SAP Learning Journey

Performing configuration in SAP SuccessFactors

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Access an Instance
  • Access Provisioning
  • Control access to instances and Provisioning
  • Configure changes in Provisioning that will be reflected in the instance
  • Describe the Home Page

Access an Instance

An instance is the front end, or customer-facing view, of the SAP SuccessFactors system platform. SAP SuccessFactors customers work together with Professional Services Consultants (Implementers) to configure their own instance of SAP SuccessFactors.

Consultants, administrators, and end users see the same interface, but just like any other system, access to tools varies depending on what has been configured.

During configuration, implementers will use the Admin Center to set up and configure some of the basic system features in the instance. These include:

  • Customizing the look and feel of the instance, including company colors, logo, and customization of the home page

  • Enabling and customizing E-mail Notification Templates

  • Replacing text to match company-specific terminology

After configuration, administrators will use the Admin Center to modify any features configured during implementation, if needed, and to initiate and manage company processes and cycles, as well as maintain system data and users. These include:

  • Launching forms

  • Importing and updating user information

  • Resetting user passwords and accounts

Later in this unit, you will learn more about common tasks and features in the Admin Center.

Company ID is the unique identifier of an instance. Username and Password are the login credentials associated to each user.

Instance and Provisioning relationship

Access Provisioning

Provisioning is the key configuration tool that SAP SuccessFactors uses to control many aspects of the customer instance. In essence, Provisioning is the back end of the system.

Note
Customers never use Provisioning, nor do they have access to it.

Implementers, Consultants, and Support Representatives use Provisioning for the following purposes:

  • To modify company settings, such as enabling new features

  • To turn purchased modules on or off

  • To create administrator accounts

  • To download and upload templates that contain custom configuration

  • To enable language packs

Company settings access

In your web browser, enter https://salesdemo4.successfactors.com/provisioning_loginOn the Provisioning log in page, enter your credentials.

On logging into Provisioning, a list of company instances is visible under the implementer’s Provisioning account. These are the company instances that are accessible to that specific implementer.

Select the Company Name link to start configuring the Company Settings.

View and control Provisioning Access to Instance(s)

Overview

As an administrator, you can view and control who has Provisioning access to your instance, using the Manage Provisioning Access tool in Admin Center. You can view a list of users with Provisioning access and grant or remove access from any users. Only users to whom you have granted access can access Provisioning for your instance.

This is a universal feature, available to all SAP SuccessFactors customers. However, it requires role-based permissions and to access this tool. You must first be granted Manage Provisioning Access permission.

Note
Provisioning access is instance-specific. If you have more than one instance in your SAP SuccessFactors system (Development, Test, Production), you need to manage Provisioning access separately in each instance.

View users with Provisioning Access

Once the appropriate permissions have been granted, you can view information about users who have Provisioning access to your instance. You can also use filters to find specific users or users with the same status.

Procedure

Note
This is the instruction, not an exercise.

  1. Go to Admin Center-> Manage Provisioning Access

  2. Review a list of all the users who have Provisioning access to your instance.

    You can see the following information about each user:

    • ID

    • Username

    • E-mail

    • Status

  3. To find a specific user by ID, do the following:

    a. Select the filter icon.

    b. In the Include section, select ID or Status in the first dropdown menu.

    Note
    You can only filter using the Include operation and the equal to expression. Do not use Exclude or change the expression type in the second dropdown menu.

    c. In the text field, enter the ID of the user you want to find.

    d. Select OK.

  4. To view a list of users by status, do the following:

    a. Select the filter icon.

    b. In the Include section, select ID or Status in the first dropdown menu.

    Note
    Currently, you can only filter using the Include operation and the equal to expression. Do not use Exclude or change the expression type in the second dropdown menu.

    c. In the text field, select Active or Locked to view a list of users with that status.

    d. Select OK.

  5. To view more users, if the list is very long, scroll to the bottom of the page and choose More.

Approve a Provisioning user

Access to Provisioning is strictly controlled. Only SAP employees and partners who have completed the required training are given a Provisioning user account. When you approve users in the Manage Provisioning Access tool, they do not immediately gain access to Provisioning for your instance. They still need to submit an internal access request in which their training and other requirements are verified. When you "add" a user in the Manage Provisioning Access tool, your approval is recorded and verified during this process.

Remove a Provisioning user

Once you have appropriate permission, remove Provisioning access to your instance from one or more Provisioning users.

