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Introducing User Data

Objective

After completing this lesson, you will be able to manage users, roles, and permissions for procurement

User Data

Matthew Li is a new employee. He has joined the Finance department of the company.

Jenny is a user manager. She has been tasked with adding the new employee as a user in the system. For this, Jenny needs to create a user account for Matthew Li.

User accounts provide individuals access to SAP Ariba products.

User data can be created and modified:

Manually through the User Manager interface.
Via integration.
By manual imports and exports in the SAP Ariba Administrator.

"For manual imports, User data is typically imported using the Import User Data (Consolidated File) task, UserConsolidated.csv."

This import task loads most ERP-specific data for users, including:

Name and email address
Supervisor
Default accounting
Default language and currency
Ship To Address
PCards

Note

Groups assignments are loaded with a separate task, for example Import User to Group Mapping Data (Consolidated File), GroupConsolidated.csv.

The table below shows the various other integration events that can be used to import and export user data.

Task	Description
Import Enterprise User/ Supervisor Relationships	Imports enterprise user/supervisor relationships.
Import Enterprise Users	Imports enterprise user information.
Import Enterprise User Alternate Email Address	Imports enterprise user information with additional valid email address that the SAP Ariba system uses for validation and lookup purposes.
Import PCards	Imports purchasing cards.
Import User/Ship to Address Relationships	Imports user/shipping address relationships.
Import User Group Mapping	Imports user/group relationships.
Import Users	Imports ERP-specific user information.
Export Enterprise Users	Exports enterprise user information to a CSV file.
Export User Group Mapping	Export user and group relationships.
Export Users, Export Users Direct	Export ERP-specific user information to a CSV file. (See the following section for information on the difference between these tasks.)
Export User/Billing Address Relationships, Export User/ Billing Address Relationships for Users with Addresses	Exports users billing address assignments.
Export User/Ship To Address Relationships	Exports users shipping address assignments.

Types of User Objects

"Let's try to understand the types of user objects while working or accessing Buying and Invoicing."

Each user that can access Buying and Invoicing is defined by two objects:

Common User Object (also referred to as shared user data)
Partitioned User Object

Common User Data

Contains Global information such as login, name, email, and more.
Linked to Groups such as Purchasing Agent, Invoice Manager, and others.

uniqueName: cnoll

Name: Chad Noll

Preferred Locale: English

Group: Purchasing Agent

Partitioned User Data

Contains ERP-specific information such as Company Code, Cost.
Center, Bill To Address, and so on.

uniqueName: cnoll

Company Code: 0061 (AUS)

Cost Center: Education

Bill to Address: AUS

Note

The data from the ERP that is necessary for each partitioned user is ERP related but does not mean that an SAP Ariba user must be an ERP user.

"Cross-variant Common user data (for example, the data in SharedUser.csv) is replicated from the parent site to all single-variant and multi-variant child sites.

Let's discuss the properties of single-variant and multi-variant child sites."

In both single-variant and multi-variant configurations, group data loaded into the parent site is replicated to the child sites.

You can modify group membership in each child site.
Group membership and child group changes made in a child site do not affect other child sites or the parent site.

The table below shows the properties of both Single-variant and Multi-variant configurations.

Single-Variant	Multi-Variant
Cross-variant Common user data (e.g. data in SharedUser.csv) is replicated from the parent site to the child site. Variant-specific user data (for example, data in User.csv, such as accounting data) can either be replicated or not. Child sites can either subscribe to or unsubscribe from this data. By default, single-variant child sites do not subscribe to variant-specific user data, and you load the data into each child site. This allows you to associate different accounting entities to cross-site users in each child site.	Cross-variant Common user data is replicated. After replication, you load variant-specific data into the child site.

Single-Variant

Multi-Variant

Cross-variant Common user data (e.g. data in SharedUser.csv) is replicated from the parent site to the child site.
Variant-specific user data (for example, data in User.csv, such as accounting data) can either be replicated or not.
Child sites can either subscribe to or unsubscribe from this data.
By default, single-variant child sites do not subscribe to variant-specific user data, and you load the data into each child site. This allows you to associate different accounting entities to cross-site users in each child site.

Cross-variant Common user data is replicated.
After replication, you load variant-specific data into the child site.

Integrated Suite Realms

"Let's discuss working with integrated suite realms."

There are two types of Integrated Suite Realms,

Suite Integrated Realms
Non-Suite Integrated Realms

Suite Integrated Realms

In suite integrated realms, both solutions share the same common user, linked by the common user ID.

On the Procurement side, the user must also have a partitioned user.

Groups will be synchronized.

Non Suite Integrated Realms

In non suite integrated realms, common users exist as two separate common users in each application.

On the Procurement side, the partitioned user data is still necessary.

Groups are not synchronized.

Let's look at key points regarding users in multiple realms.

Users loaded at the parent realm can switch from one realm to another.
- No need to sign into each realm.
Corporate Authentication/Single Sign-On is set up at the child realm.
- Once a user is authenticated by a child realm he/she is authenticated by all other relevant realms.
Dashboard portal is realm specific.
- Currently, the dashboard will only display items related to that specific realm.

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