2519639 - Manage Provisioning Access Tool in SAP SuccessFactors

• How to give a SAP Partner access to Provisioning via "Manage Provisioning Access" tool?
• How to manage the list of users that have access to Provisioning?

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SAP SuccessFactors HCM Suite

Permissions:

In order to have access to "Manage Provisioning Access" tool, users must have the below permissions:

Under "Manage System Properties": "View Provisioning Access" and "Control Provisioning Access".

Note: The support team does not provide access to provisioning for partners; this access needs to be requested directly by the customer or the partner, following the process outlined in this KBA. 

The first step to give Provisioning to a SAP partner is to access the "Manage Provisioning Access" tool following the steps bellow:

1. Click on add button
2. In "Add New Provisioning User" pop up, type the email address.
3. Click add.
4. When adding a new provisioning user the approval email is sent to the Partner/consultant
5. The email will direct the partner/consultant to HCM Cloud Operations Portal for Customer Instance Access form submission
6. In the HCM Ops Portal:
   1. Partner/consultant fills in Customer Instance Access form and attaches system generated approval email
   2. Partner Organization will check on certification and customer admin approval based on system generated email
   3. Provide access by mapping Partner/consultant 's Provisioner ID to specific Customer Company ID & DC

How to get  approval of a Customer Instance Access Request?

• For queries regarding approval of a Customer Instance Access Request, you can go to PartnerEdge Portal, and click on the "Get Help" button on the bottom right of the page and fill out the "Contact form" or start a "Live Chat":

• For consult CAR application status go to HCM Cloud Operations Portal - Requests

Revoke access:

Currently, the tool does not notify the user when their access has been revoked. Best practice would be for the person that is revoking the access to also inform the user that they are taking that action.

Please note that if you delete a partner's access, the only way of restoring the access is for the partner to submit a new request through the partner portal. This can take up to 7 days.

Validity:

For any consultants or partners that you have approved access for, their access expires after one year. However, it is best practice that once you have no further requirement for the partner or consultant to access the provisioning back-end of your instance, you should delete the user from the list using the steps outlined above.

Access requests are valid for one year and Partners will be notified shortly before access is due to expire. If they need continued access beyond the expiry, they will need to create a new CAR in the HXM Ops Portal and be required to obtain customer approval, as well as be certified and current on the SF Products they are implementing or need access to.

Notes:

1. Provisioning users can request either of two types of access: long-term and short-term. See more details at Provisioning Access | SAP Help Portal.
2. Important: Support Engineers with short-term access can appear temporarily on the page while working on a case opened for the instance. However they will disappear after a 48 hours period. 
3. Once adding an user / an email into the Manage Provisioning Access tool, this will trigger the approval email to the Partner / consultant. This user / email will only be visible on the Manage Provisioning Access tool once the process in HCM Cloud Operations Portal is complete.
4. After Release 2H 2025 you can also allow access to Manage provisioning page directly on the "Manage RBP Admin and Super Admin Access" admin tool as informed on the help guide: Manage RBP Admin and Super Admin Access | SAP Help Portal. Note that it's not required to use both features to grant access; using either one will suffice.

• Provisioning Access | SAP Help Portal
• 2273365 - Provisioning Access for Partners - How to request, revoke, unlock and access to what it provides - SAP for Me

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