1. Implementing Order Management
  2. AI: Data Access Advisor for Sales Orders

AI: Data Access Advisor for Sales Orders

Use Data Access Advisor for Sales Orders to help you administer security. Use this AI agent to help you view and analyze the data access rules and policies that determine who can access sales orders. Your users can also use this agent to view their own data access.

  • Improve productivity for your administrators and users.
  • Improve compliance.
  • Reduce administrative cost.

Administrative Usage

You can:

  • Streamline and optimize data access rules for sales orders.
  • Analyze access rules for a user or a role.
  • Compare access to sales order data between users and roles.
  • Validate your data access rules and identify issues, such as inconsistent or redundant rules.
  • Respond to and resolve user inquiries about access, including a query about access to a specific sales order.

Assume you need to review your data access policy for sales orders and make corrections:

  1. Go to Home Page > Order Management > Show More > Data Access Groups for Sales Orders.
  2. Click Ask Oracle > Summarize data access policies.
  3. The agent returns data access groups, their participants, access rules, eligibility conditions and overall summary. You can review these details and make corrections, as necessary.

For another example, assume you need to make sure a user has the access they need to manage a sales order. You can query the agent and compare the user’s current access with their target role. For example, query on Compare SPeter and Global Account Manager access.

The agent identifies and compares the data access rules, groups, and access levels for the user and for the role, then displays a summary that describes what they have in common and their differences. You can use these details to review and modify the rules and groups, as necessary.

Here are a few more example prompts:

Check for access risks or incorrect setups.
Validate data access setups and identify issues.
Identify inconsistencies and redundant rules in my access setup.
How come user WILSONA can't access sales order 54667?
Explain access details for the Global Account Manager role.
Which rule provides the access I need to manage a return order?
Which rule provides the access I need to manage government orders?
Which rule allows my users to access sales orders that are in the Vision Operations business unit?
How come HENRYS can access sales orders in the North America business unit?
Can ADAMP create a software order?
Which roles can access all sales orders? Provide a list of the users that are assigned to these roles.

End-User Usage

Your order entry specialists and order managers can:

  • View a summary of their access to sales orders.
  • Explore their access levels and see what data they can or can't create, view, and revise.

Assume the user can't access export orders. The user can click Ask Oracle > Show my access summaryto get their current access.

The user can then communicate these details to you so you can take the necessary action.

Note that the agent provides a more simplified reply for your users. It doesn’t display data access rules, groups, or conditions that provide access.

Consider a few more example prompts that your user might enter:

Explain my access.
Give me a summary of my access.
Can I create a return order?
Which business units can I use when I create, view, or revise an order?
Can I create, view, or revise a government order?

Set Up

  1. Set up the Redwood: Refine Data Security for Sales Orders feature.
  2. Go to the Setup and Maintenance work area, then use the Manage Administrator Profile Values task to set the Enable VBCS Progressive Web Application User Interface (ORA_HCM_VBCS_PWA_ENABLED) profile to Y at the site level.
  3. Go to Home Page > Tools > AI Agent Studio, then search for Data Access Advisor for Sales Orders.
  4. Click Copy, enter a suffix, then click Continue. We recommend that you use the suffix to indicate versions, such as 1, 2, 3.
  5. Click . . . > Edit.
  6. If necessary, you can modify the description and prompt to meet your needs.
  7. Click LLM, then examine the predefined prompt. If necessary, you can modify it, then click Update.
  8. Click Publish, then verify the status is Published.
  9. Go to the Scheduled Processes work area, then run the Update Agent Documents for Order Management scheduled process. Set the Agent Name parameter to Data Access Advisor for Sales Orders 1 when you run it.
  10. Go back to your tool and verify that it's published.

Add to guided journey and test:

  1. Go to Home Page > My Client Groups > Show More > ctrl+f, search for, then click Guided Journey.
  2. On the Guided Journey page, click Create, set these values, then click Create Draft:
    Attribute Value
    Name Data Access Groups for Sales Orders
    Code DATA_ACCESS_GROUPS_FOR_SALES_ORDERS
    Allow Access for External Users Yes
  3. Add this task, then click Save > Activate:
    Attribute Value
    Task Name Data Access Advisor
    Task Description Data Access Advisor for Sales Orders
    Task Type Agent
    Agent Type Workflow Agent
    Workflow Agent Data Access Advisor for Sales Orders 1
  4. Go to Home Page > Order Management > Show More > Data Access Groups for Sales Orders.
  5. Click Settings and Actions > Edit Page in Visual Builder Studio.
  6. Set the JourneyCode property to DATA_ACCESS_GROUPS_FOR_SALES_ORDERS, then click Publish.
  7. As an option, you can set TaskCodes to DATA_ACCESS_ADVISOR before you publish.
  8. Go back to the Data Access Groups for Sales Orders page and test your set up. Click Ask Oracle to ask administrative questions.

Add an agent for your users:

  • Repeat steps 1 through 3 to create a guided journey for Order Management's redesigned landing page. Use a different name and code for the new guided journey.
  • If the landing page already has a guided journey, then you can skip steps 1 and 2, add the task to that journey as described in step 3, and then set the task code described in step 6.
  • Go to Home Page > Order Management > Order Management (New), then repeat steps 5 through 7. Use the journey code and task code that you created for the redesigned landing page.
  • Test your set up on the landing page. Click Ask Oracle to ask questions that your users might typically ask.

For more, see:

Guidelines

  • You can use the agent in the Order Management work area or on the Data Access Groups for Sales Orders page.
  • If you can access the Data Access Groups for Sales Orders page, then you can use the agent to get help with administrative work. If you can't access that page, then you can use the agent to get help with end-user work.
  • You must run the Update Agent Documents for Order Management scheduled process each time you modify your data access setup for sales orders. Update Agent Documents for Order Management updates the document in the Get Data Access Details for Sales Order tool, and then automatically runs the Process Agent Documents scheduled process to process and publish the updated document.
  • This agent doesn't use the Get Data Access Details for Sales Order Business Object tool in the predefined prompts. However, you can use it as an alternative to the Get Data Access Details for Sales Order tool to get the same details that you would get through business objects instead of through retrieval augmented generation (RAG).
  • If you use the Get Data Access Details for Sales Order Business Object tool, then you must update the predefined prompts, and you must not run the Update Agent Documents for Order Management scheduled process or the Process Agent Documents scheduled process.

You can use these tools that come predefined with the agent:

Tool Description
GetUserSession Get the PersonNumber of the user who is currently logged.
Get User Context Determine whether the user has administrative privileges to manage the Data Access Groups for Sales Orders page.
Get Data Access Details for Sales Order Get data access details for sales orders. It returns data access groups, their participants, and access rules and eligibility conditions. This tool provides details in JSON format.
Get Attribute Values from Order Get attribute values from the order header to evaluate eligibility conditions in a data access rule.
Get Users for Role Get the users who are assigned to a role.
Get Roles for User Get the roles who are assigned to a user.
Get Data Access Details for Sales Order Business Object Use a business object to get details about data access for sales orders. It returns data access groups, their participants, and access rules and eligibility conditions.

For more, see: