Creating and Maintaining Users in SAP Analytics Cloud

In this lesson, we'll cover the two basic ways of creating users in SAP Analytics Cloud:

1. From the Users page.
2. From a file, using a CSV import.

The two methods covered in this lesson assume that SAP Analytics Cloud is using its default authentication provider.

As the administrator at The Mock Company, you are responsible for creating all of the users for SAP Analytics Cloud. This short video will introduce you to creating and maintaining users in SAP Analytics Cloud.

In SAP Analytics Cloud, users are created and maintained in the Users page.

You can access the Users page from the Security option in the vertical menu, as shown in the following example.

In the example below, you can see mandatory and optional user information when creating users individually or when importing them using a CSV file.

1. User ID is a mandatory field, as each user requires a unique ID. It is always displayed in upper case and can only contain alphanumeric characters and underscores up to a maximum length of 20 characters.
2. Last Name is a mandatory field. However, it is recommended to include the user's First Name and a Display Name as well.
3. Email is a mandatory field. New users will receive an email to activate their account.
4. The Manager listed in this field approves the user's request for new role assignments. They approve all self-service role requests for that user. Users can only request additional roles if they have a custom role that allows for self-service.
5. User Roles can be assigned during user creation. If one or more default roles have already been created, you can leave Roles empty and the default roles will be assigned when you select Save. Role creation is covered in detail later in the course.
6. Licenses is determined by the roles assigned to the user and the licenses available.

A user profile resembles a business card and consists of standard user data, such as name and phone number. Once a user is created, their user profile is used throughout the system, for example, to easily identify the participants in a discussion.

When you select a user in any dialog, for example, when you assign a manager to a user on the Users page, you can display the full profile by clicking on the user's ID.

In SAP Analytics Cloud, the profile also includes user preferences that can be updated by the user in the Profile Settings once they have logged on to the system.

While defaults are set for the profile settings, users can update them to suit their own requirements. For example, they can:

• Update their profile picture. By default, a photo placeholder is displayed.
• Update their language. Users can choose the language they wish to use in SAP Analytics Cloud.
• Select a Data Access Language for displaying stories created from live data connections. If it is set to Default, then the value used in the Language setting will be used.
• Update date, time, number, and scale formatting.
• Enable email notification to receive information about system activities, including product updates and learning.

For more information on user profile settings, please visit Creating a Basic User Profile for a New User

Most administrators will create and modify users by using a CSV file, however, it is also possible to create individual users from the Users page.

When you select the Add button in the Users page toolbar, a new line will appear in the table, as you can see in the example below.

Add the required information and then, once you hit Save in the toolbar, the Licenses will automatically update based on the roles selected.

When there is a need to create a large number of users, it's possible to import those users using a CSV file.

You can see the Import and Export buttons highlighted in the following example.

Once you upload the CSV file, you select Create Mapping.

The available mapping parameters are included in the table below:

Users can be deactivated and activated from the Users page. Select the user that you want to delete by selecting the checkbox for that user. In the example below, you can see that user A18 is selected and the entire row is highlighted. The user is currently active, so only the Deactivate icon is available in the toolbar.

A deactivated user can't log on to SAP Analytics Cloud and any licenses they consume are temporarily revoked and can be reallocated. The user’s data is saved in the system, but all scheduled data refreshes for models the user owns and any publications the user owns are paused. Deactivated users are not deleted from the system or removed from any teams.

In the example below, you can see that the deactivated user is identified with a deactivated icon in the USER ID column and the LICENSES column is empty.

When you reactivate a user, they can once again log on to the system and immediately resume working on their data. Their scheduled data refreshes and their publications resume. Their licenses are assigned based on their role, and are included in the license consumption total.

You can use a CSV file to modify existing users (or to create additional new users).

1. Export the users' data to a CSV file from the Users page.
2. Edit the downloaded CSV file:
   • Remove columns for values you don't want to modify.
   • Remove rows for users whose values you don't want to modify.

   Do not modify the USER ID column as this ensures that entries can be matched to existing users when you import the updated CSV file back into SAP Analytics Cloud.

3. Import the CSV file using the same process that you used for creating new users with a CSV file.

You can delete users from the Users page.

1. Select the user that you want to delete by selecting the checkbox for that user. This highlights the entire row, as you can see in the following example.
2. Choose what to do with user content. When you delete a user, you must transfer their content to another user.

   • Transfer all content to another user: Private, public, and shared content is transferred to a new owner. Model and connection ownership is transferred to the new owner.

   • Delete private files and only transfer public and shared content: Public and shared content is transferred to a new owner. All private content that isn’t shared is deleted.

   The user's manager is selected as the default user to transfer content to, but this can be changed in the Transfer content to: field.

3. Click OK to remove the user from the system.