Overview

Marketscape CRM uses the terms "ownership" and "shared owner" to indicate assignment of accounts, contacts, orders, leads, or referrals to a person within your company. Depending on your assigned role and how your company has set up permissions, you will either be able to assign and/or remove ownership for these items, OR you will need to request ownership be assigned or removed.

Good to know

Many actions that you can perform in Marketscape CRM can be done in more than one location. In this article, we will show the easiest and most visible way to complete ownership management and detailed steps for different paths to completing ownership management.
Ownership management can be performed using Marketscape CRM for web and Marketscape CRM Mobile. Steps for completing ownership management tasks are shown below.
Article reference - in this article there are many places where steps are described that apply to an account, a contact, a lead, an order, or a referral. Since the steps apply to all five, rather than providing this list each time, the words "item" or "items" will be used. For example, "to remove ownership for the item, click the "Remove Ownership" link."

Ownership Basics - who can do what, and some quick visuals
Usage and Value - benefits of ownership management
Where can I manage ownership?
- From the Accounts / Contacts / Referrals /Orders / Leads View
  - For a Sales Rep
  - For a Sales Manager or Account Administrator
- On the Market Spotlight page
  - For a Sales Rep
  - For a Sales Manager or an Account Administrator
- Reports
  - Request Owner Change - for a sales rep - check the status of your requests
  - Approve Owner Change - for a manager or admin
- In Marketscape CRM Mobile

Ownership Basics

What you can do to manage ownership depends on your role and permissions.

Sales Rep/Account Executive		Sales Manager	Administrator
With permission	Without permission	Sales Manager	Administrator
You can add and remove ownership of accounts, contacts, and referrals.	You will need to request that ownership of specific accounts, contacts, and referrals be approved. This applies to requesting or removing ownership	Part of the role of a manager is to oversee accounts, contacts and referrals for their reps. This includes approving or denying requests to add or remove ownership	In short, administrators can do pretty much everything in support of reps or managers
Benefit: The rep is directly involved with ownership of accounts, contacts and referral. The manager is not required to approve requests to add or remove ownership	Benefit: Reps can make suggestions about what to add or remove from their book of business.	Benefit: Managers maintain approval rights ensuring business priorities are upheld. Requires team cooperation maintaining book of business	Benefit: An admin is able to assist managers in maintaining ownership

Details

Your company might have additional levels of roles with different names that have access to different levels of access. If you need clarification, get in touch with your Trella Health customer success manager or Trella Health Support.
If your agency's Electronic Health Records (EHR) system is integrated with Marketscape CRM it may be possible that ownership assignments are dictated by that system and not changeable directly in Marketscape CRM. Contact your account administrator with any questions.

What to look for

Whether you are managing ownership of an account, a contact, a lead, an order, or a referral, the steps you follow are essentially the same in Marketscape CRM. Moreover, when you are looking at any of these items, what you can do with regard to ownership is always visible and can be accomplished with a couple of clicks.

The images below were all taken from Marketscape CRM on a Contacts page. What you would see when looking at an account, order, lead, or referral would be identical or very similar. We show these images as a quick reference to how easy these tasks are in general.

Usage and Value

Consider the following situations:

As a sales rep, I want to be able to easily request that a referral source be added or removed from my book of business so I can stay focused on valuable opportunities instead of having an overinflated territory
As a manager, I want a list of accounts or contacts that my reps want to remove so I can evaluate before approving or denying within Marketscape CRM to ensure that territories are well balanced and ensure reps are targeting the right opportunities
As an administrator, I need to be able to assist any users with managing ownership of accounts, contacts, and referrals.

For more information, see Defining Ownership & Shared Owners.

From the Accounts / Contacts / Referrals /Orders / Leads View

Instructions are included for a sales rep and for a sales manager/account administrator.

To jump directly to the steps for a sales manager/account administrator, see For a Manager or Administrator.

For a Sales Rep

The user role for a sales rep/account executive in Marketscape CRM is normally set up so that the rep is required to request changes to ownership of items for which ownership applies. Requests to add or remove ownership can be done from the main pages as shown below.

Requesting Ownership Removal

The steps for requesting ownership removal are shown below.

