12Get Ready to Create Sales Users

This chapter contains the following:

What You Must Do Before Creating Sales Users

When you create sales application users, either in the UI or by importing them from a file, you not only provision the permissions the users need to do their jobs, but you also build the organization chart for your sales organization. This means that you must set up any additional role provisioning rules you require, as well as the elements that the application uses to create the organization chart in the Resource Directory, such as the root of the organization chart, and the names of the roles the resources play in the organization.

You're getting ready to create two types of sales users:

  • Sales team members without any sales application administration duties. These include salespeople, sales managers, and sales vice presidents.

  • At least one sales administrator user who will set up and administer the sales territories and sales processes.

Setup Overview

Before creating sales users, make sure that you have completed the following tasks:

  1. Create any additional resource roles you need.

    You must assign a resource role, a name describing the role each resource plays in the organization, to each sales user you create. The resource roles display underneath user names in the resource directory and elsewhere in the UI. You also use the resource roles as conditions in your provisioning rules.

    For information about creating resource roles, see the topic Create Additional Resource Roles.

  2. Create a resource organization for each of the manager users you create, including the top manager in your hierarchy.

    You can use the Manage Internal Resource Organizations task to create each resource organization. For details, see the topic Create a Resource Organization. Alternatively, you can create each resource organization as you create each manager user in the UI or when you import the user. Individual contributors who aren't managers inherit the organization assigned to their managers.

    As you create users, the application creates an organization hierarchy that you can use to browse through the sales organization's resource directory.

  3. You can explicitly designate the resource organization you create for the top manager in your organization as the top of your organization tree by using the Manage Resource Organization Hierarchies task. For details, see the topic Designate an Organization as the Top of the Sales Hierarchy.

    If you don't specify the top organization, the application automatically builds the resource organization hierarchy based on the management hierarchy you specify when you create users. You must enter a manager for each user you create, except for the manager at the top of the resource hierarchy.

  4. Decide what job roles you want to assign to your users.

    Remember that you aren't restricted to assigning one job role to a user. For example, you might want to provision the sales manager in charge of determining sales territories and sales processes with the Sales Administrator job role in addition to the Sales Manager job role. Assigning both job roles allows this resource to perform the required sales setups.

    You must create at least one user with the Sales Administrator job role to perform these setups.

  5. If you created additional resource roles, then create the provisioning rules to automatically provision the appropriate job roles and abstract roles to users who are assigned those resource roles. You must create a provisioning rule for every resource role you use.

    For information about creating provisioning rules, see the topic Create Rules to Automatically Provision Job Roles to Sales Users.

  6. Enable duplicate checking for the email addresses you enter while creating users in the UI.

  7. When you create users, the application sends emails with the sign-in credentials to the new users unless you disable notifications. You can configure this behavior as described in the topic User-Name and Password Notifications.

How Setup Assistant Gets You Ready to Create Sales Users

If you used Setup Assistant to help you complete the initial implementation of the Sales offering, then some of the tasks described in the previous section are already completed for you. Here are some of the things Setup Assistant does:

  • Creates the role-provisioning rules for the standard resource roles provided by Oracle.

  • Creates additional resource roles. All you do is enter their names.

  • Creates the role-provisioning rules to provision the job and abstract roles you specify for those additional resource roles.

  • Creates the user at the top of the resource organization, and the name of the resource organization, if you enter these values.

  • Prevents you from accidentally entering duplicate email addresses for users by setting the system profile option Enable Validation of User Work Email.

For information about the Setup Assistant, see the Getting Started with Your Sales Implementation guide.

Create a Resource Organization

Create a resource organization for every manager in your sales organization, including the top manager, usually the CEO. Use the procedure in this topic if you want to create your resource organization hierarchy before you create users. Alternatively, you can create resource organizations while you're creating manager users in the UI or when you import them. When you import users from a file, you can create the resource organizations automatically from the information you include in the file itself.

