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CUSTOMER 2016-12 Common Data Import and Administration Guide Ariba Contract Management Ariba Sourcing Ariba Spend Visibility Ariba Supplier Information Management Ariba Supplier Information and Performance Management Content Using Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Starting Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Using Workspaces and Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Understanding Adapter Source Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 About Creating Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 About Editing Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 About Exporting Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Defining and Importing Your Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Completing the Deployment Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 About Entering Data in CSV Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 About defining regions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 About Defining Units of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 The Units Of Measure Worksheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 About Importing Units of Measure Conversion Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Defining Currency Conversion Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 The Currency Conversion Rate Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 About Defining Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 About Commodity Code Hierarchies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 The Commodity Codes Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 About Defining Commodity Code Mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 The Commodity Code Mappings Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 About Defining Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 The Departments Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Defining Enterprise Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 The Enterprise Users Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 About Group Columns on the Enterprise Users Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Defining Supplier Users and Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 About the Supplier Organizations Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Columns for Supplier Organization Information on the Supplier Organization Worksheet. . . . . . . . . . 22 Columns for Supplier User Information on the Supplier Organization Worksheet. . . . . . . . . . . . . . . . 22 About Supplier Organizations with Multiple Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Associating Commodity Codes with Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 The Supplier Commodity Map Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 About Supplier Organizations with Multiple Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 About Defining Translations in the Supplemental Workbook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 About Translations for Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 2 CUSTOMER Common Data Import and Administration Guide Content About Translations for Units of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 About Translations for Supplier Organization Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Importing Your Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Importing Translations for Units of Measure or Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Viewing and Correcting Data Import Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Verifying Your Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Maintaining Your Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 About Managing Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Viewing Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Adding Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Modifying a Commodity Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32 Deleting Commodity Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Associating Commodity Codes with Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Exporting Data to Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 About Exporting More Than 65,535 Records at Once. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 About Exporting Enterprise Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 About Exporting Supplier Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 About Exporting Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Pulling Custom Field Metadata for Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Running Scheduled Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 About Anti-Virus Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Managing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 How to view user details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 How to add or remove user search filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 How to add users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 How to edit users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 How to act as another user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 How to lock a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 How to unlock a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 How to deactivate a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 About displaying inactive users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 How to reactivate a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 How to generate or reset user passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 About Managing Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Understanding Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Viewing Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Adding Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Modifying Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Deleting Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Running Data Import and Export Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Common Data Import and Administration Guide Content CUSTOMER 3 Managing User Delegations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Viewing User Delegations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Creating User Delegations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Modifying User Delegations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Ending User Delegations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 About Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Managing User Sessions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Viewing User Sessions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Disconnecting User Sessions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Viewing User Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 About Audit Log Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Displaying or Hiding Search Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Managing Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Understanding Default Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57 Understanding Custom Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Understanding Child Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Viewing Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Adding and Modifying Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Deactivating a Custom Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Reactivating a Custom Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Managing Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 About Business Contacts and Business Contact Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61 About Business Contact Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Managing Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62 Viewing Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62 Adding Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Modifying Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Deleting Business Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Managing Business Contact Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64 Adding Business Contact Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Deleting Business Contact Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Importing and Exporting Business Contact Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Importing and Exporting Supplier Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 About Supplier Extended Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66 About Importing and Exporting Supplier Extended Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Importing Supplier Extended Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 About Viewing Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Exporting Supplier Extended Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Creating Supplier Profile Import Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 4 CUSTOMER Common Data Import and Administration Guide Content Common Profile Field Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Managing Supplier and Customer Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 About Default Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Viewing Supplier and Customer Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Adding and Modifying Supplier and Customer Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72 Customizing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74 About Custom Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Customizing Messages with the Branding Settings Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Flexible Master Data Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Understanding Flexible Master Data Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76 About Uses for Flex Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 About the Structure of Flex Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 About Flex Master Data Limitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 About Importing Data into Flex Master Data Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 About Translating Flex Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Managing Enumerations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79 About Enumerations Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Editing the Enumerations File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 About Preserving Referential Integrity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Viewing Facts and Dimensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 About Facts and Dimensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Viewing Facts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82 Viewing Dimensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Managing Dimension Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Exporting Dimension Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Validating Dimension Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Deleting Unused Ariba Spend Visibility Dimension Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Managing Dashboard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Viewing Dashboard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87 Adding and Modifying Dashboard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Adding the Action Tile Strip to the Current Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Adding Content Items to the Current Dashboard Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 Editing Properties for the Current Dashboard Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Adding New Dashboard Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Comparing a Dashboard Template to the Default Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Reverting a Dashboard Template to the Default Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Adding or Modifying Dashboard Template Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92 Publishing Dashboard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92 Common Data Import and Administration Guide Content CUSTOMER 5 Updating Dashboard Template Rankings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Deleting Dashboard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Configuring the News Content Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 How to reset a user's dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Managing Ariba ActiveX Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95 About Deploying Ariba ActiveX Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Deployment Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 About Automatically Deploying Ariba Client Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 About Manually Installing Ariba Client Automation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Installing the Signed ActiveX Control on a Client Desktop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Uninstalling the Signed ActiveX Control on a Client Desktop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Checking for Ariba Client Automation on Client Desktops. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Adding Ariba as a Trusted Site on Microsoft Vista. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Managing Scheduled Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99 About Managing Scheduled Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Viewing Scheduled Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 About Scheduled Reports Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Deleting Stored Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Editing Report Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Managing Data Load Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Viewing Data Load Tasks Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102 Configuring Supplier Data Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Managing SAP Material Master Data Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 About SAP Material Master Data Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 About Configuring Security for Master Data Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Configuring an External System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Verifying and Managing Master Data Loads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Modifying Master Data Validation Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Searching Material Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Item Master Data Search Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Configuring Ariba Contract Management Integration with SAP. . . . . . . . . . . . . . . . . . . . . . . . . . 114 About Configuring Ariba Contract Management Integration with SAP. . . . . . . . . . . . . . . . . . . . . . . . . .114 Configuring Ariba Network for Ariba Contract Management Integration (Ariba Customer Support) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Configuring Ariba Network for Ariba Contract Management Integration(Ariba Network Buyer). . . . . . . . 115 Transferring Ariba Sourcing Data Using HTTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 About Transferring Ariba Sourcing Data Using HTTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 6 CUSTOMER Common Data Import and Administration Guide Content Limitations for Transferring Sourcing Data Using HTTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Importing Sourcing Data Using HTTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Running an HTTP Request to Import Sourcing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Exporting Sourcing Data Using HTTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Exporting Contract Header Data Using File Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 About Exporting Contract Header Data Using File Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Manually Exporting Contract Header Data Using File Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Scheduling Automatic Contract Header Data File Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Tracking browser use in SAP Ariba solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 About tracking browser use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 How to view users' browser information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 How to find users with unsupported browsers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 How to find users of a specific browser. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 How to export enterprise user browser information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 CSV File Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 About CSV File Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130 General CSV Data Entry Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 CSV Syntax Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 About CSV Character Encoding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 About Fax Number Formats in CSV Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Date Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Number Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Boolean Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Exported CSV File Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Contract Header File Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 System Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Enhanced Data Encryption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Revision History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Common Data Import and Administration Guide Content CUSTOMER 7 Using Ariba Administrator Ariba Administrator is the administrative interface you use to set up, manage, and maintain your Ariba OnDemand site. Starting Ariba Administrator [page 8] Using Workspaces and Tasks [page 8] Understanding Adapter Source Values [page 12] Starting Ariba Administrator You start Ariba Administrator from you Home dashboard. Procedure 1. Log in to your site using your administrator username and password. 2. On the dashboard, click Manage Administration to display Ariba Administrator. Next Steps To return to your Ariba On-Demand home page, click the Home tab. Using Workspaces and Tasks Ariba Administrator consists of a collection of workspaces. Each workspace includes a set of related tasks used to administer Ariba solutions. Ariba solutions include: ● The Ariba Sourcing™ solution package (Ariba Sourcing) ● The Ariba Contract Management™ solution package (Ariba Contract Management) ● The Ariba Spend Visibility™ solution package (Ariba Spend Visibility) Depending upon which Ariba solutions you have purchased, the workspaces and tasks you see might vary from the ones shown here. 8 CUSTOMER Common Data Import and Administration Guide Using Ariba Administrator Task Description Reference Data Import/Export Import and export data. See Using Ariba Administrator [page 8] and Exporting Data to Files [page 34]. Scheduled Tasks Run scheduled tasks. See Running Scheduled Tasks [page 38]. Audit Log View user activity. See About Audit Log Filters [page 56]. User Sessions View and disconnect user sessions. See Managing User Sessions [page 54]. Data Import/Export Import and export data. See Defining and Importing Your Data [page 8] and Exporting Data to Files [page 34]. Data Definition Review and accept changes to the data definition See the Ariba Integration Guide. in integration events. Integration Configuration Enable and disable integration events. See the Ariba Integration Guide. End Point Configuration Create end points that can be associated to inte­ gration events. See the Ariba Integration Guide. Integration Toolkit Security Configure HTTP authentication and web service security. See the Ariba Integration Guide. Organizations Create, view, edit, and delete supplier organiza­ tions. See the Ariba Supplier and Customer Or­ ganization User Guide. Users Create, view, edit, and deactivate supplier users. See the Ariba Supplier and Customer Or­ ganization User Guide. Groups Create, view, edit, and delete supplier and cus­ tomer groups. See Managing Supplier and Customer Groups [page 71]. Data Import/Export Import and export supplier and customer organi­ zation and user information. See Defining Supplier Users and Organi­ zations [page 21] and Importing Your Data [page 27]. Supplier Profile Import/Export Import and export supplier profile information. See the Ariba Supplier and Customer Or­ ganization User Guide. Site Manager Integration Manager Supplier and Customer Manager User Manager Users Add, modify, act as, lock and unlock. activate and See Managing Users [page 39]. deactivate, assign to groups, and generate pass­ words for users. Groups Add and modify groups. See Managing Groups [page 57]. Organizations Add, delete, and modify organizations. See About Managing Organizations [page 48]. Data Import/Export Import and export user information. See Running Data Import and Export Tasks [page 51]. Delegations Delegate a user’s approval authority to another user, and view a list of users whose approval au­ thority has been delegated. See Creating User Delegations [page 52] and Viewing User Delegations [page 52]. Common Data Import and Administration Guide Using Ariba Administrator CUSTOMER 9 Task Description Reference Business Contacts Create, modify, and delete business contacts. See Managing Business Contacts [page 62]. Business Contact Groups Create, modify, and delete business contact groups. See Managing Business Contact Groups [page 64]. Branding Settings Customize user interface text and images. See Customizing Messages [page 8]. Approval Rule Files (This task is not used in Ariba Strategic Sourcing and Contract Management Solutions.) (Not applicable.) Enumerations (Customization Administrators only) View, import, and export enumerations. See Managing Enumerations [page 8]. Facts and Dimensions View facts and dimensions in the data model. Viewing Facts and Dimensions [page 8]. Migrate Reporting Data Migrate Spend Visibility user accounts, reports, and data files from an existing Reporting in­ stance. See the Ariba Reporting and Analysis Data Load and Administration Guide. Customer Settings Manage customer settings, such as language. See the Ariba Reporting and Analysis Data Load and Administration Guide. Query Debugger (This task is for Ariba internal use only.) (Not applicable.) Flex Field Reporting Pull custom field metadata so new custom fields can be used in reports. See Pulling Custom Field Metadata for Reporting [page 37]. Materialized Views (This task is for Ariba internal use only.) (Not applicable.) Scheduled Reports Manage the background reports scheduled by users. See Managing Scheduled Reports [page 99]. Data Load Task Status Monitor and manage data load tasks. See the Ariba Reporting and Analysis Data Load and Administration Guide. Schema Manager Manage database schemas. See the Ariba Reporting and Analysis Data Load and Administration Guide. Data Files Manage Ariba Spend Visibility data files. See the Ariba Reporting and Analysis Data Load and Administration Guide. Upload Custom String Files Edit field label strings. See the Ariba Reporting and Analysis Data Load and Administration Guide. Savings Forms Manage which savings forms are available for re­ porting: only published savings forms, or both published and draft savings forms. See the Ariba Project Template Guide. Manage dashboard templates. See Managing Dashboard Templates [page 86]. Add or delete knowledge management key­ words. See the Ariba Project Administration Guide. Customization Manager Reporting Manager Dashboard Manager Dashboard Templates Project Manager Manage Keywords 10 CUSTOMER Common Data Import and Administration Guide Using Ariba Administrator Task Description Reference Replace User in All Projects Globally replace one user with another in projects. See the Ariba Project Administration Guide. Import Legacy Contracts Load pre-existing contracts into Ariba Contract Management. See the Ariba Contract Management Ad­ ministration Guide. Import Legacy Contract Status View status and logs for Import Legacy Con­ tracts operations. See the Ariba Contract Management Ad­ ministration Guide. Project Email Templates View and edit project email templates. Edit and save a project email template for a specific project type only or delete such a template. See the Ariba Project Administration Guide. Mass Edit Projects Edit multiple projects at once. See the Ariba Project Administration Guide. Mass Edit Status View the status of mass edit tasks. See the Ariba Project Administration Guide. Messaging Templates Manage messaging templates. See the Ariba Event Management Guide. Exchange Rates Manage exchange rates for multi-currency auc­ tions. See the Ariba Event Management Guide. Source Systems Manage Ariba Spend Visibility source systems. See the Ariba Reporting and Analysis Data Load and Administration Guide. Assign Source Systems Manage user access to Ariba Spend Visibility source systems. See the Ariba Reporting and Analysis Data Load and Administration Guide. Import/Export Star Schema Import and export star schemas to and from Ariba Spend Visibility. See the Ariba Reporting and Analysis Data Load and Administration Guide. Enrichment Data Download enrichment request files in Ariba Spend Visibility. See the Ariba Reporting and Analysis Data Load and Administration Guide. Data Access Control Create rules to control which users are author­ ized to see specific data in the Ariba Spend Visi­ bility data model. See the Ariba Reporting and Analysis Data Load and Administration Guide. Enrichment Change Request Settings Manage user requests for changes to enrichment See the Ariba Reporting and Analysis results for items in reports. Data Load and Administration Guide. Manage Benchmarking (This task is for Ariba internal use only.) (Not applicable.) Commodity Codes Create and modify commodity codes. See About Managing Commodity Codes [page 31]. Commodity Code Maps Map commodity codes in one domain to com­ modity codes in another domain. See About Defining Commodity Code Mappings [page 18]. Event Manager Spend Visibility Manager Commodity Code Manager Common Data Import and Administration Guide Using Ariba Administrator CUSTOMER 11 Understanding Adapter Source Values When you create, edit, or delete an object such as a user or group in Ariba Administrator, your changes are saved to the database. Depending on the adapter source value for the object, your changes may be overwritten or deleted the next time you run data import tasks. About Creating Objects When creating an object in Ariba Administrator (from a user interface page, not by running a data import task), you select an adapter source value. Adapter Source Description External The object and all its data fields are maintained in an external system, such as a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system. AribaManaged The object is not maintained in an external system. Objects with this data source are main­ tained in Ariba Administrator. ManuallyMaintained The source of the object is an external system, but the object cannot be overwritten or de­ leted when data is imported from the external system. About Editing Objects You can view, but not modify, the adapter source value when editing an object in Ariba Administrator. Objects created by Ariba, such as the default user groups, have a special adapter source called SYSTEM. You cannot edit objects that have the SYSTEM adapter source. If you attempt to edit an object that has the External adapter source, you will receive the following warning message: You have changed one or more field values in an externally managed object. These changes will be overwritten the next time you import this data from your external system into Ariba. About Exporting Objects When running a data export task in Ariba Administrator, you must select an adapter source value or All. If you select an adapter source value, only objects that have that adapter source are exported. If you select All, all objects are exported, regardless of their adapter source. 12 CUSTOMER Common Data Import and Administration Guide Using Ariba Administrator Defining and Importing Your Data To help you define and import your data, a Deployment Checklist is provided to you by the Ariba project manager assigned to your deployment. It contains worksheets for each type of data you must define and import into your site. You can also download the data type worksheets by clicking Help to open Help@Ariba, and then clicking on the Support tab. Completing the Deployment Checklist [page 13] About Entering Data in CSV Files [page 14] About defining regions [page 14] About Defining Units of Measure [page 15] Defining Currency Conversion Rates [page 16] About Defining Commodity Codes [page 16] About Defining Commodity Code Mappings [page 18] About Defining Departments [page 19] Defining Enterprise Users [page 20] Defining Supplier Users and Organizations [page 21] Associating Commodity Codes with Suppliers [page 24] About Defining Translations in the Supplemental Workbook [page 25] Importing Your Data [page 27] Importing Translations for Units of Measure or Commodity Codes [page 28] Viewing and Correcting Data Import Errors [page 29] Verifying Your Data [page 30] Completing the Deployment Checklist Deployment Checklist worksheets provide data templates to aid defining your data for import. When you enter data in worksheets in the Deployment Checklist, be sure to follow these guidelines: ● Some data is required, and some data is optional. Teal columns indicate required data. Yellow columns indicate optional data. ● Some columns contain Boolean values (TRUE or FALSE). If you leave a Boolean column blank, your site assumes the value is FALSE. ● When specifying currency, country, and locale codes, you must use the codes defined on the Reference System Level Codes worksheet. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 13 ● Do not modify the codes on the Reference - System Level Codes worksheet. ● When defining hierarchical codes, such as commodity codes and department IDs, you must define top level (“parent”) codes before defining subordinate (“child”) codes. ● Do not modify worksheet names. If you modify worksheet names, your data will not load successfully. About Entering Data in CSV Files You can optionally define your data in comma-separated value (CSV) files instead of using Deployment Checklist worksheets. Keep the following in mind when using CSV files: ● You must create and load a separate CSV file for each type of data. For example, you must create one CSV file for your units of measure, another CSV file for your commodity codes, another CSV file for your enterprise users, and so on. ● The column names in your CSV files must match the column names in the worksheets in the Deployment Checklist. ● Use the Data Dictionary as a reference for what information and column headings to include. The Data Dictionary also lists the CSV files involved in batch import operations. To download the Data Dictionary, click the Download Data Dictionary link at the top of the Data Import/Export page. ● When you import a CSV file through Ariba Administrator, the CSV file must be 20 MB or smaller. When you import a ZIP file, the ZIP file must be 10 MB or smaller. For details about CSV file format guidelines and character encoding, see CSV File Formats [page 130]. About defining regions Regions identify geographical regions for documents or tasks in Ariba sourcing solutions. For example, you can specify conditions that make documents or tasks appear in created projects only when the region is set to USA. Regions can be hierarchical. For example, the region named “Arkansas” might be a subregion of the region named “USA.” To import your regions, go to Manage then run the Import Region Codes task. Administration Site Manager Data Import/Export , and Regions worksheet Column Description Region A unique internal identifier for the region. Description The name of the region, for example, “Europe.” This is the name that appears in the user interface. 14 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data Column Description Parent Region The unique internal identifier of the parent region. This column defines hierarchical relationships between regions. If the region is not part of a hierarchical system, or if it is the top-level parent node in a hierarchical system, you can leave this column blank. The sample data on the Regions worksheet defines “All” as the top-level parent node. Do not remove this code. It is required, even if you are not defining hierarchical regions. About Defining Units of Measure Units of measure are terms that describe how items are packaged, such as by the box, by the unit, by the case, by the dozen, or by the pound. The Units Of Measure Worksheets You define units of measure on the Units Of Measure worksheets. Column Description UniqueName A unique internal identifier for the unit of measure. Name The name of the unit of measure, for example, “package.” This is the name that appears in the user interface. You can define translations for unit of measure names in the supplemental workbook. For information, see About Defining Translations in the Supplemental Workbook [page 25]. AllowAmountsInFractions A Boolean value that indicates whether non-whole quantities are supported for the unit of measure. For example, a centimeter supports non-whole quantities, while the unit “each” does not. About Importing Units of Measure Conversion Rates You use the Import Units of Measure Conversion Rates (CSV) data import task to specify conversions between different units of measure. This task reads data from the file UOMConversionRate.csv. The format of this file is as follows: FromUOM,ToUOM,Rate KGM,GRM,1000 LBR,ONZ,16 LBR,KGM,0.45359237 Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 15 Each line of data in the file defines how to convert from the first unit of measure to the second, by multiplying. In the preceding example, the first line of data defines a kilogram as 1000 grams. The FromUOM and ToUOM fields can be from the same unit of measure system (as with grams or kilograms) or across systems (as with pounds and kilograms). Defining Currency Conversion Rates A currency conversion rate converts from one currency to another, for example, from US dollars to euros. The Currency Conversion Rate Worksheet You define currency conversion rates on the Currency Conversion Rates worksheet. If you have more than 65,535 records to import, define the data in a CSV file. An Excel file cannot contain more than 65,535 rows. You can use the data import task Import Currency Conversion Rates (CSV). Column Description FromCurrency The currency code of the currency from which the monetary value is con­ verted, for example, USD. You must use a currency code defined on the Ref­ erence - System Level Codes worksheet. ToCurrency The currency code of the currency to which the monetary value is converted, for example, EUR. You must use a currency code defined on the Reference System Level Codes worksheet. Rate The currency conversion rate, which is a decimal value. For example, 0.6924 or 1.916. Date The date the conversion rate goes into effect. Use the following date format: day month date hh:mm:ss year For example: Fri Jan 01 00:00:00 1999 About Defining Commodity Codes Commodity codes are used to classify products and services. There are a variety of emerging global standards for classification systems. Many corporations also have proprietary systems associated with legacy data. Examples of commonly used classification systems include the following: ● United Nations Standard Products and Services Code (UNSPSC), the default for Ariba Spend Management 13s 16 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data ● North American Industry Classification System (NAICS) ● eClass Standardized Material and Service Classification Note You can define multiple classification systems; however, only one classification system is visible to the user. An Ariba representative sets the parameter that determines which classification system is visible. If you are using multiple Ariba solutions in an integrated environment, you must provide mapping with UNSPSC. About Commodity Code Hierarchies Many classification systems support hierarchies. For example, UNSPSC codes are eight-digit numbers. Each code consists of four pairs of digits that create a hierarchy of increasingly specific categories. The finer the granularity of the product description, the more digits in the UNSPSC code. For example, the UNSPSC code for wooden pencils is: 44121706 which breaks down into the following categories: 44 Office equipment, accessories, and supplies 12 Office supplies 17 Writing instruments 06 Wooden pencils A value of 0 for any code is interpreted as a wildcard. For example, there is no code for “assorted cut flowers.” Instead, there are categories for specific types of cut flowers, such as lilies: 10161702 10 Live plant or animal material 16 Floriculture products 17 Cut flowers 02 Cut lilies To describe a more generic category of any cut flowers, you can use 10161700, replacing the last digit pair with zeros. When you are working with a classification system, you must be aware of whether that system supports hierarchical relationships. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 17 The Commodity Codes Worksheet You define commodity codes on the Commodity Codes worksheet. Column Description Domain The name of the classification system, for example, unspsc. For custom commodity codes, specify ccc. Note Commodity code domains must be in lower case. UniqueName The unique name of the commodity code, for example, 1410. Name A description of the commodity code, for example, “Paper materials.” This is the description that appears in the user interface. You can define translations for commodity code descriptions. For informa­ tion, see About Defining Translations in the Supplemental Workbook [page 25]. ParentUniqueName The unique name of the parent commodity code. This column defines hierarchical relationships between commodity codes. If the commodity code is not part of a hierarchical system, or if it is the top-level parent node in a hierarchical system, you can leave this column blank. The sample data on the Commodity Codes worksheet defines “All” as the top-level parent commodity code. Do not remove this code. It is required, even if you are not defining hierarchical commodity codes. About Defining Commodity Code Mappings When catalog items come in from suppliers, with the supplier’s product codes, the supplier’s codes are mapped to your default classification codes using a commodity code map. A commodity code map translates custom commodity codes in one domain to another domain, such as UNSPSC. Note If you are not using UNSPSC, you must provide mapping to UNSPSC if you are using multiple Ariba solutions in an integrated environment. 18 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data The Commodity Code Mappings Worksheet You define commodity code mapping on the Commodity Code Mappings worksheet. Column Description DomainFrom The name of the classification system from which you are mapping, for exam­ ple, ccc (custom). ValueFrom The unique name of the commodity code from which you are mapping, for ex­ ample, A57_OfficeSupplies. DomainTo The name of the classification system to which you are mapping, for example, unspsc. ValueTo The unique name of the commodity code to which you are mapping, for ex­ ample, 44. About Defining Departments Ariba Sourcing uses departments to identify internal business units for projects. For example, you can run a project on behalf of the department named “Sales.” Departments can be hierarchical. For example, the department named “Sales” might be a subdepartment of the department named “Corporate.” The Departments Worksheet You define departments on the Departments worksheet. Column Description DepartmentID A unique internal identifier for the department. Description The name of the department, for example, “HR.” This is the name that ap­ pears in the user interface. ParentDepartment ID The unique internal identifier of the parent department. This column defines hierarchical relationships between departments. If the department is not part of a hierarchical system, or if it is the top-level parent node in a hierarchical system, you can leave this column blank. The sample data on the Departments worksheet defines “All” as the top-level parent node. Do not remove this code. It is required, even if you are not defin­ ing hierarchical departments. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 19 Defining Enterprise Users Enterprise users are users who are part of your internal organization. Each enterprise user must have a user account. The Enterprise Users Worksheet You define enterprise user information on the Enterprise Users worksheet. Column Description LoginID A unique internal identifier (from 1 to 50 alphanumeric characters) for the en­ terprise user, for example, bbell. This is the name the user enters when log­ ging in to your site. Note For security reasons, this field cannot contain an apostrophe. FullName The enterprise user’s full name, for example, Bill Bell. This is the name that appears in the user interface. EmailAddress The enterprise user’s business email address. Do not provide a personal email address. The user’s email address must contain a valid domain name, even in test en­ vironments. (The domain name is the part of the email address that appears after the @ sign.) Phone The enterprise user’s telephone number, for example, 415-555-1234. Fax The enterprise user’s fax number, for example, 415-555-1212. DefaultCurrency The enterprise user’s preferred currency for displaying monetary values, for example, USD. Your site uses the default currency if the enterprise user’s pre­ ferred currency is not set. You must use a currency code defined on the Reference - System Level Co­ des worksheet. Preferred Locale The enterprise user’s preferred locale, for example, en_US. When an enter­ prise user logs in, the preferred locale determines the formats of currencies, dates, and numbers. The corresponding language appears in the user inter­ face only if the translation is available and installed. Enterprise users can change their preferred locale by modifying their user preferences. You must use a locale code defined on the Reference - System Level Codes worksheet. Department Id 20 CUSTOMER The unique internal identifier of a department at your site. This column asso­ ciates the enterprise user with a department. For more information, see The Departments Worksheet [page 19]. Common Data Import and Administration Guide Defining and Importing Your Data About Group Columns on the Enterprise Users Worksheet The Group columns on the Enterprise Users worksheet are Boolean values that indicate whether the user belongs to a specific group. For information about how to assign existing users to groups, see Editing Users [page 44]. For information about the capabilities of a particular group, see the description for that group in the workspace. User Manager Groups Defining Supplier Users and Organizations Supplier users are users who are employees of external suppliers. Each supplier user must have a user account. Each supplier user must belong to a supplier organization. A supplier organization uniquely identifies a supplier. A supplier organization can contain any number of supplier users. About the Supplier Organizations Worksheet You define supplier organizations and supplier users on the Supplier Organizations worksheet. The Supplier Organizations worksheet is divided into two parts: columns for supplier organization information, and columns for supplier user information. There is also a data import task for importing organization information from a CSV file: Import Organizations (from CSV file). The task has a corresponding data export task that allows you to export organization data even for organizations with no supplier users. For information, see About Exporting Organizations [page 36]. Organizations include a number of pieces of profile information, such as address, tax identification numbers, commodities supplied, and responses to the supplier profile questionnaire. You manage some of this profile information in your Ariba solution. Most profile information, however, is managed by suppliers themselves in their Ariba Commerce Cloud profiles. The Ariba Commerce Cloud profile provides a central location where a supplier can maintain profile information that is shared with all of the supplier’s buyers, as well as individual pieces of profile information requested by individual buyers. For details about which fields are managed in the Ariba Commerce Cloud profile and which fields you manage, see the Ariba Supplier and Customer Organization User Guide. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 21 Columns for Supplier Organization Information on the Supplier Organization Worksheet Supplier organization information is entered in specific columns on the Supplier Organization worksheet. Column Description SupplierOrganizationID A unique alphanumeric internal identifier for the supplier organization. This value is required for supplier import. It cannot contain apostrophes (‘) or other special characters. OrganizationName A unique name for the supplier organization, for example, CMX Technology. This is the name that appears in the user interface. Duplicate names are not allowed. You can define translations for supplier organization names in the supple­ mental workbook. For information, see About Defining Translations in the Supplemental Workbook [page 25]. CorporatePhone The phone number of the supplier organization, for example, 415-555-1234. CorporateFax The FAX number of the supplier organization, for example, 415-555-4567. CorporateEmailAddress The email address of the supplier organization. CompanyURL The URL of the supplier organization’s website, for example, http:// www.mysupplier.com. Address The street address portion of the supplier organization’s postal address. City The city portion of the supplier organization’s postal address. State The state, province, or region portion of the supplier organization’s postal ad­ dress. ZipCode The postal code portion of the supplier organization’s postal address. Country The country portion of the supplier organization’s postal address. You must use a country code defined on the Reference - System Level Codes worksheet. Organization Source The source of the supplier organization. Whether the organization source is internal (Owner created) or external (Participant created). Columns for Supplier User Information on the Supplier Organization Worksheet Supplier user information is entered in specific columns on the Supplier Organization worksheet. Column Description LoginID A unique internal identifier (from 1 to 50 alphanumeric characters) for the supplier user account, for example, tjames. This is the name the supplier user enters when logging in to your site. 22 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data Column Description FullName The supplier user’s full name, for example, Tim James. This is the name that appears in the user interface. EmailAddress The supplier user’s email address. Phone The supplier user’s telephone number, for example, 650-555-1212. DefaultCurrency The supplier user’s default currency, for example, USD. Your site uses the de­ fault currency if the supplier user’s preferred currency is not set. You must use a currency code defined on the Reference - System Level Co­ des worksheet. Preferred Locale The supplier user’s preferred locale, for example, en_US. When a supplier user logs in, the preferred locale determines the language for the user inter­ face. Supplier users can change their preferred locale by modifying their user preferences. You must use a locale code defined on the Reference - System Level Codes worksheet. About Supplier Organizations with Multiple Users Each row on the Supplier Organizations worksheet defines one supplier organization and one supplier user in that organization. To define multiple supplier users for a single supplier organization, you must create a separate row for each user. The easiest way to define multiple supplier users for a supplier organization is to copy the row that defines the supplier organization and the first supplier user and then modify the supplier user values in the new row. The supplier organization information in each row must be the identical. For example, suppose you want to define a supplier organization called CMX Technology that contains three users: Tim James, Bob Jones, and Mark Brown. Your data would consist of three rows, one for each user. The following example shows what your data might look like. The user information in each row is highlighted in bold text. Notice that the supplier organization information in each row is identical. First Row—Supplier User Tim James sid501 ,CMX Technology ,650-555-1212, 650-555-1312 ,[email protected] ,http://www.cmx.com ,50 CMX Ave­ nue ,Boston ,MA ,2122 ,US ,tjames ,Tim James ,[email protected] ,USD, en_US Second Row—Supplier User Bob Jones sid501, CMX Technology ,650-555-1212 ,650-555-1312 ,[email protected],http://www.cmx.com ,50 CMX Ave­ nue ,Boston ,MA ,2122, US, bjones, Bob Jones ,[email protected] ,USD, en_US Third Row—Supplier User Mark Brown sid501, CMX Technology, 650-555-1212, 650-555-1312, [email protected],http://www.cmx.com ,50 CMX Ave­ nue ,Boston ,MA ,2122 ,US,mbrown ,Mark Brown, [email protected], USD, en_US Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 23 Associating Commodity Codes with Suppliers You can associate commodity codes with supplier organizations. The Supplier Commodity Map Worksheet You associate commodity codes with supplier organizations on the Supplier Commodity Map worksheet. Column Description SupplierOrganizationID The unique internal identifier of a supplier organization at your site. CommodityCodeDomain The name of the classification system for the commodity code, for example, unspsc. CommodityCodeUniqueName The unique name of the commodity code, for example, 1410. About Supplier Organizations with Multiple Commodity Codes Each row on the Supplier Commodity Map worksheet defines one supplier organization and a single commodity code for that organization. To associate multiple commodity codes with a single supplier organization, you must create a separate row for each commodity code. The easiest way to define multiple commodity codes for a supplier organization is to copy the row that associates the supplier organization with the first commodity code and then modify the commodity code values in the new row. The organization ID in each row must be identical. For example, suppose you want to associate three commodity codes with a supplier organization that has the ID sid501. Your data would consist of three rows, one for each commodity code. The following example shows what your data might look like. The commodity code information in each row is highlighted in bold text. Notice that the organization ID in each row is identical. First Row—UNSPSC Code 10 sid501,unspsc,10 Second Row—UNSPSC code 11 sid501,unspsc,11 Third Row—UNSPSC code 12 sid501,unspsc,12 24 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data About Defining Translations in the Supplemental Workbook You can optionally define translations for commodity codes, and units of measure, and supplier organization names in the supplemental workbook. This workbook must be obtained from your Ariba Customer Support representative. The guidelines for entering data in the supplemental workbook are the same as those for entering data in the Deployment Checklist. For more information, see Completing the Deployment Checklist [page 13]. When you define translations in the supplemental workbook, you must include a valid value in the Language column. Valid values are: ● SimplifiedChinese ● TraditionalChinese ● English ● French ● German ● Italian ● Japanese ● BrazilianPortuguese ● Dutch ● Swedish ● Korean ● Russian ● Hebrew ● FrenchCanadian ● Spanish ● Danish ● Norwegian ● Turkish ● Polish ● Hungarian ● Greek ● Romanian About Translations for Commodity Codes You define translations for commodity codes on the Commodity Codes worksheets in the supplemental workbook. For information on the Commodity Codes worksheet, see The Commodity Codes Worksheet [page 18]. The supplemental workbook contains one Commodity Codes worksheet for each supported language, for example, “Commodity Codes - Chinese (Si),” “Commodity Codes - Chinese (Tr),” and so on. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 25 Column Description Domain The name of the classification system, for example, unspsc. UniqueName The unique name of the commodity code, for example, 1410. Name The description of the commodity code, translated into the language speci­ fied in the Language column. This is the description that appears in the user interface. Language The language of the translation. For a list of valid values for the Language col­ umn, see About Defining Translations in the Supplemental Workbook [page 25]. About Translations for Units of Measure You define translations for units of measure on the Units Of Measure worksheets in the supplemental workbook. For information on the Units Of Measure worksheets, see The Units Of Measure Worksheets [page 15]. The supplemental workbook contains one Units of Measure worksheet for each supported language, for example, “Units Of Measure - Chinese (Si),” “Units Of Measure - Chinese (Tr),” and so on. Column Description UniqueName The unique internal identifier of the unit of measure. Name The name of the unit of measure, translated into the language specified in the Language column. This is the name that appears in the user interface. Language The language of the translation. For a list of valid values for the Language col­ umn, see About Defining Translations in the Supplemental Workbook [page 25]. About Translations for Supplier Organization Names You define translations for supplier organizations on the Supplier Names worksheets in the supplemental workbook. The workbook contains one Supplier Name worksheet for each supported language, for example, “Supplier Name - Chinese (Si),” “Supplier Name - Chinese (Tr),” and so on. The following table describes the columns in the Supplier Names worksheet. Column Description SystemID The system ID that uniquely identifies the supplier organization. Name The name of the supplier organization, translated into the language specified in the Language column. This is the name that appears in the user interface. Language The language of the translation. For a list of valid values for the Language col­ umn, see About Defining Translations in the Supplemental Workbook [page 25]. 26 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data Importing Your Data After you enter your data in the appropriate data worksheets, you can import it using the data import tasks available from Site Manager in Ariba Administrator. Context These steps are for importing data that does not require translation. For information on importing translations, see Importing Translations for Units of Measure or Commodity Codes [page 28]. Procedure 1. Log in to your site using your administrator username and password. 2. On the dashboard, click Manage Administrator . 3. In Ariba Administrator, click Site Manager, and then click Data Import/Export. 4. Click Import next to the data import task you want to run. Data Import Type Data Import Task Enterprise users Import Enterprise Users Commodity code mappings Import Commodity Code Mappings Commodity codes Import Commodity Codes Currency conversion rates Import Currency Conversion Rates Departments Import Departments Regions Import Region Codes Commodity code/supplier organization mappings Import External Organization Commodity Codes Supplier organizations Import External Organizations Supplier users Import External Users Units of measure Import Units of Measure Products Import Products 5. Select the type of data import operation you want to perform. The data import operation you choose determines exactly how the data is imported. The maximum number of objects that can be removed from the database at one time is 160,000. This number is controlled by a system parameter. If this number is exceeded, a warning message appears. The following table describes import operations. If a data import task does not support a particular data import operation, that operation is not available. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 27 Import Operation Description Load Creates and modifies objects in the database using values in the data file. If an object in the data file does not already exist in the database, it is created. If an object in the data file already exists in the database, it is modified using the value in the data file. Create Creates new objects in the database using values in the data file. If an object in the data file al­ ready exists in the database, it is not modified. Update Only Modifies existing objects only in the database using values in the data file. If an object in the data file does not already exist in the database, it is not created. If you do not want to modify a particu­ lar object, do not include it in the data file. Deactivate Deactivates objects in the database based on objects in the data file. If you do not want to deacti­ vate a particular object, do not include it in the data file. 6. Enter the location of the relevant file(s), or click Browse to find and select the file(s). 7. Click OK to import your data, or click Cancel to exit without importing your data. 8. Click Refresh Status on the Data Import/Export page to view the current status of the data import. Next Steps For detailed status information, click the link in the Status column. Importing Translations for Units of Measure or Commodity Codes After you enter your translation data in the appropriate supplemental worksheets, you can import it using the data import tasks available from Site Manager in Ariba Administrator. Procedure 1. Log in to your site using your administrator username and password. 2. On the dashboard, click Manage 3. In Ariba Administrator, choose Administrator . Site Manager Data Import/Export . 4. Click Import next to the data import task you want to run. 28 Data Import Type Data Import Task Translations for units of measure Import Translations for Units of Measure Translations for commodity codes Import Translations for Commodity Codes CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data Data Import Type Data Import Task Translations for supplier organization names Import Translations for Supplier Organizations 5. Choose the language you want to import from the pull-down menu. Choose All to import translations for all the languages defined in the supplemental workbook. 6. Enter the location of your supplemental workbook or CSV file, or click Browse to find and select your supplemental workbook or CSV file. 7. Click OK to import your translations, or click Cancel to exit without importing your translations. 8. Click Refresh Status on the Data Import/Export page to view the current status of the data import. Next Steps For detailed status information, click the link in the Status column. Viewing and Correcting Data Import Errors Context After you run a data import task, status information is displayed in the Status column on the Data Import/Export page. Procedure 1. Click Refresh Status. If an error occurred when the data was imported, the status of the task is Error. 