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Salesforce.com Packages Version 1.0 29-5-2014
Product Structure Products consist of:
This structure is a replica of how the products are defined in the business and our systems. 1- A course is defined by the ID Set field (CUP ID Set or Product Code in Salesforce, as they have the same information). Normally a course will be linked to an edition number, so, for example in this example we are talking about edition 1. In 2 or 3 years’ time, when the 2nd edition is launched there will be a new course-level-isbn structure as the ID Set number will be different. (In the example above Unlock ID Set is 2502569). A Course will be the unique parent of various levels, these levels will depend on the data gathered from the Publishing system. 2- The Level is just a group of ISBNs that share the same “Level” (as learning level, requirement level). Levels are generally linked with different academic/school years, for example, it is not possible to teach the Introductory and Advanced levels of a product in the same school or academy year. Pupils will study materials from Introductory level this year, intermediate the following one and Advanced the third and last year. Levels are defined by the field Product Code, in this case, it will be a combination of the ID Set and the Level, in the example above the product code of a level must be 2502569/2. A Level is not a local group of products to promote or has the similar behaviour as a pricebook. Iberia has a specific price book for promoting packages. A Level will be the unique parent of several ISBNs, that information is defined on the Pub Sys. 3- The ISBN is the ultimate product, all the information stored at this level is the most accurate information that we will find. For example, an Adoption at ISBN level will give us the quantity of students using a particular book at a particular cost. ISBNs are defined by the field Product Code, which has the ISBN (also stored in the ISBN 13 field). The example below will be: Product Code: 9781107614000. An ISBN will have just one main parent. However, in order to facilitate the communication between global products and local editions, the secondary field Parent 2 was created. The reason is that local 1
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Salesforce.com Packages Version 1.0 29-5-2014
editions not always create different versions of all products, (like for example flashcards), sometimes they share products in order to reduce the production costs. Enhancement proposed: We could store the CUP ID Set for each ISBN, so that we have a direct link with the Course. Although it is true, that we already have that link by the relation between ISBN and the level.
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Salesforce Team
Salesforce.com Packages Version 1.0 29-5-2014
To create a Product structure manually (Course/Level) 1. Find information of the package in publishing system. For that: a. Go to e-xpressions | organisation Information | Business Solutions | Applications b. Click on Publishing system (on the right) to log in 2. IN ISBN 13, put the ISBN the package you’re after and search for it 3. Go the Product Family tab 4. Copy from Publishing System the following (on the right the corresponding fields to populate in Salesforce): a. Product Family ID = > Product Code ; Local Product Code ; CUP ID SET b. Subject Code Main => Subject Code Main c. Description => Description d. Edition => Edition 5. The Course name is the same that can be found in the main screen inside the Pub Sys. For Levels, the information is not straight forward. So we will need to go to the list of components and check the names of those (For example, the component Face2 Face Elementary Workbook will be in the Course Face2Face and in the Level Face2 Face Elementary). Create just one package for each different Course or Level found. 6. For Levels, put slash and the level number in the fields: Products Code and Local Product Code(e.g. /2) 7. For Courses the Granularity should be Course, for Levels it should be Level (if it is not populated already)
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8. Populate the Parent by finding the Course. 9. For Iberia, add the price book entry for the default price book (Iberia Package price book) 10. Once that the Levels exist, we need to go to each ISBN and update the field Parent with the appropriate Level (Tip, look at the component name, it will tell us what is his Level) 11. For each ISBN we also need to set the Short Order, it could be find in the Pub Sys inside the list of ISBNs, it will be the same order they have in that list. This field is IMPORTANT as it is being used to show the different components in the Iberian Product Adoption process.
