Folder Structure Administration in TDF CRM

 

Purpose

The purpose of this document is to provide instructions for using the Tour de Force Folder Structure Administration utility to setup the Tour de Force folder structure. This document provides an overview of the Tour de Force folder structure, and instructions on how to use the Tour de Force Folder Structure Administration utility to add, edit, delete, and export folders.

 

This technical bulletin contains the following sections:

1. Overview of the Tour de Force Folder Structure
2. Understand how Account Roots and Account Packages are used in Tour de Force
3. Creating the Tour de Force Folder Structure
4. Edit an Account Root or Account Package
5. Exporting the Folder Structure to an Excel Spreadsheet

 

Note: Read the documentation completely before using the Tour de Force Folder Structure Administration utility.

 

A. Overview of the Tour de Force Folder Structure

The folder structure of Tour de Force is set up and maintained in the Tour de Force Folder Structure Administration utility. When creating the Tour de Force folder structure, meeting with key management to discuss and define the naming convention is critical to a successful implementation of Tour de Force.  Most organizations create the folder structure that reflects their business structure.

There are three key factors that influence the design of the Tour de Force folder structure:

• The level of information that needs to be shared in an organization.
• The degree of security required for establishing user permissions on the folders.
• The level of synchronization needed for offline or remote users.

The two folder types include:

• Account Root
• Account Package

 

B. Understand How Account Roots and Account Packages are Used in Tour de Force

Account Roots are folders or containers that are used to group Account Packages.  Typically, companies create an Account Root for each branch location or business unit in the organization.

At least one Account Root is required in a Tour de Force implementation.  

Templates are also associated with Account Roots.  Templates allow each user associated with an Account Root to share documents such as quotes and letters.                  

                                                         

Different templates can be assigned to different Account Roots.  This gives companies the ability to create different Word templates for each office location, region, or division.  This feature is extremely valuable if each location, region, or division has a different logo, address, and/or phone number.

Account Packages contain the folders that are used to store and maintain information related to records such as Accounts, Contacts, and Opportunities, as well as Tour de Force items such as Email, Appointments, and Tasks.

The number of Account Packages needed by an organization is dependant on the level of information that needs to be shared within a company, the degree of security required in the organization, the level of synchronization needed for offline or remote users, and the flexibility required for exporting, analyzing, and reporting data.

Here is a list of questions that need to be answered when determining how to use Account Packages:

• Does the company have multiple salespeople?
• Does the company track sales by territories, regions, or customer classes?
• Are salespeople responsible for sales in a territory, region, or customer class?
• Do Tour de Force users such as salespeople need to share Account information?
• If information needs to be shared among all Tour de Force users, then one Account Package may be sufficient for the whole company?

 

Typically, organizations create an Account Package for each sales territory or salesperson in the company.  If several salespeople exist in an organization, and these salespeople share the responsibility for all Accounts or customers in the sales territory, then one Account Package can be created for all customers within a sales territory.

 

This example shows a single location where all salespeople work in one Account Root, and all of the customers for the company are maintained in the Account Package named Customers.   Prospects and Suppliers/Partners are also Account Packages.

 

 

If an organization has multiple sales territories in the company, and an Account Root is set up for each sales territory, permissions can be set up to restrict users associated with one sales territory from accessing and viewing information related to other sales territories in the organization.

 

If multiple salespeople exist in an organization, and each salesperson is responsible for specific Accounts or customers, then an Account Package can be created for each salesperson.

 

This example shows a regionally based folder structure where Corporate CRM and each region is a Standard folder.  In this example, Branches are Account Roots and the salesperson for each Branch is an Account Package.

 

 

If an Account Package is set up for each salesperson, and each salesperson is responsible for specific Accounts, then permissions can be applied to each Account Package in order to restrict access to only the Accounts associated with each salesperson.

 

If several salespeople share responsibility for different areas within the same Accounts or customers, then an Account Package can be created for the different areas or classifications of customers.  For example, a company needs to track information associated with Customers, Prospects, and Suppliers / Partners.

 

One key concept to keep in mind with determining how to use Account Packages is the level of synchronization for offline use of Tour de Force.  Account Packages are the level in which remote or offline users can synchronize for offline use.

