Mappings are made by the end users. While using the AOS Integration to send deals to AOS, salespeople (and managers) are able to map various Monarch values such as Salespeople, Accounts, and Agencies to AOS values. Admins can do this ahead of time for the sales team, however, the primary goal of this functionality is to correct any mappings made in error or that need to be updated for any reason. Admins must map Revenue Types, Outlets, and Sales Stages ahead of time.
When mapping it will be extremely beneficial to get a full listing of the Forecast Categories so that they can be mapped ahead of time. The AOS API often does not allow for anything less than a full, exact name search of values and we will not be able to logically “guess” mappings.
Agency
Navigate to the Agency maintenance list and locate the Agency that you wish to map or remap with an AOS Agency. Select it and then click on the Standards tab. You will see the “AOS Agency” line where you can search for an Agency in AOS to map to. You must select one of these existing agencies. You cannot simply type the name you want and click Save as doing so will not connect your Monarch Agency to a valid AOS Agency.
- If you try to map an AOS Agency that has already been mapped you will receive an error message letting you know that the AOS Agency is already mapped and to which Monach Agency that mapping belongs to so that you can make a decision on how to proceed. These mappings are 1 to 1.
- NOTE: It is not imperative that an admin perform this step. Each time a salesperson sends a deal to AOS they will be asked to map the Agency to AOS if it has not yet been mapped before. Admins will, however, be the only people that can remap any Agencies mapped in error through this workflow.
Account
Navigate to the Account maintenance list and locate the Account that you wish to map or remap with an AOS Account. Select it and then click on the Overrides tab. You will see the “AOS Account” line where you can search for an Agency in AOS to map to. You must select one of these existing Accounts that returns. You cannot simply type the name you want and click Save without selecting a returned result as doing so will not connect your Monarch Account to a valid AOS Account.
- If you try to map an AOS Account that has already been mapped you will receive an error message letting you know that the AOS Account is already mapped and to which Monach Account that mapping belongs to so that you can make a decision on how to proceed. These mappings are 1 to 1.
- NOTE: It is not imperative that an admin perform this step. Each time a salesperson sends a deal to AOS they will be asked to map the Account to AOS if it has not yet been mapped before. Admins will, however, be the only people that can remap any Accounts mapped in error through this workflow.
Salesperson
Navigate to the User List in the Admin menu. Search for the user that you wish to map to or remap with AOS. Edit that user via the gear menu and locate the “AOS Salesperson” field. You will interact with this by searching for the corresponding salesperson in AOS.
- You must select from the search results. You cannot simply type and save your entry as this will not create a valid connection between the Monarch user and the AOS user.
- You must type the entire email address. The AOS API does not provide a way to search for anything less than the full salesperson name (email) when mapping.
- NOTE: It is not imperative that an admin perform this step. When a salesperson sends a deal to AOS for the first time they will be asked to map their Monarch Salesperson to AOS. Admins will, however, be the only people that can remap any Salespeople mapped in error through this workflow.
Revenue Type
Navigate to the Revenue Type Maintenance List. Select a Revenue Type and choose the Standards tab. This is where we will map our Revenue Type to the AOS Forecast Category.
- You must search for exact name values in the AOS Forecast Category field. The AOS API does not provide a way to search for anything less than the full Forecast Category value.
- You must select from the search results. You cannot simply type and save your entry as this will not create a valid connection between the Monarch Revenue Type and the AOS Forecast Category.
- Search results cannot already be mapped to another Revenue Type. Trying to map an AOS Forecast Category that has already been mapped will provide an error and tell you where the value is already mapped in Monarch.
Outlet
Navigate to the Outlet Maintenance List. Select an Outlets and choose the Standards tab. This is where we will map our Outlets to the AOS Outlets.
- You must search for exact name values in the AOS Outlet field. The AOS API does not provide a way to search for anything less than the full Outlet name value, however it is possible there is market and affiliation information attached to the Outlet that is returned with this result which will return with the need to fully search for that (ex: you would need to search for GOPV entirely but not GOP-East-FOX” to get results for this example back).
- You must select from the search results. You cannot simply type and save your entry as this will not create a valid connection between the Monarch Outlets and the AOS Outlets.
- Search results cannot already be mapped to another Outlet. Trying to map an AOS Outlet that has already been mapped will provide an error and tell you where the value is already mapped in Monarch.
Sales Stage
Navigate to the Settings page as the admin. Locate the Sales Stage pod in the top right of the Information tab. This is where we will map Monarch’s Sales Stages to AOS’s Sales Stages. Note that this is a many to many mapping for flexibility and not necessarily intended for you to map it that way if not needed. Mappings are set by editing existing Sales Stages. They are not set on Sales Stage create.
The Sales Stages in Monarch and AOS likely will not map perfectly 1 to 1 as we found in development of this integration. By allowing you to map multiple AOS Sales Stages to a single Monarch Sales Stage you can handle the difference. In this example we mapped the 10% Prospecting and the 20% Needs Analysis AOS stages to the “Attach” stage in Monarch.
How does this impact Sending and Receiving data?
- Any Deals sent to AOS with a Sales Stage of “Attach” will be set to the 10% Prospecting Stage since that is the earliest stage available.
- Any Deals created or updated by AOS that contain either 10% Prospecting or 20% Needs Analysis will be set to the Attach Sales Stage in Monarch.
- It is possible to have the same AOS Sales Stage on multiple Monarch Sales Stages and in these cases we will assign to the earliest Sales Stage as well. Ex: if 20% Needs Analysis comes from AOS and we have it mapped to Stage 1 and Stage 2, then Monarch will apply Stage 1 to the deal.
Deal Status
Navigate to the Settings page as the admin. Locate the AOS pod on the Integrations tab. This is where we will map Monarch’s Deal Statuses to AOS’sDeal Statuses. Note that this is a many to many mapping for flexibility and not necessarily intended for you to map it that way if not needed.
Monarch Statuses will be listed and any mapped AOS status will be listed. You edit each row and select which AOS Deal Status will be connected to the corresponding Monarch Status. There are a few things to note with this, just like on Sales Stages:
- Any Deals sent to AOS with a Status will be set to the earliest AOS Status when multiple are selected.
- Any Deals created or updated by AOS will be set to the earliest Status in Monarch when multiple exist.
In this example if a Deal with status of “Plan class test 2” were sent it would be set to the “Open Proposed” Deal Status in Monarch because it is mapped to 2 different Deal Statuses with Open Proposed being the earliest. It is advised you do not overlap your statuses if you can avoid it for easiest support and predictability of the integration.