User Data Administration - Help

 Introduction
 Administrator concept
 How to access the Launchpad
 User Manager
 Request New User
 Activate Users List
 Search, Filter, Sort and Settings
 Filter Users
 Sort Users
 Settings
 Requested Users List & Deleted Users
 Edit Authorizations (Single User)
 View Authorizations
 User Maintemance Important Roles
 Delete Users
 Assign/Remove/Change Department
 Important Contacts

Introduction

SAP customers' user administrators can maintain most of their user data and authorizations. They can request any
number of users and assign them authorizations, and they are responsible for deleting user IDs that have left the
company or no longer need access. SAP only creates the first administrators, and first users for new customers for
the SAP software recipients. These users receive a letter containing their user ID and initial password. For security
reasons, SAP is not entitled to create and/or administrate additional SAP Support Portal users for customers.

Maintaining personal data, especially phone numbers and e-mail addresses, is also the customers' task. Every user
has the ability to maintain their user profile, to change their password, and to display their authorizations and some
history data in My Profile.

Super administrators are first users of a customer with maximum authorizations. SAP recommends that you create at
least two additional super administrators who can support you or substitute for you if needed. Also a User
Administrator, who owns “Edit User Data” and “Edit Authorization” can assign/remove authorizations from other
users, but only what he owns. Note that a user administrator cannot administrate himself. A change to his
authorizations can only be made by another super administrator or SAP.
To see the responsibility and tasks of super administrators, refer to Information for Super administrators. For detailed
information about corporate group function (grouping of several customer numbers under a Customer Center of
Experties (CCoE)), refer to SAP Note 981170.

Administrator Concept

Administrators are users who have the authorization to create and maintain users. This authorization allows them to
grant or revoke all authorizations that they have themselves. The administrator concept is flexible and enables
customers to match various requirements and hierarchies.

Which users can be maintained by administrators?

 All users whose user ID have been assigned to them

 All current and future users of a customer or - in special cases - of a Customer Center of Expertise (CCoE).

Which authorizations can be granted by administrators?

 Administrators may only grant authorizations that they have themselves. Typically, administrators have the most
authorizations; however, a customer can define administrators who may have (and therefore grant) only a few
authorizations.
 Example: An administrator has the authorization to report for customer number 4711. He can thus grant this
authorization to other users for all installations belonging to customer number 4711.

How To Access The Launchpad

Access the Launchpad via the Support Portal. Choose the tile "View My Launchpad."

For information, FAQ's, documentation, browser requirements and more please see the Launchpad portal page.

User Manager

The user manager allows the user:

 Complete visibility of all users including active, requested and deleted users in your company
 Search for via first name, last name, customer name, department and authorization object
 Filter, sort and customize the result list
 Request a user and check the status
 User Maintenance - view and edit a user profile
 View a users existing authorizations and roles
 Add or remove authorizations for user(s)
 Add or remove granular authorizations
  Delete a user
 Assign a department to a user

Navigation

1. At a glance, the User Management tile displays the number of users that have been requested and the total
number of users in your company that you can edit. Click on the tile to open the User Management application
2. When the application opens, by default all users are displayed in the result list. The blue bar denotes which
selection is currently displayed in the list. Use the icons to navigate between all Users, Requested Users and
Deleted Users and Important Contacts
3. Option to filter the result list by authorization object or critical role, sort and customize what columns are
displayed in the result list and option to download the list and option to download the list
4. A general search across Downloads, Solution and Users can now be done
5. In the bottom right hand side of the screen the User management functions are found. These include Maintain
email domain, Maintain own clusters, Mass updates of authorisations, Run authorisation reports, Delete User,
Assign Department and Request User

