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Author's profile photo Priyanka Joshi

Authorization in BI 7 – Part 1

This blog will give the information related to Authorization concept available in SAP BW. Also, steps are given to maintain report related authorization.

Why is Authorization required in SAP BW?

  • To avoid the unwanted access to various objects as well as data in SAP BW system.
  • To assign restricted access of data to report users.

Authorization in SAP BW 3.x 

  • BW 3.x required Infoprovider Check to activate or deactivate authorization on the given reports.

What’s new in SAP BI  7 for Authorization?

Prerequisites for authorization

  • Decide for which all reports an authorization is required.
  • Make list of infoobjects which will act as authorization specific infoobjects in reports.
  • Check whether all the required infoobjects are Authorization Relevant or not, if not marked then activate the flag.
  • Auth flag.JPG
  • Now check the Authorization Mode in SPRO
    • For SAP BW 3.x – Obsolete concept with RSR authorization objects.
    • For SAP BI 7 or above – Current procedure with analysis authorizations.
    • Auth_Mode.JPG
    • SPRO path
      • SAP Customizing Implementation Guide
        • SAP NetWeaver
          • Business Intelligence
            • Settings for Reporting and Analysis
              • General Settings for Reporting and Analysis
                • Analysis Authorizations: Select Concept
  • If you want to use any navigational attribute in authorization then it has to be authorization relevant in master data infoobject as shown in following screen.
  • Nav_attribute.JPG

Steps to create authorization object for SAP BI 7

  • Go to t-code RSECADMIN
  • Select Maintenance button 


  • Maintain Authorization : Initial Screen will appear.
  • Enter the technical name of authorization object to be created.
  • Click on Create Authorization (F5)
  • Auth_ini_scrn.bmp
  • Maintain Authorizations : Create screen will appear with message in status bar ‘Special Characteristics Missing’.
  • spl_char_msg.JPG
  • Why these special chars are required, see what SAP has to say about it
  • spl_char_msg1.JPG
  • Fill up short, medium & long text fields.
  • Click on the button ‘Insert Special Charact.’ as shown below.spl_char_ins1.JPG
  • Following objects with default selection will get added.
  • spl_obj.JPG
  • Further, get the list of all the ‘Infoproviders’ you want to add in this authorization object.
  • Each infoprovider has set of ‘Authorization Relevant Infoobjects’, all of them have to be added.
  • Check one by one infoprovider for the ‘Authorization Relevant Infoobjects’ as shown below.
  • chk_info.JPG
  • New window will pop-up for Infocube Authorizations.
  • cube_auth.JPG
  • You can specify required infoprovider’s name directly or can use F4 help to get the name of infoprovider from the list.
  • As per the reporting requirement user either
    • Insert Aggregation Authorizations: For the Totals in report, aggregation authorization ‘:’ is used.
    • Insert Full Authorizations: It will assign ‘*’.
  • Once you specify the name of infoprovider and hit enter, list of all authorization relevant infoobjects, from the given cube/DSO will appear.
  • list.JPG
  • Select all the infoobjects from the list using Select All (F7) and hit enter.
  • All the selected objects will get added as shown below.
  • list1.JPG
  • Repeat the procedure for all the infoproviders.
  • As shown in the above screen shot, all infoobjects have value (*) in the intervals field. If you want to change value for any of the infoobjects, use following steps.
    • Use Details button to go to the maintenance screen OR
    • Double click the infoobject to reach the maintenance screen.
  • In the maintenance screen, 2 options are given.
    • Value Authorizations: You can specify single, multiple single or range of values.
    • Hierarchy Authorizations: Hierarchy node values can be assigned.
  • options.JPG
  • Value Authrozations.
    • 1st column – Including/Excluding : Specify either I or E to include of exclude the assigned value.
    • 2nd column – Operator : Specify value from the given list as per your requirement.
  • comp_op.JPG
    • 3rd & 4th column – Technical Character : Here you have to mention values which are required for the authorization.
                      1. Value (*) can be mentioned to assign Full Authorization.
                      2. Use Add/ Delete Rows option to add more single values.
                      3. Whenever single, multiple single or range values are maintained add ( : ) as 1 more row to avoid the summary calculation related errors at runtime.
  • Once you are done by assigning all the required values, click on Save button and exit.
  • If you make changes in the existing authorization object, on saving it pops up following message
  • savemsg.JPG
  • Select Yes and new changes with old definition will be saved.
  • Hierarchy Based Authorization
    • To assign hierarchy node go to Hierarchy Authorizations in details of particular infoobject.
    • Click on Create button to assign hierarchy node.
    • Following window will pop up where you can select the required hierarchy and particular node.
    • hierarchy.JPG
    • Click on Select Hierarchy button to open the hierarchy variant screen.
    • New window will show the available variants of hierarchy.
    • hier_var.JPG
    • Double click on the required variant and Hierarchy variant name will get populated.
    • Now, detail node needs to be selected. Click on Select Node option.
    • detailnode.JPG
    • Select the required node from the list given
    • Once the values for Hierarchy & Nodes are selected, you have to set Type of Authorization.
    • For Type of Authorization following 4 options are given
      • 0 – Only the selected nodes
      • 1 – Subtree below nodes
      • 2 – Subtree below nodes to Level ( Incl. )
      • 3 – Complete hierarchy
      • 4 – Subtree below nodes to ( and Incl. ) Level ( Relative )
    • Now hit enter and main screen will appear where you can see Hierarchy Node value with type of authorization maintained.
    • When you are maintaining hierarchy node value then in the Value Authorizations only ( : ) value needs to be maintained to avoid the error at runtime.
    • Save the authorization object.

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      Author's profile photo Suman Chakravarthy K
      Suman Chakravarthy K

      Nice one!!!

      Author's profile photo Priyanka Joshi
      Priyanka Joshi
      Blog Post Author

      πŸ™‚ Thanks Suman.

      In the Hierarchy Authorization part I couldn't upload all the required screen shots, is there any limit on uploading images in blog?

      Author's profile photo Suman Chakravarthy K
      Suman Chakravarthy K

      Hi Priyanka,

      If you are unable to include all your screen shots, please patiently create another document as Part-2. Your presentation is good.



      Author's profile photo Former Member
      Former Member

      Good one...

      Waiting for Part 2...


      Sreekul Nair

      Author's profile photo Priyanka Joshi
      Priyanka Joshi
      Blog Post Author

      πŸ™‚ Thanks Sree, will post part 2 shortly.

      Author's profile photo Former Member
      Former Member

      Great document.

      Author's profile photo Priyanka Joshi
      Priyanka Joshi
      Blog Post Author

      πŸ™‚ Thanks a lot Abhilash..

      Author's profile photo Raki R
      Raki R

      super document...

      Author's profile photo HS Kok
      HS Kok

      Quick and straightforward guide to setting up BI analysis authorizations. Thanks!

      Author's profile photo Prashanth konduru
      Prashanth konduru

      Well drafted and good one... thanks for sharing ..



      Author's profile photo Kamal Mehta
      Kamal Mehta

      Nice explanation.

      Thanks for sharing.



      Author's profile photo Former Member
      Former Member


      Author's profile photo Satendra Mishra
      Satendra Mishra

      One words....... Awesome...... πŸ™‚



      Author's profile photo Former Member
      Former Member

      Great document

      Author's profile photo Former Member
      Former Member

      Hi Priyanka

      Good presentation, however I have a small doubt here

      How to "get the list of all the ‘Infoproviders’ you want to add in this authorization object".



      Author's profile photo Rosmar Torres
      Rosmar Torres

      Hi Priyanka,

      Good info, pretty useful. I'm trying to find the option Analysis Authorizations: Select Concept in the 7.5 version of SAP BW, but Is not in the same place on the SPRO.

      Do you know where is now this option?


      Author's profile photo Rosmar Torres
      Rosmar Torres

      Hi everyone,

      In case to need it, someone answered me the question that I made, here's the answer:

      Sander van Willigen replied (in response to Rosmar Torres) 12 hours ago

      Hi Rosmar,

      Previously in release 7.0, Analysis Authorizations was introduced and you still were able to make a choice between the legacy reporting authorizations and analysis authorizations. Nowadays, there is no choice anymore. Therefore you will not find an option to choose.

      I suggest to just start using t/code RSECADMIN. You should be able to use it. If you have to migrate any analysis authorizations from previous releases, go to menu: Extras > Migrations.

      Best regards,


      Author's profile photo Rizwan aegis
      Rizwan aegis

      Hello Priynka,

      your explanation method is fabulous even new comer can understand it so easily .



      Author's profile photo Former Member
      Former Member

      Thanks for sharing
      Specially the Aggregation Authorizations partΒ πŸ˜‰