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3 Getting Ready to Create Application Users

This chapter contains the following:

What You Must Do Before Creating Application Users: Explained

Creating Resource Organizations

Designating a Resource Organization as the Top of the Sales Hierarchy

Creating Additional Resource Roles

Creating Rules to Automatically Provision Enterprise Roles to Sales Users

Setting Up E-Mail Notifications for New Users: Procedure

What You Must Do Before Creating Application Users: Explained

Creating sales application users requires a bit more preparation than creating setup users. When you create sales application users, either in the UI or by importing them from a file, you not only provision the permissions the users need to do their jobs, but you also build the sales organization chart. This means that you must set up not only the provisioning rules, but also the elements that the application will use to create the organization chart, such as the root of the chart, and the job titles for each resource.

You are getting ready to create two types of application users:

  • Members of the sales team without any system administration duties. These are the salespersons, the sales managers, and the sales vice presidents.

  • At least one sales administrator user who will set up and administer the sales territories and sales processes.

Setup Overview

  1. You must assign a title, called a resource role, to each sales user you create. The resource roles display right underneath user names in the resource directory and elsewhere in the UI.

    You also use the resource roles as conditions in your provisioning rules. For example, you assign the Sales Manager job role to a user with the Sales Manager resource role.

    Oracle provides standard resource roles, which correspond to the available job roles for sales, partner sales, and channel sales. For sales, these are:

    • Sales Administrator

    • Sales Manager

    • Sales Vice President

    • Salesperson

    If you want other job titles to display for your users or if you want to provision some users with special privileges, then you must create additional resource roles using the Manage Resource Roles task from the Setup and Maintenance work area.

    For example, you must create a CEO resource role if you want to include the CEO title in your organization chart. It's not one of the resource roles created for you.

    You must also create additional resource roles, if you want to provide a small subset of resources with additional privileges. For example, if one of the sales managers in the organization is also in charge of maintaining territories and sales processes, you want to create a new resource role that you can provision with both the sales manager and the sales administrator job roles.

    For details, see the topic Creating Additional Resource Roles.

  2. Create a resource organization for the top manager in your hierarchy using the Manage Internal Resource Organizations task from the Setup and Maintenance work area.

    You must assign resource organizations to all the manager users you create. All direct reports who are not managers inherit the organization. As you create users, the application creates an organization hierarchy that you can use to browse through the sales organization's resource directory.

    For details, see the topic Creating Resource Organizations.

    Note

    You can also create resource organizations while creating users in the Create User page.

  3. Next, you must designate the resource organization you just created as the top of your organization tree, by using the Manage Resource Organization Hierarchies task in the Setup and Maintenance work area.

    For details, see the topic Designating a Resource Organization as the Top of the Sales Hierarchy.

  4. Decide what job roles you want to assign to your users.

    Remember that you are not restricted to assigning one job role to a user. For example, you will want to provision the sales manager in charge of determining sales territories and sales processes with the Sales Administrator job role in addition to the Sales Manager job role. This will enable this resource to perform the required sales setups.

    You must create at least one user with the Sales Administrator job role to perform these setups.

  5. Using the Manage HCM Role Provisioning Rules task, set up the provisioning rules to automatically provision the appropriate job roles and the Resource abstract role to your users based on their resource role. You must create a provisioning rule for every resource role.

    For details, see the topic Creating Rules to Automatically Provision Enterprise Roles to Sales Users.

  6. When you create users, the application automatically sends e-mails with the sign-in credentials to the users. You can configure this behavior as described in the topic Setting Up E-Mail Notifications for New Users: Procedure.

Creating Resource Organizations

Use this procedure to create resource organizations for managers in your sales organization. You must create a resource organization for every manager, including the top manager, usually the CEO. You must use this procedure for the top manager and for any other managers you create in the UI. When you import users from a file, you can create the resource organizations automatically from the information you include in the file itself.

Creating a Resource Organization

  1. Search for the Manage Internal Resource Organizations task in the Setup and Maintenance work area.
  2. Click Go to Task.

    The Manage Internal Resource Organizations page appears.

  3. Click Create.

    The Create Organization: Select Creation Method page appears.

  4. Select Option 2: Create New Organization. Select Creation Method page

  5. Click Next.
  6. Enter the name of the resource organization in the Name field. This is the name that will be visible in the resource directory.
    • Each resource organization name you enter must be unique.

    • The names do not have to correspond to any formal organization in your enterprise. They are there solely to create a resource directory.

    • Do not use managers' names, as you may want to reassign the organizations to others later.

  7. In the Organization Usages region, click Add Row and select Sales Organization.
  8. Click Finish.

Designating a Resource Organization as the Top of the Sales Hierarchy

After you have created the resource organization for the top person in the sales organization, you are ready to designate that resource organization as the top of the sales hierarchy.

Designating the Organization You Created as the Top of the Sales Hierarchy

  1. Search for the Manage Resource Organization Hierarchies task in the Setup and Maintenance work area.
  2. Click Go to Task.

    The Manage Resource Organization Hierarchies page appears.

  3. Click Search.
  4. In the search results, select the Internal Resource Organization Hierarchy link. This value is supplied by Oracle.
  5. From the Action menu at the top right-hand corner of the page, select Edit This Hierarchy Version.

    The View Organization Hierarchy page appears.

