Purpose
This article provides an overview of how complex organizations can automate governance for Forecasting and Pipeline Management in Outreach.
Intended Audience
- Managing Pipeline and Forecasting in Outreach
- Outreach Admins
Prerequisite reading
Prerequisite reading
Automatic Rollup management using Governance Roles
Rollup in Outreach can be created automatically from Governance Roles. This is especially useful for organizations that are currently using Governance Roles to manage their organizational hierarchy. Including organizations that map User Roles in CRM to Outreach Governance Roles.
First, ensure your Governance Roles in Outreach are in line with your desired reporting structure and that users are assigned to the appropriate Roles. If you need a refresher, check out the Core Concepts of Governance in Outreach.
Next, navigate to User Rollup and choose the Role(s) you want to map over to the Rollup¹. You can use search and find²:
It’s important to note that:
- Role membership changes will be automatically reflected in the Rollup
- Additional users can be added directly to the same level of the Rollup and managed manually
- You can map multiple Roles to a single level in the Rollup if desired
Salesforce customers using User Roles
If you are a Salesforce customer syncing User Roles into Outreach Governance Roles, you should continue to do so. Once your Governance Role hierarchy aligns with your User Role structure in CRM, you can simply map Governance Roles to levels of the User Rollup using the process described above in Automatic Rollup management.
In total, there are 3 ways you can manage your User Rollup in relation to Outreach Governance Roles: a full mapping, partial mapping, or manual management.
- Fully synced with Salesforce User Roles¹
- You can choose to manage Roles fully in Salesforce by assigning users to User Roles. Once the corresponding Governance Roles have been created in Outreach and you’ve mapped each Governance Role to the appropriate level of the User Rollup, any User Role membership changes in CRM will be automatically synced in, and reflected in both Governance Roles and Rollups.
- Partial sync with Salesforce User Roles²
- Certain governance roles are mapped to levels of the User Rollup, other levels of the Rollup are managed manually
- Manually created Roles³
- Governance roles are not mapped to levels of the User Rollup and the User Rollup is managed manually and independently
Note
It is important to note that for the Outreach Governance Roles that are being synced in from Salesforce, they are fully managed by Salesforce. What this means is that changes to the Governance Roles memberships made inside Outreach will get overwritten with whatever the state of the membership inside Salesforce is, in the next sync.
Best practices for Managing Rollups
Once you have decided how you want to manage Governance Roles membership, you can choose one of the 3 approaches to manage Rollups:
- Approach A: Works best for smaller organizations
For smaller organizations that want to focus entirely on using Forecasting and Pipelines only, you can consider managing Rollups manually to keep things simple. As your organization grows, you should consider approaches B or C.
- Approach B: Sufficiently large and complex organizations with strict reporting structures in place
For sufficiently large and complex organizations with a lot of users that are tightly and centrally managed, you might want to automate a larger part of day to day user membership management.
This might be especially helpful for Salesforce customers who are already using Governance Roles to represent their organizational hierarchy.
Here are some additional considerations:- If you are currently syncing Governance Roles from SFDC, keep doing so
- Manage Rollup user membership automatically via Governance Roles instead of managing manually
- Approach C: Organizations with flexible reporting hierarchy
Organizations with more flexible, or evolving reporting structures can consider a hybrid approach combining approach B for the part of the organization that has more consistent, stricter structures For the parts of the organization that are more fluid, and have more reporting changes that can’t be managed through Governance Roles, approach A might be the way to go.
Note: As with all best practice guidance, please use your judgment to do what’s most appropriate for your organization.
Frequently Asked Questions
What’s the difference between Rollups and Teams?
Teams and Rollups continue to remain as separate constructs. You can use Teams to create ad hoc groupings of users as well as for user management using Content Governance. A user can also be a part of multiple Teams. Rollups are for Forecasting and Pipeline management only, and users can only ever be associated with a single level of the User Rollup.
Should I create my organization using Governance Roles or Rollups?
It is highly recommended you start with Governance Roles to create your organizational structure and then map them 1:1 to levels of your User Rollup as appropriate. This relationship allows you the flexibility to manage your organization in Outreach or in your CRM. Governance Roles also allow you to seamlessly enable Role Based Access Control across your organization. You can keep user management simple by restricting your Rollups only to the part of your organization that uses forecasting and pipeline management.
Is the User Rollup used to control user access management?
No. Forecasting and Pipeline continue to use Profiles to manage user access permissions. Rollups are simple view aggregators.
Should I always use Governance Roles, and/or CRM, to set up Rollups?
Not necessarily. You can pick any of the three Rollup setup approaches and combine with any of the three supported membership management patterns. This would however mean that you’ll need to manage the Rollups manually, which could get tedious.
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