Reorganizing or Deleting a Territory Tree

This chapter provides an overview of tree reorganization and discusses how to:

Reorganize a territory tree.
Delete trees or tree nodes.

Understanding Tree Reorganization

Occasionally, you may need to change the structure of a territory tree due to a reorganization or expansion of your sales activities. For example, you might add or delete territories, or restructure a part of the territory tree. Use the tree reorganization process to make changes to a tree. Typically, you use the reorganization process to clone an existing tree and then make modifications to the new tree. You can give the new tree the same name as the existing tree, as long as you assign it a new effective date. Another option is to give the new tree an entirely different name. You can then view and edit the new tree as needed. The system uses the tree with the most recent effective date as your default tree.

Territory Tree Reorganization is performed using the process template provided in the Reorganize Territories component. Each step of the process is keyed to the completion of the previous step. Typically, system administrators run the tree reorganization process. Users with branch access to a territory can run the tree reorganization process for the territory. You can give system administrators access to specific branches within a tree.

Note. Branch access is distinct from territory visibility. A PeopleSoft user does not need branch access to access territories within a branch; the user needs only territory visibility.

When you reorganize territory trees, the system helps you to reassign the sales users for leads and opportunities. The reorganization process suggests a new territory and a new primary sales user for each lead or opportunity in a territory that you have changed or deleted. When you clone a tree and make changes, you can generate a worksheet based on these changes, so that you can see how the system would reassign the leads and opportunities. You can then choose to override or adjust the changes, select which changes to accept, and then submit them to update the leads and opportunities.

Besides the mass reassignment that is integral to reorganizing a tree, at any time you can individually reassign a representative's leads and opportunities to a different sales representative. For example, suppose that the current representative is promoted or otherwise moved out of the sales representative position, the representative's leads and opportunities must be reassigned.

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

Note. The RSF_TR_REORG component includes the Configurable Search capability, which enables you to filter the reorganization worksheets into more logical groupings.

See Understanding the Configurable Search.

The worksheets use predefined configurable assignment criteria to suggest the best fit for lead or opportunity reassignment. You may have reasons for not accepting the systems suggestions, and at this stage, you can make those changes. The reorganization worksheets have been tuned for faster performance and display a specific number of leads or opportunities.

The Configurable Search setup for the reorganization component limits you to a maximum of 300 leads or opportunities per search. The system displays a message if more than 300 are found. You may need to change this depending on the number of leads or opportunities that your sales force is working at the time of reorganization. The system takes longer to present larger result sets.

You may also need to filter the search criteria to narrow down what appears on each worksheet. The delivered Configurable Search for Territory Tree Reorganization includes the ability to filter searches based on Reorganization ID, Current Rep, Current Territory, New Rep, New Territory, and Lead or Opportunity fields. Filtering your search based on one or more of these presents you with a more focused set of leads and opportunities to review.

The Current Rep and Current Territory prompts are based on the Current Tree. The Current Rep prompt is a list of direct reports in the tree hierarchy reporting to the manager or administrator responsible for processing reorganization, while New Rep and New Territory prompts are based on the New Tree. The New Rep prompt enables the administrator or manager to assign leads and opportunities to representatives who may or may not be direct reports of that manager in the sales organization.

It is important to note that the ability to use Personalize Search is activated by default, and among other benefits, it enables the user to save searches and reuse them. The Personalize Search feature also controls whether you use the reorganization ID as one of your search criteria for the reorganization that you are currently reviewing. Since you may test many possible structures while planning your reorganization, the system stores them under unique IDs. If you prevent the inclusion of the reorganization ID in your search or saved search, your resulting data sets may include information from any or all of the reorganization structures stored in the system. The reorganization ID should always be one of the selected criteria on the Personalize Search page.

Another feature of Configurable Search is the ability to provide visual prompts about your search result set. At the top of the page, you see the criteria on which the result set is based. For example, you might see: Reorganization ID = 100000000300010 AND Current Rep = Marx, Stu Manager AND New Rep = Allen, Edward. This example shows that the data result set was filtered first by reorganization ID then any lead assigned to the current representative, in this case Stu Marx, and the new representative who is Edward Allen. If one or more member of the data set needs to be assigned to a representative besides Edward Allen, you can do so at this time.

Reorganizing a Territory Tree

This section discusses how to:

Clone and reorganize a tree.
Review the reorganization worksheets.
Select the territory team and primary representatives.
Submit the reorganization.