Select the page in the left navigation. The page shown in each image to the right will open Notice that we have selected the view for "My" accounts, contacts, and referrals. Since we are removing ownership, we want the table to only show items for which we currently have ownership. Click on the "View" link to open the account, contact, or referral in the list from which you would like to remove ownership. The detail page will open. As mentioned above, although images are not included for every item type for which ownership applies, the process is similar in all cases.


Scroll down to the section called Shared Owners You will see your name in the Name column, identifying that you are a current owner. Click on the Request Removal link.
A dialog box will open that confirms your choice Click the "Ok" button (In our example we added "account/contact/referral." When you remove an item only that item type will be named in the confirmation dialog box.)

Since you are requesting that ownership be removed from you, your manager or an administrator will need to approve the request before the item will be removed from the list under your "My" view.

To check the status of a removal request, see To check on the status of an ownership change request.

Requesting Ownership Assignment

The steps for requesting ownership assignment are shown below.

Select the page in the left navigation. The page shown in each image to the right will open Notice that we have selected the view for "All" accounts, contacts, and referrals. Since we want to request ownership, we need to find accounts, contacts, or referrals that we do not currently own. Click on the "View" link to open the account, contact, or referral in the list for which you would like to request ownership. The detail page will open. As mentioned above, although images are not included for every item type for which ownership applies, the process is similar in all cases.


Scroll down to the section called Shared Owners It is possible that other users are currently a shared owner. Other current owners will be displayed in the list. Click on the Request Ownership link.
A dialog box will open that confirms your choice Click the "Ok" button (In our example we added "account/contact/referral." When you remove an item only that item type will be named in the confirmation dialog box.)

Since you are requesting that ownership be assigned to you, your manager or an administrator will need to approve the request before the item will be added to the list under your "My" account/contact/referral view.

To check the status of a ownership assignment request, see To check on the status of an ownership change request.

Bulk Requests

If you want to request changes to multiple accounts, contacts, or referrals, you can make the request using the Bulk Actions tool.

Just like requesting a change for a single account, contact, or referral is pretty much identical, requesting ownership or removal of ownership for multiple items is similar. The image below was taken from the referrals page, but the two steps described will work identically for accounts and contacts.

Click on the checkboxes for any number of accounts, contacts, or referrals for which you want to change ownership.

Click on the "Bulk Options" dropdown selector and choose whether you want to Request Ownership or Request Removal of Ownership

You will receive a confirmation of your request.

(In our example we added "accounts/contacts/referrals." When you remove an item only that item type will be named in the confirmation dialog box.)

For a manager or administrator

Sales managers and administrators do not need to request changes to ownership. Instead of requesting change, they can assign ownership or remove ownership for themselves and for other users.

If you are a sales rep who has permission to assign or remove ownership, you will see what we are showing for a manager or admin in this section.

The process for assigning or removing an account, a contact, or a referral is similar in Marketscape CRM. Click on the button in the left navigation to open the appropriate page The default on this page is to open My Accounts. To manage other user's accounts, select All Accounts in the dropdown as shown Notice that the current owner(s) are shown for each item Click on the "View" link for the selected item. The Detail page for the selected item will open. (Shown in the next row.) As mentioned above, although images are not included for every item type for which ownership applies, the process is similar in all cases.


Scroll down to the "Shared Owners" section. This section is identical for accounts, contacts, and referrals. There are three options: Remove - clicking this link will immediately remove ownership for the user listed in the Name column. Add Shared Owner - this will allow you to add another shared owner or multiple shared owners. (Shown in next row.) Add Myself - this will immediately add you as a shared owner of the item. (See below.)
Add Shared Owner dialog box - When you click on the Add Shared Owner link, the dialog box shown to the right opens. Search - if your company has a large number of users, you can search for a specific user by name. The alternative is to scroll through and browse the list below. Select - click on the check boxes for any users to whom you want to assign ownership of the selected item Attach Selected Results - click on the "Attach Selected Results" button to add the selected user(s) as owners of the item The user(s) will immediately appear in the Shared Owners section on the item detail page.
Add Myself - when you click on the "Add Myself" link, you will immediately appear in the Shared Owner section of the item's detail page. In our example at right, Erin, the Area Manager just added herself as a shared owner.

Bulk Changes

To save time, it is possible to add ownership to multiple accounts, contacts or referrals by using the Bulk Actions tool. This process is identical for accounts, contacts, or referrals.

