Siebel CRM Desktop for IBM Notes Administration Guide > How Siebel CRM Desktop Synchronizes Data > How Siebel CRM Desktop Synchronizes Data Between the Client and the Siebel Server >

Factors That Determine the Data That Siebel CRM Desktop Synchronizes

A Siebel user can typically access only a subset of data that is available in the Siebel database. This topic describes that factors that determine the data that a user can access. How you configure CRM Desktop determines many aspects of the data that it synchronizes. For example:

• Synchronization objects that are configured
• Internal filters that are applied
• View modes that are configured on each object
• Security and other configuration that exists on the Siebel Server

You specify this configuration before you deploy CRM Desktop to your users. The user can choose presets for a predefined filter and specify personal filters in the First Run Assistant. The internal filters and server application metadata configuration restricts access to some data, and the user filters apply a second layer of filtering. CRM Desktop applies these filters during initial synchronization and incremental synchronization.

How Filters Reduce the Data That Siebel CRM Desktop Synchronizes

Figure 9 illustrates how the number of Siebel CRM records that are available in the client reduces as these records encounter each set of filters.

Figure 9. How Filters Reduce the Data That Siebel CRM Desktop Synchronizes

Explanation of Callouts

The following filters reduce the data that CRM Desktop synchronizes:

1. Siebel visibility filters. Visibility rules that are configured in the Siebel Repository and that the Siebel Server applies affects data access. CRM Desktop integrates with the Siebel Server through the Web service interface, so security, search specifications, and other logic that is configured at the integration or business object layer limits the data that CRM Desktop synchronizes to the client. The user interface configuration does not affect the results of queries or other operations that CRM Desktop performs.
2. Master filters. Internal synchronization filters that an administrator sets. They identify the Siebel CRM data that CRM Desktop synchronizes to the client. Search specifications on the Siebel Server and security settings in the Siebel Repository establish the first level of filtering. A set of filters that reside on the client can also restrict the data that CRM Desktop downloads to the client.
3. Preset and user filters. An administrator can create preset filters in the customization package and then specify the filter that CRM Desktop applies as the default filter. The user can use this default filter or choose another preset filter. The user can do this in the First Run Assistant during installation or later in the Filter Records Tab of the Synchronization Control Panel. To create a preset filter, the user can modify an existing preset filter. The user can apply different saved presets at different times, depending on the filter requirement. CRM Desktop uses these filters and the application configuration to identify the data to synchronize.

   Depending on relationships in the data, CRM Desktop might synchronize an object that the Filter Records Tab disables for synchronization. For example, if the opportunity object is enabled but the account object is not enabled, then it still downloads any account data that the opportunity references. This download is required to make sure the data is complete. Also, CRM Desktop might still upload changes that the user makes in the client to the Siebel Server even if an object or synchronization filter is disabled. For example, if the user disables the account object and then creates an account in IBM Notes, then it uploads the account to the Siebel Server. For more information, see the following topics:

   • Customizing How the First Run Assistant Performs the Initial Synchronization
   • Controlling Synchronization Filters

Objects That Are Enabled for Synchronization

A set of objects that are enabled for synchronization determines the data that CRM Desktop can synchronize, depending on the configuration that CRM Desktop downloads for the user. These objects are defined in the application metadata that you deploy through the customization package that is available to the user. If the application metadata does not define an object, then CRM Desktop does not synchronize it. Application metadata also defines the field mappings that CRM Desktop uses in the synchronization. These mappings specify how CRM Desktop synchronizes objects in IBM Notes and on the Siebel Server. For more information, see Customizing Field Mapping.

How Differences Between IBM Notes and the Siebel Server Affect Synchronization

Siebel CRM Desktop downloads to IBM Notes all data that resides on the Siebel Server that is available to the user for the initial synchronization. For an incremental synchronization, the changes that occur to data in IBM Notes and on the Siebel Server play a large role in determining the data that CRM Desktop synchronizes. The following changes can occur:

• Data is created, updated, or deleted in IBM Notes.
• Data is created, updated, or deleted on the Siebel Server.

For more information, see How Siebel CRM Desktop Synchronizes Data During an Incremental Synchronization.

Differences in Data Access Rules

Differences in data access rules that occur from one synchronization to the next can occur for the following reasons:

• The user downloaded a different customization package with a different configuration of synchronization objects, view modes, or internal synchronization filters.
• The configuration of the Siebel Repository changed. This can include security logic, search specifications, or other logic in the integration or business object layers.