CREATING SIEBEL RECORDS
Working with records is a common task in a Siebel application. The Siebel application
allows you to add , change, delete, save and copy records. You can also organize data to
suit your preferences, attach files to records, and import or export data. In addition, you
can exchange data with other applications using the import and export functions in your
Siebel application. (e.g. Siebel to Microsoft Excel.)
A record is a group of related data organized into fields. Records can be merged so that
all the information is together and accessible to the team. Once you learn how to create a
record, you will be ready to perform all types of record related tasks. For instance, you
will be able to associate records so that you have all the information about a record linked
together. You will also be able to easily change the same data in multiple records with
If you are a member of a team that shares information, it is important for you to be able to
view any new records that have been added to your system. However, a record can only
be added to your system automatically if you are identified as a team member for the
Tip: When you are working within a list, look for the New column. If a record has been
newly added to your system, an asterisk appears in the New field in that record.
Here are two factors that could determine what records you can see:
A record can be assigned an owner, meaning that it can be assigned to only one
person. Only the owner of the record can see it. This type of record is called a
personally owned record, since only one user can own the record.
A record can also be assigned to a team. Only the people who have been assigned
as team members for the record can see it. (E.g. Sales Team, Account Team,
Activity Team and Contact Team.)
When a customer contacts the XXXXXXX Call Center with an inquiry, the Call Center
creates or confirms account and contact information. For our following discussion, let's
assume a prospective customer, Rexcel, contacts the Call Center to inquire about the Arc
Fault Breaker product. Since this inquiry could be a potential lead or sales opportunity,
the Call Center agent will begin processing the inquiry in accordance with the
Opportunity Management Process flow. For more information, see Opportunity
Management Process. If they find that there is no record available for this contact, they
may be able to create a new contact record. A record identifies a contact and maintains
information about that contact including last name, first name, address, and phone
number. When you add a record, a new record appears, containing fields that you need to
complete. Depending on where you are in the application when you invoke the new
record command, you receive either a new row in a list or a new form in which to enter
The following procedures show how to add records using some of the commands
available throughout the application. You can use whichever method works best for you,
or, sometimes, whichever method is available. Some records contain read-only fields.
Read-only fields are those in which you cannot enter data. You may not have user
privileges that allow you to enter data in the read-only field, or the data may be
automatically filled in by the system. For demonstration purposes, the process of
creating a new contact record is outlined below.
When you are working with a record, you need access, to all the information, related to
that record. There are several ways to add records to the database. All the ways allow
you to create a new record by adding a record to the database. Depending where you are
in the application, when you select the new record command, you will always receive
either a new row in a list or a new form in which enter your data. However, you can use
whichever method you find the easiest to work with or remember. As you begin to work
with individual records, you will notice that some of the fields cannot take data because
they are read-only. In addition, you may not be able to add data in the fields because you
may not have user privileges. Not all users can add new records. As a result, familiarize
yourself with the responsibilities that your administrator has assigned you. That way,
you won't waste unnecessary time trying to perform functions that are prohibited.
There are many ways to add and create a record in the application. The following
procedure demonstrates how you can add a record by using the New button.
The New button on the List view or Form view.
The Menu button on the List or Form.
The Application Menu , File/New/Record.
Right click in a List or Form and choose New Record.
Or, the application short cut, Control N on your keyboard.
There are many ways to create a record and you should familiarize yourself with all of
them. For demonstration purposes, the process for creating a record using the New
button on the Contacts screen is outlined below.
To Create A New Contact Record
1. Navigate to the Contacts screen. The Contacts list is displayed.
2. In the Show drop-down list, the application defaults to the My Contacts list. (A
contact record appears in the My Contacts view if you are on the contact team for
that particular contact.)
Note: If you are part of the Call Center, the application defaults to the All
3. Click New. A blank record appears in the Contacts list and a blank form in the
Form view. If you want to view additional fields, click the Show More button
in the Form. The record expands and displays more fields with information
related to the record in the form.
Note: Not all users can add new records. Your ability to do so depends on the
responsibilities given to you by your Siebel administrator.
4. In the new fields, type in all the new contact information.
a. In the First Name required field, type the contact's first name.
b. In the Last Name required field, type the contact's last name.
c. In the Work Phone # required field, type the contact's work phone
d. In the Work Fax # field, type the contact's work fax number.
e. In the Job Function field, select the contact's job function by first
selecting the Multi-Selection button.
f. Click New.
g. In the Job Function field, select the contact's job function from the drop-
h. Click Save.
i. Click OK.
j. In the Email field, type the contact's email address.
k. For more column choices, right-click anywhere in the Contacts list view
and select Columns Displayed from the pop-up menu. Additional field
choices include but are not limited to the following:
Manager Last Name
Manager First Name
Siebel has developed a flexible environment that provides everything you need to work
effectively with data. As you or you and your team build a customer base and the records
increase in number, you will repeatedly need to perform queries to search and locate
records. To do this you will have to know how to create, save, delete and refine a query.
To help you understand querying, carefully read and practice the querying features and
processes outlined below.
Querying is about instantly locating and working with one or more records that meet your
specified criteria. The subset of records found by a query can be viewed on screen,
exported to a file, or used as input for a report. When a query is created, the criteria can
be saved and reused. To find out more about creating, executing, refining, saving or
deleting queries, select and click on any of the topics outlined below:
Create a Query
Save a Query
Refine a Query
Delete a Query
To use the Query Assistant
Querying Within a Selection Dialog Box
Querying a Telephone Number
You can create your own queries and save them in the Queries drop-down list for later
use. Queries that you create are called user-defined queries. They allow you to enter your
own criteria to locate a specific set of records. Querying is a way to locate one or more
records that meet your specified criteria. The subset of records found by a query can be
viewed onscreen, exported to a file, or used as input for a report. When a query is created,
the criteria can be saved and reused.