4 Creating Other Setup Users

This chapter contains the following:

About Creating Setup Users

The initial user created for you by Oracle is configured to perform security tasks, which include the creation of other users and the granting of additional privileges. After you have signed in for the first time, you are ready to provide yourself with additional privileges and to create other users who will help you with application setup.

Although the initial user can perform many of the setup tasks in this guide, this user cannot perform all of them without additional privileges. For example, the initial user cannot run scheduled processes, including the geography import task and indexing for searches.

About Security and the Initial Setup Tasks

Oracle follows the industry standard Role Based Access Control (RBAC) approach to security. In Oracle Sales Cloud, the privileges are bundled in:

  • Job roles, which correspond to the jobs that the person is doing in your organization

  • Abstract roles, which permit users to carry on tasks that are common to all employees or resources.

For example, the Sales Manager job role makes it possible for a user to perform all of the sales manager duties, such as reviewing sales team performance and approving forecasts. The Employee abstract role adds the ability to access reports and manage personal profile information. The Resource abstract role makes it possible for a user to be assigned as a sales resource to accounts and opportunities.

To perform the initial setup tasks in this guide, you must provision users with all the job roles granted to the initial user. These job roles are:

  • Application Implementation Consultant (job role)

    Provides access to all setup tasks across all products.

  • IT Security Manager (job role)

    Provides access to security tasks, including the ability to assign other enterprise roles.

  • Application Diagnostic Administrator (job role)

    Provides access to diagnostic tests and data.

In addition, you also provision them with:

  • Employee (abstract role)

    Provides access to BI reports and the ability to run and monitor background processes.

  • Sales Analyst (job role)

    Makes it possible to create Sales Predictor rules.

If you want to perform the initial setup tasks in this guide using the initial user, then you must provision these additional roles to yourself as well.

Oracle Sales Cloud automatically provisions these job roles and abstract roles to users using provisioning rules that you learn to set up in this chapter. Each rule is made up of the condition that the user must meet and the job roles and abstract roles that you want to assign to the user.

Setup Users and Sales Application Users

When you create sales managers, sales representatives, sales administrators, and other sales users in Oracle Sales Cloud, you create them as sales resources that appear in the sales organization's directory. For sales users, you use the role they play in the resource organization as a condition for your provisioning rules.

You don't want the users doing the initial setup tasks to be part of the resource hierarchy and you don't want them to appear in the sales organization directory, so you create a special class of users called setup users. Because you are not creating setup users as resources, you cannot provision them based on their resource roles. You must use a different field as the condition for your provisioning rules. For setup users only, you create a job, a field not normally used in Oracle Sales Cloud, and provision the super-user job roles based on this job.

Important

The setup users don't perform tasks normally managed by sales administrators, such as the setting up of sales processes, sales territories, forecasting, and quotas. For these setups, you create Sales Administrator users as regular resources. Sales Administrators do not have the broad privileges of the initial super-users, but do have access to sales data.

What Happens When You Create Users

When you create users, Oracle Sales Cloud:

  • Creates accounts, user names, and temporary passwords

  • Provisions the users with the security permissions based on the job roles and abstract roles you provisioned them

  • Sends users an e-mail with their sign-in credentials

    Important

    System notification e-mails, including the initial e-mail with sign-in information, do not include the URL for accessing Oracle Sales Cloud. You can add the URL and otherwise edit the e-mail templates that the application uses to send the notifications by following the procedure described in the Changing User Notification E-Mail Text topic.

Setup Overview

  1. Create a job, called Customer Administrator, by using the Manage Job task from the Setup and Maintenance work area.

    What you name the job doesn't matter. You will use the job only as a condition in the rule to provision setup users.

    See Creating a Job for Provisioning Setup Users in this chapter.

  2. Create a provisioning rule that automatically provisions the following job roles to all users with the Customer Administrator job:

    • Application Implementation Consultant

    • IT Security Manager

    • Application Diagnostic Administrator

    • Sales Analyst

    See Creating the Provisioning Rule for Setup Users.

  3. Create a separate provisioning rule that provisions every user of type employee with the Employee abstract role. All of your users are employees, so they all receive this role.

    See Creating a Rule to Provision the Employee Abstract Role.

  4. System notification e-mails, including the initial e-mail with sign-in information, do not include the URL for accessing Oracle Sales Cloud. You must either edit the notification template to add the URL or send the URL to new users separately.

    See Changing User Notification E-Mail Text for the steps required to edit the user notification templates.

