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Security Guide for Siebel eBusiness Applications > User Administration > Adding a User to the Siebel Database >

Adding a New Employee

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At a minimum, an employee must have a position, a responsibility, and a Siebel user ID.

You can also associate attributes with employee records such as skills, tools, assignment rules, and availability. By doing so, you can use the employee record and its attributes with features such as Siebel Assignment Manager and Siebel Professional Services Automation.

The following procedure creates a User record for the employee only as a stage in allowing the employee to access the database.

To add a new employee

Log in as an administrator to a employee application, such as Siebel Call Center, and then choose View > Site Map > User Administration > Employees.

The Employees list appears.

Click the menu button, and then choose New Record.

As shown below, a new record appears in the Employees list and a corresponding form appears under the More Info view tab.

In the More Info form, click the show more button.

Additional fields appear in the More Info form, including the New Responsibility field.

Complete the form. Use the following guidelines.

Field	Guideline
Last Name	Required.
First Name	Required.
User ID	Required. This field must be unique for each user. Depending on your authentication architecture, the user may or may not log in with this identifier. If you implement database authentication, this field must be the login name for a database account.
Password	Optional (required for some authentication implementations). This field is editable only if you implement database or security adapter authentication. For security adapter authentication, the password is propagated to the user directory. For database authentication, the password is propagated to the database. The password is propagated to the user directory. The user uses this password to log in. This field is not editable if you implement Web SSO authentication. For Web SSO, you maintain the user's login password independently in the external authentication system. For information about user authentication architectures, see User Authentication Overview.
Responsibility	Required. Pick one or more responsibilities which include appropriate views for the employee. If the administrator who creates this user has a value in their New Responsibility field, then that responsibility is assigned to this user by default. For information about the New Responsibility field, see New Responsibility Field.
New Responsibility	If the administrator who creates this user has a value in his or her New Responsibility field, then that responsibility is assigned to this field by default. For information about the New Responsibility field, see New Responsibility Field.
Position	Required. To be an employee, a user must have a position. If you assign multiple positions, the position you specify as Primary is the position the user assumes when he or she logs in.
Division	This field is populated automatically with the division to which the Primary position belongs.
Territory	This field is a read-only multi-value group. You are not able to enter a value manually. When you complete the Position field, the Territory field is populated automatically with territories with which the position is associated.
Organization	This field value is inherited from the user who creates this user, but the field is editable. Users whose positions are in this organization have access to this employee record. For information about organization access control, see About Access Control Mechanisms.

Click Save.

Completing Employee Setup

You can set up employees either before or after you assign them a responsibility. For more information about completing employee setup, refer to the initial setup section of Applications Administration Guide.

Also refer to Siebel Assignment Manager Administration Guide and Siebel Professional Services Automation User Guide.

Deactivating an Employee

You can deactivate an employee by dissociating the employee record from its responsibilities, altering the user ID, and removing the employee's access to the database.

To deactivate an employee

From the application-level menu, choose View > Site Map > User Administration > Employees.

The Employees view appears.

In the Employees list, select the employee you want to deactivate.
In the More Info view tab, delete all records from the Responsibility field.
Change the user ID slightly, to indicate that the employee is no longer current.

You may want to establish a convention for renaming user IDs when you deactivate employees. One possible convention is to append some text such as "expired" to the user ID. For example, you might change CARD to CARD-expired. That way you can continue to see the person's name associated with previous activity in history records.

Remove the employee's access to the database.

If you implemented database user authentication, you should remove the user's database account. If you implemented external authentication, then delete the user from the directory from which the user's database credentials are retrieved.

NOTE:  In the case of external authentication, if the external user repository is shared by many applications—as in the case of an LDAP directory or Microsoft Active Directory—do not delete the user from the directory. In such a case, make sure that the user's database access user name and password are different from that user's directory user name and password. Otherwise the user would be able to access the database directly using some database connection tools.

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