Sales Force B2C Implementation Guide

Salesforce.com: Summer '11

Implementing Person Accounts

Last updated: June 6, 2011

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Table of Contents

About this Guide..................................................................................................................................................................................2Audience....................................................................................................................................................................................2Additional Resources.................................................................................................................................................................2

Introduction to Person Accounts...........................................................................................................................................................4Accounts Overview...................................................................................................................................................................4What is a Person Account?........................................................................................................................................................4Person Account Behaviors.........................................................................................................................................................5Person Account Fields...............................................................................................................................................................9Considerations.........................................................................................................................................................................15

Implementing Person Accounts..........................................................................................................................................................16Required Implementation Steps..............................................................................................................................................16Recommended Implementation Procedures............................................................................................................................16Testing the Implementation....................................................................................................................................................18Best Practices...........................................................................................................................................................................18

Importing Person Accounts.................................................................................................................................................................20Import My Organization's Person Accounts...........................................................................................................................20What Is Imported for Person Accounts?.................................................................................................................................22

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Table of Contents

About this GuideThis guide describes how to implement person accounts, which are an exciting major enhancement to the Salesforce datamodel. Person accounts represent the individual clients with whom you do business. If your company operates on abusiness-to-consumer (B2C) model, person accounts are a simple yet powerful way to manage the entire life cycle of eachcustomer relationship.

AudienceThis guide is intended for administrators of organizations that operate on a business-to-consumer model and plan to useSalesforce to track their client relationships. The procedures in Implementing Person Accounts on page 16 and ImportingPerson Accounts on page 20 require familiarity with the Salesforce user interface and how it can be customized to meetparticular business requirements.

Additional ResourcesThis guide is part of a comprehensive documentation set published by salesforce.com and is not intended to be used in isolation.In this guide, you will find cross-references to online help topics and other resources. For information on how to access anduse such resources, review the following sections.

Using Salesforce Help

All information in the online help applies to All Editions, unless otherwise noted.

The Salesforce Help site gives you the information you need to be successful. You can:

• Get Help for What You're Working On• Find Answers to Your Questions• Print Help• Download Tip Sheets and Other Guides on page 4• Review Documentation for Force.com Developers• Contact Support

Get Help for What You're Working On

On any Salesforce page, click Help for this Page to get context-sensitive help for the page. On any related list or overlay,click Help to get context-sensitive help.

Find Answers to Your Questions

To get targeted information, enter keywords or a phrase in the Help search box. You'll get a list of matching resources,which you can refine by role, language, application area, or document type: help documentation, knowledge articles fromCustomer Support, best practices, and training classes. For more information about the Help site's features and content,start with the How to Use Help gadget on the Help site home page.

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About this Guide

Print Help

Click Print this page from any Help page to print a single page. To print the entire user guide, which is a PDF versionof the help documentation, click Printable User Guide in the Documentation gadget or from any Help page. Becausethe user guide is thousands of pages, we recommend you print only a single page or a range of pages.

Download Tip Sheets and Other Guides

You can find tip sheets, user guides, and other resources from “Printable Tip Sheets & User Guides” in the Salesforceonline help. You can also access these documents from the Documentation gadget on the Help site home page.

Review Documentation for Force.com Developers

If you are working with the Force.com platform, you'll find the information you need in “Documentation Resources forForce.com Developers” in the Salesforce online help. You can also access developer documentation from theDocumentation gadget on the Help site home page.

Contact Support

Click Contact Support on the Help site to choose your support option: talk by phone, chat, open a case, post a questionto the Salesforce community, or take another action.

Note: Salesforce.com makes every effort to ensure the accuracy of the information contained within the Help site,but assumes no responsibility or liability for any errors or inaccuracies that may appear. If you do find any errors, pleaseuse the feedback form at the bottom of every help page.

Useful Websites

Force.com AppExchangeVisit Force.com AppExchange at http://sites.force.com/appexchange to browse on-demand apps that you can easily installinto your Salesforce organization.

Developer ForceVisit developer.force.com for developer-oriented resources such as toolkits, API documentation, blogs, and discussion boards.

IdeaExchangeVisit IdeaExchange at ideas.salesforce.com for information on upcoming products from salesforce.com.

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About this Guide

http://sites.force.com/appexchange

http://developer.force.com

http://ideas.salesforce.com/

Introduction to Person AccountsDoes your business operate on a business-to-consumer model? By default, accounts in Salesforce are designed for abusiness-to-business model where accounts represent firms, corporations, and other institutions such as nonprofit organizations.To facilitate interactions with customers who are individual human beings, such as a client buying an insurance policy or apatient receiving medical care, consider implementing person accounts.

Read the following sections to learn whatperson accounts are, their capabilities, and their supported fields.

Accounts Overview

Business accounts available in: All Editions except Database.com

Person accounts available in: Enterprise, Unlimited, and Developer Editions

Accounts are your organization's customers, competitors, and partners. Each account stores information such as name, address,and phone numbers. For each account, you can store related information such as opportunities, activities, cases, partners,contracts, and notes.

The Accounts tab displays a home page that lets you quickly create and locate all types of accounts. You can also sort and filteryour accounts using standard and custom list views. In addition, this tab lets you view and edit detailed information on eachaccount to which you have access.

If your organization has been enabled with person accounts, you have two different kinds of accounts: business accounts andperson accounts. Business accounts represent the other companies with which your organization does business. For businessaccounts, the individuals who work at those companies are represented by contacts. Person accounts represent the individualconsumers with whom your company does business, such as a financial services client, an online shopper, or a vacation traveler.Depending on your organization's business model, you may use business accounts, person accounts, or both.

If your organization has been enabled with PRM, you can create partner accounts. Partner accounts are business accounts thata channel manager uses to manage partner organizations, partner users, and activities.

Note: In the online help and other Salesforce documentation, the word “account” by itself always refers to bothbusiness accounts and person accounts. The terms “business account” and “person account” are used when there aredifferences between the two kinds of accounts.

What is a Person Account?



Note: Person accounts are not enabled by default in Salesforce. To quickly verify whether your organization usesperson accounts, see if you have an option to select Person Account as the record type when you create a new account.To request person accounts, check with your administrator or “contact salesforce.com” in the Salesforce online help.

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Introduction to Person Accounts

A person account is an individual consumer with whom you do business, such as a financial services client, an online shopper,or a vacation traveler. Person accounts are applicable to organizations that operate on a business-to-consumer model as opposedto a business-to-business model.

In a business-to-business model, there is a natural differentiation between the other businesses with whom you work and thepeople associated with those businesses. In Salesforce, that translates to accounts and contacts having different fields, features,and tabs. In a business-to-consumer model, because you are providing products or services to people rather than companiesor organizations, the distinction between accounts and contacts does not exist. Consequently, person accounts in Salesforcehave a combination of fields from both accounts and contacts, and can be used as contacts in most situations that involvecontacts. For example, business accounts do not have standard fields for email address and job title, but person accounts do.Also, person accounts can be associated with campaigns just like contacts, but business accounts cannot. For details on thecontact-specific functionality that applies to person accounts, see “Person Account Behaviors” in the Salesforce online help.

The ability for person accounts to act like contacts is made possible by applying an account record type which has specialproperties. The default name of this record type is “Person Account.” Your administrator may have changed the name of thisrecord type, and also may have created more account record types that have the same special properties. For more informationon record types, see “Managing Record Types” in the Salesforce online help and “Changing the Record Type Field” in theSalesforce online help.

Note: In the online help and other Salesforce documentation, the word “account” by itself always refers to bothbusiness accounts and person accounts. The terms “business account” and “person account” are used when there aredifferences between the two kinds of accounts.

Person Account Behaviors



Note: Person accounts are not enabled by default in Salesforce. To request person accounts, contact salesforce.com.

Person accounts are accounts that can also be used as contacts in many situations. The following table summarizes the keyareas in which person accounts differ from business accounts or have unique considerations:

Person Account BehaviorSalesforce Functionality

Person accounts can only be merged with other personaccounts. See “Merging Duplicate Accounts” in the Salesforceonline help.

Account Merge

On the accounts home page, the fields in the Quick Createarea are based on whether the default account record type set

Account Quick Create

on your profile is a person account record type or a businessaccount record type. See “Specifying Record Types and PageLayout Assignments in the Enhanced Profile User Interface”in the Salesforce online help or “Assigning Record Types to

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Profiles in the Original Profile User Interface” in the Salesforceonline help.

Person accounts are accounts that support contact fields andcapabilities.

Accounts

Person accounts can be associated with activities using eitherthe Name or Related To fields.

As with contacts, person accounts can be invited to events andrequested meetings.

Activities

For users to request a meeting with a person account, theEmail field must be added to the Person Accounts pagelayout.

As with contacts, person accounts can be added to campaignsand have a Campaign History related list.

Campaigns

On cases, person accounts can be entered in the AccountName field, the Contact Name field, or both.

