Essentials (Siebel 7.
7)
Module 14: Controlling
Access to Master Data
Module Objectives
After completing this module you will be able to:
Identify how master data is organized into catalogs and
categories
Identify how users are organized into access groups
Identify the steps to create a catalog and assign access
groups
Why you need to know:
You need to understand how you can use Siebel
applications to organize and control access to large
amounts of static, referential data
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Business Problem
Companies have large amounts of data that must be:
Classified, so that it is easy to organize, administer, navigate, and
search
Controlled, so that users only have access to appropriate data
Example: Companies want different sales divisions to have
access to different product lists
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Siebel Solution
Provides mechanisms for:
Organizing and classifying large amounts of static, referential data
Organizing users into groups for appropriate access to data
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Master Data
Includes static, authored, referential data, such as:
Products
Solutions
Literature
Resolution items
Auction items
Events
Decision issues
Competitors
Training courses
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Catalogs and Categories
Master data is organized into catalogs and categories
Catalogs are hierarchies of categories
Do not contain any data
Categories are nodes in a catalog that contain:
Master data LEGEND
Catalog
Additional categories Catalog
Category
Master data Credit Card Customers Master Data
Doc 6
Silver Gold Platinum
Category
Regular Premium Regular Premium Residential Commercial
Master
data Doc 1 Doc 3 Doc 4 Doc 5
Doc 2 Doc 7
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Accessing Master Data
Is controlled by assigning access groups to a catalog or
category
Cannot be controlled for an individual item of master data
LEGEND Assign access
Catalog
group
Category Assign
Master Data
Credit Card Customers access
Doc 6 group
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
Cannot
assign Doc 1 Doc 3 Doc 4 Doc 5
Doc 2 Doc 7 Assign
access
access
group
group
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Access Groups
Are collections of positions, organizations, and households, for
example
Cannot directly contain individual people such as employees
and users
Can contain collections of people (employees and users) called
a User List
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Access Groups Continued
Can be organized into a hierarchical structure
An access group can have only one parent access group
Child access groups:
Inherit all of the access granted to their ancestor groups
Have more access rights than the parent
Parent access group
Child access groups
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Public Catalogs and Categories
A catalog is public by default
All categories are public by default
All users can see the contents of the catalog
LEGEND
Catalog
Category
Credit Card Customers
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
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Private Catalogs and Categories
Making a catalog or category Private restricts access to the
node
Only users that are members of one or more access groups
assigned to the node can see that node
LEGEND
Catalog
Category Credit Card Customers
Access Group
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
Premium
Customers
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Private Catalogs and Categories Continued
Making a catalog or category Private makes all its child
categories private
Adding an access group to a parent does not automatically add
the access group to the child categories
Set Cascade property at the parent level
Access groups must be assigned explicitly to each private node
LEGEND
Credit Card Customers Catalog
Silver Category
Customers
Access Group
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
Regular Premium
Customers Customers
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Adding Access Groups
An access group can be added to a category only if:
The access group is assigned to the parent, or
The access group is a child of an access group assigned to the
parent
LEGEND
Credit Card Customers Catalog
Silver Category
Customers
Access Group
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
Cannot add Premium
the All Customers
Customers
access group
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Restricting Access
Access to the individual child nodes can be further restricted by
deleting some of the access groups
Removes access to that node and to all its child nodes
Removing
LEGEND
this access Credit Card Customers Catalog
group …
Silver Category
Customers
Access Group
Silver Gold Platinum
Regular Premium Regular Premium Residential Commercial
Regular Premium … Removes
both access
Customers Customers
groups
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Benefits of a Catalog Structure
Ease of navigation
Categorized data are easier to navigate and search
Ease of Access Control administration
Allows access to be granted at a catalog/category level rather than
the individual record level
Allows access to be granted to groups of users rather than
individual users
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Master Data Summary
Complete map of associations for accessing master data
Organization
Position
Access
User User ID Catalog
Group
Household
Master
Category
Data
User List
Is assigned Provides
to access to
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Building a Catalog
1. Create the Catalog
2. Add Categories to the Catalog
3. Associate Master Data with Categories
4. Declare Catalogs/Categories Private
5. Create Access Groups
6. Assign Access Groups
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1. Create the Catalog
Navigate to Administration – Catalog
Create a new catalog
Define fields as required
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2. Add Categories to the Catalog
Drill down on the catalog name in the Catalog view to navigate
to the Categories view
Add categories to the catalog
Use buttons to
promote and
demote
subcategories
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3/6
3. Associate Master Data with Categories
Select the appropriate tab in the Categories view to add master
data to a category
Choose the view based on the type of catalog
Add literature
records to a
category
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4/6
4. Declare Catalogs/Categories Private
Set the Private flag at the catalog or category level to restrict
data access
Set Private flag
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5/6
5. Create Access Groups
Navigate to Administration - Group > Access Groups
Create the access group hierarchy as required
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5/6
5. Create Access Groups Continued
Add members to the access group
Can be positions, organizations, households, and user lists
Cannot add individuals directly
Add the user’s position, organization, or user list instead
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6/6
6. Assign Access Groups
Associate access groups at the catalog or category level
Access group
associated at
the category
level
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6/6
6. Assign Access Groups Continued
Assign access groups to child categories by either:
Manually entering access groups for each child category, or
Clicking the Cascade button to automatically assign the parent
access groups to all child categories
Click the
Cascade
button
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Summary
This module showed you how to:
Identify how master data is organized into catalogs and
categories
Identify how users are organized into access groups
Identify the steps to create a catalog and assign access
groups
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Lab
In the lab you will:
Create catalogs, categories, and access groups
Restrict access to master data contained in categories
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