Implementation Guide INTERNAL

SAP Success Factors Employee Central

Document Version: Q3 2015 - August 7

Name Formatting
Typographic Conventions

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pushbuttons labels, menu names, menu paths, and menu options.
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Example Output on the screen. This includes file and directory names and their paths, messages,
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Document History

Version Date Change

1.3 2015-07-08 Q3 2015 release of Employee Central

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Table of Contents

1 Introduction.............................................................................................................................................. 5

2 Configuring Name Formatting ................................................................................................................6

2.1 Prerequisites ............................................................................................................................................................ 6
2.2 Creating a New Name Format ................................................................................................................................ 8
2.3 Assigning the Name Format to a Legal Entity ....................................................................................................... 9
2.3.1 Using the Name Format in the Personal Information Portlet............................................................ 10
2.3.2 Name Format During the Hiring Process ............................................................................................ 13
2.4 Importing Pre-Existing Employee Data ............................................................................................................... 14
2.5 Importing Name Formats ..................................................................................................................................... 15
2.6 Payroll Integration ................................................................................................................................................. 17
2.6.1 Netherlands ........................................................................................................................................... 17

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1 Introduction

The convention followed in displaying names in your system or using them in legal documents is different. The
standard name format is first name followed by last name, for example John Smith, The new Name Format
solution allows you to customize your system to enable less common name formats (for example, in Hungary, the
format is Surname, First Name), so you can meet both internal requirements and legal obligations, and this guide
will show you how you can do it.

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2 Configuring Name Formatting

In this section, we will go through the steps required to configure the Name Formatting function for your system.

2.1 Prerequisites

1. Log onto provisioning and select your company.

2. Select Enable Name Format. This ensures the Name Format function is available in your system.

If you are enabling the name format function for the first time during or after the Q2 2015 release, you must do the
following:
1. Go to Admin Center, and in the Search Tool on the top right hand side of the screen, enter Configure Object
Definitions and search. This will take you to the Configure Object Definitions screen.
2. In the Search field, select Object Definition, and in the adjacent field, select Legal Entity.
3. On the right hand side of the screen, on the Take Action menu, select Make Correction.
4. Create a new association with the details highlighted in the screenshot below, then select Save.

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2.2 Creating a New Name Format

To create your new name format:

1. Go to Admin Center, and under Metadata Framework, select Manage Data.
2. In the Create New drop down menu, select Name Format.
3. Enter the details of your preferred name format in the Name Format Code, Name Format Description and
Name Element fields, then select Save.

Note
You can create multiple name elements. You can delete elements by using the trash icon, and you can
change the order of the elements using the arrow icons. When you are happy with your new name format,
leave the last field entry as No Selection, and select Save.

The next step is to assign your new name format to a legal entity.

Note
Once you have activated the Name Format Code field, any format you create using the configuration tool
will appear in the Name Format Code dropdown list in the Personal Information portlet,

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2.3 Assigning the Name Format to a Legal Entity

To assign your name format to a legal entity:

1. Go to Admin Center, and select Manage Data.
2. On the Search drop down menu, select Legal Entity. On the adjacent drop down menu, select the relevant
legal entity.
3. On the Take Action drop down menu, select Make Correction.
4. On the Name Format drop down menu, select the NameFormatGO you created earlier (see section 2.1.1)
5. Select Save.

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2.3.1 Using the Name Format in the Personal Information
Portlet

You can use the name format function on the personal information portlet in several ways:
If a name format has not been assigned to the legal entity, then by default the Formal Name field will be
populated with the standard western name format, that is "First Name + Middle Name + Last Name".
If the name format assigned to a legal entity to which the employee belongs includes "First Name" and "Last
Name", then the entry in the Formal Name field is "First Name + Last Name".
If you wish to override the Formal Name without using the Legal Entity Name Format, you can enter any name
you like in the Formal Name field.
You can use the Name Format Code drop down menu in the personal information portlet to override the
existing name format attached to the legal entity. You do this by selecting the relevant name format from the
drop down menu, and the system will change the formal name accordingly.

Once you have made your changes and wish to implement them, select Save. You can see an example in the
graphic below.

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2.3.2 Name Format During the Hiring Process

When you are entering the details for any new employee, their name format is based on the legal entity to which
they are assigned. For example, if the legal entity uses the UK name format, then the employee's name is
displayed using that format. If a name format is not assigned to the legal entity, then the system selects the
western name format, that is First Name + Middle Name + Last Name, as the formal name.

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2.4 Importing Pre-Existing Employee Data

You can import pre-existing employee data if you wish.

Note
If you choose to import pre-existing employee data, the system will automatically apply the Western
name format, that is, First Name + Middle Name + Last Name, and enter it in the formal name field. The
system does this as the legal entity option is not available during the personal information import
process.

To import employee data, please do the following:

1. Go to Admin Center, and under Manage Users, select Import Employee Data.
2. Once you have selected the relevant files, select Import. You can see an example in the graphic below.

Recommendation
If you are importing employee information, please do so in the following order:
1. Basic User Import
2. Person (Biographical) Information Import
3. Employment Information
4. Personal Information
5. Job Information Import

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2.5 Importing Name Formats

In addition to creating your own name formats, you can also import some pre-existing standard name formats for
a variety of countries, which are listed at the end of this section.
You can import the name formats in the Success Store:
1. Go to Admin Center, and under Metadata Framework, select Import and Export Data.
2. On the Select the action to perform drop down menu, select Import Data.
3. On the Import Data portlet, select Success Store.
4. Select Standard Predelivered Name Formats as shown below, then select Import.

Note
The following pre-existing name formats are available.

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2.6 Payroll Integration

If your EC system integrates with ERP payroll, and you are adding the Birth Name field to define the name format
for the formal name, please update the Birth Name field in the Personal Information portlet only (hris-element Id:
Personal Info).

2.6.1 Netherlands

If you are replicating your employee data to ERP, and are located in the Netherlands, you may need to
use different name formats. You can do this by entering the relevant two digit code in both systems. Four
additional fields are now available, which you can see in the figure below. The following fields are downloaded
during the import process described in Section 2.5.

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