PeopleSoft Enterprise Sales 9.1 PeopleBook

Setting Up Sales Security and Personalization

This chapter provides an overview of sales users and discusses how to:

Set up sales access profiles.
Set up sales users.
Set up sales teams.
Set up functional options.

Understanding Sales Users

In PeopleSoft Enterprise Sales, users include sales representatives, sales managers, sales product managers, administrators, technical support staff, other members of the organization, and partners. A sales user is a person that exists in the Customer Data Model (CDM) and is associated with a sales user setting, which includes a sales access profile. Typically a sales user is a member of at least one sales team and territory. This diagram illustrates the relationship between sales users, access profiles, teams, and territories:

Definition of sales users and relationship with other sales components (sales access profiles, sales teams and territories)

To enable an individual to use PeopleSoft Enterprise Sales, create the following objects in the system:

Person (business contact or worker).

To create a person in the customer data model:
- Navigate to Customers CRM, Add Person and create the individual (such as a partner contact and consultant who needs access to the sales application) as a person in the business contact role with a person ID.
  
  The contact flag is set to External for business contacts.
  
  If you use PeopleSoft Enterprise Partner Relationship Management, you can set up partners in that application.
  
  See PeopleSoft Partner Relationship Management 9.1 Preface.
- Navigate to Workforce, Add Worker and create the individual (such as employee who needs access to the sales application) as a person in the worker role with a person ID and an employee ID.
  
  The contact flag is set to Internal for workers.
PeopleSoft user profiles.

After defining the person, associate the person with a user profile (user ID), which you set up in PeopleTools, or from the Person or Worker component.

A person can be associated with multiple user profiles.

See Enterprise PeopleTools 8.50 PeopleBook: Security Administration
Sales access profiles.

When you define a sales user, you assign a sales access profile. Sales access profiles group actions that are granted to sales users regarding leads, opportunities, territory management, pipeline, and forecasts. Generally, these profiles correspond to employee roles in the organization. You can assign one or more sales access profiles to each sales user.

For example, you might create an access profile of Sales Manager and enable sales users with that access profile to adjust forecasts and to view and update calendars for all staff who are visible to them on the territory tree. Another sales access profile, Sales Administrator, might enable users with that sales access profile to view and edit revenue allocations. If you associate both Sales Manager and Sales Administrator with a sales user, that user has the combined privileges of both access profiles.
Sales user.

Create a sales user definition for the person by person ID using the Sales Users (RSF_SUSER) component. The sales user definition specifies the default values used by the sales user and the data that the sales user can see.

See Setting Up Sales Users.
Teams.

A sales user can be associated with different types of teams:
- Sales teams are groups of sales users who work together to sell products or services.
  
  You can associate an entire sales team with a particular lead or opportunity.
- Account teams are groups of sales users who are responsible for sales and service to specific customer accounts.
  
  A sales user is also assigned to a territory team, which is the group of sales users who are assigned to a territory.
- Territory teams are groups of sales users who are assigned to the same territory on the territory tree.
  
  Note. Adding or removing a sales user from a lead or opportunity does not change the territory team to which that sales user belongs; it adds or removes the user only from the sales team for that opportunity.
Territories.

Each sales user can belong to multiple territories. Territories represent functional divisions of an organization, often identified by geographical region or product line. Assign sales users to territories on the Territory Definition page or on the Sales User - Visibility page.

Use dataset rules to restrict visibility into territory trees. To create a dataset rule against a territory tree, use views that show a flattened tree: RSF_ACC_MGR_VW to see all the people on the territory tree below a specific manager and RSF_ACC_SUSER to see the territories below a specific territory.

Most of the data security in the Sales application is driven by the person ID and where the sales user is located in the territory tree. Person ID is associated with user ID. This enables View as Owner rules where every sales representative can see the leads and opportunities they own. %PersonID is set dynamically, based on the user who is signed in, as follows: SELECT PERSON_ID FROM PSOPRALIAS WHERE OPRID = %UserID AND OPRALIASTYPE = 'PER'. You can enable View as Manager on one of the flattened tree views mentioned above to permit a manager to see all leads and opportunities that are owned by the employees who report to the manager.

You can initiate a search for sales users from a business process.

Setting Up Sales Access Profiles

To set up sales access profiles, use the Sales Access Profile (RSF_ACC_PROFILE) component.

This section discusses how to set up sales access profiles.