2. Click the Error link for the import task you want to view, and then click the Error Details tab. The information in the Error Message column explains the cause of the error and how to correct it. Common Data Import and Administration Guide Defining and Importing Your Data CUSTOMER 29 Verifying Your Data After importing your data, verify that the data was imported correctly. To verify a large dataset (over 2000 items), or to verify other types of data, such as units of measure, you can export the data to a file and then compare it to the data in your import file. Type of Data Verification Process Users In Ariba Administrator, choose User Manager Users . Verify that the users you imported are displayed correctly. Commodity codes In Ariba Administrator, choose Codes Customization Manager Commodity and click List All to display all the commodity codes at your site. Make sure the commodity codes you imported are displayed correctly. Commodity code mappings In Ariba Administrator, choose Code Maps Customization Manager Commodity and click List All. Make sure the commodity codes you mapped are displayed correctly. Supplier organizations In Ariba Administrator, choose User Manager Supplier Manager Organizations plier organizations at your site. Organizations or and click List All to display all the sup­ Make sure the organizations you imported are displayed correctly. 30 CUSTOMER Common Data Import and Administration Guide Defining and Importing Your Data Maintaining Your Site Site maintenance operations include managing your commodity codes, exporting data to files for verification, pulling custom field metadata for reporting, and running scheduled tasks. About Managing Commodity Codes [page 31] Exporting Data to Files [page 34] Pulling Custom Field Metadata for Reporting [page 37] Running Scheduled Tasks [page 38] About Anti-Virus Scanning [page 38] About Managing Commodity Codes You can view the commodity codes defined for your site, add new commodity codes, modify and delete existing commodity codes, and associate commodity codes with supplier organizations. Viewing Commodity Codes Procedure 1. On the dashboard, click Mange Aministration 2. In Ariba Administrator, click Commodity Code Manager, and then click Commodity Codes. 3. Click List All to display all commodity codes, or enter search criteria and then click Search or press the Enter key. You cannot use wildcards when searching for commodity codes. 4. Click the triangle icon to expand and contract hierarchical codes. 5. To view additional details, such as a commodity code’s parent in the hierarchy or any mappings between this commodity code and a commodity code in another domain, click a commodity code ID. Column Description ID The unique name of the commodity code. The sample data defines “All” as the top-level parent node in the commodity code hierarchy. Name A description of the commodity code. Domain The name of the classification system to which the commodity code belongs, for example, unspsc. Common Data Import and Administration Guide Maintaining Your Site CUSTOMER 31 Column Description Enabled Indicates whether the commodity code is enabled (Yes) or disabled (No). Disa­ bled codes are not displayed in the commodity code chooser that the end users see. Effective Commodity Code Shows the corresponding commodity code in the system domain. If the commod­ ity code is in the system domain, then the commodity code ID and the effective commodity code are the same. The system domain is set by Ariba and is usually the domain used by most of your suppliers. Adding Commodity Codes Procedure 1. On the dashboard, click Mange Aministration 2. In Ariba Administrator, click Commodity Code Manager, and then click Commodity Codes. 3. Click Create New and enter: ○ General information, such as the domain, ID, parent commodity code (if any), and whether the commodity code should be enabled or disabled in the commodity code chooser that the end users see. ○ Commodity code mapping information, if any. Click Create New for each map entry you need. For each map entry, select a domain to map to from the pull-down menu and enter a corresponding commodity code value or choose one from the pull-down menu. 4. Click Save to save the new commodity code, or Cancel to return to the previous page without saving the new commodity code. Modifying a Commodity Code When you edit a commodity code, you can create or delete a mapping between the commodity code you are working with and a commodity code in another domain, specify the parent of the commodity code in the hierarchy, and enable or disable (hide) the commodity code. Context When you disable a commodity code end users no longer see it in the commodity code chooser. Disabling a commodity code also disables all commodity codes below it in the hierarchy. 32 CUSTOMER Common Data Import and Administration Guide Maintaining Your Site Procedure 1. On the dashboard, click Mange Aministration 2. In Ariba Administrator, click Commodity Code Manager, and then click Commodity Codes. 3. Click List All to display all commodity codes, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the commodity code and click Edit. You can edit multiple commodity codes at the same time by selecting multiple commodity codes to edit. 5. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Deleting Commodity Codes Deleting a commodity code permanently removes it and all commodity codes below it from the commodity code tree. Context Deleting a commodity code is different from disabling it. When you disable a commodity code and all those below it in the hierarchy, you can enable the branch again later if you choose. Deletion, on the other hand, cannot be undone. Procedure 1. On the dashboard, click Mange Aministration 2. In Ariba Administrator, click Commodity Code Manager, and then click Commodity Codes. 3. Click List All to display all commodity codes, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the commodity code and click Delete. You can delete multiple commodity codes at the same time by selecting multiple commodity codes to delete. 5. Click OK to delete the commodity code, or Cancel to return to the previous page without deleting the commodity code. Common Data Import and Administration Guide Maintaining Your Site CUSTOMER 33 Associating Commodity Codes with Organizations You can add or remove the commodity codes assigned for use with an organization. Procedure 1. In Ariba Administrator, do one of the following: ○ Click User Manager, and then clickOrganizations to edit enterprise and supplier organizations. ○ Click Supplier Manager, and then click Organizations to edit supplier organizations only. 2. Click List All to display all organizations, or enter search criteria and then click Search or press the Enter key. 3. Click the check box next to the organization name and click Edit 4. On the Commodity Categories tab, click Add/Remove to display the available commodity codes 5. Search for and select one or more commodity codes to add to the list of currently selected commodity codes. You can also remove commodity codes from the list of those currently selected. 6. Click OK to add or remove the selected commodity codes. 7. Click Save to save your changes. Exporting Data to Files Use data export tasks to export data from your site to a file on your local hard drive, for example because you want to compare the way data was imported to your pre-import data. Context Be aware of the following considerations when exporting data: ● The data in exported CSV files is always in en_US locale format, regardless of user and site default locale settings. ● Numerical values in exported CSV files do not include the comma (“,”) separator. ● Data export tasks export all CSV file columns, including optional columns that were not included in imported files. ● File channel data export tasks do not export data in custom vector fields. ● Data export tasks do not export records that reference inactive objects. For example, if you export enterprise users, and some of the entries refer to inactive departments, the exported file does not include any of the user records that reference the inactive departments. All export tasks work this way. Because you can import records that reference inactive objects, it is possible to have a situation in which fewer records are exported than were imported. ● Ariba reserves the right to append new columns at the end of the export files, or add additional files that are created when running any data export task. Ensure that the interface to your external system is robust enough 34 CUSTOMER Common Data Import and Administration Guide Maintaining Your Site to handle export file changes delivered in service packs or release updates of your Ariba solution. Whenever Ariba introduces a change to an export event, if you want your export events to incorporate the changes, you must accept the changes to the data definition, For more information on managing integration changes, see the Ariba Administration Guide. ● If you choose the All or SYSTEM adapter source when running Export Enterprise Users, internal Ariba users are exported to the CSV file. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Site Manager, and then click Data Import/Export. 3. Click the Export tab. 4. Click Export next to the data export task you want to use. 5. Click OK to export the data to a file, or click Cancel to return to the previous page without exporting data. 6. After the data has finished downloading, click Open to view the contents of the file or Save to save the file to your local hard drive. About Exporting More Than 65,535 Records at Once Exporting more than 65,535 records to an Excel file is not supported due to an Excel limitation. Some data export tasks let you export data to a CSV file rather than an Excel file to work around this Excel limitation. To find these data export tasks, search for tasks that include CSV in the task name. The list of data export tasks that allow export to CSV includes (but is not limited to) the following tasks: ● Export Currency Conversion Rates (CSV) ● Export Units of Measure Conversion Rates (CSV) ● Export Commodity Code Mappings (CSV) ● Export External Organization Commodity Codes to CSV ● Export Addresses (CSV) ● Export Enterprise Users (CSV) with Group Membership Information ● Export Enterprise Users (CSV) without Group Membership Information ● Export Organizations (to CSV file) ● Export Supplier Organizations (CSV) ● Export Supplier Users (CSV) ● Export Supplier Users and their Organizations (CSV) ● Export Region Codes (CSV) Common Data Import and Administration Guide Maintaining Your Site CUSTOMER 35 About Exporting Enterprise Users The Export Enterprise Users data export task cannot export more than 65,535 rows due to a limit on Microsoft Excel (XLS) files. To export a greater number of rows, use one of the CSV data export tasks. ● The Export Enterprise Users (CSV) with Group Membership Information data export task exports only the users who belong to one or more groups. The CSV file includes group membership information. ● The Export Enterprise Users (CSV) without Group Membership Information data export task exports all users regardless of group membership. The CSV file does not include group information. The Export Enterprise Users data export event exports user information and maps it to the group's unique name. In some cases, the unique name of the group is different from the name displayed in the user interface. The following table shows some examples of the differences: Group Display Name Group Unique Name Supplier/Customer Manager Supplier Manager Budget Report User BudgetReportUser Customer Dashboard Admin CustomerDashboardAdmin Deleted Documents Access DeletedDocumentsAccess Customer User Admin CustomerUserAdmin Integration Admin IntegrationAdmin About Exporting Supplier Users The Export Supplier Users and Export Supplier Users and their Organizations data export tasks cannot export more than 65,535 rows due to a limit on Microsoft Excel (XLS) files. To export a greater number of rows, use a CSV data export task. The following data export tasks export supplier user information to a CSV file: ● The Export Supplier Users (CSV) task exports information about all supplier users, regardless of whether they belong to an organization. ● The Export Supplier Users and their Organizations (CSV) task exports information about supplier users who belong to an orgaization. The CSV export tasks export the same columns of data as their Excel counterparts. About Exporting Organizations The Export Supplier Users and Organizations task exports only the organizations that have associated supplier users. Organizations with no supplier users are not included in the export file. You can use the Export Organizations (to CSV file) task to export data for all organizations regardless of associated supplier users. There is a corresponding import task, too: Import Organizations (from CSV file).. For more information about the CSV file format for these tasks, see the Data Dictionary. 36 CUSTOMER Common Data Import and Administration Guide Maintaining Your Site Pulling Custom Field Metadata for Reporting When Ariba Customer Support adds a reportable custom field to your site, before users can use that custom field in reports, the metadata for the new field must be pulled into the reporting site. Context Typically, Ariba Customer Support does this when they add the field. If you are creating a report and don’t see a custom field that should be available, you can pull the metadata yourself. When you perform this task, the metadata is pulled for all the custom fields that are configured as reportable. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Flex Field Reporting. 3. Click the link retrieve flexible fields metadata for reporting. Results A message confirms that the operation is complete. Next Steps The custom field is now available to include in reports. If you still do not see the field, it is possible that the field is configured as a non-reportable field. Have your Designated Support Contact log a service request, and an Ariba Customer Support representative will follow up to complete the request. Common Data Import and Administration Guide Maintaining Your Site CUSTOMER 37 Running Scheduled Tasks Ariba Customer Support might ask you to run a scheduled task. Scheduled tasks perform specific administrative or maintenance tasks. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Site Manager, and then click Scheduled Tasks. 3. Click Run next to the scheduled task name. 4. Click OK to run the scheduled task, or Cancel to return to the previous page without running the scheduled task. Next Steps The status of a scheduled task is shown in the Status column. To see detailed status information, click the link in the status column. About Anti-Virus Scanning Ariba can scan files uploaded using both the user interface and the Ariba Integration Toolkit (ITK). If a virus or malware is detected when a file is uploaded, Ariba displays a warning message indicating that the file is infected. Uploaded files are scanned for viruses by streaming the file contents to the virus scanning engine, so no local copies of the file are saved prior to being scanned. If a virus is detected, the file is automatically purged from the system. Anti-virus scanning is disabled by default. To enable anti-virus scanning, please have your Designated Support Contact log a service request and an Ariba Customer Support representative will follow up to complete the request. Administrators can access the Virus Scan category in the audit logs to view detailed error information about virus scans. Note After anti-virus scanning is enabled, it cannot be disabled. 38 CUSTOMER Common Data Import and Administration Guide Maintaining Your Site Managing Users As an administrator you are responsible for managing your users and organizations. You can view, add, and edit users and organizations, and perform other tasks related to user and organization management. Other tasks include: ● Locking and unlocking users ● Deactivating and reactivating users ● Acting as another user ● Generating and resetting user passwords ● View, create, modify, and end user delegations ● View and disconnect user sessions ● View and audit user activities ● Run import and export tasks related to user management For information about managing business contacts, see Managing Business Contact [page 39]. How to view user details [page 40] How to add users [page 42] How to edit users [page 44] How to act as another user [page 45] How to lock a user [page 45] How to unlock a user [page 46] How to deactivate a user [page 46] How to reactivate a user [page 47] How to generate or reset user passwords [page 47] About Managing Organizations [page 48] Running Data Import and Export Tasks [page 51] Managing User Delegations [page 52] About Business Contacts [page 54] Managing User Sessions [page 54] Common Data Import and Administration Guide Managing Users CUSTOMER 39 How to view user details You can view information about your users from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Click List All to display all users, or enter search criteria and then click Search or press the Enter . By default, only active users are displayed. Tip To display inactive users, clear the Active check box on the Select Filters page. The following table describes the columns on the Users page. Column Description  The user has been locked. User ID The user’s unique internal identifier. For security reasons, this field cannot contain an apostro­ phe. Name The user’s display name. Type The user’s type, which specifies the type of authentication. Users of type: ○ Enterprise User are authenticated in an external system. ○ Third Party Enterprise User (Ariba) are authenticated in Ariba. Has Password Indicates whether a password has been generated for the user. Last Login The date and time the user last logged in to Ariba. Delegate If the user’s authority has been delegated to another user, this is the name of the delegatee. 4. Click a username to display detailed information about that user. ○ The General tab shows general information about the user, including the user type (supplier or enterprise), user ID, and so on. ○ The Ship To Addresses tab shows the shipping addresses assigned to the user, and the Billing Addresses tab shows the billing addresses assigned to the user. ○ The Groups tab shows the groups to which the user is directly assigned. ○ The All Groups tab shows all the groups to which the user is assigned, including those to which the user is indirectly assigned through another group. 5. Click Done to return to the previous page. 40 CUSTOMER Common Data Import and Administration Guide Managing Users How to add or remove user search filters Your site comes with the most commonly used search filters already enabled: Type, User ID, Name, and Locked. Search filters also allow partial matching. Procedure 1. On the dashboard, click Mange Administration . 2. Click User Manager, click Users, and then click Add/Remove Search Filters. 3. Select the filters you want to display. Filter Name Description Active Displays users who are currently active in the system. Approval Status Displays users who meet the criteria you specify: No Choice, Approved, Unapproved, or Rejected. Default Currency Displays users whose default currency matches the currency you specify. To specify a currency for filtering, click select. Business Email Address Displays the user whose email address matches the value you specify. Has Password Displays users who already have a password assigned to them. Locale Displays users whose locale matches the value you specify. To specify a locale for filter­ ing, click select. Locked Displays users whose current status is Locked. Name Displays users whose name matches the value you specify. Supervisor Displays users whose supervisor matches the value you specify. Type Displays users of the type you specify, either Enterprise User, Third Party Enterprise User (Ariba), or Supplier User. Type of Organization Displays users whose organization type matches the value you specify. User ID Displays the user whose user ID matches the value you specify. 4. Click OK. Common Data Import and Administration Guide Managing Users CUSTOMER 41 How to add users You can add individual users from Ariba Administrator as necessary. Prerequisites You must be a member of the Customer Administrator or Customer User Admin group in order to add users to a site. Context If you need to add many users, it is more efficient to run data import tasks. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. On the Users page, click Create New User. 4. On the General tab, enter: ○ Type: This field can be set to Enterprise User, Third Party Enterprise User (Ariba), or Supplier User. ○ User ID: A unique internal identifier for the user. For security reasons, this field cannot contain an apostrophe. ○ Name: The display name for the user. ○ Organization: Do not modify the value in this field. ○ Business Email Address: The user’s business email address. User email addresses are checked for validity. Valid email addresses be entered, even in test environments. Invalid email addresses trigger an error message and must be corrected. By default, an email address must include a valid, existing domain. (The domain name is the part of the email address that appears after the @ sign.) Ariba Customer Support can set a parameter to turn off the domain portion of the validity check, in which case only syntax is checked. The name of the parameter is Application.Base.EnforceEmailDomainCheck. Note If Ariba Customer Support configured a set of valid email address domain names specifically for your site, any domain you use in the Business Email Address field must match a domain in that set, unless you select the Allow External Email Domain option (see the next item). ○ Allow External Email Domain - Click this check box to allow an unapproved email address domain for this user. 42 CUSTOMER Common Data Import and Administration Guide Managing Users ○ Business Phone Number - The user’s business phone number. ○ Business Fax Number - The user’s business fax number. ○ Locale - The user’s default locale. ○ Default Currency - The user’s default currency. You must use a currency code defined on the Reference - System Level Codes worksheet. ○ Timezone - The user’s time zone. ○ Supervisor - The user’s supervisor. 5. On the Invitation tab set your preference for user password generation and login invitation: ○ Click the check box if you want Ariba Administrator to generate a temporary password and send a login invitation message to the user immediately after you click Save. ○ Clear the check box (the default) if you want to manually generate a temporary password before Ariba Administrator sends a login invitation message.. 6. On the Ship To Addresses tab, click Add/Remove to display the available shipping addresses and enter the user’s ship-to address. 7. On the Billing Addresses tab, click Add/Remove to display the available billing addresses and enter the user’s billing address. 8. On the Groups tab, click Add/Remove to display the available groups. Select one or more groups to assign to the new user and click Done. 9. Click Save to save your changes, or click Cancel to return to the previous page without saving your changes. Results If you allowed Ariba to generate a temporary password for the user, the user receives the system-generated email invitation containing a temporary password and instructions for logging in to Ariba. When the user clicks the URL in the invitation, the user is prompted to create a new password. Related Information Running Data Import and Export Tasks [page 51] How to generate or reset user passwords [page 47] Managing Groups [page 57] Common Data Import and Administration Guide Managing Users CUSTOMER 43 How to edit users You can modify existing users from Ariba Administrator. Prerequisites You must be a member of the Customer Administrator or Customer User Admin group in order to edit users. Context If you need to edit many users at once, it is more efficient to run data import tasks. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to edit. 4. Choose Edit from the Actions pull-down menu. 5. On the General tab, edit the user’s name, email address, phone number, fax number, locale, default currency, supervisor, and department. Do not edit the default values in the Type and Organization fields. 6. On the Ship To Addresses tab, click Add/Remove to display the available shipping addresses and edit the user’s ship-to address. 7. On the Billing Addresses tab, click Add/Remove to display the available billing addresses and edit the user’s billing address. 8. On the Groups tab, click Add/Remove to display the available groups and edit the groups to which the user belongs. 9. Click Save to save your changes, or click Cancel to return to the previous page without saving the changes. Related Information Running Data Import and Export Tasks [page 51] Managing Groups [page 57] 44 CUSTOMER Common Data Import and Administration Guide Managing Users How to act as another user As an administrator you can act as another user, for example to test a user account. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to act as. 4. Choose Act As from the Actions pull-down menu. Results When you click Act As, the page changes to the Ariba home page for the user you are acting as. The user name in the upper right corner of the dashboard lets you know you are acting as the other user. Next Steps To stop acting as the other user, click the user name on the dashboard and click Stop. How to lock a user “Locking” a user prevents the user from logging in to Ariba. Users can be locked by the administrator, or they can become locked after a set number of failed login attempts. Context You can distinguish between these two types of locks by displaying the Last Failed Login Attempts column on the search page. If no time and date are shown in this column, then the user was locked out by the administrator. Common Data Import and Administration Guide Managing Users CUSTOMER 45 Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to lock. 4. Choose Lock from the Actions pull-down menu. Results When a user is locked, a padlock icon appears next to the user ID. How to unlock a user Before a locked user can re-access the system you need to unlock the user. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to unlock. 4. Choose Unlock from the Actions pull-down menu. How to deactivate a user Deactivating a user removes the user from Ariba. You typically deactivate users when they leave your company. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to deactivate. 4. Choose Deactivate from the Actions pull-down menu. 46 CUSTOMER Common Data Import and Administration Guide Managing Users Results When a user is deactivated, the word No appears in the Active column. The user cannot access the system, but the user record is preserved. About displaying inactive users Inactive (deactivated) users are not displayed by default. To display inactive users, clear the Active check box on the Select Filters page. For more information about working with search filters, see Adding or Removing User Search Filters [page 41]. How to reactivate a user You can reinstate a deactivated user if necessary. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the user you want to reactivate. 4. Choose Activate from the Actions pull-down menu. How to generate or reset user passwords You must generate temporary passwords for new users, and reset passwords for existing users who have forgotten their passwords. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Users. 3. Search for and select the users for which you want to generate passwords. 4. Click Generate Passwords. A confirmation dialog box appears. Common Data Import and Administration Guide Managing Users CUSTOMER 47 5. Select Display temporary passwords if you want to see the generated passwords. 6. Click OK to generate the passwords, or click Cancel to return to the previous page without generating the passwords. Results Ariba Administrator sends a login invitation message to the user. New users are also immediately taken through the password reset process when they log in for the first time. About Managing Organizations The User Manager workspace allows you to perform common organization management tasks, such as adding new organizations and modifying and deleting existing organizations. You can use the User Manager workspace to manage either enterprise organizations or supplier organizations. You can also use the Supplier Manager workspace to manage supplier organizations. For information on using the Supplier Manager workspace, see the Ariba Supplier and Customer Organization User Guide. Understanding Organizations A supplier or customer organization uniquely identifies a supplier or customer in your Ariba solution. Each supplier or customer user your company deals with in contract workspaces. Ariba Sourcing events, supplier workspace projects, and Supplier Performance Management projects must belong to a supplier or customer organization. An organization can contain any number of users and business contacts. Organizations include a number of pieces of profile information, such as address, tax identification numbers, commodities supplied, and responses to the supplier profile questionnaire. You manage some of this profile information in your Ariba solution. Most profile information, however, is managed by suppliers themselves in their Ariba Commerce Cloud profiles. The Ariba Commerce Cloud profile provides a central location where a supplier can maintain profile information that is shared with all of the supplier’s buyers, as well as individual pieces of profile information requested by individual buyers. For details about which fields are managed in the Ariba Commerce Cloud profile and which fields you manage, see the Ariba Supplier and Customer Organization User Guide. When you create an organization, you specify whether it is an enterprise or supplier organization. An enterprise organization contains internal users, and a supplier organization contains supplier users. You must associate each user with one, and only one, organization. An organization can contain any number of users. For more information about supplier users, see Defining Supplier Users and Organizations [page 21]. Users inherit profile settings from their organizations, such as the organization’s address and business information, unless the user’s individual profile settings differ. 48 CUSTOMER Common Data Import and Administration Guide Managing Users About Organization Names and IDs Each organization is identified by a name and one or more organization IDs. The name of the organization to which a user belongs is visible in the user interface when you view information about the user. An organization ID consists of a domain and a value. The domain specifies the naming system and the value is the organization’s ID within that naming system. Organization names must be unique within the system. Organization IDs are also visible in the user interface when you view information about an organization. When you define organization IDs, Ariba recommends you use a standard naming system, such as Dun and Bradstreet’s D-U-N-S® naming system. The following table shows examples of valid organization IDs. Domain Value Description duns SD1100101 An ID that uses Dun and Bradstreet’s D-U-N-S® naming system. networkid AN11000000101 An Ariba Network (AN) ID. For information about performing common organization management tasks, see About Business Contacts [page 54]. About the buyersystemid Domain When you create an organization, your site assigns a default organization ID in the domain called buyersystemid. You cannot modify or delete the default organization ID. Viewing Organizations You can see a list of all or some of your organizations. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Organizations. 3. Click List All to display all organizations, or enter search criteria and then click Search or press the Enter key. 4. Click an organization name to display information about that organization. ○ The General tab shows the organization name, specifies whether it is a supplier or enterprise organization, and shows the preferred language and currency for the organization. ○ The Organization IDs tab shows the organization IDs for the organization. ○ The Profile tab shows organization profile information. ○ The Contacts tab shows the business contacts for the organization. Common Data Import and Administration Guide Managing Users CUSTOMER 49 ○ The Commodity Categories tab shows the commodity codes used by the organization. 5. Click Done to return to the previous page. Adding Organizations You can add to your list of organizations from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Organizations. 3. Click Create New and enter: ○ General information, such as the organization name, preferred language and currency, and whether the organization is a supplier organization. The organization name must be unique. ○ An organization ID. Click Create New to add a new organization ID. Click Delete to delete an existing organization ID. For more information, see About Organization Names and IDs [page 49]. ○ Profile information, such as phone number, corporate URL, and number of employees. ○ Business contact information. A business contact is a type of user that is not allowed access to your site. A contact might be an email reviewer for a project, or the contact for a supplier organization or business transaction. Click Add/Remove to display the available contacts. For information on adding contacts, see Adding Business Contacts [page 63]. ○ Commodity categories used by the organization. Click Add/Remove to display the available commodity codes. 4. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Modifying Organizations If the information about an organization changes, you can edit the organization information from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Organizations. 3. Click List All to display all organizations, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the organization name and click Edit. 5. Make your changes. 50 CUSTOMER Common Data Import and Administration Guide Managing Users 6. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Deleting Organizations If you no longer need information about an organization, you can delete it from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Organizations. 3. Click List All to display all organizations, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the organization name and click Delete. 5. Click OK to delete the organization, or Cancel to return to the previous page without deleting the organization. Running Data Import and Export Tasks When you need to define a set of users at the same time, rather than adding each one individually, you can run import tasks to import the data all at once. Similarly, if you want to view data about all your users, you can use an export task. Use the tasks: User Manager Data Import/Export task to run the following user-related data import and export Task Description Import Enterprise Users Defines enterprise users for your configuration. For more informa­ tion about defining enterprise users, see Defining Enterprise Users [page 20]. Import External Users Defines supplier users for your configuration. For more information about defining supplier users, see Defining Supplier Users and Or­ ganizations [page 21], and the Ariba Supplier and Customer Organi­ zation User Guide. Export Enterprise Users Exports enterprise user information to an Excel file. When you ex­ port enterprise users, you must specify an adapter source. For more information about adapter source values, see Understanding Adapter Source Values [page 12]. To export more than 65,635 re­ cords, use one of the two Export Enterprise Users (CSV) data export tasks under Export Common Data Import and Administration Guide Managing Users Site Manager Data Import/ . CUSTOMER 51 Managing User Delegations User delegation allows one user to delegate tasks or responsibilities to another user. You can create and manage user delegations from Ariba Administrator. Viewing User Delegations To see current user delegations, you can view them from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Delegations. The Delegations page opens. 3. To view details about a user, click a username. The Terminated check box indicates the delegation is for a terminated user. 4. Click a column header to sort the list of delegations by that column. For example, click Delegator to sort the list by delegator. Click the header again to change the sort order, as indicated by the arrow. Creating User Delegations You create new user delegations from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Delegations. The Delegations page opens. 3. Select a user (the delegator) whose authority you are temporarily assigning, or delegating, to someone else. 4. Select a user (the delegatee) to whom you are delegating the delegator’s authority. 5. Indicate the dates when the delegation of authority starts and ends. 6. Optionally, explain why you are delegating the selected delegator’s authority. 7. Indicate whether the delegator is to receive email notification messages about approval requests being handled by the delegatee during the delegation period. 52 CUSTOMER Common Data Import and Administration Guide Managing Users 8. Click Set Delegation to enable the delegation. Delegation will begin on the specified start date. Modifying User Delegations You can reassign existing user delegations from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Delegations. The Delegations page opens. 3. Select a new delegatee and click Update. Ending User Delegations You can terminate user delegation assignments from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click User Manager, and then click Delegations. 3. In Ariba Administrator, choose User Manager Delegations . The Delegations page opens. 4. Click End Delegation. Results If the delegation had already started, it is stopped immediately. Common Data Import and Administration Guide Managing Users CUSTOMER 53 About Business Contacts A business contact is a type of user that is not allowed access to your site. A business contact might be an email reviewer for a project, or the contact for a supplier organization or business transaction. For information about business contact management tasks, such as creating new business contacts and modifying and deleting existing ones, see Managing Business Contact [page 39]. Managing User Sessions You can view users who are currently logged in to your site, disconnect users, and view user activity. Viewing User Sessions When a user logs into your site, it creates a user session. You can view all current user sessions from Ariba Administrator. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click Site Manager, and then click User Sessions. Current user sessions are listed on the User Sessions page. 3. To refresh the list of user sessions, click Refresh. 4. When you are finished, click Done. Disconnecting User Sessions You can choose to end a user’s session from Ariba Administrator. When you end a user’s session, the user does not receive a warning. Procedure 1. On the dashboard, click 54 CUSTOMER Mange Administration . Common Data Import and Administration Guide Managing Users 2. In Ariba Administrator, click Site Manager, and then click User Sessions. Current user sessions are listed on the User Sessions page. 3. Click the check box next to the name of the user you want to disconnect and click Disconnect. Viewing User Activities Besides viewing currently active user sessions, you can also view the specific activities one or more users are performing on your site. Procedure 1. On the dashboard, click Mange Administration . 2. In Ariba Administrator, click Site Manager, and then click Audit Log. 3. Click List All to display all user activity, or filter user activity by date and click Search or press the Enter key. The Audit Log page shows the actions performed by users at your site. You can change which search filters are displayed. For more information, see About Audit Log Filters [page 56]. The following table describes the columns on the Audit Log page. Click a column header to sort contents by that column type. Column Description Id The unique audit event ID. The reference number can be used when reporting the issue to Ariba. Date The date and time the action occurred. Event Type The logging category. Real User Effective User The name of the user who performed the action. In most cases, the Real User and Effec­ tive User will be the same. Description A description of the action. Customer Site Your site. This information is for Ariba internal use only. Node The name of the logical node on which the action occurred. This information is for Ariba internal use only. Stack Trace The code that generated the exception. Common Data Import and Administration Guide Managing Users CUSTOMER 55 About Audit Log Filters Audit log filters enable you to narrow or focus your view of user activities to specific times, dates, events, or users. Your site comes with the most commonly used filters already enabled: Date, Effective User, Event Type, and Node. Filter Name Description Date Choose the period of time to be monitored, and then click Search. To specify particular dates, choose Custom. The period returned is always from midnight on the From date to 11:59 PM on the To date. Effective User The user credited with performing the action, but who might have been operating as a dele­ gate. Effective User Select Click the Select link to select an Effective User from a pre-defined list. Select a user, click Done, and then click Search. Event Type Choose an event type by which to filter, and then click Search. Use Admin or Admin (tasks/ files) to see administration operations such as scheduled tasks. Use SSO to see user login activities. The suffixes of the entries returned correspond to the event type selected. Node Enter the name of the logical node to be monitored, and then click Search. Real User The user who actually performed the action. Real User Select Click the Select link to select a Real User from a pre-defined list. Click Done, and then OK when you have made your selection, and then click Search. Note Do not insert a space between the first name and the last name in a free text user search, such as an Effective User search. Instead, try searching by either the first name or the last name. Displaying or Hiding Search Filters You can modify which search filters are displayed on the Audit Log page. Procedure 1. Click Add/Remove Search Filters. 2. On the Select Filters page, check the filters to display, and un-check the filters to hide. 3. Click OK. 56 CUSTOMER Common Data Import and Administration Guide Managing Users Managing Groups Group membership enables users to perform specific tasks in the end-user and Ariba Administrator interfaces. For example, only members of the Customer Administrator group can use Ariba Administrator to import, export, and manage all types of data. Understanding Default Groups [page 57] Understanding Custom Groups [page 57] Understanding Child Groups [page 57] Viewing Groups [page 58] Adding and Modifying Groups [page 59] Deactivating a Custom Group [page 60] Reactivating a Custom Group [page 60] Understanding Default Groups Ariba includes a number of default, or system-defined, groups. To understand the capabilities of these groups, on the dashboard, click Manage Administration . In Ariba Administrator, click User Manager, and then clickGroups. Click List All , and then view the Description field for each group. The descriptions are also available when you view group details. Understanding Custom Groups In addition to system groups, you can define your own groups. Understanding Child Groups A Group assigned to another groups is called a child group. The child group inherits all the privileges of its “parent” group. These group relationships are referred to as group-to-child group mappings. Keep the following restrictions in mind when assigning child groups: ● You cannot assign a group to itself, either directly or indirectly. ● If a Group B is a child group of Group A, you cannot assign Group A as a child group of Group B. Common Data Import and Administration Guide Managing Groups CUSTOMER 57 Viewing Groups You can view all the groups, both system and custom, for your site, in Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then click Groups. 3. Click List All to display all groups, or enter search criteria and then click Search or press Enter . The following table describes the columns on the Groups page. Column Description Group Name The display name for the group. Defined By The adapter source, which can be one of the following values: Description ○ SYSTEM—The object was created by Ariba. The default groups have this adapter source. Members of the Customer User Administrator group cannot see SYSTEM groups. ○ AribaManaged—The object is not maintained in an external system. Objects with this data source are maintained in Ariba Administrator. Custom groups created in Ariba Administra­ tor have this adapter source. ○ External—The object and all its data fields are maintained in an external system, such as an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system. Custom groups imported from a CSV file have this adapter source. The group description. 4. To display details, click a group name. The following table describes the type of information displayed on each tab on the View Details page. Tab Description General The unique internal identifier, display name, and description of the group. Users The users that belong to the group. Child Groups Child groups assigned to the group. 5. Click Done to return to the previous page. 58 CUSTOMER Common Data Import and Administration Guide Managing Groups Adding and Modifying Groups You can add (create) custom groups and edit them, and you can edit some fields in system groups (for example, to assign users to a system group). Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then click Groups. 3. Click Create Group to create a group, or select the group you want to edit and choose Edit from the Actions pull-down menu. 4. (Custom groups only): On the General tab, enter or modify the following fields: Field Description Unique Name The unique internal identifier for the group. You cannot modify this field in edit mode. Group Name The display name for the group. Description The user-visible description for the group. Note You cannot modify any of the fields on the General tab for Ariba-created groups. 5. On the Users tab, click Add/Remove to display the available users. Choose one or more users to assign to the group, if any, and click Done. 6. (Custom groups only): On the Child Groups tab, click Add/Remove to display the available groups. Choose one or more groups to assign to the new group as child groups, if any, and click Done. Note You cannot add or modify child groups for Ariba-created groups. 7. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Common Data Import and Administration Guide Managing Groups CUSTOMER 59 Deactivating a Custom Group You can deactivate custom groups. System groups cannot be deactivated. When you deactivate a custom group, the group is no longer active or visible in Ariba. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then click Groups. 3. Search for and select the group you want to deactivate. 4. Choose Deactivate from the Actions pull-down menu. 5. Click OK to deactivate the group, or Cancel to return to the previous page without deactivating the group. Reactivating a Custom Group You can reactivate custom groups that you previously deactivated even though they are not currently visisble in Ariba. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then click Groups. 3. Search for and select the group you want to reactivate. 4. Choose Activate from the Actions pull-down menu. 60 CUSTOMER Common Data Import and Administration Guide Managing Groups Managing Business Contacts A business contact is a type of user that is not allowed access to your site. A business contact might be a contact for a supplier organization or business transaction. About Business Contacts and Business Contact Groups [page 61] Managing Business Contacts [page 62] Managing Business Contact Groups [page 64] Importing and Exporting Business Contact Data [page 65] About Business Contacts and Business Contact Groups Configuring business contacts enables you to record information about external users and to specify these users by their functions. Functions include: ● Email reviewers for review and negotiation tasks. (Configuring a new email reviewer when creating a review or negotiation task adds the email reviewer as a business contact.) ● Recipients for notification tasks. ● Recipients for contract expiration and contract notice notifications. Suppliers create and manage their business contacts in their Ariba Commerce Cloud profiles. You can also create and manage business contacts in your site. Whether business contact information is synchronized between your site and your suppliers’ Ariba Commerce Cloud profiles depends on several factors. For information about the synchronization of business contact information, see the Ariba Supplier and Customer Organization User Guide. You can organize business contacts into business contact groups. A business contact group enables you to specify multiple business contacts as email reviewers or email recipients. You cannot assign roles to business contact groups; business contacts have no access rights or permissions. About Business Contact Fields Business contact fields provide details about the contact. Some fields are required, and others are optional, and it is also possible to have custom fields added for your needs. By default, you can configure the following fields for a business contact: ● Name (required) ● Email Address (required) ● Title (required) Common Data Import and Administration Guide Managing Business Contacts CUSTOMER 61 ● Fax ● Street ● City ● State/Province/Region ● Postal Code ● Country Ariba Customer Support can add custom fields for business contacts and edit the data fields for business contacts. If you would like to add custom fields or edit fields for business contacts, have your Designated Support Contact log a service request and an Ariba Customer Support representative will follow up to complete the request. Note Business contact fields are not intended to record personal information (such as personal phone numbers) or personally identifiable information (such as birth dates or government ID or financial account numbers assigned to individuals). Managing Business Contacts You can create new business contacts, and modify and delete existing ones. Viewing Business Contacts You can view existing business contacts from Ariba Administrator. Context To view the business contacts for a specific organization, see Viewing Organizations [page 49]. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contacts. The Manage Business Contacts page opens. 3. Click List All to display all business contacts, or enter search criteria and then click Search or press Enter . 62 CUSTOMER Common Data Import and Administration Guide Managing Business Contacts Adding Business Contacts You can add a business contact to the system using Ariba Administrator. Context Task owners can also add a business contact by clicking New Email Reviewer when creating a review or negotiation task. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contacts. 3. Click Create New and enter the business contact’s name, email address, title, phone number and fax number. 4. (Optional) To add the business contact to business contact groups, click the Business Contact Groups tab. 5. Click Add/Remove. Use the chooser to select existing business contact groups to add the user to the appropriate groups. appropriate groups. 6. Click Done. 7. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Modifying Business Contacts You edit business contacts from Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contacts. 3. Click List All to display all business contacts, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the business contact name and click Edit. 5. Make your changes. 6. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Common Data Import and Administration Guide Managing Business Contacts CUSTOMER 63 Deleting Business Contacts You delete business contacts from Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contacts. 3. Click List All to display all business contacts, or enter search criteria and then click Search or press Enter . 4. Click the check box next to the business contact name and click Delete. 5. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Managing Business Contact Groups You can create business contact groups and assign similar business contacts to these groups. You can also delete business contact groups if you no longer need them. Adding Business Contact Groups You create new business contact groups from Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contact Groups. 3. Click Create New. The Manage Business Contact Group - Create Business Contact Groups page 4. Enter an ID for the business contact group. 5. Enter a name for the business contact group. The name and ID can have the same value. 6. Enter a description for the business contact group. 7. If you already have business contacts in the system, you can add them to the group by clicking the Business Contacts tab. The system opens a chooser that enables you to select business contacts to add to the group. 8. Click Save. 64 CUSTOMER Common Data Import and Administration Guide Managing Business Contacts Deleting Business Contact Groups You delete business contact groups from Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click User Manager, and then clickBusiness Contact Groups. 3. Click List All to display all business contact groups, or enter search criteria and then click Search or press the Enter key. 4. Click the check box next to the business contact group name and click Delete. 5. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Importing and Exporting Business Contact Data Customer administrators can import and export business contact in bulk using import and export tasks. Import and export tasks for business contacts are: ● Import Business Contacts ● Export Business Contacts When creating a file for importing business contacts, use the Data Dictionary as a reference for the information and column headings to include. To download the Data Dictionary, click the Download Data Dictionary link at the top of the Data Import/Export page. For more information about creating files for import data tasks, see Defining and Importing Your Data [page 13]. Note Only Ariba Customer Support can access the tasks for importing and exporting data for business contact groups and business contact group membership (map a business contact to the business contact group to which it belongs). The import tasks for these operations are called Import Business Contact Groups and Import Business Contacts for Business Contact Groups. Common Data Import and Administration Guide Managing Business Contacts CUSTOMER 65 Importing and Exporting Supplier Profiles Supplier profiles can contain both basic and extended profile data. Basic supplier profile data includes user account information, address, email address, and phone number. Extended supplier data includes company description, company revenue, and certifications. About Supplier Extended Profiles [page 66] About Importing and Exporting Supplier Extended Profiles [page 67] Creating Supplier Profile Import Templates [page 69] Common Profile Field Reference [page 70] About Supplier Extended Profiles If you use an external data source to maintain your supplier profile data, you can import and export supplier extended profile data to and from your Ariba solution. Note For suppliers with Ariba Commerce Cloud profiles, profile import ignores values for all common profile fields unless you have made them editable by moving them to the supplier profile questionnaire and setting them to accept changed values only on approval. Instead, values for common profile field columns are populated from the supplier’s Ariba Commerce Cloud profile. See Common Profile Field Reference [page 70] for details. Ariba imports and exports supplier extended profile data from CSV (comma separated value) files, which you can save to your system or view in spreadsheet applications, such as Excel. A supplier must already exist in your Ariba site before you import their extended profile data. The supplier profile CSV file must contain these header columns: Header Column Description LoginID A unique internal identifier (from 1 to 50 alphanumeric characters) for the supplier user ac­ count, for example, tjames. This is the name the supplier user enters when logging in to your site. FullName The supplier user’s full name, for example, Tim James. This is the name that appears in the user interface. EmailAddress The supplier user’s email address, for example, [email protected] Phone The supplier user’s telephone number, for example, 555-555-1212 DefaultCurrency The supplier user’s default currency, for example, USD. Your site uses the default currency if the supplier user’s preferred currency is not set. 66 CUSTOMER Common Data Import and Administration Guide Importing and Exporting Supplier Profiles Header Column Description Preferred Locale The supplier user’s preferred locale, for example, en_US. When a supplier user logs in, the preferred locale determines the language for the user interface. Supplier users can change their preferred locale by modifying their user preferences. The rest of the profile attributes are optional. For question headers, Ariba uses the external system reference ID. For example: Question Header Data Field Format KI_80101 (Please give a brief overview of your company) Text KI_3000 (Corporate (parent company) an­ nual revenue) Number KI_MinorityOwned (Minority Owned Enterprise Certi­ fied (Please attach certificate if applicable)) Drop-down menu KI_WomanOwned (Women Owned Enterprise Certi­ fied (Please attach certificate if applicable)) List of choices separated by comma and an answer enclosed by double quotes. Example: ,Drug Company, Example: ,23750000, Example: ,Yes, Example, “Broker/Delivery”, For commodity attributes, you should specify commodity codes in the data field. Certain question data types cannot be imported or exported from a CSV file. For example, an attachment data field cannot be imported or exported due to the limitation of the CSV field size. For information about CSV files and encoding, see About Entering Data in CSV Files [page 14]. Note If your site applies validity conditions to commodity or Tax ID fields in the supplier profile questionnaire in order to validate them, that validation does not occur when you import the profile data. Validation of existing data for a supplier occurs when a user in your site edits that supplier’s profile. Otherwise, if a supplier updates the data in their Ariba Commerce Cloud profile, the update is validated at that time. About Importing and Exporting Supplier Extended Profiles Ariba does not create or delete suppliers in your system when you import and export supplier extended profiles. If you want to create a supplier in your system, you need to import the supplier itself. For more information, see Defining Supplier Users and Organizations [page 21]. Members of the Supplier/Customer Manager, Commodity Manager, and Event Administrator groups can import and export supplier profile data. Common Data Import and Administration Guide Importing and Exporting Supplier Profiles CUSTOMER 67 Importing Supplier Extended Profiles Ariba only updates existing suppliers when you import supplier extended profiles. Ariba updates the system periodically so that the application and database servers can avoid high memory usage issues. Procedure 1. On the Ariba Spend Management daqshboard, click Manage Administration . 