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User Management and Access Controls

Before you begin:

  • To set up users, groups, profiles and roles at your company, your role must include the Manage Users and Access privilege.
  • To set up territories at your company, your role must include the Manage Territories privilege.
  • Compare the number of licenses against the number of users that need to be active. Only active users can access Siebel CRM On Demand. Your active user total cannot exceed the number of licenses for your company. See Verifying License Statuses and Active Users.
  • Read the background information on roles and access profiles. See About Roles and Access Profiles.
  • Determine what profiles you will use, to manage data access for books, roles and teams.
  • Determine what role each user should be assigned and to whom each user reports. If your organization needs additional roles to accommodate multiple lines of business, create the new ones you need.

The cumulative setup of all users at your company defines your company's reporting hierarchy and sales quotas.

Individually, for each user at your company, you must specify a user role. A user's role and associated access profile determine an employee's access to tabs, features, and records. They also determine which page layouts the employee sees when using the application.

By default, the application provides a set of profiles and roles that covers most company's needs. However, if your company needs several different page layouts for the same default role, you can copy existing roles and customize page layouts further for the new roles. That way, a sales manager in one industry will see one set of fields while a sales manager in another industry will see a different set of fields.

For example, your company may have two distinct sales forces: one focused on Install Base Account Management and the other focused on New Business. Install Base Field Sales Reps track account information about their customer deployments. New Business Field Sales Reps track account information that profiles the purchasing requirements of their prospect accounts. Although these two job duties are very similar, the type of information most relevant to support their daily processes is quite different. By copying the Field Sales Rep role, you are able to create two roles and design page layouts that support the unique business requirements of the two sales forces.

Click a topic to see step-by-step instructions for the procedures pertaining to management of Users, Groups, Books, Profiles and Roles:


Published May 2008