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User Administration Overview

OVERVIEW

Outside of some eCommerce implementations, all users that require access to CPQ Cloud must have a specific user assigned to them. Users can be created and maintained manually by admins, through bulk upload /download, or through user integration with a CRM system.

Users can be created for the Host Company or Partner Organizations. For more information on managing Partner Organization users, see the Partner Organizations topic.

Users cannot be deleted, but they can be inactivated. When a user is inactive, its owner will not be able to log in to CPQ Cloud and the user will not count in the User License count. Actions that were previously done by a user that is not inactive will still be attributed to the active user within CPQ Cloud.

Both active and inactive Host Company users can be created, activated/inactivated, viewed, or modified on the User Administration List page.

ClosedUser Types

All Host Company users fall into two general categories:

Within these two unofficial categories, there are four different user types. There is one “admin user” user type and three “sales user” user types:

User Type Category Description
FullAccess Admin User

Outside of specific pages designated only for the superuser, FullAccess users can access all admin pages and all user-side pages unless otherwise restricted.

FullAccess users can perform all admin tasks they can access, with the exception of creating and modifying users. In order to create or modify other users, FullAccess users must have the Create/Modify users checkbox selected in their user profile. Giving a FullAccess user permission to create and modify users is also known as giving a user “superuser rights,” since the user’s access rights will be similar to that of the site’s superuser. Without the permission to create or modify users, FullAccess users will only see their own user profile when accessing the User Administration List.

FullAccess users that do not have permission to create and modify users can have their admin access further restricted to only specific Product Families, Supported Product Families, or Data Table Folders, if desired. For more information, see the Admin Access Control topic.

SalesAgent Sales User SalesAgent users only have access to the user-side of the application and cannot access any admin modules. SalesAgent users also have read/write access to the CPQ Cloud Accounts database.
ChannelAgent Sales User ChannelAgent users only have access to the user-side of the application and cannot access any admin modules. ChannelAgent users also have read access to the CPQ Cloud Accounts database.
RestrictedAccess Sales User

RestrictedAccess users only have access to the user-side of the application and cannot access any admin modules. RestrictedAccess users do not have access to the Accounts database.

Note: If your CPQ Cloud site is integrated with a CRM system and you therefore do not use CPQ Cloud’s native Accounts Database, it is recommended to create all sales users as RestrictedAccess users.


ClosedDefault Users

All CPQ Cloud sites have three default, special users:

User Category User Type Description
superuser Admin User FullAccess

The superuser is typically the main CPQ Cloud admin.

By default, the superuser has permission to create and modify users, and this right cannot be revoked.

The superuser also has certain tasks that only it can perform, such as Parts integration, viewing Document Designer and Email Designer template XSL files, and archiving Transactions.

The superuser cannot be inactivated, but can have certain aspects of its user profile modified.

guest Sales User RestrictedAccess

The guest user gives external users that do not have CPQ Cloud login credentials access to the Home Page and any Configurators with punch-ins on the Home Page.

In order for external users to access the Home Page with the guest user, Allow Guest Access must be set to Yes in General Site Options.

The guest user is used in public-facing eCommerce implementations where anyone can access Configuration without needing to log in. Guest users can configure a product and view its pricing within the Configurator, but once a Process Invocation action (such as Create Quote) is invoked, the user must sign in to CPQ Cloud or sign in as a temporary user, depending on the implementation.

The guest user can be modified and inactivated, but inactivating the guest user is inconsequential. Whether or not the guest user is active or inactive, the Allow Guest Access General Site Option determines if external users can access the Home Page with the guest user, since the guest user does not count in the User License count.

system_user_cpq_server_as_client Admin User FullAccess

The system_user_cpq_server_as_client user is a system user used for OAuth authentication within CPQ Cloud to enable Single Select Pick List functionality. Admins cannot and do not need to do anything to or with the system_user_cpq_server_as_client user.

While it appears that the system_user_cpq_server_as_client user can be inactivated and can be modified, it cannot— errors will occur when an admin attempts to inactivate the user and when an admin attempts to save changes made to the user.


ClosedHost Company User Access Chart


Administration

ClosedAccessing the User Administration List Page

  1. Click Admin to go to the Admin Home Page.
  2. Click Internal Users in the Users section.

    The User Administration List page appears.


ClosedThe User Administration List Page

The User Administration List page contains two lists of users, the User Administration List (active Host Company users), and the Inactive Users List (inactive Host Company users).

Each list contains each user’s Login (username), Name (the First and Last name of the user), and User Type. Clicking a column heading with sort the list based on the values of that column. Clicking a user’s login name will open the user’s profile page. For more information, see the Setting Up Users topic.

Active users (other than the superuser, Guest user, and system_user_cpq_server_as_client user) contribute to the User Licenses figures at the top of the User Administration List.

FullAccess users with permission to create and modify users have access to the following buttons on the User Administration List page:

Button Decription
Import Takes the admin to the Bulk Upload page where user data can be bulk uploaded. For more information, see the Bulk Uploads topic.
Export Bulk Downloads user data to a CSV file within a ZIP file. For more information, see the Bulk Downloads topic.
Add Takes the admin to the User Administration page and begins the process of creating a new user manually. See the Setting Up Users topic for more information.
Inactivate When an active user is selected, clicking the Inactivate button will inactivate the user.
Back Returns the admin to the Admin Home Page.
Activate When an inactive user is selected, clicking the Activate button will activate the user.

ClosedProxy Login

All active users (besides the user the admin is currently logged in as) can be proxy logged in to by FullAccess users with permission to create and modify users.

Proxy login is useful in debugging or verifying that user access changes have been implemented. When proxy logged in as another user, the admin will see the application as the user he/she is proxy logged into sees the application—all of that user’s access rights are applied. Within the system, any action the admin takes while proxy logged in as another user will be attributed to the user he/she is proxy logged in as.

To proxy login as another user:

  1. Log in to CPQ Cloud as a FullAccess user with permission to create and modify users.
  2. Click Admin to go to the Admin Home Page.
  3. Click Internal Users in the Users section.
  4. The User Administration List page appears.
  5. Click the Proxy Login icon () next to the user you want to proxy login as.
  6. The Home Page appears. You will see the Home Page and anywhere else you navigate to within the application as the user you are proxy logged in as would see it.

When proxy logged in to another user, a Proxy Logout button appears next to the Logout button in the top navigation panel. Clicking Proxy Logout will end the proxy session and return the admin to the User Administration List. Clicking Logout while proxy logged in to another user will completely log out of CPQ Cloud.

If, when proxy logged in as another user, an admin attempts to proxy log in as another user on the User Administration List, the admin will be proxy logged out of the first user and proxy logged in to the second user. You cannot be proxy logged in on multiple levels.

When proxy logged in to another user, a Proxy Profile button will take the place of the My Profile button in the in the top navigation panel. Clicking the Proxy Profile button will open the user profile of the user you are logged in as.


ClosedGeneral User Options

There are several General Site Options that relate to users, such as Allow Guest Access, Enable Quick Registration, and password options. For more information, see the Managing General Site Options topic.


NOTES

RELATED TOPICS

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