SAP LeanIX for Enterprise Architects

First steps in using LeanIX as an Enterprise Architect


As an Enterprise Architect, you typically have the administrative right in the LeanIX workspace. Workspace administrators handle tasks such as managing settings, enabling features, and integrating third-party systems. The first user registering for a workspace becomes the default administrator. Workspace administrators have extensive rights and can make significant changes to the workspace. It is recommended to assign this role to Enterprise Architects or users with strong IT skills and LeanIX expertise.

Access Your Workspace

The onboarding manager from LeanIX provisions a workspace as per your contract and sends the access link via email. Follow the link to set up your credentials and gain access to your workspace. As an admin, you can invite other users to the workspace once you have access. To learn more, see Manage Users and Permissions.

You can streamline user access management by setting up single sign-on (SSO) for LeanIX, enabling users to log in with their existing credentials as managed by your identity provider. To implement SSO, submit a ticket to LeanIX Support. To learn more about SSO setup, see Single Sign-On (SSO).

Familiarize yourself with administration areas and management functionalities by accessing the administration area via the drop-down menu in the upper-right corner of your workspace. The administration area in LeanIX is dedicated to admins for managing and customizing LeanIX Enterprise Architecture Management. It provides functionalities for user management, configuration, data governance, reporting and analytics, system maintenance, and integration management. To learn more about workspace settings, see Basic Settings and Advanced Settings.

Manage Users and Permissions

Effective collaboration is essential for successful enterprise architecture management. As an Admin, you have the ability to invite additional stakeholders to join the LeanIX. Examples of other stakeholders are Application or Domain Architects, Application and Business Owners, Project and Product managers, and others whose participation or input is valuable.

To invite new users to the LeanIX workspace, follow these steps:

  1. Click the +Invite button located in the navigation bar at the top of the workspace.
  2. Enter the email address of the user/s you want to invite.
  3. Choose the appropriate user right. By default, the following User Roles are available:
  • Admin: Has permission to configure the workspace. Only users with Admin rights can provide Admin rights to others.
  • Member: Has permission to update all information on Fact Sheets.
  • Viewer: Has permission to read information and to add comments.
  1. Write an invitation message either by using the template message or by crafting your own.
  2. Click Invite.

The invitee will receive an email that will guide them through the registration process.

Get Your Organization’s Data into LeanIX

Your next step would be getting data into LeanIX inventory. It is important to define a realistic and practical scope before starting out. Rather than aiming to gather everything at once, consider an iterative approach that aligns with your organization's situation and data management practices. Start by planning and mapping your existing data model to the LeanIX data model. Deliberate on import strategies and decide when it is advantageous to use the 'Excel Import/Export' option versus other options such as SaaS Discovery. Consider how configuring your Meta Model fits into your workflow.

To get an overview of getting data into LeanIX and to understand the steps, refer to Get Data Into LeanIX.

Create and Manage Subscription Roles

Effective data collection is crucial for informed decision-making. However, the challenge lies in managing the vast amount of data and ensuring its accuracy and relevance over time. Assigning responsibility and accountability to the contributors is the key.

Once you have the initial data in your workspace, the next step is to set the responsibilities to users regarding a Fact Sheet by assigning Subscription Roles. It is a mechanism to ensure subscribers of Fact Sheets are notified and have a clear call-to-action to maintain and administer the Fact Sheet data.

When defining a Subscription Role, you specify the Subscription Type for that role. Subscription Type determines the responsibilities of a Subscription Role with respect to Fact Sheets. Subscription Type can be one of the following types:

  • Responsible: This Subscription type is in charge of keeping the Fact Sheet up to date and correct.
  • Accountable: Subscription roles of this type carry overall accountability and often handle business responsibilities associated with Fact Sheets.
  • Observer: Subscription roles of this type are notified and kept up-to-date .
  • All: When defining a Subscription role, you can choose all the above types for increased flexibility.

Once defined, you can assign users, or users themselves can subscribe to Fact Sheets based on the defined Subscription roles and types.

To learn more on this, see Subscription role.