Managing Users for Employee Portal

Portal Users - Employees

Employee users can be configured to log into Employee Portal or web applications built using Interconnect.

Employee user set-up is done through SAP Business One using InterConnect Manager Add-On. Once the add-on is running:

• Open the Employee Master Data record in SAP Business One. Go to: Human Resources > Employee Master Data and find the Employee.

• Ensure there is an email address assigned to the Employee, as shown in the screenshot above (see marker 3). Without an email address, the user will not be able to log in. This email address must be unique.

• Ensure that a Sales Employee is assigned to the Employee Master Data, if Sales information will be used. If Named Sales User licenses have been purchased, then Sales Employees are required. If sales-specific queries are not used, then this field may be left blank. See Sales Employee field in the screenshot above (see marker 2).

• For Expense Users, ensure Manager is assigned to the employee (see marker 1). Without a manager, approvals may not be correctly 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 (see marker 4).

• Fill in user data as described in the User Configuration section below.

Portal User Configuration Screen

Once the Portal User has been opened, fill in all Roles 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 (see marker 3 in the screenshots below). Once users are configured, they can log into a configured Portal or custom websites developed using Interconnect.

• User Name is based on the email address, and cannot be modified manually. See marker 1 in the screenshots above.
• Temporary Password can be optionally assigned. It will prompt the user to change their password, at which time the temporary password will be deleted. See marker 2 in the screenshots above.
• Account Enabled flag must be checked in order for a web user to be able to log in. See marker 4 in the screenshots above.
• Roles in the right-hand menu (marker 6 in the screenshots above) can be set for each Application selected from the left-hand menu (marker 5 in the screenshots above).
• Apply changes using the Update button.

Note that the table below only defines system roles. Additional roles may be installed with sample metadata, or if custom configuration has been applied.

Employee Portal

The following system roles are installed by default, and do not include optional sample roles. Additional roles may be optionally configured.

Employee Portal Application Roles

Role	Feature	Description
Credit Card Import	Expense User	Grants access to the Expense User Credit Card Import feature as an end-user. Note that 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. Note that Credit Card Import must be enabled.
Dashboard	Standard	Grants access to the 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 in addition to this role to ensure full dashboard access. This does not grant global access to dashboards. Additional roles may be required to administrate specific dashboards.
EditLayout	Standard	Grants access to Report View editing, if this feature is enabled.
Edit Order	Sales User	Version 92.5 and higher. Allows the user to edit existing orders that have not yet been closed, as defined by the query B1WebAPI_SU/IsOrderEditable. As of version 93.4, allows the user to cancel existing orders that have not yet 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 the user to edit existing quotes that have not yet been closed, as defined by the query B1WebAPI_SU/IsQuoteEditable. As of version 93.4, allows the user to cancel existing quotes that have not yet 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 check-box on the Expense User tab, and this role will be updated automatically. Grants access to Expense User, if this feature is licensed.
GL Override	Expense User	Do not add or remove this role, instead use the Allow user to override account segment filtering check-box on the Expense User tab, and this role will be updated 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. Note: This role does not have the ability to edit Activities. As of version 93.3, this role provides the licensed user with access to place/update orders and quotes on behalf of all customers. Note that “Search Customers”, “My Customers” and “List All Customers” reports display only directly assigned customers. Other user’s customers may be accessed using Place Order customer search or within the customer details page for a customer.
Sales Manager	Sales User	Grants access to advanced Opportunities and Activities reporting. Provides visibility into Opportunities belonging to this user’s subordinates (sales people who have this employee assigned as their manager). As of version 93.3, users with this role have access to their subordinate employees customers. That is, “Sales Manager” users can place orders/quotes against customers who belong to employees whos B1 manager is this user. Note that “Search Customers”, “My Customers” and “List All Customers” reports display only directly assigned customers. Other user’s customers may be accessed using Place Order customer search or within the customer details page for a customer.
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 that are 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 current logged-in sales person.
Super	Standard	Grants access to administrative reporting.
ZB1EPS	Sales User	Grants access to Sales User 1.0 features and functionality.

Workflow Portal for InterConnect

Employee users may be configured to access this admin tool.

InterConnect Workflow Portal Application Roles

Role	Description
WorkFlowAdmin	Grants access to administrative screens of the Workflow Portal for InterConnect.

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.