Managing Users

Objective

After completing this lesson, you will be able to add, edit, inactivate, and set permissions to users.

Path to Access User Accounts

The User Accounts section allows you to add, edit, search, or make users inactive.

Go to the Settings section of the Expense Admin. Under the Access To Concur section, select Edit on the User Accounts.

The image shows a screenshot of a section labeled: Access To Concur with two options: 1. User Accounts. Description: Set up and manage your Concur users and their permissions, and a button Edit; 2. Manage Single Sign-On. Description: Set up and manage Single Sign-On for your SAP Concur products, and a button Edit.

How to Set Up User Accounts

Setting up and managing user profiles in SAP Concur ensures that employees have the appropriate access level and permissions based on their role and responsibilities.

Follow these steps to set up manually a user account. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. After navigating to the User Accounts section, select Manually from the Add Users menu.

    The image shows a screenshot of a user management interface. The title Users is at the top, with instructions to add users manually or by importing through a spreadsheet. A dropdown menu under the Add Users button shows options Manually (highlighted in yellow) and From Spreadsheet. Below, there is a table listing users with columns for Last Name, First Name, Email, Manager, and Status. Two users are listed. Both users have their email addresses and managers listed, and their statuses are marked as Active. A search bar is present on the right side for searching by name, email, or manager.

  2. The Add User page appears.

    Enter user information and keep the Active checkbox enabled if it is an active user. All fields with a red asterisk are required.

    The image shows a screenshot of a user interface for adding a new user. Here is a description of the fields and options available: 1. Name Fields. First Name(required field), Middle Name (optional field), Last Name (required field), Preferred Name (optional field); 2. Username 3. Password Fields (Password and Retype Password) 4. Employee ID. 5. Country/Region. At the top of the form, there is a checkbox to mark the user as active. At the bottom, there are Save and Cancel buttons to either save the new user information or cancel the operation.

    The following table describes fields available to complete and highlighted in the previous screenshot.

    1Name section

    This section contains mandatory information to complete, including first, middle, last name, and a preferred name (optional).

    2Username section

    This section contains the username for the user to sign into the SAP Concur account. If the Use Email as Username checkbox is enabled, the email address entered will also be used as the Username for sign-in. Otherwise, enter a username if the e-mail address will not be used as the username.

    3Password section

    This section contains the user's initial login password. The user is prompted to change the password on first login. The best practice is to use the same password for all users. When editing an existing user, leave the password field blank to keep the existing password.

    4Employee ID

    This field contains the unique employee identification number used to identify the user in the company's financial system.

    5Location section

    This section contains information about the country or region of residence and the state or province where the user is located.

  3. Add the Custom Fields details if your company uses custom fields. These custom fields vary and reflect your company's specific configuration.

    The image shows a screenshot of a form titled Custom Fields with several dropdown options and a checkbox. The fields with a dropdown menu in the form are: Project, Division, Company, Department, Location, Business Unit, Entity, and Client. Is Billable? is the checkbox field.

  4. Select the appropriate Expense settings and permissions for the user.

    The image shows a screenshot of a user interface for configuring settings and permissions for different products. The Expense tab is selected and the interface is divided into two main sections: Settings and Permissions. In the Settings section, 1. A checkbox Exempt from Expense Type Limit rules? 2. Expense Policy Group (required field), is a dropdown menu; 3. Reimbursement Methods (required field) is dropdown menu. In the Permissions section, there is a checkbox labeled Can Submit Expense Reports, below is a dropdown menu labeled Manager; to the right, there is another checkbox labeled Can Approve Expense Reports. Under the Administer section are three checkboxes Can Administer, Can Process Expense Reports, and Can Administer Cash Advance. .

    The following table describes fields available to complete and highlighted in the previous screenshot.

    1Exempt from Expense Type Limit rules?

    Select the checkbox if this user should not be held to the expense type amount limits defined on the Expense Types page.

    2Expense Policy Group

    Each user must be assigned to a policy group or a country specific default configuration policy group. The expense types and limits of the group apply. This field appears if policy groups have been created.

    3Reimbursement Method

    Select from the methods configured for your company. Examples include Company Check, ADP, Other Reimbursements Methods.

