Reassign lets you mass transfer the ownership of any object and related sub-objects in your CRM in a single pass.
Starting a Reassign Scenario
To begin a new scenario, select Reassign from the module list on your Dashboard.
To start from an existing scenario, select a Reassign scenario from My Scenarios on your Dashboard. Your object and record selection criteria will already be set for you. You can keep all settings or change them as you go.
Step 1: Select Records
Choose your source under Select Source.
- CRM Records: This will allow you to query on all or a subset of records (see details on using Record Selection criteria below).
- Reassign File: This option allows you to upload a file of records to compare against existing records in your CRM.
- There is no subset option for reassigning from a file. Each record in the file should correspond to a record in the CRM to be reassigned.
If you choose Reassign File for your source:
- A Select Reassign File button will appear for you to upload your source file.
- A section called Map ID Field will appear so you can map your record ID field and new owner ID field for record identification and reassignment.
- The Reassign Options button will appear in this step instead of step 2. (See details on Reassign Options below.)
Under the Object to Reassign dropdown menu, select the object that you want to reassign. (You'll define the reassignment match criteria in Step 2.)
- For example, select Account.
In the Record Selection Criteria section, choose Add Selection Condition to narrow down the accounts included in your search. Learn more about Record Selection Criteria.
- In this example, set Billing City to start with C.
Fields to Show on Preview is an optional menu that lets you select the fields shown on your results page in step 3. If you don't use this menu, your results will include a subset of fields related to the object you selected, record criteria, and match conditions.
To move to step 2, choose Match Conditions >.
Step 2: Match Records to New Owners
In this step, you have the option to use multiple match steps to define how records will be reassigned, using two tabs: one for the object you selected, and one called If No Match. Make sure to set your match conditions for each tab.
To achieve a basic one-to-one reassignment, you will just need to indicate who the new owner (or owners) will be on the object tab. By default, it will assess all records and you will not need to set additional conditions for this use case.
For more complex reassign jobs, such as territory assignments based on Zip Code or State, you will create multiple match steps to determine who will be assigned what records based on your criteria.
For the object tab:
You can optionally name each match step by selecting the pencil icon beside the current name (Reassign Step 1 created on date and time).
To specify the criteria you want to match on, choose Add Selection Condition.
- For example, set OwnerAlias equal to the manager whose accounts you want to reassign, then select Save and Close.
You can continue to narrow down and refine your matches by adding more conditions or adding match steps. To add more fields, select + Add another condition field. To add a match step, select Add Match Step.
- Matching on multiple fields acts as an AND operation.
- For example, if you define three field names, a record must match on all three fields to be considered a match.
- Adding a match step acts as an OR operation.
- For example, you can match on more exact criteria in earlier steps and move to looser criteria in later steps. This feature helps you catch more potential matches.
You can also copy match steps, making it easy to create a series of steps with small differences. Under the Match Steps column on the left, find the step you want to copy and select the three vertical dots on the right side of the label, then select Copy. A duplicate step will be created named "COPY created on [date-time stamp]." Rename your step appropriately.
To reorder your match steps, drag and drop the labels into the desired order.
Next, specify whether to reassign to one owner or multiple owners.
- One Owner: Select the radio button, then choose the new owner from the dropdown menu.
- Multiple Owners: Select the radio button, then Select Owners.
- Check the boxes beside all people you want to set as new owners, then select Add Owners.
- Next, customize your distribution of objects (like accounts or contacts). You can manually assign percentages to add up to 100% or choose Evenly Distribute to assign owners automatically.
- Choosing the Evenly Distribute option will divide objects equally among owners.
- If you have percentages assigned in the Distribution % text boxes, Evenly Distribute will replace the current percentages.
- Select the trash icon for an owner to remove that owner from the list.
- Once your distribution percentages add up to 100%, you can select Save & Close.
Before moving to the If No Match tab, you can use Reassign Options to reassign sub objects and create tasks and summaries.
Under the Reassign Sub Objects tab, you can make different rules for certain child, or sub, objects. Select the label you want to reassign, then choose when to reassign.
- For example, if your parent object is Accounts, you could choose the Contact label, then Only If Current Owner. If you’re transferring accounts from John Smith to Mary Jones, only the contacts owned by John within those accounts will be reassigned to Mary. All contacts owned by someone other than John will keep their current ownership.
- If you choose All Records, then all contacts in John’s accounts will be reassigned to Mary, whether John owns the contacts or not.
Under the Task & Summary Creation tab, you can choose to send a summary email for the contact owner and/or create a completed task for each event in your CRM.
- If you choose to create a task, you must set the task subject, and you can provide optional comments.
For the If No Match tab:
For the If No Match tab, specify what to do with objects that did not match. By default, they will not be reassigned. You can choose to reassign to one owner or multiple owners as in the object tab, or you can choose Current Owner.
- Current Owner will only reassign sub-objects whose ownership doesn’t currently match the primary object owner.
- After choosing the new owner, you can set your Reassign Options as described above.
To move to step 3, select Find Matches >.
- As Reassign prepares your results, you can see how many records are being processed. If the results set is too large, you can cancel, then go back and narrow your search further.
- Moving to step 3 does not commit changes.
Step 3: Preview
In this step, you can review which records matched and what they matched on, view individual records in your CRM, export your data, and update the ownership of your records.
On the Confirm New Owners line above the table, you can see the number of total and selected records.
- For example, if you’re taking all of John’s accounts and reassigning them to Mary, all records will be selected by default.
- But if you’re searching for all of John’s accounts and reassigning half of them to Mary and letting John keep the other half, only the half being reassigned to Mary will be selected for update by default.
The table contains your records to transfer and match criteria, as well as any preview fields you specified in step 1.
- Current Owner: The owner whose records matched on for reassignment.
- View in CRM: A link for each record that takes you out of DemandTools to that specific record in your CRM.
- Match Criteria: The matched records from your search, grouped by step.
- Step: Shows the step number.
- Match Step Name: The name of the step matched on.
- New Owner: The person being assigned records.
You can sort by any column by selecting the label for that column. Right-clicking on any field will allow you to copy the field, with or without headers, to your clipboard.
Under the Match Criteria section, the Step column label features a small menu icon at right. This menu allows you to filter your results preview by match step.
- Filtering does not affect which records are processed. However, you can use filtering to help you make decisions about which records to transfer. For example, you can filter by a match step based on looser criteria and decide whether the results should be included. If not, you can uncheck some or all, and those records will not be included in the final transfer.
You can choose Export Grid Data before or after updating record ownership. You must name your document under Save As, select a location, and choose a file format (.csv or .xlsx). You can optionally add tags to the metadata of your document.
To finish, select Update [x] Records. Once your CRM is updated, a chart will display the breakdown of new owners by name, percentage, and number of records per owner.
If you want to re-run or schedule this scenario again in the future, open the Scenarios bar slider and select Save As, then name your scenario and select Save.