2Entering Company Information and Getting Ready

This chapter contains the following:

Preliminary Tasks Overview

Before you start implementing your sales application according to the instructions in this guide, you must complete the preliminary tasks listed in the following table.

Step Description Where to Get More Details

1

Before you sign in for the first time, complete the actions listed in the Service Administrator Action List provided by Oracle and create your account with My Oracle Support (support.oracle.com).

See the Signing In for the First Time topic in this chapter.

2

If you have not done so already, sign in and reset your temporary password by clicking your user initials at the top-right of the Welcome page and selecting Set Preferences from the menu.

See the How can I change or reset my password? topic in the Creating Setup Users chapter.

3

Enable the Sales offering for implementation.

See the Enabling the Sales Offering for Implementation topic in this chapter.

4

Enter some basic information about your company and specify your corporate currency.

See the Entering Your Company Information and Corporate Currency topic in this chapter.

5

Install into your environment an implementation project to speed up access to implementation tasks.

You download the implementation project from My Oracle Support (support.oracle.com) and upload it into your environment.

See Enabling Quick Access to Setup Tasks Using an Implementation Project topic in this chapter.

Home Page Icons and What They Mean

The top of the default home page includes icons and menus you can use for navigation, search, configuration, and other tasks common across applications. Here are few you will find useful in your setup. For more information on using the common application features, see the Oracle Application Cloud Using Common Features guide.

Callout Number Icon Name or Description Function

1

Navigator

Opens the Navigator.

2

Page Controls (The series of dots arranged horizontally in the center of the Home page.)

Click the dots to navigate to different pages, including the infolet page and the Quick Actions page. The infolet page summarizes key actionable information for sales users and makes it possible to drill down to individual records. The Quick Actions page provides quick access to tasks. The administrator can determine which of these pages is the Home page for users.

3

Global search

Lets you search transactional data across different objects. This field does not appear until you enable global search.

4

Home

Returns you to the page defined as the home page. By default, home is the Welcome page with the springboard.

5

Favorites and Recent Items

Marks a page as favorite and provides access to recently viewed pages.

6

Watchlist

Not used in the sales application. Watchlist enables the tracking of business objects in some applications.

7

Notifications

Accesses application notifications. Some of these are also delivered using e-mail.

8

User image or initials

Opens the Settings and Actions menu. From the menu, you can sign out, personalize and configure the UI, turn on and access help, and navigate to the Setup and Maintenance work area.

9

Personalize Springboard

Permits you to select which icons you want to appear on the Welcome page springboard. Your changes affect your springboard view only.

Screenshot of the top portion of the Welcome page
with callouts highlighting useful features described in the text

Signing In for the First Time

When your environment is ready, Oracle sends an e-mail to the person designated as the administrator when you signed up with the service. This e-mail includes the link to your service, a temporary password, and instructions on how to access the Service Administrator Action List. You must follow the instructions in the actions list before signing in.

When you sign in for the first time, reset your password by clicking your user initials at the top-right of the Welcome page and selecting Set Preferences from the Settings and Actions menu.

Enabling the Sales Offering for Implementation

Before you start work, you must enable the Sales offering and the functional areas you are going to be implementing. You can enable only the functional areas you are implementing now and add more later, if required.

To enable the Sales offering and its functional areas for implementation, do the following:

  1. While signed in as the initial user or another setup user, click the My Enterprise icon in the springboard and then click the Offerings icon.

    Here's a screenshot of a portion of the springboard after you click the My Enterprise icon.

    This partial screen capture, shows how the springboard
appears after you click the My Enterprise icon. The springboard displays
the Offerings and New Features icons.
  2. Click the Sales offering icon in the left pane of the Offerings page.

    Here's the Offerings page showing the location of the sales icon (callout 1) and the Opt In Features button (callout 2).

    Offerings page highlighting the Sales offering
and the Opt In Features button
  3. Click Opt In Features.

    The Opt In: Sales page appears.

    Note: If you enabled other offerings, then the enabled offerings are listed in alphabetic order. You must select Sales from the Opt In: list.
  4. Select the Enable option for Sales, the folder at the top of the list. Your selection enables the offering.

    The following figure shows the Opt In: Sales page, highlighting the Enable check boxes (callout 1).

    Opt In: Sales page
  5. Select the Enable option for all the sales functional areas you are going to be using. For the tasks in the scope of this guide, enable all of the functional areas through Quotas.