Page Used to Set Up Sales Access Profiles

Page Name	Definition Name	Navigation	Usage
Sales Access Profile	RSF_ACC_PROFILE	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Access Profiles, Sales Access Profile	Set up sales access profiles by creating profile roles and assigning functional user privileges to them.

Setting Up Sales Access Profiles

Access the Sales Access Profile page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Access Profiles, Sales Access Profile).

Create a sales access profile and select the access controls for users associated with that profile.

PeopleSoft Enterprise Sales delivers these predefined sales access profiles, which you can modify or supplement to meet your business needs:

Channel Reseller Rep.
Financial Controller.
Inside Sales Rep.
Sales Lead Qualifier.
Product Manager.
Sales Application Admin.
Sales Executive.
Sales Manager w/Auto Forecast.
Sales Manager - Limit Forecast.
Sales User - Field Rep.
Telemarketing Partner.

Leads

Manually Reassign Leads

Select to enable the user to reassign leads to different sales representatives. If this check box is deselected, all assignment-related fields on a lead (Territory, Region, Sales Team, and so on) are unavailable to this user.

See Reassigning a Sales Representative's Leads, Opportunities, and Accounts.

Lead Import - Can override Duplicate check

Select to enable the user to override data when Dedup check boxes are selected on the Lead Import Template page. This permits the user to import data even if it is a duplicate.

See Importing Sales Leads.

Opportunity

Manually Reassign Opps (manually reassign opportunities)

Select to enable the user to reassign opportunities to different sales representatives.

If this check box is deselected, all assignment-related fields on an opportunity (Territory, Region, Sales Team, and so forth) are unavailable to this user.

See Reassigning a Sales Representative's Leads, Opportunities, and Accounts.

View & Edit Revenue Allocation

Select to enable the user to view and edit the revenue allocation percentages that you allocate to the sales teams for an opportunity. Revenue percentage is used to allocate opportunity revenue for revenue forecasting.

See Specifying Revenue Percentages for Forecasting.

View & Edit Shadow Allocation

Select to enable the user to view and edit the shadow percentages and shadow amounts that you allocate to individual members of the sales team for an opportunity. Shadow percentage and allocation are used to allocate opportunity revenue for shadow forecasting.

See Specifying Revenue Percentages for Forecasting.

Territory Management

Submit Reassignment

Select to enable the user to modify the system's automated reassignment of leads or opportunities during the tree reorganization process.

See Reorganizing a Territory Tree.

Submit Reorganization

Select to enable the user to reorganize territories and people on any of the organization's territory trees.

See Reorganizing a Territory Tree.

Forecast

Edit Staff Forecast Data	Select to enable the user to edit forecast data for all staff that are visible to the user on any of the organization's territory trees. See Managing Forecasts.
Edit Own Forecast Data	Select to enable the user to edit his or her own forecast data. Edit activity overwrites existing data. See Adding and Adjusting Forecasts.
Adjust Forecasts	Select to enable the user to add rows to adjust a forecast. Adjustment activity remains visible. See Adding and Adjusting Forecasts.
Auto Forecast All Staff	Select to enable the user to autogenerate forecasts at any time for all staff. See Generating Forecasts Automatically.
Auto Forecast Own Staff	Select to enable the user to autogenerate forecasts at any time for the user and all persons who fall below the viewer on a tree. See Generating Forecasts Automatically.
View Unsubmitted Forecasts	Select to enable the user to view forecasts that have been saved but not submitted for all staff that are visible to the user.

Setting Up Sales Users

To set up sales users, use the Sales Users (RSF_SUSER) component.

This section discusses how to:

Create a sales user.
Define a sales user's visibility.
Define a sales user's pipeline targets.
Define a sales user's revenue quotas.
Define a sales user's product unit quotas.

Note. Before you can set up an individual as a sales user, the individual must exist as a PeopleSoft user with a user ID in PeopleTools and as a PeopleSoft CRM contact with a person ID.

See Enterprise PeopleTools 8.50 PeopleBook: Security Administration

See Defining Information for Business Contacts.

