SF Admin Help en

PUBLIC
Document Version: 2H 2021 – 2022-01-20
SuccessFactors Learning Administration Help

© 2021 SAP SE or an SAP affiliate company. All rights reserved.
THE BEST RUN

Content
1 Learning Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2 The Building Blocks of a Learning Management System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3 Adding Courses, Programs and Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
4 Courses: Fundamental Building Blocks of Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

4.1 Adding Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4.2 Creating Instructor-Led Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Instructor-Led Course Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Dividing a Learning Item into Agendas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Creating Equal and Sequential Agendas of a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Specifying the Type of Equipment That Must Be Present for Courses. . . . . . . . . . . . . . . . . . . . . . . . 35
Adding Materials to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Learning Item Agendas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Where Your Set of SAP SuccessFactors Learning Courses Can Originate. . . . . . . . . . . . . . . . . . . . . . 37
Authorizing Many Instructors to Teach One Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
4.3 About Online Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
4.4 Creating Online Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Online Course Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Adding Content Packages to a Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Adding Online Exams to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Adding Online Content Objects to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Adding Assessments to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Organizing Online Learning Content for a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Creating an Adaptive Online Course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Reassigning Online Learning Items after Modifying Them. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Locking or Removing Failed Online Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Setting AICC Max Normal In a Course. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Tips for Configuring Online Exam Contents for Adaptive Learning. . . . . . . . . . . . . . . . . . . . . . . . . . .59
Add SCORM Content as a Single Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
OCN Content as Learning Item Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
How You can Add Online Content to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
4.5 Adaptive Online Course Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.6 Creating Blended Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Blended Course Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.7 Why add Competencies, Objectives, and Tasks to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Adding Objectives to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

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Adding Tasks to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding Competencies to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Inherited Learning Item Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.8 Creating Other Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Enabling a Task Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting the Order of Tasks in a Course. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Enabling Administrators to Assign Task List Observers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Enabling Users to Nominate their own Task Checklist Observers. . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Task Checklist Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Task Checklist Business Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
SAP SuccessFactors Learning Task Checklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Task Checklist Observer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Rules for Modifying Assigned Task Checklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
The Process of Selecting Observers and Completing Observations. . . . . . . . . . . . . . . . . . . . . . . . . . 77
4.9 Using an Existing Course as a Template for a New Course. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
4.10 Assigning Courses to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
4.11 Preventing Learners from Over-Enrolling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
4.12 Enabling Class Requests for Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
4.13 Recommending Courses to Pools of Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
4.14 Adding Surveys to Evaluate Courses or Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Copying a Survey as a Template for New Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Assigning Surveys to Courses in Bulk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Reviewing Survey Statistics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Modifying Survey Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Building a Survey Direct Link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
Configuring Course Satisfaction Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Configuring Course Follow-Up Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Adding Survey Questions and Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Adding Learning Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Assigning Satisfaction Surveys After Learning Item Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Adding Follow-Up Surveys to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Translation Support for Learning Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95
Breaking the Link Between a Notification and Its Corresponding Template ID. . . . . . . . . . . . . . . . . . 96
Learning Competency Scales Compared to Human Experience Management (HXM) Competency
Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Learning Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Learning Evaluation Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
4.15 Adding Learning Items to Libraries from the Learning Item Workspace. . . . . . . . . . . . . . . . . . . . . . . . . 98
Checking the Libraries that a Learning Item Belongs To. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Changing the Price of a Single Learning Item in its Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Adding Topics to Learning Items to Organize Courses for Users. . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Content PUBLIC 3
4.16 Revising a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101
Learning Item Revision. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
4.17 Adding Prerequisites to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Learning Item Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Prerequisite Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Results of Failing to Meet Learning Item Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Substitute Relationships with Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
4.18 Importing Open Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Open Content Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Open Content Network Usage Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Configuring Open Content Network Single Sign On in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . 109
4.19 Tips for Managing your Course Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110
Deactivating a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Deleting a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
4.20 Common Troubleshooting in Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Viewing Open Content Network Sessions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Viewing the Schedules and Enrollment of a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Checking the Curricula that Use a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Checking the Assignment Profiles that Assign a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
4.21 Less Common Course Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Enabling Detailed Content Object Audit on Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Setting a Price for a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Configuring Purchasing Options for Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Making an Exception to the Cost Calculation of a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . .118
Making an Exception to How a Learning Item Is Graded. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Configuring a Learning Item for Government Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Adding SAP Jam Groups to a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Exporting AICC Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Assigning Learning Items Directly to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Creating Learning Item Overview Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Setting the Default Reassignment of Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Adding Pre-Tests and Post-Tests to a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Adding Documents to Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
4.22 Learning Item Details Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
4.23 Learning Item Classifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
5 Scheduling Courses into Class Times and Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

5.1 Class Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Viewing Learner Class Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Viewing Class Requests by Course. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
How Class Requests are Made and Resolved. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Class Requests Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

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5.2 Adding Recurring Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167
5.3 Using an Existing Class as a Template for a New Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170
5.4 Adding Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Adding and Editing Class Time Slots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175
Adding a Virtual Time Slot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Configuring VLS Time Slots to Add Learning History Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Opening Virtual Courses Early. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Copying Time Slots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Copying Class Segment Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Adding Contacts to Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Adding Materials to Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Adding Document Links to Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Class Time Slots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Finding the Courses Scheduled into a SAP SuccessFactors Learning Location. . . . . . . . . . . . . . . . . 183
Finding a SAP SuccessFactors Learning Facility Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
5.5 Tips for Managing Classes and the Class Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .185
Creating Class Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Deleting a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Removing Classes from Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Creating Schedule Blocks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
5.6 Managing Costs of Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188
Changing a Class's Price in a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Class Government Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .189
Changing a Class Cost Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Adding Class Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Changing Class Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Changing the Cancellation Policy of a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Changing Class Chargeback Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
5.7 Class Details Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
5.8 Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
6 Registering Learners for Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

6.1 Viewing the Learners in a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
6.2 Adding Learners to Class Registration Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
6.3 Reserving Seats in a Class for Specific Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
6.4 Enrollment Status Meanings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
6.5 Adjusting Payment Methods of Users in Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
6.6 Adjusting Price of a Class to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
6.7 Investigating Order Information for Users in Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207
6.8 Getting a Class Roster. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
6.9 Resending Class Registration Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .208
6.10 Recording Learning from the Class View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

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6.11 Initiating Evaluations Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209
6.12 Adding Special Requests to a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210
7 Concluding Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

7.1 Recording Attendance for a Class Time Slot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213
7.2 Splitting Costs for Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
7.3 Editing Closed Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
7.4 Add Learning History with Finance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Setting Completion Status for Internal Learning Events with Financial Transactions. . . . . . . . . . . . . 220
Setting Completion Status for External Learning Events with Financial Transactions. . . . . . . . . . . . .223
7.5 Add Learning History for Multiple Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225
Setting Completion Status for Internal Learning Events Without Financial Transactions. . . . . . . . . . 226
Setting Completion Status for External Learning Events Without Financial Transactions. . . . . . . . . . 228
7.6 Closing Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
7.7 Enabling the Bulk Learning Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
7.8 Learning Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
7.9 Results of Learning Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
7.10 Posting Learning Events to the LMS with a Web Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231
7.11 Learning History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
7.12 Triggers for Learning Completion Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232
7.13 Cancel Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Canceling a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233
Balancing Costs when you Cancel the Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Managing Class Rosters when you Cancel a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
8 Learning Programs: Bundled Courses in a Syllabus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237

8.1 Adding Learning Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
8.2 Creating Agendas for Learning Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
8.3 Adding Items to Learning Program Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
8.4 Learning Programs Basic Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
8.5 Viewing the Assignment Profiles that Assign a Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
8.6 Translating Learning Program Titles and Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .247
8.7 Associating Learning Programs with SAP Jam Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
8.8 Adding Learning Program to Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
8.9 Viewing the Programs in Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
9 Curricula: Bundled Courses in Qualification Tracks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

9.1 Qualification Strategies in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .251
How to Choose Between Curricula and Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Advantages of Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Advantages of Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Curricula and Programs Feature Comparison. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

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9.2 Adding Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256
Curriculum Details Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Adding Content to Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Adding Document Links to Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Adding Curricula to Libraries from the Curricula Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Creating Curriculum Overview Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
9.3 Creating a Substitute Course Relationship. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Curriculum Force Substitute Incomplete Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .295
Forcing Substitutes to Act as Primary Learning Items in Curricula. . . . . . . . . . . . . . . . . . . . . . . . . 296
SAP SuccessFactors Learning Course Substitution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Substitute Relationship Mapping Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Learning Substitute Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Viewing the Substitutes for a Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
9.4 Removing a Substitute Course Relationship. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
9.5 Curriculum Assignment and Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Assigning Curricula Directly to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300
Assigning Curricula to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Communicating with Learners in a Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Assigning Curricula Through Learning Job Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Copying a Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Checking the Assignment Profiles That Assign a Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Viewing the Job Codes in Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Removing Assignments from the Contents of Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Troubleshooting Individual User Status in Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Diagnosing Incorrect Curriculum Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Curriculum Assignment Strategies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Reassignments from SAP SuccessFactors Learning Curricula Treated as Single Assignment. . . . . . .325
9.6 When and How to Decommission Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Deleting a Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Deactivating a Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
10 Libraries: Sets of Courses that Learners can Discover. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328

10.1 Creating Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Library Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Adding Learning Items to a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .331
Adding Curricula to a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Adding Programs to a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Managing the QuickGuides in a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
QuickGuides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Enabling QuickGuides for Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Enabling a Library to Receive Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Managing the Collections in a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .337

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Placing Courses into Featured, New, and Revised Card Categories. . . . . . . . . . . . . . . . . . . . . . . . . 338
Setting the Relevance of Libraries' Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Setting the Search Tier of Libraries' Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Changing the Price of a Learning Item in a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Best Practices for Curating Learner Published Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Library Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
10.2 Assigning Libraries to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
10.3 When and How to Decommission Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Inactivating a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Deleting a Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
10.4 Enabling Learning Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .349
How SAP SuccessFactors Learning Finds Recommendations for the Recommended for You Library
Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Learning Recommendations Tile and Recommended for You Library Category. . . . . . . . . . . . . . . . . 351
10.5 Library Troubleshooting Strategies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Viewing a Library's Assignment Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Running a Library Search for Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
11 Assignment Profile Process for Bulk Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

11.1 Creating an Assignment Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Basic Assignment Profile Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Setting Up Assignment Profile Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Executing Changes for Assignment Profile Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .359
Manually Updating Assignment Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Checking an Assignment Profile Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Assignment Profile Propagation Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
User Attributes Available to Assignment Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .362
11.2 Assigning Libraries to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
11.3 Assigning Courses to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
11.4 Assigning Curricula to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
11.5 Recommending Courses to Pools of Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
11.6 Scheduling Assignment Profiles to Update Automatically. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Assignment Profile Synchronization Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
How the Assignment Profile Synchronization Automatic Process Handles Plans and Goals. . . . . . . . 372
11.7 Deactivating an Assignment Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .373
Deactivating Assignment Profiles While Preserving Learning Assignments. . . . . . . . . . . . . . . . . . . .374
Deactivating Assignment Profiles and Removing its Learning Assignments. . . . . . . . . . . . . . . . . . . 375
11.8 Copying an Assignment Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
11.9 Deleting an Assignment Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .376
11.10 Checking the Assignment Profiles that Apply to a Learner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
11.11 Status Values for Adding Objects to SAP SuccessFactors Learning Assignment Profiles. . . . . . . . . . . . .378
11.12 SAP SuccessFactors Learning Assignment Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

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11.13 Assignment Profile Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
11.14 Learning Assignment Methods that do not Rely on Assignment Profiles. . . . . . . . . . . . . . . . . . . . . . . . 379
11.15 Adding Learning Employee Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
11.16 Why Avoid Learning Regular or Temporary Employee Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
12 Learning Collections: Lists of Hyperlinks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383

12.1 Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .384
12.2 Creating a Learning Collection as an Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
12.3 Enabling Learners to Create Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
12.4 Enabling Administrators to Create Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
12.5 Reporting on Learning Collection Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
12.6 Looking up Learning Collection Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
12.7 Enabling External Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
12.8 Adding an External Link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
12.9 Pushing External Learning Links to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
12.10 Tracking the Views of Recommended External Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .395
12.11 SAP SuccessFactors Learning External Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .396
12.12 An Example of Using Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
13 Learning Needs Management Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400

13.1 Registration Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .400
Withdrawing Users from a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Reserving Seats in a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .401
Registering Users in a Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
13.2 Edit Required Dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
13.3 External Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
13.4 Activating and Deactivating Open Content Network Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . 405
14 Adding Tasks, Objectives, Requirements, and Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

14.1 Adding Learning Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Learning Objective Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Using an Existing Learning Objective as a Template for new Objectives. . . . . . . . . . . . . . . . . . . . . . 410
Viewing the Content Objects That Address a Learning Objective. . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Storing Custom Data in a Learning Objective. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Adding Competencies to Learning Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Viewing the Learning Items that Use a Learning Objective. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Viewing the Objective as it is Displayed at Run Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .413
Viewing the Questions that Test an Objective. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Learning Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Exam Usage Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .414
14.2 Adding Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Allowing Users to Fulfill a Requirement with Hours from Any Learning Item in a Curriculum. . . . . . . . 416

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Allowing Users to Fulfill a Requirement with Hours from a Subset of Learning Items in a Curriculum
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .417
Allowing Users to Fulfill a Requirement with Learning Items from a Subset of Learning Items in a
Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
SAP SuccessFactors Learning Curriculum Requirement Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Learning Curriculum Requirement Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
A Learning Requirement's View of Its Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
When to Use the "Number of Hours of Specified Hour" Learning Requirement Type. . . . . . . . . . . . . 422
When to Use the "Number of Hours of Specified Hour Type from Pool of Items" Learning
Requirement Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
When to Use the "Number of Items from Pool of Items" Learning Requirement Type. . . . . . . . . . . . .425
Learning Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Copying a Requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
14.3 Adding Learning Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .427
Adding Competencies to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Adding Documents to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Adding Instructional System Design Analysis to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .430
Viewing the Courses That Use Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Adding Job Codes to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Adding Job Locations to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .431
Adding Objectives to Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
14.4 Adding Learning Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Learning Document Links Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Reviewing Document Links Used by Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Reviewing Documents Used by Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435
Reviewing Documents Used by Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .436
Reviewing Documents Used by Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Why you Might add Documents to Courses or Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Adding Learning Document Link Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
14.5 Learning Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
Don’t Copy Competencies in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Adding Subject Areas to Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Learner Profile does not Track Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Competency Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Rating Criteria in Competencies within Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Tasks in Learning Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Viewing the Competency Profiles in Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Viewing the Objectives in Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Finding Learning Competencies by Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
15 Revising Learning Resources and Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447

15.1 Physical Learning Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447

10 PUBLIC Content
Checking SAP SuccessFactors Learning Equipment Status and Placement. . . . . . . . . . . . . . . . . . . 449
Checking Training Learning Equipment Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Adding Learning Regions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Adding Learning Facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Adding Learning Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Adding Learning Equipment Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Adding Learning Equipment Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Adding Learning Location Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Adding Learning Training Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Adding Learning Training Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Adding Learning Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Custom Training Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
15.2 Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .504
Importing Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .505
Adding Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .506
Enabling Instructors to Post Learning for Impromptu Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Assigning the Instructor Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Assigning a Related User to Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Adding Instructors to Regions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Configuring Instructors for VLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Enabling Instructors to Change their VLS Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Adding Custom Field Values to Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513
Adding Instructor Shipping Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514
Authorizing One Instructor to Teach Many Learning Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Generating Proctor Codes For Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .516
Sending Proctor Codes to Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .517
Purging Instructor Proctor Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Deleting Instructor Proctor Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519
Viewing Instructor Teaching Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .519
Assigning Costs to an Instructor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
Instructors and Administrators must have Related User IDs and the IDs Must Match. . . . . . . . . . . . 529
Instructor Identity and Access Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530
Instructor Authorization to Teach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .531
Instructor's Proctor Status Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Types of Proctor Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
Instructor Virtual Classrooms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
The Benefits of Creating Instructor Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
15.3 Revising Learning Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Metadata that Helps Administrators Find Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Adding Course Completion Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .539
Adding Item Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541

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Adding Assignment Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
Adding Course Topics (Subject Areas). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Adding Learning Date Format Patterns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550
Adding Learning Number Format Patterns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Adding Registration Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 552
16 Learner Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554

16.1 SAP SuccessFactors Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
User's Government Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
User Online Status Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Troubleshooting Learner Purchasing Power. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 562
Assigning an Account Code to Learners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
Troubleshooting User Surveys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564
16.2 Management of Learner Course Needs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Identifying Users by Learning Needs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Launching the Registration Assistant from a User Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566
Viewing Users' Completed Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566
Viewing a User's Assigned Learning Items (Courses). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Launching the Learning Needs Tool from a User Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .570
Adding SAP SuccessFactors Learning Alternate Job Codes to Users. . . . . . . . . . . . . . . . . . . . . . . . 571
User's Assigned Items Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Viewing Learner Registration Process Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Checking Users' Library Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
Placing Users into User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574
16.3 Using Learning to Look Up Learner Profile Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Looking Up Learner Phone Numbers in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
SAP SuccessFactors Learning User Details Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
Security Personas in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .584
Looking up a Learner's User Group Membership. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 588
Setting Users' Learning Locale Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
16.4 Basic Management of Learner Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593
Why You Should Not Reset Passwords in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .593
Why You Should Not Copy Users in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .593
Manually Deleting Native Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594
Hiding User Images in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .594
Launching a Proxy Session to Troubleshoot Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Managing Alternate Managers in SAP SuccessFactors Learning Administration. . . . . . . . . . . . . . . . 596
Learning Organization Dashboards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
16.5 Learning Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
Disabling a SAP SuccessFactors Learning Organization's Shopping Account. . . . . . . . . . . . . . . . . . 597
Grouping Learning Organizations into User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
SAP SuccessFactors Learning Organization Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599

12 PUBLIC Content
SAP SuccessFactors Learning Organization Account Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
SAP SuccessFactors Learning Organization Finance Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
SAP SuccessFactors Learning Organization Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
SAP SuccessFactors Learning Organization Owners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
SAP SuccessFactors Learning Organization Reserved Seats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
SAP SuccessFactors Learning Organizations Training Budgets. . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
SAP SuccessFactors Learning Organization Training Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . 602
SAP SuccessFactors Learning Organization Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
16.6 Graduation Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Cohorts Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Cohorts Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Class Groups Offerings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Cohorts (Graduating Class) Register Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .605
Cohort (Graduation Group) Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605
16.7 Assigning Learners to New Managers with the Learning Manager Assistant. . . . . . . . . . . . . . . . . . . . . 608
16.8 Merge Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609
Rules Applying to Merging Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .609
17 Online Learning Content Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612

17.1 Content Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612
Creating Content That Users Can Confirm Reading. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613
Copying a Content Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616
SAP SuccessFactors LearningContent Object Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . 617
Content Object Launch Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618
Content Object Launch Method Fields in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . 620
Content Objects AICC Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623
Learning Content Objects Cross Security Domain Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623
17.2 Content Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .624
Learning Content Packages Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 625
Modifying SAP SuccessFactors Learning Content Package Objectives. . . . . . . . . . . . . . . . . . . . . . 625
SAP SuccessFactors Learning Content Packages Content Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . 626
17.3 Adding Assessments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 626
SAP SuccessFactors Learning Quiz Assessments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
SAP SuccessFactors Learning Exam Assessments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 635
17.4 Question Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661
Enabling the Question Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662
Adding Questions to the Question Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662
Adding a Variant to a Question. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
Randomizing Answers for Exams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Creating a Fill-in-the-Blank Question. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666
Modifying Objectives in Existing Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667
Changing the Point Values of Existing Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 668

Content PUBLIC 13
Inactivating and Activating Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 668
Previewing Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .669
Adjusting Point Values of Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .669
Question Type Uses and Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .670
Question Point Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 671
Question Variant Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 672
Question Versioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
The Relationship Between Questions and Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
17.5 Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .673
Question Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675
Migration of Questions Between Environments When Using Legacy Questions. . . . . . . . . . . . . . . . .697
17.6 Legacy SAP SuccessFactors Learning Exams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .702
Legacy Exam Behavior. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Legacy Exam Objects' Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
Legacy SAP SuccessFactors Learning Exam Messages Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .712
Legacy SAP SuccessFactors Learning Exam Questions Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .713
Legacy SAP SuccessFactors Learning Exam Item Usage Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714
Legacy SAP SuccessFactors Learning Exam User Usage Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .714
Legacy SAP SuccessFactors Learning Exam Custom Fields Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . 715
Legacy SAP SuccessFactors Learning Exam Printed Exams Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . 715
Printed Exam Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
17.7 Online Learning Content Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
SAP SuccessFactors Learning Import Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .717
Importing Content to Add to an Existing Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 720
Importing Updated Content for an Existing Learning Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .721
Importing Content to Enable it for Mobile or Offline Use in an Existing Learning Item. . . . . . . . . . . . .722
Importing New Online Course Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 724
17.8 Online Content Management Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 725
Identifying Content Servers for Online Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
Setting AICC Max Normal Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728
Setting AICC Wrapper Confirmation Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730
Mapping AICC Status to SAP SuccessFactors Learning Completion Status. . . . . . . . . . . . . . . . . . . 731
Cross Domain Support Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 734
Online Learning Content Management Configuration Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . 735
Online Learning URL Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .736
ICONTENT System Configuration Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 737
CONTENT IMPORT System Properties File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 737
OPEN CONTENT NETWORK System Property File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 739
18 Learning Finance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 744

18.1 Master Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .744
18.2 Adding Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 745

14 PUBLIC Content
The Importance of Account Code Type, Company Code, and Controlling Area. . . . . . . . . . . . . . . . . 746
18.3 Order Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 746
How to Access the Order Management Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747
Fulfilling Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747
Refunding an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 748
Approving Financial Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 749
Canceling a Learning Order by Order ID or Purchase Order ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . .750
Creating a Purchase Refund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
When Financial Transactions are Created. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 751
How Domain Restriction Works for Financial Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 752
How Orders and Transactions Fit Together. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
Order Management System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
The Purchasing Process for Orders of Learning Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754
SAP SuccessFactors Learning Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 755
Why Avoid Adding Learning Order Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 756
Order Management Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 756
Order Management Finance Contact Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 758
Order Management Financial Transactions Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 759
18.4 Unused Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 759
18.5 SAP SuccessFactors Learning Coupons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Adding Learning Coupons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .760
Changing Coupon Display Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762
Checking Coupon Usage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .763
Applying Coupons to Courses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763
Checking the Assignment Profiles that Assign a Coupon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 764
Assigning SAP SuccessFactors Learning Coupons to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 764
Coupon Details Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .765
18.6 Subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 768
18.7 SAP SuccessFactors Learning Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 769
Adding a Prepaid Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .769
Copying a Prepaid Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 770
Deleting a SAP SuccessFactors Learning Prepaid Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 770
Giving Organizations Access to a SAP SuccessFactors Learning Prepaid Account. . . . . . . . . . . . . . . 771
Giving Users Access to a SAP SuccessFactors Learning Prepaid Account. . . . . . . . . . . . . . . . . . . . . 771
18.8 Library Price Change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772
Library Price Change Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772
18.9 Master Inventory Price Change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .772
Master Inventory Price Change Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772
18.10 Learning Metadata that Finance Uses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Adding Learning Withdraw (Cancellation) Policies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 774
Adding Learning Cost Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775

Content PUBLIC 15
Activating Learning Currencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777
Setting the Default Global Currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781
Adding Learning Account Code Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782
Adding Learning Discount Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783
Adding Allocation Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784
Adding Allocation Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .785
Setting Default Allocation Type and Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786
18.11 Learning Metadata that Training Planner Uses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787
Adding Learning Employee Classifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787
Adding Learning Employee Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 788
Adding Learning Training Planner Reporting Legal Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 789
Adding Learning Training Planner Training Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790
Adding Learning Training Funding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790
Adding Learning Training Planner Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Adding Learning Training Planner Request Periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .791
18.12 FINANCIAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 792
Refund on Re-Enroll into the Same Course. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 800
18.13 BOOTSTRAP-PAYMENT-GATEWAY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801
18.14 Training Planner Automatic Assignment Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802
19 Learning System Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804

19.1 Learning Administrator Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804
Updating Learning Administrator Basic Account Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804
Assigning Roles to SAP SuccessFactors Learning Administrators. . . . . . . . . . . . . . . . . . . . . . . . . . 805
Generating a Client Secret for Learning Administrator Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . 806
Changing the Administrator View of Learning Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 807
Restoring the Default Administrator Views of SAP SuccessFactors Learning Pages. . . . . . . . . . . . . 809
Administrator Management Summary Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 810
SAP SuccessFactors Learning Administrator Management Preferences. . . . . . . . . . . . . . . . . . . . . . 811
Administrator Display Properties in LMS_ADMIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 812
19.2 Learning User Experience Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813
Placing Learning Users into Security Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 814
Adding Learning Easy Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815
Adding Custom Tiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 816
Adding Default Content Images to SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . 823
Allowing Managers to Remove Alternate Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829
Warning Supervisors of Employees Who are Already Engaged in a Course. . . . . . . . . . . . . . . . . . . . 830
Enabling SAP SuccessFactorsCourse Catalog 3.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835
Hiding Learning Item Revision Information from Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 841
Enabling Learning Approval Waivers for Managers and HRBP Users. . . . . . . . . . . . . . . . . . . . . . . . 842
Setting Course Defaults for Learning Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 843
Enabling Mobile Readiness Indicators on SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . 844

16 PUBLIC Content
Showing Price to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .845
Configuring Single-Word Library Search Prefixes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846
Setting Default Web Library Results View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 847
Controlling Managers' View of Employees in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 847
Updating Learning Manager and User Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 848
Editing the Instructional Text on Learning Manager Dashboards. . . . . . . . . . . . . . . . . . . . . . . . . . . 849
Masking User IDs in SAP SuccessFactors Learning Reports and Notifications. . . . . . . . . . . . . . . . . 850
Showing or Hiding the My Learning Assignments Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851
User Login and New Account Panels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .851
Delegate Settings Global Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 852
Rules of Learning Manager Approval Waiver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 853
General User Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 854
Administrator and User Shared Properties in LMS_ADMIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .857
User Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 858
End User Interface Interaction Preferences in LMS_ADMIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 858
Warning Users Before They Navigate to an External Website. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 865
USER LEARNING PLAN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 865
19.3 Learning Registration, Learning Activity, and Completion Behaviors. . . . . . . . . . . . . . . . . . . . . . . . . . 866
Enabling Waitlists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .867
Enabling Class Requests as Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868
Customizing Certificates of Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 872
Administration Approvals in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .878
Enabling Content Object Level Auditing in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . 969
Pushing Offline Player to Users' Workstations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 970
Default Course Registration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 973
ATTACHMENT System Properties File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975
19.4 Learning Application Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .976
Generating an Admin Level System Client Secret for the SAP SuccessFactors Learning System
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 976
Forcing System Generated IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 977
Configuring Attachment Logic and Limits in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . 978
Adding Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 982
Data Purge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 986
Content Player Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1014
Gamification Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1014
Viewing Users and Administrators in Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1017
Where to Read About Security Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1018
Security Implementation of SAP SuccessFactors Learning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1018
Detailed SAP SuccessFactors Learning Security Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1019
The SAP SuccessFactors Learning PUBLIC Security Domain. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1020
LEARNER_SECURITY System Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1020

Content PUBLIC 17
Manage Passwords and Identity in platform. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1021
General Global Application Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1022
Learning Global Application Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1025
Process for Enabling SAP SuccessFactors Learning Email Messages. . . . . . . . . . . . . . . . . . . . . . . 1025
Customizing Notifications in the Notification Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1053
SAP SuccessFactors Learning Notification Email Management. . . . . . . . . . . . . . . . . . . . . . . . . . . 1105
Virtual Learning System Global Application Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1121
SAP SuccessFactors Learning Virtual Learning Service (VLS). . . . . . . . . . . . . . . . . . . . . . . . . . . . 1122
Attachment Limits in LMS_ADMIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1122
SAP SuccessFactors Learning Administration Search Selectors. . . . . . . . . . . . . . . . . . . . . . . . . . 1123
SAP SuccessFactors Learning Help Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1124
ENTITY_IMPORT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1124
DIRECT_LINK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1124
User-Created Account (Global). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1125
USER GENERATED CONTENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1126
SAP SuccessFactors Learning System Properties in LMS_ADMIN. . . . . . . . . . . . . . . . . . . . . . . . . 1127
Logging Properties in LMS_ADMIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1128
REPORT_SYSTEM System Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1129
SEARCH System Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1134
REPORT System Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1137
19.5 Learning System Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1138
Downloading an Installation Qualification Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1138
Troubleshooting Connectors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1138
Scheduling a Background Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1158
Troubleshooting Learning Automatic Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1160
Scheduling Learning Automatic Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1165
SAP SuccessFactors Learning Sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1182
Tools for SAP SuccessFactors Learning System Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . 1196
19.6 SAP SuccessFactors Learning System Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1208
19.7 Environment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1209
19.8 Timeout Behavior in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1209
20 Personalized Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1211

20.1 Prerequisites to Enable Personalized Recommendations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1211
20.2 Configuring SAP SuccessFactors Learning to support Machine Learning Recommendations. . . . . . . . . 1212
Enabling Recommendations Tile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1212
Enabling Recommendations Engine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1213
Enabling Recommendations Newsletter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1214
Enabling Custom Fields of Users to be included in Personalized Recommendations. . . . . . . . . . . . .1215
Assigning Permissions to Users for Accessing Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . 1216
Editing the Legal Disclaimer for Learning Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . .1216
20.3 Requesting Data Synchronization for your Tenant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1217

18 PUBLIC Content
20.4 How Personalized Recommendations Are Generated. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1218
20.5 Types of Data used for Learning Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1218
User Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1219
Learning Entity Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1220
Learning Entity Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1221
Active Locales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1221
User Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1222
User Activity – Peer Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1222
User Activity – Bookmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1222
User Activity – Item Ratings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1223
User Activity – Learning History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1223
User Activity – Learning Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1223
20.6 Supported Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1224
21 SAP SuccessFactors Learning Reference Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1225

21.1 Importing SAP SuccessFactors Learning References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1225
21.2 Learning Calendars and Time References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1226
SAP SuccessFactors Learning Date Format Patterns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1227
Holidays in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1227
Holiday Profiles in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1228
SAP SuccessFactors Learning Time Zones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1229
Work Week Profiles in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1231
21.3 Geography References for Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1232
SAP SuccessFactors Learning Countries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1233
Job Locations in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1234
SAP SuccessFactors Learning Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1234
Locales in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1236
SAP SuccessFactors Learning Locale Labels Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1240
21.4 Learning References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1240
SAP SuccessFactors Learning Resource Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1241
21.5 Categorization for Competencies in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1241
21.6 Learning System Administration References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1242
SAP SuccessFactors Learning Report Groups Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1242
21.7 SAP SuccessFactors Learning User Management References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1244
Why Avoid Learning Job Grade Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1244
22 SAP SuccessFactors Learning Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1245

22.1 Running Reports in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1245
22.2 Scheduling SAP SuccessFactors Learning Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1246
22.3 Downloading Learning Report Designer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1248
22.4 Importing Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1249
22.5 Auditing Changes Made to User Personal Information in SAP SuccessFactors Learning. . . . . . . . . . . . 1250

Content PUBLIC 19
22.6 Auditing Changes Made by a Learning Administrator in SAP SuccessFactors Learning. . . . . . . . . . . . . 1251
22.7 Auditing User Information Stored in SAP SuccessFactors Learning for Native Users. . . . . . . . . . . . . . .1252
22.8 Exporting Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1253
22.9 Exporting Report Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1254
22.10 Publishing a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1255
22.11 Version Up a Published Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1256
22.12 Basic Report Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1256
22.13 Advanced Report Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1256
22.14 Reports Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1257
22.15 Run Report Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1257
22.16 Report Jobs Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1258
22.17 Saving a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1258
22.18 Saved Reports Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1258
22.19 Data Privacy Auditing for Learning Native Only Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1259
22.20 Editing Report Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1259
22.21 Editing Report Definitions and Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1260
22.22 Unpublishing a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1261
22.23 Deleting a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1261
22.24 Report Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1262
22.25 Communication Checklist with Report Writers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1264
Communication Checklist for Importing Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1264
Communication Checklist for Exporting Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1265
22.26 Testing Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1265
22.27 Troubleshooting the Report Import Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1266
22.28 Troubleshooting Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1266
Common Configuration Issues with Plateau Report Designer. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1267
Troubleshooting Report SQL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1267
BIRT Behavior to Avoid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1268
SAP SuccessFactors Learning Report Query. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1269
Enabling the Report Query View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1269
22.29 Notification About Disabled Report Jobs in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1270
22.30 Setting up a Plateau Report Designer Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1270
What your Project Manager Provides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1271
Your Responsibilities as an Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1271
23 Personalization Options in Learning Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1274

23.1 Personalizing Your SAP SuccessFactors Learning Home Page Layout. . . . . . . . . . . . . . . . . . . . . . . . . 1274
23.2 Disabling Guide Me Mode for your Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1275
23.3 Saving Searches or Revising Saved Searches in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1275
23.4 Using Filters to Narrow Searches in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1276
23.5 The Components of Learning Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1277
23.6 Recents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1277

20 PUBLIC Content
24 Translating Strings in Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1279
25 Not all Learning Settings Documented. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1280
26 Deleting Programs from Completion History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1281
27 Removing Programs from Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1282
28 Adding New Programs to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1283
29 Viewing the Programs Table on Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1284
30 New User Interface for SAP SuccessFactors Learning Administration. . . . . . . . . . . . . . . . . . . . . 1285
31 Migrating Learning Competencies to Center of Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1287
32 Learning Recommendations and Assignments in SAP SuccessFactors Opportunity

Marketplace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1298
32.1 Enabling Learning Recommendations in SAP SuccessFactors Opportunity Marketplace. . . . . . . . . . . .1299
Adding Machine Learning Recommendations in SAP SuccessFactors Learning. . . . . . . . . . . . . . . 1300
Adding Administrator Recommendations in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . .1301
Adding Peer Recommendations in SAP SuccessFactors Learning. . . . . . . . . . . . . . . . . . . . . . . . . 1302
33 SAP SuccessFactors Learning Terminology Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1303

Content PUBLIC 21
1 Learning Administration
Learning administrators use Learning Administration to manage your Learning Management System (LMS),
including learner profiles, learning content, learning needs management, and the LMS itself.
Learning Administration is a workspace for enabling and administering the Learning Management System (LMS).
With it, you can:
● Manage learner profiles: the information about users that you pulled into Learning for the purpose of managing
their learning.
● Manage online content: the online course structure, sources, and content itself. You can define a structure for
your content, including exams, you can configure third-party vendors of courses, and you can import your own
content to a server you’ve defined.
● Manage learning needs: the process of defining your organizational learning needs and building a system to
offer and track what your people are learning.
● Manage the LMS itself: the process to keep your LMS aligned with your organization as it grows, creates new
organizational structures, changes policies that affect global settings, adds countries, defines new roles, and so
on.

22 PUBLIC Learning Administration
2 The Building Blocks of a Learning
Management System
A Learning Management System (LMS), as a tool that shapes and tracks learning, provides you a way to combine
units of learning, starting with courses as the smallest basic unit. Understanding how the units of learning interact
help you design systems that meet your organizational learning needs.
In SAP SuccessFactors, the most basic unit of learning is a course. You can combine courses into bundles called
programs and curricula, you can schedule courses into classes, and you can make courses available in course
libraries, but you start with courses. The units of learning that define how users learn are:
● Courses
● Programs
● Curricula
Classes and course libraries are related to courses, programs, and curricula, but they define other interactions.
Classes, for example, determine when users can learn. Libraries help users discover what they can learn (instances
of courses, curricula, and programs).
 Note
SAP SuccessFactors does acknowledge cases when you do not start with courses. For example, you can create
a program with an agenda that is a list of links to your intranet or you can add a tracked Standard Operating
Procedure (SOP). But when you think through how you want to meet learning needs, you should start by
thinking about courses.

The Building Blocks of a Learning Management System PUBLIC 23
How Users can Learn: Courses, Curricula, or Programs
Courses as the Fundamental Unit of Learning
Courses are the fundamental unit of learning because they are the smallest unit of learning that SAP
SuccessFactors uses to track completion. When you acknowledge that one of your employees has, for example,
completed a Cardiopulmonary Resuscitation (CPR) course, you track that the user has completed the course. The
CPR course might also be a part of curriculum or a program that is tracking their progress, but once the employee
has completed the CPR course, it shows on their transcript (learning history) that they completed it.
 Tip
You stretch the idea of a course beyond its traditional idea (content that you view or a class that you attend),
but even the nontraditional definitions see a course smallest unit of completion.
Because courses are the smallest unit that tracks completion, they are also the smallest unit of learning need. You
create courses to fill a learning need and you want to track that users have completed courses for that learning
need. For example, you might identify that individual contributors need to improve their communication
competencies to become managers. You create courses for communication skills (the need) and you track the
course to completion to verify that the need is addressed.
Combining Courses into Programs as Guided Learning
Programs are guided learning that often use courses as an important building block. A program guides users
through a set of courses and other experiences to lead to an outcome that does not result in qualification (curricula

24 PUBLIC The Building Blocks of a Learning Management System
result in qualifications). For example, you can create a program that helps users transition from individual
contributors to managers. They might start their guided learning with a video from the head of Human Resources
that speaks to them about the importance of managers. The video a link, not a course, and therefore cannot be
tracked as complete. The program should also include courses like a communication skills course.
Combining Courses into Curricula for Qualification Needs
Curricula are bundles of courses that have strict rules that lead to qualification. They are like programs because
they bundle courses, but because they lead to qualification, and qualification requires tracking they include
onlycourses. They also include reassignment to keep learners current on their qualification. For example, a
swimming lifeguard must keep qualified in lifesaving techniques. Most qualification systems require a passing
grade in a complete CPR course at a set schedule (such as annually). These strict rules of completion and
retraining are what set curricula apart from programs.
 Note
Learners technically complete courses not curricula because they must remain qualified in the curriculum. The
curriculum is always assigned. But in casual conversation, learners say that they completed this years'
curriculum or their current curriculum requirements. What they mean is that they are up to date in their course
completions for the curriculum.

The Building Blocks of a Learning Management System PUBLIC 25
3 Adding Courses, Programs and Curricula
In SAP SuccessFactors, you add courses, programs, and curricula so that learners can find learning opportunities.
A learning needs management process can happen at any time, but it usually occurs annually. For example, you
might meet in the fall as a learning organization to assess next years' learning needs and create opportunities for
your learners. You might also meet more frequently, like monthly, but the process is the same. You investigate what
your learners should learn and you create opportunities for them.
Your learning needs management process likely differs from other organizations, and it’s often conducted outside
of SAP SuccessFactors, but after you agree on the learning needs for your organization, you add courses,
programs, and curricula to create learning opportunities for your people. Although we have some advice for
learning needs management, we limit the advice to thoughts about how you can work well with the LMS and when
you’re ready to create units of learning in SAP SuccessFactors:
● Courses (and the classes that you schedule of the courses)

● Programs
● Curricula
 Note
Although we do provide other learning mechanisms, like link collections and Quick Guides, they’re learner
generated content and so they don’t come under the more formal learning needs management process.
What to Prepare Before you Add Courses, Curricula, and Programs
Before you begin a learning needs management process, it helps to review a few prerequisites. You typically add
these prerequisites when you implement, but your organization changes over time. A review can save you time
later.
● Review your learning resources, including base costs of you’re using Finance. You might have new instructors,
for example, or you might have added or removed a training location.
● If you use them, review your learning design elements: objectives, tasks, and requirements. Some
organizations use the elements to help them design their courses.
● Review your learner profiles to make sure that you have the learning attributes you later assign learning needs
to the learners.
When to Prepare Assessments, Including Task Checklists
Consider creating assessments before you begin learning needs management because they clarify learning needs:
if it’s worth assessing, then it is worth teaching. You should consider preparing assessments first especially if you’re
building formal exams. You need time to build your question library, objective pools, and exam rules, including
translation before you begin creating the courses that use the exams.

26 PUBLIC Adding Courses, Programs and Curricula
If you’re using task checklists, prepare the tasks before you begin. Then, when you create the courses that contain
the task checklists, you have the tasks ready.
Quiz assessments are different because they’re smaller and less formal. You can more easily add quizzes to
courses in the middle of your learning needs management process.
When to Add Learning Content to Courses
Although you can update online learning content at any time, consider adding content after you define learning
needs through online courses. When you add learning content after defining the courses, programs, and curricula,
you have a well-considered structure and you’re connecting content to it.

Adding Courses, Programs and Curricula PUBLIC 27
4 Courses: Fundamental Building Blocks of
Learning
In SAP SuccessFactors, a course is the fundamental unit of learning that you can track to completion, combine into
programs or curricula, or schedule into classes.
Courses teach learning objectives and can be assigned to users and tracked to completion. You assign courses to
learners because you want them to achieve the course learning objectives. Learners assign courses to themselves
because they want to achieve the learning objectives.
Courses are also units of learning that you combine into programs or curricula. A program is guided learning
process, which usually includes courses. Learners progress through the program, building skills and knowledge as
the complete the courses.
Finally, you schedule courses into classes. Courses become the template for all their classes. For example, a
university course called Introduction to Physics can be scheduled at many times. Each instance of Introduction to
Physics covers the fundamentals of physics with the same materials. Each instance, however, is taught by a
different instructor, in a different room, and at a different time. In this example, Introduction to Physics is a course.
Each scheduled instance of the learning item is a class.
4.1 Adding Items
You can add items to offer a greater number of learning contents with different types.
Context
Adding items in the new Learning Administration brings parity with the old UI, and also provides an enhanced user
experience. Types of items that you can add are:
● Instructor- Led
● Online Only
● Instructor-led with online content
● Other
Procedure
1. Go to SAP SuccessFactors Learning Administration, and choose Learning Activities Items .

2. Choose Add New and choose an Item Classification, Locale, and Item Type.
The page will refresh and display any other relevant or required fields, depending on the Item Classification.

28 PUBLIC Courses: Fundamental Building Blocks of Learning
3. Fill out the required fields.
 Note
○ If you want to display any custom field in the New Item page, then select Display for them in System
Administration Configuration Entity Configuration . Once you do that, they become visible in the
New Item page. Alternatively, you can decide to hide fields in the New Item page by deselecting it in
Entity Configuration.
○ The Revision Number field can accept up to 90 characters.
4. Choose Save.
4.2 Creating Instructor-Led Courses
Create instructor-led courses when the course is live with an instructor: when it includes no online components and
the instructor is always leading the class.
Context
Live courses are the traditional, instructor-led course offerings. Whether they’re delivered in a physical classroom
or a virtual meeting space, they’re conducted by an instructor. Because these courses are live, they’re scheduled at
specific times, dates, and meeting spaces. We treat them differently than, for example, an on-demand course that
users can launch at any time.
In the summary, you must provide all required information before the system allows you to continue. We
recommend that you expand the additional options area to verify that the system-provided information is accurate
and that you complete any additional information that is important to your company.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Items

2. Click Add New.
3. In Add New Item, enter the required information.
These fields populate the learning summary fields of the object. You can change them later except for Item
Type and ID. The following fields are mandatory fields.
This Field... ...Is used as follows
Locale Select a language for the new item you add . This is useful if the language of your
audience differs from your native/official language.

Courses: Fundamental Building Blocks of Learning PUBLIC 29
Item Type Select an item type that categorizes the item (for example, a course, an exam, or
on-the-job training) in the user interface. As an administrator, you can use an
item type as a filter in searches and reports. You can create or modify item types
in the Item Types section ( References Learning Activities Item Types ).
Item ID Select Instructor Led from the dropdown list. After you select an item type, you
must manually enter a unique item ID that users can search for in the user inter
face. We recommend that you create a descriptive naming strategy so that users
can identify the item more easily. If you want to create an introductory course for
basic CPR, for example, then you might enter an item ID like "CPR_Level1".
Security Domain ID You can associate an entity with a security domain to control the administrators
who can access the entity. What an administrator can access and do for an entity
depends on how you configured the permissions and security domain group of
the role ID that is associated with the administrator.
4. Choose Add.
The item editor page opens.

5. Go to Agenda Template and choose  (Add Time Slot).
6. In Add Time Slot, provide the required information.
Day Enter the number of days that you expect the instructor needs for the course and the number of
hours that instructor needs each day.
Description Because the content of the Description box doesn’t appear in the user interface, we recommend
that you use it to describe the time slot (for example, Morning Session or Afternoon Lab) to
other administrators.
Duration (hours) Enter a number of hours in the Duration box that indicates the length of each segment.
Delay Start (hours) If the item has more than one time slot on the same day, then you can enter a number of hours
in the Delay Start field of each subsequent time slot to indicate the amount of time between the
second and first time slots, the third and second time slots, and so on. We recommend that you
enter a number in the Delay Start field to account for a lunch or an extended break.
 Note
Enter a decimal value if you want the delay to be less than one hour (for example, 0.25 for a
15-minute break).
Location Type You can select a location type (for example, a lab, conference center, or virtual classroom) to
indicate the type of location (not the actual location) that best fits any class of this item. This
information is for administrative purposes only and can’t be viewed in the user interface.
7. Choose Save .

Related Information
Learning Item Details Fields [page 128]
4.2.1 Instructor-Led Course Structure
To create an instructor-led course, add a course of type instructor-led, and then divide it into segments that
correspond to a learning objectives or topic. When you are finished, you have the basic structure of the instructor-
led course.
A course, at its foundation, includes the course, its type, how the course is divided. The course, type, and time slots
(or in the case of online courses, the content structure) provide a framework that you can add supporting content
into. After you’ve created that structure, you can add the supporting content. You can add, for example, the online
course content, the instructors for the time slots, the rooms where the learners meet the instructors.
 Tip
You can copy an existing course to use it as a template. Find the course that you want to use as a template,
copy it, and then edit the copy with the new information.
 Note
Courses of type other are an exception: you usually create them for task checklists.

An Instructor-Led Course is Divided into Segments
Each segment of a course is a time when you need resources to gather for instruction for a particular topic. For
example, the topics can be basic concepts, advanced concepts, and lab work. The segments are an outline for the
course, an outline that all classes inherit by default. A class of this course in January and a class of this course in
December should have the same topics in the same order with similar resources. For the basic concepts segment,
you might need instructor Smith and a classroom. For advanced concepts, you might need instructor Jones as a
primary instructor, Smith as a secondary instructor, and a different classroom - one with equipment. For the lab
portion, you might need instructor Miller and a lab location with the right equipment.
4.2.2 Dividing a Learning Item into Agendas
Divide a course listing (a learning item) into more than one agenda when you need to separate the course by time
periods that break in between or that require different equipment.
Context
Create agendas when you need to divide a course (a learning item) into time periods. For example, if a course lasts
for three days, each day can be an agenda. Or, within one day, if your course switches rooms, you can create two
agendas: one to take place in the first room and the second to take place in another room.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Items .

2. Find and open the learning item that you want to divide into agendas.
3. Go to Agenda Template and choose  Add Agenda Template
4. In Day, type a unique ID for the day that the agenda takes place.
Typically, these are sequential numbers starting at 1. Higher numbers are later days. To add multiple agendas
to the same day, insert the same value in the Day box. To start the agenda on a new day, insert a unique value in
the Day box.
5. In Description, type a description that helps others understand the content of the agenda.
For example, if the agenda is lab exercises, you can type Lab Exercises.
6. In Duration, type the number of hours that the agenda lasts.
For example, if the agenda lasts eight hours, type 8.

7. If you repeat a number in Days, then type a number of hours in Delay Start to indicate the amount of time
between the first and second agenda, the second and third agenda, and so on.
 Note
You can type a decimal value if you want the delay to be less than one hour (for example, 0.25 for a 15-
minute break).
For example, if you create two agendas on the first day for a morning and afternoon session, and if you want a
one hour break between the two sessions, type 1 in Delay Start.
8. In Location Type, set the type of location required for this agenda.
For example, if this agenda is lab work and therefore must take place in a lab location type, select that location
type.
 Note
You aren’t setting the exact location - that is set at the class - but instead indicating the type of location that
the scheduler should select when setting up a class based on this learning item.
9. Click Save.
Next Steps
Choose  More and Manage Equipment in any agenda to specify the type of equipment that is needed for the
agenda.

4.2.3 Creating Equal and Sequential Agendas of a Learning
Item
Copy an agenda to use it as a template and copy it to sequential days in a course.
Prerequisites
Add the first day's agenda and associate it with the correct location type and equipment. The first day's agenda
acts as the template that you copy into the additional days.
Context
You often need to define identical agendas for a course (learning item). For example, if you have a course that lasts
three days and each day needs the same equipment and the same location type, you can create one agenda and
then copy it to the next two days. The result is three equal agendas.
Procedure

2. Find and open the learning item that you want to work with.
3. If you haven’t yet added the first agenda, in Agenda Template, click  Add Agenda Template .
The first agenda acts as the template agenda, so make sure that you add the correct equipment types and
location type.
4. In Agenda, click  Moreand Manage Equipment.
5. In Number of Times to Copy, type a number of additional days that should get this agenda template.
For example, if you want to create a learning item with four equal agendas and you created the first agenda as
your template, type 3 to create three more agendas in addition to your first template agenda.
6. Click Copy.
Next Steps
If you need to make exceptions to an agenda, you can change that individual agenda. For example, if you created
four equal, eight-hour agendas, you might say that all agendas need the same equipment and location type, but the
fourth agenda isn't eight hours in duration but four hours in duration. You can adjust the fourth agenda at this time.

4.2.4 Specifying the Type of Equipment That Must Be Present
for Courses
In learning item time slots, you can specify the types of equipment that should be present for any class based on
that learning item.
Context
In many cases, you need specify that a piece of equipment is available for any class based on a learning item. For
example, if a learning item is a course to teach electricians how to install an electric panel, you can specify the
types of equipment that they need to successfully complete the time slot of the course. In the learning item, you
might specify that equipment like meters, circuit breakers, tool chests, and safety equipment must be available for
every instance of the course during that time slot of the course.
Procedure

3. Go to Agenda Template.
4. For each agenda that needs an equipment type, choose  (More) and then Manage Equipment.
5. Choose add one or more from list, and then search for the equipment type that you want to add.
6. For each equipment type that you want to add, in Count type a suggested count for the amount of the
equipment type.
The administrator who later schedules the course can override your suggestion.
7. For each equipment type that you want to add, select Add.
8. Choose Apply Changes to make sure that the equipment appears as added
4.2.5 Adding Materials to Learning Items
Add materials to learning items (courses) so that you can see the training materials that should be sent to users or
instructors for the course and you can track the costs and price of the materials.
Prerequisites
Before you can add materials to learning items, you need to declare the materials in References Physical
Resources Materials .

Context
Materials are consumed during training. For example, if the learning item (course) teaches electricians how to
install equipment, the electricians might need wire, wire nuts, and junction boxes. You want to attach the materials
to the learning item so that anyone scheduling the learning item knows that the wire, wire nuts, and junction boxes
need to be sent for the training. Furthermore, if you are using commerce features to track the costs and price of
training, you want the materials to show up in the cost and price of the learning item. You declare the costs and
price on the material and it is added when SAP SuccessFactors Learning calculates realized costs.
 Note
If you remove a material from this item, then the system also removes the material from any classes that are
associated with this item.
Procedure

2. Find and open the learning item that you want to change.
3. Click Materials.
4. Click add one or more from list to add a material.
5. In Update the Materials for the Item, define when the material should be sent, to whom, and how much of the
material that person needs.
This Field... Is Used as Follows...
Type Select Pre Work if the materials should arrive before the
training and Post Work if they should arrive after the training.
Offset The number of days before or after the start of the course
that the materials should arrive. If you select Pre Work, it is
the number of days before. If you select Post Work, then it is
the number of days after.
Target If you select User then the material is for the user. If you se
lect Instructor then the materials are for the instructor.
Count This is the count, per person, that should be sent. For exam
ple, if the training requires five junction boxes per user, then
the count is 5.
6. Click Apply Changes.
Related Information
Learning Materials [page 503]

4.2.6 Learning Item Agendas
A learning item agenda is a session of a course. For example, if a course meets for one week on Monday,
Wednesday, and Friday, then the course has three agendas: one for each day.
If a course spans multiple days or multiple instructors, agendas are a useful way to divide the learning item
(course). Examples:
● You create a learning item that is four days long. The course meets four days in a row beginning at 8 AM and
ending at 3 PM. You can create one learning item with four 8 AM - 3 PM agendas.
● You create a learning item that is one day long but the first half meets in a virtual meeting room (uses the
Virtual Learning Service, or VLS) and the second half is online learning content. You can create one learning
item with two agendas: the first is for the VLS meeting and the second is for the online course.
● You create a learning item that is one day. You create one agenda for that learning item.
Learning item agendas are a template for classes that are scheduled for this learning item. For example, imagine
that you create a learning item four agendas in a lab location type, with lab equipment types, and with a time span
of eight hours each. When another administrator schedules the course (creates a class based on this learning
item), the administrator sees that the template for the course takes place in a lab, with lab equipment, and over
four, eight-hour days.
4.2.7 Where Your Set of SAP SuccessFactors Learning Courses

Can Originate
The set of courses that you track is the list of all learning items in SAP SuccessFactors Learning. We provide
multiple pathways to create your set of learning items.
You can choose one or many of these ways to create a set of courses (learning items) in SAP SuccessFactors
Learning. Most companies use a mix of these strategies.
Connector Import
Large companies often use the learning item connector to import a list of courses from a third party. We provide a
generic learning item connector and a specific Skillsoft connector. When you import learning items through a
connector, you typically edit them in Learning Administration.
Open Content Network Import
If you use Open Content Network (OCN), then you can import content that is hosted by a third-party content
vendor like Lynda.com or OpenSesame. The online course content remains on the vendor's site, but the tracking for
who has completed the learning items occurs within SAP SuccessFactors Learning. When you import the content
records from an OCN vendor, we automatically create the learning item so that you can track the content.

 Note
All OCN content is classified as EXTERNAL-COURSE.
Content Import Tool
You can create learning items when you import content to a content deployment location. When you go to
Content Import Content , you have an option to create a new learning item when you import. In most cases,
you need to return to the learning item to edit it after you create it through the content import tool.
Creating Learning Items Manually
You can always create learning items manually by going to Learning Activities Items . If you primarily use one
of the other methods, you sometimes need to create learning items manually during an exception: you just need to
create a learning item quickly or you have a special case that doesn’t work with the other methods.
Related Information
Creating Online Courses [page 40]

Creating Blended Courses [page 63]
Importing Content to Add to an Existing Learning Item [page 720]
Importing New Online Course Content [page 724]
Importing Updated Content for an Existing Learning Item [page 721]
Importing Content to Enable it for Mobile or Offline Use in an Existing Learning Item [page 722]
Importing Open Content [page 107]
Synchronizing Open Content Network Third-Party Provider Course Listings [page 1173]
OPEN CONTENT NETWORK System Property File [page 739]
4.2.8 Authorizing Many Instructors to Teach One Learning Item
Authorize many instructors to teach a single learning item (course) when you want to declare many instructors as
qualified to teach a course.
Prerequisites
To demonstrate that an instructor is certified or qualified to teach one or more items, you can create a user entity
for the instructor and manage those learning requirements and needs just like any other user. By managing the

instructor's learning like any other user, you can ensure that the instructors meet their requirements before
assigning them to lead a time slot of a class.
Context
If you’re tracking instructors in SAP SuccessFactors Learning, then you can authorize them to teach a learning
item. When you authorize an instructor to teach a learning item, you’re declaring that the instructor is qualified to
teach it. You can use the authorization to teach to make sure that primary instructors of this course are qualified.
You can also use it to restrict exam proctoring to only authorized instructors.
 Tip
If you have one instructor and you want to authorize that one instructor to teach many learning items, you can
do that in the instructor's record. Go to People Instructors Authorized to Teach .
Procedure

2. Find and open the learning item that you want to authorize the instructors to teach.
3. On the Instructors tab, select Check Instructor Authorization.
 Tip
If you ever need to quickly turn off the authorization check, you can clear Check Instructor Authorization
and leave the instructors in place.
4. For each instructor who is authorized to teach this course, select add one or more from list, find the instructor,
and then add the instructor.
You see the instructor in the Update the Authorized Instructors for the Item list. You can also go to the
instructor's entity and see this learning item listed in the instructor's authorizations.
Next Steps
If you need to remove an instructor, go to the Update the Authorized Instructors for the Item list, select the
instructor's Remove checkbox, and then choose Apply Changes.
Related Information
Instructor Authorization to Teach [page 531]

Authorizing One Instructor to Teach Many Learning Items [page 515]

4.3 About Online Content
Online courses are almost always on-demand: Users launch them when they want at any time of the day because
users don't need to wait for an instructor to lead them. On-demand courses aren’t scheduled to specific times,
dates, and meeting spaces. We treat them differently than, for example, a live course that must be scheduled with
an instructor and at a designated time and place.
To organize the content structure you can add additional online contents, reorder them, edit, remove, and navigate
to the individual contents. The online content settings are spread out through several tabs that appear in the order
in which you interact with the online item
● Launch - define the launch behavior of online content.

● Course Progression - define the users' course progression in online content.
● Completion - define completion behavior and add to history settings.
● Objectives - view read-only versions of the objectives associated to the content objects.
You can only edit the folder name for any folder content that is part of the content structure.
You can only edit the content object name for any content object.
Once an item has been completed by at least one user, you can’t add content types, remove content types, or move
content types to be displayed in a different order.
4.4 Creating Online Courses
Create online courses when all of the learning content can be consumed online and on demand.
Procedure

2. Choose Add New.
3. In Add New Item, choose Online.
4. Select the default language of the learning item in Locale.
This is useful if, for example, you’re an English speaking administrator but you’re setting up learning items for a
German audience.
5. Choose Add.
6. Complete the fields in Add New Item.
Type and ID:


Don’t use the‘|’(Pipe) character while giving a name to the Item Type.
Item ID After you select an item type, you must manually enter a unique item ID that
users can search for in the user interface. We recommend that you create a de
scriptive naming strategy so that users can identify the item more easily. If you
want to create an introductory course for basic CPR, for example, then you can
enter an item ID like "CPR_Level1". Don’t use the‘|’(Pipe) character while giving a
name to the Item ID.
7. If you’re tracking credit or contact hours and if you’re revising items, expand Additional Options.
Revisions and hours are common for customers who are regulated by an oversight organization. For example,
life sciences customers in the United States are regulated by the Federal Drug Administration (FDA). These
customers need to revise their courses in step with the FDA courses and need to show the hours that their
employees were in training.
This field... ...is used as follows
Contact Hours Most customers don’t record hours at all, but a few need CPE (Continuing
Professional Education) hours because of their industry. Almost no cus
tomers use contact hours. Contact hours are the total number of hours
that you expect a user to have contact with an instructor. For example, if
you set up a learning item that is instructor-led with online content for 8
total hours and, for 6 of those hours, you expect the user to be in an in
structor-led time slot, then the contact hours equals 6.
Credit Hours Most customers do not record hours at all, but a few need CPE (Continu
ing Professional Education) hours because of their industry. Almost no
customers use credit hours. Credit hours are the number of hours that a
user earns for completing a learning event. For example, in many U.S. uni
versities, students attend a single class for 15 weeks, 3 days each week,
and 1 hour each day. In this case, the total hours equals 45; however, the
college grants 3 credit hours for this class.
CPE Hours CPE is an abbreviation for Continuing Professional Education and refers
to learning activities that users perform to maintain and expand the skills
that their profession demands. Some customers in some industries use
CPE hours for certification. If you are in an industry that uses CPE hours
for certification, please use the CPE Hours field instead of credit hours or
contact hours. If you are not in an industry that uses hours to certify em
ployees, you can ignore CPE hours.

Revision Date If you’re adding this at a later revision, enter the revision date. The revi
sion date doesn’t need to be today's date. If for example, you’re bringing a
Revision Time
learning item that was revised three years ago into the Learning Manage
Revision Number ment System (LMS) today, then the revision date can be three years ago.
The same is true for revision number. The revision number often matches
the revision number as provided by the oversight organization or by the
content provider.
8. Choose Continue.
Next Steps
Add the online content to the new learning item.
Related Information

How You can Add Online Content to Courses [page 61]
4.4.1 Online Course Structure
To create an online course, add a course of type online and then add the online content. When you’re finished, you
have the basic structure of the online course.
 Tip
 Note
In SAP SuccessFactors Learning, you add online course content to learning items so that users can launch the
content. There are many places where users can launch the content, but typical ones include directly from the

library or from their learning assignments. To add online content to a learning item, the learning item must be
classified as either instructor-led with online content or online.
A Course Divided into Online Content
Online course content has a built-in sequence because of its structure. The content could, for example, start with
basic concepts, then advanced concepts, and finish with an online exam. You can control the sequence in the
course.
4.4.1.1 Settings That Control Online Content in a Learning

Item
SAP SuccessFactors Learning uses settings to control how online content behaves in individual learning items.
You can modify the online content settings of a learning item in Learning Activities Items Online Content
 (Settings) . You can also set their values when you first import content in Content Import Content .

Online Content Settings
Content is available for launch (available for users) If you select this checkbox, then users can access any content associated
with this item in the user interface. Therefore, we recommend that you don’t
select this checkbox until after you finish developing or modifying the con
tent so that users can’t access it prematurely.
Automatically launch content when starting or If you select this checkbox, the next logical content object launches auto
matically when a user starts or resumes a course. Enabling this setting can
resuming course
save a step for the user. When you want the user select a specific content
object, like when you have a course that contains multiple content objects in
different languages, don't enable this setting.
 Note
● This setting is ignored when
enableCourseHomeBlended=true ( System
Administration Configuration System Configuration
LMS_ADMIN ), and there’s only 1 content object or package in

the content structure. In this scenario, the content player always
launches automatically.
● This feature isn't available when enableCourseHome=true
( System Administration Configuration System
Configuration LMS_ADMIN ). The setting displays but it isn't

enforced. It’s planned for a future release.
Add to History on Completion of All Content If you select this checkbox, then the system automatically marks the item
complete (and adds to learning history) after users complete all the objects
that make up the item's content structure.

Add to History on Pass If administrators designed exams or quizzes as part of the content structure
for an item, then you can force the system to add learning history for a new,
passed history record by selecting the Add to History on Pass checkbox.
If you select the Capture Content Object score as Item grade when recording
learning checkbox ( System Administration Configuration Global
Applications Settings General Settings ), then the system automatically

records the score a user received on a content object that is associated with
an item, but only if you configured the content object to add to history when
passed or failed (by selecting the Add to History on Pass or Add to History
on Failure checkbox Learning Activities Items Online Content
 (Settings) ]). When the system records object score as an item

grade, then the system makes that information (the content object score)
viewable by users and administrators alike.
 Note
This setting is available for AICC or SCORM 1.2 content objects only.
Add to History on Failure If administrators designed exams or quizzes as part of the content structure
for an item, then you can force the system to record a new, failed history re
cord by selecting the Add to History on Failure checkbox.
If you select the Capture Content Object score as Item grade when recording
learning checkbox ( System Administration Configuration Global
Applications Settings General Settings ), then the system automatically

records the score a user received on a content object that is associated with
an item, but only if you configured the content object to add to history when
passed or failed (by selecting the Add to History on Pass or Add to History
on Failure checkbox Learning Activities Items Online Content
 (Settings) ]). When the system records object score as an item

grade, then the system makes that information (the content object score)
viewable by users and administrators alike.
 Note
This setting is available for AICC or SCORM 1.2 content objects only.
Complete Content in Sequence If you select this checkbox, then you restrict when users can launch the con
tent for the class. Users can launch the content only if they attempt to do so
during the designated time slot.

Completion Status From this list, you can select an online completion status that the system
assigns to users after they complete the item. You can create or modify a
completion status in the Completion Status section ( References
Learning Activities Completion Status ).
Failure Status From this list, you can select a failure status that the system assigns to
users if they fail the item. If an administrator associates the item with an on
line exam and selects the Mark item failed when exam failed checkbox, then
users receive this status if they attempt to complete the exam but don’t
score a passing grade. Users might also receive this status if they attempt
to exceed the maximum number of tries for the exam that you configured
on the exam entity ( Content Exam Objects (Legacy) Summary ).
 Note
If you don’t select an online failure status, then the system doesn’t re
cord when a user fails an online exam.
Failure Action Set a failure action to control what happens when a user fails the online por
tion of the learning item.
● Lock item after failure locks the learning item. If users reach the failure
limit, they see a message on the learning item that they’re locked out.
They must find a learning administrator to reset their attempts to zero
by granting them access to the learning item again.
● Remove Learning Item from Learning Plan (free-floating only) removes
the course from the users' assignments. If users reach the failure limit,
they no longer see the learning item in their assignments. If this learn
ing item isn’t directly assigned (if it’s assigned through a curriculum,
for example), the learning item isn't removed.
● If you don’t make a selection, then users can attempt the learning item
as often as they want. This doesn’t, however, mean that they can at
tempt any associated assessments indefinitely. For example, you can
give the user two attempts at the assessment (set its attempts limit to
2). Users fail this learning item after attempting and failing the assess
ment twice, but if you don’t lock them out, they can review the content
of the learning item.
Times user can fail before action In Times user can fail before action, type the number of attempts at the
learning item that you want to grant to users. For example, if you type 2, and
if you select Lock item after failure, then users are locked out after their sec
ond failed attempt at the learning item.
Downloadable You can select this checkbox if you want users to be able to download online
content (excluding assessments and exam objects) to Plateau Offline. In the
URL for offline download box, you must type the URI to the archive file that
users can download. In the archive file, we recommend that you include all
downloadable objects in the item's content structure.

Reset User's Progress after Inactivity In the Reset User's Progress after Inactivity box, you can enter a number of
days after users launch the item that they have to complete it before the
Reset Online Course Progress automatic process resets the user's progress
for the item.
Users can Review Completed Content from History Unless the content is locked due to failure, when you select this checkbox,
users can access and launch online content for AICC and SCORM items in
the user interface.
 Note
When you select this checkbox and
enableCourseHomeBlended=true ( System Administration
Configuration System Configuration LMS_ADMIN ), users can

launch any content type except assessment from history. Content can
be launched in any order and will launch inline or in a new window,
based on the content object configuration.
AICC Max-Normal The value that you insert in the AICC Max-Normal box represents the maxi
mum number of content objects that the system can open simultaneously
within that item. When administrators import multiple items through AICC,
they can set this AICC Max-Normal value for those items by including a
value for the MaxNormal property in the AICC CRS definition.
4.4.1.2 Removing Online Course Content
Remove online content in a learning item if you need to start over. You can’t remove if the course is assigned to
users.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Items .

