3Run Setup Assistant

This chapter contains the following:

Speed Up Your Initial Setup with Setup Assistant

Use the Setup Assistant to automate many of the initial setups in your sales application. You enter the minimum required information directly in Setup Assistant or gather the information offline using an Excel template. Setup Assistant then runs background processes that complete many of the initial tasks for you. You can run Setup Assistant only once in each environment, so make sure you check your entries. You must use individual setup tasks to make any changes.

  1. Sign in as the initial user provided by Oracle.

    To run Setup Assistant, you must have the following job roles:

    • Application Implementation Consultant

    • Application Diagnostic Administrator

    • IT Security Manager

  2. In Setup and Maintenance, go to the Setup Assistant task:

    • Offering: Sales

    • Functional Area: Company Profile

    • Task: Setup Assistant

  3. On the Setup Assistant page, click Use Excel Spreadsheet to download a spreadsheet for collecting data offline, or click Use Application to enter the data directly. Both the spreadsheet and the application include the same basic instructions.

    Note: The Excel spreadsheet is provided in English only. However, you can enter data in any of the languages supported by Oracle CX Sales.

    If you use the spreadsheet, you must upload your information into the setup assistant. Here's what to do when you're done collecting your data in the spreadsheet:

    1. Click Create Import File in the spreadsheet and save the file to your desktop.

    2. In the Setup Assistant, upload the file.

    3. Click Import Data.

  4. Enter and verify the information in Setup Assistant. You can make changes until you run the setup process from the last setup page.

    Note: Setup Assistant is designed to run only once. You can't use it to correct any mistakes after you run it for the first time. If you need to make corrections later, you must instead use individual setup tasks.
  5. Click Run Setup Process and monitor the process progress by clicking Refresh.

    The process takes approximately five minutes to complete. Contact support if you run into errors. Common errors involve web service time-outs, so you can also try running the process again to see if that fixes the error.

  6. If you enabled Forecast by Opportunity Owner in Setup Assistant, then you must complete the manual setup step described in the topic: Complete One-Time Manual Step If You Enabled Forecast by Opportunity Owner.

What You Enter in Setup Assistant

Here's a table summarizing what you enter in the different Setup Assistant sections and what other tasks you must complete in the application itself. See the chapters referenced in the last column for details about additional setups. The Setup Assistant completes some setups without any entries from you. These include the running of indexing processes for global and work area searches, for example. Be sure to check each chapter to learn what's set up for you behind the scenes.

Setup Assistant Section Setup Assistant Entries and Actions Steps to Complete Manually Guide Chapter

Company Information

You enter the company name and street address and select the corporate currency. This basic company information required to create a rudimentary enterprise structure required for Oracle Fusion applications.

Except for the currency, the information you enter doesn't appear anywhere in your sales application. The currency you select becomes the default currency in your sales transactions.

None. After you run the Setup Assistant process, you can change the corporate currency in the Sales offering by clicking the Quick Setup icon for the Company Profile functional area.

Company Information and Currency

Accounting Calendar

Your entries create the periods for your sales forecasts, quotas, and reports. The application creates the default accounting calendar for five years starting on the first day of the month and the year you enter. You should start the calendar at least two years in the past, to allow for historical data you may import.

None. In the future, you can generate additional periods and years for forecasting using Manage Accounting Calendar setup task.

Accounting Calendar

Geographies

You can import reference geography data for up to three countries where you do business and enable the countries for address mapping.

You must set up UI validation and import additional countries using the Manage Geographies setup task.

Geography Data

Top of the Sales Resource Hierarchy

Here's where you enter the name, email address, and resource organization name of the Chief Executive Officer. Even if the CEO never uses your sales application, having him or her at the top of the hierarchy makes it easier for you to build the rest of the hierarchy underneath.

The sales application creates the resource hierarchy from the resource organization hierarchy, so you must enter a resource organization name for every manager. The resource organization name doesn't have to correspond to any actual organization, so for the CEO you can enter the company name.

Both the CEO's name and the resource organization name appear in the sales resource directory, so make sure you enter them the way you would like them displayed to the sales organization.

The application sends email notifications to users when their accounts are created. If you don't want to spam the CEO, enter a dummy email address. You can use one of the discard domains provided by Oracle, such as @discard.mail.us1.cloud.oracle.com.

After creating the CEO, you must create or import the rest of the users manually.

Create Sales Users in the UI

Sales Catalog Root Product Group

Create the top node of your sales catalog. In addition, the application automatically creates all of the prerequisites for creating products, including the units of measure salespeople use to enter product quantity in opportunities.

You must create the rest of the sales catalog in the application either in the UI or using import. You may also need to create additional units of measure. For example, the application creates Unit, but not Each. If you want to salespeople to use Each for entering products in opportunities, then you must create the unit of measure using the task Manage Units of Measure.

Sales Catalog

Resource Roles and Role Mappings

You can create additional resource roles and the accompanying role-provisioning rules. For example, if your sales organization includes inside sales agents, you enter the resource role here and select the job role you want to provision to salespeople with that title.

After you run the Setup Assistant process, you must create additional resource roles and role-provisioning rules manually, as described in the Get Ready to Create Sales Users chapter.

Get Ready to Create Users

Opportunities

  • Set the default sales method to guide salespeople through the sales process. Unless you create additional sales methods ahead of time, you can select one of the two predefined sales methods: standard or accelerated.

  • You can edit the names of sales stages for the selected sales method, add new ones, or reorder them.

  • By default salespeople must enter both win or loss reasons and the primary competitors when they close an opportunity in the UI. When salespeople open opportunities, the application automatically enters a default close date for the opportunity 20 days after the opportunity creation date. You can change these defaults.

