THR80_003

SAP SuccessFactors HXM - Basic

Configurations

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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 2105
Course Duration:
e-book Duration: 12 Hours 20 Minutes
Material Number: 50155224
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© Copyright. All rights reserved. iv
Contents

vi Course Overview

1 Unit 1: SAP SuccessFactors HXM - Basic Configurations

3 Lesson: Customizing the SAP SuccessFactors Instance

5 Exercise 1: Apply a Theme
7 Exercise 2: Create a Theme using the Theme Manager
10 Exercise 3: Assigning a Theme to the Home Page
12 Exercise 4: Delete a Custom Theme from the Theme Manager
22 Exercise 5: Creating a Custom Tile for the Home Page and
Moving a Section
25 Exercise 6: Create a Supplemental To-Do
36 Exercise 7: Update the Company Resource Page
40 Lesson: Managing Company Settings and Texts
45 Exercise 8: Customize Text Replacement Settings
54 Lesson: Managing Mobile Settings
60 Exercise 9: How to Enable Access for a Mobile Device User
63 Lesson: Managing User Data
79 Exercise 10: Manage Employee/Associate Import Permissions
81 Exercise 11: Export the Existing Data File
83 Exercise 12: Modify the Data File
87 Exercise 13: Import the Data File
90 Lesson: Email Notifications
93 Exercise 14: Edit the Email Notification Settings
95 Exercise 15: Turn Off Email Notifications as a User

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Course Overview

TARGET AUDIENCE
This course is intended for the following audiences:

Application Consultant

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 UNIT 1 SAP SuccessFactors
HXM - Basic
Configurations

Lesson 1
Customizing the SAP SuccessFactors Instance 3
Exercise 1: Apply a Theme 5
Exercise 2: Create a Theme using the Theme Manager 7
Exercise 3: Assigning a Theme to the Home Page 10
Exercise 4: Delete a Custom Theme from the Theme Manager 12
Exercise 5: Creating a Custom Tile for the Home Page and Moving a Section 22
Exercise 6: Create a Supplemental To-Do 25
Exercise 7: Update the Company Resource Page 36

Lesson 2
Managing Company Settings and Texts 40
Exercise 8: Customize Text Replacement Settings 45

Lesson 3
Managing Mobile Settings 54
Exercise 9: How to Enable Access for a Mobile Device User 60

Lesson 4
Managing User Data 63
Exercise 10: Manage Employee/Associate Import Permissions 79
Exercise 11: Export the Existing Data File 81
Exercise 12: Modify the Data File 83
Exercise 13: Import the Data File 87

Lesson 5
Email Notifications 90
Exercise 14: Edit the Email Notification Settings 93
Exercise 15: Turn Off Email Notifications as a User 95

UNIT OBJECTIVES

Customize Themes

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Manage the Home Page

Set a Company Logo

Customize Resources, Help, and Tutorials

Configure custom navigations

Manage Company System Settings

Configure the V12 Org Chart

Modify Password and Login Policy Settings

Customize the System Language

Manage mobile settings

Manage Employee Import

Manage the User Data File (UDF)

Communicate with Users

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 Unit 1
Lesson 1
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 Themes

Manage the Home Page

Set a Company Logo

Customize Resources, Help, and Tutorials

Configure custom navigations

Create, Edit, and Modify Themes

The Manage Themes page within the Theme Manager lists all of the SAP SuccessFactors
standard and custom themes. The Visible tocolumn 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.

Figure 1: Options

As an administrator, you have several options when working with themes.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Table 1: Option in the Theme Manager

# Option Description

1 Create a new You can create new custom theme from scratch
theme

2 Search You can search for a theme by starting to type its name
or by filtering on locked (standard) or unlocked (custom)
themes.

3 Edit You can edit the custom themes by clicking on the

theme names. The standard theme names appear in a
lighter color and are associated with a lock icon because
they cannot be edited.

4 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”

5 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.

6 Try it out When selecting this option, the instance takes on the
theme. You may navigate throughout the instance to see
what the different pages would look like if you selected
this theme. However, this option does not apply the
theme. It only displays for you as an administrator trying
it, what the theme would look like if you decided to apply
it.

7 Duplicate This option allows you to copy an existing theme. This

may be useful if you like most of the details of an existing
theme, but want to make minor changes while keeping
the original version.

8 Delete Clicking this option will delete the theme. Only custom
themes can be deleted.

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.

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 Unit 1
Exercise 1
Apply 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.
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.

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 Unit 1
Solution 1
Apply 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.
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, click the Dark / Gray & Blue / Metalic Gradient radio
button in the Default column to set this as the default theme.

c) Click Save.

d) In the Save Changes dialog box, click Yes.

e) Log out and log back in to see the changes.

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 Unit 1
Exercise 2
Create a Theme using the Theme Manager

Create a Theme Using the Theme Manager

Business Example
In SuccessFactors you can use standard themes, or you can 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.

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 Unit 1
Solution 2
Create a Theme using the Theme Manager

Create a Theme Using the Theme Manager

Business Example
In SuccessFactors you can use standard themes, or you can 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 Create a new theme.

c) On the Create a Theme screen and in the Theme name field, enter SF Theme.

d) Click the Page background color field, enter #9608FC .

e) In the Accent color scheme based on field, enter #9C81AA.

f) Click the Generate button to create additional shades based on the #9C81AA color
value. Then click Generate again in the pop up window.

g) Click Save and then click Save again in the pop up window. Click on Try it out.

2. Make this theme the default theme.

a) Use the Action Search to navigate back to Theme Manager.

b) Click on the SF Theme radio button to make this the default theme.

c) Click Save and then click Yes in the pop up window.

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 Lesson: Customizing the SAP SuccessFactors Instance

Theming the Home Page

You can now use the Theme Manager to control the look-and-feel of the home page.
The home page is one of two tile-based "landing pages" in the SuccessFactors suite, along
with the "next gen" Admin Center home page. The Theme Manager enables you to create and
apply themes specifically for landing pages. In addition to all of the usual theming capabilities,
there are two more options for landing pages:

Assigning a landing page theme: This allows you to create, for example, a different
background or placeholder for use on landing pages only.

