About Adding a User to the Siebel Database

A user of a Siebel application is a record in the User business component. The S_PARTY, S_CONTACT, and S_USER tables in the Siebel database underlie the User business component. Each user is assigned a responsibility, a user ID, and, depending on the authentication architecture being used, a password.

An employee or a partner user is a user who has a position within a division, either internal or external, in the Siebel database. Other users, such as those who use customer applications such as Siebel Sales, do not have a position or a division. The S_EMP_PER table underlies the Employee business component, to which employees and partner users belong, in addition to the tables that underlie the User business component.

An administrator uses different views to add employees, partner users, and other users, although each of these users has a record in the User business component.

Caution:

You can modify field values for existing employees, partner users, or contact users, such as in the event of a name change. However, changing the user ID for such a user presents special issues, because this ID might be stored in various other types of records, using a field such as CREATOR_LOGIN (where a foreign key to the user record is not used instead). Values for such fields are not automatically updated when the user ID is updated. If you change the user ID, then you must also update such values in other records.

For more information about the functions of responsibilities, positions, divisions, and organizations, see Chapter 9, "Configuring Access Control". See the following topics for information on adding users to the Siebel database:

"Adding a New Employee"
"About Adding a New Partner User"
"Adding a New Contact User"
"Modifying the New Responsibility for a User Record"

Adding a New Employee

The procedure in this topic describes how to add a new employee record to the Siebel database.

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.

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 an employee application, such as Siebel Call Center, and then navigate to the Administration - User screen, then the Employees view.

The Employees list appears.
Add a new record.

Complete the following fields, then save the record. Use the indicated guidelines.

Field	Guideline
Last Name	Required. Enter any name.
First Name	Required. Enter any name.
User ID	Required. Enter a simple contiguous user ID, which must be unique for each user. Typically, the user provides this user ID to log in. Depending on how you configure authentication, the user might or might not log in with this identifier. If you implement database authentication, then this field must be the login name for a database account.
Password	Optional (required for some authentication implementations). Enter a simple contiguous login password. The password must conform to the syntax requirements of your authentication system, but it is not checked for conformity in this form. For LDAP security adapter authentication, the password is propagated to the user directory. For database authentication, the password is propagated to the database.
Responsibility	Required. Pick one or more responsibilities which include appropriate views for the employee. If the administrator who creates the employee user has a value in his or her New Responsibility field, then that responsibility is assigned to the employee user by default. For information about the New Responsibility field, see "Modifying the New Responsibility for a User Record".
New Responsibility	Optional. 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 "Modifying the New Responsibility for a User Record".
Position	Required. To be an employee, a user must have a position. If you assign multiple positions, then the position you specify as Primary is the position the user assumes when he or she logs in.
Division	Required. 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. (This field appears on the More Info form.)
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. (This field appears on the More Info form.) For information about organization access control, see Chapter 9, "Configuring Access Control".

Completing Employee Setup

You can set up employees either before or after you assign them a responsibility. For more information about completing employee setup, see the initial setup topic of Siebel Applications Administration Guide. Also see Siebel Assignment Manager Administration Guide.

Deactivating an Employee

You can deactivate an employee by dissociating the employee record from its responsibilities, altering the user ID, changing the employee's status to Terminated, and removing the employee's access to the database. The following procedure describes these tasks.

To deactivate an employee

Navigate to the Administration - User screen, then the Employees view.
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 might 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.
Select the Job Information tab.
Change the Employment Status field from Active to Terminated.

Remove the employee's access to the database.

If you implemented database user authentication, then you can 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 directory (such as LDAP) is shared by many applications, do not delete the user from the directory. 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 might be able to access the database directly using some database connection tools.

About Adding a New Partner User

A partner user is typically an employee in a partner company or a consultant to your company.

A partner user must have a position in a partner organization to be associated with that organization or to belong to position-based teams, such as opportunity or account teams.

You can assign a position to a new partner user from the following sources:

Positions that you create internally and associate with the delegated administrator's partner organization
Positions created by delegated administrators in the partner organization

You can register and administer partner users in the Administration - Partner screen in Siebel Partner Manager or another Siebel employee application for which you have licensed this screen. For information about using the Administration - Partner screen, see Siebel Partner Relationship Management Administration Guide.

Adding a New Contact User

The procedures in this topic describe how to add a new contact user record to the Siebel database and how to promote a contact to a contact user.

Users who are not employees or partner users do not have positions. These users include, for example, customers who use Siebel Sales or students who use Siebel Training. They are called customer or contact users to distinguish them from employee and partner users.

