Identifying Core Responsibilities and Tools for Administrators

Objective

After completing this lesson, you will be able to identify the key responsibilities of an administrator

The Role of the Administrator

The Administrator and Their Daily Tasks

SAP Sales Cloud Version 2 makes it easier for administrators to do daily tasks.

Let’s watch this video about Alan, who is the Admin, and the daily tasks he needs to complete for his business with this new version.

The Administrator's Daily Tasks Preview

Alan needs to make sure he and his team:

Access the system to keep its basic settings.
Search for and identify all items and entities needed to configure the new tenant to meet project requirements.
Help with the configurations and incident reports that support the process.
Customize settings to support new employees, new business users, and the business's organizational structure.
Support the company with the data migration and the master data maintenance.
Learn how to create system extensions using the requirements for new fields, mashups, and other extensions.
Configure machine learning and train the system to enable lead and opportunity scoring, and many AI-powered real-time analytics.
Enable and configure Generative AI features.

The Administration Console

A dashboard shows various settings categories, allowing to configure company details and user permissions. It also allows configuring system preferences, data handling, and analytics to manage organizational processes efficiently.

Version 2 allows the administrator to set up basic and custom configurations to fit the business needs to use the Administration Console. Also, the administrator uses the following features available in the Settings on this page:

Search for the relevant settings using the Quick Search functionality.
"Pin" the frequently used settings.
Quickly access these settings from the Recently Visited items dashboard.
Give access to business users by:
- Creating New Employees.
- Linking employees to their respective Business User and Business Role.

Basic Configurations

The system highlights preferences that let you adjust the appearance and behavior. It also allows changing language and currency settings, configuring content security policies, and changing the home page. These options play a key role in system-wide customization.

Administrators such as Alan have access and do some basic configuration through the dedicated System Preferences tab.

In the System Preferences, Alan keeps the following:

Appearance and Behavior: Customize the system's appearance and branding, and behaviors such as auto-sign-out time (for security) and tab configuration.
Language, Region, and Currency: Customize local settings, including currency, language, time zone, country and region, fiscal period, and exchange rates.
Content Security Policy: Configure a security standard that offers an extra layer of protection from cross-site scripting (XSS), click-jacking, and other code injection attacks.
Home Page: Customize the home page appearance.

The following demonstration shows how to use the Administration Console to do administrative tasks for basic configurations.

ExerciseStart Exercise

Customize Basic Configurations

The system highlights the Company, Users, and Control sections. These sections show where you can manage important organizational structures and user permissions within the settings.

As an administrator, Alan uses the Company’s tab to manage employees and the organizational structure. He also uses the Users and Control tab to manage users, business roles, and security policies. Through the Admin Console, Alan customizes:

Employees, users, and roles
User security rights and restrictions.

Identify Users and Roles

Employees: Internal staff working under contract, following company policies and rules.
Technical Users and Business Users: Use Technical Users for application access.
Technical Users and Business Users: Use Technical Users for application access. Various Business Roles have a unique Business User and you can assign it to any employee that needs to access the system.
Business Roles: Sets of access approvals within your organization. They define a hierarchy of access controls that you can easily manage for many users.
Security Policies: Rules for password complexity and validity, including numeric digits and password validity, and periodic password changes.

The following demonstration shows how to use the Administration Console to complete customizing configurations.

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Create a New Employee Simulation

After seeing the demonstration about how to use the various screens needed to complete the Administrator's daily tasks, practice using them to:

Create an employee.
Create an organizational structure.
Create a business user.

Note

To create a new business user and assign an employee to it, check the following:

The employee linked to a business user has a unique Email ID.
The new business user has a unique User Name.
The system shows the message "Business user already exists for this employee." This action happens if the selected employee already has a related business user.

The following demonstration shows how Alan creates a new employee in SAP Sales Cloud Version 2.

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Create Organizational Units

The following demonstration shows how Alan creates a new Organizational Structure in SAP Sales Cloud Version 2.

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Create a Business User

The following demonstration shows how Alan creates a new Business User in SAP Sales Cloud Version 2.

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Account and Contact Management

The Account and Contact Management feature in SAP Sales Cloud Version 2 offers a comprehensive customer view, unifying team efforts. It captures, monitors, stores, and tracks essential customer, prospect, and partner data.

There are three main types of customer entities to identify:

Accounts or B2B customers
Contacts
Individual accounts or B2C customers

Note

Adding a new customer is similar to adding an employee or business user. Click the plus sign in the upper-right corner to start.

Accounts

In SAP Sales Cloud Version 2, Accounts serve B2B customers acting as the sold-to party in transactions. Each account has a different contact person.

