Varo (FLM) Authorizations and Security

Security and Authentication Methods

FLM components use the underlying SAP NW mechanisms for user authentication and encryption of communication channels (i.e. SSL/HTTPS).

URL Encryption

If, in an online scenario, a user for example fails to approve a form within a given time frame, a reminder email will be sent out containing a URL link to the form. For security reasons, this URL is encrypted according to the encryption key entered with each customer code. The encryption key can be any 14-letter combination that does not include the same letter twice and can be found in the FLM IMG Customer Code settings.

Mapped Users in Enterprise Portal

If users are using Enterprise Portal their user ids must either exist in the ABAP back end and have the correct FLM authorization or the Portal DB (or LDAP) user must be mapped to a user that exists in the ABAP backend that has the correct FLM authorizations.

If the user does not exist in the ABAP backend make sure you fill in the FLM Portal Details in the 'FLM: System Specific Settings' IMG activty and check 'User Mapping Active'. You should create an entry for each system in your Landscape.


FLM Portal Logon Customization

The FLM Mui Portal and FLM Form Manager (SAPUI5) Portal behavior can be customized be accessing the appropriate node in SICF.

  • FLM MUI Portal: /sap/bc/bsp/flm/
  • FLM Form Manager: /sap/bc/bsp/flmui5/

SAP Documentation of System Logon.

To access customization options.

Open the /portal/ or /dispatcher/ SICF node.

  • In changing login page for direct access but also have Ent. Portal integration its best to use the node NOT being used in your Ent. Portal iView configuration.
  • If using the /dispatcher/ you may need to make the changes to the “/flm/portal_http” External Alias which can be accessed by selecting “External Aliases” at the top of the SICF screen.

Enter Edit mode and Select the “Error Page” tab and the then the “Login Errors” tab where you will be able to select the “Configuration” button.

Changing Logon Page Screen

FLM is delivered with a custom Logon Screen which can be changed to a SAP supplied theme or changed to a customers defined corporate theme.

These changes can be made in the Logon layout and Procedure section of the Logon Configuration.

Changing Logon Behavior

By default the SAP Logon will automatically attempt to switch to a secure HTTPS connection and display errors if this is not possible.

To suppress this behavior:

  • Access the System Logon Configuration as described above.
  • In the Actions During Logon Section.
    • Set Protocol drop down to "Do Not Switch".
    • Set Do Not Display Warnings to "checked".



Regardless of how users access forms in FLM they need an authorization profile carrying a set of form categories, form types and activities. 

With the release of FLM 295 SP3 the concept of "Security Levels" which further restricts who may display forms based on their authorization profile activities.

You can find step by step instructions on setting up the Authorization Object and Admin, Developer and User Roles in Section 6 of the Installation Guide.

Commonly Used Roles:

  • FLM Admin - (ZFLM_ADMIN) This role needs the z/flm/0001 object and S_TCODE with /FLM/*.
  • FLM Developer - (ZFLM_DEVELOPER) The same as above as well as a list of transactions needed for development which can be found in the installation guide.
  • FLM User - (ZFLM_USER) The role needs at least the z/flm/0001 authorization object.
  • FLM Offline -  (ZFLM_OFFLINE) This role needs the z/flm/0001 authorization object and is used by the Offline User (inbound email processing).
  • FLM ReadOnly -  (FLM_READONLY) This role contains the z/flm/0001 object with Activity set to 'Display' to give access to remote support users.

FLM Form Authorization  

This is based on the authorization object defined in customizing under SPRO/Cross-Application Components/General Application Functions/FLM/Initialize Customer Code/Set Customer Code.  In a standard installation this is z/flm/0001 defined in SU21.

In the example above, you would grant form create access to form category 'ALL' and form type 'AG02'.   You can mix and match form categories and form types freely to achieve the effect you require.

Activities that you can choose in FLM are 'Create or Generate', 'Change', 'Display', 'Post',  'Archive', 'Reload' and 'Administrator'.  These are permitted activities options ‘01’, ‘02’, ‘03’, ‘10’, '24', '25' and '70'. respectively.

  • 'Create' does not imply 'Change'
  • 'Change' does not imply 'Display' authorization.  
  • 'Post' refers to the activity of transferring data from the form into an SAP application using the Form Posting Engine.
  • 'Archive' and 'Reload' are used by the FLM Archiving Tools.
  • 'Administrator' is required to change owner or status of a form in the dashboard.

Use transaction PFCG to create these roles and assign them to users.  Don't forget to do the user comparison step to complete the assignment.   This short video illustrates the process of setting up authorizations: FLM Create Authorization.swf

Authorization for Web Services in HTML Forms.

For web services in HTML forms there is an additional check against both standard SAP object S_DEVELOP and S_SERVICE. The PDF process did not make this check so a new authorization is required for all users likely to call the Z web services.

  • All users need the S_DEVELOP object with the type WEBI for the service being called (to retrieve the WSDL on render)
  • All users also require the S_SERVICE object for the service name and type being called (to actually make the call)

FLM Form Security Levels

A new 'Security Level' setting has been added as of FLM 295 SP3 which determines which users may display forms of each type. This new setting is available in 'Form Type Configuration' and as an option in the Form Wizard. There are four possible settings to choose from:

  • Open: any user with a 'Display' activity (for this form type) in their profile may view the form.
  • Restricted (Default): Users with the 'Administrator' activity may view all 'restricted' forms. Other users may only view forms they are the owner of and forms that they started. This is the default setting.
  • Confidential: Users may only view forms they are the owner of and forms that they have started.
  • Private: Forms can only be viewed by their owner.

