Preparing your Instance and Assigning Role-Based Permissions (RBPs)


After completing this lesson, you will be able to:

  • Verify your instance initial Provisioning and basic role-based permissions set up

Provisioning Settings and Role-Based Permissions

An Instance is the front end, or customer facing view of the SAP SuccessFactors system. Provisioning is the back end of the Instance and it is used to turn on modules and features, work with templates and create administrator accounts. The SAP SuccessFactors Performance and Goals bundle needs to be turned on in Provisioning to become available in the Instance.

The Role-Based Permissions framework is used to configure the permissions by roles. Once the SAP SuccessFactors Performance and Goals bundle is enabled, the appropriate permissions need to be granted

Verify initial settings in your Instance

Your training instance will include already the basic set up and the necessary permissions for the administrator role, as well as the generic roles for all managers, all employees and the employee search role, which allows users to navigate the org chart or search for any users within the company. In the following exercises, you will make some verifications to ensure your system is ready for the configuration of the SAP SuccessFactors Performance and Goals modules.

Verify your instance configuration in Provisioning

Business Example

In the initial stages of an implementation you must make some verifications on the initial setup configured in Provisioning.

If you are in an instructor-led course, you should have received an email with a link to the instance and Provisioning, and the login credentials for the administrator to both systems. If you have not received this information in an email, please reach out to your instructor.

What is my login information for provisioning and the instance?.

Self-learning (SAP Learning Hub / SAP Learning System Access): If you have reserved an SAP SuccessFactors instance through SAP Learning System Access, you will receive an email on the date your instance activates.

  • This system-generated email provides login credentials for the link.

  • Check your respective Learning Room for additional information on instance activation.

Virtual instructor-led courses: If you are in an instructor-led course, you should receive your instance prior to the beginning of the course.

  • You must attend daily meetings for the duration of the course.

  • If you have not received an instance by the first day of the course, ask your instructor.

Learn how to access the Company Settings in Provisioning to verify some of the Performance and Goals options.


  1. Navigate to the back end (Provisioning) to Edit Company Settings.

    1. Log in to Provisioning.

    2. In the Company Name column, select the company ID of your organization.

    3. Under Edit Company Settings section, select Company Settings to start changes.

  2. Verify the following company settings are enabled:

    Using CTRL+F is very helpful.

    Several of the options you verify in this exercise are explained in more detail later in the course.


    • Performance Management

    • Writing Assistant

    • Workflow

    • Competency Library Management Suite

    • 360 Reviews - SAP Fiori Version - requires "360 Multi-Rater"

      • Enable 360 Executive Review Page - requires 360 Multi-Rater and Role Based Permission

    • Graphical Report (360) - requires "360 Multi-Rater"

    • Legal Scan

    • Spell Check

      The Spell Check feature will reach End of Maintenance on May 17, 2024 and will be deleted on November 15, 2024. The feature is being deprecated because most modern browsers have a built-in spell check function that can be used instead.
    • Live Profile

    • Language Packs: Please do not use Tagalog or English SAP SLS! They do not have any translations in place or are being used solely for internal testing purposes. Use nb_NO for Norwegian and sv_SE for Swedish. After the release of b1408, there should be no IDs with _SF (third column). See SuccessFactors internal wiki for the latest information on languages.

      • Deutsch (German)

      • English US (English US)

      • Nederlands (Dutch)

    • Manage Users

    • Enable Manage Languages tool

    • Rich text editor for PM and 360

      The Stack Ranker is also known as Team Rater, and the "Stack Ranker" switches below might be called Stack Ranker or Team Rater in your instance. You will learn how to change it in a later Unit of this course.
    • Stack Ranker for Performance Management

    • Stack Ranker for 360

    • Enable the Attachment Manager

    • Stack Ranker for Performance Management — Enable display of all forms but self

    • Enable Calibration (requires Role-Based Permission)

    • Enable Business Configuration in Admin Tools - requires "Enable Generic Objects" and "Enable the Attachment Manager"

    • Enable Generic Objects — requires "Enable the Attachment Manager"

    • Enable Performance Management Access Permission

    • Enable Team Overview Access Permission — requires "Role-based Permission (this will disable Administrative Domains)"

    • Enable Goal Management Access Permission

    • Disable Form Status Page

    • Enable Action Search (requires Role-based Permission and Generic Objects)

    Verify the following company settings within the Goal Frameworks area, are enabled:



    As mentioned previously, Goal Frameworks might display as Objective Frameworks if your instance is using "Objective" instead of "Goal".

    You can change the term used in your instance into Goal or Objective from ProvisioningCompany Settings (locate the option "Change Goal into:")


    • Goal Management Suite: Total Goal Management

    • TGM/CDP Goal Transfer Wizard

    • My Goals Tab — requires Total Goal Management

    • Goal Import

    • Enable the Goal Management-Performance Management Sync up

    Verify the following check boxes within the Analytics and Dashboards Tabs & Misc Reporting are enabled:


    • Gap Analysis

    • Ad Hoc Report Builder

      • Performance Management
      • 360 Multi-Rater Subject

    Verify these additional company settings are enabled:


    • Enable Proxy Feature

    • Enable Use of External Users (V10 & V11 only).