2. Click Supplier and Customer Manager, and then click Supplier Profile Import/Export. 3. Click Import. 4. Click Browse and locate the supplier profile CSV file on your computer. You can also enter the URL address for a supplier CSV file. 5. After you have specified the location of the supplier profile CSV file, click Import. Next Steps You can click Refresh Status during the import to see its current status. After Ariba Spend Management processes the imported supplier extended profile, the Status column displays Completed. About Viewing Error Messages If Ariba encounters errors during the import process, updates that are successfully made are not reverted. If an error occurs, Ariba stops the process, writes the error information to a log file, and the Status column displays Failed. To view the error log file, click View details. Several common errors that can occur when Ariba processes a supplier profile are: Error Description Invalid header columns The supplier profile CSV file you uploaded does not contain the required header columns. Verify your supplier profile CSV file has the required header columns. Invalid data type There is a data type mismatch between the supplier profile and the data in the CSV file. Insufficient Data Fields The amount of profile data specified in a row is insufficient. For example, there are only five data fields provided for seven profile fields. Unfound User The specified user is not found in the system. 68 CUSTOMER Common Data Import and Administration Guide Importing and Exporting Supplier Profiles Exporting Supplier Extended Profiles When you export supplier extended profiles, Ariba queries supplier profiles in the database and writes data to a CSV file. Ariba exports active suppliers found in the system. Ariba uses your location settings to determine the language to use for the exported profile column headers. Procedure 1. On the Ariba Spend Management dashboard, click Manage Administration . 2. Click Supplier and Customer Manager, and then click Supplier Profile Import/Export. 3. Click Export. Results A dialog box appears when your download is complete. Next Steps You can open the CSV file or save it to your computer. Creating Supplier Profile Import Templates Ariba enables users to create profile import templates, CSV files with extended profile header columns. You can use the template to enter extended profile data from your external system and then import the data into Ariba Sourcing. Members of the Supplier/Customer Manager, Commodity Manager, and Event Administrator groups can create supplier extended profile import templates. 1. On the Ariba Spend Management dashboard, click Manage Administration . 2. Click Supplier and Customer Manager, and then click Supplier Profile Import/Export. 3. Click Create Import Template. Common Data Import and Administration Guide Importing and Exporting Supplier Profiles CUSTOMER 69 Common Profile Field Reference Common profile fields are non-editable for all suppliers with Ariba Commerce Cloud profiles. The values in those fields are populated from their Ariba Commerce Cloud profiles and cannot be overwritten by your supplier profile data import. For every supplier with an Ariba Commerce Cloud profile, the import operation ignores values for the following columns unless you have made them editable by moving them to the supplier profile questionnaire as organization field questions and setting them to accept changed values only on approval: Name BusinessContacts CorporatePhone CorporateFax CorporateEmailAddress CorporateURL CorporateAddress YearFounded NumberOfEmployees AnnualRevenueMinimum AnnualRevenueMaximum PreferredLanguage PreferredCurrency OrganizationType StateOfIncorporation MinorityOwned WomanOwned VeteranOwned DisabledVeteranOwned VietnamVeteranOwned MinorityAsian MinorityBlack MinorityNativeamerican MinorityHispanic MinorityIndianSubcontinent MinorityOther Categories Alias1 Alias2 LegalName StockSymbol UsTIN UsSSN StateTIN RegionalTIN VatID AdditionalAddresses BackupWithholdingExempt 70 CUSTOMER Common Data Import and Administration Guide Importing and Exporting Supplier Profiles Managing Supplier and Customer Groups Supplier and Customer groups help organize suppliers and customers into related groups. For example, members of a group named IT Equipment Suppliers would be vendors supplying IT equipment. About Default Groups [page 71] Viewing Supplier and Customer Groups [page 71] About Default Groups Ariba provides two default, or system-defined, supplier and customer groups: External and System. To understand the capabilities of these groups, in Ariba Administrator, click Supplier and Customer Manager, then click Groups, and click List All. View the Description field for each group. The descriptions are also available when you view group details. Viewing Supplier and Customer Groups You can view your current supplier and customer groups from Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Supplier and Customer Manager, and then click Groups. 3. Click List All to display all groups, or enter search criteria and then click Search or press Enter . The following table describes the columns on the Groups page: Column Description Group Name The display name for the group. Common Data Import and Administration Guide Managing Supplier and Customer Groups CUSTOMER 71 Column Description Defined By The adapter source, which can be one of the following values: Description ○ SYSTEM—The object was created by Ariba. The default groups have this adapter source. Members of the Customer User Administrator group cannot see SYSTEM groups. ○ AribaManaged—The object is not maintained in an external system. Objects with this data source are maintained in Ariba Administrator. Custom groups created in Ariba Administra­ tor have this adapter source. ○ External—The object and all its data fields are maintained in an external system, such as an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system. Custom groups imported from a CSV file have this adapter source. The group description. 4. To display details, click a group name. The following table describes the type of information displayed on each tab on the View Details page: Tab Description General The unique internal identifier, display name, and description of the group. Users The users that belong to the group. 5. Click Done to return to the previous page. Adding and Modifying Supplier and Customer Groups In addition to the system-defined groups provided by Ariba, you can create your own groups and modify groups. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Supplier and Customer Manager, and then click Groups. 3. Click Create New to create a group, or select the group you want to edit and choose Edit from the Actions pull-down menu. 4. On the General tab, enter or modify the following fields: Field Description Unique Name The unique internal identifier for the group. You cannot modify this field in edit mode. 72 Group Name The display name for the group. Description The user-visible description for the group. CUSTOMER Common Data Import and Administration Guide Managing Supplier and Customer Groups Note You cannot modify any of the fields on the General tab for Ariba-created groups. 5. On the Users tab, click Add/Remove to display the available users. Choose one or more users to assign to the group, if any, and click Done. 6. Click Save to save your changes, or Cancel to return to the previous page without saving your changes. Common Data Import and Administration Guide Managing Supplier and Customer Groups CUSTOMER 73 Customizing Messages Ariba allows you to provide custom branding messages to your buyers and suppliers. About Custom Messages [page 74] Customizing Messages with the Branding Settings Task [page 74] About Custom Messages You can add custom text to the customer service message that buyer users see when they choose Help Contact Us , to the welcome message that supplier users see, and to the bidder agreement that sourcing suppliers must agree to in order to participate in an event. For email notifications that are sent to suppliers for sourcing events, you can also customize the logo, the message that appears when you hover on the logo, and the footer. For the logo, logo title and logo footer used in supplier sourcing email notifications to be customizable, Ariba Customer Support must set the Application.EnableCustomEmailLogoAndFooter parameter to Yes (True). The Application.EnableCustomEmailLogoAndFooter parameter enables you to specify a custom logo and footer in notification emails sent to suppliers. When this parameter is set to Yes (True), theCustomize Email tab appears in the Administration > Branding Settings page in Ariba Administrator. In addition to the SAP Ariba logo and footer, the custom logo and footer that you set in the Customize Email tab appears in emails sent to suppliers. Note Logos must be GIF files (.gif extension). Files with a width of 600 pixels and height of 50 pixels are recommended. Customizing Messages with the Branding Settings Task You can customize the browser title, welcome message, and customer service message using the Customization Manager Branding Settings task in Ariba Administrator. For email notifications that are sent to suppliers for sourcing events, you can also customize the logo, the message that appears when you hover on the logo, and the footer by selecting the Customize Email tab in the Settings 74 Customization Manager Branding task in Ariba Administrator. CUSTOMER Common Data Import and Administration Guide Customizing Messages Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Customization Manager, and then click Branding Settings. 3. Select the messages you want to customize, and click Edit. 4. Select the language for your customized text from the pull-down menu. 5. Enter your custom text. You can format your text using the following tags: ○ Use [b] and [/b] to indicate bold text. For example: [b]your bold text here[/b] ○ Use [i] and [/i] to indicate italic text. For example: [i]your italic text here[/i] You can specify URLs and email addresses by using the following formats: URL format: http://snmtp.ariba.com Email address format: email:[email protected] 6. Repeat steps 3 [page 75] and 4 [page 75] for each language in which you want custom text. 7. Click OK to save your changes, or click Cancel to return to the previous page without saving your changes. Common Data Import and Administration Guide Customizing Messages CUSTOMER 75 Flexible Master Data Templates Flexible master data templates (referred to as flex master data or FMD templates) are custom data structures for storing master data that is specific to the needs of your organization. Understanding Flexible Master Data Templates [page 76] About Importing Data into Flex Master Data Templates [page 77] About Translating Flex Master Data [page 78] Understanding Flexible Master Data Templates You can use flex master data as fields in form designs such as requisitions, contract workspaces, and eForms. Only Ariba representatives can create flex master data templates. (You work with an Ariba representative to design the templates.) Members of the Customer Administrator group can import data into flex master data templates. About Uses for Flex Master Data Flex master data is for data that is typically more complex than data stored in normal fields and usually something unique to your organization. For example, if you need a custom field to store the names of grants, you might use a custom text field with an enumeration (pick list). But if you need to store the names of grants along with attributes such as their types, administrators, and funding agencies, you need a flex master data template. Then, when users select a grant, they can click it to view the attribute data. You refer to each flex master data template through a name, such as “Grant.” About the Structure of Flex Master Data A flex master data record is composed of a unique name, such as the key in your database, a display name, and one or more attributes, such as Type, Funding Agency, and Administrator. The following example shows how an organization might store the names of grants in a flex master data template named Grant: Template: Grant Attribute Type Example Data UniqueName Text GR-176 76 CUSTOMER Common Data Import and Administration Guide Flexible Master Data Templates Attribute Type Example Data Name MultiLingualString Building Construction Type Text Capital Funding Agency Text Bailey Foundation Administrator Text George Bailey Flexible Period Boolean Yes About Flex Master Data Limitations Because of its specialized nature, there are some limitations to flex master data availability, data entry, and synchronization. ● Flex master data names can be made available for reports, but attributes cannot. For example, the name Building and Loan is available for reports, but attributes within that object, such as Funding Agency, are not available. ● There is no user interface from which to enter data for a flex master data template. ● Flex master data fields in Ariba Contract Management projects are not synchronized with compliance contracts in Ariba Procurement and Invoicing Solutions. About Importing Data into Flex Master Data Templates You import data to pre-populate a flex master data template. For each flex master data template on your site, there are data import and export tasks for importing and exporting the flex master data. The data import tasks are named Import Flex Master Data , where is specific to the purpose of the template.. For example, if there is a flex master data template named Grant, the corresponding data import task is Import Flex Master Data Grant. The task reads data from a CSV file. To get the format for the CSV file to use for importing flex master data, run the flex master data export task. The following example shows a CSV file for the Grant flex master data template: Cp1252 UniqueName,Name,PurchasingUnits,cus_Type,cus_FundingAgency,cus_Administrator,cus_Fle xiblePeriod GR-176,Building Construction,Capital,Building and Loan,George Bailey,Yes GR-295,Head Start,Startup,CATS,Petunia Von Hendy,Yes GR-345,Special Projects Funding,Project,Taylor Foundation,Sue Wald,No You assign a UniqueName value to each row. The UniqueName value must be unique across flex master data records that use the same template. It can be the key that is used by your back office systems or databases. You also use the UniqueName value as a key if you localize your flex master data. Common Data Import and Administration Guide Flexible Master Data Templates CUSTOMER 77 About Translating Flex Master Data You can import translations for the Name field of flex master data records. The data import tasks for importing translations are named Import Flex Master Data Translations where is specific to the purpose of the template (for example, Import Flex Master Data Grant Translations). In Ariba Procurement and Invoicing Solutions, you can include flex master data translations in the batch import task Import Master Data Translations. This task is not available in Ariba Strategic Sourcing and Contract Management Solutions. For general information on importing translations, see the following documentation: ● For Ariba Procurement and Invoicing Solutions, see the Ariba Administration and Data Maintenance Fundamentals Guide. ● For Ariba Strategic Sourcing and Contract Management Solutions, see the Ariba Common Data Import and Administration Guide. 78 CUSTOMER Common Data Import and Administration Guide Flexible Master Data Templates Managing Enumerations Enumerations are pick list values that you define for use by custom fields. About Enumerations Lists [page 79] Editing the Enumerations File [page 79] About Preserving Referential Integrity [page 80] About Enumerations Lists Members of the Customization Administrator group can import enumerations files using the Enumerations task in the Customization Manager workspace in Ariba Administrator. Editing the Enumerations File An enumeration file contains pick list values for your custom fields. You can export the contents of the enumeration file in XLS or CSV format, edit it, and import it back into Ariba Administrator. Procedure 1. On the dashboard, click Manage Administration . 2. In Ariba Administrator, click Customization Manager, and then click Enumerations. 3. Click Export and save the Enumeration file to your desktop. You can export it as either an XLS or a CSV file. The default format is XLS. This file contains all the enumeration files in one file. If there is more than one enumerations file, you can right-click the file name to export only that file. Note If there are more than 65,535 enumeration records, and you choose to export to an Excel file, the resulting export file will be in XLSX format. 4. Open the Enumeration file and insert the new value in alphabetical order in both the Display Value and Value fields. Copy the value in the Enumeration field. Save the file. Common Data Import and Administration Guide Managing Enumerations CUSTOMER 79 The following example shows the content of an enumeration file for a custom field showing sourcing project owners: Enumeration Display Value Value CUS_SourcingProjectOwner A.Fontaine A.Fontaine CUS_SourcingProjectOwner C. Noll C.Noll Note Ariba recommends against using only values without localized display value definitions. Instead, use the value/display value pairs. This results in a well-structured layout that is easier to maintain, because any updates to existing values can be achieved with a single upload to the enumeration list rather than a mass edit to fix it. 5. Click Import on the Enumerations page and upload the file. A message appears confirming that the enumeration upload was completed successfully. 6. The added enumeration appear in the chooser list for the related field. About Preserving Referential Integrity Loss of data due to the removal of an existing enumeration breaks referential integrity. For example: ● Value objects that were using the enumeration no longer show the display value. ● For objects that were not yet published, the value selection is removed without notice upon saving. ● Updates to objects remove the value selection without notice upon saving. ● If the same value was added again with a different display value, existing objects show the new display value without notice. If the enumerations you are about to import will break referential integrity by overriding existing enumerations, the Ariba system provides a warning. Ariba Customer Support can configure the Application.Base.VerifyUnchangedEnumerationValues parameter to prevent enumeration uploads from proceeding if the new enumerations would cause data loss by replacing existing enumerations. 80 CUSTOMER Common Data Import and Administration Guide Managing Enumerations Viewing Facts and Dimensions Users in the SV Manager Project group can view facts and dimensions in the data model in Ariba solution packages that include Ariba Spend Visibility, including Ariba Spend Visibility, Ariba Contract Management, Ariba Sourcing, and Procurement, and in either the presentation schema or the data load schema. For more information about the presentation and data load schemas, see the Ariba Reporting and Analysis Data Load and Administration Guide. About Facts and Dimensions [page 81] Viewing Facts [page 82] Viewing Dimensions [page 82] Managing Dimension Data [page 83] About Facts and Dimensions Facts represent the basic transactions in a report. Dimensions are categories of information into which facts fall. Facts can be purchase orders, expense reports, invoices, contracts, and others. Every report is built on the data contained in one or more facts; for example, a report on invoice spend pulls data from the Invoice fact. Dimensions are categories, such as Commodity, Supplier, Cost Center, and Time. Supplier and Commodity are just two examples of dimensions in purchase orders. Dimensions organize the information in a fact in meaningful ways, for example by collecting data on suppliers in a geographical region over a certain period of time. Facts can also share dimensions. For example, the Invoice fact and the Purchase Order fact both have Supplier and Time dimensions. A dimension can be further divided into levels; a hierarchy imposes a structure on the levels of data within the dimension. For example, the lowest level in the hierarchy in a Commodity dimension might be the actual commodity item; the next level might be the class of product, then the product family, with the highest level being product segment. Common Data Import and Administration Guide Viewing Facts and Dimensions CUSTOMER 81 Viewing Facts The pre-defined facts in the data model are related to different areas of reporting. The list of facts you see in the Reporting Manager depends on types of reporting your system is configured to do. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Facts and Dimensions. 3. In Common Actions, click Facts to display the list of available facts. You can also expand the list of facts in Common Actions. 4. Click a fact to examine its details. The details you can examine for a fact include: ○ Measures, along with their data types and the formulas used to create them. Pre-defined measures are the sum or aggregation of line level details; user-defined measures are the result of calculations based on data fields specified by the user. Click a measure to examine its details. ○ Dimension references. Click a dimension reference name or dimension name to examine its details. ○ Inline dimensions, which are facts that users can place on the row, column, or page edges of a report pivot table just like dimensions. Click an inline dimension to examine its details. ○ Other fields related to the fact. Click a field to examine its details. Viewing Dimensions The Reporting Manager displays a list of all of the dimensions in the data model. The dimension’s details include the facts it is associated with. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Facts and Dimensions. 3. In the Navigation panel, click Dimensions to display the list of available dimensions. You can also expand the list of dimensions in the Common Actions and drill down into dimension hierarchies from there. 4. Click a dimension to examine its details. ○ The General Information tab displays the fact tables associated with the dimension. Click a fact to examine its details and export and validate dimension data. ○ The Hierarchies tab displays all of the dimension’s hierarchies. 82 CUSTOMER Common Data Import and Administration Guide Viewing Facts and Dimensions ○ The Levels & Fields tab displays all of the fields in the dimension grouped by hierarchy level. ○ The Data Source tab displays all of the dimension’s data sources and allows you to modify dimension data in those data sources. Managing Dimension Data You can export and validate dimension data and delete any dimension records that aren’t referenced by a fact table in the Reporting Manager. Exporting Dimension Data You can export data for an entire dimension, or for a hierarchy or level in a dimension. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Facts and Dimensions. 3. Click Dimensions, and click the dimension whose data you want to export. 4. Click the General Information tab. 5. Click Export Data. 6. Export the entire dimension, a hierarchy, or a level: ○ Select Export Complete Dimension to export the entire dimension. ○ Select Export a Hierarchy to export a single hierarchy from the dimension. Choose the hierarchy to export from the Hierarchy pull-down menu, and choose an optional reference hierarchy from the Reference Hierarchy pull-down menu. ○ Select Export a Level to export a single level from the dimension. Choose the level to export from the Level pull-down menu. 7. Press Ctrl and choose any additional fields to export from the Extra Fields list. Alternatively, select Export All Fields to choose all fields for export. 8. To export only records with missing values, click the Unclassified Data Only check box. 9. Click Export. 10. Save the exported CSV file to the location of your choice. 11. Click Done once the export is complete. Common Data Import and Administration Guide Viewing Facts and Dimensions CUSTOMER 83 Validating Dimension Data To make sure your dimension data is correct, you can validate it using the Reporting Manager. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Facts and Dimensions. 3. Click Dimensions, and click the dimension whose data you want to validate. 4. Click the General Information tab. 5. Click Validate Data to display validation results. 6. Click Done to exit the results page. Deleting Unused Ariba Spend Visibility Dimension Records Unused dimension records do not contain any spend or other data and are therefore not referenced by fact tables. Deleting unused dimension records removes them from searches and improves report efficiency. Prerequisites You can delete only unused Ariba Spend Visibility dimension records at this time. You must be viewing data in the data load schema to delete unused dimension records. Context For example, if you have loaded your entire list of suppliers but have spend with only some of them, deleting the unused supplier dimension records prevents users from choosing unused suppliers when filtering reports. Deleting unused dimension records might also eliminate unnecessary overhead during data loading. Procedure 1. In the upper right corner of the dashboard, click your name and select Preferences Change reporting preferences . 2. Click the Use data load schema check box and click OK. 84 CUSTOMER Common Data Import and Administration Guide Viewing Facts and Dimensions 3. Click Done. 4. Log out of Ariba Spend Management and log back in to apply the change to your preferences. 5. On the dashboard, click Manage Administration . 6. Click Reporting Manager, and then click Facts and Dimensions. 7. Click Dimensions and click the dimension for which you want to delete unused records. 8. Click the General Information tab. 9. Click Delete Unused Records. 10. Select the source of the dimension records you want to delete: ○ From the Source Type pull-down menu, choose SV. You cannot currently delete dimension records from any other source type. ○ From the Source System pull-down menu, choose the individual source system for which you want to delete dimension records. 11. Click OK. The delete operation may take some time, depending on the size of the dimension. Once it has completed, the Delete Unused Dimension Records page displays the number of rows that were deleted. 12. Click Done to return to the General Information tab. Common Data Import and Administration Guide Viewing Facts and Dimensions CUSTOMER 85 Managing Dashboard Templates The dashboard for new users is created from a dashboard template, which determines the dashboard tabs, action tiles, content items, and layout of the dashboard. The default configuration includes a default dashboard template, and all user dashboards are initially based on this template. Users can customize their own dashboards. Members of the Customer Administrator group and the Customer Dashboard Administrator group can use the Dashboard Templates task in the Dashboard Manager workspace to modify the default dashboard template and create new dashboard templates. About User Groups and Dashboard Templates You can associate a dashboard template with a user group. When a new user belongs to a group that has an associated dashboard template, the user’s dashboard is created from that dashboard template Associating a dashboard template with a group is optional. For example, the default dashboard template is not associated with a group. About Dashboard Template Rankings Each dashboard template has an associated rank. New users get the dashboard template with the highest rank. Rank determines which dashboard template a new user gets when: ● A template is associated with the user’s group and the user belongs to multiple groups ● More than one dashboard template is associated with the same group Dashboard Customization Limitations Some dashboard tabs do not support action tiles. If so, the option to add action tiles is not available from the Configuation menu. Viewing Dashboard Templates [page 87] Adding and Modifying Dashboard Templates [page 88] Adding the Action Tile Strip to the Current Dashboard [page 89] Adding Content Items to the Current Dashboard Tab [page 89] Editing Properties for the Current Dashboard Tab [page 90] Adding New Dashboard Tabs [page 90] 86 CUSTOMER Common Data Import and Administration Guide Managing Dashboard Templates Comparing a Dashboard Template to the Default Settings [page 91] Reverting a Dashboard Template to the Default Settings [page 91] Adding or Modifying Dashboard Template Groups [page 92] Publishing Dashboard Templates [page 92] Updating Dashboard Template Rankings [page 93] Deleting Dashboard Templates [page 93] Configuring the News Content Item [page 94] How to reset a user's dashboard [page 94] Viewing Dashboard Templates You can view information about your available templates in Dashboard Manager. Procedure 1. On the dashboard, click Manage Administration. 