Setting Up Your Data in Excel

AlignMix is fast and easy to use (once you get the data into the software… ). That is the main question we are asked. “How do I best set up my sales territory alignment data so I can easily import it into AlignMix?”

That is why I created this most recent video post. This is the ideal excel set up for a fast import of all of your sales territory data.

The Difference Between Account Data and Zip Code Data

This is a question that is asked quite often. What is the difference between account data and zip code data? Account data is linked to an account that is assigned to a zip code.

Whereas zip code data is linked to an entire zip code. Accounts do not have to be assigned to the same territory as the zip code is. This is why we allow the software to separate the two data sets via two different imports.

Importing Sales Territories

Importing sales territories in AlignMix is very easy. All you need is an excel file that has one column of zip codes and a second column with the corresponding assigned sales territory. This type of data can be exported from most sales mapping services/packages and even some CRM dashboards.

To import this data (this data can be called “Zip to Terr”) first open AlignMix. Click on Import. Then select the data file to import.

Now all You will have to do is, drag the first column (Zip codes) to the corresponding location on the right side. Next, you import the second data column (Sales territory) to either sales territory name or sales territory ID. Click Next.

And then Next again. You will see a load screen that shows the progress of the sales territory data being imported. When this is finished you will see all of your sales territories displayed on the map.

If you do not have this type of data and are looking to create sales territories from scratch then this video is for you: Creating Sales Territories

Zip Code Population Import

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

Importing Sales Accounts into Existing Map

The account import will place icons on your sales territory map representing the location of every sales account. If you use an account ID for the sales account import you will see that the software will locate any duplicates and merge the data into one icon on the map. Using a segmentation will allow you to show each type of sales account as a different icon on the map.

Any data that is imported will then be exported in the Excel Exports or the Batch Exports

In AlignMix you can import Sales Accounts, Zip to territory assignments, Sales Reps, Employee roster, and zip code data. There is no specific order to importing the data into AlignMix. You can import sales accounts into your file at any time.

If you used a sales account ID for the import, then you will be able to import updates to the account data in the future. The account ID will also allow you to do a search for the accounts using the Paste from Clipboard tool.

Using an Account ID/Unique ID in your sales account import is highly recommended, but not required. If you import without an account ID then AlignMix will create one for you. The numbering will start at 1 and continue down the excel list until the last row of data that has been imported.

If you did have duplicates in your excel file AlignMix will not locate and merge them. In order for AlignMix to merge the duplicates you will need to have the account ID for the import.

When importing account data there are two pieces of data that are required. The Account ID and/or the account name and the location of the account (most often the zip code). Without these two columns of data you will not be able to import any account data into AlignMix.

Instead of using the zip code/post code you can also use the latitude and longitude of each account. Geo coding accounts has become super cheap and you can easily upload a list of accounts with addresses into one of these services for a very low price. Then when importing with the geo location AlignMix will place the icon of each account in the exact location on the map.

You can also import street address, city, and state but these columns of data will not impact the mapping of the accounts. They are mainly imported so that when you do the final export these data sets will also be included in that excel file. If you have any additional data sets like sales, call, potential, or workload; you can also import that data.

Any numeric data will be imported and linked to the accounts unique ID. You can also import the assigned sales territory and sales rep during the account import.

If your accounts are segmented, you can also import that into AlignMix. Segmented accounts means that you have different types of customers. Each segment can be imported into AlignMix and will appear as a different icon on the map.

You can then toggle on/off the icons from the view options.

During the import process AlignMix will default to showing the column labels from the first worksheet in the excel workbook. To select a different worksheet, click on back and then select the correct tab for import. From the main import screen, you simply need to drag and drop the column labels from the left to the corresponding section on the right.

This will tell AlignMix what you are trying to import. If you are importing account-based data, then the majority of you data will fall into the accounts section. Sometimes when importing data you will notice that some errors will appear at the end of the import process.

This is normal. You can click the save button and then view and fix the errors. The most common errors occur when there is a typo, blank data cells, or incorrect geographies.

You can fix these errors in the error report and then import that error file back into AlignMix.

When the import is finished you will see all of your account icons scattered all over the map. If the all the accounts appear as a small blue box, that means you have imported your data without a customer segmentation. You will also notice that there are no colored in areas representing your sales territories.

This is because you have only imported sales accounts and those accounts are assigned territories. The software has not yet assigned any zip codes to a territory. The next step would be to either import a zip to territory file or use the clean up tool to assign the zip codes to sales territories.

Importing Accounts into Blank Map

In AlignMix you are able to have sales reps assigned to sales territories. In the Pro version of AlignMix you can also have district managers assigned to districts and region managers assigned to regions. You can create the sales reps manually from within the AlignMix software or import a full list of sales reps directly into the software.