    • Enable Collapsible Route Map.


    • Enable full form Legal Scan.

    • Enable full form Spell Check.

Verify Permission Roles

Business Example

Following on from the previous exercise, you must now verify and test the permission roles for PMGM Admin, Managers, All Employees, and Employee Search, already configured in your instance, and test these permissions.

The steps in this exercise now follow the Latest Role-Based Permission framework, which is the default user interface for Manage Permission Roles tool, as of 1H 2024 Release. You can still select Switch back to legacy Role-Based Permissions to verify permissions.

Learn how to verify the Performance and Goals Administrator role.


  1. Verify that the required permissions are in place for all the permission roles.

    1. Navigate to Manage Permission Roles using Action Search.

    2. Locate the Administrators role, and select the Edit option from the Actions column.

    3. Select Next to navigate to step 2. Add Permissions.

    4. Verify the following user and administrator permissions are enabled using the tables provided.

    5. If you have to enable any permission, when finished, select Next to navigate to step 3. Preview and then, select Save to save your changes.

    6. If there are no changes, you can select the Manage Permission Roles option available at the top of the page to navigate back to the main menu and select a different role.

    7. Repeat these steps to verify permissions granted to the following roles: Managers, All Employees and Employee Search.

    Administrators - User Permissions

    User PermissionsPermissions Assigned



    PerformanceAll, except Restrict Data Access of Inactive Users' Forms
    Employee ViewsView All
    Employee DataEdit all standard and background elements
    General User PermissionAll, except Hide 'All active/inactive employees' option in Launch Forms wizard.

    Administrators - Administrator Permissions

    Administrator PermissionsPermissions Assigned
    Manage CalibrationSelect All
    Manage GoalsSelect All
    Manage Talent CardManage Talent Card Configuration
    Manage SuccessionSelect All
    Check ToolSelect All
    Manage Dashboards / ReportsSelect All
    Manage DocumentsSelect All
    Manage Form TemplatesSelect All
    Manage Competencies and SkillsSelect All
    Manage System PropertiesSelect All
    Manage UserSelect All
    Manage Business Configuration
    • Background Element (View/Edit/Import/Export)
    • Custom Filter (View/Edit/Import/Export)
    • Employee Profile Standard (View/Edit/Import/Export)
    Configuration Transport CenterSelect All
    Manage Integration ToolsAccess to OData API Metadata Refresh and Export
    Manage Action SearchAllow non-English language users to search in English for Action Search (including the tools section of Admin Center) and Manage Action Search

    Learn how to verify permission role configuration for all the managers in the organization.

    Managers - User Permissions

    User PermissionsPermissions Assigned
    • Detailed Calibration Permissions
    • View Calibration Tab
    GoalsAll permissions, except Admin Access for Goal ODATA API Export
    • Performance Management Access
    • Restrict Data Access of Inactive Users' Forms
    • Team Overview Access
    Employee ViewsView for all sections.
    Reports PermissionSelect All
    Employee DataView for all fields, including the Employee Profile and the Background sections (you need to scroll down to find it.)
    General User PermissionSelect All

    All Employees - User Permissions

    User PermissionsPermissions Assigned
    • Goal Management Access
    • Goal Plan Permissions. Select All radio button.
    • Performance Management Access
    • Restrict Data Access of Inactive Users' Forms
    Employee ViewsView for all sections.
    Employee DataEdit for all fields, including the Employee Profile and the Background sections (you need to scroll down to find it.)
    General User Permission
    • User Login
    • Live Profile Access
    • Mobile Access

    Learn how to verify the permission role for employee search purposes and test the permissions.

    Employee Search - User Permissions

    User PermissionsPermissions Assigned
    Employee ViewsProfile
    Employee DataView for these fields:
    • First Name
    • Last Name
    • Manager
    • Middle Name
    • Title
    General User Permission
    • Organization Chart Navigation Permission
    • Company Info Access
    • User Search
  2. Test the permissions using Proxy Now to proxy as an employee, manager and administrator:

    1. In the Name Menu, select the option Proxy Now to proxy as another user.
    2. Enter Brooke Brown as the target user and click OK.
    3. In the Home Page, click on Profile card under Quick Actions to navigate to the Employee File.
    4. Locate the Personal Information block. You should be able to see this icon and be able to edit fields like Middle Name or Title.
    5. From the Name Menu, select the option Proxy Now to proxy as another user.
    6. Enter Alex Anderson as the target user and click OK.
      • From the main menu, navigate to Performance , and verify that you can see theTeam Overview tab. This option should be displayed at the top section, but do not need to access yet. We just want to confirm the option is visible at this stage, only for Managers but not for Employees.

      • From the main menu, navigate to Employee Files .Search for Brooke Brown within your direct reports. Notice that the Personal Information block is not editable.

    7. From the Name menu, select Become Self to become HR Coordinator.

      Verify that you can access Goal Management Feature Settings, by typing feature in the Action Search.

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