5Setup Users

This chapter contains the following:

Setup Overview

Using the Setup Assistant, you can set up to 15 users to help you with setup. Use this chapter to:

  • Create additional setup users.

  • Enable the initial user created by Oracle to participate in the setup process.

    The initial user can perform security tasks, such as creating other users and granting setup permissions, but needs the additional privileges granted to setup users.

  • Enable setup users to monitor all background processes

  • Learn how to reset passwords for users

Here's a list of the setup tasks. You can open the tasks from the Sales offering in the Setup and Maintenance work area. Tasks are organized by functional areas. Remember that you may have to show All Tasks to see the task you want.

Step Description Navigation Where to Get More Details

1

Create other setup users.

Setup and Maintenance > Sales > Users and Security > Manage Users

See the topic: Create Setup Users

2

Provision the initial user with the same permissions as the other setup users.

Setup and Maintenance > Sales > Users and Security > Manage Users

See the topic: Provide the Initial User the Same Permissions as Other Setup Users

3

Any setup users you create receive an email notification with a link they can use to reset their passwords. If they don't receive the email for some reason, you can reset user passwords and update email addresses in the Security Console. (You can open the Security Console using the task Manage Applications Security Preferences)

Setup and Maintenance > Sales > Users and Security > Manage Applications Security Preferences

See the section: Reset User Passwords and Update Email Addresses

To understand the notification process for new accounts and recommendations on the kinds of notification changes you may want to make, see the topic: Automatic New Account Notifications and What to Change.

For setup instructions, see Set Up Preferences for User Names, Passwords, and Notifications

4

By default, setup users can only see the scheduled processes they themselves submit. Use the Security Console to provide all of the setup users the ability to see what processes are running and their status, no matter who submitted them.

Setup and Maintenance > Sales > Users and Security > Manage Applications Security Preferences

See the topic: Give Users the Permission to View All Scheduled Processes

About Setup Users and Security

Providing users with the security permissions they need to complete the setup tasks in this guide is easy. You just make a couple of entries and click Save. Provisioning rules provided by Oracle do the rest. This topic provides a brief overview of Oracle's security model, lists the permissions that setup users need, and explains how the provisioning process works.

How Permissions Are Grouped and Provisioned

Oracle uses the Role Based Access Control (RBAC) security industry standard. The permissions are grouped in two types of roles:

  • Job roles, which provide users with the permissions to carry out tasks specific to a job, such as a sales manager or sales administrator

  • Abstract roles, which permit users to complete tasks that are common to all employees or resources

You typically provision salespeople with the job roles corresponding to the roles they play in the sales organization (their resource roles), as well as the employee and resource abstract roles. The employee abstract role provides access to reports and personal profile information. Without the resource abstract role, users can't participate in the sales process, create accounts and opportunities, or be assigned to sales teams. You can find the description of each job and abstract role Oracle provides and all the duties that come with it in security reference guides.

When you create users, the application automatically provisions them with the required job roles and abstract roles using role-provisioning rules. Each role-provisioning rule is made up of the rule conditions and the names of the job roles and abstract roles that are assigned to the user if the conditions are met. In the sales application, the job role and the resource abstract role are assigned to a user based on the resource role. The employee abstract role is provisioned to all users of type employee.

As long as you entered your company information as described in the Enter Your Company Information and Corporate Currency topic, the application creates all the role-provisioning rules you need for setup users and all the standard sales users. If you set up the company information in a different way, then you must create all the role provisioning rules yourself. That's true if you're setting up the application together with Oracle HCM Cloud or another cloud service. You must also create role-provisioning rules for any additional resource roles you create. You can learn more about role-provisioning rules in the Get Ready to Create Sales Users chapter and in the Securing CX Sales and B2B Service guide.

Security Roles Required by Setup Users

To complete the setup tasks in this guide, you must be provisioned with the security roles listed in the table. The initial user provided by Oracle comes provisioned with only the first three. While the initial user can create other users and perform many setup tasks, the initial user can't complete all the tasks without the additional security roles.