    4Submit section

    Select Can Submit Expense Reports checkbox if the user can create and submit expense reports in SAP Concur. When this box is enabled, the user gets access to the Create New Report button.

    5Manager

    Select the user who approves this user's expense reports. All users with the Can Approve Expense Reports checkbox selected appear on this list.

    6Approve section

    Select Can Approve Expense Reports checkbox for the user to have the responsibility of approving expense reports.

    7Administer section

    This section contains all the permissions that can be assigned to users to administer configuration, process expense reports, or administer cash advances.

  5. Select Reporting permissions to user. Options available are to have access to Consumer reports or no reporting access.

    The image displays a user interface for configuring permissions for reporting. The interface has a Products section with tabs labeled: Expenses, Invoice, Purchase Request, and Reporting. The Reporting tab is selected. Below, there is a Permissions section where you can choose the level of access to reports. A dropdown labeled Reporting Access is open, displaying two options highlighted in yellow: No Reporting Access and Consumer.

  6. Enable the Automatically send invite email on save checkbox, if you want to send an SAP Concur invite e-mail to the user during user account activation.

    The image shows a screenshot of a checkbox labeled Automatically send invite email on save is selected and highlighted in yellow. Below the checkbox, there are two buttons, a blue Save and Cancel buttons.

  7. Select Save to enable these changes.

    The image shows a screenshot of a checkbox labeled Automatically send invite email on save is selected. Below the checkbox, there are two buttons, a blue Save button, highlighted in yellow and a Cancel button.

Result

How to Import Users

Data can be imported from a spreadsheet for lists with more than a few users. This option helps validate the user records with others, checking spelling and values before importing and minimizing typographical errors in data input.

Follow these steps to import users using the spreadsheet. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. After navigating to the User Accounts section, on the Users page, select From Spreadsheet from the Add Users menu.

    The image shows a screenshot of a user management interface is displayed. The interface has a section titled Users with instructions to add users either manually or by importing through a spreadsheet. A dropdown menu labeled Add Users is visible, with the option From Spreadsheet highlighted. Below the dropdown, there is a table listing users with columns for Last Name, First Name, Email, Manager, and Status. The table shows three users with the last name Expense Invoiceand different first names, emails, and statuses. The statuses of all users are marked as Active. There are checkboxes next to each user entry, and an Actions button with an Edit Invite option is also visible.

  2. Select Export to download the list data spreadsheet.

    The image shows a screenshot of a user interface for managing users via a spreadsheet. The interface is divided into three sections: 1. Export. Icon: Cloud with a downward arrow; Description: Download the spreadsheet with your current users to get started quickly; Button: Export (highlighted in yellow). 2. Update Users. Icon: Person with a spreadsheet; Description: Update your users in the spreadsheet. 3. Import. Icon: Cloud with an upward arrow; Description: Upload your spreadsheet; Button: Import.

  3. Update your users in the spreadsheet.

    The image shows a screenshot of an Excel spreadsheet. The spreadsheet contains multiple columns with headers in red (mandatory) and white text. The headers are as follows: Action, First Name, Middle Name, Last Name, Preferred Name, Email, Username for Sign in, Employee ID. The rows below the headers contain various entries, including names, email addresses, and usernames.

    Caution

    Do not delete data in the first two rows. Columns with red headings are required fields. A maximum of 1,000 records can be uploaded per import. If you have over 1,000 users, you must use multiple spreadsheets.

  4. Return to the Manage Users via a Spreadsheet page. Select Import.

    The image shows a screenshot of a user interface for managing users via a spreadsheet. The interface is divided into three sections: 1. Export. Icon: Cloud with a downward arrow; Description: Download the spreadsheet with your current users to get started quickly; Button: Export. 2. Update Users. Icon: Person with a spreadsheet; Description: Update your users in the spreadsheet. 3. Import. Icon: Cloud with an upward arrow; Description: Upload your spreadsheet; Button: Import (highlighted in yellow).

  5. Browse and select the updated spreadsheet. Choose Import to upload it.

    The image shows a screenshot with a dialog box titled Import Users. The dialog box contains the following elements: 1. A link to Download a spreadsheet of existing, active users. 2. A note stating: This spreadsheet does not include credit cards, bank information, or passwords. 3. An Import File section with a file named: ConcurEmployeeImportTemplate.xlsx selected. 4. A Browse button next to the file name. 5. Tow button at the bottom: Close on the left and Import (highlighted in yellow) on the right.

  6. Review the results.

    The upload results are displayed. If all records were successfully processed, the import is complete. If any records fail field validation, close the window and edit the spreadsheet accordingly. Repeat the import. Duplicate items will not be created for records already successfully imported. Only new items are added.

    The image shows a screenshot of a pop-up notification titled Import Users Results shows a successful import message. It states: The selected file ConcurEmployeeImportTemplate.xlsx was processed. 5 records were successfully imported. There is an OK button at the bottom right corner of the notification.

Result

How to Search for a User

To search for a user, use the Search field.

Follow these steps to search for a user. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Users page, enter a user's or manager's name or e-mail address.

    The image shows a screenshot of a user management interface. The title Users is displayed at the top, with instructions to use the Add Users button to add users manually or by importing through a spreadsheet. Below, there is a Manage Users section with a search field labeled Search by Name, Email, or Manager (highlighted in yellow). The table below the search field lists users with columns for Last Name(s), First Name, Email(s), Manager(s), and Status. Two users are listed, both with the status Active. There are checkboxes next to each user for selection, and an Actions button with an Edit Invite option. The Show drop-down menu is set to Active users.

  2. Select the magnifying glass. The result is displayed under Manage Users.

    The image shows a screenshot of the Users management page in the SAP Concur application. The page is under the Expense & Invoice Settings section. At the top, there is a navigation bar with Administration and Company drop-down menus. Below that, there is a section titled Users with instructions to add users manually or by importing through a spreadsheet. There is a button labeled Add Users and a search bar. To the right of the search bar, there is a magnifying glass icon for searching. Below the search bar, there is a table with user information. The table has columns for Last Name, First Name, Email, Manager, and Status. There are also options to Edit Invite and Show Active Users on the page.

    Hint

    You can search for inactive users by selecting the Inactive Users.
    The image is a screenshot of a dropdown menu is displayed with the title Show: and the current selection as Active Users. The dropdown options include All Users, Active Users, and Inactive Users, with Inactive Users highlighted in yellow.

Result

How to Deactivate a User

You cannot delete the account of users who are no longer employees. Instead, you can make them inactive.

To inactivate a user, follow these steps. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Users page, under the Manage Users section, select the user you must inactivate.

    The image shows a screenshot of a user management interface displaying a list of users. The interface includes options to add users, edit invites, and perform actions on selected users. The list shows columns for Last Name, First Name, Email, Manager, and Status. There are five users listed, with their details partially visible. The last user in the list, with the last name Teak, is highlighted with a yellow box around their name. The status of all users is marked as Active. There is also a search bar at the top right corner for searching users by name, email, or manager.

  2. Deselect the Active checkbox.

    The image shows a screenshot of a user interface for editing user information. The page title is Edit User, and it shows the status as Active. There are fields for First Name, Middle Name, and Last Name, with the first name filled in as Anne and the last name filled in as Teak. There is a checkbox labeled Active that is checked. At the top right, there are buttons for Save, Send Invite, and Cancel.

  3. Select Save to enable this change.

    The image shows a screenshot of a user interface for editing user information. The page title is Edit User. There are fields for First Name, Middle Name, and Last Name, with the first name filled in as Anne and the last name filled in as Teak. There is a checkbox labeled Active that is not checked. At the top right, there are buttons for Save (highlighted in yellow), Send Invite, and Cancel.

Result

References

TitleLink
Users Setup Guide for Concur Standard EditionUsers Setup Guide for Concur Standard Edition

Summary

Thank you for completing this unit!

Throughout these lessons, you have developed a robust understanding of how to set up and manage user profiles in SAP Concur. You now have the skills to ensure that employees have the appropriate access levels and permissions based on their roles and responsibilities. We have explored the processes for accessing user accounts, adding new ones either manually or via import, and searching for specific users. Also, we have guided you through the steps to inactivate a user.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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