Overview
Users are manually created through the User Administration List page by clicking Add. When creating a user, the User Administration page opens.
After the required properties have been entered on the User Administration page, clicking Add will create the user. Clicking Cancel will return the admin to the User Administration List page without creating the user.
When creating or modifying a user, the administrator can specify the following properties on the Admin tab of the User Administration page:
Main Information
| Property | Description |
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| *Login |
The username that the user will use to login to the system. The Login cannot be the same login as any other user on the site and can be changed after the user is created. See the Host Company Login (Username) Guidelines section below for Login name criteria information. |
| Password |
The password that the user will use to log in to the site. Leaving the password field blank will create a temporary password. Selecting the Email Password checkbox will send an email containing the password (either manually entered by the admin or generated by the system) to the email address in the Email field. After the user has been created, a Reset Password button will allow the admin to reset the user’s password. The new password will be emailed to the user. |
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The email address of the user. If applicable, the system will send approval notifications and broadcast emails to this email address.
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| Type | The user type of the user. For more information on user types, see the topic User Administration Overview topic. |
| Permissions |
User Administrator Select this option to allow the user to create new users and modify other users.
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Access Administrator Access Administrators can create and edit Administrator groups.
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Allow Proxy Login This option allows administrators to log in as another user to verify changes to their setup or isolate issues reported by users.
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Web Services When selected, the user can only access the system by logging in through the SOAP or REST APIs. The user will not be able to access the Oracle CPQ user interface. For more information on Oracle CPQ Web Services see the topics An Overview of Web Services 2.0 and SOAP APIs and REST API Overview topics. |
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Enabled SSO If the User is enabled for Single Sign-On login and the site is enabled for SSO, the user can access login via this method. If the External SSO ID is set it will be used for SSO, otherwise the User's Login will be used. |
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For more information on permissions, refer to User Permissions. |
Personal Information
| Property | Description |
|---|---|
| *First Name | The user’s first name. |
| Last Name | The user’s last name. |
| *Company Name | The user's company name |
| Job Title | The user’s job title. |
| Phone | The user’s phone number. |
| Fax | The user’s fax number. |
Preferences
| Property | Description |
|---|---|
| Language Preference | The user’s preferred language. The admin can choose from a list of the site’s supported languages. The user will see system defined strings on both the admin and user side of the application in this language. For more information on languages and translations, see the topic Internationalization Overview. |
| Currency Preference | The user’s preferred currency. The admin can choose from a list of the site’s supported currencies. With a few exceptions, all Transactions created by the user will use the user’s preferred currency. For more information on these exceptions and how Transaction currency can be determined, see the topic Selecting Transaction Currency. |
| Number Format |
The user’s preference for how decimals are separated in Configuration and Commerce Float attributes (whether the radix point is a period or a comma). The admin can choose between ####.## where a period is the decimal separator and ####,## where a comma is the decimal separator.
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| Units | The user’s unit-type preference. The user will see this unit-type preference as the default unit for all numeric Configuration attributes that are tied to a Conversion Class. The admin can choose either the System Default unit-type to show (which will be either English or Metric), or English or Metric units to be shown as the default unit. For more information on units and Conversion Classes in CPQ, see the topic Unit Conversions. |
| Date/Time Format |
The user’s date and time format preference. The user will see dates formatted within the application in accordance with his/her preference. The admin can choose between several Date/Time Format options:
Note: A user’s Date/Time Format setting will not be used in places within the application where date and time format can be explicitly set by the admin, such as in a Document Designer or Email Designer output. |
| Time Zone | The user’s time zone. The user will see all dates/times within the system based on their Time Zone. Refer to Time Zones for a complete list of supported time zones. |
| Notification Preference |
When Email is selected for Notification Preference the user will receive approval notification emails, Submit sub-action notification emails, and Transition Rule notification emails from the system. When Email is not selected, the user will not receive any notification emails from the system, even if the criteria to send him/her a notification email is met. Note: Users that elect not to receive notification emails from the system will still receive Broadcast Emails. |
| Delegated Approver | The active user that will receive the same approval notifications as the user and can approve or reject Transactions on his/her behalf. Typically the Delegated Approver is set by the user when he/she will be out of the office and cannot access the system to perform his/her approvals. For more information, see the topic Delegated Approvers. |
Bill To and Ship To
| Property | Description |
|---|---|
| Bill To Fields |
The user’s address for billing. For Host Company users, Bill To fields are not typically used as an actual billing address, but rather they are typically used to give sales rep contact information attributes values on Transactions. All Bill To fields are system variables and can be referenced as attribute defaults and in BML functions. |
| Ship To Fields |
The user’s address for shipping, which can be set to use the Bill To address information by selecting the Same as Bill To checkbox. For Host Company users, Ship To fields are not typically used as an actual shipping address, but rather they are typically used to give sales rep contact information attributes values on Transactions. All Ship To fields are system variables and can be referenced as attribute defaults and in BML functions. |
On sites that are set up to integrate with Salesforce or eSignature (DocuSign), a User Integration button exists on the bottom of the Admin tab of the User Administration page.