Creating the Resource Organization

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

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Internal Resource Organizations

  2. On the Manage Internal Resource Organizations page, click the Create icon.

    The Create Organization: Select Creation Method page is displayed.

  3. Select Option 2: Create New Organization, then click Next.

  4. Enter the name of the resource organization in the Name field, for example, Vision Corp. This name is shown in the resource directory.

    Here are a few things to keep in mind when naming resource organizations:

    • Each resource organization name must be unique.

    • The names don't have to correspond to any formal organization in your enterprise. The names are there solely to create a resource directory.

    • Don't use the name of a manager as the organization name as you might want to reassign the organization to someone else later.

  5. In the Organization Usages region, click the Add icon and select Sales Organization.

  6. Click Finish.

    If you need to change the name of a resource organization at a later date, you can do so using the Manage Internal Resource Organizations task. For details, see the FAQ in this chapter: How can I change the name of the top resource organization and other resource organizations?

Designate an Organization as the Top of the Sales Hierarchy

After you create the resource organization for the top person in the sales organization hierarchy, for example, the CEO, you can designate that resource organization as the top organization in the sales hierarchy. If you don't explicitly designate the top organization, the application automatically builds the resource organization hierarchy based on the management hierarchy you specify when you create users. You must enter a manager for each user you create, except for the manager at the top of the resource hierarchy.

Designating the Top of the Sales Hierarchy

Here are the steps to designate a resource organization as the top of the sales hierarchy:

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

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Resource Organization Hierarchies

  2. On the Manage Resource Organization Hierarchies page, click Search.

  3. In the search results, click the Internal Resource Organization Hierarchy link.

    This value is supplied by Oracle. The View Organization Hierarchy: Internal Resource Organization Hierarchy page appears.

  4. From the Action menu, select Edit This Hierarchy Version.

    The Edit Organization Hierarchy Version page appears.

  5. Click Add in the Internal Resource Organization Hierarchy region.

    The Add Tree Node window appears.

    Add Tree Node window

  6. Click Search.

    The Search Node window appears.

  7. Click Search again in the Search Node window.

  8. In the Search Results list, select the resource organization that you created for the top person in the hierarchy.

  9. Click OK.

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

  10. Click Save and Close.

  11. When a warning appears, click Yes.

Prevent Entry of Duplicate User Email Addresses

You can prevent the entry of duplicate email addresses when creating or editing users on the Create User or Edit User pages by enabling email validation. The validation displays a warning message and lists the owner of the email address if you enter a duplicate value. Having this warning gives you the opportunity to enter a unique email before saving the user's record. Email validation on the Create User and Edit User pages is disabled by default. Follow the steps in this topic to enable validation.

Note: User import includes its own separate duplicate checking which is enabled by default.

Set the Profile Option

To enable email validation, you set the profile option PER_MANAGE_USERS_EMAIL_VALIDATION.

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

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. On the Manage Administrator Profile Values page, enter PER_MANAGE_USERS_EMAIL_VALIDATION in the Profile Option Code field and click Search.

  3. In the Profile Values section of the search results, enter Y in the Profile Value field.

  4. Click Save and Close.

Note: When email validation is enabled, it applies to the Create User and Edit User pages. It doesn't apply to user accounts that you manage on the Security Console.

Create Additional Resource Roles

Use these steps to review the resource roles provided by Oracle and to create any additional resource roles you need. Remember that the resource role is only a title. So, if you create a resource role, you must also create the provisioning rule to go with it.

Create a Resource Role

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

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Resource Roles

  2. On the Manage Resource Roles page, review the existing resource roles by clicking Search without entering any search criteria.

    All the available resource roles are listed. Roles that are predefined by Oracle are labeled System.

  3. To create a new resource role, click Create.

    The Create Role page appears.

  4. In the Role Name field, enter the name of the resource role as you want it to appear in the application UI, for example, Inside Sales Representative.

