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

Module 14: Controlling Access to Master Data 2 of 27

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

Module 14: Controlling Access to Master Data 3 of 27

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

Module 14: Controlling Access to Master Data 5 of 27

 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

Module 14: Controlling Access to Master Data 6 of 27

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
Module 14: Controlling Access to Master Data 7 of 27
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

Module 14: Controlling Access to Master Data 8 of 27

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

Module 14: Controlling Access to Master Data 9 of 27

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

Module 14: Controlling Access to Master Data 10 of 27

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
Module 14: Controlling Access to Master Data 11 of 27
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
Module 14: Controlling Access to Master Data 12 of 27
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
Module 14: Controlling Access to Master Data 13 of 27
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

Module 14: Controlling Access to Master Data 14 of 27

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
Module 14: Controlling Access to Master Data 16 of 27
0/6

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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1/6

1. Create the Catalog

 Navigate to Administration – Catalog
 Create a new catalog
 Define fields as required

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2/6

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

Module 14: Controlling Access to Master Data 19 of 27

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

Module 14: Controlling Access to Master Data 24 of 27

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

Module 14: Controlling Access to Master Data 25 of 27

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

Module 14: Controlling Access to Master Data 26 of 27

Lab
 In the lab you will:
 Create catalogs, categories, and access groups
 Restrict access to master data contained in categories

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