1. How do I get started with Oracle Fusion Field Service?
  2. Manage Users

Manage Users

With job roles in place that define what areas of Oracle Fusion Field Service users will have access to, resource roles that define any potential resource type differences and provisioning rules for them, and organizations for your Oracle Fusion Field Service resource tree hierarchy in place, now it's time to start creating users.

To add Oracle Fusion Field Service user accounts for your employees, use the Manage Users task. If you've implemented Oracle HCM, you must use the Hire an Employee task to create user accounts (link provided in the Introduction chapter of this guide). If Oracle Fusion Field Service is the first Oracle Fusion application you're implementing, you must use the Manage Users task.

For more information about managing users via API, see the REST API for Oracle Fusion Cloud HCM book found here: https://docs.oracle.com/en/cloud/saas/human-resources/25a/books.html.

For more information about using spreadsheets, see the Users topic in the Securing Applications book found here: https://docs.oracle.com/en/cloud/saas/applications-common/25a/index.html

Follow these steps to perform the Manage Users task:

  1. Sign in to your Oracle Applications Cloud environment as an implementation user.
  2. Click Navigator > My Enterprise > Setup and Maintenance.
  3. Ensure that Field Service is selected in the Setup field in the header.
  4. Click Users and Security in the Functional Areas section.
  5. Click the Manage Users task. Or, you can select Navigator > My Team > Users and Roles.
  6. In the Search Results section, click the Create icon.
    The Create User page opens.
  7. In the Personal Details section, at a minimum, enter the user's name and a unique email address.
    The application sends user notifications to this email address by default unless you disable notifications within the Security Console. The application prefills today's date in the Hire Date field and uses that date as the start date for the resource. After creating a user, if you ever need to change the email address you can do so using the Users tab of the Security Console or using file import. You can't change email addresses on the Edit User page of the Manage Users work area.
  8. In the User Details section, you've options to either create a new account or link an existing, standalone user account to the new user record you're creating.
    When creating an Oracle Fusion Field Service user, you must create a new account. To do so, select the Enter user name option and then specify a user name. If you leave the User Name field blank, then the user name is generated automatically using the enterprise default format of email address.
  9. In the User Notification Preferences section, select the Send user name and password option if you want a new account notification to be immediately sent to the user when you save the user record and the user account is created. The notification includes a URL users can use to reset their password and sign in.
    • The Send user name and password option is enabled only if notifications are enabled on the Security Console and an appropriate notification template exists. For example, if the predefined (but editable) notification template New Account Template is enabled, then a notification is sent to the new user when you select the Send user name and password option.
    • If you don't want the notification to be sent immediately (for example, to see the users within Oracle Fusion Field Service, but aren't ready for them to actually sign in yet), then you should deselect the Send user name and password option. You can have the email notifications sent at a later point by running the Send User Name and Password E-Mail Notifications process. That process sends those notifications to any users who haven't already received one. Considering that there's a delay between the time that the user record is created and when their record is propagated into IDCS (commonly between 30-40 minutes), using this option can mitigate the possibility of the user receiving the notification, resetting their password, but then seeing an error instead of being able to proceed with the sign in procedure.
  10. In the Employment Information section, enter values for these fields (the other fields in the Employment Information section aren't relevant for now).

    • Person Type: Select from the list of available Person Types (for example, Employee).

    • Legal Employer: Select the legal employer you created in the Manage Legal Entity task above.
    • Business Unit: Select the business unit for the user. The options include the business units you verified or created in the previous chapter using the Manage Business Unit task.
  11. In the Resource Information section, enter values for these fields:
    • Resource Role: Select the role the user plays in the resource organization. The options include the resource roles you created earlier using the Manage Resource Roles task.
    • Reporting Manager: Select the user's manager, if applicable. If you're creating the highest level user in your hierarchy, you can leave this field blank.
    • Organization: Select an organization you've created using the Manage Internal Resource Organizations task. If the user you're creating is a manager, and if you've already created a resource organization for this manager, then select the appropriate resource organization. If you've not created the resource organization yet, then you can create one by clicking the Create link at the end of the Organization list. The Create Organization dialog box is displayed where you can enter a new organization name. If the user you're creating isn't a manager, then the resource organization will be automatically copied from the manager.
  12. In the Roles section, assign the appropriate job role(s) to the user either automatically or manually.
    • For autoprovisioning:
      • Click Autoprovision Roles. Any roles for which the user qualifies automatically appear in the Role Requests table with the status Add Requested.
      • The application provisions roles according to the provisioning rules specified for the selected resource role.
    • For manual provisioning:
      • Click Add Role. The Add Role dialog box opens.
      • Search for and select the role. The role is added to the Role Requests table with the status Add Requested.
      • Roles that you can provision to others must appear in a role mapping for which you satisfy the role-mapping conditions and where the Requestable option is selected for the role.
  13. Click Save and Close and then Done to return to the Functional Areas task list.

    The application creates the user, and after a few minutes you should see the user within the Resources page in Oracle Fusion Field Service. When you perform this task, a few things take place:

    • If you selected the Send user name and password option or after you run the Send User Name and Email Notifications process, the application sends the user an email with a link to reset their password. After they reset their password, they will be prompted to accept some simple terms of accessing Oracle Fusion Field Service, create a PIN, and once that's entered, they'll be redirected to the Oracle Fusion Field Service application.

    • The user has access to the functional areas (main menu options) that were associated as 'privileges' to the job role(s) assigned to their user record.

    • That same job role decides which user type they're assigned to, and as such, whatever Oracle Fusion Field Service permissions are enabled for it.

    • The user is assigned the Oracle Fusion Field Service resource type that's associated with the resource role that was selected when the user was created. If the user's resource role field was either blank or an option was selected that isn't associated with a Oracle Fusion Field Service 'field resource' type, then the user is assigned the Manager/Dispatcher/Admin resource type and has visibility into the entire resource tree entities.

    • For all users that are assigned to a resource type that has the resource type role of 'field resource', a unique Party ID is generated by Fusion Applications. This ID is available on the user interface as the user's 'External ID'.

    • Within the resource tree hierarchy, a user assigned a 'field resource' resource type (based on the explanation in the previous bullet) is in the organization unit that was specified as the resource organization when the user was created. If need be, the user/resource can later be moved to a more appropriate org unit or bucket within Oracle Fusion Field Service.

    At this point, you've finished configuring the Users and Security functional area tasks.

    Important recommendation: The best practice is to create one user (or a minimum number of select users) initially while configuring the various Oracle Fusion Field Service pages and metadata. This provides views into those configurations from both a resource's perspective and from an administrator's. Once the application is fully configured to your requirements, then proceed with adding the rest of your users. This ensures that your field users have a positive and intuitive first impression of the application that they will be working in.

    This playbook includes the setup details through the Manage Users task within Fusion Applications. To complete the remaining Oracle Fusion Field Service User Interface configuration, go to Navigator > Field Service > Field Service > Configuration. For more information on this configuration, see the Administering Oracle Fusion Field Service guide, available here: https://docs.oracle.com/en/cloud/saas/field-service/faadu/index.html . For more information on how to set default values for regional preferences such as date, time, number, currency, and time zone, see the Set Value Formats for Regional Preferences for All Users section in the Using Common Features for HCM guide.