  5. In the Role Code field, enter a unique internal name in capital letters. No spaces are permitted but you can use the underscore character instead. For example, enter INSIDE_SALES_REPRESENTATIVE. If you're importing users from a file then you must include this code in your file rather than the name.

  6. If the resource role belongs to a manager, select the Manager option. If the resource role belongs to an individual contributor, such as an inside sales representative, select the Member option.

  7. From the Role Type list, select Sales to classify the role that you're creating.

  8. Click Save and Close.

Create Rules to Automatically Provision Job Roles to Sales Users

Before you create sales users, review the predefined role provisioning rules used to automatically assign job and abstract roles to users, and create any additional rules you need. Oracle provides a role provisioning rule for each of the standard resource roles included with the application but you have to create role provisioning rules for any new resource roles you create. The provisioning rules use the resource role that you assign to each sales user as the trigger condition for provisioning job roles.

For all internal sales users, including sales administrators, map the Resource abstract role in addition to the required job roles in the provisioning rule. The Resource abstract role permits users to access the Resource Directory. Don't add the Resource abstract role for partner roles.

Note: The role provisioning rules Oracle provides are created automatically when you set up your company information using the Create Company Information quick setup task. If you didn't use the Create Company Information quick setup task, then you must create all of these role-provisioning rules manually. For information about the predefined provisioning rules, see the topic Role Provisioning. For information about setting up your company information, see the Getting Started with Your Sales Implementation guide.

Use these steps to review existing provisioning rules, and to create new rules:

  1. 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. O the Manage Role Mappings page, if you want to review existing rules, do the following:

    1. Search for a role mapping using one of the search fields. For example, to determine if a provisioning rule exists for a resource role, in the Resource Role field, enter the name of a resource role, such as Inside Sales Representative.

    2. Click Search.

      If a role provisioning rule exists for the resource role (either a predefined rule or a rule you created), it is displayed in the Search Results area.

    3. To view or edit a provisioning rule, select the rule from the Search Results area.

      The Edit Role Mapping page is displayed listing details for the rule.

  3. To create a new provisioning rule, on the Manage Role Mappings page, click Create.

    The Create Role Mapping page appears.

  4. In the Mapping Name field, enter a name that helps you identify the mapping, for example, Inside Sales Representative.

  5. In the Conditions region, enter these conditions:

    Field Entry

    Resource Role

    Select the resource role you want to provision. For example, if you created an Inside Sales Representative resource role, select Inside Sales Representative

    HR Assignment Status

    Select Active. This additional condition ensures that the provisioned roles are automatically removed if the user is terminated in Global Human Resources.

  6. In the Associated Roles region, click Add to add the job roles you want to provision.

    For the Inside Sales Representative, for example, you might add the Sales Representative job role.

    For internal sales users, add the Resource abstract role. Don't add this role for partner roles.

  7. Select one or more of the role-provisioning options shown in the table for each role you've added.

    Role-Provisioning Option Description

    Requestable

    Qualifying users can provision the role to other users.

    Self-Requestable

    Qualifying users can request the role for themselves.

    Autoprovision

    Qualifying users acquire the role automatically.

    Qualifying users are users who satisfy the mapping rule conditions.

    Note: Autoprovision is selected by default. Remember to deselect it if you don't want autoprovisioning.

  8. Click Save and Close.

  9. Run the scheduled process Autoprovision Roles for All Users after creating or editing role mappings. This process compares all current user role assignments with all current role mappings and creates appropriate autoprovisioning requests.

Define Rules for Incentive Compensation Abstract Roles

You can define rules to assign the Incentive Compensation Participant and Incentive Compensation Participant Manager abstract roles to salespeople. You can either create new provisioning rules or modify the existing rules. In this procedure, you modify the existing rule.

  1. 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. In the Manage Role Mappings page search area, select the Salesperson resource role and click Search.

  3. You see two Sales Representative mapping names, and you modify both. Click one of them.

  4. In the Conditions region, you see the resource role is Salesperson.

  5. In the Associated Roles region, the associated roles include Resource and Sales Representative. If these are also correct for your participant role, then click Add.

