Managing the User Role

Objective

After completing this lesson, you will be able to create a User Role in SAP Fieldglass.

User Role

Many organizations have users who will need identical access to functions within SAP Fieldglass, but it can be laborious and time-consuming to have to set up those permissions for individual users. Therefore, SAP Fieldglass uses what’s called a User Role to define a set of permissions based upon a particular need. That User Role can then be assigned to users who require that set of permissions.

Depiction of functions converging into user role, which is then distributed to users.

For instance, a hiring manager uses SAP Fieldglass to create job postings and work orders to help procure and manage workers. Since there are other hiring managers who need identical access, instead of having to define each user’s permissions separately, the company created a User Role called "Hiring Manager" and associated it to the job postings, work orders, time sheets, and invoices that hiring managers need. That user role, in turn, is then assigned to hiring managers, granting them access to the functions that are associated to that user role.

Navigating the User Role Admin Object

The User section of the admin menu, the User Role selection is highlighted.
1Select User Role from the User section of the admin menu to view the list of user roles assigned to the organization’s tenant.

User Role List Page

Both transactional permissions and administrative permissions can be configured, so virtually every function within SAP Fieldglass can be assigned to a user role.

User Role list page showing several user roles; the hiring manager link in the name column is highlighted.
2The Users column indicates the number of SAP Fieldglass user in the tenant are assigned to each role. Each number in the column is a link that can access a list of the users associated to the respective roles.
3To review the details of a user role, select the link of the role in the Name column.

User Role Details Page

The details page is presented as a table indicating the types of permissions that the user has been granted by module or admin object. The page is further divided by User Permissions, which is presented first, and Administrative Permissions, which can be found by scrolling down the page.

Not all functions are present for every module and permissions can have dependencies on other permissions.

Access can be set to include any combination that allows a user to view, submit, manage, approve, close, pay, and even set the financial considerations for an item.

The hiring manager user details page with the user permissions and the administrative permissions sections and the permission type column headings highlighted.
4

Permission Types indicate what access a user has to perform functions on the data object.

  • View = User can view indicated transactional and administrative data.
  • Financial = User can view or edit financial information, such as rates, on indicated transactional items.
  • Submit = User can submit indicated transactional items.
  • Manage = User can manage indicated transactional items and administrative objects.
  • Approve = User can approve indicated transactional items.
  • Pay = User can pay invoices.
  • Close = User can close indicated transactional records, such as workers or decisions forms.
  • Others = Further delineates specific types of permissions and/or permissions for specific data objects.
5The User Permissions section indicates the permissions the user has been granted to perform transactions. These are the functions performed by end users, such as viewing or creating job postings, statements of work, or work orders.
6The Administrative Permissions section indicates what, if any, admin objects the user is able to access.
7If you’re required to create a new user role that has similar permissions to an existing role, you can save time by selecting the Copy button, entering a new Name for the copied role, and then making necessary changes to create a new role.

Create a User Role

WorkingNet Networking Inc., a global manufacturer of data networking equipment, is onboarding a team that will be responsible for the invoicing portion of its financial processes. This includes creating, approving, and managing the invoices. As a result, this new team will require a new user role for the Finance Department.

As the SAP Fieldglass administrator for WorkingNet, you will need to create this new user role.

ExerciseStart Exercise

Summary

User Roles in SAP Fieldglass streamlines the process of assigning permissions to users with similar access needs. By defining a set of permissions as a User Role, organizations can efficiently grant access to multiple users.

Key Points:

  • Definition of User Role: A User Role in SAP Fieldglass is a predefined set of permissions assigned to users based on their specific needs.
  • Access to Functions: User Roles simplify the process of granting identical access to multiple users without individually setting permissions.
  • Navigating Admin Menu: To view user roles, select User Role from the User section of the admin menu.
  • User Role List Page: Shows the number of users assigned to each role and allows for accessing lists of users associated with each role.
  • Permissions Types: The User Role Details Page outlines permissions types such as View, Financial, Submit, Manage, Approve, Pay, and Close.

Learning

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