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Release 2004 A

January 2005

English

Data Ownership in

Release 2004 A

SAP AGNeurottstr. 1669190 Walldorf Germany

Business Scenario (or Procedures)



SAP Business One Data Ownership in Release 2004 A

January 2005 of 20

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January 2005 of 20

Data Ownership in Release 2004 A

Data Ownership enables managers to determine which documents could be viewed

and updated by regular users in SAP Business One.Data ownership is relevant only for users who are not defined as Super Users in theDefine Users window. This way, managers (i.e. super users) can control the dataaccessible to each of their employees. An authorization can be granted for every document type and even at the documentrow level.Data ownership is maintained according to the data defined for your employees in theHuman Resources module, therefore it is highly recommended to read the documentdealing with Human Resources prior to defining data ownership in your company.

Initial Definitions1. Initializing Data Ownership in your company.2. Defining users.3. Assigning a license for every user.4. Defining employees in the Human Resources module:

a. Defining employees in the Employee Master Data window.b. Defining users which function as sales employees as Sales Employees

in the Human Resources module.c. Defining a direct manager for every employee.d. Linking employees to departments and branches.e. Linking employees to teams if required.

5. Defining general authorizations for every regular user.

6. Defining relevant data ownership authorizations for every employee.7. Defining data ownership exceptions if required.

Initializing Data OwnershipsIn order to initialize data ownership in your company, go to Administration SystemInitialization Authorizations Data Ownership Exceptions:




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In this window, check the box Owner Filtering Active and click on Update.

Defining Employees

Contrary to general authorizations which can be granted at the functional level per user, data ownership authorizations are granted for employees defined in the HumanResources module.Human Resources Employee Master Data:

In order to work with data ownership authorizations, it is necessary to define thefollowing data for relevant employees:

• User Code – select a corresponding user code as defined under Definitions General Define Users. Note that this field is mandatory for working with thedata ownership.

• Sales Employee – in case an employee functions as a sales employee in your company, you need to specify his corresponding sales employee as defined

under Definitions

General

Define Sales Employees. Click the drop downmenu in this field and select the corresponding sales employee or select DefineNew to define a new one. In the above example, the sales employee RuthJefferson is selected in the Sales Employee field, thus establishing aconnection between Ruth's employee master data and her sales employeename which can be linked to sales and purchasing documents.

• Manager – select the manager of the current employee. Note that only existingemployees will be available for selection.

• Department

• Branch

• Teams – you can define employees as team members or team leader under the Membership tab page.




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Employee Hierarchies ChartThe following chart will be used for demonstrating how the data ownership functionalityis managed in SAP Business One:

Ownership TypesData ownership is based on the relationships among the employees in the company.The ownership types are:

1. Peer – this ownership type describes the relationships among all the employeeswho have the same direct manager. A Peer authorization allows an employee

to access documents owned by one of his peers. In the above chart, Bill Levineand Sophie Klogg are peers.

2. Manager – this ownership type can be defined for the employee's directmanager. A Manager authorization allows an employee to access documentsowned by his direct manager. In the above chart, Daniel Jordan is the directmanager of Bill Levine and Sophie Klogg.

3. Subordinate - this ownership type can be defined for all the employees thatwork directly under the same employee. A Subordinate authorization allows anemployee to access documents owned by all his subordinate employees. In theabove chart, Bill Levine and Sophie Klogg are subordinates of Denial Jordan.

4. Department - this ownership type describes the relations among all theemployees that work in the same department. A Department authorizationallows an employee to access documents owned by all the employees in hisdepartment. In the above chart, Daniel, Bill, Sophie, Barbara, Peter, Ruth andBrad belong to the Sales department.

5. Branch - this ownership type describes the relationships among all theemployees that work in the same branch. A Branch authorization allows anemployee to access documents owned by all the employees in his branch. Inthe above chart, Ron Palmer, Daniel Jordan and Linda Carter belong to theMain branch.

6. Team - this ownership type describes the relationships among all theemployees that belong to the same team. A Team authorization allows anemployee to access documents owned by all the employees in his team.

Ron Palmer

General Manager

Linda Carter

Accountant

Daniel Jordan

Sales Manager

Bill Levine

Senior Sales Employee

Sophie Klogg


Brad Thompson

Sales Em lo ee

Ruth Jefferson

Sales Em lo ee

Barbara Lee

Sales Em lo ee

Peter Douglas

Sales Em lo ee




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Note! It is possible to define several ownership types for every employee, thus causingthese ownerships to overlap. Therefore, it is recommended to define the minimalnumber of data ownership authorizations.

For example, if you would like Daniel Jordan to be able to access data owned by all of his subordinates (starting from Sophie and Bill and ending with Peter and Ruth) it isrecommended to grant Daniel a Department authorization. It is not necessary to grantDaniel an additional Subordinate authorization since a Department authorizationalready allows him to access the documents owned by all his subordinates.

