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UMSWeb v2.

0
User Manual

For Company Admins

Responsible: B2B-UMS
Status: Released
Version: V1.5
Date: November 2012
UMSWeb v2.0
User Manual for Company Admins 2

Contents
1 General Information on UMSWeb ....................................................................................... 4

2 User Management .............................................................................................................. 5

2.1 Fundamentals for Navigation in the „User management“ .............................................. 5

2.2 Change inferface language .......................................................................................... 5

2.3 Own Personal Data ...................................................................................................... 6

2.4 Own Company Data ..................................................................................................... 9

2.5 Change Own Password ..............................................................................................10

2.6 My Admins .................................................................................................................10

2.7 Search for Profiles ...................................................................................................... 11

2.8 Set Up User Profile ....................................................................................................16

2.9 Detail View of a User Profile .......................................................................................17

2.10 View Company Details of a User Profile ...................................................................20

2.11 Delete User Profile ...................................................................................................21

2.12 Deactivate User Profile .............................................................................................22

2.13 Activate User Profile .................................................................................................24

2.14 Deactivate Login ......................................................................................................26

2.15 Activate Login ...........................................................................................................29

2.16 Setting Password .....................................................................................................31

2.17 Editing Roles of an Individual User Profile ................................................................34

2.18 Editing Roles of Several User Profiles ......................................................................37

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2.19 Compare User Profiles .............................................................................................41

2.20 Set Up Another Company Admin ..............................................................................43

2.21 Display Profile Admins ..............................................................................................45

2.22 Editing Admin Rights ................................................................................................46

2.23 Export Data ..............................................................................................................48

2.24 OVERVIEW: Icons in the „User management“ ..........................................................49

3 User Confirmation .............................................................................................................54

4 Glossary for UMSWeb ......................................................................................................57

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1 General Information on UMSWeb


Since the introduction of the Group Business Platform, the B2B User Management System
with its graphical user interface UMSWeb has also been available. UMSWeb is an
adminstration tool for the user profile data of the Group Business Platform. The data
managed involves profile data and authorizations of the profiles.

With the new UMSWeb Version 2.0, the previous functionalities of the Version 1.21 are
offered in a modified way. In addition, new functionalities are available.

You complete the core tasks of the profile administration by using the functionalities under
the tab User management.

Other tabs are also available to you if there are specific authorizations of your user profile.
These offer additional functionalities for special user groups.

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2 User Management
You complete the core tasks of the profile administration by using the functionalities under
the tab User management.

2.1 Fundamentals for Navigation in the „User management“


Under the tab "User management", there are three navigation elements: The Main menu,
the Actions menu and the Orientation area You are located here:… ("breadcrumbs").

The Main menu is continuously available to every user, but is dependent on the
authorizations in the user's profile. This means it can look different for different profiles.
However, the functions offered there do not change during the use of the UMSWeb.

From each page under the tab User management, you can click on the menu items in the
Main menu.

Users whose profiles also have administrative authorization for profiles other than their own,
also have the Actions menu available. The entries in the Actions menu are dependent on
the authorizations of the profile and the work context.

In addition, the Actions menu always offers, on subordinate pages, the menu item Back in
order to cancel the current action and return to the previous page.

The Orientation area You are located here:… serves as an overview of where - i.e. at
which functionality - the user is located. This area is located directly below the tab User
management and lists the pages in the form of a path, by which the user gets to
subordinate pages.

By way of this path, you get back to the previously visited functionalities if you click on the
underscored "breadcrumbs".

Using the browser "Back" function is not recommended and can lead to incorrect behavior.

2.2 Change inferface language


UMSWeb is displayed in the language that is specified as the preferred language for your
user profile.

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If UMSWeb is not displayed in your preferred language, the interface does not exist in this
language. Depending on your browser settings, you will see UMSWeb in this case in German
or English.

You can change your preferred language in your Own personal data under the
Personal Data tab. How to proceed read in chapter “Own Personal Data”.

2.3 Own Personal Data


You can view, and if necessary change, the personal and profile data for your profile with
which you are logged into UMSWeb.

With the following process, you call up the detail view for your user profile:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. Click in the Main menu on .

3. The Own personal data view of your user profile will be opened.

4. Under different tabs (e.g., Personal data, Contact data or Roles), the data on the
person (identity) and on the profile are listed. Click on the name of the tab with the
contents you would like to see.

5. In order to edit the data under a specific tab, click on Edit. An editable view of the
data will be provided. Fields that can be edited are now displayed as input fields with
a blue background. You can fill in the blank fields or change entries that are already
present.

More on editing the profile data:


- You obtain information on the fields of the data form when you place the mouse
pointer on . An information window appears with a brief explanation of the
respective data field.
- If a data field contains special characters (characters outside the ASCII 7-bit
character set), on the right another data field opens that is identified with the icon
. In this field, enter the same thing as in the field on the left, but replace the
special characters with Roman letters (international spelling).
- Data fields that must be filled are written in bold and marked with an asterisk (*).

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NOTE: The possibility of editing the data depends on your authorizations and your
profile:
- The data of internal profiles can only be edited in a very restricted manner.
- For external profiles with ID Level 2 or 3, under the Personal data tab, the
fields "First name", "Birth name", "Place of birth" and "Sex" cannot be changed.

6. Click on Save if you would like to save your changes permanently.

7. If you do not want to make any changes, at the end of the data form, click on Cancel.

8. To leave your profile detail view, click in the Main menu on another menu item.

Explanation of the tabs:

Personal data Data on the person (identity) are displayed that were stored for your
profile, i.e. name, sex, nationality, etc.

The data can be changed, except for the fields "Profile ID" and "ID
level".

However, for internal profiles, only the "Preferred language" can be


changed here. No other changes are possible.

For external profiles with an ID Level of 2 or 3, the data determining


identity, "First name", "Birth name", "Place of birth" and "Sex" cannot be
changed.

Contact data Information on the work environment and contact data of your user
profile are displayed here, e.g., company name, address and e-mail
address.

With appropriate authorization, the data can be edited.

Contract data Data on your user profile is displayed here that are of interest for internal
use.

The data are only displayed and cannot be edited.

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The DUNS number serves as a link to the company data. The company
data are loaded from the supplier database and also cannot be edited
here.

Profile data Other, mainly technical, data on your user profile are displayed here that
are of interest for internal use.

The data are only displayed and cannot be edited.

Groups The groups are listed here, in which your user profile is a member.

The tab is only displayed if the profile belongs to a group.

The group membership cannot be edited here and is displayed for


information only.

Roles The roles assigned to your user profile are listed here.

The roles cannot be edited here and are displayed for information only.

If the same role is listed several times, this means you have several
rights tickets within this role. The role is displayed once per rights ticket.

The Copy column indicates whether the role involves a copied rights
ticket. As a rule, copied roles cannot be edited. This information is useful
for users who are allowed to edit the roles of this profile.

To obtain a description of the role and the associated application, place


the mouse pointer on the name of the role and/or of the application
(underlined with dashed lines). A small text field with a description will be
displayed.

Users with appropriate authorization can expand the role listing to the
non-visible roles. To do this, select the option Display non-visible
roles. To change the list back to the original display, deselect the option.

Another expansion of the role listing is offered by the option Display


not-assignable roles, which is offered to you if you have the
corresponding authorization. If you have selected this option, the not-
assignable roles will be displayed in addition to the roles already
displayed. In order to remove the not-assignable roles from the listing
again, deselect the option.

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Password You can change your security questions for a self-service reset of your
questions password here.

The process for resetting the profile password has been changed for the
Group Business Platform. In the future, users can set a new password
for themselves if they have forgotten the original password (using the
link "Forgotten password?“ in the Group Business Platform).

Precondition is that the user has defined two security questions and their
answers in advance. Each user will be prompted for this successively
when logging in to the Group Business Platform.

If you have already been prompted to define these security questions by


the Group Business Platform, you can change these in your own
personal data at any time.

2.4 Own Company Data


You can view the company data for your profile, with which you are logged into UMSWeb at
the moment.

The data cannot be changed in UMSWeb. The company admin of your company can update
the company data in the supplier database (LDB).

With the following process, you call up the detail view for your company:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. Click in the Main menu on .

3. The Company details of your company will be opened.

4. To leave your company detail view, click in the Main menu on another menu item.

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2.5 Change Own Password


Your user profile, which you use to log into the Group Business Platform, works in connection
with a password.

For security reasons, it is recommended that you change the password regularly.

You change your own password with the following procedure:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. Click in the Main menu on .

3. A window with entry fields will be opened. Enter your desired new password in both
fields.

NOTE: Your password must be at least 6 characters long. If fewer characters or


characters that are not permitted are entered, an error message will be displayed. To
prevent typing errors, the password must be entered twice manually.

4. Click on OK to confirm the password change.

5. If you do not want to change your password, click on Cancel.

At the end of the action, the window is closed.

During your next action (initiated by clicking on a menu item), a password query opens,
where you enter your new password. After that, you are again correctly authenticated for the
system.

