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3 Setting Up Users, Organizations, and Roles

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This chapter contains the following:

Creating Users for the Oracle Sales Cloud Service : Explained

Enabling Single Sign On for Your Applications : Explained

Resource Organization Setups for Oracle Fusion CRM Users : Explained

Creating the Top Level of the CRM Resource Organization Hierarchy : Worked Example

Creating Resource Organizations for Oracle Fusion CRM : Worked Example

Creating Application Users for the Oracle Sales Cloud Service : Worked Example

Creating Setup Users for the Oracle Sales Cloud Service : Worked Example

Creating Users for the Oracle Sales Cloud Service : Explained

This topic explains concepts that will help you create users for the Oracle Sales Cloud Service.

User Types

When you sign up with the Oracle Sales Cloud Service, you receive the user name and password for one initial user.

Sign in as the initial user to create other users. The following table explains the different types of users that you can create.


Type of User

Description

Setup users

The setup user can perform all implementation setups for your CRM implementation. This implementation includes managing security, enterprise setup, and creating other users, including other users with the same privileges.

Setup users are not created as resources in Oracle Fusion CRM and are not provisioned with the Resource abstract role. You cannot assign CRM work to them and they cannot view CRM transaction data or reports.

Setup users are provisioned with the following enterprise roles:

  • Application Implementation Consultant job role

  • IT Security Manager job role

  • Employee abstract role

To create setup users, follow the steps outlined in the Creating Setup Users for the Oracle Sales Cloud Service: Worked Example topic.

Note

The term setup user is used here because the term implementation user is used in other Oracle Fusion documentation to denote a user created in Oracle Identity Management, an Oracle Fusion Middleware application. Oracle Sales Cloud Service does not provide access to Oracle Identity Management.

Sales administrators

Sales administrators are created as resources and provisioned with enterprise roles. The enterprise roles are based on their resource role, just like other application users.

Because sales administrators are provisioned with the Sales Administrator job role, they have permission to manage the import of data from legacy systems, customize the application according to business needs, and create other application users.

Unlike setup users, sales administrator users can view CRM transactional data and reports. They cannot configure CRM application security or perform tasks related to an enterprise setup.

Sales administrator users are provisioned with the following enterprise roles:

  • Sales Administrator job role

  • Resource abstract role

  • Employee abstract role

To create sales administrators, follow the same procedure outlined in the Creating Application Users for the Oracle Sales Cloud Service: Worked Example topic.

Application users

Application users, such as sales managers and salespersons, can be created by both sales administrators and setup users.

By entering resource information, you create application users as resources that can be assigned work and appear in your CRM organization directory.

Application users are provisioned according to their resource role. Their provisioned job roles do not permit them to perform implementation tasks, but they can perform a functional setup within the application, depending on their role.

Application users are provisioned with:

  • The job roles that they require to perform their job

  • The Resource abstract role

  • The Employee or the Contingent Worker abstract role, depending on the employee type of the user

Note

The user types outlined in the preceding table are suggestions. Nothing prevents you from creating an application user who is also a setup user. Privileges granted to a user are entirely dependent on the assigned enterprise roles.

User Creation Methods

You can create users in one of the following ways. You can:

  • Create users individually in the Manage Users work area. You can navigate to this work area using the Navigator menu from any application page.

    Use this method for creating all setup users and for creating application users unless the number of users that you are creating is large.

  • Import users from a file using the File-Based Data Import group of tasks from the Setup and Maintenance work area.

    Import users from a file only if you have a large number of users to create. To import users, you must be prepared to spend some time understanding how user attributes are represented in the Oracle Sales Cloud Service and how you will map the attributes in your file to the attributes required by the application. You cannot import setup users because the import process requires you to import CRM resources.

    See the Understanding File-Based Data Import: Getting Started and other help topics on file import.

Tasks You Accomplish by Creating Users

When you create users, you are accomplishing multiple tasks at the same time as outlined in the following table. Not all the tasks apply to setup users because they are not created as resources in the application.


Task Accomplished

CRM Application Users (Including Sales Administrator Users)

Setup User

Comments

Send automatic e-mail notifications with the user names you entered and automatically generated temporary passwords.

