NEW ACCOUNTS

NEW ACCOUNT FORM (AKA "LONG FORM")

This form is used to collect all pertinent information for entering a new account into Salesforce
Studio sales representatives complete the form
Office managers enter the information into Salesforce
- This is best done start to finish, without interruption
- Find the account in Salesforce, if it exists OR create a new account
- School codes are assigned by the office manager
  - Open the Available Account Numbers spreadsheet
  - Copy the top number
  - Delete the row with your copied number
  - Paste that number into Salesforce
- Enter all account details, contacts, service items, ID cards, rebates, and yearbooks
- Ensure that the address entered in Salesforce conforms to USPS standards
  - No periods after street directions
  - Upper/Lower case for City
  - UPPERCASE for STATE – 2 letters only
  - Only 1 space between
  - Abbreviate Ave, Dr, etc. (do not use all caps)
  - Avenue = Ave
  - Drive = Dr
  - Circle = Cir
  - Place = Pl
  - Boulevard = Blvd
  - Suite = Ste
  - Highway = Hwy
  - Lane = Ln
  - Street = St
  - Post Office Box = PO Box
  - Example:

12345 SW Sunset Dr

North Pole, WA 99224

- Create the appropriate jobs with a "scheduling" status
- Scan & upload the new account form into "Files"
- You may have follow-up questions for the studio rep. Send a comprehensive email once done.
The master can be found HERE
A checklist of steps can be found HERE

Once you've updated Salesforce, there are additional steps to complete the process

- If you have all ID card details, colors, and mascot, email mdavis@dorianstudio.com and cc nedmonds@dorianstudio.com, hgomez@dorianstudio.com using the following template:
  - School name
  - Branch/Account Number
  - School colors
  - School mascot description (i.e "Cougars")
  - ID Details (i.e. Student ID, horizontal, no back print, with barcode, punched, ID visible)
  - Specialty service items (product name, quantity, etc)
  - Attach high resolution mascot/logo to email
- Create a Trello card
  - Navigate to the current year's "ID Card Packets" Board
  - Click on the 3 dots in the upper right corner of the "New Schools" column
  - Select "Add Card"
  - Enter the title as "School Code_School Name (Branch)"
- Update Schools Gained and Lost spreadsheet in Drive
  - The sales rep enters the school once a contract has been signed
  - The sales rep will enter data in columns A-K and O-R
  - Office managers will:
    - Enter the date/initials in column L when the new account form is sent to them and entered into Salesforce
    - Enter the date/initials in column M when the mascot is received and email is sent to Matt/Noah/Bert
If dates were written on the form, add them to your Google calendar. Make sure to include any notes that may apply (i.e. location, schedule, number of photogs, etc).
If no dates were given, add a temp date to your calendar with any notes that may apply.

Create Data folder on the server

- \\jobs\groups\Data Entry\1-Office Mgr Data
- Find your branch folder
- Right click for "New Folder"
- Folder name should be "School Name_School Code"
- Create a sub-folder within named "Data School Year" (i.e. Data 2024-2025)

New Account form checklist

New Account Form 20-0106

Available Account Numbers

OM Email - Welcome to the family

Schools Gained and Lost

Sample new account form.pdf

Download the sample new account form.
Enter your practice form into the "ACME School" account in Salesforce
The account should be cleared out (no service items, jobs, account details, etc). If it is not please let your mentor know before starting.
Let your mentor know when you are finished and ready for review
Delete all service items, jobs, account details, contacts, yearbooks, & rebates once done