Setup: Define Deal Attributes

Define Deal Attributes page is the template Express uses to know which fields to insert data into. Express allows for Admins to import data via CSV, Salesforce objects, or manually.

Import Options within Express:

External CSV file: You can import CSV-formatted external files of sales transactions that are ready for commissioning into Xactly Incent Express. These external files can be Microsoft Excel spreadsheets or files extracted from another system, such as an order entry application. Express allows you to specify the fields in your external file, along with the order of those fields in the file.
Salesforce Objects: If your company pays commissions based on data stored in a standard or custom object in Salesforce, you can import these opportunities directly into Express. Express allows you to select the attributes of any Salesforce.com object that you want to use for commissioning, and display these attributes in dashboards, screens, and reports.
Manually: You can create sales transactions interactively using Express. When creating a new transaction, you can choose to either specify every attribute or field or copy an existing Express sales transaction and modify attributes and fields as appropriate. For example, if you import deals through an external file but want to give credit on one transaction to additional people, you can copy the transaction and assign the salespeople on the copied transaction, adjusting the credit values appropriately.

Define Deal Attribute Page:

To navigate to this page go to Setup > Define Deal Attribute:

Express Fields:

No matter if you use a CSV, import via Salesforce, or enter in a manual deal under the Manage Deals section in Express, Express will use the same Express Field Names. These names are determined under the "View All Fields" option in the Define Deal Attribute tab.

View All Fields: This will display all fields in Express. There are limitations to the Number of Fields within Express based on Data Type. It is recommended to not create fields in the mappings, but on the View All Fields page instead. This will prevent Admins from going beyond the data type limitations.

Options: This column allows Admins to edit a specific field row. Click the pencil icon to edit the data type, field name, description, or if a field is required and/or unique.
Data Type: The data type is the type of data showing on a specific field. In other words the type of variable per field type. Express allows for the following data types:
- Currency
- Decimal
- Date
- User
- Text
- Checkbox

Express Field Name: The label that appears for the attribute in Express screens and reports. By default, the Express Field Name is the same as the Opportunity Attribute text, but you can modify it if required.
- For reporting, see Changing XC Report Field Names to Deal Attribute Names Shown in Express for more details.
Description: Admins have the option to details per field. This will only appear under the Define Deal Attribute page as well as within the XCDealAttribute report. This is for Admin use only and will not display for End Users. This is optional.
UniqueID (checkbox): Admins can mark if they would like to specify a field as unique. Unique Ids should be a combination of the Deal Id, Deal Date, and Salesperson that defines a unique sales transaction record. Sales Admins can edit this to be any combination of fields.

If two records with the same unique Id (i.e. Deal Id) are loaded into the system, the records are considered duplicates. When you Import Data, Express will reject duplicates or treat duplicates as an update to the original record. Part of making Express consider the second deal, not a duplicate, but unique is having a combination of fields within a mapping that makes it unique.

For example, having Deal Id + Import Source unique and having two mappings with the same Deal Id, but different Import Sources will allow the system to consider them unique deals. Deal 1 would be "Deal Id + Import Source 1" and Deal 2 would be "Deal Id + Import Source 2".

NOTE: It is not recommended to make more than 2 or 3 fields unique. Making all fields unique may cause additional errors in imports or calculations.

See Unique IDs and Required Fields for more details.

Required (checkbox): Indicates whether a value must be supplied for the attribute. If checked, a value is required and the record cannot be blank in either the Salesforce import or CSV upload.

Additionally, if this box is checked off, this field is required on ALL mappings created and will need to have a value in the field for Express to import or upload into the system.

NOTE: It is not recommended to make more than 2 or 3 fields required. Making all fields required may cause additional errors in imports or calculations.

Required Fields: Express has three required fields. Every mapping and every deal imported into Express has to have values in these fields. Missing values on these fields can cause Deal(s) Not Importing into Express

Deal Id: A unique identifier for the credited sales transaction. If multiple people get credit on the same sales transaction, there are multiple credited sales transactions with each having the same deal Id. This field is automatically checked as unique and required and cannot be changed.
- Salesforce Mappings: the Deal Id is typically the autogenerated ID Salesforce creates per record. Such as Opportunity ID or Product ID
  - Overall, when creating a Salesforce mapping, every deal has to have one unique Id, which Express calls the Deal Id. It is recommended to use the already auto-populated Id field from Salesforce:
    
