THR80

SAP SuccessFactors Platform

Introduction Academy

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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 2311
Course Duration: 5 Day(s)
Material Number: 50163983
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iv © Copyright. All rights reserved.
Contents

ix Course Overview

1 Unit 1: Introducing SAP SuccessFactors

3 Lesson: Summarizing the SuccessFactors History and Modules

6 Lesson: Accessing Provisioning and Instance
13 Exercise 1: Managing Provisioning Access by deleting a person
from Provisioning
15 Exercise 2: Managing Support Access

21 Unit 2: Setting up SAP SuccessFactors Provisioning

22 Lesson: Accessing the Provisioning area

25 Exercise 3: Edit Company Settings and add a New
Administrator Account in Provisioning

33 Unit 3: Describing SuccessFactors Administrator and Admin Center

34 Lesson: Getting Started with Administration

45 Exercise 4: Grant Permission to manage Role Based
Permissions
49 Lesson: Navigating Admin Center, Tiles, and Favorites
53 Exercise 5: Navigate in Admin Center

59 Unit 4: Setting up Permissions and system wide features in SAP

SuccessFactors

60 Lesson: Managing security using SAP SuccessFactors Role-Based

Permissions (RBP)
85 Exercise 6: Working with Role Based Permissions
89 Lesson: Using Proxy Management
95 Exercise 7: Assign and Delete a Proxy
99 Lesson: Managing Company Systems, Logo settings, and Platform
Feature Settings
103 Exercise 8: Change instance-wide settings by using Company
System and Logo Settings or Platform Feature Settings

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109 Unit 5: Performing Administrator tasks in SAP SuccessFactors

111 Lesson: Using Admin Alerts

113 Exercise 9: How to use an Admin Alert
116 Lesson: Using Check Tool to validate configuration
119 Exercise 10: Verify Permissions with the Configuration Check
Tool
124 Lesson: Modifying System Access Settings
127 Exercise 11: Password and Login Policy Settings, Reset
Passwords and Reset User Account
131 Lesson: Defining Jobs in the Schedule Job Manager
135 Exercise 12: Use Scheduled Job Manager
139 Lesson: Running the Execution Manager
141 Exercise 13: How to use the Execution Manager
145 Lesson: Using the Upgrade Center
149 Exercise 14: Upgrade the system and save an upgrade item for
later

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155 Unit 6: Configuring user experience in SAP SuccessFactors

158 Lesson: Using Action Search, other Searches, and Custom

Navigation
165 Exercise 15: Enable Fuzzy and Inactive Users Search
167 Exercise 16: Configure Custom Navigation
170 Lesson: Using the Org Chart
171 Exercise 17: Display photos on the Org Chart
174 Lesson: Accessing Built-In Support
175 Exercise 18: Use the Built-In Support
179 Lesson: Customizing the Home Page
195 Exercise 19: Working with custom cards
203 Lesson: Navigating with Quick Cards
205 Exercise 20: How to manage Quick Cards
209 Lesson: Managing Mobile Settings
217 Exercise 21: Configure Mobile Access Features
220 Lesson: Implementing e-mail notifications
225 Exercise 22: Edit the E-mail Notification Settings
229 Lesson: Customizing the SAP SuccessFactors instance
233 Exercise 23: Apply, create and delete a Theme
237 Lesson: Creating Text Replacements
239 Exercise 24: Customize Text Replacement Settings
243 Lesson: Using the Manage Languages Tool
251 Exercise 25: Manage Languages
255 Lesson: Implementing translations
271 Exercise 26: Implement Translations
274 Lesson: Customizing Company Dictionary, Spell Check and Legal
Scan
275 Exercise 27: Add a word in the Company Dictionary
279 Lesson: Maintaining the Company Logo

285 Unit 7: Configuring People Profile

287 Lesson: Configuring Succession Data Model and Configure People

Profile
315 Exercise 28: Working with the Data Model
323 Lesson: Managing Business Configuration
325 Exercise 29: Modify the Succession Data Model with Business
Configuration UI
328 Lesson: Maintaining Picklists in the Picklist Center
335 Exercise 30: Create a New Picklist for a Standard Element
340 Lesson: Managing the User Data File
357 Exercise 31: Manage Employees and Import Permissions
359 Exercise 32: Maintain employee records in the User Data File

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367 Unit 8: Defining MDF and Business Rules

369 Lesson: Defining Metadata Framework (MDF) objects

373 Lesson: Configuring MDF objects
383 Exercise 33: Create a new company car object
389 Lesson: Creating and triggering Business Rules
405 Exercise 34: Create Message Definitions and Business Rules
and then attach the Business Rule
411 Lesson: Managing the Succession Data Model with the Business
Configuration Tool and MDF Blocks
423 Exercise 35: Change the people profile by using Manage
Configuration UI

429 Unit 9: Exploring THR98 topics

431 Lesson: Introducing THR98 Topics

441 Unit 10: Explaining release management & resources in SAP

SuccessFactors

443 Lesson: Accessing important resources

453 Lesson: Understanding release updates and the What's New Viewer

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Course Overview

TARGET AUDIENCE
This course is intended for the following audiences:
● Application Consultant

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x © Copyright. All rights reserved.
 UNIT 1 Introducing SAP
SuccessFactors

Lesson 1
Summarizing the SuccessFactors History and Modules 3

Lesson 2
Accessing Provisioning and Instance 6
Exercise 1: Managing Provisioning Access by deleting a person from Provisioning 13
Exercise 2: Managing Support Access 15

UNIT OBJECTIVES

● Download the Course Files

● Provide a brief history of SAP SuccessFactors
● Provide an Overview of SAP SuccessFactors Modules
● Describe SAP SuccessFactors Platform Architecture
● Access an Instance
● Access Provisioning
● Control access to instances and Provisioning
● Configure changes in Provisioning that will be reflected in the instance
● Log into an SAP SuccessFactors instance

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Unit 1: Introducing SAP SuccessFactors

2 © Copyright. All rights reserved.

 Unit 1
Lesson 1
Summarizing the SuccessFactors History and
Modules

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Download the Course Files
● Provide a brief history of SAP SuccessFactors
● Provide an Overview of SAP SuccessFactors Modules
● Describe SAP SuccessFactors Platform Architecture

Download the Course Files

Please download the course files. You will be asked to use these files in various exercises
throughout the course.

SuccessFactors History
The History of SAP SuccessFactors
SuccessFactors was founded in 2001 by Lars Dalgaard. It started as an SaaS performance
management software, but eventually expanded its offerings by providing business execution
software to customers. In February 2012, SAP acquired SuccessFactors, which it renamed to
SAP SuccessFactors. The acquisition was largely considered an opportunity to bring existing
cloud expertise to SAP’s expanding portfolio and allowed SAP to offer a full, cloud-based HCM
suite.

A social collaboration solution, called SAP Jam, was introduced as an integration option in
2012 to help improve the way employees engage with each other and make decisions in the
cloud. The tool allowed team members to share ideas, find solutions to shared business
problems, align their goals, and more.

SAP SuccessFactors again expanded its offerings to include recruitment marketing and
posting, onboarding, and workforce analytics. As of 2019, the latest release of SAP
SuccessFactors included functionality updates for the mobile app, SAP SuccessFactors
Employee Central Service Center, and the recruiting solution, just to name a few.
Architectural enhancements and a new SAP Fiori-based user interface have also been
implemented.

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Unit 1: Introducing SAP SuccessFactors

SAP SuccessFactors Modules

Figure 1: SuccessFactors Modules

Key Features of SAP SuccessFactors

The SuccessFactors suite includes a variety of talent tools divided into modules. The
capabilities included in the suite cover the traditional four pillars of human resource
management: recruiting, learning and development, performance management and
compensation management. The suite also has onboarding and time and attendance
software, as well as modules for workforce planning and people analytics.

Platform Overview

Animation
For more information on this topic please view the animation in the lesson
Summarizing the SuccessFactors History and Modules in your online course.

The SAP SuccessFactors Platform is the building block of our application suite.
Platform capabilities are grouped under three main areas: Administration, Technology and,
User Experience. These essential platform capabilities are not module specific but can
support the operation of one or multiple modules.

Figure 2: Platform Overview

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 Lesson: Summarizing the SuccessFactors History and Modules

LESSON SUMMARY
You should now be able to:
● Download the Course Files
● Provide a brief history of SAP SuccessFactors
● Provide an Overview of SAP SuccessFactors Modules
● Describe SAP SuccessFactors Platform Architecture

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 Unit 1
Lesson 2
Accessing Provisioning and Instance

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Access an Instance
● Access Provisioning
● Control access to instances and Provisioning
● Configure changes in Provisioning that will be reflected in the instance
● Log into an SAP SuccessFactors instance

Access an Instance

Figure 3: Instance Access

An instance is the front end, or customer-facing view, of the SAP SuccessFactors system
platform. SAP SuccessFactors customers work together with Professional Services
Consultants (Implementers) to configure their own instance of SAP SuccessFactors.
Consultants, administrators, and end users see the same interface, but just like any other
system, access to tools varies depending on what has been configured.
During configuration, implementers will use the Admin Center to set up and configure some of
the basic system features in the instance. These include:
● Customizing the look and feel of the instance, including company colors, logo, and
customization of the home page

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 Lesson: Accessing Provisioning and Instance

● Enabling and customizing E-mail Notification Templates

● Replacing text to match company-specific terminology

After configuration, administrators will use the Admin Center to modify any features
configured during implementation, if needed, and to initiate and manage company processes
and cycles, as well as maintain system data and users. These include:
● Launching forms
● Importing and updating user information
● Resetting user passwords and accounts

Later in this unit, you will learn more about common tasks and features in the Admin Center.
Company ID is the unique identifier of an instance. Username and Password are the login
credentials associated to each user.

Instance and Provisioning relationship

Animation
For more information on this topic please view the animation in the lesson
Accessing Provisioning and Instance in your online course.

Access Provisioning
Provisioning is the key configuration tool that SAP SuccessFactors uses to control many
aspects of the customer instance. In essence, Provisioning is the back end of the system.

Note:
Customers never use Provisioning, nor do they have access to it.

Implementers, Consultants, and Support Representatives use Provisioning for the following
purposes:
● To modify company settings, such as enabling new features
● To turn purchased modules on or off
● To create administrator accounts
● To download and upload templates that contain custom configuration
● To enable language packs

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Unit 1: Introducing SAP SuccessFactors

Company settings access

Figure 4: Company Settings Access

On logging into Provisioning, a list of company instances is visible under the implementer’s
Provisioning account. These are the company instances that are accessible to that specific
implementer.
Select the Company Name link to start configuring the Company Settings.

View and control Provisioning Access to Instance(s)

Overview
As an administrator, you can view and control who has Provisioning access to your instance,
using the Manage Provisioning Access tool in Admin Center. You can view a list of users with
Provisioning access and grant or remove access from any users. Only users to whom you
have granted access can access Provisioning for your instance.
This is a universal feature, available to all SAP SuccessFactors customers. However, it
requires role-based permissions and to access this tool. You must first be granted Manage
Provisioning Access permission.

Note:
Provisioning access is instance-specific. If you have more than one instance in
your SAP SuccessFactors system (Development, Test, Production), you need to
manage Provisioning access separately in each instance.

View users with Provisioning Access

Once the appropriate permissions have been granted, you can view information about users
who have Provisioning access to your instance. You can also use filters to find specific users
or users with the same status.

Procedure

Note:
This is the instruction, not an exercise.

1. Go to Admin Center → Manage Provisioning Access

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 Lesson: Accessing Provisioning and Instance

2. Review a list of all the users who have Provisioning access to your instance.
You can see the following information about each user:

● ID

● Username

● E-mail

● Status

3. To find a specific user by ID, do the following:

a. Select the filter icon.
b. In the Include section, select ID or Status in the first dropdown menu.

Note:
You can only filter using the Include operation and the equal to expression. Do
not use Exclude or change the expression type in the second dropdown menu.

c. In the text field, enter the ID of the user you want to find.
d. Select OK.

4. To view a list of users by status, do the following:

a. Select the filter icon.
b. In the Include section, select ID or Status in the first dropdown menu.

Note:
Currently, you can only filter using the Include operation and the equal to
expression. Do not use Exclude or change the expression type in the second
dropdown menu.

c. In the text field, select Active or Locked to view a list of users with that status.
d. Select OK.

5. To view more users, if the list is very long, scroll to the bottom of the page and choose
More.

Approve a Provisioning user

Access to Provisioning is strictly controlled. Only SAP employees and partners who have
completed the required training are given a Provisioning user account. When you approve
users in the Manage Provisioning Access tool, they do not immediately gain access to
Provisioning for your instance. They still need to submit an internal access request in which
their training and other requirements are verified. When you "add" a user in the Manage
Provisioning Access tool, your approval is recorded and verified during this process.

Remove a Provisioning user

Once you have appropriate permission, remove Provisioning access to your instance from
one or more Provisioning users.

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Unit 1: Introducing SAP SuccessFactors

Procedure
1. Go to Admin Center → Company Settings → Manage Provisioning Access.

2. Select one or more users.

3. Select the delete icon.

4. Confirm that you want to remove the specified Provisioning users by selecting OK.

The specified Provisioning users can no longer access your instance from Provisioning.

Instances and Provisioning

Configurations, such as who can access the Compensation module, are done in the instance.
However, configuration to turn on the Compensation module and have it accessible in the
instance, is done in Provisioning.

Table 1: Instance versus Provisioning

The table compares who has access to instances and Provisioning and for what both entry
points are used.
Instance Provisioning

Access ● Implementers ● Implementers

● Administrators ● SuccessFactors Customer Support
● End-users

Uses ● Customize tiles ● Configure system features

● Manage permissions ● Enable purchased modules
● Oversee user information ● Upload templates
● Generate reports
● Initiate and manage company
processes and cycles

Log into an SAP SuccessFactors Instance

This section describes how to log into SAP SuccessFactors and how to navigate the Home
page and Administration Center.

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 Lesson: Accessing Provisioning and Instance

Figure 5: Login Screen

Each SAP SuccessFactors user is assigned a username and password for the SAP
SuccessFactors instance of the company. Additionally, each company is assigned a URL and
Company ID. To log into SAP SuccessFactors, enter the Company ID, username, and
password when prompted on the Login screen. The look and feel of your login screen depends
on theme used in the instance.

Figure 6: Support FAQ Link

When the users select the question mark icon from the Login page, they will have access to
the support FAQ link.
It will take them to a web page where they will get answers to the frequently asked questions
about SAP SuccessFactors. This includes information to resolve account and login issues.
Users can be logged in on multiple devices unless restricted by their company.

Best Practices for Configuration

Throughout this course, you'll learn how to configure important aspects of the SAP
SuccessFactors solution. Here are some best practices to help you be successful:

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Unit 1: Introducing SAP SuccessFactors

● Start with pre-configuration in the customer’s staging environment to accelerate customer

understanding of the tool
● Approach decisions as “fit-to-standard” with gap-fit analysis instead of pure discovery and
ground-up business process design
● Change only what must be changed in order to bridge perceived gaps
● Leverage iterations which include gap-fit (evaluation), design, documentation,
configuration, testing and validation
● Coordinate gap-fit solution design, configuration and testing across workstreams to
identify potential integration impacts within the suite
● Create, maintain and share effective project- and configuration-related documentation
● Provide the customer with system administrator training as early in the project as possible
and assign the customer the system administrator-level configuration responsibilities to
accelerate knowledge transfer
● Prepare and distribute highly detailed cutover to production documentation that is
customer-specific, assigning customers the responsibility for system administrator-level
tasks (resource dependent – consultant may act as staff augmentation during cutover)
● Save and share all project and configuration documentation on the customer’s Jam site
before the project is closed so that Customer Support will be able to access those
documents after go live (This is relevant only for SAP Internal Consultants).

Now that you know the basics of how your project will run, we will dive into the technical
aspects of implementing SAP SuccessFactors.

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 Unit 1
Exercise 1
Managing Provisioning Access by deleting a
person from Provisioning

Business Example: In this exercise you will get to know how you can manage the access to the
Provisioning.

1. Delete a user from having access to the Provisioning

Result
You have deleted a user from having access to the Provisioning.

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 Unit 1
Solution 1
Managing Provisioning Access by deleting a
person from Provisioning

Business Example: In this exercise you will get to know how you can manage the access to the
Provisioning.

1. Delete a user from having access to the Provisioning

a) Log into your instance. Use Action Search to navigate to Manage Provisioning Access.

b) Select one of the users by checking the box in front of the ID.

c) Click on the trash can icon and click on “OK” in the Confirmation Box.

Result
You have deleted a user from having access to the Provisioning.

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 Unit 1
Exercise 2
Managing Support Access

Business Example
Company administrators need to know how to grant support access, revoke support access
and limit the ability for support personnel to modify Role-Based Permissions.

1. Grant support access to both Alex Anderson and SuccessFactors Admin for 24 hours. Do
not allow them to make modifications to Role-Based Permissions.

2. Use Provisioning to test Support Access for Alex Anderson and SuccessFactors Admin.

3. Use Manage Support Access as SuccessFactors Admin to remove Alex Anderson’s

access.

Result
You now know how to use Manage Support Access.

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 Unit 1
Solution 2
Managing Support Access

Business Example
Company administrators need to know how to grant support access, revoke support access
and limit the ability for support personnel to modify Role-Based Permissions.

1. Grant support access to both Alex Anderson and SuccessFactors Admin for 24 hours. Do
not allow them to make modifications to Role-Based Permissions.
a) Log into your instance. Use Action Search to navigate to Manage Support Access.

b) Click the Add button and in the User Name field enter aaaa and select Alex
Anderson.

c) Confirm that Alex does not have RBP Admin access.

d) Set an expiration date for the next day.

e) Click Grant.

f) Click the Add button and in the User Name field enter sfeduadmin and select
SuccessFactors Admin.

g) Confirm that SuccessFactors Admin does have RBP Admin access.

h) Under the option Allow this user account to edit RBP settings select No.

i) Set an expiration date for the next day.

j) Click Grant.

2. Use Provisioning to test Support Access for Alex Anderson and SuccessFactors Admin.
a) Access Provisioning and under Customer Instance Access select Log in to customer
instance.

b) In the User Name field enter aaaa and click Validate and review permissions for Alex.

c) Click Login and then click on the Main Menu. Confirm that Admin Center is not
available.

d) Select the Name Menu and select Log Out.

e) Access Provisioning and under Customer Instance Access select Log in to customer
instance.

f) In the User Name field enter sfeduadmin and click Validate and review permissions
for SuccessFactors Admin.

3. Use Manage Support Access as SuccessFactors Admin to remove Alex Anderson’s

access.

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 Lesson: Accessing Provisioning and Instance

a) Click Login and then click on the Main Menu. Confirm that Admin Center is available.

b) Use Action Search to navigate to Manage Permission Roles. Confirm that

SuccessFactors Admin has been restricted to view-only access.

c) Use Action Search to navigate to Manage Support Access.

d) On the Valid List tab in the row for Alex Anderson, select Edit.

e) Change the Expires On: field to one minute in the future and click Save.

f) Wait one minute and select the Expired List tab and confirm Alex has been moved to
that tab.

Result
You now know how to use Manage Support Access.

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Unit 1: Introducing SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Access an Instance
● Access Provisioning
● Control access to instances and Provisioning
● Configure changes in Provisioning that will be reflected in the instance
● Log into an SAP SuccessFactors instance

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 Unit 1

Learning Assessment

1. Select the three main areas that can be used to group the Platform capabilities:
Choose the correct answers.

X A Administration

X B Employee Central

X C Technology

X D User Experience

X E Business Rules

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Unit 1: Learning Assessment

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 UNIT 2 Setting up SAP SuccessFactors
Provisioning

Lesson 1
Accessing the Provisioning area 22
Exercise 3: Edit Company Settings and add a New Administrator Account in 25
Provisioning

UNIT OBJECTIVES

● Manage Company Settings in Provisioning

● Create a new admin user from Provisioning

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 Unit 2
Lesson 1
Accessing the Provisioning area

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Manage Company Settings in Provisioning
● Create a new admin user from Provisioning

Company settings in Provisioning

Provisioning is used for all SAP SuccessFactors modules, and there are many settings and
options within the tool. Some of these are specific to configuring, uploading, and exporting
different templates for specific modules. Other features are used to enable or disable global
or module-specific settings.
Features, settings, and templates configured in Provisioning ultimately control what is
available on the frontend instance for users to see and use. Many of these are configured
within Company Settings in Provisioning.

Figure 7: Company Settings

There are many elements within Company Settings that correspond to different modules of
SAP SuccessFactors. To make it easier to find an element, use the browser search function
(Ctrl + F) and search using keywords. Once changes are made to a particular section, click the
Save Feature button for that section. You will be prompted to enter the company ID before
changes can be saved.

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 Lesson: Accessing the Provisioning area

Administrator account creation

Another feature of Provisioning is that new administrator accounts can be created. Backup
administrator accounts are useful if the company’s regular administrator account gets locked
out.
To create an administrator account, follow these steps:

1. Supply the necessary details (username and password cannot be the same) and
click Create Admin.

2. Use the new credentials with the company ID to log into the front end.

Figure 8: Create Admin Button

If you have configured the single recipient e-mail feature the create Super Admin from
Provisioning will not be possible, and you will receive a ‘Exception in creating an Admin user:
failed to send e-mail’ message. To proceed, you may temporarily disable the feature to create
the Super Admin.

Video: Create an Admin User from Provisioning

For more information on Create an Admin User from Provisioning, please view
the video in the lesson Accessing the Provisioning area in your online course.

Watch the 'Create an Admin User from Provisioning' video for an in-depth explanation.

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Unit 2: Setting up SAP SuccessFactors Provisioning

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 Unit 2
Exercise 3
Edit Company Settings and add a New
Administrator Account in Provisioning

Business example
You have to access and verify Company Settings in Provisioning.

Simulation: Edit Company Settings and Add a New Administrator Account in

Provisioning
For more information on Edit Company Settings and Add a New Administrator
Account in Provisioning, please view the simulation in the lesson Accessing the
Provisioning area in your online course.

Task 1: Edit Company Settings

In this task you will maintain the Company Settings.

1. Log in to your Provisioning account using credentials provided.

2. Access Company Settings.

3. Verify the Custom Navigation feature is enabled.

4. Verify that the option Language Packs is enabled.

Task 2: Add a New Administrator Account

You need to create an Administrator account.

1. On the Company Settings screen, use the following details to create an Administrator
account (Scroll to the bottom of the Company Settings screen to find where to enter this
information). You can also use Ctrl+F and search for the term "Admin Username" to find
this section of Company Settings.
Admin Username - administrator plus current year (for example
administrator2023)
Admin Password - password plus current year (for example password2023)
Admin First Name – Your first name
Admin Last Name – your surname
Admin E-mail your e-mail address
Check box next to I confirm that customer has provided approval of Super Admin user
account creation.
Add your e-mail address in the Customer E-mail Address field.
Select Create Admin

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Unit 2: Setting up SAP SuccessFactors Provisioning

Note:
If the Create Admin button is not active, make sure all fields are filled out and
then click into the Admin E-mail field (or any other field) and the button will
become active.

2. You will be asked to enter your Company ID to confirm the changes. Please refer to
Company ID by scrolling to the top of the page. You will see the Company ID listed there.

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 Unit 2
Solution 3
Edit Company Settings and add a New
Administrator Account in Provisioning

Business example
You have to access and verify Company Settings in Provisioning.

Simulation: Edit Company Settings and Add a New Administrator Account in

Provisioning
For more information on Edit Company Settings and Add a New Administrator
Account in Provisioning, please view the simulation in the lesson Accessing the
Provisioning area in your online course.

Task 1: Edit Company Settings

In this task you will maintain the Company Settings.

1. Log in to your Provisioning account using credentials provided.

2. Access Company Settings.

a) On the List of Companies screen, in the Company Name column, select your company
name.

b) In the Edit Company Settings list, select Company Settings.

3. Verify the Custom Navigation feature is enabled.

a) On the Company Settings screen, scroll down to Custom Navigation and select the
checkbox to enable Configure Custom Navigation Language Packs area and ensure
that the Language Packs checkbox is selected.

4. Verify that the option Language Packs is enabled.

a) On the Company Settings screen, scroll down to the Language Packs area and ensure
that the Language Packs checkbox is selected.

b) In the Language Packs area, ensure the English US (English US) language option is
selected. Also select Deutsch (German) and Español (Spanish). Select Save Feature at
the top of this section and enter your company ID. Note that this page has multiple
Save buttons but only one Save Feature button.

Task 2: Add a New Administrator Account

You need to create an Administrator account.

1. On the Company Settings screen, use the following details to create an Administrator
account (Scroll to the bottom of the Company Settings screen to find where to enter this
information). You can also use Ctrl+F and search for the term "Admin Username" to find
this section of Company Settings.

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Unit 2: Setting up SAP SuccessFactors Provisioning

Admin Username - administrator plus current year (for example

administrator2023)
Admin Password - password plus current year (for example password2023)
Admin First Name – Your first name
Admin Last Name – your surname
Admin E-mail your e-mail address
Check box next to I confirm that customer has provided approval of Super Admin user
account creation.
Add your e-mail address in the Customer E-mail Address field.
Select Create Admin

Note:
If the Create Admin button is not active, make sure all fields are filled out and
then click into the Admin E-mail field (or any other field) and the button will
become active.

2. You will be asked to enter your Company ID to confirm the changes. Please refer to
Company ID by scrolling to the top of the page. You will see the Company ID listed there.

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 Lesson: Accessing the Provisioning area

LESSON SUMMARY
You should now be able to:
● Manage Company Settings in Provisioning
● Create a new admin user from Provisioning

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Unit 2: Setting up SAP SuccessFactors Provisioning

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 Unit 2

Learning Assessment

1. Provisioning can be accessed by customers.

Determine whether this statement is true or false.

X True

X False

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Unit 2: Learning Assessment

32 © Copyright. All rights reserved.

 UNIT 3 Describing SuccessFactors
Administrator and Admin
Center

Lesson 1
Getting Started with Administration 34
Exercise 4: Grant Permission to manage Role Based Permissions 45

Lesson 2
Navigating Admin Center, Tiles, and Favorites 49
Exercise 5: Navigate in Admin Center 53

UNIT OBJECTIVES

● Identify Administrator Tasks

● Troubleshoot User Login Issues
● Ensure that consultants and customers use the same SAP SuccessFactors common terms
● Maintain Superadmin, security admin, and module admins
● Access the Administration Center

© Copyright. All rights reserved. 33

 Unit 3
Lesson 1
Getting Started with Administration

LESSON OVERVIEW
In this lesson, you will be introduced to administrator basics including system administrator
roles and responsibilities, and common terms specific to SAP SuccessFactors.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Identify Administrator Tasks
● Troubleshoot User Login Issues
● Ensure that consultants and customers use the same SAP SuccessFactors common terms
● Maintain Superadmin, security admin, and module admins

Roles and responsibilities of a typical SAP SuccessFactors System Administrator

Animation
For more information on this topic please view the animation in the lesson
Getting Started with Administration in your online course.

Different SAP SuccessFactors administrators have different roles and responsibilities.

System Owner or Advocate
The following responsibilities are relevant to the system owner or advocate:
● Primary contact between system users and other internal systems
● Primary contact between users and the system
● Stay current with all updates to system functionality
● Communicate with and recommend business processes to the company owners

System Administration
The following responsibilities are relevant to system administration:
● Management and oversight of user information (for example, data imports, passwords,
and notifications)
● Management of user permissions and privileges
● Management of forms, competencies, roles, and system notifications

User Support
The following responsibilities are relevant to user support:

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 Lesson: Getting Started with Administration

● Provision of necessary assistance and support for all Human Resource (HR) managers
● Implementation of new functionality
● Training and communication to users of new functionality
● Provision of reporting assistance to HR and management users
● Provision of coaching assistance to managers and employees

Reset passwords
As an administrator, it is likely that resetting passwords will be part of your role. There are
three types of password resets available in SAP SuccessFactors.

1. Reset individual user password (with supplied password): To reset one user's password to
a specific new one.

2. Reset individual user password: To reset one user's password to a system-generated one.

3. Reset group of users passwords: To reset passwords for a specific group of users to
system-generated passwords at once. The number of users selected in the group will be
displayed.

The following interaction walks you through the different between those three:

Animation
For more information on this topic please view the animation in the lesson
Getting Started with Administration in your online course.

Users receive system e-mail notifications once their passwords are reset. When users log into
the system, a Password Change window pops up, requiring users to update their passwords. If
security questions have been enabled in the instance, then users will be prompted to choose
security questions before they enter the new password.

Note:
On the Reset individual user password (with supplied password) page and Reset
individual user password page, the Login Method column is available. When
resetting passwords for a group of users, the administrators can see the count of
PWD users and SSO users who are impacted. When resetting passwords for SSO
users, a message indicates that the passwords only impact Basic-Authentication
and token-based SSO.

Reset locked user accounts

Resetting user accounts is only applicable if your company allows users a specific number of
unsuccessful login attempts before locking their account. The system automatically locks the
user account when the user exceeds the number of allowable unsuccessful login attempts.
This means that once the account is locked, the user will not be able to log in again until an
administrator resets the account. When you reset an account, you're only reactivating the
account so that the user can login again; no other changes are made.
As an administrator, you can easily and quickly reset locked user accounts.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

1. From the Admin Center, select Reset User Account.

2. You will be directed to a page in which you can filter employees by division, department,
group, or location, or simply enter their name or job code. Enter search criteria and select
Search Users.

3. The system generates a list of users that match your criteria. A locked out user is
displayed on the list with a red X in the Status column.

4. Choose the users that you would like to reset by selecting the checkbox next to their
name.

5. Select Reset Selected Users to reset and unlock their user accounts.

Single Sign-On (SSO)

What is Single Sign-On?
Single sign-on (SSO) is a property of access control of multiple related, but independent
software systems. With this property, a user logs in once and gains access to all systems
without being prompted to log into each of them. SuccessFactors offers a number of SSO
options to allow users to access the application without entering their SuccessFactors
username and password.
Access an SSO Enabled Instance
When customers enable SSO, we can no longer log into their instance. The steps below will
allow you to use Secondary Login/Secure Access to log into the instance. This is the
recommended method to access these instances. You do not need to enable Partial
Organization SSO or ask the customer for a login through their SSO portal.
Steps to Follow to Enable Secondary Login Access (Manage Support Access)

1. Go into Provisioning for the company ID you need to access.

2. Go to Company Settings.

3. Check on the box for Enable Secondary Login Feature and choose Save.

4. Login as an Admin or guide a customer Admin through the following steps to enable
Manage Support Access:

Note:
If you make the changes yourself, you should still make sure the customer's
Admin is aware of the process. They may want to disable this access in the
future.

5. Access the role you want to add the Manage Support Access permission to.

6. Go to Manage Employees.

7. Set User Permissions.

8. Manage Permission Roles and select the role.

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 Lesson: Getting Started with Administration

Note:
Best practice is to add this permission to the customer’s System
Administrator role.

9. Select Permission Settings.

10. Select Admin Permissions.

11. Select Manage User.

12. Select Manage Support Access.

13. Select Done.

14. Save changes.

Figure 9: Manage Support Access

Enable login access to a specified user

When the customer uses single sign-on (SSO), Professional Services consultants or support
representatives will need to enable login access for their users from Admin Center before SSO
is enabled.
From the Action Search, go to Manage Support Access: Find the user. Check the box for user,
define when the access expires and select Grant a Support Administrator access to the
account.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

Figure 10: Grant a Support Administrator Access to the Account

If enabled, a Support Administrator may have unrestricted login access to a user account until
the access expires or until the customer disables the support access. The customer can
follow the same process but select Disable Support Access to deny us access to the user.
Once the user has been granted Support Administrator access, they can go to Provisioning,
select their customer's instance, and under the section Customer Instance Access, they can
choose Log in to customer instance.

Figure 11: Log in to Customer Instance

On the Secondary Logon page, they type their username and select Login.

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 Lesson: Getting Started with Administration

Figure 12: Secondary Logon

Note:
You must have Provisioning Access for this to work.

Show Users with Valid Support Access in Manage Support Access

You can grant or remove support access using the Manage Support Access admin tool. In this
tool, there is also an option to filter user accounts that have support access called: Show
Users with Valid Support Access. With this option you can quickly filter all user accounts that
have support access.

Figure 13: Show Users with Valid Support Access in Manage Support Access

For further information check: Managing Instance Access Guide

Platform Feature Settings

Several platform options and features can be enabled or disabled from Platform Feature
Settings. To have access to this area of the tool, users need to have the permission Platform
Feature Settings in RBP under the Manage System Properties category.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

Figure 14: Platform Feature Settings Permission

Tenant Preferred Time Zone

On Platform feature setting you can change the tenant preferred time zone when the tenant
provisioned time zone doesn't match your preferred time zone. The changes to Tenant
Preferred Time Zone is allowed only once and can’t be reverted after you set it.

Figure 15: Updates to Tenant Preferred Time Zone

For further information check: Tenant Preferred Time Zone.

SAP SuccessFactors common terms

Terms Definitions
Enable Secondary Login Feature If this feature is enabled, partners can access
the instance directly from the provisioning, if
also enabled with the tool “Manage Support
Access”.

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 Lesson: Getting Started with Administration

Terms Definitions
Enable Upgrade Center Permission If this feature is enabled, users can use the
tool “Upgrade Center” if the according per-
missions are enabled.
Hide Username in the UI If this feature is enabled, username won’t be
displayed in the Global Header and the em-
ployee quickcard. You cannot run a user-
name search or see the username in the
search results in the areas that have adopted
People Search, which include the Global
Header, Org Chart, People Profile, Change
Audit, and others.
Security Scan of User Inputs If this feature is enabled, user input that con-
tains the following content will be validated
and harmful content will be filtered, and rele-
vant API requests will fail.
● SQL injection Cross-site scripting (XSS)
● XML external entity (XXE) injection
● CSV injection (also referred to as formula
injection, occurs when a website embeds
untrusted input inside CSV files)

Instance An instance is the front end, or customer-fac-

ing view, of SAP SuccessFactors systems.
Provisioning Provisioning is the key configuration tool that
SAP SuccessFactors uses to control many
aspects of a customer instance. In essence,
Provisioning is the back end of the system.
Customers do not have access to Provision-
ing.
Admin Center Admin Center is the central access point to a
wide range of administrative features and
tools that can be used to configure and main-
tain the SuccessFactors application. Admin
Center can be used to monitor overall sys-
tem health, manage cross-suite and third-
party integrations. Unlike Provisioning, cus-
tomers do have access to Admin Center.
Role-based Permission (RBP) Role-based Permissions (RBP) are used to
manage users’ permissions in SAP Success-
Factors. The two main components of RBP
are permission roles and permission groups.
Roles contain the various permissions neces-
sary to perform tasks in an instance. Groups,
which can be static or dynamic, contain the
actual users who are granted access to roles
via group membership.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

Terms Definitions
Proxy The proxy function allows one employee to
act on behalf of another.
Home Page The Home Page is the default starting page
of the SAP SuccessFactors HXM Suite. For
employees, the Home Page is the main entry
point to the SAP SuccessFactors application
and is generally the first page they see after
logging into the system. It shows pending
tasks, highlights recent activities, and helps
users access common functions or areas of
an instance quickly.
Org Chart The Org Chart provides an interactive view of
the organizational hierarchy and reporting
relationships, including matrix managers, for
your users.
Picklist A picklist is a configurable set of options from
which a user can select, typically in a drop-
down menu or smart search list.
Metadata Framework (MDF) The Meta Data Framework (MDF) is a plat-
form functionality that allows consultants
and customers to extend existing Success-
Factors HXM suite capabilities. The main
building blocks of these extensions are called
Generic Objects (GO).
User Data File (UDF) The UDF is a comma-separated value (.csv)
file and is used to add or change data for one
or more employees’ records at a time. It is
created manually or as an automated output
from your Human Resources Information
System (HRIS).
Form Templates These templates contain the layout, sections
and fields for each form. They are used to
create individual forms for the target popula-
tion.
Forms In some areas of Admin Center, forms are re-
ferred to as documents. They are created
from form templates and are used to record
information, including employee perform-
ance evaluations during review cycles.
Job Code This is a code assigned to each employee
that is often mapped to a job role. Competen-
cies are also mapped to job roles so a user’s
job code can be used to determine the cor-
rect competencies to add to a user’s per-
formance form automatically.

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 Lesson: Getting Started with Administration

Terms Definitions
Line of Sight This describes the reporting visibility of an in-
dividual within SAP SuccessFactors. For ex-
ample, managers can view direct reports and
those below.
Rating Scale This determines the values, and meanings at-
tached to those values, that will be used dur-
ing performance evaluations and other areas
where ratings are required.
Role Names Role names are used in multiple modules and
control various permissions:
● E — Employee
● EM — Employee’s manager
● EH — Employee’s HR representative

Data supplied in an employee import file de-

termines EM and/or EH roles. Customers
can also set their own roles using Role-Based
Permissions (RBP).

Route Maps Route maps establish the workflow and steps

that employees follow during a business
process.
Route maps specify the order in which a form
moves from one employee to another and
what employees can do during each step.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

44 © Copyright. All rights reserved.

 Unit 3
Exercise 4
Grant Permission to manage Role Based
Permissions

Business example
Your customer wants to start with Role Based Permissions (RBP) and needs access to the
tools so they can manage Role-Based Permission access.

Simulation: Grant Permission to Manage Role-Based Permission Access

For more information on Grant Permission to Manage Role-Based Permission
Access, please view the simulation in the lesson Getting Started with
Administration in your online course.

Task 1: Grant Permissions to view and manage Provisioning Access

Enter Manage Provisioning Access into Action Search and notice, that there are no
search results. This is because the permission is not granted yet.

1. Use the Action Search to navigate to Manage Permission Roles and select the Full System
Administrator role.

2. Give your administrator following permissions: View Provisioning Access, Control

Provisioning Access.

3. Test your new access.

Task 2: Grant Permission to manage Role-Based Permission access

Your company has enabled RBP for their instance of SAP SuccessFactors. Access to manage
RBP must be granted to the company administrators.
You must search for the user admin and grant them access to manage RBP.

1. Find the administrator2023 user.

2. Grant RBP to administrator2023.

Result
You have successfully searched for your admin user and granted them access to manage
Role Based Permissions.

© Copyright. All rights reserved. 45

 Unit 3
Solution 4
Grant Permission to manage Role Based
Permissions

Business example
Your customer wants to start with Role Based Permissions (RBP) and needs access to the
tools so they can manage Role-Based Permission access.

Simulation: Grant Permission to Manage Role-Based Permission Access

For more information on Grant Permission to Manage Role-Based Permission
Access, please view the simulation in the lesson Getting Started with
Administration in your online course.

Task 1: Grant Permissions to view and manage Provisioning Access

Enter Manage Provisioning Access into Action Search and notice, that there are no
search results. This is because the permission is not granted yet.

1. Use the Action Search to navigate to Manage Permission Roles and select the Full System
Administrator role.
a) Select the Permission button.

b) In the Administrator Permissions section select the Manage System Properties link.

2. Give your administrator following permissions: View Provisioning Access, Control

Provisioning Access.
a) Select View Provisioning Access. This gives the ability to view users with Provisioning
access.

b) Select Control Provisioning Access. This gives the ability to control which users have
Provisioning access.

c) Select Done.

d) Select Save Changes.

3. Test your new access.

a) Log out of your instance and log back in to use your new RBP permissions.

b) In Action Search type Manage Provisioning Access to access this tool.

c) Search for the administrator2023 you created to verify it is in this list.

Task 2: Grant Permission to manage Role-Based Permission access

Your company has enabled RBP for their instance of SAP SuccessFactors. Access to manage
RBP must be granted to the company administrators.
You must search for the user admin and grant them access to manage RBP.

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 Lesson: Getting Started with Administration

1. Find the administrator2023 user.

a) Log into the instance.

b) Use the Action Search to navigate to Manage Role-Based Permission Access.

c) On the Manage Role-Based Permission Access screen, verify that you see the user
administrator2023 that you created from Provisioning. Otherwise, choose Add
User.

2. Grant RBP to administrator2023.

a) Verify that the check-box Allow Access to This Page is enabled for
administrator2023.

b) Make sure that the check-boxes for Role-Based Permission Admin (view) and Role-
Based Permission Admin (Edit) are enabled for the administrator2023.

Result
You have successfully searched for your admin user and granted them access to manage
Role Based Permissions.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

LESSON SUMMARY
You should now be able to:
● Identify Administrator Tasks
● Troubleshoot User Login Issues
● Ensure that consultants and customers use the same SAP SuccessFactors common terms
● Maintain Superadmin, security admin, and module admins

48 © Copyright. All rights reserved.

 Unit 3
Lesson 2
Navigating Admin Center, Tiles, and Favorites

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Access the Administration Center

Administration Center
Access Administration Center
Employees with any administrative privileges have the Admin Center option in the Home
navigation menu as well as the Name menu.
The Administration Center page shows links only to the administrative features for which the
administrator has permission. Remember, you can only access pages which you have
permission to access.

Admin Center
Admin Center is the central access point to a wide range of administrative features and tools
that can be used to configure and maintain the SAP SuccessFactors application. Admin
Center can be used to monitor overall system health and manage cross-suite or third-party
integrations.
The Admin Center provides customers easy access to any part of their SAP SuccessFactors
system.

OneAdmin page retirement

Admin Center is a universal feature of SAP SuccessFactors that had two versions available
until the 1H 2022 release. At that time the older version known as OneAdmin was retired and
the newer version, NextGen Admin, was rebranded as simply Admin Center. The latest
version is based on SAP Fiori design and includes additional functionality that was not
available in the older version. Additionally, although SAP will update product documentation
with every release, Knowledge Base Articles or KBAs may take a while to be updated
especially for changes that impact several KBAs. Consultants should consider this when
searching for answers using KBAs. For large changes like this, it is important that consultants
access the relevant guides on the SAP Help Portal as well as announcements in the SAP
Customer Community.
● Using Admin Center
● Deprecation of OneAdmin (Admin 2.0) and Transition to NextGen Admin – First Half 2022
Release: Innovation Alert

Admin Center
Admin Center, known as Next Gen Admin prior to the 1H 2022 release, is now the only
available version available.

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Unit 3: Describing SuccessFactors Administrator and Admin Center

Figure 16: Admin Center Interface

Key Features of Admin Center:

● Admin Homepage
● Admin Tools
● Tool Search
● Admin Favorites
● Upgrade Center
● Execution Manager
● Performance Metrics
● Integration Center
● Event Center

Permission to access Admin Center

Anyone who has been granted administrative permission can access the Admin Center. That
is, anyone who has permission to access at least one admin tool or admin setting can also
access the Admin Center page. There is no separate permission that controls access to the
Admin Center page itself.

Tool Search
To search for an admin tool, use the Tool Search box. When you begin to type the name of the
feature, the system automatically attempts to complete what is typed. For example, when
searching for the feature Manage Recruiting Groups, the system produces a list of possible

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 Lesson: Navigating Admin Center, Tiles, and Favorites

outcomes, with a description of the highlighted feature. Although the results when using this
tool will be similar to the results when using Action Search, the results of a Tool Search will be
more narrowly focused on results from Admin Center.

Admin Favorites
You can add tools as Favorites and see recently used tools in the Admin Center. You can also
select a tools category from the search results to see corresponding links, instead of scrolling
through the lists of links within the nested categories.
This gives Admins the ability to add more of their frequently used tools to their Favorites list,
as well as see all of the search results for a particular tool without having them separated
across the page.

Figure 17: Admin Favorites

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Unit 3: Describing SuccessFactors Administrator and Admin Center

52 © Copyright. All rights reserved.

 Unit 3
Exercise 5
Navigate in Admin Center

Note:
Please do not enable features or provisioning switches unless asked to do so in
THR80 exercises. If you do so, some exercises will not work as expected. For
example, if you activate Employee Central, the employee import exercise in Unit
4 will not work as written.

Business Example
In this exercise you will navigate through the different tools of Admin Center to get some
familiarity with its features.

Simulation: Navigate in Admin Center

For more information on Navigate in Admin Center, please view the simulation in
the lesson Navigating Admin Center, Tiles, and Favorites in your online course.

1. Log into your instance. Use Action Search to navigate to Admin Center or alternatively use
the Home navigation menu in the upper left of the page. Locate the Tools tile and type
homepage in the Search Tools field. You will see Manage Home Page as a result.

2. Now search in Action Search for homepage and notice you get more than one result. The
Tools tile will limit search results to items found in Admin Center whereas Action Search
will not.

3. Select See All on the upper right-hand corner of the Tools tile. This will show you all the
administrator tools available in the system depending on the enabled modules and
permissions granted to the logged in user.

4. Under the 360 Review section place your cursor over Manage Templates and observe the
grey star that appears. Click on it to make it a favorite. Notice that 3 stars now appear in
Tools since Manage Templates appears 4 times under 4 different sections.

5. Press the Esc key from your keyboard or select the close icon (X) in the upper right corner
of the Tools window. Manage Templates is now set to your favorites.

6. To deselect a favorite simply press on the grey star again.

© Copyright. All rights reserved. 53

 Unit 3
Solution 5
Navigate in Admin Center

Note:
Please do not enable features or provisioning switches unless asked to do so in
THR80 exercises. If you do so, some exercises will not work as expected. For
example, if you activate Employee Central, the employee import exercise in Unit
4 will not work as written.

Business Example
In this exercise you will navigate through the different tools of Admin Center to get some
familiarity with its features.

Simulation: Navigate in Admin Center

For more information on Navigate in Admin Center, please view the simulation in
the lesson Navigating Admin Center, Tiles, and Favorites in your online course.

1. Log into your instance. Use Action Search to navigate to Admin Center or alternatively use
the Home navigation menu in the upper left of the page. Locate the Tools tile and type
homepage in the Search Tools field. You will see Manage Home Page as a result.

2. Now search in Action Search for homepage and notice you get more than one result. The
Tools tile will limit search results to items found in Admin Center whereas Action Search
will not.

3. Select See All on the upper right-hand corner of the Tools tile. This will show you all the
administrator tools available in the system depending on the enabled modules and
permissions granted to the logged in user.

4. Under the 360 Review section place your cursor over Manage Templates and observe the
grey star that appears. Click on it to make it a favorite. Notice that 3 stars now appear in
Tools since Manage Templates appears 4 times under 4 different sections.

5. Press the Esc key from your keyboard or select the close icon (X) in the upper right corner
of the Tools window. Manage Templates is now set to your favorites.

6. To deselect a favorite simply press on the grey star again.

54 © Copyright. All rights reserved.

 Lesson: Navigating Admin Center, Tiles, and Favorites

LESSON SUMMARY
You should now be able to:
● Access the Administration Center

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Unit 3: Describing SuccessFactors Administrator and Admin Center

56 © Copyright. All rights reserved.

 Unit 3

Learning Assessment

1. Which of the following is the customer’s space on the SuccessFactors server? It is also
referred to as the “front end.”
Choose the correct answer.

X A SAP Learning Hub

X B Instance

X C Provisioning

X D Home Page

2. Which of the following spaces on the SAP SuccessFactors server is referred to as the
“back end”?
Choose the correct answer.

X A AdminOne

X B Instance

X C Provisioning

X D Home Page

3. The customer has purchased a language pack and needs it to be enabled in the system.
Who can enable it?
Choose the correct answer.

X A End users

X B Professional Services (Implementers) or Consultants

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Unit 3: Learning Assessment

4. You are a consultant implementing a module for ACME Corporation and your
administrator account is locked. What can you do to recover it?
Choose the correct answer.

X A Call SAP SuccessFactors support

X B Create a backup administrator

X C Request a new instance

X D Ask the customer for your password

5. Professional Services (Implementers) can use Provisioning to complete which of the

following tasks? Select all that apply.
Choose the correct answers.

X A Reset expired passwords

X B Enable or disable purchased modules

X C Create administrator accounts

X D Upload templates

58 © Copyright. All rights reserved.

 UNIT 4 Setting up Permissions and
system wide features in SAP
SuccessFactors

Lesson 1
Managing security using SAP SuccessFactors Role-Based Permissions (RBP) 60
Exercise 6: Working with Role Based Permissions 85

Lesson 2
Using Proxy Management 89
Exercise 7: Assign and Delete a Proxy 95

Lesson 3
Managing Company Systems, Logo settings, and Platform Feature Settings 99
Exercise 8: Change instance-wide settings by using Company System and Logo 103
Settings or Platform Feature Settings

UNIT OBJECTIVES

● Manage Security with SAP SuccessFactors Role-Based Permissions (RBP)

● Create Permission Groups
● Describe SAP SuccessFactors permission roles
● Verify the roles that grant a permission with User Role Search
● Act as a proxy in SAP SuccessFactors
● Use Proxy tools to Assign and Remove Proxies
● Manage Company System Settings in the Admin Center

© Copyright. All rights reserved. 59

 Unit 4
Lesson 1
Managing security using SAP SuccessFactors
Role-Based Permissions (RBP)

LESSON OVERVIEW
SAP SuccessFactors, Human Experience Management solutions from SAP offer various types
of administrator roles. This lesson provides an overview of administrator types, how to
manage user permissions using Role-based Permissions (RBP), and how to view permissions
for a specific user.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Manage Security with SAP SuccessFactors Role-Based Permissions (RBP)
● Create Permission Groups
● Describe SAP SuccessFactors permission roles
● Verify the roles that grant a permission with User Role Search

Administrators

Figure 18: Set User Permissions

SAP Successfactors offers different levels of administration to manage the amount of control
each user has in the system. There are three basic levels of system administration:
● Super Administrator
The Super Administrator is created in Provisioning. This administrator grants permission
to others to become a Super Administrator, Security Administrator, or a regular
administrator.
● Security Administrator
The Security Administrator is responsible for managing all security through roles and
permission groups in the Role-Based Permission framework.
● Administrator
An administrator is a user who has access to the Admin Center page in SAP
SuccessFactors.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

When the Super Administrator logs in for the first time, only one link on the Administrator
Permissions page is visible. This is Manage Role-Based Permission Access. Choose the link to
assign an employee the permission to function as a Security Administrator.

Role-Based Permissions (RBP)

Role-Based Permissions (RBP) allows the company to have as many roles in SAP
SuccessFactors as the company needs and provides the ability to grant each role a different
level of permission granularity.
With many traditional systems, all members of the same group, such as Human Resources
(HR) managers, have the same permissions and access in the system. With the RBP
framework in SAP SuccessFactors, permissions are granted based on the work that each
individual or group does. RBP also determines the groups of people that specific individuals or
groups can access. For example, you can create a role that is solely responsible for
Compensation and Benefits and grant it to regional managers in the United States and
Europe. You can apply further restrictions to a role, for example, to allow management only of
full-time employees in the region assigned to a specific role. With the RBP framework in SAP
SuccessFactors both granted permissions and their scope is restricted and controlled.
In a large company that needs higher levels of administrative efficiency, you can specify
automatic granting rules. For example, you can grant a role, such as Regional HR Talent
Manager, to all employees in the HR department within the United States. This automates
permission management so that as more employee data is added to the system, permissions
automatically adjust to both the rules that match the HR department in the US and for the
employees in the US.

Figure 19: Permission Role List

Video: What Are Role-Based Permissions (RBP)?

For more information on What Are Role-Based Permissions (RBP)?, please view
the video in the lesson Managing security using SAP SuccessFactors Role-Based
Permissions (RBP) in your online course.

Watch the 'What_Are_Role_Based_Permissions?' video for an in-depth explanation.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Role-Based Security Concepts

Figure 20: Role-Based Security Concepts

● The role defines access to data and functionality. This is where you define what you want
your role to do in SAP SuccessFactors. For example, should the role be allowed to view
dashboards?
● Once the role is defined, you grant the role to groups of users represented by the Granted
Users circle.
● Lastly, you restrict the granted users to perform the role on target users. For example, you
may decide that managers (Granted Users circle) can view dashboards (defined in the
role) on their team Target Users circle).
● Groups can be dynamic which allows us to automate the assignment of permissions. For
example, a group of granted users can be “All employees in the Sales department”. As
employees are transferred into and out of the sales department, their permissions will
automatically adjust.
● Administrators can define many roles.

Granting Role-Based Permissions

Figure 21: Grant Role-Based Permissions

It is a simple process to grant RBP in SAP SuccessFactors:

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

1. Create Groups: Create a group and grant it the required permission, then create groups to
be managed by users with those permissions.

2. Create a Permission Role: Define the different roles. Permission roles define access to
data and application functionality.

3. Grant the Role to a User or Group: Add the target group created in step one with the roles
created in step two. This is also referred to as linking the role to a target population.

Think of this process as who (the permission group) can do what (permission role) to, or for
whom (the target population).
The SAP SuccessFactors Role-Based Permissions implementation guide available on SAP
Help Portal holds the comprehensive list of RBPs used across the SAP Successfactors HXM
suite.

Manage Role-Based Permission Access

Figure 22: Manage Role-Based Permission Access

To access the features "Manage Permission Groups", "Manage Permission Roles", "User Role
Search", and "View User Permissions", users must be added to the group of users allowed to
access the feature Manage Role-Based Permission Access available from the Action Search.
When selecting Add User and granting the permission, the new user will be in the list, with
Role-Based Permission Admin box checked.
If you select the check box for Allow Access to This Page, then the users will be able to add or
remove other users from the group with access to the feature. As a security precaution, the
recommendation is to have at least two users with access to this page.
The RBP admin is not able to uncheck their own access to the page (since it will forbid them to
view this page, thus not able to grant the access back). The checkbox needs to be always
checked and not able to change (marked in gray).
A new feature added in the 1H 2022 release is RBP Notification Settings. For permission role
changes that impact a large number of access users, you can now enable double-
confirmation popups and e-mail notifications for RBP administrators. You can also set a
threshold for triggering these notifications. For example, you can set the threshold to 80%,
and notifications will be triggered if 80% or more employees are impacted by a permission
role change.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Figure 23: RBP Notification Settings

Increased access granularity for RBP Administrators

Previously, RBP administrators had both view and edit access of Role-Based Permissions
management by default. Now, you can grant view only access to RBP administrators.
You can manage RBP administrator access under Admin Center Manage Role-Based
Permission Access. Existing RBP administrators have both the Role-Based Permission Admin
(View) and the Role-Based Permission Admin (Edit) access by default. You can review and
update their access accordingly.
Some RBP administrators only need view access but not edit access. We now provide more
granularity to RBP admin access management to meet your needs.

Figure 24: Access Granularity for RBP Admins

Video: Manage RBP Access for a New Admin User

For more information on Manage RBP Access for a New Admin User, please view
the video in the lesson Managing security using SAP SuccessFactors Role-Based
Permissions (RBP) in your online course.

Watch the 'Manage RBP Access for a New Admin User' video for an in-depth explanation.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Permission Groups

Figure 25: Permission Groups

In the SAP SuccessFactors RBP framework, permission groups are used to define groups of
employees who have the same group of permissions. For example, you can create a
permission group called US Compensation Managers to include all US-based managers who
have access to compensation information. Similarly, you can create permission groups that
define the target population accessible to a granted user group, or user. For example, a US
Employee group that the US Compensation Managers group oversees.
Permission groups also allow you to group employees who match a pre-defined condition.
You can create this condition from a single parameter such as HR for an HR department. Or
you can have multiple conditions. For example, you can create a US HR group with the
conditions of department and location, to create a group that includes only HR employees in
the US. You can add further parameters to refine the group. For example, to limit the US HR
group to include only US HR employees who have access to the financial department, this
creates US HR Finance.

Note:
SAP SuccessFactors allows administrators to manage RBP security setting
changes, such as assigning users to roles and creating permission groups,
through an Application Program Interface (API).

Watch the 'Create Permission Groups' video for an in-depth explanation.

Video: Create Permission Groups

For more information on Create Permission Groups, please view the video in the
lesson Managing security using SAP SuccessFactors Role-Based Permissions
(RBP) in your online course.

Watch the 'Create Permission Groups' video for an in-depth explanation.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Dynamic Group creation

Figure 26: People Pool

Dynamic Group creation

To create a dynamic group, go to Admin Center → Manage Groups and choose Create New. In
the Group Name field, enter a name for the dynamic group. Choose group members by
selecting from the People Pool dropdown menu. You can include multiple People Pools in the
same group if required. Then choose people to exclude from the group. When finished,
choose Done.

What fields are available?

The fields that can be used when defining permission groups are any of the standard fields
listed below, as well as HRIS fields when Employee Central is enabled. The standard fields
available are limited to the list below.
Standard Fields allowed as filters in Permission Groups:

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Table 2: Standard Fields allowed as filters in Permission Groups

benchStrength custom12 keyPosition
citizenship custom13 location
city custom14 married
country custom15 minority
custom01 dateOfBirth nationality
custom02 dateOfPosition newToPosition
custom03 department reasonForLeaving
custom04 division riskOfLoss
custom05 ethnicity state
custom06 External Source Channel (Only availa- Team View
ble if Learning is enabled.)
custom07 timeZone
futureLeader
custom08 title
gender
custom09 username
hireDate
custom10 zipCode
impactOfLoss
custom11 jobLevel
jobCode

How do you specify more fields to use?

You can specify which fields appear for defining permission groups by editing the
<permission-group-filter> sub-element of the <dg-filters> element in the
Succession Data Model. The <dg-filters> tag means Dynamic Groups Filters. An example
XML snippet appears below, followed by a description of these XML tags.
If you do not specify any fields in the <dg-filters> XML configuration, then RBP will default
to display all possible fields listed in the table above.
If a customer does not intend to use all available fields, remove the ones you are sure are not
needed.

<dg-filters>
<my-filter>
<standard-element-ref refid="custom01"/>
<standard-element-ref refid="custom03"/>
</my-filter>
<permission-group-filter>
<standard-element-ref refid="custom02"/>
<standard-element-ref refid="custom04"/>
</permission-group-filter>
</dg-filters>

The XML tags above work as follows:

The <dg-filters> tag has two sub-tags, <my-filter> and <permission-group-
filter>:
• <permission-group-filter>

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Used to specify the fields that can appear in the RBP Permission Groups UI. You specify fields
here by adding <standard-element-ref> or <hris-element-ref> sub elements (if
Employee Central is enabled).
• <my-filter>
Used to specify the fields used in the My Groups feature, which is a separate, unrelated
feature.

Permission Group modification

Figure 27: Permission Groups Management

You can modify the parameters of a permission group at any time. The following list includes
some additional modifications:
● Permission group name
● The conditions that determine the members of the permission group
● Inclusion of members to the permission group
● Exclusion of members from the permission group

ID column in Manage Permission Groups

Role-Based Permission (RBP) administrators see a new column, ID, on the Manage
Permission Groups admin page.
The IDs are system-generated serial numbers according to the creation time of the
permission groups.
You now have unique identifiers to differentiate permission groups.

Figure 28: ID column in Manage Permission Groups

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Permission Groups Merge

Figure 29: Merging Permission Groups

When the company goes through organizational changes that alter the access requirements
for certain systems, or groups in SAP SuccessFactors, it becomes necessary to modify
permission groups. For example, if the company merges two departments, US Finance and
Canada Finance, into a new North America Finance department, an administrator can modify
the permission group US Finance to North America Finance by including Canadian Finance
employees in the US Finance group.

Modify a Dynamic Group

To modify a dynamic group, select an action from the Take Action dropdown menu of the
group to be modified. Edit the group by selecting, and/or excluding new group members. It is
also possible to copy, delete, view summary, or view change history for the group. When you
are finished making changes, choose Done.

Static Permission Groups

Static permission groups store a static list of users instead of a list based on dynamic criteria.
Changing user information does not refresh group members. You can use static groups as
RBP access groups or target groups.
Currently you can do the following with static permission groups:
● View, Add, and Delete members of static permission groups.
● Import static permission groups via CSV file. This can be either a full or replacement
import.

Static permission group must be created by file import in Admin Center → Manage
Permission Groups → Import Static Groups.
Members can be added or deleted by editing the group through UI.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Permission Roles
RBP uses permission roles to group a set of permissions. After grouping the permissions into
a role, you can assign the role to a group of users, granting them access to certain tasks and
features in your system.
Permission roles consist of a set of permissions that give employees access rights to an
employee or a group of employees. As such, an employee or a group that has been granted a
permission role has access to certain aspects of the SuccessFactors application or to aspects
of employee data. With this access, they can perform functions within the application for
other groups of employees.
Role-Based permissions allow you to grant a role to a specific employee, a manager, a group,
or to all employees in the company. The roles can provide very granular permissions, as this
example illustrates:
Example: There may be roles such as ‘HR Compensation and Benefits Manager’, ‘HR Manager
for Sales’, and ‘HR Learning and Development Manager’. While all three are HR managers,
their roles have been distinctly carved out — one handling compensation and benefits,
another handling the sales team, and the third handling Learning and Development.
When your permissions roles consist of one or more permissions that require a target
population, you'll need to specify a target to complete creation of the role. Roles that require a
target population will contain a permission that gives a group access to perform actions or
view information for other employees.
Example: A Manager may have a role where one permission allows the manager to modify the
salary for all of their direct reports. In this example, the manager's direct reports represent
the target population needed for the permission role.
Customers can have as many permission roles as the company requires.

Unique Identifiers for Permission Roles and Role Assignments

Just like for the Permission Groups you can differentiate permission roles and role
assignments by their IDs. The IDs are system-generated serial numbers according to the
creation time of the permission roles and role assignments. They’re more accurate than
names in differentiating permission roles and role assignments

Figure 30: Unique Identifiers for Permission Roles and Role Assignments

Maximum Number of Role Assignments to Bulk Activate or Deactivate

As a Role-Based Permissions administrator, you can activate and deactivate multiple role
assignments on the Assignments tab of a permission role. You can activate or deactivate up
to 30 role assignments at a time.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Figure 31: Maximum Number of Role Assignments to Bulk Activate or Deactivate

Permission Role creation

Figure 32: Permission Role Detail

This section describes SAP SuccessFactors permission roles and how to use them:
● Create permission roles
● Modify, copy, and delete permission roles
● View user permissions

In SAP SuccessFactors, permission roles control access rights that allow an employee, or
group of employees, to perform certain functions. They also control who can view the data
belonging to other employees.
Some topics to consider before granting permission roles are as follows:
● The different roles in the company
● The employees who are assigned to each role
● Whose data the employees can access

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

After all concerns are addressed, permission role creation is fairly easy. It is important to limit
the number of permission groups and roles that are created. If too many roles are created,
there is a risk of overlapping permissions and inconsistent access within groups. This makes
modifying and deleting permission as needs change more difficult, because each overlapping
role requires research to verify that they are all changed, or deleted to meet the new
requirements.

Grant Permission Roles

You can assign a permission role to everyone or to a subset of employees, determined by
permission groups, target populations, or by relationships. When defining a role in RBP, you
can assign the role to a group that you've created, or you can assign roles based on
hierarchical relationships.
• Permission groups: You assign a permission role to a defined group of users. However,
relationships can also play a role here as you can define that the granted user's managers
have the same permissions. You can also define how many levels up in the hierarchy you want
this permission to be granted.

Figure 33: Grant Permission Roles

Note:
If you want to grant a role to a named user, you first have to create a group and
add the user to this group. Then you can grant the role to the just created group.

Target Population: Depending on the permissions included in the role, you might also have to
define the target population. Not all permissions require you to define a target population. For
example, if the permission includes just the access to an application (such as the Learning
Access Permission), there is no need to add a target group. For certain permissions, in the
Permission settings screen, a target population must be defined. This is identified by the "t"
icon next to the permission name with the following text displayed:
t = Target needs to be defined
Relationships: Access groups can be defined using relationships (for example, manager-
employee relationship). These relationships can be hierarchical or non-hierarchical.
When a permission role is assigned to everyone or to a dynamic group, you will have the
following options for the target population:
● Everyone

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

● Target Population of:

- Granted User's Department,
- Granted User's Division,
- Granted User's Location,
- Granted User's Manager,
- Granted User's Peers and
- Granted User (Self)
● You can select a permission group

There is also an option to "Exclude granted users from having the permission access to
themselves". This is an interesting option for some organization when we speak of the
potential for example. A group of HR Managers should be able to see the potential information
of everyone in their location but not their own potential rating.

Figure 34: Target Population for Everyone or for a Specific Permission Group

Granting roles to groups

After creating your roles, you must assign the role to a group of employees. This ensures that
employees are given access the permissions they need to perform their tasks.
Procedure:

1. Use the Action Search to navigate to Manage Permission Roles.

2. Select one of the permission roles you created.

3. In the ‘Grant this role to’ section of the Permission Detail screen, choose Add.

4. When the Grant this role to screen displays, select Permission Group.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Figure 35: Grant Role

5. Choose Select to select the access groups you wish to assign to this permission role.
You can allow managers to have the same permissions and define how many levels up in
the hierarchy you want this permission to be granted. However, allowing respective
managers to have the same permissions may have a negative impact on the performance.
The hierarchy then has to be checked whenever such a manager tries to access an
element which was permissioned this way.

6. Exclude Granted Users: For some permissions, it might be necessary to exclude the
granted users from applying the permissions on themselves. For this, select Exclude
Granted User from having the permission access to themselves.
Example:
If the role grants permission to edit the salary, you want to prevent the members of this
permission group to be able to edit their own salary as well.

7. Choose Done to assign this role to the defined users. You are taken back to the Permission
Role Detail page.

8. Choose Save Changes to complete creating the role.

Next Steps:
If required, assign a target population to your role.

Assigning Target Populations to a Role

Procedure:

1. Use the action search to navigate to Manage Permission Roles.

2. Select one of the permission roles you created.

3. In the Grant this role to.... section of the Permission Detail screen, click Add.

4. Select Everyone or choose Target population of to select a group.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Figure 36: Assign Target Populations to Role

5. Choose Select to select the target groups that you want to assign to this permission role.

6. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying
the permissions on themselves. For this, select Exclude Granted User from having the
permission access to themselves.
Example:
If the role grants permission to edit the salary, you want to prevent the members of this
permission group to be able to edit their own salary as well.

7. Choose Done to assign this role to the defined users. You are taken back to the Permission
Role Detail page.

8. Choose Save Changes to complete creating the role.

Using Relationships to Grant Permission Roles

There are relationships that can be specified through employee fields, and managed through
tools, like the employee data.
General Relationship Types: Hierarchical relationships are characterized by a reporting line
between the granted user and the target user. These are relationships between employees
and their managers, and employees and their second managers or alternate managers. Non-
hierarchical relationships on the other hand are single-level relationships. These include the
relationship of an employee to the HR manager, the matrix manager and custom manager.
While each employee can have only one Manager, one Second Manager and one HR Manager,
they can have multiple Matrix Managers and Custom Managers.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Video: Create a Permission Role and Grant this Role to a Group

For more information on Create a Permission Role and Grant this Role to a
Group, please view the video in the lesson Managing security using SAP
SuccessFactors Role-Based Permissions (RBP) in your online course.

Watch the 'Create a Permission Role and Grant this Role to a Group' video for an in-depth
explanation.

Permission Roles modification

Figure 37: Modifying Permission Roles

The following items can be modified after a permission role is created:

● Role name
● Role description
● Permissions assigned to a role
● The group of people to whom a role has been assigned
● The target populations accessible to the granted user group, if applicable

The latest Role-Based Permissions now allows you to activate and deactivate role
assignments of a permission role in bulk. Previously, you could only update the status of
assignments one at a time. This will help you to manage the status of role assignments more
easily.

1. To access this feature, navigate to Admin Center → Manage Permission Roles

2. Select the Switch to the Latest Role-Based Permissions link.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Figure 38: Latest Role-Based Permissions Link

3. Select a Role and the Permissions and Assignments tabs will display.

4. Select the Role Assignments you want to activate or deactivate.

5. Choose Activate or Deactivate to complete the process.

Figure 39: To Activate or Deactivate role assignments

Permission Roles copying

Figure 40: Copy Role

If the company has complex roles and a new similar role is required, a considerable amount of
time is saved by copying and modifying an existing role, instead of creating a new one from
scratch. To do this, copy the role definition, and then add or remove permissions as the role
requires.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Note:
Since it is possible for an employee to be part of multiple permission groups
simultaneously, caution should be used when copying roles. If permissions are
overlooked, or adding or removing a permission is forgotten, the new role will not
behave as expected.

Permission Roles deletion

Figure 41: Delete Role

As the company grows, some permissions roles are no longer required. To ensure that an
antiquated role is not accidentally used, it is sometimes best to delete the role. Carefully
review the permissions considered for deletion and ask the following questions:
● Is anyone still using this role?
● Can the role be modified instead of deleted?

Note:
If there are users still using the role, or if it is better to modify the role, do not
delete it.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Permission Settings

Figure 42: Company Info Access and User Search Permissions

The Company Info Access and User Search Role sections contain the Company Info Access
permission and User Search Target Population permission. The Company Info Access
permission controls access to the Company Info page. The User Search Target Population
permission provides a target population for any user searches that do not have a separate
permission control. It also controls access to the one box people search feature.
The following search-related features are not shown if the user does not have User Search
permission:
● The global people search feature in the top navigation user interface (UI)
● Settings → Proxy
● Settings → Groups

Search, Sort, and Filter Role Assignments

A permission role can have many role assignments. A Role-Based Permissions administrator
can use the search, sort, or filter functions to narrow down role assignment search in the
latest Role-Based Permissions.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Figure 43: Search for a Role Assignment

For further information check: Searching, Sorting, and Filtering Role Assignments

Compare Permission Roles

You can use User Role Search to quickly search for and compare permission roles assigned to
specified users in Role-Based Permissions.

1. Go to Admin Center.

2. In the Manage Employees portlet, select Set User Permissions.

3. In the Set User Permissions section, select User Role Search.

4. In the Selection session of the tool, enter the Access Users whose roles you are
comparing.

5. Choose the Search Roles button. The search result will display which roles, if any, grant
the specified permission to either user. In the following example, you can see that both of
the selected access users have permission to view address data.

6. If a user does not have the specified permission, it is indicated as ‘no result.’

7. You can also specify one target user, in order to see whether either of the two access
users has the specified permission for the specified target.

Change history of Permission Roles

As an RBP administrator, you can now view the change history of a permission role using the
latest Role-Based Permissions. You can also compare two versions of a permission role to
check which permissions are added or removed.
You can view the change history of a permission role under Admin Center Manage Permission
Roles [select a permission role] View History. Or, you can go into the role details page and
choose the View History button.
You can now have version control on permission roles.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Figure 44: Change History of Permission Roles

Configuration requirements
A permission role change record is created when you add or remove permissions or role
assignments of a permission role. But only permission changes are highlighted when you
compare two versions. So, after you add a role assignment to a permission role, and compare
the current version with the previous record, no change is highlighted.

General best practices for RBP

When planning the RBP setup for the customer, it's crucial that you keep the impact on
system performance and the maintenance effort in mind. In addition, it is crucial to agree on a
governance process for further changes. We recommend the following:

Table 3: Governance Process

Start with most ge- We recommend starting with the most generic role such as an "All
neric roles Employees Role” and casting the net as wide as possible to include all
of the permissions that should be given to everyone. For example, in
this role include all of the publicly-viewable fields in the Employee
Profile.

Avoid redundancy For additional roles, work on an exception basis and include only the
unique extra permissions that the role should have beyond other
roles. This practice will help reduce the number of roles in the sys-
tem, which will both be easier to maintain, and will help improve sys-
tem performance.

Note:
It is important to keep in mind that the stronger permis-
sions always wins.

No overlap between A user should not get the same permission from different roles. If
roles users have multiple roles and get the same permissions from differ-
ent roles, this slows down the system response time for these users.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Limit the number of In general, keep the number of groups and roles as low as possible.
groups and roles This will both reduce the maintenance effort and ease the trouble-
shooting in case of any issues. Remember, that you can grant a role
to multiple groups, so you do not have to duplicate roles just to as-
sign them to different groups.
From a performance point of view, we recommend a maximum of
1000 dynamic permission groups. Dynamic groups are based on
rules in contrast to static groups which contain named users. These
static groups do not count against the 1000 recommendation. Note
that this is not a hard limit, it is a guidance recommendation. The sys-
tem will allow you to exceed 1000 dynamic groups, but the conse-
quences of exceeding 1000 dynamic groups will be to reduce system
performance.

Naming Conventions Agree on a naming convention for groups and roles. This makes the
maintenance much easier, especially for large implementations. For
groups, you could, for example, use the prefixes "Granted:" and "Tar-
get:"

Meaningful Group Meaningful group and role names and role descriptions help custom-
Names, Role Names, ers to identify the correct groups and roles later during maintenance
and Role Descrip- and troubleshooting. The role descriptions should state clearly the
tions purpose of the role and not just repeat the role name. Additionally,
advise the customers that they maintain a change login the role de-
scription field. It should include the change, the date, and who made
and approved the change. The "View change history" function also
delivers this information; however, looking up the description field is
much quicker.

Governance It's key that customers define a governance on RBP as soon as possi-
ble within the project. They should define how changes to RBP will be
handled in the future: Who should be able to make changes? How can
a change be requested? Who needs to review it and needs to be in-
volved in deciding whether to make the change or not? These ques-
tions are especially important in large organizations where the de-
partments tend to be separated from each other. If one department
requests a change, this might also have an impact on other depart-
ments, so all parties need to agree on it.
Some customers may also want to introduce the concept of separa-
tion of duties for the administration of RBP. How to achieve this is de-
scribed in the Special Requirement: Separation of Duties in RBP Ad-
ministration chapter.

Run the RBP Check The RBP check tool section in this guide provides information on how
Tool to run RBP checks and maintain good system performance. This tool
provides a report that highlights all potential risks for the specific
RBP configuration settings.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

Note:
E-mail Notifications: As a Role-Based Permission (RBP) administrator, you can
now enable e-mail notification for changes to large-size permission groups. A new
Role-Based Permission Notification – Group Change e-mail template is now
available under Admin Center → E-mail Notification Template → Settings.For
additional Information on E-mail Notifications, please see: Configuring E-Mail
Notifications | SAP Help Portal

The View User Permissions function

Figure 45: View User Permission

You can easily check your work by viewing the permissions for a specific user in SAP
SuccessFactors. You can do this through Admin Center → Set User Permissions and using
the View User Permission function.
In the View User Permission page, search for a user or a user group with Advanced Search.
To view the permissions of a user, select View Permission.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

View Permission

Figure 46: View Permission

You can change the permissions for an individual, and then verify the change from the View
Permissions page.

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 Unit 4
Exercise 6
Working with Role Based Permissions

Business Example
Security Administrators must know how to create and manage permission groups and
permission roles.

1. Create a Permission Group for the Human Resources Department

2. Create a Permission Role and assign the Permission Role to a Permission Group Part 1 of 2

3. Create a Permission Role and assign the Permission Role to a Permission Group Part 2 of
2

Result
You have successfully created a permission group, a permission role, and mapped the group
to the role..

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 Unit 4
Solution 6
Working with Role Based Permissions

Business Example
Security Administrators must know how to create and manage permission groups and
permission roles.

1. Create a Permission Group for the Human Resources Department

a) Use Action Search navigate to Manage Permission Groups.

b) Click Create New.

c) Enter a new Group Name: Human Resources.

d) In Choose Group Members, under People Pool, select the category Department.

e) In the keyword search field, click on the magnifying glass to see the list of
departments.

f) Select Human Resources.

g) Click Done to save the selected department for that group.

h) Under Active Group Membership click the Update button.

i) Click the number to see the members in this group.

j) Click close.

k) Click Done to save your group.

2. Create a Permission Role and assign the Permission Role to a Permission Group Part 1 of 2
a) Use Action Search to navigate to Manage Permission Roles.

b) Click Create New.

c) Under1. Name and description in the Role Name field enter Human Resources. In the
Description field enter Human Resources Role for THR80.

d) Under 2. Permission settings click the Permission…button.

e) Under User Permissions click General User Permission and check the box Select All to
select all permissions in the General User Permission category.

f) Click Done.

3. Create a Permission Role and assign the Permission Role to a Permission Group Part 2 of
2
a) Under 3. Grant this role to…click the Add… button.

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 Lesson: Managing security using SAP SuccessFactors Role-Based Permissions (RBP)

b) Under 1: Define whom you want to grant this role permission to. click the Select…
button..

c) Select Human Resources. After selecting it, confirm it appears under Selected Items.

d) Click Done.

e) Under 2: Specify the target population whom the above granted users have permission
to access. select Everyone.

f) Click Done.

g) Click Save Changes.

Result
You have successfully created a permission group, a permission role, and mapped the group
to the role..

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Manage Security with SAP SuccessFactors Role-Based Permissions (RBP)
● Create Permission Groups
● Describe SAP SuccessFactors permission roles
● Verify the roles that grant a permission with User Role Search

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 Unit 4
Lesson 2
Using Proxy Management

LESSON OVERVIEW
In this lesson, you will learn how to manage proxies in SAP SuccessFactors.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Act as a proxy in SAP SuccessFactors
● Use Proxy tools to Assign and Remove Proxies

Function and benefits of using Proxy

Within SAP SuccessFactors, the proxy function allows one employee to act on behalf of
another. For example, if an employee will be unavailable or absent when a form is due, a proxy
can be assigned to complete the form on his/her behalf.
Proxy is used heavily by administrators. During the testing phase for a new process cycle,
using proxy allows you to view how configuration and changes will impact forms, users, and
views by proxying to multiple user accounts, eliminating the need to log out and in each time.
Proxy can also be used to troubleshoot user issues; for example, if an employee contacts an
administrator because he or she is unable to see a form, the administrator can proxy as that
user to see exactly what the employee is seeing. Additionally, administrators can use proxy to
complete actions on an employee’s behalf.

Note:
This proxy is independent from the proxy within the SAP SuccessFactors Learning
Management System (LMS). For more information on the proxy in the LMS,
please refer to the LMS training.

The proxy is the employee acting on someone's behalf; the account holder is the employee on
whose behalf the proxy is acting. For example, John will be on vacation and Sarah is assigned
to act on his behalf. John is the account holder and Sarah is the proxy. One or more proxies
can be assigned to a single account, and one employee can be assigned as a proxy for several
accounts. As an administrator, you are likely the proxy for many account holders. The proxy
can open, view, edit, and send any item to which he/she has permission as if he/she were that
account holder.

Areas of SAP SuccessFactors an employee can have access to via Proxy

Depending on the modules that your company uses, here is the list of the important areas the
proxy may have access:
● All Modules
● Total Goal Management

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

- Private Objectives
- Career Development Planning
● Reports/Dashboards
● Employee Central
● Succession Management
● Compensation
● Recruiting

Proxy Management to Assign and Remove Proxies

Administrators with proxy management rights, can assign and remove proxies for any
account, using proxy management, or proxy import. Administrators can grant other
employees permission to assign proxies through Company Settings. If allowed under
Company Settings, all employees can assign proxies for their own account.

Proxy Assignment
Administrators can assign proxies singly, or they can assign multiple proxies at one time.
Administrators must consider the following concerns when assigning proxies:
● The proxy is able to open, view, edit, and send any item in the account of the account
holder.
● The administrator can specify whether the proxy has access to the private goals of the
account holder.
● Where multiple proxies are assigned to an account, all the proxies can edit data at the
same time. In this case, the changes of the last proxy to save a document, overwrites the
changes made by all other proxies.
● The audit trail that automatically accompanies any action taken in SAP SuccessFactors
clearly indicates actions carried out by a proxy.
● Administrators can assign proxy rights to a user for specific tools, or areas of an account.
Additionally, for Performance Manager Forms, there is an option to select a specific form
template.
● Proxy rights can be time-based.

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 Lesson: Using Proxy Management

Figure 47: Grant Proxy Rights

To start the process of assigning an individual proxy from the Action Search, go to Proxy
Management
At the top of the Proxy Management page, identify the proxy and the account holder. Select
the module(s). Optionally, select the date range. Select Save.

Time-Based Proxy Assignments

By default, proxy assignments start as soon as they are created and have no end date unless
dates are specified. Proxy assignments can be restricted with a specified time range. This is
optional.
A start date and/or end date can be added. The assigned proxy can only access the target
user account during the specified time range. A time range can be set for new or existing
proxy assignments, using either Proxy Management or Proxy Import. Start and end times are
shown in reports, such as the Proxy Assignment Change audit report and stories in People
Analytics.
Start and end times are based on the local time zone of the proxy administrator who sets
them as shown in the profile.

Note:
It is not possible to add a start or end date when a proxy is assigned from the
personal user settings. Time ranges can only be added centrally by a proxy
administrator.

Proxy Removal
To delete or remove a proxy, look up the existing proxy assignment. To do this, open the
Proxy Management page and enter a username in the Look up Existing Assignments section.
When the username is not known, choose Find User... to look it up. There are different ways to
look up existing proxy assignments:
● Search for a proxy and see all of the users to whom they have access.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

● Search for an account holder and see all of the users to whom they are assigned.

Once the search is completed, the option to delete a proxy becomes available.

New Warning and Error Messages for Proxy Import

Warning and error messages are now displayed on the Proxy Import UI immediately following
an upload.When there's an error the file upload fails. When there's a warning, the file is still
uploaded successfully but the proxy relationship is not created for the rows in which there is a
warning. The messages ensure to receive immediate feedback as to any corrections that need
to be made on their file uploads.

Figure 48: New Warning and Error Messages for Proxy Import

For further information check: Creating, Editing, or Deleting Proxy Assignments with an
Import File

Proxy Import to Assign and Remove Proxies

In addition to setting and deleting proxies manually, you can upload a comma-value separated
(.csv) file to import multiple proxy assignments and deletions. Before executing this upload,
ensure that the file includes the required fields for this process. To download a blank .csv
template to ensure that this is done correctly, select Action Search → Proxy Import.
Warning and error messages are now displayed on the Proxy Import UI immediately following
an upload.
The import file validations are mapped to a corresponding warning or error, to allow for
accurate messages to be displayed to the user. These validations check for:Missing columns
in the CSV file, which results in an error if a column is missing. The standard text 'YES' not
being provided in the CSV file for at least one module, which results in a warning. Multiple user
IDs entered on a single row, which results in a warning. If there are values in the User_ID and
Proxy_ID fields in combination with the Assignment_ID_UserID and Assignment_ID_Proxy ID
fields, this will also result in a warning. When there's an error the file upload fails. When there's
a warning, the file is still uploaded successfully but the proxy relationship is not created for the
rows in which there is a warning.
Complete the interaction below to see an example of the Proxy import file.

Animation
For more information on this topic please view the animation in the lesson Using
Proxy Management in your online course.

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 Lesson: Using Proxy Management

The proxy import file contains column headers for USERID, ASSIGNMENT_ID_USERID,
PROXYID, ASSIGNMENT_ID_PROXYID, START_DATE(yyyy-MM-dd HH:mm),
END_DATE(yyyy-MM-dd HH:mm), All, Remove All, and individual module headers.
• USERID: is the account holder indentified by the User ID.
• PROXYID: is the proxy, identified by the User ID. Multiple proxies can be assigned to a single
account holder using the “|” (pipe symbol) between proxy USERIDs.
• ASSIGNMENT_ID_USERID and ASSIGNMENT_ID_PROXYID: Alternatively, employees can
be identified by Assignment ID instead of User ID. To use Assignment ID, leave USERID and
PROXYID blank and enter values in the ASSIGNMENT_ID_USERID and
ASSIGNMENT_ID_PROXYID columns instead.
• START_DATE(yyyy-MM-dd HH:mm) and END_DATE(yyyy-MM-dd HH:mm): These columns
are optional. For each row, set a time range for the proxy assignment. You can add a
START_DATE, an END_DATE, or both, in yyyy-MM-dd HH:mm format. By default, proxy
assignments start as soon as they’re created and have no end date. Use this option to restrict
proxy assignments to the specified time range.
• All: is used to assign proxy rights to all of the tools of the account holder within SAP
SuccessFactors.
• Remove All: deletes proxy rights of the user for the specified account holder. As of the 1H
2022 this includes the ability to remove proxy assignments for inactive users.
Tool headers allow assignment of proxy access by tool. To grant proxy access, enter YES in
the ALL column, or any of the specific tool columns. NO is implied by a blank field and is not
entered into the file. To remove proxy access, enter YES in the REMOVE_ALL column.

Settings to Assign and Remove Proxies

Your organization has the option of allowing users to assign their own proxies, or may lock
this feature down so that proxies can only be assigned by administrators.
This control is managed in Admin Center from Action Search → Company System and Logo
Settings. The setting name is: Disable Proxy access for users without Proxy rights.
● If checked, only administrators can grant and remove proxy access to users.
● If unchecked, each user in the organization can assign and remove their own proxies.
● As an administrator, you can also grant and remove proxy access in this case.

When the option is unchecked allowing users to assign their own proxies, an employee will
access the page to assign and remove proxies by going to the Name Menu → Settings →
Proxy. From here, the employee can Assign Proxy to allow another employee to act on his/her
behalf or Become Proxy to act as a proxy for an employee to which he/she has been granted
proxy access via Proxy Management, Proxy Import, or Assign Proxy in Settings.
When using their personal account settings, users can also restrict proxy assignments to a
specified time range when they assign a proxy to act on their behalf. They can add a start
date, an end date, or both when they assign a proxy on the Settings page. The assigned proxy
can only access their user account during the specified time range.
Many customers require that proxy assignments have an end date, for compliance purposes.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Figure 49: Assign Proxy

When selecting Become Proxy, the employee will then see a dropdown menu of users they
can proxy as.
Proxy Now
If the checkbox within Proxy Management, Enable Advanced Proxy Management (Proxy Now
and Proxy Import is checked, a user with proxy rights will also be able to access proxy via the
Name Menu.
Additional Information can be found in the following guide on the SAP Help Portal:
Managing and Using Proxy Assignments

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 Unit 4
Exercise 7
Assign and Delete a Proxy

Business example
Proxy access can be assigned by administrators or end users to allow employees to perform
tasks in an instance on behalf of other employees.
In this exercise, you assign a proxy to act on behalf of Manny Manager and define which
modules the proxy can access in the account. You also change the proxy setting for the
company.

Simulation: Assign and Delete a Proxy

For more information on Assign and Delete a Proxy, please view the simulation in
the lesson Using Proxy Management in your online course.

1. Assign a HR Coordinator as a proxy to act on behalf of the user Manny Manager.

2. Choose which modules that the proxy can access on behalf of Manny Manager and define
the date range.

3. Verify the proxy setting for the company.

4. Test the proxy assignment.

5. Check the Company Settings for Proxy.

6. Delete the proxy.

Result
You can now assign proxy access to various modules for specific date ranges and test those
assignments.

Note:
The HR Coordinator may still proxy as Manny Manager because of the Proxy
Management permission in RBP.

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 Unit 4
Solution 7
Assign and Delete a Proxy

Business example
Proxy access can be assigned by administrators or end users to allow employees to perform
tasks in an instance on behalf of other employees.
In this exercise, you assign a proxy to act on behalf of Manny Manager and define which
modules the proxy can access in the account. You also change the proxy setting for the
company.

Simulation: Assign and Delete a Proxy

For more information on Assign and Delete a Proxy, please view the simulation in
the lesson Using Proxy Management in your online course.

1. Assign a HR Coordinator as a proxy to act on behalf of the user Manny Manager.

a) Use Action Search to navigate to Proxy Management.

b) In the field: Who will act as the proxy (username), select Find user and enter
Coordinator in the last name field.

c) Select Search.

d) Select the radio button next to HR Coordinator.

e) Choose Select User

f) Select Find User.

g) In the field: What account holder will the proxy act on behalf of (username), select the
Find User button and in the Last Name field, enter Manager.

h) Select Search.

i) Select the radio button next toManny Manager.

j) Choose Select User.

2. Choose which modules that the proxy can access on behalf of Manny Manager and define
the date range.
a) On the Proxy Management page under Grant Proxy Rights: Grant rights to the following
modules/tabs: select the checkbox next to All Modules.

b) In the Start: field, select today’s date, do not change the time and click OK.

c) In the End: field, select the last date of the current month, do not change the time and
click OK..

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 Lesson: Using Proxy Management

d) Below the Start: and End: fields click Save.

e) In the confirmation dialog box click OK.

3. Verify the proxy setting for the company.

a) On the Proxy Management screen, in the Change the proxy settings for the company
section, make sure that the option Always enable proxy lookup is enabled. NOTE: This
setting is only necessary if you're not using the employee directory feature. If you
already use the employee directory, it has no effect.

b) Make sure that the option Enable Advanced Proxy Management (Proxy Now and Proxy
Import) is enabled.

c) Select Save Proxy Settings.

4. Test the proxy assignment.

a) Under the User Menu for HR Coordinator select Settings.

b) Under Settings, select Proxy.

c) SelectBecome Proxy. Notice the only option available is Manny Manager since that is
the only proxy assignment made earlier. Select Go and then OK.

d) Select the main menu and notice that Admin Center is not available since Manny
Manager does not have that access.

e) Select the User Menu again and Settings.

f) Select the option toBecome Self.

5. Check the Company Settings for Proxy.

a) Action Search: Company Systems and Logo Settings: Check that the option: Disable
Proxy access for users without proxy rights is not enabled.

b) Name Menu → Settings → Proxy. Make sure that you can also Assign a proxy by using
the Proxy Settings in the Name menu.

6. Delete the proxy.

a) Select Proxy Management.

b) In the look up Existing Assignments section and for the Account holder (username),
use the Find User... link to select Manny Manager.

c) Select Search for Proxy.

d) Select the name of the HR coordinator.

e) Select the Delete button.

Result
You can now assign proxy access to various modules for specific date ranges and test those
assignments.

Note:
The HR Coordinator may still proxy as Manny Manager because of the Proxy
Management permission in RBP.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Act as a proxy in SAP SuccessFactors
● Use Proxy tools to Assign and Remove Proxies

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 Unit 4
Lesson 3
Managing Company Systems, Logo settings,
and Platform Feature Settings

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Manage Company System Settings in the Admin Center

Commonly used Company System settings in Admin Center

You can configure several features of SAP SuccessFactors using Company System and Logo
Settings. These settings apply to all users in your organization. Although this may seem
similar to permissions, you are not actually granting or revoking access to areas of the
software, you are simply turning features on or off for your users.
Changing company system settings is simple. From Admin Center, navigate to Company
Settings → Company System and Logo Settings. Once there, you have many settings to work
with, and changing them is as simple as checking/unchecking the appropriate box.

Animation
For more information on this topic please view the animation in the lesson
Managing Company Systems, Logo settings, and Platform Feature Settings in
your online course.

Table 4: Commonly Used Company System Settings

Settings Description
Allow Manager Access to a Document’s Revi- As forms are modified and moved through
sion History the workflow in SAP SuccessFactors, an au-
dit trail is created. With this option selected,
only the manager can view the FULL history
of changes on the form, and employees are
only able to see the history of their own
changes.
Disable Product Feedback in Page Header Users can take part on a survey on certain
pages, about 3–5 times a year, if this setting
is enabled.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

Disable Proxy Access for Users without If your company chooses to only let adminis-
Proxy Rights trators make proxy assignments, this option
should be selected. If you wish to allow users
to assign their own proxies, leave this un-
checked. That is, users will be able to assign
their own proxies.
General Display Name Enabled by Default for If that option is enabled and you’ve config-
New Customers ured the Name Format for General Display
field in Legal Entity and enabled the Enable
the name format selected in Configure Peo-
ple Profile to apply globally, you can now see
the name format that you’ve configured on
UI pages of features that have adopted gen-
eral display name in Learning as well.
Enable Case-Insensitive Usernames (Note: With this setting it is possible to manage the
After you enabled case-insensitive user- case sensitivity of usernames in your compa-
names, this option will grey out, and you can ny system. You can also ensure a smoother
not disable it anymore.) integration with SAP Identity Authentication
Service (IAS) or other third parties that don't
use case-sensitive usernames.
Enable fuzzy search function for People Fuzzy search allows users to find an employ-
Search ee by a search term that has one-character
difference from the target employee name.
Enable HTML E-mail Notifications This allows SAP SuccessFactors to send for-
matted messages to users. This message is
also sent in Plain Text so it can be read by
mobile users or by users who have not al-
lowed HTML messages.
Enhanced screen reader support and key- Special settings make the SAP SuccessFac-
board navigation. tors HXM Suite easier for some people to
use, according to their personal needs. If this
setting is enabled, the two options are always
enabled (so ready to use) in the name menu/
settings/accessibility.
Everyone Can Access a Document's Revision As forms are modified and moved through
History the workflow in SAP SuccessFactors, an au-
dit trail is created. With this option selected,
all roles who participated in form actions can
access the full history of changes on the
form.
Hide Global Navigation Menu (Module Pick- This option allows to hide the Global Naviga-
er) tion menu from the common header area of
your SAP SuccessFactors system. This ena-
bles you to make your SuccessFactors sys-
tem more consistent with other SAP Cloud
solutions.

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 Lesson: Managing Company Systems, Logo settings, and Platform Feature Settings

Integration with Outlook Calendar This allows users to add reminders associat-
ed with goals and forms to their Outlook Cal-
endar directly from SAP SuccessFactors by
selecting an e-mail icon.
Sanitize all rich text inputs If this feature is enabled, the user input gen-
erated through rich text editors will be sani-
tized and the content that is detected harm-
ful cannot be saved.
Show Custom Relationships in Company Or- If you have imported matrix or customer
ganization Chart (for Company Organization managers and set "ORG_CHART_DISPLAY"
Chart, Home Page, and Mobile People Pro- to "TRUE" for those managers, after you ena-
file) ble this option, matrix and custom relation-
ships display in the Company Organization
Chart, Home Page, and People Profile. To
learn how to import matrix and custom man-
agers, you can look at the Managing User In-
formation guide from the SAP Help Portal.
Show inactive user in people search (requires Both inactive and active users appear in the
Role-based Permissions) search results for different module pages
when "Show inactive user in people search
(requires Role-based Permissions)" is ena-
bled.
Show icons and use alphabetical order in the If enabled the main navigation menu will ap-
main navigation menu pear in an alphabetical order and show icons.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

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 Unit 4
Exercise 8
Change instance-wide settings by using
Company System and Logo Settings or
Platform Feature Settings

Business Example: In this exercise you will find out how to enable and disable settings
instance-wide.

1. “Hide the Global Navigation Menu (Module Picker)” and disable “Show icons and use
alphabetical order in the main navigation menu”.

2. Hide Username in the UI

Result
You have enabled and disabled settings instance-wide.

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 Unit 4
Solution 8
Change instance-wide settings by using
Company System and Logo Settings or
Platform Feature Settings

Business Example: In this exercise you will find out how to enable and disable settings
instance-wide.

1. “Hide the Global Navigation Menu (Module Picker)” and disable “Show icons and use
alphabetical order in the main navigation menu”.
a) Log into your instance and find the main menu available in an alphabetical order and
with icons.

b) Use Action Search to navigate to Company Systems and Logo Settings.

c) Use Ctrl+F to search for: “Hide Global Navigation Menu (Module Picker)”.

d) Enable “Hide Global Navigation Menu (Module Picker)” by checking the box in front of
that item.

e) Scroll down to the end of the page and click on Save Company System Setting.

f) Note that after saving the setting, the main menu is not available anymore.

g) Use Ctrl+F to search for: “Hide Global Navigation Menu (Module Picker)”.

h) Disable “Hide Global Navigation Menu (Module Picker)” by checking the box in front of
that item.

i) Scroll down to the end of the page and click on Save Company System Setting.

j) Note that after saving the setting, the main menu is available again.

k) Use Ctrl+F to search for: “Show icons and use alphabetical order in the main
navigation menu”.

l) Disable “Show icons and use alphabetical order in the main navigation menu”.

m) Scroll down to the end of the page and click on Save Company System Setting.

n) To test your settings, click on the main menu and note that the alphabetical order and
the icons in the main menu is gone.

2. Hide Username in the UI

a) Log into your instance and click on the Name Menu. Note that for the HR Coordinator
also the username is shown in brackets (admin).

b) Use Action Search to navigate to Platform Feature Settings.

c) Use Ctrl+F to search for “Hide Username in the UI”.

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 Lesson: Managing Company Systems, Logo settings, and Platform Feature Settings

d) Enable “Hide Username in the UI” by checking the box in front of that item.

e) Scroll down to the end of the page and click on Save and in the Message Box on OK.

f) Click on the Name Menu and on Log Out.

g) To test your settings , log back into your instance and click on the Name Menu. Note
that for the HR Coordinator no username is shown anymore.

Result
You have enabled and disabled settings instance-wide.

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Unit 4: Setting up Permissions and system wide features in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Manage Company System Settings in the Admin Center

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 Unit 4

Learning Assessment

1. The US HR Department is an example of a permission group with multiple conditions.

Determine whether this statement is true or false.

X True

X False

2. Are permission roles fairly easy to set up?

Choose the correct answer.

X A No, permission roles are very complex.

X B Yes, permission roles are very easy to set up and do not require much
consideration.

X C Yes, permission roles are fairly easy to set up when the company’s roles have been
considered and the question of who should have access to specific types of data have
been addressed.

3. Which statement best describes a permissions role?

Choose the correct answer.

X A A permission role determines the group of users an individual can access.

X B A permission role determines what a user can access and execute.

X C A permission role defines the management level of the employee.

4. By default, when administrators assign proxy assignments start as soon as they are
created and they automatically end one month after. Determine whether this statement is
true or false.
Choose the correct answer.

X A True

X B False

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Unit 4: Learning Assessment

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 UNIT 5 Performing Administrator tasks
in SAP SuccessFactors

Lesson 1
Using Admin Alerts 111
Exercise 9: How to use an Admin Alert 113

Lesson 2
Using Check Tool to validate configuration 116
Exercise 10: Verify Permissions with the Configuration Check Tool 119

Lesson 3
Modifying System Access Settings 124
Exercise 11: Password and Login Policy Settings, Reset Passwords and Reset User 127
Account

Lesson 4
Defining Jobs in the Schedule Job Manager 131
Exercise 12: Use Scheduled Job Manager 135

Lesson 5
Running the Execution Manager 139
Exercise 13: How to use the Execution Manager 141

Lesson 6
Using the Upgrade Center 145
Exercise 14: Upgrade the system and save an upgrade item for later 149

UNIT OBJECTIVES

● Use Admin Alerts

● Verify that the configuration is valid using the Configuration Check Tool
● Modify password and login policy settings
● Work with Schedule Job Manager

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

● Deploy the Execution Manager

● Use navigation tools to access the Upgrade Center

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 Unit 5
Lesson 1
Using Admin Alerts

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Use Admin Alerts

Admin Alerts
To use this feature, you need the Administrator Permissions → Admin Alerts → Configure
Alert Types permission.
You can now configure the system to automatically acknowledge (auto-acknowledge) specific
admin alerts after a defined amount of time.
For some admin alert types, the module specific applications have enabled the feature to
acknowledge alerts. This is applicable for the following alert types:
● Time Valuation
● Periodic Time Account Update
● Employee Time Calendar Creation
● Termination End Handling Alert
● Processing Paired Time Events for Time Sheet
● Absence Segmentation
● Reallocate Absences
● Time Collector

For these alert types, you can now define an amount of time after which an alert is
acknowledged automatically (auto-acknowledged). The applications define a maximum value
after that, an alert is auto-acknowledged.
Up to the maximum value, you can configure the system individually with an amount of time
specific to your requirements. After that, an alert is set to auto-acknowledged.

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Figure 50: Admin Alerts

In the current version, the alert table includes an Auto-Acknowledged column. In the
Configure Alert Type popup, you can now set the number of days after which alerts are auto-
acknowledged. There's also a Retract Acknowledgment feature that you can use to revoke the
auto-acknowledgment.

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Exercise 9
How to use an Admin Alert

Business example
Company administrators need to know how to track and resolve system issues using Admin
Alerts.

1. Access Admin Alerts and configure alert options.

Result
You now know how to access and configure Admin Alerts.

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 Unit 5
Solution 9
How to use an Admin Alert

Business example
Company administrators need to know how to track and resolve system issues using Admin
Alerts.

1. Access Admin Alerts and configure alert options.

a) Use Action Search to navigate to Admin Alerts.

b) In the Admin Alert Type field select MDF Data Volume – Picklist Values (0).

c) Select Subscribe to Emails.

d) Select Set All To… and select Daily.

e) Click OK.

f) Select Information and review the Description field for this type of alert.

g) Click Close.

Result
You now know how to access and configure Admin Alerts.

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 Lesson: Using Admin Alerts

LESSON SUMMARY
You should now be able to:
● Use Admin Alerts

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 Unit 5
Lesson 2
Using Check Tool to validate configuration

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Verify that the configuration is valid using the Configuration Check Tool

Using the Configuration Check Tool

If your SAP SuccessFactors applications are behaving in unexpected ways, it is likely that it
has a configuration or data conflict: you have some data that is inconsistent or a configuration
error. The check tool quickly identifies these types of problems so that you can avoid support
tickets. You might still need to create a support ticket if the problem is severe, but even in
severe cases, the check tool can save you time because it can export the results of the check
and your configuration for support. The support engineer, therefore, can identify the issue
more quickly.
The history of check results is retained and users can review the history of check runs in the
Check Tool user interface.
In addition to that, the Check Tool can generate a list of all available checks. This is available
via the help feature in the Check Tool and provides a high-level summary of all checks. It is not
limited to the checks a user has access to.
The checks are now grouped on tabs according to the check type they belong to. Each check
type follows a specific purpose:
● System Health: Checks that run periodically in the system and that require no input
parameters.
● Validation: Checks that need one or more input parameters to run, for example, a specific
template, user, or time frame.
● Migration: Checks that migrate features.

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 Lesson: Using Check Tool to validate configuration

Figure 51: Configuration Check Tool

Why is it important?
This list provides a useful in-product support documentation summary for any user wanting
to understand the full capabilities of the Check Tool. No information is provided to the user
that would not normally be shared via standard SAP help documentation channels.

Quick Fixes in Check Tool

You can run Quick Fixes in Check Tool for issues found by checks with parameters. These
checks are included in the Validation tab. The available checks with parameters, that include
Quick Fix are:

Module Check ID
User Management PurgeECDataForExternalLearnersCheckExecutor
Time Off TimeAccountAccrualWithEmptyPeriodIds
To-Do Foundation ReportTimestampInconsistenciesForTodos
To-Do Foundation ReportTodoEntryNotDecorated
Onboarding ONB2CheckProcessTriggerObjectExists

As a prerequisite please have the following Role-Based Permissions in the Check Tool
enabled:
● Access Check Tool
● Allow Configuration Export
● Allow Check Tool Quick Fix

The Quick Fix button is displayed under Proposed Solution, on the Result tab. Selecting the
Quick Fix starts a 3-step-wizard to initiate the automated fix.

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Figure 52: Quick Fix Check Tool

For further information check: Using the Quick Fix Feature.

Permissions for the Configuration Check Tool

The Configuration Check Tool has its own permissions.
The specific permissions are:
● The Access Check Tool permission authorizes users to access the tool.
● The Allow Configuration Export permission authorizes users to attach configuration
information to a ticket in cases where they need to create one.
● The Allow Check Tool Quick Fix permission authorizes users to fix configuration and data
issues.

To set the required permissions, go to the Admin Center and select Set User Permissions →
Manage Permission Roles. Select the role for which you want to maintain the permission,
choose Permission, then scroll down until you see the Check Tool role. Make the appropriate
settings.

Video: Run a Check in the Check Tool

For more information on Run a Check in the Check Tool, please view the video in
the lesson Using Check Tool to validate configuration in your online course.

Watch the 'Run a Check in the Check Tool' video for an in-depth explanation.

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 Unit 5
Exercise 10
Verify Permissions with the Configuration
Check Tool

Business example
Some of your colleagues are reporting errors when running ad-hoc reports. Your task is to
troubleshoot and resolve the issue or raise a ticket.

Simulation: Verify Permissions with the Configuration Check Tool

For more information on Verify Permissions with the Configuration Check Tool,
please view the simulation in the lesson Using Check Tool to validate
configuration in your online course.

Before you start, make sure you have the required permissions to access the Configuration
Check tool as described in previous lesson. If needed, add permissions to the Administrators
group. Remember: Once permissions are added, you will need to log out and log back in to the
system for changes to take effect.

1. Access the Check Tool.

2. Run the check of your Role-Based Permissions.

3. Look at the detailed results and decide what next steps to take.
Result
On completion of the check, the Configuration Check tool displays results.
The results can be any of these:

● No inconsistencies found. All checks have successfully passed.

● X inconsistencies found, where "X" is the number of inconsistencies. In cases where

inconsistencies are found, you see either a yellow warning icon or a red alarm icon.

● The yellow icon is a warning that something not too serious is wrong. The system
proposes a solution.

● The red icon indicates that the problem is serious. You must take action, which might
include creating a Support ticket.

If creating a customer incident make sure it is under the relevant category, and do provide
the component value you copied from the Need Assistance? section as shown below:

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Figure 53: Detailed Results

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 Unit 5
Solution 10
Verify Permissions with the Configuration
Check Tool

Business example
Some of your colleagues are reporting errors when running ad-hoc reports. Your task is to
troubleshoot and resolve the issue or raise a ticket.

Simulation: Verify Permissions with the Configuration Check Tool

For more information on Verify Permissions with the Configuration Check Tool,
please view the simulation in the lesson Using Check Tool to validate
configuration in your online course.

Before you start, make sure you have the required permissions to access the Configuration
Check tool as described in previous lesson. If needed, add permissions to the Administrators
group. Remember: Once permissions are added, you will need to log out and log back in to the
system for changes to take effect.

1. Access the Check Tool.

a) Use the Action Search to navigate to Check tool.

2. Run the check of your Role-Based Permissions.

a) From the Application dropdown, select the Role-Based Permissions to run a check for.

b) The list of checks is automatically updated depending on the application selected.

c) Select all of the rows.

d) Choose run X checks on the bottom right.

Note:
You can run as many checks as you want. The Run Checks button at
bottom right gets updated to tell you how many you have selected.

3. Look at the detailed results and decide what next steps to take.
Result
On completion of the check, the Configuration Check tool displays results.
The results can be any of these:

● No inconsistencies found. All checks have successfully passed.

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

● X inconsistencies found, where "X" is the number of inconsistencies. In cases where

inconsistencies are found, you see either a yellow warning icon or a red alarm icon.

● The yellow icon is a warning that something not too serious is wrong. The system
proposes a solution.

● The red icon indicates that the problem is serious. You must take action, which might
include creating a Support ticket.

If creating a customer incident make sure it is under the relevant category, and do provide
the component value you copied from the Need Assistance? section as shown below:

Figure 53: Detailed Results

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 Lesson: Using Check Tool to validate configuration

LESSON SUMMARY
You should now be able to:
● Verify that the configuration is valid using the Configuration Check Tool

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 Unit 5
Lesson 3
Modifying System Access Settings

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Modify password and login policy settings

Adjust Password Policy Settings

Administrators have the ability to customize the login, help, and login help UI for their
instance. To make changes to the Login settings, select Company Settings → Password &
Login Policy Settings.
Forgotten Password Policy Settings
Enable the forgot password feature and select the option for resetting the user's password
without admin intervention. By enabling this feature, users will be able to reset their password
by:
● Receiving a link to reset their password via the e-mail associated with their login ID.
Additionally, you may permit users to provide an e-mail to send the password link to.
● Resetting the password by answering security questions prior to providing a link to reset
their password via the e-mail associated with their login.
● Resetting the password by answering security questions prior to providing a link to reset
their password. This option redirects users to the security question page to reset their
password after answering the security questions correctly.

To create security questions for the user to respond to, select the Manage security questions
link.
Complete the interaction below to see other options to adjust the Password Policy Settings.

Animation
For more information on this topic please view the animation in the lesson
Modifying System Access Settings in your online course.

Other options to adjust password policy settings

With the option Password Expiration for Long Time Unused Passwords, administrators can
expire passwords that have not been used to log into the system for longer than a defined
period. This is defined in years. Choose N/A to disable this option.
With the option Enable CAPTCHA for the Forgot Password page, the administrators can
specify how many consecutive attempts of resetting passwords from the Forgot Password
page are allowed within one minute. After the threshold is reached, the system prompts a

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 Lesson: Modifying System Access Settings

CAPTCHA. To disable this option, select N/A from the dropdown. This option was created to
prevent the potential risk of flooding e-mails to users or e-mail servers.

Figure 54: Additional Options for Password & Login Policy Settings

Control the login features and assistance available

The Manage security questions… link on the Password & Login Policy Settings page provides a
library of the security questions and settings to make available to users to reset their
password.
Using this page, administrators can do the following:
● Select how many questions the user must answer correctly before they are able to reset
their password.
● Select from a list of pre-populated System Security Questions and language.
● Select Add New Question to create your own security questions.

Forgotten Username Policy Settings

Enable the forgot username feature to allow users to retrieve their username via the e-mail
associated with their log in.
You can set expiration of password links in welcome emails.

Figure 55: Label Enhancement of Setting Expiration of Password Link in Welcome Emails

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 Unit 5
Exercise 11
Password and Login Policy Settings, Reset
Passwords and Reset User Account

Business Example
Company administrators need to know how to modify Password & Login Policy Settings as
outlined in the Managing User Information guide on the SAP Help Portal. This can speed up
testing and development cycles in development and training environments even if these
settings are not used in production environments. Company administrators also need to be
able to reset user passwords to test changes made in Password & Login Policy Settings.

Note:
If you are performing exercises using a system provided via Learning System
Access, please do not perform the Modify Password Settings portion of this
exercise. Doing so will force a reset of all user passwords including the admin user
and this will disrupt access to your Learning System.

Task 1: Attempt to Reset User Passwords

1. Use Reset User Passwords to attempt to reset the password for Alex Anderson to
Password1. Confirm that this password does not meet password policy requirements.

Task 2: Modify Password Settings

1. Modify Settings in Password & Login Policy Settings Disable Minimum and Maximum
Password Ages. Disable Maximum Successive Failed Login Attempts.

Task 3: Try again to Reset User Passwords

1. Use Reset User Passwords to reset the password for Alex Anderson to Password 1.

Task 4: Test the change and confirm

1. Test the change and confirm that Alex is asked to change the password on initial login.

Result
You now know how to configure Password and Login Policy Settings and how to reset a user
password.

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 Unit 5
Solution 11
Password and Login Policy Settings, Reset
Passwords and Reset User Account

Business Example
Company administrators need to know how to modify Password & Login Policy Settings as
outlined in the Managing User Information guide on the SAP Help Portal. This can speed up
testing and development cycles in development and training environments even if these
settings are not used in production environments. Company administrators also need to be
able to reset user passwords to test changes made in Password & Login Policy Settings.

Note:
If you are performing exercises using a system provided via Learning System
Access, please do not perform the Modify Password Settings portion of this
exercise. Doing so will force a reset of all user passwords including the admin user
and this will disrupt access to your Learning System.

Task 1: Attempt to Reset User Passwords

1. Use Reset User Passwords to attempt to reset the password for Alex Anderson to
Password1. Confirm that this password does not meet password policy requirements.
a) Use Action Search to navigate to Reset User Passwords.

b) If not already selected, select the option Reset individual user password (with supplied
password).

c) In the First Name field enter Alex and wait for the option of Alex Anderson to appear
in yellow. Select that option and confirm all 4 fields are populated with Alex’s data. Or
you can type A in the First Name field and click Search Users to get the same result.

d) In the results table, select the radio button in the row for Alex Anderson.

e) In the New Password field type Password1 and in the Confirm Password field type the
same.

f) Click Reset User Password.

g) Confirm you get the following message in red: Password entered does not meet the
password policy requirements or does not match the confirm password. Please try
again.

Task 2: Modify Password Settings

1. Modify Settings in Password & Login Policy Settings Disable Minimum and Maximum
Password Ages. Disable Maximum Successive Failed Login Attempts.

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 Lesson: Modifying System Access Settings

a) Use Action Search to navigate to Password & Login Policy Settings.

b) Change Minimum Password Age to -1.

c) Change Maximum Password Age to -1.

d) Change Maximum Successive Failed Login Attempts to 0.

e) Change Enable password history policy to 2.

f) Scroll to the bottom of the page and click Set Password & Login Policy.

g) Confirm you get the following message in green near the top of the page: Password &
Login Policy Saved.

Task 3: Try again to Reset User Passwords

1. Use Reset User Passwords to reset the password for Alex Anderson to Password 1.
a) Use Action Search to navigate to Reset User Passwords.

b) If not already selected, select the option Reset individual user password (with supplied
password).

c) In the First Name field enter Alex and wait for the option of Alex Anderson to appear in
yellow. Select that option and confirm all 4 fields are populated with Alex’s data. Or you
can type A in the First Name field and click Search Users to get the same result.

d) In the results table, select the radio button in the row for Alex Anderson.

e) In the New Password field type Password1 and in the Confirm Password field type the
same.

f) Click Reset User Password.

g) Confirm you get the following message in green: The number of users whose
passwords have been reset is 1.

h) If you get the same error message from Task 1, repeat the process and use
Password2. Continue this process with successive passwords (Password3,
Password4, etc.) until you are able to reset the password successfully. After the first
successful reset, use the next successive password to reset your password for the
second time. After the second successful reset, reset your password back to
Password1.

i) If the previous step fails, repeat Task 2 and then repeat Task 3

Task 4: Test the change and confirm

1. Test the change and confirm that Alex is asked to change the password on initial login.
a) Select the name menu in the upper right corner of the page and select Log Out.

b) Re-login with the Username aaaa and Password Password1.

c) When prompted to change your password enter Password2.

d) Select the name menu in the upper right corner of the page and select Log Out.

Result
You now know how to configure Password and Login Policy Settings and how to reset a user
password.

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Modify password and login policy settings

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 Unit 5
Lesson 4
Defining Jobs in the Schedule Job Manager

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Work with Schedule Job Manager

Scheduled Job Manager

A scheduled job is a background task or process that's scheduled to run at given time. A job
scheduler allocates system resources and manages the job queue so that jobs are executed
efficiently.
Scheduled jobs are used for system integrations, such as importing or exporting employee
data, and for batch processing, such for the daily execution of business rules. Jobs can be run
automatically generated by the system or manually scheduled. If a job takes too long or fails,
you can use the job monitor to check the status or view the troubleshooting information.
SAP SuccessFactors provides the following tools for managing and monitoring scheduled
jobs:
● Scheduled Job Manager is available in the Admin Center. It enables you to create, manage,
and monitor some scheduled jobs, for supported job types, without contacting Product
Support.
● Managing Job Scheduler is available in the Provisioning application. It enables Provisioning
users, to create, manage, and monitor scheduled jobs for all job types

Note:
As a customer, you don't have access to Provisioning. To complete tasks in
Provisioning, contact your implementation partner or Account Executive. For any
non-implementation tasks, contact Product Support.

Scheduled Job Manager isn't intended to fully replace all of the functionality in Provisioning.
It's only intended to provide customer administrators with self-service access to some job
types, for some actions. We continue to add support for more job types over time, but some
job types are only available in Provisioning. To view a list of job types that support monitoring,
go to the Job Monitor tab and open the Job Type menu. If the job type you're looking for isn't
listed, contact Product Support.

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Figure 56: Scheduled Job Manager and Job Monitor Tab

Figure 57: Scheduled Job Manager and Job Scheduler Tab

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 Lesson: Defining Jobs in the Schedule Job Manager

Figure 58: Scheduled Job Manager - Create Job Request

Scheduled Job Manager doesn't support terminating or interrupting jobs. Also, available
actions vary for each supported job type. For example, for some job types you can create and
submit a job request, but you can't run the job immediately. For other job types, you can only
monitor the job execution, but the job itself has to be set up initially in Provisioning.
For additional information please see the Managing Scheduled Jobs guide on the SAP Help
Portal.

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 Unit 5
Exercise 12
Use Scheduled Job Manager

Business Example
Company administrators need to know how to schedule and monitor various jobs using
Scheduled Job Manager as outlined in the Managing Scheduled Jobs guide on the SAP Help
Portal.

Task 1: Create a Job Request

1. Use the Scheduled Job Manager and Job Scheduler to create a Job Request of type
Business Configuration Audit Job for the Object Type Standard Element.

Task 2: Run the jobs

1. Use the Scheduled Job Manager and Job Scheduler to run the job now.

Task 3: Monitor the jobs and download the results

1. Use the Scheduled Job Manager and Job Monitor to monitor the job, download the results
and review them.

Task 4: Modify the Business Configuration Audit Job.

1. Use the Scheduled Job Manager and Job Scheduler to modify the Business Configuration
Audit Job.

Result
You now know how to schedule and monitor various jobs using Scheduled Job Manager.

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 Unit 5
Solution 12
Use Scheduled Job Manager

Business Example
Company administrators need to know how to schedule and monitor various jobs using
Scheduled Job Manager as outlined in the Managing Scheduled Jobs guide on the SAP Help
Portal.

Task 1: Create a Job Request

1. Use the Scheduled Job Manager and Job Scheduler to create a Job Request of type
Business Configuration Audit Job for the Object Type Standard Element.
a) Use Action Search to navigate to Scheduled Job Manager and select the Job Scheduler
tab.

b) Select +Create Job Request.

c) Enter the following details for the Job Definition section:

Field Value
Job Name Business Configuration Audit Job

Job Type Business Configuration Audit Job

Job Owner HR Coordinator
Job Parameters Object Type: Standard Element
Audit Period End Date: Current Date

d) Enter the following details for the Job Occurrence section:

i. Occurrence: Recurring

ii. Recurrence Pattern: Daily

iii. Start: Select tomorrow’s date.

iv. End: Select the day after tomorrow’s date.

e) Enter the following details for the Notification section:

Recipients: enter your email in the available field.

f) Click Submit

Task 2: Run the jobs

1. Use the Scheduled Job Manager and Job Scheduler to run the job now.

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 Lesson: Defining Jobs in the Schedule Job Manager

a) Use Action Search to navigate to Scheduled Job Manager and select the Job Scheduler
tab.

b) In the Actions column, click the Actions button and select Run It Now.

c) Click OK.

Task 3: Monitor the jobs and download the results

1. Use the Scheduled Job Manager and Job Monitor to monitor the job, download the results
and review them.
a) Use Action Search to navigate to Scheduled Job Manager and select the Job Monitor
tab.

b) In the Job Name column look for Business Configuration Audit Job. If you do not see it,
wait one minute and click the Go button in the upper right corner or refresh the
browser.

c) Once the job appears go to the Actions column for the job and select View Details.

d) On the Run Details window, select Download Status to download a csv file with details
about the job. It will be titled jobResponse plus a number like jobResponse2121.

e) Open the file in Excel or other application that handles csv files and review the content
in column F. We will work with Standard Elements again in a future exercise.

Task 4: Modify the Business Configuration Audit Job.

1. Use the Scheduled Job Manager and Job Scheduler to modify the Business Configuration
Audit Job.
a) Use Action Search to navigate to Scheduled Job Manager and select the Job Scheduler
tab.

b) In the Actions column, click the Actions button and select Cancel.

c) Click OK.

d) In the Actions column, click the Actions button and select Edit.

e) In the Job Parameters: Object Type select Custom Filters.

f) Click Submit.

g) Optional: repeat Tasks 2 and 3 and review columns J and R in the csv file.

Result
You now know how to schedule and monitor various jobs using Scheduled Job Manager.

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Work with Schedule Job Manager

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 Unit 5
Lesson 5
Running the Execution Manager

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Deploy the Execution Manager

Execution Manager
The Execution Manager Dashboard shows you the status of scheduled jobs and integrations
to quickly identify and troubleshoot errors.
You can view the number of jobs and integrations that have occurred in the past twenty-four
hours, seven days, or fifteen days and whether they resulted in success or error. The
Execution Manager logs are retained for a duration of 15 days, by default. Logs that are older
than the retention period are automatically removed from the system. Execution Manager is
included as part of Next Gen Admin. It doesn’t need to be enabled separately, but you do need
to grant the appropriate permissions.

Figure 59: Execution Manager

Integration Center Tab

The integration center enables HR business analysts to build, deploy, and monitor simple file-
based outbound integrations. You can build integrations quickly and easily through a guided
workflow. Predefined templates are available and you can also create your own templates.
The Execution Manager shows you the status of custom integrations built in the integration
center. You can view the status of recent outbound integrations on the Integration Center tile

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

on the Admin Center page.On the Execution Manager page, you can select a time frame and
see how many successful or failed custom integrations occurred during that time frame. You
can view the exact date and time of execution and other event details, to help you
troubleshoot any errors.
Scheduled Job Tab
You can view the status of recent jobs on the Scheduled Jobs tile on the Admin Center page.
On the Execution Manager page, you can select a time frame and see how many successful or
failed jobs occurred during that time frame. You can view the exact date and time of execution
and other event details, to help you troubleshoot any errors.
Middleware Integrations Tab
You can view the status of middleware integrations on this tab. Middleware integrations allow
for communications between disparate systems and SuccessFactors uses OData APIs.
Pre-Delivered Integrations Tab
When the endpoint is triggered for an event subscription which is created in Event
Subscription Management or Intelligent Services Center, you can monitor the integration in
Execution Manager under the Pre-Delivered Integrations tab. You can check using the name
of the event subscription. Along with external event integrations, you can also monitor other
real-time integrations under the Pre-Delivered Integrations tab.
For more information see the Using Admin Center guide on the SAP Help Portal.

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 Unit 5
Exercise 13
How to use the Execution Manager

Business Example
Company administrators need to know how to monitor and manage notifications in Execution
Manager for Integration Center, Scheduled Job, Middleware Integrations and Pre-Delivered
Integrations as outlined in the Using Admin Center guide on the SAP Help Portal.

Use the Execution Manager to monitor scheduled jobs and to manage notifications.

1. Use the Execution Manager to monitor scheduled jobs.

2. Use the Execution Manager to manage notifications.

Result
You now know how to monitor and manage notifications in Execution Manager.

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 Unit 5
Solution 13
How to use the Execution Manager

Business Example
Company administrators need to know how to monitor and manage notifications in Execution
Manager for Integration Center, Scheduled Job, Middleware Integrations and Pre-Delivered
Integrations as outlined in the Using Admin Center guide on the SAP Help Portal.

Use the Execution Manager to monitor scheduled jobs and to manage notifications.

1. Use the Execution Manager to monitor scheduled jobs.

a) Use Action Search to navigate to Execution Manager Dashboard and in the left
navigation select Scheduled Job tab. Then select the MONITOR tab.

b) In the Timeframe field select Last 24 hours.

c) In the Process Definition Identifier field select BCUIAudit.

d) In theProcess State field select Completed Successfully.

e) Select the green bar representing the first job you ran in the previous exercise Using
Scheduled Job Manager.

f) In the table of results click the > to navigate to Event Details.

g) On the Event Details page click the down arrow on the upper right to download a csv
file with the details of this Business Configuration Audit Job. It will be titled eventLog_
plus a number like eventLog_5570.

h) Open the file in Excel or other application that handles csv files and review the content.

i) Select the < next to Event Details to return to the Execution Manager main page.

2. Use the Execution Manager to manage notifications.

a) Use Action Search to navigate to Execution Manager Dashboard and in the left
navigation select Scheduled Job tab. Then select the MANAGE NOTIFICATION tab.

b) In the Process Type field select Completed Successfully and In Progress.

c) In the Email field enter your email.

d) Set the toggle switch to ON.

e) Select +Create Notification.

f) In the Create Notification window select the following:

Fields Value
Process State Completed Successfully and In Progress

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 Lesson: Running the Execution Manager

Fields Value
Process Definition Name Business Configuration Audit Job -
( BCUIAudit )

g) Click Save.

h) Optional: rerun the job from the Using Scheduled Job Manager exercise to generate an
email.

Result
You now know how to monitor and manage notifications in Execution Manager.

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Deploy the Execution Manager

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 Unit 5
Lesson 6
Using the Upgrade Center

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Use navigation tools to access the Upgrade Center

Overview of the Upgrade Center

In the Upgrade Center, you can read about the available upgrades, view screenshots and
videos, and link to additional documentation. The Upgrade Center also lists the prerequisites
of the upgrade, the permissions required to perform the upgrade, and configuration steps you
need to take after the upgrade. Recent upgrades can be easily undone, with one click. If you
see an upgrade you are interested in, but are not ready to perform today, you can mark it as
"save for later" or get feedback from colleagues by sharing a link to the upgrade by e-mail.

Note:
The Upgrade Center does NOT allow you to perform upgrades that you have not
been granted permission to perform. Although any administrative user can
access the Upgrade Center page itself, each individual upgrade is governed by
the appropriate system permissions. If you do not have the appropriate
permission, you can view information about an upgrade, but you cannot use it to
enable the feature.

The Upgrade Center is a universal feature of the Admin Center and is available in both
versions of the Admin Center. In OneAdmin, select the button in the Upgrade Center portlet to
access the page. In Next Gen Admin, you can use the Release Center tile on the admin home
page to scroll through the most important recent upgrades. To access the full Upgrade
Center, you can use search, or select See More on the Release Center tile, then go to the
Upgrade Center tab.
This is an example of the full Upgrade Center page:

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Unit 5: Performing Administrator tasks in SAP SuccessFactors

Figure 60: Upgrade Center

To set up Permission Control for the Upgrade Center

Upgrade Center Permission enabled in Provisioning.
The ability to control permission to access the Upgrade Center must be enabled in
Provisioning. To have this permission enabled in your instance, please contact
SuccessFactors.

1. Go to Admin Center → Tools → Manage Permission Roles and select the role to which you
want to grant permission.

2. Select the Admin Center Permissions tab, in the Administrator Permissions section.

3. Select the Manage Upgrade Center.

4. Select Done to save the changes.

Permissions for the Upgrade Center

The Upgrade Center is a key element of Admin Center. Administrators can use this tool to
learn about and apply important opt-in upgrades.

Video: Permissions for the Upgrade Center

For more information on Permissions for the Upgrade Center, please view the
video in the lesson Using the Upgrade Center in your online course.

Watch the 'Permissions for the Upgrade Center' video for an in-depth explanation.

Navigation within the Upgrade Center

If you are using the Next Gen Admin UI, with the tile-based admin home page, you will notice
that the tile previously called Upgrade Center is now called Release Center. The tile behaves in

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 Lesson: Using the Upgrade Center

the same way as in the Legacy UI, allowing you to scroll through a number of highlighted
features and access the Upgrade Center for more information. The Release Center content
always appears first on the tile carousel, with a See More link that points to the Release Center
page.
You still can access the Upgrade Center in a number of ways, as follows:
● You can scroll through the carousel on the Release Center tile and view other optional
upgrades, as before. From there, you can access the Upgrade Center page directly.
● You can use the tool search to find the Release Center in both UI versions and access the
Upgrade Center page.
● If you are using action search, you can link to both the Upgrade Center and Release Center
directly from the global search box.
● From the OneAdmin UI, you can still see an Upgrade Center portlet that links to the
Upgrade Center page, as before.
● You can link between the Upgrade Center and Release Center, using the tabs on both
pages.

Video: Using the Upgrade Center

For more information on Using the Upgrade Center, please view the video in the
lesson Using the Upgrade Center in your online course.

Watch the 'Using the Upgrade Center' video for an in-depth explanation.

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 Unit 5
Exercise 14
Upgrade the system and save an upgrade item
for later

Business Example: In this exercise you will learn how to handle the Upgrade Center.

1. Upgrade the system and undo the upgrade.

2. Save one item to upgrade the system later.

Result
You have upgraded the system, undid the upgrade and saved one item to upgrade later.

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 Unit 5
Solution 14
Upgrade the system and save an upgrade item
for later

Business Example: In this exercise you will learn how to handle the Upgrade Center.

1. Upgrade the system and undo the upgrade.

a) Log into your instance. Use Action Search to navigate to Update Center.

b) Use “Filter by” and select “Platform”.

c) Under “Optional Upgrade” find “Intelligence Service” and click below on “Learn More &
Upgrade Now”.

d) Become familiar with the description of the upgrade, note how many customers did
already the upgrade and read the note.

e) Scroll down to the bottom of the page and click on “Upgrade Now” and on “Yes” and
“OK” in the confirmation box.

f) On the page “Upgrade Center” click on the link “View Recently Completed Upgrades”
and find the upgrade “Intelligent Services” that you just saved for later.

g) In the column “Action” click on the link “Undo” and on “Undo” and “OK” in the
confirmation box.

h) Note in the column “Current Status”, that the undo was successful and in the column
“Actions”, that you can run the upgrade again (the upgrade can also be seen again
under the “Recommended Upgrades” on the “Upgrade Center” page).

2. Save one item to upgrade the system later.

a) Log into your instance. Use Action Search to navigate to Update Center.

b) Use “Filter by” and select “Goals”.

c) Under “Optional Upgrade” find “Latest Goal Management” and click below on “Learn
More & Upgrade Now”.

d) Note that this upgrade cannot be undone once it is installed (red note in the
description says: “Warning: This upgrade CANNOT be undone. You CANNOT revert
back to an older version.”.

e) Click on “Save for later” and on “Yes” and “OK” in the confirmation box.

f) On the page “Upgrade Center” click on the link “View Saved for Later Items” and find
the upgrade “Latest Goal Management” that you just saved for later.

Result
You have upgraded the system, undid the upgrade and saved one item to upgrade later.

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 Lesson: Using the Upgrade Center

LESSON SUMMARY
You should now be able to:
● Use navigation tools to access the Upgrade Center

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 Unit 5

Learning Assessment

1. There can be a permission in Manage Permission Roles for the Upgrade Center.
Choose the correct answer.

X A True

X B False

2. The Configuration Check tool can identify a configuration issue as well as suggest a
solution.
Determine whether this statement is true or false.

X True

X False

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 UNIT 6 Configuring user experience in
SAP SuccessFactors

Lesson 1
Using Action Search, other Searches, and Custom Navigation 158
Exercise 15: Enable Fuzzy and Inactive Users Search 165
Exercise 16: Configure Custom Navigation 167

Lesson 2
Using the Org Chart 170
Exercise 17: Display photos on the Org Chart 171

Lesson 3
Accessing Built-In Support 174
Exercise 18: Use the Built-In Support 175

Lesson 4
Customizing the Home Page 179
Exercise 19: Working with custom cards 195

Lesson 5
Navigating with Quick Cards 203
Exercise 20: How to manage Quick Cards 205

Lesson 6
Managing Mobile Settings 209
Exercise 21: Configure Mobile Access Features 217

Lesson 7
Implementing e-mail notifications 220
Exercise 22: Edit the E-mail Notification Settings 225

Lesson 8
Customizing the SAP SuccessFactors instance 229
Exercise 23: Apply, create and delete a Theme 233

Lesson 9

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 Unit 6: Configuring user experience in SAP SuccessFactors

Creating Text Replacements 237

Exercise 24: Customize Text Replacement Settings 239

Lesson 10
Using the Manage Languages Tool 243
Exercise 25: Manage Languages 251

Lesson 11
Implementing translations 255
Exercise 26: Implement Translations 271

Lesson 12
Customizing Company Dictionary, Spell Check and Legal Scan 274
Exercise 27: Add a word in the Company Dictionary 275

Lesson 13
Maintaining the Company Logo 279

UNIT OBJECTIVES

● Modify People Search and Action Search

● Maintain Custom Navigations
● Configure Org Chart settings using Org Chart Configuration
● Use Built in Support
● Describe the Home Page
● Use Manage Home Page feature to customize the Home page
● Navigate in the Application with the Quick Cards
● Enable Mobile Functionality
● Add Mobile Users
● Manage Mobile Settings
● Make changes to e-mail templates
● Manage communications in SAP SuccessFactors with triggered e-mail notifications
● Customize the SAP SuccessFactors application themes
● Replace system text with Text Replacement
● Replace System Text with Manage Languages

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 ● Implement translations to configuration labels
● Collect requirements in the Translation Workbook
● Set up languages in Provisioning
● Configure the Succession Data Model XML file in for translations
● Implement translations in People Profile
● Update Company Dictionary
● Modify Legal Scan Library
● Set up a Company Logo

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 Unit 6
Lesson 1
Using Action Search, other Searches, and
Custom Navigation

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Modify People Search and Action Search
● Maintain Custom Navigations

People Search and Action Search

Figure 61: Search For Action Or People

At the top of the page, a search bar allows users to search for an action or for people.

Benefits of the People Search

People Search in the Global Header enables you to search for and find people in your
organization.
The benefits of the Global Header People Search include the following.
• Easy access from every page.
• Supports for fuzzy matching, allowing you to find an employee by a search term that has
one character difference from the target employee name.
• Supports searching for employee names that contain characters with accents, umlauts,
diereses, and so on.
• Supports searching for employees by Employee Central names.
• Ability to control the EC (Employee Central) and non-EC user info displayed in the search
results with Role-Based Permissions.

Name Matching Logic

If you want to search for employees and are not sure about the exact spelling of their names,
you can use the special character "*" as a wildcard.
To help you better understand the matching logic, let's assume that Person A "Mike Adams"
and Person B "Mike Williams" are in our employee database.

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 Lesson: Using Action Search, other Searches, and Custom Navigation

So when you search for "Mike adam", Person A appears in your search results. When you
search for "Mike Willi", Person B appears in your search results. When you search for "Mi
*ams", both Person A and Person B appear in your search results. When you search for "*ike
Adams", neither Person A nor Person B appears in your search results
For further information check: Allowing Special Characters in Search Queries

Fuzzy Search in People Search

Figure 62: Fuzzy Search

Fuzzy search allows you to find an employee by a search term that has one character
difference from the target employee name. The new feature applies to the following scenarios
when searching employees:
• One missing or redundant character. If you search for "Joerg", the results also return "Jörg",
and vice versa.
• One misspelled character. If you search for "ALLEX", the search results also return "Alex"
and “Allen”, and vice versa.
Prerequisites:
• User Search permission is granted in RBP.
• Enable Solr People Search is enabled in Provisioning.

To enable the fuzzy search:

1. From the Action Search, go to Company System and Logo Settings.

2. Turn on Enable fuzzy search function for People Search.

3. Choose Save Company System Setting to save changes.

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Note:
In the 2H 2019 Release (also called the 1911 release) a change was made to the
Company System and Logo Settings page and the Company Logo field was made
a required field. For this reason if the URL of the Company Logo field is blank and
you attempt to save changes you will get an error. To fix this you can follow the
steps in the following Knowledge Base Article (KBA): 2888435 - Cannot save
changes on Company System and Logo Settings due to the error "Specify a
company logo URL"

Inactive users in the Global Header People Search

Figure 63: Inactive People Search

By default, inactive users are not included in People Search results. Use this configuration
option to include them.

1. From the Action Search go to Company System and Logo Settings.

2. Select the option Show inactive user in people search (requires Role-based Permissions).
3. Choose Save Company System Setting to save the change.

This company-level setting does not affect search functions on People Profile or Employee
Directory. Likewise, feature settings and permissions used to control search functions on
People Profile or Employee Directory, such as the Role-Based Permission Include Inactive
Employees in the search, do not affect People Search.

Future hires are also displayed as inactive users in the People Search results in the Global
Header.

Note:
People Search uses the company-level Show inactive user in people search
(requires Role-based Permissions) setting only and not Role-Based Permissions.
You cannot restrict the visibility of inactive users in People Search based on
permission role.

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 Lesson: Using Action Search, other Searches, and Custom Navigation

Action Search
Action Search is a feature designed to facilitate navigation and enhance overall system
usability.

As an End User, you can use Action Search to find dozens of common actions directly in the
search bar at the top of the page. You can use natural language to describe what you want to
do, and then select from a list of suggested actions.

As an administrator, you can use Action Search to access your Admin Center as well. You can
also do the following:
● Create a search for relevant actions based on keywords and synonyms.
● Manage and configure your own action keywords and custom links.

As an administrator, you can access Admin Center → Company Settings → Manage Action
Search to customize the ways in which users find actions from the search bar in the page
header. You can enable or disable actions, and add your own search terms or search labels,
both for standard actions and your own custom actions.
There are a number of predefined actions and paraphrases within SAP SuccessFactors. If you
would like for users to have additional key words or paraphrases to search by, you can add
your own Custom Paraphrase within a specific Action.
For example, as an administrator, you may refer to Role-Based Permissions as RBPs. In
Action Search, you can add RBP as a searchable paraphrase from Action Search. To do this,
choose Action from the list on the left side of the page. Then choose the Add custom
paraphrases option. Type in the new paraphrase under When the user searches for any of
these… and the option you’d like to display in the search results under Display this
paraphrase. Then click Save.

Note:
You can find out more about People Search andAction Search by reviewing the
documentation on the SAP Help Portal

Joule Now Supported in SAP SuccessFactors

Starting from the 2H 2023 release, Joule will have the capability of dealing with HR tasks, for
example, employee and manager self-services. With the assistant, managers and employees
can perform business tasks in a conversational context that is enabled by supported
transactional use cases. Joule is available on all pages in the SAP SuccessFactors HXM Suite.

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Figure 64: Joule AI

As configuration requirement, the instance is set up for SAP Cloud Identity Services - Identity
Authentication service (IAS) and Joule. Joule is enabled. To set the permission go to “General
User Permission” and enable “Access to Joule permission”.
For the latest updates on the availability of Joule, refer to KBA 3390798 - Joule availability in
SAP SuccessFactors Information published on SAP site.

Customize Navigation
Custom Navigations provide the ability to navigate to a new location, such as an external URL
or a custom report, which is not accessible using default system options. Custom Navigations
can appear in Action Search, the main Navigation Menu, People Profile "Jump To" and
"Employee Records," and from "Take Action" and "Go To" within an employee quick card. This
gives companies great flexibility in customizing their instance of SAP SuccessFactors, as they
can now seamlessly provide quick access to other tools outside of SAP SuccessFactors,
centralizing the workspace.
Custom navigation must be enabled in Provisioning.
To configure Custom Navigations in the instance, navigate to Admin Center → Company
Settings → Configure Custom Navigation. The following table describes the configuration
options:

Field Description

Menu Item Label This is how the link appears in the user interface. For custom ac-
tions, this becomes the "display label" in Action Search.

ID This can be any text or numeric value. You can use any convention
you wish, but every custom navigation link, regardless of its location
or locations, must have a unique ID.

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 Lesson: Using Action Search, other Searches, and Custom Navigation

Link Type Custom actions created in Action Search do not reflect these set-
tings. Action Search only supports "same browser" behavior. Both
internal and external custom navigation actions open in the same
browser tab.
For other custom links, you can select the following:
● Internal Link
● Used with a SAP SuccessFactors deep link in URL field
● External Link - Same Browser
● Used with an external URL. Opens in the same browser window.
● External Link - New Browser
● Used with an external URL. Opens in a new browser window.

URL Enter the URL or deep link that you want to make available in action
search.

Menu Location To create a custom action, select Action Search in the dropdown
menu. For custom actions, it is recommended that you only select
one location, Action Search, in this menu. This is due to the fact that
localization and link types are handled differently in action search
than with other custom link locations. For other link locations, you
can select one or more locations.

Permissions This dropdown displays the permission roles and groups configured
in RBP. Only those selected will see the Custom Navigation.

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 Unit 6
Exercise 15
Enable Fuzzy and Inactive Users Search

Business Example: In this exercise you will learn how to enable the Fuzzy and the Inactive
Users Search.

1. On “Company Systems and Logo Settings”, enable the Fuzzy and Inactive User Search.

Result
You have enabled Fuzzy and Inactive User Search.

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 Unit 6
Solution 15
Enable Fuzzy and Inactive Users Search

Business Example: In this exercise you will learn how to enable the Fuzzy and the Inactive
Users Search.

1. On “Company Systems and Logo Settings”, enable the Fuzzy and Inactive User Search.
a) Log into your instance. Use Action Search to search for “Super” and note, that there
were no results.

b) Use Action Search to navigate to Company System and Logo Settings.

c) Use Ctrl+F to search for “fuzzy” and find “Enable fuzzy search function for People
Search”.

d) Enable “Enable fuzzy search function for People Search” by checking the box in front
of the line.

e) Use Ctrl+F to search for “show inactive” and find “Show inactive user in people search
(requires Role-based Permissions)”.

f) Enable “Show inactive user in people search (requires Role-based Permissions)” by

checking the box in front of the line.

g) Scroll down to the end of the page and click on “Save Company System Settings”.

h) To test your settings, use Action Search to search for “Super” and note that you find a
user “super admin” that has the status inactive.

Result
You have enabled Fuzzy and Inactive User Search.

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 Unit 6
Exercise 16
Configure Custom Navigation

Business Example: In this exercise you will learn how to configure a customer specific
navigation.

1. Add a customer specific item to the main menu.

Result
You have configured a customer specific navigation by adding a customer specific item to the
main menu.

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 Unit 6
Solution 16
Configure Custom Navigation

Business Example: In this exercise you will learn how to configure a customer specific
navigation.

1. Add a customer specific item to the main menu.

a) Log into your instance. Use Action Search to navigate to ConfigureCustom Navigation
and enable it by checking the box in front of this item.

Note:
This tool is only available if exercise 3 was done already.

b) In the column “Menu Item Label” enter “Company Website”.

c) In the column “ID” enter “1”.

d) Select as Link Type “External Link – New Tab/Window”.

e) In the column “URL” type www.sap.com.

f) Select as Menu Location “Top Navigation” by checking the box in front of this option.

g) Select as Permission “Select all”, click on “Save” and on “OK” in the confirmation box.

h) To test your settings, log out and log back into the system and click on the main menu
where you will find a new item called “Company Website”.

Result
You have configured a customer specific navigation by adding a customer specific item to the
main menu.

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 Lesson: Using Action Search, other Searches, and Custom Navigation

LESSON SUMMARY
You should now be able to:
● Modify People Search and Action Search
● Maintain Custom Navigations

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 Unit 6
Lesson 2
Using the Org Chart

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Configure Org Chart settings using Org Chart Configuration

Org chart configuration

The V12 Org Chart provides an interactive view of the organizational hierarchy and reporting
relationships, including matrix managers, for your users. This view allows users to open
multiple teams with dynamic horizontal or vertical layouts. The V12 Org Chart is built in
HTML5 to support usage in mobile browsers.
After the V12 Org Chart is enabled using the Upgrade Center, you can configure Org Chart
settings from Admin Center → Company Settings → Org Chart Configuration. Here you can
turn on V12 Org Chart and control basic org chart features, including whether photos are
displayed.

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 Unit 6
Exercise 17
Display photos on the Org Chart

Business Example: In this exercise you will learn how to configure the Org Chart.

1. Disable photos in the Org Chart.

Result
You have configured the Org Chart by disabling photos.

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 Unit 6
Solution 17
Display photos on the Org Chart

Business Example: In this exercise you will learn how to configure the Org Chart.

1. Disable photos in the Org Chart.

a) Log into your instance. Use Action Search to navigate to View Org Chart.

b) Note that you can see a photo of HR Coordinator om the Org Chart.

c) Use Action Search to navigate to Org Chart Configuration.

d) In “Basic org chart” disable “Display Photo” by clicking on the white hook in the blue
box

e) Click on “Save” at the end of the options and note the green hint that says “* Changes
saved successfully”.

f) Test your new setting by using Action Search to navigate to View Org Chart. Note that
there is no photo of HR Coordinator on the Org Chart anymore.

Result
You have configured the Org Chart by disabling photos.

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 Lesson: Using the Org Chart

LESSON SUMMARY
You should now be able to:
● Configure Org Chart settings using Org Chart Configuration

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 Unit 6
Lesson 3
Accessing Built-In Support

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Use Built in Support

Introducing Built in Support

Built-In Support
Built-In Support is used primarily by administrators and requires an SAP Universal ID with
linked S/P-user IDs to access most functionality, like Support case creation and monitoring.
People without an S/P-user ID can only use the search function and sometimes see
recommended links. Built-In Support opens in a side panel on any page. You can access it

using the (Built-In Support) icon in the page header. To access the Built-In Support side

panel, you have Company System and Logo Settings permission.

In-Product Support
In-Product Support (displayed as support sidebar at the right of your screen) provides an
integrated in-product dashboard for administrators to submit and manage customer issues.
Administrators are offered support from within the product:
● Centralize the knowledge base
● Submit new cases, including video capture
● Access case administration
● Provide context to issue diagnosis to support customer services

Customer satisfaction is improved by giving administrators quick access to help, to submit an

issue, and to provide issue status.

Note:
The Support Sidebar is accessed from any page in the Suite.

The In-Product Support can be disabled from the Action Search → Platform Feature Settings.

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 Unit 6
Exercise 18
Use the Built-In Support

Business Example
Company administrators need to know how to use and explain the features of Built-In Support
as outlined in the Using Admin Center guide on the SAP Help Portal.

1. Access Built-In Support and review the onboarding screens.

2. Use Built-In Support to search for Action Search configuration options.

3. Use Built-In Support to search for Joule.

4. Review videos on how access to all Built-In Support functions.

Result
You now know how to use Built-In Support to search for information. You can explore the
other tutorials to learn how to create support cases with S/P-user IDs.

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 Unit 6
Solution 18
Use the Built-In Support

Business Example
Company administrators need to know how to use and explain the features of Built-In Support
as outlined in the Using Admin Center guide on the SAP Help Portal.

1. Access Built-In Support and review the onboarding screens.

a) Select the Built-In Support icon next to the Name Menu.

b) View the Welcome to Built-In Support video and step through the onboarding steps by
clicking Next after reading each screen.

c) Click Get Started to display the search field.

2. Use Built-In Support to search for Action Search configuration options.

a) Select the Built-In Support icon next to the Name Menu.

b) In the Search field type in Action Search and hit enter.

c) Find the entry titled Action Search Configuration Tool and select it.

d) Confirm that a new browser window opens displaying the Configuring Action Search
guide on the SAP Help Portal and that it opens to the topic on Action Search
Configuration Tool.

3. Use Built-In Support to search for Joule.

a) Select the Built-In Support icon next to the Name Menu.

b) In the Search field type in Joule and hit enter.

c) Find the entry titled Joule in SAP SuccessFactors and select it.

d) Confirm that a new browser window opens displaying the Using Admin Center guide on
the SAP Help Portal and that it opens to the topic on Joule in SAP SuccessFactors.

4. Review videos on how access to all Built-In Support functions.

a) Select the Built-In Support icon next to the Name Menu.

b) Select the i icon.

c) Select All Video Tutorials.

d) Review the tutorial titled Best Practice Guide for the Search Functionality or other
tutorials of interest.

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 Lesson: Accessing Built-In Support

Result
You now know how to use Built-In Support to search for information. You can explore the
other tutorials to learn how to create support cases with S/P-user IDs.

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Unit 6: Configuring user experience in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Use Built in Support

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 Unit 6
Lesson 4
Customizing the Home Page

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Describe the Home Page
● Use Manage Home Page feature to customize the Home page

Home Page

Figure 65: SuccessFactors Home Page

The SuccessFactors Home page is the default start page of the SAP SuccessFactors HXM
Suite. On the home page you can view pending deadlines, outstanding issues, and valuable
team metrics and business analytics. It provides an overview of activity across the SAP
SuccessFactors HXM Suite and helps you to take action quickly when necessary.

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Unit 6: Configuring user experience in SAP SuccessFactors

Navigation Menu (or Main Menu)

Figure 66: Navigation Menu

The Navigation Menu (also referred to as the Main Menu) is available as a dropdown menu in
the upper-left corner, and displays the modules to which you have access. Depending on a
user’s role within the organization, they may see different options in the menu. For example,
an administrator will see Admin Center, but a basic End User will not. This access is
determined by permissions and/or system configuration.

Note:
The top name of the Navigation Menu changes as you move throughout the
system to indicate the page you are viewing.

Name Dropdown Menu

The smaller dropdown from the Name Menu at the top right of the screen allows employees
to proxy as another user, access and manage their personal settings and preferences from
Settings, access Admin Center, and log out of the system.

Settings

Figure 67: Name Menu

The Settings link from the name dropdown menu allows users to manage their personal
settings and preferences. This includes passwords, notifications, language, forms, proxy

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 Lesson: Customizing the Home Page

assignment, groups, and mobile access. To access the Settings page, choose the Name menu
and select Settings from the dropdown menu.
You can set a number of individual options using the Settings page:
● Password change, if applicable. This option is not applicable if your company uses single
sign-on (SSO).
● Security question selection, if applicable. This option is available if security questions are
enabled under Company Settings.
● Receipt of notifications from the system, if applicable. This is an optional function for ALL
notifications and is available depending on your system settings.
● Language preference selection, if applicable. This only applies if your instance is a
multilingual implementation.
● Proxy assignment, if applicable. You can assign proxies if this feature is turned on and
become a proxy if you are assigned as a proxy.

Note:
The settings for your instance of SAP SuccessFactors vary depending on your
global settings. The listed options might or might not be accessible.

Home Page
The Home page is the default start page of the SAP SuccessFactors HXM Suite. For
employees, the Home page is the main entry point to the SAP SuccessFactors application and
generally the first page we see after logging in. It shows pending tasks, highlights, recent
activities and help users to take action quickly.
The Home page contains tiles that can be customized using the Manage Home Page feature.
As an administrator, you can set up the Home page to display Tiles with key information for
employees.
There are currently two available versions of the Home page.
• The legacy home page is in deprecation and will be deleted. Customers are encourage to use
the latest home page.
• The latest home page, also called the re-imagined home page is intended to replace the
legacy experience. The latest home page is available to all customers.