Role Type Permissions the Role Provides

Application Implementation Consultant

Job Role

Access all setup tasks across all products

IT Security Manager

Job Role

Access security tasks, including the ability to assign other security roles

Application Diagnostics Administrator

Job Role

Access diagnostic tests and data

Employee

Abstract Role

Access BI reports and run and monitor background processes

Sales Analyst

Job Role

Create sales recommendation rules

Sales Administrator

Job Role

Perform the sales administrator duties

How You Create and Provision Setup Users

To provision the required security roles, all you have to do is to create setup users as users of type employee and assign them the Sales Setup User resource role. It doesn't matter whether the user you're setting up is an actual employee or not. Provided you entered your company information as described in this guide, Oracle creates two role-provisioning rules that do the rest:

  • The Employee rule automatically assigns the Employee abstract role to all users of type Employee.

  • The Sales Setup User rule automatically assigns all users with the Sales Setup User resource role (the condition), with all of the required job roles.

The following graphic illustrates the process:

This diagram shows a sales setup user being provisioned
using the two provisioning rules described in the text when that setup
user is created as a person of type Employee with the Sales Setup
User resource role.

The setup users you create aren't assigned the Resource abstract role, so they can't participate in the sales process. But there is nothing stopping you from creating other provisioning rules to provision sales administrators or others with the same setup permissions.

Create Setup Users

Follow this procedure to create users who can perform the sales setup discussed in this guide.

  1. I the Setup and Maintenance work area, go to the following:

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Users

    Alternatively, click Navigator > My Team > Users and Roles.

  2. On the Search Person page, click Create.

  3. On the Create User page, in the Personal Details region, enter the user's name and a unique email address.

    The application automatically sends user notifications to this email address unless you disable notifications in the Security Console.

  4. In the User Details region, you can enter a user name.

    If you leave the User Name field blank, the application automatically creates a user name for you. By default, the application uses the email unless you made changes in the Security Console.

  5. To automatically send an email notification to the user, select the Send user name and password option in User Notification Preferences. The email includes a link to create a password in the application.

    Note: If this option isn't available, notifications may be disabled. Check the notification settings in the Security Console.
  6. Select these values in the Employment Information region:

    Field Value to Select Comments

    Person Type

    Employee

    For setup only. The user need not be an employee.

    Legal Employer

    Your company name followed by the letters LE

    The legal employer name is used for setup only, so doesn't have to correspond to any actual entity.

    Business Unit

    Your company name followed by the letters LE BU

    The business unit name, like the legal employer name, is used for setup only.

  7. In the Resource Information section, select Sales Setup User from the Resource Role list.

  8. Click Autoprovision Roles.

    The Role Requests region displays the following roles:

    • Application Diagnostics Administrator

    • Application Implementation Consultant

    • IT Security Manager

    • Employee

    • Sales Analyst

    • Sales Administrator

    The role request process may take a few minutes to complete because it's set to run periodically. You can view the status of the request any time you edit the user.

  9. Click Save and Close.

    If you selected the Send user name and password option and notifications are enabled, the application sends the new account notification email. If you didn't select this option, then you must reset the password for the user using the procedure described in the Resetting User Passwords topic. After you create the user, you can no longer update the email address in this UI. You can instead update the email address on the Users tab in the Security Console.

Provide the Initial User the Same Permissions as Other Setup Users

Use this procedure to grant the initial user the same permissions as the other setup users.

  1. Click Navigator > My Team > Users and Roles.

    Alternatively, you can open this task from the Setup and Maintenance work area:

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Users

  2. On the Search Person page, enter the first name of the initial user in the Keywords field and click Search (the right-arrow icon).

  3. Select the name link in the Search Results.

  4. On the Edit User page, in the Resource Information region, select Sales Setup User from the Resource Role list.

  5. Click Autoprovision Roles.

    The Role Requests region displays these roles:

    • Sales Analyst

    • Employee

    • Sales Administrator

    Your role request process may take a few minutes to complete because it's set to run periodically. You can view the status of the request any time you edit this user.