You must manually set up Sales Coach, modify opportunity statuses, and set up win and loss reasons. Unless you want to use one of the two default sales methods provided by Oracle, you must set up one of your own.

Opportunities

Competitors

You can create the competitors salespeople can enter when closing lost opportunities. In Setup Assistant, you enter the basic information including the organization size, line of business, and threat level.

None. You can enter additional competitor details in the UI.

Competitors

Setup Users

Create other users to help you with setup. The application automatically notifies setup users by email that their accounts are created and allows them to set their passwords. The user names are set to the email address by default.

None. However, after you run Setup Assistant, you must create additional setup users in the UI, using the Manage Users task.

Setup Users

Forecast by Opportunity Owner

If individual salespeople in the sales organization own their opportunities and forecast them up the management chain, then you can enable forecasting without creating sales territories manually. You select the option in Setup Assistant and then enable a sales territory dimension as described in the topic: Complete One-Time Manual Step If You Enabled Forecast by Opportunity Owner. This manual setup is required internally by the application even though you're not using territory dimensions. After you complete both steps, the application automatically creates the required sales territories for you and sets up forecasting for this particular use case.

Don't enable this option if your organization uses geography, product, industry, or other territory dimensions to assign salespeople to opportunities. You must instead set up forecasting as described in this guide.

If your organization uses geography, product, industry, or other territory dimensions to assign salespeople to opportunities, then set up sales territories and forecasting manually.

Sales Territories

Forecasting

Complete One-Time Manual Step If You Enabled Forecast by Opportunity Owner

If you enabled Forecast by Opportunity Owner in Setup Assistant, then you must complete a one-time manual setup required internally by the application: you must enable a sales territory dimension even though you aren't using any dimensions. Here's how:

  1. Open the task Enable Dimensions and Metrics from the Setup and Maintenance work area:

    • Offering: Sales

    • Functional Area: Territories

    • Task: Enable Dimensions and Metrics

  2. On the Enable Dimensions and Metrics page, click Edit.

  3. In the Dimensions region, click Select and Add.

  4. Select Account Type and click OK.

  5. From the Actions menu at the page level, select Load and Activate.

    Your selection runs a process that loads the required data.

You can select Refresh Status from the Actions menu at the page level to monitor the process progress. When the process completes successfully, you're done.

How You Get to Setup Tasks Not Covered by Setup Assistant

There are two ways to get to setup tasks not covered by Setup Assistant:

  • Open tasks from the Sales offering Setup page in the Setup and Maintenance work area

  • Use the Navigator

Get to Your Tasks Using the Setup Page

After you enable the offering, you can open implementation tasks, including those not covered in this guide, from the Setup and Maintenance work area Setup page. Here is how:

  1. Click on your initials on the top right side of the page and select Setup and Maintenance from the Settings and Actions menu.

    Settings and Actions menu with the Setup and Maintenance
option highlighted

    You can also click the Setup and Maintenance icon on your desktop.

    Note: If you enabled more than one offering, you may have to select Sales from the Setup list. The Setup page displays offerings in alphabetic order.
  2. In the Functional Areas column, select the functional area you want to set up.

    Here's a rundown of the features on the Setup: Sales page.

    Callout Number Description

    1

    Select a functional area to set up in the left pane.

    2

    The application lists the required tasks for that functional in the right pane.

    3

    You may need to show All Tasks to see the task you want.

    4

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

    5

    Quick Setup (gear icons) in the Functional Areas column open pages that you can use for basic setup. In Sales, Setup Assistant takes care of these for you.

    6

    Clicking the Shared link lists other offerings using the same functional area.

    7

    If you can't find the task you are looking for in the Sales offering, you can search for tasks across offerings using the Tasks side panel.

    Sales page with callouts highlighting features
described in the text
  3. You can open tasks by clicking on their names in the Task list. By default, you see only the required tasks, but you can select All Tasks from the Show menu to see them all.

  4. You can also 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 a Quick Setup page (gears icon) that you can use to set up the minimum requirements for the functional area. These Quick Setup pages, including those for Company Profile, Sales Foundation, and Opportunities, and Forecasting, cover the same ground as Setup Assistant, so you won't need them.

Navigating to Other Work Areas for Setup

To open some setup tasks and for testing your setup, you must use the Navigator. The Navigator, which you open by clicking its icon at the top of the page, lists what's available to you based on your security permissions. Because a setup user has a broad range of permissions, the selections you see aren't limited to the features you purchased. Aside from the Setup and Maintenance work area, you use only a small number of the features listed. Here are the most important:

  • 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.

  • 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 expose fields on page layouts, to create custom fields, and otherwise configure your application.

  • Sales

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

The Navigator arranges the items in folders. Here's a screenshot of a portion of the Navigator. You can open all the folders and display all the items, by clicking Show More.

Part of the Navigator as it looks when you configure
your Home page as one page.

Review the basic corporate structure required for your sales application: the legal entity and the business unit. You can change the corporate currency, but you can't edit any of the other information. Except for the corporate currency, none of the information is visible to the sales organization, so the actual names don't matter. You need to enter the legal entity and business unit names when you create or import users.

  1. On the Setup: Sales page, click the Quick Setup icon for the Company Profile functional area (the gears icon highlighted in the screenshot).

    The Setup: Sales page with the Company Profile
Quick Setup page icon highlighted
  2. The Review Company Information page displays both the information that you entered and the information created for you. You can't edit any of the fields except Corporate Currency. None of the names you see are visible to salespeople, so they don't have to correspond to any actual entities in your organization.

    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. You can select a different corporate currency.

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

  4. Click Save and Close.