3. Go to Online Content.
4. Choose Actions Clear Online Settings .

4.4.2 Adding Content Packages to a Learning Items
Add online content packages to courses to track when users complete the content packages and to organize
content into a single course.
Prerequisites
Add the content objects to the system. You typically import content through the content import wizard. Content
Import Content .
Context
You can click Add Content Package to associate the item with a content package record.
Procedure

2. Find and open the learning item.
3. Go to Online Content, select Add Content Package from the dropdown list.
4. In Add Content Package, search for the content package that you want to add to the learning item.
5. Choose OK.
6. Choose Save on the Online Content page.
Related Information
Add SCORM Content as a Single Package [page 60]

OCN Content as Learning Item Content [page 60]
Settings That Control Online Content in a Learning Item [page 43]

4.4.3 Adding Online Exams to Learning Items
Add an online exam to a learning item to assign the exam to users.
Prerequisites
Create the exam that you want to add. Go to Content Exam Objects (Legacy) .
Procedure

3. Go to Online Content, select Add Exam Object (Legacy) from the dropdown in the Online Content screen area.
4. In Add Exam Object (Legacy), find and open the exam that you want to add to the learning item in the Exam
field.
5. In Exam Title, type a name that helps users identify the nature of the exam.
For example, if the exam applies to office management, then the title could be Office Management Exam.
6. Choose  Settings
7. In Online Content Settings, choose Launch and enter the following information.
Field Names Descriptions
Content is available for launch (available for users) Select ON if you want to make the content available immedi
ately. If not, then select OFF.
Reset User's Progress after Inactivity Enter the number of days after which the user's progress
must be reset.
Downloadable Select the checkbox if you want to make the content down
loadable.
Lock Other Content When in Progress Select the checkbox to prevent any changes to be done to
the content while it is in use. This field only works with as
sessments when the Resumable flag is set on the exam level.
8. In Online Content Settings, choose Courser Progression and enter the following information.
Complete Content in Sequence Make the completion of the content in sequence mandatory
by selecting the checkbox.
Allow Assessment Review Allow assessment to be done on the content by selecting the
checkbox.
Exam Duration Set the duration of the non-resumable exam in hours and
minutes.
9. In Online Content Settings, choose Completion.

This Selection Results in this behavior at run time
Add to History on Completion of All Content Select ON to let the system restrict users from accessing
any other online content objects (or opening a content ob
ject that they already completed) while they are in the proc
ess of completing this exam.
Completion Status Select a status to mark the completion of the exam.
Users can Review Completed Content from History Select ON to let the users taking the exam check and review
their content post exam.
AICC Max-Normal Set control on the online content for how many content ob
jects can be open for credit at one time in a learning item.
Add to History on Pass Select this checkbox to let SAP SuccessFactors Learning
mark the item complete when users pass the exam. Users
who pass the exam receive the credited completion status
that you associate with the item.
Add to History on Failure Select this checkbox to let SAP SuccessFactors Learning
mark the item failed when users fail the associated exam.
Users who fail the exam receive the noncredit failure status
that you associate with the item ( Learning Activities
Items Online Content ) and the item remains on each us

er's assignments list.
10. Choose OK.

11. Choose Save to keep your changes to the online content.
Related Information


4.4.4 Adding Online Content Objects to Learning Items
Add online content objects to courses (learning items) to track when users complete the content objects and to
organize content into a single course.
Prerequisites
Add the content objects to the system. You typically import content through the content import wizard. Content
Import Content .
Procedure

3. Go to Online Content, select Add Content Object from the dropdown list.
4. In Add Content Object, search for the content object that you want to add to the learning item.
5. In Object Title, type a name that helps users identify the nature of the object.
For example, if the object applies to office management, then the title could be Office Management.
6. Choose  Settings
7. In Online Content Settings, go to Launch.
8. If the content requires any parameters at launch, type them in Parameters.
These parameters append to the URL at launch.
 Note
The parameters are defined by content developers of the courses, and not by SAP.
9. In the Mastery Score box, you can (but do not need to) enter the minimum score (between 1 and 100) that
users must achieve to receive a completed status for a specific content object. If users do not achieve the
mastery score, then the system marks the content object as finished.
10. Select Mark this object complete when launched to mark the object complete when users launch the content in
the user interface.
○ If this object is the only object in the learning item and if you select Mark this object complete when
launched, then the system also marks the item complete and users receive credit for completing the item.
○ If you do not select Mark this object complete when launched, then administrators or users must record a
learning event for this item to record its completion.
 Caution
Do not select Mark this object complete when launched if the content object reports its own status
back.When you select Mark this object complete when launched, the users are marked complete as soon as
they launch the document. Instead, use this when you include content that cannot report its status back,

like an online video hosted on your intranet. Also, it isn't possible to set AICC Wrapper objects to complete
upon launch.
11. In Add to Folder, select the folder that you want to add the content to.
12. If this content object has objectives, expand Use Objectives to control objective review.
13. Click OK and then click Save on the Online Content page.
Related Information

4.4.5 Adding Assessments to Learning Items
Add assessments to learning items (courses) to require an assessment as a part of passing the learning item.
Prerequisites
Create the assessment that you want to add. Go to Content Assessments . Although you build both quizzes
and exams in Assessments, quizzes are simpler than exams and configured separately.
Procedure

3. Go to Online Content, and in the Add Content Object dropdown list click Add Assessment.
4. In Assessment, find and open the assessment that you want to add to the learning item.
5. In Assessment Title, type a name that helps users identify the nature of the assessment.
For example, if the assessment applies to office management, then the title could be Office Management
Assessment.
6. Decide on the behavior of the assessment.

This Selection Results in this behavior at run time
Lock Other Content When in Progress If you select this, then the system restricts users from ac
cessing any other online content objects (or opening a con
tent object that they already completed) while they are in
the process of completing this assessment.
Add to History on Pass If you select this, then SAP SuccessFactors Learning marks
the item complete when users pass the assessment. Users
who pass the assessment receive the credited completion
status that you associate with the item.
Add History on Failure If you select this, then SAP SuccessFactors Learning marks
the item failed when users fail the associated assessment.
Users who fail the assessment receive the non-credit failure
status that you associate with the item ( Learning
Activities Items Online Content ) and the item re

mains on each user's assignments list.
Related Information

4.4.6 Organizing Online Learning Content for a Learning Item
Use folders to organize the online content of learning items (courses) in SAP SuccessFactors Learning.
Prerequisites
Create a new course of the classification online or blended.
Context
Within a learning item, add folders to structure the content and to force a sequence on top of your content: users
must completete the objects in a folder in sequence. We recommend that you select Create Folder to create one or
more folders to which you can add and organize any related online content. When you create a folder, you can

select the Complete Content In Sequence check box to require users to complete all content within the folder in
sequential order.
 Note
You can add a folder while you are creating a new learning item. If you want to add a folder at the time of
creating the new learning item, you skip the steps finding and opening the learning item.
Procedure

3. Go to Online Content and then click Create Folder from the dropdown menu.
4. In Folder Title, type the name of the folder.
 Tip
The folder name appears in the user interface, so type a name that helps users identify the nature of the
object. For example, if the object applies to office management, then the title could be Office Management.
5. In the Save in Folder list, select the folder to which you want to add this online content.
6. Select Complete Content In Sequence to force users to complete all content within the folder in sequential
order.
7. Click OK.
8. Click Save on the Online Content page.
Next Steps
Add content to the folder.
Related Information


4.4.7 Creating an Adaptive Online Course
Create an adaptive online course to adjust course content depending on users' real-time understanding of the
course objectives.
Prerequisites
Create objectives to describe the knowledge you want users to possess and associate those objectives with content
objects. You can do this in SAP SuccessFactors Learning administration by going to Content Content Objects
Objectives . An adaptive online exam tests users' knowledge of the objective and then shows or hides content
objects with that objective. It shows content objects if users don’t meet the objectives and hides them if users
already meet the objectives.
Create an exam with questions that share the same objectives. Users sit for the exam and answer the questions
that test the objectives. If users answer the questions for the objectives correctly, then SAP SuccessFactors
Learning sees that the user meets the objective and hides the content objects for the objective. If users answer the
questions for the objectives incorrectly, then SAP SuccessFactors Learning sees that the user doesn’t meet the
objectives and shows the content objects for the objective.
Procedure

3. Go to the Online Content tab for the item, choose  (More) on the row containing the Root content, and then
select Add Assessment.
4. Add the exam that tests the objectives for the adaptive content.
An exam that tests objectives for the purpose of adapting content is called an adaptive exam.
5. Choose  (More) on the row containing the Root content, and then select Add Content Object.
6. Add the content object that teaches the objectives.
Although it isn’t required, consider enabling objective review so that your users have greater visibility into how
the objectives connect the content object to the exam.
7. To adjust the placement of the exam in the order of content, choose  (More) on the row of the exam and then
choose Move.
○ If you want to create a pre-test, where users skip content for objectives they have already mastered, place
the exam above the content objects.
○ If you want to create a post-test, where users get a needs-review flag for objectives they didn’t master,
place the exam below the content objects.
8. Choose  (Settings) to adjust the settings for the adaptive course.

This setting... Makes an adaptive course behave as follows...
Add to History on Completion of All Content The learning item is automatically marked complete when all
content and exam objects are marked as complete. In the
case of adaptive exams, that could be because the user
passed all objective questions in a pre-test, the user suc
cessfully completed all content objects that were presented,
or because an administrator clears the Needs Review flags
for failed content objects' objectives.
Automatically launch content when starting or resuming For adaptive courses, we recommend that you don’t select
course this option. The content structure page tells users if ele
ments of the structure need review, so you want to show the
structure to users.
9. Choose OK.
Related Information
Adaptive Online Course Types [page 62]

Tips for Configuring Online Exam Contents for Adaptive Learning [page 59]
Creating Adaptive Exams: Overview [page 636]
Showing a Content Object's Objectives to Users
Organizing Online Learning Content for a Learning Item [page 53]
Adding Online Exams to Learning Items [page 49]
Adding Online Content Objects to Learning Items [page 51]
4.4.8 Reassigning Online Learning Items after Modifying Them

If you modify an online course (learning item), you need to manage changes for users who have the course in their
assignments list.
Context
When you modify the online settings of an existing learning item, it’s probably already assigned to users and those
users have probably made partial progress in the learning item. If users have made partial progress in the online
content, then when you make changes, you see the Reassignment Assistant. It helps you manage the change to the
learning item with the users who are assigned.

 Caution
With the Reassignment Assistant, you can reassign the updated content to users. When you do, they lose all
progress in the online content and must start over.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Items

2. Find and open the learning item that you want to modify, and then make your modifications in Online Content
3. Click Save.
4. Read the reassignment warnings, and then to proceed, click OK.
5. To reassign the learning item to all users, select Select all the Users of the search results.
It’s common to have an all-or-nothing reassignment strategy. If it’s important for one user to start over with the
new content, then it’s important for all users to start over with the new content.
6. To reassign the learning item to specific users, select their Reassign box.
7. Click Finish.
Results
SAP SuccessFactors Learning reassigns the learning item to all users. They lose their progress in the learning item.
If there are many users to reassign, you might need to run the reassignment as a background job.
4.4.9 Locking or Removing Failed Online Courses
Lock or remove failed SAP SuccessFactors Learning online courses when you want users to check with a learning
administrator to regain access after failing.
Prerequisites
If you depend on an assessment to evaluate users' passing or failing, set its attempt limit to greater than zero. Zero
is a special value that allows unlimited attempts at the assessment. If you allow the user unlimited attempts, they
can never fail it.

Procedure

2. Find and open the learning item with the content that you want to lock or remove after failed attempts.
3. Go to Online Content, and then click Settings.
4. If you are using an assessment to determine pass and fail, set at least Record learning event when content failed
and a failure status.
 Note
If you plan to use the record learning event tools to indicate failure, you can skip this step.
5. In Failure Action, select the behavior when users attempt and fail the online course.
○ Lock item after failure locks the learning item. If users reach the failure limit, they see a message on the
learning item that they are locked out. They must find a learning administrator to reset their attempts to
zero by granting them access to the learning item again.
○ Remove Learning Item from Learning Plan (free-floating only) removes the course from the users'
assignments. If users reach the failure limit they no longer see the learning item in their assignments. If this
learning item is not directly assigned (if it is assigned through a curriculum, for example), the learning item
is not removed.
○ If you do not make a selection, then users can attempt the learning item as often as they want. This does
not, however, mean that they can attempt any associated assessments indefinitely. For example, you can
give the user two attempts at the assessment (set its attempts limit to 2). Users fail this learning item after
attempting and failing the assessment twice, but if you do not lock them out, they can review the content
of the learning item.
6. In Times user can fail before action, type the number of attempts at the learning item that you want to grant to
users.
For example, if you type 2, and if you select Lock item after failure, then users are locked out after their second
failed attempt at the learning item.
7. Click OK and then click Save on the Online Content page.
Next Steps
If you selected Lock item after failure, you can unlock users' access in the users' online status. Go to People
Users , search for the user who you want to unlock, and then go to Online Status. Find the learning item that is
locked, and click Object Details.
Related Information
Clearing a Locked Exam or Learning Item for Users [page 557]

Legacy Exam Objects' Summary Fields [page 707]

4.4.10 Setting AICC Max Normal In a Course
Set AICC Max_Normal to set a control on a learning item for how many content objects can be open for credit at
one time in a learning item.
Context
 Note
It is unusual to set Max_Normal value in an individual course. In most cases, you inherit the default value, which
we recommend that you set to 99.
AICC Max Normal represents the maximum number of content objects that a user can access without completing
it and receiving credit for it. If a user accesses a subsequent time that exceeds that number then the content object
will not grant credit. When the number of incomplete content objects exceeds the Max Normal value, subsequent
launches of AICC content are set with credit="no credit". AICC Lesson_Status and Score values cannot be
updated.
New courses (learning items) get the AICC max normal value from Global Application Settings by default when you
create new learning items. Individual courses can override the default. Imported AICC courses can set their max
normal values in the CRS definition.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Items AICC Max-
Normal .
2. Open the course (learning item) that you want to edit.
3. Go to Online Content, click Settings, and then click Modify Settings.
4. Set the value in AICC Max-Normal.
5. Click OK.
4.4.11 Tips for Configuring Online Exam Contents for Adaptive

Learning
View this section if you want to know about tips for configuring online exam contents for adaptive learning.
You can configure online exam contents for adaptive learning basically in two modules: the online settings of the
items ( Learning Activities Items Online Settings ) and on the Exam Objects itself ( Content Exam
Objects ).

Pre-test
● On the exam object ( Content Exam Objects ), set the Pass Percentage to zero (0). This is because
passing isn’t a requirement.
● Set the exam object Maximum tries to one (1) because you don’t want the user to take the pre-test multiple
times.
● In the Edit Exam Analysis module, check the Analyze the exam results check box and ensure that the Set Flags
Pass Objectives and Set Flag Failed Objectives check boxes are checked.
Post test
● On the online setting tab of the item ( Learning Activities Item Online Settings ), check the Mark item
complete when all objects are complete check box.
● In the Edit Exam Analysis module, check the Analyze the exam results check box and ensure that the Clear
Flags Pass Objectives and Clear Flags for Failed Objectives check boxes are checked. This is helpful for
remediation.
4.4.12 Add SCORM Content as a Single Package
Shareable Content Object Reference Model (SCORM) content is a set of standards for online learning. When you
add SCORM content, add it as a single package.
SCORM 2004 online content is usually delivered to your organization as an entire content package. That package
includes a manifest file and content objects. It is assembled so that all its objects work together, so you must add
the package as one unit. Do not extract the package or add SCORM content as individual content objects.
4.4.13 OCN Content as Learning Item Content
Open Content Network (OCN) courseware is different from the content that you import and then add to a learning
item's Online Content Network section. Each OCN course and courseware is an independent learning item: there is
no content to add.
With standard online learning items, you must create a learning item record (a course) and then import content to
it. OCN courses are simpler: you tell SAP SuccessFactors Learning which courses you want to import from the OCN
provider and SAP SuccessFactors Learning creates the learning item and also the links to the content, which is
hosted at the OCN provider.
To tell SAP SuccessFactors Learning which OCN courses you want to track as learning items, you import the OCN
courses. To import the OCN courses, go to SAP SuccessFactors Learning administration and then go to Content
Open Content Network .

 Note
● To import OCN courses, you must first implement a connection to the OCN provider. Please read the OCN
implementation guide for more information.
●
 Note
Related Information
Importing Open Content [page 107]

Synchronizing Open Content Network Third-Party Provider Course Listings [page 1173]
OPEN CONTENT NETWORK System Property File [page 739]
4.4.14 How You can Add Online Content to Courses
SAP SuccessFactors Learning provides more than one pathway and more than one type of online course structure.
You can add online content to courses in a way that suits how you work. For example, you might want to create the
content first and then add a learning item to wrap it or you might want to create a learning item and then create its
online content. To be flexible, we provide the following approaches to creating courses with online content:
● You can add online content to a course when you first create the learning item, as part of the create learning
item wizard. When you go to Learning Activities Items and click Add New to create a blended or on
demand course, you can add your online content when adding the new learning item. To add the content the
item classification must be online (on demand) or blended and the content must exist.
● You can add online content to a learning item that already exists. Go to Learning Activities Items , open
the learning item, and then add the content in Online Content. To add the content the item classification must
be online (on demand) or blended and the content must exist.
● You can import the content and create a learning item to wrap the content at the time of import. To import
content, go to Content Import Content .
 Note
You can now add multiple contents to Open Content Network (OCN) courses. The OCN course gets
automatically updated with the newly added content, and these contents are automatically assigned to the
assigned learners of the OCN course. The ReassignOCNCourseItemToStudentApmJob background job runs
every 6 hours, but you can also schedule the job to be run on-demand by running the Open Content Network
Content Synchronization automatic process.

Related Information

4.5 Adaptive Online Course Types
You can create adaptive courses that give users a pretest and hide content if users pass the objective questions or
you can create adaptive courses that give users a post-test and tell users to review content for objectives that they
failed.
Adaptive online courses work by using objectives as a bridge between questions and content. Users can pass or fail
objectives, and based on the content objects that are associated with the objectives, they pass or fail the content
object. Adaptive courses use two different types of exams: pretests and post-tests.
Adaptive exams rely on flags, which are set during exam analysis. During the exam, users answer questions that are
associated with an objective. If they correctly answer enough questions from the objective to receive a passing
grade, then they receive a flag for the objective. When a user has a flag for all objectives in a content object (or
package, or item), users can:
● Skip content objects (in the case of a pretest).

● Avoid reviewing content objects (in the case of a post-test).
Users aren’t forced to skip or review content. Instead, if they fail an objective, they receive a Needs Review flag on
the associated object. When they look at the Content Structure page, every object that has a Needs Review flag
contains the sentence This content object needs to be reviewed in the Status column. As a learning administrator,
you can remove the flag in the Object Details page of users' Completed Items.
Pretests
Users take exams before other content to assess their existing knowledge. If users pass all the objectives
associated with a content object the content object is marked complete. The learning item only presents
incomplete content objects to users, so they skip content that they’ve already mastered in order to concentrate on
what they must learn.
Post-tests
Users take exams after they complete a learning item’s other content objects. The post-test assesses mastery of
the content object’s learning objectives. When users fail one or more objectives associated with a content object,

the content object is no longer marked complete. Users must review the incomplete content (content that they
haven’t mastered).
4.6 Creating Blended Courses
Create blended courses when a portion of the course is instructor-led and live, but another portion is online and on-
demand.
Prerequisites
Create and define a blended course item type in References Learning Activities Item Types .
Context
You often want a single course to blend both online and scheduled content. For example, you might want your users
to launch some online learning on the first day of training and then meet with an instructor on the second day. In
this case, you can create a blended item: the first day is online and the second day is scheduled with an instructor.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Items

2. Click Add New.
3. In Add New Item, for Item Type, select the blended course item type that you created.
4. Select the default language of the course in Locale.
This is useful if, for example, you are an English speaking administrator but you are setting up courses for a
German audience. The values you insert are plugged into the German locale under the localization button ( ).
If you later click that button in, for example, the course title, you see what you type now in the German row.
5. Complete the fields in Add New..
Type and ID:

Item Type You must select an item type that categorizes the item (for example, a course, an
exam, or on-the-job training) in the user interface. As an administrator, you can
use an item type as a filter in searches and reports. You can create or modify item
types in the Item Types section ( References Learning Activities Item
Types ).
want to create an introductory course for basic CPR, for example, then you might
enter an item ID like "CPR_Level1".
6. Choose Add.
The learning item page opens.

7. Go to Online Content and add content that the users can take up online.
8. Go to Agenda Template and add content that is instructor-led.
Related Information

Adding Content Packages to a Learning Items [page 48]
Adding Online Content Objects to Learning Items [page 51]
Adding Assessments to Learning Items [page 52]
Organizing Online Learning Content for a Learning Item [page 53]
Showing a Content Object's Objectives to Users
Creating an Adaptive Online Course [page 55]
4.6.1 Blended Course Structure
To create a blended course, add a course of type blended, divide it into segments and then add the online content.
When you’re finished, you have the basic structure of the blended course.

 Tip
 Note
Blended courses are unique because they’re both instructor-led and online. They have both live moments with
instructors and on-demand, self-paced moments when learners are working on their own in online content.
Blended Course Structures Have Segments for Live Portions and Online Content for On-Demand Portions
4.7 Why add Competencies, Objectives, and Tasks to Courses
When you create courses, you can add instructional design elements like competencies, objectives, and tasks.
Before you add them, understand their purpose and effects.
Instructional designers often think about the competencies that their courses help learners achieve, the tasks they
teach, and the learning objectives they reach. While these instructional design elements have purpose when you
think through the course content, they also have a unique purpose and effects in SAP SuccessFactors Learning.

Competencies
You create competencies in Job Profile Builder to describe what a successful employee in that job should be able to
do. For example, managers need a high communication competency level. After you import the competencies to
Learning, you can assign the competencies to courses. When you assign competencies to courses, learners know
what competencies the courses address and what rating they should expect if they complete the courses
successfully. For example, if a manager completes a communication course successfully, the manager's
competency rating can move to a four on a five point scale. When you run the learning event recorder, you have the
option to adjust the learners' competency ratings.
Objectives
Some companies have a formal learning design structure. They add learning objectives to SAP SuccessFactors
Learning to create a set of measurable learning outcomes. With objectives as measurable learning outcomes, these
companies can create more sophisticated learning experiences like pre-tests and post-tests or question pooling in
exams. If your company is using objectives, you can add them to the course to declare that the measurable learning
outcomes of this course.
Tasks
Add tasks to courses to specify the tasks that a user should be able to accomplish after successfully completing
the course. You can add tasks to help instructional designers see what learners should be able to do when they
complete the course. For example, learners should be able to perform the tasks to enter and exit a clean room. You
can take tasks a step further: the tasks can generate a task checklist. Observers watch participants and verify that
they can complete the tasks. For verification, the observers use a task checklist.
4.7.1 Adding Objectives to Courses
Add objectives to courses to set the learning objectives that the course addresses.
Prerequisites
Create the objectives in Content Objectives .
Context
Some companies have a formal learning design structure. They add learning objectives to SAP SuccessFactors
Learning to create a set of measurable learning outcomes. With objectives as measurable learning outcomes, these

companies can create more sophisticated learning experiences like pre-tests and post-tests or question pooling in
exams. If your company is using objectives, you can add them to the course to declare that the measurable learning
outcomes of this course.
Procedure

2. Find and open the learning item that you want to add objectives to.
3. Go to Objectives.
4. Click add one or more from list to look up and add the objective to the course.
Next Steps
If you want to delete an objective that you’ve added, click its Remove box and then click Apply Changes.
You often add objectives to courses so that you can create pretests and post-tests in the course's Surveys.
Related Information
Inherited Learning Item Objectives [page 69]
4.7.2 Adding Tasks to Courses
tasks to courses to specify the tasks that a user should be able to accomplish after successfully completing the
course.
Prerequisites
Create a course of type other and create a set of tasks.
Context
Add tasks to courses to specify the tasks that a user should be able to accomplish after successfully completing
the course. You can add tasks to help instructional designers see what learners should be able to do when they
complete the course. For example, learners should be able to perform the tasks to enter and exit a clean room. You

can take tasks a step further: the tasks can generate a task checklist. Observers watch participants and verify that
they can complete the tasks. For verification, the observers use a task checklist.
Procedure

2. Find the course that should have the tasks associated to it and then open the course.
3. Go to Tasks.
4. Click the add button .

5. In Keywords, type some keywords to help you search for the tasks that you want to add, and then click Search.
6. Select the tasks and then click Add.
Next Steps
Arrange the tasks to create a sequence and create a task checklist.
4.7.3 Adding Competencies to Courses
Add competencies to courses so that users who complete the course get a competency rating for successfully
completing the course.
Prerequisites
Import competencies from Job Profile Builder.
Context

 Restriction
Don’t create competencies in . Always import them from Job Profile Builder.
Procedure

2. Find and open the course that you want to add competencies to.
3. Click Competencies.
4. Click Add , find the competency that you want to add, select the Add box, and then click the Add button.
If you want to see all competencies that were imported from Job Profile Builder to Learning, go to
Performance Competencies . The competency connector imports the competencies.
5. In Rating, select the competency rating that users should get if they successfully complete the course.
4.7.4 Inherited Learning Item Objectives
You can add objectives to learning items (courses), but learning items can also inherit objectives from their online
content.
When you go to Learning Activities Items , open a learning item, and then go to Objectives, you can see
Inheritied Objectives. These are objectives that belong to content that you added to the learning item. For example,
if you added a content object to the learning item in Online Content, and if that content object has an objective,
then the learning item inherits the objective from the content object.
4.8 Creating Other Items
View this section if you want to create Other items.
Context
When you select Other, you can create an item that does not contain scheduled segments nor online content (for
example, reading a book). In the Summary area, you must provide all required information before the system
allows you to continue. We recommend that you expand the additional options area to verify that the system-
provided information is accurate and that you complete any additional information that is important to your
company.

 Note
After you provide all of the item's required information, you must click Save & Exit to add the item to the
system. After you add the item to the system, you can review or modify any information on the item record
( Learning Activities Items Online Content ).
Procedure
1. In Items, click Add New.

2. In Add New Item, select the Other item.
3. Click OK.
4. Fill out the required (and optional) fields.
 Note
When adding a new Online or Other item, schedule data is not required. Therefore, Schedule Template will
not be displayed.
The basic information ends up in the summary and additional options allow you to provide revision information.
5. Click Add.
Related Information

Creating Instructor-Led Courses [page 29]
4.8.1 Enabling a Task Checklist
A task checklist is a tool that observers use to see if learners can demonstrate what they learned in a course.
Prerequisites
Add tasks to a learning item and arrange them in a sequence.

Procedure

2. Find the learning item that should have the task checklist and then open the learning item.
3. Go to Tasks.
4. Click  (Task Checklist Settings).
5. Select Enable Task Checklist.
6. Complete the other settings to control the behavior of the task checklist.
Task Checklist Settings [page 73]

7. Click Save.
Related Information
Adding Tasks to Courses [page 67]

Setting the Order of Tasks in a Course [page 71]
SAP SuccessFactors Learning Task Checklists [page 75]
Task Checklist Observer [page 76]
Enabling Administrators to Assign Task List Observers [page 72]
Enabling Users to Nominate their own Task Checklist Observers [page 73]
4.8.2 Setting the Order of Tasks in a Course
Set the order of tasks in a course so that you test learners' ability to accomplish the tasks in an order from
beginning to end.
Prerequisites
Create a learning item of type other and assign tasks to it.
Procedure
1. Go to Learning Administration, and then go to Learning Activities Items .

2. Search for and open the learning item that contains the task checklist.
3. Go to Tasks.
4. Drag the tasks into the correct sequence.

5. Click Save.
4.8.3 Enabling Administrators to Assign Task List Observers
Enable administrators to assign task list observers so that they can decide who tests users on their task checklists.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Security

Roles .
2. Find the role that should get the permission to assign task list observers and open the role.
3. Apply the Assign Task Observer permission to the role.
Next Steps
More complex security systems can restrict the assignment process by learning item or user. See the security
handbook for help with more complex configurations.
If you want administrators to be the only people to select observers, then when creating the checklists, clear User
Can Request Observation.
Related Information
Task Checklist Business Process [page 74]

Enabling a Task Checklist [page 70]
Enabling Users to Nominate their own Task Checklist Observers [page 73]

4.8.4 Enabling Users to Nominate their own Task Checklist
Observers
If you want the users who are being tested by a checklist to nominate their own testers, you can allow them to do it.
Prerequisites
Create a learning item of type other and add tasks to it. Sequence the tasks in the correct order for the checklist.
Procedure

2. Search for and open the learning item that contains the task checklist.
3. Go to Tasks.
4. Click Task Checklist Settings.
5. Select User can request observation.
6. Click Save.
Related Information

4.8.5 Task Checklist Settings
Use task checklist settings to control the behavior of a task checklist at run time.
You set the behavior of task checklist for the item in Learning Activities Items Tasks  (Task Checklist
Settings) .
Task Checklist Settings
Setting What the setting does
Enable Task Checklist Select Enable Task Checklist when you’ve added the tasks, se
quenced them, and you’re ready to assign the learning item.

Setting What the setting does
Enable Notes Field If you enable the notes field, observers see a Notes text area in
the task checklist. They can type notes about the overall work
of the learner.
Enable Task Duration If you enable the task duration, observers time each individual
task and the system sums the times to find the duration of the
overall checklist. For example, if the observer records one mi
nute per task for five tasks, then the overall duration is five mi
nutes.
User Can Request Observation If you select this option, then users can nominate their own ob
servers. If you clear it, then an administrator must directly as
sign the observer in Users Tools Assign Task
Observers .
Observers must be Authorized Instructors If you select the Observers must be Authorized Instructors
check box, then the system forces the observer to an instruc
tor and forces the instructor to be authorized to teach this
learning item. You can see authorized instructors by going to
Instructors in the learning item.
Threshold The threshold is the number of tasks that an observer must

mark complete before the Record Completion button is ena
bled. For example, with the threshold set to three by adminis
trators, observers must mark at least three tasks complete be
fore the Record Completion button is enabled. To enable the
Record Completion button at all times, administrators can set
the threshold to zero.
Completion Status and Failure Status The completion status and failure status are required options.
You must select:
● A completion status that is based on the for-credit com

pletion statuses that are associated with the item type
setting of the item.
● A failure status that is based on the not-for-credit comple
tion statuses that are associated with the item type set
ting of the item.
4.8.6 Task Checklist Business Process

Before building a task checklist, understand how it operates from set up to completion.
Task checklists begin with an administrator creating a learning item to house the task checklist. You must create a
learning item because learning items are the assignable unit of the system: they are the thing that you can put on
users' My Assignments tile. You then create and configure the task checklist. Finally, users complete the task
checklist.

Task Checklist Process
Related Information

4.8.7 SAP SuccessFactors Learning Task Checklists
A task checklist assesses users in an observable, usually physical skill.
A task checklist is a tool that an observer uses to watch a learner demonstrate mastery of learning objectives. For
example, if a learning item teaches users about assembling a piece of equipment, the task checklist might ask an
observer to watch the user assemble the equipment and also ask the observer to check key tasks within the
assembly. One task within the larger assembly task might be "Learner puts on safety glasses before approaching
the work area" or "Learner uses torque wrench to properly tighten screws."
Each checklist is composed of a number of tasks. You define the tasks that users must be able to complete, in
order, to successfully complete the checklist. The order of the tasks is important. For example, for a task checklist
about assembling equipment, you might want safety equipment tasks at the beginning and workspace cleanup
tasks at the end.

4.8.8 Task Checklist Observer
A task checklist observer watches users to make sure that they successfully complete a series of tasks to prove
that they absorbed what they learned in a course.
A task checklist observer watches a learner go through a series of tasks. For example, if the task checklist is the set
of tasks that must happen to change the spark plugs in an engine, the observer watches the learner do each task:
disconnect the battery, disconnect the spark plugs from the spark plug wires, and so on.
The observer passes and fails the user on each task. For example, if a leaner forgets to disconnect the battery or
does it incorrectly, the observer can fail the learner on that task. The observer can also add comments about each
task.
Observers know that they have an observation because the observation appears in their learning assignments.
They are also notified in email that they have an observation.
Users become observers through a nomination process. Most likely, observers are selected by administrators, but
in some cases, they can be nominated by the employees undergoing observation.
4.8.9 Rules for Modifying Assigned Task Checklists
This table describes what happens if you modify a task checklist after it has been enabled and then assigned to one
or more users.
If an administrator... The system reacts as follows...
Adds or removes tasks and saves changes ● If the user has no outstanding observation requests, then
the system sends the new, modified task checklist when a
OR user sends an observation request.
● If the user has outstanding observation requests, then the
Reorders the list of tasks and saves changes
system uses the old task checklist. Therefore, if the user
modifies the observation request by adding additional po
tential observers, then the system uses the old task
checklist.
● If the user has outstanding observation requests, with
draws all of the requests, resubmits new requests, then
the system sends the new, modified task checklist.
Removes all tasks and saves changes ● The system clears the Enable Task Checklist check box be
cause you must have one or more tasks associated with
an item to use the task checklist.
● The system removes any observation requests related to
this item from the To-do list of nominated users.
● The system removes any task checklist-based actions a
user can take for this item.

If an administrator... The system reacts as follows...
Clears the Enable Task Checklist check box and saves changes ● If there are pending history records for the item (for exam
ple, a user submitted an observation of another user, but
the item is pending an e-signature or survey), then the
system allows the task checklist to complete without in
terruption. However, if the history record is not com
pleted or the history record reappears on the To-do list
(for example, the item is a period-based item assign
ment), then the system treats this "new" item as if it had
no pending history records.
● If there are pending history records for the item.
● The system removes any task checklist-based actions a
user can take for this item.
● If the user has outstanding observation requests, then the
system removes any observation requests related to this
item from the assignments list of nominated users.
4.8.10 The Process of Selecting Observers and Completing

Observations
When you assign a task checklist learning item to users, and when you nominate (or allow users to nominate), the
users interact with the task checklists according to your configured business process.
The exact task checklist process depends on your configuration, but after you create the task checklist, the two
primary steps are to select observers, and then to complete the observations.
Select Observers
A task list observer watches the learner do the tasks and then also marks the user complete or incomplete on each
task. The first step in any task checklist process identifies the observer. The identification process is called
nomination when users are allowed to select their own observers or assignment when administrators directly
assign the observer.
● If you selected User Can Request Observation, then the user being observed can nominate observers. The
users being observed see a nomination assignment. They use the item details page to make the nomination.
● If you cleared User Can Request Observation, then administrators must directly assign the observers. You go to
Users Tools Assign Task Observers to assign them. In the item details page, users can view the
observers but they cannot nominate.
After observer selection, the system creates a learning assignment for the observer. The assignment indicates the
observer should provide an observation. The observer's due date for watching the tasks and completing the task
list is the same due date as the user who performs the tasks.

Complete Observation
The user and observer coordinate a time and place for the observation. They coordinate outside the application
(for example, the two could coordinate over the phone, email, or instant message). When they meet and are ready
to begin, the observer launches the task checklist from his or her My Assignments tile.
During the observation, the observer can use a mobile device (for example, laptop computer, smart phone, or other
device) to record success/failure and comments for each task. Although we recommend that the observer use a
mobile device, it's not required. The observer could take a screen shot of the task checklist, print it, document the
observation using the paper, and then return to a desktop computer and record the observation in the system.
At the end of the observation, when the observer clicks Record Completion or Record Failure, the system records
the item with the completion or failure status that the administrator has identified when enabling the task checklist
for the item.
When the system records a completion status for the item, it removes the item from the assignments of any other
users who might have been identified as an observer, and the system places that item in the history for the user.
Although a user can identify multiple people to be observers, the system allows only one observer to submit the
observation of the tasks and record completion or failure for the learning item. When the system records a failure
status for the item, it keeps the item on the assignments list of any other users who might have been identified as
an observer so that the user and observers can repeat the task checklist process.
Related Information

4.9 Using an Existing Course as a Template for a New Course
Copy a course to use it as a template for a new course you want to create.
Procedure
1. Go to SAP SuccessFactors Learning administration, go to Learning Activities Items .

2. Search for the course that you want to copy (use as a basis for your new one), and then open it.
3. Go to Actions and click Copy.
4. Follow the steps of the wizard to copy the course.
When you copy an existing course, the system requires that you enter a new course type and ID because you’re
creating a new instance of the existing item. In the new course ID box, we recommend that you enter a

descriptive name so that administrators can easily identify the item. Don’t use the‘|’(Pipe) character while
giving a name to the Item ID
When you clear all checkboxes and click Copy, the system copies summary data. Not all summary data copies,
however. For example, thumbnail images don’t copy.
Option Description
Copy Authorized to Instruct Data Copies authorized instructors from the Instructors tab to the
new course.
Copy Substitutes Data Copies substitute items from the Substitutes tab to the new
course.
Copy Related Competency Data Copies competencies from the Competencies tab to the new
course.
Copy Related Document Link Data Copies document links from the Document Links tab to the
new course.
Copy Related Task Data Copies tasks from the Tasks tab to the new course.
Copy Prerequisite Data Copies prerequisite items from the Prerequisites tab to the
new course.
Copy Request Data Copies requests from the Requests tab to the new course.
Copy Online Settings Copies online settings from the Online Settings tab to the
new course.
Copy Instructor Costs Copies the pricing information from the Pricing tab to the
new course.
Add the new item to the library Automatically adds the new course to the libraries that you
selected on the Libraries tab.
Next Steps
Edit the course's data to adjust it from the information you copied to the information you need (in the new instance
you just created).
4.10 Assigning Courses to Learners
Assign courses to learners with assignment profiles to assign them in bulk based on the learners' attributes.
Context
To assign courses in bulk, assign them based on a learner attribute. For example, all learners in a country/region
might need the same training or all learners in a job position might need the same training. Assignment profiles
allow you to match learners, through a set of rules, with the correct assignments.

 Tip
If you accidentally remove a system object from an assignment profile, you can cancel the action before you
execute the changes. Select Remove/Undo Action and choose Apply Changes. Check the status before you
execute changes.
Procedure
1. Go to Learning Administration and then go to Manage User Learning Assignment Profiles .

2. Click Add New to create a new assignment profile.
3. In the new assignment profile, define the rules of the assignment profile.
The rules create a pool of learners by learner attribute. All learners in the pool get the same assignment.
4. Go to the type of assignment that you want to add.
○ Go to Items to assign learning items to the learners in the pool. Learning items are stand-alone courses.
○ Go to Curricula to assign curricula to the learners in the pool. Curricula are groups of courses that learners
must retrain on. You typically use them if your learners must qualify in a subject.
○ Go to Programs to assign learning programs to learners in the pool. Learning programs are groups of
courses that don’t count for qualification.
5. Click  (Add Items, Add Curricula, or Add Programs) to add the course or courses to the learner pool.
6. Execute changes and update users and assignments for the assignment profile.
4.11 Preventing Learners from Over-Enrolling
To prevent users from enrolling in too many classes of the same course, you can set a registration interval on the
course.
Context
Using a registration interval prevents learners from enrolling into duplicate classes over a time period. It prevents
learners from over-enrolling. For example, if the interval is 30 days, then learners can’t enroll into two classes of this
course in the same 30-day period. If the course is Cardiopulmonary Resuscitation (CPR) Certification, and it’s
scheduled as a class every seven days, a learner who enrolls into a November 1 CPR Certification class must wait
until after December 1 to enroll into another course. By forcing individual learners to enroll into courses that are 30
days apart (this example), you prevent those individuals from over-enrolling and crowding out other learners who
need the course.

Procedure

2. Find and open the course that you want to limit.
3. Set Prevent Multiple Class Registration Interval to the period of days during which users can’t enroll in more
than one class for this course.
 Tip
To prevent learners from registering for the same course again, set the registration interval to 99999.
Example
For example, to limit learners from registering for a particular course more than once a year, set the registration
interval to 365 days.
4.12 Enabling Class Requests for Courses
Enable class requests for courses so that learners can request a new class for the course. They might request a
new class when they can't find it scheduled at a time they can attend or when they try to register but can only join
the waitlist because the course is popular.
Prerequisites
Enable class requests as the default setting for all new courses:
● Set class requests as the default for new courses.

● Schedule the automatic processes that run the request system:
○ Class Request Demand Met Email Notification
○ Move Users from Waitlist to Request List
○ Purge Class Requests
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Learning Activities Items .

2. Find and open the course (item) that you want to allow class requests.
3. In Minimum Registration, type how many requests you need before you consider creating a new class.

If you type 4 in Minimum Registration, then 4 requests for this course triggers a notification to the scheduler to
create a new class based on this course. It triggers the notification at 4 because the course needs at least 4
people to be registered to make a class worthwhile.
4. In Contact, type the email address that receives the notification to schedule a class.
The course contact is the email address of a learning scheduler for the course: someone who is responsible for
maintaining the course and scheduling it into classes. For simplicity, most customers use a single email
address for all courses and make the email address a common address for all schedulers. For example, a
distribution list. Consider a distribution list even if you have only one scheduler so that you can change the
recipients later without updating all courses. SAP SuccessFactors Learning notifies the person about issues
with the course. For example, the contact receives notifications when the amount of class requests is equal to
or greater than the minimum enrollment of the course so that the contact can create a new schedule.
5. In User can Request a Class, select Yes.
4.13 Recommending Courses to Pools of Learners
To recommend learning to a group of learners, you group learners in an assignment profile, and you attach the
recommendations to the assignment profile.
Prerequisites
To recommend courses to pools of learners, enable recommendations.
Context
When you, as a learning administrator, recommend learning to learners, you push that learning experience onto
learners' Recommended tile and their Recommended for You category in their catalogs. For learners to see a
recommendation, the recommended object (collection, learning item, or program) must also be in the learners'
catalogs.
You might, for example, recommend an Information Technology Basics program for managers. You can create an
assignment profile to capture all managers and add the recommended program in the assignment profile's
Recommended Programs area. You can also recommend learning items (courses) in Recommended Items and
collections of courses in Recommended Collections.
 Tip
execute changes.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Manage User Learning Assignment
Profiles .
The rules create a pool of learners by learner attribute. All learners in the pool get the same recommendations.
4. Go to the type of recommendation that you want to add.
○ Go to Recommended Items to recommend learning items to the learners in the pool. Learning items are
stand-alone courses.
○ Go to Recommended Collections to recommend collections to the learners in the pool. Collections are a set
of links.
○ Go to Recommended Programs to recommend learning programs to learners in the pool. Learning
programs are groups of courses that do not count for qualification.
5. Click Add to add the recommendations to the learner pool.
6. Propagate the assignment profile and manually synchronize the assignment profile.
4.14 Adding Surveys to Evaluate Courses or Learners
Add surveys to gather employee feedback for completed courses and to assess long-term retention and application
of these acquired skills.
Context
Surveys are a type of assessment that asks users to observe and record their experiences with training outcomes.
You can assign them to participants after a course to give them an opportunity to evaluate their experiences and
outcomes after they complete a course. You can also assign questionnaire surveys to (for example) a supervisor
who can evaluate the employee's retention after they complete the course.
Procedure
1. Go to Learning Administration, and then go to Content Surveys .

2. Click Add New.
3. Type an ID and a Name that helps others understand the survey in both the user interface and in reports.
4. Select Survey Type.
○ Select Course Feedback if you want to build a user satisfaction survey to hear from participants about their
experience in the course. For example, you can ask about the length of breaks in the class, the quality of
the instructor, and so on.

○ Select Follow-up Survey if you want to build a survey that asks observers to comment on changes in
behavior after the learner completes a class. For example, after a course about time management, you can
ask questions about whether the learners are applying their new time management skills.
 Note
You can’t edit Survey Type after you add the survey.
5. Add a Description of the survey and Comments to describe the survey.
Use the Comments box to identify the purpose or intent of the record. You can also include any information
that you think other administrators might need or find useful for understanding the record and how to use it.
For example, if you’re working with a user record and the user is on extended leave, you can note the reason for
the leave and the date you expect the user to return. Likewise, if you’re working with an item or class record,
you can note why you created or modified the record. All comments are intended for administrators only and
cannot be viewed in the user interface.
6. Add the survey to a Domain and decide if you want to activate it.
You can associate an entity with a security domain to control the administrators who can access the entity.
What an administrator can access and do for an entity depends on how you configured the permissions and
security domain group of the role ID that is associated with the administrator.
When a record is inactive, most of the system does not include that record in searches or reports. Some
searches and reports allow administrators to include inactive records. Deactivating (instead of deleting it)
hides it from view but keeps it for historical record. Because you cannot restore a deleted record, we
recommend that you delete a record when you make a mistake (for example, if the record ID is simply
incorrect) or as part of your data privacy practice.
7. Click Add.
8. Select Active if you want to start working with the survey.
4.14.1 Copying a Survey as a Template for New Surveys
Copy surveys when you already have a survey and you want to use it as template for a new survey.
Context
Clicking Copy is the most efficient way to create a new survey when you want to reuse information from an existing
survey.
Procedure

2. Find and open the survey that you want to use as a template.

3. Click Copy.
4. Add a new ID in New Survey ID and then click Copy.
Results
When you copy an existing survey, you must enter a new survey ID. This requirement is because you’re creating a
new instance of the existing survey, the new instance doesn’t link to the existing survey. After you click Copy, the
system automatically copies the data from the Summary, Options, and Notifications tabs to the new survey.
4.14.2 Assigning Surveys to Courses in Bulk
Assign surveys to courses in bulk when you want to assign one survey to many courses.
Prerequisites
Before you assign surveys to courses in bulk, configure the survey, add questions, and so on. It is easier to
configure the survey before you bulk assign than after.
Context
 Note
You can assign one survey to one course in Learning Items Evaluations .
Procedure
1. Go to Learning Administration, and then go to Learning Questionnaire Surveys .

2. Find and open the survey that you want to assign to courses.
3. Go to Item Usage.
4. Click Add one or more from list to add courses to the survey.

4.14.3 Reviewing Survey Statistics
Review survey statistics to see how people are responding to a survey and who has responded.
Procedure

2. Find and open the survey that you want to see.
3. Go to Item Usage.
4. Look in Update the Item Usage for the Survey to see summary statistics.
For each course, you see the number of people who were assigned to the survey, the number of who completed
the survey, and the percentage of assigned surveys users completed. If a survey includes rating scale
questions and if each question uses the same rating scale, you the mean score of all ratings that were
submitted.
5. Choose Run Report to see detailed statistics.
4.14.4 Modifying Survey Notifications
Modify the ad hoc notifications if you need to change the message that Learning sends to users and contacts when
they’re assigned a survey.
Context
 Note
Users receive notification email messages when they’re assigned survey or when the Evaluation
Synchronization automatic process runs.
Procedure
1. Go to Learning Administration, and then go to Learning Activities Surveys .

2. Find and open the survey that you want to modify.
3. Go to Notifications.
4. Select Use Editor Content When Sending Email Notification.
5. Click Launch Editor to edit the notification.
6. To attach a file, add it in Attachment for Survey Notification.

It’s uncommon to add an attachment. You might, however, add instructions to follow up survey notifications so
that recipients know why and how to complete the survey. You might add it as an attachment instead of in the
notifications if it’s an official Human Resources (HR) document, for example.
4.14.5 Building a Survey Direct Link
Build a direct link when you want to send a link that can take users directly to their completed course survey.
Context
After learners complete a course, you sometimes ask them to complete a survey about their experience. If a
learner forgot to complete a survey, you can send them a direct link to the survey so that they can provide
feedback.
Procedure
1. Go to Learning Administration and then go to System Administration Tools Direct Link .

2. In Direct Link Type, select Questionnaire Surveys.
3. Select the kind of direct link you want to create.
○ Select URL to copy a URL and paste it into a message (for example, an e-mail message) to users.
○ Select Notification Tags to paste the direct links into notification messages.
4. Click the Display Link.
5. Copy the link and paste it either in a direct message to the users or into a notification message.
4.14.6 Configuring Course Satisfaction Surveys
Configure course satisfaction surveys to change how they behave.
Context
 Note
Depending on the type of survey, you have different configuration options. Read this topic to configure
satisfaction surveys: surveys that ask learners about their satisfaction with a course they complete.

Procedure

2. Find and open the survey that you want to configure.
 Note
The survey must be a satisfaction survey. The options are different for follow-up surveys.
3. Go to Options.
4. Set Anonymous Surveys to control whether respondents are anonymous or their names are stored with
responses.
○ Select Yes to keep surveys anonymous. Respondent names aren’t stored with their responses. If you run
reports to view survey data, you can’t follow up with any specific respondents.
○ Select No store respondent names with survey responses.
5. Select Required for Item Completion to require learners to complete the survey before you give them a
completion status for the course.
Requiring a satisfaction survey for a completion status can delay your learners' completion of the course, so
many customers decide to keep the satisfaction survey optional.
6. In Days to Complete, type a deadline (in days) for learners to complete the survey.
For example, if you type 7 in Days to Complete, learners have seven days to complete the survey before it’s
overdue.
Even if you do not hold back learners' completion status for incomplete satisfaction surveys, you should give
them a deadline in Days to Complete. Without a deadline, learners might not prioritize the survey.
If learners don’t complete the survey by the deadline, they see that the survey is overdue. They can still launch
overdue surveys.
7. In Include Comments Field for Each Question decide whether you want question-level comments.
○ If you select Yes, then learners can type comments in response to each survey question.
○ If you select No, then learners can’t type comments in response to each survey question.
4.14.7 Configuring Course Follow-Up Surveys
Configure course follow-up surveys to change how they behave.
Context
 Note
Depending on the type of survey, you have different configuration options. Read this topic to configure follow-
up surveys: surveys that ask learners about their satisfaction with a course they complete.

Procedure

 Note
The survey must be a follow-up survey. The options are different for satisfaction surveys.
3. Go to Options.
4. In Post Evaluation, decide the deadlines to complete the survey.
Option Description
Assign … Days from Item Completion Type the number of days after learners complete the course
that the system automatically assigns the follow-up survey.
Set a number of days that gives learners enough time to ap
ply their new knowledge but alsodoesn’t last too long. Pro
vide enough time to apply skills but not enough time to for
get about the survey.
Allow … Days to Complete Type the number of days after the system assigns the survey
that users must complete and submit the survey. This is
their deadline for completing the survey.
5. In Participants, decide who receives a copy of the survey.
○ Select Employee if you want the participant (and only the participant) to reflect on their own ability to apply
the skills and knowledge from the course.
○ Select Manager if you want the participant's manager (and only the manager) to reflect on the employee's
ability to apply the skills and knowledge from the course.
○ Select Both if you want both the participant and the manager to reflect on the employee's ability to apply
the skills and knowledge from the course.
The participants that you choose are assigned the survey. They receive their assignment in the days that you
set in Assign … Days from Item Completion
6. In Required for completion by, decide who is required to complete the survey.
Choice Description
Employee The participant in the course is required to complete the sur

vey. If you select this, be sure that you also selected
Employee in Participants.
Manager The manager of the participant in the course is required to

complete the survey. If you select this, be sure that you also
selected Manager in Participants.
7. In Include Comments Field for Each Question decide whether you want question-level comments.
○ If you select Yes, then learners can type comments in response to each survey question.
○ If you select No, then learners can’t type comments in response to each survey question.

4.14.8 Adding Survey Questions and Instructions
Add survey questions and instructions if you’re creating either a course satisfaction survey or a course follow-up
survey.
Prerequisites
Most satisfaction surveys use rating scale questions to ask respondents their level of satisfaction with a course. If
you plan on using rating scales for your survey questions, add them in References System Administration
Rating Scales .
Context
 Note
In Learning, you add questions for surveys differently than adding questions for exams or quizzes
(assessments). These instructions apply to adding questions for surveys.
Procedure

 Note
The survey must be a follow-up survey. The options are different for satisfaction surveys.
3. Go to Questions.
4. Choose Create Draft.
5. In Survey Instructions, type an introduction to explain the purpose of the survey and how you plan to use the
data or feedback you receive.
6. Define the page of your survey.
Choice Description
Resource Type For satisfaction surveys, select the resource type that the questions on the
page apply to. Many customers create a page to measure satisfaction with
the instructor, and so they select Instructor in Resource Type.
Title Add a title for the page. The title helps orient people to the purpose of the
page.

Choice Description
Instructions Add instructions for the page. Consider explaining why the page is important
or what the group of questions measures.
7. To add multiples pages, click .
Pages organize surveys into sections. Divide the survey different for satisfaction or follow-up surveys.
○ For satisfaction surveys, consider adding just a few pages and focusing each page on a part of the
experience. Many customers organize by satisfaction with instructor and everything else. If you want to
use the same organization, create two pages.
○ For follow-up surveys, consider adding a page for each behavior or skill. For example, if the survey follows
up on leadership skills and behavior, you can divide into pages like consensus building, motivating teams,
conflict resolution.
8. To add a question in the page, click , and then type the question in the text field.
9. In Question Type, define the type of response you want from participants.
○ The most common question type for satisfaction surveys is Rating Scale. Survey respondents select a
rating on a scale of their agreement or satisfaction with the statement that you enter in the Questions box.
○ If you select One Choice, respondents must select one choice from a set of choices you give them. Add
choices by clicking .
○ If you select Open Ended, respondents type their answer to your question.
○ If you select Multiple Choice, respondents can select one, more than one, or no answer from a set of
choices you give them. Add choices by clicking
10. Click Save Draft to save the questions as you continue adding them.
11. When you’re finished adding questions, click Preview Draft .
12. When you’re satisfied with the exam in the source language, click to translate text into target languages.
13. When you have finished translating, click Publish.
Next Steps
After you publish a survey, you can add it to a course.
● Go to Learning Activities Items Surveys to add them to individual courses.

● Go to Content Surveys Item Usage to add in bulk.
 Note
To edit the survey after you add it to a course, add a new question and remove the existing one. We track each
answer by its location in the list, so the data in reports can be inaccurate if you reorder or remove an answer.
If you make changes to and republish the survey, then the system updates the survey for users who didn’t yet start
it. If a user started but didn’t yet finish the survey, then the system overrides the user's incomplete survey with the
new survey, requiring him or her to restart the survey.

Related Information
Translation Support for Learning Surveys [page 95]

Learning Competency Scales Compared to Human Experience Management (HXM) Competency Scales [page
96]
Learning Rating Scales [page 96]
Configuring Course Satisfaction Surveys [page 87]
Configuring Course Follow-Up Surveys [page 88]
Assigning Surveys to Courses in Bulk [page 85]
Assigning Satisfaction Surveys After Learning Item Completion [page 93]
Adding Follow-Up Surveys to Learning Items [page 94]
4.14.9 Adding Learning Rating Scales
Add learning rating scales so that you can create Learning surveys.
Context
In Learning, rating scales are for surveys and for competencies. They aren’t shared with the rest of the suite.
If you’re importing competencies from Job Profile Builder, you must create a rating scale for competencies that
matches the rating scale in Human Experience Management (HXM). Use only one competency rating scale.
Procedure
1. Go to Learning Administration and then go to References System Administration Rating Scales .

2. Choose Add New.
3. Add a description that helps others understand the rating scale.
4. In Maximum Rating, type the highest point number in the rating scale and then click Apply.
You see a new rating scale starting at 1 and ending at the maximum rating.
5. In Rating Label, type a description for each numeric rating.
For example, type Poor to describe a rating of 1 and Excellent to describe a rating of 5.
6. In Reporting Groups, type the number of ranges that you want to report on and then choose Apply.
Each reporting group is a range that appears in the report. For example, scores between 4.5–5 can report as
excellent.
7. In Range, adjust the ranges of the reporting group.
8. In Reporting Group Label, type the text that you want to appear in the reports when scores are in the range.

9. Choose Add.
Next Steps
If your users speak more than one language, localize the labels.
4.14.10 Assigning Satisfaction Surveys After Learning Item

Completion
Assign satisfaction surveys to users who have completed learning items so that you can receive feedback on the
courses and improve the courses over time.
Prerequisites
Before you can assign the satisfaction survey, you must create it. Go to Content Surveys and create a survey
of type Course Feedback.
Procedure

2. Find and open the learning item that you want to measure for participant satisfaction.
3. Go to Surveys.
4. Complete the information in the Course Feedback Survey : User Satisfaction section.
This Field... ...Is Used as Follows
Survey The survey that users see after they complete the learning item. Surveys must be
published and active.
Days to Complete The days between the time that users complete the learning item and the deadline
to complete the survey. If users don’t complete the survey in that amount of time,
then the system makes the survey unavailable and the associated learning item re
mains in a pending state until an administrator records its completion.
The default value is inherited from the survey.
Required for Item Completion If you clear this box, users aren’t required to complete the survey before the learning
item goes into their learning history (completed work). If you select the box, then

users are required to complete the survey before the learning item moves into their
learning history (completed work).
The default value is inherited from the survey.
Next Steps
After you assign the survey to the learning item and users begin to complete the survey, you can see the results in
the evaluation reports. Go to SAP SuccessFactors Learning Administration and then go to Reports. In Search type
Item Evaluation. You see the reports that show you the user feedback.
4.14.11 Adding Follow-Up Surveys to Learning Items
Add follow-up evaluations to learning items to see if users can apply their work after they complete a learning item.
Prerequisites
Before you can add follow-up surveys to learning items, you must create the survey. Go to Learning Activities
Surveys and add a survey of type Follow-up Surveys.
Procedure

2. Find and open the learning item that you want to add follow-up evaluations to.
3. Go to Evaluations.
 Tip
Depending on how your administrator environment is configured, you need to click More to see Evaluations.
4. In Follow-up Surveys, complete the fields.

Survey The survey that users receive. The survey must be of type Follow-up Survey. Users
and possibly their supervisors receive this survey to see if they’re applying what
they learned.
Participants You can send this survey to employees supervisors or both employees and supervi
sors. We recommend that you include supervisors to get an outside opinion on
whether users are applying their knowledge.
Required for completion by When you require a follow-up evaluation from an employee or supervisor, the survey
remains on their assignments and can’t be removed until they complete it.
The learning item inherits its values for Required for completion by from the survey,
but you can break the inheritance.
Configuration In the Assign...Days from Item Completion box, you can enter a number of days after
users complete the associated item that the system automatically assigns the fol
low-up survey.
In the Allow...Days to Complete box, you can enter a number of days after the sys
tem assigns the survey that users must complete and submit the survey.
Next Steps
After you assign follow-up evaluations to learning items and users begin to complete them, you can check the
results by going to Reports. In Search, type Follow-Up to return the follow-up evaluation reports.
4.14.12 Translation Support for Learning Surveys
Learning supports translation of satisfaction and follow-up surveys for customers with respondents in multiple
languages.
For customers who use surveys in more than one geographic locale, surveys support localization. You translate the
surveys using the standard Learning localization framework.
The following additional information applies to survey localization:
● To prevent a partially translated survey, after you source text for any field in a locale, all of the fields must have
a value for that locale. You can save, but they cannot publish until everything has been translated.
● You must translate one field and then click Save Draft for the localization buttons to appear for the questions.
For example, administrators can translate the name of the survey, then go the Questions tab and click Save
Draft. After they do, the localization buttons appear for questions.
● The survey is displayed in the user's preferred Learning language. If the survey is unavailable in a respondent's
preferred language, the survey falls back to the system default language.

4.14.13 Breaking the Link Between a Notification and Its
Corresponding Template ID
View this section if you want to know about breaking the link between a notification and its corresponding template
ID.
If you don’t attach a file or customize the notification, then the system creates a link between this notification and
its corresponding notification template ID . If you customize the notification template ID ( System Administration
Manage Email Email Notification Templates ), then the system updates the values on the Notifications tab.
However, if you attach a file or customize any of the values on the Notifications tab, then the system breaks the link
between this notification and its corresponding notification template ID. If you break the link, the system doesn’t
update any records for which you modified values on the Notifications tab.
4.14.14 Learning Competency Scales Compared to Human

Experience Management (HXM) Competency Scales
As an administrator, when you understand the difference between Learning competency scales and Human
Experience Management (HXM) competency scales, you can see the difference between how each is used.
SAP SuccessFactors Learning competency scales and Human Experience Management (HXM) competency scales
do not interact, so you have two views of competencies:
● A view from inside SAP SuccessFactors Learning, which can tell you how users increased their competency
based on some courses that they completed.
● A view from inside the rest of Human Experience Management (HXM), which can tell you how users are being
rated by peers, managers, and so on for their competencies.
Because of the split view, we recommend that you set one rating scale for competencies and then you apply it to all
competencies in SAP SuccessFactors Learning.
4.14.15 Learning Rating Scales
In Learning, competencies and surveys use rating scales.
A rating scale is a scale of integers that rate users on competencies or surveys in Learning. The scale includes a
value, a rating label, and a calculation. For example, you can create a five point scale, with labels like “Excellent” for
5, “Great” for 4, “Average” for 3, and so on. Then, you can define reporting groups to calculate a result based on the
rating. For example, you can set a range of 4-5 as “Above Average”.
Later, when you report in Learning on the competencies or survey results, you see users' scores based on these
rating scales and the rating groups. The reports and rating scales apply only to Learning reports. Other Human
Experience Management (HXM) reports on competencies use their own scales.

4.14.16 Learning Evaluation Types
In Learning, you can evaluate courses and users experience in learning items in different ways. Select the
evaluation that you need for your business case.
Evaluating User Satisfaction with a Course
You often want to know how users felt about the course. You can ask them, for example, whether the instructor was
engaging, whether the course materials were useful, and how the facility met their needs. We call these types of
evaluations satisfaction surveys.
To create a satisfaction survey, you create a survey that asks the questions about satisfaction. Then, you associate
the survey to the learning item's Evaluations area. Finally, after users complete the satisfaction surveys, you can
see the results in Reports, in item evaluation reports.
Evaluating User Progress During a Course
You sometimes want users to take a pretest and then a post-test to see how they progressed from the beginning of
the course to the end. When users cover a large gap between pretests and post-tests, you can say that the course is
valuable. If they cover a smaller gap, then you might want to look at who is enrolling or how you can better instruct
those who are enrolled.
 Note
Pretests and post-tests measure progress to learning objectives. If you haven’t added learning objectives, then
pretests and post-tests do not work.
As users complete pretests and post-tests, SAP SuccessFactors Learning records their scores against the learning
objectives. You can see the results in Reports, in learning evaluation reports.
Evaluating User Ability to Apply Knowledge
We provide two ways to evaluate whether users can apply their knowledge. You can create follow-up evaluation
surveys or you can create task lists. If you want to tie the completion of a learning item to an observation of applied
learning, then we recommend follow-up evaluations. However, if you want to create a separate test of users'
observed skills, we recommend tasks lists.
To create follow-up evaluation surveys, you create a survey that asks users and their supervisors about the
application of knowledge that they gained in the learning item. For example, if the learning item taught writing skills,
the survey could ask questions about whether the user gets to the point immediately in emails, considers audience,
when writing, and so on. Users and their supervisors can receive the surveys. As they complete the survey, you can
see the results in follow-up reports.
To create task checklists, add a new learning item of type other and add tasks to it. Users must be observed
accomplishing the task to complete the learning item. To use task checklists, you must be using tasks.

Creating Direct, Formal Quizzes and Exams
Especially for online content, you can add quizzes and exams that measure users' knowledge at the end of the
course. To add quizzes or exams, create the assessments and then add them to Online Content in the learning item.
4.15 Adding Learning Items to Libraries from the Learning

Item Workspace
Add learning items to libraries so that users can browse and search for the learning items inside their libraries.
Prerequisites
To add learning items to libraries, the library must first exist. In most cases, you set up libraries before learning
items, so the library probably exists. If you need to manage or add libraries, go to Learning Activities Libraries
Context
Add learning items to libraries so that users who have access to the libraries can search or browse for the learning
items and add them to their assignments. When users assign the curriculum to themselves, they are automatically
assigned learning items that help them fulfill the curriculum.
 Note
Although you can quickly add a single learning item to many libraries from the learning item record, we
recommend that you do your library work from within the library so that you can see the entire library at once.
Go to Learning Activities Libraries Items .
Procedure

3. Click Libraries.
4. Click the add button and then choose the library that the learning item should go into.
5. In Library Options, change the behavior of the learning item in the library.

4.15.1 Checking the Libraries that a Learning Item Belongs To
If you’re troubleshooting access problems with a library, you can go to a learning item and see all the libraries that it
belongs to.
Procedure

2. Find and open the learning item that you want to investigate.
3. Click Libraries.
4.15.2 Changing the Price of a Single Learning Item in its

Libraries
Change the price of a single learning item in many libraries when you want to raise or lower the price of a single
learning item and you want the price change to appear in its libraries.
Context
When you change the price of a single learning item, you initiate the change from the learning item entity. SAP
SuccessFactors Learning runs the library price change assistant, but because you’re running it from the learning
item entity, it skips the first steps of the assistant. It can skip the first steps because it passes the current learning
item to the assistant.
Procedure

3. Click Libraries.
4. Click  (Change Library Prices).
Results
The library price change wizard opens with the learning item preselected.

4.15.3 Adding Topics to Learning Items to Organize Courses for
Users
Topics (called subject areas in the administration view) categorize learning opportunities for users so that they are
easier to find when users are browsing or searching for opportunities.
Prerequisites
Before you can add topics (subject areas) to learning items, you must first declare them in References Learning
Activities Categories . You typically declare your topics when you first implement and then review your list
periodically. In most cases, when you want to add one to a curriculum, it already exists.
Context
Associate learning items with one or more subject areas (for example, Budget and Accounting or Finance) so that
users can filter by subject area when they search for learning items in course catalogs.
 Tip
If you are using a connector to add courses to SAP SuccessFactors Learning, then chances are that you are
importing them with a subject area already.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then and go to Learning Activities Items .
2. Find and open the learning item (course listing) that you want to categorize into a topic.
3. Click Categories.
You see a list of the topics that this course is associated with. Before you proceed, look at the existing topics
and see if you need to make changes or if the list is correct.
4. Click Add to look up the topic (subject area) for the course.
Related Information
Course Topics (Categories) [page 549]

4.16 Revising a Learning Item
Revise a learning item to control the availability and assignment of new or changed content. You can control how
users who are assigned the old revision interact with the new revision.
Context
Not all companies need to use revisions. Often, you can just create a new learning item or update the current
revision. Use revisions if you need to control how those users who are currently assigned a learning item should
adopt the new version of the learning item.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to Learning Activities Items

2. Search for the learning item that you want to revise, and then open it.
3. In Actions click Revise.
The learning item revision wizard opens.

