CRM Sales Security Setup

Note: This Comprehensive resolution was written for CRM 8.0 and 8.1 releases, however, the Sales Security applies to CRM 8.4, 8.8 as well as 8.9 releases as well. The navigations for the 8.8 have been added.


TOPICS COVERED

I. Introduction to PeopleSoft CRM Sales
II. PeopleSoft CRM Sales Security
III. PeopleSoft CRM Sales Set Up Overview
IV. Defining PeopleSoft CRM Sales Users
V. Defining Organizational Structure
VI. Test the Set Up
VII. Common Resolutions with Sales Set Up
VIII. Issues with Sales Set Up

I. Introduction to PeopleSoft CRM Sales
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PeopleSoft CRM Sales enables you to import leads, track opportunities, make forecasts, generate quotes, and track all the tasks you perform along the way. The companion Sales Insight product enables you to analyze the data you collect.
After your system is set up, your organization can get to the business of managing its sales efforts and understanding the effectiveness of its efforts, where your money is being made. First you bring lead data into the system; for example, by referrals, the data entry of business cards you may have obtained at a trade show, or lead lists you may have purchased. Sales representatives will work with those leads to qualify them as prospects or identify whether they should be removed from the system. If the lead is promising, you can click one button to convert it to an opportunity.
PeopleSoft CRM Sales provides a system calendar for tracking tasks. For example, if a prospect asks you to call back in two weeks, you can capture that request so that it appears in your personal calendar.
Depending on your company's sales cycle, you may need to record sales support activities. Throughout the process of working with opportunities, sales representatives can assign approximate deal value and degrees of confidence that the deals will close.
Management can see how many opportunities are at specified stages in your company's sales cycle and the approximate value of deals in the works. You can also use qualitative information to assess where your company is succeeding. For example, if, throughout the sales process, you are capturing details about your customers, such as their industry or who your competitors are on specific types of deals, you can readily see where your company is strong and where more resources might be needed.

II. PeopleSoft CRM Sales Security
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The Security in Sales is two folds.
§ Based on the PeopleTools security privileges which is common to all other applications
§ Based on the Sales Access Profile. A user gets rights to access pages and data depending on what permissions (s) he has. This Security is unique to only to Sales Application in the CRM suite.
PeopleSoft CRM Sales allows each User's security access rights depending on his or her position in the organization. It also gives an ability to have a graphical representation of the structure of your sales organization from a Territory Tree. The Users higher in the tree have rights on the data of Users below them. This and Access Profile of the user gives the Forecast Rollup ability. The Forecast of the Users in the Tree (like Sales Reps) rolls up to the Users higher in the Tree (like Managers).
In other words, the security on the Tree goes top to down. For example, let us take tree structure like below:

§ America (Sales Director)
o North America (Sales Manager1)
§ East (Sales Rep1)
§ West (Sales Rep2)
o South America (Sales Manager2)
§ East (Sales Rep3)
§ West (Sales Rep4)

*The Sales Manager1 can see the data of Sales Rep1 and Sales Rep2 below. (Parent can see the data of all its children)
*The Sales Manager1 on North America node would not be able to see the data that Sales Manager2 on South America node can see. (Siblings cannot see each other's data)
*The Sales Director on America node can see the data of all users on all the nodes on the tree (Person at the top of the tree can see data of all users on the tree)

Some examples of rights that a Parent would enjoy:
*Parent can see the Leads/Opportunity of its children
*Parent has the capability to Generate/Submit Forecast of Children (he should have rights set in Access profile)
*Parents can View/Update Calendars of its children.

III. PeopleSoft CRM Sales Set up Overview
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Getting a user set up to use PeopleSoft CRM Sales involves several steps. The first step in setting up your PeopleSoft CRM Sales system is defining system users and specifying what parts of the application those users can use. This also includes steps to set up Territory Tree since a hierarchy has to be created for the organization.
The major steps in the process are:
· Create Sales Business Units (BU)
· Create a Worker (Person ID) and PeopleSoft User ID for each person that uses the application. These IDs identify the user and enable him or her to log onto the system.
· Create Access Profiles and Create Sales User, which specify what data a user can see, and assign the appropriate profile to each user.
· Set up the Data Distribution Rules (New in 8.4 +)
· Define your organizational structure by creating Territory Tree. You associate sales people with each territory in the tree.

IV. Defining PeopleSoft CRM Sales Users
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Please Note, these steps provide only additional information to what has been provided in PeopleBooks. It assumes that you are familier with the Sales Application and have followed PeopleBooks. These steps tell about the field that are most importantly taken care during Set Up and need you to follow PeopleBooks along the way.
For details, please refer below path in PeopleBooks:
Home >PeopleBooks Library >PeopleSoft 8 CRM Sales PeopleBook >PeopleSoft CRM Sales.
Or,
Home > PeopleBooks Library > PeopleSoft Sales 8.8 SP1 PeopleBook

1.Define Sales Business Unit
Navigate:
(8.0) Home>Define Business Rules > Establish Business Units > Use > SFA Definition
(8.8) Set Up CRM> Business Unit Related> Sales Definition

- Add new value or use existing one
While creating Business Units, associate them to the right SetID depending on your Organizational Structure.
Please refer resolutions, 709860 and 712509 for some information on SetId and BU.

