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How to Transfer All Contacts Owned by Inactive Users

By March 12, 2019 April 1st, 2021 No Comments

How to Transfer All Contacts Owned by Inactive Users in Salesforce

In this video, Salesforce expert Steve Lehr shows you how to transfer all contacts owned by inactive Salesforce users with RingLead Mass Update.

This process solves the common problem that Salesforce Admin’s run into — they have countless accounts assigned to inactive or nonexistent owners. This often happens when an account owner leaves a company or when accounts change hands and need to be assigned to another AE.

How to Transfer All Contacts Owned by Inactive Users

In addition, the process that Steve uses to bulk transfer contacts can be used across a variety of different use-cases to make global changes across your salesforce on any standard object, opportunity, or custom object. A few different use-cases include:

  • Mass purge records from your Salesforce – Eliminate unlimited records instantly with custom boolean rules that will allow you to specify which fields should trigger this action e.g “if owner = Salesman 1”
  • Set a field to an empty value – Mass update the record field to input a null value. This is useful if you have specific fields you would like to remove data from while maintaining other fields
  • Update fields that Data Import Wizard cannot – There are several fields in Salesforce that cannot be updated via an Account or Contact Import– including Account ID, Account Owner, Account Name, Parent Account Name, Contact First Name and Contact Last Name.

Transcript

Hi this is Steve with RingLead again, here to show you a great way to use our feature mass update. You know you probably have, and you don’t even realize, how many contacts in your Salesforce that are owned by inactive Salesforce users.

You know, the account is probably owned by the right guy, and we can help fix that as well, but if you know some girl who’s working for you has all the contacts, and now she has left the company, and you deactivate her Salesforce user, then you’re gonna have to fix all those contacts, right?

Because oftentimes, you have flows and notifications set up. Like, let’s say a customer reaches out to you. That contact is owned by an inactive user, so nobody at your company is notified. So let’s fix that today in about two minutes. We will change the owner of the contact of that inactive Salesforce user to the account owner.

So here we go. I’m going to create a new mass update task and I’m gonna call it ‘inactive contact owners’. You can call it whatever you want. The filter I create will be on the contact field. Owner is active. We’ll set that to false. So then I’ve got a few record counts here, indicating how many contacts I have that need to be fixed.

Update rules, circle tab number three at the top. We’re gonna set one rule on one field and that field is the owner ID for the contact. We’re gonna choose the type of update. For ours, we’ll use the second one, but just to note that it is easy to type in a value for any field any object in their Salesforce to mass update. And then the formula here is pretty complex, but we’ll get into that in another video.

So here on the far right, I want to choose the value in the field and I’m gonna type in account. But notice the owner ID from that related object, because we’re looking at the contact, that related account object field is not available. That’s a quick fix one-time fix in your Salesforce connection that you simply click the plus sign next to the account ID and type in owner ID. And there we have it.

So we don’t add them all because Salesforce has a limit of 35 and we don’t want to guess on which ones you you need. A one time change in Salesforce. Now, you’ve got the ability to select that field here, account owner ID, and run this.

Okay, so what have we done here? We’ve fixed all those contacts who are owned by inactive users. Now those customers or whoever are going to be actually notified by people who are working at your company or active Salesforce users. That’s great.

We do just note we do have the ability to view the changes in a resolution page before anything changes in Salesforce. You also have the ability to export and archive this, so you can you have documentation a spreadsheet indicating who is a previous owner, so you could undo it if you make a mistake. But that’s a very quick and easy way to fix your Salesforce. I hope you enjoyed it. I’ll talk to you next time.

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