Creating Users and Assigning Permissions

Objective

After completing this lesson, you will be able to create Departments, User Types, and Permission Groups in Advanced Workflow.

Advanced Workflow Administration

Advanced Workflow has two types of users: standard users and administrators. Standard users include payees, compensation administrators, and others who use the tool to submit, approve, or complete workflow tasks. Administrators are users who are able to add new users and grant permissions, and create objects such as workflows, actions, custom forms, and so on.

If you are using Advanced Workflow with Incentive Management or Territory and Quota, access to the application is managed in the User Administration page in the Incentive Management Portal. However, once a user is granted access, they will not see the Admin Tools or Setup menus unless they are granted Administrator access.

The first step is understanding how to become a workflow administrator and how those permissions differ from portal administrator permissions. While portal administrators can grant access to the workflow application, they cannot manage user permissions within the workflow system itself. Workflow administrator permissions are managed within the Workflow application's setup area.

The image below shows how users with different roles would see the same page. Users can find cases, view lists, and see the activity feed, but cannot see the Admin Tools or Setup menus. Administrators can see the Admin Tools and Setup menus, allowing them access to configure workflows and perform other administrative tasks.

Dashboard interface displaying project-related case lists, navigation menu, search bar, and categorized open cases options for assigned and unassigned cases.

User Management and Administrator Roles

Generally, it is not necessary to create new users directly in Advanced Workflow. Users are updated automatically through a synchronization process with the associated application. While users can be created directly in Advanced Workflow, this is only recommended for users who are only using Advanced Workflow, because any changes to their user record will be overwritten when the user sync process takes place with the associated application.

User related tasks that can only be performed in Advanced Workflow include:

  • Granting a user administrative access
  • Adding the User Type
  • Adding the Department
  • Populating custom fields

Create a New User and Grant Administrator Access

Steps

  1. Select the Setup menu.

  2. Select Users→Users

    SAP Incentive Management dashboard showing navigation menus, statistics on cases, users, workflows, last login date, and quick links.

  3. Select Add New.

    User management screen displaying a list of users, including options to add new users, edit details, and filter results.

  4. Enter the following information:

    • Login name
    • First name
    • Last name
    • Email
    Adding new user screen showing fields for login name, first name, middle name, last name, email, and user settings tabs.

  5. Grant administrator rights to the new user.

    • Scroll down to the Security Settings section.
    • Uncheck Send an email with login credentials to user.
    • Check the Administrator box.
    • Select Save.
    Security settings panel with options for email credentials, administrator role, Federation ID, IAS Client ID, Public Key, and Save/Cancel buttons.

Summary

  • Two types of users exist in Advanced Workflow: standard users and administrators.
  • Administrators manage users and permissions within the Workflow application.
  • Users are granted access to Advanced Workflow through the User Administration page in the Incentive Management Portal.
  • Key tasks like granting administrative access and adding user types are performed in Advanced Workflow.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn