2.3 Defining and Setting Up Users

You must define your employees as users in order for them to use Internet Expenses. As part of this definition process, you assign the self-service application responsibilities and a securing attribute to each user. You can perform all of these activities in the Users window in System Administration.

To define an employee as a user:

1. Log into Oracle Applications using the System Administrator responsibility.
2. Navigate to the Users window.
3. Enter the name that the employee will use to log in to self-service applications in the User Name field.
4. Define a temporary password for the user in the Password field. When the user logs in for the first time, a prompt will appear to request a password change.
5. Select the name of the employee from the list of values in the Person field.
6. Enter the e-mail address of the employee in the E-Mail field, if you use an e-mail system to send workflow notifications to employees.
7. Establish a password expiration.
8. Save your work.

Assigning Responsibilities to Users
Your installation includes these seeded responsibilities:
■ Internet Expenses. Assign this responsibility to employees who will create and track expense reports. This responsibility is required for Internet Expenses users.
■ Internet Expenses Setup and Administration. Assign this responsibility to employees who will perform setup or administration tasks that apply to Internet Expenses only. This responsibility is required for Internet Expenses users.
■ Internet Expenses Auditor. Assign this responsibility to employees who will perform audits of expense reports.
■ Internet Expenses Audit Manager. Assign this responsibility to employees who manage the auditing of expense reports and the management of expense report auditors in Internet Expenses.
■ Expense Analysis and Reporting. Assign this responsibility to employees who will use the Expenses And Violations Reporting page to run expense analysis reports.
■ Workflow User Web Applications. Assign this responsibility to allow employees to access notifications from the worklist, update user preferences, or define notification routing rules. This responsibility is required only if users view and respond to notifications and related details while logged on to self-service applications.
■ Workflow User Web (New). Assign this responsibility to allow users to view, either in a table or a process diagram, the status of workflow processes generated for expense reports and other documents. Users can also view all notifications generated for the workflow process and a list of those who responded to notifications.
■ Workflow Administrator Web (New). Assign this responsibility to allow workflow administrators access to the views available to the Workflow User Web (New) responsibility, along with administer workflow processes

Assigning Securing Attributes

The ICX_HR_PERSON_ID attribute must be assigned to every user of Internet Expenses. Securing attributes determine who a user may enter expense reports for.
At a minimum, users must have a securing attribute defined for themselves, which either system administrators or employees can make. Employees assign securing attributes in the Expenses Preferences page.

The seeded responsibilities in Internet Expenses by default contain the securing attribute ICX_HR_PERSON_ID which confines user access to the user ID value assigned to the securing attribute. The securing attribute can assign authorized
delegates to a user. Authorized Delegates are users who can enter expense reports for another user. For example, managers and other executives may want to give their assistants the ability to enter expense reports for them.

When creating an expense report for someone else, authorized delegates use their own user name and password to access Internet Expenses, and then choose the name of the person that they are creating the expense report for from a pulldown
list. Users can only see the names of the people who have identified them as an authorized delegate.

To assign securing attributes to an Oracle Internet Expenses user:
1. Log into Oracle Applications using the System Administrator responsibility.
2. Navigate to the Users window.
3. Query the user name of an employee that will enter expense reports.
4. In the Securing Attributes tabbed region, enter ICX_HR_PERSON_ID in the Attribute field.
5. In the Value field, enter the Person ID of the employee. If you do not know the employee’s Person ID, select the name of the employee from the list of values. Oracle Applications automatically retrieves the Person ID.
6. Repeat steps 3 and 4 for any persons for whom this employee can enter expense reports.
7. Save your work.

Handling Multiple FND Entries
When a preparer enters an expense report for another employee using the authorized delegate functionality, the system refers to the profile options defined for the FND user of the employee, not the profile option settings of the preparer.
It is recommended for most installations to assign only one FND user per employee.

When an employee is assigned to multiple FND users, Internet Expenses can send workflow notifications to any of these FND users at random. For non- Oracle Projects employees, if an employee is assigned to multiple FND users, Internet Expenses only verifies the profile option settings for the first FND user defined for that employee.

For Oracle Projects employees, if an employee is assigned to multiple FND users, Internet Expenses verifies that all FND users defined for the employee are Projects-enabled (OIE: Enable Projects profile option is set to Yes or Required). If all users are Projects-enabled, then Internet Expenses treats the employee as Projects-enabled. Otherwise, Internet Expenses does not treat the employee as Projects-enabled.

Oracle Applications Fusion Cloud - Inventory

Oracle Cloud/Fusion Procurement training will help you develop the fundamental skills required to set up and use the Procurement module. This training covers all the tasks, setups, forms and reports used in Procurement and related modules