4. In Step 1, add the date, time, revision number, and a title for the new revision, and when you’re finished click
Next.
This option... ...Is used as follows
New Revision Date, Time, Time Zone The date and time of the revision is usually now (the mo
ment that you start the revision wizard), but you might need
to back-date the revision. Revisions dates and times help
you distinguish earlier revisions from later revisions and re
cord the time that you made the revision. The time zone of
the revision date is important to recording the time correctly
for all users in all time zones.
Revision Number The number of the revision. Use the revision number to tell
revisions apart. Although it can be any value, it usually
matches a system: either your revision numbering system or
the revision numbering system of the organization that pro
vides or oversees the training.
Title Text that distinguishes the revision from other revisions.
5. In Step 2, change the way the revised copy interacts with the original's substitute relationships, instructors, and
online content, and when you’re finished click Next.
Do you wish to copy the substitutes relationships for this item When selected, SAP SuccessFactors Learning copies the
to the new revision? substitutes relationships for this item to the new revision.
Users who get the new revision can see a list of courses that
substitute for the new revision. If you select this option, the

list of substitutes doesn’t change between the old revision

and the new revision. In the administration environment, the
list of courses in Substitutes is copied from the old revision
to the new one.
Do you wish to change all authorized instructors to the new When selected, all instructors who were authorized to teach
revision? the old revision are authorized to teach the revised item.
This item has online settings. Do you wish to include the If the old revision has online settings, you can select this to
online settings in the new revision of this item? copy the online settings from the old revision to the new revi
sion.
6. In Step 3, you can make the item production ready, and then when you’re finished, click Next.
○ Make this item production ready: A production ready item is finished and ready to be used in curricula or
classes.
○ Do not make this item production ready: If you need to make changes to the new version after you finish the
revision wizard, select this option. If you select it, you skip the next step.
7. In Step 4, decide how the new revision becomes production ready, and when you’re finished, click Next.
Do you wish to inactivate previous revisions of this item? Select this to inactivate previous versions of this item. Inacti
vation removes the previous revision and replaces the new
revision for any time you select the item in the future.
Do you wish to update curricula potentially affected by this Select this to update all item/curriculum relationships for
new item revision? curricula that have the item being revised associated with
them. When you select this, Step 5 appears.
Do you wish to update learning plan assignments potentially Select this to update all users’ learning plans who have the
affected by this new item revision? item assigned to them. The learning plan is updated to re
flect the new revision. In the online environment, the online
content of the old version remains on the learning plan, but
the content is inaccessible. In Offline Player, the item is re
moved from the users’ offline tasks.
Do you wish to change all future classes to use/access the Select this to cause all classes that have already been sched
new revision uled and that use previous revisions of the item to use the
new revision of the item.
8. In Step 5, decide how the new revision should fit into period-based assignment, and when you’re finished, click
Next.
Step 5 appears if you’re making the new revision production ready, if the old revision is associated with a
curriculum, and if you select Do you wish to update curricula potentially affected by this new item revision in
Step 4.
Curriculum ID The unique ID of the curriculum that the learning item is as
signed to.
Initial Number The number of time units a user is allowed between the as
signment of a learning requirement and the required com
pletion of that requirement.
Initial Period The units that the Initial Number value uses.

Retraining Number The number of time units required before the user is to re-
complete a recurring learning requirement. In most cases,
this is an annual retraining period, based on days, so it
should be 365. It cannot be NULL.
Retraining Period The units used by the Retraining Number value. In most
cases, this should be Days
Assignment Type Assignment types are categories you can establish for items
to help you to prioritize a user’s learning needs by distin
guishing between required and suggested items.
Effective Date The date when a new or revised item will be used for the cal
culation of item completion statuses and curriculum sta
tuses.
Add the revised item to this curriculum using the information Select this to attach the new revision to the curriculum.
above Don't select this unless you want to add the new revision to
the curriculum.
9. Check the revision to verify that the data is correct and then run the job to create the new revision.
○ Click Run Job Now to create the new revision immediately.

○ Click Schedule Job to create the new revision later - at a scheduled time.
Related Information
Curricula: Bundled Courses in Qualification Tracks [page 251]

Retraining in SAP SuccessFactors Learning Curricula [page 274]
4.16.1 Learning Item Revision
Some companies follow a strict course revision policy, often because they report their continuing education to a
regulatory oversight body. If you’re one of those companies, you sometimes need to revise your learning items to
control the rollout of new training.
In SAP SuccessFactors Learning, training course (learning item) revisions have a specific purpose: they allow you to
control the availability and assignment of new or changed content. You can define whether users who are assigned
a learning item with an old revision must complete that version or are prompted to use the new revision of the same
course.
You often revise when you make significant changes like adding content or time slots. For customers who report to
a regulatory oversight body, you often revise when the regulatory body releases new advice or content. For
example, if a learning item describes Generally Accepted Accounting Principles (GAAP) and a new version of GAAP
is released, then we recommend that you revise the learning item to cover the revised GAAP content. If you find a
small mistake in the learning item, such as a typo or a time slot isn't the correct length, we recommend editing the
existing version of a learning item (without clicking Revise). In these cases, the GAAP advice hasn’t changed: you're
adjusting the learning item to correct a mistake in the current GAAP training.

 Tip
If you don't need strict version control, then you don't need revisions. For example, if you want to add a new
time slot and you want all people assigned to the learning item to pick up the new time slot, you can just add the
new time slot without revising the learning item.
There are two possible outcomes in the revision process:
● The old revision is no longer accessible and users who had been assigned the old revision now have the new
revision assigned. This occurs when you inactivate the previous revision of the learning item and update users'
learning plan assignments when revising the learning item. The old revision isn’t accessible from the learning
plan or library, users have the new revision assigned instead. The old, inactive revision remains part of the
curriculum, but can't be accessed by the user since the revision is inactive. When you record a learning event
for a newer revision of a learning item, the Completion of later Item revision grants credit for previous revision
assignment in Curricula setting ( System Administration Configuration Global Application Settings )
determines whether the previous revision is removed from a user's learning plan or the previous revision of the
learning item remains on the user's plan.
● Users still have access to the old revision and also have access to the new revision. This occurs when you keep
the previous revision of the learning item active and users' learning plan assignments aren't updated when
revising the learning item. The old revision remains assigned on the learning plan and the new revision is
available in the library. This allows you to have a curriculum where the new revision is effective as of a future
date but it can be taken in advance of that date. Users can still launch the old revision of the learning item.
When users launch an old revision, they’re prompted with the option to access the new revision of the learning
item. If they do so, the new revision of the learning item is added to their learning plan (if it's not already there).
 Note
Users won't be given the option to access the new revision in the following circumstances:
○ The old revision is a prerequisite to the new revision and the user hasn’t completed that prerequisite.
○ The old revision is required and the new revision isn't a substitute.
○ The new revision requires registration in order to take the online content and the user hasn't already
registered.
Related Information

Retraining in SAP SuccessFactors Learning Curricula [page 274]

4.17 Adding Prerequisites to Learning Items
Add prerequisites to a learning item (course) to require that users complete prerequisite courses before they’re
allowed to self-register into this course.
Prerequisites
Before you can add a prerequisite to a learning item, the prerequisite learning item or curriculum must already
exist.
Procedure

2. Find and open the course that needs prerequisites.
3. Click Prerequisites.
4. To create a new prerequisite group, click  Create Group and then type a name for the group in Title.
Use prerequisite groups to give users a choice of tracks to complete a learning item's prerequisites. For
example, if you are creating prerequisites for an advanced coding concepts, you might want participants to
have some basic programming language courses. You might not care whether they know Java or C++ as long
as they know one. You can create two groups, one titled Basic Java and one called Basic C++. Users can
pick either group, but they must complete all courses in the group.
5. For each prerequisite that you want to add to the group, click  Add Items/Curricula .
4.17.1 Learning Item Prerequisites
A prerequisite is a course or set of courses that users should complete before they can enroll into the current
course.
You often want to require that users demonstrate learning in more basic courses before they can enroll themselves
into more advanced courses. For example, if you offer an advanced accounting course, you know that users won't
succeed unless they have successfully completed more basic courses. You can add the basic course as a
prerequisite of the advanced course.
 Note
Prerequisites can be learning items or curricula.

4.17.2 Prerequisite Groups
Prerequisite groups offer uses a choice for how they can meet the prerequisites for a course.
Use prerequisite groups to give users a choice of tracks to complete a learning item's prerequisites. For example, if
you are creating prerequisites for an advanced coding concepts, you might want participants to have some basic
programming language courses. You might not care whether they know Java or C++ as long as they know one. You
can create two groups, one titled Basic Java and one called Basic C++. Users can pick either group, but they
must complete all courses in the group.
4.17.3 Results of Failing to Meet Learning Item Prerequisites
Prerequisites affect self-enrollment only so that you can waive the prerequisites.
Prerequisites affect only self-registration. As an administrator, you can always waive the prerequisites and enroll
users directly into an advanced course. For example, if you make basic accounting courses are a prerequisite to
advanced accounting courses, but you have employees who join your company with educational degrees in
accounting, you can waive the basic accounting prerequisites. If you allow supervisors or Human Resource
Business Managers (HRBP) to assign learning to their employees, they can likewise waive the prerequisites.
If you or a supervisor enroll a user into a course and SAP SuccessFactors Learning sees that the user hasn’t
completed the prerequisite, you see a warning that the user is missing the prerequisites. At that time, you can
acknowledge that the user is missing the prerequisites and proceed to enroll the user.
We also do not prevent users from requesting courses based on prerequisites. If users haven’t met the basic
accounting prerequisite, they can still request the advanced course. When scheduling them into the course, you
have the opportunity to examine a waiver on a case-by-case basis.
4.17.4 Substitute Relationships with Prerequisites
Any prerequisite course must be added to Prerequisites in the learning item. We don’t recognize substitute credit as
meeting a prerequisite. However, if you select Provide Credit for Base Item If Not Assigned as Yes, then the
substitute credit is recognized for meeting the prerequisite.
Substitute credit can be confusing when working with prerequisites. Imagine that you want to create an Accounting
200 (Advanced Accounting) learning item and you want to make Accounting 100 (Basics of Accounting) a
prerequisite. At the same time, imagine that you make Accounting 101 a substitute for Accounting 100. If users
complete Accounting 101, they get credit for Accounting 100, but they haven’t met the prerequisites for Accounting
200. Using this example, if you want Accounting 101 to be a prerequisite to Accounting 200, you must explicitly add
it to Prerequisites.
If you add substitutes to the prerequisites, you almost always want to add each substitute in its own prerequisite
group because prerequisite groups effectively do the same thing as substitutes: they give users a choice for
meeting a requirement. If you want to give users the choice between completing Accounting 100 or Accounting 101
as a prerequisite, then you want to create two prerequisite groups, one for Accounting 100 and one for Accounting
101. Users see that they can take Accounting 100 or Accounting 101.

If you add both Accounting 100 and Accounting 101 to the same group, then you’re telling users that they must
complete Accounting 100 and Accounting 101. Because substitutes are implicitly an OR connection (a choice you
give to users), you typically don’t want to add them in the same group.
4.18 Importing Open Content
Import content from Open Content Network (OCN) partners when you want to make their courses available to your
users.
Prerequisites
To import open content, you need to:
● Enable an OCN provider.

● Run the Open Content Network Content Synchronization process at least one time. After you run the process,
you can see what courses are available from the vendor for import to your system.
Procedure
1. Go to Content Open Content Network .

2. Search for the content you want to import.
3. For each course you want to import, select the Import check box and then click Import.
 Note
If the title of a particular course doesn’t appear in the course search results, then it’s most likely in a
different locale than the administrator's preferred locale.
Next Steps
If you accidentally imported the wrong courses, you can disable courses in batch Go to Content Activate/
Deactivate OCN Courses .

4.18.1 Open Content Network
This topic describes Open Content Network generally.
Open Content Network (OCN) provides access from SAP SuccessFactors Learning to Massive Online Open Courses
(MOOC). When you set up a vendor on OCN, the vendor's courses appear in users' learning libraries. When users
log into SAP SuccessFactors Learning and go to their libraries (from their Find Learning tile, they see the OCN
content in a separate tab.
To set up OCN, you need to:
1. Sign agreements with supported MOOC providers. For the current list of supported MOOC providers, see the
support documentation.
2. Configure each provider in the OPEN CONTENT NETWORK system properties file ( System Administration
Configuration System Configuration ).
3. Configure the Open Content Network Content Synchronization automatic process ( System Administration
Automatic Processes ). This automatic process syncs the vendors' libraries with the administrators' views of
the library (in Content Open Content Network ). It doesn’t sync the vendors courses into the users'
libraries.
4. Go to Content Open Content Network to pull the possible courses from the vendor into the users'
libraries.
4.18.2 Open Content Network Usage Notes
Read these tips to help you use the Open Content Network.
The Open Content Network (OCN) in SAP SuccessFactors Learning pulls Massively Online Open Content (MOOC)
courses from supported providers and makes the coursesvailable to users in their catalogs. When importing the
content, SAP SuccessFactors Learning attempts to strike a balance. We want to import this content so that it
behaves like your company's private content but at the same time keep it separate from your company's private
content. To create the balance, we created some ways for you to manage the balance.
● Instead of making all content from a provider available to your users, we provided ways to select providers and
select the content from the providers that you want to make available:
○ Before any MOOC courses can be imported, you must configure a provider in System Administration
Configuration System Configuration OPEN CONTENT NETWORK . If you don’t enable the system or
any providers, your Learning Management System (LMS) works entirely with private content.
○ If you choose to enable a MOOC provider, that doesn’t automatically mean that all its courses appear in
your system. Instead, you go to Content Open Content Network and selectively import the courses
that your company needs.
● After you import content, the content is still separated from your private content:
○ Users see two separate lists of courses in their catalogs: a list of private courses that you create
traditionally in your system and a list of courses available on the web.
○ Learning items have a learning item classification that is specific to MOOC content: EXTERNAL-COURSE.
You can think of the classification as a tag on the MOOC content, making it easier to find in searches.
○ Learning items are also tagged by provider. You can search for EXTERNAL-COURSE and you can also
search by a specific provider.

○ When users launch MOOC courses, they interact with the course outside the SAP SuccessFactors Learning
system.
 Note
One exception to this rule is the Lynda content provider. Lynda has AICC content available, so SAP
SuccessFactors Learning uses single sign on to track user progress.
● To make the content easy to use, it does behave like your company's private content:
○ Each MOOC course is a learning item just like your private courses.
○ Each MOOC course you import is one learning item.
○ You can manage the MOOC learning items as you would manage other learning items: assign them to
catalogs, for example, or assign them directly to users.
● MOOC content isn’t covered by SAP SuccessFactors Learning commerce. If you set a price and chargeback
method other than No Charge, the actions buttons disappear from the course in the users' catalogs.
4.18.3 Configuring Open Content Network Single Sign On in

Provisioning
View this section if you want to know how to configure OCN SSO in Provisioning.
Open Content Network (OCN) has an integrated user Single Sign On (SSO) available with Lynda.com. Lynda.com
offers Aviation Industry CBT Committee (AICC) course tracking, allowing us to utilize session SSO for the user
through BizX, and bookmarking and record completion can happen automatically.
The SSO feature requires additional setup. In order to enable the full SSO process with Lynda.com, customers can
work with Customer Service (CS) or your implementation team to get your environment's Security Assertion
Markup Language Identity Provider (SAML IDP) metadata that is provided to Lynda.com. This is done so that
Lynda.com can set things up on their end.
Lynda.com then provides the customer with their organization's ID value that can be configured in the OCN
properties file, as well as ensure the LMS instance is available for user SSO at the Lynda.com site. Customers will
also need to have the SAP SuccessFactors CS or implementation team configure the environment for SSO with
Lynda.com by adding the following SSO parameters in Provisioning:
● Assertion Consumer Service - https://shib.lynda.com/shibboleth-sp

● Logout URL - https://shib.lynda.com/Shibboleth.sso/SLO/POST
When the configuration is complete on both ends, users will have the ability to launch Lynda.com courses without
having to additionally register or enter login credentials at their site. If the user account does not already exist
under that organization's ID, the account will be auto-created for the user during their first course launch.

4.19 Tips for Managing your Course Workspace
You often work with many courses so managing your course workspace can make finding and managing courses
easier.
Your course workspace is in Learning Activities Items . We include some tools for helping you manage your
courses and your workspace.
● Use custom fields as labels to make your courses easier to find. For example, your organization might want to
label courses by the administration group. You can label the courses and then search by your administration
group.
● Deactivate courses and search for active courses. Chances are that you edit only active courses. If you have a
process for deactivating courses, you have an easier time finding the active ones.
● Delete courses if you make a mistake early in your course creation process: before you assign it or schedule it.
Deactivating a Learning Item [page 110]

Deactivate a learning item to remove it from current transactions like assignments or reports but keep it for
audit trail.
Deleting a Learning Item [page 111]

Delete learning items when you make a mistake and the learning item has never been assigned. This often
happens early in the development of your Learning Management System (LMS) course set.
4.19.1 Deactivating a Learning Item
Deactivate a learning item to remove it from current transactions like assignments or reports but keep it for audit
trail.
Context
When a record is inactive, most of the system does not include that record in searches or reports. Some searches
and reports allow administrators to include inactive records. Deactivating (instead of deleting it) hides it from view
but keeps it for historical record. Because you cannot restore a deleted record, we recommend that you delete a
record when you make a mistake (for example, if the record ID is simply incorrect) or as part of your data privacy
practice.
Procedure

2. Find and open the learning item that you want to deactivate.
3. In Item Details, set Active to Inactive.

Task overview: Tips for Managing your Course Workspace [page 110]
Related Information
Deleting a Learning Item [page 111]
4.19.2 Deleting a Learning Item
Delete learning items when you make a mistake and the learning item has never been assigned. This often happens
early in the development of your Learning Management System (LMS) course set.
Context
 Caution
When you delete a learning item, you remove the learning item record completely: you cannot recover it. As an
alternative to deleting a learning item, consider making it inactive.
Procedure

2. Find and open the learning item that you want to delete.
3. In Actions, click Delete.
Task overview: Tips for Managing your Course Workspace [page 110]
Related Information


4.20 Common Troubleshooting in Courses
When you troubleshoot courses, you usually need to look up the connections between the course and what uses
the course, so we provide quick views of those relationships.
As the fundamental unit of learning, courses are connected into many other parts of your learning system. For
example, curricula use courses and so do programs. You schedule courses into classes. The most common
troubleshooting task is to understand these relationships. Go to Learning Activities Items , find the course
that has the problem, and then use the quick views to see the relationships.
● If a learner isn’t assigned a course that they must be assigned, check the assignment profiles that assign the
course and check the curricula that include the course. If you check those views and they’re behaving as
expected, check the learners' direct assignments.
● If you’re having a problem with a class that has been scheduled for a course, check the schedules and
enrollment of the course. It could be that it was canceled or didn’t meet minimal enrollment.
● If you’re having a problem with Open Content Network (OCN), check the OCN sessions.
4.20.1 Viewing Open Content Network Sessions
View Open Content Network (OCN) sessions to see upcoming live sessions for a learning item that has been
created through OCN import.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Learning Activities Items .

2. Find and open the learning item that you want to check.
3. Go to OCN Course Sessions.
4.20.2 Viewing the Schedules and Enrollment of a Learning

Item
When you’re troubleshooting learning items (courses), you often need to see when and where the learning item is
offered and how many users are enrolled in each scheduled offering.
Context
You often want to see the classes for a learning item to understand when and where users can go participate in the
course. For example, you want to look at how often the learning item is offered or where the learning item is offered.

You also want to balance the registration: if an offering is full, you want to see if the item is offered nearby but has a
lower enrollment. You can move participants from one offering to the other.
Procedure
3. Click Classes.
4. Use the table of classes to understand when and where the learning item is scheduled and who is enrolled.
5. To modify one of the classes or to drill down and investigate individual classes, choose the required class ID.
4.20.3 Checking the Curricula that Use a Learning Item
When you’re troubleshooting, you sometimes need to see which curricula use a learning item (a course).
Context
When troubleshooting assignments, you often need to look up the curricula that use a learning item. You can open
the learning item and see its curricula. If you need to add and remove learning items from the curriculum, however,
we recommend that you do that from the curriculum view: Learning Activities Curricula .
Procedure

3. Click Curricula.

4.20.4 Checking the Assignment Profiles that Assign a
Learning Item
If you want to know the assignment profiles that assign learning items (courses) to users, you can open the learning
item and check its assignment profiles.
Context
Often, you want to know which assignment profiles are automatically making assignments of learning items to
users so that you can troubleshoot how learning items are being assigned. In this case, you know the learning item,
but you don't know which assignment profiles assign that learning item. You can start with the learning item and
work back to its assignment profiles.
 Note
You can add the learning item to an assignment profile from within the curriculum, but we recommend that you
add the learning item by opening the associated assignment profile. By going to the assignment profile, you
can check the rules, preview the users, and use the other tools that help you make accurate assignment
choices.
Procedure

3. Click Assignment Profiles to see the list of assignment profiles that assign the learning item.
In Assignment Profiles for Items, the search bar is enabled when records are present and is used to filter
results. Searching for Assignment Profiles by Description or ID returns relevant results.
 Note
You can also search by Status in the Assignment Profiles tab for both the Item and Curricula entities. The
search box was previously labeled as Search by ID or Description and now is displayed as Search.
4. Click any assignment profile to open the assignment profile.
Related Information
Creating an Assignment Profile [page 354]

Executing Changes for Assignment Profile Rules [page 359]
Setting Up Assignment Profile Rules [page 357]
Assignment Profile Propagation Status [page 362]

4.21 Less Common Course Configuration
Some course configurations are less common, but they are useful for some customers: Commerce functions like
tracking costs and prices or government reporting, making an exception to the inheritance of the course, or
attaching the course to advanced functionality.
We include functions that are less common but important to a set of customers. The less common configurations
fit into these categories:
● Pricing, cost, and budgeting: some customers track costs, a few customers add prices to courses, and a few
customers use Training Planner to budget their training expenses.
● Exceptions to inheritance: You control some course configuration globally. Most importantly, you use course
type to control how courses are graded. In most cases, you want all courses to inherit their global
configurations. In s a few cases, however, you might want to override the global configuration.
● Advanced functionality: We offer some advanced functionality, such as substitutes, social learning, revisions,
and adaptive courses. These advanced functions usually require a more structured configuration, including
curricula, and extra implementation.
4.21.1 Enabling Detailed Content Object Audit on Learning

Items
Enable detailed content object audit on learning items when you want to write custom reports that show the times
that users launched content objects.
Prerequisites
Enable the content object audit globally in your system.
Context
If you are writing custom reports to SAP SuccessFactors Learning and if you need the reports to show the times
that users accessed content (as opposed to a simple sum of all time a user spent in the content), then you can
enable individual learning items to audit their content objects.
Procedure

2. Find and edit the learning item that you want to audit.

3. Click View All and then set Enable Content Object Audit to Yes.
4. Click Save.
4.21.2 Setting a Price for a Learning Item
Set a price for learning items if you use finance features to charge users for courses.
Context
When administrators add learning history for this item, SAP SuccessFactors Learning populates the default price of
the learning item and its currency ID boxes based on the default price and currency that you set. When managers
add to learning history, the default price for items comes from (in this order) the price in the library, the price
associated with the class, the price associated with the item.
Procedure

3. Go to the Pricing tab.
4. To allow this learning item's classes to override the price you set here, select Class Can Override Item Prices.
If course has a price, administrators can sometimes change the price of individual classes of the course. For
example, you can add a CPR Certification course at a cost of 100 Euros. In most cases, every class held for CPR
Certification costs 100 Euros. But if a group wants a special class that if off-site or held at the last minute (or
another extraordinary circumstance) the administrator can change the price. For example, a last-minute class
can cost 200 Euros instead of 100 Euros. SAP SuccessFactors allows administrators to override the default
price only if the course is flagged to allow override.
5. To add a price for an existing currency, type it in the currency's Price field.
6. To set a particular currency as the default currency, select Default in that row.
7. To add additional currencies for the prices, choose Add More Currencies.

4.21.3 Configuring Purchasing Options for Learning Items
Configure the purchasing options for learning items (courses) to control how SAP SuccessFactors Learning debits
and credits accounts when users purchase the learning items.
Prerequisites
Before you can assign account codes to learning items, they must already exist in SAP SuccessFactors Learning. In
almost all cases, they already exist because you set them up during implementation.
Context
If you’re tracking the cost and profit of your courses, then you set how learning items reconcile the costs during a
transaction. When you set the financial behavior on a learning item, its classes inherit the behavior. You can,
however, break the inheritance for any one class based on the learning item.
Procedure

3. Click Purchasing.
4. In Purchasing Option, select how you want SAP SuccessFactors Learning to handle purchasing of this learning
item (and classes based on this learning item).
○ Select Charge to Buyer's Authorized Account Code to automatically populate the users' assigned account
codes when they purchase. Users can change the account code to another that they are permitted to use
(for example, an organization's account code).
○ Select Charge to Buyer's Specified Account Code to automatically populate the users' assigned account
codes when they purchase. Users can change purchase to any other account code in SAP SuccessFactors
Learning, provided they know the code.
○ Select Distribute Charges to Specified Account Codes to name the accounts that are charged when users
purchase this course. If you select this option, you must name the account codes in Add a Cost Center to
the Item, which appears after you make your selection and click Apply Changes.
○ Select No Charge to exempt this learning item from financial transaction. Depending on your configuration,
users can still see a price for the learning item.
6. If you selected the purchasing option Distribute Charges to Specified Account Codes, then in Add a Cost Center
to the Item, click add one or more from list, and then search for and add the cost centers that should be debited
when users purchase.
If you selected one of the other purchasing options, skip this step.

 Note
By default, the percentages of distribution are equal: if you add two account codes, each account code
bears 50% of the cost; if you add four, each bears 25% of the cost, and so on). You can change the
distribution in Percentage. Because you can adjust percentages after you add them, SAP SuccessFactors
Learning doesn’t save your changes until you click Apply Changes.
7. If you're using profit centers, then in Add a Profit Center to the Item, click add one or more from list, and then
search for the profit centers that should be credited when users purchase this learning item.
If you selected one of the other purchasing options, skip this step.
 Note
By default, the percentages of distribution are equal: if you add two account codes, each account code
receives 50% of the profit; if you add four, each bears 25% of the profit, and so on). You can change the
distribution in Percentage. Because you can adjust percentages after you add them, SAP SuccessFactors
Learning doesn’t save your changes until you click Apply Changes.
8. If you’re updating the financial posting type, then in Update Financial Posting Type, select the Allocation Code
from the dropdown list. The Financial Posting Type can be specified when an integration to an external financial
system is enabled in the system. Otherwise, the section is hidden. A value can be specified when the
Purchasing Option is set to a value other than No Charge.
4.21.4 Making an Exception to the Cost Calculation of a

Learning Item
Make an exception to how a learning item's costs are calculated if you need to make an exception to the variables or
the values used to calculate the cost of the instructional design.
Prerequisites
Before you can add costs to a learning item, the cost names must exist. In almost all cases, they already exist
because we include the most commonly used costs by default and you can add additional cost names during
implementation.
Context
If you track the cost of delivering training, then you can make an exception the cost of a learning item. In most
cases, learning items inherit the cost calculation from their type. You set up the cost calculation for learning item
types during implementation. In some cases, you need to change the values of the calculation formula because the
amount of the design cost can vary from course to course. In a few cases, you need to change the variables of the
cost calculation.
Importantly, this is not the total or realized cost of a course. Total costs are handled at the class where the cost of
the learning item can be added (or not added) to the cost of the instructor, facility, equipment, and so on. In the

learning item, you are simply recording the cost of the instructional design and maintenance of the instructional
design.
 Note
We describe the default cost names and their default usage and behavior. If you customized costs names or
built a custom cost calculator, please see your implementation materials.
Procedure

3. Click Cost Calculation.
4. In Cost Currency, select the currency to use when recording the costs for this learning item.
5. In the table of cost names, type a value or a formula for all costs.
In this Cost Name... Add the cost of...
ItemInitialCost In ItemInitialCost, type the cost of the initial instructional design. For example, if
you paid a vendor $5000 to design the course, then the cost currency is U.S.
Dollars and the cost is 5000.
ItemMaintenanceCost In ItemMaintenanceCost, type the cost of maintaining the learning item. For ex
ample, if you pay a vendor $3000 to maintain the course, then the cost currency
is U.S. Dollars and the cost is 3000.
ItemCreationCost In most cases, the cost of creating the learning item is calculated by adding the
initial cost and the maintenance cost. In some cases, however, you might need to
change it.
Related Information
Course (Learning Item) Types [page 546]

Adding E-Signature Meaning Codes [page 955]
Adding Default Value-Based Grading Rules for SAP SuccessFactors Learning [page 543]
Adding Default Cost Calculations for SAP SuccessFactors Learning Courses [page 545]

4.21.5 Making an Exception to How a Learning Item Is Graded
Although you usually want learning items to inherit their learning items from their learning item type, you can make
an exception for individual learning items.
Context
In most cases, learning items inherit their grading system from their learning item type. During implementation,
you set up learning item types and their grading systems in References Learning Activities Item Types .
Sometimes, however, you need to make an exception for an individual learning item.
Procedure

3. Click Grading Options.
4. If you want to override the default grading system with a value-based system, then select Value-Based, click
Apply Changes, and then set the values and the completion status given for the value.
Value The value that users must get as a grade for the learning
item.
Description Add a description to help users understand the value.
Completion Status The completion status that users are assigned if they receive
the value.
For example, the values can be “Pass”, “Fail”, and “Incomplete”. Write a description to tell graders what these
values mean in the context of this course type. For example, in the context of certification, “Pass” might means
specifically that the user passed the certification test.
5. If you want to override the default grading system with a numeric system, then select Numeric, click Apply
Changes, and then set the completion status given for the numeric range.
Minimum The low range that a user must have to get the completion
status.
Maximum The high range that a user must have to get the completion
status.
Completion Status The completion status that users are assigned if they fall
into the range defined by Minimum and Maximum.
For example, if an administrator runs the Add Learning History wizard to post completion for a course of this
type, and if you specify that users with a minimum of 80 and maximum of 100 get the completion status
“Certified”, then every user who has a grade from 80 through 100 receives the “Certified” completion status.

Next Steps
If you make a mistake and want to remove the exception, you can go back and select Inherit from Item Type.
4.21.6 Configuring a Learning Item for Government Reporting
Configure a learning item for government reporting to correctly populate the Declaration No. 2483 reporting form.
Context
Very few customers use government reporting. It’s used when you must report your training expenditures to a
government entity. Specifically, it was built for a French law and the Declaration No. 2483 form.
Procedure

2. Find and open the learning item that needs to be configured for government reporting.
3. Click Government Reporting.
4. Click Include in government reporting to add this learning item to the Government Reporting Learning Events
report.
5. In Reporting Legal Entity, select the 2483 Legal Entity record that this report should be added under for
reporting purposes.
6. In Training Type, select how you want this learning item to appear on the report.
○ If you select Internal, then it’s counted as internal training on the report.
○ If you select External, then it’s counted as external training on the report.
The categories of internal and external have specific meanings to the government agencies that you report to.
For the correct definitions, consult with your regulations.

4.21.7 Adding SAP Jam Groups to a Learning Item
Add SAP Jam groups to learning items to automatically invite users in a course (a learning item) into a group. As
members of the group, users can collaborate, share work, and set deadlines.
Prerequisites
You can check theSAP Jam groups associated with learning items if you have an integration between SAP
SuccessFactors Learning and SAP Jam. If you aren't sure if you have an integration set up, you can go to Learning
Administration and then go to System Administration Configuration System Configuration . Open
LMS_ADMIN and check the value of jamIntegrationEnabled if it is set to true, then you have an integration. If
it is set to false, then you do not have an integration.
Procedure

3. Click Jam Groups.
4. Associate a group with the learning item.
○ Click Create New Group to add a new group and associate it with this learning item.
○ Click Add Existing Group if you already created a group and you want to associate it with this learning item.
When you add an existing group, you must review the settings. You can only add existing groups if you are
identified as group administrator.
5. Complete the group form.
Name This is the name of the group. Choose a name that helps users identify the group or its
purpose. To fully explain the purpose, you can use the Description box.
Description Type a description that helps users identify the group.
Group Type You must select a group type when you add new group. After you add the group, you
cannot modify this value. If you select Private Internal Group, then people with SAP Jam
accounts must be specifically invited to join the group because the system hides this
group in searches.
Invite Policy The invite policy determines who can invite other people to the group. To be invited to
join the group, the person must have an account for SAP Jam.
Send Invitations If you want to send notification messages automatically, configure the Item Jam Group
Notification automatic process (this is typically done during implementation). The appli

cation uses your selections for Send Invitations as the trigger for sending the invitation
notifications. If you select more than one option for Send Invitations, then the system
sends an invitation for each trigger. However, if more than one trigger occurs (for exam
ple, the item is assigned and the user registers) between executions of Item Jam Group
Notification automatic process, then the system sends only one invitation notification to
eligible users.
Edit Email Click Edit Email to modify the subject and body of the invitation notification. When you
associate a group with a learning item, the system automatically copies the subject and
body from the JamGroupInvitation notification template to this association. If
you do not customize the message, then the system propagates any changes that you
make to the JamGroupInvitation notification template to this association. How
ever, if you customize either the subject or body, then this association no longer re
ceives the changes that you make to the JamGroupInvitation notification tem
plate.
Next Steps
If you added a group in error, you can click Remove to remove it. If you click Remove, then the system removes the
association between the learning item and the group, but it does not delete the group itself. Users no longer receive
invitations to join the group.
4.21.8 Exporting AICC Content
A small set of customers uses Aviation Industry Computer-based training Content (AICC) standards. If you are
among these customers, you sometimes need to export your computer-based training files so that you can have
them locally.
Procedure

2. Find and open the learning item with the AICC content that you want to export.
3. In Actions, click AICC Export.
4. In AICC Export, type a name for the archive that SAP SuccessFactors Learning creates.
5. Click Create Export Files.

Results
SAP SuccessFactors Learning creates the files as an archive and you download them through your browser. You
have a local copy of the files.
4.21.9 Assigning Learning Items Directly to Users
Launch Manage Assignments from the learning item to assure that you’re assigning the correct learning item to
users.
Context
You can assign learning items to users in many ways. When you want to assign specific learning item to individual
users, the most convenient way is User Needs Management. If you want to assign one learning item to many users,
we recommend that you open the learning item, verify that it’s the correct learning item, and then choose Assign.
When you do it this way, you avoid searching for the learning item at the beginning of the wizard and you can be
sure that you’re assigning the right learning item because you’ve looked at it before making the assignment.
When you choose Assign in the Actions menu of Learning Activities Items , you launch the Manage
Assignments wizard in the second step. Because you’re launching it from the learning item, the system selects this
learning item in the first step and opens the second step.
Procedure

2. Find and open the learning item that you want to assign.
3. In Actions, choose Assign.
Results
When you choose Assign, you launch Manage Assignments with the learning item already selected in the first
steps.
Related Information
Assigning Users to Learning Needs in Bulk [page 301]

4.21.10 Creating Learning Item Overview Pages
Create learning item overview pages to add to the information users get when they click a learning item title.
Context
By default, when users click a learning item title, they see the learning item details, which include the thumbnail,
the description, and some actions that depend on the type of learning item (launching on-demand/online courses,
requesting schedules for live courses, and so on). Often, this is enough for users to orient themselves to the course.
In some cases, however, you might want to provide additional overview if the description isn’t enough. For example,
you might want to orient the user to how the learning item fits into a broader effort by your company. When you add
overview pages, users see an Overview tab on the end-user environment. When users click the learning item title,
they first see the Overview tab and then they can click Details to see the details.
Procedure

2. Find and edit the learning item that should get the new cover page.
3. In Actions, click Cover Page.
4. Select a layout for the cover page in Layout.
5. To edit a specific language's cover page, select it from Locale.
6. To add custom information, click ( ).
Use these editing tips:

○ Use the formatting buttons to format the text in the section.
○ To upload images or Adobe Flash content, click upload buttons. You can upload after the first time you save
the content.
○ Click Source to troubleshoot the source code.
○ Click Preview to preview what you have written.
7. To activate the cover page and use it instead of the default cover page, click Activate.

4.21.11 Setting the Default Reassignment of Learning Items
You set default reassignment on learning items so that when you add learning items to the content of the curricula,
the learning items have a default reassignment and your curricula start with a consistency for all learning items
across curricula.
Procedure

2. Find and open the learning item that should get the default reassignment settings.
3. In the Item Details tab, go to Assignments, and change the initial and retraining basis and numbers.
4.21.12 Adding Pre-Tests and Post-Tests to a Learning Item
Add pre-tests and post-tests to a learning item (a course) so that you can see how users progressed in their
mastery of learning objectives.
Prerequisites
Pre-tests and post-tests measure user progress in learning objectives. If you are not using learning objectives then
there’s nothing to measure. Before you add pre-tests and post-tests to learning items, set up your learning
objectives.
You also need to create the exams that you want to use as pre-tests and post-tests.
Context
You often want to compare users' knowledge before they attended a course to after they attended a course. If the
majority of users show growth, for example, then you know that the learning item (course) is serving your users
well. By adding pre-test and post-tests to learning items, users get the tests as an assignment so that you can
measure progress.
Pre-test and post-test evaluations are different than adaptive exams. Adaptive online exams change the content of
the learning item based on users' performance in an exam. Pre-tests and post-tests don’t affect the content. They
simply help you evaluate the effectiveness of the course.

Procedure

2. Find and open the learning item that you want to evaluate with pre-tests and post-tests.
3. Go to Online Content, click Add , click Add Exam, and then add the exam that you want to use for the pre-
test.
4. Click Add , click Add Exam, and then add the exam that you want to use for the post-test.
5. Go to Evaluations.
 Tip
Depending on how your administrator environment is configured, you might need to click More to see
Evaluations.
6. In Learning Evaluation : Mastery of Content, select the pre-test and post-test that you added in Online Content.
Next Steps
You can check how users progressed between their pre-tests and post-tests by running the Learning Evaluation
report. Go to Reports.
4.21.13 Adding Documents to Learning Items
Add documents to learning items when they support the delivery or design of a learning item.
Prerequisites
Before you add documents to learning items, add the documents to SAP SuccessFactors Learning. Go to
Content Document Links .
Context
Different customers use learning item (course) documents in different ways. Customers use it to assign reading
materials that go along with all instances of a course, Standard Operating Procedures (SOP) that apply to the
teaching material, and forms that go with all instances of the course.

 Note
If you want to include a document to a single instance of a course, attach it to the class. For example, if you
need to attach directions to the facility where the offering is being held, attach it to the class.
Procedure
1. Go to SAP SuccessFactors Learning Learning Activities Items .

3. Click Document Links.
4. In Add a Document Link to the Item, click add one or more from list, search for the document, and add it.
5. If the document needs to be reviewed, select Needs Review.
A document's review status appears only to administrators and can’t be viewed in the user interface. Because
the system doesn’t send notifications when a document needs review, we recommend that you notify the
appropriate person directly.
6. Click Apply Changes to save any changes you have made.
4.22 Learning Item Details Fields
Learning item details fields contain the basic information for SAP SuccessFactors Learning items, which are the
core unit learning.
In Learning Item Details, you can view or edit the settings for a learning item. From Actions, you can choose
Schedule to create a new class that is based on the current learning item.

Learning Item Details Fields
Active When a record is in

active, most of the
system does not in
clude that record in
searches or reports.
Some searches and
reports allow admin
istrators to include
inactive records. De
activating (instead of
deleting it) hides it
from view but keeps
it for historical re
cord. Because you
cannot restore a de
leted record, we rec
ommend that you de
lete a record when
you make a mistake
(for example, if the
record ID is simply in
correct) or as part of
your data privacy
practice.
Approval Date In the Approval Date

box, you can select
the date that the
most recent learning
item revision was ap
proved. This informa
tion is for administra
tive purposes only
and can’t be viewed
in the user interface.

Approval Process ID If you associate the

learning item with a
default approval
process, then you
must also select the
Approval Required
check box for the sys
tem to initiate the ap
proval process. If you
identify an approval
process, then all
steps in the approval
process must be
completed before the
user can register for a
class or launch the
learning item. You
can create or modify
an approval process
in the Approval Proc
ess section
( References
System
Administration
Approval Process ).
Approval Required When you select the

Approval Required
check box, the sys
tem requires all users
who are associated
with the approval
process that you se
lected in the Approval
Process ID list to
complete the entire
process before users
can access this learn
ing item.

Approved When you select the

Approved check box,
you’re indicating that
you approve the
learning item. This
check box is intended
for informational pur
poses only and can’t
be viewed in the user
interface.
 Note
You don’t have to
approve learning
items for the sys
tem to use them;
however, they
must be active.
Approved By In the Approved By

box, you can type the
name of the person
who approved the
most recent learning
item revision. This in
formation is for ad
ministrative purposes
only and can’t be
viewed in the user in
terface.

Assignment Type ID If you associate an

assignment type with
the learning item,
then the system dis
plays the assignment
type in the user inter
face so that users
know whether the
learning item is re
quired. You can cre
ate or modify assign
ment types in the As
signment Types sec
tion ( References
Manage User
Learning
Assignment
Types ).
 Note
If you select Re
quired for any
learning item
that is associated
with a curricu
lum, then users
must complete
all required
learning items in
the curriculum
before the sys
tem grants credit
for the curricu
lum.
Audience In the Audience box,

you can enter a de
scription of the in
tended target audi
ence that the system
displays in the user
interface.

Auto Fill Registration If you select the Auto

Fill Registration check
box, then the system
automatically selects
the Auto Fill
Registration when
you create a new
class for this learning
item.
Classification When you add a new

learning item, you se
lect a classification
(Instructor-Led, On
line, Online with In
structor-led, or
Other). After you cre
ate a learning item
entity, you can’t man
ually select a differ-
ent learning item
classification; how
ever, if you add online
content to an instruc
tor-led learning item,
for example, then the
system automatically
changes the learning
item’s classification
from instructor-led to
instructor-led with
online content. As an
administrator, you
can use the learning
item classification as
a filter in searches
and reports.

Comments We recommend that

you use the
Comments box to
identify the purpose
or intent of the entity.
You can also include
any information that
you think other ad
ministrators might
need or find useful
for understanding the
entity and how to use
it. For example, if
you’re working with a
user entity and the
user is on extended
leave, you can note
the reason for the
leave and the date
you expect the user
to return. Likewise, if
you’re working with a
learning item or class
entity, you can note
why you created or
modified the entity.
All comments are in
tended for adminis
trators only and can’t
be viewed in the user
interface.

Contact Hours Most customers

don’t record hours at
all, but a few need
CPE (Continuing Pro
fessional Education)
hours because of
their industry. Almost
no customers use
contact hours. Con
tact hours are the to
tal number of hours
that you expect a
user to have contact
with an instructor. For
example, if you set up
a learning item that is
instructor-led with
online content for 8
total hours and, for 6
of those hours, you
expect the user to be
in an instructor-led
time slot, then the
contact hours equals
6.

Contact’s Email The course contact is

the email address of
a learning scheduler
for the course: some
one who is responsi
ble for maintaining
the course and
scheduling it into
classes. For simplic
ity, most customers
use a single email ad
dress for all courses
and make the email
address a common
address for all sched
ulers. For example, a
distribution list. Con
sider a distribution
list even if you have
only one scheduler so
that you can change
the recipients later
without updating all
courses. SAP Suc
cessFactors Learning
notifies the person
about issues with the
course. For example,
the contact receives
notifications when
the amount of class
requests is equal to
or greater than the
minimum enrollment
of the course so that
the contact can cre
ate a new schedule.

CPE Hours CPE is an abbrevia

tion for Continuing
Professional Educa
tion and refers to
learning activities
that users perform to
maintain and expand
the skills that their
profession demands.
Some customers in
some industries use
CPE hours for certifi-
cation. If you are in an
industry that uses
CPE hours for certifi-
cation, please use the
CPE Hours field in
stead of credit hours
or contact hours. If
you are not in an in
dustry that uses
hours to certify em
ployees, you can ig
nore CPE hours.
Create Date For administrative

purposes only, you
can select a date that
you created this
learning item entity.

Credit Hours Most customers do

not record hours at
all, but a few need
CPE (Continuing Pro
fessional Education)
hours because of
their industry. Almost
no customers use
credit hours. Credit
hours are the number
of hours that a user
earns for completing
a learning event. For
example, in many
U.S. universities, stu
dents attend a single
class for 15 weeks, 3
days each week, and
1 hour each day. In
this case, the total
hours equals 45;
however, the college
grants 3 credit hours
for this class.
Description Because the content

of this box appears in
the user interface
and in reports, we
recommend that you
enter a description
that helps users iden
tify the entity or its
purpose.

Do Auto Competency If the learning item is

associated with a
competency and that
competency has a
default rating, then
the system records
that default rating on
the user’s entity for
that competency
when a successful
history record is
added (for example,
the user completes
the learning item suc
cessfully or an ad
ministrator or man
ager adds a history
record).
 Note
If you select the
Do Auto
Competency
check box, then
the system auto
matically selects
theAutomatically
Assess Related
Competencies
check box in the
Add Learning
History wizard.

Enable Orders When you select this

check box, the sys
tem allows the user
to choose Order to
submit an order for
the learning item in
the user interface. If
you clear this check
box, then the system
still allows a user to
choose Order in the
user interface if the
learning item has a
price associated with
it in one of the user’s
libraries; otherwise,
the system hides the
Order button in the
user interface.
Enable User Requests If you select the
Enable User Requests

Image URL If you set the showI

temThumbnailPho
tosGlobally property
to true in the
LMS_ADMIN configu-
ration ID ( System
Administration
Configuration
System
Configuration ),
then you can enter a
valid URL in the
Image URL box to im
prove the overall ap
pearance of the li
brary and learning
item details page and
improve findability of
courses by providing
a visual element such
as logos.
 Note
Images URLs
must be publicly
available, and
cannot require
authentication to
view.

Include User Ratings If you select Yes from

from Previous
the Include User
Revision
Ratings from Previous
Revision list, then the
system includes the
values of the ratings
from the previous re
vision of the learning
item when it calcu
lates the simple aver
age to display to
users. If you select
Yes for all revisions,
then the system uses
all user ratings to cal
culate the simple
average. If you select
No for one of the revi
sions, then the sys
tem uses all the rat
ings up to that revi
sion, but not before
it.
Initial Basis If you select

Calendar, then the
system uses a spe
cific date to calculate
a time period during
which users must
complete the learning
item. If you select
Event, then the sys
tem uses the last no
table event (in this
case, the assignment
date) to determine
when users must
item.

Initial Number The initial number is

the number of days,
weeks, months, quar
ters, from the time
that learners are as
signed a course to
the time that it be
comes overdue. The
initial period sets the
unit (days, weeks,
and so on) for this
course. For example,
if you set the initial
number to 30 and the
period is days, then
this course is overdue
if learners do not
complete it after 30
days from assign
ment.
Initial Period Initial period defines

the unit for initial
number. Select days
as the unit because it
is standard. If the ini
tial number is 30 and
you select days, then
this course becomes
overdue 30 days af
ter it is assigned to
learners if it is still in
complete.

Initial Required Date A required date basis

Basis
can be either an as
signment date or a
hire date. If it is as
signment date,
courses become
overdue if they are
not completed within
the time defined by
the course's initial
number and period
after the assignment
date. If it is hire date,
then courses become
overdue if they are
not completed within
the time defined by
the courses initial
number and period
after a learner's hire
date. Most compa
nies use assignment
date. Examples:
● If you choose as

signment date
for initial re
quired date ba
sis, 30 for the in
itial number, and
days for the ini
tial period, then
learners who do
not complete the
course 30 days
after the assign
ment date see
that the course
is overdue.
● If you choose
hire date for the
initial required
date basis, 30
for the initial
number, and
days for the pe

riod, then learn

ers who do not
complete the
course 30 days
after their hire
date see that the
course is over
due.
Instructor Materials For administrative

purposes only, you
can enter a list of ma
terials that instruc
tors might need to
deliver this learning
item.
Item Goals In the Item Goals box,

you can type what
you want users to
learn or accomplish
as a result of com
pleting this learning
item.
Lesson In the Lesson box,

you can type any rele
vant information (for
example, a valid URL
to an online lesson
plan or a name of a
training document)
for administrators or
trainers to consult for
the learning item.
This information is
for administrative
purposes only and
can’t be viewed in the
user interface.

Managers can Add to You can, for individual

Learning History
courses, allow man
agers to post comple
tion status for direct
reports. For example,
if a direct report
shows their manager
a completion certifi-
cate, the manager
can post that com
pletion to the Learn
ing Management Sys
tem (LMS). The abil
ity and behavior of
the process can be
controlled globally:
● If a security role
is missing the
permissions to
post learning,
then regardless
of the individual
course setting,
the users in the
role can’t post
completion.
● If an HR Admin
istrator or Sys
tem Administra
tor sets an ap
proval process
for the posting of
events, then any
posting must fol
low the approval
process before
it’s final.

Maximum Maximum registra

Registration
tion is the maximum
amount of learners
who can be enrolled
before SAP Success
Factors begins add
ing users to the wait
list. You often set a
maximum enrollment
because of the size of
the training location.
The classroom, for
example, might hold
20 learners. In that
case, the maximum
enrollment is 20.
When the twenty-first
person tries to enroll,
that person goes
onto the waitlist. Set
maximum registra
tion on the course
(learning item) and
allow the class to in
herit it. If the course
is usually held in the
same location, the
maximum registra
tion on the course is
useful because it
populates the maxi
mum registration in
the class. If the
course is held in
many locations, you
change the inherited
value. For virtual
classes (VLS) set the
maximum enrollment
to a reasonable num
ber so that the in
structor isn’t over
whelmed. Online
courses don’t use
maximum registra
tion.

Method ID If you associate a de

livery method with
the learning item,
then the system dis
plays the method in
the user interface so
that users know how
the learning item will
be delivered (for ex
ample, a book, PDF
file, or online course).
As an administrator,
you can use the deliv
ery method as a filter
in searches and re
ports. You can create
or modify method IDs
in the Delivery Meth
ods section
( References
Learning Activities
Delivery Methods ).

Minimum Minimum registration

Registration
is the minimum
amount of learners
who must be enrolled
for the course to take
place. For example,
you can decide that
you need at least five
people enrolled or
you’ll cancel the
class. Minimum reg
istration is a part of
class requests. If you
enable class requests
for the course and if
enough people re
quest the course to
meet minimum en
rollment, then SAP
SuccessFactors
Learning sends an
email to the address
for the course con
tact to tell them to
schedule an addi
tional class for the
course. Set minimum
registration on the
course (learning
item) and allow the
class to inherit it. In a
class, the minimum
registration is infor
mational: SAP Suc
cessFactors does not
use it. You can use it
in a class, however, to
see whether the class
has met its minimum
enrollment.
Rating From the Rating list,

you can select a rat
ing (0.50 to 5.00)
that you can use to
identify the learning
item’s complexity.

Prevent Multiple Using a registration

Class Registration
interval prevents
Interval
learners from enroll
ing into duplicate
classes over a time
period. It prevents
learners from over-
enrolling. For exam
ple, if the interval is
30 days, then learn
ers can’t enroll into
two classes of this
course in the same
30-day period. If the
course is Cardiopul
monary Resuscita
tion (CPR) Certifica-
tion, and it’s sched
uled as a class every
seven days, a learner
who enrolls into a No
vember 1 CPR Certifi-
cation class must
wait until after De
cember 1 to enroll
into another course.
By forcing individual
learners to enroll into
courses that are 30
days apart (this ex
ample), you prevent
those individuals
from over-enrolling
and crowding out
other learners who
need the course.
 Tip
To prevent learn
ers from register
ing for the same
course again, set
the registration
interval to
99999.

Require E-Signature When you enable

electronic signatures,
you force the system
to prompt adminis
trators, users, in
structors, or others
for an ID, a PIN, and
sometimes a mean
ing code to proceed
with a process (for
example, adding a
history record, sub
mitting a perform
ance review, or sub
mitting a compe
tency assessment)
that requires an elec
tronic signature. As
an administrator, if
you forget your PIN,
then we recommend
that you contact your
administrator, who
can reset it on the
Summary tab of your
administrator entity
( System
Administration
Security
Administrators ).
 Note
You must globally
enable electronic
signatures
( System
Administration
Configuration
Global
Applications
Settings ) to
enable this con
trol.

Retraining Basis If you select

Calendar, then the
system uses the
completion date to
calculate a time pe
riod during which
users must complete
the learning item
again. If you select
Event, then the sys
tem uses the last no
table event (in this
case, the completion
date) to determine
when users must
item for retraining.
This value defaults
when the item is as
sociated to a curric
ula.
Retraining Number In the Retraining

Number box, you can
enter the number of
days, weeks, months,
quarters, or years
(whichever value you
select in the
Retraining Period list)
after a user com
pleted the learning
item that they must
complete it again.
This value defaults
when the item is as
sociated to a curric
ula, and cannot be
NULL.

Retraining Period In the Retraining

Period list, you can
select a period of
time (days, weeks,
months, quarters, or
years) that corre
sponds to the value in
the Retraining
Number box. This
value defaults when
the item is associated
to a curricula.
Reviser In the Reviser box,

you can type the
name of the person
who most recently re
vised the learning
item. This informa
tive purposes only
Safety Related You can select the

Safety Related check
box to flag the learn
ing item as safety-re
lated in searches and
reports. This informa
tive purposes only

Security Domain You can associate an

entity with a security
domain to control the
administrators who
can access the entity.
What an administra
tor can access and do
for an entity depends
on how you config-
ured the permissions
and security domain
group of the role ID
that is associated
with the administra
tor.
Shipping Required When you select the

Shipping Required
check box, you indi
cate that the learning
item contains shippa
ble materials. In the
user interface, the
system prompts
users to enter a ship
ping address when
they access the
learning item.

Source If you associate a

source with the learn
ing item, then the
system displays the
source in the user in
terface so that users
know the developer
of the learning item
or the organization or
regulatory body that
requires it. As an ad
ministrator, you can
use the learning
source as a filter in
searches and reports.
You can create or
modify source in the
Sources section
( References
Learning Activities
Sources ).
Title A course title appears

to users and to rec
ommendation logic
to help them under
stand what a course
is about. Good titles
help users under
stand what to expect
in a course and help
recommendation
logic make a good
recommendations.
Write a simple, direct
title.

Users can Add to You can, for individual

Learning History
courses, allow users
to post completion
status for them
selves. For example, if
users attend a course
and have a comple
tion certificate, they
can post that com
pletion to the Learn
ing Management Sys
tem (LMS). The abil
ity and behavior of
the process can be
controlled globally:
● If a security role
is missing the
permissions to
post learning,
then regardless
of the individual
course setting,
the users in the
role can’t post
completion.
● If an HR Admin
istrator or Sys
tem Administra
tor sets an ap
proval process
for the posting of
events, then any
posting must fol
low the approval
process before
it's final.

User can Rate If you enable user rat

ings and the system
adds a history record
(for example, a user
completes a learning
item, or a manager or
administrator adds a
history record), then
the system allows
any users who com
pleted that learning
item to rate the learn
ing item by placing a
What Did You Think
pod on the home
page (just above the
Library search box). If
users choose
Dismiss, then the sys
tem removes the
learning item from
the pod, but still al
lows users to rate the
learning item from
the Completed Work
area. Users can rate
or revise any rating
for these learning
items by accessing
the Completed Work
area of the applica
tion. When other
users find the rated
learning item in a li
brary search or view
the details for a learn
ing item, the system
shows the average of
all user ratings for
that learning item.
The system shows
the simple average:
sum of all ratings div
ided by the number
of all ratings.

 Note
You can have the
system include
ratings from pre
vious revisions
by selecting Yes
from the Include
User Ratings
from Previous
Revision check
box, then the
system allows
users to request
a class of this
learning list.

Users can Waitlist If you select the

Users can Waitlist
check box, then the
system places users
on a waitlist if they at
tempt to self-register
in a class for this
learning item after
the system exceeds
the value in
theMaximum
Registration box
( Learning
Activities Classes
Details check
box, then the sys
tem). If you enabled
auto fill registration
on the class entity,
then the system au
tomatically replaces
users who withdraw
from the class with
users who are first on
the waitlist. After a
user withdraws from
the class, the system
determines who to
enroll next from the
waitlist using the us
er’s registration date
and time. If Users can
waitlist is set to true,
when creating a new
Class, the Users can
waitlist will be true at
the class level.
 Note
In Email
Notifications
( Learning
Activities
Items Email
Notifications ),

you can config-

ure the waitlist
and waitlist re
moval email noti
fications that the
system sends to
users when
they’re added or
removed from
the waitlist.
User Materials For administrative

purposes only, you
can enter a list of ma
terials that users
might need to take
this learning item.
4.23 Learning Item Classifications
Learning items (courses) in SAP SuccessFactors Learning have a classification that defines the behavior of the
course.
This Classification... With this ID... Means...
Blended BLENDED The course has some online segments

and some classroom segments. For ex
ample, if users spend the first half a day
in Computer Based Training (CBT) and
the remaining half of the day in a class
room with an instructor, then the course
is blended.
Online CONTINUOUS ONLINE ACCESS The course is completely online and

users can launch it at any time. This type
of learning item does not need to be
scheduled into a class.
External-Course EXTERNAL-COURSE The course is online and is hosted at an

Online Content Network (OCN) provid
er's site. You see this classification if you
have implemented OCN connections.

This Classification... With this ID... Means...
Other PHYSICAL GOOD The course is something physical like a

book that is shipped to users. This classi
fication is also used for task checklists,
which are a test to observe someone suc
cessfully compelting a task.
Instructor-Led TIME-BASED The course is a traditional classroom

course with an instructor teaching partic
ipants. The course can meet in a physical
location (a classroom in a building) or a
virtual meeting room.

5 Scheduling Courses into Class Times and
Locations
Schedule courses into class times and locations when you have instructor-led segments in courses and you want to
schedule them to take place at a time, a place, and with instructors.
After you create courses, you schedule them into classes so that they appear in your learning calendar and learners
and enroll into the classes. When you schedule courses you define times for the class to meet, places for them to
meet, and resources that they need. For example, you can schedule a course to meet every quarter. Each quarter
can meet in a different place with different instructors and equipment. And each class meets three months apart.
 Note
Technically, you define times, locations, and resources for segments within the class.
Scheduling Courses into Classes

162 PUBLIC Scheduling Courses into Class Times and Locations
5.1 Class Requests
Learners can make class requests when they see a course that they need but it isn’t scheduled for a convenient
time or it isn’t scheduled by a deadline that they need a course. If enough learners request a class, a learning
administrator can schedule a class.
You have a set of courses in your system and you often schedule them once a year. For example, you can meet with
other administrators in November and December and create a learning calendar for the upcoming calendar year.
You can predict popular courses and schedule them more frequently, but some small number of courses will be
more popular than you predicted. Class requests give your learners the opportunity to express interest in a course,
to express that it’s popular, so that you can adjust your calendar and schedule more instances of the course.
For example, when you create your calendar in November and December, you might schedule a course about
management leadership for classes to occur every two months (January, March, May, July, and so on). The classes
might have a maximum enrollment of ten learners. If the classes prove popular, however, you might leave people on
the waitlist and additional users might see that registration is closed and want to request another class.
When you enable class requests, SAP SuccessFactors Learning requests a new class of the course on behalf of
users who are left on the waitlist and allows users who never made it onto the waitlist to request a new class by
clicking a button.
5.1.1 Viewing Learner Class Requests
View learner class requests if a learner contacts you about a class that they need, you have enabled class requests,
but the request is unfulfilled.
Context
If you enable class requests, learners can request a class of type instructor-led or blended. Those types of courses
have some scheduled time where a learner must be present with an instructor. If learners need the course but
cannot find a class that is offered in their geographic area or at a convenient time, they can submit a request for the
class to be scheduled at a more convenient time. Their request appears in their learner profile and also with the
course that they request.
 Note
Requests can change if learners withdraw the request, if you remove it from the course, or if learners complete
the course.
Procedure
1. Go to Learning Administration and then go to People Users .

Scheduling Courses into Class Times and Locations PUBLIC 163
2. Find and open the learner who you want to investigate.
3. Go to Requests.
Next Steps
If you do not see enough information with the request to help you schedule the offering, go to the learner's profile
and then click Actions Send Notification to request more information.
5.1.2 Viewing Class Requests by Course
View class requests for courses to see who has requested a class of this course.
Prerequisites
Although it isn't required, you usually run the Item Requests report first to see all the learning items with requests.
Then, when you see a learning item with many requests, you open that learning item in Learning Activities
Items to see the requests for that individual learning item.
Context
If you enable class requests, learners can request a class of type instructor-led or blended. Those types of courses
have some scheduled time where a learner must be present with an instructor. If learners need the course but
cannot find a class that is offered in their geographic area or at a convenient time, they can submit a request for the
class to be scheduled at a more convenient time. Their request appears in their learner profile and also with the
course that they request.
Procedure
1. Go to Learning Administration and then go to Learning Activities Items .

2. Find and open the learning item that has been requested.
3. Go to Requests.
4. Click Comments/Reason to see why learners are requesting the course.

Next Steps
If you see enough requests to add a new class of this learning item, go to the learning item, then go to Actions
Schedule to add a class to accommodate the users. When you enroll them into the new class, they are
automatically removed from Requests.
5.1.3 How Class Requests are Made and Resolved
Learners make class requests themselves, through managers, or through learning administrators. They’re resolved
by registering learners into courses or learners completing the course.
 Tip
If you add or remove a request on a user's behalf, notify the user after you add or before you delete a request
by selecting the Send Email Notification check box and clicking Apply Changes.
How Users are Added
Learners or their managers can request classes if they see a course but can’t find it scheduled at a convenient time
or location. When users request, they add comments to explain why they need the learning item and they can enter
a date by which they need to take the course.
As an administrator, you can also add or remove a request on learners' behalf by opening the item and adding the
request directly in Class Requests.
How Class Requests are Resolved
If you respond to class request by registering learners for courses, SAP SuccessFactors removes class request
because the request is fulfilled. If you post a learning event for the user, then SAP SuccessFactors removes the
class request because it’s fulfilled. Finally, users can withdraw their requests.

5.1.4 Class Requests Fields
When learners submit a class request, their request is stored with information that helps you fulfill the request.
Field Description
Comments Use the Comments box to identify the purpose or intent of the
record. You can also include any information that you think
other administrators might need or find useful for understand
ing the record and how to use it. For example, if you're working
with a user record and the user is on extended leave, you can
note the reason for the leave and the date you expect the user
to return. Likewise, if you're working with an item or scheduled
offering record, you can note why you created or modified the
record. All comments are intended for administrators only and
can’t be viewed in the user interface.
Need By Date When you add a request for one or more users, you can select
a date in the Need By Date box to indicate by when other ad
ministrators must register users for a scheduled offering of
this item. After you select a need by date, the system displays
this information in the user interface when users access the
registration details.
Request Date When you add a request for one or more users, the system au
tomatically populates the Request Date box with today's date;
however, you can select a different request date at any time.
After you select a request date, the system displays this infor
mation in the user interface when users access the registration
details. Need By Date.
Request Reason In the Request Reason box, you can manually enter the reason
why you requested the item on a user's behalf; however, if you
added one or more common reason requests on the Request
Reasons area ( Learning Activities Items Request
Reasons ), then the system prepopulates the Select Reason

Request list so that you can select a common request reason.
After you either enter or select a request reason, the system
displays this information in the user interface when users ac
cess the registration details.
User ID If you want to request the item on a user's behalf, then you can
enter a user's name in the User ID box or click the add one or
more from list link to add requests for multiple users. If you add
requests for multiple users, then you can select different
Request and Need By dates for each user.

5.2 Adding Recurring Classes
Add a recurring class so that it repeats on an interval and your employees have multiple opportunities to enroll into
it.
Context
When you plan your course calendar, you might want to add recurring classes to offer the same course on a set
interval. If a class recurs on a set interval, learners can predict the schedule. For example, you want the same
company orientation class to reoccur for your new employees monthly so they can enroll in any month. While the
course content is the same every month, other details such as the roster, schedule, location, and instructor might
change.
Procedure
1. Go to Learning Administration, and then go to Learning Items to add a course.
2. Go to Learning Activities Classes to add the first class of the course.
3. In Learning Activities Classes , click Actions Copy .

4. Use the recurrence options to define the interval of the class.
 Tip
Select a reasonable end date for the recurrence to control change management. For example, you might
add monthly classes and conclude them at the end of the calendar year.
Related Information
Creating Instructor-Led Courses [page 29]

Creating Other Items [page 69]
Copy Class Recurrence Options [page 168]

5.2.1 Copy Class Recurrence Options
This topic describes the options you have when copying a class to create a recurring course or a single course
based on an original class.
This Field… …Applies to Recurrence Scenario… …And is Used in the Following Way
New Start Date All When you copy a class, you must provide
a new start date, which can be before or
after the start date of the existing class. If
you create multiple classes, then the sys
tem uses this date as the start date of
the first class that it creates and then
adds the appropriate number and period
(that is, day, week, month) for each suc
cessive class that it creates.
Schedule On Single: No Recurrence You can use the Schedule On checkboxes

to identify the days of the week that the
system can use to create classes and
their time slots.
Override adjusted registration close date Single: No Recurrence If you deselect the Override adjusted
registration close date checkbox, then the
system copies an adjusted closing date
from the existing class. That is, the sys
tem calculates the difference between
the registration close date and the start
date of the first time slot of the existing
class (let’s call this DATE_DIFF). The sys
tem then creates the new class (based
on the parameters you identified), then
subtracts DATE_DIFF from the start date
of the new class, and finally uses that
value for the Registration Close Date for
the new class.
If you select the Override adjusted

registration close date checkbox, then the
system enables the Close Date, Time,
and Time Zone fields.
Scheduled every Daily, Weekly, and Monthly You can use the Schedule every field to
set the number of time periods to skip
between the starting date of each suc
cessive class that the system creates.

End after (schedules) Daily, Weekly, and Monthly If you select End after for schedules, then
the system uses the value that you pro
vide to determine how many classes to
create.
End after (date) Daily, Weekly, and Monthly If you select End after for a date, then the
system uses the date that you provide to
determine how many classes to create.
Based on the other values that you pro
vide, the system creates a class if the
start date for a new class is on or before
the date that you provide.
Include Registration Close Date Daily, Weekly, and Monthly If you select the Include Registration
Close Date checkbox, then the system
copies an adjusted closing date from the
existing class. That is, the system calcu
lates the difference between the registra
tion close date and the start date of the
first time slot of the existing class (let’s
call this DATE_DIFF). The system then
creates the new classes (based on the
parameters you identified), then sub
tracts DATE_DIFF from the start date of
each class, and finally uses that value for
the Registration Close Date field for the
new class. Each new class gets its own
adjusted closing date. When applying the
registration close date in this way, the
system will use a date that falls on a
weekend day.
If you deselect the Include Registration

Close Date checkbox, then the system
clears the values in the Registration Close
Date and Registration Close Time fields
for each new class that it creates.
Use the date as the driver to schedule Monthly If you select Use the date as the driver to
schedule, then the system starts every
new class on the same day (for example,
4th, 15th, or 23rd) of the month that you
identified in the New Start Date field.

Use the day and week as the driver to Monthly If you select Use the day and week as the
schedule driver to schedule, then the system starts
every new class on the same week of the
month and day of the week that you iden
tified in the New Start Date field.
The system doesn't use something like

“Fifth Monday.” Instead, it selects the
week first, and then the day. Therefore, if
the first day of the month happens to be
a Friday, for example, then the system
counts that as the first week, which
means it creates a new class on the
“Fourth Monday” of that month because
it’s the fifth week on Monday.
5.3 Using an Existing Class as a Template for a New Class
Copy a class to use it as a template for a new class you want to create.
Context
You can copy classes to duplicate them and make a recurring class based on that single instance. For example, if
you create a single Cardiopulmonary Resuscitation (CPR) certification class and you want it to recur weekly, you
can copy it on a multiple-week basis. The result is duplicate CPR classes, one every week for some period of time.
When you copy an existing class, the system copies the original configuration to the duplicates, with the following
exceptions:
● The system does not include any registrations in the new copy. Learners who were registered for the original
aren’t added to the registration list of the duplicates.
● You can choose to exclude the associated class group from the new copy.
● You can choose to prevent the system from adding the new class to the same libraries as the existing class.
● You can choose to have the new class use the segment day numbers of the item instead of the existing class.
When you use the segment numbers from the item, you’re following the intentions of the administrator who set
up the item and you do not copy any exceptions made in the original class.
 Note
The maximum number of copies that you can create can’t exceed the value of the scheduleCopiesLimit
property in the LMS_ADMIN system configuration.

Procedure
1. Go to SAP SuccessFactors Learning Administration, go to Learning Activities Classes , and then find and
open the class that you want to copy.
2. Go to Actions and click Copy.
3. Select your copy options:
Copy Option Description
Copy Class Group Select Copy Class Group to associate an existing class with a
class group. The system copies the existing class group to
the new class. You can verify this association by going to
( Learning Activities Class Groups Classes ).
Copy New Class to the library Select Copy New Class to the library to associate an existing
class with one or more libraries. The system associates all of
those libraries with the new classes. You can verify this asso
ciation by going to ( Learning Activities Libraries
Items ).
Copy Related Document Links Select Copy Related Document Links to associate legal
forms, waivers, or any other ancillary documents that aren’t
learning materials.
Use item default segment day numbers Select Use item default segment day numbersto ignore the
information in the Segments area of the existing class and
instead use the information in the Delivery Data area of the
associated learning item.
The learning item delivery data represents the ideal delivery

data and segments as created by a learning administrator.
Sometimes another administrator needs to make an excep
tion. Select Use item default segment day numbers, then you
copy the ideal segment numbers (as planned). If you don’t
select Use item default segment day numbers, then you copy
the segment numbers as delivered to learners in this class.
Copy to consecutive Days Select Copy to consecutive Days if you have a class whose
consecutive segments skip one or more days. For example, if
you have a class that meets on Monday, Wednesday, Friday.
Then you can remove those skipped days for the new
classes and run them on consecutive days like Monday,
Tuesday, Wednesday.
4. Select a recurrence option and how to end the recurrence.
○ Click Copy Single to duplicate the class to occur one time and not reoccur.
○ Click Copy Multiple-Daily Based to copy the class to multiple classes that reoccur on a daily basis. Use this
option when you want multiple duplicates and schedule them some amount of working days apart.
○ Click Copy Multiple-Weekly Based to copy to multiple classes that reoccur on a weekly basis. Use this
option when you want multiple duplicates and schedule them some amount of weeks apart.

○ Click Copy Multiple-Monthly Based to copy to multiple classes that reoccur on a monthly basis. Use this
option when you want multiple duplicates and schedule them some amount of weeks apart. When creating
a monthly recurrence, you can drive the schedule by date or day of week.
5. In New Start Date, pick the start date for the copied class.
5.4 Adding Classes
Add classes when you want to schedule a course to take place at a specific time and you want to schedule
resources for it.
Prerequisites
An item (course) must have at least one time slot defined on the Agenda Template tab before you can schedule a
class.
Context
Each class is an instance of a course. For example, you can create a Cardiopulmonary Resuscitation (CPR) course
and schedule a class to teach CPR on a Monday, another on Tuesday, and another on Wednesday. All three classes
teach the same CPR certification but they’re scheduled for different times, could have a different instructor, and
could be held in different classrooms.
 Note
You can add a new class by going to Learning Activities Classes , but we recommend scheduling a class
from the item (course) because its saves steps and avoids errors when looking up the course while adding a
new class.
Procedure
1. Go to SAP SuccessFactors Learning Administration, go to Learning Activities Items , and then find and
open the learning item that you want to schedule.
2. Go to Actions and click Schedule.
3. In Type, verify that Item is selected.
4. In Item Type, Item ID, and Security Domain, verify they you’re scheduling the correct course.
5. In Description, add a description for this specific class.
6. Select Publish in all associated libraries to add the class to every library that the course already belongs to.

For example, assume that you have a Lifesaving library of courses and the CPR course is a part of the
Lifesaving library. If you select Publish in all associated libraries when scheduling the CPR course and you
schedule the CPR class for May 1, then the May 1 class automatically shows up in the Lifesaving library.
7. In Class Information, add the details for where and when the class occurs.
If you have multiple time slots, then this is the start of the first time slot. You could have multiple time slots, for
example, if the course meets over three days. Each day is a time slot.
Facility You can associate the class with a facility (that is, a place
that contains one or more locations) so that registered users
can view the facility and location of the class in their current
registration details. The selection of a facility impacts the
Time Zone value.
You can create or modify a facility in the Facilities section
( References Physical Resources Facilities ).
Primary Location You can associate the class with a primary location (for ex
ample, a room, lecture hall, or laboratory in a building) so
that users know where to go in the facility for the class. In the
user interface, when users view the details for a registration
or for a class, the system shows only the primary location
for each time slot.
Start Date The Start Date is the date when the first time slot for a class
is scheduled.
Start Time The Start Time is the time when the first scheduled time slot
for a class begins.
Time Zone The Time Zone should be set to the local time where the
class is held. The Time Zone value defaults to the administra
tor's preferred time zone and updates automatically to
match the selected facility's time zone. If a facility doesn't
have a time zone set, the administrator's preferred time
zone displays.
 Caution
Time zones are critical to classes. When browsing a list
of classes, users want to see the time that they must ar
rive and they want to see it in the local time where the
class is held.
SAP SuccessFactors Learning uses time zones to show

course start and end times in local time: the time in the lo
cation of learners when attending training. To calculate local
time, Learning needs time zones for all applicable parts of
the schedule and the user. To help you schedule, you should
set the time zones too. For example, you set time zones for

the facility where the course takes place, the time zone of
the class, and the time zone of the user.
8. In Resources, add the resources for the class.
Primary Instructor You can associate the class with a primary instructor so that
users know who to expect to teach an instructor-led time
slot. In the user interface, when users view the details for a
registration or for a class, the system shows only the pri
mary instructor for each time slot.
Manage Equipment You can associate the class with only one equipment entity
as you add the new class. After you add the class, you can
associate it with multiple equipment entities by editing the
time slots ( Learning Activities Classes Agenda ).
VLS Server and Password When you enable the virtual session for a time slot (by se
lecting a value from the VLS Server list), the time slot infor
mation is sent to the selected virtual server, and a corre
sponding virtual session is scheduled automatically. The
system sends an email notification message to all registered
users that contains a hyperlink to the virtual session. Users
who access this link enter the session using their user ID and
password. To restrict access to the course to only registered
users or specific nonusers, you can enter a value in the
Password box that will be required by people without a user
entity or nonregistered users.
If you select a value from the VLS Server list and don’t pro
vide a value in the Password box, then a registered user
could forward the login information for the virtual session to
anyone and those people could log in to the session.
 Note
The VLS Server and Password boxes are available only if
<Vle enabled="true" /> in the LMS_ADMIN
configuration ( System Administration
Resource Usage View You can determine if a resource has a scheduling conflict
with this class. Select the resource in the Resource Usage
View and then click the Refresh button.
9. To request information from users who register for this class, click the Add button in Special Request Custom
Fields.
For example, if you’re serving lunch, you might want to ask users for allergies or dietary preferences in a
registration form. The information from the form is stored with the class.
10. Click Save.

5.4.1 Adding and Editing Class Time Slots
Add and edit class time slots to divide the class for resource planning.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to edit and then go to Agenda.
3. To add a time slot, click  (Add Time Slot).
4. To edit an existing time slot, click  (More) and then select Edit Time Slot.
5. Enter the following time slot information:
Option Description
Description Type a Description to help other administrators and users to

distinguish between different time slots of the class.
Resources Use the dropdown list on the right side of the Resources
header to review the resources identified on the item entity
for the effective delivery of the class and add resources.
Click Apply to All Time Slots to copy resources applied to the

time slot that you're modifying to all other time slots of the
class.
Virtual If you enabled virtual learning, you can create virtual time
slots to allow users to click a link in their My Assignments tile
and launch the virtual meeting room.
Select Virtual to enable a virtual session and select one of

the available session types from the VLS Server list.
After you save, the time slot information is sent to the se
lected virtual server, and a corresponding virtual session is
scheduled automatically. The system sends an email notifi-
cation to registered users that links to the virtual session.
When internal users enter the meeting room through a link in
an email message from the LMS or through their My Assign
ments tile, they’re authenticated through the LMS. To allow
external users to log in to the virtual meeting room, type a
password in Password.
 Note
Virtual time slots require a primary instructor who has a
VLS account and who is authorized to teach the course.
Without an instructor with a VLS account, there’s no one
to start the virtual training session. Additional metrics

Option Description
like total time in the VLS rely on the time that the in
structor opens the virtual time slot.
5.4.2 Adding a Virtual Time Slot
Add a time slot as a virtual time slot when you want users to meet in a virtual meeting room like Adobe Connect,
WebEx, or Zoom.
Prerequisites
Before you can work with a Virtual Learning Service (VLS), you must configure it. Configuring the VLS is a one-time
implementation task. Please read our configuration instructions for your meeting room vendor. Each server that
you configure is available when you configure other parts of the application for VLS, like time slots and instructors.
A virtual time slot must be started by an instructor, so you must create at least one instructor with VLS privileges,
authorize the instructor to teach the course, and add the instructor as a resource to the virtual time slot.
To register for a class that has a virtual time slot, users must have a valid email address in Learning. The user
receives an email containing the URL to join the session. It’s required, even if the VLS is configured not to use email
for authentication.
Context
When you add virtual time slots, users can gather for training in a virtual meeting space. They click a link in their My
Assignments tile and launch a virtual meeting room session where they can meet with the training. By using virtual
time slots, you can save on travel for training and still track training, including participation for completion,
scheduling, attendance, and so on.
Procedure
1. Go to Learning Activities Classes Agenda and then click  (Add Time Slot).
2. Schedule the time slot.
3. In the Resources section, use the dropdown list and select Add Instructor to add an instructor who can launch
the virtual time slot.
Virtual time slots require a primary instructor who has a VLS account and who is authorized to teach the
course. Without an instructor with a VLS account, there’s no one to start the virtual training session. Additional
metrics like total time in the VLS rely on the time that the instructor opens the virtual time slot.

4. Slide the Virtual toggle to On.
The system shows Virtual only if vleEnabled is set to true in System Administration Configuration
System Configuration LMS_ADMIN . This step is part of setting up the VLS.
5. In VLS Server, select the specific server configuration for the virtual meeting room vendor to use for this virtual
learning.
6. To allow external users (users not listed in People Users ) to log in to the virtual meeting room, type a
password in VLS Password.
When internal users enter the meeting room through a link in an email message from the Learning
Management System (LMS) or through their My Assignments tile, they’re authenticated through the LMS.
External users can’t be authenticated through the LMS and therefore need a password.
For Meeting Center virtual meeting rooms, the VLS does not have an option to set password for event
registration.
 Note
External users' attendance isn’t tracked in the LMS.
7. In Session Details, type text that you want to send to users in their email invitations to this virtual learning.
For example, you can type dial in numbers or you can ask that users please mute their phones.
8. Click Save.
Results
If you’re using the instructor dashboard, instructors who are a part of the virtual time slot see a launch course link
in My Classes on the day of the event.
5.4.3 Configuring VLS Time Slots to Add Learning History

Records
Configure VLS time slots to add learning history records so that internal users receive credit for attendance.
Prerequisites
Create at least one virtual time slot for the class. Without a virtual time slot, you can’t add learning history records.
Configure the VLS attendance processing Automatic Process Manager (APM): System Administration
Automatic Processes Process VLS Attendance

Context
By configuring VLS time slots to add learning history records, you can assure that participants in virtual time slots
have been in the virtual room for a set period of time before they’re marked complete.
Procedure
1. Go to Learning Activities Classes and search for a class then choose Edit.
2. On the Details tab, set Automatically add to learning history as part of VLS Attendance Processing.
Option Description
Active We recommend setting to Active so that the VLS Attendance Processing can automatically add learning
history records for virtual time slots.
Inactive If you set to Inactive, then you must use some other mechanism, like one of the Add Learning History wiz
ards, to add learning history records fro virtual time slots. Instead of automatically reading the attendance
from the meeting room vendor, you need to run a report from the vendor and select users who attended.
3. Set Minimum Attendance Percentage for Credit.
Although you aren’t required to set Minimum Attendance Percentage for Credit, you gain some advantages with
virtual learning. The system calculates attendees' participation time by dividing the total time of the session (as
determined by when the instructor launched and ended it) into the time that a user spent in the session.
4. Set For Credit Completion Status and Non-Credit Completion Status.
You set these two fields so that the VLS attendance processing APM can determine what status to assign to
attendees.
5. Choose Save.
5.4.4 Opening Virtual Courses Early
Open virtual courses early to allow participants to gather in the virtual meeting room before the instructor officially
opens it.
Prerequisites
Configure either WebEx Training Center or Adobe Connect as a Virtual Training Service (VLS).
 Restriction
You cannot open WebEx Meeting Center or Microsoft Lync/Skype meetings early.

Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Global Settings .

2. In Display Join option prior to session start set the amount of time that participants can join before the
instructor.
You can think of this setting as the online version of opening a room before instruction actually begins. It's
unlikely that your participants and your instructor would arrive at exactly the same time, so you want to let your
participants in a bit early.
In System Administration Configuration Global Application Settings , the Display join option prior to
session start setting doesn’t apply to Meeting Center. The Meeting Center API doesn’t support Early
Attendance like Training Center does.
5.4.5 Copying Time Slots
If you have a multiple day class and its time slots use the same resources, you can save time by copying the time
slots or copying its resources.
Context
For example, if you have a five-day course that meets every weekday for a week in the same classroom, with the
same instructor, and for the same times, you can create Monday's time slot. Then, you can copy Monday's time slot
to create the time slots for Tuesday-Friday.
SAP SuccessFactors Learning schedules the time slots for Tuesday-Friday with all the same resources as Monday's
and schedules for the same times.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes Agenda .
2. Choose Copy.
3. In the Copy Daily Time Slots dialog, enter the number of times the current time slot should be copied. Then,
choose  (Copy).

5.4.6 Copying Class Segment Resources
Copy the segment resources if you have already scheduled segments that have the wrong resources.
Context
If you scheduled segments, but you scheduled them with the wrong resources, then you can copy the segment
resources. For example, if the class has three segments all taught by the same instructor, but the instructor is on
vacation that week, you can switch the instructor in the first segment and copy the resources to the other
segments. SAP SuccessFactors Learning copies the instructor and the other resources from the first segment to
the other two.
 Note
When you copy resources, SAP SuccessFactors Learning copies all resources. If you have purposefully switched
a resource in a later segment, overwritesSAP SuccessFactors Learning it with the copied resource.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes

Segments
2. Click List View ( ).

3. Click any segment to open the Edit Segment box.
4. Click Add to add resources.

5. To remove resources from the segment, select Remove.
6. Click View Suggested Resource Types to see the resources that SAP SuccessFactors Learning suggests based
on the current learning calendar.

5.4.7 Adding Contacts to Classes
Add contacts to classes so that they receive the same registration, cancellation, withdrawal, and waitlist
notifications that the system sends to users, supervisors, and instructors in the class.
Context
Messages about registration, cancellation, and other statuses go to the learners, supervisors, and instructors of a
course, but you might also want to copy some users on the notifications for some classes. You can add those
people as contacts of the class.
 Tip
Go to Learning Activities Classes Notifications to configure and edit the registration, cancellation,
withdrawal, and waitlist notifications that the system sends to the contacts you specify on this tab.
Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to add the contacts to.
3. Go to Contacts.
4. Click add one or more users from list or add one or more instructors from list to find and add people to copy on
the notifications.
5.4.8 Adding Materials to Classes
Add materials to classes to identify materials that should be brought to the class.
Context
A few customers use materials for classes so that they can track consumable goods and their costs. Many
customers simply have a standard set of materials that they assume to be in the classrooms - such as computers,
projectors, and so on.
 Note
Classes inherit their materials from courses when you first create the class.

Procedure

2. Find and open the class that you want to add the materials to.
3. Go to Materials, and then click add one or more from list.
4. Find the material that you want to add and add it to the course.
5. Set the type of work, the offset days, the target user, and the quantity.
Option Description
Type Identify whether you want users or instructors to receive the material before
(prework) or after (postwork) the class.
Offset If you select prework, then type a number of days that the material should arrive
before to the class start date. If you select postwork, then type a number of days
that the material should arrive after the class ends.
Target Identify whether users or instructors should receive the material. For example, if it
is an instructor handbook, select Instructor. If it is a participant handbook, select
Users.
Quantity Type the amount of the material that users or instructors should receive. For ex
ample, each instructor or learner should receive one textbook.
6. Click Apply Changes
5.4.9 Adding Document Links to Classes
Add document links to classes so that users can access the information in the user interface.
Context
A few customers use document links for classes so that they stay with the class. Many customers simply distribute
the documents to instructors that teach the class and keep copies at their training facilities.
Procedure

2. Find and open the class that you want to add the document links to.
3. Go to Document Links.

5.4.10 Class Time Slots
Class time slots reserve instructional resources for a block of time.
A time slot is a block of time for which a location, instructor, and equipment can be assigned and reserved. A class
inherits its time slots from its course (learning item). When you add a new class, we copy the time slots from the
course level.
For example, a course might span two days. The first day might be in a classroom and the second day might be in a
lab. You can split the course into two time slots: a classroom time slot with a classroom location and instructor and
a second time slot that takes place in a lab and with a different instructor.
In Learning Activities Classes Agenda , you can see the time slots that the class inherited from the learning
item. You can also add a new time slot to the class by choosing  Create Group. Although it is uncommon, you can
also override the amount and duration of the time slots by choosing  Moreand Edit Time Slot, but this can happen
if there is a resource conflict in which the resource that a time slot needs is already scheduled. For example, two
classes might inherit the same classroom. You can copy an existing time slot instead of creating one.
5.4.11 Finding the Courses Scheduled into a SAP

SuccessFactors Learning Location
Find the courses scheduled into a location if you want to know how your locations are utilized.
Context
You often want to find the courses that are scheduled for your training locations so that you can see how often they
are utilized. Although you can go to References Physical Resources Locations Scheduling to see the list of
segments in one scheduled offering, we recommend that you run the Location Utilization report to see multiple
locations at once and to narrow your results by date range.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Reports.

2. In Search, type Location Utilization.
3. Click Location Utilization (CSV) to run the report.
You can also run the report in HTML or PDF, but CSV allows you to open it in Microsoft Excel so that you can use
the data features to analyze the location data.
4. Download the .csv file after the report runs and open it in Excel.

Related Information
Learning Locations [page 485]
5.4.12 Finding a SAP SuccessFactors Learning Facility Manager
Find a SAP SuccessFactors Learning facility manager when you have questions about the resources at a facility.
Prerequisites
Often, you need to contact a facility manager to check on equipment or locations at a facility. You can look up
facilities by equipment and locations, but it helps to know the unique ID of the equipment or location and some
additional information like a contact name for the equipment or the location type (a classroom or a lab, for
example). This information helps you communicate with the facility manger.
● To look up information about equipment, log in to SAP SuccessFactors Learning Administration and go to
References Physical Resources Equipment Summary .
● To look up information about locations, log in to SAP SuccessFactors Learning Administration and go to
References Physical Resources Locations Summary .
Procedure
1. Log in to SAP SuccessFactors Learning Administration and then go to References Physical Resources
Facilities .
2. To look up facilities by a piece of equipment or a specific location within facilities, choose Add/Remove Criteria,
and then select Equipment Type and Facility.
3. To look up facilities by their geographic location, choose Add/Remove Criteria, and then select Location Type
4. Enter your search parameters and then click Search.
If you know the facility ID, that is the most accurate search parameter. However, you often know the region of
the facility or you know the equipment or location (classroom). Use the filters to narrow your search to the
correct regions, equipment, or locations. For example, to search for all facilities with a lab in North America, you
can filter by locations of type “Lab” and filter by the region “North America”.
5. Locate the facility in the search results and open it.
6. Refer to Contact Name and Contact's Email.

5.5 Tips for Managing Classes and the Class Workspace
You often work with many classes so managing your class workspace can make finding and managing courses
easier.
Your class workspace is in Learning Activities Classes . We include some tools for helping you manage your
classes and your workspace, for managing class rosters and instructors, and closing classes.
● You can group classes into Class Groups so that they are easier to find. For example, if you are responsible for
all classes in a region, you can add them in group instances.
● You can take quick actions on common tasks like getting a class roster for instructors or closing a class in
Actions.
● You can communicate quickly with all members of a class. This is common when, for example, a room changes
at the last minute.
5.5.1 Creating Class Groups
Create class groups to create a set of classes that have the same trait: classes that you own, classes in the same
region, and so on.
Procedure
1. Go to Learning Administration and then go to Learning Activities Class Groups and then click Add New.
2. Add the basic information fro your class group.
Option Description
Class Group ID Follow your company ID naming standard if you have one.
Description Explain to other administrators what these offers have in

common.
Curriculum Select a curriculum that you want to associate with the class
group.
Projected Start Date You can select a start date for the class group that you can
use for record-keeping purposes. This date is intended for
administrators only and doesn’t appear in the user interface
or in any reports.
Projected End Date You can select an end date for the class group that you can
use for record-keeping purposes. This date is intended for
administrators only and doesn’t appear in the user interface
or in any reports.
For example, if you’re responsible for all classes in a year, you can add January 1 as the start date and
December 31 as the end date. You can then add all classes for that year. Next year, you know you can ignore
those classes.

3. Go to Classes and click add one or more from list to add the classes that you want to group together.
Results
You can search classes by the class group: you can go to Learning Activities Classes add the search criteria
Class Group. You can filter by this class group and see all the classes that you grouped together.
5.5.2 Deleting a Class
Delete a class to delete it completely.
Context
When you delete a class, you cannot recover the class. As an alternative to deleting a class, consider making it
inactive. When you inactivate a class, you keep its data in place, but remove it from active use.
practice.
Procedure

2. Find and open the class that you want to delete.
5.5.3 Removing Classes from Libraries
Remove classes from libraries so that users can’t browse and search for specific classes and can’t self-register.
Context
When you add a course to a set of libraries, all of its classes appear in libraries so that learners can find and enroll
into the classes. In some cases, however, you can want to hide an individual class. For example, you can schedule a

special class that isn’t for everyone - it’s just for a particular group. You can remove that class from the library so
that you can control the registration from the Administration environment.
By changing libraries from the library view, you can see everything in the library while you make the changes.
Procedure

2. Find and open the class that you want to change.
3. Click Libraries.
4. Look for the libraries that don't need to be included in the class and select them.
5. Choose  Remove.
6. Click Save.
Next Steps
If you accidentally removed a library, you can click  Add Libraries to add it back.
5.5.4 Creating Schedule Blocks
Create schedule blocks to block out a section of the learning schedule to keep others from scheduling time and
resources.
Context
A schedule block is a block of time in the schedule that has resources, but no associated learning item. A schedule
block is an offering type, so they’re classes. You can add segments, users, instructors, and other resources to the
schedule block.
Create a schedule block to block off some time and resources in the learning calendar so that the resources
become unavailable at that time. When other administrators are scheduling learning for that time, they see that the
resource is unavailable.
Your company has a list of schedule block types to help it organize. These types differ from company to company,
but example types include:
● CONFERENCE - blocks out the instructor's time to attend a conference.

● MAINTENANCE - blocks out equipment for maintenance.

Procedure
1. Go to Learning Activities Classes

2. Select Schedule Block offering type in the Offering Type search list.
5.6 Managing Costs of Classes
5.6.1 Changing a Class's Price in a Library
Change a classes' price in a library when you want to make an exception to the price that is set in the learning item.
Context
Classes inherit their price and currencies from their learning items. ( Learning Activities Items Pricing ).
Sometimes, however, you don’t want the class to inherit the libraries or prices. In these cases, you can change the
price at the class.
Procedure

2. Find and open the class with the price that needs to change.
3. Click Libraries.
4. Click  Change Library Prices.
Next Steps
After you click Change Library Prices, you run the Library Price Change wizard with the class preselected.

5.6.2 Class Government Reporting
We developed this content so that you can complete Declaration No. 2483 for reporting to the French government.
When you create a new class, the class inherits the values from the learning item for this tab. After you create the
class, you can override these values. If you clear the Include in government reporting check box for a learning item,
then you cannot select the Include in government reporting checkbox for a class.
Include in government reporting You must select the Include in government reporting checkbox
to include this record as part of the Government Reporting
Learning Events report.
2483 Legal Entity If you select the Include in government reporting checkbox,
then you must also associate this record with 2483 Legal Entity
record. The system also includes the 2483 Legal Entity infor
mation in relevant reports.
The 2483 Legal Entities in the list are enumerated when you
first configure the system. You can change them in the
References section.
Training Type You can associate this record with a training type so that you
use or refer to that information in a report. The training type
will always be either Internal or External.
5.6.3 Changing a Class Cost Calculation
Change the class cost calculation to adjust how SAP SuccessFactors calculates the overhead costs for creating,
delivering, and maintaining a class. If you do not track costs for learning, then cost calculation does not apply to
you.
Prerequisites
All cost names are enumerated in References Finance Cost Names . Add a cost name before you use it and
make it available to classes.
Context
Many organizations do not use SAP SuccessFactors to track their training costs. If you do track training costs,
however, you have a method for arriving at the total cost of the class. For example, you can add costs for the
instructor, the facility, the materials, and other expenses (like cleaning costs). When you add the costs of the parts

of the class, the total cost of the class is more accurate because it is the sum of its individual costs. This is the class
cost calculation.
In some cases, however, you must add or remove a component of the cost structure. For example, if most of your
facilities build cleaning costs into the facility fees, you can simply use ScheduleLocationCost as the cost of
using the facility's location, including the cleaning costs. If, however, the class has an exception and the cost of
cleaning is 10% of the location cost, you can add a calculation to calculate cleaning fees based on the location cost.
 Note
You cannot remove a default cost calculation if it's currently associated with a formula or custom cost
calculator.
 Note
Classes inherit their cost calculations from courses when you first create the class.
Procedure

2. Find and open the class that you want to change the cost calculation for.
3. Go to Cost Calculation.
4. To add an additional cost, go to Cost Formula, select the cost type in Cost Name, add the calculation in Formula,
and then click Add.
For example, if you know that the facility charges 10% of the location fee as a cleaning fee, you can select
cleaning fee in Cost Name and type ScheduleLocationCost*.1 in Formula.
 Note
Custom cost calculators are rare and are typically added through custom development.
5. To change the cost currency, select it in Cost Currency.
SAP SuccessFactors applies the default cost currency to all costs for this class. The numbers in the Total
column are in the currency you select.
6. To remove a cost, select its Remove checkbox and then click Apply Changes.
7. To change the cost of any line item, select Formula, type either a formula or a direct amount, and then click
Apply Changes.
Next Steps
Go to Cost Summary to enter the real costs of the line items in the cost calculation.

5.6.4 Adding Class Costs
Add class costs to change the total resource costs associated with a class so that the class cost calculator has the
amounts it needs to calculate the total costs of the class.
Prerequisites
Before you can add class costs, associate all resources with the time slots of the class. For example, you can’t see
or adjust the base cost of an instructor until you add the instructor to a time slot. When you add the instructor, their
base cost appears in Cost Summary.
You usually add base costs when you add the resource. For example, when you add an instructor, you declare the
cost of using the instructor to teach a class. That cost is the base cost that appears when you add the instructor to
the class time slots.
Context
If you’re accounting for the costs of training, you can adjust the costs of individual classes. Class costs are the sum
of the cost of their resources plus administration costs. You usually add administration costs as part of the cost
calculation. For example, the administration cost might be 10% of the total cost of the class.
Procedure

2. Find and open the class that you want to add cost amounts to.
3. Go to Cost Summary.
4. For each cost type, choose to see the base costs of the resource.
5. To make an exception to the base cost you configured when you added the resource, change the amount in
Base Cost and the measure in Unit of Measure.
 Caution
When you change the base cost, any changes to the costs in the resource itself don't appear in the class.
For example, imagine that you have an instructor with the base cost of 1000 per day. You change the base
cost in Cost Summary to 1500. Later, you go to the instructor and change their base cost to 2000. The cost
in the class remains 1500.
6. To change the base cost from one base cost to another, choose Change to New Base Cost.
Resources can have more than one base cost to give you flexibility for how you account for costs. When you
add a resource, you add one or more ways to account for the base cost and you declare one as the default. The
default cost appears when you first look at Cost Summary.

For example, an instructor might cost either 1000 per day by default or 200 per hour. You have flexibility for
how you want to account for the cost of the instructor. If the instructor is teaching for a full day, you can select
the default. If, however, the instructor is teaching for two hours for the class, you might select the 200 per hour
base cost.
7. To add additional costs to the resource, click Add an additional cost and then add the information in Add a Cost
Amount and Unit of Measure.
Option Description
Cost Name Select the cost name that you want to use to report this ad
ditional cost.
Amount Add the amount of the additional cost.
Unit of Measure Select whether the cost is per day, per hour, and so on.
Comments Type comments to explain why the resource needs an addi

tional cost.
For example, if you add an instructor, but the instructor must travel to the facility, you can add the travel costs
as additional costs.
8. To remove a base cost, select Remove.
5.6.5 Changing Class Prices
Change class prices to override the price set at the course.
Context
Some customers use Commerce to track the costs of training. A smaller number of customers use Commerce to
create prices for training.
 Note
If the course set Class Can Override Default Item Prices to No, you cannot change the price.
Procedure

2. Find and open the class that you want to change the price of.
3. Go to Pricing.
You see the current prices in the different currencies that you set up in the course that this class teaches.
4. To add additional currencies click Add More Currencies.
5. For each currency, select Numeric in Type and then type the new price in Price.

Custom cost calculators are unusual. They calculate prices from other variables and are the result of custom
development.
6. To change the default currency, select Default for the currency.
The default currency is the selected currency for participants in the course.
Next Steps
After you select a different default currency or modify a class price and click Apply Changes, the system prompts
you to launch the Master Inventory Price Change wizard. The wizard updates the price in the master inventory to
the new price that you have set.
5.6.6 Changing the Cancellation Policy of a Class
Change the cancellation policy of a class to change how you issue refunds when learners withdraw from the course.
Prerequisites
Set up your cancellation policies in References Finanace Cancellation Policies .
Context
 Note
If the course set Class Can Override Item Cancellation Policy to No, you cannot change the policy.
Procedure

2. Find and open the class that you want to change the cancellation policy of.
3. Go to Pricing.
You see the current prices in the different currencies that you set up in the course that this class teaches so
that you can understand the prices that you refund with the cancellation policy that you choose.
4. Select the cancellation policy in Cancellation Policy ID.

5.6.7 Changing Class Chargeback Methods
Change class chargeback methods to modify how Commerce credits and debits users accounts for the class.
Procedure

2. Find and open the class that you want to change the chargeback methods of.
3. Go to Purchasing.
4. In Edit Scheduling Chargeback, select how Finance debits or credits users for the class for Purchasing Option.
○ Select Inherit Item Chargeback Settings to use the chargeback method that you set up on the course. This
choice is the most common selection because you typically set it up centrally so that all classes inherit the
same method.
○ Select No Charge if you do not want to charge users for this class. For example, you might say that the
individual class is set up for learners who attempted to enroll many times and could not. You might not
want to charge them for it.
○ Select Charge to Buyer's Authorized Account Code to debit the account code that users are authorized to
use. Their authorized account code is defined on their learner profile. This is a common choice in both
courses and classes because you can better control the accounts that learners can use.
○ Select Charge to Buyer's Specified Account Code to debit the account code that the learners specify. This
choice is less common.
○ Select Distribute Charges to Specified Account Codes to always charge the same account codes, in
proportion, regardless of the user in the class.
6. If you select either Charge to Buyer's Authorized Account Code or Charge to Buyer's Specified Account Code, go
to Add Profit Centers and click add one or more from list to add profit centers.
Add the profit centers that receive the payments from the learners' account codes. The account codes are
debited and the profit centers are credited.
 Note
You can add multiple profit centers and distribute the credits among them as percentages of the total.
7. If you select Distribute Charges to Specified Account Codes, add both ends of the transaction: in Add Cost
Center, add the accounts to be debited and in Add Profit Centers, add the accounts to be credited.
 Note
You can add multiple profit centers and distribute the credits among them as percentages of the total and
you can add multiple cost centers and distribute the debits among them as percentages of the total.
8. If you are integrated with SAP FICO, select the correct allocation code for FICO in Allocation Code.
If you selected Inherit Item Chargeback Settings, then the Allocation Code is inherited from the course and you
cannot change it. If you select No Charge, you cannot change the allocation code.

5.7 Class Details Fields
This topic contains descriptions of the class details fields.
Time Zone
Field Names Description
Class Time Zone The time zone of the location where the class is scheduled to
be held.
View Times in the Class Time Zone Option to view the time in the scheduled location of the class.
General
Description Description to help users identify the class and its purpose.
Contact Name Name of the person who maintains or owns the entity so that
other administrators have a contact if they need to use or
modify the entity.
Contact Email Address E-mail address of the person who maintains or owns the entity
so that other administrators have a contact if they need to use
or modify the entity.
Contact Phone Phone number of the person who maintains or owns the entity
so that other administrators have a contact if they need to use
or modify the entity.
Contact Fax Fax number of the person who maintains or owns the entity so
that other administrators have a contact if they need to use or
modify the entity.
Primary Instructor Person assigned to teach an instructor-led time slot. In the

user interface, when users view the details for a registration or
for a class, the system shows only the primary instructor for
each agenda.

Primary Location Location (for example, a room, lecture hall, or laboratory in a

building) to go in the facility for the class. In the user interface,
when users view the details for a registration or for a class, the
system shows only the primary location for each time slot.
Facility Facility (that is, a place that contains one or more locations) of
the class in the users' current registration detail. When you se
lect a facility, the list of locations available for a time slot is fil-
tered to those associated with that facility. If you don't select a
facility, the list of locations isn't filtered and you can select any
location.
 Note
If you change a facility after creating time slots with loca
tions in the class agenda, you'll need to go back to those
time slots and select a location that corresponds with the
new facility.
Show Virtual Class indicator to users When set to Yes, the "Virtual Class" indicator displays to users
when they view the class.
 Note
Currently, this field only controls the display of the "Virtual
Class" indicator for classes that are instructor-led or in
structor-led with online content (blended) when
enableCourseHomeBlended is set to true
Configuration LMS_ADMIN ). For online classes, and

for instructor-led or instructor-led with online content
(blended) classes when enableCourseHomeBlended
is set to false, the display of the "Virtual Class" indicator
is determined by evaluating the Virtual setting on each of
the class's time slots. The "Virtual Class" indicator displays
to users when all time slots are set to Virtual or when at
least one time slot has the option to attend at a physical
location (in person) or virtually. If a class has both virtual
and in-person time slots, the "Virtual Class" indicator
doesn’t display to users.
Registration Close Date Date by which users must register for the class. After this date,
the system doesn’t show the class in any libraries.
Registration Close Time Time on the registration close date by which users must regis
ter for the class . After this time, the system warns (but doesn’t
prevent) users from registering for the class.

Registration Close Time Zone Time zone of the location where the class is registered.
Last Date to Withdraw Date by which the users must withdraw from the class. If they
miss the last date, then they’re charged for the class even if
they haven't attended it.
Withdraw End Time Cut-off time when the user can withdraw from the class.
Withdraw End Time Zone Time zone of a user to withdraw from the class.
Require Withdrawal Reason When set to Yes, users and administrators must provide a with
drawal reason from the class. The default value for this field is
set in System Administration Application Administration
Registration Settings .
Access Settings
Security Domain You can associate an entity with a security domain to control
the administrators who can access the entity. What an admin
istrator can access and do for an entity depends on how you
configured the permissions and security domain group of the
role ID that is associated with the administrator.
Status When a record is inactive, most of the system does not include
that record in searches or reports. Some searches and reports
allow administrators to include inactive records. Deactivating
(instead of deleting it) hides it from view but keeps it for histor
ical record. Because you cannot restore a deleted record, we
recommend that you delete a record when you make a mistake
(for example, if the record ID is simply incorrect) or as part of
your data privacy practice.
Email Confirmation for Admin-Initiated Actions
Email confirmation to the User Option to notify users of any action that their administrators
have taken on behalf of them to modify the class details.

Email confirmation to the Manager Option to notify managers of users who are registered for the
class of any action that the administrators have taken to mod
ify the class details.
Email confirmation to the Instructor Option to notify associated instructors of any action that the
administrators have taken to modify the class details.
Email confirmation to the Contacts Option to notify the person who maintains the class of any ac
tion that the administrators have taken to modify the class de
tails.
Email Confirmation to the Reservation Owner Option to notify the owners of seat reservations of any action
their administrators have taken to modify the class details.
Email Confirmation for User-Initiated Actions
Email confirmation to the User Option to notify users of any action that they’ve taken to mod
ify the class details.
Email confirmation to the Manager Option to notify managers of users who are registered for the
class of any action that the users have taken to modify the
class details.
Email confirmation to the Instructor Option to notify associated instructors of any action that the
users have taken to modify the class details.
Email confirmation to the Contacts Option to notify the person who maintains the class of any ac
tion that the users have taken to modify the class details.
Custom Fields
You can have any number of custom fields with custom labels.

Registration Settings
Minimum Enrollments Minimum number of users who must register before an in
structor conducts an agenda of a class. This number is recom
mended because an instructor can still conduct an agenda
with fewer users than the minimum enrolled number.
Maximum Enrollments Maximum number of users who can register for a class. If
users try to register for the class after it reaches the maximum
registration limit, then the system changes the registration sta
tus for those users to “Waitlisted” until an open seat becomes
available in the class. As an administrator, if you register more
users than the maximum number, then the system warns (but
doesn’t prevent) you from exceeding the maximum registra
tion limit.
If the system fills all of an organization’s reserved seats, then

any users belonging to the organization who didn't fill one of
the remaining seats can still register for the class (if you allow
users to self-register) until they fill the maximum number of
seats that you entered in the Maximum Enrollments field.
Registration Status This read-only field to indicate the current number of enrolled
and waitlisted users for a class. You can change a user’s regis
tration status in Learning Activities Classes
Registrations .
User can Self-Register Option to let users register (or withdraw) themselves for a
class in the user interface.
When you create a new class, the system uses your registra
tion settings ( System Administration Application
Administration Registration Settings ) to determine the

fields to be automatically selected for sending email notifica-
tions for a class.
Manager can Register Others Option to let managers register users on behalf of them.
User can Waitlist Option for user to be waitlisted for a class.
Auto Enroll from Waitlist Option to move users who are next on the waitlist into registra
tion seats that open after users withdraw (or are withdrawn)
from a class.
Unassign Item When Admin Withdraws Option to remove item assignment from users when their ad
ministrators withdraw the item.

Approval Process
Approval Required Option to determine whether or not an approval is required for

a class.
Approval Process Approval Process ID that is needed to approve the class.
Approval Required to Withdraw Option to determine whether or not an approval is required to

withdraw from the class.
Withdraw Approval Process Approval Process ID that is needed to withdraw from the class.
Completion
Certificate Template Template of completion to be displayed once the class is over.
Administrative Use Only
Default Price Value of a class's price that appears in libraries. Depending on

your configured settings, you can change the price on either
the class( Learning Activitites Classes Pricing ) or
item entity ( Learning Activities Items Pricing ).
Cancelled Read-only field to indicate if the class has been canceled. If the
field says No, then the class is open. If you want to cancel the
class, then you can select Inactivate the Class that opens the
Cancel Class wizard.
Cancelled Date Date on which the class is cancelled.
Closed Read-only field to indicate if the class is closed. If the field says
No, then the class is open. If you want to close the class, then
you can select Close the Class that opens in the Close Class
wizard.
Closed Date Date on which the class is closed.
Class Group The group in which a class belongs
Comments Option to add additional information about the class.

5.8 Classes
Classes are instances of a course that are scheduled to start and end a specific time and have resources such as
instructors, classrooms, and equipment.
A class is assigned specific resources for the scheduled date and time. For example, if you created a course for a
(Cardiopulmonary Resuscitation) CPR certification, the class for the CPR course includes schedule, location,
instructor and material information.
The course, on the other hand, describes what every CPR Certification course should have in common, such as the
official learning goals, materials, and length of time.

6 Registering Learners for Classes
After you create classes, you can manage learners as they register into the class and then manage the class itself:
sending rosters, communicating with participants, or canceling the classes.
After you create classes, you usually maintain the class through to closure. That usually means:
● You can troubleshoot registration based on the class size and enrollment. This includes managing a waitlist and
approving enrollment activities. You can exceed the maximum registration for a particular class or you might
answer questions about registration.
● Communicating with participants about last-minute changes.
● Canceling a class if it doesn’t get enough interest from learners.
● Working with the roster to see who is in the class and who has attended segments of the class.
6.1 Viewing the Learners in a Class
View the learners in a class to see who is enrolled or waitlisted and determine the total number of people signed up.
Context
Managing registration is a central part of learning administration. For each class, you work with the system and
your company to make sure the right amount of people and high priority people are registered for the class.
Most registration tasks involve moving learners from the list of non-enrolled learners to the list of enrolled learners
and then assuring that the enrolled learners have learning events recorded.
Some registration tasks involve more complex and require an advanced view of the registration. In most cases, the
advanced tasks involve commerce and how the system should charge a user for attending the course.
Procedure

2. Find and open the class that you want to manage.
3. Go to Registrations to see users who are not enrolled yet and users who are enrolled.
In the Registrations tab for Classes, the search bar is enabled when entities are present and is used to filter
results. Searching for Registrations by User ID or User Name returns relevant results.
4. To see details about the learners, click Advanced.

202 PUBLIC Registering Learners for Classes
Next Steps
● Reserve space for high priority learners by creating Seat Reservations.

● View the waitlist for the class and move learners from the waitlist to the enrolled.
● Adjust the charges for learners attending this course.
6.2 Adding Learners to Class Registration Lists
Add learners to class registration lists when you want to enroll, waitlist, or cancel a learner in the class.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes

Registrations .
2. Click Add Users.
A search window for learners appears.
3. Search for the learners you want to associate with the class.
4. For each learner who you want to associate with the class, select Add and then select a Registration Status.
○ Select Enrolled add a learner to the class. The instructor sees the learners' names in the class roster.
○ Select Waitlisted to put learners on a waitlist: learners who want to be enrolled in the class but aren’t.
○ Select Cancelled to remove learners from the enrolled list.
 Note
Your company can have its own registration status names to describe the learners' place in the process but
it can’t have its own states. For example, "Enrolled from Waitlist" can mean a learner who was on the
waitlist but is now enrolled. "Enrolled," however could mean enrolled without going through the waitlist. The
underlying state for both names is the same, however: the learner is enrolled. The underlying state can’t
change. The state of being enrolled, waitlisted, or cancelled and appears in parentheses next to the name of
the status. For example: "Enrolled from Waitlist (enrolled)."
5. Add additional information if you need it, like the order number that pays for the learner.
6. Click Add.

Registering Learners for Classes PUBLIC 203
6.3 Reserving Seats in a Class for Specific Users
Reserve seats in a class for specific users when those users aren’t in the same organization.
Context
User groups allow you to reserve seats for users who aren’t all in the same organization. For example, you might
want all managers in all organizations to take the same management class. By adding those managers to a user
group, you can easily reserve their seats for the class.
If you want to reserve seats for users within the same organization, you can reserve seats for the organization.
Procedure
1. Log in to SAP SuccessFactors Learning and then go to People User Groups .

2. Choose Add New to add a new user group.
You create a user group as a container for users. The users that you put into the user group have preferential
reservation status to the seats that you reserve for the user group.
3. Add any information you need for the user group, including shared account information.
4. Go to Manage User Learning Assignment Profiles and create a new assignment profile.
In Manage Rules, write rules that capture the users who should be a part of the user group.
5. Go to Learning Activities Classes and open the class that should have special reservations for the user
group.
6. Go to Registrations and then choose Add Users Add Slots... .

7. Select the user group in User Group ID.
Related Information

6.4 Enrollment Status Meanings
In SAP SuccessFactors Learning users have an enrollment in a scheduled offering. The enrollment status describes
where users are in their registration process.
Enrollment Status Meaning
Enrolled Enrolled users are users who are signed up for the class and
are on the roster of users. You expect enrolled users to attend
the course unless they withdraw.
Non-Enrolled Nonenrolled users are waiting to be enrolled. They can be on a

waitlist or awaiting approval. They have an interest in the
scheduled offering but aren’t on the list of enrolled users. You
don't expect nonenrolled users to attend the course.
Waitlisted Users who are waitlisted are nonenrolled. They’re waiting for
space in the course so that they can enroll. For example, if the
course is limited to 10 participants, and if 10 participants are
currently enrolled, the 11th and later users can waitlist. If a spot
opens in the course, they can enroll. You can move users from
the waitlist to empty spots in the roster.
Canceled (Withdrawn) Users who are withdrawn are nonenrolled. They were enrolled
at one time but they were removed from the roster for some
reason.
Pending Pending users are nonenrolled. They’re waiting for approval to

enroll into the course. When they get approval, and if there’s
space on the roster, they’re enrolled.
6.5 Adjusting Payment Methods of Users in Classes
Adjust payment methods of users in classes if you’re using commerce and you want to change how users are
charged for the class.
Context
You can also use the advanced view to investigate the cost to a user, even if the user has already completed the
class and the charge has gone through. The Charged Amount column shows the amount that the user was charged,
after any price changes or refunds. If the charge is pending, the charged amount is zero.

Procedure

3. Go to Registration and then click Advanced.
4. In the Advanced window, you can investigate and adjust the method and amount that users are charged.
○ To charge the class to a voucher, enter it in the Voucher box.

○ To charge the class to one or more account codes, click Edit in the Account Code column.
5. Consider adding comments in Comments to describe the change and why you made it.
6.6 Adjusting Price of a Class to Users
Adjust the price of a class if you want to change the price for individual users in individual classes.
Context
You can also use the advanced view to investigate the cost to a user, even if the user has already completed the
class and the charge has gone through. The Charged Amount column shows the amount that the user was charged,
after any price changes or refunds. If the charge is pending, the charged amount is zero.
 Tip
If you want full context and information when you update the price, including the transaction history, investigate
the order information and then offer a refund from the order page.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Learning Activities Classes .

3. Go to Registration and then click Advanced.
4. In the Advanced window, locate the user or users whose price you want to change by the User Name.
5. If you want to change the price itself, update the price in Price. You can change the currency in the currency list
if needed.
6. If you want to offer a refund, add it in Refund Amount.
7. Add notes in Comments to describe the change and why you made it.

6.7 Investigating Order Information for Users in Classes
Investigate order information for users in classes when you want look up all orders for all users in a class.
Context
If you are using SAP SuccessFactors Learning finance features, you can look up all order information in a class. For
example, if you are closing a class, you can look at all the orders for all the participants and verify that all the costs
and charges were reconciled. Or, if you want to offer a refund but first want to investigate the order history to see
what the user was already offered, you can look up the order and the order history.
Procedure

3. Go to Registrations and then click Advanced.
4. In the Advanced window, locate the user with order number you want to investigate.
5. Click the user's Order Number.
The order opens and it is the same view that you would see if you went to Finanace Order Management .
You can see the history of the transactions and you can update the order.
6.8 Getting a Class Roster
Get a class roster to send the instructor a roster of learners before a class begins.
Context
Before a class starts, you might want to send the instructor the roster of users for the class.
Procedure

2. Find and open the class that you want to view.
3. Click View Roster.
6.9 Resending Class Registration Email Notifications
Resend class email notifications when you make significant changes to a class, like moving a segment to a different
location, and you want to announce the change immediately to the learners in the class.
Context
SAP SuccessFactors Learning sends default registration email notifications with an automatic process. Learners
receive messages about their registration into the class. If you make significant changes to the class, you might not
want to resend the email notifications immediately. For example, if you move a class segment to a different room,
you want to resend the registration email notification so that they get the information about the new room.
 Tip
If you want to write your own notification to learners associated with the class, click Send Email Notification in
the Actions menu.
Procedure
1. Go to SAP SuccessFactors Learning Administration, go to Learning Activities Classes , and then open the
class that you want to send email notifications for.
 Note
Usually, you don’t need to search for the class because you send email notifications immediately after you
make a change, so you’re already looking at the class.
2. In Actions click Resend Registration Email Notifications.

6.10 Recording Learning from the Class View
Record user completion of the class after it has ended so that learners get credit for completion.
Context
 Note
You can only record user completion for classes that have already ended. If a class has not yet ended, the Add
to Learning History. option is disabled in the Actions menu.
Procedure

2. From the Actions menu, click Add to Learning History.
Results
The Add to Learning History with Finance wizard launches. The system identifies the class because you launched
the wizard from the class record. Follow the steps in the wizard.
6.11 Initiating Evaluations Manually
Initiate evaluations when you want to send out learner satisfaction surveys before the learner's learning is recorded
as complete.
Prerequisites
● The course must have a learner satisfaction survey in Learning Activities Items Evaluations Course
Evaluation .
● The class must have enrolled learners who can complete the survey.
● The start date for the class must be today or earlier.

Context
When a learner completes a class, the next step is to record the learner's completion. You can send evaluation
surveys before the completion is recorded and while the learners' memory is fresh.
Procedure
1. Go to Learning Activities Classes .

2. Find the class and open it.
3. In the Actions menu, click Initiate Evaluations.
6.12 Adding Special Requests to a Class
Learning administrators use custom fields to add special requests to a class so that users can provide additional
information when they register for the class.
Prerequisites
Unlike other custom fields, you can control who can enter data for the custom fields in a special request in
System Administration Configuration System Configuration LMS_ADMIN .
Declare the custom field in System Administration Custom Fields Special Requests .
Context
Custom fields displayed during user registration provide a way for special request information to be captured. For
example, if you’re providing lunch, you might want to ask each user that registers for the class if they have dietary
restrictions. You can add a special request to the class using a Dietary Restrictions custom field. In this example,
users or administrators can indicate any special diet considerations when they register for the class. The data
follows the user through the registration process.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes Special
Requests .

2. To add custom fields to the special requests for the class, click Add/Remove Custom Fields.
3. To print or export the data for each user, click Print and Export.

7 Concluding Classes
Conclude classes when they have ended and you are ready to record attendance, assign completion status, and so
on. When you are finished concluding classes, you close the class so that it is finished.
When you conclude a class, you reconcile what you planned in SAP SuccessFactors with the class that took place.
For example, SAP SuccessFactors might show that five learners enrolled and planned to attend. But if one learner
could not attend, you should mark four learners as attending the class and one as absent.
Concluding Classes for Most Customers
If you are not using Commerce, you can follow a simpler process because you do not need to reconcile costs for
courses.
1. Record attendance for the class segments to reconcile the list of people who enrolled with the people who
attended.
2. Record the learning completion for class participants. You can use the Record Learning - Multiple wizard to
record the learning completions.
3. Close the class so that it is fully concluded.
4. If you need to adjust the information in a closed class, change it. This step is uncommon. You typically make
the change when you learn later (for example from an instructor) something new about the class after you
close it.
Concluding Classes for Customers using Commerce
If you are using Commerce, you have extra steps to conclude classes because you need to reconcile costs, prices,
or both costs and prices.
1. Record attendance for the class segments to reconcile the list of people who enrolled with the people who
attended.
2. Record the learning completion for those who attended the class. Use the Record Learning - Financial wizard to
record the learning completions so that you can add transactional information when you record completion.
3. If you want to adjust the price charged to participants based on the cost to deliver training, use the bulk editor
to adjust the costs. You enable the bulk editor at implementation time. You can use the bulk editor in addition to
the Record Learning - Financial wizard.
4. Close the class so that it is fully concluded.
○ When you close the class, SAP SuccessFactors executes the financial transactions.
○ If you are selling courses to your extended enterprise, you can use the date closed as the revenue
recognition date instead of the end date for the class.
5. If you need to adjust the information in a closed class, change it. This step is uncommon. You typically make
the change when you learn later (for example from an instructor) something new about the class after you
close it.

212 PUBLIC Concluding Classes
7.1 Recording Attendance for a Class Time Slot
Record attendance for a time slot to track the users who attended different time slots of the course.
Context
 Note
Recording the time slot attendance is for administrative use only. SAP SuccessFactors Learning doesn't store
this attendance with the user's learning history. The user's learning history is based on the class completion.
Procedure

2. Find and open the class for which you want to record attendance.
3. On the Agenda tab, choose  (More) for a specific time slot and then choose Mark Attendance.
4. Select the Attendance checkbox for each user to indicate that the user participated in the time slot and add
comments as needed.
5. If the class has multiple time slots, you can choose Copy to Same Day Time Slots to copy the attendance and
any comments for all users from the current time slot to all time slots that start on the same day.
7.2 Splitting Costs for Training
Split costs for training when you want to distribute the costs of a course over multiple participants.
Prerequisites
Enable the bulk learning event editor.
Check the users and transactions to make sure you can split costs:
● Participants must be in the same currency.

● Participants must use the chargeback method.
● You must be in a security role that allows you access to the participants (the users' domains must be in your
domain restriction permissions).
● The participants must have learning events recorded for them for the course.

Concluding Classes PUBLIC 213
 Tip
Don’t change the tuition costs after you split costs. You can accidentally change the tuition costs if you run the
existing Learning Event Editor tool after splitting costs.
Context
Customers who track the costs of training often want to split the costs among multiple participants. For example, if
a course costs $1,500 and there are 10 participants, you might want to charge each participant $150. Furthermore,
you might want to split each type of cost (instructor, equipment, facilities, materials, and custom) equally, so you
might want to charge each participant $30 in each cost type.
Procedure
1. Go to Learning Activities Classes .

2. Search for the class that you want to change and open it.
3. In the Actions menu, click Edit Learning.
4. For each cost column (for example, Instructor Cost, click Split.
5. Choose whether you want to split the costs equally among all users or to split the cost among selected users.
If you choose to split costs among selected users, you can search for and select the users who should be
assigned the cost.
6. At the bottom of the column, check the Difference.
The difference uses your currency preferences in the calculation. For example, most administrators use two
decimal places in their currency preferences. With two decimal places, if you divide $100 among three users,
you see a remainder of $0.01 (one penny). The system assigns each user $33.33 of the cost - the cost to two
decimal places - leaving a remainder of $0.01 in the Difference field.
7. If you see a difference, decide how you want to handle the difference.
You can, for example, manually add a small remainder to a user.

8. Click Split in the other columns to repeat the process for each cost type.
9. Check the Payment Information and the New Tuition Total columns to verify that the right tuition total is
charged to the right cost center.
10. Click Save.
The bulk learning event editor respects the foreground job limits set by your system administrator. If you
update many users at once, you might have to submit the change as a background job.
Next Steps
If you want to see the results of the bulk learning event editor, check the orders associated with the users.

After you split costs in the bulk learning event editor tool, don’t change the costs in the existing learning event
editor. If you do, you create a difference between the sum of the split costs and the tuition.
Related Information
Enabling the Bulk Learning Editor [page 230]
7.3 Editing Closed Classes
Edit closed classes to edit the details for learning events (classes) that already occurred.
Context
Use the learning event editor to search for a learning event, edit basic attributes of the event, and change its
financial information. For example, if a different instructor substitute taught an event for a scheduled instructor,
you could use the learning event editor to associate the substitute instructor with the event.
Procedure
1. Go to Learning Administration, and then go to Manage User Learning Learning Event Editor .
2. Search for the past event and open it for editing.
3. To add attachments to the learning event, click File Attachments.
4. Use the tabs to edit information about the learning event and then click Apply Changes.
 Note
For items and completion statuses that require an e-signature, the system prompts you to enter an admin
ID, a PIN, and a meaning code. If an item or completion status requires an additional approval process, the
administrator must enter the e-signature to proceed with the approval process. If an item or completion
status does not require an additional approval process, the system displays a confirmation message that a
user’s data recorded successfully.

7.3.1 Learning History Editor Summary Fields
Use the learning history editor summary fields to view or modify the general details of the history record.
Field Description
Instructor ID We recommend that you choose the Search button to locate

and select an instructor ID to associate with the history record.
After you choose the Search button, the system allows you to
select any instructor; that is, the system doesn’t limit your
choices to the authorized instructors who are listed on the
Instructors tab of the history record ( Learning Activities
Items Instructors ). If the instructor who led the course

doesn’t have a record in the system, then you must add it, or
you can type the instructor’s name in the Instructor Name field
and leave the Instructor ID field empty.
Instructor Name If you choose Search to locate and select an instructor ID to as
sociate with the history record, then the system automatically
populates the Instructor Name field.
Grade The value that you type in the Grade field can be a letter grade,
a number, or a number with decimal places and a percentage
sign after it.
Completion Status A completion status indicates the current state of a user’s his
tory record.
Completion Date/Completion Time When you modify the learning data for an item or external
event, you must enter a completion date and time that is in the
past. For example, if you select today’s date, then you must en
ter a time that is earlier than your current system clock time.
You must enter a date and time that conforms to the date and
time patterns that have been selected for the locale that you've
selected on the Locale tab when you choose the Preferences
link; the system displays the pattern hints below each field.
Time Zone When you select a time zone (for example, Eastern Standard
Time), the system automatically displays the record in that
time zone.

Field Description
Total Hours You can enter the total number of hours that a user was en
gaged in completing a learning event in the Total Hours field. If
you’re changing a history record for an item and the item has
time slots ( Learning Activities Items Time Slots ),

then the system adds the duration values for each time slot
and places that in the Total Hours field. If you’re recording a
history record for a class and the class has time slots on the
Time Slots tab ( Learning Activities Classes Time
Slots ), then the system calculates the difference between

the start and end times of each time slot, adds those values,
and places that in the Total Hours field.
CPE CPE is an abbreviation for “Continuing Professional Education”

and refers to learning activities that users perform to maintain
and expand the skills that their profession demands. Therefore,
CPE hours are very much like credit hours. Credit hours are the
number of hours that a user earns for completing a learning
event. For example, in many U.S. colleges, students attend a
single class for 15 weeks, 3 days each week, and 1 hour each
day. In this case, the total hours equal 45; however, the college
grants 3 credit hours for this class. The accumulation of CPE
hours often leads to a professional certification.
Contact Hours Contact hours are the total number of hours that you expect a
user to have contact with an instructor. For example, in an 8-
hour course that is instructor-led with online content, where 6
hours are in an instructor-led time slot and 2 hours are online,
the contact hours would be 6.
Credit Hours Credit hours are the number of hours that a user earns for
completing a learning event. For example, in many U.S. col
leges, students attend a single class for 15 weeks, 3 days each
week, and 1 hour each day. In this case, the total hours equal
45; however, the college grants 3 credit hours for this class.
Comments We recommend that you use the Comments field to identify

the purpose or intent of the record. You can also include any in
formation that you think other administrators might need or
find useful for understanding the record and how to use it. All
comments are intended for administrators only and can’t be
viewed in the user interface.
Last Update User The last update user information is read-only data that shows
the user or administrator ID of the last person who modified
the history record.

Field Description
Last Update Time The last update time information is read-only data that shows
the date and time that the history record was last modified.
Esig Meaning Code The system requires you to enter a meaning code that com
plies with FDA 21 CFR Part 11 requirements, ensuring the au
thenticity, integrity, and confidentiality of electronic records.
You can create or edit meaning codes as needed
( References Manage User Learning E-signiture Meaning
Code ).
7.3.2 Learning Event Editor Financial Fields
Use the learning event editor financial fields to associate a cost center or a voucher number to the learning event.
Field Description
Voucher Number The voucher number used by the user to pay for the event.
Price Paid The price paid for the event for the corresponding user.
Cost Centers The cost centers that are debited in the transaction.
7.3.3 Learning Event Editor User Costs
Use the learning event editor user costs fields to reconcile individual user costs for the learning event.
Field Description
Cost Name The cost name of that you can attribute costs to. For example,
food, facility rental, or materials.
Amount The amount that you want to record in the cost name. For ex
ample, if food cost for the student was $50, you could record
50 in the Food cost name.

7.3.4 Learning Event Editor Government Reporting Fields
Use the government reporting fields in the learning event editor to change data for training planner.
Field Description
Include in government reporting You can clear the Include in government reporting check box to
remove this history record for any user you’ve selected to add
learning history for.
Total Hours The system shows the read-only value of total hours based on
the information that was used to add learning history.
2483 Legal Entity The system automatically loads the value for the 2483 Legal
Entity list based on the information that was used to add learn
ing history. You can override this value for each history record.
2483 Employee Class The system automatically loads the value for the 2483
Employee Class list based on the information that was used to
add learning history. You can override this value for each his
tory record.
Hourly Rate and Currency The system automatically loads the value for the Hourly Rate
box and Currency list from the user’s entity ( People Users
Government Reporting ). You can override these values for

each history record that you add. You can use the 2483
Program Hours box to add the total number of hours for the
history record and the Hours Outside of Work box for the num
ber of hours the user spent on this learning event outside of
work. The system uses the values in these boxes and the
Hourly Rate box to calculate the amount that the user should
be reimbursed.
2483 Programs You must select the system-provided default DIF program to
have the system count the program hours as used for the user
( People Users Government Reporting ). You can use

the 2483 Program Hours box to add the total number of hours
for the history record and the Hours Outside of Work box for
the number of hours the user spent on this learning event out
side of work. The system uses the values in these boxes and
the Hourly Rate box to calculate the amount that the user
should be reimbursed.

Field Description
Hours Outside of Work You can use the 2483 Program Hours box to add the total num
ber of hours for the history record and the Hours Outside of
Work box for the number of hours the user spent on this learn
ing event outside of work. The system uses the values in these
boxes and the Hourly Rate box to calculate the amount that the
user should be reimbursed.
7.4 Add Learning History with Finance
Use the Add Learning History with Finance wizard to post completion information for history records and reconcile
charges with Finance.
The Add Learning History with Finance wizard posts completion status for a history record such as a course, a class,
or an external event, to a learners' learning history. It also reconciles charges with Finance information like prices,
account codes, and tickets.
If you aren't using Learning Finance, use Add Learning History for Multiple Courses instead.
7.4.1 Setting Completion Status for Internal Learning Events

with Financial Transactions
Use the Add Learning History with Finance wizard to give credit to learners for a single item or class and also
reconcile the charges with Finance (prices, account codes, and tickets).
Context
In SAP SuccessFactors, we make a distinction between internal and external learning events. An internal learning
event is a course that you set up in Learning Activities Items . We know about the course because you’ve
added it and configured it, you schedule classes for it. External learning events, however, don’t have a course
configured in SAP SuccessFactors. They are, for example, a seminar that employees enrolled in from a local
university or a workshop at a conference. When you want to grant a completion status for external events,
therefore, you must add more information because SAP SuccessFactors has no existing information for the course.
 Note
Completion status can mean passing, failing, or another completion status. If learners fail a test, they have
completed it and earned a failed status. If they passed the test, they have also completed it but earned the
status of passed. In both cases, they have completed the course: successfully or unsuccessfully.

Procedure
1. Go to Learning Administration and then go to Manage User Learning Add Learning History with Finance .
2. In Step 1: Select Event Type, select the type of internal learning event, and then click Next.
○ Select Item if you need to enter the time and date of the course. You often select Item if instructors held an
impromptu class of the course and you weren’t aware of it.
○ Select Class if you were aware of the time, date, and resources of the course. You select Class if you created
a class based on the course, assigned it resources, scheduled it for a time, and so on. When you select
Class, you can skip some steps because we already know information about the time and date, for
example.
3. In the second step, use to find the course or the class that learners completed, and then click Next.
4. In Step 3: Enter Learning Event Information, type the information about how users should receive their
completion status, and then click Next.
 Note
If a field says Default, you can edit it a few steps later. For example, you can type a default grade. Later in
this wizard, all learners start with the default grade but you can change it per learner.
Choice Description
Instructor ID and If an instructor-led the course, click to find or change the

instructor. Learning populates Instructor Name based on the
ID you select.
Default Grade Type the default grade that all learners get unless you
change it individually in a later step. You need to know how
the completion status grades courses based on type.
Default Completion Status Select the default completion status that all learners get un
less you change it individually in a later step.
Completion Date, Completion Time, and Time Zone Select the time and timezone that you want to use as the
time that learners completed the course. The completion
date and time can be important for complying with curricula,
for example. If learners must complete a course by January 1
to stay qualified, the date and time matters: if you record it
for January 2, the learner isn’t qualified but if you record it
for December 30, the learner is qualified.
Default Price and Currency Select the price you want to charge learners and the cur
rency. You can change this later for individual learners.
Total Hours, Credit Hours, Contact Hours, and CPE Some customers require a set number of hours of training to
maintain qualification. If you have an organization that re
quires hours, type them here.
5. In Step 4: Select Users, click add one or more from list to add learners who should get a completion status for
the course, and then click Next.
6. In Step 5: Edit User Event Information, change the grade and completion status for any learners who shouldn’t
receive the default grade and completion status, and then click Next.
For example, if all learners receive passing credit but one, you can add a passing completion status in Default
Completion Status earlier in the process and in this step, change the one learners completion status to
something else. For example, incomplete or failed.

7. If the selected item or class has Include in government reporting selected and at least one participant you're
creating a history record for also has Include in government reporting selected, then edit the government
reporting information.
Choice Description
2483 Program You must select the system-provided default DIF program to
have the system count the program hours as used for the
user ( People Users Government Reporting ).
2483 Program Hours Use the 2483 Program Hours box to record the total number
of hours for the learning event and the Hours Outside of
Work box for the number of hours the user spent on this
learning event outside of work. The system uses the values
in these boxes and the Hourly Rate box to calculate the
amount that the user should be reimbursed.
Hours Outside of Work Use the 2483 Program Hours box to record the total number
Entity list from the user's entity ( People Users
Government Reporting ). You can override this value for
each history record that you add.
Employee Class list from the user's entity. You can override
this value for each history record you create.
box and Currency list from the user's entity. You can override
these values for each history record you create. You can use
the 2483 Program Hours box to record the total number of
hours for the learning event and the Hours Outside of Work
box for the number of hours the user spent on this learning
event outside of work. The system uses the values in these
boxes and the Hourly Rate box to calculate the amount that
the user should be reimbursed.
Include in Report Clear Include in Report to remove this learning event for any
user you’ve selected to add a history record for.
8. In Step 6: Edit User Event Financial Information, change price and currency for individual learners.
For example, you might charge most learners 100 US Dollars for the course, but some learners 90 Euros.
9. Click Edit for each learner.
a. In Edit the Account Code Distributions, click add one or more from list to add an account code.
b. Search for an account code and add it.
Select the account code that you want to charge for this learner in this course.
c. In Edit the Account Code Distributions, change the default distribution to profit centers for this learner in
this course.
In account codes, you set the default distribution but you can change it here.
10. Click Next.