    Mapping to Opportunity: look for field name "Opportunity"
    Mapping to Product: look for field name "Line Item"
    Mapping to Custom Field: look for field name "Record"
- CSV Mappings or Manual Deals: If Creating a New Deal in the Manage Deals tabor Importing Deals via CSV a Deal Id can include special characters, spaces, and does not have a length limit. It is important to know when searching for a deal or Deleting Holds or Releasing Holds Express looks for character-specific Deal Ids. So if the deal Id is "Jones Deal 33321", and when searching for the deal it is entered in as "Jones Deal 33321", the deal is not the same.
Deal Date: The date on which the deal becomes ready to be processed for commission. This field is automatically checked as required and cannot be changed.
- For example, if a sale occurred on January 15th, but is deemed ready for the commission to be paid on July 15th, the Deal Date is July 15th. This is determined per company.
Salesperson: The Salesforce user who gets credit on the transaction. If a Salesperson is not identified on a sales transaction, no one is awarded credit for the deal. You can assign the credited salesperson on the deal directly in Express, see Define: Credits for more details. This field is automatically checked as required and cannot be changed.
- The salesperson is defined under Setup: Manage Users tab and requires a Licenses for Express (PDF)

Default Fields: Express has two additional fields that are already connected to Salesforce. Within Salesforce there is no limitation if a Product name or Account name is the same, but Express will not be able to import the data if Product or Account names are not unique.

Product Id: The product name from the list of products defined in Salesforce. You can set commission rules based on the product.
Account Id: An account name from the list of accounts defined in Salesforce. You can set commission rules based on the account. Account Names are considered unique names and cannot be duplicated.

Deal Mappings:

There are three options of what kind of mappings an Admin can create. The Deal, Release, or Delete mappings. Deal mappings are used to import deals into Express to be credited and paid commission on. Deal mappings can be either CSV or Salesforce mappings.

Salesforce Mappings:

Options: This column allows Admins to edit a specific field row. Click the pencil icon to edit the field. To edit if unique or required, go to View All Fields tab.
Data Type: The data type is the type of data showing on a specific field. In other words the type of variable per field type. If a field is created in Salesforce, the data type must match. For example, if a field in Salesforce is Number, this is another form of a Decimal field, and the Data Type option selected must be Number, not Currency.
Salesforce Field Name: The attribute of the Salesforce object. This option only appears for Salesforce mappings and will link to the fields that appear on the object. For example, you select the data type field Text, only fields labeled Text will appear in the drop-down menu.
- Lookup Options: If a mapping starts at a child object, but the field is on the parent, click the drop-down menu option > select "Lookup Field":

From there, you can click on any field that has the double arrows ">>" on the right side of the pop-up screen. This indicates a field will look up to a parent object:

Where a Salesforce Mapping starts: Each mapping can start at different objects. To see which object from Salesforce your mapping starts at:

Go to Setup > Deal Attributes Page
Click the mapping you would like to review from the list to the left of the screen
Click the cogwheel icon > Edit Mapping
Update the name of the mapping in the Source Name field, and click the Save/Close button.

Express Field Name: This is the field named under View All Fields. Admins can create new field names from individual mappings, but it is recommended to create all field names on the View All Fields tab. Express Field Names can be used in all mappings, but look to different fields.

For example, Mapping 1 can have the Express Field Name "Amount" look to MRR Amount in Salesforce, but Mapping 2 can use the same Express Field Name "Amount" and look to a CSV file instead.

The Express Field Name will house all the details in reporting and will allow Admins to reference it in all mappings and not have multiple "Amount" fields.

CSV Deal Mapping:

Column: This indicates the column when it is exported out to Excel.

Reorder: You have the ability to drag and drop the attribute to the new location.

Type: This is the Data Type that is pre-determined from the View All Fields.

Name: This is the Name of the field from View All Fields.

Include to Import: If the checkbox is grayed out, the field is required and cannot be removed. If the checkbox is checked then it is a part of the field, if it is unchecked then it is not in the field.

To add new attributes to the mapping, click the corresponding Import Field check
boxes.
Reorder the attributes by clicking and dragging the corresponding Arrow icon and dragging and dropping the attribute to the new location.
You must ensure that the order of your columns in the Deal Attributes page matches the exact order that they appear in your CSV file.
Click the Save button to save the settings

Release Mappings:

For the Release Mapping section, the fields that auto-populate, when the release mapping is created, are all the system will need to release holds. This is meant to automate the releasing of holds.

Even though each deal has several additional fields and details, for the releases to happen, the system will only need those required and unique fields showing under the release mapping.

No additional fields should be added.

NOTE: If a mapping is incorrectly created as a specific release mapping, in order to change it to the other type, it would need to be recreated. In other words, if the release mapping is created as Milestone, but should be prorated, the Admin will need to delete the Milestone mapping and create a new release mapping from scratch.

Learn how to Release Holds.

Types of Mappings: There are two types of release mappings; Milestone and Prorate. All other holds should release automatically. See Hold and Release Breakdown for more details.

