Managing company settings, passwords, and texts

Provisioning is used for all SAP SuccessFactors modules, and there are many settings and options within the tool. Some of these are specific to configuring, uploading, and exporting different templates for specific modules. Other features are used to enable or disable global or module-specific settings.

Features, settings, and templates configured in Provisioning ultimately control what is available on the frontend instance for users to see and use. Many of these are configured within Company Settings in Provisioning.

There are many elements within Company Settings that correspond to different modules of SAP SuccessFactors. To make it easier to find an element, use the browser search function (Ctrl + F) and search using keywords. Once changes are made to a particular section, click the Save Feature button for that section. You will be prompted to enter the company ID before changes can be saved.

Another feature of Provisioning is that new administrator accounts can be created. Backup administrator accounts are useful if the company’s regular administrator account gets locked out.

To create an administrator account, follow these steps:

1. Supply the necessary details (username and password cannot be the same) and

   click Create Admin.

2. Use the new credentials with the company ID to log into the front end.

If you have configured the single recipient e-mail feature the create Super Admin from Provisioning will not be possible, and you will receive a ‘Exception in creating an Admin user: failed to send e-mail’ message. To proceed, you may temporarily disable the feature to create the Super Admin.

Administrators have the ability to customize the login, help, and login help UI for their instance. To make changes to the Login settings, select Company Settings → Password & Login Policy Settings.

Forgotten Password Policy Settings

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:

• Receiving a link to reset their password via the e-mail associated with their login ID. Additionally, you may permit users to provide an e-mail to send the password link to.

• Resetting the password by answering security questions prior to providing a link to reset their password via the e-mail associated with their login.

• Resetting 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.

Complete the interaction below to see other options to adjust the Password Policy Settings.

You can directly customize some UI labels across the SAP SuccessFactors HXM Suite, using the Text Replacement tool in Admin Center.

By default, the Text Replacement page shows the UI labels for the default language of the application. You can navigate to the other languages supported in the application by selecting the respective links available under Select Language on the Text Replacement page.

The text replacement tool uses two keys in the language pack (TEXT_REPLACEMENT_KEYS and ADMIN_TEXT_REPLACEMENT_KEYS) that you can customize. When you save custom values for the UI labels on theText Replacementpage, the default values of the UI labels are replaced with the new values wherever the UI labels are used in the application.

Note

In the Text Replacement tool, the list of UI labels available for customization differs from one language to another. For example, a UI label that can be customized in English US may not be available for customization in French.

The custom UI labels that you define on the Text Replacement page override the default values of the UI labels, wherever they appear in the application.

While there are many options to change system texts in Text Replacement in the English language, the other languages do not necessarily have so many options. When using Text Replacement it is important to understand that you are only doing a text substitution, which does not change anything regarding the language specific grammar in the associated string. It is possible to create linguistic issues if the custom UI labels are used incorrectly.

Use the Manage Languages tool to overwrite UI label values in any language (US English or any language that SAP SuccessFactors currently supports).

The manage language change requests typically arise in two situations:

• You want to change default values of UI text (for example, system text) to better reflect your particular business practices and culture.

• There is an issue with system text (for example, grammar, syntax or key terms). Manage Languages allows for a quicker turnaround while waiting for the system text to be updated in a subsequent patch or release.

• Value replacement limit: You can overwrite up to 10,000 values per locale using Manage Languages. The default replacement limit is set to 25 values, which you can manually increase up to 10,000 using the Update option at the bottom of the page.

• Custom language pack CSV file size limit: The CSV file size limit is 10 MB. If you try uploading a file that is anything more than 10MB, the system will time out and the file will not be uploaded.

• Text substitution syntax: You need the text substitution syntax to replace a word throughout the system. Otherwise, each string that includes the string will need to be replaced through Manage Languages.

How can customers change a label in a specific locale that is not available in Text Replacement?

Customers can use the Manage Languages tool from Admin Center to overwrite UI label values in any languages supported by SAP SuccessFactors. The Manage Languages tool is particularly useful in two situations:

• Default values of system text can be changed to better reflect a particular business practices and culture.

• There is an issue with the current system text (grammar, syntax, key terms, and so on.). Manage Languages allows for a quick turnaround while waiting for the system text to be updated in a subsequent patch or release. Customers should still contact Customer Support so that the issues can be addressed with system level text in future builds.

There are two prerequisites that should be enabled in Provisioning → Company Settings:

1. Language Packs
2. Enable Manage Languages tool

The other prerequisite is the Text Replacement permission in RBP. From the Action Search → Manage Permission Role → Administrator Permissions → Manage System Properties → Text Replacement.

• Value replacement limit: It is possible to overwrite up to 10,000 values per locale using Manage Languages. The default replacement limit is set to 100 values. This can manually be increased up to 10,000 using the Update option at the bottom of the Manage Languages page.

• Custom language pack CSV file size limit: The CSV file size limit is 10 MB. If the file represents more than 10 MB, the system will time out and the file will not be uploaded.

• Text substitution syntax: You need the text substitution syntax to replace a word throughout the system. Otherwise, each string that includes that string will need to be replaced through Manage Languages.

• Changing labels does not update the language phrasing used within the Mobile Application at this time.

1. Identify the token for the system text you want to replace using English Debug. From the name menu, go to Settings > Change Language > English Debug > Switch.

2. Go to the page where you would like to change the label. In this example, we will change the label for the home page from the main navigation menu. Get the value between the colons. In this example it will be: COMMON_HOME_TAB

3. Go back to the name menu > Settings > Change Language and select again your default language and choose Switch.

4. From the Action Search go to Manage Languages.

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

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

7. A "+" button in now available in front the language for wich you created a custom locale. Select it.

8. Download the custom.

9. Save the file on your computer. In the first row, the word Key will already be in the column A. Add the locale code in the column B. In this example, it is en_US. Then in the second row, add your key COMMON_HOME_TAB and the label you would like to see, for example Renamed Home Page.

10. Save the file as a V2. It is important to keep the .csv format. Then, import it and upload it in the system using theUpload custom label option. Select the file you created.

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

12. In order to test the changes, make sure that you use the language for which you made the change. You need to log out and go back to the instance and it some cases it can be helpful to close your browser completely or even delete the cache.

Caution

IMPORTANT NOTE

Be careful!

When keys already exist in this file and you want to make more changes to other system text, always download the latest file for the custom label from the system and add the new key to the list but keep those that are already there when you upload. If you just put the one that you want to change in this file and remove the other keys, you will delete the customization put in place for the other keys.

When keys already exist, the cell 1B will have the language code an underscore and the company ID of the instance in which you make the change. To be able to upload this file back into the system, you will only need to keep the language code in this cell and therefore remove the last underscore and the company ID.

In some cases, for example, when the key is hard to read on the screen, it may be helpful to download the full original language pack. In order to do so, follow the two steps below:

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

2. Save the file in a folder where you can find it easily on your computer. You can open your CSV file with Open Office, Notepad or Notepad++. This file, which is the original CSV file, contains the entire list of key values (Key) and their corresponding UI labels. The file should look like the screenshot above.

As of 1H 2023 release the third column is removed in the CSV file that you get by downloading default labels of a language pack. Users are expected to provide their custom labels in the second column. The third column isn’t in use anymore and accidentally entering data in it can cause failed uploads or other minor issues. The second enhancement is about how to deactivate a custom language pack. Previously, you had to delete a custom language pack to deactivate it; now you only need to deselect the active checkbox beside it, just as you would do to deactivate a built-in language pack.