11. In Step 7: Record Event, review the information and select Automatically Assess Related Competencies to
automatically assess competencies for these learners in this course.
If you import competencies to Learning, you can add the competencies in Learning Activities Items
Competencies . When you select Automatically Assess Related Competencies, learners who pass the course
get the new competency you defined in Learning Activities Items Competencies .
12. Click Finish.
13. The options to Print or Email appear on the screen.
7.4.2 Setting Completion Status for External Learning Events

with Financial Transactions
Use the Add Learning History with Finance wizard to give credit to learners and also reconcile the charges with
Finance (prices, account codes, and tickets) for a course that isn't tracked in Learning.
Context
 Note
Procedure
1. Go to Learning Administration and then go to Manage User Learning Add Learning History with Finance .
2. In Step 1: Select Event Type, select External Event
3. If you’re using training planner and you want to match this event with a training request that someone has
submitted, select Match external events to approved Training Plan requests, and then click Next.
4. In Step 2: Enter External Event Description, type a description of the event in Description, and then click Next.
Type a description that helps others understand the learning event. Some companies define a pattern for the
description that tells them about where the course took place, for example.

5. In Step 3: Enter Learning Event Information, type the information about how users should receive their
completion status, and then click Next.
 Note
If a field says Default, you can edit it a few steps later. For example, you can type a default grade. Later in
this wizard, all learners start with the default grade but you can change it per learner.
Choice Description
Instructor ID and Click to find the instructor. Learning populates Instructor

Name based on the ID you select.
Default Grade Type the default grade that all learners get unless you
change it individually in a later step. You need to know how
the completion status grades classes based on type.
Completion Date, Completion Time, and Time Zone Select the time and timezone that you want to use as the
Default Price and Currency Select the price you want to charge learners and the cur
rency. You can change this later for individual learners.
6. In Step 4: Match Training Requests to the Learning Event, find the training request that this learning event
fulfills, and then click Next.
This step appears if you selected Match external events to approved Training Plan requests previously.
7. In Select Users, click add one or more from list to add learners who should get a completion status for the
course, and then click Next.
8. In Edit User Event Information, change the grade and completion status for any learners who shouldn’t receive
the default grade, and then click Next.
9. If you selected Match external events to approved Training Plan requests complete the training plan
(government reporting) information and then click Next.
Choice Description
2483 Program You must select the system-provided default DIF program to
have the system count the program hours as used for the
user ( People Users Government Reporting ).
2483 Program Hours Use the 2483 Program Hours box to record the total number

Choice Description
Hours Outside of Work Use the 2483 Program Hours box to record the total number
Entity list from the user's entity ( People Users
Government Reporting ). You can override this value for
each history record that you add.
Employee Class list from the user's entity. You can override
this value for each history record that you add.
box and Currency list from the user's entity. You can override
these values for each history record that you add. You can
use the 2483 Program Hours box to record the total number
Include in Report Clear Include in Report to remove this learning event for any
user you’ve selected to add history for.
10. In Step 6: Edit User Event Financial Information, change price and currency for individual learners.
For example, you might charge most learners 100 US Dollars for the class, but some learners 90 Euros.
11. Click Edit for each learner.
a. In Edit the Account Code Distributions, click add one or more from list to add an account code.
b. Search for an account code and add it.
Select the account code that you want to charge for this learner in this event.
c. In Edit the Account Code Distributions, change the default distribution to profit centers for this learner in
this event.
In account codes, you set the default distribution but you can change it here.
12. Click Next.
13. In Step 7: Record Event, review the information and if it’s correct, click Finish.
14. The options to Print or Email appear on the screen.
7.5 Add Learning History for Multiple Courses
The Add Learning History for Multiple Courses wizard posts completion status for multiple learning events (a
course, a class, or an external event) and multiple participants to learners' learning history but doesn’t reconcile
charges with Finance.
If you’re using Learning Finance, use Add Learning History with Finance instead.

7.5.1 Setting Completion Status for Internal Learning Events
Without Financial Transactions
Use the Add Learning History for Multiple Courses wizard to give credit to learners for completing one or more
items or classes, without financial transactions.
Context
 Note
Procedure
1. Go to Learning Administration and then go to Manage User Learning Add Learning History for Multiple
Courses .
2. In What kind of learning do you want to add to history?, select the type of internal learning event.
○ Select Item if you need to enter the time and date of the course. You often select Item if instructors held an
impromptu class of the course and you weren’t aware of it.
○ Select Class if you were aware of the time, date, and resources of the course. You select Class if you created
a class based on the course, assigned it resources, scheduled it for a time, and so on. When you select
Class, you can skip some steps because we already know information about the time and date, for
example.
 Note
The names of screen elements in the next step change based on what you choose.
3. In Search & Add Items or Search & Add Classes, use to find the courses or the classes that learners
completed, and then click Add.
Select many events when learners have progressed through a set of courses together. For example, if a group
of employees all completed the same set of courses as a cohort, you can select all people and all the courses in
the cohort.

4. In Search & Add Users, use to find the learners who completed the events, and then click Add.
5. Click Next.
6. In Edit Details, change the details of each person for each course, and click Apply Changes to save your
changes.
Choice Description
Grade / Completion Type the grade and select the completion status that the
learner receives for the course.
Completion Date, Time, and Time Zone Select the time and timezone that you want to use as the
7. Click to add the instructor who taught the course.

8. Click Next.
9. In Change the way competencies are assessed, select how you want to assess competency improvement for the
learners.
○ Select Assess based on item setting to assess related competencies for each individual item based on the
Do Auto Competency setting of the course. If Do Auto Competency is true for a course, then the system
assesses competencies related to that course.
○ Select Assess all items to apply the rating of each competency in the course ( Learning Activities Items
Competencies ) to each user who earned a for-credit completion status. You can view the assessed
competencies in People Users Assessments .
○ Select Do not assess if you don’t import competencies to Learning.
If you import competencies to Learning, you can add the competencies in Items Competencies . When
you select Automatically Assess Related Competencies, learners who pass the course get the new competency
you defined in Items Competencies .
10. Click Submit.
Next Steps
If you’re using e-signatures, you enter your e-signature details to verify your identity.
If you’re recording completion status for a class, close the class. Open the class in Learning Activities Classes
go to Actions and click Close.

7.5.2 Setting Completion Status for External Learning Events
Without Financial Transactions
Use the Add Learning History for Multiple Courses wizard to give credit to learners for completing one or more
courses, without financial transactions, that aren’t configured in SAP SuccessFactors.
Context
 Note
Procedure
1. Go to Learning Administration and then go to Manage User Learning Add Learning History for Multiple
Courses .
2. In What kind of learning do you want to add to history?, select External Event.
3. In Add External Events describe the event in External Event and then click Add.
You can add more than one event.
4. In Search & Add Users, use to find the learners who completed the events, and then click Add.
5. Click Next.
6. In Edit Details, change the details of each person for each course, and click Apply Changes to save your
changes.
Choice Description
Grade / Attendance / Completion Type the grade that the learner receives for the course.
Completion Date, Time, and Time Zone Select the time and timezone that you want to use as the

Choice Description

7. Click Next.
8. Click Submit.
Next Steps
If you’re using e-signatures, you enter your e-signature details to verify your identity.
7.6 Closing Classes
Close classes (classes) when you have recorded attendance, recorded completion status for users, and (if you are
using Commerce) reconciled transactions.
Context
If you use commerce, then closing classes is important to create a revenue recognition date. Although some
customers use the end of the class, many also use the closing date. It is the date that you finalize the transactions.
Even if you are not using Commerce, it is still a good idea to close classes. Closed classes indicate that you have
recorded attendance and recorded completion statuses. When a class is closed, other administrators cannot
register new participants by accident and learners cannot self-register.
Procedure
1. Go to Learning Administration and then go to Learning Activities Classes Details .

2. In Closing Date, type the date that you want to use as the close date and then click Next.
If you use Commerce, you might be using closing date as a revenue recognition date.
3. In Step 2: Edit Realized Costs, identify and edit the costs that the class incurred prior to the closing date and
then click Next.
In most cases, you already set the costs in a previous step: in the Record Learning - Financial wizard, for
example.
If you do not use Commerce, ignore this step.

You must select the Include check box next to each resource that you want to include in the total and then click
Update Total to update the total cost of the class before proceeding to the next step.
4. In Step 3: Specify Cost Center Accounts, add one or more cost center accounts and then distribute costs
among each account by adjusting the percentage values in Distribution, and then click Next.
This step appears only if you set a realized cost in the last step.
5. In Step 4: Specify Profit Center Accounts, add one or more profit center accounts and then distribute profits
among each account by adjusting the percentage values in Distribution, and then click Next
This step appears only if you set a realized cost in the last step.
6. Confirm what you have entered and then click Finish.
7.7 Enabling the Bulk Learning Editor
Enable the bulk learning editor to allow administrators to split costs easily among multiple participants.
Context
Customers who track the costs of training often want to split the costs among multiple participants. For example, if
a course costs $1,500 and there are 10 participants, you might want to charge each participant $150. Furthermore,
you might want to split each type of cost (instructor, equipment, facilities, materials, and custom) equally, so you
might want to charge each participant $30 in each cost type.
Procedure
1. Go to System Administration Security Roles and find the role with the administrators who should have
access to the bulk learning editor.
The administrators in this role should be trusted with distributing the costs of training.
2. Add the Edit Learning Event Commerce permission to the role.
 Note
The bulk learning event editor respects security domain group set on the permission restrictions for a role.
If you’ve configured a permission restriction with a security domain group for the administrator's role and a
user's security domain falls outside of that security domain group, then administrators using the bulk
learning editor can't edit the costs borne by that user.
3. Save and close the role.
4. Go to System Administration Configuration System Configuration and open LMS_ADMIN.

5. Find manageLearningToolEnabled and set it to true.

7.8 Learning Completion
Learning completion in SAP SuccessFactors Learning means that a user has come to the end of a learning event,
but it does not mean that the user passed or failed.
Learning completion is a core concept of SAP SuccessFactors Learning. When a user has completed a learning
event, the user has finished the course of work assigned to him or her. For example, if users are assigned a three-
day in-person course, and they attend the course, then at the end, they have completed the course. Or, if they’ve
been assigned an online course and they watch all the videos, take all the quizzes, and look at all the materials in
the course, then they’ve completed the course.
 Note
Importantly, learning completion is separate from their status at the time of completion. For example, they can
complete a course, but their status at that time can be that they failed the course. Their status can be that they
passed the course for credit or passed the course without getting credit. Users can even complete a course with an
incomplete status if they attended half of the course, for example.
7.9 Results of Learning Completion
Learning completion, as an event in your business process, creates learning history records for the user, which can
affect multiple downstream processes.
When users complete learning, and when that completion is formally recorded in the Learning Management
System (LMS), the LMS adds that completion to their learning history. The completion is usually combined with a
completion status, which is like a grade for the course: passed, failed, incomplete, and so on.
Additionally, you can also trigger external events in Intelligent Services.
7.10 Posting Learning Events to the LMS with a Web Service
You post learning events to SAP SuccessFactors Learning to indicate that the user has finished a learning item and
is complete, passed, failed, or some other completion status.
Various people in your organization post learning events to SAP SuccessFactors Learning: users can post the
completion of self-assigned courses, and supervisors and administrators can post the completion of courses for
users. Exactly how each user role can post learning events depends on your configuration.

7.11 Learning History
A learning history impacts your business process because it is the audit trail of each users' training.
Each individual user's learning history is the list of courses that the user formally completed: learning completion
has been triggered. Users can see their learning history in their learning history tile. Learning history is a part of
learning completion or learning compliance reports that you run.
When you look at users' learning history, you see that users have completed the learning event and also their
completion status. The completion status is like a grade: pass, fail, incomplete, and so on.
By using Intelligent Services, you can trigger additional events to occur when a learning event is completed and
enters users' learning history.
7.12 Triggers for Learning Completion Event
Learning completion, as an event in your business process, can be triggered by administrators, by supervisors, or
by the SAP SuccessFactors Learning Learning Management System (LMS).
Learning completion is an event in your business process. It signals that a user has come to the end of a course or
set of courses. That signal is created in the following ways:
● An administrator or a supervisor runs one of the Record Learning wizards.

● A user reaches the end of an online course and the course reports back completion.
● A web client, built by your company, connects to the record learning event web service to report learning
completion.
7.13 Cancel Class
View this section if you want to use a Wizard to cancel a class.
In Learning Activities Classes Actions Cancel , you can use the Cancel Class wizard to cancel the class of
an item or a resource block.
After you cancel a class with the Cancel Class wizard, the system removes any associated items from a user's
learning assignments only if you registered the user for the class in Learning Activities Classes
Registrations . If you directly assigned any items on the user's Learning Plan tab or through a curriculum, then you
must remove the learning items in People Users or Curricula .

Step Purpose
Step 1: Select Class to Cancel In the Cancellation Date box, you must select a date (today's date appears by default) that
you want to cancel the class. Regardless of the date you select, the system cancels the
class and withdraws any users from it when you complete the cancellation process.
Step 2: Edit Realized Costs You can identify and edit the costs that the class incurred prior to the closing date. You
must select the Include check box next to each resource that you want to include in the total
and then click Update Total to update the total cost of the class before proceeding to the
next step.
If there are no costs in step 2, then the system skips steps 3 and 4.
Step 3: Specify Cost Center You can add one or more cost center accounts and then distribute costs among each ac
Accounts count by adjusting the percentage values in the Distribution column. When you finish add
ing cost center accounts and distributing costs, you can proceed to the next step.
This step appears only if you set a realized cost in the Edit Realized Costs section in step 2.
Step 4: Specify Profit Center You can add one or more profit center accounts and then distribute profits among each ac
Accounts count by adjusting the percentage values in the Distribution column. When you finish add
ing profit center accounts and distributing the profits, you can proceed to the next step.
This step appears only if you set a realized cost in the Edit Realized Costs section in step 2.
Step 5: Confirm In this step, you can control how the system responds after you cancel a class. You can add
users to the request list for the item, send email notifications, and inactivate the class.
7.13.1 Canceling a Class
Cancel a class to control how costs are reflected and how enrolled users are managed.
Context
When you cancel a class, you launch a wizard that identifies and balances costs incurred before you canceled. You
can also manage the current class roster by notifying registered users of the cancellation and identifying another
instance of the item.
Procedure

2. Find and open the class that you want to cancel and then click Cancel Class
Identifying information about the class is auto-populated.

3. Click Next.
Next Steps
Balance the costs and manage the roster.
7.13.2 Balancing Costs when you Cancel the Class
Balance your realized costs when you cancel a class by editing realized costs and specifying cost center and profit
center accounts.
Context
When you cancel a class, you often do so after you have already incurred costs for the class. These costs include
instructor, location, material, equipment, and custom resource costs.
For example, the total cost of materials for the training might be $400. You may have already incurred $100 worth
of the cost of materials when you cancel the class. Identify that you have so far only incurred $100 of the $400
materials cost and assign that $100 to the right budget.
Procedure
1. To Edit Realized Costs, identify costs the class incurred before the cancellation date.
a. Expand the Class Total menu and select Include next to each resource that you want to include.
You can include the instructor, location, material, equipment, and custom resource costs in your Class
Total.
b. To recalculate total costs, click Update Total. To revert to original values, click Reset.
c. Click Next.
2. To Specify Cost Center Accounts, add one or more cost center accounts and then distribute costs among each
account:
a. To add a cost center account, enter the Cost Center Account ID and click Add.
b. Update the cost center account by distributing costs among each cost center account. Adjust the
percentage values in the Distribution column.
c. Click Apply Changes.
d. Click Next.
3. To Specify Profit Center Accounts, add one or more profit center accounts and then distribute profits among
each account.
a. To add a profit center account, enter the Profit Center Account ID and click Add.

b. Update the profit center account by distributing profits among each profit center account. Adjust the
percentage values in the Distribution column.
c. Click Apply Changes.
d. Click Next.
Next Steps
Manage the roster in a canceled class.
7.13.3 Managing Class Rosters when you Cancel a Class
Manage the roster in a canceled class to notify users, instructors, and other important contacts about cancellation
and identify users who must complete the course.
Context
When you cancel a class, consider notifying the registered users, their supervisors, instructors, and contacts about
the cancellation. Identify and add the users from the current class to the request list for its course. Employees see
prompts to enroll into later classes for the same course.
Procedure
1. Identify your post cancellation action settings to control how the system responds after you cancel a class.
Option Result
Add enrolled, waitlisted, and pending users to the request list Select this checkbox to add enrolled, waitlisted, and pending
for this item. users to the request list of people who might want to register
for the next class of this item.
By selecting this option, you keep a record of users who
must complete the learning item.
Send Notification to User, Supervisor, Instructor, and Select any of these checkboxes to notify each group of the
Contacts. class cancellation.
You can configure and edit cancellation notifications by go
ing to Learning Activities Classes Notifications .
Specify the users, supervisors, instructors, and other con
tacts in Learning Activities Classes Contacts .

Option Result
Inactivate the Class Select this checkbox to inactivate the class. This action
clears the Active checkbox of the class after you complete
the cancellation process.
After inactivating and canceling a class, the system does not

include the record of canceled and inactivated classes when
you search for active classes or run reports.
2. Click Next.
3. Confirm the information that you provided for the canceled class.
4. Click Finish.
Next Steps
You cannot reactivate a canceled class. To copy information from the canceled class to a new class, click Copy from
the Actions menu.

8 Learning Programs: Bundled Courses in a
Syllabus
SAP SuccessFactors Learning programs are a syllabus of courses that walk users down a learning path.
Learning programs combine learning events to create a learning path: a set of learning experiences that learners
progress through. The program's agenda defines the events and the order in which they occur for the learner. For
example, you can create a month-long employee on-boarding program. The agenda can be weekly: a new learning
event for each week over a month. The learning events can be internal learning items or they can be external
content (such as a welcome video hosted on the company intranet).
Programs aren’t necessarily ordered. Users can skip experiences or go backwards, but the order is suggested. In
other words, if you have strict prerequisites, a program might not be for you. You can create strict prerequisites if
you’re working with SAP SuccessFactors courses, but it's not the common case for programs.
 Tip
Programs are like curricula, but curricula are for customers whose learning management systems must comply
with a regulator. Programs are easier to create but don’t have some requirements of regulated customers.
Adding Learning Programs [page 238]

Add new learning programs to create a learning path: a set of experiences that learners engage as a series
over time.
Creating Agendas for Learning Programs [page 240]

Create agendas for programs to define the activities that take place during the program.
Adding Items to Learning Program Agenda [page 241]

Add learning items to a program agenda to track users' completion.
Learning Programs Basic Settings [page 243]

The basic settings of a learning program control its behavior and basic attributes.
Viewing the Assignment Profiles that Assign a Program [page 246]

View the assignment profiles that assign a program when you want to know how the program gets
automatically assigned to users.
Translating Learning Program Titles and Descriptions [page 247]

Translate learning program titles and descriptions so that employees an see them in their own language.
Associating Learning Programs with SAP Jam Groups [page 248]

Associate learning programs with SAP Jam groups to create a space for users in the program to share
knowledge.
Adding Learning Program to Libraries [page 249]

Add learning programs to catalogs so that users can find them in their catalogs and participate in the
programs.
Viewing the Programs in Competencies [page 250]

View the programs in competencies when you know the competency and want to see the programs that
refer to it. You often view the programs in competencies when you are troubleshooting.

Learning Programs: Bundled Courses in a Syllabus PUBLIC 237
8.1 Adding Learning Programs
Add new learning programs to create a learning path: a set of experiences that learners engage as a series over
time.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Learning Activities Programs .

2. Click Add New, and then enter some basic information about the program.
Field Description
Program ID Many customers have an ID naming pattern. If you have a

naming pattern, use that for the ID.
Title A good program title helps users and recommendation logic

find and identify programs. Avoid using codes that mean
something only to administrators. For example, if you, as
administrators, understand WRT-100 as a code, but your
learners wouldn’t , exclude that code.
Description A good description helps users and recommendation logic

understand the contents of the program. Use the description
to write what learners should expect if they were to partici
pate in the program.
Domain You can associate an entity with a security domain to control

the administrators who can access the entity. What an ad
ministrator can access and do for an entity depends on how
you configured the permissions and security domain group
of the role ID that is associated with the administrator.
Active When a record is inactive, most of the system does not in
clude that record in searches or reports. Some searches and
reports allow administrators to include inactive records. De
activating (instead of deleting it) hides it from view but keeps
it for historical record. Because you cannot restore a deleted
record, we recommend that you delete a record when you
make a mistake (for example, if the record ID is simply incor
rect) or as part of your data privacy practice.
3. Select the program Type.
Choice Description
Scheduled A Scheduled program type has fixed start and end dates. If
for example, you want all employees in an organization to
progress through the same experiences and you want all of
them to experience it in January, you can create a scheduled
learning program that starts on January 1 and ends on Janu

238 PUBLIC Learning Programs: Bundled Courses in a Syllabus
Choice Description
ary 31. All employees who are assigned the program, there
fore, start it on January 1 and have a due date January 31.
Duration-based A Duration-based program type has a fixed duration but

users can start at different times. This is useful for self-
paced programs. For example, you can create a Manager
Readiness program that helps individual contributors get
ready to be managers if their next career move is to become
managers. You want users to be able to start the program at
any time, but you don't want them to leave it open without
completing it: you want a due date. You can create a dura
tion-based program of 30 days. No matter when they start
the Manager Readiness program, they have 30 days until its
due date.
Open-ended An Open-ended program type is self-paced with no time limi

tations. Users don't see a due date and can start the pro
gram at any time.
4. Select a completion status for the program.
Completion status is a central element of SAP SuccessFactors Learning. It determines whether your users
receive credit for their courses and if they receive follow up evaluations or an approval process. For example,
when learning administrators record learning for an employee, they can record a completion status of “pass” or
“fail”. That completion status can then trigger:
○ Follow up evaluations - for example, a passed course might send a follow up evaluation to users and
managers to see how learners applied their new skills but a failed course might not.
○ Approval processes - if you enabled e-signatures, which is common for validated customers, you can send
approval processes after users receive a completions status. The approval process is a secondary
validation that the user passed or failed the course.
5. Select a Progress Restriction option.
Choice Description
By Completion If you select By completion, users see the next section in the
program when they complete the previous section. This op
tion is useful for self-guided programs.
By schedule If you select By schedule, users see the next section in the
program at a scheduled time that you define. If the program
has a hard completion date and you want to pace users, this
option is useful.
6. Click Create Program.
Task overview: Learning Programs: Bundled Courses in a Syllabus [page 237]
Related Information


8.2 Creating Agendas for Learning Programs
Create agendas for programs to define the activities that take place during the program.
Context
Agendas group and order learning activities for a program. For example, you can create an agenda that includes
online videos, courses, writing exercises.
● You can group activities with sections. For example, you can put all videos together and then group each course
with its writing exercise.
● You can order activities by placing some sections earlier in the agenda and some activities earlier in the
section. If order is critical to your agenda, be sure to check the progress restriction that you set on the
program.
 Note
Do not add more than 100 activities in an agenda.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Programs .

2. Search for the program that you want to build an agenda for or add a new program.
3. With the program open, click Edit in the Agenda tile.

4. To add sections, go to the Add sections area.
Field Description
[number] / 100 You can have a maximum 100 sections in your program.
Type a number of the section that you want to add. For ex
ample, if you type 3, then you add a section in the third posi
tion.
[number] [weeks | days | no duration] each In the number box, type the number of days or weeks that
users should have to complete the section. In the weeks,
days, or no duration list, select the unit of measure for the

Field Description
number. If you select no duration, you do not need to provide

a number.
A section is a group of activities under a title. You edit the title after you add the section. You can translate the
title for users of different languages.
Next Steps
To add activities, go to Add Activities.
Related Information

8.3 Adding Items to Learning Program Agenda
Add learning items to a program agenda to track users' completion.
Context
Add items to a program agenda to set up the sequence of learning that users experience at run time and track
completion at the learning item level. An agenda can have up to 200 activities per section.
For example, you might want a user to complete a Workplace Safety learning item as part of an onboarding
program. You can track whether the user completed Workplace Safety.
When you create a program's agenda and add items, think about how you want to structure the timeline of the
program: What should users experience and in what order? How long should the first experience take?

Add links, text, and HTML activities to direct users to view online content. You can also add external courses to
program agendas when you want to add Open Content Network courses to your program.
Procedure
1. Go to Learning Activities Programs
2. Click Edit in the Agenda tile.

3. To add an item to a section in your agenda, you must add it by type:
Choice Description
Scheduled A Scheduled program type has fixed start and end dates.
Duration-based A Duration-based program type has a fixed duration but

users can start at different times.
Open-ended An Open-ended program type is self-paced with no time limi

tations.
4. To add activities, go to Add Activities.

5. Click Scheduled Only to add an instructor led course that takes place at a scheduled time.
6. Click Online Only to add an online course that users launch from a link in their assignments tile.
7. Click Scheduled and Online to add a course that is blended, with some sections take place online and some
sections take place at a scheduled time with an instructor.
8. Click Other to add a learning item that doesn’t fit into the categories above. For example, you can add an
acknowledgment for reading a book.
9. Click External Course to search for and add Open Content Network courses.
External Courses are differentiated in the agenda. You know that you’re adding a link to an external content
server at the Open Content Network provider as opposed to your Preferred Content Solutions server.
10. Click Link to add a link. Enter the following information:
Field Description
Title/Description Enter a title and description to help users understand what

happens when they click the link. For example, if the link
contains a video, you might tell users to adjust their audio
settings. You can communicate to them about other compo
nents of the learning experience, such as surveys.
URL Specify the URL that directs the user to the correct page. We
recommend that you test the link as the user would experi
ence it and copy it from the browser into the Enter URL box.
Required Select Required to require the user click the link to complete
the program.
11. Click Text or HTML to add text or HTML. Enter the following information:

Field Description
Title/Description Describe what the users read at run time. In HTML activities,
you can use HTML to format your text. In text activities, you
can enter plain text.
Required Select Required to require a user open the HTML or text ac
tivity and view it to complete the program.
The system can’t know if users comprehend what they read, but it can know if users clicked to view the
content. To test understanding of required links, text and HTML, consider adding an Exam Object .
Related Information

8.4 Learning Programs Basic Settings
The basic settings of a learning program control its behavior and basic attributes.
This field... ...Is used as follows
Type Type is set when you add programs and can’t be changed dur
ing editing because many rules follow the type of a program.
For example, you must propagate changes to a scheduled type
program.

Assignment Type An assignment type informs how critical a user's assignment is

to the user because each assignment type can be associated
with a priority. Even if an assignment type is not associated
with a priority, users generally understand that an assignment
whose type says it is "required" demands their attention more
than one that is "optional."
Assignments are enumerated in References Manage
Users Learning Assignment Types . They are visible to the

user and can be localized.
Completion Status Completion status is a central element of SAP SuccessFactors

Learning. It determines whether your users receive credit for
their courses and if they receive follow up evaluations or an ap
proval process. For example, when learning administrators re
cord learning for an employee, they can record a completion
status of “pass” or “fail”.
To create structure around completion status, SAP Success

Factors Learning uses item types. Item types are a category of
course that makes sense for your company (for example, “on
the job training” or “certification course”). Each item type can
have one or more completion status that you define. For exam
ple, a certification item type might have strict completion sta
tus of pass and fail, but a professional development item type
might have completion status of pass, fail, and incomplete.
 Tip
Keep your list of completion statuses small to avoid com
plexity in your system. Many companies can use simply
“pass” and “fail”.

Progress Restriction Progress restriction controls how users navigate the program.
It’s particularly important if ordering is important in your pro
gram. You can decide to reveal new sections when the previous
section is complete or you can choose to reveal sections at a
set time.
Hours This is the amount of time that a user should expect to spend
on the program. Users can see the hours and use them to de
cide if they have enough spare time on top of their workloads
to engage in the program.
Completion Points Completion points are the amount of points that we report to
the gamification server when users complete the training. The
gamification server calculates the points to return badges, sta
tus, and other social learning features.
Enable User Ratings If selected, users can rate the program in the library.
Certificate Template This is the template for users' completion certificates. The
template sets the look and feel of the certificate that users see
when they complete the program.
Source In SAP SuccessFactors Learning, Sources identify the entity

where the training originated. Different companies use source
differently, but examples include the developer of a course, the
organization or regulatory body that requires the item, or the
Open Content Network (OCN) partner. For example, if you im
port courses from Skillsoft, you can add it as a source. Learn
ers can filter their course search results by your sources. For
example, they can filter their results by all Skillsoft courses or
all LinkedIn Learning courses.
You typically import learning item sources during implementa

tion and then review them periodically. To see your learning
item sources, go to SAP SuccessFactors Learning administra
tion and then go to References Learning Activities
Sources . You associate the sources with training in (for ex
ample) Learning Activities Items Summary tab .
Image URL/File These are different ways that you can add an image to help
users orient themselves to the program.
Contact's Email The email address of someone who is responsible for the pro
gram.

ing the record and how to use it. For example, if you’re working
to return. Likewise, if you’re working with an item or class re
cord, you can note why you created or modified the record. All
comments are intended for administrators only and cannot be
Parent topic: Learning Programs: Bundled Courses in a Syllabus [page 237]
Related Information

8.5 Viewing the Assignment Profiles that Assign a Program
View the assignment profiles that assign a program when you want to know how the program gets automatically
assigned to users.
Context
You often want to know how programs are assigned to users. Although programs are sometimes assigned directly,
they are more often automatically assigned by an assignment profile. The automatic assignments are also more
difficult to troubleshoot. You can start by looking for all assignment profiles that automatically assign the program.

Procedure

2. Find and open the program that you want to investigate.
3. Expand Assignment.
Related Information

8.6 Translating Learning Program Titles and Descriptions
Translate learning program titles and descriptions so that employees an see them in their own language.
Procedure

2. Open the program that you want to translate.
3. Click .
4. Enter or edit the translated text for the language you’re translating.
5. Click Save.

Related Information

8.7 Associating Learning Programs with SAP Jam Groups
Associate learning programs with SAP Jam groups to create a space for users in the program to share knowledge.
Prerequisites
SAP Jam is licensed separately and you need a license to add the groups to programs. You also need to integrate
SAP Jam to SAP SuccessFactors Learning.
Context
Associate SAP Jam groups with programs to create a space for users in the program to access content, discuss
events, and other information. If you provide links into SAP Jam groups in the program agenda, users can visit the
SAP Jam groups and join them independently.
When you associate a new SAP Jam group with the program, you can define the group settings that affect SAP
SuccessFactors Learning. After creating the group or associating it with the program, you can edit more settings.
Procedure

2. Find and open the program that you want to associate with a group.
3. In Jam Groups, click Edit.
4. Find and add the group that belongs with this program.

Related Information

8.8 Adding Learning Program to Libraries
Add learning programs to catalogs so that users can find them in their catalogs and participate in the programs.
Procedure

2. Find and open the program that you want to add to libraries.
3. Go to Publishing and then choose Add.
4. Search for the libraries or categories you want to associate with the program, and choose the Results tab.
5. Select your choice and choose Add.
6. Choose Done.
Related Information


8.9 Viewing the Programs in Competencies
View the programs in competencies when you know the competency and want to see the programs that refer to it.
You often view the programs in competencies when you are troubleshooting.
Procedure
1. Go to Learning Administration and then go to Learning Activities Competencies .

2. Find and open the competency you want to troubleshoot.
3. Go to Programs.
Results
You can see the programs that are mapped to the competency.
Related Information


9 Curricula: Bundled Courses in Qualification
Tracks
A curriculum is a set of courses for which you want to closely track users' completion to make sure that they qualify
for some standard set by your company, your organization, or a regulatory body that oversees you.
A curriculum is a set of one or more courses (learning items) that users must successfully complete to be qualified
or remain qualified to do a thing or be a thing. For example, you might have a set of courses that your employees
must complete to be allowed to lead an off-site retreat. Because of the legal issues of responsibility, you want to
closely track users' completion. Or, especially in industries like food and drug, nuclear, or other high risk
enterprises, you might be regulated by an organization (the Food and Drug Administration in the United States, for
example). You want to closely track that users have been trained to handle food and drugs, nuclear material, and so
on.
Curricula also offer extensive rules to provide some flexibility for how users reach their qualification. You can, for
example, create a curriculum for your employees to stay current with network security. But because your
employees come from all backgrounds (some managers, some salespeople, some Information Technology (IT)
people), you might want to give them some flexibility when they choose courses. A salesperson might want a
course called "Network Security at Customer Sites" but a manager might want a course called "Helping your Team
Keep a Secure Network." Furthermore, you might want your IT employees to take these sorts of high-level courses
but also deep-dive into the technical details of a secure network. You can construct these kinds of scenarios with
curricula.
Because you can construct complex scenarios with curricula, they can be complex to implement. If you want to
simply assign a group of courses to users, you don't want to create variations on assignment, and you do not need
close tracking of completion, you should consider a program.
9.1 Qualification Strategies in SAP SuccessFactors Learning
Before you create curricula to manage users' qualifications, consider the components of your strategy.
When you approach your curriculum qualification strategy, the flexibility of SAP SuccessFactors Learning can be
overwhelming, but you can design a qualification strategy that fits your needs by thinking through these questions.
Do you Need Retraining as Part of your Qualification Strategy?
Retraining means that users must periodically complete the same course. For example, users might need to retrain
on CardioPulmonary Resuscitation (CPR) every year. You would say that your qualification strategy has an annual
retraining period for CPR.
● If you need retraining in your qualification strategy, then you can use curricula to create a retraining system.
● If you do not need retraining, consider using a learning program. Learning programs are simpler to create and
manage, but you give up retraining.

Curricula: Bundled Courses in Qualification Tracks PUBLIC 251
How Easy Should it Be for Users to Lose their Qualification?
You can create a qualification system that forces users to be incomplete even if they are completing an assignment
outside of normal curriculum assignment: for example, if they retake a course optionally before it is due for
completion. If you select Force Incomplete on a curriculum or on a substitute for a learning item, then even if users
pass a course the first time, if they decide to take it again before their due date and fail it, then they are forced into
an incomplete status for the curriculum.
How Much Flexibility do you Want to Give Users?
You can give users some flexibility to meet their qualifications:
● By default, to be considered complete in a curriculum, a user must complete all required content in the
curriculum by the required date.
● You can create choices for users to, for example, complete one of a subset of three learning items in the
curriculum or complete a number of contact hours from a pool of learning items. You create these more
nuanced requirements by creating learning requirements and then attaching them to the curriculum.
● You can offer users substitute learning items. For example, users can enroll into a more advanced fire safety
course as a substitute for a less advanced fire safety. Or, you can allow users to enroll into pool lifeguard course
that includes certification for Cardiopulmonary Resuscitation (CPR) as a substitute for a course that teaches
only CPR (and not the water rescue parts of the pool lifeguard course). Because the goal is be certified in CPR,
it doesn't matter if the certification comes from a lifeguarding course or from a CPR certification course. You
crate substitutes on learning items.
How Much Credit do you Want to Give Users for Past Completion?
For each assignment in a curriculum, you can look back at users' learning completions and give them credit for
recently completed assignments. For example, you can say that if users completed their CPR certification in the
last year, they should get credit for it in the current curriculum. You decide how far back SAP SuccessFactors
Learning should look for completions.
How to Choose Between Curricula and Programs [page 253]

When you want to user group learning into a syllabus, you can use either programs or curricula.
Advantages of Programs [page 253]

Programs are designed to be both flexible and structured.
Advantages of Curricula [page 254]

Curricula are designed to be strict for compliance, regulators, and audits.
Curricula and Programs Feature Comparison [page 255]

Use this table to compare individual features of the system and to understand how the feature works with
curricula and how it works with programs.

252 PUBLIC Curricula: Bundled Courses in Qualification Tracks
Related Information
9.1.1 How to Choose Between Curricula and Programs
When you want to user group learning into a syllabus, you can use either programs or curricula.
When you want to set up a user group of learning assignments for users, you can choose to create programs or to
create curricula. Each has their strengths, but in general, the difference is a about compliance:
● If your courses lead to compliance through a regulator who audits you, choose curricula.
● If your courses don’t lead to compliance through a regulator but are a syllabus of courses, choose programs.
Compliance applies to regulated industries, like life sciences. An auditor can look through a company's training
entities to check that employees have been properly certified for their jobs. If an employee isn’t certified, then the
regulator can fine the company.
Parent topic: Qualification Strategies in SAP SuccessFactors Learning [page 251]
Related Information

9.1.2 Advantages of Programs
Programs are designed to be both flexible and structured.
Learning programs afford flexibility to organizations that want to design a timeline or a syllabus of learning. For
example, during an on-boarding program, an organization would want to provide users with a link to a welcome
video from the company CEO. The organization isn’t interested in tracking users' correct viewing of the document
link, or testing the users after they’ve viewed it to assure that they can be certified. Instead, the organization would
like to order the content so that it makes sense. They want the welcome video to come first.
Programs have tracking capability at the cost of a little more configuration. Your learning administrators can create
a learning item (a trackable unit of learning) in a program to track who has completed that learning item.
Continuing the on-boarding example, an organization would want to track users' completion of their employee
handbooks: they would want users to acknowledge that they’ve received the handbook. The organization can
create a handbook learning item and assign it to the program, which in turn assigns it to the users in the program.
We created programs because we found that some customers were using curricula to group courses into a
syllabus, but the customers weren’t regulated. Instead, they wanted to create a structured learning experience for

users, but they wanted it to be flexible. They wanted structured learning experiences like an on-boarding program
or a company policy/ethics program. Because curricula are intentionally designed to do the opposite, customers
were frustrated with the rules and rigidity of curricula.
Related Information

9.1.3 Advantages of Curricula
Curricula are designed to be strict for compliance, regulators, and audits.
We designed curricula with compliance in mind: Curricula support detailed tracking of compliance and
qualifications for highly regulated industries. If a regulator can fine you because an auditor discovers that your
worker isn’t certified, then curricula are designed for you.
If you need workers to pass learning audits, then you need strict standardization. Curricula are designed to require
every user to complete their assigned curriculum in the same exact way as all other users assigned the curriculum.
They face the same retraining rules, the same prerequisite rules, and the same schedule.
Designing curricula is highly flexible. You can design a curriculum with different retraining triggers and retraining
periods, with unique prerequisite rules, and with different requirements. But after you implement the curricula –
after you assign it to the first user – the curriculum becomes rigid to assure standardization: every user must follow
the same rules as you designed the rules.
If you’re regulated and audited, you want your compliance system to be rigid during its implementation. If you
aren’t regulated, however, that rigidity becomes a burden.
Related Information


9.1.4 Curricula and Programs Feature Comparison
Use this table to compare individual features of the system and to understand how the feature works with curricula
and how it works with programs.
Feature Curricula Programs
Learning Item Prerequisites Govern when a user can participate in the Any prerequisites set at the learning item
learning item by checking to see if the are ignored.
user has completed the prerequisites.
Learning Item Approvals Govern when a user can participate in the Any approvals set at the learning item are
learning item by seeking approval (for ex ignored.
ample, from a supervisor).
Learning Item Due Dates Govern when a learning item is due. Any due date set at the learning item
level is ignored. Due dates are set implic
itly based on the duration of the program.
Completion and Compliant In curricula, a user can be compliant but In programs, users have either com
not complete and that state can change pleted or not completed the program.
over time for reasons of retraining.
Certificate of Completion Users can only obtain certificates of com Users can receive a certificate of comple
pletion at the learning item level, not at tion for the program.
the curricula level.
Learning Content Learning content must be internal to the Learning content can either be internal
Learning Management System (LMS): (items) or external (links, or custom ac
Learning items and other curricula. tivities).
Retraining Curricula fully support retraining to stay Programs don’t support retraining. If you
current on compliance. want a user to repeat a program, you
must assign it again.
Credit for past completion Users can obtain credit for past item Users can obtain credit for past item
completions based on a curriculum-level completions based on an item-level con
configuration set by the Learning Admin figuration set by the Learning Adminis
istrator. trator.
Order of Assignments All learning items are assigned at once Activities are revealed to users as they
with different due dates so that users can enter the timeframe that the activities
see the entire compliance regimen. must be completed in so that users
aren’t overwhelmed.
Requirement Pools Curricula support requirement pools, Not supported.

which are a way of saying that user must
complete requirements from a user
group (pool) of requirements.

Feature Curricula Programs
Change Control Any change to a curriculum is driven to Changes can be sent to users who are
all users to enforce standardization of currently assigned the program or you
learning. can grandfather the change so that only
newly assigned users see the change.
Registration Users must register for upcoming learn Users can be auto-registered into classes
ing classes in the curriculum so that ap when they’re assigned to a program.
provals can be met and prerequisites
checked.
Commerce Supported. Not Supported.
Related Information

9.2 Adding Curricula
Add curricula when you want to bundle a set of courses together and you want to create rules for completion and
reassignment.
Prerequisites
Because curricula are a collection of learning items that a user must complete, before you create a curriculum,
make sure that you’ve created the learning items that you need. If you need to search for learning items that you
need for the curriculum, you can go to Learning Activities Items .
Context
In most cases, you create curricula when your users need to maintain a qualification. For example, you might have
an Information Technology (IT) security qualification that you want your users to maintain. When you create

curricula, you can set up flexible requirements for those users to meet to reach their qualification, you can set
retraining periods so that they keep their qualification current, and you can create grace periods that allow users to
earn credit for qualification work they already completed.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Curricula .

2. Click Add New.
3. Complete the basic information about curricula.
4. Click Add.
1. Curriculum Details Fields [page 257]

Curriculum details fields control the basic information and behavior of curricula.
2. Adding Content to Curricula [page 259]
A curriculum is a collection of content that the user must complete to maintain a qualification, so you add
content to the curricula to build the components of the qualification.
3. Adding Document Links to Curricula [page 290]
Add document links to curricula if you have a document that matters to the curricula: for example, a
document that describes the qualifications of a curriculum.
4. Adding Curricula to Libraries from the Curricula Workspace [page 291]
Add curricula to libraries so that users can browse and search for the curricula inside their libraries.
5. Creating Curriculum Overview Pages [page 293]
Create curriculum overview pages to add to the information users get when they click a curriculum title.
9.2.1 Curriculum Details Fields
Curriculum details fields control the basic information and behavior of curricula.
In Curriculum Details, you can view or edit the settings for a curriculum.
This field... …Is Used as Follows
Active When a record is inactive, most of the system does not include

Creation Date When you create a new curriculum entity, the system automat
ically populates the Creation Date box with today’s date.
Curriculum Type If you associate the curriculum with a type, then the system
categorizes the curriculum with other curricula of the same
type (for example, Automotive, Health and Safety, Product
Training, or Communication Skills). Associating the curriculum
with a type is useful in searching for or reporting on all curric
ula of the same type.
Description Because the content of this box appears in the user interface
and in reports, we recommend that you enter a description
that helps users identify the entity or its purpose.
Require E-Signature With this checkbox selected, the system requires an electronic
signature for every item in the curriculum when adding learn
ing history for a user who is assigned to the curriculum. An e-
signature is required even if you haven’t enabled electronic sig
natures for that specific item entity ( Learning Activities
Items Item Details ).
When you enable electronic signatures, you force the system

to prompt administrators, users, instructors, or others for an
ID, a PIN, and sometimes a meaning code to proceed with a
process (for example, adding learning history, submitting a
performance review, or submitting a competency assessment)
that requires an electronic signature.
 Note
You must globally enable electronic signatures ( System
Administration Configuration Global Application
Settings ) to enable this control.
For more information about how you can configure access to

entities, see Security.

Subsequent Failures Reset Curriculum Status When you select Subsequent Failures Reset Curriculum Status,
the system calculates whether the status of the curriculum
should be “Complete” or “Incomplete” based on a user’s most
recent attempt at completing any one item in the curriculum.
If the user fails their most recent attempt at completing the
item, then the system sets the status of the entire curriculum
as “Incomplete”. If you clear this checkbox, then the system
sets the status of the curriculum to “Complete” if users com
plete any “For Credit” items within the required time frame.
Title Because the text that you type in the Title box appears in the
user interface, we recommend that you create a curriculum ti
tle that helps users understand what the group of items in the
curriculum have in common. For example, if all items in the
curriculum apply to office management, then the title could be
Office Management.
Parent topic: Adding Curricula [page 256]
Next task: Adding Content to Curricula [page 259]
9.2.2 Adding Content to Curricula
A curriculum is a collection of content that the user must complete to maintain a qualification, so you add content
to the curricula to build the components of the qualification.
Context
In Learning Activities Curricula Contents , you can add or remove one or more items, requirements, or
subcurricula to or from the curriculum. When you add content to the curriculum, you can click the Move Up or
Move Down buttons to change the display order of any item, requirement, or subcurriculum, to control how the
content appears in the user interface. You might change the display order of the content to suggest to users which
item, requirement, or subcurriculum they should complete first when two or more pieces of content are due on the
same day.
Changing the display order of content doesn’t affect any due dates or sequence of due dates.
You can also click the Expand button for any piece of content to view more information from the item, requirement,
or subcurriculum record.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Curricula .

2. Find and open the curriculum that needs new or edited components.
3. Go to Contents and click Manage Content.
4. Click and then choose the kind of content you want to add.
○ Add items if that item is a part of the qualification, either directly (the user must complete that item) or
through a requirement that asks the user to complete some number of items assigned to the curriculum.
○ Add requirements if you have set up requirements to grant some flexibility to completing the qualification
(for example, some number of hours from all learning items or some number of learning items).
○ Add subcurricula if you structure your qualifications with sub qualifications (for example, to earn an IT
qualification, users must earn an IT Security qualification, an IT Networking qualification, and so on.
5. When you’re finished adding contents, close the edit view.
Next Steps
Although you can configure the contents and add them at the same time, we recommend that you build out the
contents first and then return to configure them.
Task overview: Adding Curricula [page 256]
Previous: Curriculum Details Fields [page 257]
Next task: Adding Document Links to Curricula [page 290]
9.2.2.1 Creating a Requirement Group
Create a requirement group when you want to give users a choice: they can complete any of the requirements in
the group to mark that assignment complete for the curriculum.
Prerequisites
Before you can create requirement groups, you must create the individual requirements. To create requirements,
go to Learning Activities Curriculum Requirements .

Procedure

2. Find and open the curriculum with the requirements you want to group.
3. Click Contents.
4. Click Manage Content.
5. If you need to add the individual requirements, click and then add the requirements that you want to group.
6. For the requirements that you want to group, select the requirements' Select box.
7. Click Group Requirements.
You see Create Requirements Group.

8. Type a name for the group in Group Description.
Use a group description that describes what the requirements accomplish together. For example, if the
requirements are all about business ethics and together address your users' needs to address ethical situation,
you could type Business Ethics.
9. Complete the retraining fields as you would for any other curriculum content.
10. Click Create Group.
Related Information
When to Use the "Number of Hours of Specified Hour" Learning Requirement Type [page 422]
When to Use the "Number of Hours of Specified Hour Type from Pool of Items" Learning Requirement Type [page
423]
When to Use the "Number of Items from Pool of Items" Learning Requirement Type [page 425]
Learning Requirements [page 426]
Adding Requirements [page 415]
Allowing Users to Fulfill a Requirement with Hours from Any Learning Item in a Curriculum [page 416]
Allowing Users to Fulfill a Requirement with Hours from a Subset of Learning Items in a Curriculum [page 417]
Allowing Users to Fulfill a Requirement with Learning Items from a Subset of Learning Items in a Curriculum [page
419]
9.2.2.1.1 Using Requirement Groups
Use these tips to build more complex requirement systems by combining requirements into groups.
Use requirement groups when you want to give your users some flexibility for completing requirements. For
example, you can offer users a choice: they can enroll in five hours of introductory ethics courses to fulfill their
ethics requirement or they can take at least one advanced ethics course from a pool of ethics courses. The
relationship between the requirements within the group is an OR condition, so that when requirements are grouped
the user has to satisfy but one of the requirements in the group.

Example: Giving Users Choice with Requirement Groups
In this example, the system has an accounting curriculum with three learning items in it:
● Accounting 100: 2 Credit Hours

It also has an introductory ethics sub-curriculum:
● Ethics 101: 2 Credit Hours

It also has an advanced ethics seminar sub-curriculum:

You can use requirement groups to give users an option: they can either take five credit hours from the introductory
ethics sub-curriculum or they can take one of the three seminars offered as advanced ethics. You might do this if,
for example, you retrain the users every year and require an ethics learning component every year. For users who
see the same ethics classes year after year, they might want to take the option of the harder, but original, ethics
seminar.
To create this option for users:
1. Go to Learning Activities Curriculum Requirements and add a new requirement for the Ethics 101, 102,
and 103 courses. You want users to complete five credit hours from among those courses.
○ Make the requirement type Number of Hours of Specified Hour Type from Pool of Items.
○ Add the requirement to complete five credit hours.
○ Add the Ethics 101, 102, and 103 courses to the pool of items in the requirement.
2. Go to Learning Activities Curriculum Requirements and add a new requirement for the Ethics 201, 202,
and 203 courses. You want users to complete at least one of those courses.
○ Make the requirement type Number of Items from Pool of Items.
○ Add the requirement to complete one course.
○ Add the Ethics 201, 202, and 203 courses to the pool of items in the requirement.
3. Go to Learning Activities Curricula Contents , click Manage Content, and add the requirements above to
the curriculum.
4. Select the requirements and then click Group Requirements.
With the requirements in a group, you can configure the requirements together. Users interact with the group as if it
were one requirement: the initial assignments and retraining assignments, for example, apply to the group. Users
can retrain themselves by either fulfilling the five credit hours for Ethics 101, 102, or 103, OR they can retrain
themselves by completing one of the Ethics 201, 202, or 203 seminars.
 Note
You can have other requirements outside the group. For example, you might also have a requirement that users
complete 15 hours of accounting courses in this same curriculum. The accounting requirement doesn’t affect
the ethics requirement group.

9.2.2.1.2 Requirement Groups
Requirement groups allow you to connect requirements with an "or" operator: users can complete one requirement
or a second requirement to complete the curriculum.
When you assign requirements in a curriculum, users must complete each individually assigned requirement to
complete the curriculum. For example, you might want to say that users must complete ten credit hours (one
requirement) and also complete one of three learning items (a second requirement). You don't want to consider the
user complete for the curriculum until that have done both: completed ten credit hours and completed one of the
three learning items. In this case, you don't want to create a requirement group: you want the curriculum to assess
each requirement separately.
You might, however, want to give users a choice between more than one requirement. For example, for example,
you might want to say that users can complete ten credit hours (one requirement) or they can complete one of
three learning items (a second requirement). It doesn't matter to you which one they complete, as long as they
complete one of the requirements, their assignment is complete. When users can complete one requirement or
another requirement to complete the curriculum, those requirements are in a requirement group.
9.2.2.2 Creating an Annual Retraining Period Based on Users'

Completion Events
Create an annual retraining period to require that users complete a learning item every year beginning on the date
that they last completed the assignment.
Context
The overwhelming majority of our customers create curricula that require users to retrain on a learning item every
year based on their last completion and they give users some initial period (usually 30 or 60 days from
assignment) to complete the training the first time.
For example, they want to give users 60 days from the original curriculum assignment to complete the training the
first time (the initial period) and then for each subsequent retraining, they want to require users to complete the
training every year from the date of their last completion.
Procedure

2. Find and open the curriculum you want to change.
3. Click Contents.
5. For each individual assignment in the contents that users should retrain on annually, click its Edit link.

6. To set the initial and retraining periods, in the Update Data for Curriculum Requirement for the Curriculum area,
set up your periods.
 Note
When calculating required date, SAP SuccessFactors Learning counts full periods starting at the end of the
current period. In this case, for day periods, it calculates starting at Midnight on the current day. Imagine a
user who is assigned a curriculum on October 1 and has 15 days to complete the initial assignment. The
calculation starts from 00:00 on October 2 (the next full day) and counts 15 days, giving you a required
date of October 16 at 24:59:59 hours.
Setting Value
Initial Number Most customers choose a 30 or 60 day initial period. This gives users 30 or 60
days to complete the assignment the first time. Subsequent retraining is handled
by retraining properties.
Initial Period Days

Initial Basis Event
Required Date Basis Assignment Date
Retraining Number 365
Retraining Period Days
Retraining Basis Event
7. In Previous Completions, decide how far back in users' histories you want the system to look for completions.
When a curriculum is assigned, SAP SuccessFactors Learning evaluates the learning history for the assigned
users. If it finds a previous completion, then it marks the assignment complete. If you set up retraining, it also
uses that completion date to calculate the next required date. To understand how far to look back in users'
learning history for a completion, SAP SuccessFactors Learning uses the value in Ignore Previous Completions
Older Than.
○ We recommend that you set a value for Ignore Previous Completions Older Than to limit how far SAP
SuccessFactors Learning looks back for completions. We recommend a value because you want to prevent
SAP SuccessFactors Learning from finding very old completions. For example, if a user who completed an
item a very long time ago (for example, 5 years) and that item is now part of a curriculum that has yearly
retraining assignments, then the new curriculum assignment shows up as being 4 years overdue.
○ A safe strategy is to select Ignore Previous Completions Older Than and set a number of days equal to the
amount of days in your shortest period. For example, if you have a 30 day initial period and a 365 day
retraining period (this is common), enable Ignore Previous Completions Older Than and set it to 30.
8. In Effective Date decide when the assignment should take effect.
Effective Date grandfathers changes into the curriculum. If you add a new assignment to the curriculum, and if
you set the effective date into the future, then SAP SuccessFactors Learning allows users' curricula to remain
complete until the effective date. Before the effective date, users who have a complete curriculum remain
complete even if they haven't completed this assignment. After the effective date, if users have not completed
the assignment, they are incomplete for the curriculum.

 Note
If an assignment's Assignment Type that makes the assignment required, then you must also provide an
effective date so that SAP SuccessFactors Learning can calculate the status of the curriculum based on all
required assignments.
For example, imagine a user who has successfully completed all of the items in a curriculum and whose current
status for that curriculum is Complete.
○ If you add a new item to the curriculum and set the effective date to a future date, then SAP
SuccessFactors Learning sees the assignment as effective on that future date, skips the assignment when
evaluating the completeness of the curriculum, and keeps the user's status Complete.
○ If you add a new item to the curriculum and set an effective date to a past date, then SAP SuccessFactors
Learning sees the assignment as immediately effective, sees that the assignment is incomplete, and
changes that user's status to Incomplete.
9. In Assignment Type, select how you want to define this assignment.
We recommend that you add required assignment types only. If you add an optional assignment type, the user
experiences it as required because curriculum assignments remain on users' learning plans indefinitely and
has a required date based on the effective date. The only way for a user to clear an optional assignment made
by a curriculum is to complete it (either complete it themselves or have a history record added on their behalf).
As an alternative to adding optional assignments to a curriculum, you can add an assignment profile that looks
for users who completed this learning item and then recommends the optional assignment.
 Note
When you add assignment types, you also must add an effective date because the effective date calculates
the required date.

11. Click Return to Content Data.
Next Steps
Repeat the process for all content that you want users to retrain on.

9.2.2.3 Creating an Annual Retraining Period Based on a
Fixed Date
Create annual retraining based on a fixed date when all users must complete their qualification assignments on the
same date, regardless of when it was assigned.
Context
Most customers want to create annual training periods based on users completion, but some customers need to
create retraining periods based on fixed dates. For example, if a regulatory body enforces a deadline of April 15 for
all training, regardless of when users received the assignment or when they were hired, you need to create an
annual retraining period based on a fixed date of April 15.
Procedure

3. Click Contents.
5. For each individual assignment in the contents that users should complete by the fixed date, click its Edit link.
6. To set the initial and retraining periods, in the Update Data for Curriculum Requirement for the Curriculum area,
set up your periods.
 Note
When calculating required date, SAP SuccessFactors Learning counts full periods starting at the end of the
current period. In this case, for day periods, it calculates starting at Midnight on the current day. Imagine a
user who is assigned a curriculum on October 1 and has 15 days to complete the initial assignment. The
calculation starts from 00:00 on October 2 (the next full day) and counts 15 days, giving you a required
date of October 16 at 24:59:59 hours.
Setting Value
Initial Number Most customers choose a 365 day initial period, but you could use a different
number. This is the window of time from the basis date that users can complete
their initial assignment. For example, if Basis Date is April 14, users have 365 days
from April 14 (April 15 of the next year) to complete their assignments.
Initial Period Days

Initial Basis Calendar
Required Date Basis Ignore this setting.

Setting Value

Retraining Basis Calendar
7. In Threshold, decide a threshold after which users are added to the next initial period.
Threshold is a number of days before the end of the initial period. If users receive this assignment before the
threshold, they must complete it within the current initial period. If they receive this assignment after the
threshold, they must complete it in the next initial period. For example, if the initial period is annual and ends on
April 15, and the threshold is 15 days, then users who receive their assignments on April 11, 2009 (after the
threshold) must complete their initial assignment by April 15, 2010 (the end of the next annual initial period).
Users who receive their assignments on March 11 (before the threshold) must complete their initial training by
April 15, 2009.
If you select Entire Period, then the required date for the item will always be due at the end of the same period
that it was assigned. For example, if the initial period is annual and ends on April 15, then even a user assigned
on April 15 must complete the assignment that day.
If you select Days and leave the value empty or blank, then SAP SuccessFactors Learning ignores the threshold
setting. The required date for the item is at the end of the next full period. A user who receives an assignment
between April 15, 2009 and April 15, 2010 must complete initial training by April 15, 2011 (the end of the next
full period).
8. In Previous Completions, decide how far back in users' histories you want the system to look for completions.
When a curriculum is assigned, SAP SuccessFactors Learning evaluates the learning history for the assigned
users. If it finds a previous completion, then it marks the assignment complete. If you set up retraining, it also
uses that completion date to calculate the next required date. To understand how far to look back in users'
learning history for a completion, SAP SuccessFactors Learning uses the value in Ignore Previous Completions
Older Than.
○ We recommend that you set a value for Ignore Previous Completions Older Than to limit how far SAP
SuccessFactors Learning looks back for completions. We recommend a value because you want to prevent
SAP SuccessFactors Learning from finding very old completions. For example, if a user who completed an
item a very long time ago (for example, 5 years) and that item is now part of a curriculum that has yearly
retraining assignments, then the new curriculum assignment shows up as being 4 years overdue.
○ A safe strategy is to select Ignore Previous Completions Older Than and set a number of days equal to the
amount of days in your shortest period. For example, if you have a 30 day initial period and a 365 day
retraining period (this is common), enable Ignore Previous Completions Older Than and set it to 30.
9. In Basis Date, select the day before the fixed calendar date in the year that you want initial and retraining
periods to begin.
You select the day before because the calculations are based on midnight. The basis date is the date that SAP
SuccessFactors Learning uses to calculate periods. A 365 day period with the basis date of April 14 is April 15 of
the next year.
10. In Effective Date decide when the assignment should take effect.
Effective Date grandfathers changes into the curriculum. If you add a new assignment to the curriculum, and if
you set the effective date into the future, then SAP SuccessFactors Learning allows users' curricula to remain
complete until the effective date. Before the effective date, users who have a complete curriculum remain
complete even if they haven't completed this assignment. After the effective date, if users have not completed
the assignment, they are incomplete for the curriculum.

 Note
If an assignment's Assignment Type that makes the assignment required, then you must also provide an
effective date so that SAP SuccessFactors Learning can calculate the status of the curriculum based on all
required assignments.
For example, imagine a user who has successfully completed all of the items in a curriculum and whose current
status for that curriculum is Complete.
○ If you add a new item to the curriculum and set the effective date to a future date, then SAP
SuccessFactors Learning sees the assignment as effective on that future date, skips the assignment when
evaluating the completeness of the curriculum, and keeps the user's status Complete.
○ If you add a new item to the curriculum and set an effective date to a past date, then SAP SuccessFactors
Learning sees the assignment as immediately effective, sees that the assignment is incomplete, and
changes that user's status to Incomplete.
11. In Assignment Type, select how you want to define this assignment.
We recommend that you add required assignment types only. If you add an optional assignment type, the user
experiences it as required because curriculum assignments remain on users' learning plans indefinitely and
has a required date based on the effective date. The only way for a user to clear an optional assignment made
by a curriculum is to complete it (either complete it themselves or have a history record added on their behalf).
As an alternative to adding optional assignments to a curriculum, you can add an assignment profile that looks
for users who completed this learning item and then recommends the optional assignment.
 Note
When you add assignment types, you also must add an effective date because the effective date calculates
the required date.

13. Click Return to Content Data.
9.2.2.4 Curriculum Content Settings
Curriculum content settings control how SAP SuccessFactors Learning calculates required dates for assignments
in curricula.
This field... Is Used as Follows...
Initial or Retraining Number SAP SuccessFactors Learning uses the value that you set for
Initial or Retraining Number (for example, 6) with the value that
you select from the Initial or Retraining Period list (for example,
Months) to determine how often and when to set the required
date for the item in the curriculum.

Initial or Retraining Period SAP SuccessFactors Learning uses the value that you set for
Initial or Retraining Number (for example, 6) with the value that
you select from the Initial or Retraining Period list (for example,
Months) to determine how often and when to set the required
date for the item in the curriculum.
Initial or Retraining Basis If you select Event, then SAP SuccessFactors Learning gives
every user the same amount of time to complete the training,
regardless of when the item is assigned. For example, every
user must complete the training assignment within 6 (the
value you set for the Initial Number box) months (the value you
selected from the Initial Period list) of the "event." The first
event is when SAP SuccessFactors Learning assigns the item
through the associated curriculum; subsequent event dates
are set when the user completes the learning item.
If you select Calendar, then SAP SuccessFactors Learning

gives every user the same required date in each period to com
plete the training. Depending on when SAP SuccessFactors
Learning assigns the curriculum's content, some users might
have a greater amount of time to complete the training than
others. However, no user has less than, for example, 6 (the
value you set for the Initial Number box) months (the value you
selected from the Initial Period list) to complete the training.

Previous Completions When a curriculum is assigned, SAP SuccessFactors Learning

evaluates the learning history for the assigned users. If it finds
a previous completion, then it marks the assignment complete.
If you set up retraining, it also uses that completion date to cal
culate the next required date. To understand how far to look
back in users' learning history for a completion, SAP Success
Factors Learning uses the value in Ignore Previous Completions
Older Than.
● We recommend that you set a value for Ignore Previous

Completions Older Than to limit how far SAP SuccessFac
tors Learning looks back for completions. We recommend
a value because you want to prevent SAP SuccessFactors
Learning from finding very old completions. For example,
if a user who completed an item a very long time ago (for
example, 5 years) and that item is now part of a curricu
lum that has yearly retraining assignments, then the new
curriculum assignment shows up as being 4 years over
due.
● A safe strategy is to select Ignore Previous Completions
Older Than and set a number of days equal to the amount
of days in your shortest period. For example, if you have a
30 day initial period and a 365 day retraining period (this
is common), enable Ignore Previous Completions Older
Than and set it to 30.

Required Date Basis If you select Assignment Date as the required date basis, then
SAP SuccessFactors Learning calculates all of the completion
statuses and next assignment dates based on when the curric
ulum was assigned to a user. Assignment date is the more
common required date basis for event driven assignment.
 Note
Most customers use Assignment Date as their required
date basis because it’s the most accurate and flexible con
figuration. You can assign curricula based on hire date, for
example, so using hire date isn't necessary and can even
break your configuration later. If you decide to assign the
curricula when individual contributors become managers,
you only need to change the assignment profile, not the
curriculum.
The advantage to using hire date is automatic recalculation if

users' hire dates change. If you select Hire Date as the required
date basis, then SAP SuccessFactors Learning uses the value
in Hire Date on the users' entities to calculate completion sta
tus and next assignment dates. If any user's hire date changes
(for example, an administrator changes it manually or SAP
SuccessFactors Learning changes it through a connector),
then SAP SuccessFactors Learning automatically recalculates
required dates.

Threshold If you select Calendar as the initial basis, then you can also set
a threshold for the initial assignment to complete training. If
users are assigned earlier than the threshold, then they must
complete the initial training by the next partial, initial period. If
they’re assigned after the threshold, then they’re put into the
next full initial period.
For example, if the initial period is annual, the period ends on

December 31, so users must complete their initial assignments
on or before December 31. If the threshold is 30 days, then
users assigned (for example) on November 15 must complete
the initial assignment by December 31. Users assigned on De
cember 15 (for example) are put into next year's period: their
initial training is due on December 31 of the next year.
If you select Entire Period, then the required date for the item
will always be due at the end of the same period that it was as
signed. For example, if the initial period is annual and ends on
December 31, then even a user assigned on December 31 must
complete the assignment that day.
If you select Days and leave the value empty or blank, then SAP
SuccessFactors Learning ignores the threshold setting. The re
quired date for the item is at the end of the next full period.
If you select Days and provide a value that is greater than zero,
then SAP SuccessFactors Learning creates a date range:
● The start date of the range equals the start date of the
current period.
● The end date of the range equals the start date plus the
number of days that you entered for the Threshold.
If the assignment date of the item is within that range, then

SAP SuccessFactors Learning makes the required date for that
item equal to the end of the current period. If the assignment
date of the item is after that range, then SAP SuccessFactors
Learning makes the required date for that item equal to the
end of the subsequent period.
 Note
Threshold affects only the required dates for initial assign
ments; it doesn’t affect the periods or required dates for
retraining assignments.

Basis Date If the Initial or Retraining Basis is Calendar, then SAP Success
Factors Learning uses the basis date to calculate the periods
and, therefore, the item's required dates. If Initial or Retraining
Basis is Event, then SAP SuccessFactors Learning doesn’t use
the value in the Basis Date box; instead, it uses the event date
to calculate only the next period and, therefore, the item's next
required date. If another "event" occurs, then SAP SuccessFac
tors Learning uses that event date to calculate the subsequent
period and, therefore, the item's next required date.
Effective Date Effective Date grandfathers changes into the curriculum. If you
add a new assignment to the curriculum, and if you set the ef
fective date into the future, then SAP SuccessFactors Learning
allows users' curricula to remain complete until the effective
date. Before the effective date, users who have a complete cur
riculum remain complete even if they haven't completed this
assignment. After the effective date, if users have not com
pleted the assignment, they are incomplete for the curriculum.
 Note
If an assignment's Assignment Type that makes the as
signment required, then you must also provide an effective
date so that SAP SuccessFactors Learning can calculate
the status of the curriculum based on all required assign
ments.
For example, imagine a user who has successfully completed

all of the items in a curriculum and whose current status for
that curriculum is Complete.
● If you add a new item to the curriculum and set the effec-
tive date to a future date, then SAP SuccessFactors Learn
ing sees the assignment as effective on that future date,
skips the assignment when evaluating the completeness
of the curriculum, and keeps the user's status Complete.
● If you add a new item to the curriculum and set an effec-
tive date to a past date, then SAP SuccessFactors Learn
ing sees the assignment as immediately effective, sees
that the assignment is incomplete, and changes that us
er's status to Incomplete.