Pages Used to Set Up Sales Users

Page Name	Definition Name	Navigation	Usage
Sales User	RSF_SUSER1	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Sales User	Create a sales user by defining defaults and associating sales and account access profiles with the user.
Sales Access Details	RSF_SUSER_ACC_SEC	Click the Sales Access Details link on the Sales User page.	View details of the selected sales access profile to determine whether it is the appropriate profile to assign.
Person (Business Contact) Worker	RD_PRSN_PRIMARY	Click the Address, Phone, Email Details link on the Sales User page. Customers CRM, Search Person, Person (Business Contact) Workforce, Search Worker, Worker	Enter an employee's worker data, including address, phone, and email information.
Visibility	RSF_SUSER2	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Visibility	Define a sales user's visibility by identifying territories to which an individual has access.
Pipeline Targets	RSF_SUSER_QS	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Pipeline Targets	Define a sales user's pipeline targets.
Revenue Quota	RSF_SUSER_QR	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Revenue Quota	Define a sales user's quotas including both revenue and shadow.
Unit Quota	RSF_SUSER_QU	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Unit Quota	Define a sales user's product unit quotas.

Creating a Sales User

Access the Sales User page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Sales User).

Person ID

Displays the person ID of the sales user.

See Defining Information for Business Contacts.

Sales User Details

User Type	Select the type of sales user to create. Values are Executive Sales Manager, Field Sales Rep, Inside Sales Rep, Pre-Sales Consultant, Sales Administrator, Sales Manager, Sales Tech Support, and Telesales Rep. Sales user types are translate values.
EmplID (employee ID)	Displays the employee ID from the Worker page, if the individual is an employee.
User ID	Displays the user ID with which the individual is associated in PeopleTools.
Address, Phone, Email Details	Click to access the Worker page, where you can view an individual's personal and employee contact data. See Defining Workers.

Sales User Defaults

If a sales user is associated with multiple values for items in this section, the system displays the default value that you specify here and provides a drop-down list box (or a similar page control) with the sales user's other values.

Business Unit	Enter the business unit for the leads and opportunities that the sales user creates. The business unit controls the setID, customers, and products to which the sales user has access, and it is a required field for sales users who are in the active status.
Company Name	Enter the name of the company whose accounts the sales user handles or with which the sales user is most often associated.
Task Type	Select the type of task with which the sales user is most often associated.
Currency	Select the currency in which to express revenues for the sales user.
Market	By default, this field is set to Global for all sales users. You cannot change this value.
Tree Name	Displays the tree that is associated with the selected business unit in the business unit definition. If the business unit does not have a specified tree, no default value is populated in this field.
Assignment Group	Select the assignment group to use for the sales user. The values that are available in this field are assignment groups that were defined for the setID with which the selected business unit associates. See Creating Assignment Groups.

Sales Access Profiles

Profile

Select a sales access profile to provide functional sales abilities for the sales user and to control the sales data that the sales user can view and modify. Set up sales access profiles on the Sales Access Profile page.

See Setting Up Sales Access Profiles.

Sales Access Details

Click to access the Sales Access Details page.

Shadow Information

Default Shadow Percent and Default Shadow Amount

Enter the percentage or amount to use as the allocation for the sales user. For example, suppose that an agreement specifies that the sales user earns a minimum 2 percent on all revenues that the user generates. In that case, you would enter 2 in the Default Shadow Percent field. If the agreement specifies that the sales user earns a minimum of 100.00 USD for each opportunity, then enter 100 in the Default Shadow Amount field.

Managers can override the default percentage or amount at the transaction level.

Defining a Sales User's Visibility

Access the Visibility page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Visibility).

Tree Name and Territory

Displays the trees and territories to which the sales user has access and on which the sales user is a territory team member. Click the button with the plus sign to insert a row and add another tree or territory. You can click the button with the minus sign to delete the row before you save the page. After you save the page, the button with the minus sign is no longer available.

Territory Detail

Click to access the Territory Definitions page, where you can view information about the territory and click the button with the minus sign to remove the sales user from the territory team.

When you click OK, the system returns you to the Visibility page for the same sales user. The row for the removed territory no longer appears.

Sales Rep (sales representative)

Indicates that the sales user is a sales representative (as opposed to a partner, worker, or other position) and is available for territory assignment.

Primary

Indicates that the sales user is the primary sales representative for the territory.

Run Sales Access Update

Click to access the Sales Access Update page, where you can update sales users and their access.

Note. Each time that you create a sales user or change a user's visibility settings, you must run the Sales Access Update process to apply the changes.

Defining a Sales User's Pipeline Targets

Access the Pipeline Targets page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Pipeline Targets).

Pipelines compare real-time activities to the activity that is required to meet a quota. A pipeline includes segments that correlate to steps in your organization's sales process. In the example, the pipeline segments correlate to the steps in the PeopleSoft Knowledge-Enabled Sales (KES) process: Contact, Qualify, Develop, Negotiate, and Retain.

