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New Users Auto-Provisioning Explained

Auto-provisioning is a feature that allows automatically provisioning users to Groupware Settings without the admin taking any manual actions on the Provisioning Tab. Auto-provisioning can be pre-configured in a way that meets specific requirements.

How auto-provisioning works

All information regarding new users auto-provisioning is stored in Dashboard > Auto-provisioning (Eligible users).

  • Eligible users is a number of users who meet the auto-provisioning config requirements, including already provisioned users and pending users
  • Provisioned is the number of auto-provisioned users
  • Pending is the users who are ready to be auto-provisioned and waiting their turn

The background process runs periodically and tries to provision the Pending users for each tenant automatically. For all failed users, the system will repeat the provisioning attempt next time.

This process runs every 24 hours. The time when the process starts running is configurable. The span between provisioning checks remains 24 hours.

Auto-provisioned users can be found in Provisioning > History and are marked as Auto-provisioned in the Provisioned By section.

Note

Users who were auto-provisioned and then deleted will not be considered for auto-provisioning anymore; such users should be manually provisioned.

Configure auto-provisioning

1. Auto-provisioning should be enabled by admin on Provisioning tab

2. SAP incident should be created for further configuration by the Server Side Integration Team by providing criteria for a set-up:

  • Creation date of users that are to be provisioned: select candidates to be auto-provisioned that are created on C4C no later than the indicated date
  • Business role: select business roles that you want to be considered for auto-provisioning
  • Email domain of users to be provisioned: select candidates to be auto-provisioned that have the indicated domain name on C4C in their email address field
  • Country/region consideration: select candidates to be auto-provisioned that have indicated Country on their C4C users
  • Organization the users are to be provisioned to: provisions users to indicated organization in Groupware Settings; if not indicated - users will be provisioned to Default Organization
  • Profile to be assigned: (Provisions users and assigns indicated Profile to them in Groupware Settings; if not indicated - users will be assigned with Default Profile)
  • Limit of provisioned users per day: the maximum number of users that are allowed to be provisioned once a day
  • Start time each day at: the time when the auto-provisioning check is triggered; auto-provisioning check runs once a day at the time indicated by a user, so candidates that are eligible to be provisioned will be handled once a day only
  • Send a welcome email: trigger a welcome email to the provisioned user's email address
  • Install Add-In: select yes or no, possible ONLY if a customer is configured with impersonation
  • Enable synchronization: select yes or no, possible ONLY if a customer is configured with impersonation
  1. Admin can view Provisioning History to check if pending users are created in Groupware with success or failure. In case of failure, the admin should check if the email address of a new eligible user already exists in Groupware and report an incident to SAP support