Cases

As with contacts, you can add person accounts to the ContactRoles related list on cases, contracts, and opportunities.

Contact Roles

In most situations, you can use person accounts as if they werecontacts. You can include them in all contact list views excepton the contacts home page.

Unlike business accounts, person accounts do not have aContacts related list. However, you can use the Partners relatedlist to track relationships between different person accounts.

Contacts

Custom objects with relationships to either accounts orcontacts can be added as related lists on person accounts.

Custom Objects

As with contacts, person accounts can be enabled as users foryour Customer Portals. Note that Customer Portals are onlyavailable for Enterprise and Unlimited Editions.

Customer Portal

Person accounts are currently supported in Connect Offline,Salesforce for Outlook, and Connect for Outlook version 3.2

Desktop Integration

and later; see “Can I sync person accounts using Salesforce forOutlook?” in the Salesforce online help and “Working withPerson Accounts in Connect for Outlook” in the Salesforceonline help. They are not currently supported in Connect forLotus Notes.

As with contacts, you can send individual emails and massemails to person accounts.

Email

Account fields for person accounts can be tracked using theaccount field history settings, but contact fields for person

Field History

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accounts are configured on the contact field history settingspage. See “Tracking Field History” in the Salesforce onlinehelp.

A predetermined combination of standard account and contactfields is available on person account page layouts. In addition,

Fields

all custom account and contact fields are available. See “PersonAccount Fields” in the Salesforce online help.

Note that some business account fields are not supported forperson accounts, such as Parent Account and ViewHierarchy. Also, the Reports To field on contacts is notsupported for person accounts.

You can rename person account field labels so alternate termsdisplay in Salesforce.

Person accounts have a person icon ( ), while business

accounts have a folder icon ( ). The person account icon can

Icons

be added to search results, list views, and lookup dialogs usingthe criteria “Is Person Account equals True.”

Person accounts have unique import wizards at Your Name➤ Setup ➤ Import ➤ Import My Person Accounts and

Import Wizards

Your Name➤ Setup ➤ Data Management ➤ ImportPerson Accounts. See “What Is Imported for PersonAccounts?” in the Salesforce online help.

Leads with a blank Company field are converted to personaccounts. The default person account record type for your

Leads

profile is applied to the new person account. Note that youcan only create leads with a blank Company field using theForce.com API. Leads with a value in the Company field areconverted to business accounts. The default business accountrecord type for your profile is applied to the new businessaccount. See “Converting Leads” in the Salesforce online help,and “Specifying Record Types and Page Layout Assignmentsin the Enhanced Profile User Interface” in the Salesforceonline help or “Assigning Record Types to Profiles in theOriginal Profile User Interface” in the Salesforce online help.

Person accounts appear in both account and contact list views.Add the Is Person Account icon to list views to visually

List Views

differentiate person accounts from other records, and to includeor exclude person accounts in a list.

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Mobile configurations that include the account objectautomatically deliver person accounts and business accountsto users' mobile devices.

Person accounts can be excluded from the configuration's dataset using the criteria “Is Person Account equals False.”

Mobile Configurations

To mobilize only person accounts, use the criteria “IsPerson Account equals True.” If a mobile configurationincludes accounts but not contacts, users assigned to thatconfiguration will see a Contacts tab in the mobile clientapplication, and the tab will contain person accounts.

Person accounts have unique page layouts that can haveaccount fields, contact fields, account custom links, account

Page Layouts

related lists, and contact related lists. Person accounts pagelayouts do not support the Reports To and ParentAccount fields. You cannot add a contact formula field thatreferences the account object to person accounts page layouts.

You can use the Partners related list to relate person accountsto each other. We recommend that you rename the Partners

Partners

related list to “Related Accounts,” “Relationships,” or a similarterm that reflects how your person accounts are connected.

Administrators can configure multiple record types for personaccounts. A person account can only be changed to anotherperson account record type.

Record Types

Administrators can customize the names of tabs and fieldsrelated to person accounts, such as:

Renamed Tabs and Standard Fields

• The Accounts tab name, the business account fieldlabel, and the person account field label.

• The Contacts tab name and the business contactfield label.

See “Renaming Tab and Field Labels” in the Salesforce onlinehelp.

Person accounts only appear in account search results.Administrators can add the Is Person Account icon to

Search

account search layouts in order to differentiate person accountsfrom business accounts.

As with contacts, person accounts can be enabled as users foryour Self-Service portal.