Clicking User Integration opens the User Integration page.
The User Integration page is used to store partner login credentials and to generate or revoke the user’s OAuth tokens. For more information on the User Integration page, see the topic Integrations and the User Integration Page. For more information on the integrations that utilize the User Integration page, see the topics Salesforce Integration and DocuSign eSignature Integration.
Clicking the Groups tab allows the administrators to manage the Groups that the user is a member of.
The Group List shows all active Groups on the site, while Selected Groups shows the Groups that the user is a member of. Selecting a Group in either list and then clicking the arrow button that points to the opposite list will move the Group to the opposite list.
For more information on Groups, see the topic Setting Up Groups.
The Access Permissions tab allows the admin to further restrict the access of FullAccess users that do not have permission to create and modify users. The Access Permissions tab only appears on the User Administration page of FullAccess users that do not have permission to create and modify users, and only after the users have been created. Clicking the Access Permissions tab reveals access restriction options.
Note: The Access Permissions Tab is displayed when the Enable Administrator Groups setting on the General Site Options page is set to No
The administrator can choose to restrict the user’s administration access to only selected Product Families, Supported Product Families, and Data Table Folders.
For more information, see the topic Admin Access Control.
Administration
Accessing the User Administration List Page
- Click Admin to go to the Admin Home Page.
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Click Internal Users in the Users section.
The User Administration List page opens.
- On the User Administration List page, click Add.
- Enter a Login, Email, and First Name for the user.
- Fill out additional, optional fields as desired.
- Click Add at the bottom of the page.
Host Company Login (Username) Guidelines
There are several guidelines for creating valid Host Company user Logins (usernames):
- Logins must be between 3-128 characters.
- Logins can contain:
- Periods (.)
- Dashes (-)
- Underscore (_)
- “At” characters (@), but the “At” character cannot be the first or last character in the Login name. A Login name can be an email address.
- Logins cannot contain the following domains:
- bigmachines.com
- guestcompany
- [company name]_buy where [company name] is the name of the Host Company or a Partner Organization
- reporting
Unique Email Address Validation
Email addresses can be validated to enforce that all active user email addresses are unique.
- Both the SuperUser and the guest user are exempt from unique email address validation and can have the same email address as another user. This is true for both the Host Company and Partner Organizations.
- If validation is enabled and multiple users already share the same email address, a validation error message appears when the profile of a user with a shared email address is updated in any way.
- This validation does not apply to the email addresses of inactive users. However, trying to modify an inactive user's email address will use the validation to check against the list of active user email addresses, and generate a validation error message if appropriate.
- If the user that triggers a validation error message has permission to create and modify users, the user will see a full list of the users that have the duplicate email address, and the companies they are from. If the user triggering the error does not have permission to create and modify users, the validation error message will only mention that the email address is being used by another user.
- A validation error message is triggered, as appropriate, by any change to a user's profile except changing an expired password. In Web Services, this error is triggered on the updateUsers and addUsers calls, but not on the resetPassword call.
Notes
If a site exceeds the license limitations on any of the license types (Internal User & Partner Organization User), the administrator will not be allowed to create any new users until the license count is decreased and no longer exceeds the license limit. When the license limit is reached, an error message appears instructing the administrator to contact Customer Support and purchase additional licenses.
In Oracle CPQ 23C and later, user license counting was modified to exclude Web Services Only users in the count. In addition, once the maximum number of licenses is allocated, Web Services Only users can still be added to the site.
