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Generating Account Hierarchies

Data aggregation is available using the Roll-up views provided the administrator defines one or more hierarchies. The application administrator typically defines a "default" hierarchy by associating accounts with one another using the parent field on a company form, or the subaccount view for child accounts. Administrators can define account hierarchies display aggregated data—the activities, opportunities, contacts, and coverage teams—across account organizational structures. For example, the top node of the hierarchy contains activities for the organization, the subsidiaries below the organization, the departments at the subsidiaries, and contacts working at any level of the tree. As the end users move up and down the tree, they see more or less data rolled up to the selected level.

The application administrator can define two types of hierarchies for data aggregation—a default hierarchy for all end users and specific hierarchies that are used only by certain end users.

Default Account Hierarchies

The application administrator sets up a default account hierarchy once, during the initial application setup. The default hierarchy is available to all end users who are not tied to a specific hierarchy and who have been granted view access to the accounts represented in the hierarchy. It is the administrator's responsibility to give end user access to Account views. For more information, see about Global Accounts in the Applications Administration Guide.

When new accounts are created, they are automatically added to the default hierarchy tree and the contacts, coverage teams, activities, and opportunities that are associated with the accounts are automatically displayed in the rollup views. For information about configuring the Generate Hierarchy button, see About Configuring the Generate Hierarchy Button.

To generate a default account hierarchy

1. Navigate to the Account screen > Global Accounts Administration view.
2. In the Account Hierarchy list, click Generate Hierarchy.

   The parent-child account relationships that have been defined in your application are registered for participation in the roll-up views. This process may take some time, depending on the quantity of account records that are in your existing environment.

   When the account hierarchy has been generated, a new record appears in the Account Hierarchies list. If it is the only account hierarchy record, the Default field is automatically checked. The accounts that have been added for participation in the roll-up views appear in the Account Relationships list.

   NOTE:  If no accounts are visible in the Account Relationships list, click the query button, step off the query, and click Go to refresh the view.

3. (Optional) Rename the account hierarchy and, if necessary, check the Default field.

   NOTE:  If end users are using the application when you generate the account hierarchy, they must log off and log on again to see the default account hierarchy in the rollup views.

Custom Account Hierarchies

In some cases, users work with particular accounts or subaccounts of a large corporation, but not with others. In these instances, some end users do not need to or should not see aggregated data across the entire corporation. An administrator can define a custom hierarchical structure across which data can be aggregated. This customer hierarchy can be as simple or complex as needed and offers users the ability to aggregate data across the accounts they are interested in seeing.

To create a custom account hierarchy of selected accounts

1. Navigate to the Account screen > Global Accounts Administration view.
2. In the Account Hierarchy list, create a new record and complete the necessary fields. Do not select the Default checkbox.
3. In the Account Relationships list:
   1. Create new records for each of the top level parent accounts. Leave the Parent Account field blank for each of these.
   2. Create new records for the child accounts, entering the Parent Account for each.
4. Associate the hierarchy with an organization. For information about assigning a custom hierarchy to an organization, see Applications Administration Guide.

   End users can only see the account hierarchy with which their current position's primary organization is tied.