Reassign Ownership - Mass Transfer of Objects/Sub Objects
New in DemandTools 2.2!
Capabilities & Features:
Ability to reassign the ownership of any object in Salesforce, with options to also reassign all or specific related sub objects
Only reassign sub objects that matched to previous parent object owner or all sub objects (regardless of the previous owner)
Use conditions based on any field to specify a subset of objects to be reassigned
Read in a file of specific Object ID's/Owner ID's to be reassigned
Ability to use multiple/complex "Match Conditions" to reassign objects to multiple owners at the same time
Randomly distribute a group of objects to multiple owners
Realign all sub objects to match parent object owner only (do not reassign parent)
Create Tasks and/or Summary Events to track ownership changes on the parent object
Scheduleable through Windows Scheduled Tasks
Common Uses:
Mass transfer Accounts to a new owner
Redistribute Accounts based on territories
Realign all or selected sub objects beneath an Account or other parent object ONLY updating records where the sub object owner DOES NOT currently match the parent owner
Any object can be selected for reassignment. Pick the object from the list and click "Use Object".
Step 2. Specify Where Conditions or Use Object Keys (ID's) from File
Subset which particular records will be reassigned. There are 2 ways to do this:
1.Use Where Condition: For example, find all Accounts where the Owner Alias = Laurie.
Conditions are used when subsetting which objects will be updated, exported, and/or searched, depending on the module. In most cases the option to use all objects or specify conditions on which object(s) to use will be available.
When "Use Conditions" is selected the conditions area is no longer greyed out and open for criteria specification.
Step 1. Select the Field on which to Base a Condition
Fields from the selected table will be listed on the left.
To access fields in a related table select the "+" to the left of the table name. This will display the fields from the related table. Multi-table joins are available for Parent tables only and based on foreign key relationships between tables. For example, you can access the Account table from within the Contact table, because the Account ID is physically stored on the Contact Table. You cannot access the Contact table from the Account table.
Step 2. Select the Operator
Available operators will change based on the type of field selected.
"!=" represents "not equal to".
When using dates, operators will include "Today", "Yesterday", etc.".
Step 3. Specify a Value(s)
Text Fields: Type in the value. Multiple values for the same field are to be separated by commas. DO NOT PUT A SPACE AFTER THE COMMA. Commas are translated as "or". For example, "ma,nh,me" will be translated to "ma or nh or me". Note: values entered are not case sensitive.
Picklists: Select the value from the specified list. Multiple values can be selected and will be translated as "or".
Valid picklist values are shown (as defined in Salesforce.com). Right click on a list of picklist values to "Add a Value". This is used to add a value not currently in the picklist and make it available for use in the criteria. The value is added for the purpose of selection and will not be added to the actual picklist in Salesforce.
Right click on a list of picklist values to "Filter List" to subset a long picklist based on a search string to quickly find a value(s).
Dates: The current date will default in the value window. Click the arrow on the right to access a calendar and select a specific date.
To isolate a specific day, regardless of time, when dealing with a Date/Time field (i.e. created date), specify 2 conditions, greater than the day before and less than the day after. This is not necessary when using an operator such as "Today" or "Yesterday".
Step 4. Add Condition(s)
Select "Add Condition" to add the condition to the list of current conditions.
By default, all conditions are "and'd" together. To create "or" groups see Step 5.
To delete one condition from the list, click the box to the left to highlight the condition and press the delete key on the keyboard.
Step 5. Creating "OR Groups" (this option is not applicable to all modules)
To create "or" groups, check the "Expert Mode" checkbox.
Change the "OR Group" number for specific conditions (click on the number on the right and adjust up or down). All conditions WITHIN a group/have the same group number are and'd and BETWEEN groups/different group numbers are or'd. For example:
Reads as:
(MailingState=ma AND LeadSource=External Referral) OR (MailingState=ny AND LeadSource= Trade Show)
Unchecking the "Expert Mode" checkbox will cause all conditions to be and'd once again.
2. Use Keys from File: Read in a file of specific Object ID's with or without Owner ID's to be reassigned.
Click on "Use Keys from File" tab to bring up the "Select File" window:
Select the file. Supported files include xls, xlsx (excel 2007), csv, mdb and udl.
For xls, xlsx or mdb files, also need to select the appropriate worksheet or table. Highlight and click "Select" (or double click the sheet to use).
The number of records loaded will appear on the left in red, i.e. 2245 Records Loaded.
Select the field that contains the Object ID from the input file. Click the arrow on the right to access fields in the spreadsheet.
Optionally select the field that contains the new OwnerID from the input file.
Only OwnerID's can be selected (Owner Alias or Owner Name are not allowed).
