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Factors That Determine What Data an Oracle CRM On Demand Desktop User Can Access

An Oracle CRM On Demand user can typically access only a subset of data that is available in the Oracle CRM On Demand database. This topic describes the factors that determine which data an Oracle CRM On Demand Desktop user can access. How you configure Oracle CRM On Demand Desktop determines many aspects of which data Oracle CRM On Demand Desktop synchronizes, for example:

• Synchronization objects that are configured
• Master filters that are applied
• View modes that are configured on each object.

  For more information, see How Oracle CRM On Demand Desktop Works and Customizing Oracle CRM On Demand Desktop.

• Book-based visibility that is configured for a record type
• Security and other configuration that exists on the Oracle CRM On Demand server

You define this configuration before you release Oracle CRM On Demand Desktop to your users environment. In the CRM On Demand Desktop Assistant, the user can choose preset filters for a predefined filter and define personal filters. The master filters and server application metadata configuration always restrict access to some data, and the user filters apply a second layer of filtering.

Oracle CRM On Demand Desktop applies these filters during the initial synchronization and incremental synchronization. Filters are used to limit the server data that is synchronized to Microsoft Outlook. However, filters are applied to server data only, and all data that is created in Microsoft Outlook is synchronized with the server.

Users cannot modify certain filters, for example, master filters. The company administrator creates and implements certain filters, for example, a filter to prevent Oracle CRM On Demand Desktop synchronizing inactive contacts with Microsoft Outlook. Master filters can be applied to both parent and child objects.

Users can modify user synchronization filters. These filters are displayed in the Filter Records screen in the Control Panel. They can also configure prebuilt filters, also known as filter presets. Several filter presets can be configured in a customization package, each with its own set of criteria for different object types. The customization package contains a predefined, default filter preset. This filter is applied by default if the user does not make any modifications when running CRM On Demand Desktop Assistant. When the user selects and modifies any preset filter, the preset filter is saved and applied until the user selects another preset filter in the Presets list.

Oracle CRM On Demand Desktop permits data access through the Book visibility in addition to the user ownership and team membership modes. It is possible to synchronize records that are visible with the user-specified book. These visibility configurations must be set for each record type on the Records Set tab of the Synchronization Control Panel of Oracle CRM On Demand Desktop.

In addition, Manager visibility allows users to see their own data and data that is directly owned by their subordinates. See Oracle CRM On Demand Online Help for more information

Filters Reduce the Number of Oracle CRM On Demand Records That Are Available in Oracle CRM On Demand Desktop

Figure 5 illustrates how the number of Oracle CRM On Demand records that are available to the Oracle CRM On Demand Desktop Client reduces because these records encounter each set of filters.

Figure 5. How Filters Reduce the Number of Oracle CRM On Demand Records That Are Available in Oracle CRM On Demand Desktop

The following filters reduce the number of Oracle CRM On Demand records that are available in Oracle CRM On Demand Desktop:

1. Oracle CRM On Demand visibility filters. Visibility rules that are configured in the Oracle CRM On Demand repository and that the Oracle CRM On Demand server applies affects data access. Because Oracle CRM On Demand Desktop integrates with the Oracle CRM On Demand server through the Web service interface, security, search specifications, and other logic that is configured at the integration or business object layer limits the data that Oracle CRM On Demand Desktop synchronizes with the client.

   The user interface configuration does not affect the results of queries or other operations that Oracle CRM On Demand Desktop performs.

2. Preset filters. Prebuilt filters are also known as filter presets. Several filter presets can be configured in a customization package, each with its own set of criteria for different object types. The customization package contains a predefined, default filter preset. This filter is applied by default if the user does not make any modifications when running CRM On Demand Desktop Assistant. When the user selects and modifies any preset filter, the preset filter is saved and applied until the user selects another preset filter in the Presets list.
3. Master filters. Master synchronization filters that are configured in the client application metadata determine which Oracle CRM On Demand data Oracle CRM On Demand Desktop synchronizes with the client. Although search specifications on the Oracle CRM On Demand server and security settings in the Oracle CRM On Demand repository establish the first level of filtering, a set of filters that reside on the client can also restrict data that Oracle CRM On Demand Desktop downloads to the client.
4. User synchronization filters. The user configures synchronization filters when the user runs CRM On Demand Desktop Assistant. These filters affect which objects Oracle CRM On Demand Desktop enables for synchronization. They are determined by preset filters the user chooses or by filters that the user defines in the Filter Records Tab of the Synchronization Control Panel. To determine which data to synchronize, Oracle CRM On Demand Desktop uses this information in addition to the application configuration.

   Depending on the relationships in the data, Oracle CRM On Demand Desktop might synchronize an object that is disabled for synchronization through the Filter Records Tab. For example, if the opportunity object is enabled, but the account object is not enabled, then Oracle CRM On Demand Desktop still downloads any account data that the opportunity references. This download is required to make sure the data is complete. Also, Oracle CRM On Demand Desktop might still upload changes that the user makes in the client to the Oracle CRM On Demand 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 Microsoft Outlook, then Oracle CRM On Demand Desktop uploads the account to the Oracle CRM On Demand server.

Related Topics

Customizing How CRM On Demand Desktop Assistant Performs the Initial Synchronization

Controlling the Object Types That Oracle CRM On Demand Desktop Displays in the Filter Records Tab

Controlling the Fields That Are Available in a Filter

Objects That Are Enabled for Synchronization

Depending on the configuration that Oracle CRM On Demand Desktop downloads for the user, a set of objects that are enabled for synchronization determine the data that Oracle CRM On Demand Desktop can synchronize. These objects are defined in the application metadata that you make available through the customization package that is available to the user. If an object is not defined in the application metadata, then Oracle CRM On Demand Desktop does not synchronize it. Application metadata also defines the field mappings that Oracle CRM On Demand Desktop uses in the synchronization. These mappings specify how Oracle CRM On Demand Desktop synchronizes objects in Microsoft Outlook and the Oracle CRM On Demand server. For more information, see Customizing How Oracle CRM On Demand Desktop Maps Fields.