Contacts, such as contacts at a customer account, can exist in the database without having login capability. You create such contacts as Persons in the Administration - User screen. The procedure in this topic applies to contact users to whom you are providing a login to the Siebel database.

Caution:

You can modify field values for existing contact users, such as in the event of a name change. However, changing the user ID for such a user presents special issues, because this ID might be stored in various types of records, using a field such as CREATOR_LOGIN (where a foreign key to the user record is not used instead). Values for such fields are not automatically updated when the user ID is updated. If you change the user ID, then you must manually update such values in other records.

The following procedure describes how to add a new contact user.

To add a new contact user

Log in as an administrator to a Siebel employee application, navigate to the Administration - User screen, then the Users view.

The Users list appears.
Add a new record.

Complete the following fields, then save the record.

Use the indicated guidelines. The new user appears in the Users list.

Field	Guideline
Last Name	Required. Enter any name.
First Name	Required. Enter any name.
User ID	Required. Enter a simple contiguous user ID, which must be unique for each user. Typically, the user provides this user ID to log in. Depending on how you configure authentication, the user might or might not log in with this identifier.
Password	Optional (required for some authentication implementations). Enter a simple contiguous login password. The password must conform to the syntax requirements of your authentication system, but it is not checked for conformity in this form. For LDAP security adapter authentication, the password is propagated to the user directory. For database authentication, the password is propagated to the database.
Account	Pick one or more accounts to associate to the user. Specify one as the primary account. By default, the user sees this account when he or she logs in. For information about the function of the account in delegated administration, see "Delegated Administration of Users".
Responsibility	Pick one or more responsibilities which include appropriate views in the customer application, such as Siebel eService, for this user. If the administrator who creates the contact user has a value in his or her New Responsibility field, then that responsibility is assigned to the new contact user by default.
New Responsibility	If the administrator who creates this user has a value in the New Responsibility field, then that responsibility is assigned to this field by default. For information about the New Responsibility field, see "Modifying the New Responsibility for a User Record".
Time Zone	Choose a time zone so that times for events can be expressed in terms of this zone.
User Type	This field serves as a filter so that different applications can query for contact users only applicable to each particular application.
Work Phone # Home Phone # Fax #	The application interprets only the digits the user provides. Any separators are disregarded.

Promoting a Contact to a Contact User

You can promote an existing contact to a contact user by assigning user credentials and a responsibility to a Person record (a contact), as described in the following procedure.

To promote an existing contact to a contact user

Log in as an administrator to a Siebel employee application.
Navigate to the Administration - User screen, then the Persons view.

The Persons list appears.
Select the record of the contact to promote.
Enter values for the User ID, Password, Responsibility, and New Responsibility fields.

Modifying the New Responsibility for a User Record

A user record might or might not have a value in the New Responsibility field in the Users view. If a value does exist, then whenever the user creates a new user, the new user's Responsibility field is assigned the value in the creating user's New Responsibility field by default. This principle applies when a user of any type (employee, partner user, contact user) creates any other type of user.

A user's own New Responsibility field is populated in one of the following ways:

The New Responsibility field value is inherited from the New Responsibility field of the user who creates this new user.
The New Responsibility field value is manually assigned to the user.

A user's New Responsibility field can only be modified by an internal administrator.

Delegated administrators of Siebel customer and partner applications can upgrade a user's Responsibility, but they cannot edit the New Responsibility field. Therefore, your internal administrators control the default responsibility that any customer or partner user inherits from a delegated administrator. It is important to make sure delegated administrators have New Responsibility values that you intend your new customer and partner users to have, such as the seed responsibilities provided for such users.

You might or might not want to use the New Responsibility field functionality when administrators create new employee records. If there are a variety of responsibilities assigned new employees, then it might make sense to leave employee's New Responsibility field empty. If most of your new employees are assigned the same responsibility or you want to create a batch of new employee records that all have the same responsibility, then it is probably more efficient to assign a New Responsibility value to the administrator who adds the employees.

An internal administrator can modify New Responsibility values for employees, partner users, and contact users in the same administration screen.

To modify a user's New Responsibility field value

Log in as an administrator to a Siebel employee application and navigate to the Administration - User screen, then the Users view.

The Users list appears, containing all the employees, partner users, and contact users in the database.
In the Users list, select the user record to modify.
In the form, pick a new value in the New Responsibility field, then save the record.

The user must log out and log in for the New Responsibility value to become active.