  6. Search for and select the Incentive Compensation Participant abstract role.

  7. Click OK.

  8. Select whether you want to autoprovision the roles or have them be requested.

  9. Save.

To map the Incentive Compensation Participant Manager role:

  1. Search for Sales Manager in the Resource Role field.

  2. Choose the Sales Manager role. It has the Sales Manager and Resource associated roles.

  3. Click Add.

  4. Search for and select the Incentive Compensation Participant Manager abstract role.

  5. Click OK.

  6. Save and close.

Role Provisioning Options

Job and abstract roles are assigned to users by defining a relationship, called a role mapping or provisioning rule, between the role and some conditions. Users who satisfy the conditions defined in the rule are eligible to acquire the role or roles specified in the rule. Predefined provisioning rules are provided with the application but you can also create new rules using the Manage HCM Role Provisioning Rules task in the Setup and Maintenance work area. This topic describes role mapping options for automatic and manual role provisioning.

Note: All role provisioning generates requests to provision roles. Only when those requests are processed successfully is role provisioning complete.

Automatic Provisioning of Roles to Users

Role provisioning occurs automatically if:

  • The user meets the conditions defined in the rule.

  • You select the Autoprovision option for the role specified in the rule.

For example, to create a role provisioning rule that automatically provisions the Resource abstract role and the Sales Representative job role to users assigned a resource role, Inside Sales Representative, that you previously created, perform these steps:

  1. Specify these conditions for the rule.

    Field Value

    Resource Role

    Inside Sales Representative

    HR Assignment Status

    Active

  2. Specify the Resource abstract role and the Sales Representative job role for the provisioning rule, and select the Autoprovision option for each.

Users who match the conditions acquire the roles automatically when you either create or update the resource role or HR assignment status values for a user. The provisioning process also removes automatically provisioned roles from users who no longer satisfy the role-mapping conditions.

Manual Provisioning of Roles to Users

Users, such as sales managers or administrators, can provision roles manually to other users if:

  • The user meets the conditions defined in the rule.

  • You select the Requestable option for the role in the provisioning rule.

Users can also request a role when managing their own accounts if:

  • The user meets the conditions defined in the rule.

  • You select the Self-requestable option for the role in the provisioning rule.

For example, to create a role provisioning rule to assign roles to each active employee who has been assigned a resource role, Sales Operations Manager, that you previously created, perform these steps.

  1. Specify these conditions for the rule.

    Field Value

    Resource Role

    Sales Operations Manager

    HR Assignment Status

    Active

  2. Specify these roles for the rule.

    Role Option

    Resource

    Autoprovision

    Sales Administrator

    Autoprovision

    Customer Data Steward

    Requestable

    Sales Representative

    Self-requestable

In this example, when you assign the Sales Operations Manager resource role to a user, the user:

  • Is automatically provisioned with the Resource and Sales Administrator roles when you click the Autoprovision Roles option on the Create User or Edit User page

  • Can grant the Customer Data Steward role to other users

  • Can request the Sales Representative job role

Users keep manually provisioned roles until the user is terminated or the role is deprovisioned manually.

Role-Provisioning Rule Names

Use unique names for your provisioning rules and devise a naming scheme that shows the scope of each role mapping. For example, a provisioning rule named CEO Autoprovisioned Roles could include all roles provisioned automatically to resources assigned the CEO resource role.

Role Autoprovisioning

Autoprovisioning is the automatic allocation or removal of job or abstract roles to users. It occurs for individual users when you create or update the resource role assigned to a user or the user's HR assignment status. You can also apply autoprovisioning explicitly for the enterprise using the Autoprovision Roles for All Users scheduled process. This topic explains the effects of applying autoprovisioning for the enterprise.

Roles That Autoprovisioning Affects

Autoprovisioning applies only to roles that have the Autoprovision option enabled in a role mapping.

