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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

Multi-Valued
Access

Employees

Service Requests
Expense Reports
Contacts

Assets
Activities

Positions

Forecasts

Accounts
Contacts
Opportunities
Quotes

Organizations

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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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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