Pages Used to Reorganize a Territory Tree

Page Name	Object Name	Navigation	Usage
Tree Reorganization	RSF_TR_REORG	Sales, Reorganize Territories	Follow steps to reorganize territories on a tree.
Tree Manager	PSTREEMGR	Sales, Reorganize Territories Click the View and Restructure Territory Tree link.	View or make changes to a territory tree.
Lead Reorganization	RSF_TR_REORG_LEAD	Sales, Reorganize Territories, Reorg Leads	Review and adjust the system's reassignment of leads in the new structure.
Lead Reorganization - Current Team	RSF_TR_LE_TEAM	Sales, Reorganize Territories, Reorg Leads Click the Current Team link.	Review the current team of a lead before reorganization.
Lead Reorganization - New Team	RSF_TR_REORG_LETM	Sales, Reorganize Territories, Reorg Leads Click the New Team link.	Review and adjust the new territory team of a lead after reorganization, and select the primary representatives.
Opportunity Reorganization	RSF_TR_REORG_OPP	Sales, Reorganize Territories, Reorg Opportunities	Review and adjust the system's reassignment of opportunities in the new structure.
Opportunity Reorganization - Current Team	RSF_TR_OP_TEAM	Sales, Reorganize Territories, Reorg Opportunities Click the Current Team link.	Review the current team of an opportunity before reorganization.
Opportunity Reorganization - New Team	RSF_TR_REORG_OPTM	Sales, Reorganize Territories, Reorg Opportunities Click the New Team link.	Review and adjust the new territory team of an opportunity after reorganization, and select the primary representatives.
Account Reorganization	RSF_TR_REORG_ACCT	Sales, Reorganize Territories, Reorg Accounts	Review and adjust the system's reassignment of accounts in the new structure.
Account Reorganization - Current Team	RSF_TR_ACC_TEAM	Sales, Reorganize Territories, Reorg Accounts Click the Current Team link.	Review the current team of an account before reorganization.
Account Reorganization - New Team	RSF_TR_REORG_ACTM	Sales, Reorganize Territories, Reorg Accounts Click the New Team link.	Review and adjust the new territory team of an opportunity after reorganization, and select the primary representatives.
Submit Reorg	RSF_TR_SUBMIT	Sales, Reorganize Territories, Submit Reorg	Follow steps to submit a reorganization of a territory tree.
Sales User	RSF_SUSER1	Sales, Reorganize Territories, Click the Look Up Sales User link.	View or adjust each sales user's territory accessibility after reorganizing a tree.
Sales Access Update	RSF_ACCESS_RUN	Sales, Territories, Reorganize Territory Trees Click the Update Security Access link.	Run the Update Sales Access process to update security.

Cloning and Reorganizing a Tree

Access the Reorg Territories page.

Follow steps to reorganize territories on a tree.

Note. The links and buttons on this page become available dynamically as you complete the steps.

STEP 1: Select Current Tree

Current Tree Name

Select the tree that you want to clone.

If the sales user is assigned to a single tree, the system displays the name of that tree and makes the field unavailable.

If the sales user is assigned to multiple trees, the tree name is available and the trees to which he or she is assigned are available, so that the sales user can select a tree.

Note. Sales users can clone or reorganize only trees to which they are assigned. Sales users can also reorganize only the leads and opportunities of the sales representatives to which they have visibility on the territory tree.

For example, a sales administrator for the European tree could reorganize only the Europe tree and only sees the European leads and opportunities on the reorganization worksheets.

See Defining a Sales User's Visibility.

STEP 2: Select New Tree/Date

New Tree Name

Enter or select the name that you want to give the tree that you are creating.

If you have access to multiple trees, you can select from those tree names or enter a new tree name.

New Effective Date

Enter the date on which the new tree should become effective. The system enters the current date as the effective date, which you can override.

You might enter a future effective date to give you time to reorganize the tree, review the worksheets, and adjust the leads and opportunity assignments for sales representatives to which you have visibility on the new tree.

Create New Tree as Copy of Current Tree

Click to clone the tree specified in the Current Tree Name field in the STEP 1: Select Current Tree group box and give it the name specified in the New Tree Name field.

The system copies the tree and makes the View and Restructure Territory Tree link available in the STEP 3: Create and Edit Tree group box.

STEP 3: Create and Edit Tree

View and Restructure Territory Tree

Click to access the (PeopleTools) Tree Manager page, where you can create new nodes, delete nodes, and otherwise make changes to the cloned tree.

Note. If you delete nodes, be sure to clean up the residual territory data.

See Deleting Residual Territory Definitions From PeopleSoft Sales.

STEP 4: Generate Worksheets

The next step is to run the Tree Reorganization process (RSF_TR_REORG).

Note. Before generating the worksheets, you must specify assignment groups for all accounts that are affected by the reorganization.

Generate Reorganization Worksheets

This button is available only after you complete the previous step.

Click to reassign all of your leads and opportunities for the specified new tree and territory definitions, based on the assignment criteria configuration.