It doesn't apply to roles without the Autoprovision option enabled.

The Autoprovision Roles for All Users Scheduled Process

The Autoprovision Roles for All Users process compares the roles assigned to a user with all current role mappings.

  • Users who satisfy the conditions in a role mapping and who don't currently have the associated roles acquire those roles.

  • Users who currently have the roles but no longer satisfy the associated role-mapping conditions lose those roles.

The process creates requests immediately to add or remove roles. These requests are processed by the Send Pending LDAP Requests process. When running Autoprovision Roles for All Users, you can specify when role requests are to be processed. You can either process them immediately or defer them as a batch to the next run of the Send Pending LDAP Requests process. Deferring the processing is better for performance, especially when thousands of role requests may be generated. Set the Process Generated Role Requests parameter to No to defer the processing. If you process the requests immediately, then Autoprovision Roles for All Users produces a report identifying the LDAP request ranges that were generated. Requests are processed on their effective dates.

When to Run the Process

It's a good idea to run Autoprovision Roles for All Users after creating or editing role mappings. You may also have to run it after importing new users to provision roles to the new users. Avoid running the process more than once in any day. Otherwise, the number of role requests that the process generates may slow the provisioning process.

Only one instance of Autoprovision Roles for All Users can run at a time.

Autoprovisioning for Individual Users

You can apply autoprovisioning for individual users on the Create User or Edit User page by clicking Autoprovision Roles in the Roles region of the page.

Provision Roles for Testing

What's Required for Testing Configurations in the Sandbox

If you're creating configurations for a specific job role or creating your own custom objects, then you must be provisioned with additional job roles to view and test those configurations in the sandbox. You can enable the testing of both types of configurations using the steps described in this section.

What's Required for Role-Specific Configurations

If you're creating configurations for a specific job role in either Application Composer or Page Composer, then you must assign yourself that same job role to be able to test the configurations in the sandbox. For example, if you're creating your own page layout for the Sales Manager job role, then you must have the Sales Manager job role to view and test the layout. If you later create a different layout for salespeople, then you must deprovision the Sales Manager job role and provision yourself with the Sales Representative job role instead.

What's Required for the Objects You Create

If you're creating your own objects, then you must assign yourself the Custom Objects Administration (ORA_CRM_EXTN_ROLE) role. The application automatically generates this object role the first time you create an object in the application. Unless users have this role, they can't view or test the objects they create.

Setup Overview

  1. While signed in as a setup user or the initial user you received when you signed up with Oracle, edit the role-provisioning rule for sales administrators and add the required job roles. Here is a summary of the steps:

    1. In the Setup and Maintenance work area, use the following:

      • Offering: Sales

      • Functional Area: Users and Security

      • Task: Manage HCM Role Provisioning Rules

    2. Search for all role-provisioning rules containing the Sales Administrator job role.

    3. For each rule, you add the job roles required for testing. Selecting the Self-requestable option makes it possible for individual users to assign themselves each job role when needed.

    4. If you're creating custom objects, then you must also add the Custom Objects Administration role. You must select both the Self-requestable and the Autoprovision option for this role. This object role is required for all objects you create, so you want to provision it automatically for future to sales administrators.

  2. Sales administrators, who are resources with the Sales Administrator job role, navigate to the Resource Directory and assign themselves the job roles they need. Setup users, who are not resources, can edit their own user records in the Manage Users work area and assign themselves the roles there.

    For details on how resources can assign themselves job roles in the Resource Directory, see the Assign Yourself an Additional Job Role topic.

Enable Sales Administrators to Test Configurations in the Sandbox

Modify the security role-provisioning rules to make it possible for administrators to assign themselves the job roles they need for testing custom configurations in the sandbox. For viewing and testing the custom objects they create, administrators must have the Custom Objects Administration (ORA_CRM_EXTN_ROLE) role. To test job role-specific configurations, they must have the same job role. In this example, we are looking at sales administrators.

