Monday, December 19
Data Ownership per Document and per Row, Data Ownership Exceptions Window
At the conclusion of this topic you will be able to define data ownership per document per document and per row , describe the data ownership exceptions window , and allow unauthorized users to view documents displayed in various reports or windows .
Defining data ownership per document per document and per row : owners of a document can be determined at two levels , using two different fields within the document . The first one is the header level owner which is defined in the owner field which is located at the document’s header . Next is the row level owners , which can be selected in every document row . This option is mainly used for cases when a certain document is updated more than one user , for example , when a certain employee replaces another employee’s position and adds new rows to an existing document .
Lets take a look at the owner fields in a documents . Lets go to sales A/R and open the sales quotation window . Here you can see the owner field in the header area . This is the header level owner field . This field has several defaults for displaying the owner of the document . Lets try doing this by selecting customers . You can see that as we select the customer , the owner Barbara Lee is displayed in the field . This is since the sales employee , Barbara Lee is selected as the default sales employee of this customer . Since the sales employee Barbara Lee is also linked to the employee master data of Barbara , the owner of this document will be automatically be set as Barbara . Lets select a different customer . You can see now that the owner in this field is Linda Carter , who is also the user who is currently logged in in SAP business one . This is since this customer has no sales employee defined as default . Lets see another example . Lets select customer . you can see that the sales employee here is not the owner of the document . this is since this sales employee is not linked to any employee master data . The third option in the owner field in the header area is to be blank . This happens when there is on linked between the user that is currently logged into the SAP business one and an employee master data . Here no user is selected in this field . Lets select the first customer again . Now take a look at the owner field at the row level .In order to display the owner field in the table , click on the form settings icon . Select the table format tab page , scroll down and check the boxes visible and active next to owner . You can see that as a default the owner in the row level is copied from the owner field at the header level . Lets select some items . You can see again that each one of the item rows is assigned to the owner from the header level . Of course it is possible to change the owner in each row manually . You would do this in case a certain document is updated more than one user . For example , if Barbara is on vacation and Linda replaces her and adds new rows in an existing document she would like to own the rows she has added . In order to change the owner , delete the name of the current owner click the tab key and select the required employee from the list . You can now see that the first two rows are owned by Barbara and the third is owned by Linda . In addition you can change the owner field at the header level . Click the choose from list icon and select a relevant employee . In this case Linda who is currently logged in SAP business one would like to be the owner of the entire document . When she clicks choose , this system message is displayed – update existing rows ? click no to leave the owners as selected in the existing document rows . However the owner in every new added row will be the owner selected in the document header . If you click yes then the new owner will be updated in all the document rows . Note that only users authorized to update an existing document will be able to change the owner in the document rows . In addition , every user who adds a new document can change the owner in the document rows before he adds the document .
It is possible to define a filtering method for every document type in the data ownerships exceptions window under the objects tab page . This filtering method determines which employees would be allowed to view a certain document according to the owners defined per document per row .
When you select to use the filtering method by – by header owner only , for documents in data ownership exceptions window , your employees could access documents , according to the owner selected in the document’s header . You would usually select to use the filtering method by – by header and line owners , for documents in data ownership exceptions window , if several employees update the same document . In this case each one of these employees owns the document rows he has added and thus is allowed to access the document . Note that the ‘ by header owner only ‘ is a more restrictive method .
Lets take a look at the data ownership exceptions window . Click on administration , system initialization, authorizations , and click on data ownership exceptions . This window allows you a method for filtering the data ownership authorizations . The filtering will be done according to the definition for each user in the data ownership authorization window as explained in the previous topic . Under the objects tab page you need to define the filtering method for every document type . Under the document column , you can see all the document types through which you can define a data ownership filtering method . Under the filtered column , you need to select a relevant filtering method for each document type . Click the field to open a dropdown menu . Choose no filtering to allow full access to the document by all the users . In fact if you select this option, the data ownership authorization for this document type will be cancelled . Therefore , if we now leave no filtering as the method for sales quotation , all the users will be able to see all the sales quotations created by all the employees regardless of any data ownership authorizations defined in the company . ‘ by header and line owners ‘ – select this method to allow users with a data ownership definition at a header or row level to access this document type . This means that if an employee is defined as an owner in either of the header owner field . or row owner field , he or she will be able to access the quotation , the method by header owner only allows user with the data ownership by the header level only to access this document type .This means that only users who are defined as the owners of the document at the header level will be able to access this document. In this case , the sales quotation . This is a more restrictive method . Lets see how each one of these filtering methods affects the documents accessible for your users . lets begin with the no filtering method . You can see that the data ownership exceptions are changed by Ron Palmer since he is a super user and authorizations in general can be changed only by super users . Lets go to Barbara’s screen . Lets open the sales quotation window and browse through existing sales quotations . As you can see, the owner of this document is Linda Carter . The owner of this document is Ron Palmer .However , Barbara can access these two documents . This is since the method defined here for sales quotation is – no filtering . Now lets see how the filtering method ‘ by header and line owners ‘ affects the documents which Barbara can access . Lets start from 133 , and Barbara browses back . Sales quotation 132 is displayed since Barbara is defined as one of the row owner . Although Linda is the header owner here, Barbara is defined as the row owner and therefore she can access this document . You can see that SAP business one skipped sales quotation number 131 , and displays this one. This is because Barbara is not defined as either a row owner or a header owner in sales quotation number 131 . If we browse back again we can see that another sales quotation skipped . Again for this reason .Lets go back to Ron and change the filtering method to ‘ by header owner only ‘ . This is the most restrictive method and will allow Barbara to access only documents in which she is defined as the header owner . Lets see now which documents Barbara can access . Again we started number 133 and Barbara browses back . As you can see , SAP business one skips sales quotations numbers 132 and 131 . Lets take a look at Linda’s screen and we can see that sales quotation 132 includes Barbara as the owner at the row level , However , Linda is the owner at the header level . Thus this sales quotation is not accessible to Barbara , when the method selected is ‘ by header owner only ‘ .
Excluded forms : In the data ownership exceptions window it is possible to allow unauthorized users to view documents displayed in various reports or windows . In this case you should use excluded forms tab page to allow this option .
Lets take a look at the exclude forms tab page . Click on administration , then system initialization , authorizations and click on data ownership exceptions . Click the excluded forms tab page . Here you can allow unauthorized users to access documents displayed in various reports or windows . Under the form column you can select the required window , form or report to which you would like to apply a ceratin filtering method . Here we have selected the open items list , which is a report displaying sales or purchasing documents . Under the filtered column you need to select the required filtering method for every selected window , report or form . No filtering – select this method to allow all the users to a full access to the selected form , window , or report . Select ‘ by header owner only ‘ to allow users with a data ownership definition at the header level only to access the form , window or report . Lets select – no filtering . Now lets take a look at Barbara’s open item list . As you can see here, all the open sales quotations in SAP business one are displayed in the report . If you remember from our last session Barbara has no data ownership authorization at all . Lets click on sales quotation number 132 . The sales quotation is displayed . You can see that Barbara is at the row level .However , this document is accessible to her , since in the objects tab page , the sales quotation is defined by header and line owners . Now lets try to access sales quotation 126 .A s you can see , SAP business one displays the system message – you are not permitted to observe this data . Lets take a look at Linda’s data , and we can see that the sales quotation number 126 is owned by Linda Carter at both the row and the header levels . This is why Barbara cannot access the actual sales quotation , but can see it in this report . This is again since the open items list is defined by no filtering under the excluded forms tab page . Now lets change the filtering method to – by header owner only . Lets take a look at Barbara’s screen again . She can display the open items list, however she cannot see all the open sales quotations in SAP business one . You can see that there are gaps in the numbering here . As we open a sales quotation we can see that only sales quotations owned by Barbara are displayed and accessible . In addition , sales quotations that are not owned by any of the owners are also accessible to Barbara .
You are now able to define data ownership per document and per row , describe the data ownership exceptions window , allow unauthorized users to view documents displayed in various reports or windows .
Defining data ownership per document per document and per row : owners of a document can be determined at two levels , using two different fields within the document . The first one is the header level owner which is defined in the owner field which is located at the document’s header . Next is the row level owners , which can be selected in every document row . This option is mainly used for cases when a certain document is updated more than one user , for example , when a certain employee replaces another employee’s position and adds new rows to an existing document .
Lets take a look at the owner fields in a documents . Lets go to sales A/R and open the sales quotation window . Here you can see the owner field in the header area . This is the header level owner field . This field has several defaults for displaying the owner of the document . Lets try doing this by selecting customers . You can see that as we select the customer , the owner Barbara Lee is displayed in the field . This is since the sales employee , Barbara Lee is selected as the default sales employee of this customer . Since the sales employee Barbara Lee is also linked to the employee master data of Barbara , the owner of this document will be automatically be set as Barbara . Lets select a different customer . You can see now that the owner in this field is Linda Carter , who is also the user who is currently logged in in SAP business one . This is since this customer has no sales employee defined as default . Lets see another example . Lets select customer . you can see that the sales employee here is not the owner of the document . this is since this sales employee is not linked to any employee master data . The third option in the owner field in the header area is to be blank . This happens when there is on linked between the user that is currently logged into the SAP business one and an employee master data . Here no user is selected in this field . Lets select the first customer again . Now take a look at the owner field at the row level .In order to display the owner field in the table , click on the form settings icon . Select the table format tab page , scroll down and check the boxes visible and active next to owner . You can see that as a default the owner in the row level is copied from the owner field at the header level . Lets select some items . You can see again that each one of the item rows is assigned to the owner from the header level . Of course it is possible to change the owner in each row manually . You would do this in case a certain document is updated more than one user . For example , if Barbara is on vacation and Linda replaces her and adds new rows in an existing document she would like to own the rows she has added . In order to change the owner , delete the name of the current owner click the tab key and select the required employee from the list . You can now see that the first two rows are owned by Barbara and the third is owned by Linda . In addition you can change the owner field at the header level . Click the choose from list icon and select a relevant employee . In this case Linda who is currently logged in SAP business one would like to be the owner of the entire document . When she clicks choose , this system message is displayed – update existing rows ? click no to leave the owners as selected in the existing document rows . However the owner in every new added row will be the owner selected in the document header . If you click yes then the new owner will be updated in all the document rows . Note that only users authorized to update an existing document will be able to change the owner in the document rows . In addition , every user who adds a new document can change the owner in the document rows before he adds the document .
It is possible to define a filtering method for every document type in the data ownerships exceptions window under the objects tab page . This filtering method determines which employees would be allowed to view a certain document according to the owners defined per document per row .
When you select to use the filtering method by – by header owner only , for documents in data ownership exceptions window , your employees could access documents , according to the owner selected in the document’s header . You would usually select to use the filtering method by – by header and line owners , for documents in data ownership exceptions window , if several employees update the same document . In this case each one of these employees owns the document rows he has added and thus is allowed to access the document . Note that the ‘ by header owner only ‘ is a more restrictive method .
