User Maintenance Functions 

User maintenance (Tools ® Administration ® User maintenance ® Users ) includes the following functions:



 - Create

Enter a user name and choose Create . See Create and maintain user master records.

 - Change

Enter an existing user name and choose Change . See Create and maintain user master records.

 - Display

Enter a user name and choose Display. The maintenance description contains information about the contents of the tab displayed.

 - Copy

Choose Copy. Enter the name of a reference user and the new user name.
You can specify whether you want to copy only some of the user data or all of it. On the following screen you can edit the new user master record as required.

You can also rename user master records if you simply want to replace one record with an identical one of a different name.

 - Lock/Unlock

Enter an existing user name and choose Lock/Unlock to grant or deny a user access to a system. Locking or unlocking a user master record takes effect the next time a user attempts to log on. Users who are logged on at the time that changes are made are not affected.

The system automatically locks users if twelve successive unsuccessful attempts are made to log on. The lock is recorded in the system log, along with the terminal ID of the machine where the logon attempt took place.

You can set the number of permissible unsuccessful logon attempts in a system profile parameter. See Limiting Logon Attempts and Predefining Clients for further details.

This automatic lock is released by the system at midnight. You can also remove the lock manually before this time. Locks that you specifically set yourself apply indefinitely until you release them.

Change password

Enter the user name and choose Change password.

This new password must fulfill the standard conditions regarding permissible passwords. See Maintain logon data or choose F1 .

The new password is effective immediately. If users forget their password, they can use the new one as soon as it has been set.

Users may change their passwords no more than once a day. System administrators, on the other hand, may change user passwords as often as necessary.

Edit ® Address

Choose a component (telephone number, fax number, and so on) and make changes as needed.

Environment ® Mass changes

Most changes which can be made for one user in the user management can also be made for a set of users. See Mass changes.

Environment ® Archive and read

Displaying Change Documents

Choose Info ® Infosystem and Change documents in the overview displayed to call a list of changes to user master records, authorization profiles and authorizations. The system logs the following changes:

  • Direct authorization changes for a user (that is, changes to the profile list in the user master record).

Indirect changes are changes to profiles and authorizations contained in the user master record. These changes cannot be seen in the display. You can, however, see them in the change documents for profiles and authorizations.

  • Changes to user passwords, user type, user group, validity period and account number

For each change made, the log shows the deleted value in the Deleted entries line. The changed or new value is displayed in the Added entries line.

Archiving Change Documents

User master records and authorizations are stored in the USR* tables. You can reduce the amount of space that these take up in the database by using the archiving function. Change documents are stored in USH* tables. The archiving function deletes change documents that are no longer required from the USR* tables.

You can archive the following change documents relating to user master records and authorizations from the USH* tables:

  • Changes to authorizations (archiving object US_AUTH)
  • Changes to authorization profiles (archiving object US_PROF)
  • Changes to the authorizations assigned to a user (archiving object US_USER)
  • Changes to a user’s password or to defaults stored in the user master record (archiving object US_PASS)

The functions for maintaining users and authorizations provide access to the archiving system. In the user maintenance initial screen, choose Environment ® Archive and read. In profile and authorization maintenance, choose Utilities ® Archive and read. You then have two options, either Archive auth. docs or Read auth. docs. These options refer to whether you want to archive or read change documents pertaining to users, profiles or authorizations.

See Archiving user and authorization changes.

Environment ® User groups

Users can be assigned to one or more user groups. See User groups.

Environment ® Organizational assignment.

Location of user in HR-ORG.

Environment ® Maintain company address

You can maintain the company address using an additional transaction and assign it in user maintenance using the appropriate pushbuttons.