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Managing Data Access

Objective

After completing this lesson, you will be able to manage Data Access

Data Access Management

In SAP Responsible Design and Production, you can control the user access to company codes and sales organizations. Data access can be configured in the Manage Data Access application.

The Manage Data Access application provides a filter selection by Company Code that allows you to filter by access rights to one or more companies, as well as by full access to all companies. To filter by access to all companies, use the wildcard * in the filter. The same option is available for the filter, Sales Organization, which allows you to filter by full access to all sales organizations.

To grant access, go to the Manage Data Access application, and choose Grant Access. You can select one or multiple users. Then you must choose from the following data access types:

Grant Data Access

Name	Description
Unlimited Access	This data access type provides access to all companies and all sales organizations, including those that will be replicated in the future. In the Configure Reports application, the user is able to create report configurations with all company codes and sales organizations.
Limited by Company Code	This data access type provides access to the selected companies and all sales organizations that belong to these companies, including all sales organizations of the selected companies that will be replicated in the future. In the Configure Reports application, the user is able to create report configurations only with the selected companies and the sales organizations that belong to these companies.
Limited by Sales Organization	This data access type provides access only to the selected sales organizations. In Configure Reports application, the user can create report configurations only with the selected sales organizations.

Name

Description

Unlimited Access

This data access type provides access to all companies and all sales organizations, including those that will be replicated in the future.

In the Configure Reports application, the user is able to create report configurations with all company codes and sales organizations.

Limited by Company Code

This data access type provides access to the selected companies and all sales organizations that belong to these companies, including all sales organizations of the selected companies that will be replicated in the future.

In the Configure Reports application, the user is able to create report configurations only with the selected companies and the sales organizations that belong to these companies.

Limited by Sales Organization

This data access type provides access only to the selected sales organizations.

In Configure Reports application, the user can create report configurations only with the selected sales organizations.

Note

When you save your choices, they'll be visible in the Data Access table, where you can view all access permissions that have been granted to individual users. In this overview page, you can grant but not remove access rights. To remove access rights, you must go to the object page of a specific user where their authorizations and assigned report configurations are displayed.

Access Authorizations

To edit data access for an individual user, search for the user in the table view, and navigate to the detail page of the selected user. In the object page, you can view the access rights granted to this user and a list of the report configurations to which this user is assigned. Only report configurations in an active and historic status are displayed. Choose Edit to add or remove access rights.

Choose Add to add access rights to the user. Choose this option only when you want to extend access rights. When saving your changes, the system merges the permissions as follows:

The Unlimited Access type replaces all existing authorizations.
The Limited by Company Code access type replaces any authorizations to specific sales organizations that are part of the selected company.

Note

If you want to reduce the access rights, you first must remove the previously granted broader access.

When you save your changes, the system checks if the user is assigned to any report configurations that contain the company code or sales organization you want to remove access rights from. The removal of access rights is validated only with report configurations assigned to the user that are in an active or historic status. If there are such report configurations, an error message with details about the impacted report configurations is displayed.

You can resolve the issue either by removing the user from the assignees in the report configuration or by adjusting the access rights based on filters of the report configuration. The details page in the section, Assigned Report Configurations, allows you to navigate to the assigned report configuration in the Configure Reports application.

Use Cases

Use Case 1

If users are already granted unlimited access and any of the other access types is added, their access authorizations will remain unlimited.

If users are already granted the access type Limited by Company Code, Limited by Sales Organization, or both and an Unlimited Access type is added, their status will be unlimited.

Use Case 2

The user is already granted the access type Limited by Company Code. For example, the company code is A.

If the access type Limited by Sales Organization is added, for example, sales organization A1, and this sales organization is associated with the already granted company code, the user will have the following access right:
Limited by Company Code: The company code is A, and the user has access to all sales organizations that belong to this company code.
If the access type Limited by Sales Organization is added, for example, sales organization B1, and this sales organization is not associated with the already granted company code, the user will have the following access rights:
- Limited by Company Code: The company code is A, and the user has access to all sales organizations that belong to this company code.
- Limited by Sales Organization: The company code is B and the sales organization is B1.

Use Case 3

The user is already granted the access type Limited by Sales Organization. For example, the sales organization is A1.

If the access type Limited by Company Code is added, for example, company code A, and this company code is associated with the already granted sales organization, the user will have the following access right:
Limited by Company Code: The company code is A, and the user has access to all sales organizations that belong to this company code.
If the access type Limited by Company Code is added, for example, company code B, and this company code is not associated with the already granted sales organization, the user will have the following access rights:
- Limited by Company Code: The company code is B, and the user has access to all sales organizations that belong to this company code.
- Limited by Sales Organization: The company code is A and the sales organization is A1.

Use Case 4

The user is already granted the access type Limited by Company Code, for example, the sales organization is A, and user is already granted the access type Limited by Sales Organization, for example, A1, that belongs to the granted company code. If the access type Limited by Company Code is added, for example, company code B, the user has the following access rights:

Limited by Company Code: The company code is A, and the user has access to all sales organizations that belong to this company code.
Limited by Company Code: The company code is B, and the user has access to all sales organizations that belong to this company code.

How to Manage Data Access

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