The applications and data of the R/3 System are the basis for all company business, and must be protected from unauthorised access by restricting authorisations. Authorisations, which allow access to all or many functions, should only be assigned to specific users. Thus, user administration must meet high standards to ensure the security and functionality of R/3.

To create a user record, you can either create a new user , record or copy an existing one, modifying some of its data. To create a new record, proceed a s follows:

1.Choose “Tools > Administration > User maintenance > Users”
OR Transaction SU01
2.Enter a user name and select the menu path “User Names > Create”
OR
Press F8 Key.

The screen Maintain User is displayed with the tabs Address, Logon data, Defaults, Parameters, Activity Groups, Profiles and Group. The tab Address is active.
To create a user, make the appropriate entries in at least the field Last name and, in tab Logon data, the field Initial password. The following list describes the tabs and fields in screen Maintain User.

Address:

The tab Address is used to identify users. Only the field Last name is compulsory.

Logon data:

The tab Logon data contains fields including:
Initial password: Enter the same initial password in both of the adjacent password fields. When the user logs on, he or she is asked to change the initial password to a password of his or her choice.

User group: If user groups are set up (under Environment User groups), you can use the adjacent possible entries arrow to enter the user group to which you wish to assign the user. User groups are set up to allocate users to a user group with a specific administrator who is responsible for that user group.

Valid from … Valid to:
Enter the time period if you wish to restrict the validity of the user to a specific time period, for example, if the user is a temporary employee.

User type:
Select the type of processing required by the user, for example, dialog or background. Only a dialog user can log on to SAPGUI. See also F1 Help in R/3.

Defaults:

In the tab Defaults, you can specify a specific screen as the initial screen after logon, or a specific printer which is then automatically selected for printing.

Activity Group:

An activity group is a collection of R/3 transactions, authorisations and additional objects. You can assign an activity group to as many users as you like.

Group:

When you create or change users, you can assign them to one or more groups on the Groups tab. When the name of a group is specified in the user record, the user is automatically all the authorisations contained in the group.

Profiles:

In the tab Profiles, you can specify the authorization profiles assigned to the user record. The assigned authorizations determine which activities, if any, the user may perform.

Parameters:
In the tab Parameters, you can specify values to be automatically assigned to specific fields when the relevant screen is displayed. For example, you can specify the parameter BUK (company code), and assign to it value 0002. Having done this, the user who starts an application containing a field for company code, finds that 0002 automatically appears in the field. The user can, however, overwrite this value with another if required.

Choose Save.

The user is created, and the corresponding user can now log on in R/3 with the specified user name and initial password.

Users can maintain their user record for the tabs Address, Defaults, and Parameters, by choosing “System > User Profile > Own data.