The image below shows the bulk actions steps for contacts. In Marketscape CRM, this will work the same for accounts or referrals.

On the Market Spotlight page

Ownership can be managed when viewing the Market Spotlight page. However, unlike the Accounts, Contacts, and Referrals pages, in Market Spotlight ownership can only be requested or assigned. A sales rep is not able to request that ownership be removed, and a sales manager or account admin are not able to remove ownership.

To jump directly to the section for sales managers and account admins, see For a Sales Manager or an Account Administrator.

Some Details

Ownership management requests or changes work the same way for physicians, facilities, or agencies. All examples shown below are for physicians, but changes for facilities or agencies work the same way.
Ownership requests or changes can be made for an individual provider, or for multiple providers.

For a Sales Rep

A sales rep can request ownership for an individual provider or for multiple providers.

Requesting a single assignment

Remember that the example below is for a physician, but the process is the same for facilities or agencies.

Bulk Request

A sales rep is able to request multiple providers by following the steps shown below the image.

To check the status of a ownership assignment request, see To check on the status of an ownership change request.

For a Sales Manager or an Account Administrator

A sales manager or account administrator can assign providers to any user or users.

Single Assignment

Remember that the example below is for a physician, but the process is the same for facilities or agencies.

Bulk Assignment

A sales manager or an account administrator is able to assign multiple providers by following the steps shown below the image.

Reports

There are two reports that are used for ownership management. Depending on your assigned role you will only see one of the two reports shown below.

Request Owner Change

A sales rep is able to check the status of current ownership requests.

Click on the "Reporting" button in the left navigation to open the Reporting page. You can find the Request Owner Change report by typing "Request" into the Search report field. In this example, the Request Owner Change report is favorited. (see heart icon) As a result, it is shown at the top of the Reporting page in the Favorite Reports section. Click on the report name to open the Request Owner Change report
The image to the right shows all of the features for the Request Owner Change report. Each feature is described below.
Object - the report will only display one type of object at a time. Choose which object you want to examine requests for
Request Type - Only one request type can be shown at a time. Choose whether you want to view requests to assign ownership or remove ownership
Business Line - If you serve in multiple lines of business, you might want to look at requests that only align with a specific line of business. Choose a line of business. Choosing "-Any-" will show requests from all lines of business to which you have access.
Approval Status - Once you make a request, it will have a status of pending, approved or denied. This filter allows you to choose the status of the requests shown in the table. Choose a request status. Choosing "-Any-" will show requests with every status.
Run Report - Once you have set the filters the way you want, click on the "Run Report" button. The table on the page will populate with requests that match your filter criteria
Schedule - All reports in Marketscape CRM can be scheduled. If you want to have a report sent to you, click on the "Schedule" button to set the parameters.
Example
The image above shows a sample report. Some details As mentioned before, although this report is for contacts, reports for any other type of object will be similar The details for each requested contact is shown for easy identification The type of request is shown - Assign Ownership. These will all be the same in each report since the request type is a required filter. The request status is shown in two columns. Details of the request are shown in the second column
Re-Request Ownership - If you select one or more items from the list by checking the check box to the far left of each entry, you can then click the "Re-Request Ownership" button to make another request submission.

Approve Owner Change

A sales manager and an account administrator can review ownership requests and either approve or deny the requests.

Click on the "Reporting" button in the left navigation to open the Reporting page. You can find the Approve Owner Change report by typing "Approve" into the Search report field. In this example, the Approve Owner Change report is favorited. (see heart icon) As a result, it is shown at the top of the Reporting page in the Favorite Reports section. Click on the report name to open the Approve Owner Change report
The image to the right shows all of the features for the Approve Owner Change report. Each feature is described below.
Business Line - you might want to look at requests that only align with a specific line of business. Choose a line of business. Choosing "-Any-" will show requests from all lines of business to which you have access.
Select Territory/Branches - you can use the territory and branches filters to narrow the focus of the requests to specific territories and branches in your organization. These filters are more useful for companies with larger and more complex organizational structures. This allows you to focus on book of business changes strategically for users based on geographical or organizational parameters.
Requesting User - This filter allows you to choose a specific user from your company. By choosing a specific user, only ownership requests from the chosen user will appear in the report. Click on the image at right to enlarge it. Click on the magnifying glass icon next to the "-Any-" field to open the "Find a User" interface The search fields at the top allow you to search for a user by name and other criteria When you find the user you want, click on the "Select" link to the left of their name
Object - the report will only display one type of object at a time. Choose which object you want to examine requests for
Request Type - Only one request type can be shown at a time. Choose whether you want to view requests to assign ownership or remove ownership
Run Report - Once you have set the filters the way you want, click on the "Run Report" button. The table on the page will populate with requests that match your filter criteria
Schedule - All reports in Marketscape CRM can be scheduled. If you want to have a report sent to you, click on the "Schedule" button to set the parameters.
Once you have run the report, the requests that match your settings will appear in the table Click on the image at right to enlarge it.
At this point you can evaluate the requests to determine alignment with company goals. You have two options - to approve the requests or to deny them. Select one or more requests by clicking on the checkbox at the far left of each row in the table Click on the "Bulk Actions" dropdown and choose to approve or deny the chosen requests Since one of the filters is to choose between "Assign Ownership" and "Remove Ownership," the "Request Type" column in the example to the right only shows Assign Ownership.
When you make a choice to approve or deny ownership changes, a confirmation dialog box will open. Click the "Ok" button to confirm your choice The ownership change is immediately active in Marketscape CRM

In Marketscape CRM Mobile

Most of the ownership related tasks shown in this article can be done in Marketscape CRM mobile.

Some details

Just as in Marketscape CRM for web, the workflows to make ownership requests and changes are the same between different items; accounts, contacts, orders, leads and referrals. The examples below will mostly show tasks performed on contacts, but the steps for other items are identical.
In Marketscape CRM mobile, a sales manager or an account administrator can't approve or deny other user's requests.
The content below is organized by workflows rather than by the differences between the experience of a sales rep versus a sales manager.

	Admin or manager adding or removing ownership	Rep requesting ownership assignment	Rep requesting ownership removal
On the Web
Mobile
Mobile

On the Market Spotlight page, click on the provider for which you want to request ownership The provider's name is a link that opens Sales Spotlight.
The Sales Spotlight panel opens for the selected provider. Click on the "Manage Ownership" button.
The Manage Ownership dialog box opens. In this example, we are Sales Rep Chuck. Click on the "Request Ownership" field. (Your name will show in the parentheses) The provider for which ownership is being requested will appear in the "Selected Entities" list.
The dialog box will change to show that Sales Rep Chuck is now a selected user. Click the "Save" button. Your request will be sent for approval.