Procedure

  1. Go to Admin Center → Company Settings → Manage Provisioning Access.

  2. Select one or more users.

  3. Select the delete icon.

  4. Confirm that you want to remove the specified Provisioning users by selecting OK.

The specified Provisioning users can no longer access your instance from Provisioning.

Instances and Provisioning

Configurations, such as who can access the Compensation module, are done in the instance. However, configuration to turn on the Compensation module and have it accessible in the instance, is done in Provisioning.

Instance versus Provisioning

The table compares who has access to instances and Provisioning and for what both entry points are used.

 InstanceProvisioning
Access

  • Implementers

  • Administrators

  • End-users

  • Implementers

  • SuccessFactors Customer Support

Uses

  • Customize tiles

  • Manage permissions

  • Oversee user information

  • Generate reports

  • Initiate and manage company processes and cycles

  • Configure system features

  • Enable purchased modules

  • Upload templates

Edit Company Settings and add a New Administrator Account in Provisioning

Business example

You have to access and verify Company Settings in Provisioning.

ExerciseStart Exercise

Task 1: Edit Company Settings

In this task you will maintain the Company Settings.

Steps

  1. Log in to your Provisioning account using credentials provided.

  2. Access Company Settings.

    1. On the List of Companies screen, in the Company Name column, select your company name.

    2. In the Edit Company Settings list, select Company Settings.

  3. Verify the Custom Navigation feature is enabled.

    1. On the Company Settings screen, scroll down to Custom Navigation and select the checkbox to enable Configure Custom NavigationLanguage Packs area and ensure that the Language Packs checkbox is selected.

  4. Verify that the option Language Packs is enabled.

    1. On the Company Settings screen, scroll down to the Language Packs area and ensure that the Language Packs checkbox is selected.

    2. In the Language Packs area, ensure the English US (English US) language option is selected. Also select Deutsch (German) and Español ‎(Spanish)‎. Select Save Feature at the top of this section and enter your company ID. Note that this page has multiple Save buttons but only one Save Feature button.

Task 2: Add a New Administrator Account

You need to create an Administrator account.

Steps

  1. On the Company Settings screen, use the following details to create an Administrator account (Scroll to the bottom of the Company Settings screen to find where to enter this information). You can also use Ctrl+F and search for the term "Admin Username" to find this section of Company Settings.

    Admin Username - administrator plus current year (for example administrator2023)

    Admin Password - password plus current year (for example password2023)

    Admin First Name – Your first name

    Admin Last Name – your surname

    Admin E-mail your e-mail address

    Check box next to I confirm that customer has provided approval of Super Admin user account creation.

    Add your e-mail address in the Customer E-mail Address field.

    Select Create Admin

    Note
    If the Create Admin button is not active, make sure all fields are filled out and then click into the Admin E-mail field (or any other field) and the button will become active.

  2. You will be asked to enter your Company ID to confirm the changes. Please refer to Company ID by scrolling to the top of the page. You will see the Company ID listed there.

Home Page

The SuccessFactors Home page is the default start page of the SAP SuccessFactors HXM Suite. On the home page you can view pending deadlines, outstanding issues, and valuable team metrics and business analytics. It provides an overview of activity across the SAP SuccessFactors HXM Suite and helps you to take action quickly when necessary.

Navigation Menu (or Main Menu)

The Navigation Menu (also referred to as the Main Menu) is available as a dropdown 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 Center, but a basic End User will not. This access is determined by permissions and/or system configuration.

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

Name Dropdown Menu

The smaller dropdown from the Name Menu at the top right of the screen allows employees to proxy as another user, access and manage their personal settings and preferences from Settings, access Admin Center, and log out of the system.

Settings

The Settings link from the name dropdown menu allows users to manage their personal settings and preferences. This includes passwords, notifications, language, forms, proxy assignment, groups, and mobile access. To access the Settings page, choose the Name menu and select Settings from the dropdown menu.

You can set a number of individual options using the Settings page:

  • Password change, if applicable. This option is not applicable if your company uses single sign-on (SSO).

  • Security question selection, if applicable. This option is available if security questions are enabled under Company Settings.

  • Receipt of notifications from the system, if applicable. This is an optional function for ALL notifications and is available depending on your system settings.

  • Language preference selection, if applicable. This only applies if your instance is a multilingual implementation.

  • Proxy assignment, if applicable. You can assign proxies if this feature is turned on and become a proxy if you are assigned as a proxy.

Note
The settings for your instance of SAP SuccessFactors vary depending on your global settings. The listed options might or might not be accessible.

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