Managing Data Access Sets in Oracle Cloud Financials ERP is crucial for controlling access to financial data across operational units. This guide details how to add, edit, and delete Data Access Sets for a user via the Setup & Maintenance module and through a downloadable spreadsheet.
Prerequisites: Oracle Role Requirements
Before proceeding, ensure the user has the necessary roles to modify Data Access Sets:
- Financial Application Administrator
- Application Implementation Consultant
- Financials Data Access Administrator
Without these roles, users won’t have permission to assign data access in Oracle Financials.
Guide to Assign Data Access Sets
Accessing the Setup & Maintenance Module
- Log in to Oracle Cloud Financials ERP.
- Click on the Navigator (hamburger menu) in the top-left corner.
- Select Setup & Maintenance.
- In the search bar, type: “Manage Reference Data Set Data Access for Users”
- Click on the task link that appears.
Adding a New Data Access Set for a User
- Click on Create (+) to add a new record.
- Enter the following details:
- User Name: Select the user who will receive data access.
- Reference Data Set: Choose the appropriate set for the operational unit.
- Module: Select the financial module (e.g., Payables, Receivables, General Ledger).
- Access Type: Choose Full Access or View-Only based on user needs.
- Click Save and Close to apply the changes.
Editing an Existing Data Access Set
- In the Manage Reference Data Set Data Access for Users screen, search for the user.
- Click on the row containing the user’s existing data access set.
- Modify the relevant fields (e.g., adding a new module or changing access type).
- Click Save and Close.
Deleting a Data Access Set
- Locate the user in the Manage Reference Data Set Data Access for Users task.
- Select the data access set you want to remove.
- Click Delete (Trash Icon).
- Confirm the deletion and click Save and Close.
Bulk Upload Using a Spreadsheet
If multiple users need updates, Oracle Cloud allows you to upload Data Access Sets via a spreadsheet.
Download the Data Access Spreadsheet
- Navigate to Setup & Maintenance > Manage Reference Data Set Data Access for Users.
- Click on Download Template (Excel format).
- Open the file in Excel.
Enter Users Access Data
Fill in the spreadsheet columns:
- User Name
- Reference Data Set
- Module
- Access Type (Full Access/View-Only)
Upload the Completed Spreadsheet
- Return to Oracle Cloud.
- Click Upload File.
- Select the edited Excel file.
- Click Submit.
After processing, you can verify the changes under the Manage Reference Data Set Data Access for Users task.
Managing Data Access Sets in Oracle Cloud Financials ERP is essential for ensuring users have the right permissions across operational units. By following this step-by-step guide, you can efficiently add, edit, or remove data access using the Setup & Maintenance module or a bulk upload spreadsheet. Ensuring users have the correct access improves security, compliance, and operational efficiency in your Oracle ERP environment.