Before importing a full list of sales reps into your AlignMix file its best to double check to make sure you haven’t already done that. Right click on a sales territory to open up the radial tool. Then click on territory properties.

In this new view you will see the name and ID of the sales territory. You can rename the sales territory while in this view. There will be a drop-down menu on the third line showing you the name of the sales rep that is currently assigned to this territory.

If this field is blank, that means that there is no sales rep assigned to this territory. If you click the drop-down menu and there are no names that means that you have not imported or created a sales rep in this AlignMix file.

To manually add in a sales rep, you can open the radial tool again, and select territory properties. In the third line that sales “Sales Rep” you can click the plus button to the right out of it. This will allow you to manually enter the name of the sales rep and the home zip code.

Type those two fields in and click OK. As soon as you click OK you will see a little sales rep icon appear in that home zip code that you just typed in. The reason you need the home zip code is so that you can see where the sales rep is located in relation to the sales territory that they are assigned to.

If the sales rep lives outside the sales territory that they operate in, then the sales rep icon will be outlined in a red color. You can also manually add sales reps by clicking on the Edit Sales Rep button that is found on the home menu. Click the plus button at the bottom of that window and then complete the sales rep information.

You can also assign the sales rep from this view by clicking the drop-down menu for the territory and then select the correct sales territory.

Manually entering in a couple sales reps is easy but you would not want to repeat this process for 20-200 sales reps. Instead you can import a full sales rep roster all at once into AlignMix. You only need the sales reps name and home zip code.

Each of these should be in their own column in Excel. If you also have the assigned sales territory, then you can have that in a third column and then during the import process AlignMix will create the sales reps and also assign each rep to the correct sales territory. To import the excel file you simply click on file, import, import from excel and then import the data columns by dragging and dropping the correct fields.

Now that you have imported a full list of reps you will see the icons scattered all over the map. You can customize the way the icons appear in configure layers. Now when you open up the territory properties you will see a sales rep’s name appear in the drop-down menu.

Click the drop-down menu and you will see a full list of every sales rep that has been imported into this AlignMix file. You can reassign a sales rep by clicking on another sales rep from this drop-down menu. You can also reassign sales reps by using the Edit Sales Rep tool on the home menu.

As soon as you click that button the left side of the tool will populate with the names of all the sales reps that have been imported. You can then reassign sales reps by clicking on the assigned territory button and choosing another territory.

You can also assign/reassign sales reps by using the territory table view. To access the territory table, you need to open a new tab and select tables from the left side. The first option will be the sales territory table.

Select that. You will now see a full sales territory table appear on the screen. The table will show all of your data summed up to the sales territory level. In the assigned sales rep section, you will see all current rep to territory assignments.

Double click a sales rep’s name and a drop-down menu will appear showing the names of all the sales reps that are in this AlignMix file. You can now reassign a sales rep by clicking on a different sales rep’s name. The one limitation in the territory table view is that you cannot create new sales reps from this view.

You will need to go back to the first tab and add them in manually or import the sales reps.

Importing Segmented Sales Accounts

In order to display different sales accounts (account segments) on your map you need to import them as different segments during the initial account import process. Watch the video above to learn how to do this.

Importing Sales Reps

In AlignMix you are able to have sales reps assigned to sales territories. In the Pro version of AlignMix you can also have district managers assigned to districts and region managers assigned to regions. You can create the sales reps manually from within the AlignMix software or import a full list of sales reps directly into the software.

Before importing a full list of sales reps into your AlignMix file its best to double check to make sure you haven’t already done that. Right click on a sales territory to open up the radial tool. Then click on territory properties.

In this new view you will see the name and ID of the sales territory. You can rename the sales territory while in this view. There will be a drop-down menu on the third line showing you the name of the sales rep that is currently assigned to this territory.

If this field is blank, that means that there is no sales rep assigned to this territory. If you click the drop-down menu and there are no names that means that you have not imported or created a sales rep in this AlignMix file.

To manually add in a sales rep, you can open the radial tool again, and select territory properties. In the third line that sales “Sales Rep” you can click the plus button to the right out of it. This will allow you to manually enter the name of the sales rep and the home zip code.

Type those two fields in and click OK. As soon as you click OK you will see a little sales rep icon appear in that home zip code that you just typed in. The reason you need the home zip code is so that you can see where the sales rep is located in relation to the sales territory that they are assigned to.

If the sales rep lives outside the sales territory that they operate in, then the sales rep icon will be outlined in a red color. You can also manually add sales reps by clicking on the Edit Sales Rep button that is found on the home menu. Click the plus button at the bottom of that window and then complete the sales rep information.