Data Ownership AuthorizationsAdministration System Initialization Authorizations Data OwnershipAuthorizationsUse this window to define the ownership types relevant for each of your employees.

Employees – this list consists of all the employees defined in the Employee Master Data window and that were linked to users in the field User Code in that same window.Document – this column displays all the document types for which you can define dataownership authorizations.Peer, Manager, Subordinate, Department, Branch, Team – use these columns todefine relevant data ownership authorizations according to the relationships describedearlier.In order to define a required authorization for a certain employee, click the

corresponding employee name and click a field under a required column to open adrop down menu:

• Full – select this option to grant full authorization for the document in thecurrent relationship.

• R/O – (Read Only) select this option to grant a read only authorization for thedocument in the current relationship.

• None – select this option to define that the user can only view and updatedocuments of this type owned by him.

Full Authorization – click this pushbutton in order to define a Full authorization in allthe fields in the table.




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Read Only - click this pushbutton in order to define an R/O (Read Only) authorizationin all the fields in the table.No Authorization - click this pushbutton in order to define that the user could only view

and update documents owned by him.

Note!

• An employee who is linked to a super user is automatically granted full dataownership authorization for all the document types. In this case, the option Fullwill be displayed in all the columns in the table and you will not be able to selecta different authorization manually.

• The default data ownership authorization for a regular user is None.

• Data ownership authorizations apply to sales and purchasing documents, theOpen Items List, Sales Opportunities and Sales Opportunities Reports.

Example for Defining and Using Data Ownership AuthorizationsThe following example demonstrates how different data ownership authorizations for the three highlighted employees will influence their work in SAP Business One.

General Assumptions:

•

Ron Palmer, the general manager, is defined as a super user and therefore hasfull data ownership authorization.

• Linda and Barbara belong to the same team, the Social Events team. Accordingto their roles in this team:

o Linda has full data ownership authorization for all the documents ownedby any of the team members i.e. documents she owns and documentsBarbara owns.

o Barbara has a data ownership authorization to display only documentsshe owns.

Note! Linda and Barbara may have additional data ownership authorizations such asManager, Subordinate etc. The above example describes a situation in which there isonly a Team type data ownership authorization.

Ron Palmer

Linda Carter

Accountant

Daniel Jordan

Sales Manager

Bill Levine


Sophie Klogg


Brad Thompson

Sales Employee

Ruth Jefferson

Sales Employee

Barbara Lee

Sales Employee

Peter Douglas

Sales Employee

SocialEventsTeam




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These are the data ownership authorizations for Ron, Linda and Barbara according tothe assumptions described above:

Ron

Since Ron is a super user, you can see that he has Full data ownership authorizationfor all the documents in all the relationship types. The authorizations are displayed ingrey and are blocked for changes.

Linda

Linda has Full data ownership authorization for all the documents owned by her teammembers; therefore you can see that the option Full was selected for all the documenttypes under the column Team.




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Barbara

Since Barbara is authorized to access only documents she owns, you can see that shehas no data ownership authorization at all. All the fields under all the relationship typesdisplay None.

Results:

• Ron can display and update all the documents in the company.

• Linda can display and update documents she or Barbara own.

• Barbara can display and update only documents she owns.

• All the above users can display and update documents which are not linked to a

certain owner.• When Linda or Barbara browse through existing documents, SAP Business

One skips those documents which they are not authorized to view.

• If Linda or Barbara tries to find a specific document to which they are notauthorized, the following error message will be displayed: "No matching recordsfound".

• Linda and Barbara cannot see documents for which they have no dataownership authorization in the Open Items List.

• In other reports and in queries, Linda and Barbara will not be able to use anylink arrows to open documents for which they have no data ownershipauthorization (however they can view the data displayed in the report or query).

Data Ownership of a Document (an ownership by the Document Header Owner)

Assumptions:

• The company works with data ownership authorizations.

• Each one of the users is authorized to create Sales Quotations (in the General Authorization window).

• Each one of the users has created and owns at least one Sales Quotation.




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An example of a Sales Quotation owned by Linda:

Owner – this field displays the name of the employee who owns the document.

Defaults for the field Owner in the document header:

1. When a default sales employee is defined for a business partner (BusinessPartner Master Data General tab page), the employee who is linked to thatsales employee (Employee Master Data window) will be displayedautomatically.

2. If the sales employee name selected in the document is not linked to anemployee, the Owner field will display the employee linked to the user who iscurrently logged in SAP Business One.

3. If there is no link between the user and an employee, the Owner field willremain blank.

It is possible to select a different owner than the default one by clicking the Choose

From List icon .