2. Define Worker
Navigate to:
(8.0) Home > Manage Workforce > Manage Workforce > Use > Worker
(8.8) Workforce> Worker

-Add new value or use existing worker.
-Fill in the First Name/ Last Name and other relevant fields.
-Go to Work tab and fill the mandatory fields. Associate the SetID, Department, Location and Job code for the Employee. These are just for informational purposes and are not used in Sales Security.
-Save and note the PersonID was created for this Person/Worker

3. Define User Id
User Id is the User Login for a user.
Navigate to: Home>PeopleTools > Maintain Security > Use > User Profiles
-Add new value or use existing UserID for the worker you have in Step#1. (Naming convention used in Demo data is First Letter of First Name and Last Name in UpperCase)
-Set password (In Demo data Password is same as UserId in UpperCase)
-To point User Profile to Worker and give them a Role
-GoTo 'ID' tab and associate PersonID that you created in Step #2. Choose ID Type as Person.
-GoTo 'Role' tab and associate the appropriate Role for the User. The assigned role determines what parts (Menus and Pages) of the system the user has access to.

4. Define Access Profile
Access profile defines what data the person has access to - for example, which leads and which opportunities he has access to.
Navigate to:
(8.0) Home>Define Business Rules> Structure Sales Force> Use> Access Profiles
(8.8) Set Up CRM> Product Related> Sales> Security and Personalization> Sales Access Profiles

-Add new value or use existing profile. Example, add for the permission for 'Field Sales Rep'
-Select all permissions that have to be given to the user (for Leads, Opportunity...)

There were many more Access Profile options in 8.0, in 8.4 and 8.8 many of them are transferred to Data Distribution Rules and Roles.
Navigation:
Enterprize Components> Component Configuration> Data sets> Dataset Rules
Enterprize Components> Component Configuration> Data sets> Dataset Roles

Note:
Please refer PeopleBooks to see the details of each Access Option and Data Distribution Rules.

5. Define Sales Users
Here you associate Person (defined in Step #2) with an Access Profile (defined in Step#4).
Navigate to:
(8.0) Home>Define Business Rules> Structure Sales Force> Use> Sales Users
(8.8) Set Up CRM> Product Related> Sales> Security and Personalization> Sales Users

-Add new value or use existing Sales User. The Person Id you need to specify is the same you defined in Step #2
Sales User Detail Page:
This page provides details about each sales user: their job category, access profile, and quota information.
-Set Business Unit for the Sales User.
-Associate the Access Profile
Active/Inactive flag decides whether the Sales User will appear on the Tree and on the Prompts for Sales User. If an Inactive Sales User has a User Login, (s) he can still login and access her/his data.

Sales user Visibility Page:
This page specifies which territory or territories this user can view data from. It gives only the Visibility rights to the users who are not in the tree hierarchy but needs to view data (for example Financial Controller etc). This does not give the Sales User rights to any Sales Process.
-Add the tree node to the Territory Visibility section (optional)


V. Defining Your Organizational Structure - Territory Tree
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Detailed steps of Create/Set up Territory Tree
1. Define business units.
You have already created them in previous section.
2. Define the items that distinguish territories from one another.
Different sales organizations use different criteria to divide their sales activities: by product line, by geographic region, by customer, or by industry. Before you build your territory tree, you must define the items that distinguish one territory from another; for example, if your territories are based on customers, you must first define the customers.
Which pages you use to define these items depends on which criteria you are using. You can access any of these pages from the Territory Management Home page

(8.0) Home > Manage Sales > Manage Sales Territories > Use > Territory Management Home
(8.8) Sales> Territories> Territory Management Home

3. Define New Territory Tree
Navigate to:
(8.0) Home > Manage Sales > Manage Sales Territories > Use > Create Territory Tree
(8.8) Sales> Territories> Create Territory Tree
(8.8) Sales> Territories> Territory Management Home> Create Territory Tree

-Create Root node and Build the tree structure by specifying the hierarchical relationships between the territories.
To edit the tree or the nodes,
Navigate to:
(8.0) Home > Manage Sales > Manage Territories > Use > View/Edit Territory Tree
(8.8) Sales> Territories> View/Edit Territory Tree

4. Add Sales Users and Managers to the Tree nodes
To do this click on the node, this will show various icons.
Click on the Edit Data icon (pencil icon) and this will allow you to add all the information on the node.

Please refer to PeopleBooks for details of each icon.

5. Run Sales Access Update
Sales Access Update process combines User identities with Access permissions.
You need to run Access Update (Application Engine prog) to make the Sales Security come in effect. Make sure you run this first time after creating the Tree and every time after making any change on the Tree.
General term that is used for running Sales Access Update and having the Tree come in Effect - Flatten the Tree.

In CRM 8.0 and 8.1 releases, the application engine program picks up the most current Effective Dated Tree. If you want to Flatten an old tree, copy the tree (Save As), change its date then run the sales access update on it.
In CRM 8.4 onwards, a tree can be selected to run the Sales Access Update.

To Run Sales Access Update Navigate to:
(8.0)
Home>Define Business Rules> Structure Sales Force> Process> Sales Access Update
Home>Define Business Rules> Structure Sales Force> Use> Sales Users, Visibility Tab.
(8.8)
Sales> Territories> Territory Management Home> Sales Access Update
Set Up CRM> Product Related> Sales> Security and Personalization> Sales Access Update
Set Up CRM> Product Related> Sales> Security and Personalization> Sales Users, Visibility Tab


VI. Test the Set Up
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Once you are done with this set up for several Sales Users having different Access Profiles, you need to verify if the Sales Access Update is in effect now or not.
Here is a small test:
- Login as a Sales User.
- Create some Leads or Opportunity and make sure they are assigned to the Sales User Logged in.
- Now Login as this Sales User's Manager, a person above him on the tree and has Manager permissions on his Access Profile.
- Go to the Lead/opportunity List page
Home > Manage Sales > Manage Sales Opportunities > Use > Opportunity
- Check Filter Option - My Staff's Leads/Opportunites
- The manager should be able to see the Sales User's Lead/Opportunities.