Self-Service Portal

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Contact sharing is not available if you have enabled personaccounts. The organization-wide default for contacts is set toControlled by Parent and is not editable.

If your organization has customized your contact sharingsettings and you want to enable person accounts, change your

Sharing Settings

organization-wide default for contacts to Controlled by Parent,which removes all your contact sharing rules and manuallyshared contacts.

As with contacts, you can send individual and massStay-in-Touch requests to person accounts.

Stay-in-Touch Requests

Person accounts count against both account and contactstorage because the API considers each person account toconsist of one account as well as one contact.

Storage

Creating or editing a person account triggers account workflowrules. See “Managing Workflow and Approvals” in theSalesforce online help.

Workflow Rules

Person Account Fields


The available fields vary according to which Salesforce Edition you have.

A person account has the following standard fields, listed in alphabetical order. Depending on your page layout and field-levelsecurity settings, some fields may not be visible or editable. (Field-level security is available in Enterprise, Unlimited, andDeveloper Editions only.) Fields with an “X” in the Is Contact Field column are contact fields that are supported for personaccounts but not business accounts.

Note that this list does not include any custom fields that your administrator may have created. Both account and contactcustom fields are available for person accounts.

Is Contact FieldDescriptionField

The default currency for all currencyamount fields in the account. Amounts

Account Currency

display in the account currency and arealso converted to the user’s personalcurrency. Available only for organizationsthat use multiple currencies.

Division to which the account belongs.Records related to the account, such as

Account Division

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contacts and opportunities, automaticallyinherit the account’s division. Availableonly in organizations that use divisionsto segment their data.

The name of the individual. In personaccounts, the account name cannot be

Account Name

edited directly. Instead, Salesforce derivesit by combining the First Name andLast Name fields in the appropriateorder per the user's language setting.

The name of the account translated intothe local language.

Account Name (Local)

Tracking or reference number foraccount. Up to 40 characters are allowedin this field.

Account Number

Assigned owner of account. Not availablein Personal Edition.

Account Owner

Name of the field that determines whatpicklist values are available for the record.

Account Record Type

Available in Enterprise, Unlimited, andDeveloper Editions.

Name of the account’s location, forexample, Headquarters or London. Upto 80 characters are allowed in this field.

Account Site

Amount of annual reported revenue.Annual Revenue

XName of assistant. Up to 40 charactersare allowed in this field.

Assistant

XAssistant’s phone number. Up to 40characters are allowed in this field.

Asst. Phone

City portion of billing address. Up to 40characters are allowed in this field.

Billing City

Country portion of billing address. Upto 40 characters are allowed in this field.

Billing Country

State or province portion of billingaddress. Up to 20 characters are allowedin this field.

Billing State/Province

Street address used for billing. Up to 255characters are allowed in this field.

Billing Street

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Zip or postal code portion of billingaddress. Up to 20 characters are allowedin this field.

Billing Zip/Postal Code

XBirthday. You can enter a date, or choosea date from the calendar that displayswhen you put your cursor in the field.

Birthdate

User who created the account, includingcreation date and time. (Read only)

Created By

Listing of custom links for accounts asset up by your administrator.

Custom Links

XAssociated business or organizationalunit. Up to 80 characters are allowed inthis field.

Department

Description of account. Up to 32 KB ofdata are allowed in this field. Only thefirst 255 characters display in reports.

Description

XIndicates if the person does not want tobe contacted via telephone.

Do Not Call

XEmail address. Must be a valid emailaddress in the form: [email protected].

Email

Up to 80 characters are allowed in thisfield.

XThe person's email address will not beincluded in mass emails.

Email Opt Out

Number of people employed by theaccount.

Employees

When checked, shields the account frombeing evaluated when account assignment

Exclude from territoryassignment rules

rules are run, preventing it from beingautomatically assigned to territories.Also, if the account is already assignedto territories as a result of assignmentrules, checking this box removes theaccount from those territories. Thischeckbox only affects rule-based accountassignments and has no effect on manualaccount assignments. See “TerritoryManagement Overview” in the Salesforceonline help.

Fax number. Up to 40 characters areallowed in this field.

Fax

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XIndicates if the person has requested notto be included in broadcast faxes.

Fax Opt Out

XThe first or given name of the individual.Up to 40 characters are allowed in thisfield.

First Name

XPerson’s home phone number. Up to 40characters are allowed in this field.

Home Phone

Primary business of account. Entry isselected from a picklist of available

Industry

values, which are set by an administrator.Each picklist value can have up to 40characters.

