Screen 1:  Objects to Reassign

Step 1.  Select Object to Reassign Ownership

Any object can be selected for reassignment.  Pick the object from the list and click "Use Object".

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 to Base a Condition On

• 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 join is available for Parent tables only, 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.

Click on "Use Keys from File" tab to bring up the "Select File" window:

1. Select the file from PC.  Supported files include xls, xlsx (excel 2007), csv, mdb and udl.
2. For xls, xlsx or mdb files, also need to select the appropriate worksheet or table.  Highlight and click "Select".
• The number of records loaded will appear on the left in red, i.e. 2245 Records Loaded.
3. Select the field that contains the Object ID from the input file.  Click the arrow on the left to access fields in the spreadsheet.
4. 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 Owners will be selected in Screen #2.

Step 3.  Fields to Display in Final Output

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
• Fields on the right can be reordered if required
• To delete a selected field, either uncheck the box on the left, or click the "box" on the right, highlight the row, and select "delete" on your keyboard

 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.

1. Matching steps will have the default name "Match #", can optionally type in a specific name.
2. 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
3. Select the Salesforce field to base the condition on
4. 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
5. 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)
6. Can create "OR Groups" by changing the "OR Group" number
• By default all conditions are and'd together if "OR Groups" are not defined
7. 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
8. 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.

3.  Final Reassignment Options

1. Reassign to:
• 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
2. Distributed Owners:
• Click "Select Owners" to randomly assign records to multiple owners
3. 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"
4. 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.
5. 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

Pick and choose which sub objects should be reassigned.  Optionally create tasks and/or Summary events to track the changes.

• 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.

3.  Summary Event Creation

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.

    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

Restore Files