The Security Level can be overridden by using the "Authorization User Exit".

Limiting Access to Specific FLM Tables.

If you would like to limit a user to a specific set of FLM tables you can do this by defining an Authorization Group, we use ZFLM as an example below.

In [SE16] Insert entry in table TBRG as below to define a class for FLM customizing tables

In [SE16] Change entries in table TDDAT for each /FLM/* table – change the authorization group from &NC& to ZFLM.



In [PFCG] Add the authorization object S_TABU_DIS with activity ‘*’ and Authorization Group ‘ZFLM’ to an the desired role as normal



Create a read only role for FLM remote access support (ZFLM_READONLY)

In PFCG create a new role ZFLM_READONLY.

Add the z/flm/0001 object with * for all and Display for Activity.

Add the S_TCODE with transactions /FLM/*, SLG1, SM30, SPRO, ST22.

Add S_APPL_Log with * for all and Dispaly for Activity.

Add S_DEVELOP with * for all and Display for Activity.

Add S_ADMI_FCD with SM01 and SM02.

Follow the directions above for Limiting Access to Specific FLM Tables. Then add the S_TABU_DIS authorization with Activity set to Dispaly and ZFLM for the group.


User Groups

Defining User Groups

Within FLM there is no configuration table in which to define groups. This means that standard SAP objects like ‘position’, ‘vendor’ or indeed ‘user group’ can be used without the need to maintain that object in an FLM configuration table.

The only constraint in FLM is that the data used to represent the group does not exceed 12 characters, since the data element used to store the form owner has a domain UNAME.

In some cases the new group form owner will be set within the routing logic based on the form status and in other cases the new group could be dynamically derived from data within the form.

User groups are not used for authorization checking within FLM, since they are used for routing forms not for triggering new forms processes.

Groups are maintained in transaction: SUGR

Groups are assigned in transaction: SU01

See Group Ownership of Forms in the developers guide for more information.


Linking Users to User Groups

When a user logs on to the FLM Portal and selects the tab to view their Inbox, then by default they see all the forms that are of a live status and are currently escalated to them: ie. Where the current form owner is equal to their SAP User ID.

There is an FLM user-exit that enables the Inbox to also include forms escalated to relevant user groups. Within this user-exit you must define how you can select the user groups from the currently logged on user, in order to also include all forms escalated to those groups. [A user may have access to forms in a number of groups.]

FLM uses a standard SAP mechanism to link the user id to the group.

For example, in an HR scenario, the group may be equal to a ‘position’ or ‘organization unit’ and you can call standard SAP functions to determine what position or organizational unit the current user belongs to.

In other scenarios you may need to store a link between the user and the user group. This typically involves maintaining a custom table, or using existing functionality on the SAP user master, such as user parameters, roles or user groups. You are able to easily read such user details using BAPI_USER_GET_DETAIL. There are pros and cons of using these 3 approaches:

  1. User parameters. If you use user parameters then the user can maintain their own parameters if they have SAPGUI access. (This may be desirable or not depending on the business process.)
  2. Roles. If you use roles this can be useful since businesses will have an existing internal process for maintaining roles. However, the business may have naming conventions around roles that mean that they cannot be used for the user group as they are longer than 12 characters. In this case you either:
    • Need to create a custom authorization around ‘user group’ and assign it to the role. (This means you need to perform multiple authorization checks when viewing the FLM Inbox, and could affect system performance, or
    • Need to create and maintain a custom mapping table between the role and the user group, which you would not expect to change very often.
  3. User groups. If you use user groups then the user cannot maintain them themselves and there is no need for any custom mapping table.

The best fit for FLM is usually to use the standard SAP user groups, since the domain for the SAP field has type CHAR12 like UNAME.


User Exits

Authorization Customer Level User Exit

If your user master records exist on a different system, you must take advantage of the FLM Customer Level User Exit called 'Authorization'. 

In here you must remotely call a function on the target system where the users exist (as does the FLM authorization object) that performs the similar functionality as the /flm/core=>check_flm_authorization does on the local system.  For example, this code:


  data: l_auth_object type  xuobject,
        l_form_cat    type  /flm/fcat_code,
        l_user        type /flm/uname,
        l_ref_fcat    type /flm/fcat_code,
        l_cust_class  type string,
        l_routine     type string.
* Authorisation actually has to pass positively to work:
  ex_result = 4.                                           
  check im_user is not initial.
* Get authorisation object.
  l_auth_object = 'Z/FLM/0001'.
* Some java stacks do not Capitalise the username,
* otherwise will get rc=40 in this case:
  l_user = im_user.
  translate l_user to upper case.
* Execute the check depending on if the form type is supplied:
  if im_ftype is initial.
    authority-check object l_auth_object for user l_user
        id '/FLM/CUST'  field im_ccode
        id '/FLM/FCAT'  field l_form_cat
        id 'ACTVT'      field im_activity.
    authority-check object l_auth_object for user l_user
        id '/FLM/CUST'  field im_ccode
        id '/FLM/FTYPE' field im_ftype
        id '/FLM/FCAT'  field l_form_cat
        id 'ACTVT'      field im_activity.
  ex_result = sy-subrc.