This section describes how to set up and use the proxy user feature, which allows a user to delegate some of his capabilities to another user.
Note: For an introduction to this feature, see the section: The Proxy User Feature.
An administrator can exclude certain responsibilities from being allowed to be delegated to proxy users. For example, you may have responsibilities such as "Employee Self-Service" where a user can change personal information and see salary and payslip information. Allowing proxy users access to other users' personal information via such responsibilities may cause privacy and legal issues. It is therefore essential to be able to restrict delegation by proxy users.
Steps to Exclude a Responsibility from Being Delegated
Log in as System Administrator and navigate to User Management > Proxy Configuration > Exclusions.
Click the Add Responsibility button.
Select the name of the responsibility you want to exclude from delegation by users.
Click the Apply button.
By default, the list of available workflow item types a user can delegate to a proxy displays those item types for which the user has previously received at least one notification. You can also choose to add item types that you want to appear in the lists for all users. In this way you can allow users to grant a proxy access to handle any notifications they may receive from those item types in the future.
To add an item type to the available list, define the internal name of the item type as a lookup code for the WF: Vacation Rule Item Types lookup type. See: "Setting Up Notification Handling Options."
An administrator can set up policies that govern which users delegators can select as their proxy users. Several predefined policies already exist, and you can create additional policies if needed. Creating new policies requires a thorough understanding of creating data security policies and object instance sets, so we recommend using predefined policies if possible.
Log in as System Administrator and navigate to User Management > Proxy Configuration > Policies.
Select the Add button to use one of the predefined policies.
If you want to create your own policy, select the Create & Add Policy button to create a policy specific to your organization.
Click the Apply button.
There are two ways to give a user privileges to delegate to a proxy user:
Use the Proxy Delegation Privilege page to give delegation privileges to all users, or users of a specific role or responsibility.
Use the User Details page to assign the Manage Proxies role to an individual user. By assigning the Manage Proxies role to the delegator, you make the delegator eligible to grant proxy privileges to other users to act on the delegator's behalf.
Assign Delegation Privileges to All Users or Users with a Selected Role or Responsibility
Log in as System Administrator and navigate to User Management > Proxy Configuration > Privileges.
If you want to give delegation privileges to all users, select the All Users option. If you want to give delegation privileges to users of a specific role or responsibility, select the Users with the Selected Roles or Responsibilities option, and then choose the role or responsibility you want.
Click the Apply button.
Assign the Manage Proxies role to an individual user
Log in as System Administrator and navigate to User Management > Users.
Query the user (delegator) that you wish to have the ability to grant proxy privileges to other users: click on the Update icon of the results table to navigate to the User Details page.
On the User Details page, click on the Assign Role button, and search for "Manage Proxies" role in the list of values.
Pick this role, supply the justification, and click the Apply button.
Once a user has delegation privileges, either by proxy user privileges configuration or by being given the Manage Proxies role directly, that user (the delegator) can then delegate other users as proxy users. For example, an employee going on vacation might want to designate her manager as a proxy user during her absence.
As a user with the delegation privileges, log on to Oracle E-Business Suite and click on the global Settings menu.
Select Manage Proxies to navigate to the Proxy Configuration page, where you can see and update any existing proxies.
Click the Add Proxy button to add a new proxy user to work on your behalf.
On the Add People page, select a user from the list of values, updating the start and end dates if required. You can also enter notes that will be displayed in the notification that your proxy user will receive to advise that he has been designated as a proxy.
In the Grant Responsibility Access region, you can select None, Selected, or All responsibilities to delegate to your proxy user. If you choose the Selected option, you can then select any responsibilities from the Available Responsibilities list that you want your proxy user to access, and move them over to the Selected Responsibilities list. You may not see all of your responsibilities in the Available Responsibilities list if some have been excluded from delegation by your administrator. Your proxy user will see only the responsibilities you select here when working on your behalf.
In the Grant Worklist Access region, you can select None, Selected, or All workflow item types to delegate to your proxy user. If you choose the Selected option, you can then select any workflow item types from the Available Item Types list that you want your proxy user to access, and move them over to the Selected Item Types. By default, the Available Item Types list displays those item types for which you have previously received at least one notification. Your administrator can also add item types to this list to let you grant your proxy user access to handle other notifications you may receive in the future. Your proxy user will see only the selected workflow item types when working on your behalf.
Click Apply to save the changes.
Once the changes are saved, a notification will be sent to the user who has been granted the proxy privileges.
If you are a user designated to act on behalf of another user (the delegator), you may initially receive a notification that you have been designated as a proxy user for the delegator, though receiving the notification is not required (and some organizations do not use Oracle Workflow).
If you are a user permitted to act on behalf of other users, you will see the Switch User link or icon in the page header. Select the Switch User link or icon.
You will see your own user name with the prefix "Logged In As" in the upper corner of the page.
To switch to another user (act as a delegate), choose the Switch User icon or link to access the Switch User page.
The Switch User page shows an alphabetical list of people who have specified that you can act on their behalf as a delegate.
Click on the icon in the Switch column to switch to Proxy Mode, where you can act on behalf of the selected user.
After you have selected a delegator, the application enters Proxy Mode. While you are working as a proxy user, you will see your name and the name of the user for whom you are acting as proxy. You will not see the Favorites or Settings choices in the header, nor will you see the Navigator's Top Ten List for Oracle Forms-based forms. While you are in proxy mode, the link changes from Switch User to Return to Self, though the icon remains the same.
For most pages, you will see a notice near the top of the page that says "Proxy For" with the user name of the delegator, indicating that you are acting as a proxy user for that delegator.
If you are using a form built with Oracle Forms, you will see a notice at the very top of the window showing that you are acting as a proxy user.
The user login information details reflect that you are now acting on behalf of the selected delegator.
Perform your tasks as the proxy.
For more information about handling another user's workflow notifications while acting as a proxy, see: Worklist Access.
To exit Proxy Mode, return to the Home page and click on Return to Self (the Switch User icon).
Note: If you are permitted to act as a proxy user for multiple delegators, you cannot switch directly from one to another. You must Return to Self first.
In Proxy Mode, Page Access Tracking (PAT) is automatically turned on to track the pages visited by the proxy user when acting on behalf of the delegator.
A concurrent program, Page Access Tracking Data Migration, needs to be run for the delegator to see the most recent updates in the report. The administrator must run this report.
To see a report on your proxy user's activities, perform the following steps as the delegator:
Choose the Settings > Manage Proxies function.
Select Run Proxy Report.
Specify the proxy user whose actions you want to review, the responsibility with which the proxy user performed the actions, and the start and end dates for the date range during which the proxy user performed the actions. Then run the report.
Administrators can run a report to review Audit Trail data for actions performed by a proxy user for any delegator user. To make the proxy audit data available, you must first set up Audit Trail and run the Audit Trail Update Tables Report. See: Steps to Enable Audit Trail.
To run the proxy audit data report, you must log in as a user with the FND_PROXY_AUDIT permission. This permission is granted to the SYSADMIN user by default. An administrator can optionally grant it to other users.
To run the proxy audit data report, perform the following steps:
Choose the Settings > Manage Proxies function.
Select Run Proxy Audit Data Report.
Specify the database object you want to review, the delegator user, and the proxy user whose actions you want to review. Optionally specify the start and end dates for the date range during which the proxy user performed the actions. Then run the report.
The Proxy Audit Report page submits a concurrent request for the audit report and displays the request ID. Choose the report status link to navigate to the Requests page. From this page, you can check the report status, view the report output, and optionally republish the report.