1.Foundations Admin Guide 1505

Administrator Training Guide HR800

SuccessFactors Foundations

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SUCCESSFACTORS ADMINISTRATIONCOURSE TITLE

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CONTENTS ABOUT THIS HANDBOOK ..........................................................................................................................6 COURSE INTRODUCTION ..........................................................................................................................7 UNIT 1 ADMINISTRATION BASICS............................................................................................................9 LESSON 1-1: ADMINISTRATOR OVERVIEW............................................................................................10 LESSON 1-2: NAVIGATION AND ACCESS ...............................................................................................15 EXERCISE 1-1: LOG IN TO SUCCESSFACTORS ....................................................................................17 EXERCISE 1-2: SEARCH IN-PRODUCT SUPPORT .................................................................................24 EXERCISE 1-3: PERFORM AN ADMIN TOOL SEARCH ..........................................................................27 EXERCISE 1-4: SET LINKS AS FAVORITES ...........................................................................................29 EXERCISE 1-5: DISCUSSION ACTIVITY ..................................................................................................33 LESSON 1-3: COMMUNICATING WITH USERS .......................................................................................34 EXERCISE 1-6: ENABLE THE DOCUMENT ROUTING NOTIFICATION .................................................. 37 EXERCISE 1-7: MODIFY THE BODY OF THE USER WELCOME MESSAGE .......................................... 39 EXERCISE 1-8: MODIFY THE SIGNATURE FOR ALL OUTGOING EMAIL NOTIFICATIONS.................. 41 EXERCISE 1-9: TURN OFF E-MAIL NOTIFICATIONS AS A USER ..........................................................44 EXERCISE 1-10: SEND AN ADMINISTRATOR-TRIGGERED EMAIL TO YOURSELF ............................. 47 LESSON 1-4: TROUBLESHOOT USER LOGIN ISSUES ...........................................................................49 EXERCISE 1-11: RESET YOUR PASSWORD BY ENTERING A NEW ONE............................................. 52 UNIT 2 CUSTOMIZATION .........................................................................................................................56 LESSON 2-1: CUSTOMIZE THEME ...........................................................................................................57 EXERCISE 2-1: APPLY A THEME ............................................................................................................62 EXERCISE 2-2: CREATE A NEW THEME ................................................................................................63 EXERCISE 2-3: DELETE A THEME ..........................................................................................................64 LESSON 2-2: MANAGING THE HOME PAGE ...........................................................................................66 EXERCISE 2-4: CREATE A CUSTOM TO-DO .........................................................................................74 EXERCISE 2-5: EDIT HOME PAGE TILE.................................................................................................76 EXERCISE 2-6: ADD AND REMOVE A CUSTOM TILE ...........................................................................77 LESSON 2-3: SET COMPANY LOGO ........................................................................................................79 LESSON 2-4: CUSTOMIZING RESOURCES AND HELP & TUTORIALS .................................................. 83

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EXERCISE 2-8: DISABLE HELP AND TUTORIALS .................................................................................87 LESSON 2-5: SHOW ME ........................................................................................................................... 89 LESSON 2-6: ACTION SEARCH AND CUSTOM NAVIGATIONS ..............................................................92 EXERCISE 2-10: CONFIGURE CUSTOM NAVIGATIONS ........................................................................ 98 UNIT 3 MANAGE COMPANY SETTINGS ...............................................................................................101 LESSON 3-1: MANAGE COMPANY SYSTEM SETTINGS ......................................................................102 EXERCISE 3-1: DISABLE OUTLOOK INTEGRATION............................................................................106 LESSON 3-2: V12 ORG CHART ..............................................................................................................108 EXERCISE 3-2: ENABLE V12 ORG CHART ...........................................................................................110 LESSON 3-3: PASSWORD & LOGIN POLICY SETTINGS .....................................................................112 EXERCISE 3-3: MODIFY PASSWORD POLICY SETTINGS ...................................................................117 LESSON 3-4: CUSTOMIZING THE SYSTEM LANGUAGE .....................................................................119 EXERCISE 3-4: USE TEXT REPLACEMENT ..........................................................................................121 EXERCISE 3-5: ADD A WORD TO THE COMPANY DICTIONARY ........................................................ 123 EXERCISE 3-6: ADD A WORD TO THE COMPANY DICTIONARY USING DOWNLOAD/UPLOAD ....... 124 UNIT 4 MOBILE SETTINGS ....................................................................................................................128 LESSON 4-1: MANAGING MOBILE SETTINGS .....................................................................................129 EXERCISE 4-1: SET MOBILE SETTINGS...............................................................................................136 UNIT 5 PROXY........................................................................................................................................138 LESSON 5-1: USING PROXY IN SUCCESSFACTORS ..........................................................................139 LESSON 5-2: ASSIGNING AND REMOVING PROXIES .........................................................................143 EXERCISE 5-1: ASSIGN A PROXY ........................................................................................................146 EXERCISE 5-2: DELETE A PROXY ........................................................................................................147 UNIT 6 ROLE-BASED PERMISSIONS ....................................................................................................155 LESSON 6-1: ROLE-BASED PERMISSIONS OVERVIEW...................................................................... 156 EXERCISE 6-1: DISCUSSION ACTIVITY ................................................................................................158 EXERCISE 6-2: GRANT MANAGE ROLE-BASED PERMISSION ACCESS ........................................... 163 LESSON 6-3: BASIC ROLES..................................................................................................................165 LESSON 6-4: CREATING PERMISSION GROUPS.................................................................................167 EXERCISE 6-3: CREATE A PERMISSION GROUP ................................................................................172 EXERCISE 6-4: CREATE A STATIC PERMISSION GROUP .................................................................. 176 LESSON 6-5: CREATING PERMISSION ROLES....................................................................................178 EXERCISE 6-5: CREATE A PERMISSION ROLE ...................................................................................182 LESSON 6-6: GRANTING THE ROLE TO THE GROUP .........................................................................184 EXERCISE 6-6: GRANT THE PERMISSION ROLE TO A PERMISSION GROUP ................................... 188



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APPENDIX A LEGACY PERMISSIONS ..................................................................................................192 LESSON A-1: TYPES OF PERMISSIONS...............................................................................................193 EXERCISE A-1: ALLOW USERS (EXAMPLE: MANAGERS) TO CREATE FORMS BASED ON THE TEMPLATES CONFIGURED ON THE SYSTEM ......................................................................................196 LESSON A-2: DEFAULT USER GROUP AND PERMISSIONS ............................................................... 198 EXERCISE A-2: ALLOW ALL USERS TO CREATE NOTES ..................................................................202 LESSON A-3: ADMINISTRATIVE PRIVILEGES......................................................................................204 EXERCISE A-3: SET FULL ADMIN PRIVILEGES ...................................................................................207 EXERCISE A-4: SET PARTIAL ADMIN PRIVILEGES.............................................................................209 EXERCISE A-5: SET ADMINISTRATIVE DOMAIN PRIVILEGES............................................................ 211 LESSON A-4: RUN SECURITY PERMISSION REPORTS ......................................................................213 EXERCISE A-6: RUN A SECURITY PERMISSION REPORT .................................................................. 215



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About This Handbook This handbook is intended to complement the presentation of this course and serve as a source of reference. American English is the standard used in this handbook. The following typographic conventions are also used: Use

Example/Visualization

Warning or Caution A word of caution – generally used to point out limitations or actions with potential negative impact that need to be considered consciously Hint A hint, tip or additional detail that helps increate performance of the solution or help improve understanding of the solution Additional information An indicator for pointing to additional information or technique beyond the scope of the exercise but of potential interest to the participant

The guide is designed to present the Lessons, Objectives, and Exercises as they apply to the content.



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Course Introduction Through discussion, demonstration, and hands-on exercises, this course uses the concepts and terminologies associated with SuccessFactors to help you develop a working knowledge for use in system administration. You will gain basic skills in how to use SuccessFactors as a System Administrator and learn how to use the basic tools for managing the system in your organization. Certain features covered in this guide may not be enabled in your company’s environment. If you see screenshots in this guide that do not match your company’s configuration, please skip the feature/lesson. This course contains six units: Unit 1: Administration Basics Unit 2: Customization Unit 3: Manage Company Settings Unit 4: Manage Mobile Settings Unit 5: Proxy Unit 6: Role-Based Permissions Please note that “user” in this document refers to the End User. In the context of this guide, a user may be an HR administrator, manager, or employee, depending on your company’s setup or configuration of the system, or the context of the feature being discussed.

Course Objectives Upon completion of this course, you will be able to: Identify the responsibilities of a typical SuccessFactors system administrator Access and navigate through SuccessFactors Communicate with users via email notifications and change notification settings Troubleshoot user login and user account issues Modify the look and feel of your SuccessFactors instance using Manage Themes Manage the V12 Home Page and To-Do Settings Set the Company Logo Customize the Resources page and Help & Tutorials Enable Show Me Utilize Action Search and Custom Navigations



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Enable and disable Company System Settings to meet the needs of your organization Enable V12 Org Chart Adjust your company Password and Login Policy Settings Tailor system text to meet your company terminology standards, including Text Replacement, Company Dictionary, and Legal Scan Library Enable and disable Mobile options Manage and utilize proxy Set up Role-Based Permissions

Target Audience This is an instructor-led training course (virtual or in-person) intended for SuccessFactors System Administrators responsible for: Providing support for system usage and issues Modifying settings and customizing the instance using administrative tools Managing company-wide settings Maintaining mobile access Providing permissions for different types of users Please note that major configuration changes will need to go through Professional Services, as System Administrators do not have access to enable certain features.



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Unit 1 Administration Basics This unit contains four lessons: Lesson 1-1: Administrator Overview Lesson 1-2: Navigation and Access Lesson 1-3: Communicating with Users Lesson 1-4: Troubleshoot User Login Issues

Unit Objectives Upon completion of this unit, you will be able to: Describe the roles and responsibilities of a typical SuccessFactors system administrator Identify and define common terms specific to SuccessFactors administration Log in to SuccessFactors Identify the most common tiles of the SuccessFactors Home page Access Administration Tools Identify and differentiate event-triggered versus administrator-triggered notifications Enable and disable Email Notification Templates Update the email notification message bodies Change user notification email Use the Send User Welcome Email feature to send system messages Reset user passwords Reset locked user accounts



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Lesson 1-1: Administrator Overview The goal of this lesson is to provide an overview of the roles and responsibilities of a typical SuccessFactors system administrator, and common terms related to SuccessFactors system administration.

Administrator View: Administration Tools (also referred to as “Admin Tools”)

Lesson Objectives Identify the roles and responsibilities of a typical SuccessFactors system administrator Identify and define common terms specific to SuccessFactors



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SuccessFactors Administrators In SuccessFactors, administrators are responsible for maintaining system data, managing company settings, and initiating processes and activities at key milestones within the company’s business practices. Using the administration interface, some of the main administrative tasks include: Overseeing the daily management of the SuccessFactors system Configuring and implementing system features Customizing the environment to reflect and communicate your company's business processes Managing security and permissions Administrators can be granted access to all or some of the administrative features depending on their role and responsibilities within the organization. While companies might refer to their administrators by different names, most companies will have a “Super User” who has full administrative access, giving the user the ability to grant administrative access to others within the organization. Other users with administrative access, usually referred to as “Administrators” or “Admins,” may be responsible for managing different parts of the system, but are not allowed to grant administrative access to others. It is recommended that you strictly limit the number of Super Users in your organization; however, having at least two Super Users ensures you will always have a backup user with full administrative privileges. Depending on your company’s size and its processes, you may have several administrators. For example, a company with global offices may have an admin at each location who manages all modules for the users at his or her location. Other companies have admins who are process owners for the various modules they use; for example, one admin is responsible for managing Performance while another is responsible for Compensation. In some organizations, admins belong to the HR department, while in others they may be in IT. These decisions should be made carefully, and adequate training should always be conducted when a new administrator comes into the company or an existing administrator is given new responsibilities. Take a look at the table on the next page for some examples of common Super User and Administrator tasks and responsibilities. Remember, this will vary by how your company is organized and how it uses SuccessFactors.



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Administrator tasks and responsibilities:

Super User Responsibilities can include: Serving as the primary contact between system users and other internal systems (such as HRIS) Staying current with all updates to system functionality Recommending process changes to key stakeholders in the organization Granting administrative access to other Administrators

Administrator Responsibilities can include: Managing/overseeing user information, such as data imports, passwords, notifications Launching and managing forms Creating/running reports Managing End User permissions Providing support/assistance to End Users Training End Users on new functionality

Super User responsibilities can also include those of the Administrator.



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SuccessFactors Terms and Definitions Terms and definitions specific to SuccessFactors include: Feature

Description

Administration Tools

Also referred to as “Admin Tools.” The area within SuccessFactors that an administrator accesses to complete administrative tasks.

Dashboards

A type of report in SuccessFactors that contains drill-down graphics that display information about employees and processes within the system.

Form Templates

Contain the layout, sections, and workflows for each form, and are created during implementation by a SuccessFactors Consultant. Used to create individual forms for your population. A template "type" determines the purpose of the form template.

Forms

Also called documents, these are created from a form template and are used to record information, such as evaluation of an employee's performance during the review cycle. The form that each employee receives contains all the elements of the form template on which it is based.

Instance

The customer space on the SuccessFactors server. During implementation, the customer works with a Professional Services Consultant to configure their company’s instance.

Rating Scale

Determines the values and meanings of values that a user is able to select during an evaluation.

Route Map

Establish the workflow and steps that employees follow during a business process. Route maps specify the order in which a form moves from one employee to another in a specific process.

Tiles

Displayed on the Home Page. Provide messaging, resources, charting, and features for users to assist them with processes within the SuccessFactors system.



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Lesson Conclusion In this lesson, you were introduced to the SuccessFactors Administrator and common terms used in SuccessFactors administration. You should now be able to identify and describe the roles and responsibilities of the types of SuccessFactors Administrators and define the most common terms used in SuccessFactors administration.



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Lesson 1-2: Navigation and Access The goal for this lesson is to log in to SuccessFactors, and navigate the Home Page and Administration Tools.

End User View: Home Page

Lesson Objectives Log in to SuccessFactors Describe the SuccessFactors Home Page Access Administration Tools



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Logging in to SuccessFactors Each SuccessFactors user is assigned a username and password to access their organization's instance of SuccessFactors. The usernames and passwords are determined during configuration, along with a URL and Company ID.

End User View: Login Page

To log in to SuccessFactors, enter your Company ID, username, and password when prompted on the login page. If you do not see a place to enter the Company ID, simply enter your username and password.

Supported browsers include: Microsoft Internet Explorer 8 to 11 (Internet Explorer 10 Metro is not supported at this time), Mozilla Firefox, Apple Safari 6, 7, 8, and Google Chrome.



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Exercise 1-1: Log In to SuccessFactors In this exercise, you will log in to SuccessFactors. 1.

Locate the URL, Company ID, Username and Password for your company.

2.

In your preferred web browser, navigate to the URL.

3.

Enter your Company ID, Username, and Password and click Log in.

4.

You have now logged into SuccessFactors.



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SuccessFactors Home Page Upon logging into SuccessFactors, the Home Page is displayed. The Home Page is a customizable page for which you, as an administrator, will establish its default aesthetic and organization, and may make periodic updates to the information displayed here. The contents of the Home Page are organized into tiles. We will review some of the Home Page features and tiles here. Later in this guide you will learn how to configure the Home Page.




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To-Do Tile The To-Do tile centralizes all tasks to be completed by the user. Tasks may be viewed by date or type, and are listed by the due date for the particular step in the process. Tasks requiring actions are active links that take you to the requested action or form.

End User View: Home Page > To-Do Tile

Most tasks in the To-Do list are system generated, meaning that certain processes, actions, or dates have triggered the request for action. Later in this course, you will learn how to add custom items to the To-Do list.



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

End User View: Home Page > Navigation Menu

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



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Name Drop-Down Menu The smaller drop-down from the Name Menu at the top right of the screen (click on your name to access the menu) allows employees to proxy as another user, access and manage their personal settings and preferences from Options, access Admin Tools, and log out of the system.

End User View: Home Page > Name Menu

If you do not see Proxy and/or Admin Tools, you do not have access to these pages.



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Options To access the Options page, click the Name Menu > Options. Here you can set a number of individual options and preferences, such as: Changing your password Selecting your security questions Indicating whether to receive notifications from the system Changing your language preference Assigning or becoming a proxy Creating groups

End User View: Name Menu > Options

The settings for your instance of SuccessFactors may vary depending on your company’s global settings and which features are used by your organization; therefore, you may not see all of the listed options in your company’s instance.



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In-Product Support In-Product Support provides an integrated in-product dashboard for administrators to access helprelated tools. Administrators can access links to helpful information, the knowledge base, and access case administration.

End User View: Support Sidebar (expanded)

You can access the Support sidebar from any page within SuccessFactors. By clicking on the “Support” tab on the right side of the screen, the Support window pops open to provide access to the tools mentioned above.



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Exercise 1-2: Search In-Product Support In this exercise, you conduct a search within In-Product Support. 1.

From Admin Tools, click the Support tab on the right side of the screen.

2.

When the Support window expands, type the word “permissions” in the search bar.

3.

Hit Enter on your keyboard.

4.

Review the Knowledge Base and Community search results.

5.

You have successfully used In-Product Support.



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Administration Tools The Administration Tools (also referred to as Admin Tools) page provides access to all of the tools that you, as an administrator, need to work in SuccessFactors. The top part of the page, Company Processes & Cycles, includes the tools you need to manage each module your company has implemented, as well as reporting options and company settings (system-wide configuration options). The bottom part of the page, Manage Employees, includes the tools you need to manage your users and security.

Administrator View > Admin Tools



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Accessing Admin Tools Any user with administrative permissions will have the Admin Tools option in the Home Menu as well as the Name Menu. A user can only access pages and areas of within the system for which they have been granted permission to access.

Tool Search The Tool Search box in Admin Tools can be used to search for any feature within Admin Tools. When you begin to type the feature you are looking for, the system searches for results where the match is in the name or description of the feature being searched by. For example, when searching for the feature Manage Recruiting Groups, the system produces a list of possible outcomes, with a description of the highlighted feature.

Administrator View: Admin Tools > Tool Search



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Exercise 1-3: Perform an Admin Tool Search In this exercise, you will search for a word using Tool Search. 1.

Using the Name Menu, navigate to the Administration Tools page.

2.

Locate the Tool Search at the top right of the page.

3.

Begin typing the word “Manage” and notice the results that display.

4.

Hover over the one of the options and read the description.

5.

You have now completed a Tool Search.



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My Favorites Users can add items from Admin Tools to My Favorites, which allows for easier access to the tools you use the most. My Favorites are specific to the user.

Administrator View: Admin Tools

To add a task to your My Favorites list, click the “star” icon that displays when you hover over an administrator feature. The selected tasks will display under My Favorites within Admin Tools and in the My Admin Favorites tile on the Home Page. To remove a task from the My Favorites list, hover over the feature on the Admin Tools page and click the “star” icon again to deselect it.



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Exercise 1-4: Set Links as Favorites In this exercise, you will set an admin tool link as a favorite. 1.

Navigate to Admin Tools.

2.

Locate Email Notification Template Settings option under Company Settings.

3.

Hover over Email Notification Template Settings until the “star” icon appears.

4.

Click the “star” icon.

5.

Notice the link appears in the My Favorites tile.

6.

Click Company Settings again.

7.

Locate Text Replacement and make it a favorite.

8.

From Admin Tools, locate My Favorites.

9.

Click the “star” next to Text Replacement to remove from favorites.

10.

You should now be able to select and de-select favorites.



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Upgrade Center The Upgrade Center is an important area within Admin Tools that allows you to easily upgrade your SuccessFactors system. With built-in documentation and self-service activation of new features, the Upgrade Center is designed around communicating and activating key enhancements as easily as possible. This enables customers to upgrade their company’s system with major opt-in enhancements without having to contact support. Administrators are only allowed to upgrade features within their permissions. The system is able to detect which areas of the system a user has access to based on his or her administrative access. The Upgrade Center does not replace the regular process of activating the entire breadth of new product updates that come along with the quarterly release process. Rather, it supplements them with the ability to activate major opt-in enhancements that would normally require a support case.




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Within the Upgrade Center, you can: Use the Filter By dropdown menu to filter upgrades by module. Learn about important, recommended, and optional upgrades by clicking the Learn More & Upgrade Now links. Click View Recently Completed Upgrades to view a summary of completed upgrades, the dates they were completed and their status. You can also access documentation, next steps, and, depending on the feature, undo the upgrade within 10 days of the date the feature was upgraded.

Administrator View: Admin Tools > Upgrade Center

Upgrade Center Information Details When Learn More is selected, a new window opens. Here you can view: A description and images or video showing how the new feature will look and act. Length of time to perform the upgrade. Cost, if any, to upgrade. Prerequisites to upgrade and dependencies. Documentation and FAQs.



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When ready to upgrade, click Upgrade Now.

Administrator View: Admin Tools > Upgrade Center > Learn More & Upgrade Now

Lesson Conclusion In this lesson you learned how to log in to the SuccessFactors system and were introduced the Home Page and Administration Tools. You should now be able to log in to SuccessFactors and navigate through the SuccessFactors Home Page and Administration Tools.



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Exercise 1-5: Discussion Activity In this exercise you will discuss your company’s processes around system upgrades. Think about the following questions when considering how you will use the Upgrade Center.

1. How is the upgrade process managed today within your organization? 2. Is it a centralized or decentralized task? 3. How will your company decide which upgrades to download? 4. How will you communicate updates to your end users? 5. Will you make upgrades as they become available, or will you implement upgrades at certain times during the year?



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Lesson 1-3: Communicating with Users The goal for this lesson is to provide administrators with the tools necessary to manage communication within SuccessFactors.

Lesson Objectives Identify and differentiate event-triggered versus administrator-triggered notifications Enable and disable Email Notification Templates Update the email notification message bodies Change user notification email options Use the Send User Welcome Email to send system notifications



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Email Notifications Email notifications are triggered in two ways: Event-triggered: Emails sent by an automatic system response without any administrator interaction. These emails are triggered by an event, such as when a form is moved from one person to another. Administrator-triggered: Emails sent by an administrator. An example of an administratortriggered email notification is the Send User Welcome Message. You will learn more about event-triggered and administrator-triggered email notifications later in this lesson.



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Email Notification Templates Email notifications are generated from pre-configured templates in 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.

Administrator View: Admin Tools > Company Settings > Email Notification Template Settings

1. To enable or turn a notification on for all users, select the checkbox next to the notification. 2. To disable or turn a notification off for all users, deselect the checkbox next to the notification. 3. 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. See the "UserSpecific Email Notifications Options" section within this lesson for more information.



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Exercise 1-6: Enable the Document Routing Notification In this exercise, you will enable the Document Routing Notification so that users are notified when a Form is sent to their Inbox by another user. 1.

From Admin Tools, select Company Settings.

2.

Select E·mail Notification Templates Settings.

3.

Locate the Document Routing Notification and select the checkbox to the left.

4.

Scroll to the bottom.

5.

Click Save Notification Settings.

6.

The Document Routing Notification email should now be active.



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Changing the Email Notification Message Body While the Email Notification Templates are pre-populated with text, you, as an administrator, can modify the text in the template for the Subject and Body of the message. By clicking the template name on the left side of the screen, the right side of the screen will populate with the template details. From here, you can make modifications to the text as desired. Email notification templates can contain variable codes, such as [[EMP_NAME]], which pull data from other parts of the system (in this case, Employee Name). By default, each template contains the codes supported within that particular template; therefore, copying a code from one template and pasting into another may not work. It is also possible to create separate email bodies by form template for any form-based notification, such as the Document Routing Notification. For example, a notification related to the routing of a performance form can have different text than a notification related to the routing of a compensation plan approval. Both forms use the same notification within Email Notification Templates, but the messaging can be adjusted by the form template to which they are associated.




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Exercise 1-7: Modify the Body of the User Welcome Message In this exercise, you will modify the body of the Welcome Message that will be emailed to users. 1.


2.


3.

On the left side of the screen, locate and select the Welcome Message Notification.

4.

On the right side of the screen, in the text box for Email Body, type “Welcome to the team!”

5.

Click Save Changes.

6.

Users should now receive the modified message of the Welcome Message Notification email.



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Email Signature The Email Signature template is customizable, and this text will be included on any message that uses the [[SIGNATURE]] variable. The signature will be placed in the footer of the email.


If you do not customize the signature, you will see the system default signature text in the footer.

Other Template Options In addition to modifying the message body and signature, you can also modify the email priority (indicating high priority), select a different email template to customize the text per template, and select different languages to modify the text in other languages.



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Exercise 1-8: Modify the Signature for all Outgoing Email Notifications In this exercise, you will modify the signature for all outgoing email notifications to include contact information. 1.


2.


3.

Locate and select the Email Signature.

4.

In the Email Body text box, update the copy to say “Contact HR for questions” at the top of the message.

5.

Click Save Changes.

6.

All email notifications with the [[SIGNATURE]] variable on the email body will now have the modified signature once the email is sent-out then received by users.



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Turning Email Notifications On and Off by User As an administrator, you can allow employees to turn email notifications on and off. This can be set by going to Admin Tools > Company Settings > Company System and Logo Settings and then checking the box: This option allows a company-wide setting on whether users will receive Email notifications. Click Save Company System Setting at bottom of the page to save changes. If checked, all users will receive Email notifications on workflow related processes for which an Email Notification Template has been enabled. If not checked, each user has an option to turn his/her notifications on or off, meaning they can choose not to receive system emails.

