workcycle


Table of Contents

 

Scope

1. Remove the icon(s) when not applicable

 

2. Add countries when the procedure is for a specific country (optional)

ERP

3. Remove the icon(s) when not applicable

  

References

4. Add the link to SAP procedures (when it exists)

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links  

1. Objective and Scope

The management of the WEB CYCLE Users for PF1_020 and WP1_400 systems is handled through the transaction /COCKPIT/WUM. This transaction allows the use of the tool Work Cycle (Readsoft) to a person with access to the SAP system or without it.

This procedure will explain you how to use it for EMEA region.

The requests can be received from a Freshdesk ticket or a Work cycle.


2. Work cycle Account maintenance

2.1 Creation

  • Go the GRC portal using the internet explorer (Select Request Access _ Change Account):


Here you will insert your personal user id and flag the field “Requesting for other user”.


Click Logon. Then you will click in the search button:


Here you will be able to search for the new user:


Select the correct user and then click in the selection button.

Here you will retrieve the information needed to create the user id.


  • Run transaction /COCKPIT/WUM

 


Insert the User ID and click on the blank sheet.

You need to fill the fields: Email, language, Full Name (First name lowercase letters and last name capital letters) and Telephone (if available):

 


Also, click in the button “Customer Fields”. You need to fill the fields SRM user name, SAP user name, First name, Last name and Zone :


Then, click in the “Continue” button . Your user will be created.

An automatic email will be sent to the user email address with the link for the respective system and the Initial Password.


2.2 Update

2.2.1  Master Data

The fields that can be updated are the ones from the tab Communication and User data. To do it click in the button “Change”  .

To check the information available in the master data of a user you can click in the field “Display” .


2.2.2  Password

To perform the reset of the password you will need to click in the button  .

By default the new initial password will be Webcycle9 and an automatic email will be sent to the user email address with that information.

The field “Change Password”  can be used to create a specific password.

On the first access, the user must change this initial password.

 

2.3 Lock / Unlock 

To see if a user is locked you can click in the field “Display”  :


In this case the user is not blocked.

To lock it you just need to click in the field “Lock user”  outside the master data of the user id. But for that you will need first to check Pending documents.



  • Go to the transaction /COCKPIT/1



You will check here pending documents with the user that you want to lock. Insert the User ID and only select the Workflow status Unposted / In wokflow and Posted / In workflow.



If any document appears, we need to transfer these documents to a different user (normally provided by the requester) and only after we can proceed with the blockage. (2.5. Recall / Resend Workcycles)


If no documents pending we can proceed with the request to block the workcycle user.


Insert the new user id and the Freshdesk ticket where it can be found the original request for this block as shown below:


To unlock  it you will need to follow the next steps:

  • Go to the Freshdesk tool to see if you find a ticket with the reason why this user was locked. Then inform the requester and do not unlock it.


If there are no tickets:


  • Go to the GRC portal. If this user cannot be found here it means that the person is no longer in SOLVAY. Please inform the requester and do not unlock it.


If the users is in the GRC portal:


  • Go to the Organizational Charts. If this user cannot be found here it cannot be in the SOLVAY company so you will need to inform the requester. Do not unlock it.

After the steps if you want to unlock you need to click in the field “Unlock User” .


2.4 Delete 


Is also possible to delete a User Id by clicking on .


Before complete this operation, please always search for pending cockpits as explained above and confirm with the requester is the user is to be permanently deleted (not possible to reverse).

To be used when the user leaves the company.


2.5 Recall / Resend Workcycles

How to Recall and Resend a worckcycle when requested or when needed due to wrong or obsolete User ID?

  • Go to transaction /COCKPIT/1


  • Select Unposted / In wokflow and Posted / In workflow, insert the user ID in the field Workflow processor and run the transaction 

  • Select all pending Workcycles and go to Workflow_Recall document


  • A message will appear, click on YES


  • Complete Recall


  • Select all Workcycles once again and click on Workflow_Send


  • Insert the new User ID and Start


  • The action is completed and all Workcycles have been transferred to the new User ID.

2.6 Substitute management

When needed, is possible to add several substitutes inside the user profile in order to give the possibility to have the same Workcycle visible for more that the receiver of the Workcycle.  

To activate a User backup you need to:

  • Go to the tool READSOFT

Click on the User profile box, click on the line with the user info and the substitute options will appear:


You should insert the user Id / Name of the person you want to have as substitute, flag the field Unlimited if you don't want to have an end date and to active this substitute don't forget to flag the field Active:

 


3. Mass update

You can create user ids massively. For that you need to fill a standard file .

  • First step, fill the mandatory information in the file: WC_User, Email, Language, Full name, Department (if provided), SRM User name, SAP User name, First name and Last name:


 Then you will need to merge the information and for that you will use the excel formula - CONCATENATE. You will copy the information retrieved and pass to a Notepad:

Leave the first line of your Notepad in blank. Then SAVE the Note.


  • Second step, go to the SAP (to the users system) and use the transaction /COCKPIT/WUM . Click in the field Import user and insert your TXT file:


Click enter and the system will show you the results of the upload. 

When the user id is created it gives a green message:


When the user already exists the error is marked with red:


When the email of the user already exists the error is also marked with red:

In this case you will need to recheck the users id in the GRC portal.


4. Useful Links 

Readsoft tool:

Fresdesk

GRC (internet explorer)

Organizational Charts (internet explorer)