  5. Create each setup user as a user of type employee with the Customer Administrator job.

    See Creating a Setup User.

  6. Grant yourself, the initial user, the same additional privileges the other setup users have by editing the initial user profile.

    See Granting the Initial User the Same Privileges as Other Setup Users.

Creating a Job for Provisioning Setup Users

Use this procedure to create a job that you can use to assign setup users with the same implementation privileges as the initial user. You use this job as a condition in the provisioning rule you create and assign the job to the user.

Creating the Job

  1. Sign in as the initial user.

  2. Click your user name and select Setup and Maintenance from the Settings and Actions menu.

    The Setup and Maintenance work area Overview page appears.

    All Tasks tab on the Overview page
  3. On the All Tasks tab, enter Manage Job in the Name field.

  4. Click Search.

  5. Click Go to Task for the Manage Job task in the Search Results.

    The Manage Jobs page appears.

  6. Click Create.

    The Create Job: Basic Details page appears.

    Create Job: Basic Details
  7. Enter Customer Administrator in the Name field.

  8. Enter a name without spaces, for example CustomerAdministrator, in the Code field.

  9. You can keep the other field values as they are because you are creating this job only for the purposes of provisioning job roles to setup users.

  10. Click Next at the top of the page.

  11. Click Submit on the next page, and dismiss the warning by clicking OK.

    The job may take a couple of minutes to create. You will receive an e-mail notification that the job was created.

Creating the Provisioning Rule for Setup Users

Use this procedure to create the provisioning rule which automatically provisions users assigned the Customer Administrator job with the job roles required to do all of the setups in this guide.

Creating the Provisioning Rule

  1. Sign in as the initial user or a setup user and search for the Manage HCM Role Provisioning Rules task in the Setup and Maintenance work area.

  2. Click Go to Task.

    The Manage Role Mappings page appears.

  3. Click Create.

    The Create Role Mapping page appears.

    Create Role Mapping page
  4. In the Mapping Name field, enter Setup User, or another name that will help you identify this mapping in the future.

  5. In the Conditions region, select Customer Administrator, the job you created earlier, from the Job list. If the job does not appear in the list, click Search... and search for it using the full name.

  6. Select Active from the Assignment Status list.

    This additional condition ensures that any provisioned job roles are automatically removed if the user is terminated.

  7. In the Associated Roles region, click Add to add the following job roles:

    • Application Implementation Consultant

    • IT Security Manager

    • Application Diagnostic Administrator

    • Sales Analyst (required for Sales Predictor)

  8. Make sure the Autoprovision option is selected for all the job roles.

  9. Click Save and Close.

Creating the Provisioning Rule for the Employee Abstract Role

Use this procedure to create a rule to provision the Employee abstract role to all users who are employees, including setup users, sales application users, and the sales administrator.

Creating the Provisioning Rule

  1. While signed in as a setup user, search for the Manage HCM Role Provisioning Rules task in the Setup and Maintenance work area.

  2. Click Go to Task.

  3. In the Manage HCM Role Provisioning page, click Create.

  4. In Mapping Name, enter Employee to make the rule easy to identify.

  5. In the Conditions region, select Employee from the System Person Type list.

  6. Select Active from the Assignment Status list.

    This additional condition ensures that the provisioned enterprise roles are automatically removed if the user is terminated.

  7. In the Associated Roles region, click Add and add the Employee role.

  8. Make sure the Autoprovision option is selected.

  9. Click Save and Close.

Changing User Notification E-Mail Text

Use the procedures in this topic to change the content and format of the e-mail notifications your users receive. For example, you may want to add the URL of your system to notifications users receive when their accounts are created or when they need to reset their passwords.

The following figure shows the Generated Password Notification template with the environment URL added.

Updated notification template

To update e-mail notification templates you must first grant yourself the NOTIFICATION TEMPLATE ADMINISTRATORS role in Oracle Identity Manager.

Granting Yourself the System Administrators Role

  1. Sign in as the initial user or a setup user.

  2. Navigate to the Setup and Maintenance work area.

  3. Search for the Manage Job Roles task and click Go to Task.

    The Oracle Identity Manager - Self Service page appears in a new Browser tab or window.

    Administration link on the Oracle Identity Manager
- Self Service page
  4. Click the Administration link at the top right-hand corner of the page.

    The Oracle Identity Manager - Delegated Administration page appears.

