Oracle Apps Tutorials : Sys Admin - Users and Responsibilities

This tutorial provides you with a conceptual overview of users and responsibilities, covering the
following topics: Creation of User, Creation of Responsibilities and Assigning Responsibilities to Users.

Overview

Users and Responsibilities are created in oracle applications in order to control the access to the data.
Users are assigned a set of responsibilities through which they can retrieve or modify certain set of
data. Responsibility is a grouping of access in a logical manner. Accounts payable responsibility would
contain all the privileges to create invoices, make payments etc. All the users from the payables
department would be given this responsibility. You can create users, responsibility through system
administrator responsibility in oracle applications.

Creation of User

Navigation – System Administrator ->Security -> User -> Define

Figure 1. Create User Navigation

Follow the above the navigation path and click on Define. You will see following screen in front of you.
Figure 2. Create User

Fields

UserName − Give the username in this field.

Password − Enter desired password twice in this field. You would be required to change the password when you
login first time with this username.

Description − Provide brief description of the user in this field.

Password − Days − No. of Days after which the password will expire for the user.
Expiration
Accesses − No. of Accesses after which the password will expire for the user.

None − The password will never expire

Person − You can attach employee to this user. This is used for HRMS applications

Customer − To attach customer to this user.

Supplier − To attach supplier to this user.

Email − Provide email address for the user. Its use to send notifications to the user through oracle applications.
Fax − Fax number for the user.

Effective Dates − From and To dates between which the user would be active.

Responsibilities − List of responsibilities assigned to the user.

Figure 3. Create User Indirect Responsibilities

Figure 4. Create User Securing Attributes

Securing attributes are used by Oracle HTML-based applications to allow rows (records) of data to be
visible to specified users or responsibilities based on the specific data (attribute values) contained in
the row. You may assign one or more values for any of the securing attributes assigned to the user. If
a securing attribute is assigned to both a responsibility and to a user, but the user does not have a
value for that securing attribute, no information is returned for that attribute.

For example, to allow a user in the ADMIN responsibility to see rows containing a CUSTOMER_ID value
of 1000, assign the securing attribute of CUSTOMER_ID to the ADMIN responsibility. Then give the
user a security attribute CUSTOMER_ID value of 1000.

When the user logs into the Admin responsibility, the only customer data they have access to has a
CUSTOMER_ID value of 1000.

Fields

Attribute : Select an attribute you want used to determine which records this user can access. You
can select from any of the attributes assigned to the user's responsibility.

Value : Enter the value for the attribute you want used to determine which records this user can
access.

Creation of Responsibility

Navigation – System Administrator ->Security -> Responsibility -> Define

Figure 5. Create Responsibility Navigation

Follow the above the navigation path and click on Define. You will see following screen in front of you.

Figure 6. Create Responsibility

Fields

Responsibility Name - If you have multiple responsibilities, a pop-up window includes this name
after you sign on.

Application - This application name does not prevent the user of this responsibility from accessing
other applications' forms and functions if you define the menu to access other applications.

Responsibility Key - This is a unique name for a responsibility that is used by loader programs.
Loaders are concurrent programs used to "load" such information as messages, user profiles and user
profile values into your Oracle Applications tables. To help ensure that your responsibility key is unique
throughout your system, begin each Responsibility Key name with the application short name
associated with this responsibility.

Effective Dates From/To - Enter the start/end dates on which the responsibility becomes
active/inactive. The default value for the start date is the current date, and if you do not enter an end
date, the responsibility is valid indefinitely.

You cannot delete a responsibility because its information helps to provide an audit trail. You can
deactivate a responsibility at any time by setting the end date to the current date. If you wish to
reactivate the responsibility, change the end date to a date after the current date, or clear the end
date.

Available From - A responsibility may be associated with only one applications system. Select
between Oracle Self-Service Web Applications or Oracle Applications.

Data Group - Name/Application The data group defines the pairing of application and ORACLE
username. Select the application whose ORACLE username forms connect to when you choose this
responsibility. The ORACLE username determines the database tables and table privileges accessible
by your responsibility. Transaction managers can only process requests from responsibilities assigned
the same data group as the transaction manager.

Menu - The menu whose name you enter must already be defined with Oracle Applications.

Web Host Name - If your Web Server resides on a different machine from your database, you must
designate the host name (URL) here. Otherwise, the Web Host Name defaults to the current database
host server.

Web Agent Name - Enter the PL/SQL Agent Name for the database used by this responsibility. If you
do not specify an Agent Name, the responsibility defaults to the agent name current at log-on.

Request Group Name/Application - If you do not assign a request security group to this
responsibility, a user with this responsibility cannot run requests, request sets, or concurrent programs
from the Submit Requests window, except for request sets owned by the user. The user can access
requests from a Submit Requests window you customize with a request group code through menu
parameters.

Menu Exclusions Block

Define function and menu exclusion rules to restrict the application functionality accessible to a
responsibility.

Type : Select either Function or Menu as the type of exclusion rule to apply against this responsibility.

• When you exclude a function from a responsibility, all occurrences of that function
throughout the responsibility's menu structure are excluded.
• When you exclude a menu, all of its menu entries, that is, all the functions and menus of
functions that it selects are excluded.
Name : Select the name of the function or menu you wish to exclude from this responsibility. The
function or menu you specify must already be defined in Oracle Applications.

Figure 7. Create Responsibility Excluded Items

Excluded Items : Use the List of Values to select valid attributes. You can assign any number of Excluded Attributes
to a responsibility
Figure 8. Create Responsibility Securing Attributes

Frequently Asked Questions

1. What is the significance of securing attributes while creating users?

2. What is the significance of securing attributes while creating responsibilities?

3. What is the significance of Menu Exclusions in responsibility?

4. What is Excluded Items in Responsibility?

5. How do I assign a responsibility to a user?

6. What is data group in a responsibility?

7. What is the significance of Request Group in the responsibility?