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Salesforce Team
Salesforce.com Packages Version 1.0 29-5-2014
To create a Product structure automatically (Course/Level) 1. Talk to Louise Kelman so that she can give you an excel file with all the information or create a view in the database so that you can obtain it by yourself. 2. Depending on how the information is stored, you will need to separate Courses and Levels. a. There might be some courses without Levels, in that case, a mock level should be created with the same information that the Course has, that is the only way the Salesforce structure will be kept. 3. The Courses should be created first as we need their ID so that we can include it in the Level csv file. I have always used the ID Set field to link those values. 4. Once the Courses have been created, we will need to prepare the Levels files, apart from adding the Salesforce IDs for the courses, we will need to create the values for Product Code and Local Product Code by linking the ID set and the Level number (2502569/2). 5. Sometimes it is advisable to quickly check all Levels as sometimes the Pub Sys information is wrong and in the same course we could have Level 2 and 2 as valid Levels. Obviously, all of them should be Level 2, we shouldn’t create a Level for the 2. 6. The same that we did for the Levels should be done here for the ISBNs. The only thing we need is to link the ISBNs with the Levels created, this should be done in the view or the file generated for the package creation. (In the past we have provided a list of ISBNs to Louise to send us the information of, we can do the same or simply ask for all the information and then filter the ISBNs ourselves) 7. My main advice would be not to update the Packages that already exist, changes in packages are not common. So, focusing only on the new packages will reduce the number of problems and the time this task will last. (We shouldn’t forget that Packages are as live and important as the ISBNs, if we modify/ mess with them Iberia will have to stop working) 5
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Salesforce.com Packages Version 1.0 29-5-2014
8. This is the folder where all the information related to the first Package load was saved: \\groupshares.cup.cam.ac.uk\Business Solutions\Projects\Salesforce\Product\Packages 2014 a. In that folder you have the SDL files that were used to dataload the information. b. In the folder \\groupshares.cup.cam.ac.uk\Business Solutions\Projects\Salesforce\Product\Packages 2014\live you will be able to find the files extracted from the excel provided by Louise K, they have been renamed with the order they should be generated/imported into Salesforce.
ORIGINAL SPECS FOR PRODUCTS/PACKAGES - IBERIA EXTRACT from document ‘Master_BS_specification_Iberia_v1.5’: Opportunity products will be held at ‘product level’ granularity for ELT, e.g. face2face level 1, rather than at ISBN. Adopted products and samples will be held at ISBN level. Academic Books products should be available just at ISBN level, and could rarely be used at opportunities also. There is no initial requirement for Iberian users to have access to Education or Journals products. In the first instance, it would be sufficient to just have those Academic Books products found in the ELT catalogue (i.e. those listed in the ELT publishing system). ISBNs will only be included for viewing on Iberia Salesforce when they have an Iberian Euro price set. These Euro price lists will either be supplied by Excel from GESDIS, or ideally from CORE_ISBN_SITE fields in core Oracle tables in Cambridge. So the ideal workflow will be GESDIS to CORE_ISBN_SITE to Salesforce. Note that it is assumed that that inclusion criteria is sufficient in itself and that it won’t be necessary to either use the old MIS ‘not sold’ flag nor the new Right90 ‘target market’ field to set additional exclusion criteria. It will also be required to have product entries for publicity items. The best source for this data still to be determined. It might be CORE_ISBN (Cambridge), GESDIS or even manual data entry. Iberia consider there to only be few so would be willing to enter manually if required. The ‘product level’ groupings used will only be those as defined in the ELT publishing system. A grouping will only be including for viewing on Iberia Salesforce when one of its component ISBNs is included (i.e. has an Iberian Euro price set, as above). The price of a grouping (for estimating opportunity value) will be defined as: 6
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•
for a course (subject code beginning E1), the first two components by sort order in the Publishing System within the grouping (typically the student book and workbook), • for other titles, the first component by sort order in the Publishing System within the grouping (typically the student book). This paragraph defined how the specifications for Iberia were created. Products were to be transferred from the Publishing System to SF automatically (products meaning ISBNs, packages/levels, and courses) so that: •
Packages and courses, not just ISBNs, would be created for all ELT products and Academic products that appear in ELT catalogue. • Products were automatically linked to each other via the Parent field: o Course Levels ISBN o ISBNs must be linked to level by Parent. Levels must be linked to course by parent. All products would have details in each field that appears on each screen. On the following page we’ve taken screenshots from Salesforce and highlighted fields that are sometimes missing and that are needed:
Products with Granularity=ISBN:
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Products with Granularity=Level:
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Salesforce.com Packages Version 1.0 29-5-2014
Products with Granularity=Course
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Salesforce Team
Salesforce.com Packages Version 1.0 29-5-2014
All these fields need to be transferred automatically from the Publishing System, either because they are needed for the users’ everyday work (ie course sort order, edition), or because they are needed for reports and analysis (ie subject code, higher subject code).
Most importantly courses and packages need to be created automatically, in the same way that ISBNs are. A few years ago packages/levels and courses no longer were transferred to Salesforce, which meant that they started to be created manually. This has implied countless hours of work both in Iberia and with the SF support team.
PLEASE NOTE ALL OF THE SYSTEM DESCRIBED ABOVE WAS IN THE ORIGINAL SPECIFICATIONS FOR SF IBERIA. NOT HAVING PACKAGES AND COURSE CREATED AUTOMATICALLY IMPLIES THAT USERS CAN’T WORK WITH SF. THIS NEEDS TO BE TAKEN AGAIN IN THE SCOPE OF WORK WHEN CREATING PRODUCTS.
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