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Siebel 8.

0 Essentials

Controlling Access to Customer Data

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Module 6: Controlling Access to Customer Data

Module Objectives
To understand the difference between Customer data and Master

data in Siebel applications To learn the different Access Control mechanisms used to restrict access to data in Siebel applications To identify the different view types for different types of users

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Business Requirement
Users should be able to perform the same job function but on different

sets of data
For example, sales representatives need access to records of their own accounts, but not to others
There should be restricted access to data

Users should be able to easily locate required records Users should be able to see only those records required for their job

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Solution: Access Control for Data


Access to certain records can be restricted based on:

The employee The employees position The positions organization


Limited access to data increases:

Business security User productivity

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Relationship between Views and Data


Access to views is independent of access to data Two people may access the same view, based on their

responsibilities, but may see different sets of data in the view, defined by the access control mechanism

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Data Classification
Data in a Siebel Enterprise is classified as either customer data or

master data
Customer Data:

consists of dynamic data, such as service requests and opportunities is created and managed by users of the application access is controlled at the record level
Master Data:

includes static, referential data, like products and catalogs is created and managed by administrators has access controlled according to catalog and category

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Accessing Customer Data


Individual records are restricted by employee, position, organization

or a combination of these
Data visibility is determined by the properties set at the underlying business component (BC) level Visibility is restricted to one or more employee, position or organization

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Viewing Customer Data


The following drop-down visibility filter options decide the visibility of

access controlled customer data:


My Views My Teams Views All Views All Across My Organization Views All Across Organization Views
The appropriate views have to be assigned to appropriate

responsibilities for them to appear in the visibility filter drop-down menu

The Visibility Filter dropdown list

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My Views
My Views show records where the user or his position is directly

associated with the record


For example, My Accounts and My Contacts
There might be a team of positions associated with each record

The record appears in My View if your position is on the team

In My Contacts, the user sees only those records with which the user or his position is associated

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My Teams Views
My Teams Views is an additional view for managers that allows

them to see records assigned to their direct or indirect reports


For records with teams of positions, only those records are displayed where the primary position is the direct or indirect report to the manager The manager does not have to be assigned to the record
It is implemented using the position hierarchy

In My Teams Contacts, the manager sees records assigned to direct or indirect reports

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All Views
All Views is used to display all records belonging to the current

organization, that is, the organization of your current position Unlike My Views or My Teams Views, it is not person or position oriented

In All Accounts, the user sees all records belonging to the current organization

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Customer Data and Organizations


When a record is created, it is associated with the organization of the

creators current position, by default


To change this, use the More Info detail view
Records may be associated with multiple organizations

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All Across My Organization Views


All Across My Organization views display all data from an

organization and its child organizations It is restricted to users who need to access records at the enterprise level, like partners and mid-level executives It is used only for a few types of records. For example, opportunities
In the All Opportunities Across My Organization view, a sales manager sees all opportunities in his organization and its child organizations

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All Across Organization Views


All Across Organization views show all the records that are

assigned an organization It is restricted only to those users who need to access records across the whole company

In All Accounts Across Organizations, the user sees all records assigned to the organization

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Administration Views
Administration views display all database records; even those

without a valid owner


For example, records that have been recently imported but not been assigned, or records whose primary position has been deleted
Since they display all records, it must be restricted to only a few users

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Best Practices for Views


My Views:

Individual users should always have access Allows them to see the records associated with them or their position Managers may or may not require access
My Teams Views:

Individual users should not have access unless there are people reporting to them Managers should have access

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Best Practices for Views


All Views:

Individual users may or may not require access For example, call centre agents need access to all of the companys service requests, hence should have an All Service Requests View Typically restricted to users who need to access data at the organizational level
All Across Organization Views:

Are usually reserved for upper managers and executives Exception: Call centre agents may need to see all service requests filed by a customer worldwide, hence may need to access these views

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Using Multiple Access Control Mechanisms


A record can be restricted by more than one access control

mechanism Each view is preconfigured to use only one mechanism at a time.


If another mechanism needs to be used, one has to create and configure another view

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Examples
1. An employees position may be assigned to an account that is not

assigned to that employees organization


Employee sees the account in the respective My View Employee doesnt see the account in the All View

2. Contacts have multiple access mechanisms: public (team-based),

private (position- or employee- based) and manager

Employee sees public contacts in the My View Manager sees his and his subordinates contacts in the My Teams View

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Summary of Record Assignment


Standard Siebel business entities can be assigned to single or

multiple employees, positions or organizations


Access Method Single-Valued Access Service Requests Expense Reports Contacts Forecasts Multi-Valued Access Assets Activities

Employees

Positions

Accounts Contacts Opportunities Quotes Accounts Opportunities Quotes

Organizations

Assets Consumers Forecasts

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Module Highlights
Access to records may be restricted by employees, positions,

organizations, or a combination thereof The visibility filter drop-down list has the available list of view types for displaying different records Multiple access control mechanisms may be present for a single record

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Lab
In the lab, you will:

Explore record visibility in the application Examine how adding a position to a user affects the various visibility filters

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