Siebel Email Response Administration Guide > Completing Basic Setup Tasks > Creating Templates, Catalogs, and Categories >

Managing Template Visibility

You can control visibility to templates in many ways, including the following:

• Associate a template with a business component. The template will be visible only when you are in a view associated with that business component.
• Select the appropriate template type (Greeting, Body, and Closing). For example, when you choose Greeting as the template type, only the template names for that type appear for selection.

  NOTE:  Greeting and closing templates are used only in Siebel Email Response replies, not in Send Email (F9) or Send Fax (CTRL + F9) communications. For more information about template types, see To create a Simple template.

• By assigning default values in the Outbound Communications view of user preferences. For more information, see Filtering Templates by Assigning User Preferences Default Values.
• By using access groups to filter objects. For more information, see Using Access Groups to Filter Objects.
• In Siebel Smart Answer, body templates must be associated with a category in the current KB file or the template will not be visible to you.

Filtering Templates by Assigning User Preferences Default Values

You can filter templates by assigning user preferences in the following ways:

• Template format (plain text or HTML). Set your Default Message Format in the Outbound Communications view of User Preferences. If you set your default message format to Plain Text, HTML templates will not be visible to you. Therefore, each template should created once as an HTML template and once as a plain text so that it will be available to all users.
• Language and locale. You can set your language and locale in the Outbound Communications view of User Preferences. If you do not set this user preference, the language and locale used during the installation of Siebel software will be the default. In a global deployment, some templates need to be created in specific languages and locales. Because you can see only templates that were created for your language and locale setting, each template you wish to use for another language and locale, should be created in that language and locale.

Using Access Groups to Filter Objects

Access groups allow you to restrict visibility to various objects. By adding an access group to catalogs and categories, you can filter these objects based on the user's access group, division, or organization. Using access groups, you can also filter catalogs and categories and their corresponding response templates and solutions.

To assign an access group to a catalog

1. Navigate to the Administration - Catalog screen > Catalog Administration list view.
2. In the Catalogs list, select the appropriate catalog, and click the link in the Name field.
3. Click the Access Groups view tab and click New.
4. In the Add Access dialog box, select the groups that should have visibility to this catalog and click OK.

   NOTE:  You can create new access groups in the Access Group screen.

5. Click the Private Flag field.

To assign an access group to a category

1. Navigate to the Administration - Catalog screen > Catalog Administration list view.
2. In the Catalogs list, select the appropriate catalog, and click the link in the Name field.
3. Select an existing category or create a record and complete the fields.
4. Click the Access Groups view tab, and then click New.
5. In the Access Group dialog box, select the groups that should have visibility to this category and click OK.

   NOTE:  You can create new access groups in the Access Group screen.