Yes

Yes

The application sends the notifications to the user or to an administrator only once, either on creation or later, depending on the setup.

Automatically provision the enterprise roles that provide the security settings users need to do their jobs

Yes

Yes

Enterprise roles are provisioned based on the autoprovisioning rules discussed in related security topics.

Create resources that can be assigned CRM work

Yes

No

Setup users are not resources in your application and so cannot be assigned to sales teams or view reports.

Create the resource reporting hierarchy used by Oracle Fusion CRM for reporting, forecasting, and work assignments

Yes

No

When you create a resource you specify a manager for that resource and build a resource reporting hierarchy.

Create resource records that individual users can update with personal information to complete a directory of your organization

Yes

No

Setup users are not resources and so their information does not appear in your CRM directory.

Create a hierarchy of resource organizations

Yes

Not applicable

Each resource is assigned to a resource organization, and the application builds a hierarchy of these organizations similar to the resource reporting hierarchy. Setup users are not resources and so are not assigned to resource organizations.

Create rudimentary employee records that can be used by Oracle Fusion HCM, if you have it implemented or if you will implement it.

Yes

Yes

You must specify each user either as an employee or as a contingent worker. When you create users, either one by one or through the data import, the application generates employee records for each user.

Setting Up E-Mail Notifications for New Users

For each CRM 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 to this address immediately after the user is created. Users then sign in and change their passwords.

If you do not want users to receive the notification e-mail right away because you are in the trial phase of your implementation project, then you can disable the automatic notification using the following steps:

  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, and select Update.

  5. In the User and Role Provisioning Information region, set the Send User Name and Password option to No.

  6. Click Done.

When users are ready to receive their temporary passwords, you can send all of the notifications at the same time, using the following steps:

  1. In the Navigator menu, select Scheduled Processes under the Tools heading.

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

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

  4. Enter Send User Name and Password E-Mail Notifications in the Name field.

  5. Click OK.

  6. In the Process Details window, click Submit.

  7. 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.

Alternately, you can send a notification to an individual user:

  1. While editing the user in the Create User or Edit User page, select the Send User Name and Password check box in the User Notification Preferences region.

Creating the Resource Reporting Hierarchy

The resource reporting hierarchy provides the basis for CRM data security. The resource reporting hierarchy need not mirror the formal reporting hierarchy, which is captured separately in the Oracle Fusion HCM application if it has been implemented.

Note

In Oracle Fusion CRM, you can have only one hierarchy reporting to one person.

You build a resource reporting hierarchy when you create CRM application users by specifying the manager for each user. If you are creating users one-by-one in the user interface, then you must start by creating the user at the top of the hierarchy and work your way down. If you are importing users using file-based import, then the order does not matter provided that all of your users are in the same file.

Creating Resource Organizations and the Resource Organization Hierarchy

In Oracle Fusion CRM, you must assign each manager that you create as a user with his or her own resource organization. All direct reports who are individual contributors inherit their manager's organization.

In Oracle Fusion CRM, resource organizations serve a limited purpose. Their names appear in the application's Resource Directory, which users can access to obtain information about their coworkers, and in social media interactions. Resource organizations are not used for work assignment.

The following screen capture shows the Resource Directory, which is available on the application Navigator. The resource organization names appear under each person's title.

Example of a resource directory.

The application automatically builds a resource organization hierarchy, using the resource reporting structure.

Suppose, for example, that your CRM enterprise includes sales and marketing departments that report to the Executive VP of Sales and Marketing and its members as follows:

  • Mathew Fullerton, Executive VP Sales and Marketing

  • Bob Doyle, Sales VP

  • Mateo Lopez, Sales Manager

  • Gabrielle Lee, Sales Manager

  • Jillian Henderson, Sales Representative (reporting to Mateo Lopez)

  • Joseph Kerr, Sales Analyst (reporting to Gabrielle Lee)

A diagram of the reporting hierarchy looks like the following:

Sample resource hierarchy.

Now, also suppose that you create the following resource organizations and assign them to the managers.


Manager

Assigned Resource Organization

Mathew Fullerton

Sales and Marketing

Bob Doyle

Sales

Lillian Jones

Marketing

Mateo Lopez

Sales West

Gabrielle Lee

Sales East

The application automatically builds the resource organization hierarchy, shown in the following figure, using the hierarchy of managers.

