System Setup & Administration:

Users and User Groups

SAP Business One
Version 10.0

PUBLIC
Objectives

Objectives:
 Define and manage accounts and default settings for users of SAP
Business One
 Designate a user as a super user or a mobile user
 Explain the concept of a user group and how they work
 Manage user passwords and define a company-wide password policy

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

Business Example

DG Industries has 15 users in the sales department. Each of these users works with the
same forms and menus, and needs the same form settings for documents, the same UI
look-and-feel, and similar requirements for print settings

The company wants to enforce a strong password policy, requiring users to select a
password of a set minimum length.

Solution:
 Define a common set of user defaults and assign to each
user account
 Define common form settings for one user and copy to the
other user accounts (or to a user group)
 Define a common set of UI changes and assign to each user
account (or to a user group)
 Define a custom password policy for the company.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

User Accounts
User Accounts

Each user needs an account. In addition, a user cannot access any functionality until they have been
assigned both the correct license and general authorizations.

Linked Records Authorizations

User account
Sales employee/ Buyer License

Employee Master Data General Authorizations

Form Settings

User Defaults
Personalization
UI Configuration

Dashboards
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5
User Account Setup
Administration  Setup General  Users

 To create a user account, enter the details in the

Users – Setup window
 The User Code must be unique and is case
sensitive
 After you have saved the window you cannot
change the user code
 To enable single sign-on (SSO), enter the
Microsoft Windows domain and user account
Note:
 You have the option to generate a user account
using information from the employee master
data.
 You can also access this setup screen from the
Express Configuration Wizard
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 6
Account for Super User

 Select the Superuser checkbox to designate a super

user
 A super user has by default authorization to every
function in the system - you cannot edit general
authorizations for a super user
 This account must be assigned a Professional
license
 Non super users have no authorization to any function
by default and you need to set general authorizations
for each user

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7

Account for Mobile User

 Select the Mobile User checkbox to enable access

using the mobile apps for IOS and Android
 Enter mobile phone number and device ID
 Install the integration framework of SAP Business
One and activate the sap.B1Mobile scenario
 Assign a B1i license to the mobile user in addition to
the contracted license

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 8

Employee Master Data and User Account

 Employee master data is used to define organizational hierarchies,

teams, department and branches
 Employee record and user account can be linked, for ease of
maintaining user records

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 9

Removing an Account

 To delete a user account, open

the user account and choose Data
> Remove
 Remember to remove the license
assignment prior to deleting the
account
 The system will not let you create
a new account later with the same
user code

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 10

Predefined Users

 At installation time, predefined user accounts

are created and reserved:
 Manager
 B1i
 Workflow
 AlertSvc
 Support

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 11

 Assigning a License

Administration  License  License Administration

 Each user must be allocated a license
 Mobile users must in addition be assigned B1i
license

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 12

User Groups
User Groups

 In the user account, you can

optionally assign the user to a
user group
 User group is list of users with
similar characteristics
 User groups operate on the
concept that users with the
same role require similar
settings

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 14

Creating User Groups
Administration  Setup General  User Groups

Choose Create Group button Choose Group Type and add users by name

Before creating a user group you

should identify users with similar roles
and responsibilities so you choose the
correct type:
 Authorization
 Alerts
 Form Settings
 UI Configuration Templates
 Cross All Types

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 15

How User Group Types Work

User groups appear in related configuration windows according to the type:

Window
Group Type General Alerts Copy Form UI Configuration
Authorizations Management Settings Template
Authorization X
Alerts X
Form Settings X
UI Configuration Templates X
Cross All Types X X X X

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 16

Example: Form Settings User Group
To assign form settings with a user group:
 Create the user group with type Form Settings or Cross All Types and add the users
 Login as one of the users and set the form settings
 Choose the Copy Form Settings button from that user’s account
 In the Copy Form Settings window, choose the Groups tab and select the predefined group

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 17

User Settings and Defaults
User Settings (General Settings)

 You can define default settings for login

sessions, display, and font and background
on the Services, Display, and Font & Bkgd
tabs of the General Settings

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 19

User Settings (User Defaults)
Administration  Setup General  User Defaults

 User Defaults include display, date and time format, language and
font, and print settings
 Defaults are assigned to users with similar requirements in these
areas
 Note: Print settings are selected per document and override similar
per document settings in the Print Preferences window

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 20

User Settings (User Defaults) Cont.

User defaults also cover credit . . . and the path to an attachments folder for the
card settings . . . users

Note: The path to the

parent attachment
folder is defined in the
General Settings. In
the User Defaults
window you can assign
a sub-folder as the
attachments folder

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 21

User Defaults (User Account)

User Account

User Defaults

General Settings

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 22

Password Administration
Password Policy
Administration Setup  General  Security  Password Administration
 Password policy applies to all users and dictates the strength of password and how often it needs to be
changed. The security level selected in this screen is applied to the system
 Low, medium, high and custom policy options
 Password example shown to user as template for creating a new password

Default policy Custom policy (example)

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 24

Setting a User’s Password
Administration  Setup  General  Users

 Password can be set by super user when account

created
 Alternately user can create password at first logon
(Change Password at Next Logon checkbox)
 Password must adhere to current password policy

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 25

Changing Own Password

Administration  Setup  General  Security  Change Password

 Users can change own password at any

time using the change password
function
 Change password function available to
all users regardless of license or
authorizations
 User must adhere to password policy
 All passwords are encrypted

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 26

Locked User Account

 Super user can lock and unlock user

account
 User account can be locked to
prevent access or temporarily
disable an account
 Account will be automatically locked
after a specified number of
unsuccessful login attempts (as
defined in the password policy)

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 27

Access Log

Tools > Access Log

 Records each user

logon, logoff, and
password change
 Double-click row to
see detailed log

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 28

Summary

 All users need an account and license. There are two types of user account:
 A super user has by default full authorization to every function and needs a Professional license
 Normal users have no authorization to any function and need general authorizations to each
function, plus a license.
 Several predefined user accounts exist in a new company database and are reserved
 A user group is a list of users who share common requirements, for example, form settings, UI look-
and-feel, general authorizations. User groups enable you to assign common settings at the group level
instead of to each individual user
 You can define overall settings for users in the General Settings
 You can define User Defaults which can be assigned to a group or subset of users
 You can also define some settings in the user account itself, which override General Settings and User
Defaults
 The password administration function allows a super user to set the strength of the password on a
company-wide basis. Super users can lock an account to prevent access.
 The access log provides an audit trail of user logons and password changes

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 29

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.

The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components
of other software vendors. National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated
companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are
set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release
any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products,
and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The
information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various
risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements,
and they should not be relied upon in making purchasing decisions.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company)
in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies.
See http://global.sap.com/corporate-en/legal/copyright/index.epx for additional trademark information and notices.