Milestone: Milestone mappings have the following required and unique fields. The default fields are:
- Deal Id: Deal Id will need to be the same field that the Deal Mapping looks to. So if the Deal Mapping as the Deal Id as Opportunity Product Id, the Release Mapping will need to have the Deal Id look to Opportunity Product Id. This also means that the Release Mapping needs to start at the Opportunity Product Object in order to pull the correct Opportunity Product Id.
- Event Name: Event Name is based on the Hold and Release rule setup in section E of the payment rule. This is character and case-sensitive.
- Release Date: This acts as the Deal Date for the hold. It is the date in which period you would like to release the hold. So if the hold has a Release Date of March 3, 2020, then it will release in the March 2020 period.

Any additional fields that are unique and required, will appear on this mapping. For example, often times a field called "Import Source" or "Mapping" is created and will appear. Admins will select the object they have released information and can release the information automatically each period.

Prorate: Prorate mappings have the following required and unique fields. The default fields are:
- Deal Id: Deal Id will need to be the same field that the Deal Mapping looks to. So if the Deal Mapping as the Deal Id as Opportunity Product Id, the Release Mapping will need to have the Deal Id look to Opportunity Product Id. This also means that the Release Mapping needs to start at the Opportunity Product Object in order to pull the correct Opportunity Product Id.
- Event Name: Event Name is based on the Hold and Release rule setup in section E of the payment rule. This is character and case-sensitive.
- Release Date: This acts as the Deal Date for the hold. It is the date in which period you would like to release the hold. So if the hold has a Release Date of March 3, 2020, then it will release in the March 2020 period.
- Balance Paid: This is the credit amount that should be released. This field should be the cumulative amount that should be released.

For example, if a deal that has a credit of 10,000 and in Period 1 3,000 was released the Balance Paid amount will be 3,000. Period 2 an additional 500 should release. The Balance Paid should say 3,500.

Delete Hold Mappings:

For the Delete Mapping section, the fields that auto-populate, when the delete mapping is created, are all the system will need to delete the holds. This is meant to automate the deleting of holds. This mapping will not delete deals from Express, only delete the remaining hold(s).

Even though each deal has several additional fields and details, for the delete to happen, the system will only need those required and unique fields showing under the delete mapping.

No additional fields should be added.

NOTE: If a mapping is incorrectly created as a specific delete mapping, in order to change it to the other type, it would need to be recreated. In other words, if the delete mapping is created as Milestone, but should be prorated, the Admin will need to delete the Milestone mapping and create a new delete mapping from scratch.
Learn how to Delete Holds

Milestone: Milestone mappings have the following required and unique fields. The default fields are:
- Deal Id: Deal Id will need to be the same field that the Deal Mapping looks to. So if the Deal Mapping as the Deal Id as Opportunity Product Id, the Delete Mapping will need to have the Deal Id look to Opportunity Product Id. This also means that the Delete Mapping needs to start at the Opportunity Product Object in order to pull the correct Opportunity Product Id.
- Event Name: Event Name is based on the Hold and Release rule setup in section E of the payment rule. This is character and case-sensitive.
- Release Date: This acts as the Deal Date for the hold. It is the date on which period you would like to release the hold. So if the hold has a Release Date of March 3, 2020, then it will release in the March 2020 period.

Any additional fields that are unique and required, will appear on this mapping. For example, often times a field called "Import Source" or "Mapping" is created and will appear. Admins will select the object they have released information on and can release the information automatically each period.

Prorate: Prorate mappings have the following required and unique fields. The default fields are:
- Deal Id: Deal Id will need to be the same field that the Deal Mapping looks to. So if the Deal Mapping as the Deal Id as Opportunity Product Id, the Delete Mapping will need to have the Deal Id look to Opportunity Product Id. This also means that the Delete Mapping needs to start at the Opportunity Product Object in order to pull the correct Opportunity Product Id.
- Event Name: Event Name is based on the Hold and Release rule setup in section E of the payment rule. This is character and case-sensitive.
- Release Date: This acts as the Deal Date for the hold. It is the date on which period you would like to release the hold. So if the hold has a Release Date of March 3, 2020, then it will release in the March 2020 period.
- Balance Paid: This is the credit amount that should be released. This field should be the cumulative amount that should be released.

CSV Delete Mapping: This will allow Admins to delete holds via a CSV. Learn how to Delete Holds
Add Mapping: This option will allow Admins to create new Deal, Release, and Delete mappings:

See Create a New Mapping for more details. Additionally, learn how to Delete a Mapping

Cog Wheel:

In the upper right corner of the Define Deal Attribute page, there is a cogwheel.

This allows Admins to:

Copy Mapping
Edit Mapping: This will allow Admins to see what object the mapping starts at as well as change the mapping name.
Export Mapping
Test Mapping
Delete Mapping