Administrator View: Admin Tools > Company Settings > Company System and Logo Settings



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User-Specific Email Notifications Options If users are allowed to turn their email notifications on and off, they can do so by going to the Name Menu dropdown and selecting Options. Upon clicking the Notifications option on the left, the user can select the email notification option that they prefer.

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



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Exercise 1-9: Turn Off E-mail Notifications as a User In this exercise you will turn off your e-mail notifications. 1.

Log in into SuccessFactors.

2.

Select Options from the Name Menu.

3.

Click the Notifications tab from the left hand menu.

4.

Select the No Email radio button.

5.

Click Save Notification.

6.

You will no longer receive email notifications from SuccessFactors.

If you do not see this option or if it is greyed out, your company does not have this setting enabled. Please skip this exercise.



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Change User Email Notification If your company allows users to turn notifications on or off within their personal Options, 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.

Administrator View: Admin Tools > Update User Information > Change User Email Notification

For example, if all users in the organization should receive email notifications except for the CEO, you can disable emails for specific users. To do this: 1. Navigate to Admin Tools > Update User Information > Change User Email Notification 2. Enter search criteria to locate users 3. Click Search Users 4. If the email notification checkbox is checked, click the checkbox to unselect email notification. 5. Click Save The Setting 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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Administrator-Triggered Notifications To send an on-demand (administrator-triggered) email notification, click the Send User Welcome Email link in the Manage Employees section of Admin Tools. 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.

Administrator View: Admin Tools > Send User Welcome Email

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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Exercise 1-10: Send an Administrator-Triggered Email to Yourself In this exercise, you will send an on-demand email to yourself. 1.

From Admin Tools, click Send User Welcome Email.

2.

Select Send system message by user and search for your username.

3.

In the email body, modify the message to read “Don’t forget that you can use “Send User Welcome Email” to send ANY kind of message to users!”

4.

Click Send System Message.

5.

You should now receive the notification in your email.



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Lesson Conclusion In this lesson, you learned about email notifications within SuccessFactors. You should now be able to: Identify and differentiate event-triggered versus administrator-triggered notifications Enable and disable Email Notification Templates Update the email notification message bodies Change user notification email options Use the Send User Welcome Email to send system notifications



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Lesson 1-4: Troubleshoot User Login Issues This goal of this lesson is to troubleshoot user login issues, and reset user passwords and accounts.

Lesson Objectives Reset user passwords Reset locked user accounts



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Troubleshoot User Login Issues An employee may forget their password or username. As an administrator, you can reset user passwords and user accounts so that employees can regain access to SuccessFactors. Depending on your company’s Password and Login Policy Settings, users may be able to retrieve forgotten passwords or usernames; however, this lesson will focus on how administrators can reset passwords for employees. Later in this course you will learn more about Password and Login Policy Settings.

If your company uses Single Sign On (SSO), you may not have the option to reset user passwords or accounts. Please skip this section if your company uses SSO.

Resetting User Passwords There are several options when resetting user passwords. Follow the steps below to learn about these options.



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1. Select Reset User Passwords from the Manage Employees section of Admin Tools. 2. Click a link to take one of these actions: Reset individual user password (with supplied password): Send a temporary password to a user via email. When the user next logs in, he/she will be prompted to change the password. Reset individual user password: The system sends a random alphanumeric password to the user who will be prompted to change the password once they log in. Reset group of users passwords: You can filter employees by divisions, departments, groups as well as by geographic location. All users in the group will receive an email notification with the new system-generated password. You must have the Password Reset Email Notification turned on to use the options, which sends a system-generated password. Otherwise, the user cannot determine the password.

Use the drop-down menus and text fields to enter search criteria and click Search Users to find the user(s). Click the checkbox(es) to select user(s). If sending a supplied password, enter the new password in the text fields. Click Reset User Password.



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Exercise 1-11: Reset Your Password by Entering a New One In this exercise, you will reset the password using Admin Tools. 1.

From Admin Tools, select Reset User Passwords.

2.

Select Reset individual user password (with supplied password) – this should be the default option selected.

3.

Enter your username in the Username field.

4.

Select the radio button next to your information.

5.

Enter Welcome! on the New Password: field.

6.

Enter Welcome! on the Confirm Password: field.

7.

Click Reset User Password.

8.

Log out of the system.

9.

Log back into the system with your new password.



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Resetting User Accounts Resetting user accounts is only applicable if your company allows users a specific number of unsuccessful login attempts before locking their account. The system automatically locks the user account when the user exceeds the number of allowable unsuccessful login attempts. This means that once the account is locked, the user will not be able to log in again until an administrator resets the account. When you reset an account, you're only reactivating the account so that the user can log in again; no other changes are made. As an administrator, you can easily and quickly reset locked user accounts. 1. From the Admin Tools, click Reset User Account. 2. You will be directed to a page in which you can filter employees by division, department, group, or location, or simply enter their name or job code. Enter search criteria and click Search Users.

3. The system generates a list of users that match your criteria. A locked out user is displayed on the list with a red X in the Status column. 4. Select the users that you would like to reset by clicking the checkbox next to their name. 5. Click Reset Selected Users to reset and unlock their user accounts.



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Lesson Conclusion In this lesson, you learned about user login issues, and how to reset user passwords and user accounts so that an employee can re-gain access to SuccessFactors. You should now be able to: Reset user passwords Reset locked user accounts



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Unit Conclusion In this unit, you covered: Lesson 1-1: Administrator Overview Lesson 1-2: Navigation and Access Lesson 1-3: Communicating with Users Lesson 1-4: Troubleshoot User Login Issues You should now be able to: Describe the roles and responsibilities of a typical SuccessFactors system administrator Identify and define common terms specific to SuccessFactors administration Log in to SuccessFactors Identify the most common tiles of the SuccessFactors Home page Access Administration Tools Identify and differentiate event-triggered versus administrator-triggered notifications Enable and disable Email Notification Templates Update the email notification message bodies Change user notification email Use the Send User Welcome Email feature to send system messages Send Mobile Activation Email Reset user passwords Reset locked user accounts



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Unit 2 Customization This unit contains five lessons: Lesson 2-1: Customize Theme Lesson 2-2: Manage the V12 Home Page Lesson 2-3: Set Company Logo Lesson 2-4: Customize Resources and Help & Tutorials Lesson 2-5: Utilize Show Me Lesson 2-6: Action Search and Custom Navigations

Unit Objectives Upon completion of this unit, you will be able to: Modify the look and feel of your SuccessFactors application Manage the V12 Home page and V12 Org Chart Customize the To-Do list, Resources page, and Help & Tutorials Set the company logo Enable Show Me Utilize Action Search and Custom Navigations



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Lesson 2-1: Customize Theme This goal of this lesson is to customize the look and feel of you organization’s SuccessFactors instance using the Theme Manager.

Lesson Objectives Create, edit and modify themes Apply and set the default theme Delete a theme



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Customizing the SuccessFactors Theme As an administrator, one way to customize your instance of SuccessFactors is to select a theme for your organization. A theme determines the colors and look of your SuccessFactors pages. You can customize the display across the entire organization (this is the most common) or display themes differently by group. While it is possible to change themes as often as you like, most organizations keep a consistent theme throughout their use of the SuccessFactors system.

During configuration, your company decided the precise colors to use for its theme. Please use caution when changing themes.



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Theme Manager The Manage Themes page within the Theme Manager lists all of the SuccessFactors standard and custom themes. The “Visible to” column lists the theme that is currently shown to your employees. To access the Theme Manager, go to Admin Tools and navigate to Company Settings > Theme Manager.

Administrator View: Admin Tools > Company Settings > Theme Manager



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As an administrator, you have several options when working with themes. This table describes the options you will see when hovering over a theme name. Option Try it out

Delete

What Does it Do? When selecting this option, the instance takes on the theme. You may navigate throughout the instance to see what the different pages will look like. This option does not apply the theme; it only displays for you, as the administrator, what the theme will look like should you decide apply it. 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. Clicking this option will Delete the theme.

Edit

Clicking the theme name will open the theme for editing.

Duplicate

Applies to… You can use “Try it out” with both standard and custom themes.

You can Duplicate both standard and custom themes. Only custom themes can be deleted. Only custom themes are editable.

SuccessFactors standard themes display in black with a lock icon, indicating they cannot be edited or deleted. When hovering over the theme, notice the available options: “Try it out” and “Duplicate.” Custom themes display in blue. To edit the theme, click on the theme name. Other options include: “Try it out,” “Duplicate,” and “Delete.”



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Editing a Theme Themes are highly customizable. When creating or editing a custom theme, you can use your company colors by using the hexadecimal codes, or choose custom colors. There are many options for shading and accent colors, giving you the ability to create a look and feel that is very unique to your organization.

Administrator View: Admin Tools > Company Settings > Theme Manager > Edit a custom theme by clicking the theme name

Fine Tune offers additional customization, such as: apply a background image, upload custom logos, change colors of menu items, customize the colors of the Home Page tiles, and much more! Since there are so many customization options, you can use the “Try it out” option when adjusting different settings. This allows you to see what the theme will look like for the end user, and continue to make adjustments until you are satisfied with the look and feel of the theme.

When you are finished creating/editing a theme, click Save.



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Exercise 2-1: Apply a Theme Apply a different theme to your instance using the Theme Manager. 1. Access the Administration Tools page. 2. Navigate to Company Settings > Theme Manager. 3. Select the radio button in the Default column for Light I Blue & Gray I Mesh Gradient. 4. Click Save. 5. The new theme should now be active.

Use caution when changing a theme in your Production environment.



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Exercise 2-2: Create a New Theme Create a theme using the Theme Manager. 1.

Navigate to Company Settings > Theme Manager.

2.

Click Create a New Theme.

3.

Enter [Your Name] Theme as theme name.

4.

Enter #9608FC for Page background color.

5.

Enter #9C81AA for Accent Color Scheme Based on and click Generate.

6.

Select Light for Search bar color.

7.

Select No for Use text shadows.

8.

Expand Fine Tune.

9.

Adjust settings as desired.

10. Click Save. 11. Click Try it out to preview what the theme will look like for end users. This completes the exercise.



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Exercise 2-3: Delete a Theme Delete a custom theme: 1. In the Theme Manager, hover over the custom theme you previously created. 2. Click the Delete button that displays in the confirmation message. 3. The theme is now removed.



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Lesson Conclusion In this lesson, you learned how to manage and customize the company theme. You should now be able to create and modify a theme, set a default theme, and delete a theme.



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Lesson 2-2: Managing the Home Page The Home Page contains tiles that can be customized using the Manage v12 Home Page feature. As an administrator, you can set up the Home Page to display Tiles with key information for employees.

Lesson Objectives Set the default Home Page view Manage To-Do settings Create custom tiles



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Home Page Tiles Home Page tiles deliver specific content to your end users. Some tiles contain information generated from other parts of the system, and others can be customized by adding custom text, links and/or images. The tiles you have access to will depend on the products your company uses and the permissions of your users.


Some tiles expand to display more information, and clicking an active link in any tile will take you directly to the related area of the system. This allows for quick navigation throughout the instance, as you can move seamlessly from one area to another. Users can move, expand and collapse, or hide tiles (if allowed) to create a layout that maximizes their own work preference.



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Configuring the Home Page To modify the settings of the Home Page, navigate to Admin Tools > Company Settings > Manage v12 Home Page. Each column header displays more information and options for each tile: Tile: Tile name. Only Custom tile names are editable. Active Dates: Displays the start/end date of the tile, if dates have been designated. Applicable to Custom tiles only. Removable by User: Indicates whether a user can remove the tile from his/her home page. It can always be made visible again from the Tile Browser. Default Size: Initial size of the tile. Users can change the size on their own Home Page. Some tiles have additional settings that you can configure. If a tile is configurable, you will see a blue link in the right column; clicking this link will take you to the editing options.

Administrator View: Admin Tools > Company Settings > Manage v12 Home Page

You can also control the default position of each tile on the Home Page, using the arrows that display when hovering over a tile.



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Set Default Home View Administrators can control which tiles are available for end users, where tiles are placed, and what size they will display. First, there are three tabs at top; the designation of each tile can be changed by clicking the cog: Default: These tiles are displayed on the Home Page by default for all users. Available: These tiles are available for the end user to view on his/her own Home Page, but are not displayed by default. By using the Tile Browser on the Home Page, a user can add Available tiles. Not Used: These tiles are not used by your company, and are not available for any user.




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In order to configure the Home Page, it is valuable to know the function of each tile. The availability of the tiles will vary depending on the products you have. Tile

Description

My Team

Gives managers a team view of their direct reports, matrix reports, and TBH employees. Each person can be drilled into to view their local time, records, add a badge, new note, nudge, or view overdue items.

My Info

Displays basic and extended profile information of the logged in user. It is recommended that the customer also have the public profile set to "Expressive".

To-Do

Summarizes all tasks that the logged in user has to do.

Welcome

Used as a communication tile to end users. Can be customized.

Quick Links

Displays a list of Quick Links to any sub-tab they have access to in the system.