Resource organization hierarchy.

The resource organizations remain even if managers leave. You can reassign the resource organizations to their replacements.

The resource organization names do not have to reflect the names of departments. Departments are tracked along with employee records in the Oracle Fusion HCM application if it has been implemented. The resource organizations are not used in application security or to assign work to users. For example, you cannot include a resource organization on an opportunity sales team or as a territory owner.

Creating Basic Oracle Fusion HCM Employee Records

When you create application users, you must include information that is used to create basic employee records for the Oracle Fusion HCM application. This requirement is part of the CRM application architecture. These records are used only if you are implementing this application now or plan to do so.

The following table lists the information that you must enter in the Employment Information region of the Create User page, or in the import file.


Attribute

Description

Person Type

Enter either Employee or Contingent Worker, depending on whether the user you are creating is an employee or a contractor.

The selection you make is used for provisioning either the Employee or the Contingent Worker abstract role.

Legal Employer

Enter the legal entity. The Oracle Sales Cloud Service creates the legal entity for you from the information you provide when you sign up for the Cloud Service.

Business Unit

Enter the business unit. The Oracle Sales Cloud Service creates the business unit for you from the information you provide when you sign up for the Cloud Service.

Enabling Single Sign On for Your Applications : Explained

You can make it possible for your users to use a single user name and password to sign into all of your on-premises and Oracle Sales Cloud Service applications by implementing the Federation Single Sign-On (SSO) for Oracle Fusion Cloud Services.

The Federation SSO is available for customers who have implemented either the Microsoft Active Directory Federation Server (AD FS) 2.0 or the Oracle Identity Federation Service 11g identity provider (IdP). Other identity providers require special approval. Here is the process:

  1. You contact your salesperson or open a service request for SSO Enablement on support.oracle.com

  2. Your Oracle sales or support representative sends you a questionnaire to fill out.

  3. After you return the questionnaire, Oracle representatives evaluate your responses and obtain approval, usually within 24 hours.

  4. After you are approved, Oracle sets up your Oracle Sales Cloud Service environment and you receive the appropriate documentation on setting up your system.

It typically takes a minimum of two weeks or more for Oracle to implement the Federation SSO for your Oracle Sales Cloud Service environment after you obtain necessary approval.

Resource Organization Setups for Oracle Fusion CRM Users : Explained

After you set up security and before you can create Oracle Fusion CRM users who are resources in your CRM organization, you must create the resource organizations that are assigned to each user. This requirement does not apply to users who are not resources, such as setup users.

Before you create CRM application users, do the following:

  1. Create the top of the resource organization hierarchy according to the steps outlined in the Creating the Top-Level of the CRM Resource Organization Hierarchy: Worked Example topic.

  2. Create the resource organizations for all of the users who are managers according to the steps outlined in the Creating Resource Organizations for Oracle Fusion CRM: Worked Example topic.

    Note

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

Creating the Top Level of the CRM Resource Organization Hierarchy : Worked Example

Use this example as a guide for creating the resource organization at the top of the resource organization hierarchy. You must complete this setup before you create users.

When you create users who are managers in the Oracle Fusion CRM organization, you must assign a resource organization to each of them. The application automatically builds a resource organization hierarchy for you from the management hierarchy that you create.

Before you can create the resource organizations for the managers, you must create the top-level resource organization in your hierarchy following the steps in this example.

Creating the top-level resource organization in the resource organization hierarchy involves the following:

  1. Creating the resource organization

  2. Specifying the organization as the top of your sales and marketing hierarchy

Creating the Resource Organization at the Top of the Hierarchy

  1. Search for the Manage Sales and Marketing Organizations task in the Setup and Maintenance work area.
  2. Click the Go to Task button.

    The Create Organization: Select Creation Method page appears.

  3. Click Create and select Option 2: Create New Organization.
  4. Click Next.
  5. Enter Global Organization (or another name of your choice) in the Name field.
  6. In the Organization Usages region, click Add Row to add Sales Organization and Marketing Organization.

    This step identifies how the organization is being used.

  7. Click Finish.

Specify the Organization as the Top of Your Sales and Marketing Hierarchy

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

    The Manage Resource Organization Hierarchies page appears.

