Overview of User Administration in Software

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Overview of User Administration
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As a SAP administrator or support personnel, user handling should not be of major concern if certain rules and guidelines are followed from the beginning of the project. This, however, does not apply to authorization and profile maintenance, which are matters of joint projects and efforts between the SAP functional and technical people. The reason is that usually SAP system managers do not have to deal with such things as granting access to certain users for specific general ledger accounts, cost centers, or production plants. It is the 309
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Managing User Master Records role of the customization specialists, developers, or business consultants to define entities which should be protected by means of authorization objects and to assign or create the corresponding profiles. This task is really important, and it might become a puzzle which can take a lot of time to solve, depending on the degree of security protection desired and the number of users and modules being implemented. The easy part of user administration deals with such things as creating user master records, changing passwords, helping users define their own default values, and organizing the user maintenance tasks.
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Managing User Master Records
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Similar to the rest of the R/3 system, where there is a material master, a vendor master, and so on, the user administrative and management functions also has a user master. The user master records define the user accounts for enabling access to the system. They contain other screens with additional fields apart from the user ID, some of which are just for information purposes (but are nevertheless important) and others can make life easier for both users and administrators. The user master records contain all the access information needed by the system to validate a user logon and assign users access rights to the system, such as passwords and authorization profiles. There is a lot of extra information in a user master record, including which default screen the users will see when they first log on, what printer is assigned by default, and the addresses and phone numbers of users. Some of the fields are just for information purposes, while others have a direct effect on the working environment for the users. To reach the user maintenance functions via menu options, from the main menu select Tools Administration User maintenance Users, or type the transaction code SU01 in the command field. Figure 9 1 shows the user maintenance initial screen. This screen shows the input field for specifying an individual user for which to perform administrative actions. To find a particular user when you don't know the proper user ID, you can select the possible entries list arrow, and then click on the List icon on the dialog box.
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Figure 9 1: Initial screen for maintaining user master records. To perform functions over a group of users, the system includes some options under the menu Environment Mass changes. This is explained in a later section.
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Creating Users
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From the user maintenance initial screen, as shown in Fig. 9 1, there are many options available. Normally, the input field for the User field is empty, except if you have been working in other user management 310
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Creating Users functions previously in the same session. User master records are client dependent, which means that they are separately defined for each client in the SAP system. For example, if user FREDSMITH is defined on client 003, but not on client 005, he won't be able to log on in client 005. To create a user master record you have two options: either define it completely from scratch or copy it from another user or from a reference user you had previously defined. The next sections explain both methods. Creating New Users from Scratch From the user maintenance menu, enter the name for the new user and click on the Create icon, or with the right mouse button select the F8 function key, or select User names Create from the menu bar. Figure 9 2 shows a screen similar to the one you will get. The system displays the different sections of the user master records within the different tabstrips. You might get additional tabstrips if you have security interfaces installed, such as with an SNC compatible product.
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Figure 9 2: Creating a user master record from scratch. The first data the system displays corresponds to the Address information. Here the Last name is a mandatory field that must be completed to go to other sections. You can move back and forth between tabstrips by clicking on them. However, any mandatory fields on these subscreens must be completed before you can move to another section. The most important mandatory field is the password, located under the Logon data tabstrip, as shown in Fig. 9 3. Enter a password in the Initial passwd field and retype it in the second field (verification field). Also enter the user group, or select it from the list of available groups by clicking on the possible list entries arrow. Users themselves can maintain information corresponding to Address, Defaults, and Parameters by selecting System User profile Own data if they have the required authorization.
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