2.6 My Admins
The company admin is responsible for the administration of his/her internal company user
profiles. In detail, he/she takes on these tasks for his/her company, which is registered on the
Group Business Platform:

- Setting up profiles for company employees


- Authorizing profiles with roles/revoking roles

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- Deactivating/activating profiles
- Deleting profiles
- Password administration for profiles
- Checking profile data to ensure they are up to date
- Confirming profiles

If you have questions about your user profile or if you need an application role, contact your
company admin.

Proceed as follows to see your company admins:

1. You are on the page under the tab User administration (button under the line You
are logged in as: …).

2. Click in the Main menu on .

3. A table with roles will be displayed. For each role the company admin or remote
admin is shown who has the right to assign the role to you.

NOTE: To obtain a description of the role and the associated application, place the
mouse pointer on the name of the role and/or of the application (underlined with
dashed lines). A small text field with a description will be displayed.

4. Place the mouse pointer on the name of the company admin (underlined with dashed
lines) in the column available Admins to obtain the e-mail-address and telephone
number of the admin you would like to contact.

5. You can send an e-mail to your admin. To do this, click on the icon next to the
displayed name of the respective admin. An e-mail-form of your e-mail client opens
where the e-mail-address of the respective admin is filled in.

2.7 Search for Profiles


The path to editing user profiles always leads through the search. Individual profiles can only
be selected from the search results for further editing.

The Search for profiles, for users with authorization for administration of user profiles, is
the first page after calling up the UMSWeb (under the tab User management).

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Starting from other pages under the User management tab you can always go to the
profile search, with a click on in the Main menu.

In the search for profiles, proceed always according to this procedure:

1. In the search template, under Enter search criteria, enter values and/or select
values (profile data and roles).

2. Click on Search. The profiles that correspond to the search criteria entered will be
displayed as Search results in the area below the search template.

3. If you want to limit the search result further, add more search criteria and click on
Search again.

4. If you want to display different search results in one search result table, enter the
search criteria for the other search and click on Add to the Search result. This
search result will be added to the search result that is already diplayed.

5. To perform a new search with other search criteria, click on New search. Then carry
out Steps 1-2.

Further steps:

6. With the Search results, in the left navigation area, the Actions menu appears. The
menu entries are shown grayed out at first. Mark the profiles that you want to edit
using an action from the menu by clicking, in the Search result, on the checkbox
for the respective profile. A check mark will be set.

7. The Actions menu will be updated, after which applicable actions will be enabled.
Click on the menu entry that corresponds to the action you want to carry out.

What search criteria are there for profiles?

The search for profiles is possible using various search criteria. All search criteria can be
combined with each other. The more search criteria you enter, the more precise the search
results that you obtain will be:

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DUNS/Company Association of the profile with a company. The company will be


represented by its DUNS number.

For users whose organization layer contains only one DUNS number,
this search criterion is fixed and cannot be deleted or changed.

For users whose organization layer comprises up to 10 different DUNS


numbers, the available values will be offered in a list for selection.

For users whose organization layer comprises more than 10 different


DUNS numbers, this search field has automatic completion (identified
with ): When characters are entered, company entries will be
returned that contain these characters in their DUNS, in the company
name or in the company address. Please enter at least 2 characters.
After that, a field opens that displays the entries found for selection. The
list of entries found gets smaller the more characters you input. Click on
the entry in the list to load the DUNS as search criterion.

Profile ID e.g., D123456 (previously: UserID)

Searching with the placeholder * is possible (e.g., D4004*).

First name First name of the person whose profile is searched for.

Searching with the placeholder * is possible (e.g., *Heinz).

Last name Last name of the person whose profile is searched for.

Searching with the placeholder * is possible (e.g., *meier*).

Status Status of the profile (deactivated, activated)

OU abbreviation Association of the profile with a Volkswagen department. Enter the


abbreviation of the organizational unit (e.g., BS-X/I).

Searching with the placeholder * is possible (e.g., K-SIO*).

This search criterion is only offered to internal users.

Required roles Search for profiles using their roles.

Select the roles in the selection list with a click. The roles are arranged

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under their respective application (solution). To select several roles,


hold down the Control key while clicking.

After selecting several roles, you also determine whether the profiles
searched for must have Any or All of the selected roles. Click on
Cancel selection if you don't enter any roles as search criterion or if
you would like to make a different selection.

NOTE: In the selection list, you see only roles for which you have the
admin right (see chapter “Editing Admin Rights”).

If the selection list contains many roles, a filter function is available.


Enter the role name and/or parts of the role name that you would like to
mark in the list at Filter by. After that, in the selection list below that,
only roles are displayed that contain your filter value in the name. Click
on in order to delete the filter so that all roles are displayed in the list
again.

Users with corresponding authorization can change the role selection


list so that the technical role name is listed instead of the display name.
To do this, select the option Display technical role names. After that,
the selection list will be changed to technical names. To change the
display back to the display names, deselect the option.

Another expansion of the role display is offered by the option Display


not-assignable roles, which is offered to you if you have the
corresponding authorization. If you have selected this option, the not-
assignable roles will be displayed in the selection list in gray type in
addition to the roles already displayed. It is possible to search for
profiles using their not-assignable roles.

In order to remove the not-assignable roles from the selection list again,
deselect the option.

How do I edit the search result?

Attributes of the profiles:

The user profiles found will be listed and displayed as a table with their attributes. The table
columns contain the attributes of the profiles: Profile ID, Status, Last name, First name,
DUNS and, after selection of an application, Roles of the application.

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Sort search results:

The table can be sorted by the attributes Profile ID, Last name, First name and DUNS. Click
on next to the name in the table head in order to sort the search results in ascending order
according to the respective attribute. The current sorting is displayed by a single arrow ( =
sorted in descending order, = sorted in ascending order). Click on the single arrow to
reverse the sorting direction.

Change number of results per page:

In the search results, 8 results are displayed per page by default. You can increase the
displayed results per page, i.e., show more results on one page. To do so, select your
desired value for the Number per page at the bottom of the search results. A total of 8, 25,
or 50 results can be displayed per page.

Scroll in search results:

If your search results are displayed on more than one page, click in the scrolling bar under
the table on the number of the result page you want to get to. With a click on >> and << you
go one page forward or back, respectively. With a click on >>>> and <<<<, you go to the last
or first page of the search results, respectively.

Selection of the profiles:

In order to edit a profile in the search results, you must select it. To do this, click on the
checkbox for the respective profile. A check mark will be set. Above the table, under
Selection, there are options that make it easier to select a larger number of profiles in the
search results. Click on All to mark all the profiles displayed. The profiles that may be
displayed on other pages of the search results are also marked. With None, you remove the
marking on all profiles. Click on Reverse to change the selection to its opposite.

Display of the profiles:

If the search results contain more profiles than you want to see, you can edit the display of
the profiles. Above the table, under Display, there are options that restrict the display of the
profiles. With Restrict to selected, only the marked profiles are displayed. The profiles that
are not marked are removed from the search results. With Restrict to unselected, you
reduce the display to the profiles that are not marked.

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2.8 Set Up User Profile

A user profile must be set up in B2B-UMS for every person who would like to work with the
Group Business Platform.

User profiles are user accounts to be identified uniquely for the persons who work with the
Group Business Platform. The roles for access authorizations to applications of the Group
Business Platform are appended to the user profile.

You set up a user profile with the following procedure:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. Click in the Main menu on .

3. If your organization layer comprises several DUNS numbers, you receive an entry
field or a selection option for the DUNS numbers. Enter the DUNS number or select
the DUNS number, for which you would like to set up a new user profile. Confirm with
Accept.

4. If your organization layer contains only one DUNS number (e.g., as company admin),
you will be directed from the Main menu directly to the data form for the new profile.

NOTE: You receive information on the required input for the fields of the data form
when you place the mouse pointer on . An information window appears with a brief
explanation of the respective data field.

5. Enter the data for the person and for the company of the person in the form. Data
fields that must be filled are written in bold and marked with an asterisk (*).

NOTE: If a data field contains special characters (characters outside the ASCII 7-bit
character set), on the right another data field opens that is identified with the icon .
In this field, enter the same thing as in the field on the left, but replace the special
characters with Roman letters (international spelling).

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6. Click on Save if you have entered all the data for the user profile. After that, a Profile
ID (previously: User ID) will be generated. The Profile ID is the user name of the user
profile.

7. If you do not want to set up the user profile, at the end of the data form, click on
Cancel.

At the end of the action, the profile data of the new user profile set up will be displayed.

The person for whom the user profile has been set up receives e-mails with his/her user
name (Profile ID) and an initial password. The e-mails will be sent to the e-mail address that
your have entered in the user profile.

2.9 Detail View of a User Profile


For the profiles that you are allowed to see in the UMSWeb under the tab User
management using the Search for profiles, personal and profile data can be seen.

With corresponding authorization, you can also change these data.

You can call up the data for the profile, with which you just logged into the UMSWeb under
the tab User management in the Main menu using the item Own personal data.

With the following process, you call up the detail view for a user profile other than your own:

1. The user profile for which you would like to see details must be displayed in the
Search results (see chapter “Search for Profiles”).

2. Mark the profile for which you would like to see details. To do this, click in the Search
results on the checkbox for the respective profile. A check mark will be set.

3. Then in the Actions menu, click on .

NOTE: This menu item will be enabled when only a single profile is selected in the
search results. The details of several profiles cannot be seen at the same time.

HANDY HINT: You can skip the steps 2-3 if you click in the Search results on the
underlined Profile ID of the profile!

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4. The Profile detail view of the selected user profile will be opened.

5. Under different tabs (e.g., Personal data, Contact data or Roles), the data on the
person (identity) and on the profile are listed. Click on the name of the tab with the
contents you would like to see.

6. In order to edit the data under a specific tab, click on Edit. An editable view of the
data will be provided. Fields that can be edited are now displayed as input fields with
a blue background. You can fill in the blank fields or change entries that are already
present.

More on editing the profile data:


- You obtain information on the fields of the data form when you place the mouse
pointer on . An information window appears with a brief explanation of the
respective data field.
- If a data field contains special characters (characters outside the ASCII 7-bit
character set), on the right another data field opens that is identified with the icon
. In this field, enter the same thing as in the field on the left, but replace the
special characters with Roman letters (international spelling).
- Data fields that must be filled are written in bold and marked with an asterisk (*).

NOTE: The possibility of editing the data depends on your authorizations and on the
profile to be edited:
- The data of internal profiles can only be edited in a very restricted manner.
- For external profiles with ID Level 2 or 3, under the Personal data tab, the
fields "First name", "Birth name", "Place of birth" and "Sex" cannot be changed.

7. Click on Save if you would like to save your changes permanently.

8. If you do not want to make any changes, at the end of the data form, click on Cancel.

9. To leave the profile detail view, click in the Actions menu on .

At the end of the action, you will be brought back to the search results.

The user whose profile data have been changed receives an e-mail for notification. The e-
mail will name the data that have been changed. The e-mail will be sent to the e-mail
address that has been saved for the user profile.

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Explanations of the tabs:

Personal data Data on the person (identity) are displayed that were stored for this
profile, i.e. name, sex, nationality, etc.

The data can be changed, except for the fields "Profile ID" and "ID
level".

However, for internal profiles, only the "Preferred language" can be


changed here. No other changes are possible.

For external profiles with an ID Level of 2 or 3, the data determining


identity, "First name", "Birth name", "Place of birth" and "Sex" cannot be
changed.

Contact data Information on the work environment and contact data of the user profile
are displayed here, e.g., company name, address and e-mail address.

With appropriate authorization, the data can be edited.

Contract data Data on the user profile are displayed here that are of interest for
internal use.

The data are only displayed and cannot be edited.

The DUNS number serves as a link to the company data. The company
data are loaded from the supplier database and also cannot be edited
here.

Profile data Other, mainly technical, data on the user profile are displayed here that
are of interest for internal use.

The data are only displayed and cannot be edited.

Groups The groups are listed here, in which the user profile is a member.

The tab is only displayed if the profile belongs to a group.

The group membership cannot be edited here and is displayed for


information only.

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Roles The roles assigned to the user profile are listed here.

The roles cannot be edited here and are displayed for information only.

If the same role is listed several times, this means that the user profile
has several rights tickets within this role. The role is displayed once per
rights ticket.

The Copy column indicates whether the role involves a copied rights
ticket. As a rule, copied roles cannot be edited. This information is useful
for users who are allowed to edit the roles of this profile.

To obtain a description of the role and the associated application, place


the mouse pointer on the name of the role and/or of the application
(underlined with dashed lines). A small text field with a description will be
displayed.

Users with appropriate authorization can expand the role listing to the
non-visible roles. To do this, select the option Display non-visible
roles. To change the list back to the original display, deselect the option.

Another expansion of the role listing is offered by the option Display


not-assignable roles, which is offered to you if you have the
corresponding authorization. If you have selected this option, the not-
assignable roles will be displayed in addition to the roles already
displayed. In order to remove the not-assignable roles from the listing
again, deselect the option.

2.10 View Company Details of a User Profile


For the profiles that you are allowed to see in the UMSWeb under the tab User
management using the Search for profiles, company data can be seen.

You can call up the company data for the profile, with which you just logged into the
UMSWeb under the tab User management in the Main menu using the item Own
company data.

With the following process, you call up the company details for a user profile other than your
own:

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1. The user profile for which you would like to see company data must be displayed in
the Search results (see chapter “Search for Profiles”).

2. Mark the profile for which you would like to see company data. To do this, click in the
Search results on the checkbox for the respective profile. A check mark will be
set.

3. Then in the Actions menu, click on .

NOTE: This menu item will be enabled when only a single profile is selected in the
search results. The company details of several profiles cannot be seen at the same
time.

HANDY HINT: You can skip the steps 2-3 if you click in the Search results on the
underlined DUNS of the profile!

4. The Company details of the selected user profile will be opened.

5. To leave the company detail view, click in the Actions menu on .

2.11 Delete User Profile


Deleting a user profile leads to a status in which the user with this profile finally can no longer
log into the Group Business Platform. Consequently, he/she also has no access options to
applications.

A profile must be deleted if it finally is no longer (to be) used. All associated data, the login
and the authorizations of the user profile will be removed from B2B-UMS and cannot be
reproduced!

If a user profile must only be temporarily unused, perform the action "Deactivate user profile"
(see chapter “Deactivate User Profile”) instead of "Delete user profile".

You delete the user profiles with the following process:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

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2. The user profile that you would like to delete must be displayed in the Search
results (see chapter “Search for Profiles”).

3. Mark the profiles that must be deleted. To do this, click in the search results on the
checkbox for the respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

5. A window will be opened: The marked user profiles will be listed. Click on OK to
delete the profiles.

NOTE: If you have also selected profiles that you are not allowed to delete - e.g., the
profile with which you are currently logged in - they will be listed in the window in
another table. The reason why the profiles are excluded from the action will be given
in the table.

6. If you do not want to delete the user profiles, e.g., in order to change the profile
selection, click in the window on Cancel.

At the end of the action, you will be brought back to the search results.

If a user profile has been deleted, it will no longer be displayed in the search results.

The user of the deleted user profile receives an e-mail for notification. The e-mail will be sent
to the e-mail address that has been saved for the user profile.

2.12 Deactivate User Profile


Deactivating a user profile leads to a status in which the user with this profile can no longer
log into the Group Business Platform. Consequently, he/she also has no access options to
applications.

A deactivation must be carried out if the profile temporarily is not (to be) used. After that, it
can be activated again (see chapter “Activate User Profile”).

While deactivated, the user profile keeps its roles and boundaries; it is merely "blocked".

You deactivate user profiles with the following process:

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1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profiles that you would like to deactivate must be displayed in the Search
results (see chapter “Search for Profiles”).

3. Mark the profiles that are to be deactivated. To do this, click in the search results on
the checkbox for the respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: This menu item is not enabled until you have marked an activated user profile
(in the Status column or ) in the search results. However, if the profiles have
or as status icon, you don't have the right to change their profile status.

5. A window will be opened: The marked user profiles will be listed. In the field Reason
for deactivation, enter a reason.

NOTE: If you have also selected profiles that you are not allowed to deactivate - e.g.,
the profile with which you are currently logged in or profiles that are already
deactivated - they will be listed in the window in another table. The reason why the
profiles are excluded from the action will be given in the table.

6. Click on OK to deactivate the profiles.

7. If you do not want to deactivate the user profiles, e.g., in order to change the profile
selection, click in the window on Cancel.

At the end of the action, you will be brought back to the search results.

If a user profile has been deactivated, this is indicated in the search results with the profile
status "deactivated".

The user of the deactivated user profile receives an e-mail for notification. The e-mail will be
sent to the e-mail address that has been saved for the user profile.

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OVERVIEW: Various occurrences of the profile status icon

User profile is activated/and company admin.

/
The logged-in user has the right to deactivate the profile.

User profile is deactivated/and company admin.

/
The logged-in user has the right to activate the profile.

User profile is activated/and company admin.

/
The logged-in user does not have the right to change the profile status.

User profile is deactivated/and company admin.

/
The logged-in user does not have the right to change the profile status.

An activated user profile can be used by a user for logging into the Group Business Platform,
provided that the associated login is activated (see chapter “Activate Login”).

A deactivated user profile is blocked and does not allow its user any access to the Group
Business Platform, even if the login is activated.

2.13 Activate User Profile


A user with deactivated profile can no logger log into the Group Business Platform. However
in spite of deactivation, the user profile keeps its roles and boundaries; it is merely "blocked".

After activation of a deactivated user profile, the user with this profile can again log into the
Group Business Platform normally. His/her authorizations for applications are unchanged.
Also his/her password continues to be valid and can be used by the user unless it has been
reset.

You activate the user profiles with the following process:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

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2. The user profile that you would like to activate must be displayed in the Search
results (see chapter “Search for Profiles”).

3. Mark the profiles that are to be activated. To do this, click in the search results on the
checkbox for the respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: This menu item is not enabled until you have marked a deactivated user
profile (in the Status column or ) in the search results. However, if the profiles
have or as status icon, you don't have the right to change their profile status.

5. A window will be opened: The marked user profiles will be listed. If necessary, select
the option Assign generated password. After that, the user can log in with
activated profile and reset password.

NOTE: If you have also selected profiles that you are not allowed to activate - e.g.,
profiles that are already activated - they will be listed in the window in another table.
The reason why the profiles are excluded from the action will be given in the table.

6. Click in the Next confirmation column on , to open the calendar. Choose the
date of the profile’s next confirmation. The chosen confirmation date will be displayed
in the column field.

NOTE: In the scope of user consolidation the user data must be confirmed by the
user’s company admin at regular intervals. For security reasons profiles, which have
not been confirmed, will be deactivated (see chapter „User Confirmation“). The time
span between two confirmations cannot be longer than 300 days. The calendar does
not allow you to select a date beyond 300 days.

7. Click on OK to activate the profiles.

8. If you do not want to activate the user profiles, e.g., in order to change the profile
selection, click in the window on Cancel.

At the end of the action, you will be brought back to the search results.

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If a user profile has been activated, this is indicated in the search results with the profile
status "activated". If a new password has also been assigned to it, it also has the login status
"First Login" (see chapter “Setting Password”).

The user of the activated user profile receives an e-mail for notification. The e-mail will be
sent to the e-mail address that has been saved for the user profile.

During activation of a profile with simultaneous generation of a new password, the user also
receives an e-mail with the new password.

OVERVIEW: Various occurrences of the profile status icon

User profile is activated/and company admin.

/
The logged-in user has the right to deactivate the profile.

User profile is deactivated/and company admin.

/
The logged-in user has the right to activate the profile.

User profile is activated/and company admin.

/
The logged-in user does not have the right to change the profile status.

User profile is deactivated/and company admin.

/
The logged-in user does not have the right to change the profile status.

An activated user profile can be used by a user for logging into the Group Business Platform,
provided that the associated login is activated (see chapter “Activate Login”).

A deactivated user profile is blocked and does not allow its user any access to the Group
Business Platform, even if the login is activated.

2.14 Deactivate Login


Each user profile has a login that is used by the profile for logging into the Group Business
Platform. The login functions in connection with a password.

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Deactivating a user login leads to a status in which the user with the associated profile can
no longer log into the Group Business Platform. Consequently, the user also has no access
options to applications.

A deactivation of the user login must be carried out if the user with the associated profile
must temporarily not log in. After that, the user login can be activated again (see chapter
“Activate Login”).

The "Deactivate login" has the same effect as "Deactivate user profile" (see chapter
“Deactivate User Profile”). In both cases, after that the user cannot log in.

You deactivate user logins with the following process:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profile for which you would like to deactivate the login must be displayed in
the Search results (see chapter “Search for Profiles”).

3. Mark the profiles with logins that are to be deactivated. To do this, click on the search
results on the checkbox for the respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: This menu item is not enabled until you have marked a user profile with
activated or first login (in the Status column or ) in the search results. However,
if the profiles have or as login icon, you don't have the right to change their
login status.

5. A window will be opened: The marked user profiles will be listed. Click on OK to
deactivate the logins of the profiles.

NOTE: If you have also selected profiles that have logins that you are not allowed to
deactivate - e.g., the profile with which you are currently logged in or profiles with
logins that are already deactivated - they will be listed in the window in another table.
The reason why the profiles are excluded from the action will be given in the table.

6. If you do not want to deactivate the logins of the user profiles, e.g., in order to change
the profile selection, click in the window on Cancel.

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At the end of the action, you will be brought back to the search results.

If the login of a user profile has been deactivated, this is indicated in the search results with
the login status "deactivated".

The user of the deactivated user login receives an e-mail for notification. The e-mail will be
sent to the e-mail address that has been saved for the user profile.

OVERVIEW: Various occurrences of the login status icon

User login is activated. The user has set up his/her own password for this profile.

The logged-in user has the right to deactivate the login or set a new password.

User login is deactivated.

The logged-in user has the right to activate the login or set a new password.

User login is only activated in connection with a reset password (first login status).

The logged-in user has the right to deactivate the login or set a new password.

User login is activated. The user has set up his/her own password for this profile.

The logged-in user does not have the right to change the login status.

User login is deactivated.

The logged-in user does not have the right to change the login status.

User login is only activated in connection with a reset password (first login status).

The logged-in user does not have the right to change the login status.

An activated user login can be used by a user for logging into the Group Business Platform,
provided that the associated profile is activated (see chapter “Activate User Profile”).

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A deactivated user login is blocked and does not allow its user any access to the Group
Business Platform, even if the profile is activated.

A user login with reset password (see chapter “Setting Password”) can be used by the user
for access to the Group Business Platform, provided that the associated profile is activated.
When first logging in with the new password, the user must change this password. After that
the login is activated.

2.15 Activate Login


Each user profile has a login that is used by the profile for logging into the Group Business
Platform. The login functions in connection with a password.

A deactivated user login leads to a status in which the user with the associated profile can no
longer log in to the Group Business Platform.

After activation of the user login, the user can again log in normally to the Group Business
Platform. His/her password continues to be valid and can be used unless it has been reset.

You activate the user logins with the following process:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profile for which you would like to activate the login must be displayed in the
Search results (see chapter “Search for Profiles”).

3. Mark the profiles with logins that are to be activated.To do this, click in the search
results on the checkbox for the respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: This menu item is not enabled until you have marked a user profile with
deactivated login (in the Status column ) in the search results. However, if the
profile has as its login icon, you don't have the right to change its login status.

5. A window will be opened: The marked user profiles will be listed. Click on OK to
activate the logins of the profiles.

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NOTE: If you have also selected profiles with logins that you are not allowed to
activate - e.g., profiles with logins that are already activated - they will be listed in the
window in another table. The reason why the profiles are excluded from the action will
be given in the table.

6. If you do not want to activate the logins of the user profiles, e.g., in order to change
the profile selection, click in the window on Cancel.

At the end of the action, you will be brought back to the search results.

If the login of a user profile has been activated, this is indicated in the search results with the
login status that it had before the deactivation of the login: "activated" or "First Login".

The user of the activated user login receives an e-mail for notification. The e-mail will be sent
to the e-mail address that has been saved for the user profile.

OVERVIEW: Various occurrences of the login status icon:

User login is activated. The user has set up his/her own password for this profile.

The logged-in user has the right to deactivate the login or set a new password.

User login is deactivated.

The logged-in user has the right to activate the login or set a new password.

User login is only activated in connection with a reset password (first login status).

The logged-in user has the right to deactivate the login or set a new password.

User login is activated. The user has set up his/her own password for this profile.

The logged-in user does not have the right to change the login status.

User login is deactivated.

The logged-in user does not have the right to change the login status.

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User login is only activated in connection with a reset password (first login status).

The logged-in user does not have the right to change the login status.

An activated user login can be used by its user for logging into the Group Business Platform,
provided that the associated profile is activated (see chapter “Activate User Profile”).

A deactivated user login is blocked and does not allow its user any access to the Group
Business Platform, even if the profile is activated.

A user login with reset password (see chapter “Setting Password”) can be used by the user
for access to the Group Business Platform, provided that the associated profile is activated.
When first logging in with the new password, the user must change this password. After that
the login is activated.

2.16 Setting Password


Each user profile has a login that is used by the profile for logging in to the Group Business
Platform. The login functions in connection with a password.

The password of a user login must be reset if the user who uses the user profile with login
has either forgotten his/her password or has had to change the current password for security
reasons.

The user can use the reset password for login in to the Group Business Platform, but will
then be immediately requested to change this password. Before that, the user cannot access
the applications.

With the following process, you reset the password of a user profile:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profile for which you would like to reset the password must be displayed in
the Search results (see chapter “Search for Profiles”).

3. Mark the profiles whose passwords are to be reset. To do this, click in the search
results on the checkbox for the respective profile. A check mark will be set.

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4. Then in the Actions menu, click on .

NOTE: It is not possible to reset the password of a deactivated profile (in Status
column or ). Only for activated profiles (in Status column or ) you can reset
the password. If you have marked in the Search results only deactivated profiles
the action “Set password” cannot be called up.

5. A window will be opened: The marked user profiles will be listed.

NOTE: If you have also selected profiles that have passwords that you are not
allowed to reset - e.g., the profile with which you are currently logged in - they will be
listed in the window in another table. The reason why the profiles are excluded from
the action will be given in the table. In order to reset the password of the profile with
which you are currently logged in, see chapter “Change Own Password”.

6. If you want to reset the password of an individual user profile, you have the option of
having a password generated automatically or determining it yourself.

NOTE: A password you determine yourself must be at least 6 characters long. If fewer
characters or characters that are not permitted are entered, an error message will be
displayed. To prevent typing errors, the password must be entered twice manually.

7. As a matter of principle, if you want to reset the passwords of several user profiles,
these passwords will be generated automatically.

8. Click on OK to reset the passwords.

9. If you do not want to reset the passwords of the user profiles, e.g., in order to change
the profile selection, click in the window on Cancel.

At the end of the action, you will be brought back to the search results.

If the password of a user profile has been reset, this is indicated in the search results with the
login status "First login".

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A reset password can be used by the user for access to the Group Business Platform. When
first logging in with the new password, the user must change this password. After that the
login is activated.

The user of the reset password receives an e-mail with the new password. The e-mail will be
sent to the e-mail address that has been saved for the user profile.

OVERVIEW: Various occurrences of the login status icon (in the Status column in the
Search results)

User login is activated. The user has set up his/her own password for this profile.

The logged-in user has the right to deactivate the login or set a new password.

User login is deactivated.

The logged-in user has the right to activate the login or set a new password.

User login is only activated in connection with a reset password (first login status).

The logged-in user has the right to deactivate the login or set a new password.

User login is activated. The user has set up his/her own password for this profile.

The logged-in user does not have the right to change the login status.

User login is deactivated.

The logged-in user does not have the right to change the login status.

User login is only activated in connection with a reset password (first login status).

The logged-in user does not have the right to change the login status.

An activated user login can be used by its user for logging into the Group Business Platform,
provided that the associated profile is activated (see chapter “Activate User Profile”).

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A deactivated user login is blocked and does not allow its user any access to the Group
Business Platform, even if the profile is activated.

2.17 Editing Roles of an Individual User Profile


A role that is assigned to a user profile authorizes this profile to access an application within
the Group Business Platform. Depending on the role, it allows read or write use of the
application.

You need the associated admin rights for the roles that you would like to edit for a user profile
(see chapter “Editing Admin Rights”). Only then will you see the roles in the profile search
and on the pages for role editing.

You will find the process for role editing of several profiles at the same time in chapter
“Editing Roles of Several User Profiles”.

With the following process, you edit the roles of an individual user profile:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profile for which you would like to edit the roles must be displayed in the
Search results (see chapter “Search for Profiles”).

3. Mark the profile. To do this, click in the Search results on the checkbox for the
profile. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: You can also call up the action "Edit roles" in the detail view of the profile (see
chapter “Detail View of a User Profile”). In the Profile detail view, under the tab
Roles, you will find a listing of all the roles that are assigned to the user profile.

5. You go to the editing screen for the roles: Under View details, the profile is
displayed with the roles that are assigned to it. However, only the roles are listed that
you may edit on the basis of your admin rights.

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NOTE: To obtain a description of the role and the associated application, place the
mouse pointer on the name of the role and/or of the application (underlined with
dashed lines). A small text field with a description will be displayed.

6. The button is available for roles with role details (boundaries) that you are
also allowed to edit.

7. Under Selection of role to be edited, select the role that you want to assign to or
revoke from the profile: Click in the selection list on the role to be edited. The roles
are arranged under their respective application (solution).

More on Selection of role to be edited:

- Click on Cancel selection if you would like to cancel your role selection.
- If the selection list contains many roles, a filter function is available. Enter the
role name and/or parts of the role name that you would like to mark in the list at
Filter by. After that, in the selection list below that, only roles are displayed that
contain your filter value in the name. Click on , in order to delete the filter so
that all roles are displayed in the list again.
- Users with corresponding authorization can change the role selection list so that
the technical role names are listed instead of the display names. To do this,
select the option Display technical role names. After that, the selection list
will be changed to technical names. To change the display back to the display
names, deselect the option.
- Users with appropriate authorization can expand the role listing to the non-
visible roles. To do this, select the option Display non-visible roles. In this
way, you can assign the non-visible roles explicitly to the user profile. To change
the list back to the original display, deselect the option.

NOTE: In the selection list, you see only roles for which you have the admin right (see
chapter “Editing Admin Rights”).

8. If you have selected a role that is assigned to the profile, the Revoke role button is
enabled. Click on it to select this role for revocation.

HANDY HINT: It is easier if you click the button under View details next to the
role that you want to revoke from the profile!

9. If you have selected a role that is not assigned to the profile, the Assign role button
is enabled. Click on it to mark this role for assignment.

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NOTE: The Assign role button is also enabled if you have selected a role that is
already assigned to the profile and has boundaries that you are allowed to edit. This
means you have the option to assign to the profile a second rights ticket for the role.
In this case, continue with Step 11.

10. A role that you mark for assignment will be taken over under View details and
displayed in green type. In addition, the role is marked with a +. A role that you mark
for revocation will be displayed in red lettering and marked with a –.

NOTE: You can select and mark several roles in succession for assignment or
revocation. The changes are collected - like in a shopping cart - and displayed under
View details. The changes are not yet effective at this time and can be reset or
expanded.

11. If you assign a role that includes boundary values and you are allowed to edit the
boundaries, after clicking on Assign role a Role details windows opens. In the
window, enter the required boundary values (if applicable, leave the suggested
values). Then click on Assign role in the window. Now the role will be adopted under
View details and displayed in blue type. If you do not want to assign the role, click
on Cancel in the window.

NOTE: Also the boundary values are kept only in intermediate storage (shopping cart)
as long as the role changes under View details are displayed in blue. Here you can
continue to edit the boundaries using the button.

12. In order to reset changes, click on Reset changes.

13. If you do not want to edit the roles, e.g., in order to change the profile selection, click

in the Actions menu on .

14. With Revoke all roles, you mark all the assigned roles of the user profile for
revocation. This will then be displayed to you in an overview. Continue with Step 17.

In which cases does it make sense to revoke all roles from a user profile?
- The user profile has many roles that it must no longer have. Instead of this, the
profile needs new roles. Possible procedure: Revoke all roles from the profile
and then assign the new roles to it.
- The user profile has many roles, of which it is to keep only a few. Possible
procedure: Revoke all roles from the profile and then reassign the few roles to it
that it must keep.

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- A user profile is no longer used by the user and must be made unusable. By
revoking all roles, the profile no longer has access to applications.

15. When you have carried out the desired changes, click on Save changes, in order to
save all role changes.

16. On the following page, an Overview of the role changes will be given.

17. Click again on Save changes, in order to finally confirm the changes. The roles will
now be permanently assigned to or revoked from the user profile.

18. If you do not want to confirm the changes, e.g., in order to make other changes, click
on Back to selection. You go back to the page where you can edit the roles of the
profile.

At the end of the action, you will be brought back to the search results.

The user of the user profile with changed roles receives an e-mail for notification. The e-mail
will name the roles that have been assigned or revoked. The e-mail will be sent to the e-mail
address that has been saved for the user profile.

NOTE: An e-mail is only generated and sent if the role changes have been made to an
external user profile of a supplier. For role changes on internal user profiles of Volkswagen
employees, no e-mails are generated.

2.18 Editing Roles of Several User Profiles


A role that is assigned to a user profile authorizes this profile to access an application within
the Group Business Platform. Depending on the role, it allows read or write use of the
application.

You need the associated admin rights for the roles that you would like to edit for a user profile
(see chapter “Editing Admin Rights”). Only then will you see the roles in the profile search
and on the pages for role editing.

UMSWeb also offers the option of assigning or revoking one or more roles to or from several
user profiles in one administrative step.

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You will find the process for role editing of an individual profile in the chapter “Editing Roles of
an Individual User Profile”.

With the following process, you edit the roles of several user profiles:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profiles for which you would like to edit the roles in the same way must be
displayed in the Search results (see chapter “Search for Profiles”).

3. Mark the profiles. To do this, click in the Search results on the checkbox for the
respective profile. A check mark will be set.

4. Then in the Actions menu, click on .

5. You go to the editing screen for the roles: Under Selected profiles, the profiles are
displayed in a table. Since at this moment no role is selected, the columns and
are empty. Column displays whether the selected role is assigned to the profile.
Column displays whether the admin right for the selected role is assigned to the
profile.

6. Under Selection of role to be edited, select the role that you want to assign to or
revoke from the profiles: Click in the selection list on the role to be edited. The roles
are arranged under their respective application (solution).

More on Selection of role to be edited:


- Click on Cancel selection if you would like to cancel your role selection.
- If the selection list contains many roles, a filter function is available. Enter the
role name and/or parts of the role name that you would like to mark in the list at
Filter by. After that, in the selection list below that, only roles are displayed that
contain your filter value in the name. Click on , in order to delete the filter so
that all roles are displayed in the list again.
- Users with corresponding authorization can change the role selection list so that
the technical role names are listed instead of the display names. To do this,
select the option Display technical role names. After that, the selection list
will be changed to technical names. To change the display back to the display
names, deselect the option.
- Users with appropriate authorization can expand the role listing to the non-
visible roles. To do this, select the option Display non-visible roles. In this

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way, you can assign the non-visible roles explicitly to the user profiles. To
change the list back to the original display, deselect the option.

NOTE: In the selection list, you see only roles for which you have the admin right (see
chapter “Editing Admin Rights”).

7. After selection of a role, under Selected profiles, you see whether the role (in
column ) and the admin right to this role (in column ) are assigned to the profiles.

NOTE: The admin right is displayed here for information only. You can edit it by using
the "Edit admin rights" action using the profile search results (see chapter “Editing
Admin Rights”).

8. If you would like to assign the selected role to all selected profiles, click on Assign
role to all profiles. Under Selected profiles, green check marks are set in the
role column.

NOTE: The Assign role to all profiles button is also enabled if you have selected
a role that is already assigned to the profile and has boundaries that you are allowed
to edit. This means you have the option to assign the profiles a second rights ticket for
the role. In this case, continue with Step 10.

9. If you would like to revoke the selected role from all selected profiles (that have the
role), click on Revoke roles from all profiles. Under Selected profiles, red
check marks are set in the role column.

NOTE: You can select and mark several roles in succession for assignment or
revocation. The changes will be collected - as in a shopping cart - and put in
intermediate storage.

10. If you assign a role that includes boundary values and you are allowed to edit the
boundaries, after clicking on Assign role to all profiles a Role details windows
opens. In the window, enter the required boundary values (if applicable, leave the
suggested values). These values will be assigned to all selected profiles with the role.
Then click in the window on Assign role. If you do not want to assign the roles, click
in the window on Cancel.

NOTE: Also the boundary values are kept only in intermediate storage (shopping
cart).

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11. Click in the Actions menu , in order to see all roles and changes
per user profile.

12. The display changes and becomes the detail view. To see the roles of a profile, click
under View details in the table line of the profile (e.g., on the first name). The table
line is highlighted in green and marked with an arrow . This arrow points to the role
listing of the user profile.

More about the listing under Roles for the profile … :


- A role that is assigned to the profile is shown in black type.
- A role that you have marked for assignment is shown in green type and marked
with a +.
- A role that you have marked for revocation is shown in red type and marked
with a –.
- A role with boundaries that you have marked for assignment is shown in blue
type.
- To obtain a description of the role and the associated application, place the
mouse pointer on the name of the role and/or of the application (underlined with
dashed lines). A small text field with a description will be displayed.
- Click in the Actions menu on , in order to get back to the
original view of the selected profiles again.

13. In order to reset changes, click on Reset changes.

14. If you do not want to edit the roles, e.g., in order to change the profile selection, click

in the Actions menu on .

15. With Revoke all roles from all profiles, you mark all the assigned roles of the
user profile for revocation. This will then be displayed to you in an overview. Continue
with Step 18.

In which cases does it make sense to revoke all roles from the selected user
profiles?
- The user profiles have many different roles that they must no longer have.
Instead of this, the profiles need new roles that are the same. Possible
procedure: Revoke all roles from the profiles and then assign the new roles to
them.

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- The user profiles have many roles, of which they are to keep only a few (same
roles). Possible procedure: Revoke all roles from the profiles and then reassign
the few roles to them that they must keep.
- The user profiles will no longer be used by the users and must be made
unusable. By revoking all roles, the profiles no longer have access to
applications.

16. When you have carried out the desired changes, click on Save changes, in order to
save all role changes.

17. On the following page, an Overview of the role changes will be given. Each
profile that has roles that will be changed is displayed here.

18. Click again on Save changes, in order to finally confirm the changes. The roles will
now be permanently assigned to or revoked from the user profiles.

19. If you do not want to confirm the changes, e.g., in order to make other changes, click
on Back to selection. You go back to the page where you can edit the roles of the
profiles.

At the end of the action, you will be brought back to the search results.

The users of the user profiles with changed roles each receive an e-mail for notification. The
e-mail will name the roles that have been assigned or revoked. The e-mail will be sent to the
e-mail address that has been saved for the respective user profile.

NOTE: An e-mail is only generated and sent if the role changes have been made to an
external user profile of a supplier. For role changes on internal user profiles of Volkswagen
employees, no e-mails are generated.

2.19 Compare User Profiles


During the comparison of two user profiles, a copy of the complete role set of one profile can
be transferred to the other profile and vice versa. In this way, configuring user profiles with
the same authorizations is easier and saves time.

You will find basic information on role editing of profiles in the chapters “Editing Roles of an
Individual User Profile” and “Fehler! Verweisquelle konnte nicht gefunden werden.”.

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With the following process, you compare the roles of two user profiles and then transfer the
roles of one profile to the other:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The two user profiles that you would like to compare to each other must be displayed
in the Search results (see chapter “Search for Profiles”).

3. Mark the two profiles. To do this, click in the Search results on the checkbox for
the respective profile. A check mark will be set.

NOTE: The "Compare user profiles" action can only be called up if exactly two profiles
are marked in the search results.

4. Then in the Actions menu, click on .

5. You go to the comparison of the two profiles: Under Compare roles of the
profiles, the application roles of the profiles are displayed in a table. In the table is
used to identify which profile the role is assigned to.

More about the comparison table of the profiles:


- The roles are indicated with application and role name.
- To obtain a description of the role and the associated application, place the
mouse pointer on the name of the role and/or of the application (underlined
with dashed lines). A small text field with a description will be displayed.
- The table can be sorted according to the attributes "Application" and "Role".
Click on next to the name in the table head, in order to sort the list in
ascending order according to the respective attribute. The current sorting is
displayed by a single arrow ( = sorted in descending order, = sorted in
ascending order). Click on the single arrow to reverse the sorting direction.

NOTE: In the comparison, you see only roles for which you have the admin right (see
chapter “Editing Admin Rights”).

6. If you don't want to transfer the roles of one profile to the other profile, click in the

Actions menu on . You go back to the search results.

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7. Below the table, two buttons are offered that you can use to copy the roles of one
profile to the other or vice versa. The buttons are formulated as follows: Copy all
roles from … to … . Click on the button for the desired action.

8. On the following page, an Overview of the role changes will be given. The profile
to which the roles of the other profile will be copied are displayed here. The roles that
are copied will be listed.

NOTE: Only the roles of the other profile are copied that the profile listed here does
not have yet, or has a rights ticket that is different. After the copying, the profile has
the total of its own roles and the roles of the other profile.

9. Click on Save changes, in order to finally confirm the changes. The roles will now be
permanently assigned to the user profile.

NOTE: The copied roles can also be revoked from the user profile again (see chapter
“Editing Roles of an Individual User Profile”).

10. If you do not want to confirm the changes, click on Back to selection. You go back
to the comparison of the two profiles.

At the end of the action, you will be brought back to the search results.

The user of the user profile with changed roles receives an e-mail for notification. The e-mail
will name the roles that have been assigned. The e-mail will be sent to the e-mail address
that has been saved for the respective user profile.

NOTE: An e-mail is only generated and sent if the role changes have been made to an
external user profile of a supplier. For role changes on internal user profiles of Volkswagen
employees, no e-mails are generated.

2.20 Set Up Another Company Admin


In UMSWeb, the company admin assumes important tasks for his/her company:

- Setting up profiles for company employees


- Authorizing profiles with roles/revoking roles
- Deactivating/activating profiles

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- Deleting profiles
- Password administration for profiles
- Checking profile data to ensure they are up to date
- Confirming profiles

In order to fulfill these tasks in UMSWeb, the role with the same name is assigned to the
company admin.

As company admin, you have the possibility to distribute your tasks to other employees in
your company. Designate the employees to be company admins.

This is useful if you

- need a representative,
- want to divide the administration of roles per application to various company admins or
- want to completely transfer your role as company admin.

With the following process, you set up additional company admins for your company:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. For the employees that you want to name as company admins, a user profile must be
set up within your company in UMSWeb. If this has not been done yet, proceed as
described in the chapter “Set Up User Profile”.

3. Assign the role "User management: company admin" to the user profile. In this case,
proceed as described in the chapter “Editing Roles of an Individual User Profile”. If
you would like to set up several company admins, follow the instructions in the
chapter “Editing Roles of Several User Profiles”.

NOTE: A user profile with the role "User administration: company admin" has, in the
Search results in the Status column, the symbol , , or .

4. If necessary, assign the company admin admin rights for roles that the company
admin is to edit in the future. To do this, proceed as described in the chapter “Editing
Admin Rights”.

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At any time, you have the option of removing the role "User administration: company admin"
from the user profile again. The profile then loses all administrative authorities for the profiles
within your DUNS number.

2.21 Display Profile Admins


If you want to see which Company Admins are responsible for a user profile and which roles
can be assigned by these Admins, proceed as follows:

1. You are on the page under the tab User management (button under the line You
are logged in as …).

2. The user profile whose Company Admins you want to see must be displayed in the
Search results (see chapter „Search for Profiles“).

3. Mark the profile. To do this, click in the check box for the respective profile in the
Search results. A check mark will be set.

4. Then in the Actions menu, click on .

NOTE: This menu item is enabled when only a single profile is selected in the search
results. The Admins of several profiles cannot be displayed at the same time.

5. A table with roles is displayed. For each role, the table lists the Company Admins and,
if applicable, Remote Admins that are allowed to assign the role to the selected
profile.

NOTE: To obtain a description of the role and the associated application, place the
mouse pointer on the name of the role and/or of the application (underlined with
dashed lines). A small text field with a description will be displayed.

6. To see the data of a Company Admin, place the mouse pointer on the underlined
name of the Company Admin in the available Admins column of the table. A small
text field with the contact data of the Admin will be displayed.

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7. You can write an e-mail directly to the Admin. To do so, click on next to the name
of the Admin in the available Admins column. An e-mail form of your e-mail client
opens. The e-mail address of the Admin is already entered as recipient.

8. Click on in the Actions menu to return to the search results.

2.22 Editing Admin Rights


Admin rights are values of the boundary "grantroles". This boundary also exists in the role
"company admin". In UMSWeb, there is an option of editing the admin rights of a company
admin using a separate action.

The admin right for a role authorizes the user profile to assign this role to other user profiles
and revoke it. The user profile sees the roles for which it has admin rights in the profile
search and in the role editing.

An admin right also authorizes the user profile to assign this admin right to other profiles with
the corresponding role. In concrete terms, this means that a company admin can assign the
admin rights to the company admins of his/her company.

In each case, an admin right is valid for one organization layer (boundary
"organizationlayer"). This means that the company admin can assign the corresponding role
only to profiles of this organization layer (normally his/her company).

With the following process, you edit the admin rights of a company admin:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profile for which you would like to edit the admin rights must be displayed in
the Search results (see chapter “Search for Profiles”). These must be profiles that
have the "company admin" role.

3. Mark the company admins that have admin rights that are to be edited. To do this,
click in the Search results on the checkbox for the respective company admin. A
check mark will be set.

NOTE: In the Search result, in the Status column, company admins have the
symbol , , or .

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4. Then, in the Actions menu, click on .

NOTE: This menu item is not enabled until you have marked a company admin in the
search result.
You can also call up the action "Edit admin rights" in the detail view of the company
admin (see chapter “View Company Details of a User Profile”).

5. You go to the editing screen for the admin rights: The admin rights of the marked
profiles are each displayed as values of the boundary "grantroles". Under the admin
rights, the organization layer is specified in which the admin rights are valid. The
organization layer cannot be edited.

NOTE: If in addition to company admins, you have also selected profiles that are not
company admins, a corresponding notice is given that the action cannot be used for
profiles without company admin role.

6. For the admin rights that you would like to change, click on Edit.

NOTE: If the "company admin" role is an inherited or copied role, the admin rights
cannot be edited. In these cases, the Edit button is not available.

7. In the following view, the admin rights that are assigned to the profile are displayed in
the right selection list. Admin rights that are also available for assignment are found in
the left selection list. The admin rights are arranged under their respective application
(solution).

NOTE: In the selection lists you see only the admin rights that you are allowed to edit
on the basis of your own admin rights. The application admins of the application
determine the distribution of admin rights to company admins. This means, admin
rights are assigned to a company admin by a Volkswagen-internal application admin.
As soon as the company admin has the admin right for a role, he/she can assign it to
other company admins of his/her company.

8. You add an admin right to the company admin by clicking in the left selection list and
after that clicking on the >>+ button. The value is transferred to the right selection list.
The value is revoked if you click on it in the right selection list and then transfer it to
the left selection list with the << button.

9. In order to reset changes, click on Reset.

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10. With Display, you can change to the non-editable view. Your changes are preserved.

11. Click on Save admin rights to save all changes.

12. If you do not want to edit the admin rights, e.g., in order to change the profile

selection, click in the Actions menu on .

At the end of the action, you will be brought back to the search results.

The user of the changed admin rights receives an e-mail with the report about the changes
made. The e-mail will be sent to the e-mail address that has been saved for the user profile.

2.23 Export Data


During data export under the tab User management (button under the line You are
logged in as: …) selected data on user profiles, groups and companies are exported in the
CSV format (values separated by commas). The file is then displayed and/or saved as a
Microsoft Excel file. In this way, the data are available for further processing.

You can only export groups and companies if you have appropriate authorization.

In addition to further processing of the data, data export also offers the opportunity to display
large search results of profiles, groups and companies at a glance.

The data export works the same for user profiles, groups and companies. The only difference
is that you carry out the data export for user profiles under Search for profiles, for groups
under Search for groups and for companies under Search for companies.

In principle, for data export proceed according to this process:

1. You are on the page under the tab User management (button under the line You
are logged in as: …).

2. The user profiles, groups or companies for which you would like to export data must
be displayed in the Search results.

3. Then above the search result table next to , click on all results.

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NOTE: If the search results contain more entries than you want to export, you can edit
the display of the entries. Above the table, under Display, there are options that
restrict the display of the entries. With Restrict to selected, only the marked entries
are displayed. The entries that are not marked are removed from the search results.
With Restrict to unselected, you reduce the display to the entries that are not
marked.

4. A window opens, in which you can select Data to be exported (for user profiles,
e.g., First name, Last name, Profile ID, etc.). Click in the checkbox for the
respective attribute that you would like to export.

5. If you don't want to start a data export, click in the window on Close to cancel the
procedure.

6. If a data export is to be carried out, you start it by clicking in the window on Export
data. After a short processing time - displayed by a progress bar - an additional
window is opened where you will be asked what must be done with the data.

7. If you select the option for saving the data, the data will then be saved as an Excel
table on the hard drive of your computer or other storage media.

The structure of the Excel table:

A profile, a group or a company will be displayed per line. The selected data will be loaded in
separate columns. The first line of the table contains the names of the columns.

2.24 OVERVIEW: Icons in the „User management“


In the Main menu:

Search for profiles.

Search for groups.

Search for companies/call up own company data.

Call up own personal data.

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Call up own company admins.

Set up a new user profile.

Set up a new group.

Change own password.

In the Actions menu:

Call up personal data of the selected profile.

Call up company data of the selected profile/company.

Activate selected deactivated profile.

Edit admin rights of the selected company admin.

Deactivate selected activated profile.

Compare, and if necessary transfer, the roles of two user profiles.

Assign user profile to a group/edit profile assignment of a group.

Call up group data of the selected group.

Delete user profile.

Delete group.

Search for profile to assign it to a group.

Search for/change group in order to edit the profile assignment of this group.

Activate selected deactivated login.

Deactivate selected activated login.

Reset password of a selected user profile.

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Profile search: Call up UMB form of a selected internal user profile.

Edit roles: Call up role detail view and/or overview for selected user profiles/groups.

Edit roles of the selected user profile/the selected group.

Jump back to the previous page.

In the Search results (and in the general listing of user profiles/groups within actions):

User profile is activated. The logged-in user has the right to change the profile status.

User profile is activated. The logged-in user does not have the right to change the
profile status.

User profile is activated and company admin. The logged-in user has the right to
change the profile status.

User profile is activated and company admin. The logged-in user does not have the
right to change the profile status.

User profile is deactivated. The logged-in user has the right to change the profile
status.

User profile is deactivated. The logged-in user does not have the right to change the
profile status.

User profile is deactivated and company admin. The logged-in user has the right to
change the profile status.

User profile is deactivated and company admin. The logged-in user does not have
the right to change the profile status.

User login is activated. The logged-in user has the right to change the login status.

User login is activated. The logged-in user does not have the right to change the
login status.

User login is activated with reset password (first login status). The logged-in user has

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the right to change the login status.

User login is activated with reset password (first login status). The logged-in user
does not have the right to change the login status.

User login is deactivated. The logged-in user has the right to change the login status.

User login is deactivated. The logged-in user does not have the right to change the
login status.

Start data export for the displayed user profiles/groups/companies.

User profile has admin right for this role.

This role is assigned to the user profile/the group.

This role is to be assigned to the user profile/the group.

This role is to be revoked from the user profile/the group.

Values in this column are not sorted. Click here to sort the values in ascending order.

Values in this column are sorted in ascending order. Click here to sort the values in
descending order.

Values in this column are sorted in descending order. Click here to sort the values in
ascending order.

Other:

More detailed information

Spelling must not have any special characters.

Delete value in data field/in the line.

Role details (boundaries) of this role can be viewed and edited if necessary. Click
here to open the boundary editor of this role.

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Autocomplete field: Values input are completed by the system and offered for
selection.

All roles of the user profile/the group are listed.

Assign value to the user profile/the group.

Revoke value from the user profile/the group.

Calendar to select a date

Send e-mail to the displayed person.

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3 User Confirmation
With cyclic user confirmation, user profiles are confirmed at regular intervals by their
Company Admins. User profiles that are not required anymore and that are not confirmed by
their Company Admin are deactivated, which is beneficial for the security on the Group
Business Platform.

If user profiles need to be confirmed in your company (DUNS), the Company Admins and, if
applicable, the Remote Admins, will receive a task through the Group Business Platform.
UMSWeb offers a confirmation function.

Click on the according task within the Group Business Platform leads the user directly to
the according page under the tab User Confirmation. If the Company Admin logs right in
to UMS Web and user profiles need to be confirmed, he or she will also be forwarded to
the according page under the tab User Confirmation.

From here, the Company Admin can change to the User management tab or other tabs at
any time.

The User confirmation tab is provided as long as profiles are to be confirmed within your
DUNS.

If the profile belongs to a current employee of the company, who still works actively using the
Group Business Platform, the profile must be confirmed.

If the profile is not used by the employee anymore or the employee of this profile does not
work for the company anymore, the profile must be denied. After denying the profile it will be
deactivated.

Follow this procedure for confirming or denying a profile:

1. You are on the page under the User confirmation tab (button under the line You
are logged in as: …). The table lists the profiles to be confirmed. . Profiles that will
be deactivated automatically within the next 10 days in case no confirmation will be
made are highlighted in red.

2. In order to get more information for a profile, click on the underlined Profile ID of the
profile in the table. The Profile detail view of the selected user profile will be
displayed. Click on the “Back-Button” leads you back to the list of profile IDs that
have to be confirmed.

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3. For a profile you want to confirm, click on the check box for the Yes option in the
Confirm column. A check mark will be set. A date field will be shown in the Next
confirmation column in addition.

4. Click on in the Next confirmation column to open the calendar. Select the date
in the calendar as of which the profile is to be confirmed again. The selected date will
then be shown in the date field.

NOTE: The period until the next confirmation must not exceed 300 days. Thus, the
calendar does not allow you to select a longer period.

5. For a profile you want to deny, click on the check box for the No option in the
Confirm column. A check mark will be set. A field for entering a user-defined text
will be shown in the Reason for deactivation column, in addition.

6. Enter the reason for denying the profile in the Reason for deactivation column.

NOTE: The denied and thus deactivated user profile can be reactivated again under
the User management tab (see chapter “Activate User Profile”). Thus, a
confirmation error can be corrected.

7. Deal with all profiles in the table you want to confirm or deny according to steps 3-4 or
5-6.

8. A display above the table indicates how much profiles you already have dealt with. If
you click on show in the list first, the profiles dealt with will be sorted at the top of
the table.

9. If your changes are not to be saved, click on Discard changes.

10. If your changes are to be performed, click on Save changes.

If there are no more profiles in your DUNS that require confirmation, you will be sent directly
to the page under User management. The according task within the Group Business
Platform will be set to “completed” automatically. The tab User confirmation is then no longer
displayed. This tab does not appear again in UMS Web until the next confirmation is due.
The Company Admin will receive a new task within the Group Business Platform at that
point.

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What happens if the confirmation deadline of the profile expires?

The profile will be displayed for confirmation for 60 days. 10 days prior to the due date the
Company Admin, or the Remote Admin if applicable, receives a reminder via Group Business
Platform. As soon as the due date is reached (overall 60 days) and no confirmation has been
made, the profile will be deactivated automatically.

Note: The profile will be deactivated, not deleted. In order to delete a profile, the Company
Admin must perform that task manually.

A deactivated user profile can be reactivated again by the Company Admin under the User
management tab. When activating, the Company Admin specifies the date at which the
profile is to be confirmed again. This date cannot be more than 300 days in the future.

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4 Glossary for UMSWeb


Admin right A user must have the associated admin rights in his/her profile for the
roles that he/she would like to edit for a user profile. Thus an admin
right authorizes the profile to assign and revoke a specific role to/from
profiles. In addition, the profile has the right to give this admin right to
other profiles (mainly company admins).

Admin rights are values of the boundary "grantroles", that are mainly
part of the "company admin" and "application admin" roles.

In each case, an admin right is valid for one organization layer


(boundary "organizationlayer"). This means that the company admin
or application admin can assign the corresponding role only to
profiles of this organization layer (for the company admin normally
his/her own company, for application admin all profiles).

Application Application program on the Group Business Platform that provides


functions for suppliers, service providers and internal employees of
the Volkswagen Group.

In the UMSWeb v2.0 user interface, the designation "application" is


used for the term "solution".

Application admin The application admin gives the company admin administration rights
for roles of the application for which the application admin is
responsible. The administration right makes it possible for the
company admin to assign roles to the profiles of his/her company
(DUNS).

Boundary (role Boundaries are authorities within a role that restrict the action
details) possibilities of the user profile within the role.

The rights ticket is the combination of the boundaries of a role for the
profile.

Boundaries are not specified for all roles, rather only to those defined
accordingly. In order to edit the boundaries of a role, the user needs
special rights in his/her profile.

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Company See "DUNS number"

Company admin The company admin is named by the (supplier) company in the
registration process for the Group Business Platform. In UMSWeb,
the company admin assumes important tasks for his/her company:

- Setting up profiles for company employees

- Authorizing profiles with roles/revoking roles

- Deactivating/activating profiles

- Deleting profiles

- Password administration for profiles

- Checking profile data to ensure they are up to date

- Confirming profiles

In order to fulfill these tasks in UMSWeb, the role with the same name
is assigned to the company admin.

DUNS (Company) The DUNS number (Data Universal Numbering System by


Dun&Bradstreet) is a "non-semantic" 9-digit numerical code for
worldwide, unique identification of companies.

The DUNS number (DUNS for short) represents a company in the


B2B-UMS. During registration on the Group Business Platform, a
(supplier) company indicates its DUNS number.

Group Groups are created in order to assign bundled authorizations to


profiles (members of the group).

A group is created by a user for an organization layer. After that, its


roles are assigned.

When profiles are added to the group, these profiles inherit the group
roles. If a profile is removed from the group, the group roles will
automatically be revoked from the profile.

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A group is thus a container that contains roles and profiles.

Identity, digital See "Person"

ID Level If a partner company employee is scheduled to receive authorizations


for internal systems of the Volkswagen Group, first his/her identity
must be checked and his/her identification level increased.

The identification level expresses to what extent the data of a partner


company employee have been examined and confirmed at the
Volkswagen Group.

A higher identification level of 2 or 3 is generally only given to partner


company employees who are positioned within the Volkswagen
Group.

The height of the identification level influences the capability to


change the personal data of the partner company employee. Thus,
identity-determining data (last name, first name, place of birth, sex)
can no longer be changed with an ID level of 2 or 3.

Job context In the B2B-UMS, the job context reflects the contact and
communication data of a profile in the user’s employment
relationship.

Login (User login) Each user profile has a login that is used by the profile for logging into
the Group Business Platform. The login functions in connection with a
password.

The login is a technical aid in the B2B-UMS and is not "visible" to the
user. The user logs in with profile ID and password.

Login status The login of a user profile can be in various statuses: activated (login
used with own password), deactivated (login is blocked and cannot
be used), first login (login has received a new password; the user
must change the password for this login when first logging on).

The login status can be changed by the company admin for his/her
internal company profiles.

Organization layer The organization layer indicates for which DUNS department or

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similar, rights are valid.

For example, an admin right is valid for one organization layer


(boundary "organizationlayer"). This means that a company admin
can assign the corresponding role only to profiles of this organization
layer (normally his/her company).

Groups are each set up in one organization layer and they group the
rights for this organization layer.

Password Each user profile has a login that is used for logging into the Group
Business Platform. The login functions in connection with a password.

The password of a user login must be reset if the user who uses the
user profile with login has either forgotten his/her password or must
change the current password for security reasons.

Person Technically speaking, a person in the B2B-UMS is the object that


contains the personal data (last name, first name, sex, etc.). The
unique identifier of a person is the GID (global identifier).

This person is also called digital identity.

For a real user, there is only one person in the B2B-UMS. However,
one person can have several profiles (e.g., external and internal).
Profiles must not be transferred from one person to another.

Profile (user With the user profile, a user logs into the Group Business Platform.
profile) The authorizations (roles and boundaries), with which the user has
access to applications, depend on the user profile.

Profile, external An external profile is arranged hierarchically under a DUNS number


of a supplier. The user of this profile is thus an employee in a supplier
company.

Profile, internal An internal profile is used within the Volkswagen Group. The user of
this profile is thus an internal employee of the Volkswagen Group.

Profile ID The Profile ID is the unique identifier, the name, of a profile. The user
uses the profile ID to log into the Group Business Platform.

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In UMSWeb v1.x, the term "UserID" was used.

Profile status The user profile can be in various statuses: activated (profile can be
used) and deactivated (profile is blocked and cannot be used).

The profile status can be changed by the company admin for his/her
internal company profiles.

Remote admin If your company works at several locations with several DUNS
numbers, but will be managed by only one user with one profile, there
is the option of summarizing the company admin rights for several
DUNS numbers under one profile, the profile of the remote admin.

This is technically implemented by setting up the "remote admin" role


as a copy of the "company admin" role. This means that if a remote
admin is authorized for a DUNS, it receives a copy of the role of the
"original" company admin. After that, all changes to the original
company admin role will be transferred automatically to the remote
admin.

If the role is completely withdrawn from the original company admin,


then the remote admin also loses his/her copy of the company admin
role.

Rights ticket The rights ticket is the combination of boundaries for an assigned
role.

A profile can generally have several rights tickets for one role (few
exceptions exist). The boundary values within a rights tickets apply in
combination with each other (e.g., writing rights defined in the rights
ticket apply only for the organization layer that is specified in the
same rights ticket).

Role A role that is assigned to a user profile authorizes this profile to


access an application within the Group Business Platform. Depending
on the role, the access allows read or write use of the application.

A role can be assigned to a profile via UMSWeb (see "Role, non-


assignable").

Role, non-visible A non-visible role is not displayed in UMSWeb. Usually the non-

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visible role is also a not-assignable role.

In UMSWeb v2.0, a user with specific authorization can also search


profiles for their non-visible roles.

Role, not- A not-assignable role cannot be assigned to a profile of the UMSWeb.


assignable It is normally part of an assignable role, usually a "base role".

In UMSWeb v2.0, a user with specific authorization can also search


profiles for their not-assignable roles. However, these roles continue
to be not-assignable in UMSWeb.

Role details See "Boundary"

Role name, display Name of a role that is used in the graphical administration interface of
UMSWeb.

Role name, Name of a role that is used in the background (database, etc.), not in
technical the graphical administration interface of UMSWeb.

Solution The solution serves as a name space for the roles of the application.
The roles of the application are arranged under the solution so they
relate only to the solution.

User The user is the actual person who works with applications on the
Group Business Platform. The user uses his/her profile for this.

User login See "Login"

User profile See "Profile"

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