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© 2012 Ariba, Inc. All rights reserved. BPC Advanced Webinar Series Generic (All Upstream Solutions) Managing Users and Monitoring Licenses October 9, 2013
BPC Advanced Webinar Series Managing Users and Monitoring Licenses © 2012 Ariba, Inc. All rights reserved. 2 Presented by: Ariba’s Best Practice Center (BPC) Today’s Presenter: April Miller Sr. Consultant, Best Practice Center
Managing Users and Monitoring Licenses There are 2 license types, generally determined and counted by the system groups associated with users Users: Sourcing Agent, Contract Manager, SPM Agent, Commodity Manager, Project Administrator, Sourcing Approver, etc. Team members: Contract Approver, Customization Administrator, Internal User, Senior Analyst, Template Creator, etc. Note: Some System Groups (e.g. Customer Administrator) count as a license in each licensed solution Certain Project Team Roles can create “Implied” licenses. For example, making an Internal User a Contract Administrator (project owner) on the Teams tab creates a User License For further information about your licensing, please refer to your Order Form. Also, your Account Executive can discuss this with you. © 2012 Ariba, Inc. All rights reserved. 3
Managing Users and Monitoring Licenses For System Functionality, users are assigned to one or more Global Groups in Administration. These control basic rights to perform actions in the system (e.g., Create Workspace). Contract Agent - Members of this group can create contract requests and contract workspaces. Members can create knowledge projects and view draft documents. Contract Manager - Members of this group can create contract requests and contract workspaces. Members can read documents marked as classified and can read all Draft Restricted documents. Members of this group can also create knowledge projects. Internal User - Members of this group can create contract requests. Additional functionality options might include: Supplier/Customer Manager – adds, edits suppliers or customers Template Creator – creates, edits and manages templates Customer User Administrator – creates and manages users and user logins Senior Analyst – creates custom reports and runs custom and pre-packaged reports NOTE: Permissions associated with Global Groups will be inherited for any project teams that a user is assigned to. For example, Contract Administrator global group allows Project Owner rights to that person for all projects that the person is a team member of. Membership in a project group allows users to perform certain tasks at a project level, not a global level. If you want to give a large group of people access to a project, set the access control rather than adding them as team members. Add people as team members if you have a small group of people who need to receive notifications and participate in the project. © 2012 Ariba, Inc. All rights reserved. 4
Managing Users and Monitoring Licenses Let's take a look at the Group Description Matrix in order to see what groups your users need to do their jobs and what groups occupy a user license verse a team member license ….. Let’s also take a look at how to assign users system groups and create custom groups. We should also talk about how you can make custom groups child groups of system groups and inherit the permissions. © 2012 Ariba, Inc. All rights reserved. 5
Managing Users and Monitoring Licenses Roles: Roles are "keyrings" - collections of Permissions - which are assigned to Groups. For example, the role Internal User can Create Contract Procurement Requests, Own and Complete both Request and Workspace tasks and View Draft Documents. Roles are typically assigned to Project Groups on the Teams tab of the template by the Template Owner Project Owner is a default role. The user that starts (creates) the project is the Project Owner. The Project Owner (or those with the Project Owner role) can assign a Role to a Project Group created on the Teams Tab of their project. In On Demand, you can't create new roles. © 2012 Ariba, Inc. All rights reserved. 6
Access Control Access rights are controlled on three levels: System Permission Functionality: Ability to perform system actions, such as “Create Contract Workspace”, “Create Contract Request” or “Reporting”. Role Permission Functionality: Ability to perform actions in projects to which a user has Access, such as edit attributes, view and edit documents, start and complete tasks. Access Control (Visibility): Ability to access objects - Projects or Documents - that have been started by others. There are a number of Visibility settings the most common of which is “Private to Team Members” A person with a system level permission (such as edit project) will have that permission as soon as they are added to a project, regardless of their project level role © 2012 Ariba, Inc. All rights reserved. 7
