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Administering Oracle CRM On Demand > User Management and Access Controls > Book Management > Associating Users with Books

Associating Users with Books

You can define which users can access a book, and the level of access that each user has to records in the book. When you associate a user with a book, you specify the access profile for the user when working in the book. The following standard options are available:

• Edit. Allows the user to read and update the records in the book.
• Full. Allows the user to read, edit, and delete the records in the book.
• ReadOnly. Allows the user to view the records in the book.

You can also create custom access profiles for books. The Access Profiles picklist on the Book Users Edit page includes all access profiles that have the Grantable to Book Users option selected on them. For information on how to create custom access profiles for books, see Creating Access Profiles for Books.

The level of access that a user has to books affects the user’s overall access rights to records. The following examples show how the user’s access rights are determined.

Example 1

Ryan Taylor, a sales representative, has the following setup in Oracle CRM On Demand:

• Has access to account records through the sales representative role.
• Has the access level on his owner access profile set to ReadOnly for the account record type
• Has the access level on his default access profile set to ReadOnly for the account record type
• Is not a member of the account team for the ABC Widgets account
• Is associated with the Widget Makers book, with his access profile for the book set to Full

If the ABC Widgets account is in the Widget Makers book, Ryan's access rights to the ABC Widgets record allow him to read, edit, and delete the record. He has these access rights, because the access control system in Oracle CRM On Demand calculates the most liberal rights from all of the relevant access profiles and applies them. In this case, the access profile for the book is set to Full, and therefore supersedes the access profile for account records.

Example 2

Tanya Lee, a sales representative has the following setup in Oracle CRM On Demand:

• Has access to opportunity records through the sales representative role.
• Has the access level on her owner access profile set to ReadOnly for the opportunity record type
• Has the access level on her default access profile set to ReadOnly for the opportunity record type
• Is a member of the opportunity team with the Opportunity Access field set to Edit
• Is associated with the Widget Makers book, with her access profile for the book set to Full

If an opportunity is in the Widget Makers book, Tanya's access rights allow her to read, edit, and delete the record. However, if an opportunity is not in the Widget Makers book, Tanya's access rights (from her owner access profile, her default access profile, and her membership of the opportunity team) allow her to read and edit the opportunity, but she cannot delete the opportunity.

Methods of Associating Users with Books

You can use three methods to associate users with books:

• From a book record, you can associate multiple users with the book.
• From a user record, you can associate multiple books with the user.
• You can import book user records. For more information, see Book User Fields: Import Preparation.

The following procedure describes how to associate multiple users with a book through the book record.

To associate multiple users with a book

1. In the upper-right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the Book Management link.
3. On the Book Hierarchy page, click the name link of the book with which you want to associate users.
4. On the Book Details page, on the title bar of the Book Users section, click Add Users.
5. In the Book Users Edit page, pick the users whom you want to associate with the book.

   The following table describes the information that you must specify for each user you associate with the book.

   Field	Description
   Users	Click the Lookup icon next to the User field and then select the user. NOTE: A user's delegates do not automatically get access to a user's book. You must also associate each delegate with the book.
   Book User Role	(Optional) Select the role from the picklist. NOTE: The book user role is not an Oracle CRM On Demand role. For information about creating book user roles, see Creating Book Types and Book User Roles.
   Access Profile	From the list of profiles that are enabled for books, select the access profile that determines the user's access rights to the current book and any subbooks. The standard options are: Edit. Allows the user to read and update the records in the book. Full. Allows the user to read, edit, and delete the records in the book. ReadOnly. Allows the user to view the records in the book. NOTE: For information about creating custom access profiles for books, see Creating Access Profiles for Books.

The following procedure describes how to associate multiple books with a user through the user record.

To associate multiple books with a user

1. In the upper-right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the User Management and Access Controls link.
3. In the User and Group Management section, click the User Management link.
4. In the User List, click the last name of the user with whom you want to associate books.
5. On the User Detail page, on the title bar of the Assigned Books section, click Add Books.

   NOTE: If the Assigned Books section is not available on the User Detail page, click the Edit Layout link, and add the section to the page layout.

6. On the Assigned Books Edit page, pick the books that you want to associate with the user, and specify the user information for each book.

   The following table describes the information that you must specify for each book that you associate with the user.

   Field	Description
   Book Name	Click the icon to the right of the Book Name field, pick a book in the Book selector, and click OK.
   Book User Role	(Optional) Select the role from the picklist. NOTE: The book user role is not an Oracle CRM On Demand role. For information about creating book user roles, see Creating Book Types and Book User Roles.
   Access Profile	From the list of profiles that is enabled for books, select the access profile that determines the user's access rights to the current book and any subbooks. The standard options are: Edit. Allows the user to read and update the records in the book. Full. Allows the user to read, edit, and delete the records in the book. ReadOnly. Allows the user to view the records in the book. NOTE: For information about creating custom access profiles for books, see Creating Access Profiles for Books.

NOTE: Associating a user with a book does not allow the user to access the book. To allow users to access books, you must enable books for each user, and each user role that wants access to books, as described in Enabling Books for Users and User Roles.