Every employee can have a linked user, or if they are commerce administrators or need access to commerce they can also be provisioned commerce users. While employees are assigned to organizational units (e.g. for restricting access to certain accounts or quotations; refer to ‘Organization Unit, Distribution Channel and Division’ for more details), users are assigned roles to control what actions a user can take and what data the user can access (refer to ‘User Preferences at a System Level’ for more details), and how the user interface will look like (refer to ‘UI Configuration’ for more details).
Displaying User Information
Under path ‘Administration’ → ‘User Management’, an administrator can display respective user information:
By either clicking on the username, last name, or first name, the administrator can review all the user’s details:
On the aforementioned screen, the following sections will provide additional information about the respective user:
- User Information; details such as the respective role assigned, authentication methods, default settings such as language, currency, time zone, etc. are maintained here.
- Notifications; the administrator can configure what kind of email notifications will be sent to the employee's email address.
- Report Templates; here, the administrator can select a default proposal template that is available on the role (refer to ‘Role Management’ for additional information).
- Employee Information; this is the linked employee (refer to ‘Employee Management’ for more details).
- Address Information; this is the address of the linked employee (refer to ‘Employee Management’ for more details).
- Organization Units (read-only); this is a list of organizational units to which the employee (which is linked to the user) is assigned.
Creating a New User from an Employee
To create a new user, the administrator will need to go to the employee maintenance screen (path ‘Administration’ → ‘Employee Management’) and click the link ‘Create User’ for the respective employee, e.g.:
This will open the user detail screen (refer to User Details Figure) where the administrator can now maintain the user information. The linked employee data is also available (read-only):
Important attributes to highlight:
Needs to be unique in the system.
Preferred user language, the system will try to create a user session in this language first.
User can only be assigned to one (1) Role (refer to ‘Role Management’ for more details).
Active/Inactive/Locked, only Active users can log into the system.
Local or Hana Cloud Platform (HCP); i.e. local authentication (user and password credentials) or SAP Cloud Platform IDP authentication service (refer to 'Single Sign-On (SSO)’ for more details).
The ID of the user in the CRM system.
The ID of a user in an ERP system.
User will not be able to log in without a license assigned (refer to ‘License Management‘ for more details).
Approved Domains for User Provisioning and Login
For enhanced security for CPQ/CRM, when provisioning a user, there is a system check that the email address is from an approved list of domains. Your customer success manager will help in maintaining this list for you. If a user is provisioned for an employee whose email domain is not from the approved list then such a user will not be allowed to log in to the CPQ/CRM application.
Note: There is no such restriction on the commerce application.
For User login & creation of approved domains to log in for CRM/CPQ
- Restrict User creation if the domains do not match with the whitelisting
- Restrict Login for the existing users not part of the whitelisting
Go to 'Administration' > 'Setting Boolean' > 'Enables Domain Whitelist in MX'
An example of an email domain that is not whitelisted is unable to login:
New User Notification
When a new user is successfully created, the Digital Sales Platform will send an email with the user’s login name, the generated password as well as the link to the application. The email template can be configured (refer to 'Email Templates' for additional information).
Mass Update of User Preferences
An administrator can perform a mass update of user preferences and parameters. In the user management screen, the administrator selects all relevant users and clicks the mass update button:
On the following screen, the administrator can perform the required settings (on the left-hand side of the screen) while seeing which users will be impacted by this change (on the right-hand side of the screen):
Defining a Sales team
Refer to ‘Sales Team’ for more information.
Showing Logins per User
An administrator can obtain usage/logon information per user for a specific period. Under ‘Administration’ → ‘User Management’ → ‘Logins’, the following chart can be rendered, toggled between the total number of logins or the total login duration, and filtered upon given the respective options for the periods:
The underlying data points (number of logins per user or login duration by user) can be exported as a CSV file.
The information on how many objects (i.e. accounts, opportunities or leads, and quotes) are created by the user can be obtained under ‘Administration’ > ‘User Management’ > ‘Usages’ as per the below figure:
The underlying data points can be exported as a CSV file.