13Create Sales Users

This chapter contains the following:

User Setup Options

There are a number of different options you can use to control default functionality when users are created in the application. You might have made decisions about user setup options when you configured your application security environment and set up the Security Console. But if you didn't, then it's a good idea to review the options described here and make any configuration changes you want before you start creating users.

User Name and Password Notifications

By default, users automatically receive an email notification containing their sign-in details when their user account is created. Oracle provides sample notifications but you can edit the text of the email notifications, create your own notifications, or suppress email notifications altogether.

Password Policy

During implementation, you set the password policy for the enterprise. For example, you can configure how complex passwords must be, when they expire, and when a user is notified that a password is about to expire. By default, the application requires passwords with eight letters and one number but you may want stronger passwords.

Default User Name Format

You can select the default format used to generate user names for users in cases where a user name isn't specified. Unless you specify otherwise, the default format is email address.

You can review user setup options by navigating to the Administration tab of the Security Console. For detailed information about configuring each of these options, see the chapter Setting Up Applications Security.

Create Application Users

You must create sales users as resources who are part of the sales resource hierarchy. You can create sales users either in the Manage Users task UI or by resource import, but you can't create resources in the Security Console. This topic describes how to create sales users in the Manage Users task UI. Use this method to create individual application users.

You can also create users by importing users from a file using the Import Management functionality. Importing users from a file is useful when you have a large number of sales users to create. For additional information, see the chapter about importing resource data in the guide Understanding Import and Export Management for CX Sales and B2B Service on Oracle Help Center (https://docs.oracle.com/).

Before creating application users, make sure you have completed these tasks:

  • Set up any additional resource roles or role provisioning rules that are required.

  • Created a resource organization for each manager. If you don't create the resource organization ahead of time, then you must do so while creating each manager user.

    Each manager is assigned with his or her own resource organization. Individual contributors automatically inherit their manager's resource organization. The application determines who's a manager from the resource role you assign to the 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, first create the user at the top of the hierarchy and that user's organization. You don't enter a manager for this user. You can then create the rest of the users starting directly under the top of the hierarchy and working your way down.

Steps to Create an Application User

Here's how to create sales users in the UI. The procedure is slightly different for managers and individual contributors:

  • You must assign each manager with his or her own resource organization. You can create the resource organization while creating the manager.

  • Individual contributors automatically inherit their managers' resource organization.

The application determines who's a manager from the resource role you assign to the user.

  1. Select Navigator > My Team > Users and Roles to open the Search Person page.

  2. In the Search Results section, click the Create icon.

    The Create User page opens.

  3. In the Personal Details region, 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 in the Security Console.

    Note: After you create the user, if you want to change the email address you can do so on 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.

  4. The application prefills today's date in the Hire Date field and uses that date as the start date for the resource.

    If you're planning to use quotas, then you must make sure that the hire date is a date before the start of the first quota period. For example, if you're allocating monthly quotas for fiscal year July 01, 2015 to June 30, 2016, then you must enter a hire date of 7-1-2015 or earlier. You can't change the hire date after you create the user.

  5. In the User Details region, you can either create a new account or link an existing, standalone user account to the new person record you're creating.

    • When creating Sales users, create a new account. To create a new account, select the Enter user name option and then enter a user name. If you leave the User Name field blank, then the user name is generated automatically using the enterprise default format. Unless you specify otherwise, email address is the default user name format.

    • Alternatively, if you want to link the new person record you're creating to an existing standalone user account, select the Link user account option, then search for and select the user account in the Link User Account dialog box.

  6. In the User Notification Preferences region, select the Send user name and password option if you want a notification to be 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 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 deselect the Send user name and password option, a notification isn't sent when the account is created but you can choose to send the email later by running the Send User Name and Password E-Mail Notifications process. The process sends notifications to any users for whom you haven't so far requested an email. An appropriate notification template must be enabled at that time. Alternatively, you can use the Security Console to reset the password and send the notification.

  7. In the Employment Information region, enter the values shown in the following table.

    Field Entry

    Person Type

    Select Employee.

    Legal Employer

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

    Business Unit

    Select the business unit for the user. Oracle creates an initial business unit using the information you provided when you signed up.

    You don't have to complete the remaining fields in the Employment Information region.

  8. In the Resource Information region, enter the following values.

    Field Entry

    Resource Role

    Select the role the user plays in the resource organization.

    Reporting Manager

    Select the user's manager.

    If you're creating the top user in your hierarchy, such as the CEO, you can leave this field blank.

    Organization

    If the user you're creating is a manager, and if you already created a resource organization for this manager, then select the appropriate resource organization. If you haven't created a resource organization for the manager, then you can create one by clicking the Create link from the end of the Organization list. The Create Organization dialog box is displayed allowing you to enter a new organization name.

    If the user you're creating isn't a manager, then the resource organization is automatically copied from the manager.

  9. In the Roles region, 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. Each sales user must have both the Employee and the Resource abstract roles in addition to the job roles they require.

  10. You can also provision a role manually to the user if required by clicking Add Role. The Add Role dialog box opens.

  11. Search for and select the role. The role is added to the Role Requests table with the status Add Requested.

    Note: 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.

  12. Click Save and Close.

    The application creates the user. If you selected the Send user name and password option, the application also sends the user the email with the URL the user can use to sign in to the application for the first time.

  13. Click Done.

Create Sales Restricted Users

You can create sales application users who have extensive privileges to view sales data, but limited privileges to create, update, or delete that data, by assigning users the Sales Restricted User job role. For example, you might want to assign the Sales Restricted User job role to accounting or legal users, to seasonal or administrative users, or to users who are assigned an Essential User license. The Essential User license provides a user with a read-only subscription to the cloud service.

Use these steps to create a sales restricted user.

  1. Create the user who's to have restricted access to the application.

    For information about this task, see the topic Creating Sales Application Users.

  2. When creating the user, specify these values.

    Field Value

    Person Type

    Employee

    Resource Role

    Sales Restricted User

  3. In the Roles region, click Autoprovision Roles.

    The user is automatically assigned the following roles:

    • Sales Restricted User job role

    • Resource abstract role

    • Employee abstract role

      A predefined rule automatically assigns the Employee abstract role to all active users who are created as employees.

Use this procedure to create administrators who have access to the Incentive Compensation application.

  1. Create provisioning rules that create a mapping between attributes of your person and the security role to be automatically assigned. In the Setup and Maintenance work area, go to the following:

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage HCM Role Provisioning Rules

  2. On the Manage Role Mappings page, enter a name for your mapping.

  3. There isn't a resource role that qualifies as an Incentive Compensation Administrator, so typically mappings use job roles. In the Conditions region, select a job role that was configured in Human Capital Management. For example, Incentive Compensation Analyst. Add any other conditions you want to use to select individuals to be assigned roles.

  4. In the Associated Roles region, click Add Row.

  5. Search for and select the role you want to assign to people who match your mapping conditions. These are the available Incentive Compensation roles:

    • Incentive Compensation Analyst

    • Incentive Compensation Plan Administrator

    • Incentive Compensation Manager

  6. Save and close.

  7. After users are assigned to an Incentive Compensation security role, they also need access to Incentive Compensation business units. In the Setup and Maintenance work area, go to the following:

    • Offering: Sales

    • Functional Area: Incentives

    • Task: Manage Business Unit Data Access for Users

  8. In the Manage Data Access for Users page, click Create.

  9. Select a user name and role.

  10. The security context must be Business Unit.

  11. Select the name of the business unit in the Security Context Value field.

  12. Save and close.

  13. Create data access records for each role and business unit combination for this user.