2. Click Dashboard Manager , and then click Dashboard Templates to open the Dashboard Templates page. The following table describes the columns on the Dashboard Templates page: Column Description Rank The dashboard template’s rank. New users get the dashboard template with the highest rank. Rank deter­ mines which dashboard template a new user gets when a template is associated with the user’s group and the user belongs to multiple groups, and when more than one dashboard template is associated with the same group. Name The name of the dashboard template. Creator The name of the user who created the dashboard template. Group The user group associated with the dashboard template or None (which indicates no group association). When a new user belongs to a group that has an associated dashboard template, the user’s dashboard is created from that dashboard template. State The state of the dashboard template. The possible states are: Published—The template is available to users at your site. Editing—The template creator is editing the template. Version The version number of the dashboard template. The default version number for a new template is 0. Common Data Import and Administration Guide Managing Dashboard Templates CUSTOMER 87 Column Description Actions This column contains the buttons you use to perform actions on dashboard templates: Configure—Lets you add content to and edit properties for the current dashboard tab, add new dash­ board tabs, compare your dashboard template to the default settings, and revert your dashboard tem­ plate to the default settings. Delete—Deletes the dashboard template. Publish—Publishes the dashboard template. The Publish button is available only when the dashboard template is in the Editing state. The Dashboard Templates page also contains the following buttons: ○ New Template—Creates a new dashboard template. ○ Update Rank—Updates dashboard template rankings. Adding and Modifying Dashboard Templates You can create new dashboard templates and edit them in Dashboard Manager. Procedure 1. On the dashboard, click Manage Administration . 2. Click Dashboard Manager , and then click Dashboard Templates. 3. Click New Template to create a new template, or find the template you want to modify and click Configure. 4. Click the Configure Tabs to: ○ Add action tiles to the current dashboard tab ○ Add content items to the current dashboard tab ○ Edit properties for the current dashboard tab ○ Add new dashboard tabs ○ Compare your dashboard template to the default settings ○ Revert your dashboard template to the default settings 5. Click the icon in the upper left corner of a content item and select Required to prevent users from removing a content item, if you do not want users to change content items: 6. Click Return to Administration page to return to the Dashboard Templates page. The new template is displayed in the list of templates available to your site. 88 CUSTOMER Common Data Import and Administration Guide Managing Dashboard Templates Adding the Action Tile Strip to the Current Dashboard The action tile strip display a series of action tiles at the top of a dashoard tab. Action tiles display the most important information about your daily activities and tasks at a glance. Procedure 1. On the dashboard, click the configuration icon ( ) and select Add Content from the menu. 2. In the Add Content menu, click Add to the right of Action Tiles. The action tile strip appears at the top of the dashbord tab. The most recently configured set of tiles appears on the action strip. If you have never configured tiles on this dashboard, the default set of tiles is displayed. 3. To add, remove, or arrange the actio tiles on the action strip, click the menu arrow in the upper right corner of any tile, select Manage All Tiles, and perform one of the following actions: ○ To remove one or more individual tiles from the action tile strip, click Remove for those tiles on the Selected Tiles list. ○ To add one or more individual tiles to the action strip, click Select for those tiles on the Available Tiles list. ○ To change the position of an action tile on the strip, in the Selected Tiles list, drag it up to move it left, or down to move it right. ○ To restore the default set of tiles, click Restore Defaults. 4. Click OK. Adding Content Items to the Current Dashboard Tab You can add content items to your current Dashboard tab as needed. Procedure 1. On the dashboard, click the configuration icon ( ) and select Add Content from the menu. 2. In the Add Content menu, drag and drop a content item to any location on the dashboard tab. Use the blue line that appears when you start dragging the item to position it before you drop it. You can also click an item to add it to the right column of your dashboard tab. 3. Click Done when you have finished adding content items. 4. Click Return to Administration page to return to the Dashboard Templates page. Common Data Import and Administration Guide Managing Dashboard Templates CUSTOMER 89 Editing Properties for the Current Dashboard Tab Properties include the title that appears on the dashboard tab (for example, “Procurement Dashboard”), the types of approvable documents that are visible on the dashboard tab, and whether the dashboard tab is the primary tab for approvable documents of a certain type. Procedure 1. On the dashboard, click the configuration icon ( ) and select Edit Properties from the menu. 2. To change the title of the dashboard tab, enter a new title the Title field. 3. Click Display all document types on this tab if you want all approvable document types to be visible on the dashboard tab, or click Restrict this tab for use with specific document types if you want to select the document types that will be visible on the dashboard tab. 4. If you selected Restrict this tab for use with specific document types, specify the approvable document types you want to be visible on the dashboard tab: ○ Select Available to make a document type visible on the dashboard tab. ○ Select Primary to make this dashboard tab the main tab for documents of a certain type. 5. Click OK to save your changes, or Cancel to return to the previous page without saving your changes. 6. Click Return to Administration page to return to the Dashboard Templates page. Adding New Dashboard Tabs You can add tabs to a dashboard as needed. Procedure 1. Choose Configure Tabs Add New Tab . 2. Enter a title for the new dashboard tab in the Title field. 3. Click Display all document types on this tab if you want all approvable document types to be visible on the dashboard tab, or click Restrict this tab for use with specific document types if you want to select the document types that will be visible on the dashboard tab. 4. If you selected Restrict this tab for use with specific document types, specify the approvable document types you want to be visible on the dashboard tab: ○ Select Available to make a document type visible on the dashboard tab. ○ Select Primary to make this dashboard tab the main tab for documents of a certain type. 5. Click OK to add the dashboard tab. 90 CUSTOMER Common Data Import and Administration Guide Managing Dashboard Templates Results The new dashboard tab appears on the command bar and the Add Content menu opens. Comparing a Dashboard Template to the Default Settings You can view the differences between a dashboard template you created and the default settings. Procedure 1. On the dashboard, click the configuration icon ( the menu. ) and select Compare Your Tabs to Default Settings from Ariba Administrator shows the differences between your dashboard template and the default settings. ○ If you want to add a particular default setting to your dashboard template, select that setting and click Reset. ○ If you want to reset your dashboard template to the default settings, click Reset Entire Dashboard. All your dashboard template customizations will be lost, including any new dashboard tabs that you added. 2. Click Done to return to the previous page. Reverting a Dashboard Template to the Default Settings You can reset your dashboard template to the default settings. when you reset a template to the default all te customizations you made are lost, including any new dashboard tabs you added. Procedure 1. On the dashboard, click the configuration icon ( ) and select Revert Tab Set to Default Settings. 2. Click OK to revert to the default settings, or Cancel to return to the previous page without reverting to the default settings. Common Data Import and Administration Guide Managing Dashboard Templates CUSTOMER 91 Adding or Modifying Dashboard Template Groups You can add dashboard templates to groups and you can modify existing template groups. Procedure 1. On the dashboard, click Manage Administration . 2. Click Dashboard Manager , and then click Dashboard Templates. 3. Find the dashboard template and click Edit in the Group column. ○ To associate the dashboard template with a group, select a group from the group chooser. When a new user belongs to a group that has an associated dashboard template, the user’s dashboard is created from that dashboard template. ○ To disassociate the dashboard template from a group, select None from the group chooser. Publishing Dashboard Templates Publishing a dashboard template makes the template available to users at your site. Context If a newly published template replaces the existing default template, new users see the new template when they log in. Existing users do not see the new template unless they reset their dashboards to the default settings. Procedure 1. On he dashboard, click Manage Administration . 2. Click Dashboard Manager , and then click Dashboard Templates. 3. Find the dashboard template you want to publish and click Publish. 4. Enter a message to announce the publication of the template. 5. Click Translations to enter translations in one or more of the languages supported at your site. 6. Click OK to publish the template, or Cancel to return to the previous page without publishing the template. 92 CUSTOMER Common Data Import and Administration Guide Managing Dashboard Templates Updating Dashboard Template Rankings You can update dashboard rankings. Rankings determine which dashboard users see when a template is associated with the user's group. New users see the dashboard template with the currently highest rank. Context Ariba Administrator automatically assigns the highest rank to a new dashboard template. For example, if the highest ranked dashboard template is 99, a new dashboard template receives rank 100. You can change dashboard rankings to change the dashboard new users see. Procedure 1. On the dashboard, click Manage Administration . 2. Click Dashboard Manager , and then click Dashboard Templates. 3. Find the dashboard template and enter the new rank in the Rank column. 4. Click Update Rank. Ariba Administrator updates all dashboard template rankings beginning with rank 1, and reorganizes the dashboard template list in ascending order. For example, if you have two dashboard templates with ranks 99 and 100, Ariba Administrator changes their ranks to 1 and 2 respectively. Deleting Dashboard Templates When a dashboard template is no longer needed, you can delete it. Procedure 1. On the dashboard, click Manage Administration . 2. Click Dashboard Manager , and then click Dashboard Templates. 3. Find the dashboard template you want to delete and click Delete. 4. Click Yes to delete the template, or No to return to the previous page without deleting the template. Common Data Import and Administration Guide Managing Dashboard Templates CUSTOMER 93 Configuring the News Content Item The News content item appears on the Home dashboard tab in the default configuration. You can use the News content item to publish company news for users. Procedure 1. On the Home tab, click the menu icon in the News content item, and click Edit Content. 2. In the View text in this language menu, choose the language for your company news text. 3. Use the HTML editor to enter or modify your company news text. 4. Click OK to save your changes, or Cancel to return to the previous page without saving your changes. How to reset a user's dashboard User administrators can reset a user's dashboard to match the assigned default dashboard template by clicking the Reset Dashboard option for that user. This is helpful if the user isn't seeing the latest dashboard content. Procedure 1. Perform one of the following actions: ○ In Ariba Procurement and Invoicing Solutions, choose Manage Core Administration . ○ In Ariba Strategic Sourcing and Contract Management Solutions, choose Manage Administration . ○ If your site includes both Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions, choose Manage Core Administration . 2. Click User Manager, and then click Users. 3. Search for and select the user whose dashboard you want to reset. 4. Choose Reset Dashboard from the Actions dropdown. Results The next time the user logs in, their assigned default dashboard is displayed with the latest dashboard content. 94 CUSTOMER Common Data Import and Administration Guide Managing Dashboard Templates Managing Ariba ActiveX Controls Ariba Sourcing uses ActiveX controls to support export to Microsoft Excel. While you must install these controls, you have deployment options. About Deploying Ariba ActiveX Controls [page 95] Adding Ariba as a Trusted Site on Microsoft Vista [page 98] About Deploying Ariba ActiveX Controls To support export of reports and Ariba Sourcing event information to Microsoft Excel, as well as Ariba Contract Management Desktop File Sync (DFS), each client machine must load the Ariba Client Automation ActiveX control. Deployment Options You can distribute Ariba Client Automation to client machines automatically or manually. ● Automatic deployment: You can configure your organization’s client machines to download Ariba Client Automation to client desktops on demand, when the user initiates an action that requires client automation. Users must acknowledge and accept the download. ● Manual deployment: You can distribute Ariba Client Automation to all client machines in your organization. Note In order to support Microsoft Vista on the client side, Ariba made changes and updates to the Ariba-supplied and -authenticated ActiveX control. Users with the previous ActiveX control must update to the most recent version, which as of this writing is 1,0,0,17. Common Data Import and Administration Guide Managing Ariba ActiveX Controls CUSTOMER 95 About Automatically Deploying Ariba Client Automation Ariba recommends automatic deployment of Ariba Client Automation, which ensures that client desktops are always upgraded with newer releases as necessary. Users with administrative privileges on client machines are automatically prompted to install the newest control. To support automatic deployment, users must set the following browser options on the Internet Options Security tab: Option Setting Download signed ActiveX controls Either Prompt or Enabled Run ActiveX controls and plug-ins Either Prompt or Enabled About Manually Installing Ariba Client Automation For general information on how to distribute software or files over a network to individual personal computers, see the Microsoft documentation. Installing the Signed ActiveX Control on a Client Desktop You must install a signed ActiveX control on client desktops to enable them to handle export of reports to Excel. Prerequisites Before you install the Ariba Client Automation ActiveX control on user desktops, you must obtain the Ariba Client Automation archive file from your Ariba representative, and then extract the dynamic load library clientautomation.dll from it. Procedure 1. Copy the Ariba-signed control to the directory where Internet Explorer searches for installed ActiveX controls. For example: copy clientautomation.dll “C:\WINDOWS\Downloaded Program Files \clientautomation.dll” 2. Register the control with Windows: regsvr32 -s “C:\WINDOWS\Downloaded Program Files\clientautomation.dll” 96 CUSTOMER Common Data Import and Administration Guide Managing Ariba ActiveX Controls 3. (Optional) Install the web server certificate so that users don’t see the certificate challenge using the following command syntax: certmgr -add -c -n commonNameInCertificate certificate -s TrustedPeople For example: certmgr -add -c -n “sourcing.ariba.com” ariba.cer -s TrustedPeople Note certmgr is part of the Microsoft .NET framework SDK, which you can download from Microsoft. Uninstalling the Signed ActiveX Control on a Client Desktop If the ActiveX control is no longer needed on a client desktop, it can be uninstalled. Procedure 1. Unregister clientautomation.dll with Windows: regsvr32 -s /u “c:\WINDOWS\Downloaded Program Files\clientautomation.dll” 2. (Optional) Remove the web server certificate from the certificate store: certmgr -del -c -n commonNameInCertificate -s TrustedPeople For example: certmgr -del -c -n sourcing.ariba.com -s TrustedPeople Checking for Ariba Client Automation on Client Desktops You can check to see if the Ariba Client Automation control has been installed on a client desktop by reviewing the browser settings. You can also use these steps to delete the Ariba Client Automation control from the client desktop. Procedure 1. In Internet Explorer, choose Common Data Import and Administration Guide Managing Ariba ActiveX Controls Tools Internet Options . CUSTOMER 97 2. Click the General tab. 3. In the Temporary Internet Files area, click Settings. 4. Click View Objects. 5. Look for the Ariba Client Automation ActiveX Control in the Downloaded Program Files directory. If the file has a status of Installed, the Ariba-signed control has been installed on the computer. Adding Ariba as a Trusted Site on Microsoft Vista To support Microsoft Excel export and Desktop File Sync (DFS) on Microsoft Vista, Vista users in your organization must add your Ariba Spend Management URL as a trusted site. Procedure 1. In Internet Explorer 7, choose Tools Internet Options . 2. Click the Security tab. 3. Select Trusted Sites and click the Sites button. 4. Enter your Ariba Spend Management URL and click Add. Your Ariba Spend Management site appears in the list of trusted web sites. 5. Click Close. 98 CUSTOMER Common Data Import and Administration Guide Managing Ariba ActiveX Controls Managing Scheduled Reports Users in the SV Project Manager and Report Administrator groups can view background report schedules and manage scheduled reports for other users. If the Ariba Spend Management solution includes Ariba Spend Visibility and other solutions, users in the SV Project Manager can also manage report schedules for users in other solutions. About Managing Scheduled Reports [page 99] Viewing Scheduled Reports [page 99] About Scheduled Reports Tasks [page 100] About Managing Scheduled Reports Users can schedule reports to run in the background at a set time, either once or periodically. Users may run scheduled background reports to take snapshots of the data at a specific time, or to run large reports in the background while they perform other tasks. There is a limit to the number of background reports users can run at one time. Each time a user schedules a new background report, the report is added to a queue of reports running at that time. The scheduled time is an approximate time, since the more reports there are in the queue, the longer it will take after the scheduled time for the report to move to the top of the queue and run. There is also a limit to the total number of reports, and the number of reports per user, that can be scheduled across your entire Ariba Spend Management solution. You manage scheduled reports to monitor background report usage across your system. You can see which users are scheduling reports, which reports are most commonly scheduled, and modify users’ schedules to balance the reporting load from all across your Ariba Spend Management solution. Viewing Scheduled Reports You can view which reports are scheduled to run. Procedure 1. On the dashboard, click Manage and choose Administration. 2. Click Reporting Manager, and then click Scheduled Reports. 3. Specify one or more search parameters for the scheduled reports you want to view: ○ Enter terms in the Report Name text box to view scheduled reports that contain one or more keywords in their titles. Common Data Import and Administration Guide Managing Scheduled Reports CUSTOMER 99 ○ Choose All from the Scheduled By pull-down menu to view scheduled reports for all users, or choose an individual user to view only the reports scheduled by that user. ○ Click the Show active scheduled reports only check box to view only reports with schedules that include future runs, or click to clear the check box to view all scheduled reports that fit the search parameters. 4. Click Search. 5. Modify the display of search results in the following ways: ○ To sort the list by columns, click the column headings. ○ To show or hide columns on the list, click the Table Options menu and choose Show/Hide Columns options. ○ To group the list, click the Table Options menu and choose Group by Column options. Results The search results display all of the scheduled reports that fit within the parameters you specify. To reset search parameters to their default values, click Reset. About Scheduled Reports Tasks Any changes you make to scheduled reports in the Reporting Manager, including deleting stored reports and editing report schedules, override the settings made by the user who scheduled the report. Deleting Stored Reports If a scheduled report has been running periodically for some time, it might have a long list of stored reports associated with it. Delete stored reports to remove outdated results that are no longer useful. Procedure 1. Search for the scheduled report you want to delete as described in Viewing Scheduled Reports [page 99]. 2. To view the list of stored reports for a scheduled report, click its name in the Report Name column. 3. Select the stored reports you want to delete and click Delete. 4. Click Done. 100 CUSTOMER Common Data Import and Administration Guide Managing Scheduled Reports Editing Report Schedules You edit report schedules to balance the number of scheduled reports that are running at particular times across all users in your Ariba Spend Management solution, and to deactivate scheduled reports that are no longer useful. Procedure 1. Search for the scheduled report you want to edit as described in Viewing Scheduled Reports [page 99]. 2. In the Schedule column, click the report’s schedule. 3. Edit the report’s schedule. Selecting None deactivates the scheduled report so that it does not run again. 4. Click Save to save your changes. Common Data Import and Administration Guide Managing Scheduled Reports CUSTOMER 101 Managing Data Load Tasks Users in the SV Project Manager and Report Administrator groups can monitor and manage data load tasks. Viewing Data Load Tasks Status [page 102] Viewing Data Load Tasks Status You can view tasks associated with data loads from the command bar. Procedure 1. On the dashboard, click Manage Administration . 2. Click Reporting Manager, and then click Data Loads Tasks Status. 3. Specify one or more search parameters for the data load task whose status you want to view: ○ Enter the data load task name in the Task Name text box to view its status. ○ Click the Presentation Schema check box to view the presentation schema. ○ Click the Data Load Schema check box to view the data load schema. 4. Click Search. 5. Modify the display of search results in the following ways: ○ To sort the list by columns, click the column headings. ○ To show or hide columns on the list, click the Table Options menu and choose Show/Hide Columns options. ○ To group the list, click the Table Options menu and choose Group by Column options. Results The search results display all of the data load tasks that fit within the parameters you specify. To reset search parameters to their default values, click Reset. To reset the incremental end time, click Reset Incremental Time. 102 CUSTOMER Common Data Import and Administration Guide Managing Data Load Tasks Configuring Supplier Data Integration If you have Ariba Supplier Information and Performance Management, you can integrate supplier master data between Ariba Supplier Information and Performance Management and an SAP ERP. Prerequisites ● You must have the ABAP transports configured for the Integration of Ariba Supplier Information and Performance Management with SAP ERP and MDG feature as described in the Integrating sourcing, contract, and supplier data with SAP guide. ● You must know the SAP ERP security information configured for the Integration of Ariba Supplier Information and Performance Management with SAP ERP and MDG feature, such as the password configured in the SAP SOAMANAGER. If you are using certificate-based authentication, you must have the client certificate for the SAP ERP in X.509 format, base-64 encoded. ● Ariba Customer Support must configure the following site configuration options for you: ○ Application.SIPM.SupplierIntegration.Enabled: set to Yes. ○ Application.SIPM.SupplierIntegration.SystemName: this value is used as a label to identify the external system in the user interface. ○ Application.SIPM.SupplierIntegration.UseFileChannel: set to Yes. ● To configure integration security parameters, you must be a member of the Integration Admin or Customer Administrator group. ● To enable supplier organizations for integration, you must be a member of at least of the following groups: Supplier/Customer Manager, or Customer Administrator group. Context You can integrate supplier master data between Ariba Supplier Information and Performance Management and an SAP ERP. The supplier master data integration uses the SAP Business Partner integration services and the interfaces provided by SAP MDG Foundation. The integration with is bidirectional; you can export supplier master data from SAP ERP to Ariba Supplier Information and Performance Management (outbound) and import supplier master data from Ariba Supplier Information and Performance Management to SAP ERP (inbound). Ariba also provides RESTful web service APIs that you can use to write an integration application between Ariba and other ERPs. For more information, see Supplier Data Integration Using RESTful Web Service APIs. Procedure 1. Configure integration security. Common Data Import and Administration Guide Configuring Supplier Data Integration CUSTOMER 103 a. On the Ariba Spend Management dashboard, click b. Click Integration Manager Manage Administration . Integration Toolkit Security . c. In the Select Authentication Method menu, select Shared Secret (password) or Certificate. ○ If you selected Shared Secret, enter the password configured for integration on the SAP ERP (such as the password configured in the SAP SOAMANAGER) in the Integration Password and Confirm Integration Password fields. ○ If If you selected Certificate paste the contents of the client certification for the SAP ERP system in the Certificate Content field. 2. Enable suppliers for data integration with the ERP. a. On the dashboard search bar, click the content type menu to the left of the search field and select Suppliers and Customers. b. Enter search terms in the search field. c. Press Enter or click the search icon ( ) to start the search. d. If you have not already narrowed your search, then on Search Suppliers and Customers page, click Search to see a list of all organizations. e. Click the Organization ID for the supplier to open the supplier page. f. On the Profile tab for the supplier, select Actions Supplier Integration Enable. Repeat these steps for each organization you want to enable for data integration with the ERP. 104 CUSTOMER Common Data Import and Administration Guide Configuring Supplier Data Integration Managing SAP Material Master Data Integration About SAP Material Master Data Integration [page 105] About Configuring Security for Master Data Integration [page 106] Configuring an External System [page 107] Verifying and Managing Master Data Loads [page 108] Modifying Master Data Validation Settings [page 109] Searching Material Master Data [page 110] About SAP Material Master Data Integration The SAP Material Master Data Integration feature enables Ariba Sourcing and Ariba Contract Management to import item data and other SAP material master data for sourcing events, Bill of Materials (BOM) lists, and contract line items documents. Ariba solutions can export back data from sourcing awards and contract line items documents to the SAP ERP. Members of the Integration Protected Fields Editor group can modify values of master data items after they are copied to an event or line items document. Buyers using Ariba Sourcing and Contracts applications integrated with SAP ERP can import master data from SAP ERP to Ariba Sourcing and Ariba Contract Management. The master data is exported from SAP ERP using Ariba Cloud Integration Direct Connectivity or the Ariba Cloud Integration Mediated Connectivity feature. The master data can be used as follows: ● Ariba Sourcing users can add items from material master data to sourcing events. ● Ariba Contract Management users can add items from material master data to contract line items documents. ● Ariba Product Sourcing users can import Bill of Materials (BOM) lists from the SAP ERP that contain material master data. Ariba Product Sourcing users can then use a simple RFX event to get pricing information. The following item master data elements can be exported from the SAP ERP to Ariba: ● Material Master ● Plant ● Purchase Org ● Company Code ● Purchase Group ● Plant Purchase Org ● Payment Terms ● IncoTerms ● Material Group (ERP Commodity Code) ● Item Category Common Data Import and Administration Guide Managing SAP Material Master Data Integration CUSTOMER 105 ● Material Classification (for Ariba Product Sourcing) ● Approved Manufacturer Parts List (AML; for Ariba Product Sourcing) Note that master data always originates from the SAP ERP. The SAP ERP never imports master data from the Ariba system. Prerequisites ● To export master data for Ariba Sourcing or Ariba Contract Management, you must install the SAP transports and ARBA/MASTER_DATA program included in the Ariba Cloud Integration Release 7.0 or later. ● To export master data for Ariba Product Sourcing, you must install the SAP transports and ARBA/ MASTER_DATA program included in the Ariba Cloud Integration Release 8.0 or later. ● To export BOMs for Ariba Product Sourcing , you must install the SAP transports and ARBA/ BOM_MASTER_DATA program included in the Ariba Cloud Integration Release 8.0 or later. For information about installing, configuring, and using the Ariba Cloud Integration components, see the Integrating sourcing, contract, and supplier data with SAP guide. About Configuring Security for Master Data Integration For master data integration, the Ariba server accepts inbound requests from the external system. You configure security parameters on the Integration Toolkit Security page of the Ariba system to authenticate these requests. You can use the following methods to authenticate inbound requests: ● shared secret ● security certificate For shared secret authentication, you enter the shared secret value in Integration Toolkit Security page. This value must match the shared secret or password configured on the external system. For security certificate authentication, you paste the contents of the external system's X.509 security certificate in the Integration Toolkit Security page. The certificate must be signed by an Ariba trusted Certificate Authority. For information about configuring security parameters in the Integration Toolkit Security page, see the Ariba Integration Toolkit guide. For information about configuring security parameters on an SAP ERP acting as the external system, see the Integrating sourcing, contract, and supplier data with SAP guide. 