Managing company settings, passwords, and texts

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Manage Company Settings in Provisioning
  • Create a new admin user from Provisioning
  • Manage Company System Settings in the Admin Center
  • Configure Org Chart settings using Org Chart Configuration
  • Modify password and login policy settings
  • Replace system text with Text Replacement
  • Replace System Text with Manage Languages (3-Tier)
  • Update Company Dictionary
  • Modify Legal Scan Library

Company settings in Provisioning

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.

Administrator account creation

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.

Commonly used Company System settings in Admin Center

You can configure several features of SAP SuccessFactors using Company System and Logo Settings. These settings apply to all users in your organization. Although this may seem similar to permissions, you are not actually granting or revoking access to areas of the software, you are simply turning features on or off for your users.

Changing company system settings is simple. From Admin Center, navigate to Company Settings > Company System and Logo Settings. Once there, you have many settings to work with, and changing them is as simple as checking/unchecking the appropriate box.

Org chart configuration

The V12 Org Chart provides an interactive view of the organizational hierarchy and reporting relationships, including matrix managers, for your users. This view allows users to open multiple teams with dynamic horizontal or vertical layouts. The V12 Org Chart is built in HTML5 to support usage in mobile browsers.

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

Adjust Password Policy Settings

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

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.

Control the login features and assistance available

The Manage security questions… link on the Password & Login Policy Settings page provides a library of the security questions and settings to make available to users to reset their password.

Using this page, administrators can do the following:

  • Select how many questions the user must answer correctly before they are able to reset their password.

  • Select from a list of pre-populated System Security Questions and language.

  • Select Add New Question to create your own security questions.

Forgotten Username Policy Settings

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

You can set expiration of password links in welcome emails.

Text Replacement Tool

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

By default, the Text Replacement page shows the UI labels for the default language of the application. You can navigate to the other languages supported in the application by 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.

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.

Customize Text Replacement Settings

Business example

The company culture requires the use of company-specific terms instead of some of the words used in SuccessFactors. You are assigned the task of customizing the text replacement settings.

In this exercise, you customize the text for your SuccessFactors instance, and display the customized text to verify the text replacement.


  1. Change the variants of the word employee with the associate following the table below:

    Default TextReplace WithTextEmployeeAssociateemployeeassociateEmployee(s) Associate(s)Employees Associatesemployees associatesemployee's associate'sEmployee's Associate's
    1. Use the Action Search to navigate to Text Replacement.

    2. On the Text Replacement screen, enter the data in the table provided.

    3. Choose Save.

  2. Display the customized text to verify the text replacement. (Please note: you may need to log out and back in to see the changes.).

    1. On the Home page screen, choose the Home dropdown menu.

    2. Verify that the option My Employee File is now called My Associate File.

  3. Revert the changes you have made by deleting all the variants of the word associate in the customized text column.


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

Manage Languages

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.



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.

Original Language Pack

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.

CSV File of the Manage Languages Tool

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.

Add, remove, export, and import Company Dictionary

The Company Dictionary allows you to add words that are particular to your company. For example, your company name, the names of the products of your company, and other specific terms. When you run the system spell checker, if the spell checker function is turned on in your instance, those terms are not flagged as incorrect. You can add and remove words one at a time. You can also add and remove words in bulk by using a text file.

Under the Company Processes & Cycles section, choose Company Settings and select Company Dictionary.

You can add and remove words from your company dictionary in bulk. Download your Company Dictionary file, modify the words included in the dictionary, and import the updated file.

To add your company name to the Company Dictionary follow these steps:

  1. From Company Settings, select Company Dictionary.

  2. Choose Add or Remove a Word.

  3. Type in the company name.

  4. Choose Add.

  5. When the textbox is populated with the company name, choose Done.

Modify Legal Scan Library

In addition to the Company Dictionary, SAP SuccessFactors also has a Legal Scan Library to which you can add terms. This tool accompanies the spell checker and checks text for any potentially offensive language. Any questionable language is flagged, not replaced.

You can modify the content with the Legal Scan function to check for text that is unacceptable in a review form.

You can access the library and add or modify it through the Company Setting tool. Add your text and save the form to be alerted when a questionable word has been accidentally or intentionally typed. Navigate to Admin Center→ Company Settings → Legal Scan Library to make modifications.

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