Use this page to specify the targets that the sales user must reach for each segment to meet the overall quota.

Segment Quota Type	Select the type of quota to use for the sales user's pipeline segments. Values are: Manager Quota: The manager's own quota. Rollup Quota: The sum of quotas for all sales representatives who report to the manager. Quota information is used in pipeline as well as in forecasting.
Currency	Displays the currency that you specified on the Sales User page. You can specify a different currency in which to express pipeline amounts.
Pipeline Segment	Displays the pipeline segments that correlate to your sales process.
Opportunity Count and Amount	Enter the number of opportunities that the sales user must have within this segment to meet quota for the pipeline segment. Enter the monetary amount required to meet quota for the segment. A segment can have an opportunity count, a monetary amount, or both. For example, if the sales user must have a minimum of five opportunities in the Contact step of the process at any given time, then enter 5 in the Opportunity Count field. Typically, you do not use a monetary amount for this segment. However, for the Negotiate step, you might require an opportunity count of 10 or a monetary amount of 50,000 (to indicate $50,000) to meet quota for this step.

Defining a Sales User's Revenue Quotas

Access the Revenue Quota page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Revenue Quota).

Revenue quotas specify how much revenue the sales user must generate for the division or the overall enterprise.

Revenue Quota Type	Select the type of quota to use for the sales user's revenue quota. Values are: Manager Quota: The manager's own quota. Rollup Quota: The sum of quotas for all sales representatives who report to the manager. Quota information is used in pipeline as well as in forecasting.
Time Frame	Select the time frame in which the sales user must meet the revenue quota.
Category	Select the forecast category, either Revenue Forecast or Shadow Forecast, for calculating the quota.
Detail By	Displays the criteria used to define the quotas, if the time frame has been established to define detail quotas. For example, if you established the time frame to define detail quotas by revenue type, then Revenue Type appears here, and you can enter the quotas by time frame period and revenue type.

Defining a Sales User's Unit Quotas

Access the Unit Quota page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Users, Unit Quota).

Unit quotas specify how many products the sales user must sell.

Unit Quota Type

Select the type of quota to use for the sales user's unit quota. Values are:

Manager Quota: The manager's own quota.

Rollup Quota: The sum of quotas for all sales representatives who report to the manager.

Quota information is used in pipeline as well as in forecasting.

Time Frame

Select the time frame in which the sales user must meet the unit quota.

Setting Up Sales Teams

To set up sales teams, use the Sales Team (RSF_TEAM) and Account Team Options components.

This section provides an overview of team types and discusses how to set up sales teams.

Understanding Team Types

In PeopleSoft Enterprise Sales, there are four types of teams: sales teams, territory teams, account teams, and lead or opportunity teams:

The sales team, which you create here, is the group of sales users who typically work together and can be assigned to a specific lead or opportunity, as a whole team or individually.
The territory team is the group of sales users who are assigned to the same territory on the territory tree.
The account team is the group of sales users who are assigned responsibility for specific customer accounts.
The lead or opportunity team is assigned to a specific lead or opportunity.

This team can consist of any combination of members of the territory teams, sales teams, and account teams.

Page Used to Set Up Sales Teams

Page Name	Definition Name	Navigation	Usage
Sales Team	RSF_TEAM	Set Up CRM, Product Related, Sales, Security and Personalization, Sales Team	Set up sales teams.

Setting Up Sales Teams

Access the Sales Team page (Set Up CRM, Product Related, Sales, Security and Personalization, Sales Team).

On the Sales Team page, you can select existing sales teams and sales team members to assign sales users to the lead or opportunity. After you add a sales team here, you can remove individuals from the lead or opportunity without removing them from the sales team.

Sales Team ID

Enter an ID for the sales team. This ID should be unique and easily recognizable. Often, it is useful to include the name of the team manager and the business unit.

Notifications

Group Worklist Name	Enter the worklist that is relevant to the sales team that you are creating. Notifications that are triggered by workflow are sent to the worklists that are specified on the workflow event.
Email Address	Enter the email address to which email messages for the team are sent.

Team Members

Sales User Name and Sales User Type

Enter the name of the sales user to assign to the sales team. When you do so, the system displays the type of sales user from the individual's Sales User page.

See Creating a Sales User.

Team Role

Select the individual's role on the sales team. Values include Consultant, Legal, Manager, and Field Rep.