Administrators, such as Alan, manage corporate and individual accounts by:

Uploading Accounts via the Data Import Tool
Keeping account sales teams
Viewing Account Insights and Key Metrics

Contacts

Contacts are the individuals at the Customer Account with whom we do business. All calendar invites and emails to an account go through contacts.

Create New Accounts and Contacts

The following demonstration shows how Alan creates new accounts and contacts in SAP Sales Cloud Version 2.

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Individual Customers

The Individual Customers are individual accounts, known as B2C Customers, and don’t stand any company. They're buying a product or a service for themselves.

Create Individual Customers

The following demonstration shows how Alan creates individual customers in SAP Sales Cloud Version 2.

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Customers Insights Administration View

The Customer Insights section is highlighted, illustrating where users can configure custom metrics, highlights, filters, and integrations to tailor insight reporting and analysis.

As an administrator, Alan configures the data his company shows in Customer Insights.

Available settings:

Key Metrics: View external or internal KPIs on the Customer overview screen.
Highlights: Show recent Appointments, Opportunities, Quotes, Leads, and Signals on the Customer overview screen.
Timeline Filters: Choose objects shown in the Customer Timeline view:
- Interaction Filters: Appointments, Tasks, Phone Calls, Emails, Chats.
- Entity Filters: Cases, Opportunities, Leads, Sales Quotes.
Integration: Use standard integration with SAP S/4HANA for a complete 360 customer overview.
Custom Highlights: Select and customize activities (Appointments, Opportunities, Expiring Quotes, Leads, Cases, Overdue Invoices, and Signals) in the highlights section.

Product Management

Key Concepts for Managing Products

Products in SAP Sales Cloud Version 2 have different meanings depending on the business context. As an administrator, Alan understands these key ideas:

Material: A real product that holds business value, which businesses trade, consume, or use with other products.
Service: An intangible product describing service delivery, given at the time of its use.
Entitlement Product: A product that gives the right to use a material or service.
Warranty: A guarantee covering defects or faults in a product, valid for a specific period of time. It details the type and scope of the service, such as free repair or return under the warranty.
Individual Product: A uniquely identifiable registered product that happens once in the real world.

Product Administration Overview

The diagram illustrates that product administration includes managing product groups, basic data, and pricing or discount information. Product groups define a hierarchy. The product basic data describes product characteristics and is used to populate business documents, while price and discount management guarantee correct pricing.

Key Product Components

To help with inputting the correct data, the administrator needs to know that a product has the following components:

Product Groups for product category hierarchy.
The Product Basic Data offers global master data that describes the product, which will later populate future business documents.
Price and Discount keep the product's pricing when pricing is local to SAP Sales Cloud Version 2.

How to Access Product Settings and Registered Product Settings

The Product Page in settings highlights Product Data, including Product Type, Units of Measure, Sales Status Schema, Number Range for Products, Product Groups, and GTIN (Global Trade Item Number). It also shows the registered products for Categories and custom Party Roles.

Alan uses the Administrative Console to access and manage product and registered product settings, locating them through a quick search.

Alan configures the product data for his business, which includes:

Product Type
Units of Measure
Sales Status Schema
Number Range for the Products
Product Groups
GTIN - Global Trade Item Number

Alan also configures the Registered Product Categories to group individual products (or registered products) into categories and specifies whether they're optional or needed with the Serial ID. This configuration allows Best Run Bikes to track individual registered products when customers register their e-bikes for updates and promotions.

Create New Product Groups and Products

The following demonstration shows how Alan creates new product groups and products in SAP Sales Cloud Version 2.

ExerciseStart Exercise

Summary

This lesson introduced you to the following topics:

Administrator Role and Daily Tasks: Explore the daily responsibilities of administrators, such as system access, configuration, user management, and organizational management. It also includes data migration, system extensions, and AI feature activation.
Administration Console Usage: Use the Administration Console to do both basic and custom configurations, such as keeping system preferences and managing employees. It also includes managing users, business roles, and security policies.
User and Role Management: Navigate the Differences between Employees, Users, and Business Roles. It also covers how you can efficiently assign and update access rights and security policies.
Account and Contact Management: Manage the creation of B2B accounts, contact customers, and individual (B2C) customers, while keeping account records and configuring customer insights and integration features.
Product Administration: Explore key product concepts, including materials, services, entitlements, warranties, and individual products. It also covers how to configure product master data, product groups, and registered product settings.
Practice Application: Discover key administrative tasks through simulations, including creating employees, organizational units, business users, accounts, contacts, individual customers, and product groups.

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