Ownership Management on the matching page That is, managing ownership of an account on the Accounts page, managing a contact on the Contacts page, etc.
Menu button Tap on the icon at the top left of most pages in Marketscape CRM mobile to open the main menu This button is your gateway to pretty much everything in Marketscape CRM. Most of the workflows shown below will start by opening the menu. We will not show this image over and over in every location where the menu is mentioned.
Marketscape CRM mobile menu As you can see the menu provides access to a lot of cool stuff. With regard to managing ownership, the links we will be using are identified with arrows. If you have access to orders or leads, the buttons for them would also be available in the menu. The demo account used for this example did not have access. The workflows for orders and leads are identical to what is being shown below. For the examples below, we tapped "Contacts" in the menu.
For a sales manager or account admin removing ownership Remember that some sales reps will have permission to assign/remove ownership, and the following would be what they would see.
Tap on the contact for which you wish to remove ownership.
The Contact Details page opens. Tap on the three circles at the top right of the page
The small (but really powerful) menu opens. Tap on the "Remove Ownership" link The menu will close, and you will not be assigned to the selected contact.
For a sales manager or account admin adding ownership Remember that some sales reps will have permission to assign/remove ownership, and the following would be what they would see.
Tap on the contact for which you wish to assign ownership.
The Contact Details page opens. Tap on the three circles at the top right of the page
The small (but mighty) menu opens. Tap on the "Assign Ownership" link The menu will close, and you will be assigned to the selected contact.
For a sales rep requesting ownership assignment
For this example, we tapped on the "Contacts" link in the main menu. In order to select a contact that you don't already own, you can tap on the "All" filter. Tap on the row for the item for which you want to request ownership
The "Contact Details" page for the selected contact will open. Tap on the three circles at the top right of the page.
The small (but helpful) menu opens. Tap on the "Request Ownership" link The menu will close, and an assignment request will be sent for approval.
For a sales rep requesting ownership removal
For this example, we clicked on the "Contacts" link in the main menu By default, this page opens with the "My" filter active. You can only request removal of ownership from a contact you own, all of which will be shown under "My" contacts Tap on the row for the item for which you want to request ownership removal
The "Contact Details" page for the selected contact will open. Tap on the three circles at the top right of the page.
The small (but useful) menu opens. Tap on the "Request Ownership Removal" link The menu will close, and a removal request will be sent for approval.
Ownership Management in Market Spotlight Market Spotlight is a tool that allows you to browse for physicians, facilities and agencies. From within Market Spotlight, users can perform the same ownership activities available on the item pages. As previously, we are showing the process using physicians (contacts). The process is the same for any other item type that is visible in Market Spotlight.
For a sales manager or account admin adding ownership
In this example, we searched for a specific physician by name - "davis" in the search field Tap on the row for the item you want to assign to yourself
The Entity Details page will open. Tap on the three circles at the top right of the page.
The small (but splendid) menu opens. Tap on the "Assign Ownership" link The menu will close, and ownership for the selected contact will be immediately assigned to you.
For a sales manager or account admin removing ownership
In this example, we searched the Market Spotlight map to Tap on the row for the item for which you want to remove ownership
The Entity Details page will open. Tap on the three circles at the top right of the page.
The small (but potent) menu opens. Tap on the "Remove Ownership" link The menu will close, and ownership for the selected contact will be immediately removed from you.
For a sales rep requesting ownership
We uncovered the list of physicians shown using the map search in Market Spotlight. Tap on the row for the item for which you want to request ownership
The Entity Details page will open. Tap on the three circles at the top right of the page.
The small (but always obliging) menu opens. Tap on the "Request Ownership" link The menu will close, and an ownership request will be sent for approval.
For a sales rep requesting ownership removal
We discoverd the list of physicians shown using the map search in Market Spotlight. Tap on the row for the item for which you want to request ownership removal
The Entity Details page will open. Tap on the three circles at the top right of the page.
The small (but beneficial) menu opens. Tap on the "Request Ownership Removal" link The menu will close, and a request will be sent for approval


Click on the "Market Spotlight" button in the left navigation. Click the checkboxes to the left of the provider names for which you want to request ownership. (In an odd twist, you can choose just one provider.) Notice that in the Assigned User column Chuck is not assigned to the two providers checked. The "Manage Ownership" button will appear as soon as you check the checkbox for at least one provider. Click on the "Manage Ownership" button.
The Manage Ownership dialog box opens. In this example, we are Sales Rep Chuck. Click on the "Request Ownership" field. (Your name will show in the parentheses) The providers for which ownership is being requested will appear in the "Selected Entities" list.
The dialog box will change to show that Sales Rep Chuck is now a selected user. Click the "Save" button. Your request will be sent for approval.

Overview

Good to know

In this article

Ownership Basics

Sales Rep/Account Executive

Sales Manager

Administrator

Details

What to look for

Admin or manager adding or removing ownership

Rep requesting ownership assignment

Rep requesting ownership removal

Usage and Value

From the Accounts / Contacts / Referrals /Orders / Leads View

For a Sales Rep

Requesting Ownership Removal

Requesting Ownership Assignment

Bulk Requests

For a manager or administrator

Bulk Changes

On the Market Spotlight page

Some Details

For a Sales Rep

Requesting a single assignment

Bulk Request

For a Sales Manager or an Account Administrator

Single Assignment

Bulk Assignment

Reports

Request Owner Change

Example

Some details

Approve Owner Change

In Marketscape CRM Mobile

Ownership Management on the matching page

Menu button

Marketscape CRM mobile menu

For a sales manager or account admin removing ownership

For a sales manager or account admin adding ownership

For a sales rep requesting ownership assignment

For a sales rep requesting ownership removal

Ownership Management in Market Spotlight

For a sales manager or account admin adding ownership

For a sales manager or account admin removing ownership

For a sales rep requesting ownership

For a sales rep requesting ownership removal

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