See Creating a Sales User.

Default Shadow Percent and Default Shadow Amount

Displays the individual's default shadow percentage and default shadow amount from the Sales User page.

See Creating a Sales User.

Setting Up Functional Options

PeopleSoft Enterprise Sales uses the PeopleSoft CRM application security framework to control functional access to particular fields, sections, and actions within the Lead and Opportunity components. Functional options define the functions that can be carried out by members of a membership list, such as sales representatives or sales managers. Functional options are grouped into functional option groups that are similar to sales access profiles. You associate a functional option group with a membership list that contains a list of PeopleTools roles. This creates a security profile. Unlike sales access profiles, functional option groups are associated with one or more PeopleTools roles. Sales access profiles are assigned to individual people.

You can set up functional options, functional option groups, membership lists, and security profiles in PeopleSoft CRM application security.

See Defining Application Security.

Some of the functional options for PeopleSoft Enterprise Sales are linked to fields or sections in the Lead and Opportunity components. Display templates determine how the system displays the fields and sections.

See Configuring Display Templates for Components.

This table lists the functional options available for PeopleSoft Enterprise Sales:

Functional Option	Default and Revoked Settings
CORE_RSF_ADVANCED	Default setting: When the user enters a lead or opportunity, the system shows all the fields, sections, and tabs that are marked as controlled by display template security. Revoked setting: When the user enters a lead or opportunity, the system hides the fields, sections, and tabs that are marked as controlled by display template security. If you use this setting and the delivered display templates for leads and opportunities, the system displays the basic fields necessary for entering leads and opportunities. You can set up display template security in the Display Template Details component. See Setting Up Display Templates for Leads and Opportunities.
CORE_RSF_AUTO_ASSIGN_OFF	Default setting: When the user saves a lead or opportunity, the system does not automatically assign a sales representative to the lead or opportunity. Revoked setting: When the user saves a lead or opportunity, the system automatically assigns a sales representative to the lead or opportunity by using assignment criteria.
CORE_RSF_DEFAULT_OWNER	Default setting: When a user creates a new lead or opportunity, the system adds the user who creates the lead or opportunity to the Sales Team Member section as the primary sales representative. Revoked setting: When a user creates a new lead or opportunity, the system does not add a sales representative to the Sales Team Member section.
CORE_RSF_FCAST_ROLLUP	Default setting: The default value for the Forecast View field on the Forecast page in the Search Forecasts component is Manager Review. This is the view that sales managers use to roll up and analyze forecasts. Revoked setting: The default value for the field is Subtotals. This reduces load time and may be preferable for second-level and higher-level managers. See Managing Forecasts.
CORE_RSF_FCAST_SIMPLE	Default setting: The user has access to all views on the Forecast page in the Search Forecasts component. Revoked setting: The user has access to only the following views on the Forecast page in the Search Forecasts component: Combined Forecasts, Manager Review, and Subtotals.
CORE_RSF_SEARCH_PRODUCT_GROUP	Default setting: The system displays the product group search option in the Lead and Opportunity components. Revoked setting: The system does not display the product group search option in the Lead and Opportunity components.
CORE_RSF_SHOW_SITE	Default setting: The system displays the site field and search on the Discover page of the Lead and Opportunity components. Revoked setting: The system does not display the site field and search on the Discover page of the Lead and Opportunity components.
CORE_RSF_SUMMARY	Default setting: The system displays the summary page in the Lead and Opportunity components. Revoked setting: The system does not display the summary page in the Lead and Opportunity components.

Tree Name and Territory	Displays the trees and territories to which the sales user has access and on which the sales user is a territory team member. Click the button with the plus sign to insert a row and add another tree or territory. You can click the button with the minus sign to delete the row before you save the page. After you save the page, the button with the minus sign is no longer available.
Territory Detail	Click to access the Territory Definitions page, where you can view information about the territory and click the button with the minus sign to remove the sales user from the territory team. When you click OK, the system returns you to the Visibility page for the same sales user. The row for the removed territory no longer appears.
Sales Rep (sales representative)	Indicates that the sales user is a sales representative (as opposed to a partner, worker, or other position) and is available for territory assignment.
Primary	Indicates that the sales user is the primary sales representative for the territory.
Run Sales Access Update	Click to access the Sales Access Update page, where you can update sales users and their access. Note. Each time that you create a sales user or change a user's visibility settings, you must run the Sales Access Update process to apply the changes.