XThe surname or family name of theindividual. Up to 80 characters areallowed in this field.

Last Name

XThe date that the most recentStay-in-Touch request was sent.

Last Stay-in-Touch RequestDate

XThe date that the most recentStay-in-Touch request was returned andmerged.

Last Stay-in-Touch Save Date

XRecord source, for example,Advertisement, Partner, or Web. Entry

Lead Source

is selected from a picklist of availablevalues, which are set by an administrator.Each picklist value can have up to 40characters.

XCity portion of mailing address. Up to40 characters are allowed in this field.

Mailing City

XCountry portion of mailing address. Upto 40 characters are allowed in this field.

Mailing Country

XState or province portion of mailingaddress. Up to 20 characters are allowedin this field.

Mailing State/Province

XStreet mailing address. Up to 255characters are allowed in this field.

Mailing Street

XZip or postal code portion of mailingaddress. Up to 20 characters are allowedin this field.

Mailing Zip/Postal Code

XCellular or mobile phone number. Up to40 characters are allowed in this field.

Mobile

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User who last changed the account fields,including modification date and time.

Modified By

This does not track changes made to anyof the related list items on the account.(Read only)

XCity portion of additional address. Up to40 characters are allowed in this field.

Other City

XCountry portion of additional address.Up to 40 characters are allowed in thisfield.

Other Country

XAdditional phone number listing. Up to40 characters are allowed in this field.

Other Phone

XState or province portion of additionaladdress. Up to 20 characters are allowedin this field.

Other State/Province

XStreet address portion of additionaladdress. Up to 255 characters are allowedin this field.

Other Street

XZip or postal code portion of additionaladdress. Up to 20 characters are allowedin this field.

Other Zip/Postal Code

Ownership of company, for example,public or private. Entry is selected from

Ownership

a picklist of available values, which areset by an administrator. Each picklistvalue can have up to 40 characters.

Primary phone number of account. Upto 40 characters are allowed in this field.

Phone

Categorization of how you rate thisaccount, for example, Hot, Cold. Entry

Rating


When checked, causes accountassignment rules to run when the account

Run territory assignment ruleson save

is edited and saved. When customizingthe page layout for accounts, anadministrator can control whether thischeckbox displays and whether it ischecked by default. See “Territory

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Management Overview” in the Salesforceonline help.

XTitle for addressing the person, forexample, Mr., Ms., Dr., or Prof. Entry

Salutation


City portion of primary mailing orshipping address. Up to 40 characters areallowed in this field.

Shipping City

Country portion of primary mailing orshipping address. Up to 40 characters areallowed in this field.

Shipping Country

State or province portion of primarymailing or shipping address. Up to 20characters are allowed in this field.

Shipping State/Province

Primary mailing or shipping streetaddress of account. Up to 255 charactersare allowed in this field.

Shipping Street

Zip or postal code portion of primarymailing or shipping address. Up to 20characters are allowed in this field.

Shipping Zip/Postal Code

Standard Industrial Classification codeof the account’s main business

SIC Code

categorization, for example, 57340 forElectronics. Up to 10 characters areallowed in this field.

The territories to which the account hasbeen assigned. See “Territory

Territories

Management Overview” in the Salesforceonline help.

Listing of company’s exchange and stocksymbol, for example, NASDAQ:

Ticker Symbol

ACME. Up to 20 characters are allowedin this field.

XPerson's position within his or herorganization. Up to 80 characters areallowed in this field.

Title

Type of account, for example, Customer,Competitor, or Partner. Entry is selected

Type

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from a picklist of available values, whichare set by an administrator. Each picklistvalue can have up to 40 characters.

URL of account’s website, for example,www.acme.com. Up to 255 characters

Website

are allowed in this field; only the first 50are displayed.

ConsiderationsPrior to implementing person accounts, note the following considerations.

Feature Availability

• As a prerequisite, an administrator must have defined at least one account record type before salesforce.com can enableperson accounts for your organization.

• Person account functionality is permanent and cannot be reverted. For example, after person accounts have been enabledthe list of account fields at Your Name➤ Setup➤ Customize➤ Accounts➤ Fields will always include contact fields.

• Organizations with person accounts cannot be downgraded to Personal Edition.

Converting Records

• The only way to convert existing business accounts and business contacts into person accounts is with version 8.0 or laterof the Web services API.

• Before conversion, there must be a one-to-one relationship between each business account record and its correspondingcontact record. Furthermore, fields common to both records such as Owner and Currency must have identical values.

