Name: Understanding Access Management and Additional Functionalities in SAP Sales Cloud Part 2
Uploaded: 2020-11-13
Duration: 499 s
Description: This video explores the various functionalities that impact access rights used in SAP Sales Cloud. You'll learn about Layouts, Queries and Field Rules functionalities that impact access rights.

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<div><div><div><div><div><p>This video explores the various functionalities that impact access rights used in SAP Sales Cloud. You'll learn about Layouts, Queries and Field Rules functionalities that impact access rights.</p><br></div></div></div></div></div>

Understanding Access Management and Additional Functionalities in SAP Sales Cloud Part 2

Hello, my name is Minnie.  This video explores layouts, queries, and field rules functionalities that impact access rights use in SAP Sales Cloud.  I'll begin with layouts.  Another way to influence access to different fields and actions is with layouts.  Next to the master layout, which applies to all users,  you can create a specific page layout for business objects.  With page layouts, you can create specific layouts for each instance type and assign it to a business role.  Fields can be hidden,  set to read only, or made mandatory.  There are two major scenarios that can be addressed with page layouts.  First, you can differentiate the layout based on instance type.  For example,  if an account has the role prospect to have some behavior and if it's promoted to customer to have a different layout.  Next,  for the same business object and instance type,  if a business role is accessing it to have a different layout. This also applies if another business role has access to the same object.  To modify the layouts, a user needs to switch on adaptation and every tenant where adaptation is required.  If you don't see the start adaptation,  it could be your business role has PDI Work Center assigned to it.  In such a case,  remove the PDI Work Center assignment to your business role.  Also consider the subsequent behaviors resulting from hiding or modifying layout behaviors and the implications for the subsequent actions like print forms and reports.  Next,  I'll demonstrate how to use different layouts for the sales rep business role between the instance type role being prospect and customer.  To visualize the changes,  I'll use the status field.  I'll log in to SAP Sales Cloud as an administrator.  I have an account with the role prospect open.  I'll click on the profile and select start adaptation.  The strike bar indicates that the user is in Adaptation mode.  Notice the color code is different from personalization.  The top right shows a selected layout called Master Layout.  With the Layouts tab, you can switch between existing layouts.  Note that Discard Changes reverses the Screen Layout to SAP Standard.  In the Prospect header area,  you can see the status field.  Next,  I'll create a new page layout,  maintain the name,  and add an optional description.  I'll click Save.  In the top right, I'm editing the newly created page layout for the sales rep business role.  I'll select Overview and click the status field.  I'll hide this field for the sales rep page layout.  I can also test a difference by switching between layouts.  Next,  I'll assign the newly created page layout to the desired instance type and business role.  I'll click on assign layout. and select business object account.  From the drop down, I'll select roll for the instance type.  I'll select sales representative as the business role.  Currently,  you can easily see this business role is using the master layout.  However,  I'm only interested in the prospect section to use the sales rep page layout.  I'll select the new layout and click save.  Since my changes are now applied, I'll click End Adaptation.  However,  and looking at this prospect account,  the administrator can still see the status.  If you recall,  the administrator doesn't have the sales rep business role.  Next, let's review from Gerald's point of view.  Alternatively,  you can use the login as another user option,  which is demonstrated in the next video of this series.  I'll navigate to customers and then accounts.  I'll select all accounts and search for the prospect account.  By opening the account,  I see at the header level the status is not available.  However,  if I click on the pencil icon to edit and change the role to customer, you can see the effect of using different page layouts.  Don't forget to make sure that build attributes are consistent if you're using the quick create functionality.  Using specific query lists can also be restricted for business roles.  Next,  I'll show you how to reduce the list of standard queries.  I'm logged in as an administrator.  I'll look at the available queries for account business object.  I'll select the advanced filter icon and here I'll have the option to organize queries.  What if I want to limit the access to these questions for a specific business role?  I'll click the profile settings and click Start Adaptation.  Next,  I'll select the layout that I previously created.  I'll click Overview and modify the queries for this page layout.  Next,  I'll disable the visibility of three queries.  Next, I'll assign the page layout to the appropriate business role.  I'll select the account business object and search for the sales representative business role and assign the relevant page layout.  I'll click Save and End Adaptation mode.  As an admin,  I could still see all queries.  Next, I'll log in as Gerald, the sales rep.  I'll click on customers and then accounts.  From the dropdown options,  I see the restriction applied.  Field rules is another functionality that impacts access restrictions.  Field rules are used to change the properties of fields, section,  facets, and action buttons.  When opening the rule modeler,  you can define the desired set of rules and use it across multiple fields.  Rules can be business role dependent.  I'll show an example that hides the status field.  At the account level,  only applicable for the sales rep business role.  Here,  I'm logged in as an administrator.  I'll select Start Adaptation.  In the account header area, I'll click the Edit icon.  Next, in the implementation area,  I'll select rules and validation.  I'll click add and select rule.  I'll enter a rule name and a rule description.  With the help of functions and operators, I'll build a formula.  In our example,  if the business role is not sales rep, then I'll allow the display of the field.  Since I'm still logged in as an administrator,  the syntax now returns true, which is correct.  I'll click apply.  Next,  I'll go to the relevant status field.  Under set as visible,  I'll click rule.  For this example,  I'll apply the rule at master template layout level and use this template for the sales rep.  I'll choose the previously created rule and click apply.  Next, I'll click End Adaptation.  I'll log in as Gerald the sales rep.  I'll click on customers and then accounts.  Finally,  I'll open an account and see that Gerald,  based on his business role,  doesn't have access to see the status field in the account header area based on the field rule restriction applied.  Thank you for watching.