In this article, we will cover how to create new users, assign licenses, and adjust user settings in Oracle Primavera Cloud. This will generally be the first step of implementation when setting up the database.
All administration settings can be managed using the Global Admin tool. This page is only available for users that have been added as an application administrator. You can have multiple application administrators for the OPC database, but there is generally just one to start with. Additional application administrators can be set while adding additional users. To access Global Admin, select the Object Selector > Global Admin.
Adding a New User
To add a new user to Oracle Primavera Cloud, select Add.
First, under User Details, select a Company that the user should be associated with. A company will be automatically created for your organization once a license is acquired. If this user is a part of your company, select your company from the list and press Select. Users from other companies can also be added to your OPC database if they need to access project information, but additional companies will need to be added manually. This can also be done from Global Admin, under the Companies app.
If your company has more than one office location, you also need to choose an Office – but if there is just one single location, this will fill in automatically.
Next, use the First Name and Last Name fields to enter in the user’s name. Then, choose a language for the user to access the program.
You can choose to associate additional information to the user, such as Phone, Mobile, and Title – but these fields are all optional.
Under Permissions, you can choose the User Type, License, and Global Permission Set to apply. If the user has the same security settings as another user in the application, you can choose to Copy Security Settings from an Existing User.
The user being created will automatically take on the security and access settings of the user selected within this field.
If you don’t choose to copy settings, you have to choose each of these fields manually.
First, choose a User Type, and there are five options available:
- Users: These are standard users whose access to data will be determined by assigned permissions. This is generally the choice for most standard users from your organization.
- Company Restricted Users: These are users from other companies that may need access to your OPC database. These users are only able to access information assigned to their specific company.
- Application Administrators: These are users with access to all workspaces, projects, portfolios, programs and ideas. Users assigned with these user types are able to perform all functions within the application, and are also able to adjust further Global Admin settings. This should be the choice if you need this user to be another application administrator, along with yourself.
- Contact Only: These are users that receive email notifications from Oracle Primavera Cloud, but cannot log in to the program. This user type does not require an OPC license.
- Idea Submitter Only: These are users that can submit ideas within the application This user types also does not require an OPC license.
Next, choose a License to assign to the user. This option will only appear if your organization owns more than one type of license – if you only have one, there will be no option here. Select the boxes for the licenses you would like to assign to the user. You can assign more than one license to a single user to give them access to different application functions.
You can also leave this section blank and assign license access after the user is created. However, until a license is assigned to the user, they will not be able to log in to the application.
Finally, choose a Global Permission Set. Global Permission Sets determine what users can do within the application – such as if they can adjust User Preferences or Export Projects. Custom global permission sets can be created, but when first starting with implementation, there are two default global permission sets available:
- View Only (System): This permission set gives the user read-only privileges. This means that they are able to view data within the program, but they aren’t able to adjust anything.
- Administrator (System): This permission set has all privileges assigned. It grants all functionality within the program. It should be noted, however, that setting the Administrator global permission set does NOT mean that the user will have access to every project. Objects, such as workspaces and projects, will still need to be assigned to the user for them to be able to view and access it.
Any custom permission sets will appear here as well. For help creating a new global permission set, please refer to this article.
Under User Groups, you can assign the user to any user group that has been created by selecting Assign. User groups allow you to assign permissions and access to multiple users simultaneously. This is not a mandatory field, and if you don’t need to add the user to a User Group, press Next to continue.
You also need to assign a permission set for the assigned object. While assigning the object gives the user access to the object, the permission set will determine exactly what they can do within that object – such as if they can add data, edit data, or delete data.
Here, you can assign any objects that the user needs to access. However, you do not have to assign access at this point – it can always be done within the created object or by editing user details later on.
Select Finish to add the user.
Adjusting User Details
Once added, the user will be listed from the Users page. If any user details need to be adjusted, select the Settings gear for the selected user.
The company, office, and email fields can not be adjusted.
Selecting Manage Access allows you to assign objects and object permission sets to users. Again, you need to assign all objects the user needs to access – for example, if a project is not assigned to a user, they will not be able to see the project in the database.
For each object assigned to the user – projects, workspaces, programs, portfolios, or ideas, you need to assign an object permission set, which determines what the user can do within the object.
Selecting Manage Defaults allows you to adjust the default permission sets assigned to the user when a specific object is assigned to them. For example, if you set a default project permission set, that permission set will automatically be assigned to them for any assigned project.
Selecting Manage Apps allows you to adjust the apps that appear in the toolbars for the selected user.
Resetting User Password
Unlike in Primavera P6, the application administrator in Oracle Primavera Cloud does not have the capability to view, set, or change a user’s password. The password is set and managed directly by the user.
However, if a user loses their password, the application administrator can reset their password from the Users page. Additionally, if a created user lost their original activation email, resetting the password will send them a new email where they can set their password and activate their account.
To reset a user password, select the Settings button next to the user and select Reset User Password.
Users added to the Oracle Primavera Cloud database cannot be removed. This is because the Users page is meant to be a depository for all team members, allowing licenses to be switched between them as needed.
If you’ve created a user for a team member that is no longer with your company, you can choose instead to deactivate them. Deactivating a user will set their status to Inactive and they will no longer be a choice in the User menu when assigning users within the program.
To deactivate a user, select the Settings button for the user and select Deactivate User.
If the user ever needs access to the program again, you can always activate them again by selecting the Settings button and pressing Activate User.
Moving a License from One User to Another
If your organization has more users than active licenses, you may need to move licenses from one user to another. A user is only able to log in to the program if they are assigned a license. You can continue to switch licenses in and out from users as needed to ensure that all users that need to access the program are able to.
To move licenses from one user to another, select the License Usage application within the Global Admin toolbar. If your organization only has one type of license, this app will not be available.
If you currently have 0 of your needed license available, you’ll need to remove a user from the license in order to assign it to someone else. After selecting the license type, the bottom of the page will show the users that are currently assigned to it. To remove a user from the license, select the Settings gear next to their name and select Remove.
Press Save in the upper right hand corner.
In the Assign Users window, search for the desired user, select them, and press the down button. Select Assign, and then Save.
The user will now be able to log in and access the Oracle Primavera Cloud database.
Have you acquired an Oracle Primavera Cloud license and are not sure what to do next? Taradigm offers OPC implementation services! Contact us today for more information.
Lauren Hecker is an Oracle Primavera Cloud Instructor and teaches onsite and virtual Oracle Primavera Cloudcourses. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!