System Tools

The System Tools provide you with the ability to import data from disparate sources and perform territory realignment.

Importing Account Information/Account Lists

Commence On Demand allows you to group accounts into account lists. This is especially helpful in organizations that need to manage specific subsets of accounts. For example, you can create account lists to separate your customers, vendor and partners; to group accounts by sales phases or align accounts by territories.

You can import account data into existing account lists or edit or create new lists. Note: Commence recommends that the account data file is saved as tab delimited, but comma separated (CSV) files are also supported.

To import account data:

1. Select Administration from the Quick Links section.

2. Select System Tools from the Administrator section. The Account Import screen displays by default.

3. Click the New button. The Data Import: Step 1 screen displays.

4. Select an existing list from the Import To drop-down list or enter a name for a new list in the List Name field.

5. Enter a description for the list and indicate the list owner.

6. Click Next. The Data Import: Step2 screen displays.

7. Identify the Field Separator. The default is “,” for a CSV type of file. If you have a tab delimited file, clear the comma and check the Tab box.

8. Identify the Line Separator. Your data file should have each account or contact on a separate line, each row of the file representing a new record to be imported. Check the Line Return box to indicate the line separator in your file is a new line.

9. Indicate whether the first row of your spreadsheet is a Header Row. Choose Yes if the first row contains generic field labels such as "First Name", "Last Name" and "Address 1", etc.). Choosing Yes will add contacts starting from Row 2 of your customer file. Choose No to import records starting from Row 1 of your file.

10. Select the file to upload using the Choose File button.

11. Indicate whether to allow or merge duplicate records. Allow Duplicates is the default.

12. Click Next. The Data Import: Step 3 dialog displays.

13. Map the database fields. Sample values from Row 1 of your customer file will be listed on the left. Match these with the On Demand field from the drop downs on the right. Map only the fields for which you have information.

Note: A Acct Name (the account name), C First Name (contact’s first name), and C Last Name (contact’s last name) are required fields.

HINT: Commence On Demand also gives you the ability to save mappings for future use. This will expedite additional imports if you have multiple spreadsheets to import with the same format. You enter a name for the custom mapping in the Save As Mappings field at the bottom of the mapping screen.

15. Click Next. The Data Import: Step 4 dialog displays.

If there are errors reported:

• Refer to the error log file and correct error in the data file.
• Close the dialog box and repeat steps 1-15 to import the corrected data.

If no errors are reported, click Close to begin working with the imported data.

Territory Realignment

To move a large number of records, Administrators should use the Territory Realignment tool to move data from the old user to the new user. A territory realignment changes the Record Owner of Accounts and related Contacts, pending Activities, Opportunities, and other related data. If an Account Manager is assigned, the territory realignment will also change the account manager to the new user. Records that have no account manager assigned will remain unassigned.

1. Select Administration from the Quick Links section.

2. Select System Tools from the Administrator section.

3. Select Territory Realignment. The Territory Realignment screen displays. Use the Lookup button to select the existing Account Manager or Record Owner. {Choose the old user who no longer needs to access these records.}

4. (optional) If no criteria is set, all records owned by the existing user will be moved. To realign only a portion of this user's data, check the box and enter the search criteria.

5. Use the Lookup button to indicate whom the accounts will be now be assigned to in the Re-align Accounts To field. {Choose the new user.}

6. Click the Realign button.

Note: Some records, such as completed Activities, will remain with the previous owner for historical accuracy and will not be moved using the Realign tool. These can be reassigned manually or deleted as needed.