Worksheets enable you to view how the system reassigned the leads and opportunities based on the criteria. Worksheets also enable you to adjust the assignments, if necessary.

Refresh Status

Click to refresh the status display.

Monitor Process

Click to access the Process List page, where you can identify the status of the reorganization worksheet generation process to determine when it is completed.

When it is completed, the next step is available.

STEP 5: Review Worksheets

Review Reorganization Worksheets

Click to access the leads, opportunities, or accounts reorganization worksheets that were generated using the STEP 4: Generate Worksheets group box.

Reviewing the Reorganization Worksheets

Access the Leads Reorganization page, Opportunities Reorganization page, or Accounts Reorganization page.

Review the results of the system's reassignment of leads, opportunities or accounts in the new tree structure. Select new representatives to assign the items, if necessary.

Select	Select each reassignment that you want to accept.
Current Team	Click to access the Lead Reorganization - Current Team, Opportunity Reorganization - Current Team, or Account Reorganization - Current Team page, where you can view the current team for the lead, opportunity or account prior to reorganization. This can be helpful for determining the required changes.
New Team	Click to access the Lead Reorganization - New Team, Opportunity Reorganization - New Team, or Account Reorganization - New Team page, where you can view the new team for the lead, opportunity or account after reorganization. This can be helpful for identifying the sales representatives to add to the sales team. You can also use these pages to select the primary representative. Click OK; the system updates the new primary representative from this page to the leads, opportunities, or accounts.
Next	Click to access the Submit Reorg page, where you can click Submit Reorganization to complete the reassignments.

Selecting the Territory Team and Primary Representatives

Access the Lead Reorganization - New Team page, Opportunity Reorganization - New Team page, or Account Reorganization - New Team page.

Select

Select a check box for each member that you want to keep on the new team after the reorganization.

Primary

Select to specify the primary sales representative for each territory.

Submitting the Reorganization

Access the Submit Reorg page.

STEP 6: Submit Worksheets

Submit Reorganization

Click to apply the reorganizations from the worksheet to the leads, opportunities and accounts by updating the new territory and sales representatives.

STEP 7: Review Visibility

Look Up Sales User

Click to access the Sales User page for each sales user affected by the reorganization to view or adjust the user's territory visibility settings.

STEP 8: Update Security Access

Update Security Access

Click to access the Sales Access Update page, where you can run the process to apply the changes and update the security settings.

Deleting Trees or Tree Nodes

This section discusses how to:

Use PeopleSoft Tree Manager to delete tree items.
Delete residual territory definitions from PeopleSoft Sales.

Note. Deleting a whole tree should be done with great caution. The only time you might want to delete a whole tree is when you have been practicing setting up a tree and want to delete the drafts.

Pages Used to Delete Trees or Tree Nodes

Page Name	Object Name	Navigation	Usage
Tree Maintenance	PSTREEMAINT	Tree Manager, Tree Utilities, Copy/Delete Tree, Tree Maintenance	Delete a tree.
Tree Structure Maintenance	PSTREESTRCMAINT	Tree Manager, Tree Utilities, Copy/Delete Tree, Tree Structure Maintenance	Delete tree nodes.
Delete Territory	RSF_TR_DEL_TREE	Set Up CRM, Product Related, Sales, Territory, Delete Territory	Delete residual tree and territory data from the application after deleting trees or nodes in PeopleSoft Tree Manager.

Using PeopleSoft Tree Manager to Delete Tree Items

Access the Tree Maintenance and Tree Structure Maintenance pages in PeopleSoft Tree Manager.

See PeopleSoft Tree Manager PeopleBook

Using PeopleSoft Tree Manager, you can delete nodes from a tree or delete a whole tree. PeopleSoft Tree Manager, however, does not delete the territory data associated with trees or nodes across applications. This residual territory data still exists in PeopleSoft Sales and can be included in prompt lists as if actively assigned to a tree. For example, you might delete the node for the Western territory, but the Western territory and its data still exists. You must delete this residual territory data from PeopleSoft Sales using the Delete Territory page.

Deleting Residual Territory Definitions From PeopleSoft Sales

Access the Delete Territory page.

All territories that were deleted on a tree in PeopleTools are listed on this page. Deleted territories are no longer used for visibility or assignment. Use this page to delete residual territory data from PeopleSoft Sales.

Select	Select the territory tree or node for which you want to delete residual data.
Delete Selected Territories	When you click this button, the system asks you to confirm your decision to delete the residual data for the selected items. When you proceed, the system deletes the selected items and returns you to this page, listing only the data, if any, that still exists for the tree.

Select	Select a check box for each member that you want to keep on the new team after the reorganization.
Primary	Select to specify the primary sales representative for each territory.