Applying theming to a landing page tiles: This allows you to configure the colors used by
tiles on landing pages.

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 Unit 1
Exercise 3
Assigning a Theme to the Home Page

Business Example
Your company would like to change the theme you have just created, by adding a new look to
the chosen landing page for the user. The landing page is chosen by each user in the Settings
menu from the name drop down on the home page.

1. Go to Theme Manager and open the theme that you created during the previous exercise.

2. Change the landing page to another theme.

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 Unit 1
Solution 3
Assigning a Theme to the Home Page

Business Example
Your company would like to change the theme you have just created, by adding a new look to
the chosen landing page for the user. The landing page is chosen by each user in the Settings
menu from the name drop down on the home page.

1. Go to Theme Manager and open the theme that you created during the previous exercise.

2. Change the landing page to another theme.

a) Go to Fine Tune->Landing Page Theme.

b) Select a theme from the drop-down to use on the landing pages in your instance. You
can select any of the themes that exist in your instance.

c) Click Save to save your changes.

d) Log out from the instance and log back in to check if your changes were applied.

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 Unit 1
Exercise 4
Delete a Custom Theme from the Theme
Manager

Business Example
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.

You have deleted a custom theme.

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 Unit 1
Solution 4
Delete a Custom Theme from the Theme
Manager

Business Example
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) Make the theme SAP Belize (light flavor) Gradient the default.

c) Click Save and in the Save Changes dialog click 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.

You have deleted a custom theme.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Home Page Overview

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.
As an employee, the home page is your main entry point to the SAP SuccessFactors
application and typically it is the first thing you see after logging in. Your personal to-do list
displays tasks that have been assigned to you, from learning activities to goal-setting
deadlines to HR changes.
As a manager, you can track your team's progress and view valuable team insights on the
home page. You can also view live analytics headlines and dashboards showing real-time data
important to your business.

Figure 2: Home Page

If you are an HR business partner, your home page alerts you to change requests that require
your approval and to other HR data issues that need your attention. You can also add links to
your home page for quick access to your favorite admin tools and reports.

Home Page Tiles

Home page tiles are blocks of content on the home page. All content and functionality on the
home page is accessed through these tiles.
As an administrator, you can manage the tiles that appear on the default home page. You can
control which tiles are visible by default and which tiles users can add or remove to create
their own personal home page. You can select from among the standard tiles delivered by
SuccessFactors or you can create your own custom tiles.
Home page tiles are managed using the Manage Home Page configuration tool.
A range of standard home page tiles display information and actions from across the SAP
SuccessFactors HXM Suite. As an administrator, you can create custom tiles and add them to
the SuccessFactors home page in your instance.

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 Lesson: Customizing the SAP SuccessFactors Instance

This is the list of important home page tiles:

Tile Description
Achievements This tile provides direct access to activities that an employee has
accomplished toward their goal.
Admin Alert 2.0 This tile provides direct access to Admin Alerts 2.0. It also notifies
users of the number of open alerts for which they have the required
permissions.

Note:
With some applications, like Workflows or Time Man-
agement for the alert type Time Valuation, administra-
tors can assign admin alert to themselves or to others.

Admin Favorites This tile provides HR administrators with a list of their favorite ad-
min tools in the Admin Center.

Note:
If you use Next Gen Admin, you can also view a list of
recently-accessed admin tools. This functionality is
not available with the older OneAdmin UI.

Analytics and Dash- These tiles display analytics data and metrics.
boards
Birthday and Work An- This tile notifies managers about birthdays and anniversaries on
niversary their team.
Careers This tile provides direct access to a job search and postings within
the company.
Company Documents This tile displays a list of company documents uploaded on the
Manage Documents page.

Note:
For more information about these documents, there is
a Document Management guide on the SAP Help Por-
tal.

Custom tiles You can create and add your own custom tiles. You can make cus-
tom tiles visible to selected groups within your organization, during
a specified date range.
Give Feedback This tile can be used to provide feedback.
Goals This tile provides direct access to the user’s Goal Plan.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Manage My Team This tile provides managers with information about their team’s ac-
tivities and enables them to take quick action.
Using this tile, you can track your team’s progress and take action
when necessary. You can link to more information about one of
your reports, such as their profile, 1:1 page, performance review,
goal plan, or career worksheet. You can also ‘nudge’ one of your re-
ports to complete a to-do that is assigned to them.

Mobile Application This tile provides direct access to mobile device registration.
My Profile This tile provides direct access to the user’s profile. It also displays
profile information, such as percentage of completion.
Quick Links This tile displays a list of useful links provided by administrators.
Employees can add links to their most frequently used pages in the
application. As an administrator, you can also add custom links
that are visible to all employees.
Reports This tile displays a list of available reports, for managers and HR
specialists.
SAP Jam This tile provides direct access to SAP Jam.
Suite Navigation These tiles provide direct access to various parts of the SAP Suc-
cessFactors application. These tiles may display one or two data
points but do not include additional functionality.
Suite navigation tile include:

Admin Center

Calibration

Compensation

Development Plan

Learning

Organization Chart

Performance

Presentations

Rewards and Recognition

Recruiting

Succession

Time Sheet

Time Off This tile provides direct access to the user’s Time Off information.
You can view the number of days remaining in your account and
the number of days until your next vacation.

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 Lesson: Customizing the SAP SuccessFactors Instance

To-Do You can view your assigned and pending to-do items on the home
page and use the provided link to complete the required task. You
can see when each to-do item is due and how many days you have
remaining to complete it.

Note:
Only open to-do items are displayed. In progress and
completed to-do items are not displayed.

Certain tiles or options rely on the modules activated in the instance.

