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Security Guide for Siebel eBusiness Applications > Access Control > Planning for Access Control >

Setting Up Positions

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A position represents a specific job slot within your company. As you define your company structure, define specific positions with each level in the hierarchy of divisions. Positions determine which records users have access to. You must be logged on to a server database to add positions.

NOTE:  An employee should have a position in order to create and use accounts, opportunities, contacts, and other customer data objects in your Siebel application.

Each position typically has only one associated employee. In some circumstances such as job-sharing situations, a position may have multiple associated employees. One employee can be associated with multiple positions. There can be only one primary employee for a position, but an employee can be primary for more than one position.

There is a drawback to having multiple employees associated with a position. Because a position can have only one primary employee, only the primary employee is visible in the Employee field. If you search for an employee in a positions list, you may not find relevant position records in which the employee is not primary for the position.

Only the primary employee for a position appears in the Account Team, Opportunity Sales Team, and Contact Access lists. However, all the employees in that position can access the My Accounts, My Opportunities, and My Contacts views.

A position can be associated with only one organization. If you want an employee to have visibility to multiple organizations, you must create a position for each organization and assign that employee to each position. The employee can then see one organization's data at a time by changing positions.

Positions can be set up in a multilevel hierarchy. In this case, the parent position gains visibility to all the sets of data visible to the child positions individually.

Your Siebel application allows users to change their position to any other position in the organization. A user can change positions while logged in by choosing View > Site Map > User Preferences > Change Position, selecting a different position in the list, and clicking the Change Position button. For instance, a sales representative could change position to a sales executive and have access to the same views as the previous position, but gain visibility to another organization's data.

NOTE:  You cannot make a position obsolete by setting the End Date. This field records only the end date for the current employee associated with the position. It does not make the position obsolete after that date has passed.

CAUTION:  Do not delete a position. This can cause unexpected and negative results. For example, if you delete a position that is primary for an account, and you do not select a new primary position for that account, Assignment Manager may not be able to assign resources to activities for that account.

If you rename a position, check these areas in your Siebel application to make sure the name change is reflected correctly:

Assignment rules, if you have used these positions in assignment rules. For more information, see Siebel Assignment Manager Administration Guide.
Workflow processes, if you have used these positions in workflow processes. For more information, see Siebel Business Process Designer Administration Guide.
Enterprise Integration Manager (EIM), if you are referring to these positions in EIM import SQL scripts. For more information, see Siebel Enterprise Integration Manager Administration Guide.
The Position field of the Employees view.

In positions, as in other areas of your Siebel application, foreign key references are implemented with the ROW_ID column in the base tables. The ROW_ID column is not visible in the user interface and cannot be changed manually. This is because the integrity between the various base tables would be lost if users were allowed to change this value. Changing a position name does not affect the foreign keys (the ROW_ID in the underlying base table).

A special consideration for mobile users is as follows: If you change a mobile user's position, that user's visibility rules change. In this case, it is recommended that the user reextract his or her local database. However, if you change only the position name (for example, from Sales Representative to Sales Associate), then the reextraction is not required. This is because position names are stored in the S_POSTN table, and this column has enterprise-wide visibility. In other words, changes to this column will be distributed to all users.

To set up a position

From the application-level menu, choose View > Site Map > Group Administration > Positions.

The Positions view appears.

In the More Info form, add a new record and complete the necessary fields.

Some fields are described in the following table.

NOTE:  Most fields in the More Info form are filled in automatically from the Employee record of the active employee. If you have not set up employees, you can associate them with positions later.

Field	Guideline
Billing Product	Used by Siebel Professional Services Automation.
Compensable	Used by Incentive Compensation.
End Date	Last day for the currently associated employee to be associated with this position.
Last Name	Select one or more employees to occupy the position. In the Assigned Employees dialog box, select the Primary field for the employee whom you want to make primary for this position.
Parent Position	If this position is a subposition, select the parent position. This allows a position to be associated with another position.
Position Type	Type of position. This field is informational and has no impact on visibility.
Territory	Allows a position to be associated with a territory. For use by Siebel Assignment Manager.

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