Temporary role management

Temporary role management lets system administrators assign temporary roles to a specific user account for a specific amount of time (known as a session). This feature is useful when a user in a company is away from work for a period, or if a role must temporarily be divided among multiple users. When the session ends, the user account returns to its original roles.

Session approval and processing

Only users who have the System administrator role can initiate new temporary role sessions.

The process for temporary role sessions has these steps.

1. On the Temporary role management page, select New to create a request for a new session. The request has a status of Draft. Wait for a system administrator to approve the request. System administrators can approve or edit session requests.
2. To approve the session request, in the Change status field, select Planned.
3. The background process picks up the session request for processing. Alternatively, a system administrator can manually process it by selecting Process.
4. When the session begins, the selected user account obtains temporary roles in finance and operations apps.
5. When the session ends, the user account returns to its original roles.

Session types

When you create a new temporary role session, set the type to Merge or Replace.

• Merge – Add the temporary roles to the existing roles of the user account. After the temporary roles session is over, users retain their original roles and the added temporary roles are revoked.
• Replace – Replace the existing roles of the user account with the temporary roles. After the temporary roles session is over, users are reassigned their original roles and temporarily assigned roles are revoked.

For both session types, the user account returns to its original roles when the session ends.

Assign temporary roles

For a new temporary role session, select Assign roles to assign the temporary roles to the selected user account. You can also select Assign organizations to assign the temporary roles to the selected organization only, not to all organizations.

Audit logs

Use the Audit logs to view all actions that are performed on a given session request. The grid captures the following details:

• The change in status
• The date
• The timestamp of the action
• Who made the change
• Whether the batch process or a system administrator processed the request

User log

The User log captures all sessions when any selected user accounts sign in to finance and operations apps during the active temporary role session. This log helps track user activities and the time that is spent on each session. It also captures when the current session ends.

User role change log

The User role change log captures all the role changes that were performed during the active temporary role session. This log helps track the role changes for a specific user account.