OneView Administrator Training Company Module

December 2010

Agenda

1. Duplicate Company Report

2. Merging Duplicate Companies

3. Companies Flagged for Deletion

4. Company Extract

5. Account Re-Assignment Tool

Duplicate Company Report

Company Records in OneView

– There should only be one company record per location in OneView

– OneView warns users when they are creating a potentially duplicate company record, however, it does not prevent them for doing so. User can bypass the warning message.

If the user selects No Match, they can go ahead and create the duplicate company record.

Duplicate Company Report

– Purpose of this report is to identify potential duplicate company records in your area

– Report is primarily based on sound-ex values (phonetics) as well as additional criteria regarding location

– If duplicate company records are found, refer to section on merging duplicate companies

– Recommended frequency to run this report is monthly

Duplicate Company Report Continued

Leave the Search Result at the default value of All Companies

Duplicate Company Report Sample

As a reminder the report is based off sound-ex values, which is why the report title says Potential Duplicates.

If you think that there are duplicate company records, please reach out to the relevant account managers for clarification.

Merging Duplicate Company Records

Merge Functionality– By default country administrators and higher have the ability to merge

duplicate company records that are within their division & security group– Regional administrators have the ability to restrict this access by sending

an email to the global administrator – For records that outside of the scope of your country security group,

please contact your regional administrator for assistance– Only the global administrator can merge account records for companies

owned by managers in different regions or divisions

– Merging duplicate records, will combine multiple records into a single record and transfer information on opportunities, activities and leads to the master record– Data is not lost/deleted– Account Managers on the duplicate company record(s) are automatically

added as members to the Agility Account Team on the master company record

Merging Duplicate Company Records in OneView– The first step in merging duplicate company records is identifying the master

record

– The duplicate records will be merged/combined onto the master record

– After identifying the master record, the next steps are to:

– Click on the Administrator Tab of the master company record

– Click the Add Duplicates Button to add the duplicate records to the master record (can add more than one duplicate record)

– Click the Remove Duplicates Button if you incorrectly add a duplicate record

– Once all of the duplicate records are found, click the Merge Duplicates Button

– All of the information from the duplicate records will merge onto the master record

Merging Duplicate Company Records in OneView

Click the Add Duplicates Button to add duplicate company records to the master record Click the Merge Duplicates

Button to merge the duplicate records into the single/master record

Merging Duplicate Company Records in OneView

Once the merge is complete the duplicate company records no longer appear in the duplicates grid

Companies Flagged for Deletion Saved Search

Companies Flagged for Deletion Saved Search– Users can indicate that a company record should be deleted by selecting the

flagged for deletion tick box

– One reason to delete a company record is if the company is no longer in existence

Companies Flagged for Deletion Saved Search Continued

– Administrators can view the companies flagged for deletion in their territory by using the Companies Flagged for Deletion Saved Search

– Recommended frequency to run this search is monthly

Copy and paste the results from OneView into Excel

Company Extract

Company Extract– The Company Extract provides a roster of all companies:

– That are in your territory/region

– the user is in your territory as either an account manager or a team member

– Purpose of the report is to identify:

– Accounts being managed by users in another region / country

– Work with relevant admins / account manager to find out why & determine if the account needs to be re-assigned or have a local account manager added to the team

– Identify accounts assigned to un-licensed users/users that left the company and re-assign as needed (refer to Account Re-Assignment Tool)

– Recommended frequency to run this report is monthly

Company Extract Continued– The Company Extract is located on the Administrator’s Employee Profile on

the Administrator Tab

– The report can be run for a specific country or account manager

Company Extract

Account Reassignment Tool

Account Reassignment Tool– The Account Reassignment Tool allows you to

– Re-assign multiple accounts and related opportunities and activities from one account manager to another

– The tool will go through a series of prompts that will allow you to reassign records in which the user was an account manager, opportunity owner, activity owner, team member, etc.

– Purpose of the tool is to ensure that all company records and related opportunities and activities are assigned to a licensed OneView account manager who can best service the customer's needs

– Use this tool on an as-needed basis

Account Reassignment Tool Continued– Access the tool from the employee profile (on the administrator tab) of the

user you want to transfer the records away from

– Detailed instructions on how to use the Account Re Assignment Tool are located at www.oneviewtraining.com

Account ReAssignment Tool

Thank you