  3. Click Search.
  4. In the Search Results, select the Sales and Marketing Organization Hierarchy link.

    You will associate the resource organization you created with the predefined hierarchy type.

  5. From the Action menu at the top right-hand corner of the page, select Edit This Hierarchy Version.

    The Edit Organization Hierarchy Version page appears.

  6. Click the Add button in the Global Sales and Marketing Organization Hierarchy region.

    The Add Tree Node window appears.

  7. Click Search.

    The Search Node window appears.

  8. Click Search.
  9. Select Global Organization.
  10. Click OK.

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

  11. Click Done.

Creating Resource Organizations for Oracle Fusion CRM : Worked Example

In Oracle Fusion CRM, you must assign a resource organization to each manager user that you create. All direct reports of that manager inherit the organization. You can create resource organizations before you create users according to the steps in this example.

Steps to Create a Resource Organization

  1. Navigate to the Setup and Maintenance work area, and search for the Manage Sales and Marketing Organizations task.
  2. Click the Go to Task button.

    The Manage Sales and Marketing Organization page appears.

  3. Click the Create button.

    The Create Organization: Select Creation Method page appears.

  4. Select Option 2: Create New Organization.
  5. Click Next.

    The Create Organization: Enter Basic Information page appears.

  6. Enter the name of the organization, for example, Sales.
  7. In the Organization Usages region, click Add Row (green plus sign) to specify whether the organization is going to be used as a sales organization, a marketing organization, or both.

    Specifying a usage determines whether the organization is visible when creating a sales manager or a marketing manager.

  8. Click Finish.

Creating Application Users for the Oracle Sales Cloud Service : Worked Example

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

Before creating application users do the following:

  • Set up any additional resource roles and autoprovisioning rules for enterprise roles.

  • Create the resource organizations that you will assign to each manager before following the steps in the related topic Creating Resource Organizations for Oracle Fusion CRM: Worked Example. You can also create the resource organization while creating each individual 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.

Note

If you want to create users for performing setup tasks, follow the steps outlined in the Creating Setup Users for the Oracle Sales Cloud Service topic.

Steps to Create an Application User

To create an application user:

  1. In the Navigator menu, select the Manage Users link under the Manager Resources heading.

    The Manage Users page appears.

  2. Click the Create button.

    The Create User page appears.

  3. In the Personal Details region, enter the following fields:

    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. This e-mail address is used to send the initial notification to the user, and it can be changed later.

  4. In the User Details region, enter the user name. If you leave the User Name field blank, the application creates a user name using the entries you already made.
  5. If the User Notification Preferences region appears, you can 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.

    If this region is not present in the page, then the notification will be sent automatically.

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

    Field

    Entry

    Person Type

    Select Employee.

    Legal Employer

    Select the legal employer Oracle created using your responses when you signed up with the service.

    Business Unit

    Select the business unit Oracle created using your responses when you signed up with the service.

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

    Field

    Entry

    Resource Role

    Select the role the employee plays in the resource organization.

    Reporting Manager

    Select the employee's manager.

    Organization

    Workers automatically inherit the resource organization assigned to their managers.

    For managers, select the resource organization.

    Note

    If you did not already create a resource organization, then you can create one by clicking the Create link at the end of the list.

  8. Click the Autoprovisioning Roles button.

    The Roles region displays the assigned enterprise roles.

  9. Click Save and Close.

Creating Setup Users for the Oracle Sales Cloud Service : Worked Example

The initial user you receive when you activate the Oracle Sales Cloud Service can perform all of the application setup tasks. Use the procedures outlined in this topic to create users with the equivalent setup privileges. The setup users that you create with this procedure, are not created as resources in your CRM application. Because they are not resources, they do not appear in the CRM organization directory and cannot be assigned work or be assigned to sales territories, for example.

Creating a setup user follows the same general procedure you use to create all users, with the following differences:

  • You do not assign resource roles to setup users because you do not want them to be part of the CRM organization.

  • You must create a provisioning rule using another user attribute, such as a job.

