Business Analyst (Siebel 7.

7)

Module 12: Controlling Access to Customer Data

Module Objectives
After

completing this module you will be able to:

Describe the difference between master data and customer data in Siebel eBusiness Applications Describe the different Access Control mechanisms used to restrict access to data in Siebel eBusiness Applications Identify the different view types used to accommodate different types of users
Why

you need to know:

To effectively use Siebel eBusiness Applications, you need to understand how access to data is controlled

Position and Organization

An Access Control mechanism for controlling access to data in the Siebel application

Employee/User

Responsibility

Position

Organization

User ID

Views

Data in a Siebel Enterprise

Needs to have controlled access

Users see only records they need to do their job (security) Users can easily locate records of interest (improves user experience)

Data in a Siebel Enterprise Continued

Is classified as either:
Customer data (discussed in this module)

Includes dynamic, transactional data such as opportunities and orders Is created and managed by users of the application Has access controlled at the record level

Master data (discussed in an upcoming module)

Includes static, referential data such as products and literature Is created and maintained by company administrators Can be grouped into catalogs and categories Has access controlled at the catalog and category

Controlling Access to Customer Data

Access to customer data can be restricted by assigning individual records to:

Users Positions Organizations

Assigning Records to a Single User

Some types of records can be assigned to a single user

Access is limited to the assigned user ID Access is controlled by the identity of the user ID

Examples include:
Service requests Expense reports Activities

Assigning Records to Multiple Users

Some types of records can be assigned to multiple users

Access is limited to records to which the users have been assigned Access is controlled by user ID

Examples include:
Assets Activities

Assigning Records to a Position

Some types of records can be assigned to a single position

Access is limited to users associated with the assigned position Access is controlled by the users position

Examples include:
Forecasts Quotes

Assigning Records to a Team of Positions

Some types of records can be assigned to a team of positions

Access is limited to users associated with the assigned positions Access is controlled by the users position

Examples include:
Accounts Contacts Opportunities

Team Fields

Vary according to the view in which they appear Examples

Opportunity form has a Sales Team field
Team fields often show User ID for a position assigned to the team

Account form has an Account Team field

Primary Position on a Team

One position on a team is designated as primary By default, the position of the user who creates the record is automatically placed on the team as primary For certain types of records, the primary position has additional functionality
For example: the primary can forecast an opportunity

Victor Silvers position is primary on this team

My View

Is used to display records directly assigned to you using your user ID or active position

A sales agent only sees accounts for which the sales agents position is on the account team

My Teams View

Is an additional view for managers that allows them to see records assigned to their direct and indirect reports
For records with teams of positions, only the records for which the reports are the primary are displayed Manager does not have to be assigned to the record

Is typically assigned only to the manager function

Manager sees only the accounts for which managers direct/indirect reports are the primary position on the account

Organization-Based Access Control

Some types of records are visible across the entire enterprise Other types of records can be restricted by organization
For example, you can restrict access to records for:

Part of your company (department, business unit) A partner company that assists you in your business (channel partner)

Assigning Records to a Single Organization

Some types of records can be assigned to a single organization

Access is limited to users whose position is associated with the assigned organization

Mechanism is known as Single Organization Access Control Examples:

Assets Consumer Forecast

Assigning Records to Multiple Organizations

Some types of records can be assigned to one or more organizations

Access is limited to users whose position is associated with any of the assigned organizations

Mechanism is known as Multiple Organization Access Control Examples:

Accounts Opportunities Products Contacts

All View

Is used to access all records associated with the users organization

A valid owner must be assigned to the record

Is typically restricted to users who need to access records at the organization level
Executives Administrators Service agents who need to access all service requests

A service agent sees all the service requests assigned to his organization

All Across My Organizations View

Is used to access all records in the enterprise that are assigned to the users organization and its child organizations
A valid owner must be assigned to the record

Is typically restricted to users who need to access records at the enterprise level

Mid-level executives Partners

Is typically used for only a few types of records

In the All Opportunities Across My Organizations view, a sales manager sees all opportunities in his organization and all of its child organizations

All Across Organizations View

Is used to access all records in the enterprise

A valid owner must be assigned to the record

Is typically restricted to users who need to access records at the enterprise level
Top-level executives
A vice president of sales can see all accounts that have been assigned

Administration Views

Display all records in the database, even those without a valid owner
For instance: records that have just been imported but not yet assigned

Are accessed from the Administration view for each major entity Should be restricted to a few users in the enterprise as they display all records in the database

Multiple Access Control Mechanisms

A record can be restricted by more than one Access Control mechanism

Mechanisms are not mutually exclusive

Example: A users position may be assigned to an account that is not assigned to that users organization
User sees the account in the My View User does not see the account in the All View

Summary
This

module showed you how to:

Describe the difference between master data and customer data in Siebel eBusiness Applications Describe the different Access Control mechanisms used to restrict access to data in Siebel eBusiness Applications Identify the different view types used to accommodate different types of users

Lab

In the lab you will:

Explore data-level Access Control for different users