The Manage Owner Mapping feature was designed to allow you to easily handle ownership transitions. Mapping owners can be used for any number of reasons, such as transitioning records from one sales representative to a new one or managing ownership for inactive owners.
Take for example inactive users. When a user leaves your organization, you typically deactivate their Salesforce account, making the user’s status Inactive. Doing this will leave all historical records on all objects assigned to that user. This can become problematic when you attempt to merge or convert records where an inactive owner is still attached. Salesforce will not allow you to save changes to or create new records where inactive owners are assigned. You can manually change the owner for each record, however, when you are doing updates in mass (like you do using Cloudingo), the errors can often bring your processes to a halt on numerous jobs.
Fortunately we’ve made this issue much easier to handle. Simply add a mapping within Cloudingo, and the next time you attempt to merge or convert a record that is assigned to the old owner, it will automatically apply the new ownership to the surviving record (bypassing the inactive owner Salesforce errors).
Follow the step-by-step instructions below or watch a how-to video at the bottom.
The first thing you will need to do is choose which automation rules you want to use the owner mapping rule. From the dedupe dashboard, click on the ‘Automation’ dropdrop menu and select Manage Rules. Click the Edit option next to the object rule that you want to turn owner mapping on for.
On Step 1 The Basics, check the box next to “Use Owner Mapping while merging Leads“.
Note: You will need to repeat this step for each automation rule you want to have the ownership changes apply to.
Next, you can click on Manage Inactive Owners directly from this screen, or you can click Continue and Save. If you choose to Continue and Save, you can come back to the Manage Inactive Owners screen from the main dashboard.
Either click the Manage Inactive Owners button on the Basics tab or from the dedupe dashboard, click on the Automation dropdrop menu and select Manage Owner Mapping.
Click on the Show All Inactive button if you have multiple inactive users that you wish to reassign to one specific user in bulk.
- Check the box next to each inactive user you want to setup owner mapping for (for one specific user).
- After selecting all applicable boxes next to the inactive users, click in the box to ‘Map above selected inactive users to:’ – and do a name search for the active user you want to reassign the selected inactive users to. Click on the name in the list once it appears to pull in the value to the selected value.
- Click Save.
Click on the Add Mapping button.
Under the ‘From’ column, click in the box, and choose the magnifying glass to search for the owner that you want to transition records FROM (in other words, choose the old owner). Note: If setting up owner mapping for inactive owner, this is where you would put the inactive owner user.
- In the user search, you can show inactive owners in the list of users (which is the default), or you can hide inactive owners by de-selecting the ‘Show Inactive Owner’ option.
- You can also select to display Partner/Portal users in the list (which may not be internal users in your organization). By default, this option is de-selected. Choose the ‘Show Partner/Community User’ option to add these users to the list.
- You can search for any user within your Salesforce org using the Search box and clicking the magnifying glass. This can be a partial value search (Ex: you can type the first name of a user, and all users with that value will return into the results for you to choose from).
Once you have selected which user you want to automatically update to another user in the ‘From’ column, you will then need to specify which user you want to reassign records to under the ‘To’ column. Under the ‘To’ column, click in the box, and choose the magnifying glass to search for the owner that you want to transition records TO (choosing the NEW active owner).
Once you’ve completed the mapping, click Save.
Note: By mapping owners, you are not changing data yet. The act of reassigning ownership happens during a merge or convert where the OLD owner is assigned to the record. Cloudingo will kick in during the merge or convert process, and if the owner assigned has a mapping, it will automatically apply the new ownership rule.
You can add as many owner mappings as you wish. Just be sure to save your changes once you are done.
Watch How-To Video