  6. Click Save and Close.

    If you're signed in as the initial user, you must sign out and then sign in again for the new permissions to take effect.

Reset User Passwords and Update Email Addresses

Reset Passwords for Others

Use the Security Console to reset passwords for other users. Only setup users, and other users with the IT Security Manager job role, can access the Security Console. All users can reset their own passwords by clicking their user name or image, and selecting the Set Preferences link in the Settings and Actions menu. They can also reset their passwords by using Forgot Password on the sign-in page.

  1. Open the Security Console. You have two options:

    • In Setup and Maintenance, go to the following:

      • Offering: Sales

      • Functional Area: Company Profile

      • Show: All Tasks

      • Task: Manage Applications Security Preferences

    • Click Navigator > Tools > Security Console.

  2. You can ignore and close any warnings regarding the scheduling of the Import Users and Roles Application Security Data job.

  3. Click the Users tab.

  4. Search for the user using one of the following:

    • First or last name, but not both

    • User name

    Here's a screenshot of the Users tab highlighting the location of the Action menu.

    Screen capture of the User Accounts tab of the
Security Console work area
  5. From the Action menu, select Reset Password.

  6. In the Reset Password page, you have two options:

    • To send an email to users with a link they can use to create their own passwords, select the Automatically generate password option.

    • Reset the password yourself:

      1. Select the Manually change the password option.

      2. Enter the new password twice.

      Note: The manual option is available only if you selected the Administrator can manually reset password option while editing the password policy for the DEFAULT user category in the Security Console.
  7. Click Reset Password.

Change a User's Email Address

Use the Users tab in the Security Console work area to change email addresses for sales users. If you're updating their email addresses, then you can also use the same import process you use to create them.

  1. Navigate to the Security Console.

  2. Click the Users tab.

  3. Search for the user using one of the following:

    • First or last name, but not both

    • User name

  4. Click the user name link.

  5. On the User Account Details window, click Edit.

  6. In the Edit User Account window, edit the email address.

    Note: Don't edit any of the other information available on the Edit User Account page. Use the Manage Users task instead.
  7. Click Save and Close.

Change Your Password

After you sign in, you can change your password for better security.

  1. Click your user image or name in the global header, and on the Settings and Actions menu, select Set Preferences.

  2. In the General Preferences section, click Password, and enter your password details.

  3. Click Save and Close.

Give Users the Permission to View All Scheduled Processes

Your application setup requires you to run numerous scheduled processes and ensure they complete successfully. By default, users can only see the scheduled processes they themselves submit. By creating a custom role in the Security Console and assigning all of the setup users to it, you ensure that everyone can see what processes are running and their status, no matter who submitted them.

  1. Open the Security Console.

  2. Click the Roles tab.

  3. On the Roles tab, click Create Role.

    The Create Role page displays a series of steps you can click directly or reach using the Next button.

    Screenshot of the Create Role Monitor ESS Processes:
Basic Information page. The Basic Information page is the first of
a series of steps in the train to create the role.
  4. In the Create Role: Basic Information step, make the following entries:

    Field Suggested Entry

    Role Name

    Monitor ESS Processes

    Role Code

    MonitorESSProcesses

    Role Category

    Common -Abstract Roles

  5. Click the Role Hierarchy step.

    Create Role: Role Hierarchy step with callouts
highlighting the Add Role button and the Role Hierarchy step
  6. Click Add Role.

  7. In the Add Role Membership window, search for ESS Monitor Role and click Add Role Membership.

    Add Role Membership window
  8. Click Cancel to close the Add Role Membership window.

  9. Click the Users step.

  10. Click Add User and add all of the setup users by searching for each by name and clicking Add User to Role.

  11. Click Cancel when you are done.

    The Users step should list all of the users you added.

  12. Click Next to get to the Summary and Impact Report step.

  13. Click Save and Close.

    The users you added to the role can now monitor all of the scheduled processes in the Schedule Processes work area.