You can you use Mass Editing to reassign leads en mass. You may decide to reassign leads from a former user to new or active users. Below are steps to reassign leads from one user to another using the mass edit feature. This same concept can apply if wanting to reassign leads for other, different reasons; these basic steps can be used to reassign leads from one company to another, take un-assigned leads and assign them, update leads from one workflow status to another, or make secondary assignments en mass as well.
Location: Contacts Tab
Begin by naming your list something easily identifiable. Next, for the “What Contacts” Option choose “All Contacts”; you can ignore “Default Sort”, “Shared With” and the “Fields to Show” as you won’t be using this list beyond reassigning the leads and have no use for those options for this purpose.
Now go to the “Available Filters” and choose “Assigned To” for the filter and select the users whose contacts you will be reassigning. Hold down the “Crtl” button while highlighting user names to select more then one user. Once you have selected all the users whose assigned contacts you want to reassign, click “Add Filter”. After you have done this you should see under the list name, a number of “Contacts Found”. You can use this number to judge if you are capturing the amount leads you intend to change. You can add additional filters if needed, but for this example we will only be filtering by the “Assigned To” user of the contacts. Once all filters are in place, hit “Save List” located on the navigation bar.
In the example below we are mass editing "With List"; therefore we will end up Mass Editing 6 contacts which is the number of leads appearing on the list. If we chose "With Selected", we would Mass Edit the 3 contacts that have been selected using the check-boxes next to each records row on the list table. Once you have made your selection click the green circle icon with the check-mark to go to the Mass Edit screen.
Location: Contacts Tab
1. Build Reassignment List
Begin by going to the “Contacts” Tab and clicking on “New List”. This will take you to the list builder. Our first step will be building a list of contacts you want to reassign to new users. We will do this by building a list of contacts filtered by their “Assigned To” Users.Begin by naming your list something easily identifiable. Next, for the “What Contacts” Option choose “All Contacts”; you can ignore “Default Sort”, “Shared With” and the “Fields to Show” as you won’t be using this list beyond reassigning the leads and have no use for those options for this purpose.
Now go to the “Available Filters” and choose “Assigned To” for the filter and select the users whose contacts you will be reassigning. Hold down the “Crtl” button while highlighting user names to select more then one user. Once you have selected all the users whose assigned contacts you want to reassign, click “Add Filter”. After you have done this you should see under the list name, a number of “Contacts Found”. You can use this number to judge if you are capturing the amount leads you intend to change. You can add additional filters if needed, but for this example we will only be filtering by the “Assigned To” user of the contacts. Once all filters are in place, hit “Save List” located on the navigation bar.
2. With List or With Selected
Now that we have built and are viewing our list, there are 2 options to choose in regards to what leads are Mass Edited at this point. We can choose to use "With List" or "With Selected".- With List - Mass edit will be performed to all the contacts appearing in the list.
- With Selected - Mass Edit will be performed to all the contacts selected by checking the box next to their record on the list table.
In the example below we are mass editing "With List"; therefore we will end up Mass Editing 6 contacts which is the number of leads appearing on the list. If we chose "With Selected", we would Mass Edit the 3 contacts that have been selected using the check-boxes next to each records row on the list table. Once you have made your selection click the green circle icon with the check-mark to go to the Mass Edit screen.
3. New Assignment
Once on the Mass Edit screen go to the section labeled “Standard Fields”. Check the box adjacent to “Assigned To:” and highlight the User(s) you wish to assign leads to (hold down 'CTRL' to highlight more then one selection).
4. Perform Mass Edit
Once you have made your selection(s) you will find “Perform Mass Edit” on the navigation bar. Before performing the mass edit, double check the "contacts will be affected" to make sure the right number appears there to verify you are mass editing the correct number of leads. You will not be able to restore the files to their previous state, or undo the Mass Edit. After you click "Perform Mass Edit" a final confirmation window will appear for you to confirm the change. Once you begin the Mass Edit a “Loading…” message will appear; depending on the amount of leads you are editing it will take a varying amount of time for the mass edit to be completed. Once complete, the screen will restore and a message will appear above the navigation bar stating “Mass Edit Successful”.