Note:
The legacy home page reached end of maintenance on May 21st, 2021 and was
planned for removal during the 1H 2022 Release. You can see the latest
information about this on the SAP Customer Community:
Migration to Reimagined Home Page June 2022 – Innovation Alert
Additionally you can review the Home Page Guide on the SAP Portal:
Managing the Home Page

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Unit 6: Configuring user experience in SAP SuccessFactors

Legacy Home Page retirement

The Legacy Home Page was deactivated and replaced with the Latest Home Page for most
customers as part of the 1H 2022 Release Cycle. However due to unforeseen issues there was
a delay in this process and some customers were impacted. Customers who had already
migrated to the Latest Home Page were not affected but customers who had not had their
migration put on hold. Although these events are infrequent, they can have a large impact and
consultants should always seek out the latest information. For that reason, it is important that
consultants access the relevant guides on the SAP Help Portal as well as announcements in
the SAP Customer Community.
● About the Legacy Home Page Experience
● Migration to Reimagined Home Page June 2022 - Innovation Alert

Additionally, although SAP will update product documentation with every release, Knowledge
Base Articles or KBAs may take a while to be updated especially for changes that impact
several KBAs. Consultants should consider this when searching for answers using KBAs. For
example, Home Page Tiles have been replaced by Cards even though as of the 1H 2022
release there are active KBAs that mention tiles. Checking KBA publish dates can be used in
these cases to help consultants gauge the accuracy of various KBAs. Here are two examples:
● 2442975 - Birthday and Work Anniversary Tile in SuccessFactors
● 3193391 - Birthday/Work Anniversary Cards are showing blank in Latest Home Page

The first KBA is older and should be retired in the near future (before the end of 2022). So it is
always important to view the latest version of the implementation guides as well as access the
What's New Viewer tool:
What's New Viewer

Deprecation details
We’ve redesigned the home page experience so that it's simpler, more engaging, faster to
load, and available on all devices. It includes a simplified administration experience as well.
You can upgrade to the latest home page today, using the Upgrade Center. We encourage you
to review the available information and begin planning to adopt the latest home page for your
organization.

Caution:
This change impacts all customers who don't adopt the latest home page before
automatic migrations begin.

If you don't adopt the latest home page before your scheduled migration date, it's likely to
result in a suboptimal initial experience for your organization. If we automatically upgrade
your system:
● The home page doesn't fully reflect your theming and branding.
● The banner image is the default image, rather than one you've chosen.
● All available quick actions are shown, even ones you may not want to use.
● The last 16 custom cards imported are shown first, rather than ones you've chosen to
prioritize.

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 Lesson: Customizing the Home Page

● All imported custom cards show a default image, rather than one you've chosen.
● All custom cards are the large size by default.
● All grouping of custom cards into sections on the legacy home page is lost. All custom
cards appear together under the heading Organizational Updates and there's no more
Role-Based Permission controlling visibility at the section level. The target group is
configured at the card level only.

Latest Home Page (Reimagined Home Page)

The latest home page has been redesigned to make it simpler to use and more engaging.
It can be enabled from the Upgrade Center and the access can be controlled from Role-Based
Permissions. It is possible to use role-based permissions to enable the latest home page for a
pilot group, before rolling it out more broadly.
The latest home page is available to all customers and there are no prerequisite features that
are strictly required to enable it, other than core features of the SAP SuccessFactors
platform, such as Role-Based Permission.
The latest Home page experience includes the following:
● Quick access to frequent or important actions
● Dynamic, individualized content for the user
● Custom content for the organization
● A consistent experience on all devices, both on the Web and in our mobile app
● A banner image for branding
● A simplified administration experience

Although you can use the latest home page with only custom content, it's most useful with
system-generated content.
The following product areas currently show content on the latest home page:
● Compensation, including Variable Pay and Spot Awards
● Employee Central Payroll
● Employee Central Time Off and Time Sheet
● Performance and Goals, including Goal Management, Continuous Performance
Management, and Continuous Feedback
● Onboarding
● Recruiting

Survey cards appear on their own, near the top of the page.

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Figure 68: Latest Home Page

Quick Actions
By default, all available quick actions are selected. As an administrator, you can choose to
hide the ones you do not want to use, except Favorites and Saved for Later, which are always
visible. There is a maximum number of 16 quick actions that can be visible on your home
page.
On Manage Home Page select the pen icon for the Quick Actions.
Deselect the quick actions that you do not want to use. You can always select any quick action
to show it again.
Choose Save.

Figure 69: Quick Actions

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Quick Actions are visible based on role-based permission and system configuration. If
configured in the system and relevant to a person's role, the following quick actions are
available:
● Create Activity quick action enables you to create an activity in Continuous Performance
Management.
● Report Center quick action takes you to the Report Center page.
● Favorites quick action enables you to review a list of available links and select your
favorites, so that you have quick access to them on the Home page.
● My Team quick action enables managers to review information about their team of direct
reports and take necessary action.
● Clock Time quick action enables you to clock in and clock out.
● Complete Payroll Tasks quick action takes you to your payroll tasks. It enables you to view
the list of employee events and the corresponding infotypes that should be updated or
maintained for payroll requirements. You can view task details and set the status of the
payroll tasks.
● Delegate Workflows quick action enables you to assign a delegatee to process your
workflows during a specified period.
● My Profile quick action takes you to your People Profile.
● Org Chart quick action takes you to the company organization chart.
● View Admin Alerts quick action takes you to Admin Alerts.
● View Team Absences quick action takes you to the absence calendar for your team.

Figure 70: Quick Actions - End User View

Administrators can add custom links to the Favorites quick action on the latest home page.
Custom links are optional. If you add them or import them from the legacy home page, they're
included in the Available list, along with the standard links we provide by default. You can

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configure one or more target groups who can see each link. You can also add a localized link
name and description for each language in the system.

Figure 71: Custom Links

Figure 72: Custom Links - End User View

The available list on the Favorites quick action is alphabetical to make it easier to scan.

Manage Card Settings

Home page cards are generated dynamically for each user, based on system configuration
and business process. However, some card types may not be appropriate for all customers.
You can now disable the following card types so that they're no longer generated dynamically.
First, when you go to Manage Home Page → Card Settings , you can use the Manage Card
Settings page to disable one or more card types.

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Figure 73: Manage Card Settings

After a card type is disabled, you can delete all existing cards of that type by going to
Scheduled Job Manager Job Scheduler Create Job Request and selecting the job type Delete
Cards from Database. When the job is executed, all existing cards of that type are deleted
from the database and removed from the user interface. In the following example, only the
Goals card type is available in the job parameters because it's the only card type that's
disabled in the system.

Figure 74: Scheduled Job Manager

Note:
You can only disable card types that are listed on the Manage Card Settings page.
If a card type isn’t listed, its visibility isn’t configurable, and it can't be disabled.
You can only delete existing cards if the card type has been disabled on the
Manage Card Settings page first. If a card type isn't listed in the job scheduler,
either it hasn't been disabled yet or its visibility isn’t configurable, and it can't be
deleted.

Mobile Use of Custom Cards

Custom cards or custom quick actions can be hidden on the home page in iOS and Android
mobile apps, if they contain web links that don't work on mobile devices. By default, custom
cards and quick actions are shown on both web and mobile applications. This configuration

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option enables administrators to prevent mobile app users from seeing web links that don't
work.

Figure 75: Customizable Quick Actions

For You Today

The section “For You Today” contains system-generated content, helpful and engaging,
according to predefined business logic. Content is ordered by urgency and value and then
adjusted based on the engagement with it.
Some examples include:
● Updates to the job application status
● Goals that are due soon or overdue
● Recent updates to the activities in Continuous Performance Management
● A recognition award you received
● Complete Learning Assignments
● Complete New Hire Compliance Task
● Complete New Hire Personal Data Collection Task
● Complete 360 Reviews Tasks
● Complete Calibration Tasks
● Finish Your Employee Profile
● Complete Interview Assessment Recruiting

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Figure 76: For You Today

Note:
Not all to-do tasks are shown on the latest home page. All the to-do tasks are
visible in the page header and it is possible to complete them from the to-do panel
on any page.

From Your Organization

As an administrator, from the Action Search, go to Manage Home Page. It is possible to create
custom content or apply branding to the home page. Because much of the content on the
latest home page is dynamically generated, the administration experience is much simpler.

Figure 77: Manage Home Page

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Manager Experience on the Latest Home Page

The latest home page gives managers several options.
The My Team quick action enables you to review information about your team and take
necessary action. You can do the following:
● See information about each team member (direct report), such as recent activities and
achievements, key competencies, or performance rating.
● Take actions such as changing job or compensation information, making a one-time
payment or deduction, or adding notes or badges to their profile.
● Go to other pages with information about each team member, such as their goal plan, their
development plan, or the performance/potential matrix.
● See direct reports and matrix reports in separate lists, instead of one list of all team
members.
● See longer job titles wrapped over two lines, without truncation.
● With the My Team card, reminding you of your team's pending tasks, you can now:
- See each team member's name and avatar image in the Pending Tasks dialog.
- Choose Dismiss to dismiss the reminder for 7 days or choose Remind Me Tomorrow to
dismiss it for 24 hours.

Figure 78: My Team Quick Action

● The My Team reminder card in the For You Today section informs you when your direct
reports have tasks that are overdue or due in the next seven days. Use the card to send
them an e-mail reminder.
● The Birthday and Work Anniversary cards remind you when a team member has an
upcoming milestone. A first reminder appears on the first day of the month, for all
birthdays and work anniversaries on your team in the coming month. A second reminder
appears on the day of the milestone.

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 Lesson: Customizing the Home Page

● The Approvals section enables you to quickly approve and decline requests from your
team or about members of your team.
● The View Team Absences quick action enables you to see the absence calendar for your
team.
● The Delegate Workflows quick action enables you to assign a delegatee to process your
workflows during a specified period.
● The Org Chart quick action enables you to access the company organization chart.
● The Report Center quick action takes you to the Report Center page.

Figure 79: Manager Quick Actions - My Team, Org Chart and Report Center

Manage the Latest Home Page

From Manage Home Page, Administrators can control content on the home page. There are
different features, such as:
● You can choose to hide the banner image.
● You can see a warning on the Manage Organization Updates page when the maximum of
100 custom cards is reached.
● We increased the maximum number of quick actions on the home page from 8 to 16.
Administrators may want to increase the number of quick actions you choose to use.
● You can now set the order of custom cards. They're now displayed on the home page in the
order you set them in the administration tool.
● We separated the Manage Home Page tool into several subpages. Use the > (arrow) icon
to access different administration functionality.

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Figure 80: Manage the Latest Home Page

UI integration cards
As of 1H 2023 release, users can add the following UI integration cards into their workspaces
after administrators download the new content package named "HR Cards from Home Page"
and enable the corresponding cards it contains.
● Compensation Statement
● Spot Award Congratulations
● Time for a break?
● Activity
● Goals
● Job Application
● Compliance Forms
● Help Us to Know You Better
● Onboarding Guide

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 Lesson: Customizing the Home Page

Figure 81: Time for a break? and Activities

Figure 82: Goals and Compensation Statements

Figure 83: Onboarding Guide

To-Do alerts and panel

With the home page, you can also see to-do alerts at the top of every page, indicated by a
checkmark icon. The icon shows the number of pending to-do items you have.
You can select the icon on any page to open a to-do panel on the side of the page. The to-do
panel shows you all of your to-do items and allows you to take action from any page, without
navigating back to the home page.

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Figure 84: To-Do Alerts and Panel

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 Unit 6
Exercise 19
Working with custom cards

Business example
You can add or edit custom cards that are shown in the Organization Updates section on the
latest home page. Custom cards display custom content on the latest home page, for a
specific audience or date range. You can have a maximum of 100 custom cards on the
Manage Home Page screen. A maximum of 16 custom cards can appear on the Home page
itself, for any one user.

Simulation: Working with Custom Cards

For more information on Working with Custom Cards, please view the simulation
in the lesson Customizing the Home Page in your online course.

Task 1: Adding or editing custom cards

1. From the Action Search, go to Manage Home Page → Organizational Updates .

2. Choose Add Card to create a new card or the pen icon to edit an existing one.

Note:
To edit an existing card, skip steps that are already done, make your edits, and
advance to the end of the wizard to save your changes.

3. Enter the card name and description.

4. To show the card on the home page, set the Enabled switch to On. Otherwise, keep it set to
Off until you are ready.

5. Choose Next or scroll to the next step.

6. Enter a title for the card. You can also enter a subtitle. The values you enter are used by
the default locale. Choose the globe icon to add translations for other languages in the
system.

7. Browse to an image for the thumbnail and select it. For best results, follow onscreen
recommendations for image file size and aspect ratio. The preview pane displays a
preview of the card as it appears on the home page.

8. Choose Next or scroll to the next step.

9. Choose a Target behavior from the dropdown menu to specify what happens when you
interact with the card.

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Unit 6: Configuring user experience in SAP SuccessFactors

Note:
When you choose this option, the card executes any code in a JavaScript file
that you provide. You're responsible for the quality and security of the code.
We don't provide support for any issues that result from custom JavaScript
code.

Figure 85: Add Custom Cards

10. If you select Popover, configure the popover content.

11. If you selected URL, configure the target URL:

12. If you selected E-mail, enter e-mail addresses for one or more recipients of the e-mail
opened by the card.

13. If you selected JavaScript URL, enter the URL of the JavaScript file.

14. If you're already familiar with how to use business rules with custom cards and you've
already created the necessary rules, you can set the Rule-based switch to On and specify
different rules to trigger different target behaviors. Otherwise, keep the switch set to Off
for now and set up the rest of the card. Then set up rule-based content later.

15. Choose Next or scroll to the next step.

16. Specify who can see the card and when.

17. Choose Save → OK

Result
As a result, the custom card is shown in the Organizational Updates section of the home page,
for the specified target group and during the specified dates.

Task 2: Changing the order of custom cards

You can change the order of custom cards displayed in the Organizational Updates section on
the latest home page. Cards are displayed in the order you set, but only for relevant target
groups, at specified times. For example, you might have one custom card that's important
during a certain date range each year and another that's always important. You can put the
date-specific card in position 1 so that it appears first when it's most important and the other
card in position 2 so that it appears first the rest of the year. Or, for people in multiple roles,

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 Lesson: Customizing the Home Page

you might decide to prioritize content aimed at one target group (such as managers) over
another (such as individual contributors).

1. From the Action Search go to Manage Home Page → Organizational Updates.

The current display order is shown in the Order column.

2. Move a card to a different place in the order.

3. Choose Save → OK to save changes. You can also choose Cancel → OK to revert changes
and restore the previously saved order.

Result
As a result, custom cards are displayed in the Organizational Updates section in the order you
set, for the relevant target groups and at the specified times.

Note:
Remember that a maximum of 16 custom cards can appear on the home page
itself, for any one user.

Figure 86: Reorder the Cards

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 Unit 6
Solution 19
Working with custom cards

Business example
You can add or edit custom cards that are shown in the Organization Updates section on the
latest home page. Custom cards display custom content on the latest home page, for a
specific audience or date range. You can have a maximum of 100 custom cards on the
Manage Home Page screen. A maximum of 16 custom cards can appear on the Home page
itself, for any one user.

Simulation: Working with Custom Cards

For more information on Working with Custom Cards, please view the simulation
in the lesson Customizing the Home Page in your online course.

Task 1: Adding or editing custom cards

1. From the Action Search, go to Manage Home Page → Organizational Updates .

2. Choose Add Card to create a new card or the pen icon to edit an existing one.

Note:
To edit an existing card, skip steps that are already done, make your edits, and
advance to the end of the wizard to save your changes.

3. Enter the card name and description.

4. To show the card on the home page, set the Enabled switch to On. Otherwise, keep it set to
Off until you are ready.

5. Choose Next or scroll to the next step.

6. Enter a title for the card. You can also enter a subtitle. The values you enter are used by
the default locale. Choose the globe icon to add translations for other languages in the
system.

7. Browse to an image for the thumbnail and select it. For best results, follow onscreen
recommendations for image file size and aspect ratio. The preview pane displays a
preview of the card as it appears on the home page.

8. Choose Next or scroll to the next step.

9. Choose a Target behavior from the dropdown menu to specify what happens when you
interact with the card.
a) Choose Popover to open more content in a dialog window.

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 Lesson: Customizing the Home Page

b) Choose URL to open a new page.

c) Choose E-mail to open a new e-mail to specified addresses.

d) Choose No Target if you don't want the card to be interactive. It's just a title, subtitle,
and image.

e) Choose JavaScript URL to execute instructions in a JavaScript file at a specified URL.

Note:
When you choose this option, the card executes any code in a JavaScript file
that you provide. You're responsible for the quality and security of the code.
We don't provide support for any issues that result from custom JavaScript
code.

Figure 85: Add Custom Cards

10. If you select Popover, configure the popover content.

a) Template:
You can:

i. Choose one of the provided content templates.

ii. Select No Template to start with a blank text box in the text editor.

iii. Select Raw HTML to enter custom HTML, without a text editor.

iv. Select Video File to embed a video file stored on a private site, such as your
company intranet. Typically, it ends with a video file extension, such as .mp4.

v. Select Iframe to embed content in an inline frame (iframe), such as a video on a

public video site. Many popular video platforms use iframes to embed videos and
you can copy the URL from the source attribute (src) in the embed code.

b) Language:
Choose the language of your content. You can add content in different languages for
the same custom card.

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Unit 6: Configuring user experience in SAP SuccessFactors

c) Content:
Enter the content of the popover dialog, in the selected language.

d) URL:
For the Video File or Iframe options, enter the URL for the content you want to display.

11. If you selected URL, configure the target URL:

a) URL: Enter the target URL opened by the card.

b) Open Link in New Window/Tab: Select this option to open the target URL in a new tab
or window.

12. If you selected E-mail, enter e-mail addresses for one or more recipients of the e-mail
opened by the card.

13. If you selected JavaScript URL, enter the URL of the JavaScript file.

14. If you're already familiar with how to use business rules with custom cards and you've
already created the necessary rules, you can set the Rule-based switch to On and specify
different rules to trigger different target behaviors. Otherwise, keep the switch set to Off
for now and set up the rest of the card. Then set up rule-based content later.

15. Choose Next or scroll to the next step.

16. Specify who can see the card and when.

a) Target Group: Select one or more target groups who can see the card. You can also
add Active: or edit groups before selecting them.

b) Choose Always to always show the card on the home page, for selected groups, or
choose a Date Range when the card is shown.

17. Choose Save → OK

Result
As a result, the custom card is shown in the Organizational Updates section of the home page,
for the specified target group and during the specified dates.

Task 2: Changing the order of custom cards

You can change the order of custom cards displayed in the Organizational Updates section on
the latest home page. Cards are displayed in the order you set, but only for relevant target
groups, at specified times. For example, you might have one custom card that's important
during a certain date range each year and another that's always important. You can put the
date-specific card in position 1 so that it appears first when it's most important and the other
card in position 2 so that it appears first the rest of the year. Or, for people in multiple roles,
you might decide to prioritize content aimed at one target group (such as managers) over
another (such as individual contributors).

1. From the Action Search go to Manage Home Page → Organizational Updates.

The current display order is shown in the Order column.

2. Move a card to a different place in the order.

a) Drag and drop the table row using a mouse.

b) Highlight a table row by selecting it with a mouse or Spacebar. Then use “Move up”
and “Move down” icons to change the order.

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 Lesson: Customizing the Home Page

3. Choose Save → OK to save changes. You can also choose Cancel → OK to revert changes
and restore the previously saved order.

Result
As a result, custom cards are displayed in the Organizational Updates section in the order you
set, for the relevant target groups and at the specified times.

Note:
Remember that a maximum of 16 custom cards can appear on the home page
itself, for any one user.

Figure 86: Reorder the Cards

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Unit 6: Configuring user experience in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Describe the Home Page
● Use Manage Home Page feature to customize the Home page

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 Unit 6
Lesson 5
Navigating with Quick Cards

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Navigate in the Application with the Quick Cards

Quick Cards
Quick cards display basic information about employees in the system such as phone
numbers, e-mail addresses, titles, and locations.
Quick cards are available in several places within the application, and you can display them as
follows:
● By hovering over an employee’s name, like in People Search;
● By selecting on an employee’s name, like in performance forms; or
● By choosing on the small Rolodex-card icons shown next to each employee’s name in
certain areas of the tool like Calibration sessions.

Quick cards are a convenient way to find information about employees in a single place
including contact information and team size. With the take action option available on quick
cards, users can navigate to other areas in the system that contain additional employee
information.

Figure 87: Quick Cards

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There are some specificities to keep in mind when using quick cards:
● Content in quick cards is dynamic and most content is not customizable.
● You will not see links to content that you do not have permission to see, so all security
permissions are respected in quick cards.
● Some links can be enabled or disabled.

On the right-hand side, you can see the differences in Barry’s quick card when it is accessed
by two different users. The first is an administrator with full permissions and the second is a
different administrator with fewer permissions. Therefore, fewer links are available.

Figure 88: Quick Card From Different Users

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 Unit 6
Exercise 20
How to manage Quick Cards

Business Example
Company administrators need to know how to configure options that will impact employee
quickcards as outlined in the Implementing People Search Search guide and in other guides
within SAP SuccessFactors Platform on the SAP Help Portal.

Disable and Enable various Quickcard settings

1. Disable quickcard view from Company System and Logo Settings and test the change in
Action Search.

2. Re-enable quickcard view.

3. Disable the ability to see usernames in the quickcard and Action Search.

4. Re-enable the ability to see usernames in the quickcard and Action Search.

Result
You now know how to configure some options related to Quickcards.

Note:
Do not confuse Employee Quickcards with Talent Cards.

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 Unit 6
Solution 20
How to manage Quick Cards

Business Example
Company administrators need to know how to configure options that will impact employee
quickcards as outlined in the Implementing People Search Search guide and in other guides
within SAP SuccessFactors Platform on the SAP Help Portal.

Disable and Enable various Quickcard settings

1. Disable quickcard view from Company System and Logo Settings and test the change in
Action Search.
a) Use Action Search to navigate to Company System and Logo Settings.

b) Locate the option Selecting a user from global header search will show the quickcard,
uncheck this option and click Save Company System Setting.

c) Confirm the message Company System Setting Saved. appears at the top of the page.

d) Logout and login to your instance.

e) In Action Search enter Alex Anderson and move your cursor over the image of Alex.
Notice no additional windows appear.

2. Re-enable quickcard view.

a) Use Action Search to navigate to Company System and Logo Settings.

b) Locate the option Selecting a user from global header search will show the quickcard,
check this option and click Save Company System Setting.

c) Confirm the message Company System Setting Saved. appears at the top of the page.

d) Logout and login to your instance.

e) In Action Search enter Alex Anderson and move your cursor over the image of Alex.
Notice an additional window appear titled Employment Details.

f) Select the link at the bottom of the card titled Show Actions and Links.

g) Click Links and then select Succession Org Chart. Confirm you are brought to the CEO
position in the company that is currently occupied by Alex Anderson.

3. Disable the ability to see usernames in the quickcard and Action Search.
a) Use Action Search to navigate to Platform Feature Settings.

b) Locate the option Hide Username in the UI, check this option and click Save.

c) In the Message that states Successfully saved! click OK.

d) Logout and login to your instance.

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 Lesson: Navigating with Quick Cards

e) In Action Search enterAlex Anderson and notice that you see an image of Alex and his
position of CEO but you do not see username aaaa.

f)

4. Re-enable the ability to see usernames in the quickcard and Action Search.
a) Use Action Search to navigate to Platform Feature Settings.

b) Locate the option Hide Username in the UI, uncheck this option and click Save.

c) In the Message that states Successfully saved! click OK.

d) Logout and login to your instance.

Result
You now know how to configure some options related to Quickcards.

Note:
Do not confuse Employee Quickcards with Talent Cards.

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LESSON SUMMARY
You should now be able to:
● Navigate in the Application with the Quick Cards

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 Unit 6
Lesson 6
Managing Mobile Settings

LESSON OVERVIEW
In this lesson, you will learn how to manage mobile settings.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Enable Mobile Functionality
● Add Mobile Users
● Manage Mobile Settings

Mobile Feature Enablement

Figure 89: Mobile Feature Enablement

Mobile settings are enabled by going to Action Search → Enable Mobile Features, and
selecting the mobile features you wish to enable. This functionality helps you to select which
modules are available to your mobile users. The features include: having a mobile access code
to access a mobile device and enabling mobile advertisements.
The Enable Mobile Feature has the following distinct sections:
● Mobile Specific: The features in this section allow you to view and control basic mobile
functionality. (For example, Theming, on device support, PIN, and so on)

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Unit 6: Configuring user experience in SAP SuccessFactors

● Modules: In this section, you can view all the SAP SuccessFactors modules that are
currently deployed in your instance and have mobile capabilities available.

Checking the checkbox will turn ON the functionality for all authorized mobile users.
Unchecking the checkbox will turn OFF the functionality for all authorized mobile users.

Mobile features

Table 5: Mobile Features Table

Feature Description

Theming As the admin, the header color and header

logo of the iPad BizX Mobile app can be cus-
tomized. The customized header will display
for all End Users.
Notifications Enable to send notifications to mobile devis-
es.

Note:
Push notifications are only sup-
ported in the current version of
iOS and Android SAP Success-
Factors Mobile apps.

On Device Support In the "About" section of the BizX Mobile app,

End Users can contact support. As the ad-
min, the contact options can be configured.
Mobile Password End Users will be required to create a Pass-
word for each mobile device.
On-device Secure Storage We strongly encourage leaving on-device
storage ON, in order to increase usability and
offline I loss of connectivity capabilities.
When turning OFF on-device storage, a few
items will still be cached on device: Learning
off-line documents as well as SAP Jam docu-
ments.
Org Chart End Users browse through the Org Chart,
similar to the web counterpart

Table 6: Modules Table for Mobile Unit

Module Description

SAP Jam Enable social collaboration on the go.

Onboarding Reduce anxiety of your new hire by providing
them with all the information they need
through the mobile first day experience.

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Module Description

Time Off Employees and managers can record and

view information on vacation, sick leaves,
and other absences types.
Benefits (Beta) Employees can make benefits claims, and
view benefits contact information.
Pay Statement Employees can access their current and pre-
vious pay statements information from their
mobile devices (Note: Please ensure you
have internally tested and validated the pay-
roll results end-to-end process before enable
this Pay Statement feature within your pro-
duction environment).
Recruiting Never miss a good candidate due to a slow
process: Enable your employees to keep the
recruiting process moving as fast as possible
with mobile interview feedback, mobile job
requisitions, and mobile offer approvals.
Goals Enable users to view and edit their goals and
managers to access their team goals.
Presentations End Users can create and view a real-time
presentation on specific employees.

Mobile User management

Manage Mobile User displays all the users who have activated at least one mobile device. This
list also shows how many devices are activated per user. From this page, choose the Export
All Mobile Users button to download a .csv file containing the full list of mobile users and the
number of devices each one has activated.
You can deactivate the device of a mobile user by entering their first name and last name, or
username into the People Search field. When you select the name of the user, a list of devices
associated with that user is available, along with the option to activate or deactivate the
device.
Select Send a New Mobile Activation E-mail at the bottom of the page to resend the mobile
activation e-mail to a specific user. This functionality is only available if you have activated the
Mobile Activation feature.

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Manage Mobile Settings

Figure 90: Mobile Features Introduction

SAP SuccessFactors currently supports the most popular mobile platforms in the market. As
an administrator, you can enable or disable mobile settings for the employees of your
company. Mobile features are accessed through the SAP SuccessFactors Human eXperience
Management (HXM) apps.
Mobile administration is simplified and aggregated in the Mobile Administration Panel. In this
panel you will see four main features that will help you deploy and manage Mobile for your
company:
● Enable Mobile Features
● Manage Permission Roles
● E-mail Template Notifications
● Manage Mobile Users

In this section, you learn how to enable mobile features, select mobile access permissions,
and how to deactivate mobile devices.

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 Lesson: Managing Mobile Settings

Selection of Mobile Access Permissions

Figure 91: Mobile Access Permission Settings

To specify which users can access their SAP SuccessFactors account, navigate to Action
Search → Manage Permission Roles → select the role you want to grant mobile access to
→ Permission... → General User Permission → Mobile Access, and then choose the
permission role you want to allow your users to access.
To have a controlled rolled out strategy, follow the steps above, but instead of selecting All
Employees, select the groups targeted for rollout. You can create a new specific “Mobile”
group if needed. You can give mobile access rights to as many groups of users as you wish,
and gradually roll out mobile access to different groups of users.

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Mobile e-mail notification

Figure 92: Mobile Activation Notification

The Mobile E-mail Notification feature simplifies the mobile user activation process and raises
awareness of the new mobile capabilities among your workforce, we created a Mobile E-mail
Notification feature. This feature enables you to customize an e-mail template that will be
used to send a single e-mail notification to all users who have been granted mobile access.
When users receive the e-mail they see two links. When the links in the e-mail are selected
from their mobile devices, the users can perform the following functions:
● Download and install the SAP SuccessFactors mobile application from the corresponding
app store. This redirecting is automatic, based on the mobile operating system that is
detected.
● Activate the mobile application from the device. This process leverages the regular SAP
SuccessFactors web application login mechanism.

Select E-mail Notification Template Settings and turn on the Mobile Activation Notification e-
mail template that is now displayed at the bottom of the page as desired.

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 Lesson: Managing Mobile Settings

Mobile device activation

Figure 93: Activate Mobile Devices

You can activate the mobile device of a user by going to Settings → Mobile and entering the
device activation code. After the device is activated, a list of devices associated with that user
and the option to deactivate that device will be listed.
Follow this one time process to sync your SAP SuccessFactors Mobile app with your SAP
SuccessFactors HXM account. Follow the step-by-step screens on your smartphone to
generate your unique activation code:

1. Download the App

Visit your smartphone mobile app store from your smartphone and search for
‘SuccessFactors’. Follow the download instructions.

2. Enter the Activation Code

Log into your SAP SuccessFactors account from your PC. Select the Settings menu.
Select Mobile. Enter the Activation Code.

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 Unit 6
Exercise 21
Configure Mobile Access Features

Business example
Demonstrate how to enable access for a mobile device user.

Simulation: How to Enable Access for a Mobile Device User

For more information on How to Enable Access for a Mobile Device User, please
view the simulation in the lesson Managing Mobile Settings in your online course.

1. Verify that access for Mobile Device User is enabled.

2. Grant permission to the Full System Administrator to access mobile permissions.

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 Unit 6
Solution 21
Configure Mobile Access Features

Business example
Demonstrate how to enable access for a mobile device user.

Simulation: How to Enable Access for a Mobile Device User

For more information on How to Enable Access for a Mobile Device User, please
view the simulation in the lesson Managing Mobile Settings in your online course.

1. Verify that access for Mobile Device User is enabled.

a) Use the Action Search to navigate to Manage Permission Roles.

b) On the Permission Role List screen, in the Permission Role column, choose Full System
Administrator.

c) On the Permission Role Detail screen, choose Permission.

d) In the Permission Setting dialog box, in the User Permission list choose General User
Permission.

e) In the General User Permission section, verify that the Mobile Access check-box is
selected or activate it if it is not the case.

f) Choose Done.

g) On the Permission Role Detail screen, choose Save Changes.

h) If you made changes, don't forget to logout and login to ensure the changes are
applied correctly.

i) From the Action Search go to Enable Mobile Features.

j) In the Mobile specific tab, activate the check-boxes for Notifications and Org Chart.
Each time choose Turn ON and OK.

k) For the Modules, activate Goal Management and Career Development Planning. Each
time, select Turn ON and OK.

2. Grant permission to the Full System Administrator to access mobile permissions.

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LESSON SUMMARY
You should now be able to:
● Enable Mobile Functionality
● Add Mobile Users
● Manage Mobile Settings

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 Unit 6
Lesson 7
Implementing e-mail notifications

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Make changes to e-mail templates
● Manage communications in SAP SuccessFactors with triggered e-mail notifications

Make Changes to E-mail Templates

E-mail notifications are based on templates. To access a template, choose Administration
Center→ Company Settings → E-mail Notification Template Settings. Here, you can turn
event-triggered notifications on or off as well as edit the signature, message body, and other
options associated with the notifications.
To turn on or off event-triggered notifications perform the following steps:

1. To turn on a notification for all users, select the checkbox next to the notification. To turn
off a notification for all users, deselect the checkbox next to the notification.

2. Choose Save Notification Settings.

When e-mail notifications are enabled and users have the appropriate permissions, the users
have the option to turn them on or off.
To Enable and Disable a Notification
E-mail notifications are generated from pre-configured templates in SAP SuccessFactors.
Here, you can enable and disable event-triggered notifications, as well as edit the signature,
message body, and other options associated with the notifications.
● To enable or turn a notification on for all users, select the checkbox next to the notification.
● To disable or turn a notification off for all users, deselect the checkbox next to the
notification.
● When finished, choose Save Notification Settings at the bottom of the page.

If e-mail notifications are enabled, users may have the option to turn them on or off depending
on how their company’s instance is configured, and/or if that permission is granted to users.

Differentiate event-triggered versus administrator-triggered notifications

This section describes how to manage communications with SAP SuccessFactors users using
the system. You will learn how e-mails are triggered, and how to turn e-mail notifications on
and off. You will also learn about changing the user notification e-mail and about sending a
user welcome e-mail.
E-mail notifications are either triggered by an automatic system response or triggered by an
administrator.

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 Lesson: Implementing e-mail notifications

● Event-Triggered Notifications:These are automatic messages that are triggered by an

event, for example, when a form is moved from one person to another. These are
notifications that are sent by your system and occur without any administrator interaction.
● Administrator-Triggered Notifications:These notifications are sent by an administrator.
For example, the Send Welcome Message is a notification that is triggered by an
administrator.

E-mail Notification Message Bodies

Administrators can update the message in notification e-mails by editing the text in the e-mail
body. Select an e-mail template link to view and edit the details of the e-mail template. It is
also possible to create separate e-mail bodies by form template for any form-based
notification (for example, the Document Routing Notification).
E-mail Signature
By default, the standard text of an e-mail notification uses variables to pull text in from the
software and display it in the message body. For example, [[SIGNATURE]] is a variable. You
can customize the E-mail Signature template and this text is included in any message that
uses the [[SIGNATURE]] variable. The signature is placed in the footer of the e-mail. If you do
not customize the signature, the system default signature shows in the text footer.
Other Template Options
In addition to modifying the message body and signature, you can modify the e-mail priority
(for example, indicating high priority). You can select a different template, a different
language, and edit the e-mail subject.

User notification e-mail options

You can choose not to allow users to turn e-mail notifications on and off. This can be set
through Administration Center→ Company Settings → Company System and Logo Settings.
Select the checkbox beside This option allows a company-wide setting on whether users will
receive E-mail notifications. If ‘checked’, all users will receive E-mail on all workflow related
process. If not checked, each user has an option to turn notification on/off. Choose Save
Company System Setting at the bottom of the page to save changes.
User-Specific E-mail Notification Options
You can grant users permission to select their e-mail notification preferences using the
Settings menu. If this is enabled, users can decide if they want to receive SAP SuccessFactors
e-mail notifications.
Users can turn their e-mail notifications on or off by going to the Name menu, selecting
Settings, and choosing Notifications. Then they can select the e-mail notification option that
they prefer.

Note:
If a user chooses not to receive e-mail, this applies to all SAP SuccessFactors
notifications.

Changes to User E-mail Notifications

If your company allows users to turn notifications on or off within their personal Settings, you,
as an administrator, can manually override a user’s own preference to receive e-mail
notifications, or can change the setting on behalf of a user.

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Unit 6: Configuring user experience in SAP SuccessFactors

You can also use this option to troubleshoot when users indicate that they are not receiving
system e-mails, and can turn them back on.

The Send User Welcome email and Sending System Notifications

To send an on-demand (administrator-triggered) email notification, choose the Send User
Welcome email link in the Manage Employees section of Admin Center. The Send System
Message email Notification page opens. The default email message that is displayed here is
based on the Welcome Message template found in email Notification Templates Settings.
You can modify the email notification options to include the information you need to send to
your users each time, or the default message may be modified within email Notification
Templates Settings.
These notifications can be sent to individuals, groups, or the entire active user base. To send a
system message to a particular user, select the Send system message by user link at the top
of the page and then select your user below.

Managing Email Notifications

As of the 2H 2023 release, you can set up customized single sender using a verified domain
and relay system email notifications in the tool “Manage Email Notifications”. This
enhancement was built so that system email notification preferences can be set up in the
Admin Center without contacting implementation partners or Product Support. Enforced
domain verification also helps build and maintain reputation as an email sender and protect
against domain impersonation.
To enable this tool use “Manage Permission Roles” choose a role and click on “Permissions”.
Find under “Administrator Permissions” the item “Manage Admin Center” and check the box
in front of “Manage Email Notifications”. Don’t forget to save and to log out and back in so
that the changes to your permissions can apply.
If single sender and single recipient were configured for the instance in Provisioning, the
configurations are copied to “Manage Email Notifications” in the instance. However, it is
required to use a verified domain for customized single sender.
For further explanations, please visit: Email Notifications | SAP Help Portal

Informational Experience Now Supported in Digital Assistant

In the Informational Experience, users can ask Digital Assistant for general information about
themselves or their colleagues and get such information in the same chat window where they
asked the questions. Digital Assistant can also recognize possessive adjectives in user input,
such as "his", "her", and "their", and correctly understand which individuals are being referred
to in the conversation. As of the 2H 2022 release, the Informational Experience is available on
the web, but not in the mobile apps. Supported use cases include cost center, direct manager,
office location, and so on.
When interacting with Digital Assistant, users can now get requested information directly in
the chat window, without having to navigate to a separate page. This new feature improves
users' productivity by getting information readily available for them.

Configuration Requirements
Digital Assistant is only available for a few Early Adopter customers. These customers must
have enabled the latest home page.

Role-Based Permission Prerequisites

Proper permissions are required for users to view requested information of others.

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Figure 94: Informational Experience in Digital Assistant

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Unit 6: Configuring user experience in SAP SuccessFactors

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 Unit 6
Exercise 22
Edit the E-mail Notification Settings

Business Example
In this exercise, you modify template settings in E-Mail Notification Templates and turn off e-
mail notifications.

Simulation: Edit the E-mail Notification Settings

For more information on Edit the E-mail Notification Settings, please view the
simulation in the lesson Implementing e-mail notifications in your online course.

Task 1: Edit the E-mail Notification Settings

In this task you will modify template settings in E-Mail Notification Templates.

1. Edit the E-Mail Notification Templates.

2. Choose Welcome Message Notification with Reset Password Support and set the e-mail
priority.

3. Change the default e-mail message.

Result
You modified template settings in E-Mail Notifications Templates.

Task 2: Turn Off E-mail Notifications as a User

In this exercise you will turn off your e-mail notifications.

1. Check the setting for E-mail Notifications in Company System and Logo Settings to
understand why you are able to switch off E-mail Notifications in the Setting of the Name
Menu.

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 Unit 6
Solution 22
Edit the E-mail Notification Settings

Business Example
In this exercise, you modify template settings in E-Mail Notification Templates and turn off e-
mail notifications.

Simulation: Edit the E-mail Notification Settings

For more information on Edit the E-mail Notification Settings, please view the
simulation in the lesson Implementing e-mail notifications in your online course.

Task 1: Edit the E-mail Notification Settings

In this task you will modify template settings in E-Mail Notification Templates.

1. Edit the E-Mail Notification Templates.

a) Use the Action Searchwindow to navigate to E-Mail Notification Templates Settings.

b) On the E-Mail Notifications Templates make sure that the following notification are
enabled:

● Goal Creation Notification

● Welcome Message Notification with Reset Password Support

2. Choose Welcome Message Notification with Reset Password Support and set the e-mail
priority.
a) Select the Set E-mail Priority, High Priority checkbox.

b) Choose the Save Changes button.

c) In the E-mail Subject field enter the following subject line: Welcome to
SuccessFactors!.

3. Change the default e-mail message.

a) Select all text in the E-mail Body field.

b) Delete all selected text.

c) In the E-mail Body, enter the following:.

Here is your Logon information -
Username: [[EMP_USERNAME]]
Password: [[EMP_PASSWORD]]
You can access this SuccessFactors instance at the following URL:
[[LOGIN_URL]]

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 Lesson: Implementing e-mail notifications

[[SIGNATURE]]

d) Choose the Save Changes button.

e) Use Action Search to navigate to Send User Welcome E-mail.

f) Verify that the new E-mail Subject and E-mail Body appear in welcome e-mail.

Result
You modified template settings in E-Mail Notifications Templates.

Task 2: Turn Off E-mail Notifications as a User

In this exercise you will turn off your e-mail notifications.

1. Check the setting for E-mail Notifications in Company System and Logo Settings to
understand why you are able to switch off E-mail Notifications in the Setting of the Name
Menu.
a) Via Action Search go to Company System and Logo Settings.

b) Make sure that the option: "This option allows a company-wide setting on whether
users will receive E-mail notifications. If 'checked', all users will receive E-mail on all
workflow related process. If not checked, each user has an option to turn notification
on/off." is not enabled. This means, that every user can decide if E-mail notification is
desired.

c) In the top right corner, open the Profile icon for your user.

d) Choose Settings.

e) Choose Notifications.

f) Select the option Read messages in the system.

g) Choose Save Notification.

h) Choose OK.

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Unit 6: Configuring user experience in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Make changes to e-mail templates
● Manage communications in SAP SuccessFactors with triggered e-mail notifications

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 Unit 6
Lesson 8
Customizing the SAP SuccessFactors instance

LESSON OVERVIEW
In this lesson, you will learn how to customize and manage the SAP SuccessFactors Instance.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Customize the SAP SuccessFactors application themes

Create, edit, and modify Themes

The Manage Themes page, accessible from the Action Search, lists all the SAP
SuccessFactors standard and custom themes. The theme will determine the colors that users
see in the interface. The Visible to column lists the theme that is currently shown to your
employees. To access the Theme Manager, go to Admin Center and navigate to Company
Settings → Theme Manager.

Animation
For more information on this topic please view the animation in the lesson
Customizing the SAP SuccessFactors instance in your online course.

Figure 95: Options

As an administrator, you have several options when working with themes.

Table 7: Option in the Theme Manager

# Option Description

1 Search You can search for a theme by starting to type its name
or by filtering on locked (standard) or unlocked (custom)
themes.

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Unit 6: Configuring user experience in SAP SuccessFactors

2 Edit You can edit the custom themes by selecting the theme
names. The standard theme names appear in a lighter
color and are associated with a lock icon because they
cannot be edited.
3 Default There can only be one default theme per instance. This is
the theme that will be visible to the employees unless
there are in a group added in the column “Visible to”.
4 Visible to You can add groups of employees who will see a theme
different than the default theme.
The field used to group user to theme can be selected
from Provisioning > Company Settings > Field used to
group users to themes. There are three options: depart-
ment, division, and location.

5 Revert To stop testing the theme, you can choose Revert from
the options menu.
6 Duplicate This option allows you to copy an existing theme and is
used to create a new theme by changing the existing
theme.
7 Delete Choosing this option will delete the theme. Only custom
themes can be deleted.
8 Save or Cancel These buttons allow you to save or cancel the changes
based on your decision. They are always visible at the
bottom of the browser and you do not need to scroll
down to utilize them.
9 Save or Cancel These buttons allow you to save or cancel the changes
based on your decision. They are always visible at the
bottom of the browser and you do not need to scroll
down to utilize them.

Theme settings for the latest Home Page

You can use the Theme Manager tool to apply theming to the latest home page.
The following theme settings are available in the Fine Tune → Home Page (Latest) section:
● Greeting text color: This is the color of greeting text (such as "Good morning!").
● Quick action background color: This is the color of quick action tiles.
● Quick action text and icon color: This is the color of the text and icon used on quick action
tiles.
● Card icon color: This is the color of icons used on cards.
● Card link color: This is the color of hyperlink text used on cards.
● Card button border and text color: This is the color of button border and button text on
cards.
● Card button hover color: This is the color of buttons on the latest home page when you
hover or focus on them.

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 Lesson: Customizing the SAP SuccessFactors instance

These options give customers the capabilities to make the latest home page more consistent
with other pages in the application.

Note:
You cannot change the text color or background color of home page cards.

Horizon Visual Theme for SAP Fiori

Horizon visual theme is part of a design language for SAP Fiori, which is being applied across
all SAP applications to deliver a consistent user experience. It provides a modern, friendly
user interface and modular design system. It is a purely visual setting.
The Horizon theme is the standard base theme for the HXM Suite and is turned on
automatically for all customers, by default. It cannot be disabled since release 2H 2023.
If you use a custom theme, we recommend testing it thoroughly on commonly used pages.
Although custom theme settings aren’t affected and the colors in your theme are still used in
most places, some UI elements use theme settings differently when Horizon is enabled. As a
result, some UI elements change color. For example:
● Some UI elements that previously could have their color defined in a custom theme can no
longer be customized.
● Some UI elements that previously couldn't be customized can now have their color defined
in a custom theme.
● Some UI elements now have their color defined by different theme setting than they did
previously.

Changes to typography, visual treatment, and spacing have an impact on the overall layout
and location of elements on the page. If you run automated tests that are based onscreen
coordinates, they may be impacted by the Horizon theme.
For further information check: Horizon Visual Theme for SAP Fiori

Figure 96: Horizon Visual Theme for SAP Fiori

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Unit 6: Configuring user experience in SAP SuccessFactors

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 Unit 6
Exercise 23
Apply, create and delete a Theme

Business example
Themes determine the colors and look of your SuccessFactors instance. Your company
theme was created during configuration; however, you can edit and modify it. You can
customize how screens display across your company, or you can choose to have screens
display differently according to group.

Simulation: Apply, Create and Delete a Theme

For more information on Apply, Create and Delete a Theme, please view the
simulation in the lesson Customizing the SAP SuccessFactors instance in your
online course.

Task 1: Apply a Theme

In this exercise, you apply a different theme to your instance using the Theme Manager.

1. Apply a different theme to your instance using the Theme Manager.

Task 2: Create a Theme

In SuccessFactors you can use standard themes or create your own theme. You have been
asked to create a new theme for use in your SuccessFactors instance.
In this exercise, you create a custom theme.

1. Create a theme using the Theme Manager.

2. Make this theme the default theme.

Task 3: Delete a Custom Theme

Your company has built up a repository of custom themes. You have been assigned to delete
themes that are no longer in use. In this exercise, you delete a custom theme.

1. Delete a custom theme.

Result
You have Applied, Created, and Deleted a Theme.

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 Unit 6
Solution 23
Apply, create and delete a Theme

Business example
Themes determine the colors and look of your SuccessFactors instance. Your company
theme was created during configuration; however, you can edit and modify it. You can
customize how screens display across your company, or you can choose to have screens
display differently according to group.

Simulation: Apply, Create and Delete a Theme

For more information on Apply, Create and Delete a Theme, please view the
simulation in the lesson Customizing the SAP SuccessFactors instance in your
online course.

Task 1: Apply a Theme

In this exercise, you apply a different theme to your instance using the Theme Manager.

1. Apply a different theme to your instance using the Theme Manager.

a) Use the Action Search to navigate to Theme Manager.

b) On the Manage Themes screen, choose the “SAP Fiori with Morning Horizon (light)”
radio button in the Default column to set this as the default theme.

c) Select Save.

d) In the Save Changes dialog box, choose Yes.

e) Log out and log back in to see the changes.

Task 2: Create a Theme

In SuccessFactors you can use standard themes or create your own theme. You have been
asked to create a new theme for use in your SuccessFactors instance.
In this exercise, you create a custom theme.

1. Create a theme using the Theme Manager.

a) Use the Action Search to navigate to Theme Manager.

b) On the Manage Themes screen, click on the three dots at the right-hand side of “SAP
Fiori with Morning Horizon (light)” and choose Duplicate.

c) On the Create a Theme screen and in the Theme name field, enter SF Theme.

d) Choose the Page background color field, enter #9608FC.

e) In the Accent color scheme based on field, enter #9C81AA.

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 Lesson: Customizing the SAP SuccessFactors instance

f) Choose the Generate button to create additional shades based on the #9C81AA color
value. Then choose Generate again in the popup window.

g) Choose Save and then choose Save again in the popup window.

2. Make this theme the default theme.

a) Use the Action Search to navigate back to Theme Manager.

b) Choose the SF Theme radio button to make this the default theme.

c) Choose Save and then choose Yes in the popup window.

Task 3: Delete a Custom Theme

Your company has built up a repository of custom themes. You have been assigned to delete
themes that are no longer in use. In this exercise, you delete a custom theme.

1. Delete a custom theme.

a) Use the Action Search to navigate to Theme Manager.

b) Select the theme that was the default before you created your custom theme and
make it the default again. Global Training Theme II is usually the default theme.

c) Select Save and in the Save Changes dialog choose Yes.

d) Log out and log back in.

e) Go back to the Theme Manager and delete the theme you created in the previous
exercise SF Theme. Select the 3 buttons to the right of the theme you want to delete.

Result
You have Applied, Created, and Deleted a Theme.

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Unit 6: Configuring user experience in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Customize the SAP SuccessFactors application themes

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 Unit 6
Lesson 9
Creating Text Replacements

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Replace system text with Text Replacement

Text Replacement Tool

You can directly customize some UI labels across the SAP SuccessFactors HXM Suite, using
the Text Replacement tool in Admin Center.
By default, the Text Replacement page shows the UI labels for the default language of the
application. You can navigate to the other languages supported in the application by selecting
the respective links available under Select Language on the Text Replacement page.
The text replacement tool uses two keys in the language pack (TEXT_REPLACEMENT_KEYS
and ADMIN_TEXT_REPLACEMENT_KEYS) that you can customize. When you save custom
values for the UI labels on theText Replacementpage, the default values of the UI labels are
replaced with the new values wherever the UI labels are used in the application.

Note:
In the Text Replacement tool, the list of UI labels available for customization
differs from one language to another. For example, a UI label that can be
customized in English US may not be available for customization in French.

The custom UI labels that you define on the Text Replacement page override the default
values of the UI labels, wherever they appear in the application.
While there are many options to change system texts in Text Replacement in the English
language, the other languages do not necessarily have so many options. When using Text
Replacement it is important to understand that you are only doing a text substitution, which
does not change anything regarding the language specific grammar in the associated string. It
is possible to create linguistic issues if the custom UI labels are used incorrectly.