• After conversion, the new person accounts will have unique one-to-one relationships with the contact records that formedthem. As is true for all person accounts, no other contacts can be associated to a person account.

• We strongly recommend testing your conversions in a sandbox before modifying actual production data.• You can use version 8.0 or later of the API to separate person accounts into individual business account and business contact

records.

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Implementing Person AccountsThis section contains required steps and recommendations for implementing person accounts.

Required Implementation StepsPerson accounts are available upon request for Enterprise, Unlimited, and Developer Edition organizations.

Note: Person accounts count against both account and contact storage because the API considers each person accountto consist of one account as well as one contact. Additional storage may be necessary when you implement personaccounts, so you should review your storage usage.

Enabling person accounts is permanent and cannot be reverted. If you are an existing customer, we recommend creatinga sandbox to preview how person accounts will affect your organization.

Follow these steps to get started with person accounts.

1. Create at least one record type for accounts.2. Enable person accounts.3. Contact salesforce.com to request your person account.4. Assign person account record types to any profiles that should have access to person accounts. You can use either standard

profiles or new profiles created just for person account access.

For more information, see “Creating Record Types” in the Salesforce online help.

Recommended Implementation ProceduresSalesforce recommends that you follow additional implementation procedures for person accounts. These procedures areoptional; implement them as needed for your organization's unique configuration. You can perform these procedures in anyorder, at any time.

Customize the names of tabs and field labels

1. Rename the Accounts tab and the business account and person account fields to reflect your business use.2. Rename the Contacts tab and the business contact field to reflect your business use.3. Rename the Partners related list to “Related Accounts,” “Relationships,” or a similar phrase or term that reflects how

your person accounts relate to one another.

Customize person account page layouts

1. Go to Your Name➤ Setup ➤ Customize ➤ Accounts ➤ Person Accounts ➤ Page Layouts.2. Add contact fields and related lists to the page layout as needed.

Customize person account record types

When person accounts are enabled, a default person account record type is automatically created. You can modify thisdefault person account record type, and you can also add additional person account record types.

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Add the person account icon to search results and lookup dialogs

The person account icon corresponds to the Is Person Account field.The icon visually distinguishes person accountsfrom business accounts in account lists and from business contacts in contact lists. If your organization works exclusivelywith person accounts, adding the icon is not necessary.

Add the person account icon and other person account fields as columns in public list views

Add these icons to the Accounts and Contacts tabs and for Mass Email and Mass Stay-in-Touch requests.

You can also configure the search criteria of public list views so that person accounts are included or excluded as appropriate.

Note that individual users will need to update their personal list views as well.

Customize public reports and customize public dashboards to include person account information

Note that individual users will need to update their personal reports and dashboards as well.

Add the Is Person Account field to rules

Add the Person Account field to rules such as:

• Workflow rules• Assignment rules• Escalation rules• Field validation rules• Territory assignment rules

Note: When configuring lead assignment rules, create separate email notification templates for business accountsand person accounts. That way you can show only the fields that are supported for each type of account. Forexample, a person account email notification template should not have the Company field.

Customize partner roles for person accounts

Examples of customized partner roles include “Spouse,” “Neighbor,” “Attorney,” and “Accountant.”

Customize leads

Create lead record types for person accounts.

Create lead page layouts for business accounts and person accounts. Page layouts for leads that will become businessaccounts must contain and require the Company field. Page layouts for leads that will becomeperson accounts must notcontain the Company field.

Note: Leads with a blank Company field are converted to person accounts. The default person account recordtype for your profile is applied to the new person account. Note that you can only create leads with a blankCompany field using the Force.com API. Leads with a value in the Company field are converted to businessaccounts. The default business account record type for your profile is applied to the new business account.

Convert existing account-contact pairs to person accounts

1. Create one-to-one relationships between account and contact records. In other words, remove all contacts on theaccounts except for the contact that will be converted with the account.

2. Identify the accounts that have a different owner than the associated contact. Change the ownership of either recordso both are owned by the same user.

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3. If your organization uses multiple currencies, identify the accounts that have a different currency than the associatedcontact. Change the currency of either record so both have the same currency.

4. Make sure the Parent Account field is blank on all accounts that will be converted. Also, make sure none of theaccounts are the parent account of another account.

5. Make sure the Reports To field is blank on all contacts that will be converted. Also, make sure none of the contactsare in the Reports To field of another contact.

6. As much as reasonably possible, edit the accounts so they contain all desired field values.7. Using the Web services API, update the record types of the chosen accounts to convert them to the desired person

account record type. We recommend running a test conversion in your sandbox.