Analytics

Provides a tile view of specific Dashboard tiles.

My Admin Favorites

Displays a list of favorite administration links.

Careers

Displays job information within the organization.

Jam

Allows the user to view the most popular groups, @'s, replies, and notifications.

Admin Alerts

Provides summary information to HR users on approval workflows, system processes, data issues, and transactions that are not proceeding as needed.

My Goals

Offers a view of the user's goals.

Custom

Administrators can include custom text, images, videos, etc. to display any information for end users.

More tiles are being added to the system regularly. This list above shows some of the standard and most commonly used tiles.



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Manage To-Do Settings From Manage Home Page in Admin Tools (Company Settings > Manage v12 Home Page), you can select Manage To Do Settings to change the settings for form-based tasks and other tasks a user is required to complete.


As an administrator, you can choose the number of days to show completed tasks, and select the duration of time to show pending tasks prior to when they are due (for example, show a training that is due 150 days prior to the training's due date). The To-Do list always displays undated items that have not been completed To-Do List Settings may also be accessed by clicking the “cog” in the upper right-hand corner of the To-Do tile on the Home Page. This is only available to administrators with access to manage the Home page.



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Create Custom To-Do As you learned in Unit 1, To-Do items are automatically generated, meaning that certain processes, actions, or dates have triggered the request for action. As administrators, you may add custom items to the To-Do list. These items will display for everyone in the organization; they cannot be created for specific groups. Each employee will be able to manually mark his/her custom task complete by clicking “I’m Finished.” This will remove the item from the To-Do List. To create a custom To-Do, navigate to Admin Tools > Company Settings > Manage v12 Home Page. Then, click on Manage To Do Settings.


From the To-Do List Manager, click Create List.

Administrator View: Admin Tools > Company Settings > Manage v12 Home Page > Manage To Do Settings



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Type a name for the new list, then click Add. Select the appropriate Category from the drop-down. The category should align with the module related to the task you are creating. For example, the category “Set goals for the upcoming year” should be selected from the drop-down if you are creating a To-Do item related to Goal Management. Next, type in the To-Do Item column the text that you’d like to appear in the employee’s To-Do tile. Last, select a Due Date for the task, and click Save.

Administrator View: Admin Tools > Company Settings > Manage v12 Home Page > Manage To Do Settings > Create List

The item will now display on employees’ To-Do Tile. 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 Finished” when the item is complete.

End User View: Home Page > To-Do Tile

End User View: Home Page > To-Do Tile > Click on Custom To-Do



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Exercise 2-4: Create a Custom To-Do In this exercise, you will create a custom item for the To-Do List.

1.

From Company Settings, click Manage V12 Home Page.

2.

Locate the row for To Do.

3.

Click Manage To Do Settings.

4.

Click Create List.

5.

In the List Name box, type “Goal Setting.”

6.

Click Add.

7.

Select “Set goals for the upcoming year” from the Category from the drop-down.

8.

Type “Enter at least 3 personal goals” in the in the To-Do Item text box.

9.

Select a date in the future.

10. Click Save. 11. Navigate to the Home Page and verify that the new item displays in the To-Do tile.



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Edit Welcome Message and Create Custom Tile By default, a Welcome tile is configured in the instance. This is a custom tile that can be edited or deleted. Similarly, you can create a new Custom Tile with any messaging you would like to make available for end users. From Admin Tools > Company Settings > Manage v12 Home Page, locate the Custom: Welcome line. Click Edit. You can add your own links, images and styles to be available to all users.


Administrator View: Admin Tools > Company Settings > Manage v12 Home Page > Add Custom Tile

Custom Tile settings may also be accessed by selecting the cog in the upper right-hand corner of the Welcome Message tile on the Home page. This is only available to administrators with access to manage the Home Page.



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Exercise 2-5: Edit Home Page Tile In this exercise, you will edit a Home Page tile. 1.

Navigate to Admin Tools page.

2.

Navigate to Company Settings > Manage V12 Home Page.

3.

Find the My Info tile.

4.

Change the Default Size to Medium.

5.

Locate Jam and hover over the row.

6.

Click the up arrow twice to move the tile up higher.

7.

Click Preview to see the arrangement. Close preview window.

8.

Click Save and your modified tiles on the Home Page are now saved.



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Exercise 2-6: Add and Remove a Custom Tile In this exercise, you will move a tile to “Not Used” and add a Custom Tile. 1. From Company Settings, click Manage V12 Home Page. 2. Locate the row for My Info. 3. Click the cog icon. 4. Click Move to Not Used. 5. Click the Not Used tab and make sure My Info is included. 6. Click the Default tab to return to the default home page. 7. Click Add Custom Tile. 8. Enter Test Tile for Tile Name, and select next week's dates under Show Tile On These Dates. 9. Enter Test for Tile Title, and this is a practice tile for description. 10. Enter SuccessFactors Platform Customization in Main Content. 11. Click Preview to view your custom tile. Close the preview window when finished. 12. Click Save. Your new custom tile is now saved.



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Lesson Conclusion In this lesson, you learned how to manage the SuccessFactors Home Page. You should now be able to set the default Home Page view, manage the To-Do List settings, and edit/create custom Home Page tiles.



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Lesson 2-3: Set Company Logo The goal of this lesson is to set the company logo by uploading the logo and by pointing to a URL outside of the SuccessFactors server.

Lesson Objectives Upload your company logo Point to a logo on a URL



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Setting the 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 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.


We recommend that you have your logo hosted on SuccessFactors servers to ensure a secure and consistent environment. For best results, we recommend your logo be prepared as follows: File format: Transparent GIF Dimensions: Pixels: 210 wide x 40 high Color mode: RGB



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Upload Company Logo To upload your company logo to be hosted on a SuccessFactors Server, go to Admin Tools > 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.

Administrator View: Admin Tools > Company Settings > Upload Company Logo

Point to a Logo on a URL Another method of configuring your company logo within 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 SuccessFactors, it must be posted on a Web server for access. To do this, go to Admin Tools > Company Settings > Company System and Logo Settings. Enter the URL of the Company Logo on the field provided and click Set Company Logo URL.


Using this method can cause warning messages to display for your users, as SuccessFactors is a secure website and your logo is posted on a site outside of that secure environment.



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Lesson Conclusion In this lesson, you learned how to set the company logo for your SuccessFactors system. You should now be able upload a company logo and point to a logo using a URL to set the company logo of your SuccessFactors instance.



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Lesson 2-4: Customizing Resources and Help & Tutorials In this lesson, you will learn how to customize the Resources and Help & Tutorials pages to assist employees in using SuccessFactors.

Lesson Objectives Customize the Resources page Customize Help & Tutorials



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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.

Administrator View: Company Info > Resources



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Exercise 2-7: Edit Resources Page In this exercise, you add information to the Resources page. 1. From the Main Menu, select Company Info. 2. Click Resources. 3. Click the cog at the top right of the Company Resources box. 4. Type “This page will house more information about our company.” 5. Click Done.



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Customize Help & Tutorials Online help is available to users by clicking the Help & Tutorials link within each page in SuccessFactors. You have the ability to enable/disable this link by module (or page) in the instance by navigating to the desired page, clicking Help & Tutorials > Disable it now.

Administrator View: Company Info > Help & Tutorials

As an administrator, you can edit the information that is available to your users in the Help & Tutorials section 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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Exercise 2-8: Disable Help and Tutorials In this exercise you will disable Help & Tutorials.

1.

From the Home menu, navigate to Performance.

2.

From the top navigation bar, select Help & Tutorials

3.

Click the Disable it now button.

4.

Help & Tutorials is now disabled.



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Lesson Conclusion In this lesson, you learned about configuring the Company Resources and Help & Tutorials pages, You should now be able to edit the Company Resources page, enable and disable Help & Tutorials, and edit Help & Tutorials content.



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Lesson 2-5: Show Me In this lesson you will learn how to enable the Show Me tool.

Lesson Objectives Enable the Show Me tool



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Show Me SuccessFactors Show Me video technology allows authors to create, record, and place contextually relevant how-to videos within their SuccessFactors system to improve user adoption and overall execution. As an administrator, you can use this tool to explain to end users how they can perform common tasks, like how to cascade goals or how to navigate their Employee Profile. Providing how-to videos to your end users can help reduce the amount of questions you and can improve your company's adoption of the products you've invested in. Users will see these help videos as Show Me actions on system pages.

Administrator View: Company Info > click Play button icon at top right of screen to record video

You must have the Show Me Author permission to create and post "Show Me" videos in the system. In Administrative Domains (Legacy Permissions), go to Admin Tools > Set User Permissions > Show Me Author Permission. In Role-based Permissions, go to Admin Tools > Set User Permissions > navigate to the Permission Role > click the Permission button > under Administrator Permissions > click Manage System Properties > check the Show Me Author checkbox > Done > Save Changes.



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Lesson Conclusion In this lesson, you learned about the Show Me tool. You should now be able to enable the Show Me tool in your SuccessFactors instance.



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Lesson 2-6: Action Search and Custom Navigations In this lesson you will learn how to utilize Action Search and Custom Navigations.

Lesson Objectives Utilize Action Search Configure Custom Navigations



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Action Search Action Search is a feature designed to facilitate navigation and enhance overall system usability. As an End User, you can use Action Search to find dozens of common actions directly in the search bar at the top of the page. You can use natural language to describe what you want to do, and then select from a list of suggested actions. As an administrator, you can use Action Search to access your Admin Tools as well. You can also: Create a search for relevant actions based on keywords and synonyms Admins can manage and configure their own action keywords and custom links

End User View: Home Page > Action Search



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Manage Action Search As an administrator, you can access Admin Tools > Company Settings > Manage Action Search to customize the ways in which users find actions from the search bar in the page header. You can enable or disable actions, add your own search terms or search labels, both for standard actions and your own custom actions.

Administrator View: Admin Tools > Company Settings > Manage Action Search

There are a number of pre-defind actions and paraphrases within SuccessFactors. If you would like for users to have additional key words or paraphrases to search by, you can add your own Custom Paraphrase within a specific Action. For example, as an administrator, you may refer to Role-Based Permissions as RBPs. In Action Search, you can add “RBP” as a searchable paraphrase from Action Search. To do this, click on the Action from the list on the left side of the page. Then click Add custom paraphrases option. Type in the new paraphrase under When the user searches for any of these… and the option you’d like to display in the search results under Display this paraphrase. Then click Save.



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Exercise 2-9: Action Search In this exercise you will add a custom paraphrase to an Action in Action Search.

1. From Admin Tools, click Company Settings. 2. Click Manage Action Search. 3. Scroll down the list of Actions on the left side of the screen, and click Manage Permission Roles. 4. Within Custom Paraphrases, click Add custom paraphrases. 5. Under When the user searches for any of these…, type RBP. 6. Under Display this paraphrase, type Manage Permission Roles. 7. Click Save. 8. You have now created a custom paraphrase.



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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, Employee 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 SuccessFactors, as they can now seamlessly provide quick access to other tools outside of SuccessFactors, therefore centralizing the workspace. Below is an example of a Custom Navigation configured to appear in the main Navigation Menu. In the first screen shot, we see the end user view, where the “Company Website“ appears in the menu.




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In this screenshot, we can see how the Custom Navigation was configured.

Administrator View: Admin Tools > Company Settings > Configure Custom Navigation

To configure Custom Navigations, navigate to Admin Tools > 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 actions, 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 settings. 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 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 one 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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Exercise 2-10: Configure Custom Navigations In this exercise you will configure a Custom Navigation.

1. From Admin Tools, click Company Settings. 2. Click Configure Custom Navigation. 3. In the Menu Item Label field, type “Company Website”. 4. In the ID field, type 1 (this should be a unique value; therefore, if your company already has a Custom Navigation with and ID of 1, please select a different number). 5. In the Link Type field, select External Link – New Browser. 6. In the URL field, type the URL of your company’s website. 7. In the Menu Location field, select Top Navigation. 8. In the Permission dropdown, select All. 9. Log out and back into the instance to see the Custom Navigation from the main Navigation Menu.



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Lesson Conclusion In this lesson, you learned about Action Search and Custom Navigations. You should now be able to utilize Action Search and configure Custom Navigations.



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Unit Conclusion In this unit, the following lessons were covered: Lesson 2-1: Customize Theme Lesson 2-2: Manage the V12 Home Page Lesson 2-3: Set Company Logo Lesson 2-4: Customize Resources and Help & Tutorials Lesson 2-5: Utilize Show Me Lesson 2-6: Utilize Action Search and Custom Navigations You should now be able to: Create and modify themes from the Theme Manager Set the default theme Set default Home Page view Create custom Home Page tiles Manage To-Do settings Upload your company logo Point to a logo on a URL Customize the Resources page Customize Help & Tutorials Enable the Show Me tool Configure Action Search and Custom Navigations



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Unit 3 Manage Company Settings This unit contains four lessons: Lesson 3-1: Manage Company System and Logo Settings Lesson 3-2: Enable v12 org chart Lesson 3-3: Password & Login Policy Settings Lesson 3-4: Customizing System Language

Unit Objectives Upon completion of this unit, you will be able to: Describe and update commonly used Company System and Logo Settings Enable v12 org chart Adjust Password and Login Policy Settings Replace text within system using Text Replacement Add and remove words, export and import from Company Dictionary Modify Legal Scan Library



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Lesson 3-1: Manage Company System Settings The goal of this lesson is to understand and manage common Company System Settings.

Lesson Objectives Describe and Define commonly used company system settings Update company system settings



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Company System and Logo Settings You can configure several features of 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.




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Changing company system settings can be incredibly simple. From Administration Tools, 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.



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Commonly Used Company System Settings Setting

Description

Integration with Outlook Calendar

This allows users to add reminders associated with goals and forms to their Outlook Calendar directly from SuccessFactors by clicking on an email icon.

Allow Manager Access to a Document’s Revision History

As forms are modified and moved through the workflow in SuccessFactors, an audit 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.

Everyone Can Access a Document's Revision History

As forms are modified and moved through the workflow in SuccessFactors, an audit 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 SuccessFactors to send formatted 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 allowed 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 Proxy Rights

If your company chooses to only let administrators make proxy assignments, this option should be selected. If you wish to allow users to assign their own proxies, leave this unchecked. That is, users will be able to assign their own proxies.

Configure Companywide 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 processes. That is, selecting this option prevents users from choosing whether or not they receive email notifications from SuccessFactors. If not checked, then each user has an option to turn notifications on or off.



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Exercise 3-1: Disable Outlook Integration To disable Outlook Calendar integration in the system settings: 1.

From Company Settings, click Company System and Logo Settings.

2.

In the list of settings, locate Outlook Calendar Integration.

3.

Uncheck the box, so it is without a checkmark.

4.

Click Save Company System Setting.

5.

Outlook Calendar Integration is now disabled.



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Lesson Conclusion In this lesson, you learned about commonly used Company System Settings. You should now be able to describe and change the most common company system settings.



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Lesson 3-2: V12 Org Chart In this lesson, you will learn how to enable the V12 Org Chart.

Lesson Objectives Enable V12 Org Chart



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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.

End User View: Company Info > Org Chart

After the V12 Org Chart is enabled using the Upgrade Center, you, as an administrator can configure Org Chart settings from Admin Tools > Company Settings > Org Chart Configuration. Here you can turn on V12 Org Chart and control basic org chart features, including whether photos are displayed.

Administrator View: Admin Tools > Company Settings > Org Chart Configuration



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Exercise 3-2: Enable V12 Org Chart In this exercise you will enable the V12 Org Chart. 1.

From Admin Tools, select Company Settings > Configure Org Chart.

2.

From the Basic Org Chart tab, check the “Use V12 Org Chart (also HTML5) checkbox.

3.

Click Save.

4.

The V12 Org Chart should now be enabled.



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Lesson Conclusion In this lesson, you learned about the V12 Org Chart. You should now be able to enable V12 Org Chart in Company Settings, and configure basic features for the Org Chart.



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Lesson 3-3: Password & Login Policy Settings As an administrator, you are responsible for setting policies for login and passwords within your organization. In this lesson you will learn how to manage these settings.

Objectives Adjust password policy settings Control the log in features and assistance available



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Adjust Password Policy Settings If your company does not utilize single sign-on (SSO), your users are required to enter their user name and password credentials each time they log in to SuccessFactors. SuccessFactors provides several options in determining password and login requirements for your employees. Password policies are typically set in conjunction with your company's IT policies to ensure requirements are met, and usually are not changed after implementation. Password policy settings do not apply to customers who use single sign-on (SSO). If your company currently uses SSO, please ignore this section. If you choose to implement SSO in the future, please discuss with a SuccessFactors Consultant. To access the Password Policy Settings page, click Company Settings and select Password & Login Policy Settings.

Administrator View: Admin Tools > Company Settings > Password & Login Policy Settings



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The settings on the Password Policy Settings page apply to all employees logging in to SuccessFactors. On this page, you can: Set minimum and maximum password length Password age Maximum of unsuccessful login attempts before being locked out (enter 0 to disable this option) Enable the Forget Password feature for users When you modify a password policy, all users may be required to change their passwords the next time they log in to ensure they meet the new requirements. This happens when the user’s current password does not meet the newly modified requirements. Use caution when changing settings.



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Password and Username Retrieval Administrators have the ability to allow users to reset passwords and retrieve usernames.

Administrator View: Admin Tools > Company Settings > Password & Login Policy Settings

From Admin Tools > Company Settings > Password & Login Policy Settings, you can:

Enable Forgot Password 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.

Manage Security Questions 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:



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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.

Administrator View: Admin Tools > Company Settings > Password & Login Policy Settings > Manage security questions

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



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Exercise 3-3: Modify Password Policy Settings In this exercise you will modify your company’s password settings.

1. From Company Settings, select Password Policy Settings 2.

In the Minimum Length field, type 6. Type 10 in the Maximum Length field.

3.

Set the Maximum Password Age to 60 days.

4.

Set the Maximum Successive Failed Login Attempts to 4.

5.

Check the box indicating that a Mixed Case is required for passwords.

6.

Click the button that allows users to retrieve passwords through email.

7.

Click Reset when finished. When establishing your organization's password policy, select Set Password Policy to save your settings.

8.

New password requirements are now saved and activated.

Use caution when making changes to Password & Login Policy settings. Any changes will affect all employees in the organization and can require users to change their passwords upon their next login.



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Lesson Conclusion In this lesson, you learned how to manage SuccessFactors Password and Login Policy Settings. You should now be able to adjust password policy settings and control other login features.



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Lesson 3-4: Customizing the System Language This goal of this section is to provide detailed information on the Text Replacement tool, Company Dictionary, and Legal Scan in SuccessFactors so that you can customize the system language to meet your organization’s needs.

Objectives Replace text within system Add, remove, export and import Company Dictionary Modify Legal Scan Library



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Replace Text within System Your company may have specific or preferred terms for some of the words to be used in SuccessFactors. For example, you may prefer to use the word “Return” instead of “Reject,” or “Associate” instead of “Employee.” These words display in areas such as the Home Page, Goal Plans and in the instructions for routing forms. You can replace these words with terms that are more familiar to your users or your company culture. Under the Company Processes & Cycles section, click Company Settings and select Text Replacement.

Administrator View: Admin Tools > Company Settings > Text Replacement

Notice the multiple versions of the same word. That is because the system must capture all possible versions (present tense, past tense, singular, plural, etc.) of the text in order to properly replace all instances of the text within the system. Make sure you enter the appropriate version of the text to be replaced in the Replace With Text field. Leave the text field blank to use the default text. When you are finished replacing text, click Save. If your company has multiple language packs enabled, you will see them listed on the left side of the screen. Click on the various languages to change text, if necessary.



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Exercise 3-4: Use Text Replacement In this exercise you will use Text Replacement to change the word “Employee” to “Associate.” 1.

From Company Settings, select Text Replacement.

2.

Locate the line for “Employee” and type the word “Associate” into the box to the right.

3.

Repeat for EACH version of the word – remember, all versions must be changed so that singular, plural, uppercase, lowercase and all version of the word will be correctly replaced in the instance.

4.

Click Save.

5.

Your instance should now reflect the text replacement.



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Add and Remove Words, Export and Import from the Company Dictionary The Company Dictionary allows you to add words that are specific to your company, such as your company name, names of your company's products, acronyms, and other specific terms. When you run the system spell check (if the spell check function is enabled) those terms will not be flagged as incorrect. You can add and/or remove words one at a time or in bulk using a text file.

Administrator View: Admin Tools > Company Settings > Company Dictionary

Under the Company Processes & Cycles section, click Company Settings and select Company Dictionary. 1. 2. 3. 4. 5.

From Company Settings, select Company Dictionary. Click Add or Remove a Word. Type in your company's name. Click Add. When you see the name populate in the textbox, click Done.

You can also add/remove words from your company dictionary in bulk. Download your Company Dictionary file, add, modify, or remove the necessary word, and then import the updated file.



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Exercise 3-5: Add a Word to the Company Dictionary In this exercise you will add the word “SuccessFactors” to the company dictionary. 1.

From Company Settings, select Company Dictionary.

2.

Ensure the Add or Remove a Word radio button is selected.

3.

Click Add.

4.

Type SuccessFactors.

5.

Click Done.

6.

The new word is now in the Company Dictionary.



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Exercise 3-6: Add a Word to the Company Dictionary using Download/Upload In this exercise you will add the word “SuccessFactors” to the company dictionary using Download/Upload. 1.

From Company Settings, select Company Dictionary.

2.

Click the Download Company Dictionary File radio button.

3.

Open the text file, and add your name on a new line in the file.

4.

Save the file.

5.

From Company Dictionary, now select the Import a word list (new words separated by lines) File radio button.

6.

Browse for and select the file you previously saved.

7.

Click Upload.

8.

The new word should now be added to the Company Dictionary.



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Legal Scan Library The Legal Scan tool accompanies the spell check and checks text for any potentially offensive language. Any questionable language will be flagged, not replaced.

Administrator View: Admin Tools > Company Settings > Legal Scan Library

You can modify the content with the Legal Scan function to check for risky text in a review form. You can access the library and add or modify it through the Company Settings tool. Add your text and save the form to be alerted when running the Legal Scan if a questionable word has been accidentally or intentionally typed. Navigate to Admin Tools > Company Settings > Legal Scan Library to make modifications. Search for a word, for example “old,” and click Search. Modify the Suggestions text and click Save entire form.



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Lesson Conclusion In this lesson you were introduced to Text Replacement, Company Dictionary and Legal Scan Library. You should now be able to customize system language using the Text Replacement, Company Dicitionary and Legal Scan Library tools of SuccessFactors.



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Unit Conclusion In this unit, you covered: Lesson 3-1: Manage Company System Settings Lesson 3-2: Enable V12 Org Chart Lesson 3-3: Password & Login Policy Settings Lesson 3-4: Customizing the System Language

You should now be able to: Change company system settings Describe and Define commonly used company system settings Enable the V12 Org Chart Adjust password policy settings Control the log in features and assistance available Replace text within system Add, remove, export and import Company Dictionary Modify Legal Scan Library



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Unit 4 Mobile Settings This unit contains one lesson: Lesson 4-1: Managing Mobile Settings

Unit Objectives Upon completion of this unit, you will be able to: Enable mobile features Configure mobile access permissions Deactivate mobile devices



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Lesson 4-1: Managing Mobile Settings This lesson provides detailed information on the using mobile devices to access SuccessFactors applications.

Lesson Objectives Manage Mobile Settings



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Mobile Options SuccessFactors currently supports the most popular mobile platforms in the market. As an administrator, you can enable or disable mobile settings for your organization's users. Mobile features can be accessed through the SuccessFactors HCM Mobile apps. Mobile administration is simplified and aggregated in the Mobile Administration Panel. In this panel you will see four main features that will help you deploy and manage Mobile for your company: Enable Mobile Features Manage Permission Roles Email Template Notifications Manage Mobile Users

Enable Mobile Settings

Administrator View: Admin Tools > Mobile > Mobile Settings > Enable Mobile Features tab

Mobile settings can be enabled by going to Admin Tools > Mobile > Mobile Settings, and then selecting the mobile features to be enabled. This functionality will help you easily select which modules will be made available to your mobile users. The features include having a mobile access code to access a mobile device and enabling mobile advertisements.



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Enable Mobile Feature has two distinct sections: Mobile Specific features: view and control all the basic mobile functionalities, such as Theming, on device support, PIN, etc.. Modules features: view all the SuccessFactors modules that are currently deployed in your instance and have mobile capabilities available. Checking the check box will turn ON the functionality for all authorized mobile users. Unchecking the check box will turn OFF the functionality for all authorized mobile users.

Mobile Features Feature

Description

Theming

As the admin, the header color and header logo of the iPad BizX Mobile app can be customized. The customized header will display for all End Users.

On Device Support

In the "About" section of the BizX Mobile app, End Users can contact support. As the admin, the contact options can be configured.

Mobile PIN | Passcode

End Users will be required to create a PIN I Passcode 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 documents.

Org Chart

End Users browse through the Org Chart, similar to the web counterpart.

Touchbase

End Users can create Touchbase topics to share privately with another person.

Modules SAP JAM

Enable social collaboration on the go.

Goals

Enable users to view and edit their goals and managers to access their team goals.

Learning

Users can access their learning plans and launch content while on- and offline.

Quick Guide

Enable users to access QuickGuide self-learning tool and contents.



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Metric Tiles

Display metric tiles for authorized end users. These may include tiles with Workforce Analytics metrics or charts from the SuccessFactors dashboard framework.

Presentations

End Users can create and view a real-time presentation on specific employees.

Select Mobile Access Permissions To specify which users can access their SuccessFactors account, navigate to Mobile > Manage Permission Roles, and then choose the permission role you would like to give access.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Click into a Permission Role > General User Permission

If you want to select specific group of users to have a controlled rollout strategy, then follow the steps above, but instead of "All Employees" you should select the targeted groups. You can also 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 to different group of users.



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Mobile Email Notification In order to simplify the mobile user activation process and raise awareness of the new mobile capabilities among your workforce, we have 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 that have been granted mobile access.

Administrator View: Admin Tools > Company Settings > Email Notification Templates Settings

When users receive the email, they will see two links. If the links in the email are clicked from their mobile device, the users will be able to: Download and install the SuccessFactors mobile application from the corresponding app store (automatic redirecting based on the mobile operative system detected) Activate the mobile application from the device (this process leverages the regular SuccessFactors web application login mechanism) Select "Email Notification Templates Settings" and turn on the Mobile Activation Notification. Select the link to modify the Mobile Activation Notification email template that is now displayed at the bottom of the page as desired.



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Activate Mobile Devices You can activate a user's mobile device by going to Options > 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.

End User View: Name Menu > Options > Mobile

Follow this one time process to sync your SuccessFactors Mobile app with your SuccessFactors HCM 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 Activation Code Log into your SuccessFactors account from your PC. Select the Option menu. Select Mobile. Enter the Activation Code.



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Manage Mobile Users Manage Mobile User displays all the users that have activated at least one mobile device. This list also shows how many devices have been activated per users. From this page, clicking on the "Export All Mobile Users" button will download in a CSV file the full list of mobile users and the number of devices activated each one of them has activated.

Administrator View: Admin Tools > Mobile > Mobile Settings > Manage Mobile Users tab

You can deactivate a user's mobile device by entering the user's first and last name, or username into the People Search field. Selecting the user's name will bring up a list of devices associated with that user, and the option to activate or deactivate that device. Select Send a New Mobile Activation Email at the bottom of the page to resend the mobile activation email for a specific user. This functionality is only available if you have turned ON the Mobile Notification feature.



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Exercise 4-1: Set Mobile Settings In this exercise, you will grant mobile access for your users to allow them to access SuccessFactors from their mobile devices.

1.

From Admin Tools, navigate to Mobile.

2.

Click Mobile Settings.

3.

Check the box for On Device Support.

4.

Click Save.

5.

You have now enabled a Mobile Setting.



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Lesson/Unit Conclusion In this unit, you learned about managing mobile devices and settings. You should now be able to: Enable mobile features Configure mobile access permissions Deactivate mobile devices



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Unit 5 Proxy This unit contains two lessons: Lesson 5-1: Using Proxy in SuccessFactors Lesson 5-2: Assigning and Removing Proxies

Unit Objectives Upon completion of this unit, you will be able to: Describe the function and benefits of Proxy in SuccessFactors Assign and Remove proxies using Proxy Management, Proxy Import, and Options



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Lesson 5-1: Using Proxy in SuccessFactors This lesson provides information on the use of proxy in SuccessFactors.

Lesson Objectives Describe the function and benefits of using proxy. Identify which areas of SuccessFactors an employee can have access to via proxy. Determine proxy considerations for the organization.



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Proxy Overview Within SuccessFactors, the proxy function allows one employee to act on behalf of another. For example, if an employee will be unavailable or absent when a form is due, a proxy can be assigned to complete the form on his/her behalf. Proxy is used heavily by administrators. During the testing phase for a new process cycle, using proxy allows you to view how configuration and changes will impact forms, users, and views by proxying to multiple user accounts, eliminating the need to log out and in each time. Proxy can be also be used to troubleshoot user issues; for example, if an employee contacts an administrator because he or she is unable to see a form, the administrator can proxy as that user to see exactly what the employee is seeing. Additionally, administrators can use proxy to complete actions on an employee’s behalf. This proxy is independent from the proxy within the SuccessFactors Learning Management System (LMS). For more information on the proxy in the LMS, please refer to the LMS training. The proxy is the employee acting on someone's behalf; the account holder is the employee on whose behalf the proxy is acting. For example, John will be on vacation and Sarah is assigned to act on his behalf. John is the account holder and Sarah is the proxy. One or more proxies can be assigned to a single account, and one employee can be assigned as a proxy for several accounts. As an administrator, you are likely the proxy for many account holders. The proxy can open, view, edit, and send any item to which he/she has permission as if he/she were that account holder.



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The proxy may have access to any of the following (the available options may vary depending on the modules your company uses): All Modules Total Goal Management o Private Objectives o Career Development Planning 360 Reports/Dashboards Organization Chart Employee Profile Employee Central V2 + Employee Profile Private Data for Proxy Account Holder Succession Management Planning Calibration Notes Performance Manager Forms Compensation Recruiting Performance Tab Company Resources Admin Tools Employee Scorecard Goals Tab Home Page Tab Directory Talent Search (standalone) Variable Pay Options Here are some considerations when using proxy: It is not possible to assign a proxy for a specific duration of time. The proxy remains assigned to an account until the administrator or the account holder m anually removes the proxy. If multiple proxies are assigned to an account, all proxies can edit data at the same time. The changes of the last proxy overwrite changes of all other proxies. Audit trails will clearly indicate that the action was taken by a proxy.



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Lesson Conclusion In this lesson, you learned about using proxy within SuccessFactors. You should now be able to describe proxy features and functionality, and list the considerations that should be taken into account when using proxy in SuccessFactors.



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Lesson 5-2: Assigning and Removing Proxies In this lesson you will learn how to assign and remove proxies in the following ways: As an administrator, you can assign and remove proxies for any account using Proxy Management or Proxy Import, and you can allow other employees to assign proxies through Company Settings. All employees, if allowed under Company Settings, may assign proxies for their own account only within Options.

Objectives Assign and remove proxies using Proxy Management. Assign and remove proxies using Proxy Import. Assign and remove proxies using Options.



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Proxy Management The Proxy Management page in Admin Tools allows the administrator to assign and remove proxies to individual users, search for existing proxy assignments and account holders, and enable Proxy Lookup and Advance Proxy Management.

Assign Proxy From Admin Tools, click Proxy Management. At the top of the page, type the username of the proxy in the first box, and the username of the account holder in the second box. If you do not know the username, click Find User to search for the individual. Click the appropriate checkboxes for the areas to which the proxy should have access. Click Save.

Administrator View: Admin Tools > Proxy Management

Remove Proxy To delete or remove a proxy, look up the existing proxy assignment by entering a username in the Look up Existing Assignments section of the Proxy Management page. If you do not know the username, you can click Find User… to look it up.



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Administrator View: Admin Tools > Proxy Management

You can look up existing proxy assignments by: Searching for a proxy and seeing all of the users for whom they have access. Searching for an account holder and seeing all of the users who have been assigned to them as proxies. Once the system has completed the search, you are given an option to delete the proxy.



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Exercise 5-1: Assign a Proxy In this exercise you will assign a proxy. 1.

From Manage Employees section of the Administration Tools page, click Proxy Management.

2.

Enter a user's name in the Who will act as the proxy (username) field.

3.

Enter a user's name in the What account holder will the proxy act on behalf of (username) field.

4.

Click All Modules in the Grant Proxy Rights section to give the user's access to all of the account holder's modules.

5.

Click Save.

6.

The proxy access has now been granted. You can test this now by logging in as the proxy and then proxying in as the account holder you have chosen.



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Exercise 5-2: Delete a Proxy In this exercise you will delete a proxy. 1.

To remove this proxy, enter the user’s name in the Account holder (username) field in the Look up Existing Assignments section.

2.

Click Search for Proxy.

3.

Click the box next to the user’s name.

4.

Click Delete.

5.

The proxy access should now be removed.



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Proxy Import In addition to setting and deleting proxies manually, you can upload a .csv file to import multiple proxy assignments and deletions. First, ensure that Proxy Import is enabled by clicking the Proxy Management link within the Manage Employees section of Administration Tools and checking the box for Enable Advanced Proxy Management (Proxy Now and Proxy Import).

Prior to executing this upload, you will need to be sure that your file includes the required fields for this process. You can download a blank .csv template to be sure this is done correctly by clicking Update User Information within AdminTools and clicking Proxy Import.

Administrator View: Admin Tools > Manage Users > Proxy Import



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Proxy Import File The proxy import file contains column headers for USERID, PROXYID, ALL, REMOVE_ALL, and individual module headers. USERID is the account holder. PROXYID is the proxy. You may assign multiple proxies to a single account holder by using the "I" (pipe symbol) between proxy USERIDs. ALL is used to assign proxy rights to all of the account holder's tools within SuccessFactors. REMOVE_ALL deletes a user's proxy rights for the specified account holder. Tool headers allow you to assign proxy access by tool.

Three things to remember when entering values on the import file: To grant proxy access to all tools, enter YES in the ALL column To grant proxy access to specific tools, enter YES on the specific tool column/s To remove proxy access, enter YES in the REMOVE_ALL column. Removing the “YES” on a column for a specific tool and re-importing the file will NOT remove the proxy access for that specific tool. All proxy access (REMOVE_ALL) for that user will need to be removed first before assigning specific tools only.



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

When the option is unchecked allowing users to assign their own proxies, an employee will access the page to assign and remove proxies by going to the Name Menu > Options > Proxy. From here, the employee can Assign Proxy to allow another employee to act on his/her behalf, or Become Proxy to act as a proxy for an employee to which he/she has been granted proxy access via Proxy Management, Proxy Import, or Assign Proxy in Options.

End User View: Name Menu > Options > Proxy



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When clicking Become Proxy, the employee will then see a drop-down menu of users he/she can proxy as.

End User View: Name Menu > Options > Proxy > Become Proxy



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Proxy Now If the checkbox within Proxy Management, “Enable Advanced Proxy Management (Proxy Now and Proxy Import” is checked, a user with proxy rights will also be able to access proxy via the Name Menu.

After clicking Proxy Now, type the name of the account holder and click OK.

You will then notice that the Name Menu display changes to indicate that the proxy is acting on behalf of the account holder.



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Lesson Conclusion In this lesson, you learned about how to add and remove proxy assignments. You should now be able to add and remove proxy assignments via Proxy Management, the Proxy Import File, and through Options.



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Unit Conclusion In this unit, you learned about the benefits and usage of proxy within SuccessFactors, and how to assign and remove proxies using Proxy Management, Proxy Import, and Options. You should now be able to: Describe the function and benefits of Proxy in SuccessFactors Assign and Remove proxies using Proxy Management, Proxy Import, and Options



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Unit 6 Role-Based Permissions This unit contains four lessons: Lesson 6-1: Role-based Permissions Overview Lesson 6-2: Manage Role-Based Permission Access Lesson 6-3: Basic Roles Lesson 6-4: Creating Permission Groups Lesson 6-5: Creating Permission Roles Lesson 6-6: Granting a Role to a Group

Unit Objectives Upon completion of this unit, you will be able to: Describe the purpose and functionality of Role-Based Permissions Assign role-based permission access to setup or manage role-based permissions Describe basic roles that exist within an organization Create a Permission Group Create a Permission Role Grant a Permission Role to a Permission Group



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Lesson 6-1: Role-Based Permissions Overview This goal of this lesson is to understand the concepts of the Role-Based Permission framework and how to create permission roles and groups to grant user permissions.

Lesson Objectives Describe the purpose and usage of Role-Based Permissions Identify the components and features of Role-Based Permissions



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Role-Based Permissions Role-Based Permission management allows for as many roles in the system as your company requires, while at the same time granting each role a different level of permission granularity. With the role-based permission framework, you can choose to grant control based on both the work an employee performs within SuccessFactors, as well as the population of employees they have permission to access. Depending on the setup within a permission group, automatic granting can occur so that new employees joining the organization will automatically inherit the permissions defined for a specific role. This increases administrative efficiency greatly by reducing the amount of time spent controlling user access to permissions.

Role-Based Security Concepts The role defines access to data and functionality, and is ultimately the set of permissions. For example, should the role be allowed to view dashboards? Once the role is defined, it is granted to a group of users represented by the left circle. Permission groups are used to define groups of employees who share specific attributes. Then, we restrict the granted users to perform the role on target users. For example, you may decide that managers (the left circle) can view dashboards (defined in the role) on their team (the right circle). While roles allow what is allowed, the groups define who is allowed to do it (granted users) and for whom (target users).

Role-Based Permission Features Administrator defined roles Automation of permissions assigned to users Definition of user access based on employee attributes, hierarchies and relationships, and exclusion rules Auditing of changes to security (who, what, when) Copy permission configuration between systems (for example, test and production)



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Exercise 6-1: Discussion Activity In this exercise you will discuss your company’s processes around permissions and system access. Think about the following questions when considering how your company will use Role-Based Permissions.

1. What features and areas of the system should ALL users have access to? 2. What information should managers (direct, matrix, and/or second) have access to for their direct reports? 3. What information should HR have access to for their constituents? 4. How many system administrators do you have, and what areas of the system are they responsible for? What target population should they be able to access? 5. What naming convention will you use when creating Permission Roles and Groups? 6. Does access vary by region or location? 7. Who will manage permission changes?



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Lesson Conclusion In this lesson you learned the basic concepts and features of Role-Based Permissions. You should now be able to describe the functionality and usage of Role-Based Permissions within SuccessFactors.



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Lesson 6-2: Manage Role-Based Permission Access This goal of this lesson is to grant access to Manage Role-Based Permission, giving an administrator the ability to allow other users to create and manage Role-Based Permissions.

Lesson Objectives Grant access to Manage Role-Based Permission Access



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Manage Role-Based Permission Access As an administrator, you may grant access to other administrators in managing the role-based permissions for your organization. This can be done using the Manage Role-Based Permissions Access in Admin Tools. Ultimately, this is the permission that allows a user access to create permission groups and roles. Very few people should have this permission.




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From the Manage Role-Based Permission Access page, click Add User to search for the user you want to add. Once you have selected the user, click Grant Permission. When you see the added user on the list, you have successfully granted access to the user to manage Role-Based Permissions.

Administrator View: Admin Tools > Set User Permissions > Manage Role-Based Permission Access > Add User

Configuration Process Now that the necessary permission to manage or setup role-based permissions have been granted, you can begin setting up the permission groups and roles.



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Exercise 6-2: Grant Manage Role-Based Permission Access In this exercise, you will grant Role-Based Permission Access to a user.

1. From Admin Tools, select Set User Permissions. 1. Select Set User Permissions. 2. Select Manage Role-Based Permission Access. 3. Click Add User. 4. Search for and select the user for whom you’d like to grant access to manage RoleBased Permissions.

5. Click Grant Permission. 6. Click Done. 7. The user should now have access to create permission groups and roles. Please note that this permission can take some time to kick in; you may need to wait several minutes and log out and back into the system to see the new options.



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Lesson Conclusion In this lesson you learned how to grant access to Manage Role-Based Permissions. You should now be able to grant access to a user to manage and maintain Role-Based Permissions in SuccessFactors.



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Lesson 6-3: Basic Roles This goal of this lesson is to describe some of the basic roles that exist within an organization, prior to having the need to create permission groups.

Lesson Objectives Describe basic roles within SuccessFactors



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Basic Roles within SuccessFactors Some roles, in general, exist within most companies and are already defined within the system by pointing to user relationships between other users. For example, Managers and HR Managers – this information is brought into SuccessFactors via the User Data File. These roles tend to have similar permissions, and they do not require specific groups to be created because of the relationships they represent. Therefore, it is possible to create these roles before you have created any groups. Additionally, the option to select All Employees within a permission role prevents us from having to create a group that contains all system users. There are five relationships that can be specified through employee fields and therefore can be created as permission roles without having to first create a permission group to grant the role to. The five relationships are: Manager to Direct Report Second Manager to Direct Report HR Manager to HR Report/Constituent Matrix Manager to Matrix Report Custom Manager to Custom Report In larger or more complex organizations, however, some roles may be split up in more specific roles. For example, there is not a single manager role, but one manager role for each region because in each region they are allowed to see different data.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Grant this role to… > Add



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Lesson 6-4: Creating Permission Groups This goal of this lesson is to describe the functionality of Permission Groups and create a Permission Group.

Lesson Objectives Describe the purpose and functionality of Permission Groups Create a Permission Group



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Create Permission Groups When access to features and/or modules cannot be met by the basic system roles, Permission Groups must be created. A Permission Group is a group of users who should have the same set of permissions. Permission Groups can be created, edited, copied, and deleted (do so with extreme caution). In Admin Tools, navigate to Set User Permissions > Manage Permission Groups.

Administrator View: Admin Tools > Set User Permissions



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In the Manage Permission Groups page, click Create New to create a new permission group.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Groups

Define the Permission Group Multiple criteria can be selected with creating the Permission Group by selecting “People Pools.” Criteria can include Location, Job Code, Department, or any other field your company brings into SuccessFactors in the User Data File. This will vary greatly by each organization and its requirements for user permissions.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Groups > Create New



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Permission Group Criteria Group Name (name the granted group and/or the target group). Choose Group Members to include the necessary population. Pick a category (employee field of information) under People Pool for each employee field you want to use to properly filter the users you want to be included in the group, or select individual users to belong to the group by searching for an employee by username.

It is best to Add Another Category for each employee field of information you would like to use to define or filter the users for the group.

Exclude people from the group if certain members within the defined population above should be excluded. This provides more flexibility to easily define the users for the group especially for complex organizational structures. Active Group Membership count – top right (note: this is a dynamic total). Click the update button for every change you make within the group to refresh the number of individuals who belong to the group. Lock the group if you want to prevent the group from being updated automatically when new employees match the selection criteria.



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Below is an example of a created permission group (named HR Group). Notice that the first People Pool includes everyone in the Talent Management department. The Administrator (admin) does not belong to the Talent Management department, so another People Pool was added for username to include the admin. Last, those employees with a Job Title that contains “Recruiting” should not be part of the permission group, so this was added to the “Exclude these people from the group” section. After adding the criteria, click Update from the top right under “Active Group Membership” to view the number of employees who belong to the group. Click the number to view a list of names of the members.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Groups > Create New



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Exercise 6-3: Create a Permission Group In this exercise you will create a new permission group.

1.

From Admin Tools, select Set User Permissions.

2.

Select Manage Permission Groups.

3.

Click Create New.

4.

Enter a new Group Name on the field provided.

5.

In Choose Group Members, select a category under People Pool.

6.

From the dropdown menu, select a category.

7.

Click Done.

8.

You have successfully created a new permission group.



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Static Permission Groups There may be scenarios in your organization where a group cannot be defined by a common factor, such as Job Code, Department, or Location. Previously, these groups were created by selecting the Username field and adding the users one by one. This could be very time consuming if the group contained many users. Alternatively, a group may share a common factor when created, but members should not dynamically move out of the group if user information changes. Static permission groups store a static list of users instead of a list based on dynamic criteria; therefore, changes in user information do not refresh group members. The import file uses users’ unique UserID as the identifier, so in the event of a change in user information (including Username), the list of individuals remains static. Currently you can do the following with static permission groups within Manage Permission Groups: View static permission groups and group members Import static permission groups via CSV file (this is a full replacement import) Click the Import Static Groups button to create or modify static groups by uploading a static group data file.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Groups

Click Download a blank CSV template to download the blank CSV template for the correct file format, and open the file.



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The template has two column headers: GROUPNAME and USERID.

Add the static group name in GROUPNAME column and user IDs of users that belong to the static group to the USERID column. Save the file.

Select the file with the data by clicking the Browse… button. Click the Validate File button to validate file format, file size, etc. If the validation is successful, you will see a message at the top: The validation of import file is successful.



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Browse for and select the file again. Then click the Upload button to import the static permission groups. You will see a message at the top: Static Group Import Job Successfully submitted! The import will run as a background job.

After importing complete, you will receive an email notification with success or error messages. A successfully created group is then displayed in the group list upon refreshing.



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Exercise 6-4: Create a Static Permission Group In this exercise you will create a static permission group.

1.


2.

Select Manage Permission Groups.

3.

Click Import Static Groups.

4.

Click Download a blank CSV template to download the blank CSV template for the correct file format, and open the file.

5.

In the cell below GROUPNAME, type “Succession Planners.”

6.

In the cell below USERID, type the UserID of several users in the system.

7.

Save the file.

8.

Select the file with the data by clicking the Browse… button. Click the Validate File button to validate file format, file size, etc. If the validation is successful, you will see a message at the top: The validation of import file is successful.

9.

Browse for and select the file again. Then click the Upload button to import the static permission groups. You will see a message at the top: Static Group Import Job Successfully submitted!

10.

You have now imported a Static Permission Group. Refresh the page and/or log out and back in to see the group.



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Lesson Conclusion In this lesson you learned the functionality of Permission Groups and how to create Permission Groups. You should now be able to describe the usage of a Permission Group and create a Permission Group



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Lesson 6-5: Creating Permission Roles This goal of this lesson is to describe the functionality of Permission Roles and to create a Permission Role.

Lesson Objectives Describe the functionality and usage of Permission Roles Create a Permission Role



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Create Permission Roles The next step in configuring the role-based permissions is to create permission roles. The role defines the permissions to be granted to a group. Roles can be created, edited, copied, and deleted (do so with extreme caution). You can also view a change history on these roles, which will show any edits to the role by user along with the dates of modification. In Admin Tools, navigate to Set User Permissions > Manage Permission Roles.


You will be taken to the Permission Role List.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles



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Permission Role Detail Within the Permission Role, enter a name for the new permission role in the Role Name field. In many cases, it makes sense for the Group and Role to have the same name. Be sure to use a consistent naming convention when creating these, so as to avoid confusion.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New



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Open the permission options by clicking the Permission… button. Here you will select the different permissions for each role by simply checking the checkboxes for each. You will notice that the permissions are grouped together by process or module on the left-hand side. Some permissions will have more details to filter them further. Click Done when you are finished selecting all of the permissions for the role.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Permission

You will see a summary of the permissions:

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Permission Role Detail



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Exercise 6-5: Create a Permission Role In this exercise you will create a permission role for the permission group you created in Exercise 6-3.

1.


2.

Select Manage Permission Roles.

3.

Click Create New.

4.

Enter a new Role Name on the field provided. You can also enter a description for this role.

5.

Click Permission.

6.

Click General User Permission and check the box beside Select All to select all permissions.

7.

Click Done.

8.

You have now created a Permission Role. Do not click Done, as in the next exercise you will grant this Permission Role to a Permission Group.



183

Lesson Conclusion In this lesson you learned the functionality of Permission Roles and how to create Permission Roles. You should now be able to describe the usage of a Permission Role and create a Permission Role.



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Lesson 6-6: Granting the Role to the Group This goal of this lesson is to describe how Permission Roles are granted to Permission groups, and to grant a Permission Role to a Permission Group.

Lesson Objectives Describe how Permission Roles are granted to Permission Groups Grant a Permission Role to a Permission Group



185

Grant a Permission Role Within the Permission Role is the final step: grant the role to a group. At the bottom of the screen, click the button Add… below item “3. Grant this role to…”. You will be asked to select the permission group to which you would like to assign the role.

Two ways of selecting the Permission Group: 1. Selecting from the list of system roles. Remember, these roles exist within the system based on user relationships and will be shown only if they are used in your organization (this will depend on the different processes or modules enabled in your company’s SuccessFactors System).

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Grant this role to…



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2. Selecting the permission group you created by clicking the Select… button.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Grant this role to… > Permission Group

You will then be presented with a list of the permission groups created in your company’s instance. Click on the checkbox for the group you would like to grant the role to. You will see the group names appear on the Selected Items. Click Done when you are finished selecting the group(s) you would like to assign the Permission Role to. The small window that gives you the list of Permission Groups has a page scroll tool on the top. You may need to scroll through the pages to look for the group you wish to select or search for the group.



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You should now see the details back on the Permission Role Detail page.

Administrator View: Admin Tools > Set User Permissions > Manage Permission Roles > Create New > Scroll to bottom to view/edit granting

Click Save Changes to finish creating a permission role with a group associated to it. Follow these steps for each permission group you would like to create.



188

Exercise 6-6: Grant the Permission Role to a Permission Group In this exercise you will grant the Permission Role to the Permission Group you created previously.

1.

Continue from Exercise 6-5 (still within the Permission Role you created).

2.

At the bottom of the screen under 3. Grant this role to…, click Add.

3.

Click Select… under Grant role to.

4.

Select the group you created (example: Managers) from exercise 26 by ticking box beside it. After selecting it, you should see it under Selected Items. You can also use the search box if there are a lot of permission groups on the instance.

5.

Click Done.

6.

Click Done on the next window too.

7.

Click Save Changes.

8.

You have now successfully associated the new Permission Group and new Permission Role that you created.



189

Lesson Conclusion In this lesson you learned how to grant a Permission Role to a Permission Group. You should now be able to describe the process of granting a Permission Role to a Permission Group, and be able to grant a Permission Role to a Permission Group.



190

Unit Conclusion In this unit, you covered the following lessons: Lesson 6-1: Role-based Permissions Overview Lesson 6-2: Manage Role-Based Permission Access Lesson 6-3: Basic Roles Lesson 6-4: Creating Permission Groups Lesson 6-5: Creating Permission Roles Lesson 6-6: Granting a Role to a Group You should now be able to: Assign role-based permission access to setup or manage role-based permissions Create permission groups Create permission roles Grant or assign roles to groups



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In this course, you completed the following units: Unit 1: Administration Basics Unit 2: Customization Unit 3: Manage Company Settings Unit 4: Manage Mobile Settings Unit 5: Proxy Unit 6: Role-Based Permissions You should now be able to: Identify the responsibilities of a typical SuccessFactors system administrator Access and navigate through SuccessFactors Communicate with users via email notifications and change notification settings Troubleshoot user login and user account issues Modify the look and feel of your SuccessFactors instance using Manage Themes Manage the V12 Home Page and To-Do Settings Set the Company Logo Customize the Resources page and Help & Tutorials Enable Show Me Utilize Action Search and Custom Navigations Enable and disable Company System Settings to meet the needs of your organization Enable V12 Org Chart Adjust your company Password and Login Policy Settings Tailor system text to meet your company terminology standards, including Text Replacement, Company Dictionary, and Legal Scan Library Enable and disable Mobile options Manage and utilize proxy Set up Role-Based Permissions



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Appendix A Legacy Permissions Appendix A contains four lessons: Lesson A-1: Types of Permissions Lesson A-2: Default User Group and Permissions Lesson A-3: Administrative Privileges Lesson A-4: Run Security Permissions Reports

Objectives Upon completion of this unit, you will be able to: Identify types of permissions Enable/disable Default User Permissions Set Administrative Privileges Modify Administrative Domain Privileges (target population) Run Security Permission Reports



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Lesson A-1: Types of Permissions This goal of this section is to describe the types of permissions within SuccessFactors when using Legacy Permissions.

Objectives Identify back-end permissions that cannot be configured administratively Describe the kinds of permissions that an administrator can set and commonly used permissions Identify the difference between individual and default user permissions



194

User Permissions As a system administrator, you can manage security within your SuccessFactors system using legacy (standard) permissions, also known as Administrative Domains. Permissions controlled by back-end configuration (and therefore cannot be controlled administratively) include, but are not limited to: Form section visibility Visibility of public versus private goals Visibility to specific employee information Permissions that are controlled administratively include, but are not limited to: Module access Administrative privileges As an administrator, you are responsible for setting user permissions. To do so, navigate to Admin Tools and select Set User Permissions. Some tool-specific permissions are found within their tool link in Administration Tools (under Company Processes and Cycles) and not under Set User Permissions.


The list of options in Set User Permission greatly depends on all the features/modules turned on in the SuccessFactors system. The more features/modules turned on in the system, the more types of permissions can be set for users.



195

Examples of common permissions: Feature

Description

Dashboard / List View / Spotlight View / Report Access

Assigns permission to the Dashboards, List View Reports, Spotlight View Reports, Classic Reports, Adhoc Reports and the Online Report Designer (ORD).

Employee Profile Access

Provides access to the Employee “Live Profile”.

Form Creation Permission

Provides the ability to create forms based on the form templates created on the system.

Spreadsheet Report Permission

Grants permission to access Spreadsheet Reports.

Note Creation Permission

Provides access to create notes and use the note tool of the system.

Permissions that are controlled administratively may be managed using default user permissions or individual permissions: Default user permissions are permissions that are set for the entire organization, allowing each user to have visibility and access to the same features. Individual permissions can be granted for certain individuals or groups, giving them access to different features than the remainder of the company. Any permission granted in addition to Default User Permissions is considered an individual permission. This simply means that a user has access to the main areas of the system that all employees have access to, as well as additional permissions to access other parts of the system that the basic end user cannot access.



196

Exercise A-1: Allow users (example: managers) to create forms based on the templates configured on the system To grant users form creation permission:

1.

Log in to SuccessFactors as an administrator.

2.

Select Admin Tools from the Name Menu or Main Navigation drop-down.

3.

Locate the Manage Employees section.

4.

Select Set User Permissions.

5.

Select Form Creation Permission.

6.

Click the option for Manage form create permission security through individual users.

7.

Select the form template you want the user to be able to a create forms from in the Choose a Form field.

8.

Search for the user (example: a manager) using any of the fields on With section.

9.

Click Search.

10. Tick the box next to the user then click Grant Create Permission. 11. You have now successfully granted the user the ability to create a form using the template chosen and he/she can also assign that form to himself or to others (example: direct reports)



197

Lesson Conclusion In this lesson, you learned about the different types of permissions used with SuccessFactors when your company uses Legacy Permissions (Administrative Domains). You should now be able to: Understand the back-end permissions that cannot be configured administratively Describe the kinds of permissions that an administrator can set and commonly used permissions Identify the difference between individual and default user permissions



198

Lesson A-2: Default User Group and Permissions This goal of this lesson is to learn how to set user permissions at the default level.

Lesson Objectives Describe the purpose of Default User Permissions Set Default User Permissions



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Default User Permissions All current and future SuccessFactors users with active accounts are members of the Default User Group. The Default User Group is a group to which every active user must belong to be able to log in to SuccessFactors. All system users automatically belong to this group when their information is brought into SuccessFactors. The ability to log in and view the Home Page is automatically granted as a default user permission. If users should have additional access, for example, to a certain tool like Employee Profile, you must grant additional default user permissions. The default permissions you grant affect all current and future employees, so make sure to grant only those features that all employees in the organization should access. To see the default user permissions options, click Set User Permissions and select Default User Permissions.


Default User Permissions are set during configuration and are not likely to need any modification once live.



200

Administrator View: Admin Tools > Set User Permissions > Default User Permissions

On the Default User Permission Setting page, you will notice that most checkboxes are not checked. It is important to remember: Anything turned on/off here is turned on/off for everyone Anything set here overrides individual settings The Default User Permission Setting page contains both user and administrative permissions. Be very careful when making your selections so as not to inadvertently give any type of administration access to your entire user population.



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Some typical default user permissions include permission to: Create notes View Goal Plans Access the Employee Profile Run reports To revoke a permission you granted as a default user permission, you must revoke it from the Default User Permissions Setting page; you are not able to revoke this permission from other Admin Tools pages. After you make all your changes to the Default User Permission Setting, you must scroll to the bottom of the page and click Save Settings.



202

Exercise A-2: Allow all users to create Notes To turn on the Default User Permission to allow all employees to create notes:

1.


2.


3.


4.


5.

Select Default User Permissions.

6.

Locate and select Note Permission > Permission to Create Notes.

7.

Scroll to the bottom.

8.

Click Save Settings.

9.

All users should now have the ability to create notes on the system.



203

Lesson Conclusion In this lesson, you learned about Default User Permissions. You should now be able to: Describe the purpose and functionality of Default User Permissions Set Default User Permissions



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Lesson A-3: Administrative Privileges This goal of this lesson is to understand the purpose of Administrative Privileges, and grant these privileges to users who should act as administrators as well as define the target population via Administrative Domains.

Lesson Objectives Describe the purpose and usage of Administrative Privileges Grant access to Administrative Privileges Describe the purpose and usage of Administrative Domains Grant access to target users via Administrative Domains.



205

Administrative Privileges Administrative Privileges are typically granted to system administrators, HR personnel, recruiters, succession planners, and compensation planners, as they allow administrative access to different modules and functionalities within the system. Administrative privileges are divided into groups of functional tasks. Each permission group (Manage Users, Manage Security, etc.) comprises individual administrative permissions. You can grant all privileges from the group (full administrative privileges) or expand the group and select individual permissions from each group (partial administrative privileges) to assign. For example, if your company has remote offices you can allow regional, on-site helpdesk employees reset employee passwords. You can grant administrative privileges to a single user, or to a list of users at the same time. The checkbox beside the name of the user you are granting admin privileges to must be checked, even when assigning admin privileges to a single user.

Administrator View: Admin Tools > Set User Permissions > Administrative Privileges



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Full Administrative Privileges To grant full administrator privileges, select all of the permissions in all functional groups.


It is recommended that you strictly limit the number of administrators with full permissions; however, having at least two administrators with full administrative permissions ensures you always have a backup administrator.



207

Exercise A-3: Set Full Admin Privileges In this exercise, you will set full administrative privileges for a user.

1.


2.


3.


4.

Select Administrative Privileges.

5.

Enter the person's username in the username field.

6.

Select the user from the list (if there are a few users listed).

7.

Place a check in the box next to the user's name.

8.

Place a check in every functional group checkbox.

9.

Select the checkbox for Reset User Passwords, Reset User Account and Change User Information.

10. The individual will now be able to access all administrative tools.



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Partial Administrative Privileges To grant partial administrative privileges, select only one functional group, or a subset of individual permissions from several functional groups. For example, if you have one user who is an administrator that has the ability to manage the competencies and skills used in the system but you want to limit what he/she can access, you can provide partial administrative privileges by simply clicking Managing Competencies and Skills then selecting which tool access you want to provide.


Employees with administrative privileges will have the Admin Tools option in the main navigation menu as well as the Name drop-down menu; however, the Admin Tools page shows links only to the administrative features for which the employee has permission to use.

End User View: Main Menu and Name Menu Drop-Downs



209

Exercise A-4: Set Partial Admin Privileges In this exercise, you will set partial administrative privileges for a user.

1. Log in to SuccessFactors as an administrator. 2.


3.


4.


5.

Select Administrative Privileges.

6.

Enter the person's username in the username field.

7.

Select the user from the list (if there are a few users listed).

8.

Place a check in the box next to the user's name.

9.

Click the Manage User link.

10. Select the checkbox for Reset User Passwords, Reset User Account and Change User Information. 11. The individual will now be able to reset user passwords, reset user accounts and change user information.



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Modify Administrative Domain Privileges (Target Population) Administrative Domain Privilege is used to restrict the target population to which an administrator can perform administrative tasks. For example, a partial administrator who can only reset passwords using the administrative privileges discussed previously, but the scope of users for whom the administrator can reset passwords should be restricted to a certain location. This can be accomplished using Administrative Domains. The domain can be defined by division, department, and location, or other custom filters that your company has defined during configuration. Administrative Domain privilege is available to administrators with access to the appropriate manage security link. Typically, this is limited to your full administrators only. As a full administrator, you can go to Set User Permissions > Administrative Domain Privileges to modify the domain of each administrator.

Administrator View: Admin Tools > Set User Permissions > Administrative Domain Privileges

Remember to tick the box beside the name of the user as that may not always be checked even if you searched for only one user. No changes on the administrative domain privileges will be saved if the tick box beside the username is not checked.



211

Exercise A-5: Set Administrative Domain Privileges In this exercise, you will grant administrative domain access to a user.

8. From Admin Tools, select Set User Permissions. 9. Select Administrative Domain Privileges. 10. Enter the person's username in the username field. 11. Select the user from the list (if there are a few users listed). 12. Place a check in the box next to the user's name. 13. Place a check in the box under the Administrative Domain column. 14. Select a specific Division, Department or Location and check the Other checkbox. 15. Place a check in the box for the appropriate Division, Department or Location. 16. Click Save Definition for Selected Users button. 17. The user should now have access to the group of users belonging to the Division, Department or Location you selected.



212

Lesson Conclusion In this lesson you learned the purpose of Administrative Privileges, and how to grant those privileges to users who should act as administrators, as well as define the target population via Administrative Domains. You should now be able to: Describe the purpose and usage of Administrative Privileges Grant access to Administrative Privileges Describe the purpose and usage of Administrative Domains Grant access to target users via Administrative Domains.



213

Lesson A-4: Run Security Permission Reports This goal of this lesson is to run a Security Permission Reports to determine the set of permissions a user possesses.

Lesson Objectives Run Security Permission Reports



214

Security Permission Reports As an administrator, you can run a Security Permission Report to view who has been given proxy management permissions and view the permissions a specific user has been granted. 1. Navigate to Admin Tools and click Set User Permissions. 2. Click the Security Permission Reports link. 3. The Permission Reports page opens. Click the checkbox next to the permission you would like to generate a report for (Example: Proxy Management). 4. Click Submit. 5. The system schedules when the report will be run. You will receive an email when the report is ready for download. 6. To check the status of the report and retrieve results, select Analytics from the drop-down menu at the top left of the page. 7. Click the Reporting link. 8. Click Scheduled Reports on the left menu bar. 9. The report will be listed with its status. Once the report is ready for download, click the file link to view the results or click the zipped link to download the zipped file to your computer.

Administrator View: Admin Tools > Set User Permissions > Security Permission Reports



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Exercise A-6: Run a Security Permission Report In this exercise, you will run a Security Permission Report.

1. From Admin Tools, select Set User Permissions. 2. Select Security Permission Reports. 3. Check the box for Proxy Management. 4. Click Submit. 5. Navigate to Analytics from the main Navigation Menu (note: this may be called Reports in your instance).

6. Click the Reports tab (note: this may be called Analytics in your instance). 7. On the left side of the screen, click Scheduled Reports. 8. The report will be listed here with its status. When it is complete, click the file link to open the report.

9. You have now completed the exercise.



216

Lesson Conclusion In this lesson you learned how to run Security Permission Reports. You should now be able to run Security Permission Reports.

Appendix Conclusion Appendix A covered: Lesson A-1: Types of Permissions Lesson A-2: Default User Group and Permissions Lesson A-3: Administrative Privileges Lesson A-4: Run Security Permission Reports You should now be able to: Identify types of permissions Enable/disable Default User Permissions Set Administrative Priviliges Modify Administrative Domain Priviliges (target population) Run Security Permission Reports


1.Foundations Admin Guide 1505

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