Request New User

1. To request a new user, click on the Request User button on the bottom right hand corner
2. A new user request screen is displayed. Enter the user details including mandatory fields Customer (choose
from dropdown), Salutation, First Name, Last Name, E- Mail and Language. Press Submit to request the user.
Press cancel to clear out the data entered and exit out of the Request User screen
3. A confirmation message is displayed stating the User was successfully requested. It may take up to 24 hours to
process your request. To exit out of the confirmation message press OK
4. The number of requested users is incremented. The newly requested user is displayed in the Request Users
List and the status is “ in process”. It may take up to 24 hours to create the user. When the creation of the user
is complete, the status is changed to “successful”

Activate Users List

1. The Users icon displays all of the active users in your company. User profile and contact information can be
displayed for each user. Please see the slide User Management Settings to find out how to define what
columns are displayed here
2. To select all users from the list check the checkbox in the title row beside the Last Name column
3. To select a user(s) select the checkbox beside the desired user(s)

 Don't forget to email the newly created user their user ID and password. All details can be found in the
Requested User list

Search, Filter, Sort and Settings

1. Use the search field to narrow the result list or search for a particular user by Name, User ID, Email, Customer
Name or Customer Name
 2. In this example, 403 users (reduced from 1035 total users) are found when using the search string “suser” to
filter the result list. First name, Last name and User Email all contain this string.
3. Option to filter the result list by authorization object, department or critical role, sort and customize what
columns are displayed in the result list. Please see slide the next slide “Filter Users” for more information
4. General search across Solutions, Users and Downloads

Download

The Download function will download a list of user details to a local file reflecting the applied filters

Filter Users

 Option to filter or narrow the users displayed in the result list

 The filter (shown in the image above) allows the user to filter the users by Authorizations, Important Roles or
Department
 Select Authorizations to filter users with or without authorizations by selecting Any or None and press OK. The
back arrow will return you to the Filter by screen which displays the options Authorizations and Important Roles.
Press cancel to exit out of the filter by screen.
 The user list is narrowed using the selected filter. The total users is updated to reflect the filtered total. In this
example, Authorizations: Any is used. On the top of the result list the text is displayed: Filtered by:
Authorizations (Any). To remove the filter, click on the filter button and uncheck the selection
 Filter by Important Roles option narrows the user list based on the selected roles. Select the checkbox beside
the desired role(s) and press OK. Cancel will exit out of the Filter by Important Roles screen and return display
to the user list
 It is possable to filter by Authorizations, Important Roles and Department

Sort Users
Sorting (the icon is shown in the image above) allows the user to sort the list based on a number of options:

 Ascending
 Descending
 Customer Number
 Customer Name
 First Name
 Last Name
 User Email
 User ID
 Country
 Department
 Last Login Date

Select the radio button beside the desired sort definition and press OK. Press Cancel closes the Sort By screen

Settings

Settings (shown in the image above) allows the user to customize what columns are displayed in the user list. The list
of available options are:

 Select all
 Last name
 First name
 User ID
 Customer Name
 Customer Number
 Country
  Department
 Last Login

Check the box beside the desired option and press OK. Cancel will close the settings screen.

Alternatively use the search field to search for a column. In this example when searching with the word “last”, the
columns “Last name” and “Last login” are found.

Clicking on the Show Selected button will display the column Last name as it is selected or checked. The Show
Selected button is changed to Show All.

Show All will show all results matching the search terms regardless of whether the field is checked or unchecked

Requested Users List & Deleted Users

 1. The Requested Users icon displays all of the users that have been requested in your company via the Request
User function. The Deleted Users icon displays all of the users that have been deleted in your company via the
Delete User Function (within the last 6 months)
2. The status of the requested user may be “In Process” or “Successful”. If the status is “ in process” the fields
User ID and Password will be blank. The status of the deleted user may be “Pending Deletion” or “Deleted”.
Pending means it is still in process and the deletion is still running via our backend system.
3. The sort by icon (in the image above No3-1st icon) allows the user to sort the Requested User List by:
Ascending, Descending, Customer Number, First Name, Last Name, User Email, User ID or Requested on.The
settings (In the image above No3- 2nd icon) icon allows the user to select which columns are displayed in the
list. In the result list the following information can be displayed: First Name, Last Name, User Email, User ID,
Password, Status, Customer Name, Customer Number, Created by and Created On (date field).