The setup users are provisioned with the following enterprise roles:

  • Application Implementation Consultant

  • IT Security Manager

  • Employee

Note

In the Oracle Sales Cloud Service, setup users replace implementation users, described elsewhere in Oracle Fusion Applications documentation. Implementation users are set up in the Oracle Identity Manager (OIM), an Oracle Fusion Middleware application. Oracle Identify Manager is currently not available for use by the Oracle Sales Cloud Service.

To create the setup user in this example you do the following:

  1. Create a job called Customer Administrator.

    Note

    You create a job for provisioning only. The job does not serve any other purpose in Oracle Fusion CRM applications.

  2. Create a provisioning rule that provisions the Employee abstract role to users with the Assignment Type of Employee.

  3. Create a provisioning rule that provisions the Application Implementation Consultant and IT Security Manager job roles to users with the Customer Administrator job.

  4. Create the user.

Steps to Create the Job

Use the following steps to create a job that you can use as a condition for the provisioning rule:

  1. Sign in as the initial user or a user with implementation privileges, such as another setup user.
  2. In the Navigator menu, select the Setup and Maintenance link under the Tools heading.

    The Setup and Maintenance work area appears.

  3. On the Overview page, search for the Manage Job task.
  4. Click the Go to Task button for the task.

    The Manage Jobs page appears.

  5. Click the Create button.

    The Create Job: Basic Details page appears.

  6. Enter the following:

    Field

    Value

    Name

    Customer Administrator

    Code

    Customer Administrator

    Job Set

    Common Set

  7. Click the Review step link at the top of the page.
  8. Click Submit.

Steps to Create a Rule to Provision the Implementation Job Roles

Use the following steps to create the provisioning rule using the job role as a condition:

  1. Navigate to the Setup and Maintenance work area by selecting the link in the Navigator menu.
  2. On the All Tasks tab, search for the Manage HCM Role Provisioning Rules task.
  3. Click the Go to Task button for the Manage HCM Role Provisioning Rules task.

    The Manage HCM Role Provisioning page appears.

  4. Click the Create button.

    The Create Role Mapping page appears.

  5. In the Mapping Name field, enter a name, for example, Setup User.
  6. In the Conditions region, enter the job you created earlier as a condition. In this example, you would enter Customer Administrator in the Job field.
  7. Enter Active for Assignment Status.

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

  8. In the Associated Roles region, click Add to add the following job roles:
    • Application Implementation Consultant

    • IT Security Manager

  9. Make sure the Autoprovision option is selected for both job roles.
  10. Click the Save and Close button at the top of the page.

Steps to Create the Rule to Provision the Employee Abstract Role

Use the following steps to create a rule to provision the Employee abstract role to all users who are employees. This is a one-time setup. You can reuse the same rule for all employee users.

  1. In the Manage HCM Role Provisioning page, click the Create button to create the second rule.

    The Create Role Mapping page appears.

  2. In the Mapping Name field, enter a name, for example, Employee.
  3. In the Conditions region, enter Employee in the Assignment Type field.
  4. Enter Active for Assignment Status.

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

  5. In the Associated Roles region, click Add to add the Employee enterprise role.
  6. Make sure the Autoprovision option is selected for this role.
  7. Click Save and Close.

Steps to Create a Setup User

Use the following steps to create the setup user:

  1. In the Navigator menu, select the Manage Users link under the Manager Resources heading.

    The Manage Users page appears.

  2. Click the Create button.

    The Create User page appears.

  3. In the Personal Details region, enter the following fields:

    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. This e-mail address is used to send the initial notification to the user, and it can be changed later.

  4. In the User Details region, enter the user name. If you leave the User Name field blank, then the application creates a user name based on the entries you already made.
  5. If the User Notification region appears and the Send User Name and Password option is unselected, then select it if you want to send the e-mail notification with the login and password to the user when you save the record.

    If this region is not present in the page, then the notification will be sent automatically.

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

    Field

    Entry

    Person Type

    Select Employee. Do not select Contingent Worker because enterprise role provisioning is based on the employee's job. Job is a field that appears only for employees.

    Legal Employer

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

    Business Unit

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

    Job

    Select Customer Administrator.

  7. Click the Autoprovisioning Roles button.

    The Roles region displays the following roles:

    • Application Implementation Consultant

    • IT Security Manager

    • Employee

  8. Click Save and Close.

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