Modify Users

There are multiple ways to modify user information in SAP Analytics Cloud.

This guide is for administrators who need to update user log-on information, batch-update user information using a CSV file, edit a user's SAML Mapping, or delete users.

Note

Users can update their user profile information and preferences at any time. For more information, see Edit Your Profile.

Who Does This Apply To?

  • System adminstrators
  • System owner

Update User Email Addresses

You can update the user email addresses used for log-on.

When you create a user, you must add an email address. The email address is used to send logon information.

To edit a user's email address, from the side navigation, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path, and select the email address you want to modify. Add a new email address and press Enter, or select another cell to set the new address.

If the email address is already assigned to another user, a warning will appear and you must enter a new address. Every user must be assigned a unique email address.

A new logon email will be sent to the updated address.

As long as a user has not logged on to the system with the new email address, the email address will appear in a pending state on the Users list.

Modify Users from a File

You can batch-update existing users by importing user data that you have saved in a CSV file.

Prerequisites

The user data you want to import must be stored in a CSV file. At minimum, your CSV file needs columns for UserID, LastName, and Email, but it is recommended that you also include FirstName and DisplayName.

For existing users that you want to modify, you can create the CSV file by first exporting a CSV file from SAP Analytics Cloud. For more information, see Export Users.

Note

The first name, last name, and display name are linked to the identity provider, and can't be changed in the User list page, or when importing a CSV file. (In the User list page, those columns are grayed out.)

To edit those values, you'll need to use the user login, and edit that user's profile.

Edit the downloaded CSV file to remove columns whose values you don't want to modify, and to remove rows for users whose values you don't want to modify. Do not modify the USERID column. This ensures that entries can be matched to existing users when you re-import the CSV.

These are the available mapping parameters when importing CSV user data:

Parameter Description
User ID  
First Name  
Last Name  
Display Name  
Email  
Manager  
Roles  
Mobile  
Phone  
Office Location  
Function Area Can be used to refer to a user's team or area within their organization.
Job Title  
Clean up notifications older than Set in user settings: when to automatically delete notifications.
Email Notification Set in user settings.
Welcome message Message that is shown to the user on the home screen.
Page tips Enabled/disabled via the help center (deprecated).
Closed Page tips Closed page tips are tracked so that they are not shown again.
Closed Item Picker Tips Closed tooltips are tracked so that they won't be reopened again (for first time users).
Current Banner Saves which banner is currently showing.
Last Banner The UUID of the last closed banner.
Last Maintenance Banner Version The version when the last maintenance banner was shown.
Marketing email opt in Set in user settings.
Homescreen content is initialized If default tiles have been set for the home screen.
Expand Story Toolbar Set in user settings.
Is user concurrent If the user has a concurrent license.
Default Application The application that will launch when you access your SAP Analytics Cloud URL. The default application can be set in Start of the navigation pathSystem Next navigation step Administration Next navigation step System ConfigurationEnd of the navigation path or in the user settings.
On the Edit Home Screen dialog, a user can override all the default preferences that have been set by the administrator for the system (Start of the navigation pathSystem Next navigation step Administration Next navigation step Default AppearanceEnd of the navigation path). These are the preferences:  
Override Background Option  
Override Logo Option  
Override Welcome Message  
Override Home Search To Insight  
Override Get Started  
Override Recent Stories  
Override Recent Presentations  
Override Calendar Highlights  
Is User Deactivated Set to column values true if the user is deactivated.

Procedure

  1. From the side navigation, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path.
  2. Select Start of the navigation path (Import Users) Next navigation step Import Users from FileEnd of the navigation path.
  3. In the Import Users dialog, choose Select Source File to upload your CSV file.
  4. Choose Define Mapping to assign the fields of your user data from the CSV file to the fields in user management.
  5. Select the appropriate entries for the Header, Line Separator, Delimiter, and Text Qualifier.
  6. Select OK when you've finished mapping.
  7. In the Import Users dialog, choose Import to upload your CSV file according to the defined mapping.

Next Steps

If the CSV file doesn't define roles, you must assign roles to the imported users or a default role will be applied. For more information, see Assign Roles to Users and Teams.

Edit a User's SAML Mapping

To edit a user's SAML mapping, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path, and select the SAML Mapping you want to modify. Add a new SAML Mapping and press Enter, or select another cell to verify the new mapping. Select (Save) to set the new mapping.

Note
If the mapping is already assigned to another user, a warning will appear and you must enter a new mapping. Every user must be assigned a unique mapping.
Note
Only numbers, letters, and the underscore and ampersand characters can be included in mapped attributes: _, &.

A confirmation email will be sent to the email address linked to the new mapping.

As long as a user has not logged on to the system with the new information, the SAML mapping will appear in pending state on the Users list.

Deactivate Users

Context

When you deactivate a user, any licenses they consume are temporarily revoked. A deactivated user cannot log on to the system, and all licenses they previously consumed are freed to be reallocated. The user’s data is saved in the system, but all scheduled data refreshes for models the user owns and publications the user owns are paused. Deactivated users are not removed from teams.

Note
Users can also be deactivated when imported. See Modify Users From File, above.

Procedure

  1. From the side navigation, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path, and select the user IDs you want to deactivate by selecting the check box in the leftmost column of the table.
  2. Select (Deactivate Users).
  3. (Optional) Select Email users to notify them that their accounts have been deactivated.
  4. Select Deactivate.

Results

A deactivated icon will appear next to the selected users.
Note
You can filter users by status using the (filter users) menu.

Activate Users

Context

When you activate a deactivated user, licenses are assigned based on their roles. Activated users can log on to the system, and immediately resume working on their data. Their scheduled data refreshes and publications will resume.

Activated users’ licenses will be included in the license consumption total. To check your license consumption, see Monitor System Usage.

Note
Users can also be activated when imported. See Modify Users From File, above.

Procedure

  1. From the side navigation, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path, and select the user IDs you want to activate by selecting the check box in the leftmost column of the table.
  2. Select (Activate Users).
  3. (Optional) Select Email users to notify them that their accounts have been activated.
  4. Select Activate.

Results

The deactivated icon will disappear.
Note
You can filter users by status using the (filter users) menu.

Delete Users

You can delete users. When you delete a user, you can choose whether to transfer content to a new owner.

Procedure

  1. From the side navigation, go to Start of the navigation path Security Next navigation step  UsersEnd of the navigation path, and select the user ID you want to delete by selecting the check box in the leftmost column of the table.
  2. Choose (Delete) from the toolbar.
  3. Choose what to do with user content.
    • Transfer all content to another user: private, public, and shared content will be transferred to a new owner. Model and connection ownership will also be transferred to the new owner.
    • Delete private files and only transfer public and shared content: public and shared content will be transferred to a new owner. All private content that is not shared will be deleted.
    Note

    By default, only users assigned to the Admin or BI Admin roles can allow the transfer of content when a user is deleted. To create a new role or modify an existing role that includes this feature, you must add the Ownership of Content permission to the role. For more information, see Create Roles.

    Any model permissions, or connections that content depends on, are not modified when a new owner is assigned.

  4. Select a user to transfer the content to.
  5. Select OK to continue and remove the user from the system.