You can also assign the sales rep from this view by clicking the drop-down menu for the territory and then select the correct sales territory.

Manually entering in a couple sales reps is easy but you would not want to repeat this process for 20-200 sales reps. Instead you can import a full sales rep roster all at once into AlignMix. You only need the sales reps name and home zip code.

Each of these should be in their own column in Excel. If you also have the assigned sales territory, then you can have that in a third column and then during the import process AlignMix will create the sales reps and also assign each rep to the correct sales territory. To import the excel file you simply click on file, import, import from excel and then import the data columns by dragging and dropping the correct fields.

Now that you have imported a full list of reps you will see the icons scattered all over the map. You can customize the way the icons appear in configure layers. Now when you open up the territory properties you will see a sales rep’s name appear in the drop-down menu.

Click the drop-down menu and you will see a full list of every sales rep that has been imported into this AlignMix file. You can reassign a sales rep by clicking on another sales rep from this drop-down menu. You can also reassign sales reps by using the Edit Sales Rep tool on the home menu.

As soon as you click that button the left side of the tool will populate with the names of all the sales reps that have been imported. You can then reassign sales reps by clicking on the assigned territory button and choosing another territory.

You can also assign/reassign sales reps by using the territory table view. To access the territory table, you need to open a new tab and select tables from the left side. The first option will be the sales territory table.

Select that. You will now see a full sales territory table appear on the screen. The table will show all of your data summed up to the sales territory level. In the assigned sales rep section, you will see all current rep to territory assignments.

Double click a sales rep’s name and a drop-down menu will appear showing the names of all the sales reps that are in this AlignMix file. You can now reassign a sales rep by clicking on a different sales rep’s name. The one limitation in the territory table view is that you cannot create new sales reps from this view.

You will need to go back to the first tab and add them in manually or import the sales reps.

Importing Sales Personnel Roster

The account import will place icons on your sales territory map representing the location of every sales account. If you use an account ID for the sales account

Importing County Based Sales Territory Data

In order to import any County based data you first need make sure you have FIPS codes for your data. FIPS codes are 5 digit county codes that identify counties. You cannot use county names in AlignMix because there are many counties in different states that have the same names.

That is why you need the FIPS code in order to create county based sales territory designs.

Importing Canadian FSA Data

Updating Zip-code to territory assignments can be a pain, especially if there’s a lot of them and you have to search for each one individually and reassign them using the touch align tool. With this new update feature in AlignMix 2016 you can import updated zip code assignments in just a few clicks. Let’s say you just had a fine tuning session with all of your district managers and you now have a list of 400 zip-codes that need to be moved from one sales territory to the next.

All you have to do is import this list into AlignMix and the software will make all of the changes for you automatically. The video above will show you how to do this amazing time saving process step by step.

Hierarchy Import

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

Importing Third Party Data

Updating Zip-code to territory assignments can be a pain, especially if there’s a lot of them and you have to search for each one individually and reassign them using the touch align tool. With this new update feature in AlignMix 2016 you can import updated zip code assignments in just a few clicks. Let’s say you just had a fine tuning session with all of your district managers and you now have a list of 400 zip-codes that need to be moved from one sales territory to the next.

All you have to do is import this list into AlignMix and the software will make all of the changes for you automatically. The video above will show you how to do this amazing time saving process step by step.

Updating Data

Updating Zip-code to territory assignments can be a pain, especially if there’s a lot of them and you have to search for each one individually and reassign them using the touch align tool. With this new update feature in AlignMix 2016 you can import updated zip code assignments in just a few clicks. Let’s say you just had a fine tuning session with all of your district managers and you now have a list of 400 zip-codes that need to be moved from one sales territory to the next.

All you have to do is import this list into AlignMix and the software will make all of the changes for you automatically. The video above will show you how to do this amazing time saving process step by step.

Customizing Data Formats

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

Delete Imported Data

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

Error Report

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

International Imports

Using the data definition tool you can customize the formatting of any data set that you have imported into AlignMix. This will allow you to see the total sales for a sales territory or even show you the total population of a selected area. It all depends on what data sets you have imported into AlignMix.

1 Minute Sales Territory Mapping Data Load Challenge

AlignMix really excels when it come to loading your sales territory mapping data. It’s faster than any other sales territory design software. To prove the point we wanted to see just how fast AlignMix could load the following three data set:

  1. Zip to Territory, District & Region (41,000 zip codes, 99 territories, 10 districts, 3 regions)
  2. Account Data (20,450 records)
  3. Rep Roster (99 reps, 10 managers, 3 regional managers)

AlignMix needs to import all of the data and make all of the appropriate assignments.

Watch the video below to see the results: