Portal Roles

Roles Overview

To ensure the appropriate separation of duties within your organization, every portal user (“Contact”) can be assigned one or more “Roles” within the portal. The “Role” defines the permissions that a Contact is granted to perform tasks and controls the information to which that Contact has access.

Roles permit access to specific areas of the Portal and grant access to specific functionality across the Portal (e.g. adding / editing system records).

For separation of duties reasons, no Role grants access to all Portal functionality:

• If the Role(s) assigned to your Contact does not allow access to a particular area of the Portal, you won’t see that area in the navigation menu.
• If the Role(s) assigned to your Contact only grant “view” access to an area of the Portal, you’ll see a notice stating this and listing those team members in your organization with “edit” access.

Responsibilities and Permissions

Roles are designed to reflect the responsibilities within your organisation.

Role	Responsibilities	Permissions
Agreement	Negotiating and signing legal contracts such as NDAs and usage agreements.	Manage agreement expiry reminders Raise Agreement and General tickets View customer information Request hosted customers (hoster customers only) Receive automatic reminder emails for Agreement expiry dates
Application	Performing configuration, customizing and QA of the quantity conversions.	Raise Calculation Issue, Development and General tickets View software listings in the DataLounge (downloading requires Technical role) View customer information
Cust. Admin.	Portal user data management in an organization	Maintain contacts and roles Manage agreement expiry reminders Manage usage key expiry reminders Raise General tickets View customer information Request hosted customers (hoster customers only)
Financial	Payment matters – e.g. receipt and processing of invoices and purchase orders	View invoices Manage payment reminders Raise Financial and General tickets View customer information Receive automatic reminder emails for Payment deadlines
Management	Usage of BCS within an organization, including sign-off for agreements alongside portal user data management in an organization	Maintain contacts and roles Manage agreement expiry reminders Manage usage key expiry reminders View contract/agreement information View invoices View software listings in the DataLounge (downloading requires Technical role) Raise Agreement, Financial, Usage Key Extension, and General tickets View customer information Request hosted customers (hoster customers only) Receive automatic reminder emails for Agreement expiry dates
Procurement	Managing relationship between a customer and their purchaser organization (if applicable)	Raise General tickets View customer information
Purchaser	Supporting a financial or management contact within an organization	View invoices Raise Agreement, Financial and General tickets View customer information
Security	Security-related issues to quantity conversions and their usage (usually within SAP systems	Raise Security and General tickets View software listings in the DataLounge (downloading requires Technical role) View customer information (contacts and systems only)
Technical	Technical installation, upgrade or application of fixes requested by Application contacts.	View and request system usage keys Maintain systems, SAP installations and CSP/product versions Download software in the DataLounge Manage usage key expiry reminders Raise Installation/Technical, Test Agreement Extension, Usage Key Extension, System Limit Change, and General tickets View customer information Receive automatic reminder emails for Agreement expiry and system usage key expiry dates

You may grant more than one role to any Contact if required, and you may also grant a Role to any number of Contacts.

A granular list of permissions each Role grants is shown in the Roles & Permissions Matrix below.

Assigning Roles

Every Contact registered on the portal is based upon the information provided in the “Test Usage Key Request” (TUKR) form, submitted by the customer. If you are reading this documentation before having submitted your TUKR, see the TUKR section for specific information.

Based on TUKR information, the key roles for the customer are assigned to one or more Contacts.

After initial customer creation, Contacts and their roles can be maintained by those Contacts with the “Management” and “Cust. Admin” roles via the Contacts Manager (see Contacts Manager).

One Contact may have more than one role. Likewise, a role may be granted to more than one Contact. We welcome customers defining more Contacts with specific Roles – helping us to streamline communications between our organizations.

Roles & Permissions Matrix

Below is a grid describing the permissions granted to the various roles available within the Portal:

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