System Administrator Functions

To define user menus for the employees in a company, the system administrator has several possibilities:

• Directly assign roles to a user
• Change roles and assign them or
• Create roles

If you are a user with system administrator authorization, SAP Easy Access provides additional functions that enable you to:

• Call role menus and assign users to the menus
• Create roles

A sample SAP Easy Access initial screen for system administrators is shown below. Note the additional options in the application toolbar.

Activities

To display a role menu, choose Other menu. A list of all roles in the SAP System are displayed in the dialog box that appears. To display role details, select the role. If the role you selected matches the employee’s tasks, choose Assign user. On the following screen, you enter the user ID of the relevant user. The system then asks you whether you want to generate an authorization profile. If you choose Yes, the system assigns the user the authorizations relevant for the role.

For display more information about the select role, choose Documentation.

For system administrators: To create roles, choose Create role or start the Role Maintenance transaction PFCG.

Roles

Roles are collections of activities used in business scenarios. Users access the transactions, reports, or Web-based applications through user menus. SAP currently delivers over 1200 predefined roles. Users can change aspects of roles they are assigned, for example, by creating their own favorites list. (see Creating Favorites and Managing Favorites.)

When a user is assigned a role, they are assigned not only the menu, but also the authorizations they require to access the information, ensuring that the business data is always secure. Authorization profiles are generated according to the activities contained in the role, thus restricting the authorizations of each user in the SAP System to only those activities.

In the mySAP.com Workplace, the user uses a Web browser to view and execute the required tasks and activities. Roles can be assigned here as well.

The system administrator can tailor the user menu to the personal requirements of each user, by adding or deleting menu entries.

For more information about role-specific system administrator functions, see System Administrator Functions.

Managing Favorites

SAP Easy Access allows you to organize your favorites by:

• Creating folders in your favorites list
• Moving, renaming, or deleting favorites and folders

Procedure

Inserting Folders

1. Choose Favorites ® Insert folder.
2. A dialog box appears. Enter a name, and choose Continue.
3. The new folder appears below the currently selected favorite.

Moving Favorites and Folders

To move favorites or folders within a hierarchy level:

1. Select the favorite or folder you want to move.
2. Choose Favorites ® Move ® Up/Down; or choose Move favorites downwards /Move favorites upwards.
3. Repeat this step until the favorite or folder is where you want it.

To move favorites or folders between hierarchy levels, use drag and drop:

1. Select the favorite or folder with the mouse, and keep the mouse button pressed.
2. Drag the favorite or folder to the desired position in the favorites list, and release the mouse button.
3. The favorite or folder appears below the position where you let it go.

Renaming Favorites and Folders

1. Select the favorites or folders you want to rename.
2. Choose Favorites ® Change.
3. A dialog box appears. Enter a new name, and choose Continue.

Or:

From the context menu, choose Change favorites. To open the context menu, click the alternate mouse button.

Deleting Favorites and Folders

1. Select the favorites or folders you want to delete.
2. Choose Favorites ® Delete.

Or:

From the context menu, choose Delete favorites. To open the context menu, click the alternate mouse button.

When you remove a favorite from your favorites list, you are not actually deleting the respective file, program, or transaction; you are merely removing a link to that particular item.

Creating Favorites

In SAP Easy Access, you can create a favorites list containing:

• Transactions
• Files
• Web addresses

Procedure

Inserting an Item from the SAP Standard or User Menu

Use drag and drop:

1. Select an executable menu item using the mouse, and keep the mouse button pressed.
2. Drag the item to the desired position in your favorites list, and release the mouse button.
3. The new item appears below the position where you dropped it.

Or, use the menu bar:

1. Select an executable item in the user menu.
2. Choose Favorites ® Add.
3. The new item appears at the end of your list.

Inserting a Transaction

1. Choose Favorites ® Insert transaction.
2. The following dialog box appears:



3. Enter the transaction code, and choose Continue.
4. The new item appears at the end of your list, and is automatically labeled with the transaction name.

Inserting a Web Address or a File

1. Choose Favorites ® Link or file
2. The following dialog box appears:



3. Enter a name and the Web address or file name, and choose Continue.

• The Web address should start with
http://.. .

EXAMPLE: http://www.sap.com

• The file name should have the format: X:\filename\filepath.

EXAMPLE: C:\Texts\SAP.doc. You can only use this function if you can access local files from your Web browser.

Using the Navigation Area

You can expand and collapse menus in the navigation area by choosing the dropdown arrows to the left of the menu items, as in the example below:

To open an application in the navigation area:

• Double-click its node, or
• Choose Enter, or
• Choose Edit ® Execute

To run an application in a new session, choose Edit ® Run in new window.

You can access the most important commands and functions in the navigation area by opening the context menu. To open the context menu, place the cursor on any item in the menu bar, and click the alternate mouse button.