Managing SXP Employee Users

First published on 08/10/2023 at 6:54 pm

 

 

You can configure employee users to log into SXP Employee or web applications built using SXP. Setup is done through SAP Business One using SXP Manager Add-On.

 

Once the add-on is running:

 

  • Open the employee master data record in SAP Business One at Human Resources > Employee Master Data and find the employee.

 

 

SAP Business One employee master data record. Assign a sales employee (2) and ensure an email address is assigned (3) before configuring the Portal User (4). For Expense Users, be sure to assign a manager is assigned (1).

 

  • Ensure the employee is assigned an email address, as shown in the screenshot above (marker 3). Without an email address, the user can't log in. The email address must be unique.

  • Ensure a sales employee is assigned to the employee master data if you're using sales information. If you've purchased named Sales User licenses, sales employees are required. You can leave this field blank If you don't use sales-specific queries. See the sales employee field in the screenshot above (marker 2).

  • For Expense Users, ensure a manager is assigned to the employee (marker 1). Without a manager, approvals may be incorrectly assigned when the user creates expense requests or expense claims.

  • Save all changes before proceeding by pressing the update button.

  • Use the 'InterConnect User Setup' button to open the Portal user configuration screen, as shown in the screenshot above (marker 4).

  • Fill in user data as described in the user configuration section below.

 

SXP User Configuration Screen

When the Portal User is open, fill in all role details as described below. For employee users, configure Expense User details only if applicable.

 

Roles

Role information is required for all users. Open the 'Roles' tab to complete these fields (marker 3 in the screenshot below). Once users are configured, they can log into a configured Portal or custom websites developed with InterConnect.

 

Employee user 'Roles' section. There are two tabs: 'Roles' and 'Expense User'.

 

  • User name: Based on the employee's email address and can't be modified manually (marker 1 in the screenshot above).
  • Temporary password: Optional. At sign-in, the system will prompt the user to change their password, which will delete the temporary password (marker 2 in the screenshot above).
  • 'Account Enabled': If this flag isn't checked, users can't log in (marker 4 in the screenshot above).
  • Roles: In the right-hand menu (marker 6 in the screenshot above), you can set roles for each application selected from the left-hand menu (marker 5 in the screenshots above).
  • Apply changes using the 'Update' button.

 

The table below defines only system roles. You can install additional roles with sample metadata or if custom configuration has been applied.

 

SXP Employee 

The following system roles are installed by default and don't include optional sample roles. Additional roles are optional.

 

SXP Employee Application Roles

Role

Feature

Description
Credit card import Expense User Grants access to the Expense User credit card import feature as an end-user.

Credit Card Import must be enabled, and the configuration setting 'Enable End User' must be turned on.
Credit card import admin Expense User Grants access to the Expense User credit card import feature as an administrator. Credit card import admin users should also be assigned the role Credit Card Import. Administrators may import credit card files and assign them to other Expense Users.

Credit Card Import must be enabled.
Dashboard Standard Grants access to dashboard functionality. Additional roles may be required to see specific dashboards.
Dashboard admin Standard

Grants access to the dashboard administration page. Add the Dashboard role to ensure full dashboard access.

 

Doesn't grant global access to dashboards. Additional roles may be required to administrate specific dashboards.
EditLayout Standard Grants access to report view editing, if enabled.
Edit order Sales User Version 92.5 and higher.

Allows users to edit existing orders that haven't been closed, as defined by the query B1WebAPI_SU/IsOrderEditable.

As of version 93.4, allows users to cancel existing orders that haven't been closed, as defined by the query B1WebAPI_SU/IsOrderCancelable.

Requires a named Sales User license and role access to the desired order document.
Edit quote Sales User Version 92.5 and higher.

Allows users to edit existing quotes that haven't been closed, as defined by the query B1WebAPI_SU/IsQuoteEditable.

As of version 93.4, allows users to cancel existing quotes that haven't been closed, as defined by the query B1WebAPI_SU/IsQuoteCancelable.

Requires a named Sales User license and role access to the desired quote document.
Expense admin Expense User Grants access to all expense-related reporting, including other’s data.
Expense booking paying Expense User Grants access to the Expense User booking queue.
Expense reports Expense User Grants access to expense-related reporting.
Expense user Expense User

Do not add or remove this role.

 

Instead, use the Enabled Expense User checkbox on the Expense User tab to update this role automatically.

Grants access to Expense User, if licensed.
GL override Expense User

Do not add or remove this role.

 

Instead, use the Allow user to override account segment filtering checkbox on the Expense User tab to update this role automatically.

Grants the ability to manually select the GL account associated with an expense type.
Sales exec Sales User Version 92.7 and higher.

Grants access to advanced opportunities and activities reporting. Provides visibility into opportunities belonging to any user.

This role can't edit activities.

As of version 93.3, this role gives licensed users access to place/update orders and quotes on behalf of all customers.

The 'Search Customers', 'My Customers', and 'List All Customers' reports display only directly assigned customers. Other user’s customers can be accessed using the 'Place Order' customer search or within the customer's details page.
Sales manager Sales User Grants access to advanced opportunities and activities reporting. Provides visibility into opportunities belonging to this user’s subordinates (salespeople with this employee assigned as their manager).

As of version 93.3, users with this role can access their subordinate employees' customers. That is, 'Sales Manager' users can place orders/quotes against customers who belong to employees whose B1 manager is this user.

The 'Search Customers', 'My Customers', and 'List All Customers' reports display only directly assigned customers. Other user’s customers may be accessed using the 'Place Order' customer search or within the customer's details page.
Sales user Sales User Grants access to Sales User features and basic reporting. Grants the user access to edit their own customers and opportunities.

Sales User features enabled by this role include:
- Add new lead
- Customer search
- Place order
- Place quote
- My opportunities (opportunities board)
- Sales User basic reports related to the currently logged-in salesperson.
Super Standard Grants access to administrative reporting.
ZB1EPS Sales User Grants access to Sales User 1.0 features and functionality.

 

 

Expense User tab (Employee Portal only)

Expense User configuration is only required for users who wish to use the Expense User features. An optional Expense User license must be available before a user can use Expense User features. See 'Configuring Expense Users for Employee Portal' for a walkthrough of Expense User setup.

 

 

 

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Last modified: 09/16/2024/6:42 pm

 

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