  6. Click Done.

    You are returned back to the Offerings page.

  7. Click Home in the global header to return to the springboard.

Accessing Setup Tasks

You perform setup tasks in the Setup and Maintenance work area and in other work areas of the application.

To open the tasks you use:

  • An implementation project provided by Oracle to accompany this guide

  • The Sales offering Setup pages in the Setup and Maintenance work area

  • The Navigator

Opening the Getting Started Setup Tasks Using an Implementation Project

To access the setup tasks covered in this guide, use an implementation project provided by Oracle. The implementation project complements the structure of the guide and provides a direct link to each core setup task. You download the implementation project from My Oracle Support and install it in your environment as described in the Enabling Quick Access to Setup Tasks Using an Implementation Project topic.

If you do not use the implementation project, then you must navigate to each individual task separately. Depending on the task, you must either open the task from the Setup page in the Setup and Maintenance work area or navigate to a different work area using the Navigator. The Setup and Maintenance work area provides access to tasks performed solely by implementors, but you must use other work areas for functional setup and testing, tasks that are eventually carried out by the sales administrator and the sales team.

Opening Setup Tasks from the Setup Page

After you enable the offering as described in the Enabling the Sales Offering for Implementation topic, you can open implementation tasks, including those not covered in this guide, from the Setup and Maintenance work area Setup page. Here is how to open tasks from this page:

  1. Click the Setup and Maintenance icon, shown in the following figure, on the springboard.

    Setup and Maintenance icon

    The Setup: Sales page appears.

    Note: If you enabled more than one offering, you may have to select Sales from the list to the right of the page name. The Setup page always displays the offering that's first in alphabetic order.
  2. In the Functional Areas column on the Setup: Sales page, select the functional area you want to set up.

    The following table lists the callouts highlighting the different features of the Setup: Sales page on the figure which follows.

    Callout Number Description

    1

    Selected functional area.

    2

    Listing of tasks associated with the functional area you selected.

    3

    By default the page shows only the required tasks, but you can select all tasks.

    4

    You can also search for tasks in the offering using the Search Tasks field.

    5

    Quick Setup icon in the Functional Areas column leads to pages to set up key required tasks only.

    6

    Clicking the Shared link provides a listing of other offerings using the functional area.

    The following figure shows the Setup: Sales page with the callouts.

    Setup: Sales page
  3. In the Task list, you can open tasks by clicking the task name links. By default, the list shows only the required tasks. You can display additional tasks by selecting All Tasks from the Show menu.

  4. Alternatively, you can search for tasks in the offering by name using Search Tasks. Use the percent sign (%) to represent missing letters or words. For example, to find the Manage HCM Role Provisioning Rules task, you can search for manage hcm%rules. The searches aren't case-sensitive.

  5. Some functional areas include Quick Setup pages which limit your setup to the minimum requirements for the functional area. When a functional area includes Quick Setup pages, the Quick Setup page icon appears, represented by a gear icon. This guide and the implementation project direct you to the Quick Setup pages wherever they are available.

See the Implementing Sales guide for more information about using the offering setup pages for setup.

Navigating to Other Work Areas for Setup

For some setup tasks and for testing your setup, you must use the Navigator to access other work areas. You can open the Navigator by clicking its icon in the toolbar.

The Navigator lists all of the application work areas that are available based on the permissions assigned to each user, rather than on the features you purchased. Because a setup user has a broad range of permissions, not all of the selections are applicable to your setup. Aside from the Setup and Maintenance work area, you use only a small number of the available work areas accessible from the Navigator menu. The most important of these include:

  • My Team

    • Users and Roles

      Use this work area to create and edit records for individual users. The Manage Users task in Setup and Maintenance opens the same work area.

  • Tools

    • Scheduled Processes

      Use this work area for scheduling and monitoring background processes.

    • Application Composer

      Use Application Composer to modify your application.

  • Configuration

    • Appearance

      Lets you control application appearance, including background color and icon shape.

    • Structure

      Lets you control which items appear in the Navigator and on the Welcome page.

    • Application Composer

      Use Application Composer to modify your application.

  • Sales

    Use the different work areas under this heading for functional setup and to create data used to test your sales application.

Here's a screen capture of a typical Navigator menu displaying more tasks than you will use in your implementation. You can configure the Navigator later to show only the tasks that you need.

