Upload Team Assignments

Learning Objectives

After completing this unit, you’ll be able to:

• Upload new Salesforce Spiff team assignments in bulk.
  
• Update existing team assignments in bulk.
  

In this unit, you learn how to manage Salesforce Spiff team assignments in bulk efficiently. Whether you are adding new team assignments or updating existing ones, this process allows you to streamline the setup and management of team structures.

Add New Team Assignments

Before you can upload team assignments, it’s important to ensure that teams have been created in the system.

Here’s how to add new team assignments.

1. Navigate to Users under the Admin tab.
   
2. Click Team Assignments in the left panel.
   
3. Click the upload icon near the top-right corner of the screen.
   
4. Select Download the example file from the modal. The team assignment template contains six fields, three of which are required for import. Here are the fields:
   
   • user_id (required): The external ID of the user being assigned to a team. This can be found in Admin | Users under the User External ID column.
     
   • team_name (required): The name of the team to which the user is being assigned. The team must already exist in the system.
     
   • effective_as_of: Determines the start date of the team assignment, in the format YYYY-MM-DD.
     
   • effective_until: Determines the end date of the team assignment, also in the YYYY-MM-DD format.
     
   • is_manager: A boolean field indicating whether the user is assigned as a team lead (True) or a team member (False).
     
   • external_id: A unique identifier for each team assignment. This is critical for updating team assignments in the future. Duplicate entries with the same external ID overwrite existing records.
     
   • Note: The example file is a .csv file. To ensure that the format stays consistent, it’s recommended to view and edit the file using a text editor or an application that won’t alter the file’s structure.
     
5. Fill in the required fields for each new team assignment.
   
6. Once your file is ready, click the upload icon, then either browse your computer for the file or drag and drop it.
   
7. A notification confirms the upload is in progress.
   

You can monitor the upload status on the File Import Status page, accessible via a link in the notification. This page provides important details, including any errors encountered. If the file contains any errors, only those specific records are rejected.

Update Existing Team Assignment Records

Updating existing team assignments follows almost the same process as uploading new ones. To make bulk updates to existing team assignments, you want to first download the current records, make edits, and then reupload them.

Before making any updates, ensure that each team assignment has a unique external ID. This ID ensures that updates are applied correctly. If the team assignment was originally created in Spiff without an upload, the external ID might be blank.

To apply a team assignment external ID:

1. Navigate to Admin and select Team Assignments to view all existing team assignments.
   
2. Click Edit.
   
3. For each team assignment without a Team Assignment External ID, double-click in the box and enter a unique identifier (any alphanumeric code that hasn’t been used for another assignment).
   
4. Click Save.
   

Once you have ensured that every team assignment has an external ID, you are ready to update existing team assignments.

To update existing team assignments:

1. Navigate to Admin and select Team Assignments to view all existing team assignments.
   
2. Click the download icon in the top right of the table to export a CSV file of all existing team assignment records.
   
3. Make edits to the existing records.
   
4. Prepare the file for import. To ensure successful imports, it’s best to keep the format as close as possible to the example file. Remove any extraneous columns that aren’t needed for the import. These columns should be removed:
   
   • User Name
     
   • User Email
     
   • Team Role
     
5. Rename the remaining column headers to match those in the example file:
   
   • User ID = user_id
     
   • Team Name = team_name
     
   • External ID = external_id
     
   • Effective As Of = effective_as_of (format required YYYY-MM-DD)
     
   • Effective Until = effective_until (format required YYYY-MM-DD)
     
   • Is Manager = is_manager
     
   • Alternatively, you can copy the records from the exported table and paste them into the example file.
     
6. Once your file is ready, click the upload icon, then either browse your computer for the file or drag and drop it.
   
7. A notification confirms the upload is in progress.
   
8. You can monitor the upload status on the File Import Status page, accessible via a link in the notification. This page provides important details, including any errors encountered. If the file contains any errors, only those specific records are rejected.
   

In this unit, you learned how to efficiently upload and update team assignments in bulk. By using the template, you can streamline the assignment process and make edits as necessary. In the next unit, you dive into uploading quotas in bulk, where you learn how to manage and update quota information across teams.