Edit Authorizations (Single User)

 In the list of Users, select the requested user by clicking on the row or by checking the box next to the user. The
row will be highlighted in blue
 Double click on the row or select the > icon to display the User Profile.
 It is possible to assign and remove authorizations by selecting the pencil icon and checking the box next the
authorisation to add/remove authorizations at the highest level to complete the change select the save icon. A
confirmation message is displayed to state that the object was successfully updated. Otherwise a message is
displayed to state that the user does not sufficient authorizations

Currently, SAP differentiates between five types of authorizations, since authorizations are related to different values:

 Administrator authorization: This authorization is necessary for the administrators to grant or revoke the
authorization objects (e.g. SSCR registration) that the administrator has himself to or from individual users. The
relation can be defined by assigning individual users (fixedly), or generically by assigning a customer number
or, in case of a Customer Center of Expertise (CCoE), the CCC number. In the latter case the administration
authorization refers to all current and future users of the customer or CCoE. This means that the values of the
administrator authorization is constantly updated.
 Global: gives the user full access across all installations under the customer number and customer numbers in
the CCoE.
  Customer number-specific authorizations (restricted): Related to a customer number.
 Installation-specific authorizations (restricted): Most authorizations refer to specific customer installations.
For example, the authorization to create incidents for an installation.
 S-User ID-specific authorizations (restricted): Related to an S-User ID.

View Authorizations

In the list of Users, select the requested user by clicking on the row or by checking the box next to the user. The row
will be highlighted in blue.

Double click on the row to display the User Profile and select authorizations to scroll through list of authorizations.

It's possible to grant authorization for all entities (on a global level), using a prominent checkbox.
More granular authorizations can be granted not only for specific customer or installation numbers, but also for
clusters.

User Maintenance Important Functions

The Import Functions tab displays all important functions assigned to your user.

Delete Users

First select the required user(s) from the Users List by selecting the checkbox beside the Users information.
Click on the Delete Users button on the right hand corner of the application.

A confirmation message is displayed warning that the selected user(s) will be deleted. Please confirm that you want
to proceed. Press Ok to confirm. A message “ The user deletion request was successfully submitted” is displayed.
Alternatively press Cancel to return to the User List.

The deleted user(s) is displayed in the Deleted Users List and the status is “ pending deletion”. The number of
deleted users is incremented. It may take up to 24 hours to deleted the user. When the deletion of the user is
complete, the status is changed to “deleted”.
To reactivate a deleted S user please create a customer incident for the following component: XX-SER-SAPSMP-
USR

 Delete Users With Important FunctionIf you try to delete several users and one of which is a user with an
“important function” a message is displayed to say this user cannot be deleted automatically because SAP has
assigned them important function. Continue to delete other users? Choose OK to delete the user without the
important function otherwise press cancel
 To delete the user’s contact data please open an incident under component XX-SER-SAPSMP-USR and inform
SAP of who the replacement is for that “important function”
 To delete the user’s contact data with the PRM_CP function, please inform pe_channel_helpline@sap.com. For
more information please review KBA 1848459 – How to get a SAP Partner Portal Support and 1848439 – How
to get the PRM function removed from a S-User

Assign/Remove/Change Department

 First select the required user(s) from the Users List by selecting the checkbox beside the Users information.
Click on the Assign Department button on the right hand corner of the application

A Select Department pop in is displayed. In this screen, enter the department manually or choose from the drop down
list. Once the relevant department is entered manually or selected from the list, press Assign Department

To remove department select a blank row from the drop down list. Press Assign Department. Otherwise select the
required department from the list or manually enter the department

A confirmation message is displayed. The department is updated/deleted in the users information immediately.

Important Contacts

My Important Contacts link to the important contact information in your company. This information includes related
columns of Customer Center Of Expertise (CCC) or Single Customer information.
Important Contacts can also be accessed via the User Admin dropdown on every screen