Partial screen capture of the Navigator

Enabling Quick Access to Setup Tasks Using an Implementation Project

Video

Watch video

Watch: This tutorial shows you how to speed up your initial sales setup using an implementation project supplied by Oracle. The implementation project serves as a launch pad for setup tasks, so you don't have to search for individual tasks or navigate to work areas, including scheduled processes. The content of this video is also covered in text topics.

Downloading the Implementation Project to Your Desktop

Download the implementation project to your desktop from Oracle Sales Cloud: Getting Started with Your Implementation: Implementation Project (Doc ID 2252175.1) available on support.oracle.com.

There are two variations of the implementation project that you download depending on how much functionality you want to set up:

  • Quick Setup Core Sales: Use this implementation project for setting up account, contact, and opportunity management only.

  • Quick Setup Sales: Use this implementation project to set up sales quotas and sales forecasting in addition to the core features.

The Getting Started with Your Oracle Sales Cloud Implementation guide (this guide) covers the tasks in both variations.

Installing the Implementation Project You Downloaded

Install the implementation project by uploading the configuration package file using these steps:

  1. Navigate to the Setup and Maintenance work area.

  2. Click the Tasks panel tab icon (highlighted in the following screenshot).

    Setup and Maintenance work area with the Tasks
panel tab highlighted.

    The panel tab opens and displays the tasks available to you.

    Here's a screenshot of the open Tasks panel tab.

    Tasks panel tab on the Setup and Maintenance work
area
  3. Click the Manage Configuration Packages task link in the panel tab.

    The Manage Configuration Packages page appears.

  4. Click Upload.

    The Upload Configuration Package page appears.

  5. Click Choose File and select the compressed file with the implementation project you downloaded.

  6. Click Get Details.

  7. Click Submit.

    The application displays a message that the import is successful and the implementation project was created.

  8. Click OK to close the message window.

  9. Click Done on the Manage Configuration Packages page.

    You are returned to the Setup and Maintenance work area page.

  10. Click the Tasks panel tab icon again and click Manage Implementation Projects.

    The Implementation Projects page appears listing your project.

  11. Click the name link to open the implementation project.

Using the Implementation Project as a Launchpad for Your Tasks

Follow these steps to use the implementation project as the launchpad for your implementation tasks.

  1. Navigate to the Setup and Maintenance work area by clicking on its icon on the springboard.

    The Setup and Maintenance page appears.

  2. Click the Tasks panel tab icon highlighted in the following figure.

    Screen capture of the Setup and Maintenance work
area with the Tasks panel tab highlighted.

    The panel tab opens and displays the tasks available to you.

  3. Click Manage Implementation Projects.

    The Implementation Projects page appears listing your project.

  4. Click the name link for the project.

    The implementation project displays the folders containing the individual tasks in the Task Lists and Tasks region.

    The following figure includes a screen capture of the Quick Setup Sales implementation project highlighting the Go to Task icon.

    Screen capture of the Quick Set Up Sales Implementation
project
  5. Click on a folder to open it and click the Go to Task icon for a task. This icon is highlighted in the preceding figure.

    When you complete a task, you are returned back to the project.

Note: Some of the optional tasks covered in the last chapters of this guide, including product recommendations and mobile access, are not accessible from the implementation project. You must access these tasks as indicated in the guide.

Entering Your Company Information and Corporate Currency

If you are setting up your sales application on its own as described in this guide, then follow this procedure to enter basic information about your company and specify your corporate currency. If you are setting up your sales applications together with another cloud service such as Oracle Global Human Resources Cloud, Oracle Procurement Cloud, and Oracle Financials Cloud, then you may be required to enter more information about your enterprise structures according to the instructions provided in their respective implementation guides.

Completing this procedure accomplishes the following:

  • Creates a rudimentary enterprise structure required for internal application purposes only.

    The enterprise structure is not visible to sales organization users or their customers.

  • Creates a set of automatic role-provisioning rules that provision users with the required security roles.

To enter your company information and corporate currency:

  1. Sign in.

  2. Open the Create Company Information task directly from the implementation project you installed as described in the Enabling Quick Access to Setup Tasks Using an Implementation Project topic. The implementation project provides links to the set of setup tasks covered in this guide.

