Module 06 Controlling Access to Customer Data

7/30/2019 Module 06 Controlling Access to Customer Data

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Controlling Access to Customer Data 1 of 23

Siebel 8.0 Essentials


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Module 6: Controlling Access to Customer Data


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Module Objectives

To understand the difference between Customer data and Masterdata 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 differentsets of data

For example, sales representatives need access to records of their own

accounts, but not to others

There should be restricted access to dataUsers 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 eithercustomer data ormaster data

Customer Data:

consists of dynamic data, such as service requests and opportunities

is created and managed by users of the applicationaccess 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



Accessing Customer Data

Individual records are restricted by employee, position, organizationor 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



Viewing Customer Data

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



My Views

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

associated with the recordFor 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 recordswith which the user or

his position is

associated



My Teams Views

My Teams Views is an additional view for managers that allows

them to see records assigned to their direct or indirect reportsFor 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



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



Customer Data and Organizations

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

creators current position, by defaultTo change this, use the More Info detail view

Records may be associated with multiple organizations



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



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 acrossthe whole company

In All Accounts Across

Organizations, the user

sees all records

assigned to the

organization



Administration Views

Administration views display all database records; even those

without a valid ownerFor 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



Best Practices for Views

My Views:

Individual users should always have accessAllows 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 tothem

Managers should have access



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



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 organizationsAccess Method Single-Valued

AccessMulti-Valued

Access

Employees Service Requests

Expense ReportsContacts

Assets

Activities

Positions Forecasts Accounts

Contacts

Opportunities

QuotesOrganizations Assets

Consumers

Forecasts

Accounts

Opportunities

Quotes


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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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C t lli A t C t D t

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

Module 06 Controlling Access to Customer Data

Documents

Transcript of Module 06 Controlling Access to Customer Data