When the assignment type is associated with a learning item in

a curriculum, the assignment type determines whether or not
the learning item must be complete for the curriculum to be
complete: if the assignment type is set to required, then the
item must be complete for the curriculum to be complete.
We recommend that you add required assignment types only.

If you add an optional assignment type, the user experiences it
as required because curriculum assignments remain on users'
learning plans indefinitely and has a required date based on the
effective date. The only way for a user to clear an optional as
signment made by a curriculum is to complete it (either com
plete it themselves or have a history record added on their be
half). As an alternative to adding optional assignments to a
curriculum, you can add an assignment profile that looks for
users who completed this learning item and then recommends
the optional assignment.
 Note
When you add assignment types, you also must add an ef
fective date because the effective date calculates the re
quired date.
9.2.2.5 Retraining in SAP SuccessFactors Learning Curricula
Retraining requires users to complete assignments periodically (for example, annually) to keep their qualification
(complete an assigned curriculum).
For companies that maintain their qualifications in SAP SuccessFactors Learning, most have some concept of
retraining: to remain qualified, users must demonstrate their understanding periodically. For example, you might
want users to complete a CardioPulmonary Resuscitation (CPR) course every year: you want users to retrain on
CPR annually.
In SAP SuccessFactors Learning, you can control the length of the retraining period, including a different length for
an initial training period and all subsequent periods. You can also base the retraining on a fixed date or you can use
the users' completion date in the current period to calculate the next period.

9.2.2.5.1 Retraining and Assignment in Curricula
If you define retraining for a learning item in a curriculum, then after it’s assigned for the first time, it remains and
assignment but retraining updates the required date of the learning item on their assignments.
If you add a learning item to a curriculum and if you define retraining for the learning item, then any users who are
assigned the curriculum get the learning item on their assignments. Even after users complete the learning item, it
remains an assignment. SAP SuccessFactors Learning recalculates the required date based on your configuration,
but from your users' perspective, the learning item is permanently assigned.
To describe the experience, consider this example. If users are required to complete security retraining by February
1 every year, the security learning item remains permanently on their My Assignments tile. If they complete the
training in January of 2018, the security learning item remains on their assignments, but the required date changes
from “Required by February 1, 2018” to “Required by February 1, 2019”.
Retraining takes effect after the learning item is assigned for the first time. For example, you can configure a
learning item for retraining but without an initial assignment. Put another way, you assign the curriculum in June
and require retraining every 365 days starting on January 1, but you tell SAP SuccessFactors Learning to allow the
user to just start on January 1. You tell the system, “Don't worry about the time between June and January (the
initial period), just start users in January.”. In this case, the first time the user is assigned the learning item is on
January 1. Before January 1, there’s no required date and there’s no retraining for that user in that curriculum.
Retraining is not a required part of assignment in curricula. For example, you can configure a learning item with an
initial assignment but no retraining. These situations are rare, but building on the example above, you could assign
a curriculum in June with an initial assignment due by January 1 and with no retraining rules. In this case, the
assignment works like any other learning assignment: it drops from the users' assignments after they complete the
assignment.
9.2.2.5.2 Curriculum Retraining Period Time Units
When you set up a curriculum retraining period, you select the unit of time that defines the period.
Curriculum retraining periods are measured in units of time (days, weeks, quarters, or years). You can say, for
example, that users must retrain every 365 days to remain qualified or you can say that they must remain qualified
every 1 year to remain qualified. The time units give you some flexibility to segment your retraining how you need to.
Unless you have a very compelling reason not to, we recommend that you use days because a day is always equal.
The vast majority of our customers use day as their time unit.

9.2.2.5.3 How SAP SuccessFactors Learning Applies
Completion When Users Complete Retraining After
the Required Dates
When users don't complete their retraining assignments by their required dates, SAP SuccessFactors Learning
must decide how to apply the completion.
If a user completes an item after its required date, then the system applies that completion to:
● The current period (if the basis is Calendar). The system can't allow a calendar-based assignment to have a
due or required date that is anything other than the end of the current period. Therefore, to get the proper
credit for a curriculum, the user must complete the item during its intended period.
● The current period (if the basis is Event). In an event-based assignment, the system can allow the period to
extend until the next event occurs (when the user next completes the item). Therefore, after recording the
event, the system sets up a new period and a new required date for the item based on this most recent
completion.
 Note
As an administrator, you can't change the status of a curriculum by manually changing the required date of any
item that is in the curriculum. The system always uses the settings of the curriculum entity to determine the
correct curriculum status.
9.2.2.6 Walk Through of Event-Based Period Assignment in

SAP SuccessFactors Learning Curricula
Event-based period assignments include many abstract concepts, so using a concrete example can help you
understand how those concepts apply to your business.
Event-based training sets period dates based on the date of one of two kinds of events:
● It sets the initial period based on the curriculum assignment event: the date that this curriculum is assigned to
this user.
● It sets the retraining periods per content item in the curriculum based on the date that the user completed the
last assignment. For example, if you use the most common curriculum configuration, event based and 365
days, then any time a user completes retraining content in the curriculum, their next required date is set 366
days into the future.
 Note
When calculating the next required date for a period, you always add one time unit, because the calculation is
based on the midnight at the end of the current time unit. For example, if you set retraining periods 365 days,
the effective retraining period is 366 days. It’s 366 days because SAP SuccessFactors Learning calculates in full
time units like full days: if a user completes an assignment at Noon, SAP SuccessFactors Learning ignores the
time between Noon and Midnight and calculates the end of the next period from Midnight. The twelve hours
between Noon and Midnight are seen as an extra day by users.
Whether users are late or early in their retraining assignments, they don't get extra time:

● When users are late, they don't get extra time to complete retraining. For example, if you say that retraining
should occur every six months, and if it takes a user seven months to complete the learning item, the user is
one month late and now has only five months to complete the learning item again.
● When users are early, they don't get extra time to complete retraining. For example, if you say that retraining
should occur every six months, and if it takes a user just one month to complete the learning item, the next
required date is still calculated based on the user's completion event not the end of the existing period.
Therefore, the user still has six months from their completion event to complete the retraining.
Event-Based Retraining Walk-Through, First Settings
Retraining Period Parame

ter Value
Initial Number 6
Initial Period Months
Initial Basis Event
Threshold Not available with event basis
Retraining Number 6
Retraining Period Months
Retraining Basis Event
Basis Date Not needed with event basis
Effective Date 4/09/2009
The following time line can help you visualize how SAP SuccessFactors Learning calculates the initial training period
and the retraining periods in this example.

Event-Based Item Assignment for Curricula
In this example, the initial period begins at the curriculum assignment event and the retraining periods begin at the
individual users' completion events:
1. The curriculum (and therefore its contents) are assigned on April 10, 2009. SAP SuccessFactors Learning uses
the initial number (6) and the initial period (months) to calculate the required date for the initial period.
Because users must have a full period to complete their assignments, SAP SuccessFactors Learning calculates
the initial period based on the start of the next full initial period unit (in this case, months). Therefore, if a user
is assigned the curriculum on April 10, SAP SuccessFactors Learning gets the start of the next full time unit
(May 1, 2009) and calculates six months from that date. The end of the initial period, therefore, is November 1,
2009.
2. Imagine that a user in this curriculum completes training (gets a completion event) on July 15, 2009. The user
is entitled to a full period from this event to complete retraining. Therefore, SAP SuccessFactors Learning gets
the start of the next retraining time unit (months), which is August 1, 2009. It then looks at the retraining
number and gets 6. Six months from August 1, 2009 is the day before February 1, 2010. This user's required
date for the content that they completed on July 15, 2009 is therefore Midnight on the last day of January,
2010.
3. Assume that this same user completes the content again on October 15, 2009. SAP SuccessFactors Learning
uses the same rules (get next month, add six months, and set required date to Midnight the day before that
date). The retraining period for that content is Midnight on the day before May 1, 2010.
4. In reality, most users wait until just before the next required date to complete their content. In the case of this
user, the user completes the next learning event in April of 2010, so SAP SuccessFactors Learning calculates
the next required date to October 10, 2010, and so on.

Why Long Period Units Aren’t Recommended
Because each period begins on a completion event, and because SAP SuccessFactors Learning uses the start of
the next retraining period for its calculations, we don’t recommend long period units like years or even months. The
longer the time period, the greater risk that you create concurrent periods. To understand why, consider a
retraining period that uses a long period (time unit): years.
Event-Based Retraining Walk-Through, Year Periods
Retraining Period Pa

rameter Value
Initial Number 1
Initial Period Years
Retraining Number 1
Retraining Period Years
For this example, we demonstrate what happens when a user completes an event-based assignment before the
start dates of the initial or retraining periods have started.
Event-Based Item Assignment with Initial Number/Period and Retraining Number/Period Changes - Years
1. Imagine that a user is assigned a curriculum on April 10, 2009. To calculate the initial period, SAP
SuccessFactors Learning looks at the initial period time unit (years) and finds the start of the next full calendar
year: January 1, 2010. It then gets the initial number (1) and calculates the initial period to end one year from
January 1, 2010: the last day of 2010 (December 31, 2010).
2. Imagine that the user gets the assignment and completes the assignment on July 15, 2009. To calculate the
first retraining period, SAP SuccessFactors Learning looks at the retraining period time unit (years) and finds
the start of the next full calendar year: January 1, 2010 - the same date it found for the initial period. It then gets

the initial number (1) and calculates the first retraining period to end one year from January 1, 2010: the last
day of 2010 (December 31, 2010) - again, the same day it found for the initial period.
3. Imagine that the user sees the assignment and completes it yet again before December 31, 2009. To calculate
the second retraining period, SAP SuccessFactors Learning looks at the retraining period time unit (years) and
finds the start of the next full calendar year: January 1, 2010 - the same date it found for both the initial period
and the first retraining period. It then gets the initial number (1) and calculates the second retraining period to
end one year from January 1, 2010: the last day of 2010 (December 31, 2010) - again, the same day it found for
the initial period and the first retraining period.
 Note
At this point, learning administrators are likely to get questions from the users: why have I completed this
assignment twice and the required date won't change?
4. Imagine that now the user completes the assignment in the first half of 2010. To calculate the third retraining
period, SAP SuccessFactors Learning looks at the retraining period time unit (years) and finds the start of the
next full calendar year: January 1, 2011. It then gets the initial number (1) and calculates the second retraining
period to end one year from January 1, 2011: the last day of 2011 (December 31, 2011).
Why Days Are the Recommended Period
Almost all customers configure their initial and retraining periods to be 365 days. To explain why, consider what
happens when you shorten the period (time unit) from years to days and use the same completion event dates as
the years example.
Event-Based Retraining Walk-Through, Day Periods
Retraining Period Pa

rameter Value
Initial Number 365
Initial Period Days

Event-Based Item Assignment with Initial Number/Period and Retraining Number/Period Changes - Days
1. Imagine that a user is assigned a curriculum on April 10, 2009. To calculate the initial period, SAP
SuccessFactors Learning looks at the initial period time unit (days) and finds the start of the next full day: April
11, 2009 (at 00:00 hours). It then gets the initial number (365) and calculates the initial period to end one year
from April 11, 2010.
2. Imagine that the user gets the assignment and completes the assignment on July 15, 2009. To calculate the
first retraining period, SAP SuccessFactors Learning looks at the retraining period time unit (days) and finds
the start of the next full day: July 16, 2009 (at 00:00 hours). It then gets the initial number (365) and calculates
the first retraining period to end 365 days from July 16.
3. Imagine that the user sees the assignment and completes it again on November 15, 2009. To calculate the
second retraining period, SAP SuccessFactors Learning looks at the retraining period time unit (days) and finds
the start of the next full day: November 16, 2009 (at 00:00 hours). It then gets the initial number (365) and
calculates the second retraining period to end 365 days from November 16.
4. Imagine that this user has learned from experience and realizes that there’s no need to complete the
assignment until late in the retraining period. The user completes the assignment item on November 10, 2010.
Based on the settings, the system creates a new period starting the next day and sets the required date for the
item on November 11, 2011.
9.2.2.7 Walk Through of Calendar-Based Period Assignment

in SAP SuccessFactors Learning Curricula
Calendar-based period assignments include many abstract concepts, so using a concrete example can help you
understand how those concepts apply to your business.
Calendar-based training events set required dates based on a set point in the calendar regardless of when users
complete their training (regardless of their completion event). For example, calendar-based training allows you to

say that retraining should occur every six months, regardless of whether a user completes the training within the
six months. If it takes a user seven months to complete the learning item, the user is one month late and now has
only five months to complete the learning item again.
To understand how calendar-based retraining periods work, we’ll walk you through an example. Each step of the
example adds complexity to the configuration, but we’ll begin the example with a simple configuration: a retraining
period to reoccur every six months whether the user is in the first (initial) period or the second and later
(retraining) periods.
Calendar-Based Retraining Walk-Through, First Settings
Retraining Period Parame

ter Value
Initial Number 6
Initial Period Months
Initial Basis Calendar
Threshold Days, but an empty value in the associated box
Retraining Number 6
Retraining Period Months
Retraining Basis Calendar
Basis Date 4/10/2009
Effective Date 4/09/2009
Calendar-Based Item Assignment
The training periods end on April 10 and October 10 of each year because:
● SAP SuccessFactors Learning starts retraining periods on the basis date, which is April 10, 2009. All
calculations for periods start at that time.
● SAP SuccessFactors Learning looks at the effective date to calculate the overall status of the curriculum. In this
example, it’s the next day after the basis date, which means that the overall status of the curriculum is
incomplete for any user assigned.

● Starting at the basis date of April 10, SAP SuccessFactors Learning starts to build initial periods. In this
configuration, it:
○ Looks at the basis (calendar or event, but calendar in this case) to determine if it should calculate the
periods based on the basis date or on an event. Because it’s calendar, it will calculate its periods based on
the basis date.
○ Looks at the initial and retraining periods to see the time unit that you want to calculate in. In this case it’s
months, so SAP SuccessFactors Learning uses months as its unit of time.
○ Looks at the initial and retraining numbers to see the amount of the time unit that it should calculate into
the future. In this case, the number is 6 in both cases, so both the initial and retraining periods reoccur
every six months starting on the basis date.
When users are assigned the curriculum, SAP SuccessFactors Learning places them in an initial and training
period. Imagine that in this scenario, a user is assigned the curriculum on December 10, 2009. For this user, SAP
SuccessFactors Learning:
● Places the user into the next full initial period because users must have a full period by which to complete the
item. In this example, because the item was assigned (12/10/2009) in the previous period, this user would
have until 10/09/2010 (the end of the initial assignment period) to complete initial assignments.
● After the user completes the assignment during the initial period (4/10/2010-10/09/2010), the SAP
SuccessFactors Learning puts the user into retraining periods.
○ If the user completes the item during the initial period, then the system uses the next available period and
sets the required date for that end of that period (or 4/09/2011 in this example).
○ If the user completes the item late, SAP SuccessFactors Learning system still gives the user a full period to
complete retraining. For example, if the user completes the initial assignment after 10/09/2010, then the
system sets the next required date for the end of the next full period (or 10/09/2011 in this example).

User's Initial Assignment and Reassignment If User Meets Deadline of Initial Assignment

User's Initial Assignment and Reassignment If the User Does NOT Meet Deadline of Initial Assignment
 Note
Going forward in this example, we assume that the user completes all assignments during the correct period
and on or before the required date for the period.
Calendar-Based Item Assignments for Two Users at Different Dates
When two different users have different assignment dates in the same calendar-based retraining periods, the
system calculates the required dates by requiring that users have at least one full period to complete their
assignments. To understand this, imagine two users assigned to the simple calendar-based retraining periods, but
assigned at different dates.
User Assignment Dates
User Assignment Date
User A 3/7/2009
User B 4/5/2010

Calendar-Based Item Assignments for Two Users at Different Dates
● User A receives the curriculum assignment on March 7, 2009. Although the next period end date is April 10,
2009, it wouldn’t be fair to the user to require all work in three days. Instead, users get one full period to
complete their assignments, the user's initial period ends on October 10 (three days and six months away).
After the initial period, the user is put into a scheduled retraining period, where required dates are every six
months.
● User B receives the curriculum assignment on April 5, 2010. Like User A, User B must have one full period to
complete the assignments, so the required date is October 10, 2010. User B is also put into retraining periods
that have required dates every six months.
Changing the Initial Number Value for a Calendar-Based Item Assignment
So far, the example is configured for equal training periods, whether the period was first (initial) or second or later
(retraining). You can also create retraining that gives users a shorter or longer initial training period but keeps the
retraining periods at six months.
 Note
Most customers keep their initial and retraining periods the same length of time, so this part of the example is
rare. Notice that the first full retraining period starts about 3 months after the required date for the initial
assignment. Therefore, if you want the new required date to always be a consistent amount of time from the
required date of the previous completion, then you should use identical values for the initial assignment and
retraining assignments.
To extend the example, let's say that you want to give users a shorter initial period. For example, you might want to
give the user only three months to complete assignments in the first period (initial period). In this case, you set
Initial Number to 3.

Changing the Initial Number Value for a Calendar-Based Item Assignment
When you change the initial number to three (and the initial period remains months), then SAP SuccessFactors
Learning creates three month initial training periods. Now the retraining periods remain in six month increments
(April 10 or October 10: six months apart) but the initial training periods are three months apart (April, June,
October, and January). As a reminder, the periods all start at the basis date, which in this case is April 10, 2009.
When users are assigned something from the curriculum, they have a full period to complete it. But now the full
period is three month for their first attempt at completing it. For example, if users receive an assignment for the
first time on July 20, 2009, their required date is January 10, the end of the first full three month period after the
assignment.
Changing the Initial Number Value for Calendar-based Item Assignment with
Two Users at Different Dates
If you create a shorter initial period, then the system behaves as follows when users receive their assignments on
two different dates.
Example Assignment Dates
User Assignment Date
User A May 7, 2009
User B April 5, 2010

Initial Number Value Changed for Calendar-Based Item Assignment with Two Users at Different Dates
● User A receives the assignment on May 7, 2009.

○ SAP SuccessFactors Learning looks at the next full, three month initial period and finds July 10 to October
10, 2009.
○ User A's required date for the initial period is October 10, 2009.
○ At the end of the initial period, SAP SuccessFactors Learning looks for the next full six month training
period and finds October 10 2009 to April 10, 2010.
○ User A's required date for the retraining period is April 10, 2010.
● User B receives the assignment on April 5, 2010.
○ SAP SuccessFactors Learning looks at the next full, three month initial period and finds April 10 to July 10,
2010.
○ User A's required date for the initial period is July 10, 2010.
○ At the end of the initial period, SAP SuccessFactors Learning looks for the next full six month training
period and finds October 10 2010 to April 10, 2011.
○ User B has a gap between the end of their initial period (July 10, 2010) and the start of the first retraining
period (October 10, 2010 to April 10, 2011). The gap occurs because SAP SuccessFactors Learning puts the
user into the next full, six-month retraining period.
○ User A's required date for the retraining period is April 10, 2011.

Calendar-Based Item Assignment with Threshold
Before this point in the walk-through, the example has said that users must have a full period to complete training.
You can break this rule for initial periods if you change threshold. Threshold affects only the required dates for initial
assignments; it doesn’t affect the periods or required dates for retraining assignments.
If you select Calendar as the initial basis, then you can also set a threshold for the initial assignment to complete
training. If you don't set a threshold, then users with the retraining assignment always have a full period to
complete their training. If you do set a threshold, then SAP SuccessFactors Learning looks at fractions of a period.
You have these ways to set a threshold:
● If you select Entire Period, then the required date for the item will always be due at the end of the same period
that it was assigned.
● If you select Days and provide a value that is greater than zero, then the system creates a date range:
○ The start date of the range equals the start date of the current period.
○ The end date of the range equals the start date plus the number of days that you entered for the Threshold.
● If you select Days and leave the value empty or blank, then the system ignores the threshold setting; there’s no
threshold in this case and the required date for the item is at the end of the next full period.
Calendar-Based Item Assignment with Threshold
To explain the threshold, imagine a 60 day threshold. The three month initial periods split into two zones. The first
zone is the threshold zone. It starts at the beginning of the period and lasts for 60 days. For example an initial
period that begins on April 10, 2009 has threshold zone that lasts for 60 days to June 9. The remaining time (June
9 to July 10) works as a standard initial period. The zones affect assignments as follows:
● If the curriculum is assigned at any time before the basis date (4/10/2009 in this example), then the system
sets the required date for the item at the end of the first available initial period (by 7/09/2009 in this example).
● If the curriculum is assigned during any initial period and during the date range covered by the threshold, then
the system makes the required date for the item equal to the end of the current period (by 7/09/2009 in this
example).
● If the curriculum is assigned during any initial period but after the date range covered by the threshold, then
the system makes the required date for the item equal to the end of the next initial period (by 10/09/2009 in
this example).

In the following image, we laid the threshold periods (cross hatch) over each initial period.
9.2.3 Adding Document Links to Curricula
Add document links to curricula if you have a document that matters to the curricula: for example, a document that
describes the qualifications of a curriculum.
Prerequisites
To add a document link to a curriculum, the document link must already exist in Content Document Links .
Context
Some companies track documents associated with learning activities. In the case of curricula, it can be a
statement of the qualifications issued by an auditing body. For example, the document could describe the required
learning to be considered certified. If you track these documents, you likely want to keep them attached to the
curricula. Importantly, the documents attached to curricula appear to learning administrators and in reports, but
not to users.
Procedure

3. Click Document Links.
4. Click  (Add Document Links) and then choose the document links that you want to associate with the
curriculum.
Next Steps
If you see Yes in the Review column, then the document needs to be reviewed. We recommend that you notify the
appropriate people directly, because SAP SuccessFactors Learning doesn't send notifications when a document
needs review. You probably want to tell the owner of the document and someone knowledgeable with the
qualifications.

Previous task: Adding Content to Curricula [page 259]
Next task: Adding Curricula to Libraries from the Curricula Workspace [page 291]
9.2.4 Adding Curricula to Libraries from the Curricula

Workspace
Add curricula to libraries so that users can browse and search for the curricula inside their libraries.
Prerequisites
To add curricula to libraries, the library must first exist. In most cases, you set up libraries before curricula, so the
library probably exists. If you need to manage or add libraries, go to Learning Activities Libraries .
Context
Add curricula to libraries so that users who have access to the libraries can search or browse for the curricula and
add them to their assignments. When users assign the curriculum to themselves, they’re automatically assigned
learning items that help them fulfill the curriculum.
 Note
You can also add curricula to libraries from the libraries workspace: Learning Activities Libraries .
Procedure

3. Click Libraries.
4. Click  (Add Libraries) and then choose the library that the curriculum has to go into.
Previous task: Adding Document Links to Curricula [page 290]
Next task: Creating Curriculum Overview Pages [page 293]

9.2.4.1 Hiding a Curriculum's Individual Learning Items from
Libraries (from within the Curriculum)
Hide a curriculum's individual items from libraries when you only want the users to browse and find the curricula,
not the learning items.
Context
When you assign curricula to libraries, users can assign themselves a curriculum so that SAP SuccessFactors
Learning automatically assigns learning items that the user needs to complete the curriculum. Users can also find
the individual learning items and assign the learning items to themselves. In most cases, you want users to find the
learning items. For example, if a requirement tells the user to pick three courses out of five, you want the user to be
able to find the three learning items (courses) that meet the requirement.
In some cases, however, you don't want the learning items to be in the library. For example, if you use Force
Incomplete, you can accidentally make it easy for users to become unqualified by adding the learning items. With
Force Incomplete, users can lose their qualification status if they take a learning item outside of a curriculum and
fail it after they passed it inside the curriculum. The user might not take the individual learning item (outside the
curriculum) very seriously because they might not understand the impacts of failing it. In a case like this, you might
want to hide the items.
Procedure

3. Click Libraries.
4. Locate the library that you want to change and click its Remove Items box.
5. Click Save.

9.2.4.2 Adding Categories to Curricula to Organize the
Curricula for Users
Categories organize learning opportunities for users so that they’re easier to find when users are browsing or
searching for opportunities.
Prerequisites
Before you can add categories to curricula, you must first declare them in References Learning Activities
Categories . You typically declare your categories when you first implement and then review your list periodically.
In most cases, when you want to add one to a curriculum, it already exists.
Context
Associate the curriculum with one or more categories (for example, Budget and Accounting or Finance) so that
users can filter by category when they search for curricula in the library.
Procedure

3. Click Categories.
4. Click  (Add Categories) and then choose the categories that you want to associate with the curriculum.
9.2.5 Creating Curriculum Overview Pages
Create curriculum overview pages to add to the information users get when they click a curriculum title.
Context
By default, when users choose a curriculum title, they see the curriculum details, which include the thumbnail, the
description, and some actions that depend on the details of the curriculum. Often, this is enough for users to orient
themselves to the curriculum.
In some cases, however, you can provide additional overview if the description isn’t enough. For example, you want
to orient the user to how the curriculum fits into a broader effort by your company. When you add overview pages,

users see an Overview tab on the end-user environment. When users choose the curriculum title, they first see the
Overview tab and then they can choose Details to see the details.
 Note
Custom cover pages are available when you use the recommended user interface display in System
Administration Application Administration User Settings .
Procedure

2. Find and edit the curriculum that needs a new cover page.
3. In Actions, choose Cover Page.
4. Select a layout for the cover page in Layout.
5. To enable custom content in the sidebar of a layout, choose Add Custom Content in Sidebar Content.
 Note
Add Custom Content appears only if you choose your layout as Right Sidebar or Left Sidebar.
6. To add custom information in the main pane or the sidebar pane, choose  (Gear Icon, Edit Settings).
7. Choose Activate to make your changes available.
8. If you want to activate the cover page later but keep your changes, then choose Save and Close.
Previous task: Adding Curricula to Libraries from the Curricula Workspace [page 291]
9.3 Creating a Substitute Course Relationship
Create a substitute course relationship when you want to allow users to take a substitute course and apply that
credit to a required course.
Prerequisites
Users must have access to both the required course and the substitute course through their library for the
relationship to work.

Context
Substitute relationships are most useful to users who have a required learning item and want to take a substitute
course to get credit for it. The substitute relationship, however, applies even if the original learning item in the
relationship isn’t required.
Procedure

2. Search for and open the learning item that has a substitute.
Search for the learning item that users are most likely assigned: the learning items that they’re required to
complete. You want to add a substitute to that required learning item.
3. Go to Substitutes.
4. Choose Add ( ).
5. Search for the courses that users can take as a substitute for this course (learning item).
6. To add a search result as a substitute, select Add.
7. For each substitute you add, create a map between the credit of your learning item and its substitute.
8. To apply the substitute retroactively, enter a date in Effective Date.
○ If you provide a date in the Effective Date box, and if the user completes the substitute item before that
date, then the system ignores any substitute completions for a user.
○ If you don’t provide a value in the Effective Date box, then the system accepts any completion of the
substitute item.
9. Choose Add.
Related Information
Adding Learning Items to a Library [page 331]

Viewing a Library's Assignment Profiles [page 351]
Substitute Relationship Mapping Fields [page 298]
9.3.1 Curriculum Force Substitute Incomplete Example
If you use Not-for-Credit Status on a substitute, SAP SuccessFactors Learning uses these rules in a curriculum.
To understand how force substitute incomplete works, imagine that you have two courses: CCB-100 and CCB-200.
● CCB-100 is the primary learning item.

● CCB-200 is a substitute for CCB-100: if users can’t enroll into CCB-100, they can fulfill their credit
requirements by enrolling into and completing CCB-200.

You would set this up by going to Learning Activities Items , finding CCB-100 and adding CCB-200 in
Substitutes.
Now imagine that you also want this rule: If a user passes CCB-100 and later fails CCB-200, you want the user to
lose their for credit status. After all, if CCB-200 is truly a substitute of CCB-100, then failing either shows that the
user hasn’t mastered the material. Users lose their for credit status in this scenario when:
● Not-for-Credit Status is populated for CCB-200 in Learning Activities Items Substitutes of CCB-100.
● The completion date of the user is on or after the Effective Date for CCB-200, as set in Learning Activities
Items Substitutes of CCB-100.
● CCB-100 is assigned to the user.
If all of the above are true, then the user receives the status defined in the CCB-100 entity in Learning Activities
Items Substitutes Not-for-Credit Status for CCB-200.
9.3.2 Forcing Substitutes to Act as Primary Learning Items in

Curricula
When a learning item has substitutes and when it’s part of a curriculum, you want the substitute to assign credit in
the same way as the primary learning item.
Context
Substitutes can add a not-for-credit history record for the learning item when users fail the substitute. The result is
that the substitute carries the same weight of failure as does the primary learning item. The curriculum finds the
most recent history record for the learning item, regardless of whether it’s the primary learning item or the
substitute. If that history record is failed, then the users are incomplete for that part of their curricula.
Procedure

2. Find and open the learning items that you want to change.
4. Add a substitute to the learning item if they aren’t added already.
5. For each substitute that you want to behave like the primary learning item set Not-for-Credit Status to a failure
state.
The failure state should be, but doesn’t have to be, the same as the primary learning item. Your goal is to define
what happens when a user passes the primary learning item and later fails the substitute. In most cases, you
want the user to become incomplete in their curricula because they haven’t demonstrated mastery of the
material.

6. Set an effective date for the change in Effective Date.
This is the date that the substitute is effective (when it can be considered a substitute for the primary learning
item). When users' completion date for the substitute is on or after the effective date, and the user meets the
other rules to apply not for credit status, then the rules for Not-for-Credit Status apply.
9.3.3 SAP SuccessFactors Learning Course Substitution
In SAP SuccessFactors Learning, you can allow users to take a substitute learning item to receive credit for a
required learning item.
You often want to create substitute courses to give your users more flexibility to meet their learning requirements.
You define that relationship in the required course by adding substitutes to the required learning item.
Customers typically plan their Learning Calendar for the upcoming year during the autumn. We recommend that
you set up your substitute relationships during this time.
 Note
Substitute relationships affect courses after you create the relationship. Substitute relationships don’t award
credits retroactively.
When you allow users to attend a substitute course for a required course, you create a substitute relationship
between the two courses.
For example, you might require users to complete a CPR certification. You can allow users to complete a lifeguard
certification as a substitution to the original course because it includes CPR as a component.
To define this relationship, go to Learning Activities Items , open the CPR course, and add the lifeguard
course in Substitutes. After you set the substitution relationship between the CPR course and the lifeguard course,
users who complete their lifeguard certification will receive credit for meeting the CPR requirement.

9.3.4 Substitute Relationship Mapping Fields
These fields create the map between the credit users earn on a substitution course and the credit you want them to
earn on the original, required course.
Substitute Relationship Mapping Fields
This Field... Is Used As Follows
For-Credit Status When you or other administrators add a history record for the substitute, and the
substitute's completion status awards credit, the system needs to know which
completion status the user should receive for the original, required learning item.
You select it in this field.
For example, if Workplace Safety is a substitute for A Safe Working Environment,

those two courses can have a different set of completion statuses. Workplace
Safety - the substitute - could have the status of Complete (for credit) and Incom
plete (no credit). A Safe Working Environment could have the status of Pass (for
credit) Complete (for credit), Incomplete (no credit) and Fail (no credit). The sys
tem wants to know, when you post learning for Workplace Safety (the substitute),
and the users' completion status is for credit (in this example "Complete"), what
status should the user have in A Safe Working Environment (the original)? Should
it be Pass (for credit) or Complete (for credit)?
For-Credit Status is affected by Force Incomplete.
Provide Credit for Base Item If Not Assigned Select this if you want to say that any time a user is unable to get credit for a learn
ing item, they lose the credit they already gained for the original learning item -
whether that original learning item is currently assigned to them or not.
When you clear this, you’re saying that the for credit status is applied only when
users are currently assigned the original, required learning item.
Not-for-Credit Status When you or other administrators add a history record for the substitute, and the
substitute's completion status denies users credit, the system needs to know
which completion status the user should receive for the original, required learning
item. You select it in this field.
For example, if Workplace Safety is a substitute for A Safe Working Environment,

those two courses can have a different set of completion statuses. Workplace
Safety - the substitute could have the status of Complete (for credit) and Incom
plete (no credit). A Safe Working Environment could have the status of Pass (for
credit) Complete (for credit), Incomplete (no credit) and Fail (no credit). The sys
tem wants to know, when you post learning for Workplace Safety (the substitute),
and the users' completion status isn't for credit (in this example "Incomplete"),
what status should the user have in A Safe Working Environment (the original)?
Should it be Incomplete (no credit) or Fail (no credit)?
Not-for-Credit Status isn't affected by Force Incomplete.

9.3.5 Learning Substitute Assignment
Learning substitutes have an assignment requirement for recording credit.
To record credit for a substitute learning item and for users to get credit for original learning item, both the original
and the substitute must be assigned to the users. For example, if ITM-2 is a substitute for ITM-1, and you want the
user to get credit for ITM-1 when you record credit for ITM-2, you set up a substitute relationship in the
Substitutesarea of the ITM-1. Then, when you record learning for ITM-2, users who are assigned both ITM-1 and
ITM-2 receive the credit status for ITM-1.
9.3.6 Viewing the Substitutes for a Learning Item
View the substitutes for a learning item to the courses users can complete to receive (or lose) credit for this
learning item.
Procedure
Open the learning item that has the substitute relationships. For example, if you want to see which courses
users can take to substitute for a Cardiopulmonary Resuscitation (CPR) course, open the CPR course.
3. Click Substitutes.
9.4 Removing a Substitute Course Relationship
Remove a substitute course relationship when you previously allowed a course to substitute for a required course
but you no longer want it to substitute for the required course.
Procedure

2. Search for and open the learning item that you want to edit to remove the substitute relationship.
4. In the list of substitutes, find the substitute that you want to remove and then its Remove box.
5. Click Save.
You see a warning to choose the results of the removal.

6. Decide if you want the removal to affect past completions.
○ Yes removes substitute credit for past completions when it removes it from future completions. Users who
received credit through the substitute in the past lose the credit.
○ No removes the opportunity for future substitute credit but doesn’t change past substitute credit. Users
who received credit in the past through the substitute keep the credit.
9.5 Curriculum Assignment and Management
Most of the time, learning administrators troubleshoot, manage, and assign curricula after they are created.
The bulk of a learning administrators time with curricula is spent maintaining the curricula. Typical assignment and
management tasks include:
● Diagnosing how users are assigned to curricula (which strategy assigned users to the curriculum).
● Removing unwanted assignments
● Adjusting the contents of a curriculum either through revisions of learning items or removal of assignments.
9.5.1 Assigning Curricula Directly to Users
Launch Manage Assignments from the curriculum entity to assure that you’re assigning the correct curriculum to
users.
Context
You can assign curricula to users in many ways. When you want to assign specific curricula to individual users, the
most convenient way is through Manage Assignments. When you want to assign one curriculum to many users, we
recommend that you open the curriculum, verify that it’s the correct curriculum, and then click Assign. When you
do it this way, you avoid searching for the curriculum at the beginning of the wizard and you can be sure that you’re
assigning the right curriculum because you’ve looked at it before making the assignment.
Procedure

2. Find and open the curriculum that you want to assign.
3. In Actions, click Assign.

Results
When you click Assign, you launch Manage Assignments with the curriculum already selected in the first steps.

Use the Manage Assignments feature when you want to assign or unassign many learning events to many
users and you want the system to guide you through the process.
Using Assignment Import to Bulk Assign Curricula to Users [page 302]

Use assignment import to bulk assign curricula to users when you have many curricula that you want to
assign to many users at one time and you want to assign them directly (as opposed to using an assignment
profile).
Related Information
9.5.1.1 Assigning Users to Learning Needs in Bulk
Use the Manage Assignments feature when you want to assign or unassign many learning events to many users
and you want the system to guide you through the process.
Context
You can assign learning needs to users in many ways. When you want to assign or remove the assignment of a
specific need to individual users, the most convenient way is Manage Assignments.
 Note
If you make assignments through Manage Assignments, SAP SuccessFactors understands the assignments as
if you assigned each one individually on the user entity. Any rules that apply to manual assignments, therefore,
apply to Manage Assignments.
The phrase Learning Needs encompasses not only course entities (learning items, classes, curricula, and so on)
but also associated assignments like surveys, and so on.
Procedure
1. Go to Learning Administration, and then go to Manage Users Learning Manage Assignments .

2. In Step 1, select the assignment action you want to take and then click Next.

For example, Add Curricula adds curricula to many users' assignments and Remove Surveys removes surveys
from many users' assignments.
3. In Step 2, click add one or more from list to search for users whose learning needs require the change.
4. Search for users with their common attribute and then click Search.
For example, you might want to search a set of users based on a job location. Select Add Items and specify the
location in Job Location. SAP SuccessFactors returns all users in that location.
5. In the search results, click Select all the Users of the search results.
Alternatively, you can select individual users and then click Add. By selecting individual users, you can fine-tune
the set of users.
6. In Step 3, repeat the set-building process you followed for users: use add one or more from list to build the set
of learning needs that you want to add or remove from the set of users. Then, click Next.
After Step 3, the options change depending on what you are assigning and whether you’re adding or removing
the assignment, but the later steps concern the details of the assignment. For example, you might be required
to add an assignment date for curricula so that the system can calculate retraining. This assignment date
might be in the future because you want the reassignment logic to calculate based on a future date.
7. In Step 4, set any parameters you need for the addition or removal of the assignment.
8. Follow the wizard to the end and schedule the assignment job to run.
In rare cases, the assignment can take place immediately. But because Manage Assignments is built for bulk
updates, you usually must schedule a job to run in the background.
Task overview: Assigning Curricula Directly to Users [page 300]
Related Information
Using Assignment Import to Bulk Assign Curricula to Users [page 302]
9.5.1.2 Using Assignment Import to Bulk Assign Curricula to

Users
Use assignment import to bulk assign curricula to users when you have many curricula that you want to assign to
many users at one time and you want to assign them directly (as opposed to using an assignment profile).
Context
We recommend that you use assignment profiles to assign curricula to users so that the assignment changes as
users' attributes change. When you assign curricula directly, you must then remove the direct assignment if the
curriculum no longer applies.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration System

Management Tools Import Data .
2. In Action, select Download Template, and in Record Type, select Curricula Assignment.
3. Click Submit.
The template downloads in your browser. Open the template in Microsoft Excel.
4. Use the comments in the heading of the columns to complete the spreadsheet.
Each row in the spreadsheet is one assignment: one match between a user and a curriculum plus an action.
The tool can add, update, or remove an assignment.
5. After you’ve completed the spreadsheet, save it, go back to System Administration System Management
Tools Import Data , and then make these selections.
Field Choice Description
Action Select Import Data.
Record Type Select Curricula Assignment.
Import Option Select Add to add data (add assignments, in this case),
Update to update data (don’t add assignments in this case
but update existing assignments), or Add and Update to do
both. In most cases, select Add and Update.
Import File Click Choose File to browse to and select your Microsoft Ex
cel file.
Time Zone ID Select the time zone that should be used for the assignment
date and time. The assignment time is the moment that SAP
SuccessFactors Learning processes the row. The time is re
corded in this time zone.
6. Click Submit.
Task overview: Assigning Curricula Directly to Users [page 300]
Related Information

Assigning Curricula to Learners [page 368]

9.5.2 Assigning Curricula to Learners
Assign curricula to learners with assignment profiles so that when users' attributes change, they’re automatically
assigned or unassigned the curriculum.
Prerequisites
Before you can assign a curriculum to learners, you create both the curriculum and the assignment profile that
makes the assignment. You create them in Learning Administration.
● Create curricula in Learning Activities Curricula .

● Create assignment profiles in Manage User Learning Assignment Profiles .
Context
When you assign a curriculum through assignment profiles, users are assigned and unassigned from the
curriculum based on their attributes. For example, if all users in the Information Technology (IT) organization must
remain qualified on IT Security with a curriculum, you can create an assignment profile that looks for all users in the
IT organization and assigns them the curriculum. When users are added to the IT organization, they get the
curriculum assignment. When users are removed from the IT organization, they lose the curriculum assignment.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Manage User Learning Assignment
Profiles .
2. Create an assignment profile and the rules that define who should get the assignment.
3. In Curricula, add the curriculum.
Next Steps
After you add curricula to an assignment profile, you execute changes for the assignment profile to complete the
association of curricula to the learners in the pool. After you execute changes, learners see the libraries as part of
their Find Learning tile.
 Tip
execute changes.

9.5.3 Communicating with Learners in a Curriculum
If you need to send a message to all users who are assigned to a curriculum, you can send that message as an
email from SAP SuccessFactors.
Prerequisites
SAP SuccessFactors sends your communication as an email, which means that the users in the curriculum must
have an email address and your implementation must be connected to an email server.
Procedure
1. Go to Learning Administration and then go to Learning Activities Curricula .

2. Find and open the curriculum that is assigned to the users who you want to communicate to.
3. In Actions, choose Send Email Notification.
Results
When you click Send Email Notification, you launch the Send Email Notification wizard with the recipient population
prepopulated to all users of this curriculum.
9.5.4 Assigning Curricula Through Learning Job Codes
You can attach curricula to Learning job codes to assign curricula to users in the job code without assignment
profiles.
Context
Most companies don't assign curricula through job codes. Instead, most configure assignment profiles to look for
users in this job code and then assign the curriculum to them. The advantage of using assignment profiles is that
they automatically and remove assignments: when users enter and leave the job code, SAP SuccessFactors
Learning automatically adjusts their assignments.

Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to References People Management Job
Codes .
2. Open the job code you want to modify.
3. Go to Curricula.
4. Click add one or more from list and search for the curricula that you want to add.
5. If you want to add a curriculum to users who are currently associated with the job position, select Add curricula
to users who are assigned this job code.
To create a reporting relationship only, clear Add curricula to users who are assigned this job code. Use
assignment profiles to manage the assignment and use job codes' curricula to create reporting relationships.
6. Click Add.
9.5.4.1 The Purpose of Job Codes in Learning
You assign job codes to learning profiles to make learning assignment easier.
Create a job codes when the job code matters for learning assignments. For example, if you want to assign different
types of courses to accounts receivable clerks, cashiers, and quality control engineers, then create those job codes.
After you create the job codes, and add the job codes to learner profiles, you can push a training course to all
accounts receivable clerks.
● You can design an assignment profile rule to look at learner profiles and find all learners who are in the
accounts receivable clerk job code. It pools all accounts receivable clerks (by job code) and assign them the
course.
● You can add curricula in the accounts receivable clerk job code Curricula. All learners who have accounts
receivable clerk as their job code in the learner profile are assigned to the curriculum (for example, an ethics
curriculum)
 Note
A job position is a single instance of a job code, occupied by one user. For example, if you have ten accounts
receivable clerks in your company all sharing the same title and doing roughly the same job, you have one job
code and ten positions for that job code. Job positions remain in Learning because they were a part of Plateau
before it SAP SuccessFactors purchased it. Some existing customers still have job positions, but new
customers can ignore them.

9.5.4.2 Copying a Job Code
View this section if you want to know how to copy a job code.
Context
In the References Poeple Management Job Codes Search Search Results Summary Copy Job
Code... , you can replicate an existing job code with the same content. Thereplicated job code requires a new Job
Code ID.
Procedure
1. Choose the Copy Job Code... button in the Summary tab. .

2. In the Copy Job Code page, enter a New Job Code ID for the copied job code.
3. Enable any of the following check boxes if they pertain to your new job code:
○ Copy curricula data
○ Copy competency data
○ Copy task data
○ Copy job profile data
○ Update Users from old job code to the new one
4. Choose the Reset button to clear the New Job Code ID field and check boxes.
5. Choose the Copy button to take you to the Edit the Job Code page to provide required and relevant information.
Refer to the Learning Items Summary Fields related link for field descriptions.
6. Enable any of the following check boxes if they pertain to your new job code:
○ Automatically assign the curricula when the user is assigned this job code
○ Automatically remove the curricula when the user's job code changes
○ Automatically assign the competency profiles when the user is assigned this job code
○ Automatically remove the competency profile when the user's job code changes
7. Choose the Apply Changes button to add the new job code, or choose the Reset button to clear all fields if you
need to start over.
8. If you want to make another copy of the job code, then choose the Copy Job Code button.
9. If you need to delete the job code, then choose the Delete button.
A prompt asks, "Are you sure you want to delete this job code?" Choose the OK button to confirm the deletion
or choose the Cancel button if you don’t want to delete the job code.
Related Information

9.5.4.3 Adding Competency Profiles to SAP SuccessFactors
Learning Job Codes
Associate competency profiles with job codes to express the kinds of skills and knowledge that the job code
requires.
Procedure
1. Go to SAP SuccessFactors Learning Administration, go to Users Job Codes , and then find the job code
you want to modify.
2. Go to Cpty Profiles.
3. Click add one or more from list and then search for the competency profiles that you want to add.
4. If you want to add a competency profile to users who are currently associated with the job code, select Add
competency profile(s) to users who are assigned this job code.
The Add competency profile(s) to users who are assigned this job code appears in the Results tab after you click
add one or more from list.
If you do not select Add competency profile(s) to users who are assigned this job code before you add the
competency profile, then users who move into this job code have more job-related competency profiles
assigned to them than the users who are currently associated with the job code.
5. Click Add.
9.5.4.4 Adding Competency Profiles to Learning Job Codes
Add competency profiles to Learning job codes to express the kinds of skills and knowledge that the job code
requires so that you can understand the job codes better.
Context
Competency profiles are a set of skills or knowledge that a user should have or know. Learning has competency
profiles because they’re left over from Plateau Learning Management System, before it was purchased by SAP
SuccessFactors. Some customers are grandfathered into competency profiles and can still use competency
profiles as a descriptor of the Learning job code.
Procedure
1. Go to Learning Administration and then go to References People Management Job Codes .

2. Find and open the job code that you want to edit.
4. Click add one or more from list.
9.5.4.5 Removing Competency Profiles from SAP

SuccessFactors Learning Job Codes
Remove competency profiles from a job code to assign the coursework to users in the job code.
Procedure
1. Go to SAP SuccessFactors Learning Administration, go to References People Management Job Codes ,

and then find the job code you want to modify.
3. Select Remove for the competency profile that you want to remove.
4. If you want to remove a competency profile from users who are currently in the job code, then select Remove
competency profile(s) from users who are assigned this job code.
If you don’t select Remove competency profile(s) from users who are assigned this job code before removing the
competency profile, then users who are currently associated with the job code have more job-related
competency profiles assigned to them than the users who move into this job code.
5. Choose Apply Changes.
9.5.4.6 Adding Custom Fields to Learning Job Codes
Add custom fields to job codes to make them easier to find when you search for them.
Prerequisites
Add the set of custom fields that you want to use for job codes in System Administration Custom Fields .
Procedure
1. Go to Learning Administration and then go to References People Management Job Codes

2. Find and open the job code that you want to add custom data to.

3. Go to Custom Fields.
4. Change the values and then click Apply Changes.
Example
For example, your job codes might have a distinction between hourly and salaried. You can add "hourly or salaried"
as a custom field, populate the values, then search for all hourly job codes and all salaried job codes.
Next Steps
After you add custom fields, you can search for job codes by the values of the custom fields.
9.5.4.7 Learning Job Codes Summary
View this section if you want to manage curricula and competency profiles for a job position.
Job Code Fields
This Field... ...Is used as Follows
Description The description of a job position appears throughout SAP SuccessFactors Learn
ing including the user interface and reports.
Details Use the details to describe the job position, including what is required for users of
this job position.
Job Location In SAP SuccessFactors Learning, job locations are a simple list of places where
users work. Job locations are almost always mapped to your Human Resources
(HR) system of record. To see your list of job locations as they were imported to
SAP SuccessFactors Learning, go to References Geography Job
Locations .

This Field... ...Is used as Follows
Job Grade
 Note
Job grades are a part of Plateau legacy compensation and performance prod
ucts, which are in their retirement process.
Job grades are important to both positions and job codes because many organiza
tions have a simple job grade structure but a complicated job code structure. Of
ten managers know when employees are ready to move to the next job grade but
they don’t know which job code to put them into. By associating job grades with
job codes, a Human Resources manager can search for all job codes in a job grade
and help the manager find the job code that fits. For example, a manager might
know that an employee is ready to move to a manager level job grade but might
not know exactly which job code matches. A Human Resources professional can
search all job codes matching the job grade “manager” to find the job code that
fits what the manager has in mind for the user. If you don’t see a job grade that you
want to use, then you can create a new one in the Job Grades section
( References People Management Job Grades ).
Salary Range Minimum, Maximum, and

 Note
Currency
Salary fields are a part of the Plateau legacy compensation product, which is
in its end of life process.
This is the salary information for this job code. Currency is managed in
References Finance Currencies .
Job Families The group in which the job belongs.
Automatic Assignment If you select the following check boxes and a user changes job positions, then you
can verify the changes in several places. In SuccessFactors Learning Administra
tion, the system adds or removes:
● Curricula ( Learning Activities Curricula ) and the items of the curricula
( Learning Activities Items ).

● Competency profiles.
In the user interface, the system adds or removes:
● Curricula and the items of the curricula.

● Competencies of the competency profile
● Competencies of the competency profile to a performance review, if the user
is associated with a performance process that uses a performance review
template that includes the competencies section.

9.5.4.8 Why Learning Job Codes Have Positions
Learning has job positions because they’re left over from Plateau Learning Management System, before it was
purchased by SAP SuccessFactors. Use position management to manage your job positions. Don’t use Learning
positions.
You can use References People Management Job Codes Positions to review all of the Learning positions
that are associated with this job code.
 Note
A job position is a single instance of a job code, occupied by one user. For example, if you have 10 accounts
receivable clerks in your company all sharing the same title and doing roughly the same job, you have one job
code and 10 positions for that job code. Job positions remain in Learning because they were a part of Plateau
before it SAP SuccessFactors purchased it. Some existing customers still have job positions, but new
customers can ignore them.
● You can only associate a position with a job code when you add a new position record. After you save the
position record, you can’t modify its associated job code. Therefore, if you see a position in the table and you
want to move it to another job code, you must inactivate the position and create a new one.
● To mark positions critical, you must associate them with an organization because you mark all positions in an
organization as critical, not individual positions.
9.5.4.9 Why Learning Job Codes are Related to Curricula
When you add curricula to job codes, you can report on the curricula necessary for the job code and you can assign
curricula to users based on their job codes.
Associate curricula with a job code to crate a reporting relationship between job codes and curricula. When SAP
SuccessFactors Learning knows which curricula are required for users to be qualified for a job code, you can report
on that information later.
You can also use the relationship to create assignments, but consider assignment profiles to manage the
assignments. You can just as easily create an assignment profile that assigns curricula to learners and then you can
keep all your automatic assignments in one place.
9.5.4.10 Why Learning Job Codes Have Profiles
Learning has job code profiles because they are left over from Plateau Learning Management System, before it was
purchased by SAP SuccessFactors.
Previously, customers used job code profiles to define what people in that job code should be able to do: skills they
need, languages they speak, and so on. The profiles were an efficient way to build Plateau talent profiles.
You can still use profiles to create a picture of the job profile, but Learning uses the information as read-only. It
simply helps you view what people in that job profile are expected to do so that you can better assign courses to
people in the profile.

9.5.5 Copying a Curriculum
Copy a curriculum to use a current curriculum as a template for a new one.
Procedure

2. Find and open the curriculum that you want to copy.
3. In Actions, click Copy.
4. Type a new curriculum ID in New Curriculum ID.
5. Select what should copy from the original to the new curriculum.
If you select... and click Copy, then SAP SuccessFactors Learning...
Document Link info copies document information from Document Links to the
new curriculum.
Job code relationships copies job code relationship information from Job Codes to
the new curriculum.
Item relationships copies items from Contents to the new curriculum.
Requirement relationships copies requirements from Contents to the new curriculum.
Curriculum hierarchy relationships copies subcurricula from Contents to the new curriculum.
User assignments finds all the users who are associated with the original cur
riculum and adds the new curriculum to the users' Curricula.
Add the new curriculum to the library automatically adds the new curriculum to one or more libra
ries that you select in Libraries.
Cover Page copies the Cover Page to the new curriculum.
Nothing (none of the above) copies only the summary information.
9.5.6 Checking the Assignment Profiles That Assign a

Curriculum
If you want to know the assignment profiles that assign a curriculum to users, you can open the curriculum and
check its assignment profiles.
Context
Often, you want to know which assignment profiles are automatically making assignments of curricula so that you
can troubleshoot how curricula are being assigned. In this case, you know the curriculum, but you don't know which
assignment profiles assign that curriculum. You can start with the curriculum and work back to its assignment
profiles.

 Note
You can add the curriculum to an assignment profile from within the curriculum, but we recommend that you
add the curriculum by opening the assignment profile and adding it there. By going to the assignment profile,
you can check the rules, preview the users, and use the other tools that help you make accurate assignment
choices.
Procedure

2. Find and open the curriculum you want to investigate.
3. Click Assignment Profiles to see the list of assignment profiles that assign the curriculum.
In Assignment Profiles for Curricula, the search bar is enabled when entities are present and is used to filter
results. Searching for Assignment Profiles by Description or ID returns relevant results.
9.5.7 Viewing the Job Codes in Curricula
View the job codes in curricula when you know a curriculum and you want to see which job codes get the
curriculum as an assignment.
Context
When you’re troubleshooting the assignment of curricula to users, you often want to see which job codes are
associated with a curriculum. The job codes are important because when a user is in a job code, and that job code
is attached to a curriculum, the curriculum is automatically assigned to the users. For example, users in a medical
technician job code might need to qualify for medical privacy guidelines. You can attach the medical privacy
guidelines to the medical technician job code so that all medical technicians are automatically assigned the job
code.
If you’re done troubleshooting and need to make a change to the assignment, you can make that change in the job
code record: References People Management Job Codes Curricula .
Procedure

2. Find and open the curriculum you want to investigate.

3. Click Job Codes.
9.5.8 Removing Assignments from the Contents of Curricula

Remove assignments from the contents of a curriculum when the assignment no longer applies to the curriculum.
Context
If an assignment no longer applies to the curriculum, but the curriculum still applies to the users, you can remove
the assignment from the curriculum. For example, if the curriculum qualifies users in Information Technology (IT)
security, and if you want to remove a single retraining item from users, then chances are that the retraining no
longer applies to IT security in your organization. You can open the curriculum and remove the learning item in
Contents.
 Note
When you remove the learning item from the curriculum, you affect all users who are currently assigned the
curriculum: they all lose the learning item assignment.
Procedure

3. Click Contents.
5. For each assignment that you want to remove, select its Select box.
6. Click Remove.
7. Close the Contents popup.
9.5.9 Troubleshooting Individual User Status in Curricula

Troubleshoot user status in curricula when you want to see how an individual user is complying with training in their
curricula.
Context
In almost all cases, curricula are assigned automatically by an assignment profile. For an individual user, your work
is usually to handle the exception cases, check users' status, or to troubleshoot an issue. For example, you might

need to troubleshoot why a curriculum wasn't automatically assigned to the user. Or, you might run the Curriculum
Status report and find an exception: a user who isn't current on their curricula, but should be. In these cases, you
can troubleshoot the individual user's status in a curriculum:
● Check the list of curricula assigned to the user to find missing or unnecessary curricula
● Attach the curricula from the user's job code if that is part of your process but missing from the user
● Check the status by looking at the status and next action date
● Check the history of the user's relationship to the curricula with the assign date
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to People Users .

2. Find the user that you want to investigate, open the user, and then click Curricula.
You see the list of curricula assigned to the user so that you can check that the user is assigned all curricula
that are required. If a curriculum is missing, check the curriculum's assignment profiles to see why this user is
missing from the profile.
3. For each curriculum that you want to investigate, click View Details link.
You see the curriculum details and how the user is performing on the individual learning items or requirements
for the curriculum.
4. To drill into the curriculum and into the items in the curriculum, start by clicking the curriculum title in the list.
The curriculum opens so that you can investigate is structure for problems.
User Curriculum Summary Information [page 317]

User curricula summary settings help you troubleshoot users' curricula. Use them to understand the status
of the user in the curricula.
User Curriculum Details Information [page 318]

The user curriculum details information helps you diagnose the status of an individual user with an
individual curriculum.
Related Information
Curriculum Content Settings [page 268]


9.5.9.1 User Curriculum Summary Information
User curricula summary settings help you troubleshoot users' curricula. Use them to understand the status of the
user in the curricula.
Title The title is a way to identify the particular curriculum from

among all the curricula in the system. The title of the curricula
is a link. Click it to open the curricula. Expand the curricula to
see any subcurricula.
Status This user's status in this curricula.
Expiration The expiration date of the curricula.
Priority The priority of the curriculum. When troubleshooting users'

curricula, use the priority to understand the relative impor
tance of the curricula. Users can see the priority.
Next Action Date The next time that a user must take action. Usually, the next
action date is the next date at which an item in the curriculum
is required. Check the user's learning plan to see which learn
ing item has the next due date.
If the next action date isn’t available, chances are that the user
has completed all the items for the curricula and there’s no
work left to do at this time.
Assign Date The date that the user was assigned the curriculum. You can
change the assign date if you want to override the automatic
assignment date. For example, the automatic assignment sys
tem might miss a user who should have been assigned a cur
ricula on the first day of the year. If you discover the problem
later, you can set the assignment date to the date that the user
should have been assigned the curriculum (January 1).
Add User The add user is the user who added the curriculum to the user.
If the curriculum was directly assigned, then it’s the user name
of the administrator who assigned it. If it was automatically as
signed, then the add user is the system user.
Parent topic: Troubleshooting Individual User Status in Curricula [page 315]
Related Information

9.5.9.2 User Curriculum Details Information
The user curriculum details information helps you diagnose the status of an individual user with an individual
curriculum.
To see the user curriculum details information, go to People Users Curricula  (More) View
Details .
View the Items for the Curriculum
Assignment Date The date that the item was assigned.
Completion Status The current completion status for this user in this learning item
in this curriculum. Completion status affects how users are
complete in the curriculum. A user with a failure status is most
likely incomplete in the curriculum.
 Note
If you set Force Incomplete to false, it’s possible for a user
to fail an item on a second, voluntary attempt and main
tain a passing completion status (credit given). In these
cases, you see a failure date but you also see a passing
completion status.
When you see a failing completion status (credit not given) the
failure is most likely the reason why a user is incomplete in the
curriculum.
Completion Date and Failure Date The date that the user completed and the date that a user
failed the learning item. It’s possible for a user to have both a
completion date and a failure date. Users can take the course
more than once, complete it on one attempt and fail it on an
other.
In most cases, these dates affect the retraining dates (next ac
tion dates) for the user because they’re training events and
most curricula are set up to retrain based on an event.

Effective Date Effective Date grandfathers changes into the curriculum. If you
add a new assignment to the curriculum, and if you set the ef
fective date into the future, then SAP SuccessFactors Learning
allows users' curricula to remain complete until the effective
date. Before the effective date, users who have a complete cur
riculum remain complete even if they haven't completed this
assignment. After the effective date, if users have not com
pleted the assignment, they are incomplete for the curriculum.
 Note
If an assignment's Assignment Type that makes the as
signment required, then you must also provide an effective
date so that SAP SuccessFactors Learning can calculate
the status of the curriculum based on all required assign
ments.
For example, imagine a user who has successfully completed

all of the items in a curriculum and whose current status for
that curriculum is Complete.
● If you add a new item to the curriculum and set the effec-
tive date to a future date, then SAP SuccessFactors Learn
ing sees the assignment as effective on that future date,
skips the assignment when evaluating the completeness
of the curriculum, and keeps the user's status Complete.
● If you add a new item to the curriculum and set an effec-
tive date to a past date, then SAP SuccessFactors Learn
ing sees the assignment as immediately effective, sees
that the assignment is incomplete, and changes that us
er's status to Incomplete.
Required Date Required date is the next date that the user must complete the
required learning item. If the learning item requires retraining
(this is common), the date is calculated from the retraining
configuration in the curriculum.
Retraining Assignments The retraining assignments in the Curriculum Details view is a

brief description of the retraining rules. For example, a com
mon retraining assignment is 365 Days - Event, which means
that the user is required to retrain every year based on their
last completion.
For details about the retraining configuration, go to the curricu

lum and look up the full retraining settings for the learning item
in the curriculum.
Parent topic: Troubleshooting Individual User Status in Curricula [page 315]

Related Information

9.5.10 Diagnosing Incorrect Curriculum Assignments
To remove an incorrect assignment, you must first diagnose how it was assigned because your strategy for
removing the assignment depends on how the curriculum was assigned in the first place.
Procedure
1. Go to Learning Administration, and then go to Learning Activities Curricula .

2. Find and open the curriculum that is incorrectly assigned.
3. Choose Assignment Profiles.
a. Choose each assignment profile in the list to open it and then choose Download Existing Users in Actions.
b. Open the file and review it to find the users with the incorrect assignment.
If you find the users, then you know that this user has been assigned the curriculum through the
assignment profile. Write down the assignment profile name.
c. Choose the back button in your browser and repeat for each assignment profile.
It's important to repeat the process for each assignment profile because the curriculum could have been
assigned to the user through more than one assignment profile. Troubleshoot each one.
4. Choose Job Codes and then make a list of all job codes that use the curriculum.
5. Go to Manage User Learning Manage Assignments .

6. In Step 1, select Remove Curricula and then choose Next.
7. In Step 2, choose add one or more from list and then add users who have the incorrect assignment.
8. Choose Next.
Look for the incorrectly assigned curriculum. If you can find it, then you know that the incorrect assignment
was made directly to at least some of the users.
Next Steps
For each assignment profile that incorrectly assigned the curriculum to the user, troubleshoot the assignment
profile to remove the assignment.
For each job code that you found, troubleshoot the job code assignment.
For each direct assignment, remove the direct assignment.
Check that you scheduled the Curriculum/Program Maintenance process and that it has run.

Unassigning Curricula That Were Assigned Directly [page 321]
If you directly assigned a curriculum and users no longer need the assignment, you can remove the
assignment with the Manage Assignments wizard.
Unassigning Curricula That Were Assigned BySAP SuccessFactors Learning Job Codes [page 322]
If you use job codes to assign curricula to users (this is rare), check the job codes to unassign curricula.
Unassigning Curricula That Were Assigned by Assignment Profiles [page 322]

If you diagnose curriculum assignments and find that incorrect assignments are made by an assignment
profile, you can troubleshoot and fix them.
Related Information
Scheduling the Curriculum/Program Maintenance Process [page 1168]

Scheduling Learning Automatic Processes [page 1165]
Troubleshooting Learning Automatic Processes [page 1160]
9.5.10.1 Unassigning Curricula That Were Assigned Directly
If you directly assigned a curriculum and users no longer need the assignment, you can remove the assignment
with the Manage Assignments wizard.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Manage User Learning Manage
Assignments .
2. In Step 1: Select Management Action, select Remove Curricula and then click Next.
3. In Step 2: Select Users, click add one or more from list and then add users who have the incorrect assignment.
4. Click Next.
5. In Step 3: Removing Curricula, click add one or more from list and then add the curricula that are incorrectly
assigned.
6. Click Run Job Now.
Task overview: Diagnosing Incorrect Curriculum Assignments [page 320]
Related Information

9.5.10.2 Unassigning Curricula That Were Assigned BySAP
SuccessFactors Learning Job Codes
If you use job codes to assign curricula to users (this is rare), check the job codes to unassign curricula.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to References People Management Job
Codes .
2. Open the job code that is assigning the curriculum to the user.
3. Go to Curricula.
4. Click Remove for the curricula that you want to remove.
5. If you want to remove curricula from users who are currently in the job position, then select the Remove
curricula from users who are assigned this job code.
If you don’t select Remove curricula from users who are assigned this job code before removing the curricula,
then users who are currently associated with the job position will have more job-related competency profiles
assigned to them than the users who move into this job position.
Related Information

9.5.10.3 Unassigning Curricula That Were Assigned by

Assignment Profiles
If you diagnose curriculum assignments and find that incorrect assignments are made by an assignment profile,
you can troubleshoot and fix them.
Prerequisites
Although it isn’t required, we recommend that you first remove any direct assignments to save time in this process.

Context
Assignment profiles should automatically unassign curricula. If the assignment profile isn’t automatically removing
the assignment, then chances are that something went wrong with the processes that make the automatic
assignments, the configuration of the assignment profile, or the configuration of the user. To correct the
assignment, you need to troubleshoot the processes, the assignment profile, and the user.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Automatic

Processes Assignment Profile Execute Updates .
2. Look at Last Execution Result and Last Execution to verify that the process ran recently and that it succeeded.
Assignment Profile Execute Updates makes the assignments based on the configuration of assignment
profiles. If Last Execution Result is any value other than Succeeded, then something went wrong with this
process.
3. If the process didn’t succeed, click View Errors to see what went wrong, and then address the errors.
4. If the last execution time is older than you expect, look in Schedule to verify that Schedule This Process is
selected and that the process is running on a reasonable schedule.
5. After you check Assignment Profile Execute Updates, go to Manage User Learning Assignment Profiles ,
and then find and open the assignment profile that you want to troubleshoot.
6. Go to Rules and verify that the rules are correct.
For example, you might have added or removed regions, which might change how you want the assignment
profile to assign curricula based on region. You might be assigning curricula to users in a region even though
the users no longer need the curriculum.
7. If the rules are correct, then open the user's entity in People Users .
8. Look at the user's attributes to verify that they’re correct for the user. If you see that some of the attributes are
incorrect, fix them.
If the assignment profile's rules look for the correct attributes, then there’s a good chance that there’s an
attribute that should have changed in the user's entity but hasn’t. For example, if the assignment profile
assigns the IT security curriculum to all users in the IT organization, it could be that the user's entity indicates
that the user is still in the IT organization even though the user moved out of the organization.
9. Click Curricula and look for the curriculum in the list.
If you find the curriculum, then the curriculum is assigned by the assignment profile, but it’s also directly
assigned. Assignment profiles don't remove directly assigned curricula because we assume that you meant to
directly assign the curriculum and don’t want to automatically remove it with an assignment profile.
10. If you or someone else directly assigned the curriculum in error, select its Remove check box and then click
Save.
11. Go back to Manage User Learning Assignment Profiles , and then open the assignment profile.
12. In Actions, click Update Users and Assignments.
This forces the Assignment Profile Execute Updates process to run with your changes.

Next Steps
After you troubleshoot, check with the user to see if the curriculum is removed from their assignments.
Related Information

9.5.11 Curriculum Assignment Strategies
Choose the correct curriculum assignment strategy based on how you want to build the assignment.
Direct Assignment
Direct assignment connects users to curricula until you remove the assignment. For example, if you assign an
Information Technology (IT) security curriculum to a user, that IT security curriculum remains with that user until
you remove the assignment. Even if the user leaves the IT organization so that it no longer applies, the user keeps
the assignment.
You can make direct assignments in a number of ways:
● You can open a single user's entity in SAP SuccessFactors Learning administration ( People Users ) and
add the curriculum in Curricula.
● You can use the Manage Assignments wizard to directly assign many curricula to many users: Manage User
Learning Manage Assignments .
● You can import a spreadsheet of curriculum assignments: System Administration System Management
Tools Import Data .
Assignment Profiles
Assignment profiles pool users by their attributes and then assign or unassign curricula automatically based on
changing attributes. For example, if you create an assignment profile that looks for all users in the Information
Technology (IT) organization and assigns them an IT security curriculum, then when users are added to the IT
organization, they’re automatically assigned the IT security curriculum. The reverse is also true: if users leave the IT
organization, the IT security curriculum is unassigned.