Note: The following field values are lost during conversion. To preserve the information in these fields, migratethe data to custom fields prior to conversion. You can later expose the custom fields on a person account pagelayout.

• Accounts lose Account Name, which is replaced by the First Name and Last Name of the contact.• Contacts lose Salutation, Phone, Fax, Description, Created By, Last Modified, and Last

Activity. Converted person accounts contain the Phone, Fax, Description, Created By, LastModified, and Last Activity from the source account.

Update integrations

For more information on the API, visit Developer Force.

Testing the ImplementationPerform the following tests to confirm a successful implementation:

• Verify that each person account page layout correctly contains related lists for any associated custom objects.• Verify that custom object page layouts correctly contain account lookup fields, if such relationships have been configured.• Verify that workflow rules involving accounts trigger correctly.• Verify that API-based integrations correctly create, update, and access person accounts and business accounts.• Verify that leads correctly convert into person accounts and business accounts.• Verify that account assignment rules correctly assign person accounts and business accounts to territories.

Best Practices• If your organization exclusively uses person accounts (meaning you never use business accounts, which have a Contacts

related list), consider giving the Accounts and Contacts tabs the same name. However, to differentiate the tabs, append acharacter such as a period (.) or asterisk (*) to the Contacts tab name. For example, the Accounts tab becomes Clients andthe Contacts tab becomes Clients*.

• Alternatively, modify user profiles to prevent the Contacts tab from displaying: change the visibility setting for the Contactstab to “Default Off ” or “Hidden.”

• Consider renaming the standard field Account Site and repurposing it as a unique identifier for person accounts. Forexample, you could rename the field “Client Number” and use it to store a number that a uniquely identifies each person.By default this field displays in many list views and other areas throughout Salesforce, and can help differentiate peoplewho have similar names.

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http://www.salesforce.com/developer/

• As leads must have a blank Company field in order to convert to person accounts, substitute a custom lead field (for example,a custom field named “Employer”) to contain what otherwise would be tracked in the Company field.

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Importing Person AccountsAs an administrator, you can import person accounts for your organization by running the person account import wizard. Thefollowing sections describe how the wizard works.

Note: An additional wizard not described in this guide allows individual users to import person accounts they own.For more information, see the online help.

Import My Organization's Person Accounts

Person account import available in: Enterprise, Unlimited, and Developer Editions

User Permissions Needed

“Import Person Accounts”To import your organization's person accounts:

With the Import My Organization's Person Accounts wizard, you can import person accounts that are owned by differentusers. To understand how person account records are matched to prevent duplicates, see “What Is Imported for PersonAccounts?” in the Salesforce online help.

Note: If the label for person accounts has been renamed for your organization, the renamed label will appear in theimport wizard itself and in the Tools area of the accounts home page, but not in the Data Management area underSetup. (Renamed labels do not appear in any pages under App Setup or Administration Setup.)

Follow these steps to import person accounts for your organization.

1. Launch the wizard2. Prevent duplicate records3. Specify owner and lookup relationships4. Select record type5. Upload your import file6. Map fields7. Confirm and submit your import8. Complete your import

Note: The import wizard is dynamic; it displays different screens depending on what you are importing and the setupof your organization.

Launch the wizardTo import person accounts for your organization:

1. Choose Your Name➤ Setup ➤ Data Management ➤ Import Person Accounts.

Alternatively, click Import My Organization's Person Accounts in the Tools area of the accounts home page.

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Importing Person Accounts

2. For best results, perform all of the steps provided on the introductory page.3. Click Start the Import Wizard! to begin your import.

Prevent duplicate records1. The import wizard can compare the records in your import file with existing records in Salesforce in order to prevent

duplicate records from being created as a result of your import. Indicate whether you would like to prevent duplicate recordsfrom being created. You must select Yes in order to update existing records.

2. If you choose Yes, then additional choices will appear:

• Choose the field that you are using to match existing records in Salesforce with records in your import file. TheExternal ID option is disabled if no external ID fields have been created for your records.

• Choose what you want to happen if matches are found—only import new records, only update existing records, orupdate existing records and import new ones.

Note: If you have chosen to match by Salesforce ID, you can only update existing records; you cannotimport new ones.

3. Click Next.

Specify owner and lookup relationships1. Specify the field in your import file that contains person account owners.

When you choose “Name,” the following formats are valid:

• First name followed by last name• Last name followed by first name• Alias• Username

For more information, see “User Fields” in the Salesforce online help.

