Skip to Content

Best practices to set up users regarding naming convention i.e.

What are arguments, pro and cons in setting up users in SAP? Specifically the user id that is used to logon to the system. Some companies use:

  1. Lastname with one character of the first name, like John Doe would be: DOEJ
  2. Initials, like: JD
  3. Personal number, origin HR, like: 102355
  4. Other possibilities?

The user name is limited to 12 positions. So lastnames longer than 12 positions would become an issue. Also multiple employees with the same (long) last name will become an issue.

Some questions that arise:

  1. What arguments are there for chosing one or the other options?
  2. What is your company using?
  3. And of course, are there privacy reasons to not use a name? (Singling out?)
  4. Are there laws regarding this privacy?
  5. Is lastname allowed following the GDPR? Or is it nog advised? Why?
  6. Best practices?

Hope you can shine some light on this matter.

Add comment
10|10000 characters needed characters exceeded

2 Answers

  • Posted on Mar 03, 2017 at 12:15 AM

    Even if you use cryptic names, the search help will show fist name / last name in too many places...

    Use 1st character for user type (1) and then lastname (8) and first name (3). You will not regret it.

    But often your AD will already have user names, so dont miss the opportunity to tap into that as long as it is max 12 characters.

    Avoid any empty spaces and special characters.



    Add comment
    10|10000 characters needed characters exceeded

  • Posted on Mar 08, 2017 at 11:17 AM

    Well, what I meant above is to use the first 8 of the last name and the first 3 of the firstname. And /or when collisions happen then start substituting the last character for a number, then the second last character...

    That way you can have up to 100 people with the same names and the first character of the firstname is still included.

    Just a thought. Yep, lets see what other suggestions come in.



    Add comment
    10|10000 characters needed characters exceeded