Exploring Item Entity Tabs

Objective

After completing this lesson, you will be able to explain the different tabs in the item entity.

Item Entity Header and Actions

After you save an item, it gets created, and you will be taken to a tab that corresponds to its classification. The entity header displays important information about the item, including its title, key, status, and classification. Most details in the header cannot be edited directly; however, you can change them during the revision process.

You can initiate the revision process from the Actions menu. As an Administrator, you also have several additional options:

  • Create a cover page
  • Send an email notification
  • Copy the item
  • Delete the item
  • Clear online settings
The Actions menu drop-down is expanded.

Item Entity Tabs

The Item Entity tabs are located at the top of the screen in the tabs area. These tabs contain additional information about the item. The tabs allow the administrator to navigate, access, and edit relevant data. To access a specific tab, simply select it from the list of tabs.

The most commonly used tabs include:

  • Item details

  • Email notifications

  • Online content

  • Prerequisites

  • Substituted

  • Agenda item

Refer to the implementation guide for information on other item entity tabs.

The location of item entity tabs is highlighted at the top of the screen.

Item Details Tab

The Item Details tab contains several sections where updates can be made. The following images describe nine important sections within the Item Details tab.

  1. Course Overview Section: Key detailed information can be entered in this section. This includes course title, course duration, credit hours, thumbnail image, course description, contact email address associated with the item.The Item Details tab is opened and in the workspace area, the Course Overview Section is highlighted.
  2. Access Settings: This section is where the item’s security domain is defined and where the status of the item is set to active or inactive.
  3. Registration Settings: Course registration by user or manager is set up in this section. Add course minimum and maximum enrollment capacity numbers here and set users’ waitlist.Item details tab is opened and in the workspace area, the Access Settings and Registration Settings areas are highlighted.
  4. Online Settings: Administrators may opt to allow unregistered users access to online content associated with an item.
  5. Approval Process and Withdraw Approval Process: Predefined approval and withdrawal processes can be associated with the item entity. This prevents a user from registering or withdrawing from a learning event until the chain of approvers have approved.
  6. Course Ratings: Users may also be allowed to rate. If the item has been revised, you may choose to include or exclude ratings from previous revisions.The Item Details tab is opened and in the workspace area, the Online Settings, Approval Process, and Course Ratings areas are highlighted.
  7. Assignments: Assignment information can be added to items. Period-based settings can be established to determine when the item is due if it’s part of a curriculum. These settings cascade into future curriculum entities.
  8. Completion: In the completion section, an e-signature can be required for completion. Users or managers can move completed items to the learning history. Specific certificates of completion can be associated with the item. The Item Details tab is opened and in the workspace area, the Assignments and Completion areas are highlighted.
  9. Course Preparation: This section allows administrators to add User and Instructor material notes and course preparation time and associated lesson information. The Item Details tab is opened and in the workspace area, the Course Preparation area is highlighted.

Email Notifications Tab

The Email Notifications tab allows administrators to manage and customize email notifications related to various learning activities. The notifications help to streamline communication and keep users informed about their learning progress and important events.

The Email Notifications tab is highlighted, and the Email Notifications page is opened.

Online Content Tab

The Online Content tab is essential in configuring learner access to asynchronous learning materials and resources. Asynchronous learning could include access to tutorials, videos, exams, and online documentation.

The Online Content tab is highlighted to show its location on the tab bar. The Online Content screen is open.

Prerequisites Tab

The Prerequisites tab allows administrators to define and manage the prerequisites for specific courses or learning activities. This tab provides a user-friendly interface where administrators can specify the required prerequisites, such as completing certain courses or achieving specific certifications, before learners are eligible to enroll in a particular course.

The Prerequisites tab is highlighted to show its location on the tab bar and the Prerequisites page is open.

Substitutes Tab

The Substitutes tab provides a convenient way for administrators and learners to find and suggest substitute materials, such as videos, documents, or external links, that can be used as replacements for the original content. It helps to ensure a seamless learning experience by offering alternative resources that align with the learning objectives and requirements of the course or training program.

The Substitutes tab is highlighted to show its location on the tab bar and the Substitutes page is open.

Agenda Template Tab

The Agenda Template tab is used to effectively plan and organize training. It allows administrators to configure segment descriptions, duration, location, instructors, and other resources associated with the training event.

The Agenda Templates tab is highlighted to show its location on the tab bar and the Agenda Template is open.

Modify the Item Agenda

Business Example

In your company's SAP SuccessFactors Learning, edit the agenda template for an existing course to include new time slots.

ExerciseStart Exercise

Steps

  1. Search for an Instructor-Led item and update the Agenda template by adding or modifying time slots with the following details:

    DayDescriptionDuration
    1Morning Lecture4 (hours)
    2Final Exam2 (hours)

    1. Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Learning Activities → Items.

      Note

      If you are already within an Instructor-Led item entity, proceed to step e.

    2. Use the available search criteria, search operator, and enter keyword field values to find an Instructor-Led item.

    3. Choose Search.

    4. Choose your course from the results.

    5. Choose the Agenda Template entity tab.

    6. If there are existing time slots, choose Edit (pencil icon) to modify the time slots as per the table above.

    7. Select Save.

    8. To add time slots, choose Add (plus icon) to add time slots.

    9. Add 2 in the Day field.

    10. Add Final Exam in the Description field.

    11. Add 2 in the Duration field.

    12. Select Save.

Add Additional Details to an Item

Business Example

In your company's SAP SuccessFactors Learning, enhance an existing course by adding additional details.

ExerciseStart Exercise

Steps

  1. In an existing instructor-led course, review the entries in the Item Details tab and ensure the following settings are established.:

    • A delivery method is selected.
    • Users are able to request a class.
    • Users can self-register.
    • Minimum required enrollments is 5.
    • Maximum allowed enrollments is 15.
    • Users must be prevented from registering into multiple classes within a 90-day period.
    • When assigned, this course is a required assignment.
    • Neither the Employee nor the Manager should be able to add a history record for this item.

    1. Select the Item Details tab.

      Note

      If you are not in the Item entity, navigate to Learning Administration → Learning Activities → Items, search for an instructor-led item, and open it.

    2. Choose a value from the Delivery Method field.

    3. Scroll down to the Registration Settings section.

    4. Enable User can Request a Class (if not already selected by default).

    5. Enable User can Self-Register (if not already selected by default).

    6. Select the Minimum Enrollments text field and enter a default number of 5 minimum users that should be enrolled when the item gets scheduled.

    7. Select the Maximum Enrollments text field and enter a default number of 15 maximum users that should be enrolled when the item gets scheduled.

    8. Select the Prevent Multiple Class Registration Interval text field and enter 90Days. This prevents users from registering into multiple classes of this item within a 90-day period.

    9. Scroll down to the Assignments section.

    10. In the Assignments Type field, choose Required (REQ) from the dropdown menu.

    11. In the Completion section, disable the buttons Managers can Add to Learning History and Users can Add to Learning History.

    12. Review your changes and select Save.

Summary

  • The Item Entity Header displays key details and requires the revision process for updates through the Actions menu.
  • The Item Entity Tabs provide access to manage data like details, notifications, prerequisites, and online content.
  • The Item Details tab includes sections for course overview, access settings, registration, assignments, and completion options.
  • Each tab serves a specific purpose, such as managing email notifications, prerequisites, substitutes, and content configurations.
  • The Agenda Template tab helps organize training with segment details, resources, and instructor assignments.

Learning

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