● To find if the user is associated with an assignment profile, go to the user's Assignment Profiles area.
● To find which of the assignment profiles have the curricula, go to Manage User Learning Assignment
Profiles Curricula .
Job Codes
This is an infrequently used assignment strategy because you can also build an assignment profile that pools users
by job codes. The one advantage to assigning by job code is custom reports. If you want to build a custom report
that looks for curricula by job code, then you should use the job code assignment strategy. Just like assignment
profiles, users' assignments are updated when they move in and out of the job code.
● To find if this user is associated with a job code, look at the user summary area.
● To find if the job code is associated with curricula, go to the user's job code entity in References People
Management Job Codes Curricula .
To force an attachment between the user and the job-related curricula, click Attach Job Related Curricula.
9.5.12 Reassignments from SAP SuccessFactors Learning

Curricula Treated as Single Assignment
SAP SuccessFactors Learning treats all the reassignments made by a curriculum as a single assignment.
If you assign a learning item to users through a curriculum, and if you configure it for reassignment, then you
cannot unassign that single learning item. Instead, you either unassign the curriculum from the user or you remove
the learning item from the curriculum.
● If the retraining assignment no longer applies to the curriculum, but the curriculum still applies to the users,
you can remove the learning item from the curriculum.
● If the reassignment item no longer applies to the user, but the item still applies to the curriculum, you can
unassign the curriculum from the user.
 Note
When you remove the curriculum from users, all learning items in the curriculum are also removed, as well as
the curriculum itself.

9.6 When and How to Decommission Curricula
Decommissioning is a general term for either deleting curricula or deactivating the curricula, but in both cases, you
decide that the curricula should no longer be used.
Learning administrators decommission curricula when they are no longer valid or when they have expired. To
decommission a curriculum, you usually deactivate it. By deactivating it, you have more control over how you
manage the assignments.
In some unusual cases, however, you want to completely delete a curriculum. You most often delete a curriculum
when it has never been assigned or used.
9.6.1 Deleting a Curriculum
Delete a curriculum when you’re developing it, you make a mistake before you assign it, and you want to remove it
from the system (otherwise, you want to deactivate the system).
Context
When you delete a learning curriculum, you remove the learning curriculum completely from the system. You can’t
recover the learning curriculum. Consider deleting learning curriculum when you simply make a mistake: for
example, if you’re developing a curriculum and before you assign it or make it active, you decide it’s unnecessary or
duplicated.
After you activate or assign the curriculum, you shouldn’t delete it completely from the system because you want
to keep it for reporting purposes. When you deactivate a curriculum, you keep the curriculum data in place, but
remove it from active use.
Procedure

2. Find and open the curriculum that you want to delete.
 Note
To deactivate the curriculum: in Actions, click Deactivate.
4. Carefully read the warning about deleting, and then confirm that you want to delete this.

9.6.2 Deactivating a Curriculum
Because curricula have many, and complex, relationships to other parts of SAP SuccessFactors Learning, you must
follow a deactivation process instead of simply inactivating them.
Procedure

2. Find and open the curriculum that you want to deactivate.
3. In Actions, click Deactivate.
4. Select how you want the deactivation to occur.
If you select... Then SAP SuccessFactors Learning...
Deactivate deactivates the curriculum but leaves the relationships in place. For example,
you might want to deactivate the curriculum but leave current assignments and
relationships in place, select Deactivate. It’s more likely, however, that you want
to deactivate the curriculum and remove at least some of the relationships.
Deactivate, Unassign and Remove Deactivates the curriculum and removes the relationships. When you select this,
Relationships SAP SuccessFactors Learning prompts you with all the relationships that are rel
evant to the curriculum you’re deactivating. If a relationship isn’t relevant, you
don’t see it. You might, for example remove it from active libraries but leave it in
assignment profiles.
5. Click Submit.

10 Libraries: Sets of Courses that Learners
can Discover
Libraries define a set of SAP SuccessFactors Learning courses that users can browse, search, and access.
Libraries are a set of learning items (courses) in SAP SuccessFactors Learning. Users are assigned one or more
libraries. When users browse or search for learning, they see the union of all learning items in all libraries that
they’re assigned.
Libraries also define the browsing and searching experience. You can feature some learning items in a library, for
example, and those learning items are prioritized in the browsing experience. You can also change search algorithm
and weights for learning items so that more important learning items appear higher in the results.
When users can find a learning item in their library, they can schedule themselves into the event. If it is a live event,
they can launch the course immediately. If it is a live event, they can enroll into classes of the event or request a
new schedule.
10.1 Creating Libraries

Create SAP SuccessFactors Learning libraries so that users can search for or browse a subset of all learning
opportunities in the Learning Management System (LMS).
Context
When you build the SAP SuccessFactors Learning LMS, you’re building a set of learning items (courses), classes
(courses scheduled to take place at a specific place and time), curricula, programs, and other offerings.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Libraries .

2. Click Add New.
3. In Library ID, provide a unique ID for the library.
4. In Description, type a description that helps others understand the contents of the library.
For example, if this library contains sales and marketing courses for North America, you can call the library
North American Sales and Marketing.
5. In Security Domain, select a security domain to control administrator access to maintain the library.
User access to the library is controlled by assignment profiles, not by the domain you set here. For example, if
your company has learning administrators for North America, you might have a domain called North America.

328 PUBLIC Libraries: Sets of Courses that Learners can Discover
You add the library to the North America domain so that only North American learning administrators can
change the contents of the library. For users, however, you might create an assignment profile that looks for
users in North America and also looks for users in either Sales or Marketing and then assigns that pool of users
to the library so that the North American Sales and Marketing employees can browse and search the library.
6. In Discount Rate, select a rate for users who are members of this library.
 Note
If you aren’t using commerce features to track transactions, then you can ignore Discount Rate. If you’re
using commerce features, then you probably set up your discount rates during implementation. If not, you
can click Add ( )to add a new discount rate for this library.
7. In Contact Email, type the email of the administrator who is responsible for this library so that other
administrators can speak with the owner before making changes.
8. To hide the library while you build it, clear Active.
You can activate the library later when you’re ready to expose it to users.
9. Click Add.
Next Steps
After you create the library, you can add learning content to it and you can change the way that the learning content
behaves. For example, you can add a learning item (a course) to the library and you can feature that course so that
users see it prominently when they browse for courses in their libraries.
After you add content, create an assignment profile to assign the library to users.
1. Library Summary Fields [page 330]

Administrators use the Library Summary fields to manage general information about libraries.
2. Adding Learning Items to a Library [page 331]
Add learning items to a library from the library view when you want to add many learning items to one
library.
3. Adding Curricula to a Library [page 332]
Add curricula to libraries so that users can browse and search for the libraries.
4. Adding Programs to a Library [page 333]
Add programs to a library so that users can find and assign themselves programs and managers can assign
programs to direct reports.
5. Managing the QuickGuides in a Library [page 334]
You can manage the QuickGuides that users publish to libraries to curate the list of QuickGuides.
6. QuickGuides [page 334]
QuickGuides are job aids that users can produce and then upload to their learning libraries to share with
other users.
7. Enabling QuickGuides for Users [page 335]
Enable QuickGuides for users so that your users can create quick how-to content and share it with other
members of the company.
8. Enabling a Library to Receive Collections [page 336]
If you enable it, learners can share collections with each other through a library and administrators can
share collections out to learners.

Libraries: Sets of Courses that Learners can Discover PUBLIC 329
9. Managing the Collections in a Library [page 337]
Manage the collections in a library to control which users can look up and view collections of links that
either an administrator or an end user created.
10. Placing Courses into Featured, New, and Revised Card Categories [page 338]
Per library, place courses into categories so that when users browse for them, they see the courses' cards
in the browsing categories.
11. Setting the Relevance of Libraries' Search Results [page 339]
Set the relevance of libraries' learning items and curricula to influence the relevancy score of users'
searches and move the items and curricula to the top of the list.
12. Setting the Search Tier of Libraries' Search Results [page 340]
Set the search tier of learning items and curricula in a library so that users can group by search tier.
13. Changing the Price of a Learning Item in a Library [page 341]
Change the price of a learning item in a library when you want a particular learning item in a particular
library to have a price that is different from the default price.
14. Best Practices for Curating Learner Published Content [page 342]
When you allow learners to create and publish their own learning content, you often want to curate their
content.
15. Library Options [page 343]
Library options are settings that you can change on individual contents in a library to change the way the
content works in the library.
10.1.1 Library Summary Fields
Administrators use the Library Summary fields to manage general information about libraries.
Name Description
Active When you make an entity inactive, the system doesn’t include
that entity in any searches or reports by default; however,
some searches and reports allow you to override the default so
that you can include inactive entities. You might make an entity
inactive (rather than delete it) if you no longer want to use it
but keep it for a historical record. Because you can’t restore a
deleted entity, we recommend that you delete an entity only
when you make a mistake in some way (for example, if the en
tity ID is incorrect).
Contact Email We recommend that you record the e-mail address of the per
son who maintains or owns the entity so that other administra
tors have a contact if they need to use or modify the entity.
Description Because the content of this box doesn’t appear in the user in
terface or any reports, we recommend that you use the box to
fully explain to other administrators the purpose for creating
this entity.

Name Description
Discount Rate You can associate a discount rate with the library so that users
can purchase items in the library at a discount. You can edit or
create a discount rate in the Discount Rates section
( References Finance Discount Rates ).
the administrators who can access the entity. A security do
main is a security attribute of some SuccessFactors Learning
Administration entities (but not all entities have security do
mains). Your security role determines which security domains
you can access and which functions you can perform. What an
administrator can access and do for an entity depends on how
you configured the permission restrictions of the role ID that is
associated with the administrator. For more information about
how you can configure access to entities, see Security.
Parent topic: Creating Libraries [page 328]
Next task: Adding Learning Items to a Library [page 331]
10.1.2 Adding Learning Items to a Library
Add learning items to a library from the library view when you want to add many learning items to one library.
Prerequisites
When you add learning items to a library, you’re simply associating existing learning items with an existing library,
so both the library and the learning items must exist already.
Context
Often you know a single library and you want to add many learning items to it. For example, if you added many new
networking security learning items, and you want to add them to your information technology (IT) library, you can
go to Learning Activities Libraries , find the IT library and then add all the network security learning items to
the library. If you know one learning item and want to add it to many libraries, then you want to add the learning
item to libraries from the learning item view.

Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Libraries .

2. Search for the library that you want to add the learning items to, and then edit it.
3. Go to Items.
4. Click  (Add Items) .
5. Create a search to find the learning items and then click Search.
6. In Add Item to Libraries, select the Add checkbox for each library that should have the learning item.
7. Select Add Classes to also add classes based on the learning item.
When you add classes, users see future classes offered for this learning item when they browse or search for
learning. They can enroll into classes, provided that they meet any enrollment rules that you have set up. For
example, they might need to seek approval enroll or they could have seats reserved for them.
8. Click the Add button.
In the Items tab for Libraries, the search bar is enabled when records are present and is used to filter results.
Searching for Items by title or ID returns relevant results.
Next Steps
Set the library options for each learning item or change their library prices.
Task overview: Creating Libraries [page 328]
Previous: Library Summary Fields [page 330]
Next task: Adding Curricula to a Library [page 332]
10.1.3 Adding Curricula to a Library
Add curricula to libraries so that users can browse and search for the libraries.
Prerequisites
When you add curricula to a library, you’re simply associating existing curricula with an existing library, so both the
library and the curricula must exist already.

Context
Add curricula to libraries so that users who have access to the libraries can search or browse for the curriculum and
add it to their assignments. When users assign the curriculum to themselves, they’re automatically assigned
learning items that help them fulfill the curriculum.
Procedure

2. Find and open the library you want to edit.
3. Click Curricula and then click  (Add Curricula).
4. Search for the curricula that you want to add, select them, and then click Add.
Next Steps
If you’re using force incomplete, consider hiding the individual learning items from the library's users.
Previous task: Adding Learning Items to a Library [page 331]
Next task: Adding Programs to a Library [page 333]
10.1.4 Adding Programs to a Library
Add programs to a library so that users can find and assign themselves programs and managers can assign
programs to direct reports.
Procedure

2. Find and open the library that you want to manage.
3. Go to Programs.
4. Click  (Add Programs).
5. Find the program that you want to add to the library, select the corresponding checkbox, and click Add.

Next Steps
Set the library options for the programs you added.
Previous task: Adding Curricula to a Library [page 332]
Next task: Managing the QuickGuides in a Library [page 334]
10.1.5 Managing the QuickGuides in a Library
You can manage the QuickGuides that users publish to libraries to curate the list of QuickGuides.
Procedure

3. Check that Include User Published Content is set to Yes.
When Include User Published Content is set to Yes, users can publish QuickGuides to this library. If it's set to
No, then users can't publish QuickGuides to this library.
4. Go to QuickGuides.
5. For each QuickGuide in the list, you can contact the author to manage the QuickGuide.
Previous task: Adding Programs to a Library [page 333]
Next: QuickGuides [page 334]
10.1.6 QuickGuides
QuickGuides are job aids that users can produce and then upload to their learning libraries to share with other
users.
A QuickGuide is a collection of steps with pictures and text. Although QuickGuides can cover any subject, they’re
intended for quick tasks like fixing a paper jam in a copier or transferring a call on an office phone: topics that you
might not create a learning item for but topics that some users know and are willing to share with the rest of the
organization.

Users can see the QuickGuides that they created in My QuickGuides. If they decide to share the QuickGuide with
other users, they can publish it to a library. Administrators control who can create quick guides and whether or not
they can be published (and if they can be published, the set of libraries that can accept them).
Previous task: Managing the QuickGuides in a Library [page 334]
Next task: Enabling QuickGuides for Users [page 335]
10.1.7 Enabling QuickGuides for Users

Enable QuickGuides for users so that your users can create quick how-to content and share it with other members
of the company.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Security Role
Management .
2. Find and open the role whose users should be able to author QuickGuides.
 Tip
Limit your search by Role Type: search for only end-user roles.
3. In Permissions add the permission Author QuickGuides.

5. Go to Learning Activities Libraries .

6. Find and open the libraries where these users should be able to upload their QuickGuides.
Open libraries that are accessible to the users who are in the role that you just updated.
7. Set Include User Published Content to Yes.
8. Go to System Admin Configuration System Configuration LIBRARY and make sure that
catalogSearchCategories[QuickGuide]=true.
Next Steps
To allow users to create QuickGuides with their mobile devices, enable the QuickGuide feature in the SAP
SuccessFactors Human Experience Management (HXM) mobile application.
To change the default settings of QuickGuides, go to System Admin Configuration System Configuration
INCLUDE USER PUBLISHED CONTENT .

Previous: QuickGuides [page 334]
Next task: Enabling a Library to Receive Collections [page 336]
10.1.8 Enabling a Library to Receive Collections
If you enable it, learners can share collections with each other through a library and administrators can share
collections out to learners.
Prerequisites
Read the best practices for user published content in libraries.
Context
You can enable administrators to create collections, you can enable learners to create collections, or you can
enable both to create collections. Regardless of who can create collections, the users need a place to post their
collections to share them. That place is a library.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Learning Activities Libraries .

2. Search for the library that should receive collections and open it.
3. Set Include User Published Content to Yes.
4. Click Save.
Previous task: Enabling QuickGuides for Users [page 335]
Next task: Managing the Collections in a Library [page 337]

10.1.9 Managing the Collections in a Library
Manage the collections in a library to control which users can look up and view collections of links that either an
administrator or an end user created.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Learning Activities Libraries .

2. Find the library that has the collections you want to manage and then click Collections.
3. To add a collection, click  Add Collections.
4. To remove a collection, select its Remove box and then save.
Previous task: Enabling a Library to Receive Collections [page 336]
Next task: Placing Courses into Featured, New, and Revised Card Categories [page 338]
Related Information
Learning Collections: Lists of Hyperlinks [page 383]

Best Practices for Curating Learner Published Content [page 342]
Reporting on Learning Collection Views [page 390]
Looking up Learning Collection Views [page 391]
Enabling a Library to Receive Collections [page 336]
Creating a Learning Collection as an Administrator [page 386]
Enabling Administrators to Create Collections [page 388]

10.1.10 Placing Courses into Featured, New, and Revised Card
Categories
Per library, place courses into categories so that when users browse for them, they see the courses' cards in the
browsing categories.
Context
Card categories are a way to highlight types of courses for users when they browse their libraries. For example, you
might want to feature some courses that are important at a particular time of year (like accounting courses near
tax time) or you might want users to see a category of new courses. You control which courses go into the new,
revised, or featured categories by highlighting the course in the library. These categories can also control which
courses go into the carousel at the top of the browsing screen. By default, featured courses are in the carousel, but
you can configure it differently in System Administration Configuration System Configuration LIBRARY .
Users also see the flag and reason on the course information. This helps users understand more fully why you
flagged the course.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to Learning Activities Libraries .

2. Find the library that contains a course or learning experience you want to highlight and then click Items,
Curricula, or Programs, depending on what type of learning experience you want to highlight.
3. Click  (Edit).
4. In Highlight As, select the category you want to use to highlight the library item.
○ If you don’t select a value, the course or learning experience isn’t added to a category. Users find it by
browsing for it by topic or by searching for it by keyword.
○ New typically means new to this library. Users see it in the course card category for new courses or
experiences.
○ Featured means that you want to put it into the featured category. Often, this means that the course is
important at a particular time of year or because of a company initiative.
○ Revised means that the course isn't new but that it’s updated.
5. In Highlight Until, select the time at which the highlight category is automatically removed.
For example, if you want to highlight a course for two months, you can set its category to featured and then
remove the category in two months. After two months, the highlight category is removed and the card is
removed from the featured card category.
6. In Reason to Highlight, type the reason for highlighting the learning item.
Users see the reason next to the highlight category in the card view. It isn’t currently translatable.

Previous task: Managing the Collections in a Library [page 337]
Next task: Setting the Relevance of Libraries' Search Results [page 339]
10.1.11 Setting the Relevance of Libraries' Search Results
Set the relevance of libraries' learning items and curricula to influence the relevancy score of users' searches and
move the items and curricula to the top of the list.
Prerequisites
You need a library with learning items assigned to it.
You need access to the Edit Library Search Relevance Booster permission.
Context
When users search their library, you might want some learning items to rise to the top of their search. For example,
if a library has two learning items, both involving workplace safety, but one is a general safety class and one is
specific to the group using this library, you might want to rank the specific one higher than the general one. If a
library is assigned to electricians in New York, you want the workplace safety specific to electricians in New York to
be higher than a learning item that is for any employee.
Procedure

3. Go to one of the following places that support search relevance.
○ Items
○ Curricula
○ Programs
4. In Search Weight, add a relevancy score multiplier.
SAP SuccessFactors Learning creates a relevancy score each time a user searches. The relevancy score is
calculated by a search algorithm. The closer the result to the user's search, the higher the relevancy score. The
Search Weight is a multiplier to the relevancy score, so a value of 1 uses the relevancy score that SAP
SuccessFactors Learning found. A value of 2 doubles the relevancy score, and so on. When users sort their
library search results by relevancy, they don’t see the relevancy score on the page, but they’re sorting by the
weighted relevancy score.

Previous task: Placing Courses into Featured, New, and Revised Card Categories [page 338]
Next task: Setting the Search Tier of Libraries' Search Results [page 340]
10.1.12 Setting the Search Tier of Libraries' Search Results
Set the search tier of learning items and curricula in a library so that users can group by search tier.
Context
Companies often have types of learning items that rank higher than other types of learning. For example, you might
want to rank items for certification higher than general knowledge items. With search tiers, you can tag your
curricula and learning items in a library with different types of learning. When searching for learning items, users
can sort by tier to find the most relevant results.
Procedure
1. Decide on your tiers by considering how you want to tag your learning items and curricula and how you want
users to group.
You can have up to five tiers, so think of the five most important themes of learning. Then assign the most
important to tier 1, second to tier 2, and so on, to tier 5.
2. Go to References Manage Labels Labels and search for label IDs that start with
label.catalog.searchresultsbooster.dropdown..
You see five results, each representing one of the five search tiers. For example, Tier1DisplayValue
represents tier one and Tier2DisplayValue represents tier 2.
3. For each of the five tiers, click the Edit button, go to the Locales tab, and type the name of the search tier for
each language.
If your top search tier is “Courses for Certification”, click the edit button for Tier1DisplayValue, go to the
Locales tab, and type Courses for Certification in the English Label Value box. For each additional
language, type the translation of “Courses for Certification” so that users see the search tier in their own
languages.
If you don’t see a locale, you can add it in the Add an Active Locale to the Label area.
4. Go to Learning Activities Libraries Items and set items' search tier.
You aren’t required to set a search tier. Learning items without a tier appear in the bottom of the list, grouped
together.

 Tip
Libraries often have many learning items associated with them. Use the filter (Enter Title or ID) and click Go
to narrow the list of learning items.
5. Go to Learning Activities Libraries Curricula and set curricula's search tier.
You aren’t required to set a search tier. Libraries without a tier appear in the bottom of the list, grouped
together.
Previous task: Setting the Relevance of Libraries' Search Results [page 339]
Next task: Changing the Price of a Learning Item in a Library [page 341]
10.1.13 Changing the Price of a Learning Item in a Library
Change the price of a learning item in a library when you want a particular learning item in a particular library to
have a price that is different from the default price.
Procedure
1. Go to Learning Activities Libraries Items .

2. Click Price Changes.
3. For the currency whose price you want to change, set the price in Price.
4. To change the default currency of the learning item, select its Default button.
Previous task: Setting the Search Tier of Libraries' Search Results [page 340]
Next: Best Practices for Curating Learner Published Content [page 342]
Related Information
Viewing a Library's Assignment Profiles [page 351]

10.1.14 Best Practices for Curating Learner Published Content
When you allow learners to create and publish their own learning content, you often want to curate their content.
In SAP SuccessFactors Learning, we talk about enabling your learners to be content curators because we have
found that your learners are already content curators: they bookmark their own information, they email each other
lists of links, they share instructions that they’ve learned through their own hard-earned experiences, and they’re
often hidden experts in your organization. We also understand, however, that not every employee really is an expert
and not every employee has something to contribute.
 Note
In SAP SuccessFactors Learning, a learner is a security persona: someone who is acting not as an administrator
or an instructor but as someone who would typically consume learning.
Curating the Creators
Not every employee is really an expert, so you can manage the list of learners who you allow to create content. For
example, you can create a new role for collection makers that has the standard permissions but also adds the
permission to create collections. You can assign that role to a subset of all your employees. This enables some
users to create collections but not all users.
Curating the Content
Even if you enable content creation for only some users, those users can create content that you don't want other
users seeing. Because we manage user created content through libraries, you can use libraries to curate the
content. We recommend this strategy for curating the content through libraries:
● Enable a single library to receive user published content and then assign that library to users who you want to
receive user published content.
● Use reports to check the popularity of content in the library. You want to monitor the popularity of content in
the library because they need your attention: if they’re good, you might want to feature them or recommend
them, but if they’re bad, you might want to remove them.
Previous task: Changing the Price of a Learning Item in a Library [page 341]
Next: Library Options [page 343]

Related Information

10.1.15 Library Options
Library options are settings that you can change on individual contents in a library to change the way the content
works in the library.
A library is a collection of learning content that you show to a user. Learning content is, for example, learning items,
curricula, and programs. For some content, you can change the library options, which changes how the content
behaves in the library. For example, setting content to featured brings it to the attention of users when they are
browsing for learning opportunities.
Previous: Best Practices for Curating Learner Published Content [page 342]
10.1.15.1 Library Search Results Booster
Library Search Results Booster is a general term for ways that a learning administrator can raise the visibility of
learning objects in users' libraries.
Administrators can boost a learning item or a curriculum to a higher position in the library search results page
(when users search for courses in the Find Learning tile). Consider boosting results when you have several courses
that have courses with similar titles or that contain the same key words, but you want to boost one of the similar
courses over the other.
The Library Search Results Booster contains two mechanisms:
● Search Weight: You add a multiplier to individual curricula and learning items to increase the relevancy score. A
relevancy score is the result of a search algorithm. You insert a multiplier to the algorithm.
● Search Tier: A search tier is a layer of results. One way to think about it is as a "group by" in search results.
Users can sort by (group by) the tier and then sort within the tier by relevancy. Tiers are ordered 1-5.
10.1.15.2 Advice for Using Search Tier and Search Weight
Before you use search tier and search weight, consider how you use libraries.
Although you can use both Search Weight and Search Tier together, most customers should consider one or the
other depending on your library strategy. Although there is no technical limitation to using them together, consider
how you want learners to experience the boosting strategies.

Most customers can use the default relevancy score for all objects in their libraries. When you use the default
relevancy score, learners find search results that are closest to their search strings. When you add a search weight,
you override the default relevancy score with a multiplier. To hide the search weight, remove the Edit Library Search
Relevance Booster permission from your administrator roles.
Some customers can use library flags in the place of search tiers. Flags work similarly, but have less configuration
and are easier for learners to see. To hide the search tier, remove the Edit Library Search Relevance Booster
permission and remove Tier from catalogSearchSortByOptionsOrder in System Administration
Configuration System Configuration LMS_ADMIN .
Related Information
Library Search Results Booster [page 343]

Placing Courses into Featured, New, and Revised Card Categories [page 338]
Setting the Relevance of Libraries' Search Results [page 339]
Setting the Search Tier of Libraries' Search Results [page 340]
10.1.15.3 Library Options
When you add an object (like a learning item) to a library, you can use library options to change how it behaves
within the library.
You can change the library options for a library entry any place that you associate learning items, curricula, or other
entries into a library.
Library Options
Highlight As, Highlight Until, and Highlight a library entry to categorize it as new, revised, or featured. The highlight cate
Reason gory helps users find learning item from within all the learning items in the library.
If you select a value from the Highlight As list, then you must select a date that the sys
tem removes the highlight category from the item or curriculum in the library. You set the
date in Highlight Until box. The entry remains highlighted until the date that you set in
Highlight Until.
You can type an explanation for why the entry is highlighted in Reason to Highlight. For
example, you tell users that a learning item is featured because of a company-wide initia
tive. You can’t localize (translate) Reason to Highlight.
Remove from Library On This is the date after which an entry disappears from the library. The entry isn’t inacti
vated. It’s only disassociated with the library. The Purge Expired Library Items automatic
process removes expired entries.
Search Weight and Search Tier Search weight and search tier affect the relevance search of a library and the tier that an
entry returns into (respectively).

10.1.15.4 Curricula Fields in a Library
These fields influence how a curriculum behaves in a library.
SKU Stock Keeping Unit (SKU) is a unique inventory ID for each

item in the library. If you know the item's SKU, you can enter it
in the SKU box or click add one or more from list to locate and
select multiple SKUs. You must select the Add checkbox for
each SKU that you want to add to the library. In addition, you
can also select the Add Items to Library checkbox to allow
users to self-register for or launch free-floating items that are
associated with each SKU.
Add Items to Library For every curriculum or SKU that you add to the library, you
can select the Add Items to Library checkbox to allow users to
self-register for or launch free-floating items that are associ
ated with the curriculum.
Available in Library When this read-only field displays the value Yes, the item ap
pears in the library. If this value is No, then you can't associate
the item with a library.
 Note
To change this value, you must find the item SKU in the
Master Inventory ( Finance Master Inventory ) and
select or clear the Available in Library checkbox.
Library Options These are the standard library options for any library entry.
10.2 Assigning Libraries to Learners
Assign libraries to groups of learners so that learners can browse and search for courses in the library.
Prerequisites
Before you can assign a library to learners, you create both the library and the assignment profile that creates the
assignment. You create them in Learning Administration.
● Create libraries in Learning Activities Libraries .


Context
In most cases, you create libraries that meet the needs of specific user groups. For example, you might want to
create a library of engineering courses and a library of business courses. The simplest configuration is to create a
single library and assign it to all learners.
When you assign multiple libraries to the same user, the user gets the union of all courses in all libraries. For
example, if an assignment profile assigns an engineering library and a business library to learners, then the user
sees all learning opportunities from both libraries.
Procedure
Profiles .
○ If you already have an assignment profile that pools learners into a group that should be assigned the
library, search for and open the assignment profile.
○ If you don’t yet have an assignment profile that pools learners into a group that should be assigned the
library, click Add New.
2. Click Rules to check the assignment profile rules to make sure that its pooling learners as you expect or to
create the pool.
3. In Actions, click Download Existing Users to see the current pool of learners.
4. Go to Libraries.
5. Add the library that you want to assign to the pool of learners.
Example
You can add more than one library to the assignment profile. You could, for example, add the Information
Technology Courses for Managers library and also add a Team Building Courses for Managers library. The
managers, in this case, see the union of the information technology and team building courses. They experience
that union as single library: their library. They’re unaware that the Learning Management System (LMS) is merging
two libraries.
Next Steps
After you add the library to the assignment profile, you execute the changes to the assignment profile to complete
the association of library to the learners in the pool. After you execute changes, learners see the libraries as part of

 Tip
execute changes.
10.3 When and How to Decommission Libraries
Decommission libraries when the set of courses is no longer relevant to your users.
Decommission libraries when the library has reached the end of its usefulness and you want to hide its unique set
of courses from users. For example, if you created a library for a sales office in France and a second library for a
sales office in Germany and you decide to consolidate the offices into a single European office, you might want to
create a new European library and decommission the separate German and French libraries.
 Tip
You almost always decommission libraries by inactivating them, not deleting them. Typically, you delete
libraries only if you never exposed them to users.
Before you decommission libraries, you might want to check the library's assignment profiles. If you find
assignment profiles for the library, it could be that another administrator still intends it to be used. You might also
want to keep the library and simply deactivate the assignment profile. To continue the example of the French and
German libraries, you might also want to deactivate the assignment profiles that assigned separate German and
French libraries so that the Assignment Profile Execute Updates process no longer processes outdated jobs.
Inactivating a Library [page 348]

Inactivate a library to keep the library data in place, but remove it from active use.
Deleting a Library [page 348]

Delete a library when you want to remove it completely.
Related Information
Deactivating Assignment Profiles While Preserving Learning Assignments [page 374]

Deactivating Assignment Profiles and Removing its Learning Assignments [page 375]
Deactivating an Assignment Profile [page 373]

10.3.1 Inactivating a Library
Inactivate a library to keep the library data in place, but remove it from active use.
Context
Inactivating a library takes it offline: users can’t access the contents of the library for the time that it in active.
practice.
Procedure
1. Go to Learning Administration, and then go to Learning Activities Libraries .

2. Find and open the library that you want to inactivate.
3. Set Active to Inactive.
Task overview: When and How to Decommission Libraries [page 347]
Related Information
Deleting a Library [page 348]
10.3.2 Deleting a Library
Delete a library when you want to remove it completely.
Context
When you delete a library, you remove the library record completely from the system. You can’t recover the library.
Consider deleting libraries when you simply make a mistake: for example, if you add a library you didn't intend to
add.

As an alternative, you can make it inactive. When you inactivate a library, you keep the library data in place, but
remove it from active use.
Procedure
1. Go to Learning Administration and then go to Learning Activities Libraries .

2. Find and open the library that you want to delete.
3. Click Delete.
Task overview: When and How to Decommission Libraries [page 347]
Related Information
Inactivating a Library [page 348]
10.4 Enabling Learning Recommendations
Enable learning recommendations to allow users, administrators, and the Learning Management System (LMS) to
make learning recommendations to users.
Prerequisites
Customers usually keep one learner security role in Learning that includes all permissions for all learners. If,
however, you select permissions individually, then the user role that should access recommendations should have
the recommendations permissions. For example, Access Personalized Recommendations and Access
Recommendations Tile.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to System Administration Configuration

System Configuration .
2. Edit LMS_ADMIN.
3. Set enableItemRecommendations to true.

When you set enableItemRecommendations to true, learners can recommend learning items and
programs to each other. They have peer to peer recommendation.
5. Go to System Administration Configuration System Configuration PERSONALIZED

RECOMMENDATIONS .
6. Set recommendationsEngineEnabled to true.
When you set recommendationsEngineEnabled to true, learners can receive recommendations from the
recommendations engine.
7. To improve recommendation quality, set catalogSearchDataCaptureEnabled to true.
8. To show users a legal disclaimer to describe the origin of the recommendations engine content, set
enableDisclaimerForTheExternalContent to true.
Results
After you enable recommendations engine:
● SAP SuccessFactors Learning automatically integrates with the SAP Leonardo recommendations engine.
● SAP SuccessFactors Learning automatically sends the configuration SAP Leonardo needs for its
recommendation algorithms.
● SAP SuccessFactors Learning sends a full extract of data to SAP Leonardo during the first integration. After
SAP Leonardo finishes processing the data, learners can see the recommendations from it.
● If you enable it, the Recommendations Newsletter includes recommendations from SAP Leonardo.
Next Steps
Change the legal disclaimer.
10.4.1 How SAP SuccessFactors Learning Finds

Recommendations for the Recommended for You
Library Category
SAP SuccessFactors Learning looks in standard recommendation places to find recommendations for the
Recommended for You library category.
If you’ve configured your system to allow recommendations and a user has at least one recommendation, that user
sees the Recommended for You library category. Before the recommendation can appear in the category, however,
SAP SuccessFactors Learning checks to see if the recommendation is in the users' libraries. If it isn’t in the users'
libraries, then it can’t appear in the category.

10.4.2 Learning Recommendations Tile and Recommended for
You Library Category
You can enable the Recommendations tile, the Recommended for You library category, or both depending on how
you want your system to work.
If you have enabled recommendations, you can choose from different levels of exposure. You can allow the Learning
Management System (LMS) to find the recommendations and expose the recommendations that users have in
their libraries.
If you enable recommendations, users see a Recommended for You category in their libraries. Recommendations
can appear in that category if the course is in the users' libraries. Because the LMS checks that users have access
to the recommended learning experience before they can see it, you effectively have a security check on the
recommendations. This works well if you have a formal structure to your LMS.
10.5 Library Troubleshooting Strategies
Most troubles with libraries are assignment issues, so the library troubleshooting strategies help you see how the
library is assigned and what users see when they’re assigned their libraries.
We recommend that you start library troubleshooting by looking at how the libraries are assigned to users. Then, if
the assignments look correct, make sure that the Assignment Profile Execute Updates process is running properly
to make the assignments. Finally, you can check, from the users' perspectives, how they’re experiencing the
libraries.
Looking at the library from users' perspectives is most helpful if the libraries seem to be assigned properly but
users are experiencing another problem. For example, users might not see the featured courses in a way that you
expect. You can look at the libraries as users experience them.
10.5.1 Viewing a Library's Assignment Profiles
View a library's assignment profiles to see how the library is assigned to users.
Context
When you’re troubleshooting library assignments, you often want to go to a library and see how it’s assigned to
users. SAP SuccessFactors Learning shows you the assignment profiles per library and launches the assignment
profile. Additionally, you can quickly add and remove assignment profiles.

Procedure

2. Find and open the library you want to view.
3. Click Assignment Profiles.
4. To investigate an assignment profile, click it.
The assignment profile editor opens. In the assignment profile, you can look at the rules and users in the
profile.
5. To add an assignment profile, click  (Add Assignment Profiles).
We recommend that you instead go to the assignment profile ( Manage User Learning Assignment
Profiles ), open the correct assignment profile, and then add the library in its Libraries area. By adding the
library through the assignment profile, you can check the rules and the users to make sure that you’re making
the correct selection. Additionally, SAP SuccessFactors Learning does not require you to execute changes for
any assignment profiles that you associate with the library because the system associates the libraries with the
users immediately.
6. To remove an assignment profile, select its Remove checkbox and then click Save.
Before you remove an assignment profile, we recommend that you click it to open it, and make sure that you’re
removing the right one.
10.5.2 Running a Library Search for Users
Run a library search for users when you want to send users a URL that returns specific library search results.
Context
Administrators want to send employees a range of courses. An administrator can know that users need to attend a
course on user experience testing, but allows users to select from available courses in the library. The
administrator wants to run a search for the user experience courses and let the employees see the results. The
users choose the individual offering that fits them best.
Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration Tools Direct Link .
2. In Direct Link Type, select Library Directed Search.
3. In Specify Search Criteria, create a search for the user.
4. Click Display Link.
5. Copy the link and paste it in a message to the users who perform the search.

Results
The user can open a search displaying relevant course results. Note that the search results don’t have browse
functionality.

11 Assignment Profile Process for Bulk
Assignment
When you create assignment profiles, you follow a multi-step process. The many steps help assure accuracy and
performance for a process that assigns many courses (or other things) to many users.
When you create assignment profiles, you first check your prerequisites, you create the assignment profile, and
then you push the assignment profile. The prerequisites are usually handled during implementation, but because
the assignment profile can affect a large number of users, you should check that you’ve populated the attributes
that you want to use to pool the users. You create the assignment profile by adding rules that pool the users into a
group for assignment. Finally, when you push the assignment profile, you execute changes and update users and
assignments for the assignment profile so that it’s ready for the next automatic process run.
11.1 Creating an Assignment Profile
Create assignment profiles to automatically match users with assignments dynamically, based on their attributes.
Prerequisites
● Check users' attributes for accuracy so that they can be captured by the assignment profile rules.
● Check system objects that you want to assign to verify that they’re correct and ready to be assigned.
Context
Create assignment profiles when you want to create a pool of users, based on their attributes, and assign system
objects to the users.
Procedure
1. Go to Learning Administration, and then go to Manage User Learning Assignment Profiles .

2. Choose Add New.
3. Complete the basic information about the assignment profile.
Because assignment profiles are a critical part of the application, you want to carefully record who the
assignment profile was created for and what the assignment profile is meant to address. Use the basic

354 PUBLIC Assignment Profile Process for Bulk Assignment
information to describe why you’re creating the assignment profile and what group, department, or person
you’re creating it for. This information can help you later by preventing you from adding users to a profile where
they don't belong or changing an assignment profile you don't mean to change.
4. Choose Add.
1. Basic Assignment Profile Configuration [page 355]

When you first create an assignment profile, you shape it with this basic configuration, but most of the
changes in assignment profiles are made by changing their rules.
2. Setting Up Assignment Profile Rules [page 357]
Set up the rules of an assignment profile to determine who is added to the assignment profile pool.
3. Executing Changes for Assignment Profile Rules [page 359]
Executing changes attaches the users who are captured by the rules (the pool of users) with the
assignments (libraries, curricula, and so on) in the assignment profile.
4. Manually Updating Assignment Profiles [page 360]
Manually update users and assignments for assignment profiles when you don't want to wait for the
Automatic Process Manager (APM) to pool users according to existing rules.
5. Checking an Assignment Profile Pool [page 361]
Check an assignment profile pool to see the list of users captured by the assignment profile and pooled
together for assignments.
6. Assignment Profile Propagation Status [page 362]
When you’re building an assignment profile, the propagation status tells you how far along you are in the
process of creating the assignment for users at run time.
7. User Attributes Available to Assignment Profiles [page 362]
When you implement SAP SuccessFactors Learning, assignment profile attributes are critical user
attributes because they control how you can pool users together to assign them courses.
11.1.1 Basic Assignment Profile Configuration
When you first create an assignment profile, you shape it with this basic configuration, but most of the changes in
assignment profiles are made by changing their rules.
Active This tells you if the assignment profile is actively making as
signments or not. Because assignment profiles actively make
learning assignments, you can’t simply deactivate them like
other parts of SAP SuccessFactors Learning. Instead, we guide
you through a deactivation process. To deactivate assignment
profiles, click Deactivate in the Actions menu.

Assignment Profile Process for Bulk Assignment PUBLIC 355
Contact Email, and Created For You often want a single person or only a few people to manage
assignment profiles because changes can have far-reaching ef
fects.
If you’re the person in charge of this assignment profile, you

want to type your email address so that other administrators
can contact you about changes and you can manage those
changes carefully. If you’re returning to edit the assignment
profile, you can use Created For to understand the person who
originally requested the assignment profile. Check with this
person before you make changes.
If you’re someone requesting a change, you can use the con

tact email to find the person who can change them for you. Be
sure that the right person's name is in Created For so that you
can coordinate the changes.
Notes The Notes field helps you understand how and why the assign
ment profile was built.
Although you can use the Description field to describe the main
purpose or rationale for creating the assignment profile, you
might need more need space to record additional information
about why you created the assignment profile or any special in
structions for maintaining the entity. In these cases, we recom
mend that you use the Notes field.
Description Because the content of this field doesn’t appear in the user in
terface or any reports, we recommend that you use the field to
this entity.
Parent topic: Creating an Assignment Profile [page 354]
Next task: Setting Up Assignment Profile Rules [page 357]
Related Information


Deactivating an Assignment Profile [page 373]
Setting Up Assignment Profile Rules [page 357]
11.1.2 Setting Up Assignment Profile Rules
Set up the rules of an assignment profile to determine who is added to the assignment profile pool.
Prerequisites
Create an assignment profile and add its basic information.
Context
Rules are the mechanisms that decide users' membership in assignment profiles. Each user entity passes through
the rules in the assignment profile. When the rules resolve to true, the user becomes a member of the assignment
profile. As their attributes change, users are automatically added or removed from the membership of the
assignment profile. If you create assignment profiles that group users by job codes, for example, and users' job
codes change, they’re automatically moved from one assignment profile group to another and their learning
assignments automatically change.
 Tip
You have two tools to help you build assignment profile rules. Preview Users in Assignment Profile shows you the
users that you’re capturing as you build rules. Advanced User Search is a dry run of a rule. For example, if you
want to write a rule that finds all users in a region, you can do an advanced search for all users in that region and
see who the rule will capture.
Procedure
1. If you don't already have the assignment profile open, go to SAP SuccessFactors Learning administration and
then go to Manage User Learning Assignment Profiles .
2. Find and open the assignment profile that you want to edit.
3. Go to Rules.
4. Click Add Domain(s) to add the scope of the rules.
You restrict the assignment profile to run on only some security domains. The restriction is like the first rule in
the assignment profile: users must be members of the selected security domains.
5. Optional: Click Create Group to add a group of rules.

Groups allow you to create more complicated evaluations. Groups are joined by OR. You can think of them as
parenthesis around an equation (Group 1) OR (Group 2). For example, (Job Code = "Senior Sales Associate"
AND Region = "West") OR (Job Code = "Senior Sales Associate" AND Alternate Job Code = "Manager").
6. Click Add Rule to add the rules that users are evaluated against for membership to the group.
a. Select an attribute of users to test.
Attributes are defined by the system and include fields like country/region, address, job code, and so on.
Importantly, custom fields are also part of the attributes, so any custom data in your system can be
evaluated in rules.
b. Select an operator.
Not all operators are available for all attributes. For example, “Is Full-Time” can be either true or false, so
operators like greater than and less than aren’t available.
c. Add a condition to be evaluated.
If you want to evaluate a condition that contains a comma in the value, use “Contains” as the operator. To
use a comma-separated list as a condition, the values can’t contain commas and the operator must be one
of the following: “Matches”, “Does Not Match”, “Equals”, “Does Not Equal”, “Include Indirect Reports of”,
or “Include Sub Entities Of”.
d. For performance reasons, we do not recommend using more than 2000 values in an assignment profile.
e. Even if you have added more than 2000 values, you can only view 2000 values in the UI. We recommend
deleting the values that are available in the UI or rebuilding the rule with only 2000 values.
7. To add another rule, click Add Rule again.
Next Steps
We recommend that you preview the users in the assignment profile before you execute changes for it.
Task overview: Creating an Assignment Profile [page 354]
Previous: Basic Assignment Profile Configuration [page 355]
Next task: Executing Changes for Assignment Profile Rules [page 359]
Related Information

User Attributes Available to Assignment Profiles [page 362]

11.1.3 Executing Changes for Assignment Profile Rules
Executing changes attaches the users who are captured by the rules (the pool of users) with the assignments
(libraries, curricula, and so on) in the assignment profile.
Prerequisites
Create an assignment profile and add objects to it. These objects are assigned to users who are captured by the
assignment profile.
Context
When you change the rules of an assignment profile, you execute changes for those rules so that SAP
SuccessFactors Learning knows that it has a new way of grouping users in this assignment profile. For example, if
you originally had an assignment profile that pooled all users working in New York, and then you returned and
added a rule that said users in Chicago should also be in the pool, you execute changes for the assignment profile's
rules so that SAP SuccessFactors Learning knows to pool users in New York and now also users in Chicago.
In order to enhance the performance of assignment profile jobs, executing changes for custom fields isn’t included
in the assignment profile logic.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Manage Users Learning Assignment Profiles .
2. Find and open the assignment profile that you want to propagate.
3. In Actions click Execute Changes.
 Note
For Plateau legacy performance users, the system never removes an approved plan or its goals when you
execute changes or update users and assignments for an assignment profile.
Next Steps
Update users and assignments for the assignment profile.
Later, if you update any part of the assignment profile, you must execute changes for it again.

Previous task: Setting Up Assignment Profile Rules [page 357]
Next task: Manually Updating Assignment Profiles [page 360]
11.1.4 Manually Updating Assignment Profiles
Manually update users and assignments for assignment profiles when you don't want to wait for the Automatic
Process Manager (APM) to pool users according to existing rules.
Prerequisites
You often execute changes for the assignment profile before you update users and assignments for it. By executing
changes, you assure that SAP SuccessFactors Learning has the latest rules to update against.
Context
Update your assignment profiles manually either because you just changed the rules and executed changes for the
rules or because you imported a batch of new users and you can’t wait for the APM to run and make the
assignments. For example, if a batch of users were imported with incorrect data so that they didn’t pick up their
assignments properly, fix the user data problem and then immediately update users and assignments to avoid bad
assignments.
In nonproduction environments, you often update while you’re testing assignment profiles. You update manually in
this case because when you update manually, you can see your changes as soon as the job finishes.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Manage User Learning Assignment Profiles .
2. Find and open the assignment profile that you want to update.
3. In Actions choose Update Users and Assignments.
 Note
For Plateau legacy performance users, the system never removes an approved plan or its goals when you
execute changes or update users and assignments for an assignment profile.
The dialog for scheduling a job to update the users and assignments opens.
4. Schedule the background job based on your preferences.

5. Choose Finish.
Previous task: Executing Changes for Assignment Profile Rules [page 359]
Next task: Checking an Assignment Profile Pool [page 361]
11.1.5 Checking an Assignment Profile Pool
Check an assignment profile pool to see the list of users captured by the assignment profile and pooled together
for assignments.
Context
Although assignment profile pools don't exist as an object in the system, you can check the users who are pooled
by an assignment profile. We recommend that you check the pool to gain visibility into the affects of your changes.
The list of users is generated from the Assignment Profile Execute Updates automatic process, so if you changed
the rules and want to see the new pool of users, update users and assignments for the assignment profile first, and
then check the existing users.
 Tip
You can also preview the pool as you build rules: click Download Preview Users when you’re adding rules.
Procedure
Profiles .
2. Find and open the assignment profile with the pool that you want to check.
3. In Actions, click Download Existing Users.
Previous task: Manually Updating Assignment Profiles [page 360]
Next: Assignment Profile Propagation Status [page 362]

11.1.6 Assignment Profile Propagation Status
When you’re building an assignment profile, the propagation status tells you how far along you are in the process of
creating the assignment for users at run time.
This status... ...Reflects this state
Add Pending or Delete Pending You have made changes to the assignment profile, to either
add or remove assignments to users in the assignment profile
pool, but you haven’t yet propagated it to finalize the attach
ments of the assignments to the assignment profile rules. As a
result, the end users in the pool haven’t picked up your
changes.
Valid You’ve propagated the assignment profile and your configura-

tion is ready to be applied the next time that the assignment
profile synchronization process runs. A Valid status doesn't
necessarily mean that users see their assignments. It could be
that the assignment profile synchronization process has not
run to apply your new, propagated configuration.
Previous task: Checking an Assignment Profile Pool [page 361]
Next: User Attributes Available to Assignment Profiles [page 362]
11.1.7 User Attributes Available to Assignment Profiles
When you implement SAP SuccessFactors Learning, assignment profile attributes are critical user attributes
because they control how you can pool users together to assign them courses.
User Attributes for Assignment Profiles Description
Domain ID A common way to pool users is to set the domain scope, which is required to limit
the selection set of users and then also set a domain as a selection criteria. For
example, if you want to assign courses to all users in the South American domain,
you can set the selection domain as South America and then also create a pool of
all users in the South America domain.
You select the South America domain twice because the assignment profile re
quires a domain to limit its search. The first selection limits the search and the
second pools the users.

Organization ID Organizations are useful grouping mechanisms for both including and excluding
users from an assignment pool. For example, you can put all users an a manufac
turing organization into a pool. Or, if all users in a South America domain are in
manufacturing except for the human resources staff, you can put all users from a
South America domain into a pool and then exclude the human resources organi
zation.
Job Code ID If you need all safety officers to receive the same training, and safety officer is a
job code, you can assign the learning to users based on their job code.
Alternate Job Code ID Many companies use an alternate job code ID, particularly in manufacturing. If
you need all safety officers to receive the same training, and safety officer is a job
code, you might want to assign the learning to users regardless of whether Safety
Officer is their primary or alternate job code.
Address You often group users by their location - for example all users in a physical ad
dress should receive the same courses.
City You often group users by their location - for example all users in a city should re
ceive the same courses.
State You often group users by their location - for example all users in a state should re
ceive the same courses.
Postal Code You often group users by their location - for example all users in a postal code
should receive the same courses. Postal Code is useful when you want to divide a
state. For example, you could add all postal codes around a city to include the
suburbs and nearby towns as well as the city.
Country You often group users by their location - for example all users in a country should
receive the same courses.
Job Location ID Although job location seems important to assign users in a region to courses,
many customers use address fields instead because they offer a more precise se
lection attribute. Depending on your implementation, however, job location can be
a useful selection attribute. For example, a user with a home office might have an
address in Berlin but a job location in London. You might want to assign learning
based on the location where the user is assigned (London) instead of the physical
location of the person (Berlin).
Region ID Region ID is not often used to assign courses to users because region is most of
ten created to locate training facilities and instructors. While users can also be in a
region, their region usually does not match their location as closely as their physi
cal address.

Employee Type ID Employee types are set during implementation and they reflect your business
model. They can be, for example, full time, contractors, contingent workers, and
so on. You often want to assign courses to all full time employees, for example,
and not to contractors or contingent workers.
Employee Status ID Use employee status with assignment profiles to automatically assign courses to
users based on their employee status. It is a description, matched to your busi
ness, of the current relationship of the employee to the business. For example: full
time, family leave, disability leave, and so on. You often want to assign courses by
these categories. Some customers do not want to import employee status meta
data to Learning because they want to compartmentalize information. Learning
administrators don't need to know your employees' employment status and em
ployee type can be a good substitute for employee status.
Is Full-Time In SAP SuccessFactors Learning, the user attribute Is Full Time is a legacy attrib
ute. It was added to support Plateau Compensation, a product that we no longer
support. Instead of using Is Full Time to indicate that someone is a full time user,
please use Employee Type instead. Employee Type is a more accurate and more
powerful way to categorize your employees because you can, for example, add
employee types of Full Time Contractor and Full Time Employee: both work a full
week but one is an internal employee and the other is a contractor. When you as
sign learning, therefore, you can more accurately target the assignment with (for
example) full time users who are internal, full time users who are contractors, or
both.
Regular/Temp The Regular / Temp ID is a Learning attribute that is custom-built for the training
planner. Few customers use training planner, so most customers can ignore it and
instead use Employee Type. Employee types are more common and they map to
standard a standard platform field (EMPLOYEE-CLASS). Ignore Regular / Temp
ID if you do not use training planner.
Hire Date Hire date can be used, for example, for retraining: if you want to assign courses to
all users who were hired more than five years ago.
Hire Month
Item Completion (opt. “Include Substitute Item completions are a common way to assign the next course. For example, if
Completions”)
you have a set of mechanics in job code, you can pool the mechanics who com
pleted the “Basic Diesel Maintenance” course, so that you can assign them the
“Advanced Diesel Maintenance” course.
User ID User ID is useful for both including and excluding specific people from an assign
ment profile. For example, if you want to assign a course to everyone in Japan ex
cept for executives, you can exclude the executives by user ID.
User is a Manager Indicates if the user is also a manager.
Supervisor ID Supervisor ID is not as useful as a selection as other user attributes, but assign
ment profiles can find all users who share a manager.

All User Custom Columns Many customers create custom columns (custom fields) that store custom user
attributes. If a User Custom Field is not showing up, make sure to run the Assign
ment Profile Execute Changes Automatic Process.
Previous: Assignment Profile Propagation Status [page 362]
11.2 Assigning Libraries to Learners
Assign libraries to groups of learners so that learners can browse and search for courses in the library.
Prerequisites
Before you can assign a library to learners, you create both the library and the assignment profile that creates the
assignment. You create them in Learning Administration.
● Create libraries in Learning Activities Libraries .

Context
In most cases, you create libraries that meet the needs of specific user groups. For example, you might want to
create a library of engineering courses and a library of business courses. The simplest configuration is to create a
single library and assign it to all learners.
When you assign multiple libraries to the same user, the user gets the union of all courses in all libraries. For
example, if an assignment profile assigns an engineering library and a business library to learners, then the user
sees all learning opportunities from both libraries.
Procedure
Profiles .

○ If you already have an assignment profile that pools learners into a group that should be assigned the
library, search for and open the assignment profile.
○ If you don’t yet have an assignment profile that pools learners into a group that should be assigned the
library, click Add New.
2. Click Rules to check the assignment profile rules to make sure that its pooling learners as you expect or to
create the pool.
3. In Actions, click Download Existing Users to see the current pool of learners.
4. Go to Libraries.
5. Add the library that you want to assign to the pool of learners.
Example
You can add more than one library to the assignment profile. You could, for example, add the Information
Technology Courses for Managers library and also add a Team Building Courses for Managers library. The
managers, in this case, see the union of the information technology and team building courses. They experience
that union as single library: their library. They’re unaware that the Learning Management System (LMS) is merging
two libraries.
Next Steps
After you add the library to the assignment profile, you execute the changes to the assignment profile to complete
the association of library to the learners in the pool. After you execute changes, learners see the libraries as part of
 Tip
execute changes.
Related Information

Assignment Profile Process for Bulk Assignment [page 354]
Manually Updating Assignment Profiles [page 360]

11.3 Assigning Courses to Learners
Assign courses to learners with assignment profiles to assign them in bulk based on the learners' attributes.
Context
To assign courses in bulk, assign them based on a learner attribute. For example, all learners in a country/region
might need the same training or all learners in a job position might need the same training. Assignment profiles
allow you to match learners, through a set of rules, with the correct assignments.
 Tip
execute changes.
Procedure
1. Go to Learning Administration and then go to Manage User Learning Assignment Profiles .

The rules create a pool of learners by learner attribute. All learners in the pool get the same assignment.
4. Go to the type of assignment that you want to add.
○ Go to Items to assign learning items to the learners in the pool. Learning items are stand-alone courses.
○ Go to Curricula to assign curricula to the learners in the pool. Curricula are groups of courses that learners
must retrain on. You typically use them if your learners must qualify in a subject.
○ Go to Programs to assign learning programs to learners in the pool. Learning programs are groups of
courses that don’t count for qualification.
5. Click  (Add Items, Add Curricula, or Add Programs) to add the course or courses to the learner pool.
6. Execute changes and update users and assignments for the assignment profile.
Related Information
Assignment Profile Pools [page 379]

Courses: Fundamental Building Blocks of Learning [page 28]
Learning Programs: Bundled Courses in a Syllabus [page 237]

11.4 Assigning Curricula to Learners
Assign curricula to learners with assignment profiles so that when users' attributes change, they’re automatically
assigned or unassigned the curriculum.
Prerequisites
Before you can assign a curriculum to learners, you create both the curriculum and the assignment profile that
makes the assignment. You create them in Learning Administration.
● Create curricula in Learning Activities Curricula .

Context
When you assign a curriculum through assignment profiles, users are assigned and unassigned from the
curriculum based on their attributes. For example, if all users in the Information Technology (IT) organization must
remain qualified on IT Security with a curriculum, you can create an assignment profile that looks for all users in the
IT organization and assigns them the curriculum. When users are added to the IT organization, they get the
curriculum assignment. When users are removed from the IT organization, they lose the curriculum assignment.
Procedure
Profiles .
2. Create an assignment profile and the rules that define who should get the assignment.
3. In Curricula, add the curriculum.

Next Steps
After you add curricula to an assignment profile, you execute changes for the assignment profile to complete the
association of curricula to the learners in the pool. After you execute changes, learners see the libraries as part of
 Tip
execute changes.
11.5 Recommending Courses to Pools of Learners
To recommend learning to a group of learners, you group learners in an assignment profile, and you attach the
recommendations to the assignment profile.
Prerequisites
To recommend courses to pools of learners, enable recommendations.
Context
When you, as a learning administrator, recommend learning to learners, you push that learning experience onto
learners' Recommended tile and their Recommended for You category in their catalogs. For learners to see a
recommendation, the recommended object (collection, learning item, or program) must also be in the learners'
catalogs.
You might, for example, recommend an Information Technology Basics program for managers. You can create an
assignment profile to capture all managers and add the recommended program in the assignment profile's
Recommended Programs area. You can also recommend learning items (courses) in Recommended Items and
collections of courses in Recommended Collections.
 Tip
execute changes.

Procedure
Profiles .
The rules create a pool of learners by learner attribute. All learners in the pool get the same recommendations.
4. Go to the type of recommendation that you want to add.
○ Go to Recommended Items to recommend learning items to the learners in the pool. Learning items are
stand-alone courses.
○ Go to Recommended Collections to recommend collections to the learners in the pool. Collections are a set
of links.
○ Go to Recommended Programs to recommend learning programs to learners in the pool. Learning
programs are groups of courses that do not count for qualification.
5. Click Add to add the recommendations to the learner pool.
6. Propagate the assignment profile and manually synchronize the assignment profile.
Related Information

11.6 Scheduling Assignment Profiles to Update Automatically
Schedule assignment profiles to update automatically so the assignments made by the assignment profile can
adjust automatically, on a schedule.
Context
The power of assignment profiles is that they assemble users into pools and automatically adjust the pools, and
therefore the assignments, automatically. The Assignment Profile Execute Updates process makes the automatic
changes. When it runs, it adjusts the pools and the assignments.
In most cases, you set the schedule for assignment profile updates at the beginning of your implementation and
review its schedule periodically. For most customers, you can set the process to run daily.

Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Automatic

Processes Assignment Profile Execute Updates .
2. Select the Schedule this Process checkbox.
The Schedule this Process is an important toggle for assignment profiles. Because assignment profiles are
such a central part of SAP SuccessFactors Learning, if you make major errors, you can use this toggle to shut
down all scheduled processes quickly to avoid problems in your assignments.
3. Use the time settings to define a time for the process to run.
4. In Email Address, set an email address or a distribution list who should receive information from the system
about the health of the assignment profile update process.
Assignment Profile Synchronization Processing [page 371]

Assignment profile synchronization is the process that SAP SuccessFactors Learning uses to automatically
assign and unassign things to users.
How the Assignment Profile Synchronization Automatic Process Handles Plans and Goals [page 372]
View this section if you want to know how the assignment profile synchronization automatic process
handles plans and goals.
11.6.1 Assignment Profile Synchronization Processing
Assignment profile synchronization is the process that SAP SuccessFactors Learning uses to automatically assign
and unassign things to users.
Conceptually, the assignment profile synchronization automatic process automatically creates pools of users
(pooled by their attributes) and then matches them with the assignments in the assignment profile. For example, if
an assignment profile rule is "region equals North America," the assignment profile synchronization process looks
for all users who are currently in the region North America, adds them to the pool, and then looks at the
assignment profile to see which objects should be assigned to users in that pool. If a user has moved into the North
America region since the last time it ran, the user is added to the pool and is matched to the assignments listed on
the assignment profile record. Although that's how it works conceptually, the processing logic is a little different.
The process sorts users into the following categories based on changes to their attributes:
● User is moving into assignment profile: for example, the assignment profile matches users in North America
and the user's region changed to North America. If a user moves into an assignment profile, then the system
associates all assignments of the assignment profile with the user.
● User is moving out of assignment profile: for example, the assignment profile matches users in North America
and the user's region changed to Africa. If a user moves outof an assignment profile, the system removes only
the assignments of the assignment profile from the user.
● User isn’t moving (the process skips these users)
Importantly, assignment profiles honor any changes that you make directly to a user's assignments. If you go to a
user's record and remove an assignment made by an assignment profile (for example, if you go to Users
Assigned Items and delete an assignment made by an assignment profile), the process doesn’t restore the
deleted assignment when it next runs. This is purposefully limited design: the process is responsible only for adding
and removing assignments when the attributes of a user changes.

In the same way that the process honors deletions made by you, it also honors additions made by you. It doesn’t
remove any assignment that you added, even if that assignment was also in the assignment profile. For example, if
an assignment profile assigns "Tax Law for the North American Trade Agreement" when users are in the North
American region, but you also went to Users Assigned Items and added "Tax Law for the North American
Trade Agreement" to a user, and then that user's region changed to Africa, "Tax Law for the North American Trade
Agreement" remains in the user's assignments.
Additional Information About Assignment Profile Synchronization Processing
This process uses the ApmSynchronizeStudentChangesAssignmentProfile template ID to create and send

notifications. The assignment profile synchronization automatic process sends notifications when it finds that a
user has been moved into or out of an assignment profile. How does the Assignment Profile Synchronization
automatic process handle plans and goals?
Propagation and synchronization are two different processes. Anytime an assignment profile is created or changed,
it must be propagated through a background job before it can be synchronized through the automatic process.
Assignment profiles that aren’t propagated are skipped during the assignment profile synchronization process.
You control assignment profile synchronization in System Administration Automatic Processes Assignment
Profile Synchronization .
Parent topic: Scheduling Assignment Profiles to Update Automatically [page 370]
Related Information
How the Assignment Profile Synchronization Automatic Process Handles Plans and Goals [page 372]
Automatic Process Templates [page 1074]
11.6.2 How the Assignment Profile Synchronization Automatic

Process Handles Plans and Goals
View this section if you want to know how the assignment profile synchronization automatic process handles plans
and goals.
The assignment profile synchronization automatic process can add and remove administrator-created plans (and
the goals on that plan) based on the status (draft or approved) of the plan in the user interface.

Adding Plans or Goals (users move into an assignment profile)
If you selected the Force new plan check box for that plan on the assignment profile ( Users Assignment Profiles
Plans tab ), then the system adds a new plan with all of its goals.
If you cleared the Force new plan check box for that plan on the assignment profile ( Users Assignment Profiles
Plans tab ), then the system creates a new plan (if there is not an existing plan with the same plan period and
type) with all of the associated goals. If the user has an existing plan with the same plan period and type, then the
system does not create a new plan. The system adds any goals to the existing plan.
Removing Plans or Goals (users move out of an assignment profile)
The system never removes an approved plan or its goals when you propagate or synchronize an assignment
profile.
If the administrator-created plan is in draft status, then the system deletes the plan and goals when you propagate
or synchronize an assignment profile.
If the user- or supervisor-created plan is in draft status and administrator-created goals were added to that plan,
then the system does not delete the plan when you propagate or synchronize an assignment profile. The system
does, however, delete the administrator-created goals from that plan.
Parent topic: Scheduling Assignment Profiles to Update Automatically [page 370]
Related Information
Assignment Profile Synchronization Processing [page 371]
11.7 Deactivating an Assignment Profile
Deactivate an assignment profile when you no longer want the assignment profile to make new assignments.
Context
practice.

Procedure
Profiles .
2. Find an open the assignment profile that you want to deactivate.
3. In Actions, choose Deactivate.
4. Decide if you want to simply deactivate the assignment profile or if you want to deactivate it and remove
existing assignments made by the assignment profile.
○ If you select Deactivate, the assignment profile stops adding users to the assignment profile group (stops
making its assignments to new users), but the existing assignments stay with the users.
○ If you select Deactivate and Unassign, the assignment profile is deactivated and users' learning
assignments are removed. The system follows the same behavior when an assignment profile removes an
assignment as when an administrator removes an assignment directly.
5. Choose Save.

When you deactivate assignment profiles in SAP SuccessFactors Learning, you can leave the assignments
in place while preventing the assignment profile from making additional assignments.
When you deactivate assignment profiles in SAP SuccessFactors Learning, you can remove any
assignments that it made and prevent the assignment profile from making additional assignments.
11.7.1 Deactivating Assignment Profiles While Preserving

Learning Assignments
When you deactivate assignment profiles in SAP SuccessFactors Learning, you can leave the assignments in place
while preventing the assignment profile from making additional assignments.
When deactivating an assignment profile you are presented with two options. You can Deactivate or Deactivate and
Unassign. If you click Deactivate, users are not assigned any new learning from the assignment profile, but the old
assignments made by the assignment profile are grandfathered.
For example, consider an assignment profile called “Month-Long Onboarding” that assigns a one month
onboarding program for to new employees. You might want to replace the month-long onboarding program with a
new three week program, but you might want to allow the employees with the month-long program to finish it. You
want “Month-Long Onboarding” to stop making new assignments but keep its existing assignments in place. Users
who are presently assigned the month-long program keep it in their Learning Assignments.
You can create a new assignment profile called “Three-Week Onboarding” that assigns the new three week long
assignment profile to assign the new three week program to users who started today or later. Because no new
employees are added to the “Month-Long Onboarding” assignment profile, none of the more recently hired
employees are assigned the month-long program.
The “Month-Long Onboarding” assignment profile enters the “Paused/Deactivated” state. From this state, you can:
● Reactivate it by going to Actions Reactivate . If you reactivate it, it starts making the assignments again
(new users are given the month-long onboarding program).

