# Franchise Recruitment Administration Guide

## CHAPTER 1 Getting Started

### Introduction
Franchise Recruitment is designed especially for the franchise industry. It provides an efficient platform for franchise sales teams to qualify and develop franchise prospects, and then manage contract generation and hand-over processes to operations. Franchise Recruitment will help any franchise sales team:

- increase administrative efficiency
- reduce errors and omissions
- comply with jurisdictional codes of conduct
- implement a best practice sales process

Together with other Franchise Cloud Solutions products, your franchise business will have all the IT capabilities it needs to grow and win in the marketplace.

## Where to start
This guide describes how to perform Administration tasks specific to Franchise Recruitment. We recommend you consult Salesforce documentation for help configuring the Salesforce Platform.

## Administration tasks
### How to create a user
You will need to create a user account for each person who uses Franchise Recruitment. Refer to Salesforce documentation on User Management to learn how to create a new user in Salesforce.

To add a user:
1. Create a new user following Salesforce instructions.
2. Apply settings to the User object according to the appropriate column in the table below.

| Field | User |
| --- | --- |
| User License | Salesforce |
| Role | Appropriate for the Master Franchise |
| Profile | Select from one of the following |
| REC Administrator |  |
| REC Sales Manager |  |
| REC Marketing Manager |  |
| Managed Packages | For all users |
| Base |  |
| Recruitment |  |
| Then select optional components |  |
| Docusign for Salesforce |  |
| Permission Set Assignment | One of the following |
| REC Administrator Access |  |
| REC Sales Manager Access |  |
| REC Marketing Manager Access |  |
| Drawloop User |  |

### How to create a training course
Each training course record represents the running of a specific training event on a given range of days. An administrator is required to create each training course. Once a course is created, sales representatives can register attendees. To create a training event:

1. From the Salesforce menu, choose Training Courses.
2. To create the new course, press New.
3. Complete the details and press Save.

Field Notes: Use Training Course Name as the primary user identifier.

Use Status to communicate the certainty of the training course occurring:
- Planned until the course details are confirmed.
- Confirmed when you know the course will go ahead.
- Closed when the event is completed.

### How to create a product
Products are used to classify a territory and set the default sale price. During implementation your Franchise Cloud Solutions consultant will configure your price book according to your needs. Your administrator will need to maintain the price book to set default prices and apply different prices per region as required.

To add a new product:
1. Open a Territory record.
2. In the Product field, choose New Product.
3. In the New Product: Territory dialog box, complete the details. The new product is now available for use within territories.

### How to create a master territory
Master territories function as a parent to which franchises are attached as children. To create a new master territory:

1. From the Territories list, press New.
2. Select the Master Franchise record type, and press Next.
3. Complete the details and press Save.

Field Notes: Enter the Territory Name as the primary user identifier for this record.

### How to create a franchise territory
A franchise territory is bought and sold within Franchise Recruitment. A franchise territory is the child of a master territory and has its locations defined by a combination of suburb names and postcodes.

To create a franchise territory ready for sale:
1. From the Territories list, press New.
2. Select the Franchise record type, and press Next.
3. Complete the details and press Save.

Field Notes: Enter the Territory Name as the primary user identifier for this record.

### How to split or merge franchise territories
To split a territory:
1. Create the new territory or territories.
2. Move each Territory Location record from the current territory to its new territory.
3. Add a New Territory Relationship.

To merge territories:
1. Note the territory that is the merge target. Create it if necessary.
2. Go to the territory containing the Territory Location record.
3. Move the Territory Location record.
4. Record the merge using the Replaced By relationship section.

### How to import leads from an external source
Salesforce allows you to import existing databases, lists purchased from vendors, or data created using external tools. Refer to Salesforce documentation for:
- Import Lead Data into Salesforce
- Prepare Lead Data for import into Salesforce

### How to create a Salesforce queue
To create a queue:
1. From Setup, select Users then Queues.
2. From the Queues page, press New.
3. Complete the queue details, then press Save.

### How to identify record ids
To obtain a record ID:
1. Use the downloadable application Salesforce Data Loader.
2. Export the record type that contains the record whose ID you are seeking to identify.
3. Open the exported dataset and locate the target record. The record ID is in the field named ‘Id’.

### How to import, export and update data in Salesforce
To download Data Loader from Salesforce:
1. From Setup, search for Data Loader.
2. Click the Data Loader page.  
3. Follow the on-screen prompts.

### Understanding activity lists
Activity lists can be a really useful tool to help you implement repeatable processes. Each task can be automatically assigned to an individual to be completed within a certain time-frame.

### Activity List cleanup
Activity Lists and Activity List Tasks are retained until all Tasks have been completed, plus a specified number of days. Once all Tasks have been completed and the specified number of days elapses, the Activity List and its Activity List Tasks are discarded.

### How to apply an activity list
To apply an activity list:
1. From the Activity List component, press Add List.
2. Select an available Template.
3. Enter the Activity List Name and press Save.

### How to create an activity template
To create an activity template:
1. From the Salesforce menu, choose Activity Templates.
2. To create the template, press New.
3. Name and target the activity template, then press Save.

### Field details
Target Object specifies the object type the activity list can be attached to. Retention Period defines the number of days after the last task is complete for which the Activity List instance will be retained.