 

One distinguishing feature of Tour de Force is that remote users have the ability to select any number of account packages to synchronize.  If the account packages are organized by salesperson, the amount of data that needs to be replicated can be minimized to the data that is only associated with each salesperson.  In this case, the replication process is faster and more convenient because only the data that is needed is synchronized.  Therefore, segregating customers by salesperson or by class is recommended.

 

Account Packages always follow Account Roots in the Tour de Force folder structure.

 

Account Packages cannot be associated with a Standard folder.

C. Creating the Tour de Force Folder Structure

Use the following procedures to create the Tour de Force folder structure:

1. Open the Tour de Force Administration Console.

2. Expand the Users, Permissions, and Organizational Structure folder.

 

3. Click the Folder Structure Administration item and then click the Launch: Folder Structure Administration button.

 

 

 

 

4. Click the Add Level 4 button.

 

 

5. Type in a name for the Level 4 item and click the OK button.

 

For example, type in Acme Automation.

 

 

6. Click the Add Level 3 button.

 

 

7. Type in a name for the Level 3 item and click the OK button.

 

For example, type in Central Region.

 

 

8. Click the Add AcctRoot button to add an Account Root.

 

 

9. Type in a name for the Account Root and click the OK button.

 

For example, type in Nashville Branch.

 

 

10. Highlight the Account Root that the new Account Package needs to be created in and click the Add AcctPkg button.

 

 

11. Type in the Account Package name and click the OK button.

 

For example, type in Ann Fischer.

 

 

12. Continue adding as many Levels, Account Roots, and Account Packages as needed.

 

After all of the Account Roots and Account Packages have been added, each Account Package needs to be assigned a SalesPersonId or TerritoryId.

 

When the Tour de Force BSI Connector imports Account records, the connector uses the SalesPersonId or TerritoryId on the Account record to determine which Account Package the Account record is imported to from the Business System.

 

13. Click the SalesPersonId dropdown next to the appropriate Account Package and choose the sales person id related to the sales person the Account Package belongs to.

 

For example, the number 1001 is the Sales Person ID for Ann Fischer.

 

 

To assign a TerritoryId to an Account Package, click the TerritoryId field and type in the Territory ID that needs to be related to that Account Package.

 

 

14. After all of the IDs have been assigned to the appropriate Account Packages, click the Refresh button.

 

Note: The Refresh button is used to create the Company Shared folder that contains all of the information related to the data imported into Tour de Force.

 

 

 

7. Edit an Account Root and Account Package

Use the following procedures to edit an Account Root or Account Package:

1. Open the Tour de Force Administration Console.
   
2. Expand the User, Permissions, and Organizational Structure folder.

3. Click the Folder Structure Administration item and then click the Launch: Folder Structure Administration button.

4. Click the Account Package or Account Root that needs to be edited. The folder name can now be changed.

 

For example, change the Account Package name from Micki Hartman to John Busch.

 

Note: The SalesPersonId may need to be changed depending on how the company uses Sales Person IDs.

 

 

 

To delete an item from the Tour de Force Folder Structure Administration utility, the appropriate delete button must be clicked.

 

5. Give to focus to the Account Package that needs to be deleted and click the Delete AcctPkg button.

 

 

6. Click the Refresh button.

 

Note: The Refresh button must be clicked after any changes are made to the Tour de Force folder structure.

 

7.  Close the Tour de Force Administration Console.
8. Exporting the Folder Structure to an Excel Spreadsheet

The Tour de Force Folder Structure Administration utility grants users the ability to export the folder structure to an Excel spreadsheet. Exporting the folder structure is a quick way to show other users how the company’s folder structure is designed, or to get approval of the current folder structure.

Use the following procedures to export the folder structure to an Excel spreadsheet:

1. Open the Tour de Force Administration Console.
   
2. Expand the User, Permissions, and Organizational Structure folder.
3. Click the Folder Structure Administration item and then click the Launch: Folder Structure Administration button.
4. Click the Export to Excel button.

 

 

5. In the File name field, type in the name of the new Excel spreadsheet and click the Save button.

For example, type in Folder Structure Admin 1-14.

 

The folder structure is available to view in the spreadsheet and can be sent to management for review.