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Managing of Users, Teams and Roles

Objectives

After completing this lesson, you will be able to:

Manage users, teams and activities
Manage and assign roles to users and teams

Create User

There are multiple ways to create users in SAP Analytics Cloud. An administrator can use the Security page at Users to add users by importing them from an existing CSV file or use SAML attributes to map to users in SAP Analytics Cloud. In this course, we will discuss the manual process for creating users. Information on how to create users on other ways can be found on the SAP Analytics Cloud help portal (Create Users).

Steps

From the side navigation, go to Security → Users.
Select + (New) to add a new user to the user management table.
Enter a User ID.
Each user needs a unique ID. Only alphanumeric and underscore characters are allowed. The maximum length is 20 characters.
Enter the user name details.
Only Last Name is mandatory, but it's recommended that you provide a First Name, Last Name, and Display Name. Display Name will appear in user-facing screens.
Enter Email address.
A welcome email with logon information will be sent to this address.
Select the Manager who will approve requests this user makes for new role assignments.
User can request additional roles only if they have a custom role that allows for self-service.
Select the icon , and choose one more role from the list.
If one or more default roles have already been created, you can leave Roles empty. Default roles will be assigned when you select Save.
Select (Save).
Note
Please note that you require an active user in SAP Sports One who uses the same email address as your user for SAP Analytics Cloud. This also allows you to utilize the Single Sign-On option after selecting it during connection creation.

Update User Email Addresses

You can update the user email addresses used for logon. When you create a user, you must add an email address. The email address is used to send logon information. To edit a user's email address, from the side menu navigation, go to Users at Security, and select the email address you want to modify. Overwrite the existing email address and confirm by selecting Enter. If the email address is already assigned to another user, a warning will appear, and you must enter a new address. For every user a unique email address must be assigned. A new logon email will be sent to the updated address. If a user has not logged on to the system with the (new) email address, the email address will appear in a pending state on the users list.

Managing and Assigning User Roles

SAP Analytics Cloud, by default, includes some standard application roles. As a best practice, you can use these roles as templates for creating custom roles for different areas within your organization. Using a template will help you save time since many of the object type permissions will already be set up, and you won’t have to search for the object type and select the permissions.

The image shows a user interface for selecting user roles, with available roles listed on the left and selected roles on the right. The selected roles include BI Content Creator, BI Content Viewer, and Admin.

The most common roles are Admin, BI Content Creator, and BI Content Viewer. An overview of the various roles and its user permissions can be found on SAP Analytics Cloud help portal.

Standard Application Roles

However, it's possible to create custom role templates. Instructions are also available on the SAP Analytics Cloud help portal.

Create Roles

As an administrator, you can assign roles to users and teams using a variety of methods. You can assign roles to multiple users or teams on the Roles page or directly to an individual user on the Users page.

Managing Teams

Previously, teams were mentioned to which roles can be assigned. Teams are groups of users that may collaborate on the same stories and share access to folders or objects in SAP Analytics Cloud. Teams can be created using the Teams page at Security. The following instructions explain how to create a new team.

Steps

From the side navigation, go to Security → Teams, and choose + (Create Team).
Enter a unique Team Name.
Only the following characters are permitted: uppercase and lowercase letters, numbers, underscores, hash marks, and ampersands. Spaces are not allowed in the team name. The maximum length is 127 characters.
Enter a Description.
Select Create a Folder to add a folder to team files under the System folder.
Members of your team automatically have full access to this folder. However, they cannot delete or export it.
In the Members area, use +(Add Members) to search for existing users to add this team.
The Select User dialog opens.
Scroll through the list of users or search for a particular user.
Select (Down), to the right of the Search area, to show more options.
You can choose to see your users listed by Display Name, ID and Display Name, or ID.
Choose (Sort) to sort the list of users.
Select each user that you want to add to the team.
When you are done, choose OK to return to the Create Team dialog.
You can use the controls in the Members area to add or remove users from the list. If your list is long, use the Search control to find a particular user.
Choose Create when you are done.

Managing Activities

Additionally, transparency over activities can be viewed by authorized persons under Activities at the Security page. This includes information such as which file or object was affected, which user made the changes, what the activity type was, and when it occurred, enabling better tracking of user activities.

The following individuals can access this activity overview:

Users with one of the following permissions for activity logs: Read or Delete.
Users with one of the following standard application roles: Admin or BI Admin .

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