Role-Based Permissions

Transcription

1 Administration Guide SuccessFactors Foundational Capabilities and Tools Document Version: Q August 5 PUBLIC

2 Content 1 What's New in this Guide Introduction What are role-based permissions? Setting up Groups and Roles How do you create and manage permission groups....8 Dynamic Permission Groups Static Permission Groups How do you create a permission role? Creating a New Role for External Users (External Learners) Configuring a JAM Private Role to enable full search in Mobile How can you grant permission roles? Using Relationships to Grant Permissions Specifying the Hierarchy Depth Granting Permissions for MDF Objects Further actions on permission groups Further Actions on Permission Roles Troubleshooting How can you check the permissions assigned to a user? How can you run an ad hoc report? How do you run a user search P U B L I C Content

3 1 What's New in this Guide The most recent changes made to this guide are listed below. Q Table 1: The following table summarizes changes to this guide for the Q release What's New Description More Info August 5 New button to add users to the Static Permission Group New button to delete users from the Static Permission Group Add an External Users (External Learners) Role Added the procedure to use the new Add User button for the Static Permission Group. Added the procedure to use the new Delete button for the Static Permission Group. Added the procedure to create a role mapping for external users. Static Permission Groups [page 11] Static Permission Groups [page 11] Creating a New Role for External Users (External Learners) [page 19] What's New in this Guide P U B L I C 3

4 2 Introduction This content is intended for security administrators to enable them to manage (RBP). It is important to note that RBP is the only permission model that is available to new customers. New customers cannot disable RBP to use legacy permissions. Existing customers, new companies of Professional Edition or free trial are not affected. The first section familiarizes you with the concept of role-based permissions. The subsequent sections detail the individual tasks that make up the process. Finally, you will find troubleshooting information in case problems occur with the permissions. Note This implementation content covers all general aspects of setting up RBP. The implementation handbooks for the individual modules may contain additional module-specific information. 2.1 What are role-based permissions? (RBP) manage the permissions in the SuccessFactors suite. RBP controls access to the applications and what users can see and edit. It's a suite-wide authorization concept which applies to the majority of modules. The main elements in RBP are permission groups and permission roles. What are permission groups? Permission groups are used to define groups of employees who share specific attributes. You can use various attributes to select the group members, for example a user's department, country, or Job Code. Example There might be a permission group called "Human Resources in US" which would list all US-based employees who work in the HR department. To define this group, you would specify that users must match the selection criteria "Country = United States" and "Department = HR". The attributes or selection criteria that are available for defining groups are configurable. In RBP, you can assign permission roles to permission groups. In addition, you use groups to define the target population a granted user has access to. 4 P U B L I C Introduction

5 Example The group "Human Resources in US" might have access to the group "US Employees". Groups configured with criteria other than specific user names are dynamic, which means that the assignment of employees into and out of a group is automated. For example, a group of granted users can be All employees in the Sales department. As employees are transferred into and out of the sales department, their permissions will automatically adjust. This automation will save you time and money. This is especially beneficial for large organizations that need higher levels of administrative efficiency. What are permission roles? A role is a set of permissions. As such, a permission role controls the access rights an employee or group of employees has to the application or employee data. Role-based permissions allow you to grant a role to a specific employee, a manager, a group, or to all employees in the company. The roles can provide very granular permissions, as this example illustrates: Example There might be roles like "HR Compensation and Benefits Manager", "HR Manager for Sales", and "HR Learning and Development Manager". While all three are HR managers, their roles have been distinctly carved out one handling compensation and benefits, another handling the sales team, and the third handling learning and development. Customers can have as many permission roles as their companies require. How are groups and roles connected? While roles define what is allowed, the groups define who is allowed to do it (granted users) and for whom (target users). This graphic illustrates the principle: Introduction P U BL IC 5

6 Once a role is defined, you grant the role to one or more groups of users represented by the circles on the left. Then you restrict the granted users to perform the role on target users. For example, you may decide that managers (the left circle) can view dashboards (defined in the role) on their team (the right circle). You can grant a role to many different user groups which in turn have different target user groups. Thus, you can easily achieve a high degree of granularity. Example You could have a "Regional HR Administrator" role and use permission groups to make sure that US Admins are limited to managing employees in the United States, while Europe Admins are limited to managing employees in Europe, or AsiaPac Admins are limited to managing employees in AsiaPac. You would have only a single role called "Regional HR Administrator" and would use groups to control access. Your groups would be "AsiaPac Admins", "US Admins", "Europe Admins", "AsiaPac Employees", "US Employees", and "Europe Employees". 6 P U B L I C Introduction

7 The role-based permission framework allows as many roles in the system as a company requires. At the same time, each role can have a different level of permission granularity. For detailed information about granting roles, see How can you grant permission roles? [page 21] RBP Features The features of RBP include: Administrator definable roles Automation of permissions assigned to users Definition of user access based on employee attributes, hierarchies and relationships, and exclusion rules Auditing of changes to security (who, what, when) Copy permission configuration between systems Note RBP is approved for organizations with up to 300,000 employees. We will continue to raise this bar in the future. When in doubt, contact product management. Introduction P U BL IC 7

8 3 Setting up Groups and Roles 3.1 How do you create and manage permission groups Procedure 1. Go to Administration Tools. In the Manage Employees portlet, select Set UserPermissions. 2. In the Set User Permissions section, select Manage Permission Groups. The Manage Permission Groups page opens. 8 P U B L I C Setting up Groups and Roles

9 3.1.1 Dynamic Permission Groups This is how you manage a dynamic permission group. Procedure 1. Click the Create New button to create a new Permission Group. The Permission Group page opens. 2. In the Group Name field, provide a name for your Permission Group. 3. In the Choose Group Members section, click the Pick a Category dropdown menu and select a category. 4. A search screen opens where you can either enter a search term or click magnifying glass, which will display all values available. Setting up Groups and Roles P U B L I C 9

10 For some categories, a smaller pop-up window appears where you can enter values. The following screenshot shows this window for the Time Zone. If you select the "Team View" category, you can use hierarchical relationships to specify the group, as you can see in this screenshot: This allows you to apply rules such as "everybody in Carla Grant's team, all levels deep". 10 P U B L I C Setting up Groups and Roles

11 5. Make your selection and click Done. 6. If you want to add another condition for defining the people pool, click Add another category and choose a category and item. If you use two or more categories, this functions as an AND operation, that is, only users are selected who meet all selection criteria. Example You want to create a group of sales employees working in the US. Then you choose the category Department and select "Sales". You add a second category "Country" and select "USA". 7. Complex group definitions may require you to use multiple people pools. If you use two or more people pools, this functions as an OR operation, that is, all users are selected who fulfill the selection criteria of at least one pool. Click Add another People Pool and then add categories and items. Example You have two different offices: An office in Chicago and an office in Boston. Each office has a Sales team and a Finance team. You only want to include Sales employees from the Chicago office and Finance employees from the Boston office. You'll need to create two separate pools then. Note The number of people pools in a group is limited to three. 8. If there are employees you'd like to exclude from the Permission Group definition, select them in the Exclude these people from the group section. 9. If you want to prevent the group being updated automatically when new employees match the selection criteria, click Lock group. 10. Click Done to complete the process Static Permission Groups Static permission groups store a static list of users instead of a list based on dynamic criteria. Changing user information does not refresh group members. You can use static groups as RBP access groups or target groups. Currently you can do the following with static permission groups: Setting up Groups and Roles P U B L I C 11

12 View, Add, and Delete members of static permission groups. Import static permission groups via CSV file. This can be either a full or replacement import. Viewing Members of a Static Permission Group To view members of a static group, in Admin Tools go to Set User Permissions Manage Permission Groups. 1. Locate the static group in the column Static or Dynamic. 2. Click the group name or click the button Take Action View summary to view details of a permission group. Adding Members to a Static Permission Group To add members to a static group, in the Manage Permission Groups screen, locate the static group in the Group Name column. 1. Click the name of the static group. The Permission Group screen appears and contains the Add User and Delete user buttons. 12 P U B L I C Setting up Groups and Roles

13 2. To add a user to a static group, click the Add User button. The Search Results screen appears. 3. In the Search and Select Items screen, enter the user name (or keywords) in the search box and click the magnifying glass to display a list of user names. 4. To select names to be added, place a checkmark in the checkbox or use the Select All button to add all the names in the Search Results list. As you choose user names to be added, the selected name appears in the Selected Items section of this screen. 5. Use the Select None button, Remove All button, or the Delete icon to edit the list of users to be added. 6. To add the user, click Done. Deleting Members from a Static Permission Group To delete members of a static group, in the Manage Permission Groups screen, locate the static group in the Group Name column. Setting up Groups and Roles P U B L I C 13

14 1. Click the name of the static group. The Permission Group screen appears and contains the Add User and Delete user buttons. 2. To delete a user from a static group, place a checkmark in the checkbox next to the user name to be deleted. 3. Click the Delete button. The user is deleted. 4. Click Close. Creating or Modifying a Static Permission Group Full Replacement Import In Admin Tools go to Set User Permissions Manage Permission Groups 1. Click the Import Static Groups button to create or modify static groups by uploading a static group data file. 2. From the popup window, click radio button "Full Replace" and then download a blank CSV template to see the file format. The template has two column headers: GROUPNAME and USERID. 3. Add the static group name in GROUPNAME column and user IDs of users that belong to the static group to the the USERID column. Please note the character encoding of the file should be Unicode(UTF-8). The maximum 14 P U B L I C Setting up Groups and Roles

15 file size is 20MB. If your import file exceeds 20MB, you can either split the file into several smaller files or request Professional Service to modify the system configuration file. 4. Select the file with the data by clicking the Choose File button. Click the "Full Replace" radio button. Click the Validate File button to validate file format, file size, etc. If the validation is successful, click the Upload button to import the static permission groups. The import process will be run as a background job. Please note that for one group type a maximum of two jobs can be pending or running. 5. After importing complete, you will receive an notification with success or error messages. A successfully created group is then displayed in the group list upon refreshing. Setting up Groups and Roles P U B L I C 15

16 Delta Replacement Import In Admin Tools go to Set User Permissions Manage Permission Groups 1. Click the Import Static Groups button to create or modify static groups by uploading a static group data file. 2. From the popup window, click radio button "Delta Replace" and then download a blank CSV template to see the file format. The template has two column headers: GROUPNAME and USERID. 3. Add the static group name in GROUPNAME column and user IDs of users that belong to the static group to the the USERID column. Please note the character encoding of the file should be Unicode(UTF-8). The maximum file size is 20MB. If your import file exceeds 20MB, you can either split the file into several smaller files or 16 P U B L I C Setting up Groups and Roles

17 request Professional Service to modify the system configuration file. 4. Select the file with the data by clicking the Choose File button. Click the "Delta Replace" radio button. Click the Validate File button to validate file format, file size, etc. If the validation is successful, click the Upload button to import the static permission groups. The import process will be run as a background job. Please note that for one group type a maximum of two jobs can be pending or running. 5. After importing complete, you will receive an notification with success or error messages. A successfully created group is then displayed in the group list upon refreshing. Setting up Groups and Roles P U B L I C 17

18 3.2 How do you create a permission role? Procedure 1. Go to the Admin Center. 2. In the Tools Search field, select Manage Permission Roles. 3. To add a Permission Role, click the Create New button. The Permission Role Detail page opens. 4. In the Role Name field, type a name describing of what the role allows you to do. 5. In the Description field, provide a statement describing what the role allows an employee to do. Add a note about when the role was created and by whom. 6. In the Permission Settings section, click the Permission button to specify the permission you want to assign to the role. The Permission Settings window opens. 7. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal the different permissions. The list of permissions associated with this category is displayed. 8. Select the checkboxes next to the permissions you'd like to grant to the role. 9. Click the Done button when you finish marking your selections. 10. In the Grant this role to section, click the Add button to select the employees to be granted this permission. The Grant this role to page opens. 18 P U B L I C Setting up Groups and Roles

19 11. Grant the permissions and specify the target population according to what you have defined in the workbook. For a detailed description, see the section How can you grant permission roles? [page 21] 12. For some permissions, it might be necessary to exclude the granted users from applying the permissions on themselves. For this, select Exclude Granted User from having the permission access to him/herself. Example If the role grants permission to edit the salary, you want to prevent the members of this permission group to be able to edit their own salary as well. 13. Click the Done button to assign this role to the defined users. You are taken back to the Permission Role Detail page. 14. Click the Save Changes button to complete creating the role. Next Steps Once this role is successfully created, the new role will be listed on the Permission Role List page Creating a New Role for External Users (External Learners) Role-based permissions supports the role of External User (or External Learner) so that learning modules are accessible to users other than internal employees. The external user (external learner) role can only be granted to the Everyone (External Learners) group. Permissions for this role can be set to grant access to SAP Jam and SAP SuccessFactors Login, Learning modules, and Mobile. Setting up Groups and Roles P U B L I C 19

20 For complete details about External Learning, please refer to the Offering Learning to the Extended Enterprise guide. Click here Mapping External Users from Learning Sites to SAP SuccessFactors Roles Create a role mapping for external users so that users who log in through SAP SuccessFactors Learning sites are granted the correct permissions. Prerequisites Role Based Permissions (RBP) must be enabled. Procedure 1. Log in and go to Admin Center. 2. In Tools, click See All. 3. In Search Tools, type Manage Permission Roles and then click Manage Permission Roles. 4. Click Create New Role For External User. 5. In User Type, select External Learner, and then click Done. 6. Type a name and description for the role and then click Permissions. The Permission Settings page opens. 7. In User Permissions General User Settings, select User Login. 8. In User Permissions Learning, select Learning Access Permission. You can select additional permissions. For example, you can grant the external users access to SAP Jam. 9. Click Done. You return to the Permission Role Detail page. 10. Click Add. The Grant this role to... page opens. 11. In Grant role to, select Everyone (External Learner). 12. Click Done. You return to the Permission Role Detail page. 13. Click Save Changes. 20 P U B L I C Setting up Groups and Roles

21 Next Steps Configure Learning to send the users across from the sites Configuring a JAM Private Role to enable full search in Mobile To configure a JAM private role to enable full search in mobile, configure an RBP role with User Search permission, and grant to the appropriate access group and target population. The system creates a default user search role if a company is RBP enabled when this feature is first rolled out to maintain backward compatibility for user search. 3.3 How can you grant permission roles? You can grant a permission role to everyone, or to a subset of employees determined by permission groups or relationships. Permission groups: You assign a permission role to a defined group of users. However, relationships can also play a role here as you can define that the granted user's managers have the same permissions. You can also define how many levels up in the hierarchy you want this permission to be granted. Setting up Groups and Roles P U B L I C 21

22 Note If you allow the respective managers to have the same permissions, this may have a negative impact on the performance. The hierarchy then has to be checked whenever such a manager tries to access an element which was permissioned this way. Note If you want to grant a role to a named user, you first have to create a group and add the user to this group. Then you can grant the role to the just created group. In the second case, you use relationships (for example, manager -employee relationship) derived from the job relationship object. These relationships can be hierarchical or non-hierarchical. You can find more information in the following chapter Using Relationships to Grant Permissions [page 23]. Depending on the permissions included in the role, you might also have to define the target population. Not all permissions require you to define a target population. For example, if the permission includes just the access to an application (such as the Learning Access Permission), there is no need to add a target group. For each permission it's indicated on the screen by a "t" whether it needs a target population. Target populations can also be groups or can be derived from relationships. 22 P U B L I C Setting up Groups and Roles

23 3.3.1 Using Relationships to Grant Permissions General Relationship Types There are five relationships that can be specified through employee fields, and managed through tools like the employee data. The five relationships are: Manager Second/Alternate Manager HR Manager Matrix Manager Custom Manager Hierarchical relationships are characterized by a reporting line between the granted user and the target user. These are relationships between employees and their managers, and employees and their second managers or alternate managers. Non-hierarchical relationships on the other hand are single-level relationships. These include the relationship of an employee to the HR manager, the matrix manager and custom manager. While each employee can have only one Manager, one Second Manager and one HR Manager, they can have multiple Matrix Managers and Custom Managers. Employee Central only: Relationship Types for Global Assignments If employees have global assignments (that is, a job in another country), they have both a home manager and a host manager. In addition, they have a home HR manager and a host HR manager. All managers need to have access to both the home jobs of the employees as well as to the host jobs of the employees. This is covered by the following additional relationship types for global assignments: Home Managers Home HR Managers Host Managers Host HR Managers Specifying the Hierarchy Depth When granting permissions using hierarchical relationships, you can specify how many levels down to go in the hierarchy for the target population. For example, you can indicate that Managers can see performance ratings on their direct reports (1 level deep), or allow it to go deeper into their team, that is 2 levels down or all levels. Setting up Groups and Roles P U B L I C 23

24 When granting permissions to non-hierarchical relationships (HR, Matrix and Custom Managers), you can follow this non-hierarchical relationship for only one level. Beyond the first level, you can cross over to the standard manager hierarchy if desired to go deeper. 24 P U B L I C Setting up Groups and Roles

25 For example, using the Matrix Manager relationship, you can use hierarchical depth to accomplish the following: 1 Level Deep: Matrix Managers can view ratings information for their Matrix Reports. 2 Levels Deep: Matrix Managers can view ratings information for their Matrix Reports and the Direct Reports of their Matrix Reports. All Levels Deep: Matrix Managers can view ratings information for their Matrix Reports (1 level deep) and the Direct Reports, all levels deep of the manager hierarchy of their Matrix Reports. Setting up Groups and Roles P U B L I C 25

26 The following graphic illustrates the different hierarchical depths you can specify when you use the Matrix Manager relationship: 3.4 Granting Permissions for MDF Objects You can grant permissions for viewing or editing generic objects which are part of the Meta Data Framework (MDF). These objects, such as "Position", "Time", or "Absence", appear under Miscellaneous Permissions when you create permission roles. 26 P U B L I C Setting up Groups and Roles

27 Whenever you select to add permissions for a generic object to a permission role, you have to define a target population for this object. For this, the "Specify the target population for the other objects" section appears on the "Grant this role to " screen. The target population in this context is made up of the specific objects that may be accessed. When you grant the role to the permissioned users, you use various selection criteria to specify the specific objects. Setting up Groups and Roles P U B L I C 27

28 Example You grant the permission to edit positions. As target population for this permission, you define the finance department. The permissioned users are then allowed to change positions in the finance department only. If you would choose All, the users could change all positions. 3.5 Further actions on permission groups Context You can edit, copy, or delete permission groups and also view a summary of a permission group and its change history. 28 P U B L I C Setting up Groups and Roles

29 Note You can only delete a permission group if no role is associated with it. Procedure 1. Go to Administration Tools. In the Manage Employees portlet, select Set User Permissions. 2. In the Set User Permissions section, select Manage Permission Groups. The Manage Permission Groups page opens. 3. Click Take Action next to the Permission Group you want to modify. 4. Choose the desired action. Next Steps 3.6 Further Actions on Permission Roles Context You can edit, copy, or delete a role and also view a summary of a permission role and its change history. Note When copying a role, only the permissions get copied over. You will need to manually grant employees access to this new role. Setting up Groups and Roles P U B L I C 29

