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Roast Chef mark_v3553
Roast Chef

Sharing Rules?

Hello, I wondered if I could please ask if anyone has a solution for the following challenge we have!

Within our business we have 10 different legal entities, which are unique to each country - therefore we have 10 groups of users dependent upon their country. In our ERP system a part number will exist for the same item 10 times, once in each legal entities environment.  In ServiceMax the product appears 10 times but is visible from a field which country the part belongs to. The problem we have is that there is no way (that we can see) where we can restrict each country seeing any other items than their own? We are relying on the engineers to choose the correct part from a list of 10 identical entries, which as you can imagine leads to mistakes. I understand we could have a sharing rule applied, but we don't have anything to use in the product object other than a 'code' field which the first two characters of are specific to the legal entity they apply to? Has anyone got any ideas?

Best regards, Mark

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Pastry Chef johnw
Pastry Chef

Re: Sharing Rules?

Mark,

We have this same issue with multiple ERP systems in play as well. We currently have two different countries in the same org and will expand this to 6 in the next several months.

We also use a Code field and have expanded it as a suffix to certain fields.

Here's our segregation method. Each country has a Company Code (CC). This Company Code is added to all of the objects within ServiceMax (and SFDC) as well as the User Record.

We added the CC to each Integration operation (for all Objects). For the SFDC Products (ERP Item Master) we appended certain part number fields with tilde ~  1234~2 / 1234~3.

We limit the parts that can be picked to the Tech's Trunk Stock.

These codes are then used for the Technicians and the Trunk Stock Locations. We use the iPad app and set the download criteria for the Individuals Trunk Stocks. The Tech in CC~2 will only have parts in their stock to pick from. When they view the parts they see the clean part number 1234.

M2K - Master Record (Manufactured in this ERP) the CC was not needed on this master record in the Product Ccde fields

Company Code: 1

Product Code 1234 

Product Master Code: 1234

ERP Unique Key:

Sage - Secondary Part (Inter company purchase of part) Countries other then the Master require the ~x to be added

Company Code: 2

Product Code 1234 

Product Master Code: 1234~2

ERP Unique Key: 1234~2

When using he SFDC global search for parts we made sure we added the CC field and the Product Code and Product Master code to the search results. We did this for all objects

We have not employed sharing rules yet.

Validation rules can also then be used to enforce the correct part is selected.

The CC is used to also ensure records stay within the correct ERP integration path.

Message 2 of 8
Pastry Chef russjaco
Pastry Chef

Re: Sharing Rules?

Hi Mark

I have raised this issue as an idea for Smx to look at

We have a the same problem, but because the Product table is used by other parts of the organisation, we can not use multiple entries for a single part number, each number has to be unique. The problem we have is that some parts are used in all organisations, and other maybe used in only 1, or 2 etc, but as we have no simple method to say where each part is used, the engineers will see all parts for all organisations.

We are looking at some solutions, like using a relationship table, or simple tick boxes fields for each country, but i think its Smx could help us handle,

Thanks

Russ

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Roast Chef mark_v3553
Roast Chef

Re: Sharing Rules?

I hope so Russell, not managed to find a way around this yet but will be at the Maximize Event in Berlin next week and I’ve got it on my list to discuss! 


Best regards, Mark 

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Pastry Chef russjaco
Pastry Chef

Re: Sharing Rules?

Hi Mark

I’ll be in Berlin next week as well, so may be run in to you.

Thanks

Russ

Russell JACOBS

Business Analyst (Service)

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Pastry Chef russjaco
Pastry Chef

Re: Sharing Rules?

Hi Mark

We have found a solution for this using custom settings, which can be used as a filter criteria on downloads. You can set a custom setting for each users, say the Org ID, and then in a field on the Product table add the Org ID relevant to the part (as we have many to many relationship between orgs and parts, we have had uses a separate field for each org). And then simply use the download criteria in the format SVMX.SFCSH.Part_Download__c.Part_Org__c against the field that has your Org ID. We have 18 orgs and it works really well.

Thanks

Russ

Message 6 of 8
Roast Chef mark_v3553
Roast Chef

Re: Sharing Rules?

Thanks Russ! We will have a look into this one!

Lesley Evans​ we can look at this too, making each user only see products from their legal entity.

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Pastry Chef mmajerus6
Pastry Chef

Re: Sharing Rules?

Hello Mark, we have the same use case for some regions.

For the immediate problem of filtering the product lookup for the Engineers, you can use Context Filtering within the SFM lookup to match the Legal Entity 'Code' on a Work Order to the matching 'Code' on the Product. That way, the Engineer will only see the products available for that Legal Entity. I know this does not solve for the larger problem of having all of the products downloaded to mobile devices, but it might provide some immediate solution to the wrong part from being chosen.

We have a custom solution to manage the download of ERP-specific parts to the mobile app. This solution was previously supported by SMax, but is no longer recommended as it relies on a formula field within the download criteria to work.

Context Mapping in SFM.jpg

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