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Assigning Records to Books

You can assign records to custom books in the following ways:

  • One record at a time (manually). You can select the book value on the record Detail page.
  • In bulk. You can batch assign records to books.
  • By importing book assignments. You can import book assignments for accounts and contacts only. For information about importing book assignments, see About Importing Books and Book Assignments.

Records can also be assigned to books using active workflow rules and conditions. For information about using workflow rules, see About Workflow Rules.

About the Start Date and End Date for Book Assignments on Accounts and Contacts

Book assignments for account and contact records can have a start date and an end date. You can update these fields by using the import assistant or Web services only. You must use the Web Services v1.0 API for all such Web services requests.

A book assignment remains effective until the end date is reached or until the book assignment is removed from the record, whichever comes first. When the end date is reached, the relationship between the book and the record is terminated, and users no longer have access to the record through membership of the book. However, users who have access to the record through other access-control components, such as record ownership or team membership, can still access the record.

For more information about managing time-based book assignments, see About Time-Based Book Assignments.

Before you begin:

  • To assign records to books on a record Detail page, the Detail page layout for the record type must include the Book section.
  • To batch assign records to books, you must have the Manage Books privilege in your user role.

The following procedure describes how to assign a single record to a book.

To assign a single record to a book

  1. Navigate to the Detail page for the record.
  2. On the title bar of the Books section of the Detail page, click Add.
  3. In the book selector, choose the book to which you want to assign the record, and click OK.

The following procedure describes how to batch assign records to books.

To batch assign records to books

  1. In the list window, click the Menu button on the title bar, then click Batch Assign Book.
  2. In the Batch Assign Book window, click the selector button beside the Target Book box then, in the Book lookup, choose the book to which you want to assign records.
  3. Choose an Assignment Option for the records in the list.

    The following table describes the Assignment Options that you can select.

    Option

    Description

    Add

    Adds the Target Book to all records. This assignment does not affect any previous book assignment for the records.

    Replace Type

    Adds the Target Book to all records and removes any previously assigned books that have the same type as the Target Book.

    NOTE: Book Types are defined by your company administrator.

    Replace All

    Adds the Target Book to all records and removes all previously assigned books, regardless of type.

    Replace Book

    Specifies the book that you want to replace.

    Reassigns records from the book you specify here to the Target Book. Other records are not affected.

    Remove

    Removes the existing assignment to the Target Book from all records.

    Remove All

    Removes all assigned books from the records.

  4. If you choose any option other than Add in step 3, you must now choose an Apply To option.

    The following table describes the Apply To options that you can select.

    Option

    Description

    Manual Associations

    Applies the Assignment Option to all selected records for which the existing book assignments were made manually

    Automatic Associations

    Applies the Assignment Option to all selected records for which the existing book assignments were made by workflow or batch

    Both

    Applies the Assignment Option to all selected records

  5. To apply your chosen assignment criteria, click Assign.

    The Batch Assign Book Queue window opens, showing your assignment request in the Active Requests section. For more information, see Batch Assign Book Queue Page.

    When your request has been processed, you will be notified by email.


Published 5/4/2012 Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.