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Record Ownership Modes and Automatically Generated Tasks

Record ownership modes affect the ownership of the tasks that are generated automatically by Oracle CRM On Demand, such as the tasks that are generated by the Create Task actions in workflow rules and the tasks that are generated by the sales stages in sales processes.

Considerations for Generated Tasks

When generating tasks, Oracle CRM On Demand considers the following:

  • The option selected in the Owner field of the workflow action or sales stage task
  • The values in the Owner and Book field of the source record if any values are present in those fields

    NOTE: The source record for a sales stage task is the opportunity from which the sales process is accessed, or in some cases, the account that is linked to the opportunity. The source record for a workflow action is the record that triggers the workflow rule.

  • The record ownership mode of the Activity record type

How Oracle CRM On Demand Assigns Owners and Primary Custom Books to Generated Tasks

Oracle CRM On Demand can assign either an owner or a primary custom book to an automatically generated task, but not both. Oracle CRM On Demand can assign one of the following as the owner for an automatically generated task:

  • One of the following users:
    • The owner of a source record
    • The manager of the owner of a source record
    • A user who has a team role or a team user role

      NOTE: Team roles are the roles that describe the parts that users perform within a team on a record. Team user roles are the Oracle CRM On Demand roles that are assigned to all users in Oracle CRM On Demand, including the users who are members of teams on records. Each member of a team on a source record can have a team role as well as a team user role.

  • For tasks generated by a workflow action, the owner specified in the workflow action

Oracle CRM On Demand can assign one of the following as the primary custom book for an automatically generated task:

  • The primary custom book associated with a source record
  • The default custom book for one of the following:
    • The owner of a source record
    • The manager of the owner of a source record
    • A user who has a team role or a team user role

      The user's default book for the task is determined as follows:

    • If a default custom book that can contain data is associated with the Activity record type in the user’s record, then that book is the default book.

      NOTE: The default books for record types are specified in the Default Book by Record Type section of the User Detail page.

    • If the default book for the Activity record type in the user’s record is not specified, and a default custom book that can contain data is specified in the Default Book field on the user’s record, then the book specified in the Default Book field on the user’s record is the default book.

      NOTE: The default book must be a custom book. Oracle CRM On Demand cannot assign a user book as the primary book for a task. In addition, the default custom book must be a book that can contain data.

If an appropriate owner or primary custom book that can contain data cannot be identified, then Oracle CRM On Demand does not generate the task. The following table shows how Oracle CRM On Demand determines which owner or primary custom book to assign to a generated task.

Owner Option in Workflow Action or Sales Stage Task

Source Record: Owner or Primary Custom Book

Activity Record Type: User Mode

Activity Record Type: Book Mode

Activity Record Type: Mixed Mode

Source record owner

Owner

The owner of the source record is the owner of the task.

If the owner of the source record has a default book, then Oracle CRM On Demand assigns that book as the primary book for the task.

If the owner of the source record does not have a default book, then the task is not created. No error message is returned.

The owner of the source record is the owner of the task.

Source record owner

Primary custom book

The task is not created. No error message is returned.

The primary custom book from the source record is assigned as the primary book for the task.

The primary custom book from the source record is assigned as the primary book for the task.

Source record owner

No owner and no primary custom book

The task is not created. No error message is returned.

The task is not created. No error message is returned.

The task is not created. No error message is returned.

Manager of source record owner

Owner

If the owner of the source record has a manager, then the manager is the owner of the task.

If the owner of the source record has no manager, then the behavior is as follows:

  • For sales processes, the owner of the source record is the owner of the task.
  • For workflow actions, the task is not created and no error message is returned.

For information about the behavior in this case, see the second table in this topic.

If the owner of the source record has a manager, then the manager is the owner of the task.

If the owner of the source record has no manager, then the behavior is as follows:

  • For sales processes, the owner of the source record is the owner of the task.
  • For workflow actions, the task is not created and no error message is returned.

Manager of source record owner

Primary custom book

The task is not created. No error message is returned.

The task is not created. No error message is returned.

The task is not created. No error message is returned.

Manager of source record owner

No owner and no primary custom book

The task is not created. No error message is returned.

The task is not created. No error message is returned.

The task is not created. No error message is returned.

Team role or team user role

One or more team members have the role

The team member is the owner of the task. A task is generated for each team member who has the specified role.

If the team member has a default book, then Oracle CRM On Demand assigns that book as the primary book for the task.

If the team member does not have a default book, then the task is not created. No error message is returned.

The team member is the owner of the task. A task is generated for each team member who has the specified role.

Team role or team user role

No team member has the role

For workflow actions, the task is not created and no error message is returned.

For sales processes, if the source opportunity has an owner, then the opportunity owner is the owner of the task. If the source opportunity does not have an owner, then the task is not created and no error message is returned.

For workflow actions, the task is not created and no error message is returned.

For sales processes, if the owner of the source opportunity has a default book, then the default book is assigned to the task. If the owner of the source opportunity does not have a default book, then the task is not created and no error message is returned.

For workflow actions, the task is not created and no error message is returned.

For sales processes, if the source opportunity has an owner, then the opportunity owner is the owner of the task. If the source opportunity does not have an owner, then the task is not created and no error message is returned.

Specific user

Not applicable

The specified user is the owner of the task.

If the specified user has a default book, then Oracle CRM On Demand assigns that book as the primary book for the task.

If the specified user does not have a default book, then the task is not created. No error message is returned.

The specified user is the owner of the task.

The following table shows how Oracle CRM On Demand determines which owner or primary custom book to assign to a generated task in the following circumstances:

  • The option in the Owner field on the sales stage task or workflow action is set to the manager of the source record owner
  • The source record has an owner
  • The Activity record type is configured in book mode

    Owner Has a Manager

    Manager Has a Default Custom Book That Can Contain Data

    Owner Has a Default Custom Book That Can Contain Data

    Sales Process Behavior

    Workflow Behavior

    Yes

    Yes

    Not applicable

    Oracle CRM On Demand assigns the manager’s default book as the primary book for the task.

    Oracle CRM On Demand assigns the manager’s default book as the primary book for the task.

    Yes

    No

    Yes

    Oracle CRM On Demand assigns the default book of the source record owner as the primary book for the task.

    The task is not created. No error message is returned.

    No

    Not applicable

    Yes

    Oracle CRM On Demand assigns the default book of the source record owner as the primary book for the task.

    The task is not created. No error message is returned.

    No

    Not applicable

    No

    The task is not created. No error message is returned.

    The task is not created. No error message is returned.


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