  5. Search for your name in the Search pane and click on the name.

  6. Click the Roles tab in the right pane.

    Assign button on the Oracle Identity Manager -
Delegated Administration page
  7. Click Assign.

    The Add Role window appears.

  8. In the Advanced Search region, Display Name field, enter NOTIFICATION TEMPLATE ADMINISTRATORS.

  9. Click Search.

  10. In the Search Results, select NOTIFICATION TEMPLATE ADMINISTRATORS.

  11. Click Add.

    You are returned to the Roles tab and the new role is included in the list of assigned roles.

  12. Sign out by clicking the Sign Out link at the top right hand corner of the page and confirm the Logout Consent.

Editing the Notification Template

  1. Sign in again.

    You are returned to the Identity Manager - Delegated Administration page with the Advanced option enabled.

    Identity Manager Delegated Administration page
with Advanced option
  2. Click Advanced.

    The Oracle Identity Manager - Advanced Administration page appears.

    Identity Manager - Advanced Administration page.
  3. Click the right-arrow search icon in the Search Notifications pane located on the left side of the page.

    All of the available e-mail templates are listed below.

    You may want to add your application URL to the following templates and change their wording. Adding the URL makes it easier for users to understand where the notification is coming from and access the system.

    • Generated Password Notification

      This is the notification that is automatically sent to users when their account is created.

    • Password Expired Notification

    • Password Warning Notification

    • Reset Password Notification

  4. Click the notification name link, for example, Generated Password Notification.

    The notification template details appear on the right hand side of the page.

  5. Click the English tab or the tab of another language.

    Notification template details

    The Long Message text box includes the notification HTML. You can edit the HTML directly in the text box, or you can copy and edit the HTML externally in any HTML editor.

  6. Click Save when you are done.

Creating a Setup User

After you have created the provisioning rules, you are ready to create other setup users in the UI.

Creating a Setup User

  1. While signed in as the initial user (or a setup user, if you already created another one), click the Manage Users link under the Manager Resources heading in the Navigator.

  2. On the Manage Users page, click Create.

    The Create User page appears.

  3. Enter the user's name and a unique e-mail address in the Personal Details region.

    The application automatically sends the initial sign-in credentials to this e-mail address when you save the record.

    Optionally, you can enter a Hire Date or leave this field set to the current date. The Hire Date and the remaining fields in this region are not used by Oracle Sales Cloud.

    Personal Details region
  4. In the User Details region, enter the user name.

    If you leave the User Name field blank, then the application automatically creates a user name for you. By default, the application uses the e-mail as the user name.

  5. In the User Notification region, leave the Send User Name and Password option selected because you want the setup users to receive their initial e-mails right away.

  6. In the Employment Information region, enter the following:

    Employment Information region
    • Select Employee from the Person Type list. The provisioning rule you set up is based on the employee's job.

    • From the Legal Employer list, select the only value available, the legal employer Oracle created for you using the information you provided when you signed up with Oracle Sales Cloud.

    • From the Business Unit list, select the only value available, the business unit created for you when you signed up.

    • From the Job list, select Customer Administrator, the job you just created. If it's not in the list, then you must search for it by clicking Search...

  7. Click Autoprovision Roles.

    Roles region with Autoprovision Roles button

    The Roles region displays the following roles:

    • Application Diagnostics Administrator

    • Application Implementation Consultant

    • IT Security Manager

    • Employee

    • Sales Analyst

  8. Click Save and Close.

    The application sends the e-mail with the initial credentials.

Granting the Initial User the Same Privileges as Other Setup Users

Use this procedure to grant the initial user the same privileges as the other setup users.

Editing the Initial User to Add the Additional Setup User Privileges

  1. While signed in as the initial user (or a setup user, if you already created another one), select the Manage Users link under the Manager Resources heading in the Navigator.

    The Manage Users page appears.

  2. Enter the first name of the initial user in the Keywords field and click Search (the right arrow).

    Search Person page
  3. Select the name link in the Search Results.

    The Edit User page appears.

  4. In the Employment Information region, select Customer Administrator from the Job list.

    Employment Information region
  5. Click Autoprovision Roles.

    Autoprovision Roles button

    The Role Requests region displays the following roles:

    • Sales Analyst

    • Employee

    Your role request process may take a few minutes to complete because it is fulfilled by a process which is set to run periodically. You can view the status of the request any time you edit this user. When the process is complete, the roles appear in the Current Roles region.

  6. Click Save and Close.

    If you are signed in as the initial user, you must sign in again for the new privileges to take effect.