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) in HCM 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:

  1. Log into the SAP SuccessFactors HCM Instance.
  2. Navigate to Manage Permission Roles.
  3. Select a role and choose Edit.
  4. Select Next to go the Add Permissions step.
  5. On the left margin, in the User Permissions section, select Learning.
  6. 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:

  1. Log into the SAP SuccessFactors HCM Instance.
  2. Navigate to Manage Permission Roles.
  3. Select a role and choose Edit.
  4. Select Next to go the Add Permissions step.
  5. On the left margin, scroll to the Administrator Permissions section, and select Manage Learning.
  6. 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

In your SAP SuccessFactors HCM instance, ensure the appropriate role-based permission are set up for your users. This will enable them to access the Learning module both as Learning Administrators and Users.

ExerciseStart Exercise

Steps

  1. Using the username and password information received for your assigned SAP SuccessFactors Instance, log in as admin and give Role-Based Permission Access to your user Marla Gibbs.

    1. Log in to the SAP SuccessFactors HCM instance using the URL and the login credentials provided.

    2. In the Action Search, enter Manage Role-Based Permission Access

    3. Select Add User.

    4. Enter Marla in the First Name field and select Search.

    5. Select Marla Gibbs in the search results.

    6. Select Grant Permission.

    7. Verify Marla Gibbs is in the list of Users.

    8. Select Allow Access to This Page for Marla Gibbs.

  2. Ensure Marla Gibbs Marla is part of the Full System Administrator permission group.

    1. In the Action Search, enter Manage Permission Groups.

    2. Select and open the Full System Administrator group.

    3. Add Marla Gibbs to this group if the user is not already in this group.

    4. Save your changes.

  3. Assign the appropriate role-based permissions to the Administrators permission role, so that the role can access and manage Learning both as a Learning Administrator and as a User.

    1. In the Action Search, enter Manage Permission Roles.

    2. Select the Learning Administrators role.

    3. Select Edit.

    4. Select Next.

    5. From the Permissions left menu, under the User Permissions section, select Learning.

    6. Choose the Select All checkbox.

    7. Scroll down to the Administrator Permissions section and select Manage Learning.

    8. Choose the Select All checkbox.

    9. Select Next.

    10. Select Save.

    11. Select Save Changes.

    12. 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.

  1. 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.
  2. An administrator account is created and linked to the previously created user account.
  3. 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 and give the Test User access to HCM Admin Center.

ExerciseStart Exercise

Steps

  1. Using the username and password information below, log into the SAP SuccessFactors Instance as administrator Marla Gibbs. Export and open the User Data File. Locate Donna Director and make a note of Donna’s USER ID.

    • Username: magibbs1
    • Password: lmsMASTER1

    1. Log into the SAP SuccessFactors Instance as administrator Marla Gibbs.

    2. Change the password to lmsMASTER2 when prompted.

    3. Re-enter the new password in the Repeat New Password field.

    4. Select Save.

    5. Select Admin Center from the Home dropdown menu.

    6. In the Search Tools field, enter Employee Export.

    7. Select Employee Export from the search results.

    8. Select the Export User file.

    9. Download and open the excel file User DirectoryXXXXXX.

    10. Locate the USERID column.

    11. Locate the test user Donna Director and make a note of the user's exact USERID: director.

  2. Add Donna Director to the Full System Administrator permission group .

    1. In the Action Search, enter Manage Permission Groups.

    2. Select and open the Full System Administrator group.

    3. To add an additional name, select any of the existing Usernames displayed in the People Pool.

    4. Enterdirector in the Keyword Search field to search and find test user Donna Director.

    5. Select the box next to her name and select Done.

    6. Select Done again.

Create an LMS User and Administrator Account for a Test User

Business Example

In your company's Learning Management System (LMS), set up a linked account for a Test User. This account should integrate both user and administrator roles.

ExerciseStart Exercise

Steps

  1. Create an LMS User account for Donna Director with the following values:

    • User ID: director
    • Security Domain: ACME-CORP
    • Role: System Default User Role
    • Last Name: Director
    • First Name: Donna
    • Organization: FINANCE

    1. Log into SAP SuccessFactors HCM as Learning Administrator Marla Gibbs.

    2. Select the View Learning Administration Quick Action.

    3. Select People → Users from the left menu.

    4. Select Add New.

    5. Enter director in the User ID field.

    6. Enter ACME-CORP in the Security Domain field.

    7. Select the System Default User Role.

    8. Enter Director in the Last Name field.

    9. Enter Donna in the First Name field.

    10. Select FINANCE in the Organization field.

    11. Select Add.

  2. Create an LMS Administrator account for Donna Director with 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)

    1. Log into the SAP SuccessFactors Instance as administrator Marla Gibbs.

    2. Select the View Learning Administration Quick Action.

    3. Select System Administration → Security → Administrators, using the left menu.

    4. Select Add New.

    5. Enter director in the Admin ID field.

    6. Enter Director in the Last Name field.

    7. Enter Donna in the First Name field.

    8. Select the ACME-CORP Security Domain.

    9. In the Related User field add director (same as User ID)

    10. Add a New Password: CloudHCM1 (case sensitive)

    11. Verify Password: CloudHCM1 (case sensitive)

    12. Select Add.

    13. Select the Assigned Roles tab on the newly created administrator entity.

    14. Select the Add one or more from the list link, under Add Roles to the Admin.

    15. Choose Search.

    16. Select 25 from the Records per Page dropdown.

    17. 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

  1. Log into the Instance as Marla Gibbs and reset Donna Director’s password.

    • Username: director
    • Password: CloudHCM1

    1. Log into the Instance as Marla Gibbs.

    2. In the Action Search field, enter Reset User Passwords.

    3. Enter Donna in the First Name field.

    4. Select Donna from the search results.

    5. Choose the radio button to select Donna.

    6. Enter CloudHCM1 in the New Password field.

    7. Enter CloudHCM1 in the Confirm Password field.

    8. Select Reset User Password.

  2. Change and confirm the assigned password for the test user when prompted:

    • Current password: CloudHCM1
    • Change password to: Welcome1 and then verify.

    1. Log into the Instance as Donna Director.

    2. Enter the current password: CloudHCM1 .

    3. Change the password to: Welcome1 .

    4. Verify that Donna Director now has access to the View Learning Administration and the View My Learning Quick Actions.

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