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About Books

A book provides a way of segmenting data according to the organizational units of your business, such as territories or products. You can create book hierarchies based on how you want to organize your information, and then set up users to have the appropriate level of access to books. When you use this method to organize your data, users can easily find the data that matters most to them, even in large data sets. You can use the Look In selector to drill down to a specific segment, to find the right data.

NOTE: Your company administrator must enable books when your company is set up for Siebel CRM On Demand. Books are not a standard feature, but may be enabled at your company's discretion.

Advantages of Using Books

Users should spend the majority of their time in their default book, which contains the data most relevant to them. If a user has access to a large data set, using books improves the performance of navigation. When a user has access to large data sets, their ability to work effectively diminishes if they cannot easily segment or find relevant data. Without books, the data set accessible to a user may contain too many records to be meaningful. You can structure books to provide the best segmentation of data for each user.

NOTE: For additional information provided by the Training and Support Center in Siebel CRM On Demand, click the Training link.

When you associate information, such as accounts or service requests, with one or more books, the users associated with those books automatically get the appropriate level of access to the information. There are 3 ways to associate books with records:

NOTE: Book hierarchies are separate entities from User hierarchies. They do not affect the existing functionality of User hierarchies.

The following table summarizes the main areas where books are used in CRM On Demand.

Area

Sub-area

Description

Company Administration

Company Profile

To use the book functionality, a company must be Book Enabled. See Setting Up Books.

User Management and Access Controls

Book Management

Creates books and subbooks, and associates users with books. See Setting Up Books.

Access Profile

Determines users' access rights to the current book and any subbooks. You select from the list of profiles that are enabled for books.

For more information on access rights, see Setting Up Access Profiles.

Role Management

Provides access to Book records. Assign the Manage Books privilege. See Adding Roles.

User Management

Defines a user's default Look In setting to filter records by book, user or delegate.

Any record type supported by books

Create new list

Specifies the Search In setting, to filter records by book, user or delegate.

NOTE: The following record types are supported by books:

  • Account
  • Contact
  • Opportunity
  • Lead
  • Service Request
  • Activity
  • Dealer
  • Portfolio
  • Household
  • Custom Objects 1
  • Custom Objects 2
  • Custom Objects 3

Data Management Tools

Batch Assign Book Queue

Batch Assign Leads, Accounts, Contacts, Opportunities, and Service Requests to a specified book. You can add, replace or remove books.

Workflow Rules

Administer Workflow Rules

Configures the system to perform work actions automatically. For example, you can create a rule to assign a record to a specified book when the record is saved. See Creating Workflow Rules.

Application Customization

Rename Record Types

Renames the Book record type.


Published 05/11/2007