User management

Each employee record can be linked to a user record. While employee records are assigned to organizational units, user records are associated with roles. Roles control the actions users can take and the data they can access.

Select Administration, then select User Management from the top navigation bar to create or view user records.

To create a user record, select +. To view details for a user record, select the username, last name, or first name of a user record.

The detail view for a user record includes the following sections:

• User Information—Set the assigned role, authentication methods, and default settings such as language, currency, and time zone.
• Notifications—Configure email notifications that are sent to the user.
• Report Templates—Select a default proposal template that is available to the user's assigned role. For more information, read Role management.
• Employee Information—Links to the associated employee record.
• Address Information—Address associated with the employee record.
• Organization Units—List of organizational units associated with the employee record.

Create a user

Create users from the employee detail page:

1. Select Administration, then select Employee Management from the top navigation bar.
2. Select an employee record from the list.
3. Select Create User on the employee record entry in the list.
4. On the user record detail page, enter information for the user account:

• User name—Enter a name that is unique in the system.
• Language—Select the preferred user language. The system will create a user session using this language.
• Role—Assign a role to the user account. You can assign only one role to each user. For details, read Role management.
• User Status—Set the user status. Only Active users can sign in to the system.
• Auth Provider—Select Local or Hana Cloud Platform (HCP), or SAP Cloud Platform IDP authentication service. Read Single Sign-On for more information.
• External ID—Enter the ID of the user in the CRM system.
• ERP ID—Enter the ID of the user in an ERP system.
• Assign License—Set to YES. Users without a license cannot sign in. For details, read License Management.

Approved domains

For enhanced security, you can set up a system check for domains. If enabled, this check requires that the domain values of user account email addresses in Zilliant CPQ match a list of approved domains. Users provisioned with an email address whose domain is not included cannot sign in to CPQ.

Work with your Zilliant representative to set up and maintain your list of approved domains.

Enable approved domains for users

To enable the requirement for approved domains in user accounts:

1. Go to Administration > Setting Boolean > Enables Domain Whitelist in MX.
2. Set the value of Setting Value Boolean to YES.

New user notification

When a new user is successfully created, the system will send an email with the user’s login name, the generated password as well as the link to the application.
You can configure the template for the notification email. For more information, read Email notification templates.

Mass update

Administrators can perform a mass update of user preferences and parameters:

1. Go to Administration, then select User Management from the top navigation bar.

2. Select user entries from the list.

3. Select Mass Update.

   

4. On the page that appears, use the left side to adjust settings. The right side of the page shows the users that will be impacted by the changes.

User sign-in data

Administrators can view sign-in information for each user:

1. Go to Administrator, then select User Management from the top navigation bar.
2. Select Logins to view and adjust a chart that displays sign-in details for each user, for a specified period.

Usage Information

Administrators can view and export information about the number of accounts, opportunities or leads, or quotes created by each user.

1. Go to Administrator, then select User Management from the top navigation bar.
2. Select Usages to view and export information about created accounts, opportunities/leads, or quotes, for a specified period.