Accessing Provisioning and Instance

Objective

After completing this lesson, you will be able to control access to instances and Provisioning.

Instance Access

To access an instance, you enter the company ID first and then the username and password.

An instance is the front end, or customer-facing view, of the SAP SuccessFactors system platform. SAP SuccessFactors customers work together with Professional Services Consultants (Implementers) to configure their own instance of SAP SuccessFactors.

Company ID is the unique identifier of an instance. Username and Password are the login credentials associated to each user.

Consultants, administrators, and end users see the same interface, but just like any other system, access to tools varies depending on what has been configured.

During configuration, implementers will use the Admin Center to set up and configure some of the basic system features in the instance, which include:

  • Customizing the look and feel of the instance, including company colors, logo, and customization of the home page

  • Enabling and customizing E-mail Notification Templates

  • Replacing text to match company-specific terminology

After configuration, administrators will use the Admin Center to modify any features configured during implementation, if needed, and to initiate and manage company processes and cycles, as well as maintain system data and users, which include:

  • Launching forms

  • Importing and updating user information

  • Resetting user passwords and accounts

Later in this unit, you will learn more about common tasks and features in the Admin Center.

SAP SuccessFactors Instance Login

Each SAP SuccessFactors user is assigned a username and password for the SAP SuccessFactors instance of the company. An instance is the front-end, or customer-facing, view of the SAP SuccessFactors platform. Consultants, administrators, and users see the same interface, but just like any other system, access to tools vary depending on what has been configured.

Additionally, each company is assigned a URL and Company ID. To log into SAP SuccessFactors, enter the Company ID, username, and password when prompted on the Login screen. The look and feel of your login screen depends on theme used in the instance.

If you forgot your Company ID, you can contact your administrator to find your company ID, or you can click the link to the support FAQ. Your administrator can also retrieve your username.

When the users select the question mark icon from the Login page, they will have access to the support FAQ link.

It will take them to a web page where they will get answers to the frequently asked questions about SAP SuccessFactors. This FAQ includes information to resolve account and login issues.

Users can be logged in on multiple devices unless restricted by their company.

Provisioning Access

Provisioning is the key configuration tool that SAP SuccessFactors uses to control many aspects of the customer instance. In essence, Provisioning is the back end of the system.

Note

Customers never use Provisioning, nor do they have access to it.

Implementers, Consultants, and Support Representatives use Provisioning for the following purposes:

  • To modify company settings, such as enabling new features

  • To turn purchased modules on or off

  • To create administrator accounts

  • To download and upload templates that contain custom configuration

  • To enable language packs

Company Settings Access

The Companies Settings access is displayed in Provisioning.

On logging into Provisioning, a list of company instances is visible under the consultant’s Provisioning account. These are the company instances that are accessible to that specific implementer.

Select the Company Name link to start configuring the Company Settings.

Provisioning Access: Instance Viewing and Control

Overview

As an administrator, you can view and control who has Provisioning access to your instance, using the Manage Provisioning Access tool in Admin Center. You can view a list of users with Provisioning access and grant or remove access from any users. Only users to whom you have granted access can access Provisioning for your instance.

This is a universal feature, available to all SAP SuccessFactors customers. However, it requires role-based permissions and to access this tool. You must first be granted Manage Provisioning Access permission.

Note

Provisioning access is instance-specific. If you have more than one instance in your SAP SuccessFactors system (Development, Test, Production), you need to manage Provisioning access separately in each instance.

Provisioning Access: Viewing of Users

Once the appropriate permissions have been granted, you can view information about users who have Provisioning access to your instance. You can also use filters to find specific users or users with the same status.

Approval of a Provisioning User

Access to Provisioning is strictly controlled. Only SAP employees and partners who have completed the required training are given a Provisioning user account. When you approve users in the Manage Provisioning Access tool, they do not immediately gain access to Provisioning for your instance. They still need to submit an internal access request in which their training and other requirements are verified. When you add a user in the Manage Provisioning Access tool, your approval is recorded and verified during this process.

Removal of a Provisioning User

Once you have appropriate permission, remove Provisioning access to your instance from one or more Provisioning users.

Manage Provisioning Access by Deleting a Person from Provisioning

Business Example

In this exercise you will learn how you can manage the access to Provisioning.

Steps

  1. Remove a user from having access to Provisioning.

    1. Log into your instance. Use Action Search to navigate to Manage Provisioning Access.

    2. Select one of the users by checking the box in front of the ID.

    3. Select the trash can icon and then select OK in the Confirmation Box.

Result

You have deleted a user from having access to the Provisioning.

Lesson Summary

  • SAP SuccessFactors instances are customer-facing views, identified by Company ID, with role-based access for users.
  • Admin Center is used to configure and maintain instance features like user management, forms, and email notifications.
  • Provisioning is the backend tool for instance configuration, accessible only to trained SAP employees and approved partners.
  • Manage Provisioning Access allows administrators to grant, view, and remove Provisioning access on a per-instance basis.
  • Provisioning access requires role-based permissions, training completion, and internal access request approvals for eligible users.

Learning

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