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Downloading Records to Your Offline Edition

Before you begin:

  • In Siebel CRM On Demand, set up the filtered lists that you want to use to restrict the Account, Contact or Opportunity records that are downloaded to your computer. For instructions, see Working with Lists.
  • You can download 250 accounts, or, 750 contacts or opportunities at one time. If your records exceed that number, use filtered lists to divide your records into a smaller number, such as accounts based on different Priority values or on location.

    NOTE: Your company administrator can request an increase in the number of records available for download. However, increasing the number will increase the amount of time it takes to complete the download process.

  • Date and time are determined by regional settings on your computer. Within regional settings, it is possible to change the formatting of the default date and time. The separators for date and time cannot be the same. If they are the same, the downloading of records to Offline CRM On Demand fails. For example, you cannot use dashes to separate the day and month for dates and also to separate the hour and minute for time.
  • You must be connected to the Internet to download or upload your records.

After installing the Offline edition, download the records you want to use while working offline. The complete set of records that you can download consists of those you own, and those shared with you and with team members.

To download records

  1. Open the Offline edition.
  2. Click the Enable Macros button in Excel.
  3. Click the Download button.
  4. When prompted to sign in to Siebel CRM On Demand, enter your user ID and password.

    NOTE: You must set up your security credentials properly for Siebel CRM On Demand, including the security questions. If you do not do this, a Page Not Found error might be displayed on screen.

  5. Do one of the following:
    • For Accounts, select which Accounts you want to download from the drop-down list.

      All the lists you or your managers created for you appear in the drop-down list in the Offline edition.

      NOTE: Activities created on an account are accessible depending on who created them. If you want to view the activities that you created for an Account, only the activities from the past year are available. However, if you want to view activities created by another user, only those activities from the past 60 days are available for viewing. What you can view in On Demand depends on your access rights. For further information see your administrator.

    • For Contacts, select which Contacts list you want to download from the drop-down list.
    • For Opportunities, select which Opportunities list you wish to download from the drop-down list.
  6. If you want to download appointments and tasks, select the Tasks and Appointments you wish to download from the appropriate drop-down arrow.

    NOTE: The lists for Tasks and Appointments are built into the product and cannot be changed. You always receive Tasks and Appointments from the previous two months, unless you select the extended Task and Appointment download. In this case, you receive activities from the past year.

  7. Click Download.

    Progress bars indicate how the three-step download process is progressing:

    1. Server request to retrieve data.
    2. Gathering of data for the Offline edition.
    3. Process the data within Offline edition.

      When the process is complete, a message notifies you that your download is successful.

      TIP: If an error message appears, navigate to the Offline directory to check the error log for the specific error message.


Published May 2008