    Alternatively, you can open the task from the Setup: Sales page by clicking the Quick Setup icon for the Company Profile functional area (the gears icon highlighted by callout 1 in the following figure). If any changes are required after your initial setup, you can open the appropriate tasks on the right side of the page (callout 2).

    The following figure shows a screen capture of the Setup: Sales page.

    Setup: Sales page highlighting the Quick Setup
icon for the Company Profile functional area and the setup task region

    The Create Company Information page appears.

  3. Enter your company name in the Enterprise Name field.

  4. Enter the country where your company is located.

  5. Enter your company street address. Do not enter city or state and other information.

  6. The first and last name fields list the names of the user who signed into the application. You can edit the entries.

  7. When you are satisfied that the information is correct, click Submit.

    The application runs a background process to create the enterprise structure and create the role-provisioning rules.

  8. Optionally, click Refresh to monitor the progress of the process.

    When the process completes, the Review Company Information page appears. The page displays both the information that you entered and the information that the process created for you. You cannot edit any of the fields except Corporate Currency. The following table list and describes the fields.

    Field Description

    Enterprise Name

    The name you entered.

    Address

    The street address you entered.

    Legal Entity

    The enterprise name followed by the letters LE.

    Business Unit

    The enterprise name followed by the letters LE BU.

    Initial User

    Name of the user who is signed in.

    Corporate Currency

    By default, the corporate currency is US Dollar. Select a different corporate currency, if required.

    The following figure shows a screen capture of the page. The callout highlights the location of the Corporate Currency field.

    Screen capture of the Review Company Information
page with sample data.
  9. If your company uses a different currency than the US Dollar for your sales transactions, then select the currency from the Corporate Currency list (highlighted by callout 1 in the preceding figure).

  10. Jot down the Legal Entity and Business Unit names. You must enter these names when importing users.

  11. Click Save and Close.

Options for Importing Your Sales Data

There are four different ways to import your sales application data in a file and two types of public web services you can use to import data directly from an external application. When you are importing data for a particular object, you must make sure that any prerequisite objects already exist in the application. For example, if you are importing contacts for an account, then the account must already exist in the application. If one import job depends on the contents of another import job, then the prerequisite job must be successfully completed before you start the dependent job. For example, if you are importing both accounts and opportunities, then you must ensure that accounts are imported successfully before you import opportunities. Which import method you use depends on the type of data you are importing, the volume of data, and technical requirements. If you are integrating your sales application with other cloud services, then you may be required to use additional import methods as described in the appropriate guides.

The following table provides a brief overview of the import methods and provides references to further information.

Import Method Description When to Use How to Access For More Information

Quick Import Excel Macros

The import macros are designed to speed up and simplify the import of up to 5000 records at a time for some objects. The macros help you by validating your data entries, providing lists of values, and automatically populating constant values.

The macros create data files that are automatically imported using File Import.

The import macros are available for importing the following objects:

  • Sales Users

  • Products and product groups

  • Accounts

  • Contacts

  • Account Hierarchy

  • Leads

  • Opportunities

The import macros are the recommended method for importing data in your initial deployment.

The macros are targeted to the simple proof of concept sales automation use case covered in the Getting Started with Your Sales Implementation guide (this guide). For example, the import macros assume that you are importing account, contact, and lead records for one country at a time.

The macros generate log files with the data used for File Import, so they can also serve as a learning tool for more complex import.

You can download the Excel macros and any required mapping files from the Getting Started with Your Implementation: Quick Import Macros (Document ID 2229503.1) article on My Oracle Support.

The different chapters in the Getting Started with Your Sales Implementation guide (this guide) provide detailed instructions and video tutorials for using the macros.

For instructions on how to add your own fields to the macros, see How Customize Quick Import Macro for importing Employee Resources (Doc ID 2364229.1) article on My Oracle Support.

Import Management

Improves definition, error handling, and performance for importing flat files (.csv). For example, Import Management has drag and drop mapping capabilities and validates the first ten records in your data file before you import to ensure the data meets the import constraints of the various attributes. You can use Import Management to import data files with up to 50,000 records each.

Import Management is available for importing data for the following application objects:

  • Accounts

  • Activities

  • Assets

  • Attachments

  • Contacts

  • Leads

  • Opportunities

  • Any additional objects you create

Use this type of import for the available objects. You must use File Import for the rest.

Click on Import Management in the Navigator.

