Step 1. Reassignment Match Conditions
Specify new ownership assignments.
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 (e.g. 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 (e.g. 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 #####-##### (e.g. 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 assign records in this group to multiple owners. Select "Distribute Evenly" to assign the records across the user base in equal portions. Custom distribution will allow you to change the percentages for each user and then randomly assign records based on statistical distribution.
- 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. Final Use Match & Final Reassignment Options
All records not found in "Matching Steps" are 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.
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 assign records to multiple owners.
3. Reassign to owner given in key input file
- Will be activated if Use Keys from File selected in Step 1 and OwnerID selected in Optional Field for Owner ID
4. Current Owner (selected sub-objects will now match parent objects ownership)
- Select this option if you only want to reassign the selected sub-objects to match the primary object (object selected in Step 1 for reassignment).
- Primary objects will not be reassigned (the object selected in Step 1)
- 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
- e.g. 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
Select sub-objects that should be reassigned and/or create tasks and/or a summary event to track the changes.
1. Reassign Sub Objects
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 pre-checked, but these can be unchecked and additional objects checked.
For Accounts pre-checked sub objects include:
- Contacts
- Future Events
- Open Opportunities
- Open Tasks
There is also an option to Match Parent Owner or All Records when deciding which specific records should be reassigned. Click in the box to access a pulldown menu with the All Records option.
- Match Parent Owner: Only reassign the sub-object records where the sub-object record owner matched the previous owner of the parent record.
- 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 Records: Reassign ALL sub-object records regardless of who the previous owner was (realign ALL sub object records to match the new parent 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 Records for the sub-objects you wish to realign under the current owner.
2. Task Creation
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 Records). 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 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).
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 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.
- 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
Click HERE to go to Reassign Ownership Step 3
