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Administering Oracle CRM On Demand > User Management and Access Controls

User Management and Access Controls

This topic provides information on managing users and controlling access.

Before you begin. Do the following:

• Make sure that you have the appropriate privileges in your user role:
  • To access the User Management and Access Controls link on the Admin Homepage, your user role must include the Manage Users privilege, or the Manage Roles and Access privilege, or both of these privileges.
  • To set up users, your role must include the Manage Users privilege or the Manage Users within the Partner Organization privilege.

    NOTE: Users who have the Manage Users within the Partner Organization privilege can set up users in their own partner organization only.

  • To set up access profiles and roles at your company, your role must include the Manage Roles and Access privilege.
  • To create, edit, or delete a group, your user role must include the Manage Roles and Access privilege. To add users to a group or remove users from a group, your user role must include both the Manage Roles and Access privilege and the Manage Users privilege.
  • To set up books, your role must include the Manage Books privilege.
  • To set up territories at your company, your role must include the Manage Territories privilege.
• Compare the number of licenses against the number of users that must be active. Only active users can access Oracle CRM On Demand. The total number of active users cannot exceed the number of licenses for your company. For more information on verifying the status of licenses, see Verifying License Statuses and Active Users.
• Read the background information on roles and access profiles. See the following topics for more information:
  • Role Management
  • Guidelines for Setting Up Roles
  • Access Profile Management
  • About Access Levels for Primary Record Types
  • About Access Levels for Related Record Types
  • How Access Rights Are Determined
• Determine what profiles you will use to manage data access for books, roles and teams.
• Determine the role that you want to assign to each user and to whom each user reports. If your organization requires additional roles to accommodate multiple lines of business, create the new ones that you require.

The cumulative setup of all users at your company defines your company's reporting hierarchy and sales quotas.

Individually, for each user at your company, you must specify a user role. A user's role and associated access profile determine an employee's access to tabs, features, and records. They also determine which page layouts the employee sees when using the application.

Click a topic to see the procedure for managing users, access profiles, roles, custom books, and groups:

• Setting Up Users
• Setting Up Users' Sales Quotas
• Setting Up Default Books by Record Type for a User
• Changing a User's User ID
• Resetting a User's Password
• Resetting a User's DMS PIN
• Changing the Primary Division for a User
• Reviewing Sign-In Activity for a User
• Reviewing Security-Related Activities for Users
• Managing Delegated Users (Administrator)
• Creating Inventory Periods for Users
• Deactivating Users
• Process of Setting Up Partner Administrators (Administrator)
• Setting Up Users (Partners)
• Changing a User's User ID (Partners)
• Resetting a User's Password (Partners)
• Deactivating Users (Partners)
• Adding Roles
• Process of Setting Up Access Profiles
• Process of Setting Up Books
• Verifying Book Setup for the Administrator Role
• Creating Book Types and Book User Roles
• Configuring Record Ownership Modes
• Creating Books and Book Hierarchies
• Associating Users with Books
• Creating Access Profiles for Books
• Enabling Books for Your Company
• Enabling Books for Users and User Roles
• Adding Books to Record Detail Page Layouts
• Assigning Records to Books
• Resetting Personalized Page Layouts
• Resetting Personalized Action Bar Layouts
• Resetting Personalized Homepage Layouts
• Setting Up Groups
• Setting Up Territories

TIP:  Consider setting up a test user for each role. Then activate the test users to make sure the configurations are set up correctly before activating other users. Do not activate other users until you have completed all user setup activities, including access rights, role layout, reporting and data sharing hierarchy, workflow and any other business process customization. Remember to deactivate test users when testing is complete.