2. Records can have custom fields that create lookup relationships with other records. If you have included lookup fields inyour import file, then check the corresponding boxes.

Note: Any related records must already exist in Salesforce before proceeding. Related records will not be updatedduring your import even if your import file contains different values for fields on those related records.

3. Click Next.

Select record type1. Choose the record type that you want to assign to the records in your import file.2. If you are inserting new records and updating existing records at the same time, then choose whether to override the record

types of existing records.3. Click Next.

Upload your import file1. Click Browse... to provide the location of your import file.2. Choose the character encoding of your import file. In most cases, you can accept the default value.

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3. Make additional settings depending on the setup of your organization, such as whether workflow rules will be triggeredand the language of the records in the import file.

4. Click Next.

Map fields1. Map the fields in your import file to the appropriate Salesforce fields by matching the fields on the left, which includes all

the columns in your import file, with the appropriate Salesforce field on the right. If the column labels in your import fileexactly match field labels in Salesforce, the wizard automatically maps those fields for you. However, if two or more ofyour file's column labels are identical matches with a field in Salesforce, you must map the fields manually.

Note: Some Salesforce fields cannot be updated using import, for example, the Created Date and LastModified Date. So even though you may be using an exported report as your import file, some of the Salesforcefields in your file cannot be mapped.

2. Click Next. The import wizard warns you if you have not mapped all of the fields in your import file. Unmapped fieldvalues are not imported.

Confirm and submit your import1. Read any warning messages that the import wizard displays. Optionally, click Previous to return to earlier steps and resolve

potential problems.2. Click Import Now! to submit your import request to Salesforce.

Complete your import1. A message indicates approximately how long the import will take. When the import operation is finished, a message from

Customer Support will be sent to the email address shown.2. Click Finish to exit the wizard.3. To monitor the status of your pending import, visit the import queue. See “Using the Import Queue” in the Salesforce

online help.

What Is Imported for Person Accounts?

Person account import available in: Enterprise, Unlimited, and Developer Editions

The import wizards for person accounts allow you to prevent the creation of duplicate records by matching records accordingto one of the following fields: Account Name, Salesforce ID, or Email. In your import file, include a column for thefield that you are using for record matching.

Note: Your administrator may have renamed “person account” to another term. If so, the import wizard will refer tothe new name.

Matching by NameWhen you select this option, the import wizard will detect existing records in Salesforce that have the same name. Note thatthis type of matching is not case-sensitive - for example, names that begin with a capital letter will be matched with the samename that begins with a lowercase letter. If necessary, scan and standardize your custom object names before performing theimport to prevent unintended matches.

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Matching by Salesforce IDA Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies eachSalesforce record. When you select this option, the import wizard will detect existing records in Salesforce that have the sameSalesforce ID. Note that Salesforce IDs are case-sensitive and must match exactly. Salesforce IDs can be obtained by runningreports that include the ID field of the record.

Matching by EmailWith this option, person accounts in your import file will be matched with existing person accounts in Salesforce accordingto the exact value in the Email field.

Matching by External IDAn external ID is a custom field that has the “External ID” attribute, meaning that it contains unique record identifiers froma system outside of Salesforce. When you select this option, the import wizard will detect existing records in Salesforce thathave the same external ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”.However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for thatattribute is selected, uppercase and lowercase letters will not be considered identical. For more information, see “Custom FieldAttributes” in the Salesforce online help.

If necessary, scan and standardize your external ID values before performing the import to prevent unintended matches.

When matching by external ID, if the import wizard finds duplicate records, only the first three duplicate records are reportedto you in the confirmation email.

Note: Only account custom fields with the “External ID” attribute are available for this step. While all custom contactfields are available on person account page layouts, custom contact fields with the “External ID” attribute are notavailable as matching fields during person account import.

Ignoring or Updating Matching RecordsWhen the import wizard detects existing records in Salesforce that match according to the field you have chosen, you canchoose one of the following actions:

• Do not update existing records and only insert new records - If there are records in your file that are new and do notmatch any existing records, then insert them into Salesforce. Also, ignore any records in your file that match an existingrecord, and do nothing to the existing record.

• Update existing records and do not insert any new records - If there are records in your file that match an existing record,then update the existing record. Also, ignore any records in your file that do not match an existing record, and do not insertthem as new records.

• Update existing records and insert new records - If there are records in your file that are new and do not match anyexisting records, then insert them into Salesforce. Also, if there are records in your file that match an existing record, thenupdate the existing record.

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Sales Force B2C Implementation Guide

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