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Setting Up User Accounts and Permissions

Objectives

After completing this lesson, you will be able to:

Set role-based permissions for SAP SuccessFactors Learning in SAP SuccessFactors HCM
Test integration

Role-Based Permissions for Users and Administrators

Role-Based Permissions (RBP) are essential for granting users relevant system access based on their designated roles. Permissions will be designated to end users such as learners, managers, and instructors to enable them to access their learning plans effectively. Administrators will also be granted permissions for the Learning Administration side where they can manage and configure the learning system.

After successful setup of the RBPs, user accounts will be created in the Learning module. This will grant each role with the necessary access.

Assignment of User Permissions

To grant users with permissions to the View My Learning quick action card:

Navigate to Manage Permission Roles.
Select a role and choose Edit.
Select Next to go the Add Permissions step.
On the left margin, in the User Permissions section, select Learning.
On the right workspace, select the Learning Access Permission checkbox.

Learning category is highlighted on the left margin. Learning Access Permission checkbox is selected on the right workspace.

Assignment of Administrator Permissions

To grant administrators with permissions to the View Learning Administration quick action card:

Navigate to Manage Permission Roles.
Select a role and choose Edit.
Select Next to go the Add Permissions step.
On the left margin, scroll to the Administrator Permissions section, and select Manage Learning.
On the right workspace, select the Learning Admin Access Permission checkbox.

Manage Learning category is highlighted on left margin. Learning Admin Access Permission checkbox is selected on the right workspace.

Assign Role-Based Permissions for Test Users to Access the LMS

Business Example

Using your SAP SuccessFactors HCM instance, assign role-based permissions to test users in the Administrators role, so that they may access and manage Learning both as a Learning Administrator and as a User.

ExerciseStart Exercise

Steps

Log in to the SAP SuccessFactors HCM instance using the URL and the login credentials provided.
In the Action Search, enter Manage Permission Roles
Select the Administrators role.
Select Permission.
From the Permissions left menu, under the User Permissions section, select Learning.
Choose the Select All checkbox.
Scroll down to the Administrator Permissions section, select Manage Learning.
Choose the Select All checkbox.
Select Done.
Select Save Changes.
Log out and log back in to SAP SuccessFactors HCM in order for the changes to become effective.

User Account Creation for a Test User

The purpose of creating a test user for integration in SAP SuccessFactors Learning (LMS) is to simulate real-world scenarios and ensure that the system functions properly before deploying it to actual users.

By creating a test user, developers and administrators can perform various integration tests, such as data synchronization, user authentication, and system performance. This helps to identify any potential issues or bugs in the integration process and allows for the necessary adjustments to be made.

Watch this video to learn how to create an LMS account for a test user.

Video Summary

This video provides a step-by-step guide on how to create a Learning Management System (LMS) account for a test user.

A user LMS account is created for the test user by accessing the Learning Administration side of the LMS and entering the user information. This ensures the USERID matches the one in the user data file.
An administrator account is created and linked to the previously created user account.
The administrator account is assigned the ALL System Administrator role.

By following these steps, the test user will have the necessary credentials and permissions to access the LMS as both a user and an administrator.

Identify a Test User for LMS Integration

Business Example

In this exercise, you must identify a Test User for the LMS Integration. You will change a password and link a user account to the administrator account.

ExerciseStart Exercise

Steps

Using the username and password information below, log into the SAP SuccessFactors Instance as administrator Marla Gibbs, then select Log in.
- Username: magibbs1
- Password: lmsMASTER1
Change the password to lmsMASTER2 when prompted.
Re-enter the new password in the Repeat New Password field.
Select Save.
Select the Home dropdown menu.
Select Admin Center.
In the Search Tools field, enter Employee Export.
Select Employee Export from the search results.
Select the Export User file.
Download the excel file User DirectoryXXXXXX.
Locate the USERID column.
Locate the test user Donna Director and make a note of her exact USERID: director.

Create an LMS User and Administrator Account for a Test User

Business Example

You need to create a linked LMS user and administrator account for Test User Donna Director.

ExerciseStart Exercise

Steps

First, create the LMS user account by logging in as Marla Gibbs and navigating to View Learning Administration.
Select from left menu People → Users.
Select Add New and enter the following values:
- User ID: director
- Security Domain: ACME-CORP
- Role: System Default User Role
- Last Name: Director
- First Name: Donna
- Organization: FINANCE
Select Add.
To create the LMS Administrator Account, using the LMS left menu, navigate to System Administration → Security → Administrators.
Select Add New and enter the following values:
- Admin ID: director
- Last Name: Director
- First Name: Donna
- Security Domain: ACME-CORP
- Related User: director (same as User ID)
- New Password: CloudHCM1 (case sensitive)
- Verify Password: CloudHCM1 (case sensitive)
Select Add.
Select Assigned Roles on the newly created administrator entity.
Under Add Roles to the Admin, select the Add one or more from the list link.
Choose Search.
Select All → Add → Apply Changes.

Integration Testing

Once all previous steps have been completed successfully, you will be able to access SAP SuccessFactors Learning using the View My Learning and View Learning Administration tiles.

The View My Learning tile provides access to the Learning module as an end-user. Here, you can view the learning assigned to you as a learner, access the classes you are delivering if you are an instructor, and manage your team's learning as a manager.

The View Learning Administration tile allows access to the administrative side of the system, where you can make changes and configurations to the learning system.

View My Learning Tile and View Learning Administration Tile are highlighted on home page.

Access the LMS as the Test User

Business Example

You must run a test to ensure the test user can access the LMS from the now integrated SAP SuccessFactors HCM instance.

ExerciseStart Exercise

Steps

Log into the instance using the credentials for the test user Donna Director, provided below:
- Username: director
- Password: CloudHCM1
Change and confirm the assigned password for the test user when prompted:
- Current password: CloudHCM1
- Change password to: Welcome1 and then verify.
To give Role-based Permission access to the test user for access to SAP SuccessFactors Learning, navigate to the Action search field, search for and open Manage Permission Groups.
Select the Full System Administrator group.
To add an additional name, select any of the existing Usernames displayed in the People Pool.
Use the Keyword search field to search and find test user Donna Director.
Select the box next to her name and select Done.
Log out and log back in to the instance as Donna Director. Your test user should now have access to the View Learning Administration tile and the View My Learning tile.

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