Access Control Examples of Access Control Private to Team Members - Any team members on the Teams tab, regardless of which Project Group they belong to, can view the object. Private to Internal Users - Internal users (given as a System Permission) can view the object. Owner Only – Only the Project Owner can view the object. This includes not only the direct owner who initially created the project, but also all users in the Project Owner project group. Private to Team Members is the most commonly used. © 2012 Ariba, Inc. All rights reserved. 8
Project Owner vs Project Team Members Project Owner can edit and add anything to Project except: Change a required task inherited from the template to an optional task. Edit project groups with the template field Can owner edit this Project Group set to No. Delete objects inherited from the template. Project Team Members can: add project documents and tasks view project attributes view project items (documents and tasks) if they meet access control requirements view project items (documents and tasks) if they meet access control requirements. Project Team Members cannot: Edit project attributes. Edit or view a document if they are not the document owner or do not meet access requirements. Edit or submit tasks if they are not the task owner. Create tasks for a document if they are not the document owner. Add or edit project groups. View the project history (the History tab). Copy or delete the project. Delete message board entries or announcements. Create message board labels. Change the contract state (applicable to Ariba Contract Management projects). Create a subagreement (applicable to Ariba Contract Management projects). © 2012 Ariba, Inc. All rights reserved. 9
Team Tab Best Practices Set up the Templates with groups and roles needed. Contract Template Team tab example: Team NameRoleDescription Project Editor Contract AdministratorSame permissions as the Project Owner (who can edit) (User License)Can edit draft and can amend Full document access Project ObserverObserver Team MemberCan view workspace, work on tasks (who can view) (Team License) Document access controlled if not member of Document Access as well. Document AccessClassified AccessCan view and work on documents where the (who can see conf- (Team License)document or folder was set to Classified. idential documents) Project OwnerProject OwnerHas all permissions and gets all notices (User License)(according to Dashboard Preferences) Full document access © 2012 Ariba, Inc. All rights reserved. 10
Access Control and User License Tracking Let's take a look at how to set up access control …. Let’s take a look at some reports you can run to track your user license usage …. © 2012 Ariba, Inc. All rights reserved. 11
Wrap-Up Questions and answers will be posted on Ariba Exchange by close-of-business today Help us improve this offering You’ll be prompted at the conclusion of the webinar 10-question multiple-choice survey Please join us for our next sessions: October 15, :00 pm ET Utilizing Ariba Discovery to Connect with New Suppliers October 23, :00 pm ET Contract Template Admin – Overview, Documents, and Teams October 29, :00 pm ET Standard Sourcing Templates 101 © 2012 Ariba, Inc. All rights reserved. 12
Follow Up on Ariba Exchange To sign up for Ariba Exchange: Go to Click on the “Register” link, and enter your address to begin the quick and easy registration process. Access the Community on the left-hand side of the screen for the product you are interested in to see what other customers are saying, and to ask questions and interact. Use to tag of “BPC_Webinar” in any of your posts. We will do the same with any follow up, making it easy for you to use the search term “BPC_Webinar.” © 2012 Ariba, Inc. All rights reserved.
The BPC and Your Company Subscribers to Ariba’s Best Practice Center gain access to experts consultants like your presenter today and get strategic advice and guidance on getting the most out of your Ariba solutions when you need it. Customers Subscribing to the BPC can access additional Advanced Webinar Recordings via Exchange. Topics include: Administrative Features: Enumerations and Mass Edit Administrative Features: User Management, Data Imports and Exports Contracts: Preparing the Main Agreement: Document Preparation, Cleansing and Styles Contracts: The Contract Request Process Sourcing: Matrix Pricing Sourcing: Custom Offline Response Sheet Many more topics on the way! © 2012 Ariba, Inc. All rights reserved. 14
The BPC and Your Company For more information on how the BPC could have an impact at your company, contact your Customer Engagement Manager. If you are currently a BPC subscriber, ask your BPC Representative or your Customer Engagement Manager about how to access these recordings. © 2012 Ariba, Inc. All rights reserved. 15
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