Settings → Roles → Click Edit icon

You can:

• Change permissions
• Add/remove module access
• Save changes

All users under that role will automatically update.

Delete Role

3.1 Delete Role

You can delete role only if:

• No users assigned
  OR
• Reassign users first

How to Configure Smart business Role

4.1 Ideal Setup

Admin → Full
Branch Manager → All (Branch limited)
Sales Head → All (Branch limited)
Sales Person → Own
Intern → Read Own only

Why OWN Permission Is Very Powerful

1.1 Why It Matters in Textile Business

In textile business:

• Many salespeople work in the same market.
• Same product line.
• Same price discussions.

If everyone sees everyone’s leads:

• Data misuse risk
• Client poaching risk
• Internal conflict

OWN permission solves this.