Modify the Provisioning Rule for Sales Administrators

  1. Sign in as a setup user or the initial user you received when you signed up with Oracle.

  2. In the Setup and Maintenance work area, use the following:

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage HCM Role Provisioning Rules

  3. On the Manage Role Mappings page, search for the role mapping for sales administrators:

    1. In the Search region, click the Role Name list and select the Search link.

    2. In the Search and Select window, enter Sales Administrator in the Role Name field and click Search.

    3. Select the role name and click OK.

    4. Click Search.

  4. On the Manage Role Mapping page, click Search.

    The Search Results display the mappings with the Sales Administrator job role.

  5. Click the mapping name of each mapping and make the following edits:

    1. In the Associated Roles region, click Add Row (the plus sign icon) and add the job roles required for testing.

    2. For each job role, select the Requestable and the Self-requestable options and deselect Autoprovision. You don't want the job roles assigned to the sales administrators automatically.

    3. If you're creating your own objects, then you must also add the Custom Objects Administration role. The application automatically generates this object role the first time you create an object. For this job role select all of the options: Requestable, Self-requestable, and Autoprovision. All users creating their own objects must have this role.

    4. Click Save and Close.

  6. When you have added the job roles to all the provisioning rules, click Done.

Assign Yourself Additional Job Roles Required for Testing

Administrators can use this procedure to assign themselves the roles they need to test role-specific modifications in the sandbox. For example, if you're a sales administrator testing UI modifications for sales managers, you must assign yourself the Sales Manager job role. If you're creating your own custom objects, you must assign yourself the Custom Objects Administration role, if this role isn't already assigned to you. The Custom Objects Administration role is required for testing your objects in the sandbox.

Note: You can only assign yourself job roles that are made self-requestable in the role-provisioning rules created by a setup user. A setup user has the privileges to create other users and manage application security.
  1. Navigate to the Resource Directory.

  2. Select View Resource Details from the Actions menu in your record.

    Screenshot of portion of a sample Resource Directory
page with the Actions menu open
  3. On the Resource page, c.ick the Roles tab.

  4. Click Add Role.

  5. In the Add Role window, search for the role you want to use for testing by name or partial name, select it, and click OK.

    For testing objects you created, you must add the Custom Objects Administration role.

    Note: Available roles include only those that were set up as self-requestable during provisioning rule setup.

    The application returns you to the Resource page and displays the requested role in the Roles Requests region.

  6. You can remove a role you no longer need for testing by selecting it and clicking Remove.

  7. Click Save and Close.

    The new role becomes available for your use in a few minutes, pending the completion of a background process. The role displays in the Current Roles region the next time you navigate to this page.

FAQs for Preparing for Application Users

What happens when I autoprovision roles for a user?

The role-provisioning process reviews the user's assignments against all current role mappings. The following changes are made to the user's roles:

  • The user acquires any role he or she qualifies for but doesn't have

  • The user loses any role he or she no longer qualifies for

It's a good idea to autoprovision roles to individual users on the Edit User page when there are new or changed role mappings. Otherwise, no automatic updating of roles occurs until you next update the user's assignments.

Why did some roles appear automatically?

In a role mapping:

  • The conditions specified for the role match the user's assignment attributes, such as job.

  • The role has the Autoprovision option selected.

You can provision a role if a role mapping exists for the role, the Requestable option is selected for the role in the role mapping, and at least one of your assignments satisfies the role-mapping conditions. Otherwise, you can't provision the role to other users.

How can I change the name of the top resource organization and other resource organizations?

You can change the name of the top resource organization or any other resource organization by editing the name using the Manage Internal Resource Organizations task.

  1. In Setup and Maintenance, go to the Manage Internal Resource Organizations task:

    • Offering: Sales

    • Functional Area: Users and Security

    • Task: Manage Internal Resource Organizations

  2. You can search for the organization by name, or select Sales as the Usage for your search.

  3. Edit the organization name and save your changes.