4Creating Application Users

This chapter contains the following:

User Setup Options: Critical Choices

This topic introduces the enterprise options that are available for controlling default functionality when application users are created. Some of these options can be overridden. However, it is recommended that you configure these options to support most users before you start to create application users.

To set these options, you select the Manage Enterprise HCM Information task in the Setup and Maintenance work area. You can edit the values for these options as necessary and specify an effective start date for changed values.

Send User Name and Password

The Send User Name and Password option controls whether an e-mail notification containing the user name and password is sent automatically when a user account is created. The e-mail notification can be sent to the alternate contact e-mail address, the new user, or you can suppress e-mail notifications.

Alternate Contact E-Mail Address

The alternate contact e-mail is an enterprise-wide e-mail address that can receive user credential e-mails for new user accounts.

Default User Name Format

You can select the default format used to generate user names for application users in cases where a user name is not specified.

In Oracle Sales Cloud, the default format is e-mail address.

Setting Up E-Mail Notifications for New Users: Procedure

This topic describes how to configure whether or not credential e-mails are sent to recipients when application user accounts are created, and to configure how and when e-mail notifications are sent.

The Send User Name and Password option controls whether or not credentials e-mails are sent by default in the enterprise:

  • If you set the value of the Send User Name and Password option to Yes, once a user is created, the application automatically sends an e-mail containing the user's user name and temporary password to the user's e-mail address.

    Alternatively, you can redirect all initial credential e-mails to a single alternate user. The procedure to perform this task is described below.

  • If you set the value of the Send User Name and Password option to No, then credential e-mails are not sent by default. However, you can:

    • Run the process Send User Name and Password E-Mail Notifications to send credentials e-mails in bulk to all users for whom e-mails have not previously been sent. The procedure to perform this task is described below.

    • Request that credentials e-mails are sent for individual users on the Create User page.

Note

When users sign in with their temporary passwords, they must change their passwords and enter the security challenge questions. These questions cannot be edited later, although they can be reset by logging a service request on support.oracle.com.

Designating a Single User to Receive All Credential E-Mails

You can choose to redirect the initial credentials e-mails sent to users to a single user. For example, when testing your implementation, you might want to create test users and send all of the credential e-mails for the test users to one of the setup users.

To send all user credential notifications to a single user, perform the following steps:

  1. Navigate to the Setup and Maintenance work area.

  2. On the All Tasks tab of the Overview page, search for and then select the task Manage Enterprise HCM Information.

    The Enterprise page opens.

  3. Select Edit - Update.

    The Edit Enterprise page opens.

  4. Scroll to the User and Role Provisioning Information section, then enter the e-mail address of the user who is to receive all initial credentials e-mails in the Alternate Contact E-Mail Address field.

  5. Make sure the Send User Name and Password option is set to Yes.

  6. Click Submit.

  7. Click Done.

Note

The application sends the credentials e-mail containing a user's user name and temporary password only once, so, if you choose to send the initial e-mail to an alternate user, such as a setup user, you must resend the credentials to the real user yourself.

Sending E-Mail Notifications to All Users in Bulk

The following procedure describes how to send credential e-mail notifications to all new users at the same time, instead of to each individual user as the user is created.

  1. Navigate to the Edit Enterprise page as described in the procedure above.

  2. Scroll to the User and Role Provisioning Information section.

  3. Set the Send User Name and Password option to No so that credentials e-mails are not sent to individual new users.

  4. Click Submit, then click Done.

  5. When you are ready to send e-mail notifications to users, select Navigator - Tools - Scheduled Processes.

    The Scheduled Processes Overview page opens.

  6. Click Schedule New Process.

  7. In the Schedule New Process dialog box, select Job for the Type option.

  8. In the Name field, search for then select the process Send User Name and Password E-Mail Notifications.

  9. Click OK.

  10. In the Process Details window, click Submit.

  11. Click Close.

Note

The Send User Name and Password E-Mail Notifications process sends the notification e-mail only to those users who have not previously been sent the notification. The process does not reset passwords or resend the notification.

Setting the Default User Name Format: Procedure

When you create an application user, you can optionally specify the user name that is assigned to the user. If you do not explicitly specify a user name, then a user name is automatically created. This topic describes how to specify the format of user names that are automatically created for users.

Specifying the Format of User Names

Perform the steps in the following procedure.

  1. Navigate to the Setup and Maintenance work area.

  2. On the All Tasks tab of the Overview page, search for and select the task Manage Enterprise HCM Information.

    The Enterprise page opens.

  3. Select Edit - Update.

  4. In the Update Enterprise dialog box, enter the effective date of any changes you make, then click OK. The Edit Enterprise page opens.

  5. Scroll down to the User and Role Provisioning Information section, then select the field Default User Name Format.

  6. Select one of the options shown in the following table.

    Format Name Description

    Defined by Oracle Identity Management

    This is the default option.

    The user name follows the Oracle Identity Management user-name policy. By default, Oracle Identity Management uses the person's e-mail address.

    Party Number

    The party number is the user name.

    Person Number

    The HCM person number is the user name.

    For party users who have no person number, the party e-mail is used instead when person number is the default user name.

    Primary Work E-Mail

    The primary work e-mail (or party e-mail for party users) is the user name.

    Note

    For Oracle Sales Cloud, the relevant options are Defined by Oracle Identity Management and Primary Work E-Mail, both of which use e-mail address for the user name. The Party Number and Person Number options are relevant if you have also implemented Oracle Human Capital Management Cloud.

    You can override default user names for individual users on the Create User and Edit User pages.

Creating Application Users for Oracle Sales Cloud: Worked Example

Follow the steps in this example to create Oracle Sales Cloud application users.

Before creating application users, make sure you have:

  • Set up any additional resource roles required, and have created autoprovisioning rules for job and abstract roles.

  • Created the resource organizations that you will assign to each manager. You can also create the resource organization while creating each manager user.

When you create application users, you automatically set up the reporting hierarchy of your organization by indicating each person's manager. For this reason, you must first create the user at the top of the hierarchy and work your way down.

Steps to Create an Application User

To create an application user:

  1. Select Navigator - Manager Resources - Manage Users.

    The Manage Users page appears.

  2. Click Create.

    The Create User page appears.

  3. In the Personal Details region, enter the following values.

    Field Entry

    Last Name

    Enter the user's last name. This entry is required.

    First Name

    Optionally, enter the user's first name.

    E-Mail

    Enter a unique e-mail address. The application sends the initial password notification to this e-mail address by default.

    You can change the default behavior so that e-mail notifications are not sent, or are sent to a different e-mail address to the user's. For information, see the topic Setting Up E-Mail Notifications for New Users: Procedure.

    You can leave the Hire Date as is. The Hire Date and remaining fields are not used by Oracle Sales Cloud.

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

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

  5. In the User Notification Preferences region, select the Send User Name and Password option if you want to send the e-mail notification with the login and password to the user when you save the record.

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

    Field Entry

    Person Type

    Select Employee.

    Legal Employer

    Select the legal employer Oracle created using the information you provided when you signed up with the service.

    Business Unit

    Select the business unit Oracle created using the information you provided when you signed up with the service.

  7. In the Resource Information region, enter the following values.

    Field Entry

    Resource Role

    Select the role the user plays in the resource organization.

    Reporting Manager

    Select the user's manager.

    If you are creating the top user in your hierarchy, such as the CEO, you can leave this field blank.

    Organization

    If the user you are creating is a manager, select the appropriate resource organization. If you haven't already created a resource organization for the manager, then you can create one by clicking the Create link at the end of the Organization list.

    Workers automatically inherit the resource organization assigned to their managers.

  8. Click Autoprovision Roles.

    Any roles for which the user qualifies automatically appear in the Role Requests table with the status Add Requested.

    Roles region with auto-provisioned roles.

    The application provisions roles according to the provisioning you have set up for the selected resource role. Each user must have both the Employee and the Resource abstract roles in addition to the job roles they require.

  9. You can also provision a role manually to the user if required by clicking Add Role. The Add Role dialog box opens.

  10. Search for and select the role. The role is added to the Role Requests table with the status Add Requested.

    Tip

    Roles that you can provision to others appear in a role mapping for which you satisfy the role-mapping conditions and where the Requestable option is selected for the role.

  11. Click Save and Close.