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Working with User Entities

Objectives

After completing this lesson, you will be able to:

Explore user entity tabs
Manage user entities

User Entity Tabs

Administrators can easily add, edit, or delete user records, assign roles and permissions, and monitor user progress. With the user entity tabs, organizations can efficiently manage their workforce's training needs and ensure compliance with training requirements.

There are several user entity tabs available to manage user data. The most commonly used tabs are: User Details, Assigned Items, Completed Items, Curricula, Programs, and Library Access.

User Details Tab

The User Details tab allows administrators to manage and track user information. This tab provides a comprehensive view of user details, including personal information, organizational data, and training history. The User Details contains all the logistical information relevant to the user.

Assigned Items Tab

The Assigned Items tab provides a comprehensive view of the items assigned to the user, either individually or as part of a curriculum. This tab displays items that are yet to be completed, as well as items that have already been completed but require retraining as part of a curriculum. Administrators have access to information such as the assignment type and the deadline for completing each assigned item. Additionally, administrators can assign items directly to a user from this tab.

It is possible for administrators to encounter duplicate items that have been assigned to the user through different methods. They may also come across items that have been hidden from the user's view, such as items with retraining requirements or those with due dates beyond 90 days. The Search field can be utilized by administrators to easily locate assigned items by their title or ID.

The Administrator can filter the assigned items by Assignment Type such as required or optional learning items. Assignment Types can be created in Learning Administration → References → Manage Users Learning → Assignment Types

Assigned Items tab is highlighted to show it’s location and the Assigned Items page is open.

Completed Items Tab

The Completed Items tab shows a comprehensive list of items that have been completed by the user. This tab also includes external events, such as college courses or seminars that were taken outside of the organization or for which there is no specific item in the system.

Each history record in this tab provides information about the completion status of the item, including whether it was completed for credit or not. It also includes the date and time of completion, along with any additional details that were entered when the history record was created. These details may include the name of the instructor, the number of credit hours earned, any comments or notes, and any file attachments that are associated with the history record.

Completed Items tab is highlighted and the completed items page is opened.

Curricula Tab

The Curricula tab lists each curriculum that has been assigned to the user. Administrators can view the status and details of each assigned curriculum, including individual item completion statuses and curriculum requirements, if any. Administrators can also assign a curriculum to a user through this tab.

Programs Tab

The Programs tab lists each program that has been assigned to the user. Administrators can view the status and details of each assigned program and assign and remove programs from this tab.

Library Access Tab

This Library Access tab lists all the libraries that the user has access to. It offers a preview listing of all the items and classes in those libraries.

Note

Refer to the Learning Administration Guide for additional information on other User Entity tabs like: Registrations, Content Status, Surveys, Approvals, External Learning Requests, Class Request, Assignment Profiles, Approval Role, User Groups, Finance, Account Code, Preferences, Government Reporting, Alternate Job Codes, and Phone Numbers.

Actions in the User Entity Header

The Actions link in the Entity Header of the user entity contains additional links to actions that can be taken on the user record, including:

Manage Assignments
Manage Registration
Launch Proxy
Send Email Notification
Assign Alternate Managers

Actions dropdown button is highlighted to show the additional links.

Note

Many of these actions are covered in the Learning Needs Management Administrator guide.

User Entity Main Concepts

A user is any person in an organization for whom learning needs and history records must be tracked. A user may be an employee or a contractor. Users have access to SAP SuccessFactors Learning from the SAP SuccessFactors Learning application to view their own training information. Personnel identified as managers may view the training information of their direct reports and other users for whom they are responsible. Human Resource Business Partners (HRBP) are responsible for a group of users that are not specifically in the manager hierarchy.

Information about external users and the Identity Authentication Service (IAS) may be found in the help system or the Customer Community.

User Entity Management

Although the modules in the SAP SuccessFactors Suite can function independently, they are able to exchange information, such as user accounts, with other integrated modules. Consequently, user entities are typically not directly added in the learning module, unless it operates separately from the other modules. Users can be manually added to the learning system if there is a requirement for an External user.

Employees

If a user is an employee, they are first brought into SAP SuccessFactors HCM. The User Connector is used to transfer the user data from HCM to Learning. Any changes made to the HR data or information in HCM will be updated in Learning the next time the connector runs. If there are specific fields in the user profile that need to be changed and cannot be updated by the connector, an Administrator can make those changes.

Non-Employees

If a user is not an employee, but exists in SAP SuccessFactors HCM, they can still be brought into Learning using the connector. In this case, they may have a different employee type such as contractor, vendor, or customer. Assignments can be automatically made to groups of users based on their employee type and other user attributes.

Terminated employee

If a user becomes terminated, the connector will update their status from active to not active.

External Users

For users who are not employees and are not in SAP SuccessFactors HCM, such as external users, they need to be authenticated through IAS (Identity Authentication Service) in order to access Learning. Sometimes, a website is used to allow external users to create their own account, fill out a form that goes through an approval process, and then the user is added to Learning.

More information about these methods can be found in the help documentation.

Search for a User

Business Example

Find a User named Lyndsay Abel in the system.

In this exercise, you will search for a user entity with the following details: Last Name: Abel

ExerciseStart Exercise

Steps

Search for a user entity with Last Name: ABEL and open it.
1. Navigate to People → Users.
2. In the Last Name Search criteria, enter the value: ABEL
3. Choose the Search button.
4. Locate your user from the search results list.
5. To open the user entity, select the UserID link: LYABEL from the search results.

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