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Administering Oracle CRM On Demand > User Management and Access Controls > User Management > Setting Up Users

Setting Up Users

When setting up a user, the following fields require special care, because they determine what the user can access, view, and do:

• Status field. When you first set up a user, you can allow the user to access Oracle CRM On Demand immediately by setting the user's status to Active and prompting Oracle CRM On Demand to send the necessary sign-in information to the user when you save the user record, by selecting the appropriate option on the user record.

  Alternatively, if you do not want the user to access Oracle CRM On Demand until a later time, set up the user record, and set the user's status to Inactive. When you later want to allow the user to access Oracle CRM On Demand, change the status of the user to Active, and use the reset password functionality to send the necessary sign-in information to the user by email.

• Reports To field or Reports To (Alias) field. The reporting structure determines whose records the managers can access. It also determines whose data is included in calculations for forecasting as well as reports for managers and executives. The page where you set up users can contain either the Reports To field or the Reports To (Alias) field, but must not contain both of these fields. For more information about the Reports To and Reports To (Alias) fields, see About the Reports To and Reports To (Alias) Fields on User Records.

  TIP: Enter users who are at the top of the reporting hierarchy first.

• Role field. The user's role determines the user's access to tabs, features, records, and page layouts.

NOTE: You can import your user records using the import assistant. For more information about this option, see Import and Export Tools.

About Sign-In Information for New Users

To sign in to Oracle CRM On Demand, a new user must have a temporary URL for Oracle CRM On Demand and a temporary password. You can prompt Oracle CRM On Demand to send the sign-in information to the user at the time that you create the user account, or you can do it at a later time, as follows:

• If you want to send the sign-in information at the time that you set up the user account, select the email check box on the user record before you save the user record for the first time.

  Depending on whether you use the Quick Add button or the Add User button to create the user record, the email check boxes are named as follows:

  • The Email check box on the Quick Add page
  • The Email Temporary Password When I Click Save check box on the User Edit page

    Note that you must select the check box before you save the record for the first time if you want the information to be sent to the user immediately. The sign-in information is sent to the user by email, in two parts:

  • One email contains a temporary URL.
  • The second email contains a temporary password and details of the user's sign-in ID.
• If you want to send the sign-in information to the user at a later time, do not select the email check box when you create the user record.

  Later, when you want to send the sign-in information to the user, you can prompt Oracle CRM On Demand to send the information by clicking the Reset Password button on the user record. When you click the Reset Password button, the sign-in information is sent to the user by email, in two parts:

  • One email contains a temporary URL.
  • The second email contains a temporary password.

    In this case, the email does not include details of the user's sign-in ID.

About Deleting Users

You cannot delete users. When an employee leaves your company, change the status for that user to Inactive.

Before you begin. To set up users at your company, your role must include the Manage Users privilege.

To set up a user

1. In the upper right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the User Management and Access Controls link.
3. On the User Management and Access Controls page, click the User Management link.
4. On the User List page, do one of the following:
   • To add a new user, click New User.
   • To add several users quickly, click Quick Add.

     This opens the Quick Add page for you to enter required, limited information for each user. For example, it does not allow you to specify the reporting hierarchy.

     NOTE: You cannot use the Quick Add method if you have defined any other required User fields in addition to those on the Quick Add page.

     After entering information in the Quick Add window, click Save. This takes you to the User List page.

   • To edit a user's information, click the user's last name and, on the User Detail page, click the Edit button.
5. On the User Edit page, complete the information. For more information, see User Fields.
6. Save the record.

TIP: You can limit the user records you see by creating filtered lists. For instructions, see Working with Lists.

To open a filtered list of users

1. In the upper right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the User Management and Access Controls link.
3. On the User Management and Access Controls page, click the User Management link.
4. On the User List page, select an option from the drop-down list.