The complete and updated list of home page tiles is available in the Home Page guide
available from the Help Portal.

Managing the Home Page

As an administrator, you can configure the default home page, as it will appear to new users
of your SAP SuccessFactors system. From the Action Search, go to Manage Home Page.

Figure 3: Manage Home Page

A tile can be in one of these three sections:

Default: The tile to be visible by default on the home page. For each tile on the Default tab,
set the Removable by User toggle as required.
Set to Yes if users should have the option to add or remove the tile using the Repository.
Set to No if the tile should not be removable using the Repository. The Removable by User
is only relevant to tiles on the Default tab. The column appears on other tabs but is
disabled and cannot be set.

Repository:Users to have the option to add or remove this tile.

Not Used: If this tile should not be used on the home page at all.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

For each tile where it is present, use edit links (text or icon) in the last column to access
additional configuration settings for that tile.

Figure 4: Personalize Home Page

Figure 5: Personalize Home Page 2

As an end user, you can add tiles (available from the repository) or remove tiles (if set to
removable) from the name menu > Personalize Homepage.

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 Lesson: Customizing the SAP SuccessFactors Instance

To-Do Display Settings

Figure 6: To-Do General Settings

Administrators can control how to-do tiles are displayed and categorized on the home page.

In particular, administrators can:

Set the number of days before the due date that pending to-do items appear on the Home
Page.

Hide supplemental to-do items after 60 days (even if they aren't done)

Set the number of days after the due date to hide overdue to-do items. Overdue to-do
items accumulated over time cause the to-do section to expand, which gets in the way of
navigation on the Home Page. Hiding them will help users keep better track of their tasks.
There are some overdue to-do items in some tiles that are not affected like the Onboarding
Tasks or the Learning Approval.

From the Action Search, go to Manage Home Page click To-Do Settings and select General
Settings .

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Supplemental To-Do Items

Figure 7: Create a Supplemental To-Do Item

Supplemental to-do items are tasks that are manually created by an administrator and added
to the home page for specific roles or groups. It is a task that "supplements" the system-
generated to-do items that are created and added by the SAP SuccessFactors application.
To create a supplemental to-do items, from the Action Search go to Manage Home Page, click
on Manage To Do Settings and Supplemental To-Do Items.

Figure 8: Supplemental To-Do Items

Verify or select the right locale from the dropdown list and click + Add.
Select a category in the column Tile and enter the name of the new supplemental to-do item.
Select a due date.
Optionally, assign the new supplemental to-do item to specific permission roles or groups.
Administrators can only set target audience for supplemental to-do items when they are
granted with Manage Role-Based Permission Access. Otherwise, the Permissions column is

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 Lesson: Customizing the SAP SuccessFactors Instance

invisible. If nothing is selected in the Permissions column, the supplemental to-do item is
available for the entire organization.
Save your changes.

Figure 9: Supplemental To-Do Item on the Home Page

The item will display in employees’ To-Do section. After clicking on the item, a window
appears with more details, along with a link to the related area of the system. The user can
then select I’m Done when the item is complete.
Link to 'Create a Supplemental To-Do' video: https://
sapvideoa35699dc5.hana.ondemand.com/?entry_id=1_4wtxcn9n

To-Do Alerts and Panel

Figure 10: 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 click 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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 Unit 1
Exercise 5
Creating a Custom Tile for the Home Page and
Moving a Section

Business Example
The customer has requested that you create the Welcome tile with their specific company
message. They have provided you with an example of the message that they want you to
include in the tile.
To create a custom tile on the home page, complete the following steps:

1. Use the Action Search to navigate to Manage Home Page.

2. Click Add Custom Tile to open the Create Custom Tile wizard.

3. Go through the steps of the wizard:

4. Click Edit Sections at the top of the Manage Home Page tool to move My Info section to
the top of the Home Page.

5. Find My Info section and drag and drop it to the top of the list, just below the To-Do
section.

6. Click Save.

7. Scroll down and click Save again.

8. Navigate to home page to make sure your Welcome page has been created and published.

The custom Welcome tile now appears in the Manage Home Page tool and can be managed
just like other standard tiles. For example, you can set the tile status or make the tile
removable by end-users.

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 Unit 1
Solution 5
Creating a Custom Tile for the Home Page and
Moving a Section

Business Example
The customer has requested that you create the Welcome tile with their specific company
message. They have provided you with an example of the message that they want you to
include in the tile.
To create a custom tile on the home page, complete the following steps:

1. Use the Action Search to navigate to Manage Home Page.

2. Click Add Custom Tile to open the Create Custom Tile wizard.

3. Go through the steps of the wizard:

a) Properties settings include the tile name and description.
i. Tile name is Welcome
ii. Description: The Welcome tile displays messages from your HR team
iii. Click Next

b) Tile settings define how and when the tile appears on the home page to end-users.
i. Type: Static
ii. Title: Welcome
iii. Subtitle: Welcome to ACME (Note the difference between the Title and the Subtitle
in the Preview.)
iv. Icon: Pick any available icon

c) Navigation settings determine how the tile behaves and what content appears when
end-users interact with the tile.
i. Tile target: Popover
ii. Width: Medium
iii. Template: Select first radio button
iv. Rule-based: OFF
v. Language: English US
vi. Content: Review the supplied sample message below. Use the editor to make the
Welcome tile match the customer’s sample:
Welcome to ACME Boot’s new welcome page system.
Here is what you need to accomplish to help get you started:

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

• Immediately Access your Profile: Navigate to My Employee File and verify all
applicable information you find listed.
• Set at least 3 goals to accomplish within the next 30 days.
vii. Make the words "Immediately Access your Profile" a hyper-link link to the Profile by
clicking the link icon near the top of the rich text editor window. Hint: Make sure this
link does not open in a new window. https://
pmsalesdemo8.successfactors.com/xi/ui/peopleprofile/pages/index.xhtml
viii. Click Next

d) Assignments settings determine where a custom tile appears on the home page and
who can see it
i. Section: My Info
ii: User Group: All Employees (default)
iii: Active: Select Always radio button.
iv. Click Save to save your changes.

4. Click Edit Sections at the top of the Manage Home Page tool to move My Info section to
the top of the Home Page.

5. Find My Info section and drag and drop it to the top of the list, just below the To-Do
section.

6. Click Save.

7. Scroll down and click Save again.

8. Navigate to home page to make sure your Welcome page has been created and published.

The custom Welcome tile now appears in the Manage Home Page tool and can be managed
just like other standard tiles. For example, you can set the tile status or make the tile
removable by end-users.

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 Unit 1
Exercise 6
Create a Supplemental To-Do

Business Example
In this exercise, you will create a custom item for the To-Do List.

1. Go to Manage Home Page.

2. Click To-Do Settings on the upper right side of the screen.

3. Click Supplemental To-Do Items .

4. Click+ Add.

5. Select Set Goals in the column Tile.

6. Write "Create your Goals" in To-Do Item field.

7. Select any date next month.

8. Do not select any group or role in the Permissions column.

9. Click Save.

10. Scroll down and Click Save.

11. View your new To-Do on the Home page.

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 Unit 1
Solution 6
Create a Supplemental To-Do

Business Example
In this exercise, you will create a custom item for the To-Do List.

1. Go to Manage Home Page.

2. Click To-Do Settings on the upper right side of the screen.

3. Click Supplemental To-Do Items .

4. Click+ Add.

5. Select Set Goals in the column Tile.

6. Write "Create your Goals" in To-Do Item field.

7. Select any date next month.

8. Do not select any group or role in the Permissions column.

9. Click Save.

10. Scroll down and Click Save.

11. View your new To-Do on the Home page.

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 Lesson: Customizing the SAP SuccessFactors Instance

Home Page New Experience

Figure 11: Home Page New Experience

The home page user experience 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.
The latest home page experience includes:

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 is 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

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Note:
The legacy home page will reach end of maintenance on May 21st, 2021 and will be
deleted on May 20, 2022. If your customer is not currently using the latest home
page, they should plan to upgrade.

Latest Home Page

Getting Started with the Latest Home Page
To set up the latest home page for the first time, complete these steps:
1. Enable the new home page experience from the Upgrade Center.
Existing configuration of the legacy home page, including custom tiles and role-based
permission, is unaffected by the upgrade. You can continue using the legacy home page, as
before, for any group in your organization and you can undo the upgrade at any time with no
impact to your existing configuration.

Note:
You can determine the adoption strategy for your organization. Unlike the legacy
home page, you can control access to the latest experience with role-based
permission. Only people who you explicitly give permission can see it. Everyone
else still sees the legacy experience. That way, you can decide whether to adopt
the latest home page gradually, one group at a time, or all at once for the whole
organization.

Figure 12: New Experience for the Home Page in the Upgrade Center

2. Enable specified roles to see and to manage the latest homepage from RBP.
Administrators should have the permission Manage the Latest Home Page under Manage
System Properties.

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 Lesson: Customizing the SAP SuccessFactors Instance

Figure 13: New Experience for the Home Page - Administrator Permission

Users should have the permission Access the Latest Home Page permission under the
General User Permission.
Roles with Access the Latest Home Page permission now see only the latest home page
experience. They can no longer access the legacy home page. They can still see their to-do
tasks in the page header and navigate the system using action search.

Figure 14: New Experience for the Home Page - User Permission

3. Change the banner image at the top of the page if you do not want to use the default image.
From the Action Search, go to Manage Home Page.
Find Home Page Banner Image and choose the pen icon.
Choose an image to display at the top of the home page

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

• Select Use default banner image to use the provided default image
• Deselect Use default banner image and choose Upload to use your own image.
For best results, follow onscreen recommendations for image file size and aspect ratio.
Choose Save and OK

Figure 15: Edit Banner Image

4. Import custom tiles that you want to keep from the legacy home page.
From the Action Search, go to Manage Home Page.
Choose Import Custom Tiles from Legacy Home Page.
Successfully imported custom tiles now appear as custom cards in the Organizational
Updates section. They can now be activated, deactivated, or edited like any other custom
card for the latest home page.
Choose a new image for custom cards that were converted from "static" type custom tiles.
The icon is replaced by a placeholder image during conversion, but you probably want to
choose a new one.
There are some restrictions to the custom tiles on the latest Home Page. In particular, you
can have a maximum of 100 custom cards on the Manage Home Page screen. A maximum of
12 custom cards can appear on the home page itself, for any one user.

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 Lesson: Customizing the SAP SuccessFactors Instance

Figure 16: Import Custom Tiles from Legacy Home Page

5. Import custom links (from Quick Links tile) that you want to keep from the legacy home
page and show on the Favorites quick action.
You can import custom links from the legacy home page to the latest home page. Then add
target groups or edit them as needed.
From the Action Search, go to Manage Home Page.
Find Favorites and click the icon to manage the favorites.

Figure 17: Manage Favorites

Successfully imported links appear on the Manage Favorites page.

Quick Actions on the Latest Home Page
By default, all available quick actions are selected. As an administrator, you can choose to
hide the ones you don't want to use, except Favorites and Saved for Later, which are always
visible.
Of the ones you choose to show, individual users only see the quick actions that are relevant
to their role, up to a maximum of 8 total. If they have permission to see more than 8 of the
quick actions you've chosen, the system decides which ones are most relevant to show.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

On Manage Home Page click 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 18: Quick Actions

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.
As an administrator, you 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
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.

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 Lesson: Customizing the SAP SuccessFactors Instance

Figure 19: Add Links

Figure 20: Links in the Favorites

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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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 click 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.

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.

Customize the Resources page

The Resources page can be configured to display additional information about the company
to end users. You can place text, images, and links within this page. To access Resources,
select Company Info from the Home drop-down menu then click the Resources tab from the
top.
You can create and edit the content by clicking the edit icon in the upper right corner of the
Company Resources box.

Customize Help & Tutorials

Online help is available to users by clicking the Help & Tutorials icon in the page header within
most pages of SAP SuccessFactors. This is however not available in the Home Page and for
some products like Calibration or Continuous Performance Management. You have the ability
to enable/disable this link by module (or page) in the instance by navigating to the desired
page, clicking the icon Help & Tutorials > Disable it now.
As an administrator, you can edit the information that is available to your users in the Help &
Tutorials page by adding custom content. Similar to adding Resources, click the edit icon at
the top right of each portlet to change the text visible to users.

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 Lesson: Customizing the SAP SuccessFactors Instance

Figure 21: Help and Tutorials

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 Unit 1
Exercise 7
Update the Company Resource Page

Update the Company Resource Page

Business Example
The Resources screen is available to users who want to find out more information about your
company. You can place content and links to your company information, and edit the content
to ensure that it is current.
In this exercise, you update the Company Resources screen.

1. Navigate to the Company Resources screen.

2. Update the Company Resources screen and assign the link to SuccessFactors Help.

You updated the Company Resources screen.

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 Unit 1
Solution 7
Update the Company Resource Page

Update the Company Resource Page

Business Example
The Resources screen is available to users who want to find out more information about your
company. You can place content and links to your company information, and edit the content
to ensure that it is current.
In this exercise, you update the Company Resources screen.

1. Navigate to the Company Resources screen.

a) From the Home drop-down menu, click Company Info .

b) On the Company Info screen, click the Resources link.

2. Update the Company Resources screen and assign the link to SuccessFactors Help.
a) On the Company Resources tile, click the Edit icon.

b) Highlight the word SuccessFactors in the first sentence on the page.

c) Click the Hyperlink icon.

d) In the Link dialog box, in the URL field, enter www.sap.com

e) Click Target.

f) In the Target field, select New Window (_blank) as the target.

g) Click OK.

h) Click Done.

You updated the Company Resources screen.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Configure Custom Navigations

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,
therefore 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.

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:

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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 Lesson: Customizing the SAP SuccessFactors Instance

LESSON SUMMARY
You should now be able to:

Customize Themes

Manage the Home Page

Set a Company Logo

Customize Resources, Help, and Tutorials

Configure custom navigations

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 Unit 1
Lesson 2
Managing Company Settings and Texts

LESSON OVERVIEW
In this lesson, you will learn how to manage, enable, modify, and customize company system
settings.

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Manage Company System Settings

Configure the V12 Org Chart

Modify Password and Login Policy Settings

Customize the System Language

Describe and define commonly used company system settings

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 can be incredibly 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.
Commonly Used Company System Settings

Settings Description
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
clicking on an email icon.
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.

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 Lesson: Managing Company Settings and Texts

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.
Enable HTML Email 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.
Enable the Enhanced Writing Assistant UI This tool assists users with helpful text that
could be placed in the review form. This is
typically enabled for all users.
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.
Configure Company-wide Email Settings This option allows a company-wide setting on
whether users will receive email notifications.
If the checkbox is checked, then all users will
receive email on all workflow related process-
es. That is, selecting this option prevents
users from choosing whether or not they re-
ceive email notifications from SAP Success-
Factors. If not checked, then each user has
an option to turn notifications on or off.

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, as an administrator 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.

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.
In this section, you learn how to enable Forgot Password? and Forgot Username?
Forgotten Password Policy Settings

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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:

Receive a link to reset their password via the email associated with their log in.
Additionally, you may permit users to provide an email to send the password link to.

Reset the password by answering security questions prior to providing a link to reset their
password via the email associated with their log in.

Reset 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.

Other options to Adjust Password Policy Settings

With the option Password Expiration for Long Time Unused Passwords , administrators can
now expire passwords that have not been used to log into the system longer than a defined
period. This is defined in years. We can 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
CAPTCHA. To disable this option, select N/A from the dropdown. This option was created to
prevent the potential risk of flooding emails to users or email servers.

Figure 22: Additional Options for Password & Login Policy Settings

Control the Log in 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:

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

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 Lesson: Managing Company Settings and Texts

Enable the forgot username feature to allow users to retrieve their username via the email
associated with their log in.

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 clicking
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) for that you can customize. When you save
custom values for the UI labels on the text replacement page, the default values of the UI
labels are replaced with the new values, wherever the UI labels are used in the application.
When you customize UI labels in one language, the updates are applicable only for that
language, and not for the other languages supported in the application.
For example, you update the UI label "Home" to "Homepage", in English US. The updated label
appears only when English US is the default language of the application. If you change the
default language to French, the UI label "Homepage" will change to the default value of the UI
label in French: "Accueil".

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.
Link to 'Use Text Replacement' video: https://sapvideoa35699dc5.hana.ondemand.com/?
entry_id=1_r6mnlodv

Manage Languages Tool

You can 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 (e.g., system text) to better reflect your
particular business practices and culture.
• There is an issue with system text (e.g., grammar, syntax, key terms). Manage Languages
allows for a quicker turnaround while waiting for the system text to be updated in a
subsequent patch or release.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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, which 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.

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, using a text file.
Under the Company Processes & Cycles section, click 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 Company Dictionary follow these steps:

From Company Settings, select Company Dictionary.

Click Add or Remove a Word.

Type in the company name.

Click Add.

When the textbox is populated with the company name, click Done.

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 Unit 1
Exercise 8
Customize Text Replacement Settings

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.

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.

You customized the text for your SuccessFactors instance, and verified the display of the
replacement text.

© Copyright. All rights reserved. 45

 Unit 1
Solution 8
Customize Text Replacement Settings

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.

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) Click 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, click the Home drop-down 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.

You customized the text for your SuccessFactors instance, and verified the display of the
replacement text.

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 Lesson: Managing Company Settings and Texts

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.
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, etc.). 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.

Prerequisites
There are two prerequisites in Provisioning (Language Packs and 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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Steps

Figure 23: 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.

Figure 24: 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 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 click Switch.
4. From the Action Search go to Manage Languages

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 Lesson: Managing Company Settings and Texts

Figure 25: Add Custom Locale

5. If a custom locale does not exist, you will need to create one. Under the Action column, click
Add custom locale corresponding to the language pack

Figure 26: Custom Language Name

6. It is required to enter a new name for the custom language pack such as English US
Custom, and click OK. The custom language pack gets appended to the original language
pack.

Figure 27: Plus Icon

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

7. A “+” button in now available in front the language for wich you created a custom locale.
Click on it.

Figure 28: Download Custom Labels

8. Download the custom.

Figure 29: 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 30: 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 the Upload custom label option. Select the file you created.

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 Lesson: Managing Company Settings and Texts

Figure 31: File Upload Successful

11. A message will indicate that the file was uploaded successfully. Click OK.

Figure 32: 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.

Note:
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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Original Language Pack

In some cases, when for example 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 33: Download Default Labels

1. Download the CSV file of the original language pack. It has all the default system labels.

Figure 34: Default Labels

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.

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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 Lesson: Managing Company Settings and Texts

LESSON SUMMARY
You should now be able to:

Manage Company System Settings

Configure the V12 Org Chart

Modify Password and Login Policy Settings

Customize the System Language

© Copyright. All rights reserved. 53

 Unit 1
Lesson 3
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:

Manage mobile settings

Management of Mobile Settings

Figure 35: Admin Center: Mobile

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.

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 Lesson: Managing Mobile Settings

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

Email 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.

Mobile Feature Enablement

Figure 36: 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)

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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Mobile Features

Table 2: 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
SF Notification Enable to send notifications to mobile devis-
es
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 3: 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
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)

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 Lesson: Managing Mobile Settings

Module Description

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.

Selection of Mobile Access Permissions

Figure 37: 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.
In order 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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Mobile Email Notification

Figure 38: Mobile Settings Mobile Notification

The Mobile Email Notification feature simplifies the mobile user activation process and raises
awareness of the new mobile capabilities among your workforce, we created a Mobile Email
Notification feature. This feature enables you to customize an email template that will be used
to send a single email notification to all users who have been granted mobile access.
When users receive the email they see two links. When the links in the email are clicked 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
email 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 39: 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.
Download the App
Visit your smartphone mobile app store from your smartphone and search for
‘SuccessFactors’. Follow the download instructions.
Enter the Activation Code
Log into your SAP SuccessFactors account from your PC. Select the Settings menu . Select
Mobile. Enter the Activation Code.

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, click 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 Email at the bottom of the page to resend the mobile
activation email to a specific user. This functionality is only available if you have activated the
Mobile Activation feature.

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 Unit 1
Exercise 9
How to Enable Access for a Mobile Device User

Business Example
Demonstrate how to enable access for a mobile device user.

1. Enable access for a mobile device user

2. Grant permission to the Administrator to access mobile permissions.

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 Unit 1
Solution 9
How to Enable Access for a Mobile Device User

Business Example
Demonstrate how to enable access for a mobile device user.

1. Enable access for a mobile device user

a) Use the Action Search to navigate to Manage Permission Roles.

2. Grant permission to the Administrator to access mobile permissions.

a) On the Permission Role List screen, in the Permission Role column, click Administrator .

b) On the Permission Role Detail screen, click Permission .

c) In the Permission Setting dialog box, in the User Permission list click General User
Permission .

d) In the General User Permission section, verify that the Mobile Access check-box is
selected or activate it if it is not the case.

e) Click Done.

f) On the Permission Role Detail screen, click Save Changes.

g) Logout and login to ensure the new permission is applied correctly.

h) From the Action Search go to Enable Mobile Features.

i) In the Mobile specific tab, activate the check-boxes for Notifications and Org Chart.
Each time click Turn ON and OK.

j) For the Modules, activate Goal Management, Career Development Planning and Metric
Tiles. Each time, click Turn ON and OK.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

LESSON SUMMARY
You should now be able to:

Manage mobile settings

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 Unit 1
Lesson 4
Managing User Data

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:

Manage Employee Import

Manage the User Data File (UDF)

Manage Employee Import

In order to import employees in the instance, administrators need the appropriate permission
for a specific target population or for each criteria available.

Figure 40: 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 click on button 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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Data Management Options

This section describes how to access and manage user data in SAP SuccessFactors, it covers
the following topics:

Data management options

Exporting data

Changing data using the user data file (UDF)

Importing data

Managing data changes using Admin Center links

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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 Lesson: Managing User Data

Data Export

Figure 41: 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 42: Exporting the UDF

To export the UDF, on the Admin Center page, select Update User Information , then locate
and click 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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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.

Export Options

Figure 43: 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 drop-down 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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 Lesson: Managing User Data

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 44: 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 4: 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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Required Field Description

USERNAME Employees use this to log in to the system. It

must be unique for each user. Consider using
the same login that is used to log in to 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 email address of the employee.
The system uses email addresses for notifi-
cation purposes. Emails are sent, for exam-
ple, 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_MANAGERis 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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 Lesson: Managing User Data

Standard Filters in the SAP SuccessFactors UDF

Figure 45: 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 Codefield 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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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.

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 Lesson: Managing User Data

User Data File (UDF) Import

Figure 46: 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.

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. Click Choose File to select your user data file

3. Specify how initial passwords are to be assigned for new employees

4. You can optionally select other options:

a. Send welcome email to new users: The email 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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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 format in the Hire
Date and Exit Date fields are supported.
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. Click Import User File to import the user data.

Figure 47: Import Users

After the file is uploaded, the SAP SuccessfFactors user database is updated with the
information from the file. An email notification is sent with the results of the upload, including
any errors. If the updates include manager changes, another email 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 email.

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 Lesson: Managing User Data

Note:
The Bulk Employees Import and Delta Employees Import job types are deleted as
of May 2021.

Data Change Management with the Admin Center Link

Figure 48: 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.

Background 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.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Trend 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 delete by mistake.
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.

User Management

Figure 49: 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.

Managing User Information

User Information
In SAP SuccessFactors, user information consists of basic user information and extended
user information. If you are managing users in Employee Central, there are even more user

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 Lesson: Managing User Data

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, 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.
User Information Management is a fundamental activity in the SAP SuccessFactors system.
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.
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

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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.

Why Assignment ID?

Previously, when you wanted to change user IDs in some cases, such as company acquisition,
employee relocation or going live on Employee Central or another HRIS system, a support
ticket was needed. The user ID conversion process was costly and time-consuming. In
addition to this, user ID conversion wasn’t supported in Employee Central, Metadata
Framework, or SAP HANA database.
Now, you can use assignment ID to identify users and change it if needed.

Differentiating Between Person ID, UUID, User ID, and Assignment ID

Table 5:
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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 Lesson: Managing User Data

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 scenario.

1. You can Manage Basic User Data by using the UI ‘Manage Users’ tool.

2. 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, which you are learning in the next module can also be used for User
Management.

Depending on whether you are managing users in Employee Central, you need different tools
to perform the same user management task. Refer to the following table to choose the
correct tool depending on your system configuration.

Table 6:
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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Unit 1: SAP SuccessFactors HXM - Basic Configurations

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 1
Exercise 10
Manage Employee/Associate 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.

1. Find the HR Coordinator and verify their permission to manage the Employee Import
Privilege.

You found the admin user and updated their permission to manage the Employee Import
Privilege, for all divisions, all departments and all locations.

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 Unit 1
Solution 10
Manage Employee/Associate 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.

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
click Search Users.

c) Scroll to the table, and verify that the checkbox Manage Employee Import is selected.

d) In the Divisions column select All Divisions.

e) In the Departments column select All Departments .

f) In the Locations column select All Locations .

g) Click the Save Definition For Selected Users button.

You found the admin user and updated their permission to manage the Employee Import
Privilege, for all divisions, all departments and all locations.

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 Unit 1
Exercise 11
Export the Existing Data File

Export the Existing 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.
Based on a previous exercise, the word Employee may still be replaced in the system with the
word Associate.
In this exercise, you export an existing data file from your instance, and save it to your
desktop.

1. Export the existing data file from your instance.

The Download Complete dialog box appears.

You exported the existing User Data File from your instance, and saved it to your desktop.

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 Unit 1
Solution 11
Export the Existing Data File

Export the Existing 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.
Based on a previous exercise, the word Employee may still be replaced in the system with the
word Associate.
In this exercise, 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, click Export User File.

c) In the File Download dialog box, click Save.

Alternatively, you can use the keyboard shortcut, Alt+S.

d) In the Save As dialog box, click Save.

Alternatively, you can use the keyboard shortcut, Alt+S.

The Download Complete dialog box appears.

You exported the existing User Data File from your instance, and saved it to your desktop.

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 Unit 1
Exercise 12
Modify the Data File

Modify the Data File

Business Example
As an administrator, one of your responsibilities is to maintain employee records, including
keeping the User Directory up to date.
In this exercise, you modify the data file for new employees.

1. Modify the user data file you exported previously for new employees.

2. Using the table, User Data for Frank Smith, add his data to the User Directory.

Table 7: User Data for Frank Smith

Column User Input and Action

STATUS active

USERID fsmith

USERNAME fsmith

FIRSTNAME Frank

LASTNAME Smith

GENDER M

EMAIL your own e-mail address

MANAGER manager

HR admin_dv

DIVISION ACE Software

DEPARTMENT Human Resources

LOCATION Chicago

JOBCODE IC

TIMEZONE US/Eastern
HIREDATE 11/25/2013
TITLE Employee

DEFAULT_LOCALE en_US

PERSON_ID_EXTERNAL fsmith

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Column User Input and Action

ASSIGNMENT_ID_EXTERNAL fsmith

Note:
The PERSON_ID_EXTERNAL and the ASSIGNMENT_ID_EXTERNAL are
required columns in the import file.
In some instances, the PERSON_ID_EXTERNAL is not present in the csv file. If
this is the case in your training instance, do not add the column and it will not
be required.

3. Save your file as a version 2 (_V2).

4. Close your new csv file.

You successfully modified the data for the employee Frank Smith.

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 Unit 1
Solution 12
Modify the Data File

Modify the Data File

Business Example
As an administrator, one of your responsibilities is to maintain employee records, including
keeping the User Directory up to date.
In this exercise, you modify the data file for new employees.

1. Modify the user data file you exported previously for new employees.
a) Locate the file UserDirectory . To select the file, click the filename.

2. Using the table, User Data for Frank Smith, add his data to the User Directory.

Table 7: User Data for Frank Smith

Column User Input and Action

STATUS active

USERID fsmith

USERNAME fsmith

FIRSTNAME Frank

LASTNAME Smith

GENDER M

EMAIL your own e-mail address

MANAGER manager

HR admin_dv

DIVISION ACE Software

DEPARTMENT Human Resources

LOCATION Chicago

JOBCODE IC

TIMEZONE US/Eastern
HIREDATE 11/25/2013
TITLE Employee

DEFAULT_LOCALE en_US

PERSON_ID_EXTERNAL fsmith

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

Column User Input and Action

ASSIGNMENT_ID_EXTERNAL fsmith

Note:
The PERSON_ID_EXTERNAL and the ASSIGNMENT_ID_EXTERNAL are
required columns in the import file.
In some instances, the PERSON_ID_EXTERNAL is not present in the csv file. If
this is the case in your training instance, do not add the column and it will not
be required.

3. Save your file as a version 2 (_V2).

4. Close your new csv file.

You successfully modified the data for the employee Frank Smith.

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 Unit 1
Exercise 13
Import the Data File

Import the Data File

Business Example
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.

2. Verify the message and solve the issue accordingly in your csv file. Adding the job code of
IC to HR Coordinator should solve the issue.

3. Import the validated file to your instance.

4. From the Action Search, go to Manage Users and verify that, Frank, Ben and Kim have
been successfully created.

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 Unit 1
Solution 13
Import the Data File

Import the Data File

Business Example
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 (Associate) Import.

b) On the Import Users screen, click the Browse... button.

c) Select the file to upload by clicking the relevant file name.

d) Click Open.
Alternatively, you can use the keyboard shortcut, Alt+O.

e) On the Import Users screen, select Use the UserID.

f) Select the Send welcome email to new users checkbox.

g) Click 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 should solve the issue.

3. Import the validated file to your instance.

a) On the Import Users screen, click the Browse... button.

b) To select the file to upload, in the Choose File to Upload dialog box, click the relevant
filename.

c) Click Open.
Alternatively, you can use the keyboard shortcut, Alt+O.

d) On the Import Users screen, click the Import User File button.

e) In the Message from webpage dialog box, click OK.

4. From the Action Search, go to Manage Users and verify that, Frank, Ben and Kim have
been successfully created.

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 Lesson: Managing User Data

LESSON SUMMARY
You should now be able to:

Manage Employee Import

Manage the User Data File (UDF)

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 Unit 1
Lesson 5
Email Notifications

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Communicate with Users

Event-triggered versus Administrator-triggered Notifications

This section describes how to manage communications with SAP SuccessFactors users using
the system. You will learn how emails are triggered, and how to turn email notifications on and
off. You will also learn about changing the user notification email and about sending a user
welcome email.
Email notifications are either triggered by an automatic system response or triggered by an
administrator.
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.

Email notification templates

Email 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:

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.

Click Save Notification Settings.

When email 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
Email 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.

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 Lesson: Email Notifications

To disable or turn a notification off for all users, deselect the checkbox next to the
notification.

When finished, click Save Notification Settings at the bottom of the page.

If email 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.

Email notification message bodies

Administrators can update the message in notification emails by editing the text in the email
body. Click an email template link to view and edit the details of the email template. It is also
possible to create separate email bodies by form template for any form-based notification
(for example, the Document Routing Notification).
Email Signature
By default, the standard text of an email 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 Email Signature template and this text is included in any message that
uses the [[SIGNATURE]] variable. The signature is placed in the footer of the email. 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 email priority
(for example, indicating high priority). You can select a different template, a different
language, and edit the email subject.

User notification email options

You can choose not to allow users to turn email 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 Email notifications. If ‘checked’, all users will receive Email on all workflow related
process. If not checked, each user has an option to turn notification on/off. Click Save
Company System Setting at the bottom of the page to save changes.
User-Specific Email Notification Options
You can grant users permission to select their email notification preferences using the
Settings menu. If this is enabled, users can decide if they want to receive SAP SuccessFactors
email notifications.
Users can turn their email notifications on or off by going to the Name menu, selecting
Settings, and clicking Notifications. Then they can select the email notification option that
they prefer.

Note:
If a user chooses not to receive email, this applies to all SAP SuccessFactors
notifications.

Changes to User Email 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 email
notifications, or can change the setting on behalf of a user.
You can also use this option to troubleshoot when users indicate that they are not receiving
system emails, and can turn them back on.

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Unit 1: SAP SuccessFactors HXM - Basic Configurations

The Send User Welcome Email and sending system notifications

To send an on-demand (administrator-triggered) email notification, click 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 E-mail 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, click the Send system message by user link at the top of
the page and then select your user below.

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 Unit 1
Exercise 14
Edit the Email Notification Settings

Business Example
In this exercise, you modify template settings in E-Mail Notification Templates.

1. Edit the E-Mail Notification Templates.

2. Click on Document Creation Notification and set the email priority.

3. Delete the default e-mail message.

You modified template settings in E-Mail Notifications Templates.

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 Unit 1
Solution 14
Edit the Email Notification Settings

Business Example
In this exercise, you modify template settings in E-Mail Notification Templates.

1. Edit the E-Mail Notification Templates.

a) Use the Action Search to navigate to E-Mail Notification Templates Settings.

b) On the E-Mail Notifications Templates make sure that the following notification are
enabled:

Document Creation

Document Routing Notification

Document Return to Evaluation Notification

Document Completed Notification

Goal Creation Notification

Goal Delete Notification

Welcome Message Notification

c) Click the Save Notification Settings button.

2. Click on Document Creation Notification and set the email priority.

a) Select the Set Email Priority, High Priority checkbox.

b) Click the Save Changes button.

c) In the E-mail Subject field enter the following subject line: Important - Please Review
Your Performance Review Form.

3. Delete the default e-mail message.

a) Select all text in the Email Body field.

b) Delete all selected text.

c) In the E-mail Body, enter “Please be advised that the document [[DOC_TITLE]] has
been created for you by [[SENDER]] and is now available in your ACME Boots Inbox
folder. You can access this document at the following URL: [[DOC_ACCESS_URL]]”.

d) Click the Save Changes button.

You modified template settings in E-Mail Notifications Templates.

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 Unit 1
Exercise 15
Turn Off Email Notifications as a User

Turn Off Email Notifications as a User

In this exercise you will turn off your e-mail notifications.

1. Open the Name Menu.

2. Click Settings .

3. Click Notifications .

4. Select the option Read messages in the system.

5. Click Save Notification .

6. Click OK.

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 Unit 1
Solution 15
Turn Off Email Notifications as a User

Turn Off Email Notifications as a User

In this exercise you will turn off your e-mail notifications.

1. Open the Name Menu.

2. Click Settings .

3. Click Notifications .

4. Select the option Read messages in the system.

5. Click Save Notification .

6. Click OK.

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 Lesson: Email Notifications

LESSON SUMMARY
You should now be able to:

Communicate with Users

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