Row Level Data Ownership AuthorizationIn addition to the data ownership authorization at the document header level it ispossible to define authorization at the document row level.This option is mainly used for cases where a certain document is updated by more thanone user. For example, when a certain employee replaces another employee's positionand adds new rows to an existing document. In this case the new rows should beowned by the new employee.




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Data Ownership ExceptionsAdministration System Initialization Authorizations Data OwnershipExceptions

This window allows you to define a method for filtering your data ownershipauthorizations. The filtering will be done according to the definition for each user in theData Ownership Authorizations window.

The Objects tab page

Use this tab page to define the filtering method for every document type.Document – displays the document types for which you can define a data ownershipfiltering method.Filtered – use this column to select a relevant filtering method for each document type:

• No Filtering – select this method to allow full access to the documents by allthe users. In effect, this option cancels the data ownership authorization for thisdocument type.

• By Header and Line Owners – select this method to allow users with a dataownership definition at either the Header or Row level to access this documenttype.

• By Header Owner Only – select this method to allow users with a data

ownership definition at the Header level only to access this document type.




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In order to change the owners linked to a row in a certain document you need todisplay the Owner column in the document table. Do so by clicking the Form Settings

icon :

In the Table Format tab page, check the boxes Visible and Active next to the fieldOwner.




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You can change the owner in a document row in one of two ways:

• By deleting the existing owner's name and replacing with a different owner.

• By changing the name in the field Owner found in the document's header. In

this case, the following system message will be displayed:

Click Yes to update the new owner in all the document rows.Click No to leave the owners as selected in the existing document rows. Theowner in every new added row will be the owner defined in the document

header.

Note! Only users authorized to update an existing document will be able to change theowner in the document rows. In addition, every user who adds a new document canchange the owner in the document rows before adding the document.




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or in the field Owner in one of the document rows. In addition, they couldaccess Sales Quotations which are not linked to any owner.Barbara could access and update Sales Quotation number 124 shown

above.2. When Linda or Barbara browse through existing Sales Quotations, SAPBusiness One skips documents which they are not allowed to view.

3. If the filtering method 'By Header Owner Only' was selected for Sales Quotationunder Data Ownership Exceptions Objects tab page:

• Linda could access and update all the Sales Quotations in which she or Barbara is defined as owners in the document header.

• Barbara could access and update only Sales Quotations in which she isdefined as the owner in the document header or Sales Quotations which arenot linked to any owner. In our example, Barbara will not be able to viewSales Quotation number 124 shown earlier.

• When Linda or Barbara browse through existing Sales Quotations, SAP

Business One skips documents which they are not authorized to view.

The Excluded Forms tab pageIt is possible to allow unauthorized users to view documents displayed by variousreports or windows. In this case, you should use the Excluded Forms tab page to allowthis option.Administration System Initialization Authorizations Data OwnershipExceptions Excluded Forms tab page:

Form - click this field to open a drop down menu and select the required form to whichyou would like to apply a certain filtering method.Note! The drop down menu displays all the forms in SAP Business One includingforms which are not relevant for data ownership authorizations.

Filtered – use this column to select the required filtering method for every selectedform.

• No Filtering – select this method to allow a full access to the selected form byall the users.




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• By Header Owner Only – select this method to allow users with a dataownership definition in the Header level only to access the form.

Note! All the forms which are not selected in this tab page will be filtered according to

the definition made for the object under the Objects tab page described earlier.

Example of Data Ownership with Excluded Forms Assumptions:

• The company works with data ownership authorizations.

• Each one of the users is authorized for creating Sales Quotations (in theGeneral Authorization window).

• Each one of the users has created and owns at least one Sales Quotation.

• Sales Quotation number 124 owned by Linda consists of rows owned byBarbara as described in example number 2.

• The Open Items List form is selected under Data Ownership Exceptions Excluded Forms tab page.

Results:1. If the Open Items List is defined with the method No Filtering in the

Excluded Forms tab page:

• Both Linda and Barbara are authorized to view all the Sales Quotationscreated in the company in the Open Items List, including those ownedby Ron Palmer, regardless of the filtering method defined for SalesQuotations under the Objects tab page.

• However, if either Linda or Barbara tries to access a Sales Quotationowned by Ron Palmer using the link arrow in the Open Items List report,

SAP Business One will display the system message: "You are notpermitted to observe this data".

2. If the Open Items List is defined with the method By Header Owner Only under the Excluded Forms tab page:

• Both Linda and Barbara will be authorized to view all the SalesQuotations for which they have data ownership authorization in thedocument header in the Open Items List.Sales Quotation number 124 will not be displayed in an Open Items Listgenerated by Barbara since she does not have data ownershipauthorization for the document header (Linda is defined as the header owner in this document).

data ownership 2004 a

Documents