Lets take a look at the data ownership exceptions window . Click on administration , system initialization, authorizations , and click on data ownership exceptions . This window allows you a method for filtering the data ownership authorizations . The filtering will be done according to the definition for each user in the data ownership authorization window as explained in the previous topic . Under the objects tab page you need to define the filtering method for every document type . Under the document column , you can see all the document types through which you can define a data ownership filtering method . Under the filtered column , you need to select a relevant filtering method for each document type . Click the field to open a dropdown menu . Choose no filtering to allow full access to the document by all the users . In fact if you select this option, the data ownership authorization for this document type will be cancelled . Therefore , if we now leave no filtering as the method for sales quotation , all the users will be able to see all the sales quotations created by all the employees regardless of any data ownership authorizations defined in the company . ‘ by header and line owners ‘ – select this method to allow users with a data ownership definition at a header or row level to access this document type . This means that if an employee is defined as an owner in either of the header owner field . or row owner field , he or she will be able to access the quotation , the method by header owner only allows user with the data ownership by the header level only to access this document type .This means that only users who are defined as the owners of the document at the header level will be able to access this document. In this case , the sales quotation . This is a more restrictive method . Lets see how each one of these filtering methods affects the documents accessible for your users . lets begin with the no filtering method . You can see that the data ownership exceptions are changed by Ron Palmer since he is a super user and authorizations in general can be changed only by super users . Lets go to Barbara’s screen . Lets open the sales quotation window and browse through existing sales quotations . As you can see, the owner of this document is Linda Carter . The owner of this document is Ron Palmer .However , Barbara can access these two documents . This is since the method defined here for sales quotation is – no filtering . Now lets see how the filtering method ‘ by header and line owners ‘ affects the documents which Barbara can access . Lets start from 133 , and Barbara browses back . Sales quotation 132 is displayed since Barbara is defined as one of the row owner . Although Linda is the header owner here, Barbara is defined as the row owner and therefore she can access this document . You can see that SAP business one skipped sales quotation number 131 , and displays this one. This is because Barbara is not defined as either a row owner or a header owner in sales quotation number 131 . If we browse back again we can see that another sales quotation skipped . Again for this reason .Lets go back to Ron and change the filtering method to ‘ by header owner only ‘ . This is the most restrictive method and will allow Barbara to access only documents in which she is defined as the header owner . Lets see now which documents Barbara can access . Again we started number 133 and Barbara browses back . As you can see , SAP business one skips sales quotations numbers 132 and 131 . Lets take a look at Linda’s screen and we can see that sales quotation 132 includes Barbara as the owner at the row level , However , Linda is the owner at the header level . Thus this sales quotation is not accessible to Barbara , when the method selected is ‘ by header owner only ‘ .
Excluded forms : In the data ownership exceptions window it is possible to allow unauthorized users to view documents displayed in various reports or windows . In this case you should use excluded forms tab page to allow this option .
Lets take a look at the exclude forms tab page . Click on administration , then system initialization , authorizations and click on data ownership exceptions . Click the excluded forms tab page . Here you can allow unauthorized users to access documents displayed in various reports or windows . Under the form column you can select the required window , form or report to which you would like to apply a ceratin filtering method . Here we have selected the open items list , which is a report displaying sales or purchasing documents . Under the filtered column you need to select the required filtering method for every selected window , report or form . No filtering – select this method to allow all the users to a full access to the selected form , window , or report . Select ‘ by header owner only ‘ to allow users with a data ownership definition at the header level only to access the form , window or report . Lets select – no filtering . Now lets take a look at Barbara’s open item list . As you can see here, all the open sales quotations in SAP business one are displayed in the report . If you remember from our last session Barbara has no data ownership authorization at all . Lets click on sales quotation number 132 . The sales quotation is displayed . You can see that Barbara is at the row level .However , this document is accessible to her , since in the objects tab page , the sales quotation is defined by header and line owners . Now lets try to access sales quotation 126 .A s you can see , SAP business one displays the system message – you are not permitted to observe this data . Lets take a look at Linda’s data , and we can see that the sales quotation number 126 is owned by Linda Carter at both the row and the header levels . This is why Barbara cannot access the actual sales quotation , but can see it in this report . This is again since the open items list is defined by no filtering under the excluded forms tab page . Now lets change the filtering method to – by header owner only . Lets take a look at Barbara’s screen again . She can display the open items list, however she cannot see all the open sales quotations in SAP business one . You can see that there are gaps in the numbering here . As we open a sales quotation we can see that only sales quotations owned by Barbara are displayed and accessible . In addition , sales quotations that are not owned by any of the owners are also accessible to Barbara .
You are now able to define data ownership per document and per row , describe the data ownership exceptions window , allow unauthorized users to view documents displayed in various reports or windows .
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