106 CUSTOMER Common Data Import and Administration Guide Managing SAP Material Master Data Integration Configuring an External System Prerequisites ● You must be a member of the Master Data Manager or Customer Administrator group. ● You must know the value of the /ARBA/EXTERNAL_SID parameter in the /ARBA/TVARV table of the SAP ABAP used for Direct Connectivity or Mediated Connectivity to the SAP ERP. For information about the ABAP, see the Integrating sourcing, contract, and supplier data with SAP guide. Context An SAP ERP, can be used as a source for master data, such as material master data. An Ariba solution can also send data to the external system, such as contract data. Procedure 1. In Ariba Administrator, select Master Data Manager External System Configuration . 2. Create Create New. 3. In the ID field, enter the the value of the /ARBA/EXTERNAL_SID parameter in the /ARBA/TVARV table of the SAP ABAP used for Direct Connectivity or Mediated Connectivity to the SAP ERP. 4. In the Name field, enter a name for this external system. When selecting an external system for a project or event, users can search for external systems by name or by ID. Next Steps After the external system is configured, the SAP administrator can use the Ariba Data Transfer Tool to export master data to the Ariba system. Use the Manage Data Load Requests page to view the status of the data loads to the Ariba infrastructure. Common Data Import and Administration Guide Managing SAP Material Master Data Integration CUSTOMER 107 Verifying and Managing Master Data Loads Prerequisites You must be a member of the Master Data Manager or Customer Administrator group. Context After master data is exported from the external system to the Ariba system, the data is loaded to the Ariba infrastructure and indexed for searching. In most cases, the Ariba system splits the data from the external system before loading, so a single transfer of master data from the external system generates multiple data load requests on the Ariba system. Procedure 1. In Ariba Administrator, select Master Data Manager Manage Data Load Requests . 2. Use one of the following methods to show data load requests: ○ If you have only one external system configured, click List All. ○ If you have multiple external systems configured, enter the ID of an external system in the External System field and click Search. 3. Sort the entries to show the most recent activity first. Click on the Last Activity column header to sort the entries by the time of the last activity. You might need to click the Last Activity column header again to sort the entries in descending order. 4. Check the Topic and Status fields to determine if the data load was successful. If this was a full or incremental data load with translated data and the most recent loads show one or more loads with the topic MasterDataRepublishSyncService and the status Indexing Success, the load was successful. If this was a full or incremental data load without translated data and the most recent loads show one or more loads with the topic MasterDataSyncService or MasterDataAuxSyncService with the status Indexing Success, the load was successful. You can also search the master data to verify if specific entries were loaded. See Searching Material Master Data [page 110]. 5. Optional: In the Payload column, you can click View to download a ZIP file with the master data files transferred from the external system. The files are in CSV format. 6. Optional: If an error occurred for a data transfer that has since been corrected and you no longer want the data load to be displayed, you can navigate to the far right column and click remove it. 108 CUSTOMER Actions Deactivate to Common Data Import and Administration Guide Managing SAP Material Master Data Integration Results A data transfer from an external system can contain a schema file with metadata, data files with master data, and auxiliary data that describes relationships between master data, so a single transfer of master data from the external system can generate multiple data load requests on the Ariba system. In addition, the Ariba system splits large data files before loading, so a single data file might generate multiple child data loads and a parent (the parent is not loaded and is used only to link the child data loads). Each data load has an ID in the format transferId-workId, such as 999fff-1. All data loads generated for the same data transfer from an external system have the same transferId value. For example, data loads with the IDs 999fff-1 and 999fff-2 have the same transferId value (999fff) and were generated from the same data transfer. If all data loads are successful for a data transfer, the status for all data load requests will be either Indexing Success or Load Metadata Success. If the status for a data load is Request Success, Schema Success, Primary Data Success, or Parent in Progress, the loads for a data transfer are in progress. If the status for a data load is Request Failed, the Ariba subsystem that indexes data for searching has rejected the request, perhaps because it is busy. The request will be re-sent up to 5 times at 15-minute intervals; if the request is rejected after 5 times, the status changes to Request Error. If the status for any data load is Request Error, Schema Failed, Primary Data Failed, Indexing Error, Parent Error, or Load Metadata Error, contact your Ariba Support representative. If the state for a data load is Scheduled and none of the other data loads for the same transfer (data loads with the same transferId) have an error or failed status (the other loads are successful or scheduled), the loads for the data transfer are in progress. If the state for a data load is Scheduled and a data load for the same transfer has an error or failed status, an error occurred; the remaining data loads for the transfer that have not completed will remain in the Scheduled state. Modifying Master Data Validation Settings Prerequisites You must be a member of the Master Data Manager or Customer Administrator group. Context By default, your site is configured to validate master data so it conforms to data requirements commonly used on ERP systems. In most cases, you do not need to modify master data validation settings. Common Data Import and Administration Guide Managing SAP Material Master Data Integration CUSTOMER 109 Caution You can disable master data validations, but if you send data from an event or contract line items document to the ERP and the data does not conform to the ERP's requirements, the ERP might reject it. By default, validators are enabled for following requirements: ● Plant to Company Code Association: If a relationship table associating plants to company codes is loaded, the validator checks that an item's Plant and the project's Company Code is a valid combination. ● Plant to Master Item Association: If a relationship table associating items to plants is loaded, the validator checks that the Plant is valid for the item. ● Plant to Purchase Organization Association: If a relationship table associating plants to purchase organizations is loaded, the validator checks that an item's Plant and the project's Purchase Organization is a valid combination. ● Product Category Required: The validator checks that a commodity or Item Category is selected for each item. ● Purchase Organization to Company CodeAssociation: If a relationship table associating purchase organizations to company codes is loaded, the validator checks that the project's Purchase Organization and Company Code is a valid combination. ● Purchasing Group Required: The validator checks that the project or event has a Purchasing Group value set. ● Quantity Required: The validator checks that each item has a Quantity value. ● Unit Price Required: The validator checks that each item has a Unit Price value. Master data can be validated: ● On demand, when a user clicks Validate Data from the contents page for an event or contract line items document. ● At publication time, when a user attempts to publish an event or contract line items document. If the validation fails, the event or document cannot be published. Procedure 1. In Ariba Administrator, select Master Data Manager Master Data Validation Configuration . 2. To disable a validator for on-demand validations, navigate to the Validator Enabled column and select No. 3. To disable a validator for validations at publication time, navigate to the Prevent Publish column and select No. 4. Click Save. Searching Material Master Data Prerequisites You must be a member of the Master Data Manager or Customer Administrator group. 110 CUSTOMER Common Data Import and Administration Guide Managing SAP Material Master Data Integration Context You can search material master data to verify that data has been loaded. Procedure 1. In Ariba Administrator, select Master Data Manager Master Data Search . 2. In the External System field, select the ID of the external system. 3. In the Master Data Type field, select the type of master data you want to search. To search item data, select ariba.masterdata.ItemMaster. 4. Optional: Enter search terms in the global (unlabeled) search box to perform a "begins with" search across all fields in the selected data type. If you do not enter any search terms, the search results show the first 200 records found. If you are searching ariba.masterdata.ItemMaster data, you can enter search terms in the following search field filters: ○ Description ○ Material Group ○ Material Number ○ Plant Searches for text in the Description field are done with stemming. Stemming analyzes search terms to determine if a word ends in characters that might form a common suffix (in English, the characters include e, ed, es, ing, ly, s, and i) and then strips those letters out of the search term before running the search. For example, in English, if you enter the search term suppliers, the search engine strips the s and finds strings that start with supplier. Searches using the Material Group, Material Number, or Plant field filters apply special delimiters to the search terms and text indexed for searching. For information about item master data search filters, see Item Master Data Search Filters [page 111]. 5. Click Search. Item Master Data Search Filters If your site has item master data imported from an external system, you can search the item master data. To search for text in all fields of the item master data, enter search terms in the "global" search box, which is the first, unlabeled search box. The search terms are used for a "begins with" search to look for text that begin with the search terms. The global search behavior allows you to: ● Disregard capitalization. Search terms are not case sensitive. ● Enter the beginning text of a word you are searching for. Ariba supports begins-with text matching and looks in all searchable fields for words or groups of words that begin with the search strings you entered. For example, searching for entries with the text AAA matches entries with the text AAAB but not BAAA. Common Data Import and Administration Guide Managing SAP Material Master Data Integration CUSTOMER 111 ● Enter multiple words, separated by spaces or hyphens (-). If you specify multiple words, the search engine searches for records that contain all the words somewhere within them. To search for words in an exact sequence, enclose the sequence in double quotes ("). Each group of characters in the search string is treated separately. For example, you enter the following search string: 123 AAA The results include records with matching strings such as: ○ 1234 AAA ○ 123 AAAB ○ AAAB 1234 However, the search results would not include entries with the strings 0123 AAA. ● Use the Boolean operators and and or. By default, the Boolean operator and is applied if you specify multiple terms. The search does not treat these operators as literal words. Instead, it recognizes them as special operators that you can use to create complex search queries. For example: ○ building and construction returns only results that contain both of the words ○ building or construction returns results that contain one of the words Description Field Searches If you enter search terms in the Description field search box or use the global (unlabeled) search box to search for text in the Description field, the search terms are used for a "begins with" search in the Description field of the records using the global search behavior, with the following difference: the search engine stems the word by analyzing whether it ends in letters that might form a common suffix, and then stripping those letters out of the search term before running the search. For example, in English, if you enter the search term bats, the search engine strips the s and finds strings that start with bat. The purpose of stemming is to perform the search using the root of the word in order to return a more complete list of results. In English, stemming strips the following characters from the end of a search term: ● e ● ed ● es ● ing ● ly ● s ● y (replaced with i). Stemming is also applied to text that is stored for searching. For example, the English word Pony in a description is stored with the root word poni. A stemmed search in English for pony matches this description because the search term pony is replaced with the root word poni. In addition, a stemmed search in English for ponies matches this description because the search term ponies is replaced with poni. However, a stemmed search in English for poly will not match the word polyester in a description. The search term poly is replaced with poli, but the y in polyester is not replaced because it is not at the end of the word polyester. 112 CUSTOMER Common Data Import and Administration Guide Managing SAP Material Master Data Integration Sometimes, the characters that are stripped or replaced do not form a suffix. For example, in English, if you enter the search term apple, the e is stripped (even though the e is not a suffix), so the results include not only apple but also apply and application. Other Field Searches If you search for text in any field except the Description field (you enter search terms in the Material Group, Material Number, or Plant field filter or use the global search box to search for text in any field other than the Description field), the search terms are used for a "begins with" search in the matching fields of the records similar to the global search behavior, with the following additional delimiters applied to search terms and the data stored for searching: ● Transitions between numbers and letters. For example, the material number A100 can be found by entering 100 in the Material Number search field filter. ● Underscores (_) (in addition to hyphens). For example, AAA_BBB searches for AAA and BBB. In addition, the material number B_200 or B-200 can be found by entering 200 in the Material Number search field filter. ● Transitions between uppercase and lowercase letters. For example, RawCopper can be found by specifying Copper in a Material Group search field filter. Stemming is applied only when searching for text in the Description field; stemming is not applied when searching for text in all other fields. Common Data Import and Administration Guide Managing SAP Material Master Data Integration CUSTOMER 113 Configuring Ariba Contract Management Integration with SAP About Configuring Ariba Contract Management Integration with SAP [page 114] Configuring Ariba Network for Ariba Contract Management Integration (Ariba Customer Support) [page 114] Configuring Ariba Network for Ariba Contract Management Integration(Ariba Network Buyer) [page 115] About Configuring Ariba Contract Management Integration with SAP When a user selects the Send to External System option from a line items document menu, Ariba Contract Management sends the line items and information about the workspace to an SAP ERP. The information is sent in a cXML Contract Request document to Ariba Network, and Ariba Network forwards the request to the ERP. The ERP sends back status information in a cXML Contract Status Update Request document to Ariba Network, and Ariba Network forwards the request to Ariba Contract Management. Both Ariba Customer Support and a user who administers your Ariba Network buyer account must perform configuration tasks to integrate Ariba Contract Management with an SAP ERP. Configuring Ariba Network for Ariba Contract Management Integration (Ariba Customer Support) Context The steps described are performed by Ariba Customer support to configure Ariba Network for contract integration. For information about the steps that the administrator of your Ariba Network buyer account must perform, see Configuring Ariba Network for Ariba Contract Management Integration(Ariba Network Buyer) [page 115]. 114 CUSTOMER Common Data Import and Administration Guide Configuring Ariba Contract Management Integration with SAP Procedure Ariba Customer support will click Production Admin Apps your Ariba Network Buyer account: AN Admin to configure the following items for ○ Convert to Ariba Open Network ○ Enable multiple ERP support (this must be enabled even if the customer is integrating with a single ERP so the customer can configure the external system IDs) ○ Enable end point support Configuring Ariba Network for Ariba Contract Management Integration(Ariba Network Buyer) Prerequisites ● You must have an SAP ERP configured as an external system for master data integration. An external system is configured on the Ariba Administrator Master Data Manager External System Configuration page. ● Your Ariba customer support representative must enable your Ariba Network buyer account as described in Configuring Ariba Network for Ariba Contract Management Integration (Ariba Customer Support) [page 114]. ● You must have the following information: ○ The external system ID configured for master data integration. This is the SAP system identifier (SID or SAPSID) of the ERP. ○ The following settings for your Ariba Network buyer account. This information is configured for you in your Ariba Contract Management site profile; if you do not have this information, request it from your Ariba support representative: ○ Ariba Network ID (SN Network ID) ○ SN Shared Secret Context The administrator for your Ariba Network buyer account must configure: ● a system ID for a Business Application that matches the external system ID configured for master data integration ● two end points: ○ an end point to the external system ○ an end point to Ariba Contract Management ● document routing for Contract Request documents (using the end point to the external system) ● document routing for Contract Status Update Request documents (using the end point to Ariba Contract Management) Common Data Import and Administration Guide Configuring Ariba Contract Management Integration with SAP CUSTOMER 115 Procedure 1. Log in to your Ariba Network Buyer account as an administrator. 2. Click the Administration tab, then select Configuration from the menu bar. 3. Select Business Application IDs and End Points (cXML and OData Setup). The Configure Business Applications IDs page opens. 4. Click Create. The Create a System ID page opens. 5. In the System ID field, enter the external system ID configured for master data integration in Ariba Administrator. 6. Enter your address and contact information and click Save. You return to the Configure Business Applications IDs page. 7. Click the End Points link for the system ID you created. The Manage Business Application ID page for your ID opens. 8. Create the end point to the external system. a. In the List of End Points table, click Create. b. Configure the end point as follows: ○ End Point ID: Enter a descriptive value for the end point (without spaces), such as the external system's ID. ○ Select an integration type: Select cxml. ○ Authentication Method: Enter the method and shared secret or X.509 certificate used to authenticate the external system. ○ Profile URL: Leave this blank. ○ Post URL: Leave this blank. c. Click Save. 9. Create the end point to Ariba Contract Management. a. In the List of End Points table, click Create. b. Configure the end point as follows: ○ End Point ID: Enter a descriptive value for the end point (without spaces), such as AribaContracts. ○ Select an integration type: Select cxml. ○ Authentication Method: Select Shared Secret and enter the SN Shared Secret from your site profile. ○ Profile URL: Enter the URL that Ariba uses to receive cXML documents for your system. For Ariba Contract Management, use the following format: AribaUrl/Sourcing/cxmlchannel/AribaNetworkId ○ AribaUrl is the URL you use to access Ariba, such as https://myname.service.ariba.com ○ AribaNetworkId is your Ariba Network Buyer ID (SN Buyer ID from your site profile) For example: https://myname.service.ariba.com/Sourcing/cxmlchannel/AN123456789 ○ Post URL: Leave this blank. c. Click Save. 10. Configure document routing. a. On the Manage Business Application ID page, click Configure Document Routing. 116 CUSTOMER Common Data Import and Administration Guide Configuring Ariba Contract Management Integration with SAP b. For Contract Request documents, select the end point you configured in step 8. c. For Contract Status Update Request documents, select the end point you configured in step 9. d. Click OK. Common Data Import and Administration Guide Configuring Ariba Contract Management Integration with SAP CUSTOMER 117 Transferring Ariba Sourcing Data Using HTTP About Transferring Ariba Sourcing Data Using HTTP [page 118] Importing Sourcing Data Using HTTP [page 118] Running an HTTP Request to Import Sourcing Data [page 119] Exporting Sourcing Data Using HTTP [page 120] About Transferring Ariba Sourcing Data Using HTTP In addition to the Ariba Integration Toolkit file transfer service and SOAP web services methods available to transfer Ariba Sourcing data, you can use HTTP requests to create sourcing projects and import or export sourcing data. Limitations for Transferring Sourcing Data Using HTTP Flex Master Data (FMD) values are not exported. Importing Sourcing Data Using HTTP To import sourcing data, Ariba Sourcing can receive an HTTP to create a sourcing project. Ariba Sourcing then allows you to log in and specify the settings for your new project. Ariba Sourcing can then upload a user-specified Excel spreadsheet and an optional ZIP file containing the project attachments specified in the spreadsheet. You create an HTTP request for Ariba Sourcing event data import, and run the request to prompt users to create projects based on the imported files. The HTTP request uses your Ariba Sourcing URL and realm ID and sends the files you want to import. The following is a sample HTML request:

Excel sheet:

Zip attachment:

118 CUSTOMER Common Data Import and Administration Guide Transferring Ariba Sourcing Data Using HTTP The

tag specifies the URL for your Ariba Sourcing site, with the appropriate additions to create a new project with the imported files. For SourcingURL, specify the URL for your Ariba Sourcing solution. The tags specify four pieces of input to Ariba Sourcing: ● The first tag sends the realm ID for your Ariba Sourcing solution. For realmID, specify the realm ID of your Ariba Sourcing solution. If you do not know your realm ID, you can get it from your Ariba representative. The tag in the sample above does not create a data entry field, so you must explicitly specify the realm ID in the URL and the value attribute. ● The second tag creates a data entry field called Excel sheet: and provides a button for browsing to the Excel spreadsheet file you want to import. ● The third tag creates a data entry field called Zip attachment: and provides a button for browsing to the zip file containing the project attachments. Entering a value in this field is optional. ● The final tag creates a button called Create Project for automatically creating a project based on the imported files. Running an HTTP Request to Import Sourcing Data Context You use an HTTP request such as the sample request in the previous section to create a custom integration that allows an end user to specify import files and automatically create projects. When the HTTP request runs, Ariba Sourcing opens in the user’s browser. Procedure 1. Run the HTTP request. The request might be triggered by some component of the external application integration; you can also open the HTML file that contains the request. 2. Browse to the Excel spreadsheet containing valid Ariba Sourcing event data. 3. (Optional) If your Excel spreadsheet lists reference documents that are attached to the project, browse to the ZIP file that contains them. 4. Click Create Project. 5. If you are not already logged into Ariba Spend Management, log in as a user who has permission to create projects. 6. On the Create Sourcing Project page, fill out the project details, keeping in mind the following considerations for projects created by Excel import: ○ If you are creating a Quick project, the Excel file supplies the event data. You must specify the correct event type and select the template on which the imported Excel spreadsheet is based. ○ If you are creating a full project, the Excel file and ZIP file contents are imported as project documents. ○ If you are creating an event in a full project, you must import the Excel file into the event. Common Data Import and Administration Guide Transferring Ariba Sourcing Data Using HTTP CUSTOMER 119 7. Edit and manage the project the same way you would edit and manage any other Ariba Sourcing project. Exporting Sourcing Data Using HTTP Ariba Sourcing can export bid report CSV and draft contract XLS data files to ERP systems or any direct action URL that will accept an HTTP request. For more information on how to export bid reports and draft contracts from the Ariba Sourcing user interface, see the sections on exporting bid reports and draft contracts in the Ariba Event Management Guide 120 CUSTOMER Common Data Import and Administration Guide Transferring Ariba Sourcing Data Using HTTP Exporting Contract Header Data Using File Transfers About Exporting Contract Header Data Using File Transfers [page 121] Manually Exporting Contract Header Data Using File Transfers [page 122] Scheduling Automatic Contract Header Data File Transfers [page 123] About Exporting Contract Header Data Using File Transfers Ariba provides mechanisms for integrating Ariba Contract Management with your organization's other systems through manual or automated file downloads of contract workspace header data fields in CSV format, which you can use to import into your external systems. When exporting contract header data, the following limitations apply: ● The export of contracts is bound by date. The first time, all relevant data is exported regardless of date. For subsequent downloads, you can control if you want to download the modifications only, or all contract data. ● You cannot export test workspaces. ● You cannot filter or selectively export workspaces. You can export all the contracts in a date range but you cannot export a single contract. ● You cannot export any information except header information. No documents, or any data maintained on the Team tab and the Tasks tab are exported. ● Only the owner defined on the Overview tab is exported. No other data about members of the Project Owner Group maintain on the Team tab are exported. ● Flex Master Data (FMD) values are not exported. See Contract Header File Format [page 134] for specific information about the columns that are exported. Common Data Import and Administration Guide Exporting Contract Header Data Using File Transfers CUSTOMER 121 Manually Exporting Contract Header Data Using File Transfers You can manually export contract header data by using the Export Contract Header Data export task. Procedure 1. In Ariba Administrator, click Site Manager Data Import/Export . 