Controlling Territory Access
Access to accounts, contacts, and leads within Oracle Sales and Marketing is granted at two levels.
First Level
First, the system administrator assigns an Access Privilege profile option to each user. There are three possible values:
- Full Access lets you update and view information about any account, contact, or lead in Oracle Sales and Marketing, without having any territory assigned to you and without limitation.
- Territory Access lets you update and view information about accounts, contacts, and leads in your territory only. It is limited access.
- Prospecting lets you view all information about any account, contact, or lead. You may not update any information, unless you are a member of the sales team for that account. You can, under this access privilege, enter new opportunity information. To have update privileges to account information, existing opportunities, and contact information, you must be added to the sales team for that account.
For example, direct response telemarketing representatives may need Full Access since they receive calls from many different contacts without regard to territory. Account representatives receive Territory Access since they do not have a need to view account, contact, or lead information that is not within their territories. You can alternatively assign Prospecting Access to telemarketing representatives who may be calling prospective leads, but should not have write access to account and contact information.
Second Level
The second level of access is set at the territory group level. Each territory group you create must have an Access Type assigned to it. The access type only applies to those users whose access privilege is Territory Access and describes the version of territory access they have as limited access. There are three possible values for a territory access type:
- Account Access gives the employee access to an account and to all contacts associated with the account, but not to any associated leads.
- Lead Access gives the employee access to a specific lead, the account the lead belongs to, and the contacts associated with the account but not to other leads from the same account.
- Account and Lead Access gives the employee access to an account, and to all contacts and leads associated with the account. This is the most powerful territory access type.
Since access is assigned at the group level, all the territory type attributes that you assign to the territory group inherit the access of the group. Because a sales representative can have many territories and each territory can be in a different group having a different access type, a sales representative can end up with different accesses to different accounts.
Attention: You cannot change the access for the territory group once it is set. In the event you need to change the access privilege of a particular group, you must create a new territory group with the appropriate access privilege and deactivate the existing one.
To illustrate how a sales representative can have different accesses from different territories, suppose the territories are assigned as follows:
|
| Account Reps
| Account
and Leads
| Large Regional Accounts
| Jerzy Tools, Bortag Industries, in
California, Oregon, Washington
| Mckenna
|
| Account Reps
| Account
and Leads
| Geographical Regions
| California, Oregon, Washington
| Rose
|
| Product Reps
| Lead
| Regional Lead Expected Purchase
| Lab Equipment, in California, Oregon, Washington
| Thomas
|
| Product Reps
| Lead
| Lead Expected Purchase
| Lab Benches
| Mckenna
|
Notice that Mckenna, in the Sales Rep column, is assigned to two different territories in two different groups. Mckenna gets access to all account, contact, and lead information for Jerzy Tools and Bortag Industries in California, Oregon, and Washington. In addition, Mckenna gets access to all leads with a lead item value of Lab Benches regardless of what account or state the lead is in.
This discussion is intended to clarify the access distinction between individuals in your sales force and hopefully to point to a situation that can occur. Your Telemarketing Representatives, and other individuals with Full Access, may be able to see account changes and lead changes that a Field Representative with Territory-Account and Lead Access cannot see due to his or her access privilege.
Access Type Qualifier Rules
Even though you assign the territory access at the group level, Oracle Sales and Marketing has rules for qualifiers you assign to a territory type. These rules exist to simplify which access type to specify when creating the territory group.
Qualifier Rules for Territory Types
The following table shows the list of qualifiers with their recommended access types.
|
| Account Classification
| Account and Leads
|
| Account Code
| Account and Leads
|
| Area Code
| Account and Leads
|
| City
| Account and Leads
|
| Contact Interest
| Account
|
| Country
| Account and Leads
|
| County
| Account and Leads
|
| Customer Name
| Account and Leads
|
| Customer Name Range
| Account and Leads
|
| Lead Channel
| Lead
|
| Lead Classification
| Lead
|
| Lead Expected Purchase
| Lead
|
| Lead Item Number
| Lead
|
| Lead Total Amount Range
| Lead
|
| Postal Code Range
| Account and Leads
|
| Sales Partner
| Account and Leads
|
| State
| Account and Leads
|
| Territory Name
| None
|
If the territory group has:
- Account access, then you cannot select a qualifier with a suggested access of Lead.
- Lead access, then you can select any qualifier, but at least one of them must have a suggested access of Lead.
- Account and Leads access, then you cannot select a qualifier with a suggested access type of Lead.