If OwnerID's are selected, an option to "Reassign to owner given in key input file" will be activated on the "Final Use Match" in screen #2. This option will need to be selected to use the OwnerIDs from the file.
Leave the field selection as "Select OwnerID Field" if you do NOT wish to assign the new owner based on OwnerID in the input file. In this case, the new Owner(s) will be specified in Screen #2.
Before processing changes, a confirmation grid is displayed with fields selected from the object being updated, as well as the option to show fields from related tables.
Choose the fields to show in the verification step on the left side of the screen
To Select a field on the selected object table, click on the corresponding check box
To select a field from a joined table, click the "+" sign next to the name of the object and click the checkbox for the desired field
*TIP: Select fields that will be affected by the change and any other fields that will aid in validating the change(s). After selecting fields from a table of a joined object, collapse the field set by clicking the "-" sign next to the object name.
Selected fields will appear on the right hand side of the screen
Click "Next" in the bottom right hand corner to move to Screen 2.
Screen 2: Reassignment Constraints
Step 1. Reassignment Match Conditions
Specify new ownership assignments for records specified in Screen 1.
1. Add Matching Step (optional)
Further subset the records and assign to different owners using "Match Conditions". Click this box to create matching steps to assign specific records to specific users. Multiple Match Steps can be created.
Match Steps are evaluated in order. Once a record matches in a step it is no longer evaluated in subsequent steps.
Matching steps will have the default name "Match #", can optionally type in a specific name.
Click "Add Match Condition" to create conditions
"Clear Mapping" will clear all current conditions within a match step
To delete just one condition click the "box" to the left of the condition, highlight the row and select "delete" on your keyboard
Select the Salesforce field to base the condition on
Select the Constraint (i.e. equals, not equals, greater than, contains, starts with etc.)
Available constraints will vary based on the type of field selected
"Zip Code Range" is available for selecting ranges of zip codes
Specify a value(s)
Multiple text values can be separated with a comma (i.e. ma,ny,nj - will be interpreted as "ma" or "ny" or "nj")
A calendar will be displayed for date values
Valid picklist values will be displayed for picklists and multi select picklists
For Zip Code Ranges enter #####-##### (i.e. 10000-11000)
Can create "OR Groups" by changing the "OR Group" number
By default all conditions are and'd together if "OR Groups" are not defined
Reassign To: Owner
Select from a list of active Salesforce owners to assign this group of objects to
"Filter" allows you to search the full list of owners to quickly locate a specific owner
Reassign To: Distributed Owners
Click "Select Owners" to randomly assign records in this group to multiple owners
Click "Add User" to add users to the list
Either type in specific percentages, or click "Redistribute" to evenly distribute across all users in the list.
9. Can "Move" steps up or down, or "Delete" an entire step by clicking on the specific step on the left and selecting the appropriate button.
2. Use Final Match
All records not found in "Matching Steps" assigned to an owner(s) in "Final Use Match". If no "Matching Steps" defined ALL records will be reassigned based on selections in this step.
Select from a list of active users to assign objects to
"Filter" allows you to search the full list of owners to quickly locate a specific owner
Distributed Owners:
Click "Select Owners" to randomly assign records to multiple owners
Reassign to owner given in key input file
Will be activated if "Use Keys from File" selected in Screen 1 and OwnerID selected in "Optional Field for Owner ID"
Current User (Inactive users ignored)
Select this option IF YOU ONLY WANT TO REASSIGN THE SELECTED SUB OBJECTS TO MATCH THE CURRENT PRIMARY OBJECT OWNER (object selected in Screen 1 for reassignment).
Primary objects WILL NOT be reassigned
Only the selected sub objects whose ownership DOES NOT CURRENTLY MATCH the primary object owner will be reassigned
"All Objects" must be selected for the sub objects to be reassigned in the next step "Reassign Sub Objects"
i.e. Reassign all Contacts owners to match Account owners, only updating the Contact Owners when they currently DO NOT MATCH the Account owner.
Do Not Reassign
Used if you only want to reassign based on the specific "Match Conditions" defined. All non matching records will not be reassigned.
Step 2. Reassign Options
Select sub-objects that should be reassigned and/or create tasks and/or a summary event to track the changes.
Click the "Use" box next to the sub objects to be reassigned. All sub objects, including custom objects are available for selection. By default certain sub objects are prechecked, but these can be unchecked and additional objects checked if so desired.
For Accounts prechecked sub objects include:
Contacts
Future Events
Open Opportunities
Open Tasks
There is also an option to "Match Parent Owner" or "All Objects" when deciding which specific objects should be reassigned. Click in the box to access a pulldown menu with the "All Objects" option.