Video: Use Text Replacement

For more information on Use Text Replacement, please view the video in the
lesson Creating Text Replacements in your online course.

Watch the 'Use Text Replacement' video for an in-depth explanation.

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 Unit 6
Exercise 24
Customize Text Replacement Settings

Business example
The company culture requires the use of company-specific terms instead of some of the
words used in SuccessFactors. You are assigned the task of customizing the text replacement
settings.
In this exercise, you customize the text for your SuccessFactors instance, and display the
customized text to verify the text replacement.

Simulation: Customize Text Replacement Settings

For more information on Customize Text Replacement Settings, please view the
simulation in the lesson Creating Text Replacements in your online course.

1. Change the variants of the word employee with the associate following the table below:

Default Text Replace With

Text
Employee Associate
employee associate
Employee(s) Associate(s)
Employees Associates
employees associates
employee's associate's
Employee's Associate's

2. Display the customized text to verify the text replacement. (Please note: you may need to
log out and back in to see the changes.).

3. Revert the changes you have made by deleting all the variants of the word associate in the
customized text column.

Result
You customized the text for your SuccessFactors instance and verified the display of the
replacement text.

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 Unit 6
Solution 24
Customize Text Replacement Settings

Business example
The company culture requires the use of company-specific terms instead of some of the
words used in SuccessFactors. You are assigned the task of customizing the text replacement
settings.
In this exercise, you customize the text for your SuccessFactors instance, and display the
customized text to verify the text replacement.

Simulation: Customize Text Replacement Settings

For more information on Customize Text Replacement Settings, please view the
simulation in the lesson Creating Text Replacements in your online course.

1. Change the variants of the word employee with the associate following the table below:

Default Text Replace With

Text
Employee Associate
employee associate
Employee(s) Associate(s)
Employees Associates
employees associates
employee's associate's
Employee's Associate's

a) Use the Action Search to navigate to Text Replacement.

b) On the Text Replacement screen, enter the data in the table provided.

c) Choose Save.

2. Display the customized text to verify the text replacement. (Please note: you may need to
log out and back in to see the changes.).
a) On the Home page screen, choose the Home dropdown menu.

b) Verify that the option My Employee File is now called My Associate File.

3. Revert the changes you have made by deleting all the variants of the word associate in the
customized text column.

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Result
You customized the text for your SuccessFactors instance and verified the display of the
replacement text.

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LESSON SUMMARY
You should now be able to:
● Replace system text with Text Replacement

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 Unit 6
Lesson 10
Using the Manage Languages Tool

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Replace System Text with Manage Languages

Manage Languages
Use the Manage Languages tool to overwrite UI label values in any language (US English or
any language that SAP SuccessFactors currently supports).
The manage language change requests typically arise in two situations:
• You want to change default values of UI text (for example, system text) to better reflect your
particular business practices and culture.
• There is an issue with system text (for example, grammar, syntax or key terms). Manage
Languages allows for a quicker turnaround while waiting for the system text to be updated in a
subsequent patch or release.

Limitations
● Value replacement limit: You can overwrite up to 10,000 values per locale using Manage
Languages. The default replacement limit is set to 25 values, which you can manually
increase up to 10,000 using the Update option at the bottom of the page.
● Custom language pack CSV file size limit: The CSV file size limit is 10 MB. If you try
uploading a file that is anything more than 10MB, the system will time out and the file will
not be uploaded.
● Text substitution syntax: You need the text substitution syntax to replace a word
throughout the system. Otherwise, each string that includes the string will need to be
replaced through Manage Languages.

How can customers change a label in a specific locale that is not available in Text
Replacement?
Customers can use the Manage Languages tool from Admin Center to overwrite UI label
values in any languages supported by SAP SuccessFactors. The Manage Languages tool is
particularly useful in two situations:
● Default values of system text can be changed to better reflect a particular business
practices and culture.
● There is an issue with the current system text (grammar, syntax, key terms, and so on.).
Manage Languages allows for a quick turnaround while waiting for the system text to be
updated in a subsequent patch or release. Customers should still contact Customer
Support so that the issues can be addressed with system level text in future builds.

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Prerequisites
There are two prerequisites that should be enabled in Provisioning → Company Settings:

1. Language Packs

2. Enable Manage Languages tool

The other prerequisite is the Text Replacement permission in RBP. From the Action Search →
Manage Permission Role → Administrator Permissions → Manage System Properties → Text
Replacement.

Limitations
● Value replacement limit: It is possible to overwrite up to 10,000 values per locale using
Manage Languages. The default replacement limit is set to 100 values. This can manually
be increased up to 10,000 using the Update option at the bottom of the Manage
Languages page.
● Custom language pack CSV file size limit: The CSV file size limit is 10 MB. If the file
represents more than 10 MB, the system will time out and the file will not be uploaded.
● Text substitution syntax: You need the text substitution syntax to replace a word
throughout the system. Otherwise, each string that includes that string will need to be
replaced through Manage Languages.
● Changing labels does not update the language phrasing used within the Mobile Application
at this time.

Procedure

Figure 97: English Debug

1. Identify the token for the system text you want to replace using English Debug. From the
name menu, go to Settings → Change Language → English Debug → Switch .

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Figure 98: Key For Home

2. Go to the page where you would like to change the label. In this example, we will change the
label for the home page from the main navigation menu. Get the value between the colons. In
this example it will be: COMMON_HOME_TAB
3. Go back to the name menu → Settings → Change Language and select again your default
language and choose Switch.
4. From the Action Search go to Manage Languages.

Figure 99: Add Custom Locale

5. If a custom locale does not exist, you will need to create one. Under the Action column,
choose Add custom locale corresponding to the language pack.

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Figure 100: Custom Language Name

6. It is required to enter a new name for the custom language pack such as English US
Custom, and choose OK. The custom language pack gets appended to the original language
pack.

Figure 101: Plus Icon

7. A “+” button in now available in front the language for which you created a custom locale.
Select it.

Figure 102: Download Custom Labels

8. Download the custom.

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Figure 103: CSV File For Custom Labels

9. Save the file on your computer. In the first row, the word Key will already be in the column
A. Add the locale code in the column B. In this example, it is en_US. Then in the second row,
add your key COMMON_HOME_TAB and the label you would like to see, for example Renamed
Home Page.

Figure 104: Upload Custom Labels

10. Save the file as a V2. It is important to keep the .csv format. Then, import it and upload it in
the system using theUpload custom label option. Select the file you created.

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Figure 105: File Upload Successful

11. A message will indicate that the file was uploaded successfully. Choose OK.

Figure 106: Test Customized Text

12. In order to test the changes, make sure that you use the language for which you made the
change. You need to log out and go back to the instance and it some cases it can be helpful to
close your browser completely or even delete the cache.

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Caution:
IMPORTANT NOTE
Be careful!
When keys already exist in this file and you want to make more changes to other
system text, always download the latest file for the custom label from the system
and add the new key to the list but keep those that are already there when you
upload. If you just put the one that you want to change in this file and remove the
other keys, you will delete the customization put in place for the other keys.
When keys already exist, the cell 1B will have the language code an underscore
and the company ID of the instance in which you make the change. To be able to
upload this file back into the system, you will only need to keep the language
code in this cell and therefore remove the last underscore and the company ID.

Original Language Pack

In some cases, for example, when the key is hard to read on the screen, it may be helpful to
download the full original language pack. In order to do so, follow the two steps below:

Figure 107: Download Default Labels

1. Download the CSV file of the original language pack. It has all the default system labels.

Figure 108: Default Labels

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2. Save the file in a folder where you can find it easily on your computer. You can open your
CSV file with Open Office, Notepad or Notepad++. This file, which is the original CSV file,
contains the entire list of key values (Key) and their corresponding UI labels. The file should
look like the screenshot above.

CSV File of the Manage Languages Tool

As of 1H 2023 release the third column is removed in the CSV file that you get by downloading
default labels of a language pack. Users are expected to provide their custom labels in the
second column. The third column isn’t in use anymore and accidentally entering data in it can
cause failed uploads or other minor issues. The second enhancement is about how to
deactivate a custom language pack. Previously, you had to delete a custom language pack to
deactivate it; now you only need to deselect the active checkbox beside it, just as you would
do to deactivate a built-in language pack.

Figure 109: Manage Languages Tool

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 Unit 6
Exercise 25
Manage Languages

Business Example: In this exercise you will learn how to change words in the system.

1. Change the salutation in the banner of the homepage.

Result
You have changed a word in the system.

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 Unit 6
Solution 25
Manage Languages

Business Example: In this exercise you will learn how to change words in the system.

1. Change the salutation in the banner of the homepage.

a) Log into your instance. Note, that on the homepage the banner has a salutation based
on the time of day.

b) Use Action Search to navigate to Manage Languages.

c) Under “Debugging” find “English Debug” and enable it by clicking in the Actions
column on the word “Enable”.

d) Click on “OK” in the confirmation box.

e) Click on the name menu and on “Settings”.

f) Click on “Change Languages”, choose “English Debug” and click on “Switch”.

g) Back on the Home Page note that the technical name for the salutation in the banner is
called “HOME_V4_Salutation_Morning”, “HOME_V4_Salutation_Afternoon” or
“HOME_V4_Salutation_Evening” (depending on time of the day).

h) Click on the name menu and on “:COMMON_Options:Settings”.

i) Click on “LEFTNAV_OPT_LANGUAGE: Change Languages”, choose “English US

(English US)” and click on “Switch”.

j) Use Action Search to navigate to Manage Languages.

k) Under “Locale List” find “English US (English US)” and click on “Actions” in the column
“Action”.

l) Click on “Download Default Labels” and note that a csv-file called “en_US_default.csv”
was downloaded on your computer.

m) Open this csv-file and note that the first column is the “Key” and the second column is
the language that will be modified.

Note:
Please always use Open Office to open, edit and save csv-files for
SuccessFactors. This is because Microsoft Excel corrupts special
characters within some languages. Open Office allows you to work with all
of your files (particularly .csv) without corrupting characters.

n) Use Ctrl+F to search for “HOME_V4_Salutation” and find three results:

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 Lesson: Using the Manage Languages Tool

i. HOME_V4_Salutation_Morning

ii. HOME_V4_Salutation_Afternoon

iii. HOME_V4_Salutation_Evening

o) Copy those three rows into a new csv-file and name the file “Salutations_THR80.csv”.

p) Add a new row at the top of this file and in the first column enter “Key” and in the
second column enter “en_US”.

q) Save the csv file again.

r) Log into your instance and use Action Search to navigate to Manage Languages.

s) Under “Locale List” find “English US (English US)” and click on “Actions” in the column
“Actions”.

t) Click on “Create Custom Translation” and enter “THR80_Custom” to specify a name

for customer translation and click on “OK”.

u) In the column “To-Do” click on “Upload now” and search for the csv-file
“Salutations_THR80.csv”. Click on open to start the upload and click on “OK” in the
confirmation box.

v) Refresh the page and check if the import was successful in the column “Custom
Translation” by clicking on the link “THR80_Custom”. Look for the success in the
“Validation of Last Upload”.

w) est your changes to the text: Go back to the Homepage via the main menu and note
that the salutation in the banner is changed to “Welcome to THR80”.

Result
You have changed a word in the system.

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LESSON SUMMARY
You should now be able to:
● Replace System Text with Manage Languages

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 Unit 6
Lesson 11
Implementing translations

LESSON OVERVIEW
Consultants do not start the translation work until there has been sign-off of final
configuration. This lesson provides an overview of the translation process and walks you
through the step-by-step process. The steps in the translation process include gathering
requirements in a translation workbook, turning on language packs, and configuring
translations in Provisioning, Admin Center, and XML.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Implement translations to configuration labels
● Collect requirements in the Translation Workbook
● Set up languages in Provisioning
● Configure the Succession Data Model XML file in for translations
● Implement translations in People Profile

Translation best practices

The following are important criteria for successful translation:
● Appoint a translations lead who will act as single point of contact and be responsible for
coordinating the translations across the different languages. The translations lead should
be familiar with the modules being translated so they can explain the context to the
translators as necessary.
● Agree on the plan for the translations process with the project team, including
deliverables, timelines, and resource availability.
● Ensure that the testers are trained in how to navigate in the instance. The local testers
must be familiar with the module or process so that they can validate the translations
effectively.
● Ensure that final configuration is signed off before translation work starts.
● Ensure that there is cross-team coordination. Where multiple work streams are involved,
ensure that common terms are agreed upon.
● To prevent a slowdown in system performance, minimize customization of system texts.
● Use one document (translation workbook) for all translations and feedback.

Translation process prerequisites

The following are important things to consider before you begin translations:

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● Get every detail finalized and tested in the default language (English) first.
It is crucial that all configuration is complete before the start of translations. If your
customer continues to make changes to functionality and the default (English) labels, it is
impossible to keep the configuration workbook up-to-date. Finalize all labels and features
and conduct sufficient testing before the start of translations.
● The customer is responsible for providing translation, while the consultants provide the
workbook.
SAP SuccessFactors does not provide translation services. It is the customer’s
responsibility to provide translations and test these translations against their
configuration. Do not attempt to translate anything for the customer.
● Review the SAP SuccessFactors Offerings per Language Pack and the Detailed Language
Matrix on Partner Portal.
These matrices show the module support and feature support per language pack. Not all
modules or features are supported in all languages. Do not assume that the Writing
Assistant, Spell Check, Legal Scan, and so on, are supported for all languages.
● Get organized.
It is in your best interest to be very organized when coordinating translations. Plan ahead
to spend sufficient time gathering configured text and labels into the translation workbook
file. Make sure that the customer has also planned ahead for all resources to be dedicated
to translations and testing during this time. Be mindful of local holidays and vacation
schedules. For example, many employees in China take extended holidays in January or
February, and many employees in Germany take extended holidays in August. Ensure that
everyone on the project has set aside the time to meet the project milestones. Stick to the
plan. If you do not consolidate your documentation or milestones, it is extremely difficult to
stay in control of the process.

Translation process overview

Figure 110: Overview of Translation Process

The steps in a typical translation process are as follows:

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1. The customer obtains a language pack.

2. The customer obtains and opens up the translation workbook.

3. The customer provides the translations.

4. The consultant configures the translations provided by the customer.

5. The customer tests the translations and provides sign-off.

Translation process
If you configure a module in the default language (English), you need to translate it. When you
go to translate the label, you must go to the source where you configured it. The translation
process for each module varies. For labels that are visible in People Profile, translations can
come from the Succession Data Model, BCUI, Picklist Center, or Configure People Profile.

Language configuration elements

Figure 111: Elements of Language Configuration

The elements of language configuration are as follows:

● Default Language Pack
Covers error messages, menus, rollover text, and so on. Basically, all the text you did not
configure in the default language (English). The modification of text that belongs to the
default language packs are not part of the translation project. We discourage customers
from making too many requests to these system texts due to the fact that a key can be
associated with a label appearing in different places in the instance and changing it in one
place may not make sense somewhere else. Moreover, the system may be slower if there
is too much text replaced. That said, the tool called Manage Languages can be used to
modify system text.
● XML Template Translation
Covers all text that you configured in the default language (English). Template name,
labels, and text are configured directly in the XML. Manage Templates offers some
translation options, but these are not 100% equivalent to XML.
● Admin Center Translation

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Text Replacement, Rating Scales, Route Maps, Configure Employee Files all control labels
directly where you configured the default language (English).
● In-App Translation
Edits are made within the application. Home page tiles, the Help & Tutorials page, and the
Company Resources page are translated by an administrator directly on the page.

Hint:
When configuring translations, do not forget to download backup copies before,
during, and after you translate a file. If you are translating something directly in
the application, you should save a copy in the configuration workbook before and
after you translate the text.

Note:
When configuring translations, you will most likely have to use Open Office. This is
because Microsoft Excel corrupts special characters within some languages. Open
Office allows you to work with all of your files (particularly .csv) without corrupting
characters. In addition, be aware that if you do not have all language packs
properly installed on your computer, you may have issues working with some
languages.

Language packs

Figure 112: Translation Process: Language Packs

The consultant verifies the language packs included in the contracts. The SuccessFactors
Statement of Work or Schedule A documents list out the languages that the consultant is
responsible for implementing
After a language pack is enabled, the language appears within Languages under the Settings
menu.

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Company Resources

Figure 113: Company Resources

To set the language for the Company Resources page, proceed as follows:

1. On the Company Resources page, click the Edit icon.

2. Choose the language.

Hint:
During the implementation project, this can be a task to delegate to the customer
project team in order to encourage the customer to learn more about the
system.

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Help and Tutorials

Figure 114: Help and Tutorials

To set the language for the Help & Tutorials page, proceed as follows:

1. On the Help & Tutorials page, choose the Edit icon.

2. Choose the language.

Note:
Help and Tutorials feature will be deleted on November 15, 2024.

Hint:
During the implementation project, this can be a task to delegate to the customer
project team in order to encourage the customer to learn more about the
system.

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E-Mail Notification Templates

Figure 115: E-Mail Notification Templates

To set the language for a notification, proceed as follows:

1. On the E-Mail Notification Templates screen, choose the notification type.

2. In the right-hand pane, choose Switch to.

3. Select the language.

Hint:
During the implementation project, this can be a task to delegate to the customer
project team in order to encourage the customer to learn more about the
system.

Customer testing
The customer is responsible for testing the instance and consolidating all feedback or
changes by the agreed upon due date. Consultants can provide guidelines, but customers are
responsible for creating test scripts and conducting thorough testing. It is important for the
customer to keep testers focused on the language only, and not consider any feedback about
the configuration decisions or the process design. These topics are appropriate for iterative
testing and user acceptance testing (UAT), but not for translation testing.

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The Translation Workbook

Figure 116: Translation Process - Translation Workbook

After receiving configuration sign-off, consultants are responsible for providing the
translation workbook. The consultants fill out the template with the configured text and labels
for their customer in the default language (English). A translation workbook template is
available on PartnerEdge → Implement → Tools & Assets → Tools & Assets → Foundation
→ Configuration Workbooks.

Hint:
This is a good point in the translation process to make backup copies of all form
templates, goal plan templates, data models, and other files to be translated. For
areas that cannot be downloaded easily, take screenshots of the default
language (English) text and save them all in one file.

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Translation Workbook in detail

Figure 117: Adding the Default Language Translations

Workbooks are Microsoft Excel files with tabs for each template and module.
The consultant is responsible for filling out the workbook with the English or default language
translations. Go through each template and list every field name, introductory text, and label
that you configured. Put them in the workbook in the “English” column of the table. In each
additional column header, enter the customer’s language packs. Repeat for every template
and module that you are responsible for translating.
The Project Plan tab is provided if you want to enter the due dates for each milestone of the
translation process.
The Testing Plan tab is provided for the customer to outline their test plan. SAP
SuccessFactors does not provide test scripts for customers.
Review your customer’s configuration in the test instance from end to end, ensuring that you
have not missed any text. It can be difficult to go back and retrieve additional translations that
were missed.

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Translation Workbook and HTML

Figure 118: Translation Workbook and HTML

If your configuration contains HTML, such as hyperlinks, bullets, and line breaks, be sure to
highlight this text in a bold red font. Include instructions for all translators to leave this text
intact and translate around it. If a translator happens to delete or overwrite your HTML, it is
going to be impossible for you to re-create the proper HTML structure and there are going to
be errors in your template.

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Customer translation input

Figure 119: Translation Process - Customer Provides Translations

After completing the translation workbook, the next steps are as follows:

1. Send the workbook to the customer by e-mail, or post the workbook to the customer’s
SharePoint site.

2. Provide the due date for workbook completion. Provide clear instructions for the customer
to translate the text in each language and provide one consolidated file back to you by the
agreed upon due date. You are not responsible for consolidating the translators’
responses. The customer must coordinate this and ensure that their translators are
following your instructions.

3. Customer must coordinate translations of all text in the workbook and maintain these
translations in one file.

4. Customer fills out the language translations and sends it back to the consultant.

5. Review the workbook that the customer has provided keeping the following questions in
mind:

● Did the translators follow the instructions?

● Did the translators translate all labels and text in all languages?

● Did the translators have any questions or clarifications?

Sometimes the translator wants to know the context of the word so that they can
provide the correct translation (example: translating ‘Completed’ label for forms that
have been signed and filed).

6. If necessary, alert the customer of any translations that were missed, HTML that was
corrupted, and so on. Do this before you begin working on configuration of the languages.

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Translation configuration

Figure 120: Translation Process - Consultant Configures Translations

When one file with all translations has been provided by the customer, you can begin to
configure the translations. You configure the translation in a test instance. It is important that
you always translate everything in the test instance before you move into the production
environment.

Customer approval

Figure 121: Translation Process - Customer Sign-Off

When a customer requests a change to system text, or the inclusion of text that is not found
within the workbook, the customer should use the Translation Feedback template that is

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available on SharePoint and Partner Portal. Ask the project team to verify all system text
changes from language testers and ensure that the text is not listed somewhere in the
workbook. The project team should also filter out changes that are not essential and
communicate with their testers before sending you unnecessary requests.
The customer must provide you with the following:
● A full-page screenshot of the areas where they see this text.
● The current English text.
● The current {LANGUAGE} text in its entirety. Full sentences or paragraphs are required.
● Their proposed changes in entirety. Full sentences or paragraphs are required.

Remind customers that you do not speak all of the languages that they have purchased and
therefore require very detailed requests with screenshots for all questions or system text
changes. In addition, remind the customers that not all system text changes can be made.

Language packs in Provisioning

Figure 122: Language Packs in Provisioning

To find the list of language packs, log into Provisioning and choose Company Settings. When
the instance is created through Auto-Provisioning, languages should be enabled
automatically. If they are not enabled, select the checkbox next to the language packs that
you must enable, and then choose Save.

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XML template

Figure 123: XML Template

For Goal Management translations, in the code (Goal Plan name, categories, field labels, and
so on) when you find English text that was configured, copy the tag and add the relevant
language tag, for example, lang=“de_DE”.

Employee file configuration

Figure 124: XML of the Succession Data Model

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 Lesson: Implementing translations

When you are configuring Employee Profile Translations, configure Standard Elements and
Background Elements directly in the Succession Data Model. You must add a row with a label
for each element. For background elements, every column label is also translated in the data
model.

Hint:
Copy and paste errors happen. Save and upload the data model frequently so
that you do not spend a long time configuring only to receive an error message
due to something that may not be easy to spot. At a minimum, you should back
up your data model before, during, and after your translation work.

Video: Translate Fields in the Profile

For more information on Translate Fields in the Profile, please view the video in
the lesson Implementing translations in your online course.

Watch the 'Translate Fields in the Profile' video for an in-depth explanation.

Video: Translate Picklist Values and Test the Translations

For more information on Translate Picklist Values and Test the Translations,
please view the video in the lesson Implementing translations in your online
course.

Watch the 'Translate Picklist Values and Test the Translations' video for an in-depth
explanation.

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 Unit 6
Exercise 26
Implement Translations

Business Example: In this exercise you will learn, how to translate a data field name in the
People Profile.

1. Add a translation to a data field name.

Result
You have translated a data field name.

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 Unit 6
Solution 26
Implement Translations

Business Example: In this exercise you will learn, how to translate a data field name in the
People Profile.

1. Add a translation to a data field name.

a) Log into your instance. Use Action Search to navigate to Manage Languages.

b) Under Locale List click on “Manage List”.

c) Select “Français (French)” and click on “Save”.

d) Note that “Français (French)” is added to your languages in the column “Locale”.

e) Use Action Search to navigate to Manage Business Configuration.

f) At the left side under “Employee Profile” click on the link “Standard” to collapse the
column and click on “First Name”.

g) Click on “Take Action” and “Make Correction” and on the global icon next to “Label”.

h) Enter “Prenom” in field next to “French (France)” and click on “Done” and on “Save”.

i) To test your translation, click on the name menu and on “Settings”.

j) Click on “Change Language”, choose “Français (French)” and click on “Switch”.

k) In the main menu click on “Mon dossier d'employé“ and note, that “First Name” is
translated to “Prenom”.

l) To switch back to English languages click on the name menu and on “Paramètres”.

m) Click on “Changer de langue”, choose “English US (English US)” and click on

“Basculer”.

Result
You have translated a data field name.

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LESSON SUMMARY
You should now be able to:
● Implement translations to configuration labels
● Collect requirements in the Translation Workbook
● Set up languages in Provisioning
● Configure the Succession Data Model XML file in for translations
● Implement translations in People Profile

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 Unit 6
Lesson 12
Customizing Company Dictionary, Spell Check
and Legal Scan

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Update Company Dictionary
● Modify Legal Scan Library

Add, remove, export, and import Company Dictionary

The Company Dictionary allows you to add words that are particular to your company. For
example, your company name, the names of the products of your company, and other
specific terms. When you run the system spell checker, if the spell checker function is turned
on in your instance, those terms are not flagged as incorrect. You can add and remove words
one at a time. You can also add and remove words in bulk by using a text file.
Under the Company Processes & Cycles section, choose Company Settings and select
Company Dictionary.
You can add and remove words from your company dictionary in bulk. Download your
Company Dictionary file, modify the words included in the dictionary, and import the updated
file.
To add your company name to the Company Dictionary follow these steps:

1. From Company Settings, select Company Dictionary.

2. Choose Add or Remove a Word.

3. Type in the company name.

4. Choose Add.

5. When the textbox is populated with the company name, choose Done.

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 Unit 6
Exercise 27
Add a word in the Company Dictionary

Business Example: In this exercise you will learn, how to manage the Company Dictionary.

1. Add a word in the Company Dictionary.

2. Add a word to the Company Dictionary by using Download and Import.

Result
You have managed the Company Dictionary.

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 Unit 6
Solution 27
Add a word in the Company Dictionary

Business Example: In this exercise you will learn, how to manage the Company Dictionary.

1. Add a word in the Company Dictionary.

a) Log into your instance. Use Action Search to navigate to Company Dictionary.

b) Set the radio button to “Add or Remove a Word”.

c) Type SuccessFactors into the blank field and click on “Add” and “Done”.

d) Note the hint that says, that “Company dictionary is saved.“.

2. Add a word to the Company Dictionary by using Download and Import.

a) Log into your instance. Use Action Search to navigate to Company Dictionary.

b) Set the radio button to “Download Company Dictionary File” and click on “Download”.

c) Note that a file called “CompanyDictionary.txt” was downloaded on your computer.

d) Open the txt-file on your computer and note, that the word “SuccessFactors” is
already in the Company Dictionary (because of task 1 of this exercise).

e) Add the word “SAP” on a new line and save the file.

f) Log into your instance. Use Action Search to navigate to Company Dictionary.

g) Set the radio button to “Import a word list (words separated by newlines) File” and
click on “Choose file”.

h) Select the file “CompanyDictionary.txt” and click on “Import”.

i) Note the hint that says, that “Company dictionary is saved.“.

Result
You have managed the Company Dictionary.

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 Lesson: Customizing Company Dictionary, Spell Check and Legal Scan

Modify Legal Scan Library

In addition to the Company Dictionary, SAP SuccessFactors also has a Legal Scan Library to
which you can add terms. This tool accompanies the spell checker and checks text for any
potentially offensive language. Any questionable language is flagged, not replaced.
You can modify the content with the Legal Scan function to check for text that is
unacceptable in a review form.
You can access the library and add or modify it through the Company Setting tool. Add your
text and save the form to be alerted when a questionable word has been accidentally or
intentionally typed. Navigate to Admin Center→ Company Settings → Legal Scan Library to
make modifications.

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Unit 6: Configuring user experience in SAP SuccessFactors

LESSON SUMMARY
You should now be able to:
● Update Company Dictionary
● Modify Legal Scan Library

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 Unit 6
Lesson 13
Maintaining the Company Logo

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Set up a Company Logo

Upload your company logo

Your company logo was set during configuration. However, as an administrator, you have the
ability to modify your company logo at any time. The logo will display on the top right of all
pages within SAP SuccessFactors. You can upload your logo to the SuccessFactors server
(recommended), or may point to a logo on a URL outside of the SuccessFactors server.

Note:
We recommend that you have your logo hosted on SAP SuccessFactors servers to
ensure a secure and consistent environment. For best results, we recommend
your logo be prepared as follows:
● File format: Transparent GIF
● Pixels: 210 wide x 40 high
● Color mode: RGB

Company logo upload

To upload your company logo to be hosted on a SAP SuccessFactors Server, go to Admin
Center → Company Settings → Upload Company Logo , then browse for the image file on your
computer. Select the image, then choose the Save button. If you have an existing company
logo, it will be displayed on this page until the logo is changed.

Point to a logo on a URL

Another method of configuring your company logo within SAP SuccessFactors is by setting
the location of the logo to a specific URL where it is hosted, such as your corporate server. In
order for your logo to be displayed in SAP SuccessFactors, it must be posted on a Web server
for access.
To do this, go to Admin Center → Company Settings → Company System and Logo Settings .
Enter the URL of the Company Logo on the field provided and click Set Company Logo URL.

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Unit 6: Configuring user experience in SAP SuccessFactors

Note:
Using this method can cause warning messages to display for your users, as SAP
SuccessFactors is a secure website and your logo is posted on a site outside of
that secure environment.

LESSON SUMMARY
You should now be able to:
● Set up a Company Logo

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Learning Assessment

1. What is the purpose of Quick Actions?

Choose the correct answer.

X A They enable you to complete your most frequent or important actions.

X B They show you changes or requests you need to approve.

X C They allow you to complete surveys from Qualtrics.

X D They allow you to do all of the above.

2. What is the Manage Languages tool?

Choose the correct answer.

X A A tool to replace “system” text when that text is not available for replacement via
Text Replacement in Admin Center.

X B A configuration choice for a customer to select one template that will display labels
in the local language of each user.

X C An auto-provisioning tool that automatically enables instance creation.

3. With Manage Languages, you should exercise caution when modifying system text and
limit changes when possible.
Determine whether this statement is true or false.

X True

X False

4. Where does an end user in the instance choose the language they wish to work in?
Choose the correct answer.

X A Employee Profile → Choose Language

X B Admin Center → Choose Language

X C Settings → Choose Language

X D The language is chosen for them in Provisioning

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Unit 6: Learning Assessment

5. For which of the following does the consultant enter the translations directly in Admin
Center?
Choose the correct answers.

X A Rating Scales

X B Route Maps

X C Text Replacement

X D Employee Profile

6. Consultants must be able to speak and read the languages for which the customer has
purchased language packs.
Determine whether this statement is true or false.

X True

X False

7. Are all languages available as language packs in SAP SuccessFactors?

Choose the correct answer.

X A No, we have a very limited number of languages available.

X B No, we have many languages available but not all.

X C Yes, we have all languages available for use.

8. Which of the following are elements of language configuration?

Choose the correct answers.

X A XML Template Translation

X B Enable the Language Pack

X C HTML Language Conversion

X D In-App Translation included in Admin Center

9. Enabling language packs turns on translations for basic system text, error messages, and
menu labels.
Determine whether this statement is true or false.

X True

X False

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10. Who is responsible for testing the translations?

Choose the correct answer.

X A Consultant

X B Customer

X C SAP QA Team

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 UNIT 7 Configuring People Profile

Lesson 1
Configuring Succession Data Model and Configure People Profile 287
Exercise 28: Working with the Data Model 315

Lesson 2
Managing Business Configuration 323
Exercise 29: Modify the Succession Data Model with Business Configuration UI 325

Lesson 3
Maintaining Picklists in the Picklist Center 328
Exercise 30: Create a New Picklist for a Standard Element 335

Lesson 4
Managing the User Data File 340
Exercise 31: Manage Employees and Import Permissions 357
Exercise 32: Maintain employee records in the User Data File 359

UNIT OBJECTIVES

● Modify the Extensible Markup Language (XML) files

● Validate the Extensible Markup Language (XML) file with a Document Type Definition
(DTD) file
● Verify that the Extensible Markup Language (XML) file is well-formed
● Define the key Extensible Markup Language (XML) terms
● Configure the Succession Data Model to Make Changes in SAP SuccessFactors
● Import and Export the Succession Data Model XML in Provisioning
● Download the Succession Data Model from Admin Center
● Navigate in the Different Elements of the Succession Data Model
● Use Admin Center and Succession Data Model to configure People Profile
● Configure standard elements in People Profile

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Unit 7: Configuring People Profile

● Configure Custom Fields

● Manage the People Profile using the Configure People Profile tool
● Maintain the People Profile using Header Settings
● Hide, show, and upload a photo into People Profile
● Run Batch Upload and Batch Export processes
● Manage Business Configuration
● Maintain picklists using the Picklist Center
● Access required permissions to import employees
● Maintain user data with the User Data File and Admin Center

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 Unit 7
Lesson 1
Configuring Succession Data Model and
Configure People Profile

LESSON OVERVIEW
In this lesson, you will learn how to use XML in SAP SuccessFactors.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Modify the Extensible Markup Language (XML) files
● Validate the Extensible Markup Language (XML) file with a Document Type Definition
(DTD) file
● Verify that the Extensible Markup Language (XML) file is well-formed
● Define the key Extensible Markup Language (XML) terms
● Configure the Succession Data Model to Make Changes in SAP SuccessFactors
● Import and Export the Succession Data Model XML in Provisioning
● Download the Succession Data Model from Admin Center
● Navigate in the Different Elements of the Succession Data Model
● Use Admin Center and Succession Data Model to configure People Profile
● Configure standard elements in People Profile
● Configure Custom Fields
● Manage the People Profile using the Configure People Profile tool
● Maintain the People Profile using Header Settings
● Hide, show, and upload a photo into People Profile
● Run Batch Upload and Batch Export processes

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Unit 7: Configuring People Profile

XML

Figure 125: XML

XML is an abbreviation for eXtensible Markup Language which is one of many markup
languages devised for different purposes. It was designed primarily to transmit data between
disparate computer systems that would normally not be able to interact. It is sometimes
described as a bridge language because it can be used as a common language that two
computer systems can use to communicate with each other. XML is special because it does
not contain predefined tags. XML tags are defined only by the user and this is what makes it
an extensible language.
A further advantage of XML as a language is that it is fairly easy for humans to read and
understand.
HTML is another markup language that is widely known since it is used for building web
pages. While XML and HTML have some similarities in the syntax they use, they are designed
to meet different business needs. HTML is designed to display data in a Web browser whereas
XML’s objective is to store and transmit data. But they are both forms of SGML, or
Standardized Generalized Markup Language, which is itself a standard.
XML is widely used and there are several resources on the web to help people learn basics
about the language. One particularly helpful website, W3 Schools, has an excellent tutorial on
XML:
W3 Schools XML Tutorial

XML Tree
XML is structured into a tree where the family members are called elements. An element
describes the data that it contains. The first element in an XML document is called the root
element. Elements can contain sub-elements and can also have attributes. Sub-elements are
often referred to as child elements. Child elements are always nested inside of parent
elements.
An XML tree always starts with a root element. As in a family, XML has parents and children.

Sample XML
Two other topics that are crucial to working with XML are tags and attributes.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Tags
Tags are used to identify elements not only to humans but to computers that must read XML.
The easiest way to understand tags is to see some examples. The following is an example
taken from W3Schools:
● <note>

● <to>Jane</to>

● <from>John</from>

● <heading>Reminder</heading>

● <body>Let's get together for dinner!</body>

● </note>

In the code above there are several pairs of tags. Each starting tag has a matching ending tag.
For example, <note> is a starting or opening tag and </note> is an ending or closing tag.
The difference is that the closing tag has a / in it whereas the opening tag does not. So this
example has 10 tags. Those 10 tags also help define 5 elements (note, to, from, heading and
body). The <note> element is a parent that contains 4 child elements (to, from, heading and
body). We can see this because the note opening and closing tags surround our encapsulate
all of the other elements.
Attributes
Attributes can be added to elements to help better describe them or make them more flexible.
For example, if we want to have different types of notes that are different colors, we can
modify the code of the earlier example and add an attribute for color:
● <note color="blue">

● <to>Jane</to>

● <from>John</from>

● <heading>Reminder</heading>

● <body>Let's get together for dinner!</body>

● </note>

In the example above, color is an attribute of the element <note> and blue is the value of that
attribute. Attributes are always surrounded by quotation marks.

Document Type Definition (DTD)

A DTD is a file that declares the elements and attributes that can appear in an XML document
and where those items can appear.
Since XML tags are custom and can be different for every document, a DTD is like a dictionary
that humans and computer systems can use to create and interpret XML documents. XML
documents with the proper syntax are well formed and XML documents that adhere to a
particular DTD are also valid. The following DTD can be used to describe a note:

<!DOCTYPE note
[
<!ELEMENT note (to,from,heading,body)>
<!ATTLIST note type (personal|business) personal>

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Unit 7: Configuring People Profile

<!ELEMENT to (#PCDATA)>
<!ELEMENT from (#PCDATA)>
<!ELEMENT heading (#PCDATA)>
<!ELEMENT body (#PCDATA)>
]>

The above DTD can be referenced by an XML document intended to be used as a note. A note
based on this definition has a root element <note> and it must have 4 additional elements
defined (to, from, heading and body). Additionally, the <note> element has an attribute
called type that will allow it to be either a personal or business note. The following XML
document references this DTD and is well formed and valid:

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE note SYSTEM "Note.dtd">
<note type="personal">
<to>John</to>
<from>Jane</from>
<heading>Reminder</heading>
<body>Let's get together for dinner!</body>
</note>

XML Validation

Figure 126: XML Validation

When working with XML, it is also important to understand the two kinds of XML validation.
Well-formed XML means that the document follows the correct XML syntax. There are some
rules to XML, and you can see these five conditions in the figure, XML Validation.
Valid XML is more rigorous. Valid XML is both well-formed and follows all of the rules that you
set out in your DTD. The good news is that your XML editor checks for this automatically
when you choose Validate.

XML Vocabulary
Review the following terms used in XML throughout People Profile.

Table 8: XML Vocabulary

Term Definition

Tree Structure The model for XML formation. XML starts

with a root element and branches like a fami-
ly tree with parent and child elements.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Term Definition

Element An element describes the data that it con-

tains. Elements may also have attributes and
contain sub-elements.
Attribute Named, simple-type definitions that cannot
contain other elements. The values are al-
ways contained in quotation marks.
Document Type Definition (DTD) A document that declares the allowed ele-
ments and attributes of an XML document.

Validation XML that does not contain errors. Well-

formed XML has correct syntax. Valid XML
has correct syntax and follows the DTD.

The Succession Data Model in SAP SuccessFactors

Overview
Data Models describe how data elements are structured in a database. They also define the
properties these elements possess and their relationships to each other.
SAP SuccessFactors defines its data using several data models. These data elements have an
impact on all the modules of the application as well as on the company and employee data
stored in the system. Initial setup of the data models is done through Provisioning.
The SAP SuccessFactors Data Models use XML. You can download these XML files from
Provisioning. You then work with the files in an XML editor of your choice and edit them
offline. You upload these modified files back to the company instance you are working with in
provisioning.
Once the initial implementation is complete, you can also modify the data model files from
Admin Center using the Business Configuration UI or BCUI.

Succession Data Model

SAP SuccessFactors defines this data using the following Data Models: Corporate Data
Model, Country Specific Corporate Data Model, Succession Data Model, and Country Specific
Succession Data Model.
The Succession Data Model (SDM) is thus named because it was first created to support the
succession module. It was used to display data related to an employee including data needed
for Succession planning.
This data model is now at the core of SAP SuccessFactors. Several modules use elements
defined in the Succession Data Model including Employee Central, Succession and,
Performance Management.
The Succession Data Model has the field definitions of elements that pertain to a person of
the employee. You can then display these fields in the People Profile based on the field level
and/or Role-Based Permissions.
The fields are grouped on the People Profile in blocks. You will need to have the fields
associated with these blocks declared in the data model as a prerequisite. You may then need
to make additional configuration as well as permission changes to these elements to get the
block to work.

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Working with the Succession Data Model in Provisioning

All SAP SuccessFactors instances are created as clones of a source instance and have basic
data models. The data model can be downloaded and modified with an XML editor.

Note:
Even if you have already downloaded a file from an instance, before beginning
work on a data model xml file, always download a new version of the file. It is
possible that there have been changes to the file since you last worked on it,
especially if other consultants work for the same customer or if the customer uses
BCUI.

To import or export the succession data model:

1. Log into Provisioning.

2. Choose your instance in Provisioning.

3. Scroll down to the Succession Management section.

4. Choose Import/Export Data Model.

5. Choose the appropriate option for the action you want to perform:

● To Export the xml file, use the radio button by Export. Choose Submit.

● To import, use the radio button by Import. Use the Browse function to find the file on
your local machine and then choose Submit.

Figure 127: Data Model in Provisioning

Data Model Version Control in Provisioning

It is possible to back up multiple versions of the Succession Data Model in Provisioning and
restore a version for the instance. This feature helps protect the configuration and track data
model changes. In case any issues occur, the backup can speed up the instance recovery.
Comments can be added during the import. It is then easy to download a certain version.
The system keeps up to 100 versions of the Succession Data Model backup. Earlier versions
are deleted when the limit is reached.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Figure 128: Data Model Version Control in Provisioning

Note:
The version control does not record changes made from BCUI, but only pertains
to data model loaded via Provisioning.

Download the Succession Data Model from Admin Center

It is possible to download the Succession Data Model from Admin Center.

Figure 129: Export Succession Data Model

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Unit 7: Configuring People Profile

Some customers want to download the complete Succession Data Model XML for backups
prior to a release, as a security requirement for monthly backups or for other integration
purposes.
Users need to have the permission Export Succession Data Model available in Manage
Permission Role under the Admin Center Permissions category.

Figure 130: Export Succession Data Model Permission

Elements in the Succession Data Model

Different kinds of elements can be defined in Succession Data Model (SDM):
● Standard Elements: Define the fields that are seen in People Profile in SAP
SuccessFactors. Some of these fields are also available in the User Directory and in review
forms. These are fields where there is a one-to-one relationship between the field and the
data. Examples of standard elements include department, division, location, custom 01 to
15, and so on.
● Userinfo Elements: Define Succession data model custom user information fields and
fields for integration to the Recruitment module. This data can be imported from Import
Extended User Information -> Personal Information.
● Background Elements: These are elements where a one-to-many relationships exists
between the field and the data it can store. Examples of background elements include
Previous Work Experiences, Language Skills and Certificates, and so on.
● Tab Elements: Define the Employee Central tabs available with People Profile as sections.
● HRIS Elements: Define Employee Central Personal or Employment Information fields.
● Custom Filters: Custom filters can be added so that you can use custom fields as filters for
search screens in different places of the application, for example, when you mass create
forms.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Animation
For more information on this topic please view the animation in the lesson
Configuring Succession Data Model and Configure People Profile in your online
course.

Standard Elements in the Succession Data Model define the fields that are seen in People
Profile in SAP SuccessFactors. These are fields where there is a one to one relationship
between the field and the data.
Defining these fields in the xml will allow the users to modify their default behavior such as
making it a picklist or modifying its label. Some of the Standard elements are also those
where data can be imported/exported via the User Data File.
There are several predefined fields. It is possible to modify the label. It is even possible to use
a field for a purpose other than that intended by SAP SuccessFactors. However, it is not
recommended, so do it only after careful consideration. The length or type of the field may be
restricted and may not suit its new purpose. Also, while the use may seem to work now, it can
have consequences downstream that may not be correctable. There are 15 custom Standard
Elements available to you besides the predefined ones and those should suffice for most
requirements.

Figure 131: Example of a Standard Field in the Succession Data Model

Userinfo Elements
Userinfo Elements can be used in the Profile and other areas like Recruiting.

Figure 132: Example of a Userinfo Element

Userinfo elements can be associated with a picklist and if the attribute reportable is defined,
they can be made reportable.

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Unit 7: Configuring People Profile

People Profile

Figure 133: People Profile

SAP SuccessFactors People Profile connects employees and supports talent decisions by
delivering relevant, community-enriched employee information through an integrated
repository.
With People Profile, you can view and edit a person's entire profile on one simple,
consolidated page and take immediate action. You can quickly find the most important or
most recent information and drill down to see more detail when needed. The responsive SAP
Fiori design means that People Profile adjusts to fit your device, for optimal viewing on
desktop, tablet, or smartphone.
Administrators can use a convenient drag-and-drop configuration tool to set up People Profile
for your company. You can select which data fields to highlight at the top of the page and
control the layout and organization of profile content for your company. Visibility of employee
data on the profile is controlled by Role-Based Permissions.
The People Profile page is organized into sections, subsections, and blocks. Related
information is grouped together in "blocks" and appears directly on the page background.
Details are hidden at first view, to reduce clutter and make the page easier to scan quickly.
You can expand or collapse subsections and blocks to show or hide details as needed.

Navigate to People Profile

To navigate to the Employee Profile, proceed as follows:

1. In the upper left-hand corner of your instance, choose the Navigation Menu and choose My
Employee File.

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 Lesson: Configuring Succession Data Model and Configure People Profile

2. This takes you to your People Profile.

3. You can see your personal information, such as name, e-mail, location, and so on. The
fields listed in this portlet vary depending on your company’s configuration as well as your
permission level.

Profile header

Figure 134: Profile header

The People Profile includes a configurable page header that displays the profile photo and
basic information about an employee.

Figure 135: Collapsed Header

As you scroll down the page, the header then reduces into a collapsed state and sticks to the
top of the page, for easier navigation, as shown here.

Information blocks

Figure 136: Information blocks

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Unit 7: Configuring People Profile

The People Profile page is made up of the ‘profile header’ and one or more profile ‘sections’.
Each section consists of one or more ‘subsections.’ Each subsection, in turn, consists of
either one or two ‘blocks.’
Some blocks are predefined and are not configurable, such as the Succession block, while
other blocks are customizable and allow you to configure which data to display, such as User
Info or Background blocks.
Most blocks take up one column of a two-column subsection. So, in most cases, you can fit
two blocks in each subsection. Some blocks, such as Badges or Skills, take up the full width of
the subsection.

People Profile Configuration

People Profile is configured using both Admin Center and the Succession Data Model. The
Succession Data Model is an XML file. If you do not have prior experience working with XML,
please review the previous lesson, Describing the Basics of Extensible Markup Language
(XML).

The configuration process

Both Admin Center and the Succession Data Model are required to configure People Profile.
The following table details the capabilities of each tool in relation to the configuration of the
People Profile.

Admin Center Arranges the layout

Data Model ● Defines the Standard Elements used in

the People Profile
● Defines custom filtering fields (if applica-
ble)

The Standard Elements are the fields that you see in your instance, such as name, hire date,
address, phone number, and so on. Defining the fields can include changing the labels as well
as determining if a field is required. You will then configure the permissions for the Standard
Elements. This helps the system determine who has access to each field and the level of
access, read or write. For example, an employee may be able to see, but not edit his or her
hire date.
If you want custom-filtering fields, these are maintained in the data model as well.
Once you have made the appropriate changes to the data model and imported the file, you
can change the field order within Admin Center.

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 Lesson: Configuring Succession Data Model and Configure People Profile

XML Data Model use

Figure 137: XML Data Model Use

Note:
To make updates to the data model, you must open the XML file with an XML
editor. Oxygen and Notepad++ are very popular throughout the industry. XMLPad
is a Windows only software and is available for download online using CNET.

When reviewing the XML Data Model, you will see three primary elements:
● Standard Elements: Used to define the fields and labels used in the Employee Profile.
● Background Elements: Used to define data field mappings to the SM_Background table
(no updates to this element will be made in this course).
● Custom Filters: Used to turn one or more of the 15 custom fields into a filter that can be
used in the system for tasks, such as reporting.

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Unit 7: Configuring People Profile

File management of the Data Model

Figure 138: File Management of the Data Model

When working with data models in SAP SuccessFactors, there are some file management
considerations. First, we have created a folder specifically for the versions of the data model.
In the figure, File Management of the Data Model, file A is our original data model. This is the
backup and should never be edited. Files B and C are version one and version two of the data
model file. Using Save As and creating file versions is a best practice when working with SAP
SuccessFactors data models and should always be followed.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Download the Data Model

Figure 139: Import and Export the Data Model From Provisioning

The Succession Data Model is located in Provisioning under the header Succession
Management. It is very important to note that the data model is a single file that overwrites
upon upload. When downloading and making changes to a data model, it is crucial that you
back up the original data model and use very strict version control to avoid time-consuming or
critical errors, particularly when working in a customer environment. To download the
Succession Data Model from your instance, proceed as follows:

1. Log into Provisioning and select your instance.

2. Scroll down to Succession Management and select Import/Export Data Model.

3. Select Export File and then Save As.

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Data Model version control in Provisioning

Figure 140: Data Model Version Control in Provisioning

It is possible to back up multiple versions of the Succession Data Model in Provisioning and
restore a version for the instance. This feature helps protect the configuration and track data
model changes. In case of issue, it can speed up the instance recovery.
Comments can be added during the import. It is then easy to download a certain version.
The system keeps up to 100 versions of the Succession Data Model backup. Earlier versions
are deleted when the limit is reached.

Note:
The version control does not record changes made from BCUI, but only pertains
to data model loaded via Provisioning.

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Standard Elements

Figure 141: Standard Elements

The Standard Elements are where we define the standard, single value fields that are seen in
the Personal Information section of the People Profile. Each of the fields that we see in the
Personal Information portlet relates to a Standard Element in the data model. For example,
the Last Name field is controlled by the Standard Element that begins on line 13 in this sample
data model. The order of the elements, however, is not defined within this data model.

Standard Elements configuration

Figure 142: Standard Elements Configuration

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Unit 7: Configuring People Profile

Many elements (fields) already exist in the data model downloaded from Provisioning. You
can search for these elements using the search functionality of your XML editor. One of the
first and most common tasks requested is to change the label of a standard element. For
example, if the default label for the first element is Username but you would like it to read
Login, proceed as follows:

1. Locate the Standard Element, Username.

2. Look for the <label> tags and update the text in between those tags to say Login.

Further Configuration of Standard Elements

Figure 143: Further Configuration of Standard Elements

When configuring a Standard Element, other common changes include the following:
● Making a field a required field, by setting the required attribute to “true”.
● Changing labels to reflect multiple languages.
● Adding a picklist to a field.

