Configuring Global Settings and Easy Links

The General Settings section allows the administrator to establish a variety of global defaults that dictates how the software behaves from the end user’s perspective. Some of the most commonly used settings include:

• Default currency
• Administrator home page introduction panel
• Default basis date - for Calendar Basis settings in curricula
• Substitute usage - in general and within curriculum requirements
• Resource conflict prevention
• Early history record entry for classes
• Default Certificate template settings
• Task Checklist Preview for Users

While most organizations may not require electronic signatures (e-sigs), those that do must configure the settings to align with their specific needs. When e-sigs are enabled globally, they may be necessary for adding records to the learning history. Some organizations may choose to require e-sigs for all external events and possibly for certain item-based history records.

• Electronic Signature Management

  These settings determine if e-sigs are utilized. If enabled, the Learning Management System (LMS) will prompt all users and administrators to select a PIN upon their first login. Users can choose a PIN identical to their administrative access PIN, but they must set these separately. Organizations can customize the message displayed to users and administrators before they enter their PIN and establish rules for PIN expiration. In some cases, an approval process may be required after entering the PIN; this default process can be configured here.

• Meaning Codes for Electronic Signatures

  When adding a history record, an appropriate e-sig Meaning Code must be selected based on who is adding the record. This code indicates whether the event was self-added by the user, added by an instructor, added by an administrator, or edited/deleted by an administrator using the Edit Learning History tool. This version maintains the original meaning while enhancing clarity and conciseness.

This section defines the text and buttons for the disclaimer message. Note that these fields are localized, allowing customization for different languages and regions.

In this section, you can link default approval processes and messages to external learner requests. Additionally, you can set a default control entity for approval roles, as well as a standard approval process for user-created accounts.

In an integrated environment, external users will log in to Identity Authentication Services (IAS) to access SuccessFactors HCM, followed by authentication to the LMS. Separate login or password rules are not necessary.

SuccessFactors LMS (Learning Management System) includes configurable login lockout settings to enhance security and prevent unauthorized access. These settings typically allow administrators to specify parameters such as the number of failed login attempts before an account is locked, the duration of the lockout period, and the process for unlocking an account. For example, an admin could set the system to lock an account after five failed login attempts, with the lockout lasting for 30 minutes. These measures help protect sensitive user data and maintain the integrity of the learning platform.

Managers can identify and delegate tasks to other managers by selecting one or both of the following options:

1. Predefined Permissions - Select this box if there is a predefined list of permissions stored in the USER PROXY ROLE that managers can delegate.
2. Selected Permissions - Select this box if you want managers to have the option to choose which permissions they would like to delegate.

At least one box must be checked for managers to have delegation rights.

In the Mail tab, email notifications can be globally enabled. The Application Notification Admin Email field must be filled with an email address to allow the system to generate any registration emails. Additionally, Vcalendar settings and email addresses that should be blocked from receiving emails are configured here.

Email Domain Validation: Domain validation takes place daily. As a result, any changes made to verified domains in the SuccessFactors platform may not be reflected in your Learning instance until the next scheduled job run. To check the status of the validation jobs, select View Job Details.

Global Registration Settings streamline the registration process for users and administrators by offering options such as user self-registration, manager registration, and default cancellation reasons. These settings also allow for the application of class registration cut-off dates and enable managers to override specific defaults, ensuring flexibility in unique situations. Additionally, built-in notifications keep stakeholders informed about self-registrations and any changes in registration status. While these global settings create a solid framework, they can also be customized at the individual class level to accommodate the specific needs of different organizations.

To access Registration Settings, navigate to System Administration → Application Administration → Registration Settings.

Key settings to consider:

• User Can Withdraw When Class Is Assigned by Manager  checkbox.
  • Check this box if you want users to be able to withdraw from classes assigned to them by their managers.
  • Uncheck this box if you prefer that users cannot withdraw from these classes.
• Email Confirmation Defaults for Administrator and User Actions
  • Select the checkboxes for default recipients of email notifications.
• Registration Settings
  • This section allows you to set default labels for managing class registrations.

User settings can be used to determine whether schedule conflicts will cause validation errors or merely display warning messages. Additionally, it allows you to enable or disable the option for users to select an override checkbox that displays all classes in their preferred time zone. The best practice for this option is to leave this box unchecked and let the administrator creating the class decide whether the times should be displayed in the class's time zone or converted to the users' time zones for that specific class.

Other useful user settings include:

• Allowing users to self-register into a class with a prerequisite item contingent on the fact that the perquisite will be completed before the schedule class.
• Allowing users and managers to assess competencies.
• Allowing users to access online contentment without registration.
• Allowing Manager to remove any Alternate Manager.
• Enabling Approval Waiver when Manager or HR Business Partner assigns Online Item, Instructor-Led with Online Content Item, or External Course.

To access User Settings, navigate to System Administration → Application Administration → User Settings.

Certain sections within the User Settings screen may contain legacy settings that are either not recommended for new customers or are being phased out for existing ones. For instance, the Security Question Settings and User Login panel are irrelevant for customers whose users access the LMS from within SAP SuccessFactors HCM. Competencies are now assessed outside the LMS using methods available within HCM.

Customers can decide whether to allow users and/or managers to add history records for items by default. Typically, these options are unchecked but can be overridden at the item level. Additionally, customers might choose to implement an approval process when users add history records for internal or external events.

There are user settings that manage the notification process for learning plans. Updates to the learning plan are triggered by an Automated Process Module (APM), and users will receive notifications when items are added, modified, or removed from their learning plans. Managers may also be notified when their direct reports complete items, whether successfully or unsuccessfully. These learning plan settings can be fixed by a global administrator and locked to prevent users from altering them, or users may have the option to adjust these settings themselves.

Customers need to determine which Easy Links are accessible to various user roles. Typically, there are only a few distinct user roles, each catering to a specific type of user who needs access to certain menus, tiles, and links while excluding others. If a customer has only one type of user, they will have just one global user role. User roles can be assigned during the HR connector process or later via Assignment Profiles.