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How Siebel CRM Desktop Sets the Primary Employee of Activities

This topic describes how Siebel CRM Desktop sets the primary employee of an activity for a calendar entry or a To Do item.

How Siebel CRM Desktop Sets the Primary Employee of a Calendar Entry

Siebel CRM Desktop sets the Primary Owned By field of a calendar entry according to the following priority:

1. Resolves the email address of the native IBM Notes calendar entry to a Siebel CRM employee. If CRM Desktop finds an employee record that contains this address, then it sets the meeting organizer of the IBM Notes Calendar entry as the primary.
2. If CRM Desktop does not find an employee that contains this address, then it compares this address with addresses from email accounts in the IBM Notes location. If it finds a match, then it returns the employee from the employee object. This situation can occur if the email address that is set for the current employee is not the same as the account address in the native IBM Notes record for this employee.
3. If CRM Desktop does not find a match among the email accounts in the IBM Notes location, then no employee is found. In this situation, it sets the primary employee to the value in the Generic Siebel Owner system preference. For more information, see How Siebel CRM Assigns Meeting Organizers.

For more information, see Controlling How Siebel CRM Desktop Assigns Calendar Entry Owners.

How Siebel CRM Assigns Meeting Organizers

A Siebel user is a user who is registered to use Siebel CRM Desktop or a Siebel Business Application, such as Siebel Call Center. The meeting organizer is the user who creates the meeting. If a user creates a meeting, then Siebel CRM does the following:

• If the meeting organizer is a Siebel user, then it sets the value in the Owner field of the activity to the following value:

  Meeting Organizer

• If the meeting organizer is not a Siebel user, then it sets the value in the Owner field of the activity to the value that you specify in the Generic Siebel Owner system preference. For more information, see Controlling How Siebel CRM Desktop Assigns Calendar Entry Owners.

How Siebel CRM Assigns a Meeting Organizer If This Organizer Is Not a Siebel User

Siebel CRM requires the following:

• Every activity must include an owner.
• A Siebel employee record must exist for this owner.

Assume a Siebel user creates a calendar entry in IBM Notes. In this situation, an employee record exists for this user, so Siebel CRM Desktop sets this user as the owner and then synchronizes this calendar entry to the Siebel Server.

An employee record does not exist in the following situations:

• Assume employee A in your organization is not a Siebel user. This employee creates a meeting and then invites another employee in your organization who is a Siebel user to this meeting. A Siebel employee record does not exist for Employee A, and this employee cannot own a Siebel CRM record.
• A contact who is external to your company creates a meeting. A Siebel contact cannot own a meeting.

To create the meeting in this situation, Siebel CRM must first determine the owner for this activity. To avoid duplication errors and access conflicts between users for this meeting, Siebel CRM does the following:

1. Creates a meeting.
2. Assigns the value that you specify in the Generic Siebel Owner system preference as the owner of this meeting.

   For more information, see Resolving Synchronization Conflicts.

How Siebel CRM Desktop Sets the Primary Employeefor a To Do Item

Siebel CRM Desktop does following work to set the primary employee for a To Do item:

• If the user assigns the To Do item to shared contacts and employees, then it does the following work:
  • Sets the creator as the Activity Owner
  • Creates a relationship between contacts and the Contacts list
  • Creates associations with other employees
• If a user receives and shares a To Do item, then CRM Desktop creates the activity, sets the Activity Owner to Generic Siebel User, and then adds the employee who shares the To Do item to the Employees team as a nonprimary member.