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Configuration Testing

Figure 144: Configuration Testing

To see the changes reflected in your instance, you must save a new version of your data
model and then import the file into Provisioning. Follow the same instructions as when you
downloaded the file; however, this time, simply choose Import File. Once you receive the
message that your template has successfully uploaded, you can log onto your instance to see
the updates.

Video: Change a Label in the Profile from the Data Model

For more information on Change a Label in the Profile from the Data Model,
please view the video in the lesson Configuring Succession Data Model and
Configure People Profile in your online course.

Watch the 'Change a Label in the Profile from the Data Model' video for an in-depth
explanation.

Custom fields configuration

As mentioned before, there are 15 custom fields available. To use these fields on a People
Profile requires the following two steps:

1. In your data model, change the label to meet the customer’s requirements.

2. In Admin Center, configure the People Profile to include the new custom field.

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Unit 7: Configuring People Profile

People Profile layout configuration

Figure 145: People Profile Layout

The following image illustrates how the above profile is configured in the Configure People
Profile admin tool.

Note:
Although a new section called "Section 2" has been added, it currently does not
contain any information blocks and, therefore, does not yet appear in the profile UI
above.

Figure 146: General Settings

People Profile configuration tool

You can manage the content and layout of the People Profile using the Configure People
Profile admin tool.
With it, you can add and configure the sections, subsections, and blocks you want to include
on the People Profile and adjust the way these are laid out on the page. You can also configure

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 Lesson: Configuring Succession Data Model and Configure People Profile

the information that appears in the profile header, set the data source and date range for
ratings data, and add localized translations of custom labels.
To access the configuration tool, you can use search or go to Admin Center → Employee
Files → Configure People Profile.

Granting Permission to Configure People Profile

To use the Configure People Profile admin tool, you must be granted the Manage Employee
Files permission. To grant this permission, complete the following steps:
1. Go to Admin Tools → Manage Permission Roles and select the role to which you want to
grant these permissions
2. Select the Manage System Properties tab, in the Administrator Permissions section.
3. Select the Manage Employee Files permission.
4. Choose Done to save the changes.

People Profile header settings

Header settings enable you to configure the appearance and functionality of the profile
header.
You can also enable or disable the profile completion feature within the header settings.
Finally, in People Profile, you can configure which employee data fields appear in the profile
header, using the Configure Header Fields dialog. You can also access this dialog within the
header settings.
Procedure:

1. Go to Admin Center, Configure People Profile → General Settings → Header Settings

2. Select the desired settings. For a description of each setting, see the link below.

3. Save your changes.

Description of header settings

The following table describes the available header settings in the People Profile.

Setting Description
Configure Header Fields Opens a dialog that allows you to configure
which data fields are displayed in the profile
header. See Configuring Header Fields for
details.
Allow employees to edit background image If checked, users can upload their own back-
ground "cover" image to their profile header.
Disable background image uploading by em- If you check both this option and the Allow
ployees employees to edit background image option,
users change their background image only by
choosing one from the image library.
Manage background image library Opens the existing Manage Background Im-
age Library dialog, which allows you to man-
age the images from which users can select a
background "cover" image for use in their
profile header.

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Unit 7: Configuring People Profile

Allow employees to upload an audio file for Enable the "My Name" feature, allowing
name pronunciation users to upload a short audio clip or enter a
phonetic spelling to show how their names
are pronounced. To enable this feature, ad-
mins are also required to accept a user
agreement acknowledging that all media
content is stored in the SAP data-center in
Germany. Users aren't presented with this
agreement.

Allow employees to upload an About Me vid- Enable the "About Me" feature, allowing
eo users to upload a short video about them-
selves. To enable the "About Me" feature, ad-
mins are also required to accept a user
agreement acknowledging that all media
content is stored in the SAP data-center in
Germany. Users aren't presented with this
agreement.

Allow employees to enter an introductory If checked, users can enter a short text about
text themselves, of up to 500 characters, which is
visible in the profile header.
Set all fields as expanded by default If checked, when employees access the Peo-
ple Profile page, all the content that they
have permission to access on the page is dis-
played. Employees can choose to show less
or more content in blocks as needed.
Choose the name format displayed on the You can select one of the name formats con-
profile. figured in SAP SuccessFactors Employee
Central to display in the profile header.

Figure 147: Header Settings

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 Lesson: Configuring Succession Data Model and Configure People Profile

Configuring header fields

You can use header settings to configure what employee data fields are displayed in the
profile header.
The Configure Header Fields dialog is used to configure the appearance of the profile header
only. You can select the fields which are most useful and most relevant to your company and
display them more prominently, at the top of the profile page.
By default, the profile header contains the following basic employee information: photo,
display name, username, title, department, division, location, time zone, local time, e-mail,
two selected phone numbers, and links to Facebook or LinkedIn. You can also add up to three
other custom fields.
Remember, all of this employee data is also controlled by Role-Based Permissions. If the
logged-in user doesn't have permission to view a particular field on a particular profile, it does
not appear in the header. If you want to hide a particular field everywhere in the system, or if
you want a particular field to be visible only to certain users and not to others, you can do that
using Role-Based Permissions.

Adding custom header fields

You can add up to three custom data fields to the profile header.
A custom header field can be any of the basic user information fields defined in the data
model for your system. You are not limited to only the fifteen ‘customizable fields’ in the data
model but can select any of the defined ‘standard’ and ‘userinfo’ fields as well. These are the
same fields that are available in custom ‘user information’ blocks (and portlets) on the profile
and that are present in your basic employee data CSV export.
Procedure:

1. Go to Admin Center → Configure People Profile → General Settings.

2. Select the Configure Header Fields link.

3. In the Configure Header Fields dialog, select one of the Custom Field checkboxes.

4. In the dropdown menu, select the desired field.

5. Choose Save to save your changes.

Photo in the Profile

In order for you to be able to control who can see the photo and for whom in RBP, the photo
standard element must exist in the Succession Data Model.

Figure 148: Photo Standard Element in the Succession Data Model

You can decide whether to hide or show the employee profile photo in the header of the
People Profile.
The profile photo is treated like any other employee data field in the header, such as the
employee's job title or location. As with other data fields, you can control visibility of the
profile photo in the header in two ways as follows:

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Unit 7: Configuring People Profile

● If you want to remove the photo from the header entirely for all users, uncheck the Photo
checkbox in the Configure Header Fields dialog box.

Figure 149: Photo in Configure Header Fields

● If you want the photo to be visible to some users of your system, but not to others, check
the Photo checkbox in the Configure Header Fields dialog box, and then control the
visibility of the photo with Role-Based Permissions.

Figure 150: Photo in Permission Roles

Uploading the photo in People Profile as an end user

From the main navigation menu, users can navigate to My Employee File. From the header,
they have two options:
● They can choose Header, associated with a pen icon, and then select Edit Profile Picture.

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 Lesson: Configuring Succession Data Model and Configure People Profile

Figure 151: Edit Profile Picture from Header Options

● Users can also hover over the place where the photo should be.

Figure 152: Edit Profile Picture from the Photo Placement

With either option, users will be able to select an image stored on their computer or drag and
drop an image. The following file formats are supported: JPG, JPEG or PNG. The file size
should not be larger than 2MB and an aspect ratio 3:4 is recommended.

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Unit 7: Configuring People Profile

Figure 153: Edit Profile Picture

Batch upload and batch export of Profile photos

You can batch upload and batch export Profile photos by scheduling a Batch Upload
Employee Photos or a Batch Export Employee Photos job in Provisioning.

Figure 154: Batch Upload or Batch Export Profile Photos

The photos should conform to these guidelines:

● Maximum file size: 2MB
● File format: JPEG
● Dimension Ratio: 3 wide by 4 high preferred

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 Lesson: Configuring Succession Data Model and Configure People Profile

Batch upload
● The photos should be uploaded to a directory on the ftp site configured by SuccessFactors
operations for use with your instance. It will typically be /photos.
As with all other photos, JPEG file format is recommended, and should adhere to the same
size and dimension guidelines described above.
● In addition, a csv file must accompany the photos to map the photo filenames to the
username of the employee they correspond to.
Load the csv file into the same /photos folder as the images. The csv file should be named
"employee_photos_yymmdd.csv", where yymmdd is the year, month, and day that the file
is loaded.
The csv file should include a header of "Username" followed by "Filename". The following
figure shows an example.

Figure 155: CSV for Photo Upload

● You can upload employee photos in ZIP files. This option is off by default.
● There is also an option to delete each photo file from the FTP site immediately after it is
imported, including ZIP files. Always select this option if using a SuccessFactors FTP
server.

Figure 156: Batch Upload Employee Photos

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Unit 7: Configuring People Profile

● After the upload completes an e-mail will be sent to the administrator named in the
scheduled task.
● Important: at this time there is a limit of 5,000 photo files that can be processed in a single
pass. If you have more than 5,000 photos to upload, make sure that they are separated
into different CSV files and different scheduled uploads.

Note:
We no longer support the upload of photos hosted at an external URL.

Batch export
With the export, the exported files include a csv file with two columns the username and the
file name and the related employee photos.
The exported files will be stored on and FTP server according to the job configuration.

Note:
If the user does not have photo, it will not be included in the exported files. The
exported files could be reused for batch with the upload employee photos job in
Provisioning.

FTP account creation for customers

● Every customer is entitled to have two SFTP accounts for Bizx, One for Test/Preview and
one for Production.
● In order to have an SFTP account created for themselves, customers can contact
customer support. Credentials can only be shared to an e-mail address from within the
Company Domain.

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 Unit 7
Exercise 28
Working with the Data Model

Business example
You are required to make changes to People Profile. You must first download the data model
from Provisioning and then download the DTD file from Course Files.

Note:
In this step, you create an XML file that is required for subsequent exercises in the
course.
Use the sf-form.dtd available in the Course Files you downloaded at the beginning
of this training.

Simulation: Working with the Data Model

For more information on Working with the Data Model, please view the simulation
in the lesson Configuring Succession Data Model and Configure People Profile in
your online course.

Task 1: Download the Data Model from Provisioning

1. Log into Provisioning.

2. Select your company instance, download and save the data file.

Task 2: Open the Data Model in an XML Editor

You are required to change the DTD file path in your employee profile data model.

1. Make sure the sf-form.dtd file is in the same folder as your XML file.

2. Open the XML editor.

3. Open the file you saved in the previous task, change the DTD file path. You must change
the DTD file path to refer to a DTD in your local folder instead of referring to the internal
svn repository for SAP SuccessFactors since you cannot access that location. Validate the
XML after the change.

Task 3: Change the label of a Standard Element

Next you will have to change a field Country in their employee profile into Country of
Residence. You will then include two customizable fields "Region" and "Marital Status". In
order to make this change, you will change the label of the standard element in your xml file.

1. Open the data model file and change the Country label to Country of Residence.

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Unit 7: Configuring People Profile

2. Search for the standard element ID custom01, and change the label from Customizable
Field 1 to Region.

3. Search the standard element with the ID custom02, and change the label from
Customizable Field 2 to Marital Status.

4. Validate your changes and save the data model as a new version (_V2 in the name).

5. In Provisioning, import your updated data model. You may see warning messages but the
system should indicate "Template(s) has(have) been uploaded and saved.”

6. Log out of Provisioning.

Task 4: Configure employee files

You have changed the label of standard element and now you wish to change the available
employee information in the Employee Files tab.
Add Region and Marital Status fields and move them further up after the Last Name field. You
will use Configure People Profile tool to do that.

Configure employee files

1. Log into your instance.

2. Use the Action Search to navigate to Configure People Profile or on the Admin Center
screen, navigate to Employee Files → Configure People Profile.

3. On the Profile Section, choose the Personal Information sub-section and Personal
Information block.

Figure 157: General Settings

4. At the right side, under User Fields choose add field.

5. Add Region and Martial Status in the list of fields and move it under the Last Name field.

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 Lesson: Configuring Succession Data Model and Configure People Profile

6. Choose Save on the bottom right.

7. Check the layout in your People Profile by navigating to My Employee File.

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 Unit 7
Solution 28
Working with the Data Model

Business example
You are required to make changes to People Profile. You must first download the data model
from Provisioning and then download the DTD file from Course Files.

Note:
In this step, you create an XML file that is required for subsequent exercises in the
course.
Use the sf-form.dtd available in the Course Files you downloaded at the beginning
of this training.

Simulation: Working with the Data Model

For more information on Working with the Data Model, please view the simulation
in the lesson Configuring Succession Data Model and Configure People Profile in
your online course.

Task 1: Download the Data Model from Provisioning

1. Log into Provisioning.

2. Select your company instance, download and save the data file.
a) Choose your Company Name.

b) Scroll down to Succession Management and Choose Import/Export Data Model.

c) On the Import/Export Data Model screen, select the Export file (Select ‘Save’, not
Open’) radio button.

d) Choose Submit.

e) In the File Download dialog box, Choose Save.

f) In the Save As dialog box, specify where you want to save your file.

g) Choose Save.
The file is saved as an XML file. Make a note of the file location, you will need it in the
next exercise.

Task 2: Open the Data Model in an XML Editor

You are required to change the DTD file path in your employee profile data model.

1. Make sure the sf-form.dtd file is in the same folder as your XML file.

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 Lesson: Configuring Succession Data Model and Configure People Profile

2. Open the XML editor.

3. Open the file you saved in the previous task, change the DTD file path. You must change
the DTD file path to refer to a DTD in your local folder instead of referring to the internal
svn repository for SAP SuccessFactors since you cannot access that location. Validate the
XML after the change.
a) In the XML editor, choose File → Open.

b) Navigate to the location where you previously saved the data file.

c) In line 004, change the line http://svn/viewvc/svn/V4/

trunk/src/com/sf/dtd/sf-form.dtd?view=co to sf-form.dtd.

Note:
The link points to an internal SAP SF repository built in Apache Subversion
(abbreviation svn) that external users cannot access.

d) To validate the XML code, from the menu, choose XML → Validate.

Task 3: Change the label of a Standard Element

Next you will have to change a field Country in their employee profile into Country of
Residence. You will then include two customizable fields "Region" and "Marital Status". In
order to make this change, you will change the label of the standard element in your xml file.

1. Open the data model file and change the Country label to Country of Residence.
a) Open the data file you saved in a previous exercise.

b) Search the XML document for the standard element with the ID country.

c) Change the label for this element from Country to Country of Residence.

2. Search for the standard element ID custom01, and change the label from Customizable
Field 1 to Region.
a) Search the XML document for the standard element ID custom01.

b) Change the label for custom01 from Customizable Field 1 to Region.

3. Search the standard element with the ID custom02, and change the label from
Customizable Field 2 to Marital Status.
a) Search the XML document for the standard element ID custom02.

b) Change the label for custom02 from Customizable Field 2 to Marital Status.

4. Validate your changes and save the data model as a new version (_V2 in the name).
a) From the menu bar, choose XML → Validate.
If there are any errors, review your configurations and update as required.

b) Choose File → Save As.

c) Since version control is very important, be sure to save the file as a new version.

d) Specify a location to save the file and choose Save.

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Unit 7: Configuring People Profile

5. In Provisioning, import your updated data model. You may see warning messages but the
system should indicate "Template(s) has(have) been uploaded and saved.”
a) Log in to Provisioning.

b) On the Companies screen, choose your Company Name.

c) Scroll down to Succession Management and choose Import/Export Data Model.

d) On the Import/Export Data Model screen, select the Import File radio button and then
Choose File .

e) On the Choose File to Upload dialog box, navigate to the file you saved previously and
choose Open.

f) On the Import/Export Data Model screen, choose Submit.

6. Log out of Provisioning.

Task 4: Configure employee files

You have changed the label of standard element and now you wish to change the available
employee information in the Employee Files tab.
Add Region and Marital Status fields and move them further up after the Last Name field. You
will use Configure People Profile tool to do that.

Configure employee files

1. Log into your instance.

2. Use the Action Search to navigate to Configure People Profile or on the Admin Center
screen, navigate to Employee Files → Configure People Profile.

3. On the Profile Section, choose the Personal Information sub-section and Personal
Information block.

Figure 157: General Settings

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 Lesson: Configuring Succession Data Model and Configure People Profile

4. At the right side, under User Fields choose add field.

5. Add Region and Martial Status in the list of fields and move it under the Last Name field.

6. Choose Save on the bottom right.

7. Check the layout in your People Profile by navigating to My Employee File.

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Unit 7: Configuring People Profile

LESSON SUMMARY
You should now be able to:
● Modify the Extensible Markup Language (XML) files
● Validate the Extensible Markup Language (XML) file with a Document Type Definition
(DTD) file
● Verify that the Extensible Markup Language (XML) file is well-formed
● Define the key Extensible Markup Language (XML) terms
● Configure the Succession Data Model to Make Changes in SAP SuccessFactors
● Import and Export the Succession Data Model XML in Provisioning
● Download the Succession Data Model from Admin Center
● Navigate in the Different Elements of the Succession Data Model
● Use Admin Center and Succession Data Model to configure People Profile
● Configure standard elements in People Profile
● Configure Custom Fields
● Manage the People Profile using the Configure People Profile tool
● Maintain the People Profile using Header Settings
● Hide, show, and upload a photo into People Profile
● Run Batch Upload and Batch Export processes

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 Unit 7
Lesson 2
Managing Business Configuration

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Manage Business Configuration

Manage Business Configuration

Business Configuration UI (BCUI) provides an interface to edit the Succession Data Model,
Country/Region Specific Succession Data Model, and other central business configurations,
eliminating the need to work with the XML. Before the BCUI was introduced, changes to these
data models required the assistance of partners or SAP Support. Now that the BCUI is
available in Admin Center, customers can make several kinds of changes to data models.
There are however some changes that must still be made in XML. See Things to Consider
While Setting Up Business Configuration UI in the Implementing and Managing Business
Configuration (BCUI) guide on the SAP Help Portal.
As an Admin, you can update the Succession Data Model, Country/Region Specific
Succession Data Model, Person Type Elements, HRIS Sync Mapping, Employee Profile
configurations and Filters using BCUI to perform tasks like:
● Change labels for elements
● Add or change translations
● Enable fields
● Change the display sequence of fields
● Change the visibility of fields
● Set fields to “required”
● Add custom fields
● Define rules

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Unit 7: Configuring People Profile

Figure 158: Set Label and Default Label as Future Leader

Figure 159: Set Future Leader as a Mandatory Field

For more information see the Implementing and Managing Business Configuration (BCUI) on
the SAP Help Portal.

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 Unit 7
Exercise 29
Modify the Succession Data Model with
Business Configuration UI

Business example
The customer wants to make an adjustment to the profile. You will use BCUI to adjust the
label of a custom field and link that field to an existing picklist.

Simulation: Modify the Succession Data Model with Business Configuration UI

For more information on Modify the Succession Data Model with Business
Configuration UI, please view the simulation in the lesson Managing Business
Configuration in your online course.

1. Use the Action Search to navigate to Manage Business Configuration.

2. Change the label for the custom02 field from Marital Status to Matrimonial Status.

3. Link the custom02 field to the existing picklist ecMaritalStatus.

4. Test your modifications from the end user view in My Employee Files.

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 Unit 7
Solution 29
Modify the Succession Data Model with
Business Configuration UI

Business example
The customer wants to make an adjustment to the profile. You will use BCUI to adjust the
label of a custom field and link that field to an existing picklist.

Simulation: Modify the Succession Data Model with Business Configuration UI

For more information on Modify the Succession Data Model with Business
Configuration UI, please view the simulation in the lesson Managing Business
Configuration in your online course.

1. Use the Action Search to navigate to Manage Business Configuration.

2. Change the label for the custom02 field from Marital Status to Matrimonial Status.
a) Select Standard to open the list of standard elements.

b) Select custom02 and modify the label from Marital Status to Matrimonial Status.

c) Make exactly the same change for the default label.

3. Link the custom02 field to the existing picklist ecMaritalStatus.

a) For the field picklist select from the drop down menu ecMaritalStatus.

b) Select Save.

4. Test your modifications from the end user view in My Employee Files.
a) From the main navigation menu go to My Employee File.

b) Select the pen icon to edit the Personal Information block.

c) Verify that the Marital Status field was changed to Matrimonial Status and that it is now
associated with a picklist.

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 Lesson: Managing Business Configuration

LESSON SUMMARY
You should now be able to:
● Manage Business Configuration

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 Unit 7
Lesson 3
Maintaining Picklists in the Picklist Center

LESSON OVERVIEW
This lesson provides an introduction to picklists in SAP SuccessFactors. The lesson includes
information on how to add, edit, export, and import picklists.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Maintain picklists using the Picklist Center

Manage picklists in SAP SuccessFactors

Figure 160: Picklist Center

A picklist is a configurable set of options from which a user can select, typically in a dropdown
menu or smart search list. You can define the picklists used in your system to limit the values
a user can enter in a form, preventing them from entering an invalid value. Picklists can also
have a "parent-child" relationship, in which options in the child picklist are associated with
options in the parent picklist. These are also called "cascading picklists".
For example, in places where users must select a country, they might also need to select a
state or province within that country. Rather than have one very long list of all the possible
states and provinces in all countries, you want the options in the State picklist to be
dependent on the Country selection. In this way, users can only choose a state or province

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 Lesson: Maintaining Picklists in the Picklist Center

that is within the country they selected. To do this, you would set up the Country picklist as
the "parent" and each corresponding State or Province picklist as its "children".
Historically, picklists in different SAP SuccessFactors solutions have been managed using
different tools: the Picklists import/export tool for legacy picklists and the Metadata
Framework (MDF) tools for MDF picklists. Management of legacy picklists is cumbersome
and error prone.

Picklist Center

Figure 161: Picklist

As an administrator, you can manage picklists using the Picklist Center. In order to do that,
you will need Picklist Management and Picklist Mappings Set Up permission.
Picklists, picklist versions, or picklist values cannot be deleted. You can only deactivate a
picklist, picklist version, or picklist value.
Picklists can also be imported and exported. If your instance has been migrated to MDF
picklists, you can see the new required field LegacyPicklistID added to the exported CSV file
and the picklist import template.

Explanation of Picklist Fields and Picklist Values Fields

Picklist Fields
Field Description
Code Unique business key that is used to identify the picklist.
(If you are familiar with legacy picklists, this is the equiv-
alent of the picklist ID.)

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Unit 7: Configuring People Profile

Parent Picklist A picklist can have a parent picklist. For example, if only
certain states can be chosen when a specific country is
selected, the Country picklist is the parent of the State
picklist. When legacy picklists are migrated to MDF pick-
lists, an optionId is generated for existing MDF picklist
values. For legacy picklist options that have been mi-
grated, the existing optionId is stored in the mapping ta-
ble.
Display Order Order in which the picklist values are listed in the picklist
dropdown, for example, alphabetically or numerically.
Name Unique name of the picklist. For example, if the picklist
is for the type of address (home, mailing, business, bill-
ing, and so on), you could name the picklist "Address
Type".
Status Specifies whether the picklist is active or inactive, that
is, whether it is available for use.
Effective Start Date A picklist can have different sets of picklist values for
different start dates.
Example: To add a new value New York to the Location
picklist but you want this picklist to be available for this
location after January 1, 2017. Enter in 01/01/2017 as
the effective date, the picklist with the new value is
available after January 1, 2017.

Note:
At this stage, Employee Central UI does not
respect MDF picklist effective dating.

Legacy Picklist ID The legacy picklist IDs can be edited from the Picklist
Center after the migration to MDF.
Instance sync on picklists is no longer allowed if the
combinations of external code and legacy picklist ID in
source and target instance do not match. You can edit
the legacy picklist ID to make sure that they match. The
legacy picklist ID must be unique across all picklists.

Picklist Value Fields

Field Description
External Code MDF external code. A unique business key that is used to
identify the picklist value, for example, state_Alabama.
Non-unique External Code Legacy external code. Unlike the MDF external code, it can
be blank or duplicated.
Parent Picklist Value For example, if the external code is state_Alabama, the pa-
rent picklist value would be United States. If the value is
state_Alberta, the parent picklist value would be Canada.

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 Lesson: Maintaining Picklists in the Picklist Center

Label For example, if the external code is state_Alabama, the label

would be Alabama.

Video: Create a Picklist

For more information on Create a Picklist, please view the video in the lesson
Maintaining Picklists in the Picklist Center in your online course.

Watch the 'Create a Picklist' video for an in-depth explanation.

Video: Associate a Picklist to a field in the SDM

For more information on Associate a Picklist to a field in the SDM, please view the
video in the lesson Maintaining Picklists in the Picklist Center in your online
course.

Watch the 'Associate a Picklist to a field in the SDM' video for an in-depth explanation.

Importing and exporting MDF Picklists

The Import and Export Data tool is used to import and export picklists.
Exporting MDF Picklists

Figure 162: Export Picklists

Exporting picklists allow you to migrate the picklists from one instance to another with the
existing configurations. To export picklists:

1. From the Action Search, go to Import and Export Data.

2. From the Select the action to perform dropdown, select Export Data. A field corresponding
to Export Data appears.

3. From the Select Generic Object dropdown, select Picklist.

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Unit 7: Configuring People Profile

4. From the Include Dependencies dropdown, select Yes to include the dependencies or No
to not include the dependencies.

5. To export the Entity ID and Record ID, select Yes from the Include Immutable IDs
dropdown otherwise select No.

6. To export the reference objects, select No from the Exclude reference objects dropdown
else select Yes.

7. To export all the picklists, select Yes from the Select all data records dropdown. If you
select No, a Select Objects dropdown appears. Here, you can specify which specific
picklists you want to export.

8. Click Export.

An export job is triggered. You can track the status of this job from the Action Search →
Monitor Jobs. When the status of this job is Completed, you can download the picklist
package using the Download Status link.

Note:
The results of the export of picklist values may differ from the values shown in
Picklist Center due to the selection of effective start date of the values. The export
will always show all the records of all the effective dates that exists.

Importing MDF Picklists

Figure 163: Import Picklists

Similar to export, you can also import your picklist. Once you are done making changes to the
exported picklist, you can import it back. You can import a picklist in two ways - CSV import
and ZIP import.
Select the type of import relevant to your situation:

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 Lesson: Maintaining Picklists in the Picklist Center

● Use CSV import if you want to make minor changes like - updating existing values,
changing a label or adding values to the picklist.
● Use ZIP import if you want to do full purge or change the picklist headers and values
separately. For more information about this second option, please review the
Implementing the Metadata Framework (MDF) guide on the Help Portal.

Using CSV Import with MDF Picklists

1. From the Action Search → Import and Export Data .

2. Select Import Data from the Select the action to perform drop-down list. Fields
corresponding to Import Data appear and by default CSV File tab is selected.

3. Select a picklist from the Select Generic Object drop-down list.

4. Select Choose File to select the CSV file to import in the File field.

5. Specify the file encoding from the File Encoding dropdown list.

6. Select Incremental Load from the Purge Type dropdown list.

Note:
You are not allowed to use Full Purge in CSV format as it leads to data loss. For
example, if a picklist is referenced by an object, then after the full purge the
reference goes off.

7. Select Yes to remove redundant effective-dated records from the Suppress Redundant
Date-Effective Records dropdown list. Otherwise, select No.

8. Choose Business Key or External Code as the Key preference. Make sure that you select
the same key preference as the one you chose when you exported the picklist.

9. Choose Yes in the Use Locale Format and select the locale in the Locale field. Otherwise,
choose No.

10. Choose Yes in the Enable Decimal Round Option field if you want to round decimal values.
Otherwise, choose No.

11. Choose User Id or Assignment ID as the Identity type. Make sure that you select the same
identity type as the one you chose when you exported the picklist.

12. Choose Import and check the import status in the Monitor Job tool.

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 Unit 7
Exercise 30
Create a New Picklist for a Standard Element

Business example
Your customer has decided to attach a picklist to the Region field in People Profile. You are
creating a new picklist in Picklist Center. In the next exercise, you will learn to create a link
between the Region field and this new picklist.

Simulation: Add a Picklist Reference to a Data Model

For more information on Add a Picklist Reference to a Data Model, please view
the simulation in the lesson Maintaining Picklists in the Picklist Center in your
online course.

Task 1: Create a new picklist

1. Use the Action Search to navigate to Picklist Center.

2. Select the + icon to create a new picklist.

3. Fill in the data from this table.

Code region
Name Region
Status Active
Effective Start Date Jan 1, 1900
Display Order Alphabetical
Parent Picklist No Selection
Legacy Picklist ID Leave blank

4. Choose Save.

5. Each time, choose the + icon to add a picklist value and add the following regions:

● Africa (external code: AF)

● Asia (external code: AS)

● Europe (external code: EU)

● Middle East (external code: ME)

● North America (external code: NA)

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Unit 7: Configuring People Profile

● South America (external code: SA)

Task 2: Add a Picklist reference to the Data Model

You are required to add a picklist reference to your data model.

Note:
This exercise depends on the Succession Data Model XML file configured
previously.

1. In your XML editor, open the XML file from previous exercises and add a picklist reference
to Region picklist.

2. Validate your changes and save your updated version of the data model.

3. Upload the new version of the Succession Data Model and test the modification in your
instance.

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 Unit 7
Solution 30
Create a New Picklist for a Standard Element

Business example
Your customer has decided to attach a picklist to the Region field in People Profile. You are
creating a new picklist in Picklist Center. In the next exercise, you will learn to create a link
between the Region field and this new picklist.

Simulation: Add a Picklist Reference to a Data Model

For more information on Add a Picklist Reference to a Data Model, please view
the simulation in the lesson Maintaining Picklists in the Picklist Center in your
online course.

Task 1: Create a new picklist

1. Use the Action Search to navigate to Picklist Center.

2. Select the + icon to create a new picklist.

3. Fill in the data from this table.

Code region
Name Region
Status Active
Effective Start Date Jan 1, 1900
Display Order Alphabetical
Parent Picklist No Selection
Legacy Picklist ID Leave blank

4. Choose Save.

5. Each time, choose the + icon to add a picklist value and add the following regions:

● Africa (external code: AF)

● Asia (external code: AS)

● Europe (external code: EU)

● Middle East (external code: ME)

● North America (external code: NA)

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Unit 7: Configuring People Profile

● South America (external code: SA)

Task 2: Add a Picklist reference to the Data Model

You are required to add a picklist reference to your data model.

Note:
This exercise depends on the Succession Data Model XML file configured
previously.

1. In your XML editor, open the XML file from previous exercises and add a picklist reference
to Region picklist.
a) Choose File → Open.

b) Navigate to the file latest version of the data model.

c) Locate the standard element with the ID custom01.

d) Insert a blank line after the </label> tag and before the </standardelement> tag.

e) In the new line, enter <picklist id="region"/>.

2. Validate your changes and save your updated version of the data model.
a) From the menu bar, choose XML → Validate.

b) If there are any errors, review your configurations and update as required.

c) Choose File → Save As.

d) In the File name field, save the file as a new version.

e) Choose Save.

3. Upload the new version of the Succession Data Model and test the modification in your
instance.
a) Go to Provisioning → Import/Export Data Model.

b) Make sure that the radio button Import File is selected and browse for your latest
Succession Data Model xml.

c) Choose Submit.

d) Log in to your instance and go to the Profile. Edit the Personal Information and make
sure that the Region field is connected to a picklist.

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 Lesson: Maintaining Picklists in the Picklist Center

LESSON SUMMARY
You should now be able to:
● Maintain picklists using the Picklist Center

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 Unit 7
Lesson 4
Managing the User Data File

LESSON OVERVIEW
In this lesson, you will learn how to manage the User Data File (UDF) and how to edit and send
notifications to users.

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Access required permissions to import employees
● Maintain user data with the User Data File and Admin Center

Manage Employee Import

To import employees in the instance, administrators need the appropriate permission for a
specific target population or for each criteria available.

Figure 164: Manage Employee Import

This permission does not necessarily come from RBP. There is a tool called Manage Employee
Import available from the Action Search. We simply need to find the user, define the target
population, and select Save Definition For Selected Users.
If the customer wants to manage this permission from RBP, we simply need to activate the
switch Enable Control on Employee Import in Role-Based Permissions available from the
Action Search > Platform Feature Settings.

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 Lesson: Managing the User Data File

Data management options

You can manage user data in SAP SuccessFactors in the following ways:
● User Data File (UDF)
● Links in Admin Center

User Data File (UDF)

The UDF is a comma-separated value (.csv) file and is used to add or change data for one or
more employees at a time. It is created manually or as an automated output from your
Human Resources Information System (HRIS). Using this file, you can add data to or change
information in SAP SuccessFactors by importing the file manually through Admin Center, or
by automating the upload through File Transfer Protocol (FTP).
There are advantages to using the UDF method to add or change data:
● Only records in the system with changes or additions in the file are updated, all others are
ignored.
● Multiple employee updates and additions can occur at the same time.

Links in Admin Center

You can also enter data directly into SAP SuccessFactors with manual entry through Admin
Center. The manual entry method is typically used for changes that affect one or two users at
a time.
Using this method provides the following advantages:
● Quick, one-off changes can be made without waiting for the FTP or full file import.
● Corrections can be made after data import as needed.

Caution:
Any changes made using the Admin Center links are overwritten by the import
process if the .csv file is not updated, with the manually imported information, for
the next import.

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Unit 7: Configuring People Profile

Data export

Figure 165: Exporting Data

Exporting data allows you to download a list of existing users in your SAP SuccessFactors
system. You can use this file as the basis for updating or importing user information.

User Data File (UDF) Export

Figure 166: Exporting the UDF

To export the UDF, on the Admin Center page, select Update User Information, then locate
and select Employee Export.
You can export a list of existing users in SAP SuccessFactors in the .csv format. This is the
most commonly selected format, as it allows you to easily modify the data using Microsoft
Excel.

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 Lesson: Managing the User Data File

Best Practice
It is recommended that the existing UDF is downloaded before making changes and importing
them. Using a stored file on a local drive increases the risk of being out of sync with the
current system data, either due to manual updates that have occurred since the last import,
or automated imports.

Figure 167: Export Users

After selecting the format of the export file, you can specify additional export options:
● Valid users only
Select to export only active users from SAP SuccessFactors in the import file.
● Short format: only system fields
Select to show only the required fields, omitting any empty or custom fields.

Note:
Do not select Short Format if you want to include user compensation data.

Next, specify the file language format and batch or scheduled processing options:
● Character Encoding
If you are using languages with specific character types (for example, Chinese or
Japanese), you can select the appropriate encoding type from the dropdown menu so the
system recognizes the characters.
● Export as a batch process
Select this option if you have a large number of employees. It allows you to continue
working in the system as the export is being run. You will receive a notification when the file
is ready to download.

Finally, you must specify compensation data updating options.

Include User Compensation Data

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Unit 7: Configuring People Profile

Select this option to include compensation data about the employees in the export file.
Selecting provides additional options.
Once the file is downloaded, you can open the file to make changes and additions to the data.
When you are finished, save the new data file as a .csv file. So that you have the original data
file as a backup, SAP SuccessFactors recommends that the new file is saved with a new file
name.

Data changes with the User Data File

Figure 168: Using the UDF

The UDF consists of standard data elements, which include the required fields, filter fields,
and optional fields. Fields vary depending on your configuration and modules.

SAP SuccessFactors User Data File

The UDF has eleven required fields.

Required UDF Fields

Table 9: Required UDF Fields

Required Field Description

STATUS There are two status choices, active or inac-

tive. All users on the initial data load have an
active status.
USERID This is a unique system identifier for each
user, and can not be changed once set. The
format can be letters, numbers, or a combi-
nation of the two. Avoid using leading zeros
and special characters, for example & or #.

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 Lesson: Managing the User Data File

Required Field Description

USERNAME Employees use this to log into the system. It

must be unique for each user. Consider using
the same login that is used to log into your
company network.
FIRSTNAME First name of the employee
LASTNAME Last name of the employee
GENDER This field is required for the Writing Assistant.
Only provide the abbreviations, M for male or
F for female.
EMAIL The business e-mail address of the employ-
ee. The system uses e-mail addresses for no-
tification purposes. E-mails are sent, for ex-
ample, to inform individuals that forms have
been sent, or to remind individuals that items
are due or late.
MANAGER This column requires the USERID of the man-
ager of the employee to establish the compa-
ny hierarchy. For the individual or individuals
who are considered to be the highest level in
the company, NO_MANAGER is used to des-
ignate that they do not have anyone above
them in the hierarchy.
HR This column uses the USERID of the Human
Resources (HR) representative that is as-
signed to the employee. If the company
chooses not to assign an employee with an
HR rep, use NO_HR.
TIMEZONE This field is used for time stamping. Some
companies use their corporate time zone as
the default.
DEFAULT-LOCALE This setting is the default language that is
displayed to the user when accessing SAP
SuccessFactors.
PERSON_ID_EXTERNAL Assignment ID is an identifier assigned to a
person to define the relationship between the
person and a company. You can use it to
identify users and change it if needed.
ASSIGNMENT_ID_EXTERNAL A unique identifier of a person

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Standard filters in the SAP SuccessFactors UDF

Figure 169: SAP SuccessFactors UDF

There are three standard filter fields in SAP SuccessFactors:

● DEPARTMENT
● DIVISION
● LOCATION

These fields are displayed throughout SAP SuccessFactors and are used for filtering within
reports and permissions. Additional filter fields are created by a SAP SuccessFactors
Consultant during implementation.
The Job Code field is optional and is used to associate an individual with competencies. Job
Codes are assigned to employees and correspond to the job role that is set up within the
system. You can associate a job role with a set of competencies.
There are also 15 custom fields that can be used for other data you need to bring into SAP
SuccessFactors.
The .csv template for your instance was provided to your company during configuration.
However, you can download the template at any time using the Employee Export feature.
Rows 1 and 2, System ID and Label respectively, must be preserved, including all the required
columns in the template. You can rename Row 2 labels during system configuration. Save the
file format as a .csv file.

File behavior
When the UDF is uploaded, SAP SuccessFactors searches the records in the file and only
makes changes to data in SAP SuccessFactors where the USERID field matches a USERID in
the system. When SAP SuccessFactors encounters a USERID that currently does not exist in

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 Lesson: Managing the User Data File

the system, it is considered a new user and is added to the system as such. When the UDF
does not contain a record for an existing user in the system, no changes are made.
Adding New Users using the UDF
To add new users, add a new row to the UDF. Complete the required fields and import the file
into the system. File behavior determines that the system does not recognize the new USERID
and adds this record as a new user.
Changing User Data using the UDF
To change user information using the UDF, you must first export the current data from the
system, edit the records that require editing, and then import the updated UDF. File behavior
determines that the system recognizes the USERID of the changed user and changes the
information accordingly in the system.
Inactivating a User using the UDF
To inactivate a user you follow similar steps as when changing user data. In this case, the
STATUS of the user is changed. To inactivate a user, SAP SuccessFactors recommends that
the current data is exported from the system. Edit the STATUS field for the appropriate user
to inactive, and import the updated file into the system. File behavior determines that the
system recognizes the USERID of the inactivated user and inactivates the user in the system.

Note:
Setting the record of a user to inactive freezes the user account in its current
state, this means you cannot make changes to the account.

User Data File (UDF) Import

Figure 170: Import Users

After making changes to the UDF, you must import it into SAP SuccessFactors for processing
by the system. This import can be performed manually through Admin Center or
automatically through FTP.

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Unit 7: Configuring People Profile

Procedure: Importing user data

To upload the system with user data changes, the User Data File can be uploaded to SAP
SuccessFactors. It must be formatted correctly and have all required fields.
From the Action Search, go to the Employee Import tool. It is only available in systems that do
not have Employee Central enabled. If Employee Central is enabled, another tool is chosen to
import basic user information.

1. From the Action Search, go to Employee Import.

2. Select Choose File to select your user data file.

3. Specify how initial passwords are to be assigned for new employees.

4. Optionally, you can select other options, such as

a. Send welcome e-mail to new users: The e-mail template needs to be enabled
beforehand. If it is not yet enabled, a warning is displayed.

b. Validate Manager and HR fields: To ensure that each employee record has a valid
manager and HR representative.

c. Process inactive Employees: To update the information of inactive employees to the

system.

Note:
Employee Import cannot be used to import inactive users to the system

d. Re-activate purged users: To reactivate purged users in the system if the users are
active in the user data file.

5. There are other optional options:

a. If your updates include manager changes, expand the Specify Form routing options
section to specify the automatic manager transfer and automatic document removal
options.
b. Expand the Specify Character Encodings, Locale, and Date Format section. The default
locale and date format are “English(United States)” and “MM/dd/yyyy”. Other available
locales in your system depend on the configuration of Language Packs in Provisioning,
and the date format will match the selected locale. Only multiple date formats are
supported in the in the Hire Date and Exit Date fields.
c. The Specify Compensation form updating options section contains options to update
compensation forms.
d. Validate Import File is used to validate the user data file. If any errors are found, the
errors are displayed on the top of the page.

6. Choose Import User File to import the user data.

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 Lesson: Managing the User Data File

Figure 171: Import Users

After the file is uploaded, the SAP SuccessFactors user database is updated with the
information from the file. An e-mail notification is sent with the results of the upload, including
any errors. If the updates include manager changes, another e-mail notification with the
results of document transfer is sent and it includes the list of users whose forms have been
transferred or failed to transfer.
If any errors occurred, you need to correct them in the file and then upload it again. If that
does not resolve the problem, contact SAP Cloud Support.
Employee Import files can be scanned in instances with our without Employee Central. For
example, fields containing cross-site scripting are detected, skipped, and reported in the
import status e-mail.

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Unit 7: Configuring People Profile

Data change management with the Admin Center link

Figure 172: Manage Users

In Admin Center, use the Manage Users link to make quick, one-off changes to user records.
For example, you can use this link to change data to correct information that was imported
either manually or via FTP. Such changes can include the following tasks:
● Initiating manager changes and transfer forms from an old to a new manager
● Modifying the status of a user to active or inactive
● Changing the name of a user

Extended User Information

Extended user information consists of supplemental data about users in the SAP
SuccessFactors system, beyond the “basic” user information such as name, job tilte, and
department.
There are three types of extended user information:
● Personal information: Personal information consists of supplemental "one-to-one" data
about a user— that is, data for which there is only one record for each employee.
● Trend Information: Trend information consists of "one-to-many" rating data from your
talent review process— that is, data for which there may be multiple records for each
employee.
● Background Information: Background information consists of supplemental "one-to-
many" background data about a user— that is, data for which there may be multiple
records for each employee.

It is recommended that administrators perform periodic exports of all three data files and
save these outside of the application, in case there is a need to refer to historical data and/or
need to restore old records that are deleted by mistake.

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 Lesson: Managing the User Data File

It is also recommended that before any manual import of any profile data, a backup is
exported first. This way if a mistake is made (usually with the Import by overwriting existing
data option), then this can easily be recovered.
All the options and file types mentioned in this section also apply to the FTP process.
In the Import Extended User Information or Export Extended User Information page, the
system displays the settings defined for the last import or export. So it is not necessary to
reset all the settings for each import or export. This mitigates the risk of data loss caused by
incorrect settings.

Note:
When importing background information, you also have the option to overwrite
the data of users in the import file so that for only the users listed in the import file,
their background data is replaced by the corresponding data in the file. This type
of import Overwrite the data of users in the import file only affects these specified
users' background elements that are included in the import file.

User Management

Figure 173: Manage Users

On the Admin Center page, locate the Manage Employees section and navigate to Update User
Information → Manager Users to perform the following actions:
● Add New Users: Click Add New Users to enter information about a new user in the text
fields provided. Save changes.
● Change User Data: Click the name of the user to edit the information for that individual. In
the Edit User window, scroll through the data to find the fields to change, for example, the
name of the user, manager, address, status (active or inactive). Make the edits. Save the
changes.

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Unit 7: Configuring People Profile

Managing user information

User information
In SAP SuccessFactors, user information consists of basic and extended user information. If
you are managing users in Employee Central, there are even more user information elements.
This training is mainly focused on managing basic and extended user information for users
that are not managed in Employee Central.
Basic user information is what you must provide for a user when adding the user to the
system. It contains data like employee name, gender and address. Basic user information is
required for functionality, reporting, administration tasks, and most importantly, permissions.
Extended user information consists of supplemental data about the user, and is classified into
three types:
● Personal information
● Background information
● Trend information

Once the SuccessFactors system is live, admins need to perform ongoing administrative and
maintenance activities to keep it running smoothly. Among these activities, an essential one is
user information management, which involves actions like adding users, managing user
accounts, and updating user information. You need to ensure that all user fields your
company needs are included and defined with required information in the data model.
Make sure that you have included all user data fields in the data model for your system.
Setting up data model with required information is a standard part of nearly all SAP
SuccessFactors implementations.
If you want to configure changes and add user data fields in the data model, you can use the
Business Configuration UI (BCUI). This tool enables you to maintain the data model from your
end-user UI, instead of maintaining these elements in the XML file and contacting SAP Could
Support who has access to Provisioning.

Assignment ID
Assignment ID is an identifier assigned to a person to define the relationship between the
person and a company. You can use it to identify users and change it if needed.

Note:
Currently, assignment ID is NOT supported in some SAP SuccessFactors areas,
for example, Learning, Compensation, Onboarding, Recruiting Management, and
data protection and privacy features. This might cause display inconsistencies
across the suite. Before you change assignment IDs, we recommend that you
contact SAP Professional Services to evaluate the risks associated with the
inconsistencies. If changing assignment IDs isn't an option for you and you still
have the business need to change user IDs, raise a support ticket to initiate the
user ID conversion process.

Assignment ID (assignment_id_external) is unique, case-sensitive, visible, and can be given to

an employee, a contingent worker, or an intern. Assignment ID is used to identify users across
the HXM Suite, in import and export tools, in the user interface, in APIs, and in reports. User
ID (users_sys_id) still exists, but we recommend that you use it for system integration.

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 Lesson: Managing the User Data File

The system automatically generates assignment IDs for users created prior to the Q3 2019
release, and their default values are the same as the current user IDs. However, in the
Employee Central-enabled instances, if you have used a business rule to generate assignment
IDs, the system then creates assignment IDs based on the rule and the assignment IDs might
be different from the user IDs. When you create new users using the user management tools
such as Employee Import, Manage Users, or OData APIs, assignment IDs for these users are
also added to the system.
Assignment ID can be changed ONLY through the convertAssignmentIdExternal function
import.

Differentiating between Person ID, UUID, User ID, and Assignment ID

Table 10:
Field Description Can this ID be Relationship between
changed? these IDs

Person ID (person-id- A unique identifier of Yes UUID and person ID

external) a person in Employee are in a one-to-one
Central. Person ID relationship.
identifies a natural
User ID and assign-
person. An employee
ment ID are in a one-
generally has only
to-one relationship.
one person ID
throughout their time One person ID is as-
at the company, since sociated to one or
this ID is associated more user IDs and as-
to each person. signment IDs.
One UUID is associat-
UUID (per-person- This identifier is gen- No
ed to one or more
uuid) erated when person
user IDs and assign-
data is created in the
ment IDs.
system. UUID is intro-
duced for integrating
person data in Em-
ployee Central with
other modules. UUID
is stored at a data-
base level only and is
not visible on the UI.

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Unit 7: Configuring People Profile

User ID (users-sys-id) A unique identifier of No

user entity. A person
might have one or
more user IDs. If a
customer maintains
only one employment
per person in Suc-
cessFactors, the user
ID can serve as the
person’s unique iden-
tifier in the company.
Assignment ID gradu-
ally takes place of
user ID on the UI
across the suite. User
ID still exists, and we
recommend that you
adopt it for system
integration.

Tools for user management

There are several tools for managing users in the system. In this lesson you will learn how to
choose the right one to use in different scenarios.

1. You can Manage Basic User Data by using the UI ‘Manage Users’ tool.

2. The Employee import tool has also been discussed earlier.

3. Another tool to use for managing users by import is ‘Import Extended User Information’
tool which can be used to import more granular data for live profile information in CSV file.

4. Check tool can also be used for User Management.

Refer to the following table to choose the correct user management tool depending on your
system configuration.

Table 11:
If you want to... Use this tool for users that are man- Use this tool for users that
aged in Employee Central are NOT managed in Em-
ployee Central

Add or update basic Employee Self-Service and Manager Manage Users

user information by us- Self-Service
ing the UI

Add or update basic Import Employee Data->Basic User Employee Import

user information by us- Import
ing a data file

Download basic user Employee Export

information

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 Lesson: Managing the User Data File

Add or update extend- Import Extended User Information, Import Extended User In-
ed user information Import Employee Data->Extended Im- formation
port, or Import Employee Data ->
Background Import

Download extended Export Extended User Information

user information

Validate your user data Check Tool->User Management

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 Unit 7
Exercise 31
Manage Employees and Import Permissions

Business example
In this exercise, you will find the Admin User and verify their permission to manage the
Employee Import Privilege, for all divisions, all departments, and all locations.

Simulation: Manage Associate Import Permissions

For more information on Manage Associate Import Permissions, please view the
simulation in the lesson Managing the User Data File in your online course.

1. Find the HR Coordinator and verify their permission to manage the Employee Import
Privilege.

Result
You found the admin user and updated their permission to manage the Employee Import
Privilege, for all divisions, all departments, and all locations.

Note:
Repeat this process again to ensure your changes are saved by the system. Often
the change is not saved even though the confirmation message appears that
states the changes have been saved.

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 Unit 7
Solution 31
Manage Employees and Import Permissions

Business example
In this exercise, you will find the Admin User and verify their permission to manage the
Employee Import Privilege, for all divisions, all departments, and all locations.

Simulation: Manage Associate Import Permissions

For more information on Manage Associate Import Permissions, please view the
simulation in the lesson Managing the User Data File in your online course.

1. Find the HR Coordinator and verify their permission to manage the Employee Import
Privilege.
a) Use the Action Search to navigate to Manage Employee Import.

b) On the Manage Employee Import Privilege screen. Add HR as the first name and then
choose Search Users.

c) Scroll to the table, and verify that the checkbox Manage Employee Import is selected.

d) In the Divisions column verify All Divisionsis selected.

e) In the Departments column verfiy All Departmentsis selected.

f) In the Locations column verify All Locationsis selected.

g) If you made any changes, save your work by selecting the Save Definition For Selected
Users button.

