Feature Overview

The Orphaned Records feature helps you identify and reassign CRM records (opportunities, accounts, and contacts) that have lost their proper ownership assignment. These "orphaned" records are temporarily assigned to a placeholder owner called "GTM Orphaned Owner" and need to be reassigned to actual users to maintain data quality and ownership clarity.

Benefits to the User

• Improved Data Hygiene: Ensures all records have proper ownership for accurate reporting
• Enhanced Forecasting Accuracy: Prevents opportunities from falling through the cracks
• Better Pipeline Visibility: Maintains clear ownership of all accounts and opportunities
• Streamlined Team Management: Helps reassign records when team members change roles or leave
• Time Savings: Quickly identifies records needing attention without manual audits

Accessing the Feature

1. Log in to your GTM Engine application
2. Navigate to the main navigation menu
3. Look for and select "CRM Hygiene"
4. Click on "Orphaned Records" or "Orphaned Accounts" section

Step-by-Step Usage Guide

Viewing Orphaned Records

1. Once on the Orphaned Records page, you'll see a list of opportunities, accounts, and contacts currently owned by the "GTM Orphaned Owner"
2. Scroll through the list to review all orphaned records
3. Each record will display relevant information to help you determine appropriate ownership

Reassigning Records with Suggested Owners

1. For each orphaned record, check the right side of the entry for owner suggestions
2. GTM Engine may automatically suggest appropriate owners based on related data and patterns
3. If you see a suggested owner that makes sense, click on their name to reassign the record
4. Confirm the reassignment when prompted

Manually Reassigning Records

If no suggestions appear or the suggestions aren't appropriate:

1. Click the "Search and Assign" button next to the record
2. In the search field that appears, begin typing the name of the desired owner
3. The list will filter as you type, showing matching users
4. Select the appropriate user from the filtered results
5. Confirm the assignment to transfer ownership of the record

Tips and Best Practices

• Regular Maintenance: Check the Orphaned Records section weekly to prevent accumulation of unassigned records
• Prioritize Opportunities: Focus first on reassigning active opportunities to minimize revenue impact
• Consider Team Structure: Assign records based on territory, account relationships, or expertise
• Batch Processing: If multiple records should go to the same owner, process them together for efficiency
• Verify Associations: Ensure contacts and opportunities are properly associated with their accounts after reassignment
• Document Decisions: For significant accounts, note why you assigned to a particular owner for future reference

By maintaining clean record ownership through the Orphaned Records feature, you'll ensure GTM Engine can deliver its full value—transforming your CRM from a passive reporting tool into an active system that supports real selling. This helps eliminate the administrative burden on your sales team while providing leadership with the accurate pipeline visibility and forecasting they need.