    Action menu on the

    The Edit Organization Hierarchy Version page appears.

  6. Click Add in the Internal Resource Organization Hierarchy region. Edit Organization Hierarchy Version page

    The Add Tree Node window appears.

    Add Tree Node window

  7. Click Search.

    The Search Node window appears.

  8. Click Search again in the Search Node window.
  9. Select the resource organization that you created in the Creating a Resource Organization procedure. Search Node window

  10. Click OK.

    The application returns you to the Edit Organization Hierarchy Version page.

  11. Click Save and Close.
  12. When a warning appears, click Yes.

Creating Additional Resource Roles

Follow the steps in this topic to create additional resource roles.

After you create a resource role, you must create the appropriate provisioning rules to provision the user with the required enterprise roles. The resource role by itself is only a title.

Creating a Resource Role

  1. Navigate to the Setup and Maintenance work area using the Navigator menu.
  2. Search for the Manage Resource Roles task.
  3. Click Go to Task.

    The Manage Resource Roles page appears.

  4. Click Create.

    The Create Role page appears.

    Create Resource Role page

  5. In the Role Name field, enter the name of the resource role as it will appear in the application UI, for example, CEO.
  6. In the Role Code field, enter a unique internal name. No spaces are permitted. If you are importing users from a file, then you must include this code in your file rather than the name.
  7. Select the Manager option, if the resource role belongs to a manager, or the Member option, if the resource role belongs to an individual contributor.
  8. From the Role Type list, select Sales to classify the role that you are creating.
  9. Click Save and Close.

Creating Rules to Automatically Provision Enterprise Roles to Sales Users

You must create rules to automatically provision Oracle Sales Cloud application users with the necessary enterprise roles to perform their jobs before you create users. The provisioning is based on the resource role that you assign to a user, so you must create a rule for every resource role you use in your organization. You must create rules to provision all of the resource roles provided by Oracle as well as all the additional resource roles you created, such as the CEO.

Creating a Provisioning Rule

  1. Sign in as a setup user.
  2. Navigate to the Setup and Maintenance work area and search for the Manage HCM Role Provisioning Rules task.
  3. Click Go to Task.

    The Manage Role Mappings page appears.

  4. Click Create.

    The Create Role Mapping page appears.

  5. In the Mapping Name field, enter a name that will help you identify the mapping, for example, Sales Vice President.
  6. In the Conditions region, select the resource role you want to provision from the Resource Role list. For example, Sales Vice President. Create Role Mapping

  7. If you have implemented Oracle Global Human Resources Cloud Service, then enter Active for Assignment Status.

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

  8. In the Associated Roles region, click Add to add the enterprise roles you want to provision. For the sales vice president, you add the following:
    • Sales Vice President

    • Resource

    Note

    Each sales resource must be provisioned with both the Resource and Employee abstract roles. You already created a rule to provision the Employee abstract role when you created setup users.

  9. Make sure the Autoprovision option is selected for all the enterprise roles.
  10. Click Save and Close.

Setting Up E-Mail Notifications for New Users: Procedure

This topic describes how to configure the credential e-mails sent to new users.

For each Sales user that you create, you must enter a unique e-mail address. By default, the application automatically sends an e-mail notification with the user name and temporary password assigned to the user to this address immediately after the user is created. 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.

You can configure how and when credential emails are sent as follows:

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

  • After you have tested your implementation and are starting to create Sales users, you can choose to send the credentials emails to new users in bulk, rather than sending individual notifications as each user is created.

The following procedures describe each of these tasks.

Designating a Single User to Receive All Credential E-Mails

You can set up a small number of test users, so that you can test your implementation from the point of view of different user roles such as a salesperson, a manager, and a sales administrator. You can later inactivate these users, so they are not visible in the application.

When you set up test users, have the initial password notifications sent to one of the setup users using the steps below:

  1. Navigate to the Setup and Maintenance work area.

  2. Search for the task Manage Enterprise HCM Information on the All Tasks tab of the Overview page.

  3. Click the Go to Task button.

  4. In the Enterprise page, click the Edit button, then select Correct.

    The Edit Enterprise page is displayed.

  5. In the User and Role Provisioning Information region, in the Alternate Contact E-Mail Address field, enter the e-mail address of the user who you want to receive the initial credentials e-mails.

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

  7. Click Submit.

  8. Click Done.

When you start to create Sales users, remove the e-mail address from the Alternate Contact E-Mail Address field so that the e-mails are again sent to new users rather than a setup user or administrator.

Note

The application sends the e-mails with initial passwords only once, so, if you choose to send the initial e-mail to a setup user, you will have to 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 email notifications to all new users at the same time, instead of when each individual user is created.

  1. On the Edit Enterprise page, User and Role Provisioning Information region, set the Send User Name and Password option to No so that credentials emails are not sent to individual new users.

  2. In the Navigator, select Scheduled Processes under the Tools heading.

  3. In the Scheduled Processes Overview page, click Schedule New Process.

  4. In the Schedule New Process dialog box, make sure the Job option is selected for Type.

  5. Select Send User Name and Password E-Mail Notifications in the Name field.

  6. Click OK.

  7. In the Process Details window, click Submit.

  8. Click Close.

Note

The Send User Name and Password E-Mail Notifications process sends the notification e-mail only to those users who have never been sent the notification. The process does not reset passwords or resend the notification.