Result
You found the admin user and updated their permission to manage the Employee Import
Privilege, for all divisions, all departments, and all locations.

Note:
Repeat this process again to ensure your changes are saved by the system. Often
the change is not saved even though the confirmation message appears that
states the changes have been saved.

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 Unit 7
Exercise 32
Maintain employee records in the User Data
File

Business example
You need to make changes to an existing data file. Best practice advice is to export the
relevant file from your instance, before making data changes.

Simulation: Export the Existing Data File

For more information on Export the Existing Data File, please view the simulation
in the lesson Managing the User Data File in your online course.

Task 1: Export the existing data file

In this task you export an existing data file from your instance and save it to your desktop.

1. Export the existing data file from your instance.

Result
The Download Complete dialog box appears.

Result
You exported the existing User Data File from your instance, and saved it to your desktop.

Task 2: Modify the User Data File

As an administrator, one of your responsibilities is to maintain employee records, including
keeping the User Directory up to date.

1. Open the UserDirectory csv file that you exported previously.

2. Go to the Configuration Files of this training and open StarterUDF.csv

3. Copy the data from the StarterUDF into the UserDirectory file and change the e-mail
addresses in column H to your e-mail address.

4. Save the UserDirectory file as a version 2 (_V2) and make sure you use the CSV format
(not the Excel format).

5. Close your new csv file.

Result
You successfully modified the User Data File.

Task 3: Import the data file

You have made changes to a data file, and you need to import the modified data file to your
instance.
In this exercise, you validate and import the modified data file to your instance.

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Unit 7: Configuring People Profile

1. Select and validate the data file for upload.

2. Verify the message and solve the issue accordingly in your csv file. Adding the Job Code of
IC to HR Coordinator and any other users that do not have a Job Code should solve the
issue.

3. Import the validated file to your instance.

4. In the Action Search window, enter Manage Users and verify that Alex Anderson has been
successfully created. There may be a slight delay.

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 Unit 7
Solution 32
Maintain employee records in the User Data
File

Business example
You need to make changes to an existing data file. Best practice advice is to export the
relevant file from your instance, before making data changes.

Simulation: Export the Existing Data File

For more information on Export the Existing Data File, please view the simulation
in the lesson Managing the User Data File in your online course.

Task 1: Export the existing data file

In this task you export an existing data file from your instance and save it to your desktop.

1. Export the existing data file from your instance.

a) Use the Action Search to navigate to Employee Export.

b) On the Export Users screen, choose Export User File.

c) In the File Download dialog box, choose Save.

Alternatively, you can use the keyboard shortcut, Alt+S.

d) In the Save As dialog box, choose Save.

Alternatively, you can use the keyboard shortcut, Alt+S.

Result
The Download Complete dialog box appears.

Result
You exported the existing User Data File from your instance, and saved it to your desktop.

Task 2: Modify the User Data File

As an administrator, one of your responsibilities is to maintain employee records, including
keeping the User Directory up to date.

1. Open the UserDirectory csv file that you exported previously.

2. Go to the Configuration Files of this training and open StarterUDF.csv

3. Copy the data from the StarterUDF into the UserDirectory file and change the e-mail
addresses in column H to your e-mail address.

4. Save the UserDirectory file as a version 2 (_V2) and make sure you use the CSV format
(not the Excel format).

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Unit 7: Configuring People Profile

5. Close your new csv file.

Result
You successfully modified the User Data File.

Task 3: Import the data file

You have made changes to a data file, and you need to import the modified data file to your
instance.
In this exercise, you validate and import the modified data file to your instance.

1. Select and validate the data file for upload.

a) Use the Action Search to navigate to Employee Import.

b) On the Import Users screen, select the Choose File... button.

c) Select the file to upload by choosing the relevant file name.

d) Choose Open.
Alternatively, you can use the keyboard shortcut, Alt+O.

e) On the Import Users screen, select Use a system generated random password.

f) Select the Send welcome e-mail to new users checkbox.

g) Make sure that the checkbox Validate Manager and HR fields. is activated.

h) Choose the Validate Import File button.

2. Verify the message and solve the issue accordingly in your csv file. Adding the Job Code of
IC to HR Coordinator and any other users that do not have a Job Code should solve the
issue.

3. Import the validated file to your instance.

a) On the Import Users screen, choose the Browse... button.

b) To select the file to upload, in the Choose File to Upload dialog box, choose the relevant
filename.

c) Choose Open.
Alternatively, you can use the keyboard shortcut, Alt+O.

d) On the Import Users screen, choose the Import User File button.

e) In the Message from webpage dialog box, choose OK.

4. In the Action Search window, enter Manage Users and verify that Alex Anderson has been
successfully created. There may be a slight delay.

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 Lesson: Managing the User Data File

LESSON SUMMARY
You should now be able to:
● Access required permissions to import employees
● Maintain user data with the User Data File and Admin Center

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Unit 7: Configuring People Profile

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 Unit 7

Learning Assessment

1. Well-formed XML has correct syntax; valid XML has correct syntax and follows the DTD.
Determine whether this statement is true or false.

X True

X False

2. Which of the following statements best describes the People Profile?

Choose the correct answer.

X A Maps a clear path of succession for an employee.

X B Provides reports about employee goals.

X C Connects employees and supports talent decisions by providing employee

information in an integrated repository.

X D Connects managers and external partners in the area of sales growth and
performance.

3. Your customer wants to change the People Profile text from Department to Team. In the
data model XML file, which of the following elements will need to be modified?
Choose the correct answer.

X A Field id

X B Label

X C Permission

X D Filter field

4. What type of element do we use to configure the photo in the Succession Data Model?
Choose the correct answer.

X A Standard element

X B Userinfo element

X C HRIS element

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Unit 7: Learning Assessment

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 UNIT 8 Defining MDF and Business
Rules

Lesson 1
Defining Metadata Framework (MDF) objects 369

Lesson 2
Configuring MDF objects 373
Exercise 33: Create a new company car object 383

Lesson 3
Creating and triggering Business Rules 389
Exercise 34: Create Message Definitions and Business Rules and then attach the 405
Business Rule

Lesson 4
Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks 411
Exercise 35: Change the people profile by using Manage Configuration UI 423

UNIT OBJECTIVES

● Understand the Metadata Framework to maintain (MDF) objects

● Enable MDF and assign permissions for access
● Describe options for configuring MDF objects
● Create Business Rules using the Rules Engine
● Identify use cases for configuring Business Rules using the Rules Engine
● Define when rules are triggered
● Modify the profile with Business Configuration UI (BCUI)
● Add permissions for BCUI
● Update the Succession Data Model with BCUI
● Customize People Profile with MDF blocks

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Unit 8: Defining MDF and Business Rules

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 Unit 8
Lesson 1
Defining Metadata Framework (MDF) objects

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Understand the Metadata Framework to maintain (MDF) objects
● Enable MDF and assign permissions for access

MDF Overview

Video: What is Metadata Framework?

For more information on What is Metadata Framework? , please view the video in
the lesson Defining Metadata Framework (MDF) objects in your online course.

Figure 174: Maximum Number of Custom MDF Objects

Metadata Framework (MDF) is a platform functionality that allows extension to existing

SuccessFactors HXM suite capabilities. MDF has capabilities to add new custom objects and
maintain existing objects called Generic Objects.
With MDF, you can create and manage objects, link them, or even create a hierarchy of
objects. MDF is well integrated with workflow, rules engine, and reporting. It also has inbuilt
capabilities like support for importing and exporting records, and security with Role Based
Permissions (RBP). This means any of the objects available within MDF have all these
features. You then have different ways to manage data the way you want. For example, using
Import/Export, a UI, or oData. You also have ability to control who gets access to these
objects.
The manage data tool allows system administrators to better understand and manage the
data volume consumption of MDF objects in the system. They can also rely on the statistics to
decide whether and when to purge MDF data.
The data volume information is collected periodically for every company in the production
environment and is available for viewing with proper permission. Alternatively, you can also
export the data volume information with Import and Export Data.

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Unit 8: Defining MDF and Business Rules

The data volume information is collected periodically for every company in the production
environment and is available for viewing with proper permission. Alternatively, you can also
export the data volume information with Import and Export Data.
● MDF Audit Data Volume: Use this object to check the volumes of audit data available for a
given MDF object.
● MDF Association Data Volume: Use this object to check the volumes of association data
available for a given MDF object.
● MDF Transactional Data Volume: Use this object to check the volumes of transactional
data available for a given MDF object. Transactional data refers to the day-to-day business
data that's available in a system.

Using MDF, you can easily extend Employee Central (EC) entities for customers. It allows you
to customize objects and behavior needed to meet customer needs. Several key applications
of SAP SuccessFactors suite like Position Management, Time Off, and Manage Business
Configuration (BCUI) are built using MDF capabilities.
The tools used to manage MDF Objects are available at Admin Center.
Administrators are able to create 250 custom MDF objects by default. This limit can be raised
to 400 from Provisioning → Company Settings.

MDF components
MDF has several different layers. The most basic layer is the Object Definition. This is where
all the configuration decisions for an object is made and where the object is “built”. Object
behavior, fields, associations, and security are all set within the object definition.
Once the object definition is built, you can then add business logic to the object. This is done
using Business Rules. Business Rules can be used to default data, set values based on data
chosen, raise informational or error messages, and trigger actions to occur when data
records are saved or deleted.
Once the object is built and business logic is integrated, you can start to import, create, and
manage data related to that object.
Finally, you can create different “views” or UI’s for your object. Within the Configuration UI,
you can change the layout of the object, add or remove fields, update labels, and add text or
hyperlinks to the object view.

Enabling MDF and granting permissions

Enabling MDF
To enable MDF, go to Provisioning → Company Settings.
● Select the Enable Generic Objects checkbox.
● Select the Enable the Attachment Manager checkbox.

Scroll up to the top of the screen and select Save Feature.

If you want to use other related features, such as workflows and Rules you must also enable
the following features from Provisioning:
● Employee Central Foundation Objects
● Effective Dated Data Platform

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 Lesson: Defining Metadata Framework (MDF) objects

● Enable Business Rules for Workflow Derivation

Note:
Do not turn on these switches in Provisioning for your THR80 training instance
as it will interfere with completion of the labs. For example, employee imports
work differently when Employee Central is active.

Grant Permissions
Access to tools to manage MDF configuration and Data is controlled by (RBP). Once MDF is
enabled you need to grant access to it by granting specific RBP permissions.

1. Use the Action Search to navigate to the Manage Permission Roles.

2. Choose an existing role or create a new Permission Role.

3. Choose Permission.

4.

Figure 175: Metadata Framework Permissions

Navigate to the Metadata Framework section and choose all permissions you would like to
grant to that role. To learn more about these permissions you can review the following
guide on the SAP Help Portal:

● Implementing the Metadata Framework (MDF)

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Unit 8: Defining MDF and Business Rules

Note:
There are other RBP sections that allow a user to work with objects that have
been built using MDF (for example, Miscellaneous Permissions or Manage
Time Off). Some of these permissions like Manage Position might not be
available for you if related features are not enabled from Provisioning.

5.

Figure 176: Miscellaneous Permissions

In the Miscellaneous Permissions section, you can grant access to tools that manage data,
as well as the ability to view, edit, import, and export data for specific MDF objects. There
is also an option ‘Field Level Overrides’ to define a more restrictive permissions (no access
or read only) on specific fields for an object. To learn more about these permissions you
can review the following guide on the SAP Help Portal and related KBA (SAP Knowledge
Base Article):

● Using Role-Based Permissions

● 2094229 - Field Level Overrides Permission for MDF objects - Metadata Framework

LESSON SUMMARY
You should now be able to:
● Understand the Metadata Framework to maintain (MDF) objects
● Enable MDF and assign permissions for access

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 Unit 8
Lesson 2
Configuring MDF objects

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Describe options for configuring MDF objects

MDF object configuration overview

Most of the MDF object configurations are maintained using Configure Object Definitions in
Admin Center. Before you start using or populating data to an MDF objects, you have to
create new Generic Object (GO) definition or review existing Generic Object definition. There
are several areas of a Generic Object (GO) that controls different aspect of the GO.

Figure 177: Configure Object Definition

Use the Action Search to navigate to the Configure Object Definition tool and select Create
New: Object Definition.
Once a new object definition is opened, the different areas that can be configured are
displayed.

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Unit 8: Defining MDF and Business Rules

Object details

Figure 178: Object Details

This section determines the overall behavior of the Generic Object (GO).
● Code: Unique identifier for Object. All custom objects created are automatically prefixed
with cust_.
● Effective Dating: This defines if object instance can have only single record or multiple
records based on different dates. Please do not confuse this with audit, which can be
enabled irrespective of configuration of this field.

Available Effective Dating options are:

None: Only a single record can be maintained for given object instance. Whenever you make
changes, you overwrite the previous saved information.
Basic: Multiple records for given object instance can be maintained but only one record can
be added for given date.
Multiple Changes Per Day: Multiple records can be maintained for on each given date.
From Parent: This is used for child objects so that they will match the parent’s effective
dating. Parent/Child relationships between objects will be discussed in the association
section. An Object instance for a child object cannot be maintained independently and can
only be maintained along with parent object.
● API Visibility: All MDF Objects data and some of MDF Object configuration can be accessed
via oData API using this setting.
Available Options are:
Not Visible: This is the default value; object will not be allowed to be accessed via oData.
Read Only: Object instance will be accessed as Read Only without edit capabilities.
Editable: Object instance will be accessed with both Read and Write capabilities like
Create, Update, Insert, and Delete.

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 Lesson: Configuring MDF objects

● Status: Set object status.

Available Options are:
Active: Object can be used.
Inactive:This status cannot be used if an object instance exists or if the object is referenced
by another active object. An inactive object will not be visible anywhere in the system,
including configurable UI designer, Rules, RBP or Import/Export.
● MDF Version History: The MDF Version History allows you to capture Audit data for any
changes done to object instances. Any operation such as Create, Update, Insert or Delete
will add audit records in the system.

Available Options are:

No Selection/ No: If any of these options is selected; no audit records will be created for any
of the operation.
Delete History: Only Delete operation will create audit records.
Complete History: Audit Records will be created for all operations like Create, Insert, Update
and Delete.
● Default Screen: Users can create a Configuration UIs for a given object. If you would like to
use the Configuration UIs created to be displayed on the Manage Data, you can assign the
Configuration UI here. Leaving this blank will display the Generic Object (GO) in the
standard UI.
● Label: This is the name of the object displayed on different UIs.
● Description: This is for capturing a short summary about the object.
● API Sub Version: This field controls whether the technical fields are exposed in the oData
API or not.

Available Options:
No Selection: With this option system will behave as if you selected V1.1.
V1.0: System fields which are not of much use, will be exposed in oData API.
V1.1: System fields will not be exposed on oData API. This is recommended option if you are
creating a new object.
● Subject User Field: This defines which field contains subject user information for the
object, which is then used to determine workflow routing. Only fields which are of Data
Type User can be used for this configuration. If the External Code field is defined with Data
Type User, it will be used as default value for this configuration.
● Workflow Routing: This allows workflow routing to the object. If you select a workflow
configuration record, then the corresponding workflow will be triggered for any operation
done on an object instance. Workflow Routing requires Employee Central Foundation
Objects feature to be enabled in Provisioning.
● Pending Data: This lets you control if changes must be available with or without approval. If
you have chosen a Workflow Routing that involves an approval and you want changes to
take effect only after approval, set this field to Yes.
● To do Category: This is used when Pending Data is set to Yes. This determines what
subsection of the To Do list workflow approvers will see notifications for this Generic
Object (GO) on the Home Page.

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Unit 8: Defining MDF and Business Rules

● Object Category: There are different object categories available to determine the type of
data that an object represents: Uncategorized, Configuration, User Transactional, Non-
User Transactional and Technical.

Fields
This section allows you to manage the object fields and their attributes. By default only a few
field attributes are visible on the default UI and to see the full configuration options, choose
the Details link next to each field row.
The attributes that appear on Configure Object Definition page while you add fields to your
object definition are listed below. Based on the data type of the field, field attributes differ.

Figure 179: MDF Fields

● Name: This is the identifier for the field and must be unique within current object definition
including association names. The application automatically appends “cust_” in front of the
name of any custom field.
● Maximum Length: Applicable only for String, Translatable, Number, and Decimal Data
Type. This defines how many characters can be entered for this field. The default length for
fields is 255 for String and Translatable, 38 for Number, and 21 for Decimal but it can be
changed by end user. The maximum allowed value for pre-delivered field can vary from
one object to another object and controlled by different applications.
● Data Type: This determines what kind of values can be supplied for a field. There are
several different Data Types to choose from. These include:
- String: Accepts any text.
- Translatable: Same as String but value entered can be translated into available
languages. Number:
- Number: Accepts only number without decimal values. The display of this field value will
be determined based on the logged-in user’s chosen locale.
- Decimal: Accept number along with decimal values. The display of this field value will be
determined based on the logged-in user’s chosen locale.
- Auto Number: System automatically generates a new number for each record. This
field should always be set as read-only. The end user must not be allowed to enter
values manually.
- Boolean: Provides Yes or No as the allowed values.
- Picklist: Users must choose an option from pre-defined values configured in a picklist.

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 Lesson: Configuring MDF objects

- Generic Object: Create reference to another Generic Object and the end user can select
any instance of referenced GO while entering data.
- Foundation Object: Create reference to Employee Central Foundation Objects. Location
is one example of an EC Foundation Object which are managed outside of MDF.

Data Source: This field is used only for pre-delivered fields and cannot be changed by end
users.
User: References any active or inactive user in the system.
Date: Accepts date information. The display of this field value is determined based on the
logged-in user’s chosen locale.
DateTime: Accepts both date and time information (hours, minutes and seconds).
Time: Accept only time information (hours, minutes, seconds)
Attachment: Allows uploading a document or file to object instance.
● Valid Values Source: This attribute is applicable only for Data Type Picklist, Generic Object,
Foundation Object and Data Source. Enter the id/code of referenced object. To reference
a field to the Country Generic object, you would enter a value as ‘Country’. For a picklist
configuration, consider the following example: The Position object has a field called
Criticality and you want to create a connection between that field and an MDF picklist. You
will first need to determine the code of the picklist that you want to link to that field in the
Picklist Center and then specify the Picklist code in the Valid Values Source of the
Criticality field in the Position object.
● Hide Old Value: For Effective Dated Object, field values which are changed from previous
effective dated records are shown along with old value with strikethrough. If this is set to
Yes, then the old value will not be displayed.
● Decimal Precision: Applicable only for Decimal Data Type. This specifies how many digits
past the decimal point is allowed.
● Show Trailing Zeros: Applicable for Decimal Data Type. If set to Yes, it will show trailing
zeros for decimal precision if number of digits after decimal are not matching the Decimal
Precision.
● Include Inactive Users: Applicable only for User Data Type. If the value is set to Yes, then
inactive users will be included for selection. Default value is No.
● UI Field Renderer: This field can change UI behavior. For example, setting value
displayPickListWithoutExternalCode will hide Code for picklist dropdown and using
displayGOWithoutExternalCode will hide external code for GO selection. Please note these
are pre-delivered values and are applicable for specific data type. If applied incorrectly, it
will result in undesired behavior or application errors.
● Transient: Set to Yes to make the field transient. Values of transient field are not stored in
the database but are populated at runtime in the user interface. Usually, this is done with
the help of rules. For example, the age of a person is based on the Date of Birth.
● Help Text: This is a translatable option. If a value is provided it will display an icon next to
the field to show the instruction.
● Private or Sensitive Information: You can hide sensitive information on the UI to avoid
accidentally exposing the value. If you set this to Yes, asterisks (*****) will be shown in
place of actual value. The user needs to select the field and confirm their intent to show the
values on the UI.

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Unit 8: Defining MDF and Business Rules

● Default Value: You can set a default value for that field. Not all data types support this
configuration.
● Hide Seconds: Used for the DateTime and Time data types. It removes the seconds
information if set to Yes.
● Required: If set to Yes, the field is mandatory, and the user must enter a value before a
record can be saved.
● Visibility: Determines if field is Editable, Read Only, or Not Visible on the UI.
● Status: Field can be set as Active or Inactive. Inactive fields aren’t available in the system.
Please note a customer defined field cannot be set to inactive.
● Label: A translatable field which allows you to change the field label displayed on the UI and
other areas of the application.
● End Of Period: Applicable only for DateTime data type. This is to distinguish between if
00:00:00 is the start of a date or the end of a date.
● Log Read Access: Enable if a field needs to be tracked for Read Access. This feature is not
yet available.
● Database Field Name: Read-only field and determined by system.
● Rules: This section allows to add one or more Business Rules to the field. When a field
value is changed these rules are triggered.
● Field Criteria: Allows you to restrict the possible values for the field by specifying the
related fields under this section.
● Condition/ Condition Values: Allows you to show or hide the field based on a value entered
on an other field available on the object.

Video: Connecting an MDF Object with a Picklist

For more information on Connecting an MDF Object with a Picklist, please view
the video in the lesson Configuring MDF objects in your online course.

Watch the 'Connecting an MDF Object with a Picklist' video for an in-depth explanation.

Video: Change a Label for a field in an MDF Object

For more information on Change a Label for a field in an MDF Object, please view
the video in the lesson Configuring MDF objects in your online course.

Watch the 'Change a Label for a field in an MDF Object' video for an in-depth explanation.

Associations
Associations define a relationship between two objects. The type of association determines
what kind of relationship two objects have and what is their behavior. MDF supports
associations between Generic Objects or between a Generic Object and a Employee Central
Foundation object.

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 Lesson: Configuring MDF objects

For any type of association, the relationship can be “One to Many” or “One to One”. For
example, a Division may have a “One to Many” relationship to a Business Unit. A Location can
only have one Geozone associated with it; this is a One to One association.
MDF supports the following association types:

1. Valid When (VW): For this association type, associated objects have their own lifecycle
and exist without the object that is currently being configured. Valid when associations are
often used to create filtering capabilities between fields on a given object. For example, in
the Employee’s Job Information you have Business Unit and Division fields. When you
select the Division field, you want to see valid division values which are applicable for
selected Business Unit. But Divisions and Business Units can be maintained independently
from the employee’s record. In this case, you would define a Valid When association on
Division referencing ‘Business Unit’.

2. Composite: This association type creates a parent-child relationship. The entity being
associated is a child entity and it cannot exist outside the parent object. The child object
must have effective dating ‘From Parent’ for this association type. Also the child object
can be association with only one parent object.
For example, the picklist values are child entity of the picklist entity. It would not make
sense to create Picklist Value entity that does not exist with a picklist entity (the parent).

3. Join by Column (JBC): This association type allows you to associate two objects with a
One to One Relationship which one object always has reference to the other object. Set
one field of the parent object definition as the source object column and one field of the
child object definition as the destination object column, then join-by-column association
will make the value of these two object columns reference each other.
For example, a Person could be one object which represents a real person and Personal
Information could be another object which stores information about the person. The
Person and Personal Information objects could be One to One composite relationship. In
that case the Personal Information cannot exist without a Person.
However, if the association was a one to one JBC association, a user would be able to
maintain personal information outside the person object. In this configuration, you would
configure the External Code of Person to reference the External Code of Person
Information object.

Note:
You are not allowed to define Join By Column associations for custom MDF
objects.

Search

Figure 180: Searchable Fields

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Unit 8: Defining MDF and Business Rules

You can define fields that can be used to do search for an MDF object instance. Each of the
fields added to this section will be included in searching on different places in application. In
the field, enter the names of the fields and/or association that you want to make searchable.
You can also use the field reference to include in search. For example if you have Object with a
Country field which refers to country object you can add cust_country.code to search based
on the country code.
When a field is associated with a picklist, you can add the field name + “.label” like in the
screenshot.

Business key fields

Business key fields are a combination of two or more fields and are defined for an object so
that you can uniquely identify its records. You can type the business key fields in this area.
You can also delete or add more fields by selecting the corresponding icon.

Security
Setting up security allows you to control which users can view, edit, or import/export data for
an object or field. With MDF you can set up security at the object or field level. For objects and
fields, you can control access based on RBP roles within the system.
Optionally, you can define which fields in the object definition are used to determine the target
population in Role-Based Permissions. You can specify any user field in the current object
definition as the RBP Subject User Field. The value of the specified RBP Subject User Field can
then be used to create user-based permission groups in RBP. You can use any field in the
current object definition of the type ‘user’ as the RBP Subject User Field. It does not have to
be the externalCode.
● Secured: This determines whether the object uses RBP to set security. If you choose Yes,
then within RBP Permission Roles, you can set object and/or field permissions. If you
choose No, the object is not available within RBP Permissions Roles.

Note:
Don't select Custom. The option isn't supported and will be removed in future
releases.
This Secured field is set to Yes by default for creating custom objects. This is
recommended to keep all custom objects as Secured=Yes so that RBP
permissions must be granted before the object can be accessed. You can grant
access to non-secured objects (Secured=No) using the Metadata Framework
permission for "Access to Non - RBP Secured Objects".

● Permission Category: This specifies what area of the Permissions section in the RBP
Permission Role the object can be found.
● RBP Subject User Field: Specify a required user field of the current object definition. The
value of this field is used to set up target population in RBP.

Once the MDF object definition is created, you can create object instances of that definition in
your application. Creating an instance of an MDF object is the way to populate the object with
data. From the Action Search go to Manage Data. The search results in Manage Data display
records that are created and those that are pending for approval in a configured workflow.

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 Lesson: Configuring MDF objects

Video: Linking MDF Objects

For more information on Linking MDF Objects, please view the video in the lesson
Configuring MDF objects in your online course.

Watch the 'Linking MDF Objects' video for an in-depth explanation.

Video: Import and Export Data for an MDF Object

For more information on Import and Export Data for an MDF Object, please view
the video in the lesson Configuring MDF objects in your online course.

Watch the 'Import and Export Data for an MDF Object' video for an in-depth explanation.

Note:
Change History | SAP Help Portal

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Unit 8: Defining MDF and Business Rules

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 Unit 8
Exercise 33
Create a new company car object

Business example
You need to create a Generic Object to capture the details around company cars. It must
include the following fields:
● Employee Name
● Effective as of
● Model
● Year
● Purchase Date

Simulation: Create a new company car object

For more information on Create a new company car object, please view the
simulation in the lesson Configuring MDF objects in your online course.

1. Use the Action Search to navigate to the Configure Object Definitions tool.

2. Choose Create New → Object Definition.

3. To create your Company Car Object, use the information provided in the tables below.

Table 12: Object Settings

Object Settings
Code comp_car
Effective Dating Basic
Label Company Car
Pending Data No

Table 13:
Field Details
Field Name Data Type Required Label
externalCode User Yes Employee Name

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Unit 8: Defining MDF and Business Rules

Field Details
Field Name Data Type Required Label
externalName Hide this field by se-
lecting Details and
for the Visibility, se-
lecting "Not Visible".
effectiveStartDate Date Yes Effective as of
Create the three custom fields below. Please note that the prefix “cust_” will automati-
cally be added to all custom field names and cannot be deleted.
model String Yes Model
year Number No Year
purchase_date Date Yes Date Purchased/
Leased

4. Secure your Generic Object.

5. Save your Generic Object.

6. Give your administrator the permission.

7. Test your new object by creating a company car.

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 Unit 8
Solution 33
Create a new company car object

Business example
You need to create a Generic Object to capture the details around company cars. It must
include the following fields:
● Employee Name
● Effective as of
● Model
● Year
● Purchase Date

Simulation: Create a new company car object

For more information on Create a new company car object, please view the
simulation in the lesson Configuring MDF objects in your online course.

1. Use the Action Search to navigate to the Configure Object Definitions tool.

2. Choose Create New → Object Definition.

3. To create your Company Car Object, use the information provided in the tables below.

Table 12: Object Settings

Object Settings
Code comp_car
Effective Dating Basic
Label Company Car
Pending Data No

Table 13:
Field Details
Field Name Data Type Required Label
externalCode User Yes Employee Name

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Unit 8: Defining MDF and Business Rules

Field Details
Field Name Data Type Required Label
externalName Hide this field by se-
lecting Details and
for the Visibility, se-
lecting "Not Visible".
effectiveStartDate Date Yes Effective as of
Create the three custom fields below. Please note that the prefix “cust_” will automati-
cally be added to all custom field names and cannot be deleted.
model String Yes Model
year Number No Year
purchase_date Date Yes Date Purchased/
Leased

4. Secure your Generic Object.

a) Scroll down to the Security section.

b) Make sure that the Secured field is set to Yes.

c) For the Permission Category field, select Miscellaneous Permissions.

5. Save your Generic Object.

a) At the bottom of the page, select Save.

b) In the confirmation popup window indicating that the externalName is set to Not
Visible, select Yes.

c) In the Successfully Saved popup window, select OK.

6. Give your administrator the permission.

a) From the Action Search, navigate to Manage Permission Roles.

b) Select your administrator roles and select Permission.

c) Go to the category Miscellaneous Permissions under the category User Permissions.

d) Find the Company Car Object and select the permissions: View Current, View History,
Create, Insert, Correct, Delete, Import/Export.

e) Select Done and then Save Changes.

f) Log out and go back to the instance in order to make sure that permissions are
reflected.

7. Test your new object by creating a company car.

a) From the Action Search, navigate to the Manage Data.

b) Select Create New: Company Car.

c) Select the employee of your choice.

d) Select the first day of the current month for the Effective as of field.

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 Lesson: Configuring MDF objects

e) For the Model, type ABC.

f) For the year, indicate the current year.

g) For the date Purchase/Leased field, indicate the first day of the current year.

h) Select Save.

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Unit 8: Defining MDF and Business Rules

LESSON SUMMARY
You should now be able to:
● Describe options for configuring MDF objects

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 Unit 8
Lesson 3
Creating and triggering Business Rules

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Create Business Rules using the Rules Engine
● Identify use cases for configuring Business Rules using the Rules Engine
● Define when rules are triggered

Business Rules overview

Figure 181: Business Rules

You can configure the business rule logic for various modules and features using the Rules
Engine.
Business rules can cover legal regulations ('The FLSA status is required for employees
working in the USA'), company policies ('All employees moving to the London office get a
compensation for the high cost of living'), or other requirements. Because of specific
customer requirements, rules are highly customizable and based on the previous
configuration decisions customers have made.
The Rules Engine provides an easy-to-use tool to dynamically configure and manage the
customer, country, or scenario specific business logic that needs to occur within GO.

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Unit 8: Defining MDF and Business Rules

● Users do not need to be technically savvy to create business rules.

● The intuitive UI allows users to configure rule conditions that need to be checked in order
to trigger the rule actions.
● These rules can be updated easily to meet the needs of customer’s ever changing business
scenarios.

Business Rules are defined in the Rules Engine and the system executes these rules during
runtime. Technically, the Rules Engine is based on the Metadata Framework (MDF), but uses
its own administrative tool, Configure Business Rules.
Rules can be used to add validation to details entered by a user or autofill some field data (for
example, time zone information can be auto filled based on location information).
There are two ways to define rules:

1. Basic Rules (Not Recommended as it is error prone)

2. SuccessFactors defined scenarios (Recommended)

Rule events
Business Rules could be attached to different events. These events include the following:
● Initialize Rules: Initialization rules are triggered before all other rules; such rules are useful
to autofill default values for different fields. They only run when a new record is created
(initialized).
● Validate Rules: Validate rules are triggered after a change to an object is submitted but
before the change is saved. You can use these rules to validate field values entered by
user. These are executed before Save Rules. When you import MDF data using the Import
and Export Data UI, the validate operation triggers the validate rules associated with the
MDF objects and returns errors found in the data. Administrators can then catch any data
issues through validation and correct them before importing it. In fact, the validate rules
are executed during both validate and import operations.
● Save Rules: Save rules are triggered when a user saves changes. You can use these rules
to populate or change field values before saving and they are based on user inputs values.
For example, you want to auto populate region field based on country values selection.
● Post Save Rules: Post Save rules are triggered after changes to an object have been saved.
These rules are used when you want to send an alert message to the user. They are not
used to set a field value.
● Change Rules (onChange): They are used at the field level. Objects cannot be associated
with change rules. Change rules are triggered when a value for a particular field is changed.
You can use these rules to populate another field after the change. For example, you can
populate the Country field with a certain value based on a change to the Position field.
● Delete Rules: Deletion rules are triggered after an object record is deleted.
● On Load Rules: On Load rules are UI specific rules that get executed once the UI is loaded.
An example could be calculating total salary based on different fields available on given
object.
● UI Rules: These rules are applicable only for a UI built in the tool Configurable UI. These are
UI specific rules to make certain field required, visible or hide based on certain condition.
Such rules will not be applied when a user does the import.

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 Lesson: Creating and triggering Business Rules

Note:
Warning messages from the validate and save rules are shown before workflow
confirmation messages from workflow rule execution.

Identify Use Cases for Configuring Business Rules Using the Rules Engine
1. Workflow: You can define rules that automatically determine the right workflow when the
manager or employee changes employee data. To achieve this, you create a workflow
foundation object and assign it to the rule in the Rules Engine UI. For example, you can
trigger an alternate workflow if the salary increase is over 10%.

2. Propagation: You can define propagation rules to have the system automatically copy
over the data from one field to another field. This way you can have the same data in
several places of the system, while keeping just one data record. For example, you can
propagate the job code to the Position MDF object.

3. Calculations: You can define rules that automatically perform calculations using the
various functions the Rules Engine supports. For example, you can get an employee's
current age by calculating the difference between the current date and the employee's
birth date.

4. Validation: You can use validation rules to let the system check the user's input before
saving. You can set a field to mandatory, or you can trigger error messages. For example,
IF... the country is USA, THEN... the FLSA status is required.

5. Eligibility: You can define which employees should be included in a bonus plan or
compensation planning form. To achieve this, you have to integrate the modules Variable
Pay or Compensation with Employee Central. For example, the rule could be:
IF... the employee type does not equal Contract, Temporary or Union
AND the employee is regular
AND the rate type is 'Hourly' and 'Salaried'
AND the hire date is after 10/01/2010
AND the rehire date is after 10/01/2010
AND the employee status is Active or STD
THEN... this employee should be eligible (for a specific compensation form)

6. Defaulting Values: You can define default values for specific fields. For example, if the
Admin adds a new employee for the company COMP_USA, the employee is automatically
eligible for stock, and the initial stock grant is set to 200.

Before configuring Business Rules

There are some settings you need to make before you can configure business rules using the
Rules Engine.

Enabling Business Rules in Provisioning

1. Go to Provisioning.

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Unit 8: Defining MDF and Business Rules

2. Select your company.

3. Under Edit Company Settings, choose Company Settings.

4. Select Enable Generic Objects.

This is the basis for using the Meta-data Framework (MDF).

5. Scroll up and choose Save Feature.

Assigning Role-Based Permissions

You can only create rules if you are assigned the corresponding permissions.

Note:
We recommend that any objects used for a rule should not be RBP-secured
otherwise, depending on the permissions they've been assigned, certain users
might not be able to run the rule.

1. Use the action search to navigate to the Manage Permission Roles tool.

2. On the Permission Role List page, under Permission Role, choose Permission Role for
which you want to manage the permissions. The Permission Role Detail page opens.

3. In the Permission settings section, choose the Permission button to specify the
permission you want to assign to the role. The Permission Settings window opens.

4. In the Administrator Permissions section, choose Metadata Framework.

5. Select all the checkboxes on the right side of the dialog.

Here is some information on what the permissions are used for:

● Configure Object Definitions: You need this permission to be able to create rule types
and lookup tables.

● Access to Business Rule Execution Log: You need this permission to be able to access
the log that shows how business rules are executed.

● Configure Business Rules: This is the only permission used directly for the Rule Engine.
You need this authorization to be able to access the Rules Engine UI.

● Manage Data:
You need this permission to be able to create MessageDefinitions for raising messages.
Manage Sequence: You need this permission to be able to create Sequence objects for
defining sequences.
Both MessageDefinitions and Sequence objects are MDF objects.

● Import permission on Metadata Framework: You need this permission to be able to

import and export data for generic objects or business rules using the Import and
Export Data link in the Admin Center.

6. Save your changes.

Creating rule types

Rule types are only relevant for rules using the basic rule scenario, and only for the
applications that require a rule type.

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 Lesson: Creating and triggering Business Rules

Procedure:

1. Use the Action Search to navigate to the Picklist Center tool.

2. In Picklist Center use the search bar to find the Rule Type (RuleType) picklist and select
the effective start date (Jan 1, 1900).

3. Choose the Add New Value + icon.

4. As Effective Start Date, enter 01/01/1900.

If you enter a later date, keep in mind that effective-dated rules only work if the rule type is
active on or before the date when the rule becomes effective. For example, if you change
the Job Info record in the past but the rule type is only valid as of today, the rule is not
triggered.

5. In the Values section, enter an external code for the rule type you want to create.
When you create rules for the following modules or features, it is important that you stick
to the spelling and capitalization of the external code of the rule type, as they have a
specific function:

For this module or feature… …enter exactly this external Here's why:
code:
Compensation, integrated with compensationEligibility From the compen-
Employee Central sation screens for
eligibility rules, the
user can select only
the rules assigned
to this rule type.
Variable Pay, integrated with Em- varpayEligibility From the variable
ployee Central pay screens for eli-
gibility rules, the
user can select only
the rules assigned
to this rule type.
Mass Changes (in Employee Cen- massChange You can create
tral) rules on the Mass
Changes page.

6. Enter a label.

7. Select the status Active.

8. Save your changes.

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Unit 8: Defining MDF and Business Rules

Creating Business Rules

Figure 182: Business Rules Admin

Business Rules are created and managed using the Business Rules Admin tool in Admin
Center. You can use this tool to create new rules, view/edit or deleting existing rules in the
system.

Note:
The Business Rules Admin User Interface (UI) has been enhanced to make it
possible to delete a single rule as well as several rules completely using the
checkbox to the left of the rule. One or more rules can be selected to be deleted. If
the user selects a rule to be deleted, it will be checked if the rule is still assigned in
the system. Assigned rules cannot be deleted and will prompt an error message to
forbid deletion and must be unassigned in order to delete them. Unassigned rules
and rules based on Basic rule scenario can be deleted. For rules based on Basic
rule scenario, the system cannot protect the user from deleting a rule which is
assigned so deleting a rule based on Basic rule scenario should be treated with
caution.

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 Lesson: Creating and triggering Business Rules

Rule scenario

Figure 183: Rule scenario

A rule scenario is a rule object you can use to help you create rules correctly, based on the
rule context and parameters for a given scenario. When you select a rule scenario, the screen
changes and offers the basic elements of the chosen scenario.
There are application-specific scenarios and the legacy basic scenario.

Note:
When you select the Basic rule scenario to create a business rule, you now receive
the warning that the Basic rule scenario will be deprecated and that you should
choose an application-specific scenario instead. You should only continue with the
Basic scenario in cases where none of the application-specific scenarios meet
your needs.For more information about the deprecation of the Basic rule scenario,
refer to the Deprecation of Basic Rule Creation topic. Rules based on application-
specific rule scenarios have reduced risk of misconfiguration and the process of
rule creation is simpler.

Most legacy business rules have been created with the default Basic scenario. Since the basic
scenario doesn’t provide any guidance about the various objects, parameters, and actions
you can use to configure the rule, the resulting rules can often produce errors. As such,
SuccessFactors recommend that you use application-specific rule scenarios instead.
The scenarios available in your system are displayed when you create a new rule under Admin
Center → Configure Business Rules, where they’re categorized by application. Here you can
see only the scenarios for the applications that you've enabled in the system.

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Unit 8: Defining MDF and Business Rules

When you choose your rule scenario, you must fill in some rule details before you can
continue to the If/Then logic.
● Rule Name: This is the label of the rule that will display in search tools.
● Rule ID: The rule id is the unique identifier for the rule. The rule name is automatically
copied into the rule id, however it is best practice to not have any spaces in your rule id.
● Start Date: This is the effective start date for your rule. Rules can only be triggered after
this date. The default value is 01/01/1900.
● Rule Type: For the Basic Scenario, rule types can be used to organize your business rules.
Any values added to the RuleType picklist will display here. Rule Types are optional.
● Description: This is an optional field that you can use to provide more context around the
business use for the rule.
● Base Object: Select an object that the rule is based on. The base object defines which fields
and related objects you can select when creating the rule.

Base objects
Base objects are the starting point for your rule. They correspond to the data objects available
in the system, which are either EC objects (foundation objects, employment objects, or
person objects) or MDF objects (GO). The base object defines the subject of your rule. You
can use the fields, attributes, and related data objects of the base object as input.
For example, if you want to create a rule that is triggered when the employee status is
changed, you choose Job Information as base object, as the employee status field is part of
the Job Information EC object.
For application-specific scenarios, the scenario defines the base object, or limits which base
objects you can choose when you're creating a rule.
For the legacy basic rule scenarios, there's no guidance in the system as to which is the right
base object for your use case. Please make sure to refer to the application-specific
documentation for more information on which base object to choose. For basic rule
scenarios, you have to assign the rule to the base object used in the rule.

Note:
To find out which fields are part of which EC object (which corresponds to an HRIS
element), refer to the data object tables of the Employee Central Implementation
Handbook. To find out which fields are parts of which MDF object, you can look up
the object in the MDF UI.

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 Lesson: Creating and triggering Business Rules

If Then Logic

Figure 184: If Then Logic Rule

IF statements are the part of the rule that describe which condition has to be met before the
system actions defined in the THEN statement are executed.
THEN statements define how the system reacts to the conditions contained in the IF
statement of the rule. For example, an error message is raised, a field is set to a specific value,
or new data is created. ELSE statements define how the system reacts if the IF condition is
not true. The THEN statement is then skipped and the system executes what is defined in the
ELSE statement.

Dropdown list of the left expression

Figure 185: Dropdown List

Define rule statements following the logic "A is equal to B", with A being the left expression,
and B being the right expression, connected by the comparison operator "is equal to". Left
and right expressions are available in the IF section and the THEN section for the Set action. In
general, the dropdown list for the right expression contains the same values as the left
expression but limited to the entities that have the same field type as the left expression. In
addition, there are some options in the dropdown list specific to the right expression.
In the dropdown list of the left expression, you can select:

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Unit 8: Defining MDF and Business Rules

● Data related to the base object

● Functions
● Additional MDF objects
● Variables
● Current User
● Effective Date

Dropdown menu of the right expression

Figure 186: Dropdown Menu

In the dropdown menu of the right expression, you can select the following:
● Field type
● Fields assigned to the base object or the other added objects that have the same field type
as the left expression
● Functions that are available for the field type of the selected left expression
● Variables
● Current User
● Effective Date
● Null

Comparison operators
Comparison operators are used to define the relationship between values in the left and the
right expression of a business rule.
The following comparison operators are supported:

Comparison Operator Field Types Supported

Is equal to All field types
Is not equal to All field types
Is greater than: > Number, Decimal

Is less than: < Number, Decimal

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 Lesson: Creating and triggering Business Rules

Comparison Operator Field Types Supported

Is greater than or equal: >= Number, Decimal

Is less than or equal: <= Number, Decimal

Is before Date
Is on or before Date
Is after Date
Is on or after Date

Collection filters
Collection filters are used to get a unique value from a list of values. This is relevant when
there is a parent-child relationship between data objects.
In the following business example, Job Relationship is the child of Job Information, which is
the parent object. This means you can have multiple Job Relationships for a single
employment. You use a collection filter to define which Job Relationship should be used in the
rule, for example the HR Manager.
In the Rules Engine, collection filters ask you to select a unique value (Select….where…).

Figure 187: Collection Filters

Function

Figure 188: Functions

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Unit 8: Defining MDF and Business Rules

A function performs a specific task on the data object or field of a rule. Functions help you to
define more complex rules that perform calculations or application-specific tasks. In the
system, you can identify functions by the brackets that follow the function name; for example,
Add().

Assigning Business Rules

Figure 189: Business Rule Assignments

A rule is only triggered when it is assigned to the corresponding object.

Depending on how the application-specific scenario you're creating the rule for is set up, the
rule needs to be assigned to an object, business process, event, action, screen, or some other
entity. Therefore, please check the application-specific documentation to understand where
the rule needs to be assigned to. Depending on the object type, you have to follow different
ways of assigning the rule to the object.
If an application-specific scenario rule is assigned in the system and a user tries to delete it, it
will raise an error message. To delete a rule, the assignment must be deleted in advance.
Assignment information is not tacked for the basic scenario rules, therefore it is NOT
recommended to delete rules with the basic scenario.

Rule events
When a user is assigning a rule, there is a new guided rule registration process to see all
possible rule assignment options and go to the target page to assign the rule. This supports
users in assigning rules to the right place in the system. This is only available for rules based
on a rule scenario.
When assigning a business rule to an object or xml element, you need to define if the rule
should be triggered before, during, or after a change is made. There are different types of rule
events that define when a rule on an EC Object is triggered:
● onInit: This event triggers a rule as soon as a new entity is created. For Employee Central,
OnInit rules work only in Hire/Rehire scenarios and for legacy foundation objects. Since
these rules are for new hires, they do not work for existing users.
● onSave: This rule event is triggered when a user tries to save changes to an object. You can
use these rules to check related field values for correctness. For example, a field could

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 Lesson: Creating and triggering Business Rules

become required as a consequence of a save. You can also use this to create or updated
data.
● onChange: This rule event triggers a rule as soon as the user makes a change to a field.
The rule triggers while the record is being filled out, not when the Save button is triggered.
●

Note:
Attaching business rules to fields is the equivalent of an onChange rule event.

● onPostSave: Trigger events for Intelligent Services.

Assigning rules to MDF Objects

Similar to assigning rules in the Manage Business Configuration tool, you can also assign
business rules directly to MDF Objects. This is done in the Configure Object Definitions tool.
Rules can either be assigned on the Object level:

Figure 190: Configure Object Definitions Tool

Rules can also be triggered on the Field level by configuring it within the details section of the
triggering field. Keep in mind only the onChange rule event can be used on the field level.
For example, if you want to autofill an employee’s current location and division within a MDF
Object, you would add the rule to the “trigger” field, which in this case would be the Employee
field. The location and division fields would be filled as soon as the employee field was
completed or edited.

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Unit 8: Defining MDF and Business Rules

Figure 191: Configure Object Definitions Tool

Business Rule Execution Log

The Business Rule Execution Log makes it easier to analyze errors by enabling you to trace a
rule’s execution details.
Using this Admin tool, you can specify which rules should be logged. Every time one of the
specified rules is run, a log is created. You can then download logs in CSV format.

Note:
You need the Access to Business Rule Execution Log permission before you can
use the log. This permission belongs to the Metadata Framework group.
There are two separate permissions: one to create the rule trace, and another to
both create the rule trace and view the resulting log. Since the log can contain
potentially sensitive data on your users, we recommend that you only assign the
view permission to the necessary people.

Once you have the permission, you need to define any rule traces you want to use.

1. Use the Action Search to navigate to the Business Rule Execution Log.

2. Choose Create New → Rule Trace.

3. On the resulting screen, enter the following:

● A name and a code for the rule trace.

● A start date and an end date.

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 Lesson: Creating and triggering Business Rules

Note:
You can set up a rule trace for a maximum time period of two days. This is
to ensure that only new and up-to-date traces are active in the system at
any particular time.

● A user for whom the rules should be traced.

Note:
"User" here refers to the user who is executing the rule, not the user whose
data is evaluated or changed by the rule.

● The rule or rules to be included in the log.

If you want to trace all rules for the specified user, just leave this field empty.
When you save the rule trace definition, the trace will start on the specified start date. If you
have the necessary authorization, you can return to the Business Rule Execution Log and
choose Download to see the content of the log. You can also edit existing rule traces using the
Take Action option.

Note:

● The log file for a rule trace has a maximum threshold of 1MB. If the log file
exceeds this threshold, entries within the log file will be deleted. As such, if you
want to trace several large or complex rules we recommend that you use a
separate rule trace for each one.
● You can delete the log file whenever you don't need it anymore. However, the
rule trace definition will remain.

Note:
A list of rules including their rule assignments can be exported as a CSV file to get
an overview of where the rules are used.

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 Unit 8
Exercise 34
Create Message Definitions and Business
Rules and then attach the Business Rule

Business example
You need to ensure car objects you create follow certain rules like having manufacturing
dates in the past and not in the future.

Simulation: Create Business Rule

For more information on Create Business Rule, please view the simulation in the
lesson Creating and triggering Business Rules in your online course.

Task 1: Create a Message Definition

1. Use the Action Search to navigate to Manage Data.

2. Create New: Message Definition

3. Enter in the following data:

Text: The Date Purchased/Leased date must be in the current date or
earlier.
externalCode: compCarError
externalName: Company Car Error Message

4. Check your work against the figure below:

Example

Figure 192: Message Definition

Task 2: Create and attach a Business Rule

1. Use the Action Search to navigate to the Configure Business Rules tool.

2. Create New Rule by selecting the "+" icon.

3. Choose Basic Rule Scenario.

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4. Fill in the information below and select Continue.

a. Table 14:
Field Value
Rule Name Company Car ERROR
Rule ID companyCarError
Base Object Company Car

5. Use the Figure below to fill in the IF and Then statements.

Example

Figure 193: IF and Then Statements

6. Save your Rule.

Task 3: Attach Business Rule

1. Use the Action Search to navigate to the Configure Object Definitions tool.

2. Search: Object Definition → Company Car.

3. Choose Take Action → Make Correction.

Task 4: Testing steps

1. Test this by using Action Search to navigate to Manage Data.

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 Unit 8
Solution 34
Create Message Definitions and Business
Rules and then attach the Business Rule

Business example
You need to ensure car objects you create follow certain rules like having manufacturing
dates in the past and not in the future.

Simulation: Create Business Rule

For more information on Create Business Rule, please view the simulation in the
lesson Creating and triggering Business Rules in your online course.

