The Usage of the SAP CRM Role Configuration Key –Detailed example

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Let me first explain you what a Role configuration Key exactly is! Whenever you navigate to a view in the SAP CRM WEBUI, you will probably see the default configuration. In such a case the role key shown will normally be <DEFAULT> if you would take a look at the technical details of an overview page or assignment block as shown below.

Now in many cases you will want to make certain changes to a view, such as:

  • Adding certain fields
  • Hiding certain fields
  • Change a label of a field
  • Change the properties of a certain field (e.g. make it output only or a mandatory field).

As soon as you start changing the configuration of a certain view, you should always do this in your custom configuration, using your own defined role configuration key.

Defining a new “configuration key” can be done in Customizing:

SPRO>> Customer Relationship Management >>UI Framework >> Technical Role Definition >> Define Role Configuration Key

A configuration key on its turn is assigned to 1 or more SAP CRM business roles. That is very powerful and I will illustrate it’s use in a concrete example!

Let’s say your company has a dedicated Master Data Team. As such you have setup a Custom SAP CRM Business role that allows people logging on with this particular business role to perform master data cleansing, archive business partners and so on.

As an illustration I will elaborate this example for the view “Employees”.  Now, the field “archiving flag”, should be visible for all users, but only maintainable by the Master Data Team.

As you can see this field is not visible yet within the default configuration, so I first will need to add the field.

To establish these requirements, I would need to create:

  • 2 business roles:
    • 1 for all users
    • 1 for the Master Data team
  • 2 configuration keys

I first start with the creation of 2 configuration keys:



Next I will create 2 new business roles as a copy of the standard SERVICEPRO business role. This is done in business role Customizing.

SPRO >> Customer relationship Management >>UI Framework >>Business Roles >> Define Business Role 

Or via the transaction code CRMC_UI_PROFILE

For the ease of understanding, I once again give these new Business Roles the same name:


OK – so far so good.

The next logical step would be to actually change the relevant View.

In order to find the relevant component/view name I use the F2 button.

This shows me the following details:

So the view that I want to change is called BP_EMPL/EmployeeDetails.

Now that I know these details, I call up the BSP Component workbench, using transaction code BSP_WD_CMPWB.

I enter the relevant component, and press the display button. (The enhancement set is automatically filled , as this has been setup by some other person on my demo system).

I select “Component Structure Browser”, and next take a look at the Views.

By double clicking on the relevant View ‘BP_EMPL/EmployeeDetails the standard configuration will be shown on the right hand side of my screen.

In this case I would like to add the “archiving flag” that normally resides in the “general data”. To check this, I click on the button “Show Available Fields”.

I”ll open the folder “EMPLOYEE” under which I presume this field will be available.

Searching throughout the pages I finally see it.

Now I need to copy the default configuration and for this first example I will copy it for the role configuration key “ZALL_USERS”

I click on the button “Copy configuration”.

In the pop-up I press Yes.

In the above pop-up is where I will actually enter my own “config key”, being ZALL_USERS.

This will create a new “customizing request” as we are doing screen configuration.

Make sure that you are now working in your customer configuration. You can always select it manually using the button “Choose configuration”.


I now repeat the search for the field “Archiving flag” and this time I”ll add it.

Before pressing the “add field” button, I selected the field under which I wanted to add the ‘archiving flag”. I selected the field “Language”. After pressing the add button, I now see that the field “archiving flag” has been added below this field.


I now can SAVE this configuration.

I now quickly want to check if the field is already visible If I logon with the business role ZALL_USERS.

Looking up an employee I now see the field has been added:


Now as I explained, I want this field to be visible for all users, but in this case NOT changeable.

Therefore I need to perform 1 extra step in my screen configuration.

In my screen configuration I now select the field “archiving flag” and next click on the button “Show Field Properties”.

In the field properties I will set a flag for “Display Only”. This will still show my field on the screen, but disables the editing of the field.

I click on the “Apply” button after I set the flag, and next save the changed screen configuration once again.

When I now logon with the business role ZALL_USERS I see this:


The field is still visible, but when I go into Edit mode of this employee, I can not change the value for the field “archiving flag” anymore.

Ok,now we would need to go this same process once again, but this time for the other business role/configuration key, called Z_PRD_TEAM. I am not going to repeat this,  as it’s really following the same steps, except the last one, as I DO want the Master Data team to be able to change the value for the field “Archiving flag”.

I hope some of you have learned and understood the usage of the role configuration key.

If it was useful, you are welcome to leave a comment, like the article or use one of the other social buttons such as Google+ :-)







Davy has been working as an SAP Consultant since 2000 and started working in the SAP IS-U Module , but as of 2002 he has mainly worked as functional SAP CRM consultant and SAP Authorizations consultant.
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22 thoughts on “The Usage of the SAP CRM Role Configuration Key –Detailed example

Comment author said

By Jatin Pursnani on 18 November 2012 at 13:37

Thanks a lot Davy...

This is what i was looking for ... Role Config key explained with a Real life example..



Comment author said

By Amit Ranjan on 14 December 2012 at 21:13

Very Helpful Article.

What is the functionality of "copy configuration" ?
What is the effect of this this copy?

I think we can add from available fields and change field's properties directly from Web UI as well. So,Can you kindly elaborate, in what scenario we make such changes from Web UI and when from BSP_WD_CMPWB ?


Comment author said

By Davy Pelssers on 17 December 2012 at 16:01

Hi Amit,
you are right, you can also perform screen configuration directly from the WEBUI, assuming you have the right authorizations to do so. It requires at least the authorization for Object CRMCONFMOD for which the value "allowed" should contain X.