2. Click the Export tab. 3. Find the Export Contract Header Data (ZIP) data export task and click the Export button next to it. 4. Enter the date range using the From: and To: fields. These fields are compared with the last modification date of the workspaces to select the workspaces to be exported. ○ If you leave the From: and To: fields blank, all contract header data is exported. Note that the first time you run the export data task, all data are exported regardless of the date range settings. ○ For subsequent downloads, by default the From: field is set to the date and time of the last successful export and only the changes (at workspace level) are exported. ○ If you want to overwrite the incremental export and download all contract header data options, clear the From: field. 5. Click OK to export the data to a file, or click Cancel to return to the previous page without exporting the data. The data is exported to the zip file (ContractsHeaderExport.zip. The zip file contains a file with data for each contract project type as follows: ○ InternalContractWorkspaces.csv ○ ProcurementContractRequests.csv ○ ProcurementContractWorkspaces.csv ○ SalesContractRequests.csv ○ SalesContractWorkspaces.csv 6. After the data has finished downloading, click Open to open the ZIP file, then double-click on the ContractsHeaderExport.csv file to view the exported data, or click Save to save the file to your local hard drive. 122 CUSTOMER Common Data Import and Administration Guide Exporting Contract Header Data Using File Transfers Scheduling Automatic Contract Header Data File Transfers You can use the Ariba Integration Toolkit to automatically schedule contract header data file transfers. Procedure 1. Follow the directions in the Ariba Integration Toolkit Guide for transactional data download and set the following contract specific options in the transactionaldata.bat (if you are using Microsoft Windows) or transactionaldata.sh (if you are using UNIX) options file: set site= Unique name of the realm set authUser= Any valid analysis admin username set password= Any valid analysis admin password set dataFile=Name the data file to be uploaded as demo.zip and place it at C:\temp set sourceSystem=Any valid source system name set logDir=C:\TEMP\logs set [email protected] serviceMode: 0 (to specify an Ariba On-Demand solution) set notifyOnSuccess=1 set notifyOnFailure=1 set notificationSuccessSubject= Set the unique notification if the file transfer is successful set notificationFailureSubject= Set the unique notification if the file transfer is not successful set smtpMailServer=webmail.ariba.com seturlPrefix=instance URL in the format http://instance.ariba.com:8050/ACM/Main/ad/ uploadDataFile/StarSchemaActions set event="ContractsHeaderExport" set filePrefix="ContractsHeaderExport" (this can be any valid name configured by the user) set timestampFile="ExportContractsHeaderTimeStamp” 2. Execute the Ariba Data Transfer tool(aribafiletranser.bat for Microsoft Windows or aribafiletranser.sh for Unix) with your option file. Common Data Import and Administration Guide Exporting Contract Header Data Using File Transfers CUSTOMER 123 For example: D:\TransferTool\bin\aribafiletransfer.bat sample-options\Data Transfer Tool\spendvisibility\upload.bat 124 CUSTOMER Common Data Import and Administration Guide Exporting Contract Header Data Using File Transfers Tracking browser use in SAP Ariba solutions Buyers using Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions can track which browsers their users are using. About tracking browser use [page 125] How to view users' browser information [page 126] How to find users with unsupported browsers [page 127] How to find users of a specific browser [page 128] How to export enterprise user browser information [page 129] About tracking browser use In Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions, administrators can quickly find out which browsers users are using and whether those browsers are supported by SAP Ariba. Note Browser tracking does not apply to the Ariba Network. User administrators and SAP Ariba Customer Support often need to know which browsers users are using. Browser information is helpful for troubleshooting issues. Also, as browser vendors stop supporting previous versions of their browsers, SAP Ariba in turn considers whether to continue to support those versions. Knowing which browsers are in use helps SAP Ariba work with customers on browser support issues, enabling administrators to better prepare for changes. Administrators can find out which users are using browsers that SAP Ariba no longer supports. SAP Ariba solutions keep track of a user's browser whenever the user logs in. Administrators can view the browser information on the Users page in the User Manager workspace of Ariba Administrator. They can use the browser information in search criteria and can export users' browser information to an Excel file. The Users page includes the following optional columns to display and to use as search criteria: ● Last Browser Used: The name and version of the browser with which the user last logged in to the SAP Ariba solution. ● Browser Is Supported: Indicates whether the last browser used is a browser supported by SAP Ariba. Possible values are Yes and No. Common Data Import and Administration Guide Tracking browser use in SAP Ariba solutions CUSTOMER 125 How to view users' browser information In Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions, administrators can display users' browser information in search results on the Users page of Ariba Administrator. Prerequisites Users who belong to the Customer Administrator or User Administrator group can perform this task. Context Browser information includes the name and version of the browser that the user last used to log in to the SAP Ariba solution and whether that browser is supported by SAP Ariba. Procedure 1. Go to Ariba Administrator by performing one of the following actions: ○ For Ariba Procurement and Invoicing Solutions or on suite-integrated sites, click Manage Core Administration . ○ For Ariba Strategic Sourcing and Contract Management Solutions, select Manage Administration . 2. Click User Manager, and then click Users. 3. Click the table options icon , and select Last Browser Used. 4. Click the table options icon , and select Browser Is Supported. Results The search results table includes columns for the fields you selected. When you search for users, their browser information is displayed in search results. Next Steps After you display users' browser information, you can export the information to an Excel file by clicking the table options icon  and selecting 126 CUSTOMER Export to Excel Export all Rows . Common Data Import and Administration Guide Tracking browser use in SAP Ariba solutions Members of the Customer Administrator group can use the Export Enterprise User Browser Information data export task to export browser information for all users [page 129] into a CSV file. How to find users with unsupported browsers In Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions, administrators can find out which users are using browsers that are not supported by SAP Ariba solutions. Prerequisites Users who belong to the Customer Administrator or User Administrator group can perform this task. Context You can base your search on all unsupported browsers, regardless of the brand, or you can search based on unsupported versions of a specific brand. Procedure 1. Go to Ariba Administrator by performing one of the following actions: ○ For Ariba Procurement and Invoicing Solutions or on suite-integrated sites, click Manage Core Administration . ○ For Ariba Strategic Sourcing and Contract Management Solutions, click Manage Administration . 2. Click User Manager, and then click Users. 3. If the Search Filters section does not include browser-related fields, follow these steps to add filters: a. Click Add/Remove Search Filters. b. (Optional) To search based on a specific brand of browser, select Last Browser Used. c. Select Browser Is Supported. d. Click OK. 4. (Optional) In the Last Browser Used field, enter the name of a browser, such as Chrome. 5. In the Browser Is Supported field, select No. Entering No in this field finds users who used an unsupported browser the last time they logged in to the SAP Ariba solution. 6. Click Search. Common Data Import and Administration Guide Tracking browser use in SAP Ariba solutions CUSTOMER 127 Results The search results table lists all users who last logged in with a browser version that is not supported by the SAP Ariba solution. How to find users of a specific browser In Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions, administrators can find out which users are using a given browser and browser version for accessing the solutions. Prerequisites Users who belong to the Customer Administrator or User Administrator group can perform this task. Procedure 1. Go to Ariba Administrator by performing one of the following actions: ○ For Ariba Procurement and Invoicing Solutions or on suite-integrated sites, click Manage Core Administration . ○ For Ariba Strategic Sourcing and Contract Management Solutions, click Manage Administration . 2. ClickUser Manager, and then click Users. 3. If the Search Filters section does not include the Last Browser Used field, follow these steps to add a filter: a. Click Add/Remove Search Filters. b. Select Last Browser Used, and click OK. 4. In the Last Browser Used field, enter the name of the browser you want to search for. You can include a version number, too. For example you can search for Chrome 47. 5. Click Search. Results The search results table lists all users who last logged in with the browser you specified. 128 CUSTOMER Common Data Import and Administration Guide Tracking browser use in SAP Ariba solutions How to export enterprise user browser information Steps for exporting information about the browsers users are using to access Ariba Procurement and Invoicing Solutions and Ariba Strategic Sourcing and Contract Management Solutions. Prerequisites Members of the Customer Administrator group can perform this task. Context The Export Enterprise User Browser Information data export task exports information about the browsers used for accessing SAP Ariba solutions. Information includes the last browser (name and version) used by each user and whether that browser is supported by SAP Ariba solutions. Procedure 1. On the dashboard, click Manage 2. Choose Data Import/Export . Site Manager Core Administration . 3. On the Export tab, find and run the task Export Enterprise User Browser Information. Results The task exports browser information to a CSV file called SharedUserBrowserExport.csv. Common Data Import and Administration Guide Tracking browser use in SAP Ariba solutions CUSTOMER 129 CSV File Formats Many operations for data management require or allow importing of data in comma-separated value (CSV) files. CSV files have the advantage of being human-readable and be created easily in text editors. About CSV File Structure [page 130] General CSV Data Entry Guidelines [page 131] CSV Syntax Conventions [page 131] About CSV Character Encoding [page 132] About Fax Number Formats in CSV Files [page 133] Date Formats [page 133] Number Formats [page 134] Boolean Values [page 134] Exported CSV File Formats [page 134] Contract Header File Format [page 134] System Codes [page 136] About CSV File Structure A CSV file consists of rows of data. The first two rows contain structural information about the encoding and layout of the column heads in the file. Subsequent rows contain comma-delimited data: ● The first row is the character encoding. For more information, see About CSV Character Encoding [page 132]. ● The second row is the header row, which lists the column headings. ● The subsequent rows contain the data. For example, the following CSV file consists of a character encoding row, a header row (shown in bold text), and three lines of data: UTF8 Column1,Column2,Column3 Value1,Value2,Value3 Value4,Value5,Value6 Value7,Value8,Value9 130 CUSTOMER Common Data Import and Administration Guide CSV File Formats General CSV Data Entry Guidelines When entering data in CSV files, there are general guidelines that should be followed. Guidelines include: ● Save the sample CSV files to your local file system. ● Edit CSV files with a text editor such as vi, emacs, or Notepad. ● Do not use Microsoft Excel to edit CSV files. Excel handles line returns and other special characters incorrectly and creates files that are not properly formatted. ● Do not choose UTF-8 encoding when saving CSV files in Notepad. This causes Notepad to save a byte-order mark (BOM) at the beginning of the file, and the file cannot be imported into the Ariba system. ● Do not use an Apple Macintosh computer to create CSV files. CSV files created on an Apple Macintosh computer use a new line indicator of CR (carriage return) instead of the indicator used on Microsoft Windows (CRLF) or Unix (LF). Ariba solutions do not support CSV files that use the CR new line indicator. CSV Syntax Conventions The lines in your CSV files must observe standard syntax conventions. Conventions include: ● Do not change CSV filenames or column headings. If you modify the filenames or column headings, your data will not import successfully. Note When running individual data import tasks through Ariba Administrator, you can give the CSV file any name you want. ● Every row must have the same number of columns, and each column must be separated by a comma. ● If you want to omit a column value, you must omit the value explicitly by using a comma. In the following example, each row consists of three columns. The third row contains values for all three columns, the fourth row contains values for the first and last column, and the last row contains a value only for the last column. UTF8 Column1,Column2,Column3 Value1,Value2,Value3 Value4,,Value5 ,,Value6 ● Column order is insignificant. You can enter columns in any order you like. You do not have to match the column order shown in the sample CSV files or in the Data Dictionary. ● If a column heading includes spaces, you must surround it in quotation marks. ● Each new line is a new entry. All white space is significant. Do not include spaces, line returns, or tabs unless they are part of the content of the file. ● Extra spaces within a value are stored in the database but are displayed as a single space in the user interface. For example, the value “MPSC 43976” is stored as MPSC 43976 in the database but is displayed as “MPSC 43976”. Common Data Import and Administration Guide CSV File Formats CUSTOMER 131 ● Trailing spaces in a value are stored in the database but are not displayed in the user interface. For example, the value “MPSC ” is stored as “MPSC ” but is displayed as “MPSC”. ● Commas are significant. Each comma means “go to the next column.” If you want to include a comma in a column value, surround the entire value in quotation marks. For example: adams,"Norman Adams, Jr.",(415) 964-3063 A quoted value can span multiple lines. ● Quotes are significant. Each quote means “part of a matched pair surrounding a column value.” To include a quote in a value, use an extra quote immediately before it. In the following example, the item description includes an inch measurement. Notice the four quotation marks: value1,"This flashlight is 5"" long",value3,value4 Note By default, two adjacent quotes in a column do not represent an empty string. This does not work for removing existing data from a field. If you need to remove existing data by using adjacent quotes (or blank values), request a data fix for the integration event from Ariba Customer Support. The data fix will allow you to use adjacent quotes to represent empty strings and to use blank values to represent empty values. ● Backslash characters (\) are significant. The backslash acts as an escape character. For example, \" escapes the quote (that is, it makes the quote a literal character in the value rather than treating it as part of a matched pair surrounding the value). Note The \" combination is treated as an escape sequence in the default configuration, as noted. If you experience import issues caused by this combination, contact Ariba Customer Support. There is a parameter, Application.Messaging.Channels.Util.DisableBackslashDoubleQuoteEscape, that determines how Ariba solutions treat the \" combination in integration events. About CSV Character Encoding The first line of a CSV file always and only indicates the character encoding of the data in that file. For example, the following CSV file uses UTF-8 character encoding (the character encoding used by exported CSV files): UTF8 UniqueName,Name,Description,CategoryId Auto_Commodity_Code,Auto_Commodity_Code,,5 BENEFIT:AUTOLEASE,BENEFIT:AUTOLEASE,,75 The character encoding can be any Java-supported value. For a list of supported character encodings, use the resources at the Java website: https://oracle.com/java 132 CUSTOMER Common Data Import and Administration Guide CSV File Formats About Fax Number Formats in CSV Files Fax numbers in CSV files for Ariba systems must be formatted in sapecific manner for the United States and differently for international numbers. When entering fax numbers in CSV files that will be imported into the Ariba system, use the following format: United States: +1 (408) 555-1212 International: 86 (10) 65326057 The access code (+1) is optional. Note Ariba Network automatically adds the international access code (+011) when dialing fax numbers outside of the United States. Date Formats Ariba prescribes a preferred data format for CSV files intended for import into the Ariba system. Use the following pattern for dates: EEE MMM dd HH:mm:ss z yyyy The following table describes each element in the date pattern. Element Description EEE The abbreviated day name of the week MMM The abbreviated month name of the year. dd The two-digit day of the month. HH The two-digit hour of the day (24-hour clock). mm The two-digit minute of the hour. ss The two-digit second of the minute. z The time zone in the form of a GMT +/- HH:mm offset. For example: GMT+02:00 yyyy The four-digit year. For example: Tue Sep 26 09:26:32 GMT-07:00 2006 Common Data Import and Administration Guide CSV File Formats CUSTOMER 133 Number Formats Numbers in CSV files that will be imported into the Ariba system must be in en_US locale format. For example: ● 12,345.679 ● 12345.67890123 ● 3.14285714 ● 1234567 ● 0.333 Boolean Values Boolean values in CSV files that will be imported into the Ariba system must be in en_US locale format. For example: ● Yes ● No ● true ● false Exported CSV File Formats Exported CSV files may differ somewhat in structure from imported data. You should be aware of the following considerations when exporting data to CSV files: ● Data export tasks export all CSV files columns, including optional columns that were not included in imported files. ● The data in exported CSV files is always in en_US locale format, regardless of user and site default locale settings. ● Numerical values in exported CSV files do not include the comma (“,”) separator. Contract Header File Format Ariba Contract Management exports contract header data to CSV files, which consist of rows of data. The first row is the character encoding. For exported files, the character encoding is always set to UTF-8. The second row is the header row, which lists the column headings. If you have defined custom header fields (flex fields), and you want them exported, verify with your Ariba representative that they are flagged for export on the 134 CUSTOMER Common Data Import and Administration Guide CSV File Formats Advanced tab of the Field Configurator. Any custom fields are added in columns to the end of the export file as String types and are labeled cus_xxx, where xxx is the user interface field label. For example, if a custom field Current Status was added to the Contract Workspace page, then the exported column is labeled cus_CurrentStatus. The subsequent rows contain the exported data. Each row contains data for one contract, indexed by the Contract Workspace ID. ● The data in exported CSV files is always in en_US locale format, regardless of user and site default locale settings. ● Numerical values in exported CSV files do not include the comma (",") separator. The following table provides a description of the columns in the contract header CSV data export files: Column Description Contract ID A unique identifier string for the contract. Last Published The number of the most recently published version of the project. Title The title of the contract. Description The user-specified contract description. Version The most recent contract version. Access Control A list of access controls applied to the contract, delimited by brackets ([ ]). Contract Status The status of the contract: Not Created, Draft, Published, Pending, On Hold, Expired, Closed, Draft Amendment. Owner The user or group who owns this document. Time Updated The last updated time of the contract. Last Modified By The last user who modified the contract. Test Project Indicates if the contract is a test project (or request). Predecessor The predecessor contract ID. Hierarchical Type Indicates how the contract relates hierarchically to other contracts: as a stand­ alone Agreement, Master Agreement or Sub Agreement. Parent Agreement This depends on the Hierarchical type. If the Hierarchical type is Sub Agree­ ment, then this is applicable to choose the parent or master agreement. This option is not applicable if the Hierarchical type is Standalone or Master agree­ ment. Supplier Name The full name of the contract supplier. Affected Parties A list of names of affected parties, delimited by brackets ([ ]). Affected Parties IDs A list of IDs of affected parties, delimited by brackets ([ ]). Each ID contains a series of domain and value pairs enclosed in parentheses, where the domain and value are separated by a colon (domain:value). For example, [(duns: 110011811)(buyersystemid:sid803)(internalsystemid: 20003)]. Supplier ID The ID of the contract supplier. Common Data Import and Administration Guide CSV File Formats CUSTOMER 135 Column Description Amount_ Currency The currency specified in the event, when it is different from the project cur­ rency. The values in this column are standard ISO currency codes, such as USD or EUO. Amount_Amount The contract's total monetary amount. Contract Type The type of contract chosen. It can be Fixed, Perpetual or Auto-Renew. Effective Date The date when the terms of the contract go into effect. Agreement Date The date when the parties agreed to the contract. Expiration Date The date when the contract will expire and its terms will no longer be in effect, if it is not renewed. InternalId Internal ID assigned to the workspace or request by Ariba Contract Manage­ ment . RelatedId This is an optional field. AmendmentReason Reasons entered at the time of choosing the type of Amendment. (Administra­ tive, Renewal, Termination, or Amendment) AmendmentReason Comments entered at the time of creating an Amendment. Comment IsContractReque Indicates a contract workspace is required or not. st CreateDate The creation date for the event's contract project. Dates are in the format EEE, d MMM, yyyy. For example, Wed, 18 Feb, 2009. BaseLanguage Base language of the contract. System Codes The Ariba system uses some standard system codes, such as international currency and country codes. These codes exist independently of Ariba, and you need to be familiar with them. Refer to the Reference Data workbook when specifying the following codes in CSV files that will be imported into the Ariba system: ● Currency codes ● Country codes ● State/province codes ● Locale codes ● System commodity codes ● Units of measure 136 CUSTOMER Common Data Import and Administration Guide CSV File Formats Enhanced Data Encryption Ariba can provide encryption of personally identifiable information (PII) and other text information at storage time for the following solutions: ● Ariba Sourcing ● Ariba Contract Management ● Ariba Supplier Information Management ● Ariba Supplier Information and Performance Management Encryption is done using the Advanced Encryption Standard (AES) 256-bit encryption with encryption keys that are unique for each customer. Enhanced data encryption also encrypts documents and attachments to achieve “encryption-at-rest.” Note that certain fields, such as credit cardholder data are already encrypted, but the encryption methods for this feature provides better data isolation between customers. To enable enhanced data encryption, please contact your Ariba support representative to schedule a downtime window. The length of the downtime window will depend on the volume of your data stored in the Ariba databases. Common Data Import and Administration Guide Enhanced Data Encryption CUSTOMER 137 Revision History The following table provides a brief history of the updates to this guide. SAP Ariba updates the technical documentation for its On Demand solutions if: ● software changes delivered in service packs or hot fixes require a documentation update to correctly reflect the new or changed functionality ● the existing content is incorrect or user feedback indicated that important content is missing SAP Ariba reserves the right to update its technical documentation without prior notification. Most documentation updates will be made available in the same week as the software service packs are released, but critical documentation updates may be released at any time. Month/Year of Up­ date Updated Topics Short Description of Change November 2014 n/a Reset revision history for new format. March 2015 Maintaining Your Site Added information about anti-virus scanning. September 2015 Exporting Data to Files Documented the data export tasks Export Supplier Users (CSV) and Export Supplier Users and their Organizations (CSV). February 2016 Browser Tracking May 2016 ● Configuring and Added topics about tracking which browsers users are using. New topics. Administrating SAP Material Master Item Data Integration ● July 2016 Enhanced En­ cryption Configuring and Ad­ The ID field configured for the external system must match the value of the / ministrating SAP Ma­ ARBA/EXTERNAL_SID parameter in the /ARBA/TVARV table of the SAP terial Master Item ABAP used for Direct Connectivity or Mediated Connectivity to the SAP ERP. Data Integration August 2016 ● Configuring Sup­ New topics. plier Data Inte­ gration ● Configuring Ariba Contract Man­ agement Integra­ tion with SAP September 2016 Managing Dashboard Added a topic about resetting a user's dashboard. Templates 138 CUSTOMER Common Data Import and Administration Guide Revision History Month/Year of Up­ date Updated Topics Short Description of Change November 2016 Customizing Mes­ Added information about the ability to customize the logo, the message that sages appears when you hover on the logo, and the footer used in email notifications sent to suppliers for sourcing events. December 2016 Managing SAP Mate­ Renamed (was Managing SAP Material Master Item Data Integration) and rial Master Data Inte­ added information for Ariba Product Sourcing. gration Common Data Import and Administration Guide Revision History CUSTOMER 139 Important Disclaimers and Legal Information Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence. Accessibility The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of willful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP. Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible. Internet Hyperlinks The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see: http://help.sap.com/disclaimer). 140 CUSTOMER Common Data Import and Administration Guide Important Disclaimers and Legal Information Common Data Import and Administration Guide Important Disclaimers and Legal Information CUSTOMER 141 www.ariba.com Copyright © 2016 Ariba, Inc. All rights reserved. This documentation, as well as the Ariba solutions, software and/or services described in it, contain proprietary information. They are provided under a license or other agreement containing restrictions on use and disclosure and are also protected by copyright, patent and/or other intellectual property laws. Except as permitted by such agreement, no part of the document may be reproduced or transmitted in any form by any means, electronic, mechanical or otherwise, without the prior written permission of Ariba, Inc. Ariba, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in the documentation. The information contained in the documentation is subject to change without notice. Ariba and Ariba products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Ariba, Inc. in the United States and other countries. Please see http://www.ariba.com/legal/trademarks for additional trademark information and notices. Ariba Sourcing solutions (On Demand and software) are protected by one or more of the following patents, including without limitation: U.S. Patent Nos. 6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147; 6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682; 7,010,511; 7,072,061; 7,130,815; 7,146,331; 7,152,043;7,225,152; 7,277,878; 7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206; 7,395,238; 7,401,035; 7,407,035; 7,444,299; 7,483,852; 7,499,876; 7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439; 7,657,461; 7,693,747; 8,364,577; and 8,392,317. Patents pending. Other Ariba product solutions are protected by one or more of the following patents: U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147, 6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603, 6,714,939, 6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061, 7,084,998; 7,117,165; 7,225,145; 7,324,936; 7,536,362; 8,364,577; and 8,392,317. Patents pending. Certain Ariba products may include third party software or other intellectual property licensed from a third party. For information regarding software or other intellectual property licensed from a third party, go to http://www.ariba.com/copyrights.cfm.