The Move-Delete Accounts Utility in Tour deForce

Purpose

 

The purpose of this document is to provide instructions for using the Move/Delete Accounts utility to move or delete Account records.

 

The Move/Delete Accounts utility is used to move Account records from one or more Account Packages to another Package in Tour de Force, as well as delete Account records from Account Packages.

 

The Move feature of the Move/Delete Accounts utility is typically used when a company needs to move an Account due to territory realignment.

 

This technical bulletin contains the following sections:

 

1. Overview of the Move/Delete Accounts Utility
2. Accessing the Move/Delete Accounts Utility
3. Moving Account Records
4. Deleting Account Records
5. Best Practices and Things to Watch Out For

 

Note: Read the documentation completely before using the Move/Delete Accounts utility.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Overview of the Move/Delete Accounts Utility

The Move/Delete Accounts utility is a quick and efficient way to move multiple Account records from multiple Account Packages to another Account Package in Tour de Force.  The Move/Delete Accounts utility is also a useful tool for deleting multiple Account records from Tour de Force.

 

 

The Move/Delete Accounts utility is divided into two different forms:

 

• Move – When the Operation field is set to Move, the Move form displays.  The Move form contains the following sections:

 

• Source Account Package
• Target Account Package
• Account records grid

 

• Delete – When the Operation field is set to Delete, the Delete form displays.  The Delete form contains the following sections:

 

• Source Account Package
• Account records grid

 

 

 

 

 

 

 

 

 

 

 

 

When the Operation field is set to Move, the Move form displays which can contains the tools used to move Account records from a source Account Package(s) to the target Account Package.

 

 

The first section of the Move form is the Source Account Package section.  This section contains all of the Account Packages in Tour de Force, and is used to select the Account Packages that contain the Account records that need to be moved.  Each time an Account Package is selected the Account records associated with that Account Package display in the Account records grid.

 

The second section of the Move form is the Target Account Package section.  This section contains all of the Account Packages in Tour de Force, and is used to select the destination Account Package for the Account records that need to be moved.  After the MOVE Selected Accounts button is clicked, all of the selected Account records get moved to the target Account Package.

 

Note:  While multiple source Account Packages can be selected, only one target Account Package can be selected per move operation.

 

The third section of the Move form is the Account records grid.  All of the Account records for the selected source Account Packages display in the Account records grid.  In this grid users can select which Account records need to be moved to the target Account Package.  Once the necessary Account records have been selected the MOVE selected Accounts button can be used to move the Account records.

 

 

 

 

 

 

 

 

 

 

 

 

When the Operation field is set to Delete, the Delete form displays which contains the tools used to delete Account records.

 

 

The first section of the Delete form is the Source Account Package section.  This section contains all of the Account Packages in Tour de Force, and is used to select the Account Packages that contain the Account records that need to be deleted.  Each time an Account Package is selected the Account records associated with that Account Package display in the Account records grid.

 

The second section of the Delete form is the Account records grid.  All of the Account records for the selected source Account Packages display in the Account records grid.  In this grid users can select which Account records need to be deleted from Tour de Force. Once the necessary Account records have been selected the DELETE selected Accounts button can be used to move the Account records.

 

Note: The delete function in the Move/Delete Accounts utility is a soft delete, and only flags the Account records for deletion.  In order to delete the Account records permanently the Purge Items utility must be used.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Accessing the Move/Delete Accounts Utility

Use the following procedures to access the Move/Delete Accounts utility:

 

1. Open the Tour de Force Administration Console. 

 

2. Expand the Data Clean Up Utilities section and select the Move/Delete Accounts option.

 

 

3. Click the Launch: Move/Delete Accounts button. 

 

 

 

3. Moving Account Records

The Move operation of the Move/Delete Accounts utility is typically used after a company goes through territory realignment.  The reasons for the realignment vary from company-to-company, but in general it is because a sales person has left and the Account records they were responsible for need to be shifted to a new Account Package/Salesperson/Sales Territory.  The Move form is used to not only move the Account records, but any child items currently linked to that Account record.

 

Use the following procedures to move Account records from one or more Account Packages to another Account Package:

 

1. Access the Move/Delete Accounts utility.

 

2. In the Operation field, select Move.

 

 

3. In the Source Account Package section, select the Account Package(s) that contain the Account records that need to be moved.

 

 

 

4. In the Target Account Package section, select the destination Account Package.

 

Note: Only one target Account Package can be selected per move operation.

 

 

5. In the Account records grid, select the necessary Account records that need to be moved to the selected target Account Package.

 

 

 

 

 

 

 

6. Once the necessary Account records have been selected, click the MOVE Selected Accounts button.

 

 

7. Click the Yes button to confirm the move.

 

 

8. Once the operation completes, the View Info button can be used to view a more detailed report of what all has been moved.  This screen is typically for informational and troubleshooting purposes only.

 

 

9. Click the OK button to close the screen.

 

 

 

 

 

4. Deleting Account Records

The Move/Delete Accounts utility grants admins the ability to delete multiple Account records at once across multiple Account Packages.  This is a quicker and more efficient way than trying to use the Account records grid in the Manager’s Console or the Global Search.  

 

Note: Deleting an Account record also deletes the child items linked to the Account record.

 

Use the following procedures to delete Account records:

 

1. Access the Move/Delete Accounts utility.

 

2. In the Operation field, select Delete.

 

 

3. In the Source Account Package section, select the Account Package(s) that contain the Account records that need to be deleted.

 

4. In the Account records grid, select the necessary Account records that need to be deleted.

 

 

5. Once the necessary Account records have been selected, click the DELETE Selected Accounts button.

 

 

6. Click the Yes button to confirm the deletion.

 

 

7. Once the operation completes, the View Info button can be used to view a more detailed report of what all has been deleted.  This screen is typically for informational and troubleshooting purposes only.

 

 

8. Click the OK button to close the screen.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Best Practices and Things to Watch Out For

• It is important to note that multiple Account Packages can be selected in the Source Account Package section but only one target Account Package can be selected in the Target Account Package section.  

 

• Before performing a move operation Tour de Force recommends creating a backup of the database before the move occurs.

 

• Tour de Force uses either the Territory ID field or the Salesperson ID field in the Folder Structure to determine what Account Packages, Account records belong to.  If the business system has not been updated with the correct Territory or Salesperson ID, when the BSI Connector runs the Accounts that have been moved could return to their old Account Package.  Before running the move operation make sure that the Territory or Salesperson ID fields match the new Territory or Salesperson ID in the business system.

 

• Once an Account record gets the deleted ALL of the records and items linked to that Account record get deleted as well.  This happens to prevent any orphan items from existing in the system.

 

• The delete that is performed on the Account records in the Move/Delete Accounts utility is a soft delete and not a hard delete.  This means that the Account records and all of their linked records and items only get flagged for deletion and are not permanently removed. These records and items can be restored using the Restore Items utility.

 

• Tour de Force does not recommend deleting Account records as the possibility exists that an error could occur during the deletion process potentially leaving orphan items in the system.  Another method for “removing” Account records is to mark the Account records as Inactive.