Why do a copy? Well - because SAP delivers their screen configuration which is standard. If you make any change to the standard, e.g. for the view for an individual account (for component BP_HEAD /ACCOUNTDETAILS for Object Type BP_ACCOUNT , and Obj Subtype INDIVIDUAL) then you will want to create a copy of SAP's standard deliverd configuration and make your changes into the "Customer Configuration" to avoid future problems. These changes can then be made Configuration Key Dependent for example (and indirectly Business Role dependent as you will assign your own config key to 1 or multiple Z-business roles).

Screen configuration that you can do in the WEBUI itself, is basically the same as when you would do this via the BSP_WD_CMPWB, but via the UI is a bit more user friendly I guess, and more intented for functional consultants like me :-)


Comment author said

By Davy Pelssers on 17 December 2012 at 16:08

Just one additional remark. Screen configuration is basically CUSTOMIZING. And normally , good practice is to ALWAYS create copy of standard SAP delivered customizing and only make changes in the Copied object in the Z- or Y-naming convention.

-> This is for all normal customizing, such as definition of transaction types, partner determination procedures, access sequences, partner functions and so on..so all normal customizing activities via SPRO.

--> this is also valid for e.g standard delivered PFCG authorization roles (which is also customizing). E.G. you normally do NOT assign standard delivered PFCG roles to a USER, but rather should copy such a role into a Z-role and next assign that pfcg role to your user. If you then would need to make any authorization changes (e.g. deacivate objects, add new ones etc) you only perform that change in the Z-pfcg authorization role.
--> so this rule also is valid for your screen configuration done either via the BSP component workbench and/or screen config done directly via the WEBUI.



Comment author said

By Murugesan Devarajan on 18 December 2012 at 15:08

Hi Davy,

Really very good document and explained in detail.

Thanks a lot



Comment author said

By Krishna on 22 January 2013 at 11:44

Thanks Davy.

clean and clear guide.
like to see more contributions from you.


Comment author said

By Dinesh on 27 February 2013 at 07:32

Thanx Davy

this document is very helpfull


Comment author said

By srinivas on 11 March 2013 at 21:56

hi Davy.

we are implementating CRM Sales and Marketing WEB UI..
we getting one error in account page in WEB UI sales Role.

Users not able to create new contcat in account page.

1. When we are trying to EDIT the Corporate accout , it give authorization error . its fine …..

2. But in the Contacts . We are tying to click NEW button . It give Error . but we need create NEW Contact in this Page Itself.

But in this page we able to create New Contacts.

3. When we are trying create Opportunity, its working fine .
4. When we are trying to create Lead also working fine. Ie we are able to create leads


Comment author said

By Davy Pelssers on 11 March 2013 at 22:47

If the button is "Greyed out" than this would normally be an authorization issue based on missing value for the relevant Component/Windowname/Inbound plug for authorization object UIU_COMP. If the button is not greyed out, it may still be an authorization problem,based on one of the other BP authorization related authorization objects... but in order to find out if it's related to authorizations or not (Bug /BSP issue/...) you should perform ST01 tracing with a User that does NOT have this issue, and see what values are needed during this event (pushing the NEW button where you are supposed to navigate to the "Create Contact" page.



Comment author said

By hari on 24 March 2013 at 02:20

hey ..its useful ..just correct my understanding ... Suppose out of 10 users of business role 5 users require a customized screen and others require a different screen enhancement ....the solution for this problem is creating two business roles and navigation profiles with different role configuration ....right


Comment author said

By Kiryl on 27 May 2013 at 10:05

Thanks Davy, very nice and clear article! Please continue in such a way.

But what if we need to customize a default view with a certain component usage for ALL Business Roles? To copy the customized configuration into a new one for each Business Role doesn't look so nice.

Is there any smarter way to do this?



Comment author said

By srinivas on 25 July 2013 at 06:52

good discussion. i have a question . how to change filed labels dynamically? could please explain in details with one example. Thanks in advance.


Comment author said

By prathap on 7 September 2013 at 18:41

Hi Davy,
Its very good article, can you explain me transaction launcher with one scenario and if you are will to teach pls guide me how to prepare Functional specification document with real time scenario. or if you have specimen of FS doc's and any real time scenarios please send me prathapnaidu2009@gmail.com, its very urgent Davy.



Comment author said

By Davy Pelssers on 16 September 2013 at 20:55

Hi Prathap,
normally each customer I have worked at so far, have their own templates and examples of how an FSP should look like. So It's best to verify with your customer or project manager to obtain the proper customer template used for Technical and/or functional specifications.

They should also be able to provide you with some concrete examples of earlier requirements/change requests for which 1 or multiple FSP have been made.

kind regards


Comment author said

By ramesh on 25 September 2013 at 13:09

good document!!!




Comment author said

By shyam arora on 18 January 2014 at 23:30

Hey Davy ! Thnx for the post ... Really helpfull.
Keep Posting !!!!


Comment author said

By Sagar on 16 December 2014 at 12:13

Excellent simplicity with painstaking documentation. Thanks Davy. It helped me learn a valuable concept in short time.


Comment author said

By Vysakh on 9 June 2015 at 07:49

Hi, I have followed the same procedure.The field is getting displayed in webui.But while im saving the data the value of the fields not gettng saved. we had a upgrade to CRM7 EHP2.I have checked using tcode WCF_CC.It was not showing any inconsistency.Please give ur suggestions.


Comment author said

By GHY on 10 April 2017 at 14:38

It's very clear and useful. thank you so much!


Comment author said

By Swati on 20 March 2018 at 12:59

Hi Davy,

Very Helpful article,

I have a requirement to edit some particular fields even though the document is being set to E008 status. Can you give some suggestion .


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