Task 1: Create a Message Definition

1. Use the Action Search to navigate to Manage Data.

2. Create New: Message Definition

a) Select Create New to open a dropdown list.

b) Select the entry Message Definition.

3. Enter in the following data:

Text: The Date Purchased/Leased date must be in the current date or
earlier.
externalCode: compCarError
externalName: Company Car Error Message
a) Enter the values provided in the Message Definition record.

4. Check your work against the figure below:

Example

Figure 192: Message Definition

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Unit 8: Defining MDF and Business Rules

Task 2: Create and attach a Business Rule

1. Use the Action Search to navigate to the Configure Business Rules tool.

2. Create New Rule by selecting the "+" icon.

a) Select Create New Rule.

3. Choose Basic Rule Scenario.

a) Expand the basic rule scenario category.

b) Select the basic rule scenario.

4. Fill in the information below and select Continue.

a. Table 14:
Field Value
Rule Name Company Car ERROR
Rule ID companyCarError
Base Object Company Car

a) Enter Company Car ERROR in the Rule Name box.

b) Enter companyCarError in the Rule ID box.

c) Select Company Car as the Base Object.

d) Select Continue.

5. Use the Figure below to fill in the IF and Then statements.

Example

Figure 193: IF and Then Statements

a) Select the Left Expression in the IF statement.

b) Choose Date Purchased/Leased.

c) Select is equal to.

d) Choose is after.

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 Lesson: Creating and triggering Business Rules

e) Select Date (the right expression).

f) Choose Today(), you may need to scroll down in the list to see it.

g) In the THEN, Choose the Edit Expression button (Pen Icon).

h) Choose Select output type.

i) Choose Raise Message.

j) Select the Message button to open a dropdown list.

k) Choose the entry for the message created in the last exercise.

l) Select the Select Severity button.

m) Choose Error.

6. Save your Rule.

Task 3: Attach Business Rule

1. Use the Action Search to navigate to the Configure Object Definitions tool.

2. Search: Object Definition → Company Car.

a) Select theSearch button to open a dropdown list.

b) Select the entryObject Definition.

c) Select Company Car in the 2nd search box.

3. Choose Take Action → Make Correction.

a) Scroll to the validate rules.

b) Select the Save Rules button to open a dropdown list.

c) Select the rule you created in the previous exercise.

d) Select Save.

e) Select OK.

Task 4: Testing steps

1. Test this by using Action Search to navigate to Manage Data.

a) Select Create New Company Car.

b) For Employee Name enter HR Coordinator.

c) For Effective Start Date enter today's date.

d) For Model enter Golf.

e) For purchase date enter a date in the future.

f) Click Save: notice the error message created earlier is displayed.

g) Change the Purchase date to today's date.

h) Click Save: this time the new company car is created.

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LESSON SUMMARY
You should now be able to:
● Create Business Rules using the Rules Engine
● Identify use cases for configuring Business Rules using the Rules Engine
● Define when rules are triggered

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 Unit 8
Lesson 4
Managing the Succession Data Model with the
Business Configuration Tool and MDF Blocks

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Modify the profile with Business Configuration UI (BCUI)
● Add permissions for BCUI
● Update the Succession Data Model with BCUI
● Customize People Profile with MDF blocks

Modify the Profile with Business Configuration UI (BCUI)

The Business Configuration UI (BCUI) allows administrators to maintain certain elements of
the Succession Data Model using their end-user UI instead of maintaining these elements in
the XML file. Since the BCUI is available in the Admin Center, administrators can make
configuration changes themselves whereas they previously had to contact a consultant with
access to Provisioning.
The BCUI covers the following frequent use cases:
● Changing labels
● Adding or changing translations
● Activating fields
● Changing the display sequence of fields
● Changing the visibility of fields
● Setting fields to “required”
● Adding custom fields
● Defining rules

Limitations
Before setting up the Business Configuration UI, the following limitations should be
considered:
Before the customer can use the Business Configuration UI (BCUI), you have to upload the
data models the customer wants to use. It is recommended that you also download already
existing succession data models for backup purposes.
The XML must be loaded after you have activated the switch in Provisioning → Company
Setting: Enable Business Configuration in Admin Tools.

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The customer can only assign picklists from BCUI after these picklists have been created
from the Picklist Center. The customer cannot directly create picklists from BCUI.

Enabling Business Configuration UI

Business Configuration UI is a Provisioning opt-in feature. There are different steps to follow
when you want to enable BCUI.
1. Uploading the Succession Data Model
A Succession Data Model xml file needs to be uploaded in Provisioning.
Before you upload the data model, it is recommended to download the existing succession
data models for backup purpose.
To upload the Succession Data Model:
a. From Provisioning, select the company. Under Succession Management, select Import/
Export Data Model.
b. Select Import File option and select Choose File.
c. Search for the data model in the system and upload it.
d. Choose Submit

Figure 194: Import the Succession Data Model from Provisioning

If the upload fails, the reason is displayed. Resolve the issue and upload the data model again.

Note:
Do not upload another data model until the upload and synchronization of the
current data model is completed. Doing so may cause differences between BCUI
and the Succession Data Model.

2. Enabling Business Configuration UI

BCUI provides an interface to update the Succession Data Model without editing the XML.
BCUI allows the administrators to make changes to the configuration without the help of an
implementation consultant.
3. To enable BCUI:
From Provisioning, select the company to work with.

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

In Edit Company Settings, select Company Settings.

Make sure that Enable Generic Objects is enabled or enable it if it is not already the case.
Search for Enable Business Configuration in Admin Tools and enable it.
Scroll up and select on Save Features.
Type the Company ID and select Confirm.

Figure 195: Enable Business Configuration in Admin Tools from Provisioning

3. Synchronizing the Succession Data Model with Metadata Framework (MDF)

Business Configuration UI (BCUI) provides an interface to update the Succession Data Model.
It is important that the changes from the UI are propagated to the XML. This is done using a
sync job.
Once BCUI is enabled from Provisioning, a job has to be created to sync BCUI with the
Succession Data Model. This is a one-time task. After the sync runs for the first time, future
updates to BCUI are automatically pushed to the Succession Data Model. Once the
Succession Data Model and BCUI have been synchronized, BCUI displays HRIS and Standard
elements even if they have been deleted from the XML. However, these deleted elements
appear as disabled.
It is important to note that BCUI is locked during synchronization.
Do not try to edit the configuration during the sync. This may cause differences between BCUI
and the Succession Data Model
To synchronize the Succession Data Model with Metadata Framework (MDF):
1) Create a Job.
From Provisioning go to Manage Schedule Jobs
Choose Create New Job
In the Job Name field, provide a name that identifies the type of job in order to help you
identify the job later.
4) In the Job Owner field, provide the name of the administrator who will own the job.
5) For the Job Type dropdown, select Synchronize Business Configuration For the Job
Parameter, note that Synchronize Business Configuration job does not need an additional
parameter to be specified.
6) Go to the Job Occurrence & Notification section. In Occurrence, select Once.
7) BCUI sync job must only be scheduled to run once. After the sync runs for the first time,
any subsequent upload of the Succession Data Model XML will automatically trigger this job.
8) Define a Start Date.

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Unit 8: Defining MDF and Business Rules

Note:
BCUI sync job does not have e-mail support for additional recipients or job
monitoring.

Figure 196: Create a Job to Synchronize Business Configuration

Choose Create Job. You are taken to Manage Schedule Jobs page.
2) Run the Job.
From Provisioning, go to Manage Scheduled Jobs.
From the list of jobs, search for the job you created.
In the Actions column for this job, select Submit to run the job based on scheduled time or
select Run It now to run the job immediately.
A job is triggered.

Figure 197: Run the Job to Synchronize Business Configuration

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

3) Monitor the Job.

In Provisioning, from Managing Job Scheduler go to Monitor jobs.
From the list of jobs, search for the job you started.
You can check the status of the job under the Status column.
Status Completed indicates success whereas Failed indicates the job did not succeed. If the
job is not successful, check Details to identify the issue, fix it, and restart the job. Sometimes,
even if the Synchronize jobs are successful and the status is Completed, some of the
elements might not have synced. In such cases, select Details link to view the list of elements
that are not synced in BCUI.

Figure 198: Monitor the Job to Synchronize Business Configuration

What to do when the Succession Data Model and Metadata Framework are not in sync?
While using BCUI, some inconsistencies may be found where the Succession Data Model is
not in sync with MDF.
In order to resolve inconsistencies, you can try the following:
● If fields added from BCUI are not present in Admin Center > Manage Permission roles, you
can export and reimport the Succession Data Model again.
● If BCUI is locked, it might be due to the Succession Data Model and MDF are not in sync.
Upload the SDM again and check if BCUI is unlocked. If not, manually trigger the MDF
Object Definition to DB Sync job from Provisioning.
● When you manually add the fields in the Data Model XML but they do not appear in BCUI,
you are advised to refresh the metadata using the tool in Admin Center > OData API
Metadata Refresh and Export.

4. Setting Up Role-Based Permissions for Business Configuration UI

Administrators to BCUI will need the following permissions in RBP:
Under Metadata Framework:
● Manage Data
● Access to non-secured objects
● Import Permission on Metadata Framework

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Unit 8: Defining MDF and Business Rules

● Manage Configuration UI
● Configure Object Definitions

Under Manage Business Configuration

Select the necessary checkboxes for the different type of elements that should be available
from BCUI.

Figure 199: Metadata Framework Permissions for BCUI

Figure 200: Manage Business Configuration Permissions

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

Using the Business Configuration UI

Figure 201: Admin Center

You can access the BCUI from the Admin Center:

Use the Action Search to navigate to Manage Business Configuration tool.
On the left-hand side of the screen, you will see a list with elements that can be configured
using the BCUI.
For the purpose of this training, we are interested in the Employee Profile Section. Here you
find standard elements that are shown in the different blocks of People Profile.
On the right-hand side of the screen, you can maintain the actual elements. The picture shows
you the layout of the BCUI. A check mark on the left-hand side of the screen indicates the
element is used.

Configuring Standard Elements

The Employee Profile section displays all configurable standard elements. Typical Use Cases
for Configuring Standard Elements:
● Change the label
● Change or add translations for a label
● Disable or enable the element

Caution: When you disable a standard element, the element is deactivated and removed from
the Succession Data Model. As a result, this element is no longer part of any XML download or
export. We suggest you test this change before disabling any HRIS elements in a production
system.
Checking Permissions
When you enable a standard element, verify that the correct permissions have been applied to
the activated element (field), otherwise it will remain invisible. Permissions used for Employee
Profile in Platform are located in Employee Data permissions section in RBP.
Adding a Picklist to Standard Element

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Unit 8: Defining MDF and Business Rules

CSV picklists can be added to standard elements using BCUI. Once you select any standard
element, one of the available options is Picklist. Simply open the dropdown list and choose
your picklist and save your changes.

Figure 202: Adding a Picklist

In order to make field visible on your People profile, or change the order of the fields, use
Configure People Profile tool as explained in previous module.

Custom MDF Blocks in the profile

Manage Configuration UI
In order to add a custom MDF block in the profile, you first need to configure a UI for the
Generic Object.
Manage Configuration UI is a core feature available in Metadata Framework that allows
creating custom UI for any selected MDF Object. Using this feature, you can leverage the
option of creating Block UI in the Employee Profile Section for any MDF object.
Steps to create a Config UI for the MDF objects:

1. Go to Manage Configuration UI.

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

Figure 203: Manage Configuration UI

2. Select Create New.

3. Choose the required object in Select Base Object drop down and enter the ID of your
choice for the UI you are creating. Once a Base Object is selected, a default view is created
with all fields and first level composite children as group.
When you hover over a group, you can see the toolbar options as highlighted on the
screenshot:
• Add Field - Select this toolbar item to add a field to the group.
• Add Link - Select this toolbar item to add a link at access a URL to the group.
• Add Group - Select this toolbar item to add a group to the group.
• Edit Properties - Select this toolbar item to open the Properties for the group.
• Delete - Select this toolbar item to delete the group.

Figure 204: Configuring the UI

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Unit 8: Defining MDF and Business Rules

4. Once the configuration is complete choose the Save button to save the Config UI for the
MDF object.

Custom MDF Blocks in the profile

Live Profile MDF Block in People Profile can be used only for Generic Objects that have
externalCode set as User data type. When the externalCode is not a user data type field, the
option to select the Screen ID in Configure People Profile is not available. Once the UI is
created, follow the steps below to add the custom MDF block in People Profile.

1. From the Action Search, go to Configure People Profile.

2. In the Search area for Available Blocks, look for “Live Profile MDF Information” block. It will
appear if you search “MDF”.

3. Drag and drop the block into the desired available space.

Figure 205: Live Profile MDF Information Block

4. Select the UI screen ID and select Save.

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

Figure 206: MDF Screen ID

Once the above steps are completed, the block will appear on the Profile Page if the
person viewing the profile has the appropriate permissions.

Figure 207: Custom Block in the Profile

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 Unit 8
Exercise 35
Change the people profile by using Manage
Configuration UI

In this exercise you will learn how to change the People Profile by using Manage Business
Configuration to add an MDF object.

1. Add an MDF object to the People Profile.

Result
You have changed the People Profile by using Manage Business Configuration.

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 Unit 8
Solution 35
Change the people profile by using Manage
Configuration UI

In this exercise you will learn how to change the People Profile by using Manage Business
Configuration to add an MDF object.

1. Add an MDF object to the People Profile.

a) Log into your instance. Use Action Search to navigate to Manage Configuration UI.

b) Click on “Create New”, enter an “Id” of your choice (e.g. Company Car) and select in
“Select Base Object” the object “Company Car”, that you created in a previous
exercise.

c) Click on “Save”.

d) Use Action Search to navigate to Configure People Profile.

e) Under “Available Blocks” on the right side, search for the area “Custom Blocks” and
choose “Live Profile MDF Information”.

f) Drag and drop the block in the section “Profile” in the subsection “Personal
Information” into the placeholder “Place block here” and click on “Save” at the right
side.

g) To test your settings choose from the main menu “My Employee File” and find the
MDF object “Company Car” in the section “Profile” in the subsection “Personal
Information”.

Result
You have changed the People Profile by using Manage Business Configuration.

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 Lesson: Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

LESSON SUMMARY
You should now be able to:
● Modify the profile with Business Configuration UI (BCUI)
● Add permissions for BCUI
● Update the Succession Data Model with BCUI
● Customize People Profile with MDF blocks

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 Unit 8

Learning Assessment

1. What is the name of objects created in MDF?

Choose the correct answer.

X A Business Object

X B Generic Object

X C Business Rule

X D Generic Rule

2. In what tool do we maintain most of the MDF object configuration.

Choose the correct answer.

X A XML

X B DTD

X C Manage Data

X D Configure Object Definition

3. Select some of the use cases for BCUI.

Choose the correct answers.

X A Changing a label for a standard element.

X B Adding translations to a standard element.

X C Creating a new picklist.

X D Changing the order of the blocks in People Profile.

4. Where do you go to import the Succession Data Model?

Choose the correct answer.

X A Provisioning

X B The Instance

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Unit 8: Learning Assessment

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 UNIT 9 Exploring THR98 topics

Lesson 1
Introducing THR98 Topics 431

UNIT OBJECTIVES

● Describe Succession Data Model Advanced Features

● Explain reports in the self-service reporting solutions
● Describe the Job Description Manager and Job Profile Builder
● Introduce Talent Intelligence Hub in SAP SuccessFactors
● Understand Opportunity Marketplace in SAP SuccessFactors
● Define Dynamic Teams in SAP SuccessFactors
● Explain Configuration Transport Center in SAP SuccessFactors
● Setting up Instance Sync and Instance Refresh in SAP SuccessFactors
● Illustrate Intelligent Services and OData APIs in SAP SuccessFactors
● Appreciate Document Management in SAP SuccessFactors
● Define Data Protection and Privacy in SAP SuccessFactors
● Outline Accessibility in SAP SuccessFactors

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Unit 9: Exploring THR98 topics

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 Unit 9
Lesson 1
Introducing THR98 Topics

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Describe Succession Data Model Advanced Features
● Explain reports in the self-service reporting solutions
● Describe the Job Description Manager and Job Profile Builder
● Introduce Talent Intelligence Hub in SAP SuccessFactors
● Understand Opportunity Marketplace in SAP SuccessFactors
● Define Dynamic Teams in SAP SuccessFactors
● Explain Configuration Transport Center in SAP SuccessFactors
● Setting up Instance Sync and Instance Refresh in SAP SuccessFactors
● Illustrate Intelligent Services and OData APIs in SAP SuccessFactors
● Appreciate Document Management in SAP SuccessFactors
● Define Data Protection and Privacy in SAP SuccessFactors
● Outline Accessibility in SAP SuccessFactors

Exploring Succession Data Model Advanced Features

Data Models describe how data elements are structured in a database. They also define the
properties these elements possess and their relationships to each other. SAP SuccessFactors
defines its data using several data models. These data elements have impact on all the
modules of the application as well as on the company and employee data stored in the
system. Initial setup of the data models is done through provisioning.
The Succession Data Model is comprised of several elements including standard elements
(covered earlier in this course), background elements, user info elements and other elements.
If you are using Employee Central, you will have hris elements as well as other data models
that are country specific.
Learn more about these advanced features of the Succession Data Model in THR98: SAP
SuccessFactors Platform Advanced Academy.

People Analytics and Report Center Overview

SAP SuccessFactors People Analytics is the overall solution for all reporting in SAP
SuccessFactors.

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Unit 9: Exploring THR98 topics

The reporting solutions in People Analytics offer both simple lists, and more advanced cross-
tabs/pivots, which can be combined with charting and formatting into multi-page reports for
distribution within the company. The report output formats include Adobe PDF, Microsoft
Word, Microsoft PowerPoint, and Microsoft Excel. You can manage the access to build and
run reports by granting the permissions only to authorized users.
Report templates are available for all core areas of the SAP SuccessFactors suite, including
Performance, Goals, Succession, Recruiting, and Employee Central. Templates are being
continually scoped and added.
The reporting capabilities in SAP SuccessFactors also allows users to build interactive
dashboards and tiles, which enable managers to view a summary of information for their
teams.

Note:
Several SAP SuccessFactors solutions have their own reporting tools accessible
outside of People Analytics. To know more about module-specific reporting tools,
refer to the product specific guides in the SAP Help Portal.

Report Center

Figure 208: Report Center

Report Center consolidates report builder tools into a modern interface where you can build
and run reports.
Report Center centralizes all the reporting components from different reporting options in
SAP SuccessFactors. The report types are Tiles, Dashboards, Table, Canvas, and Story
reports. Report Center allows you to edit and run reports from a central location.
You can learn more about People Analytics and Report Center in the THR98 course.

Job Description Manager and Job Profile Builder

Competencies are the abilities employees must have to perform their role successfully within
an organization. Competencies can be composed of behaviors that allow employees to
demonstrate their level of mastery. Skills are similar to competencies in that they also
describe abilities that an employee must possess to be successful in a particular role. But
skills are typically more fine grained and objectively measurable. For example, the ability to

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 Lesson: Introducing THR98 Topics

communicate effectively can be considered a competency whereas the ability to type 65

WPM is considered a skill.
Competencies can be grouped into libraries and assigned to job roles. The legacy framework
designed to support this is called Job Description Manager or JDM 1.0. It is also known as
Legacy Families and Roles. JDM supports competencies and behaviors and the mapping of
those elements to job roles, but it does not support skills. Job Profile Builder or JDM 2.0,
better known as JPB, is the successor to JDM and has the added ability to support skills. It
also provides support for enhanced look and feel options like rich text and iconography.
Learn more about JDM and JPB in THR98: SAP SuccessFactors Platform Advanced
Academy.

Talent Intelligence Hub in SAP SuccessFactors

Talent Intelligence Hub is a centralized framework that connects individual attributes,
strengths and styles, and expressive preferences to both people and the experiences
throughout SAP SuccessFactors solutions. This framework enables organizations to
understand and manage their workforce holistically while supporting excellence and growth
aspirations of their people.
Talent Intelligence Hub enables organizations to maintain people attributes that are critical
for their success. These attributes are stored and maintained in a centralized library known as
the Attributes Library. People in the organization can access these attributes and add them to
their unique repository of attributes known as the Growth Portfolio.
Learn more about Talent Intelligence Hub in THR98: SAP SuccessFactors Platform Advanced
Academy.

Opportunity Marketplace
Opportunity Marketplace takes advantage of sophisticated technologies, such as artificial
intelligence and machine learning algorithms, in recommending opportunities tailored for
employees’ growth and development.
These opportunities originate from SAP SuccessFactors Career Development Planning,
Learning, and Recruiting and are offered in the form of action cards. Users can take action
directly on the cards to respond to the recommended opportunities.
Learn more about Opportunity Marketplace in THR98: SAP SuccessFactors Platform
Advanced Academy.

Dynamic Teams
The Dynamic Teams module enables people in your organization to create and manage
dynamic teams and then define objectives and key results for the team.
A dynamic team is an informal team that demonstrates agility and adaptability in how it
forms, works, and disbands. A dynamic team isn't defined by the formal organizational
hierarchy and reporting structure. Instead, it's formed by people coming together for a
specific purpose. For example, it can be a cross-functional team, made up of people in
different job roles, from different parts of the organization. Or it can be a project team, formed
to complete a specific project and then disbanded.
Key capabilities of Dynamic Teams include:
● Objectives and Key Results (OKR)

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Unit 9: Exploring THR98 topics

● Sourcing team members with Opportunity Marketplace

Learn more about Dynamic Teams in THR98: SAP SuccessFactors Platform Advanced
Academy.

Configuration Transport Center

Configuration Center provides a holistic view of the configurations that are supported across
SAP SuccessFactors.
With Configuration Center, we can do the following:
● View SAP SuccessFactors application configurations.
● Download configurations to a local machine.
● Transport configurations and configuration bundles from a source tenant to a target
tenant.

This is applicable to the following:

● SAP SuccessFactors Employee Central
● People Profile
● Talent:
- 360 Reviews
- Cross-Talent Configuration
- Goal Management
- Performance Management
- Succession
● Qualtrics

Learn more about Configuration Transport Center in THR98: SAP SuccessFactors Platform
Advanced Academy.

Instance Synchronization and Instance Refresh

Instance Synchronization is a means of copying configurations between SAP SuccessFactors
instances. It gives the ability to “push” new configurations from one instance to another, such
as from your Test instance to a Production instance.

Note:
The Instance Synchronization Tool will be deleted in 2H 2024. We encourage you
to start using Configuration Transport Center for your business scenario. Using
Configuration Transport Center, you can view, download, and transport
configurations from one tenant to another.

The Instance Refresh tool helps you to create a replication request of SAP SuccessFactors
HXM Suite (also known as BizX comprised of Employee Central, Compensation, Performance
& Goals, Succession & Development, and Recruiting) and monitor the status of the request
from the source to target instance.

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 Lesson: Introducing THR98 Topics

The Instance Refresh tool helps you to create a replication request of SAP SuccessFactors
HXM Suite (also known as BizX comprised of Employee Central, Compensation, Performance
& Goals, Succession & Development, and Recruiting) and monitor the status of the request
from the source to target instance.

Note:
Replication does not include everything in the instance. We do remove some
attachments, audit logs, and so on.
The Instance Refresh tool cannot be used for cloning.

Learn more about Instance Sync and Instance Refresh in THR98: SAP SuccessFactors
Platform Advanced Academy.

Intelligent Services and OData APIs

Intelligent Services simplifies the user experience for employees, managers, and business
partners by integrating into a single experience the individual transactions in a multi step HR
process that cross the traditional boundaries of HCM applications and organizational
departments. Intelligent Services links with external systems that allow seamless integration
with third-party applications. For example, if a hiring manager goes on leave, not only does the
core HR system require updates, but potentially other systems such as an applicant tracking
system, performance management system, learning system, payroll system, benefits carrier,
and others may require updates.
With Intelligent Services, changes publish as events such as Employee Hire, Change in
Manager, Employee Time Off, and more. You can publish events from any SAP
SuccessFactors application, and subscribe to these events using SAP SuccessFactors or
third party applications.
An API is a publicly available Application Programming Interface that is exposed as a standard
http transaction. In a nutshell, the only difference between a web page and a web API is that
the API is called by a machine while the web page is accessed by a human.
OData (Open Data Protocol) is an ISO/IEC approved, OASIS standard that defines a set of
best practices for building and consuming RESTful APIs. OData helps you focus on your
business logic while building RESTful APIs without having to worry about the various
approaches to define request and response headers, status codes, HTTP methods, URL
conventions, media types, payload formats, query options, etc. OData also provides guidance
for tracking changes, defining functions/actions for reusable procedures, and sending
asynchronous/batch requests..
Learn more about Intelligent services and OData APIs in THR98: SAP SuccessFactors
Platform Advanced Academy.

Document Management
SAP SuccessFactors document management tools enable administrators to manage
document attachments centrally for the HXM Suite.
People can upload documents attachments on several screens in the SAP SuccessFactors
HXM Suite, such as the candidate profile or employee profile. Administrators can use
document management tools to view and manage these documents centrally.
As an administrator, you can use the Manage Documents page in Admin Center to perform a
variety of tasks, including:

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Unit 9: Exploring THR98 topics

● View, sort, and filter all documents

● View total storage usage by document category over a specific period of time.
● Download documents
● Upload company documents
● Categorize company documents and custom documents uploaded from Metadata
Framework (MDF) objects.
● Categorize documents
● Bulk download documents and view download history

You can also use other system configuration settings to:

● Configure document attachment settings for file size limits, and notification frequency.
● Integrate your system with OpenText.

Learn more about Document Management in THR98: SAP SuccessFactors Platform

Advanced Academy.

Data Protection and Privacy

Data protection and data private are related concepts. Data protection is the process of
protecting sensitive information from theft, damage or any other potential harm. Data privacy
is the ability of individuals to control their personal information.
Companies store a wide range of personal data on people, ranging from basic details like
name and date of birth, to more potentially sensitive information such as religion or medical
history. In order to be compliant with data privacy laws, companies need to ensure that they
process and protect this data correctly.
Learn more about Data Protection and Privacy in THR98: SAP SuccessFactors Platform
Advanced Academy.

Accessibility in SAP SuccessFactors

SAP SuccessFactors is committed to accessible software.
Our products are guided by the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA
and the harmonized EN 301 549 including WCAG 2.1 Level AA. Detailed documents, such as
the Voluntary Product Accessibility Template (VPAT), are available from your account
executive upon request.
You may need to provide client-side, third-party assistive technologies, such as the JAWS®
screen reader, to be used in conjunction with SAP SuccessFactors software. We use the
screen reader JAWS® to test the interoperability of our software with assistive technologies
(AT), according to WCAG guidelines, but software operation isn’t restricted to JAWS®. We
follow recommendations of W3C and its related WCAG and HTML standards to realize
accessibility to the extent stated in VPAT documents.
Learn more about Accessibility in THR98: SAP SuccessFactors Platform Advanced Academy.

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LESSON SUMMARY
You should now be able to:
● Describe Succession Data Model Advanced Features
● Explain reports in the self-service reporting solutions
● Describe the Job Description Manager and Job Profile Builder
● Introduce Talent Intelligence Hub in SAP SuccessFactors
● Understand Opportunity Marketplace in SAP SuccessFactors
● Define Dynamic Teams in SAP SuccessFactors
● Explain Configuration Transport Center in SAP SuccessFactors
● Setting up Instance Sync and Instance Refresh in SAP SuccessFactors
● Illustrate Intelligent Services and OData APIs in SAP SuccessFactors
● Appreciate Document Management in SAP SuccessFactors
● Define Data Protection and Privacy in SAP SuccessFactors
● Outline Accessibility in SAP SuccessFactors

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 Unit 9

Learning Assessment

1. Which of the following is NOT discussed in the THR98: SAP SuccessFactors Platform
Advanced Academy?
Choose the correct answers.

X A Talent Intelligence Hub

X B Opportunity Marketplace

X C Time Management

X D Dynamic Teams

X E Performance and Goals

X F Intelligent Services and OData APIs

X G Configuration Transport Center

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 UNIT 10 Explaining release management
& resources in SAP
SuccessFactors

Lesson 1
Accessing important resources 443

Lesson 2
Understanding release updates and the What's New Viewer 453

UNIT OBJECTIVES

● Access available resources to support SAP SuccessFactors solutions

● Connect to SAP solutions using SAP Cloud Identity Authentication Service (IAS)
● Access the SAP Help Portal
● Finding the SAP Help Portal
● Stay current with the SAP SuccessFactors solutions
● Maintain knowledge with the release updates via the What's New Viewer

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 Unit 10
Lesson 1
Accessing important resources

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Access available resources to support SAP SuccessFactors solutions
● Connect to SAP solutions using SAP Cloud Identity Authentication Service (IAS)
● Access the SAP Help Portal
● Finding the SAP Help Portal

Resources available to you

There are a number of different resources available to you and the customer.
Knowing what is out there helps you greatly during the implementation process.
Additionally, being able to direct the customer to the resources reduces the amount of
questions they may have for you by making them more self-sufficient.
Let’s take a closer look at what is out there!

Figure 209: SAP Help Portal

The SAP Help Portal and the Support Portal are two areas customers can go to get questions
answered. You will also find the information on these pages helpful during configuration.

SAP Support Portal contains:

● Knowledge Base items
● Recommended Resources

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Unit 10: Explaining release management & resources in SAP SuccessFactors

● Guides
● Discussion Board

Figure 210: Configuration Workbook

Used with customers to identify their needs. You are responsible for:
● Explaining the options available in the configuration workbook
● Providing feedback and suggestions
● Configuring the instance to match customer requests documented in the configuration
workbook after sign-off

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Figure 211: Implementation Guide

Business Beyond Bias

As you learn more about your customers’ needs and requirements, you will learn about the
business and workforce challenges that prompted them to invest in an HXM solution.
One very common workforce challenge facing businesses today is the need to create diverse,
inclusive workforces and practices. SAP SuccessFactors has capabilities embedded across
the full suite that enable customers to prevent, detect, and eliminate bias in their processes,
supporting diversity and inclusion within the HR department and across the enterprise.
Typically, customers view diversity and inclusion changes in the context of educational
programs, not in how they enable HR and HR functions via software. As a result, customers
may not be aware that some of the configuration decisions they make could impede their
ability to fully realize this value.

As an implementation professional, you are on the frontlines of helping customers configure

and deploy their solutions in a way that helps them detect, prevent, and ultimately eliminate
bias in their talent processes.
Learn more about the configuration decision points across the full suite that help customers
move their business beyond bias, as well as talking points on this topic in the Business
Beyond Bias folder in the Learning Room.

Data protection and privacy features

Several data protection and privacy features have been made available to our customers and
some existing features have been enhanced.

The data protection and privacy features include, for instance, the ability to report on
personal data changes and the capacity to report on all the data subject’s personal data
available in the application. Customers will also have options to configure data retention rules

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Unit 10: Explaining release management & resources in SAP SuccessFactors

at country level for active and inactive employees that will permanently purge personal data
from SAP SuccessFactors applications.
It is the customer’s responsibility to adopt the features that they deem appropriate. More
information can be found on the SAP Help Portal.

Additional resources
There are a number of additional resources that provide more information about SAP
SuccessFactors:
● SAP SuccessFactors, An SAP Company
● Road map explorer
● Online system help
● Task-specific lab guides
● SAP SuccessFactors Customer Community

For information about courses and registration, contact Success Academy at

SFHCMGlobalTraining@sap.com.

SAP SuccessFactors Community

Communities provide a place for members or participants to search for information, read and
post about topics of interest, and learn from each other.
The SAP SuccessFactors community is your one-stop shop for support, quick answers,
product training, and release updates. In the SAP SuccessFactors community, you'll find:
● Boards where you can post questions and answers
● Blogs where you can read and comment on articles
● The Empowerment Center where you will find helpful Tools and Resources
● Groups that you can join

You may also post ideas for enhancements on product-specific Q&A boards, and "Kudo"
other ideas that you like. Enhancement ideas with the most kudos often become part of the
product roadmap for future releases.

Note:
Access the SAP SuccessFactors Community.

Implementation Design Principles (IDPs) for SAP SuccessFactors Solutions

IDPs are documents complementing the implementation handbooks by addressing real-life

implementation requirements often spanning multiple modules. They constitute guidance
from Product Management on how to correctly implement the product in line with today’s
capabilities and tomorrow’s road map based on proven best practices.
IDPs address deployment strategy, solution architecture, business and technical
requirements. They cover different modules and features, including SAP SuccessFactors
Employee Central, SAP SuccessFactors Learning Management System, SAP SuccessFactors
Onboarding, SAP SuccessFactors Employee Central Payroll, SAP SuccessFactors
Opportunity Marketplace, etc.

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IDPs are created by the SAP Product Management Advisory & Partner Success team and
written in collaboration with learning partners and SAP Professional Services based on
experience gathered from implementation projects. They have been reviewed by SAP Product
Managers and Architects.
All IDPs are currently housed within the Customer Community: https://
community.successfactors.com/t5/Implementation-Design-Principles/ct-p/
ImplementationDesignPrinciples

Empowerment Center
The Empowerment Center in the SAP SuccessFactors Community page, provides a great set
of resources and tools to help navigate your Customer Journey. Whether you are new to
SuccessFactors or have already implemented the whole suite, it is your guide to tools and
resources.

Reviewing the content in the Empowerment Center

The Content and the ‘Steps to Success’ videos in the Empowerment Center are organized by
the point in your customer journey at which the information will be most useful to you. The
four customer journey steps, by which the content is organized, are:
● Onboard: This phase is the first few weeks of the project where the SuccessFactors
customer is getting the project team together for implementation and understanding the
‘who, what, when, where, why’ of SuccessFactors.
● Implement: The implementation phase of the journey is when the customer team is
working with consultant(s) to configure your solution(s), test, and plan for roll-out.
● Launch: During this phase, the customer will complete the roll-out of your solution, end-
users start using it, and the Admin and Support team understand the required processes
and tasks to support the live solution.
● Utilize: In this phase, now that the SAP SuccessFactors solutions are live, it is time to drive
adoption among the end users.

Feel free to look ahead or behind to enable yourself with any/all of the resources and come
back often as new tools and resources are regularly made available!

SAP SuccessFactors Help Portal

Note:
The Implementation Guides for each module can be found on the SAP Help
Portal and should be the number one tool on how to implement the different
modules. Access the SAP SuccessFactors Help Portal.

SAP Support Portal Home

You can access the SAP Support Portal for a single point access to the various support
related applications and resources to help with your customer projects.

The SAP One Support Launchpad

Sometimes, logging a support ticket is necessary. Performing support tasks is simplified by
user-centric applications that are accessed through one central entry point: the SAP ONE
Support Launchpad. You can use the SAP One support Launchpad to create an incident to
report related to your products. The launchpad provides access to task-driven support
resources in an intuitive interface. By using customizable role profiles, it displays only the
relevant applications and insights to ensure an efficient and user-friendly experience.

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Unit 10: Explaining release management & resources in SAP SuccessFactors

You can access the SAP One Support Launchpad.

Watch this video on ‘SAP ONE Support Launchpad explained in 3 Minutes’ at to understand a
more about the SAP One Support Launchpad.

Accessing the SAP One Support Launchpad

You will need an S-user to access and use the SAP One Support Launchpad. You can learn
more about creating and using S-user IDs at the SAP Users & Authorizations portal to have
access to SAP support applications.

Some best practices to create a support ticket

To ensure your case is able to be assigned promptly to the correct team of agents for
resolution AND to reduce time spent gathering additional information, it is essential to follow
these best practice suggestions! Include as much information as possible regarding issues:
● SAP SuccessFactors Support Incidents Checklist
● Best Practices for Successful Case Submission

More about the SAP One Support Launchpad

Here are some great resources that you can explore to understand more about the SAP One
Support Launchpad:
● You can visit the SAP One Support Launchpad to learn more about the SAP One Support
Launchpad.
● You can visit the SAP ONE Support Launchpad to learn how to create a support incident
(contact SAP Product Support).
● How-To Videos about SAP ONE Support Launchpad on YouTube - English version

SAP Notes and SAP Knowledge Base Articles

Introduction to SAP Notes and SAP Knowledge Base Articles
SAP Notes and SAP Knowledge Base Articles (KBAs) are support documents that answer
questions arising from your daily work with SAP software products.
Both are found through numerous applications in the SAP ONE Support Launchpad, for
example, the central search tool, or in applications that list important notes like SAP Security
Notes, SAP HotNews (SAP Notes with very high priority), or SAP Legal Change Notes.

SAP Notes
SAP Notes describe a software issue and its solution. They include a description of the
symptoms, the cause of the error, and the SAP release and support package level in which the
error occurs. Depending on the type of error, an SAP Note may also include workarounds and
links to support packages that solve the problem. Most SAP Notes contain coding
corrections.
Here are some of the key points to keep in mind:
● 80% of SAP Notes contain coding corrections.
● It solves complex technical issues.
● Most SAP Notes contain the description of the issue from a business perspective as well as
the technical solution.

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 Lesson: Accessing important resources

● There is an implementation tool for the coding corrections is available to help customer to
implement SAP Notes.
● It is translated into English, German, and Japanese.

SAP Knowledge Base Articles

SAP Knowledge Base Articles are "how-to" guides. Using business language, they answer
frequently asked questions arising from your daily work with SAP software. No coding
corrections and modifications are provided.
Here are some of the key points to keep in mind:
● Contains no coding corrections, therefore these cannot be downloaded using Note
Assistant
● Incident-specific documents
● Instant publishing
● Enriched content (such as embedded screenshots and videos)
● Rating features to provide feedback on the quality of a KBA
● Preview versions are available on search engines such as Google

The SAP Support Knowledge Base Search, found in the SAP ONE Support Launchpad, allows
you to search a variety of repositories; including SAP Notes, SAP Knowledge Base Articles
(KBAs), SAP Community content, and more. You can access the KBAs.

Cloud Availability Center

The Cloud Availability Center is a new, personalized dashboard that provides a consolidated
view of service availability and performance, and service level agreements (SLAs) presented
through the SAP ONE Support Launchpad and is now available for SAP SuccessFactors
customers. The Cloud Availability Center delivers an at-a-glance view that provides the
following:
● Current Cloud Solution Status
● Event Calendar
● Notification History
● Latest News

When you log into the Cloud Availability Center you will see the status of your Production
environment. Test, QA, and Preview environments are not accessible yet. Other SAP cloud
products such as SAP Business ByDesign, SAP Hybris Cloud for Customer, SAP Integrated
Business Planning, SAP S/4HANA Cloud, and SAP Cloud Platform Integration are not yet
visible in the Cloud Availability Center.

Note:
The Cloud Availability Center tile replaced the Cloud Status Dashboard and
Maintenance Schedule tiles. However, the Cloud Status Dashboard and the
Maintenance Dashboard are still available but will be retired in Q4.

You can find more information about cloud product availability and maintenance at the Cloud
Availability Center.

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Unit 10: Explaining release management & resources in SAP SuccessFactors

Accessing the Cloud Availability Center

1. Log into the SAP ONE Support Launchpad with your S-User.

2. Choose the Personalize button in the top-left (three horizontal bars).

3. Choose the Cloud Availability Center tile.

4. Add the tile to the Home group.

5. Choose the Home icon in the upper left of the Launchpad. You will now see the tile on your
Launchpad home page.

6. Click the tile to launch the Cloud Availability Center.

The SAP Cloud Identity Authentication Service (IAS)

All SAP SuccessFactors systems can be set up to use the SAP Cloud Platform Identity
Authentication Service. It is used by SAP Cloud solutions like the SAP SuccessFactors HXM
Suite, as well as for SAP Cloud Platform applications and on-premise applications.
Some of the benefits of IAS include the ability to connect to other SAP solutions and more
security.
The IAS also provides a better logon experience than the current SAP SuccessFactors Partial
SSO option as follows:
● No password-specific URL required for first time login
● If user clears cookies, they need to enter e-mail or username again

IAS can be set up to require different login methods, such as password, two-factor
authentication, or Social Sign On, based on risk-based rules.
Administrators are able to migrate from a legacy authentication service to IAS using a feature
in the Upgrade Center. For the moment, customers are not obliged to have IAS but it will
become mandatory following a phased migration plan.
More information about IAS is available in the SAP Help Portal.

Access the SAP Help Portal

The SAP Help Portal is the place to find SAP Product documentation, Learning Journeys, and
more. In the SAP Help Portal, you can also find the following:
● Configuration Guides
● Business Beyond Bias e-book
● Release Information

Video: Navigation in the Help Portal

For more information on Navigation in the Help Portal, please view the video in
the lesson Accessing important resources in your online course.

Watch the Navigation in the Help Portal video for an in-depth explanation.

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 Lesson: Accessing important resources

SAP SuccessFactors Digital Assistant

SAP SuccessFactors Digital Assistant is our new conversational chatbot to help you with your
HR tasks.
The NLP (Natural Language Processing) powered Digital Assistant recognizes users’ intent
entered in a chat window and fulfills their request by directing them to pages where they can
find desired information or continue their work. We now support over 250 use cases on Web
and over 20 use cases on native mobile apps (iOS and Android). These use cases, which are
being expanded on a steady basis, represent different SAP SuccessFactors modules. Web
and mobile users can use the English language to interact with Digital Assistant.
With Digital Assistant, users don’t need to go to module pages step by step for common HR
tasks. This improves their daily productivity and their overall experience with SAP products

Figure 212: Digital Assistant

Configuration Requirements
Digital Assistant is only available for a few Early Adopter customers. These customers must
have enabled the latest home page

Role-Based Permission Prerequisites

You have the User Permissions General User Permission Access to Digital Assistant
permission.

Custom Term Configuration for Digital Assistant

You can map your corporate terms (also known as custom terms) to SAP SuccessFactors
official terms in a new tool, so that Digital Assistant is able to effectively recognize your
custom terms as well as related user intents when interacting with end users.
Now, you can manage your custom terms that are widely used by your enterprises in a new
tool named Custom Term Configuration under Admin Center. After you add custom terms in
this tool, when users chat with Digital Assistant in the chat window, custom terms in the user
utterances are replaced with the relevant official terms in the backend, and Digital Assistant
can recognize user intents successfully.
For each official term, you can enter multiple custom terms in the Custom Term column. As of
now, we only support English for this feature.

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Unit 10: Explaining release management & resources in SAP SuccessFactors

Figure 213: Configuration for Digital Assistant

LESSON SUMMARY
You should now be able to:
● Access available resources to support SAP SuccessFactors solutions
● Connect to SAP solutions using SAP Cloud Identity Authentication Service (IAS)
● Access the SAP Help Portal
● Finding the SAP Help Portal

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 Unit 10
Lesson 2
Understanding release updates and the What's
New Viewer

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Stay current with the SAP SuccessFactors solutions
● Maintain knowledge with the release updates via the What's New Viewer

SAP SuccessFactors release upgrade and maintenance

SAP cloud offerings support a large variety of business scenarios and lines of business
solutions such as SAP Hybris Cloud for Customer, SAP S/4HANA Cloud, SAP Business
ByDesign, SAP SuccessFactors HXM Suite, Ariba Network, Concur solutions, and SAP
Fieldglass solutions. Customers get a combined and integrated offering based on various
cloud solutions and hybrid business scenarios combining cloud services with on-premise
solutions. Overall, all cloud solutions follow similar quality and integration standards.
However, there are minor differences, for example, in the frequency of new feature offerings
or in the way customers are informed about new features.
Compared to on-premise software products, cloud solutions are not installed in the
customer’s system landscape and operated by customers themselves. They are operated
through a cloud infrastructure from an SAP location and made available to users over the
Internet as a cloud service. This means that SAP takes care of the ongoing operations,
maintenance, and installation of updates (corrections and new or enhanced business
functionality), so customers can focus on their business and consume new features promptly
and more frequently.
With cloud solutions, customers do not need to worry about installing updates and upgrades.
All aspects of technical and functional infrastructure are part of the service provided and
centrally managed. Cloud services are provided on a subscription basis, and customers
receive the right for usage and support for the duration of the subscription period.

Release cycle and support

SAP shares detailed information about the planned timeline, envisioned new functionality and
possible impact beforehand to all customers that have subscribed to our cloud solutions so
they should be enabled to plan accordingly. In some cases, a test period may be provided
beforehand to allow customers to evaluate what is coming. The number of customers that
can participate in this approach at any time is usually limited. This phase takes place before
the general availability of the new functionality for all customers. During a test period,
customers can explore the new functionality in their individual configuration in a non-
productive environment.
During a test period, customers can explore the new functionality in their individual
configuration in a non-productive environment.

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Unit 10: Explaining release management & resources in SAP SuccessFactors

After the restricted-use phase, the unrestricted-use phase begins on the general availability
date communicated to customers beforehand. The general availability date marks the point in
time when the cloud solution is available for productive use for the first time.
In-between releases containing corrections for issues are continuously provided through fixes
and patches.
SAP SuccessFactors Solutions releases follow the ‘One service for all customers’ approach
which means that:
● All customers are on the same version
● Critical issues are resolved through emergency fixes
● Other important issues are fixed through weekly patches

In general, cloud services are available and maintained as long as customers are subscribed
to them.

Note:
Stay current by accessing the latest release information on SAP SuccessFactors.

Note:
The release communication process as described may change over time. So keep
yourself up-to-date on the SAP’s release strategy.

Related Resources
You can find detailed information about the SAP’s release, upgrade, and maintenance
strategy on the SAP Maintenance Information portal.

Patches
SAP SuccessFactors periodically releases updates to correct issues or add new features for
SAP SuccessFactors products. You can visit the SAP SuccessFactors Community Portal to
access the latest SAP SuccessFactors patch information.

What's New Viewer

To remain competitive, SAP SuccessFactors enhance the product with releases that occur
twice per year. It is important to keep our product knowledge up-to-date and learn about the
product enhancement to make sure that the usage of the tool is optimal.
The What’s New Viewer delivers all our release information, organized in a single, searchable,
and mobile-responsive website. This is our way of delivering release information.

Accessing the What’s New Viewer

The SAP SuccessFactors What’s New Viewer is now publicly available on the SAP Help Portal.

It is also available to S-users, along with all release details and resources on the SAP
SuccessFactors Community.

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 Lesson: Understanding release updates and the What's New Viewer

Navigating the What’s New Viewer

Figure 214: What’s New Viewer

Animation
For more information on this topic please view the animation in the lesson
Understanding release updates and the What's New Viewer in your online course.

The What’s New Viewer includes the following:

1. Search: Search is a great option if you know what you are looking for and want to find it
quickly. For example, you can search by keyword or reference number.

2. Filter: You can use one or more of the following filters to narrow the list.
a. Module: This filter is used to limit the release items to specific products or modules.
b. Feature: This filter is used to find the release items related to a set of features within or
across solutions.
c. Type: This filter is used to look at release items based on whether they are a change or
something new.
d. Lifecycle: This filter is used to limit the release items based on their availability status.
• Release items with Full Availability are available to all customers, subject to their
configuration type. Most release items are fully available.
• Release items with Limited Availability are only available to a subset of customers,
usually because they require an additional agreement.
e. Major or Minor: This filter is used to identify items based on their impact on the
business.
f. Configuration Type: This filter is used to limit release items to those with a specific
configuration type (universal, admin opt-in, and so on).

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Unit 10: Explaining release management & resources in SAP SuccessFactors

g. Software Version: This filter is used to limit the release items to those in the release
you’re adopting. By default, the viewer is pre-filtered to the current release. We keep older
versions in the viewer so that you can go back and see all changes to a feature or module
over time.
h. Latest Document Revision: This filter refers to What’s New itself, not the corresponding
guide. It tells you when that particular What’s New Viewer item was last updated.
i. Valid From and Valid To: These filters show you items with a Valid as Of date within a
specified date range. This date corresponds to when the features goes to production.

3. Table rows per page: It is possible to select how many rows to display in each page of the
table. Options range from 25 and all rows per page. When you download the What’s New
Viewer content, the system only includes the items displayed on the current page.

4. Download the content: You can download the content of the table as a .csv file and use
your favorite spreadsheet tool to open and edit it. You can also download it as a .pdf file.
There are two things to note about the download options.
a. First, the download will only include the items displayed on the current page of the
viewer. If you would like to download the complete set of release items in the viewer,
choose to display all entries in the table first.
b. Second, the download only includes the text displayed in each row. This means the
actual links to topics and demos are not included in the download files.

5. Share: You can use the Share feature to e-mail a link to your colleagues. If you’ve applied
filters to the table before sharing it, those filters will still be in place when the recipients
follow the link. Should the recipients wish to view all the release items, they easily can by
simply clearing the filters.

6. Show or Hide Columns: We can choose the columns to display in the What’s New Viewer.
When you download the What’s New Viewer's content, the system includes all columns
regardless of your column display settings.

7. Sort: We can sort items in ascending or descending order in any of the columns.

8. Links to full topics: Each row in the What’s New Viewer table represents a full release
information topic. To view the full topic, choose the See More link. To get back to the table
from the topic, use your browser’s back button.

Example of release information

The release information about a specific enhancement may include the following component:
● The title and short description of the release item, which both appear in the What’s New
Viewer table. These tell you what this item is.
● Why we built this item.
● The before and after behavior. Sometimes, it’s easier with a picture.
● The technical details are all of the other fields from the viewer table.
● The technical details may include a link to a demo. Demos are typically short and have no
audio.
● When there is more detailed information available in the product guides, the links to those
topics are included.

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 Lesson: Understanding release updates and the What's New Viewer

Figure 215: Example from the What's New Viewer – Technical Details and Related Information

Note:
Be sure to review the deprecated items for this release using the What's New
Viewer and filtering by Lifecycle:DeprecatedandRelease.

LESSON SUMMARY
You should now be able to:
● Stay current with the SAP SuccessFactors solutions
● Maintain knowledge with the release updates via the What's New Viewer

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 Unit 10

Learning Assessment

1. During an SAP SuccessFactors HXM Product implementation, what is the document used
to capture the customer’s requirements in a standardized format for each module?
Choose the correct answer.

X A Kickoff Deck

X B Configuration Workbook

X C Project Log

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