Siebel CRM - Setting up User and Employee Accounts

Multiple positions for an employee

As indicated above, an employee can be associated with more than one position to allow, for example, the implementation of vacation replacement. When an employee holds more than one position, the Siebel application always uses the employee's primary position to determine the organization she or he belongs to during login.

In the User Preferences screen, the employee can use the Change Position view to switch from one position to another. However, in a single session, the employee can only hold one position at a time. The screenshot below shows the Change Position view:

The employee who is currently logged in holds two positions, one of which is marked as the active position. By selecting another position and clicking the Change Position button, the employee can switch to the other position, which might result in an association to a different organization.

Once the employee has switched to another position, she or he can use the same views as before but the data displayed will most likely differ because of the Siebel access control layer filtering the data for the employee's current position and organization.

Setting up user and employee accounts

As discussed above, each person who wants to use a Siebel CRM application must be registered as either a user or employee. The difference between user and employee is that employees are associated with at least one position.

User records are typically created for customers who register themselves in customer facing web applications such as Siebel eService or Siebel eSales. The workflows invoked during the user registration process ensure that user records are created and associated with the necessary responsibilities automatically.

In the following, we focus on managing employee accounts. The following task list guides an administrator through the procedure of setting up a new employee manually:

1. Log in to the Siebel application using an administrative user account.

2. Navigate to the Administration - User screen, Employees view.

3. Create a new record and fill in the following fields (at least):

° First Name
° Last Name
° User ID (a unique user identifier for the employee)
° Responsibility (assign at least one responsibility to the employee)
° Position (assign at least one position to the employee)
° Time Zone (if the company deploys Siebel CRM across multiple time zones, associate the correct time zone with the employee)
° New Responsibility (empty this field if the employee is not responsible to create new users or employees).
° Password and Confirm Password (these fields are only writeable if directory server authentication is implemented)

4. Save the record.

The following screenshot shows the form applet in the Employees view of the Administration - User screen:

A new employee record for Alexander Hansal has been created by the administrator.

The New Responsibility field defines the initial primary responsibility of any new user or employee that is created by the user or employee it is defi ned for. This is necessary for automated user registration where self-registering customers inherit the responsibility defined in the anonymous user account's New Responsibility field. The GUESTCST user for example, is used as the anonymous user for customer facing applications and has a "new responsibility" of "Web Registered User", which allows a customer who has registered her or himself to access more views than in anonymous mode.