See the Understanding Import and Export Management guide for instructions on using the import.

The File-Based Data Import for Oracle Sales Cloud guide provides information on the import attributes, including valid values and validations.

File Import

Supports the import of data files with up to 100,000 records each for the broadest range of sales objects, including custom objects.

Use File Import to import data outside the scope of the Getting Started with Your Guide (this guide) and the Quick Import Excel Macros.

For those objects supported by Import Management, use Import Management instead.

File Import tasks are available in the Setup and Maintenance work area in the Data Import and Export functional area for the Sales offering.

You can learn how to import in the Understanding File-Based Data Import and Export guide.

The File-Based Data Import for Oracle Sales Cloud guide provides information on the import attributes, including valid values and validations.

External Data Loader Client

Command-line tool that is used to import high-volume flat source data files. This tool automatically splits a large data file into multiple smaller files to adhere to the application's import volume limits, and enables the tracking of import status.

The client supports the same objects as Import Management.

Use this import method for importing very large data files for the objects supported by Import Management.

You can download the client from Oracle Support Document 2325249.1 (External Data Loader Client) on My Oracle Support.

Instructions for using the client are available in the document and in the client itself.

For REST API documentation, see the REST API for Oracle Sales Cloud guide.

The File-Based Data Import for Oracle Sales Cloud guide provides information on the import attributes, including valid values and validations.

Web Services

Web services are available for external client applications to initiate and monitor import jobs. Import Management jobs can be managed with REST web services, and File Import jobs can be managed with SOAP web services.

Use web services to manage import jobs if you need to import directly from an external application.

Public APIs are available for both the Import Management/REST services and the File Import/SOAP services.

The REST services include the following:

  • Import Activities

  • Import Activity Maps

  • Import Export Objects Metadata

The SOAP service is called the File Import Activity Service.

For REST API documentation, see the REST API for Oracle Sales Cloud guide.

For SOAP API documentation, see the SOAP Web Services for Oracle Sales guide.

The File-Based Data Import for Oracle Sales Cloud guide provides information on the import attributes, including valid values and validations.

The following figure provides an architectural overview of the different import methods:

  • Both File Import (callout 1) and the Quick Import (callout 2) use the same SOA architecture to import data. When you import data using the quick import Excel macros, you are creating an import activity in File Import using SOAP web services. The macro import creates the same import activity and uses the same mapping as you do when you initiate the import from the application. You can monitor each import in the macro or in the application itself.

  • Both Import Management (callout 3) and the External Data Loader Client (callout 4) use the same Oracle Enterprise Scheduler processes for import. When you import very large files using the client, the REST APIs create multiple processes to respect the Import Management file size limit.

  • If you need to import from an external application, then you can use the SOAP and REST and web services directly (callouts 5 and 6).

Architecture of the different import methods described
in the text. File Import uses SOA to import data. The Quick Import
macros use SOAP web services to create file import activities in File
Import. Import Management uses Oracle Enterprise Schedule for import
as does the External Data Loader client. You can also use the REST
web services to import data directly into your application.

Speeding Up Import Using Excel Macros Provided by Oracle

The import topics in this guide explain how to import your data for key sales objects using Microsoft Excel macros provided by Oracle. The import macros are designed to speed up and simplify the import of up to 5000 records at a time for some objects. The macros help you by validating your data entries, providing lists of values, and automatically populating constant values. After you enter your data, you click a button in the macro to import. The macros automatically create an import activity for you and permit you to monitor the progress of the import activity from within the macro itself. The import macros are targeted to the simple sales automation use case covered in the guide. They can also serve as a learning tool for more complex import.

The import macros are available for importing the following objects:

  • Sales Users

  • Products and product groups

  • Accounts

  • Contacts

  • Account Hierarchy

  • Leads

  • Opportunities

Oracle also provides the mappings you need to import your data from the macros. When you import, the mappings tell the application which column in your data file maps to which application attribute. The macros either use the existing default mapping in the application or provide a mapping file you must upload into your application before importing.

You can download the Excel macros and any required mapping files from the Getting Started with Your Implementation: Quick Import Macros (Document ID 2229503.1) article on My Oracle Support.

Note: You can modify the macros to import additional standard fields and customer-defined fields. If you add additional columns to the macro, then you must also modify the existing import mappings. The steps for modifying the macros and mappings are not covered in this guide.