30 Procedure 1. Go to Administration Tools. In the Manage Employees portlet, select Set User Permissions. 2. In the Set User Permissions section, select Manage Permission Roles. The Permission Role List page opens displaying a list of permission roles in the system. 3. Click the Take Action next to the role you'd like to work on. 4. Choose the desired action. Next Steps 30 P U B L I C Setting up Groups and Roles

31 4 Troubleshooting Context If you find that users have access to applications or data they should not have, we recommend the following steps: Procedure 1. Run the View User Permission report to determine how - through which role - the permission was granted to the employees. For details see How can you check the permissions assigned to a user? [page 31] 2. If that does not clarify how/why they have that permission or creates concern about where else this permission is visible, then use the RBP Permission to User Report with the Single Permission Filter to validate what other groups have access to this permission. For details see How can you run an ad hoc report? [page 32] 4.1 How can you check the permissions assigned to a user? Procedure 1. Go to Administration Tools. 2. In the Manage Employees portlet, select Set User Permissions. 3. In the Set User Permissions section, select View User Permissions. 4. In the Advanced Search, enter the user name. 5. Click View Permission next to the user name. A list of permissions is displayed along with the roles that grant those permissions. Troubleshooting P U BL IC 31

32 6. To learn more about the roles, click the pop-up window icon next to any role name. 4.2 How can you run an ad hoc report? Context Procedure 1. Go to the Reporting page in Analytics and choose Ad Hoc Reports. 2. Open the menu next to the report name and choose Run Report. 32 P U B L I C Troubleshooting

33 3. On the Execute Permission to User screen, open the Take Action menu and choose Edit. 4. Choose By My Selection and select the permission you are interested in. 5. Click OK and then Generate Report. 6. In the report, you can now see exactly to which role(s) the permission is granted. 4.3 How do you run a user search User Role Search can search the roles granted to specific users for a specific permission and a target user. When some users get some permissions on some target users that should not be granted, the administrator can use this tool to find which role grants the permission so they can update the permission settings. This tool does not support MDF RBP permission as search criteria. This tool does not support inactive user or TBH user to be selected as Target User. 1. Go to Administration Tools. 2. In the Manage Employees portlet, select Set User Permissions. 3. In the Set User Permissions section, select User Role Search. 4. In the Selection session of the tool, enter Access Users. You can select at most 2 access users. Troubleshooting P U BL IC 33

34 5. Select Permission Category and one Permissions. If the permission needs target population, you can optionally select one target user. 6. Click Search Roles Button. The search result will display all roles that grant this permission and target user to the access users. If the target user field is empty, the search result will not consider target user. 7. On the Result session, you can click on the role name to see role detail. On the role detail page, the grant rules that grant the selected access user and target user will be highlighted in the Grant this role to session. 34 P U B L I C Troubleshooting

35 How can you compare permission roles? You can use User Role Search to quickly search for an compare permission roles assigned to specified users in role-based permissions. 1. Go to Administration Tools. 2. In the Manage Employees portlet, select Set User Permissions. 3. In the Set User Permissions section, select User Role Search. 4. In the Selection session of the tool, enter the Access Users whose roles you are comparing. 5. Click Search Roles Button. The search result will display which roles, if any, grant the specified permission to either user. In the following example, you can see that both of the selected access users have permission to view address data. 6. If a user does not have the specified permission, it is indicated as "no result." In the following example, you can see that the user "cgrant" has permission to view "Impact of Loss" data, due to her roles as a manager and administrator. The user "jreed" is not assigned to any role that allows him to view this information. 7. You can also specify one target user, in order to see whether either of the two access users has the specified permission for the specified target. In the following example, you can see that although both user "cgrant" and user "dsharp" are managers, only user "cgrant" has permission to view "Impact of Loss" data for user "vstokes". This is because, in this example, the manager role has a target permission group of "All Direct Troubleshooting P U BL IC 35

36 Reports" and "vstokes" is a direct report of "cgrant". 36 P U B L I C Troubleshooting

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