A user refers to any individual for whom a user entity has been created in the system. This includes employees, contractors, and other personnel. The user entity is essential for tracking learning history and enrolling in courses.
In the SAP SuccessFactors Learning system, all employees typically have a single user role due to the User Connector-SF. However, if different access levels to Learning menus are needed, multiple user roles can be created and assigned to users. It's important to note that each user can only have one user role at a time.
To streamline the process of assigning user roles, you can use an Assignment Profile. For instance, all users classified as Contractor can automatically receive the Contractor user role.
Default User Roles
The system includes two default user roles: DEFAULT USER and LEARNING_USER. These roles come with preconfigured permissions. However, it is advisable for customers to create custom user roles instead of relying on these defaults. By doing so, customers can control which new features to enable with each update, rather than automatically opting into new functionalities.
Best Practices for Role Customization
The default user role includes all possible permissions, making it a best practice to copy it to create a customized user role. Once the role is copied, the administrator can remove any permissions that are not needed for users. For example, if a customer does not utilize features like Commerce, user-generated content, or peer-to-peer recommendations, those permissions can be easily removed from the custom user role. On the other hand, if a customer wishes to enable specific functionalities for certain users—such as Personalized Recommendations, Training Planner, or Gamification—then the corresponding permissions must be added to the user role for those individuals.
Note
Note: It’s important to note that, unlike Administrator roles, User roles cannot have Security Domain Groups applied to their permissions.
To integrate user data from SAP SuccessFactors HCM into SAP SuccessFactors Learning, follow these steps:
- Ensure user data is already present in SAP SuccessFactors HCM.
- Assign the necessary permissions in HCM to ensure users can access the Learning module.
- Run and execute the User Connector SF Process. This process will transfer the user data from the SAP SuccessFactors HCM application to the SAP SuccessFactors Learning system.
As a result of this process, user entities will be created in the SAP SuccessFactors Learning system. These users will then gain access to the Learning module based on the permissions set in the HCM application. Users can easily access the Learning module from a dropdown menu.
User Role Assignment
There are multiple ways of assigning a role to the user entity:
- User entity: This is a manual method of assigning or changing a User Role from the user entity. (Choose a role from the Role dropdown on the User Details tab).
- Connector: When importing users into the SAP SuccessFactors Learning system through the Connector job, it is possible to assign a Role ID to user entities. If the Role ID is invalid or there is no role assigned to user, then the connector defaults to the value in the configuration file (System Administration→Configuration→System Configuration→CONNECTORS→sfuser.connector.defaultValue.studentRoleID).
- Import Tool: When importing users through Import tool, the Role field is required. Therefore, it is not possible to import the users without specifying the Role ID.
- Assignment Profile: This is an automated method of assigning a Role to users. Assignment Profiles allows us to create dynamic groups of users based on their HR attributes and assign them a specific User Role.
User Role with Manager Permissions
A user’s primary manager is identified in the Primary Manager field within the user entity. This process of assigning the primary manager can be done either manually by an administrator (User Entity→User Details→Primary Manager) or by the connectors.
Unlike administrators, users, and instructors, there are no separate roles specifically for managers. Once a user is selected as a primary manager, the SAP SuccessFactors Learning system automatically grants them the Manager permissions found in the My Team section of the user’s User Role. The My Team section contains the permissions for the actions the primary manager can perform.
User Proxy Role
The User Proxy Role defines the permissions that a manager can assign to a delegate. When a manager selects a user to act as their delegate, they can choose to either:
- Assign Specific Permissions: The manager can specify exactly which permissions the delegate will have.
- Use Predefined Permissions: Alternatively, the manager can opt for a standard set of permissions that are already established within the User Proxy Role. This allows managers flexibility in how they empower their delegates.
