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Setting Up Books

You can set up books to use at your company, including book hierarchies. You can then manage book access, assign data to books, and define book-related workflows. To perform the procedures described in this section, your role must include the Manage Books privilege.

Before you begin. If your books have not been defined at your company, determine the naming convention and hierarchy before setting up the information in Siebel CRM On Demand. When entering the information, start with the top level, and then add the subbooks.

Any book can contain data, but for best performance, do the following:

  • Limit the record count to a maximum of 20,000 to 30,000.
  • Do not add a record to multiple books within a single hierarchy.

About Book Structure

A book contains three sections of information:

  • The book details, which are used to set up the hierarchy.
  • The subbooks, which define the lower levels in the hierarchy.
  • The book users, who can see this level of the hierarchy, and anything below.

To set up your book hierarchy

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the User Management and Access Controls section, click the Book Management link.
  3. On the Book Hierarchy page, do one of the following:
    • To add a book, click New.
    • To update book information, click the Edit link to the left of the Book Name.
  4. On the Book Edit page, enter the required information.

    Field

    Description

    Book Name

    For visibility in the Look In selector, the recommended limit is 60 characters.

    Book Type

    Choose from the types defined by your administrator.

    Parent Book

    If this is a top-level book, leave this field blank.

    Can Contain Data

    Applies only to the current book, not to any subbooks. Select this check box if you want to associate records with the book. For performance reasons, books that do not need to contain data must not have this check box selected.

    NOTE: In the Look In selector that appears throughout the application, books that can contain data are identified by a blue document icon. Books that cannot contain data are identified by a yellow folder icon.

  5. Save the record.
  6. (Optional) On the Book Details page, click New in the Sub-Books title bar to add subbooks.

To update the parent book

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the User Management and Access Controls section, click the Book Management link.
  3. On the Book Hierarchy page, select the subbook.
  4. On the Book Details page, click Edit.
  5. On the Book Edit page, click the Lookup icon next to the Parent Book field.
  6. In the Search window, select the parent book.

    When you change the parent of a book:

    • The new parent applies to the current book and any subbooks that are below the current book
    • Any users assigned to the old parent book lose access to the current book and its subbooks
    • Any users assigned to the new parent book gain access to the current book and its subbooks
    • Any users assigned directly to the current book are unaffected by the change in parent
  7. Save the record.

NOTE: If you want to delete a parent book, you must first remove all its sub-books, users and data.

Associating Users with Books

You can define which users can access a book. There are two methods of doing this.

NOTE: To perform these procedures, your role must include the Manage Books privilege.

To associate users with books (Method 1)

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the User Management and Access Controls section, click the Book Management link.
  3. On the Book Hierarchy page, click the Book Name with which you want to associate users.
  4. On the Book Details page, on the title bar of the Book Users section, click Add Users.
  5. In the Book Users Edit page, pick the users that you want to associate with the book.

    Field

    Description

    Users

    NOTE: A user's delegates do not automatically get access to a user's book. You must also associate each delegate with the book.

    Book Role

    Choose from the roles defined within your company.

    NOTE: This is not a CRM On Demand role.

    Access Profile

    Determines the user's access rights to the current book and any subbooks. Select from the list of profiles that are enabled for books.

    For more information, see Setting Up Access Profiles.

To associate users with books (Method 2)

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the User Management and Access Controls section, click the User Management and Access Controls link.
  3. In the User and Group Management section, click the User Management link.
  4. In the User List, click the last name of the user you want to associate with books.
  5. On the User Detail page, on the title bar of the Assigned Books section, click Add Books.
  6. On the Assigned Books Edit page, pick the books that you want to associate with the user.

    Field

    Description

    Book Name

    Click the icon to the right of the Book Name field, pick a book in the Look In selector, and click OK.

    Book Role

    Choose from the roles defined within your company.

    NOTE: This role is not a CRM On Demand role.

    Access Profile

    Determines the user's access rights to the current book and any subbooks. Select from the list of profiles that are enabled for books.

    For more information, see Setting Up Access Profiles.

Enabling Books for your Company

When the book hierarchy for your company has been defined, you can enable books for your company.

To enable books for your company

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the Company Administration section, click the Company Administration link.
  3. In the Company Profile section, click the Company Profile link.
  4. On the Company Profile page, set the following options. For more information about these options, see Setting Up Your Company Profile and Global Defaults.
    1. In the Analytics Visibility Setting section, set the Historical Subject Areas option to Full Visibility.
    2. In the Company Data Visibility Settings section, ensure that the following check boxes are selected:

      Setting

      Purpose

      Book Enabled

      Enables book functionality

      CAUTION: Do not select the Book Enabled option until you have created your book hierarchy. You cannot deselect this option after it has been selected. However, you can make changes to your book hierarchy after the option has been selected.

      Display Look In Selector

      Enables the Look In selector that you can use to filter records by user, delegate, or book

NOTE: To be able to use books, a user must have access to the Book record type in the assigned role. In addition, the Historical Subject Areas option on the user's personal details must be set to Full Visibility.


Published May 2008