Match Parent Owner: Only reassign the sub object where the sub object owner matches the current owner.
For example, if transferring Accounts from John Smith to Mary Jones, ONLY transfer the Contacts that were owned by John to Mary. All Contacts owned by someone other than John will keep their current ownership.
All Objects: Reassign ALL sub objects regardless of who the previous owner was (realign ALL sub objects to match the new Master Owner)
Using the same example above ALL contacts on John's Accounts will now be owned by Mary.
When selecting "Current User..." in "Final Reassignment Options" (previous step) be sure to check "All Objects" for the sub objects you wish to realign under the current owner.
Optionally, completed Tasks can be created on the Master Object to track the ownership changes that were made.
Default setting is NOT to create Tasks
Tasks will be created for each master object reassigned
"Assigned To" will be the person who executed the Reassign Ownership
Status equals "Completed"
Default Subject will be "Ownership reassigned", but can customize if desired
Comments will include some standard text indicating the sub objects selected for reassignment along with the ownership selections ("Match Parent Ownership" or "All Objects"). Additionally counts will be provided showing the actual number of sub objects reassigned based on the specific selections.
Custom text can be added to the standard text if desired.
Reminders will not be set for the Tasks nor will emails be triggered.
There is NO option to trigger a reminder, however, emails can be triggered by enabling the new option in DemandTools options "Send User Emails...". Checking this option will not only create emails for the "Ownership reassigned" Tasks, but also will trigger Salesforce to generate a notification email to the new owner for EVERY object that was reassigned (Master and sub objects).
Note: If Field Tracking is enabled in Salesforce for the Owner Field (where available) the ownership change will also be tracked in the History related list. This however, just tracks the change of ownership for the Master Object itself.
Optionally, Events can be created for the user running Reassign Ownership summarizing the ownership changes that were made. These Events can also be emailed to the user.
Default setting is NOT to create Events or send an email
Events are "Assigned To" the user who ran the Reassign Ownership
Subject will be "Owner Reassignment Completed"
Description will include Summary Counts of objects and sub objects reassigned, broken down by Matching Step
If the email option was selected, the email will be sent to the user that ran the Reassignment and will contain the contents of the Description field from the Event
Review and confirm objects to be reassigned, and ultimately process your reassignments
Prior to processing the update a confirmation screen is presented indicating which records will be updated, the current owner, the "Fields to Display on Final Output" from Screen 1, the step the record matched in, and the new owner.
To access the complete record in Salesforce, select the "View" button. This will bring up the record in it's entirety
Can sort the entire grid by any field displayed in the grid by clicking on the field heading
The results can be grouped by any field(s), entire groups checked/unchecked for processing, individual items can be unchecked
A "Distribution Report" can be displayed to summarize the counts of objects and sub objects to be reassigned and to whom
The entire grid can also be exported for external analysis
The reassign scenario can be saved for later recall, processing and/or scheduling
Use: By default all objects are checked. Individual items can be unchecked as desired
Current Owner: Displays the current owner name. This is included in the grid regardless of whether it was selected as a field to show on Screen
Fields to Show on Final Output: All fields selected on Screen 1 are displayed
Match Step: Displays the Match Step a record fell into from Screen 2
New Owner: Display who the new owner will be based on the criteria specified in Screen 2
Scroll Bar: Ability to scroll through the list of matches
Grid Control:
Check/Uncheck All: Check or uncheck all records in the grid
Only checked items will be processed when "Update Records" is selected
Fit Grid: All columns will be resized to fit the grid
Show Groups: Check this box to group the results by a particular column(s)
Drag a column header(s) to the top of the screen to group by columns
May want to group by "Match Step" to see which records matched in which step
Once grouped, entire groups can be checked or unchecked for processing by right clicking on a group header
Export Grid Data: Export the Confirmation screen to an xls spreadsheet for external review
8. Information:
Counts of Objects Found (all objects downloaded) and Objects to Change (checked objects)
Object Distribution Report: Click this button to get a count breakdown of the total objects to be reassigned
Provides a pop-up box displaying counts by new owner including how many sub objects will be reassigned
The "Total X objects the will have a new owner" may be less than the "Total X objects selected to update" if some of the objects selected are ALREADY owned by the proposed new owner. These objects will not be updated, however, if "All Objects" is selected for sub object reassignment then all sub objects that do not currently match the Parent Owner will be reassigned
9. Update Records: Select this button to process the reassignments. 10. Load/Save/Clear Scenario: These buttons are provided on all 3 Reassign Ownership screens
Save your full scenarios for future recall and/or scheduling through Windows Scheduled Tasks
Load a previously saved scenario
Clear all selections on all 3 screens and start over
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