Tell us what you think

We want to create the best possible experience for our learners. Your feedback helps us to improve the experience for everyone.

Accessing Provisioning and Instance

Objectives

After completing this lesson, you will be able to:

Access an Instance
Access Provisioning
Control access to instances and Provisioning
Manage Support Access

Access an Instance

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.

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. These 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. These 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.

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

Log into an SAP SuccessFactors Instance

Each SAP SuccessFactors user is assigned a username and password for the SAP SuccessFactors instance of the company. 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.

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 includes information to resolve account and login issues.

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

Using the SAP SuccessFactors Instance

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.

What the instance looks like is determined by choices made in both Provisioning (the back end) as well as within the instance itself, in the Admin Center.

Part of the customer-facing instance, the Admin Center, is available to implementers and administrators. This area allows customers to work together with Professional Services consultants (implementers) to configure their own instance in SAP SuccessFactors.

During configuration, implementers will set up and configure some of the basic system features in the instance, including:

Customizing the look and feel of the instance, like company colors, logos, and the home page
Enabling and customizing email notification templates
Replacing text to match company-specific terminology

After configuration, administrators modify any features configured during the implementation if needed, initiate and maintain company processes and cycles, and maintain system data and users, including:

Launching forms
Importing and updating user information
Resetting user passwords and accounts

Access Provisioning

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

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.

View and control Provisioning Access to Instance(s)

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.

View users with Provisioning Access

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.

Approve 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.

Remove a Provisioning user

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

Managing Provisioning Access by deleting a person from Provisioning

Business Example: In this exercise you will get to know how you can manage the access to the Provisioning.

Steps

Remove a user's from having access to the 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. Click on the trash can icon and click on "OK" in the Confirmation Box.

Result

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

Show Users with Valid Support Access in Manage Support Access

You can grant or remove support access using the Manage Support Access admin tool. In this tool, there is also an option to filter user accounts that have support access called: Show Users with Valid Support Access. With this option you can quickly filter all user accounts that have support access.

For further information check: Managing Instance Access Guide

Managing Support Access with the Manage Support Access tool

Business Example

Company administrators need to know how to grant support access, revoke support access and limit the ability for support personnel to modify Role-Based Permissions.

Task 1:

Steps

Grant support access to both Alex Anderson and SuccessFactors Admin for 24 hours. Do not allow them to make modifications to Role-Based Permissions.
1. Log into your instance. Use Action Search to navigate to Manage Support Access.
2. Click the Add button and in the User Name field enter aaaa and select Alex Anderson.
3. Confirm that Alex does not have RBP Admin access.
4. Set an expiration date for the next day and select "OK".
5. Click Grant.
6. Click the Add button and in the User Name field enter sfeduadmin and select SuccessFactors Admin.
7. Confirm that SuccessFactors Admin does have RBP Admin access.
8. Under the option Allow this user account to edit RBP settings select No.
9. Set an expiration date for the next day and select "OK".
10. Click Grant.
Use Provisioning to test Support Access for Alex Anderson and SuccessFactors Admin.
1. Access Provisioning and under Customer Instance Access select Log in to customer instance.
2. In the User Name field enter aaaa and click Validate and review permissions for Alex.
3. Click Login and then click on the Main Menu.
4. Select the Name Menu and select Log Out.
5. Access Provisioning and under Customer Instance Access select Log in to customer instance.
6. In the User Name field enter sfeduadmin and click Validate and review permissions for SuccessFactors Admin.
7. Click Login and then click on the Main Menu. Confirm that Admin Center is available.
8. Use Action Search to navigate to Manage Permission Roles. Confirm that SuccessFactors Admin has been restricted to view-only access.
Use Manage Support Access as SuccessFactors Admin to remove Alex Anderson’s access.
1. Use Action Search to navigate to Manage Support Access.
2. On the Valid List tab in the row for Alex Anderson, select Edit.
3. Change the Expires On: field on todays date and to one minute in the future and click Save.
4. Wait one minute and select the Expired List tab and confirm Alex has been moved to that tab.

Result

You now know how to use Manage Support Access.

Continue to quiz