module 06 controlling access to customer data
TRANSCRIPT
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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
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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
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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
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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
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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 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
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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 defaultTo 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 acrossthe 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 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
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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
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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 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