● Remove the existing assignments by going to Actions Unassign . If you unassign, then the month-long
program disappears from users' Learning Assignments.
Parent topic: Deactivating an Assignment Profile [page 373]
Related Information
11.7.2 Deactivating Assignment Profiles and Removing its

When you deactivate assignment profiles in SAP SuccessFactors Learning, you can remove any assignments that it
made and prevent the assignment profile from making additional assignments.
When deactivating an assignment profile you are presented with two options. You can Deactivate or Deactivate and
Unassign. If you click Deactivate and Unassign, any existing learning assignments made by the assignment profile
are removed. SAP SuccessFactors Learning removes the assignments made from the profile according to the
standard rules of unassigning learning. For example, completed learning items stay on the users' learning history.
For example, you might deactivate and unassign if you created a curriculum for certification and the certification
rules changed. The old curriculum is no longer valid and you want users to stop working on it immediately. If users
are in the middle of the old curriculum, they must switch to the new curriculum, so you want to click Deactivate and
Unassign. Those users who were in the middle of assignment profile no longer see any of the old curriculum
assignments. You can then copy the assignment profile, and add the new curriculum.
Parent topic: Deactivating an Assignment Profile [page 373]
Related Information

11.8 Copying an Assignment Profile
Copy an assignment profile when you have an existing assignment profile that groups users in a way that is close to
a new grouping you want to create: the assignment profile you copy acts as a template for the new assignment
profile.
Context
When you copy, the new assignment profile has the same attributes, curricula, competency profiles, plans, and
items of the existing assignment profile. The new assignment profile doesn’t have the same domains, catalogs,
roles, ongoing performance review processes, or coupons of the existing assignment profile.
Procedure
Profiles .
2. Find and open the assignment profile that you want to copy.
3. In Actions, choose Copy.
11.9 Deleting an Assignment Profile
Delete an assignment profile if you were developing it but it was never used. In most cases you want to inactivate
assignment profiles not delete them.
Context
Deleting any record is typically reserved for development. For example, if you developed a number of assignment
profiles, never ran them, and then realized during development that you didn't need them, you can safely delete
them. But for something as central as learning assignment profiles, if it has run at least once, we recommend that
you inactivate it instead of deleting it.
practice.

Procedure
Profiles .
2. Find and open the assignment profile that you want to delete.
11.10 Checking the Assignment Profiles that Apply to a Learner
Learners' assignment profiles control how a user is assigned a number of other objects, so by understanding
learners' assignment profiles, you can troubleshoot assignment issues.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to People Users

2. Find and open the user who you want to investigate.
3. Click Assignment Profiles.
Results
You see the list of assignment profiles that apply to this user.
Next Steps
Look for missing or incorrect assignment profiles. To understand any of the assignment profiles in the list, click the
title of the assignment profile.
Consider checking the direct assignments of the user in Assigned Items. A common assignment problem is an
assignment profile that assigns a course (or a curriculum that includes the course) and that same course assigned
directly. Sometimes you can remove a problem by removing the directly assigned item, but first check the progress
of the user in the course.

11.11 Status Values for Adding Objects to SAP SuccessFactors
Learning Assignment Profiles
When you add objects to assignment profiles, they have a status to describe where they are in the assignment
process.
Status Value Meaning
Valid The assignment profile has been propagated so the object has been assigned to users.
Pending Addition The system recognizes that you’ve added the object, but the assignment profile hasn’t been
propagated so users don’t have the assignment.
Pending Deletion The system recognizes that you’ve deleted the object, but the assignment profile hasn’t been
propagated so users still have the assignment.
11.12 SAP SuccessFactors Learning Assignment Profiles
In SAP SuccessFactors Learning, assignment profiles make assignments based on employee attributes.
Assignment profiles run a set of rules (like a where clause) to find users who match a profile. It pools those users
so that you can make an assignment. For example, you can assign a library to the pool or you can assign specific
courses or curricula to the pool. For example, you can design rules to look for all users whose location attribute is
Japan and assign them the hiring policies training that aligns with Japanese employment law.
Assignment profiles run periodically, so the pools are constantly refreshed as users' attributes change. For
example, if an individual employee's location changes from Brazil to Japan and then that employee's job title
changes to manager, that employee can be added to the “job title equals manager” pool the next time the
assignment profile runs.

Assignment Profile Example
11.13 Assignment Profile Pools
In SAP SuccessFactors Learning, assignment profile pools are a set of users with the same attribute values.
When you design an assignment profile, you write rules to tell it to look for users with an attribute. When it finds
users with attributes that match the rules, it pools them. For example, you can write a rule that matches employees
to a location. A rule that uses location could create pools for North America, South America, Africa, Europe, and
Asia-Pacific, for example.
Pools are powerful because they are dynamic. A user who moves from North America to Africa is automatically
removed from the North American pool and added to the African pool. To administrators, the act of changing the
users' attributes moves them from pool to pool. Technically, the Assignment Profile Synchronization job redefines
the pools when it runs in the background to look for updates.
11.14 Learning Assignment Methods that do not Rely on

Assignment Profiles
In SAP SuccessFactors Learning, most learning (courses, curricula) is assigned through assignment profiles, but
there are alternate methods.
Assignment profiles make the majority of learning assignments, especially for required learning. There are,
however, alternatives to using assignment profiles.

Automatic Assignment Methods
Most customers use assignment profiles for their automatic assignments. For example, if a group of users in
California must complete a course, learning administrators can create an assignment profile to pool all users in
California and automatically assign them the course.
You can also, however, use job codes to trigger a curriculum assignment. You set the users' job codes in SAP
SuccessFactors platform and they come into Learning, where you can see them in References People
Management Job Codes . When you add a curriculum to Curricula, most learning (courses, curricula) is
assigned through assignment profiles, but there, all users with the job code are assigned the learning in the
curriculum.
Self and Peer Assignment Methods
Users or managers can assign courses to themselves or their direct reports. To assign themselves or their direct
reports courses, however, they must engage with the learning system. Engagement comes in two forms: users can
discover courses in their libraries and see recommendations. Recommendations can come from peers, from
administrators, or from the Learning system.
● Users can assign themselves something from their learning library. For example, a team member might
recommend a course to some colleagues. They see the course on their Recommended tiles and enroll into the
course based on their coworker's recommendation.
● Managers can assign their direct reports something from the manager library. For example, managers might
see a course that could benefit their direct reports and decide to directly assign the course.
● Learning can recommend courses based on users' interests and past completions.
Direct Single Assignment or Direct Bulk Assignment by Learning

Administrators
You, as an administrator, can assign courses to users. As an administrator, the distinction among learning items,
curricula, and programs is more important.
● You can run the user needs management wizard to assign learning items, curricula, or programs to users in
bulk: Manage User Learning Manage Assignments .
● You can import learning assignments that you make in an Excel spreadsheet: System Administration
System Management Tools Import Data .
● As an administrator, you can assign learning items, curricula, or programs directly to user records: People
Users .

11.15 Adding Learning Employee Types
Add Learning employee types so that you can use them in assignment profiles rules to pool learners and assign
them courses, curricula, and so on.
Context
Use employee type with assignment profiles to automatically assign courses to users based on their employee
type. Employee type is a description, matched to your business, of how you categorize employees. For example:
student intern, contractor, part time, full time, and so on. You often want to assign courses by these categories.
The values in Learning Administration References should always match those in SAP SuccessFactors platform
because platform is the system of record. User Connector - SF adds most references that matter to Learning
assignments.
Procedure
1. Go to Learning Administration, and then go to References People Management Employee Types .

2. Click Add New.
3. Add an ID and a description that fits the employee types that you want to use in assignment profile rules.
4. Click Add.
11.16 Why Avoid Learning Regular or Temporary Employee

Metadata
Regular/Temp Employee is metadata that was used by Plateau Compensation or Plateau Performance for
calculations. You can assign courses based on regular/temp employee status, but you should use employee type
instead.
You can see the regular or temporary employee code in References People Management Regular Temp .
 Tip
Many customers don’t want to import regular/temp employee metadata to Learning because they want to
compartmentalize information. Learning administrators don't need to know employee regular or temporary
status and you can use employee types to assign courses.
The Regular / Temp ID is a Learning attribute that is custom-built for the training planner. Few customers use
training planner, so most customers can ignore it and instead use Employee Type. Employee types are more

common and they map to standard a standard platform field (EMPLOYEE-CLASS). Ignore Regular / Temp ID if you
do not use training planner.

12 Learning Collections: Lists of Hyperlinks
Learning collections help your company manage knowledge by allowing a single person to collect knowledge on a
subject, manage it, and share it.
If you look at your employee's browser favorites or you look at their search history, you are likely to see that they
collect links that teach them something useful for their jobs. They likely email those links to colleagues who are
facing a similar knowledge gap or need a reference. Learning collections provide a way to formalize this practice.
The Collection Life Cycle
Any learner or administrator in your system can build a collection. Just like favorites in a browser, the cycle is the
same, but collections bring it under management.

Learning Collections: Lists of Hyperlinks PUBLIC 383
Collections [page 384]
A collection is a group of web sites that you want to recommend to users. Administrators control the
collection with these settings.

As an administrator, recommend collections of links when you need a fast and informal way to push a set of
web links to employees.
Enabling Learners to Create Collections [page 387]

Enable learners to create collections so that they can curate a list of links for themselves and recommend
the list to colleagues.

Enable administrators to create collections when you want administrators to curate content for users.

Report on how often users have viewed collections to give you a sense of their popularity with your
employees.

If you are looking at a collection in the administration environment, you can quickly report on the views.
Enabling External Links [page 392]

Enable external links so that you can create external links in Learning Activities External Links .
Adding an External Link [page 393]

Add external links (links that point to content that is outside SAP SuccessFactors Learning or its affiliated
content network) when you want to recommend them and track users who clicked the links.
Pushing External Learning Links to Users [page 394]

Push external links (links that point to content that is outside SAP SuccessFactors Learning or its affiliated
content network) when you see a useful link that you want to call users' attention to.
Tracking the Views of Recommended External Links [page 395]

Track the views of recommended external links to see who has been viewing the links.
SAP SuccessFactors Learning External Links [page 396]

External links provide a way for learning administrators to track and recommend links to users.
An Example of Using Collections [page 397]

When teams need to learn new things, and the learning content is available on the Web, collections offer
everyone a way to rapidly and informally recommend the content to users.
12.1 Collections
A collection is a group of web sites that you want to recommend to users. Administrators control the collection with
these settings.
You can create a collection by choosing Add New and add web sites to it.

384 PUBLIC Learning Collections: Lists of Hyperlinks
Collection Fields
This Field... ...is Used as Follows
Title The title of the collection, as users see it in their Recommended

tile.
this entity.
Parent topic: Learning Collections: Lists of Hyperlinks [page 383]
Related Information


12.2 Creating a Learning Collection as an Administrator
As an administrator, recommend collections of links when you need a fast and informal way to push a set of web
links to employees.
Prerequisites
You can reuse external links from Learning External Links in a collection of links, so consider creating external
links before you create the collection. Using external links gives you a better accounting of which links are in which
collections, and it gives you the opportunity to recommend links individually, outside of the collection. If a collection
is not available in the user's catalog and you provide the direct link to that collection to the user, they will be able to
access the collection.
Context
You often create collections when a business owner needs a way to quickly push knowledge to a set of employees
but doesn't want to create formal learning. For example, your organization might want to recommend a recent set
of talks by the leadership team about your culture.
 Note
If enabled, users can also create collections and recommend them to colleagues.
Procedure
1. Go to Learning Activities Collections and click Add New.

2. Add basic information about the collections and then click Create.
When you first create the collection, do not set it to active. By keeping it inactive, you assure that users cannot
see it until you are finished configuring it.
3. To add a new banner image to the collection, click the Menu button in the default banner.
Add a banner to help orient users to the contents of the collection.
4. To search for and add a link from Learning Activities External Links , click Add Existing Link in the
placeholder.
5. To add a link that does not exist in Learning Activities External Links , choose Add a New Link.
If the title and description metadata are available at the URL, the placeholder scrapes the information into its
title and description fields. You can also rewrite it so that your users see a different title and description.
6. To add an online content to the collection, choose Add Online Item.

7. When you are finished adding links, go to Manage User Learning Assignment Profiles , create an
assignment profile to group the users who should receive the recommendation, and then add the collections to
Recommendations.
Task overview: Learning Collections: Lists of Hyperlinks [page 383]
Related Information

12.3 Enabling Learners to Create Collections
Enable learners to create collections so that they can curate a list of links for themselves and recommend the list to
colleagues.
Procedure
1. Log in to SAP SuccessFactors Learning and then go to System Administration Security Role
Management .
2. Open the role that applies to the learners who you want to create collections.
A learner is a security persona in SAP SuccessFactors Learning. Most companies use only one role for their
learner persona.
3. Go to Permissions and then click add one or more from list.
4. Find the Author Collection permission and add it.
 Note
The permission might already exist in the role.

Next Steps
After you enable collections, you can manage the collections in the library.
Related Information

12.4 Enabling Administrators to Create Collections
Enable administrators to create collections when you want administrators to curate content for users.
Context
Collections allow your employees to curate online learning opportunities. You can allow your learners to create
collections, you can allow your administrators to create collections, or you can allow both to create collections.
Allow administrators to create collections if you want to curate content centrally.

Procedure
1. Go to Learning Administration and then go to System Administration Security Roles .

2. Find the administration role that should have the collections permissions applied.
3. Add these permissions:
○ Add Collection
○ Edit Collection
○ Search Collection
○ View Collection
○ Edit Assignment Profile if you want the role to use assignment profiles to recommend the collections to
groups of users
○ View Assignment Profile Recommended Collections if you want the role to use assignment profiles to
recommend the collections to groups of users
○ Recommend Collections if you want the role to directly recommend the collections to users
○ Add these external links permissions so that administrators can construct a collection from external links:
○ Search External Links
○ Add External Links
○ Edit External Links
4. Save the role and apply it to the administrators who should be enabled to create collections.
Next Steps
For more complex security options, read the SAP SuccessFactors Learning security guide.
Related Information


12.5 Reporting on Learning Collection Views
Report on how often users have viewed collections to give you a sense of their popularity with your employees.
Prerequisites
You need some collections to report on. You can either create the collections yourself or you can enable users to
create collections.
Procedure
1. Log in to SAP SuccessFactors Learning administration and go to Reports.

2. In Search, type for Collection.
3. To run a report to see how often an entire collection has been viewed, click Collection Views.
4. To run a report to see how often individual links inside collections have been viewed, click Collection Entry
Views.
You can filter by the collections you want to investigate.

5. Run the reports.
Related Information


12.6 Looking up Learning Collection Views
If you are looking at a collection in the administration environment, you can quickly report on the views.
Context
Although you can report on the collection views in Reports, if you are working in a collection and want to know how
often it has been viewed, you can glance at the views and launch the report directly from the Learning Activities
Collections page.
Procedure
1. Log in to SAP SuccessFactors Learning administration and go to Learning Activities Collections .

2. Open your collection.
3. Find Views and look at the number that follows it.
You see the number of times learners have viewed your collection.
4. Click Views to run the full report.
Related Information


12.7 Enabling External Links
Enable external links so that you can create external links in Learning Activities External Links .
Procedure
1. Go to System Administration Security Roles and open the role that you want to manage external links.
2. Assign the role the External Links permission.
3. Go to System Administration Configuration System Configuration LMS_ADMIN and open it.

4. Find enableSmartLinks and set it to true.
Related Information


12.8 Adding an External Link
Add external links (links that point to content that is outside SAP SuccessFactors Learning or its affiliated content
network) when you want to recommend them and track users who clicked the links.
Context
You often see links that you think would be useful for your users to see. For example, you might see a YouTube video
on sales techniques that you think your sales team would find useful. You can add the link as an external link and
then recommend it to users so that they see it in their Recommendations tile.
Procedure
1. Open the external link in your browser.
Use a deep link. For example, some web pages use a "copy link to clipboard" or similar mechanism to make
sure that users are linked directly to their content. You can test your link by copying it, opening a new browser
window, and pasting it in the URL box.
 Note
The external link must be public and should preferably be HTTPS.
2. Copy the URL.
3. Go to SAP SuccessFactors Learning Administration, and then go to Learning Activities External Links and
click Add New.
4. Paste the URL you copied into URL.
5. Type a title and description that helps describe the link.
The system attempts to scrape the title, description, and thumbnail from the web page at the URL. It adds
thumbnails only if the URL is HTTPS.
6. Select a security domain and activate the link.
searches and reports allow administrators to include inactive records. Deactivating (instead of deleting it)
hides it from view but keeps it for historical record. Because you cannot restore a deleted record, we
recommend that you delete a record when you make a mistake (for example, if the record ID is simply
You can associate an entity with a security domain to control the administrators who can access the entity.
What an administrator can access and do for an entity depends on how you configured the permissions and
security domain group of the role ID that is associated with the administrator.
7. Complete the form and click Add.

Next Steps
After you add an external link, you can push it to users as a recommendation.
Related Information

12.9 Pushing External Learning Links to Users
Push external links (links that point to content that is outside SAP SuccessFactors Learning or its affiliated content
network) when you see a useful link that you want to call users' attention to.
Prerequisites
You must have created at least one external link, you should configure the Recommendations Newsletter for your
company before recommending links, and you should also have enabled the Recommendations tile for users.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Manage User Learning Recommend
External Links .
2. In Choose from the options below to Recommend and/or send notification, decide how you want to push the
link.

○ Select Recommend and Notify to send the link in the users' recommendation newsletters, put it on their
Recommendations tile, and send them an email notification about the link.
○ Select Recommend to send the link in the recommendations newsletters and put it on users'
Recommendations tile.
○ Select Send Reminder to send users a reminder email, telling them that the link has been recommended to
them. Use Send Reminder, for example, a week after you’ve recommended the link, to remind users again
about the link.
3. In Search & Add External Links, find the links that you want to push to users and add them to the list of external
links.
4. In Search & Add Users, find the users who you want to push the links to and add them to the list of users.
5. Click Next to review the information.
6. Choose Schedule Job to run this job.
Related Information

12.10 Tracking the Views of Recommended External Links
Track the views of recommended external links to see who has been viewing the links.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Learning Activities External Links ,
search for your link, and open it.
2. On the page, find Views.

In Views, you see the number of people who have viewed it out of the number who you recommended it to. For
example, if you recommended it to 10 people, and 2 people have viewed it, you see 2/10.
3. To download a spreadsheet report of who as viewed the link, click View Report.
Related Information

12.11 SAP SuccessFactors Learning External Links
External links provide a way for learning administrators to track and recommend links to users.
Use external links when you see content on the internet and want to recommend the content to users. The links can
appear in users' Recommended tile and you can track how many of the users have viewed the link.
For example, if you see a helpful video on YouTube and you want to recommend the video to users, you can create
an external link to the content. You create the link so that it can be tracked in the system and then you recommend
the link that you created to users.
● You create the link in Learning Activities External Links .

● You recommend the link in Manage User Learning Recommend External Links .
You can customize thumbnail images for external links. The default thumbnail image can be customized in
System Administration Application Administration Images . The thumbnail image for a particular link can be
customized to be included in the recommendation tile only.
User notification emails now include prepopulated thumbnail images for external links. For example, an image is
prepopulated from an external link and is accessible via the Internet. Customized images aren’t included in email
notifications.
Users can bookmark external links from the Recommendation tile.

The Notify button has been renamed to Send Reminder and is enhanced to prepopulate users who have been
recommended to the link but haven’t viewed it.
To make the best use out of external links, we recommend that you:
● Enable the Recommended tile in System Administration Application Administration Landing Page
Settings .
● Configure the recommendations newsletter in System Administration Automatic Processes .
● Use collections in Learning Activities Collections to group your links.
Related Information

12.12 An Example of Using Collections
When teams need to learn new things, and the learning content is available on the Web, collections offer everyone a
way to rapidly and informally recommend the content to users.
Imagine that you have a team of Web designers who are good designers but have been working on legacy code. As
a manager or as an administrator, you’ve decided to transition them to a team that is using HTML5. Before they
begin, you want them to read up on HTML5, and there are plenty of online tutorials and articles.
The team members could find the HTML5 links on their own, but the links might not be exactly what you want. The
links might have more generic HTML5 training, or they might offer advice that doesn’t fit how you want to
implement HTML5. With collections, you can target the content to the team's needs: you can send them the links
that are most useful for your situation. Furthermore, you can pace their learning by offering two collections: one for
basic HTML5 and one for more advanced HTML5.

Creating a New Collection
The first step in this example is to create a new collection. Your system can be configured to allow different groups
to create collections: user groups, administrator groups, or both. After you have permission, you create a collection
and give it a name like HTML5 Basics or HTML5 Advanced.
Adding Links to Collections
After you create the collections, add links to it. For example, a popular place to start learning basics about HTML5 is
w3schools.com. If you paste http://www.w3schools.com/html/ into the collection, the title and description
auto-populate from the URL. You continue to add useful links to the collection.
If you’re an administrator, you can add external links to the collection. This allows you to draw on any external links
you might have already created in Learning Activities External Links .
Recommending Collections
After build your collections, you want to recommend them to the team of designers who need to know more about
HTML5. You want them to show up on the users' Recommended tile. Administrators and users have different ways
of recommending collections.
Administrators go to Manage User Learning Assignment Profiles and create a new assignment profile that
pools the team members together by their attributes. Then, they go to Recommended collections and add the basic
and advanced HTML5 collections.
Users, however, simply Recommend in the menu and then select users for the recommendation.
Publishing Collections into Libraries
By recommending collections, you push them to users, but you can also allow users to pull the collections from
their libraries. You might want to push the HTML5 collection to users who you know are using HTML5 but allow
other employees to find the HTML5 collection in a search.
Administrators go to Learning Activities Libraries Collections to add the collection to a library. Users go to
the menu and click Publish.
Related Information


13 Learning Needs Management Tools
We provide a set of tools to make it easy to manage learning needs.
Learning Tools provides a set of easy-to-use wizards for the common tasks in its section. For example, tools
in the learning section cover the closing and canceling of classes, the scheduling of curricula, or sending
notifications about classes, and so on. The tools in the user management section deal with recording or editing
learning events for users, merging multiple records for a single user, user needs management, and so on. The
grouping of the tools by section may not always perfectly suit your needs. Therefore, if you cannot locate a tool in
the specific section, please look at other sections. Wizards make complex tasks simple. Some of these wizards
span multiple sections, which mean that they could bring records from the User Management, Learning, or
Performance sections into one place and in a workflow that allows you to complete complex tasks.
13.1 Registration Assistant
View this section if you want to use a wizard to register, withdraw, or reserve seats for a class.
In People Users Actions Manage Registrations , you can use the Registration Assistant wizard to register
users in, withdraw users from, and reserve seats for a class.
13.1.1 Withdrawing Users from a Class
View this section if you want to know about withdrawing users from a class.
Step Purpose
Steps 1 and 2
After you select the action you want to take, we recommend that you click the Search button to locate
and select a class so that the system automatically populates the Class box.
Step 3 You can select the Withdraw check box next to each user who you want to remove from the class. You can
withdraw any user regardless of his or her current registration status (enrolled, cancelled, waitlisted, or
pending).

400 PUBLIC Learning Needs Management Tools
Step Purpose
Step 4 You can review the information that you entered in steps 1 through 3. You can also select the Users,
Instructors, Supervisors, and Contacts check boxes to notify each group that you withdrew them or others
from the class of this item.
On the Notifications tab ( Learning Activities Classes Notifications tab ), you can configure and edit
the withdraw notification that you send to users, supervisors, instructors, and other contacts that you spec
ify on the Contacts tab of the class ( Learning Activities Classes Contacts tab ).
You can also select the Remove associated item from the learning plan to remove the item from the learning
plans of each user who you withdraw from the class. If all the information is correct, then you must click
Finish to record the withdraw.
13.1.2 Reserving Seats in a Class
View this section if you want to know about reserving seats in a class.
After you reserve seats for the class, you can edit or remove their registrations on the class entity ( Learning
Activities Classes Registrations ).
Step Purpose
Steps 1 and 2
After you select the action you want to take, we recommend that you choose the Search button to lo
cate and select a class so that the system automatically populates the Class field.
Step 3 You can reserve seats for users in each organization that you register in the class. We recommend that you
choose the Search button to locate and select an organization so that the system automatically popu
lates the Organization ID field. After you register an organization, you must enter a number into the Slots
field to reserve that many seats for the organization. You can also edit the registration status, reservation
date and time (today's date and time appear by default), and time zone before choosing Add to add the re
served seats to the class and then proceed to the next step.
Step 4 You can enter comments for each user that you added to the class in Step 3. You can view or edit users' com
ments on the Registrations tab of the class ( Learning Activities Classes Registrations ).
Step 5 You can enter financial information for the organizations that you added to the list in Step 3.
You can't enter chargeback accounts and prices for organizations that don't have shopping accounts.
Step 6 You can review the information that you entered in Steps 1 through 5.
You can use the EnrollmentSlotConfirmation notification template ( System Administration Manage
Email Email Notification Templates ) to customize the message that the organization e-mail recipient re
ceives after you or another administrator reserves seats in a class.
If all the information is correct, then you must choose Finish to record the registration.

Learning Needs Management Tools PUBLIC 401
13.1.2.1 Seat Reservations Fields
View this section if you want to know about Seat Reservations fields in a class.
This Field… …Is used as follows
Chargeback Account If the organization has a default chargeback account code
( People Organizations Account Code ), then the sys

tem automatically enters that code into the Chargeback
Account field. If not, you can choose Edit to add one or more
account codes to the record and then adjust the percentage
values in the Distribution column so that the system correctly
charges each account.
Because you can’t create new account codes as you go

through the registration assistant, you must select account co
des that already exist in the system ( References Finance
Account Codes ).
Price Per Reserved Seat The value in the Price field reflects the cost of the reserved
seats for each organization. For example, if you reserve 200
seats for Organization A and the value in the Price field is
$50.00 (USD), then the cost of the registration is $10,000.00
(USD).
If you include a non-zero numeric value in the Price field, then

you must also provide one or more chargeback account codes
in the Chargeback Account field.
Currency When you select a currency ID, the default price doesn’t
change; therefore, you should proceed cautiously when chang
ing the currency ID because you could make the class more or
less expensive. If you change this value for some reason and
complete the wizard, then the system creates a new financial
record that an administrator can track ( Finance Financial
Transaction ).
13.1.3 Registering Users in a Class
View this section if you want to know about registering users in a Class.
If you want to charge the event to an voucher number for any user, then we recommend that you gather each user's
voucher number before you begin the Registration Assistant wizard.
After you register users for the class, you can edit or remove their registrations on the Registration tab of the class
( Learning Activities Classes Registrations tab ).

Step Purpose
Steps 1 and 2
After you select the action you want to take, we recommend that you click the Search button to locate
and select a class so that the system automatically populates the Class box.
Step 3 You can enroll one or many users in the class by entering each user's ID or by clicking add one or more from
list to locate and select users to add to the offering. When you add a user to the offering, you can edit the
registration status, reservation date and time (today's date and current time appear by default), and time
zone before proceeding to the next step.
Step 4 You can enter comments for each user that you added to the offering in step 3. You can view or edit users'
comments on the Registration tab of the class ( Learning Activities Classes Registration tab ).
Step 5 You can enter financial information for the organizations that you added to the list in step 3.
You cannot enter chargeback accounts and prices for organizations that do not have shopping accounts.
Step 6 You can review the information that you entered in steps 1 through 5. You can also select the Users,
Instructors, Supervisors, and Contacts check boxes to notify each group that you registered them or others
for the class of this item.
On the Notifications tab ( Learning Activities Classes Notifications tab ), you can configure and edit
the registration notification that you send to users, supervisors, instructors, and other contacts that you
specify on the Contacts tab of the class ( Learning Activities Classes Contacts tab ).
If all the information is correct, then you must click Finish to record the registration.
13.1.3.1 Seat Reservations Fields
This topic contains descriptions of the fields on the Seat Reservations tab for a class.
Reservation ID Reserved seats are available seats in a class that you can re
serve for an organization. When you select a reservation ID, the
users that you registered in step 3 fill the available reserved
seats.
You can add more reserved seats on the Registrations tab of
the class ( Learning Activities Classes Seat
Registrations ).

Voucher If the user hasn’t yet paid for the event, then you can enter a
voucher number into the Voucher field that the system uses to
pay for the event.
To use the Voucher field, you must clear the Price and
Chargeback Account(s) fields.
Chargeback Account(s) If the organization has a default chargeback account code

( People Organizations Account Code tab ), then the
system automatically enters that code into the Chargeback
Account(s) field. If not, you can choose Edit to add one or more
account codes to the record and then adjust the percentage
values in the Distribution column so that the system correctly
charges each account.
Because you can't create new account codes as you go

through the registration assistant, you must select account co
des that already exist in the system ( References
Finanace ).
Price The value in the Price field reflects the cost of the reserved
seats for each organization. For example, if you reserve 200
seats for Organization A and the value in the Price field is
$50.00 (USD), then the cost of the registration is $10,000.00
(USD).
If you include a non-zero numeric value in the Price field, then

you must also provide one or more chargeback account codes
in the Chargeback Account field.
Currency When you select a currency ID, the default price doesn’t
change; therefore, you should proceed cautiously when chang
ing the currency ID because you could make the class more or
less expensive. If you change this value for some reason and
complete the wizard, then the system creates a new financial
record that an administrator can track ( Finanace
Financial Transactions ).
13.2 Edit Required Dates
View this section if you want to use a wizard to set new required dates by which users must complete all curriculum
items or items not in a curriculum or program.
In Manage Users Learning Edit Required Dates , you can use the Edit Required Dates wizard to set new
required dates by which the users you select must complete all items in a curriculum or items not in a curriculum
or program.

Step Purpose
Step 1: Add Users You must add users for whom you want to edit the required dates of curriculum
items or items not in a curriculum or program. If you want to add multiple users,
then we recommend that you click add one or more from list to locate and select
multiple user IDs.
Step 2: Add Curricula You can add one or more curricula in step 2 and then click Next to add items not
in a curriculum or program in step 3 or skip step 2 entirely if you want to add only
items not in a curriculum or program in step 3.
Step 3: Add Items not in a Curriculum or You can add one or more items that aren’t in a curriculum or program by selecting
Program an item type and entering an item ID or by clicking add one or more from list.
Step 4: Edit Item Required Date You can enter new required dates for each item or click the Select Date button to
automatically populate the Required Date box for each item. After entering new
required dates for each item, you must click Finish to record the new dates for the
users you selected in step 1.
You can edit the required date that you set for each item on the Assigned Items tab of a user's entity ( People
Users Assigned Items ).
13.3 External Links
Administrators set up external links when they want to track online content that is outside the learning
management system.
13.4 Activating and Deactivating Open Content Network

Learning Items
Activate and deactivate Open Content Network (OCN) learning items to hide or show them in users' libraries in
bulk.
Prerequisites
You must have the Activate/Deactivate Learning Content Network permission in your role.

Context
Open Content Network (OCN) allows you to create learning items that link from SAP SuccessFactors Learning to an
OCN provider. An OCN provider is a vendor of online content. The OCN provider hosts the online learning content.
The learning items in SAP SuccessFactors Learning link to the hosted content.
Because the content remains on the OCN provider site, you might want to disable access to one provider's content.
For example, if you decide not to renew a contract with a provider but think you might renew it in the future, you can
disable the providers' learning items to hide them throughout the system without deleting them.
practice.
Procedure
1. Go to Content Activate/Deactivate OCN Courses .
You see a list of providers that have learning items in your system and you see them in two different lists:
○ Open Content Network Deactivation contains providers that have active content that you can deactivate in
bulk.
○ Open Content Network Item Reactivation contains providers that were active at one time, that you
deactivated in bulk, and that you can reactivate.
2. To inactivate or deactivate a provider's learning items, select the provider from the list and then click Apply
Changes.
3. Review the list of courses that will be changed and then click Continue.
Activation and deactivation are large jobs so it’s likely that you need to run a background job. Follow the
instructions on the screen to run a background job.

14 Adding Tasks, Objectives, Requirements,
and Competencies
Before you create courses, curricula, and programs, consider how you want to use instructional design elements to
support learning needs management.
Instructional design support means defining the tasks, objectives, and requirements of learning opportunities
before you begin learning needs management. Your instructional design support and process can differ from other
customers, but you often know the tasks, objectives, and requirements and you can add them to SAP
SuccessFactors.
● When you define learning objectives, you can understand what you want learners to know.
● When you define learning tasks, you can understand what you want learners to do.
● When you define requirements, you can see what learners must do to remain qualified.
In SAP SuccessFactors, we track objectives, tasks, and requirements, but we also use them create rules and
behavior in the system. You can find some value in adding instructional design support for its own sake, but if you
do not have time or an instructional design practice, you can skip them if you understand how they are used.
 Note
Do not create competencies in Learning. Instead, create them in Job Profile Builder and import them to
Learning.

Adding Tasks, Objectives, Requirements, and Competencies PUBLIC 407
Instructional Design Objects
14.1 Adding Learning Objectives
Add learning objectives to identify what you want users to learn and to measure their mastery of that subject.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Objectives .

2. In Name, type a name for the objective that describes the objective.
For example, if you want users to demonstrate business ethics, type Business Ethics.
3. In Description type a more complete description of a positive outcome.
For example, if a positive outcome of the objective is that users recognize conflicts of interest, then you can
type Users will be able to identify conflicts of interest in their business dealings.
4. Clear Online.
Although Online should be clear by default, verify that it is not selected. Keep the objective offline until you are
ready to use it in other parts of SAP SuccessFactors Learning.
5. Click Add.

408 PUBLIC Adding Tasks, Objectives, Requirements, and Competencies
14.1.1 Learning Objective Summary Fields
The summary fields of learning objectives contain basic information about the objective.
Objective Name Create an objective name that identifies what the user should
be able to do when they complete the objective.
that helps users identify the record or its purpose.

Active When you make a record inactive, the system does not include
that record in any searches or reports by default; however,
that you can include inactive records. You might make a record
but keep it for a historical record. Because you cannot restore a
deleted record, we recommend that you delete a record only
when you make a mistake in some way (for example, if the re
cord ID is simply incorrect).
Online When you select Online, users can access content objects, ex
ams, and surveys that incorporate this objective. If you do not
select the box, users are locked out of any online material that
incorporates the objective. If an objective's related content is
flawed or misleading, then you can prevent users from being
exposed to it until it can be corrected. When you select and
clear this box and attempt to save the change, the system
checks to see if there are any items, exams, content objects,
and/or questions that reference this objective and also have
the online status that is the opposite of what you indicated for
the objective's online status. If any conflicting records are
found, the system executes the Objective Availability Resolu
tion Assistant.

14.1.2 Using an Existing Learning Objective as a Template for
new Objectives
Use an existing learning objective as a template for new objectives when you want to reuse content from the
existing objective.
Procedure

2. Find and open the competency that you want to use as a template.
3. Click Copy Objective.
4. In Objective Name, type a new name for the objective.
5. To copy the competencies associated with this objective, select Copy competency associations.
You automatically copy information from Summary, Custom Fields, Obj. Display Text, and the Questions tabs to
the new objective.
6. Click Copy.
Next Steps
When you first copy an objective, it shares almost all of its information with the template. Edit the new objective to
make it unique.
14.1.3 Viewing the Content Objects That Address a Learning

Objective
If you’re troubleshooting content and you want to look up the content objects that address one learning objective,
you can go to the objective and look up its content objects.
Procedure

2. Find and open the learning objective that you want to investigate, and then open it.
3. Go to Object Usage.

Next Steps
If you need to change the associations, go to the content object that is wrong and change its objectives. Go to
Content Content Objects , open the incorrect content object, and then go to Objectives.
14.1.4 Storing Custom Data in a Learning Objective
Store custom data in a learning objective when our data model doesn't include data that you want to report on.
Prerequisites
Before you can store custom data in a learning objective, you declare the data that you want to store. In most cases,
you do this during implementation and revisit the design periodically. If you don't see a field for your data, go to
System Administration Custom Fields Objective and add the field.
Context
Many organizations need additional data when reporting on learning objectives. For example, you want to add a flag
that indicates that the objective is for certification or you want to add an originating organization for the objective.
When our data model doesn’t include fields that you need, you add the fields during implementation and then
populate the fields with data during your administration cycle.
Procedure

2. Find and open the objective that needs custom data.
3. Go to Custom Fields.

14.1.5 Adding Competencies to Learning Objectives
Add competencies to learning objectives so that when users meet the objective, they get credit for the
competencies.
Prerequisites
Before SAP SuccessFactors Learning can trigger a competency completion based on completing a learning
objective, you must create a mechanism for marking the objective complete. If you are using objectives to mark
competencies complete, then chances are that you want to use an exam to test users. If users pass the questions
associated with an objective, then they are marked complete in the objective.
Context
You can set up a system that grants competency credit to users for achieving a learning objective. For example, if
users are assigned a competency that requires them to identify conflicts of interest, you can allow them to meet
that competency by successfully meeting a learning objective about identifying conflicts of interest.
Procedure

2. Find and open the objective that you want to use to close a competency.
3. Click add one or more from list.
4. Find the competency that should be closed if users meet the objective and add it to the objective.
14.1.6 Viewing the Learning Items that Use a Learning

Objective
View the learning items that use an objective when you know the objective and, for troubleshooting, you want to
look at all learning items that use it.
Procedure


3. Go to Items.
Next Steps
To modify the relationship between a learning item and its objective, go to Learning Activities Items , open the
learning item, and then go to Objectives.
14.1.7 Viewing the Objective as it is Displayed at Run Time
View the display text of an objective when you want to see how it is represented at run time.
Procedure

3. Go to Objective Display Text.
Next Steps
If you want to edit the text, click Summary.
14.1.8 Viewing the Questions that Test an Objective
If you are troubleshooting an exam, and you want to look up the questions that test a learning objective, you can go
to the objective and look up its questions.
Procedure

3. Go to Questions.
4. Expand any question to investigate the individual question.

14.1.9 Learning Objectives
A learning objective defines what users should be able to do or understand by the end of the learning session.
A clearly defined objective explains the goal of a particular assignment. It also serves as a guide for planning
assignments and assessments. When you create objectives, you’re able to tie a learning outcome to assessments
and competencies.
For example, you can create the following objective: learners can identify and describe conflicts of interest and how
they harm our organization. When designing courses, you can connect them to the objective. You can report on all
courses that meet an objective or you can report on all objectives that a course addresses. When users enroll into
the course, they can be expected to meet the objective by the end of course, so you can create exams that assess
the objective. You connect questions in the exam to the objective. The exam draws from a pool of questions to test
that the user has internalized the objective. Finally, when you connect objectives to competencies, when the user
finishes the course and when the user successfully passes the objective's questions in the exam, the user can
receive credit for the competency.
You manage objectives in SAP SuccessFactors Learning by going to Content Objectives .
14.1.10 Exam Usage Tab
View this section if you want information for each offering of all the users' attempts at exams that incorporate an
objective as well as the corresponding performance data.
Content Objectives Exam Usage is a view-only tab which shows you the list of exam and survey objects
that incorporate an objective (View Exam Objects), and a row of information for each offering of all users' attempts
at exams that incorporate the objective, along with performance data and statistics pertaining to the use of the
objective in the highlighted exam (View User Exams object). See Exam and Survey Objects.
Field Description
Exam The ID of the exam that uses the objective.
Is active Indicates whether the exam or surveyobject is currently active.
User ID Key value of the user's database record.
Iteration A sequential number, starting at 1, assigned to each successive user attempt at this ob
jective. If a user repeats the attempt, you can compare his or her performance on the first
attempt to the second attempt.
Pass Grade The grade given for passing the exam.
Questions Asked The total number of questions asked.
Questions Answered Of the number of questions asked, the number of questions for which the user provided
an answer, whether correct or incorrect.
Questions Correct Of the number of questions asked, the number of times the user provided the correct an
swer.
Points Per Objective The total number of points possible for the selected objective.
Score The total number of points that the user has scored on this objective.

14.2 Adding Requirements
Add requirements to allow users to choose which learning items they want to complete to complete a curriculum
assignment.
Prerequisites
Before you create a new requirement, check to see if you have a requirement that you can use as a template: one
that is close to the requirement that you want to create. If you can find a requirement that you can use as a
template, open it and click Copy.
The rules of a requirement are controlled by its type. Before you create a requirement, familiarize yourself with the
different types so that you create rules that work for your business need.
Context
Requirements give users a chance to choose how they fulfill a curriculum assignment. You can design a
requirement, for example, that allows users to choose from one of three learning items. Users can choose any of
the three, and as long as they successfully complete one of them, the curriculum considers the assignment met.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Curriculum

Requirements .
2. Click Add New.
3. In Requirement Type, select what kind of choice you want to give users.
○ Number of Hours of Specified Hour Type: This requires users to complete a number of hours to fulfill the
requirement and those hours must be of a certain type (for example, contact hours or credit hours). Users
can select any learning item in the curriculum to fulfill their required hours.
○ Number of Hours of Specified Hour Type from Pool of Items: This requires users to complete a number of
hours to fulfill the requirement, those hours must be of a certain type (for example, contact hours or credit
hours), and the hours must come from a subset of learning items in the curriculum (as opposed to any
learning item in the curriculum).
○ Number of Items from Pool of Items: This requires users to select a number of items from the pool of
learning items.
4. Complete the other fields.
5. Click Next

Next Steps
Depending on your choice in Requirement Type, you configure the details of the requirement.
Related Information
Using Requirement Groups [page 261]

Requirement Groups [page 263]
Creating a Requirement Group [page 260]
Adding Content to Curricula [page 259]
14.2.1 Allowing Users to Fulfill a Requirement with Hours from

Any Learning Item in a Curriculum
Allow users to fulfill a requirement with hours from any learning item in the curriculum when you want to hold users
to a number of educational hours, but you want them to choose those hours from any learning item (course) in the
curriculum.
Prerequisites
Go to SAP SuccessFactors Learning administration and then go to Learning Activities Curriculum

Requirements . Create a requirement of type Number of Hours of Specified Hour Type. After you create it and click
Next, you configure the requirement by its type.
Procedure
1. In Hour Type, select the type of hours that you want users to draw from.
○ Most customers do not record hours at all, but a few need CPE (Continuing Professional Education) hours
because of their industry. Almost no customers use credit hours. Credit hours are the number of hours
that a user earns for completing a learning event. For example, in many U.S. universities, students attend a
single class for 15 weeks, 3 days each week, and 1 hour each day. In this case, the total hours equals 45;
however, the college grants 3 credit hours for this class.
○ CPE is an abbreviation for Continuing Professional Education and refers to learning activities that users
perform to maintain and expand the skills that their profession demands. Some customers in some
industries use CPE hours for certification. If you are in an industry that uses CPE hours for certification,
please use the CPE Hours field instead of credit hours or contact hours. If you are not in an industry that
uses hours to certify employees, you can ignore CPE hours.

○ Most customers don’t record hours at all, but a few need CPE (Continuing Professional Education) hours
because of their industry. Almost no customers use contact hours. Contact hours are the total number of
hours that you expect a user to have contact with an instructor. For example, if you set up a learning item
that is instructor-led with online content for 8 total hours and, for 6 of those hours, you expect the user to
be in an instructor-led time slot, then the contact hours equals 6.
○ Total hours specifies that the hours can come from any type.
The hours can be inherited from the learning event (the course) or they can be specified when a user, manager,
or administrator records completion with the Add Learning History wizard.
2. In Required Hours type the number of hours that a user must accumulate to meet the requirement.
3. Click Add.
Next Steps
If you need to change the type or the details of the type, you can change it in Configuration on the requirement
( Learning Activities Curriculum Requirements ).
Add the requirement to a curriculum. Within the curriculum, you can add multiple requirements to create an AND
connection between the requirements. You can also create requirement groups to create an OR relationship
between the requirements.
Related Information

14.2.2 Allowing Users to Fulfill a Requirement with Hours from

a Subset of Learning Items in a Curriculum
Allow users to fulfill a requirement with hours from a subset of learning items in the curriculum when you want to
hold users to a number of educational hours, and you want them to choose those hours from a subset of the
learning items (courses) in the curriculum.
Prerequisites

Requirements . Create a requirement of type Number of Hours of Specified Hour Type from Pool of Items. After you
create it and click Next, you configure the requirement by its type.

Procedure
1. In Hour Type, select the type of hours that you want users to draw from.
○ Most customers do not record hours at all, but a few need CPE (Continuing Professional Education) hours
because of their industry. Almost no customers use credit hours. Credit hours are the number of hours
that a user earns for completing a learning event. For example, in many U.S. universities, students attend a
single class for 15 weeks, 3 days each week, and 1 hour each day. In this case, the total hours equals 45;
however, the college grants 3 credit hours for this class.
○ CPE is an abbreviation for Continuing Professional Education and refers to learning activities that users
perform to maintain and expand the skills that their profession demands. Some customers in some
industries use CPE hours for certification. If you are in an industry that uses CPE hours for certification,
please use the CPE Hours field instead of credit hours or contact hours. If you are not in an industry that
uses hours to certify employees, you can ignore CPE hours.
○ Most customers don’t record hours at all, but a few need CPE (Continuing Professional Education) hours
because of their industry. Almost no customers use contact hours. Contact hours are the total number of
hours that you expect a user to have contact with an instructor. For example, if you set up a learning item
that is instructor-led with online content for 8 total hours and, for 6 of those hours, you expect the user to
be in an instructor-led time slot, then the contact hours equals 6.
○ Total hours specifies that the hours can come from any type.
The hours can be inherited from the learning event (the course) or they can be specified when a user, manager,
or administrator records completion with the Add Learning History wizard.
2. In Required Hours type the number of hours that a user must accumulate to meet the requirement.
3. Click Add.
Next Steps
Related Information


14.2.3 Allowing Users to Fulfill a Requirement with Learning
Items from a Subset of Learning Items in a Curriculum
Allow users to fulfill a requirement with learning items from a subset of learning items in the curriculum when you
want to give users a choice of courses, and you want them to choose those courses from a subset of the learning
items (courses) in the curriculum.
Prerequisites

Requirements . Create a requirement of type Number of Items from Pool of Items. After you create it and click
Next, you configure the requirement by its type.
Procedure
1. In Enter the required number of Items type the number of learning items (courses) that a user must accumulate
to meet the requirement.
2. In Create Item Pool, click add one or more from list to search for and add learning items to the pool.
Users must select from a pool of learning items that you set in the requirement itself. The pool is a subset of all
the learning items in the curriculum. The learning items must be in both places: in the pool of learning items
and in the curriculum.
3. Click Add.
Next Steps
Related Information


14.2.4 SAP SuccessFactors Learning Curriculum Requirement
Types
Curriculum requirement types define the conditions that users must satisfy to complete a curriculum requirement.
A curriculum requirement is a set of conditions that a user must satisfy to earn credit for completion the
requirement. The curriculum requirement's type defines how the user can meet those conditions (by fulfilling a
number of hours or by fulfilling a number of courses).
You can check a curriculum requirement's type by opening it in Learning Activities Curriculum Requirements
and going to Configuration.
Requirement Type Users can select from among these

Name Description Users must complete... things to meet the requirement...
Number of Hours of This requires users to com Users must complete an amount Any course (learning item) in the cur
Specified Hour Type plete a number of hours to of hours of a particular hour riculum that the curriculum require
fulfill the requirement and type: Credit, CPE, Contact, or To ment is attached to.
those hours must be of a tal Hours. For example, users
Because the curriculum requirement
certain type (for example, must complete five CPE Hours.
inherits its pool of learning items from
contact hours or credit
the curriculum, you do not define the
hours). Users can select any
pool in the curriculum requirement it
learning item in the curricu
self.
lum to fulfill their required
hours.
Number of Hours of This requires users to com Users must complete an amount Users must select from a pool of
Specified Hour Type plete a number of hours to of hours of one of these types of learning items that you set in the re
from Pool of Items fulfill the requirement, those hours: Credit, CPE, Contact, or quirement itself. The pool is a subset
hours must be of a certain Total Hours. For example: user of all the learning items in the curricu
type (for example, contact must complete five CPE Hours. lum. The learning items must be in
hours or credit hours), and both places: in the pool of learning
the hours must come from a items and in the curriculum.
subset of learning items in
the curriculum (as opposed
to any learning item in the
curriculum).
Number of Items from This requires users to select Users are required to complete Users must select from a pool of
Pool of Items a number of items from the an amount of learning items learning items that you set in the re
pool of learning items. from a pool of learning items re quirement itself. The pool is a subset
gardless of the hours. In this re of all the learning items in the curricu
quirement type, the hours of the lum. The learning items must be in
learning items are not relevant. both places: in the pool of learning
items and in the curriculum.

14.2.5 Learning Curriculum Requirement Summary Fields
Learning curriculum requirement summary fields contain basic information about the curriculum requirement (for
example, the date that it was created or comments that describe the intent of the curriculum requirement).
To edit this information, go to SAP SuccessFactors Learning administration and then go to Learning Activities
Curriculum Requirements , open the requirement and then go to Summary.
This field… …Is used as follows
that helps users identify the entity or its purpose.
Security Domain ID You can associate an entity with a security domain to control
Creation Date When you create a new curriculum requirement entity, the sys
tem automatically populates the Creation Date box with to
day’s date.
tity ID is simply incorrect).
If you clear the Active check box to inactivate the curriculum

requirement, then users who were assigned items through the
curriculum requirement won’t be affected.
Comments We recommend that you use the Comments box to identify the
purpose or intent of the entity. You can also include any infor
mation that you think other administrators might need or find
useful for understanding the entity and how to use it. All com
ments are intended for administrators only and can’t be

14.2.6 A Learning Requirement's View of Its Curricula
You can view the curricula that are consuming a requirement by opening the requirement.
You often want to know the curricula that are using a requirement. When you do, you can go to SAP SuccessFactors
Learning administration, to Learning Activities Curriculum Requirements . You can open the requirement and
see its curricula in Curricula.
The view is read-only. To update how the requirement is used, go to the curriculum ( Learning Activities
Curricula ) and open its contents.
14.2.7 When to Use the "Number of Hours of Specified Hour"

Learning Requirement Type
If you are using learning curricula and learning requirements, use these tips and examples help you decide when to
use the "Number of Hours of Specified Hour" learning requirement type.
If you are using curricula and if you are using requirements to set conditions of completion in the curricula, then
you set a requirement type to define those conditions. In general, requirement types require users to complete
either a number of hours or a number of courses. The hours requirement type has a special variation: you can
require hours from any course in the curriculum or require hours from only a subset of courses in the curriculum.
You set the type and the rules for the type in SAP SuccessFactors Learning administration. Go to Learning
Activities Curriculum Requirements Configuration .
Use Number of Hours of Specified Hour Type when you are concerned about the number of hours and the type of
credit required for users to complete the assigned curriculum, but you want to allow users to fulfill those hours
from any learning item (course) in the curriculum. If you want to limit the options of the user to only a subset of
courses, then you want to use Number of Hours of Specified Hour Type from a Pool of Items.
 Note
There are four Hour Types: Contact, Credit, CPE (Credit for Professional Education), and Total hours. For
example, if you want a user to complete five Credit Hours of learning you set that hour type and hours in the
learning item.
Example: Hours of Specified Hour Type without Period Based Assignment
In this example, the system has an ethics curriculum with the following learning items in it. Each has a set amount
of credit hours (set on the learning item).
Course Hours
Ethics of Business 2 Credit Hours

Course Hours
Ethics of Contract Negotiations 3 Credit Hours
Ethics and the Law 3 Credit Hours
You might want to allow users to select any ethics course as long as the Credit Hours (as opposed to other kinds of
hours) add up to five credit hours. To allow users to select any combination of ethics courses to fulfill their five
credit hours, you can add a requirement called Five Hours of Ethics Training from the Curriculum and you make it
type Number Hours of specified Hour Type.
 Note
The specified hour type in this example is credit hours. It could be that Ethics 101 offers two credit hours and
five contact hours (a different hour type). But because this requirement is specific to credit hours, the contact
hours is irrelevant.
Example: Hours of Specified Hour Type with Period-Based Assignment
This example extends the example above by adding a retraining interval of 365 days that is event-based. Event
based means that the system uses the last notable event to define next time the learning item will need to be
completed. The notable event will be either the last completion, the last successful completion, or the assignment
of the item, but in general, the user must complete five hours of ethics training every year, where a year is defined
by the last event. In this case, the requirement empties out at the beginning of each period and must be filled again
for the next year.
14.2.8 When to Use the "Number of Hours of Specified Hour

Type from Pool of Items" Learning Requirement Type
If you’re using learning curricula and learning requirements, use these tips and examples help you decide when to
use the “Number of Hours of Specified Hour Type from Pool of Items” learning requirement type.
Use the Number of Hours of Specified Hour Type from Pool of Items requirement type when you want to require a
user to complete a number of hours of training and you want to require them to find those hours in a subset of
learning items of a curriculum. If you don’t want to restrict users to a subset of learning items in a curriculum, then
choose Number of Hours of Specified Hour.

Example: Number of Hours of Specified Hour Type from Pool of Items with
Curriculum and Sub-Curriculum
In this example, the system has an accounting curriculum with three learning items in it.
Course Hours
Accounting 100 2 Credit Hours
It also has an ethics sub-curriculum.
Course Hours
The goal of the example is to require accountants who are assigned this curriculum to complete five credit hours of
ethics courses. You don't want the accounting classes to count toward users meeting their ethics requirement. You
only want them to get credit for ethics hours from ethics courses. To do that, you:
1. Create the curriculum and sub-curriculum and assign the learning items to them.
2. Create the requirement of type Number of Hours of Specified Hour Type from Pool of Items and set the number
of required credit hours to five.
3. Add the ethics courses to pool of items in Learning Activities Curriculum Requirements Configuration .
 Note
For users to apply learning items to the requirement, the learning item must be in both the requirement and the
curriculum. If you removed Ethics and the Law, from the curriculum, for example, the user wouldn’t be assigned
the ethics course and therefore couldn’t use it for the requirement, even though Ethics and the Law is in the
requirement pool.
Example: Hours of Specified Hour Type from Pool of Items with a Period-Based
Curriculum and Requirement

for the next year.
At the start of each year, users can start to fulfill their five-hour ethics requirement again. And again, they must
choose from within the pool of learning items in the requirement.
14.2.9 When to Use the "Number of Items from Pool of Items"

Learning Requirement Type
If you’re using learning curricula and learning requirements, use these tips and examples help you decide when to
use the Number of Items from Pool of Items learning requirement type.
Use the Number of Items from Pool of Items learning requirement type when you can identify a group of items of
similar weight that can easily be exchanged. With this requirement, users are required to complete a minimum
number of learning items from a pool of learning items.
Example: Number of Items from Pool of Items with Curriculum and

Requirement
In this example, the system has an ethics curriculum with the following learning items in it and each has the
following credit hours.
Course Hours
You aren’t concerned about the number of hours in the ethics course. You only want your users to complete two of
the three courses. Customers often create this kind of requirement when the hours are similar and the content is
very similar. Users can select two courses that fit their interests and schedule, as long as they complete two of
them. To create this requirement:
1. Add a new requirement ( Learning Activities Curriculum Requirements ) and make it of the type # Items
from Pool of Items.
2. Set the number of required items to two because you want users to complete two of the three learning items.

3. Add the three ethics courses to the pool of items (in Configuration).
4. Add the requirement to the curriculum.
Example: Number of Items from Pool of Items with a Period-Based Curriculum

and Requirement
for the next year.
14.2.10 Learning Requirements
Learning requirements are a set of conditions that users must meet to receive a complete curriculum status when
you create a requirement-based curriculum.
You create requirements for curricula, so if you aren’t using curricula, you don't need to create requirements. If
you’re using curricula, then requirements provide a way to build flexibility into curricula. For example, you could
create a recognizing bias requirement for managers. The conditions of the requirement could say that they need 10
contact hours and they can get those contact hours (hours in contact with an instructor) from any one of a pool of
20 courses.
To provide the flexibility, you define the conditions that users must meet to be considered complete. You can write a
requirement that says that users must complete a certain number of credit hours or CPE hours to be considered
complete. Or you can write a requirement that specifies that users must finish a set of learning items (courses)
from a pool of learning items. The conditions (hours or items in these two examples) are set by the requirement
type.
You can create and manage requirements by going toSAP SuccessFactors Learning Administration and then going
to Learning Activities Curriculum Requirements .
14.2.11 Copying a Requirement
Copy requirements if you already have requirements in the system and you want to create new requirements that
resemble them.
Context
You often have requirements that closely resemble each other. For example, you might have a requirement for 10
credit hours that you want to use in a more junior-level curriculum and a requirement for 20 hours in a more senior-

level requirement. The pool of items might remain the same. You can create the senior requirement and then copy
it to create the junior requirement. When you do, SAP SuccessFactors Learning copies the data from Learning
Activities Curriculum Requirements Summary and Learning Activities Curriculum Requirements
Configuration to the new requirement.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Curriculum

Requirements .
2. Search for and open the requirement that you want to use as a template: the requirement you want to copy.
3. In Summary click Copy.
4. If prompted (if you don’t auto-generate IDs), in the New Requirement ID box, type an ID for the new
requirement.
5. Type a description in the Description box.
Because the content of this box doesn’t appear in the user interface or any reports, we recommend that you
use the box to fully explain to other administrators the purpose for creating this entity.
6. Click Copy.
14.3 Adding Learning Tasks
Add Learning tasks if you’re using task checklists to verify that learners can demonstrate a physical skill they’ve
learned. Tasks are also helpful for instructional design.
Context
A task is something that you expect a user to be able to do after they complete training. If you have physical
standard operating procedures, each step in the procedure can be a task. For example, if you have a standard
operating procedure for fueling an airplane, and the first step in the procedure is to connect the earth ground, then
connecting the earth ground can be a task. Later, when an observer verifies that a learner can follow the standard
operating procedure, the observer watches the learner connect the earth ground and marks the task complete. The
learner then demonstrates the next task in the procedure, the observer marks it complete, and so on.
 Note
As an instructional designer, you can also add tasks to support your instructional goals. Tasks can serve as the
basis for creating learning objectives and assessments.

Procedure
1. Go to Learning Administration and then go to Content Tasks .

2. Click Add New.
3. Add the metadata for the task.
Choice Description
Description Write a description that follows your company's task pattern.

For example, you can start all descriptions with Learner
demonstrates and then the activity that they should be able
to demonstrate to an observer.
Security Domain When a record is inactive, most of the system does not in
Active You can associate an entity with a security domain to control

4. Click Add.
Next Steps
If you’re using tasks for task checklists, create a course of type other and add the tasks to it. Configure the task
checklist and observers in the course.
If you’re using tasks for instructional design, add instructional design analysis and add the tasks to other
instructional design elements.

14.3.1 Adding Competencies to Tasks
Add competencies to tasks if you’re using tasks for instructional design purposes.
Context
You can add competencies to tasks to help instructional designers understand what competencies are
prerequisites for completing the task, what competencies users should be able to demonstrate as a result of
completing the task, or a combination of both. When you add competencies to tasks, you do not affect the
behavior of Learning.
Procedure

2. Find and open the task.
3. Go to Competencies.
4. Click add one or more from list to add competencies to the task.
14.3.2 Adding Documents to Tasks
Add documents to tasks to help instructional designers with the analysis step of their instructional design process.
Context
You can add documents to tasks to help instructional designers understand the source of the task. If a task is a part
of a standard operating procedure, for example, you can attach the standard operating procedure document to the
task.
Procedure

3. Go to Documents.
4. Click add one or more from list to add the documents to the task.

14.3.3 Adding Instructional System Design Analysis to Tasks
Add Instructional System Design (ISD) analysis to tasks if you have an ISD practice to define your tasks by
outcomes, goals, and conditions. .
Procedure

3. Go to ISD Analysis.
4. Add your analysis in the form.
14.3.4 Viewing the Courses That Use Tasks
View the courses that use tasks if you’re troubleshooting a task checklist and you want to see which courses use a
task. If you’re using tasks for instructional design, the courses tell you the courses that address the task.
Procedure

3. Go to Items.
Next Steps
To add or remove tasks from courses, go to Learning Activities Items , open the course, and then go to Tasks.

14.3.5 Adding Job Codes to Tasks
Add job codes to tasks if you’re using tasks for instructional design purposes.
Context
You can add job codes to tasks to help instructional designers understand what job codes require proficiency in the
task. When you add job codes to tasks, you don’t affect the behavior of Learning.
Procedure
1. Go to Learning Administration, and then go to Content Tasks .

3. Go to Job Codes.
4. Choose add one or more from list to add the job codes to the task.
5. Choose Add.
14.3.6 Adding Job Locations to Tasks
Add job locations to tasks if you are using tasks for instructional design purposes.
Context
You can add job locations to tasks to help instructional designers understand what job locations require proficiency
in the task. When you add job locations to tasks, you do not affect the behavior of Learning.
Procedure

3. Go to Job Locations.
4. Click add one or more from list to add the job locations to the task.

14.3.7 Adding Objectives to Tasks
Add objectives to tasks if you are using tasks for instructional design purposes.
Context
You can add objectives to tasks to help instructional designers understand what objectives address the tasks and
what the learners should be able to demonstrate as a result of reaching the learning objective. When you add
objectives to tasks, you do not affect the behavior of Learning.
Procedure

4. Click add one or more from list to add the objectives to the task.
14.4 Adding Learning Documents
Add documents (books, videos, standard operating procedures, and so on) to support instructional design and
delivery.
Context
You can add documents to attach them to courses, to curricula, and to tasks for the purpose of instructional design
or delivery.
● Curricula and tasks use documents for instructional design:

○ If a task is a part of a standard operating procedure, for example, you can attach the standard operating
procedure document to the task.
○ If a curriculum supports qualification in regulations, for example, you can attach the regulations document
to the task.
● Courses and classes use documents for instructional delivery. If you have a hand-out that you want users to
see, you can add it to courses.

Procedure
1. Go to Learning Administration and then go to Content Document Links .

2. Click Add New.
3. In Add New Document Link define the document metadata, including the file path to the document.
Next Steps
Go to tasks, classes, courses, and curricula to associate the document with the unit of learning.
Related Information
Why you Might add Documents to Courses or Classes [page 437]

Learning Document Links Metadata [page 433]
14.4.1 Learning Document Links Metadata
Learning document links metadata describes a document link that you add to SAP SuccessFactors for the purpose
of instructional design.
Field Description
Active When a record is inactive, most of the system does not include that record in searches
or reports. Some searches and reports allow administrators to include inactive records.
Deactivating (instead of deleting it) hides it from view but keeps it for historical record.
Because you cannot restore a deleted record, we recommend that you delete a record
when you make a mistake (for example, if the record ID is simply incorrect) or as part of
Document Link Type You can associate a document link with a document category or type. For example, you
can designate a document link as an operations guide, user manual, or text book.
Security Domain You can associate an entity with a security domain to control the administrators who
can access the entity. What an administrator can access and do for an entity depends
on how you configured the permissions and security domain group of the role ID that is
associated with the administrator.
Source The Source indicates the origin or requiring authority of the document.
Author The Author is the name of the document's original author or the group responsible for
the document.

Field Description
File Path This is a brief description of where the document is physically located.
Revision Number This is the current revision number of this document link. To edit the number, type the
change directly into the field. When you save a new revision number in the Revision
Number field, the Needs Review status in the Items tab, Curricula tab, and Tasks tab is
changed from No to Yes.
Reviser The name of the person or group responsible for the current revision of the document
link.
Approver The name of the person or group responsible for approving revisions to the document
link.
Comments All comments are intended for administrators only and can’t be viewed in the user in
terface. We recommend that you use the Comments box to identify the purpose or in
tent of the document link. You can also include any information that you think other ad
ministrators might need or find useful for understanding the document link and how to
use it.
14.4.2 Reviewing Document Links Used by Tasks
Review document links that are used by tasks when you want to troubleshoot the tasks that use document links or
when you want to review documents that are used in tasks.
Context
You add document links to tasks in Content Tasks . If you see a missing document link, go to the task and add
the document link.
When you first create the relationship, we assume that you’ve reviewed the document that you’re linking to the
task, so Needs Review is clear to indicate that you do not need to review the document. As you revise the
document, however, review its relationships. To assure that you review relationships when you revise documents,
Learning automatically selects Needs Review when you add a higher revision number in Documents Revision
Number Summary .
Procedure
1. Go to Learning Administration, go to Content Document Links , and then find and open the document link
that you want to troubleshoot.
2. Go to Summary to familiarize yourself with the document link that you want to review.

 Tip
Good comments help you understand the document link. If you want to read the full document, open it at
the file path in File Path.
3. Go to Tasks.
4. To verify that you’ve reviewed the relationship and that the document link is still valid for the task, clear Needs
Review for the task.
Needs Review shows you if you need to review the relationship between the current revision of a document and
the corresponding task.
○ If it’s selected, then review the relationship.
○ If it’s clear, you don’t need to review the relationship.
14.4.3 Reviewing Documents Used by Classes
Review documents that are used by classes when you want to troubleshoot the classes that use documents or
when you want to review documents that are used in classes.
Context
You add documents to classes in Learning Activities Classes . If you see a missing document, go to the class
and add the document.
When you first create the relationship, we assume that you have reviewed the document that you are adding to the
class, so Needs Review is clear to indicate that you do not need to review the document. If you see that the
document needs review when you are working with the class, you can select Needs Review in the Class. If you
select Needs Review in the class, it is also selected in documents.
Procedure
1. Go to Learning Administration, go to Content Document Links , and then find and open the document
2. Go to Summary to familiarize yourself with the document that you want to review.
 Tip
Good comments help you understand the document. If you want to read the full document, open it at the
file path in File Path.
3. Go to Classes.
4. To verify that you have reviewed the relationship and that the document is still valid for the class, clear Needs
Review for the class.

Needs Review shows you if you should review the relationship between the current revision of a document and
the corresponding class.
○ If it is selected, then you should review the relationship.
○ If it is clear, you do not need to review the relationship.
14.4.4 Reviewing Documents Used by Courses
Review documents that are used by courses when you want to troubleshoot the courses that use documents or
when you want to review documents that are used in courses.
Context
You add documents to courses in Learning Activties Items Document Links . If you see a missing document,
go to the course and add the document.
When you first create the relationship, we assume that you’ve reviewed the document that you’re adding to the
course, so Needs Review is clear to indicate that you don’t need to review the document. If you see that the
document needs review when you’re working with the course, you can select Needs Review in the Class. If you
select Needs Review in the course, it’s also selected in documents.
Procedure
 Tip
3. Go to Items.
4. To verify that you’ve reviewed the relationship and that the document is still valid for the course, clear Needs
Review for the course.
the corresponding course.
○ If it’s selected, then you should review the relationship.
○ If it’s clear, you don’t need to review the relationship.

14.4.5 Reviewing Documents Used by Curricula
Review documents that are used by curricula when you want to troubleshoot the curricula that use documents or
when you want to review documents that are used in curricula.
Context
You add documents to curricula in Learning Curricula . If you see a missing document, go to the curriculum
and add the document.
When you first create the relationship, we assume that you have reviewed the document that you are adding to the
curriculum, so Needs Review is clear to indicate that you do not need to review the document. As you revise the
document, however, you should review its relationships. To assure that you review relationships when you revise
documents, Learning automatically selects Needs Review when you add a higher revision number in Document
Links Revision Number Summary .
Procedure
 Tip
3. Go to Curricula.
4. To verify that you have reviewed the relationship and that the document is still valid for the curriculum, clear
Needs Review for the curriculum.
the corresponding curriculum.
○ If it is selected, then you should review the relationship.
○ If it is clear, you do not need to review the relationship.
14.4.6 Why you Might add Documents to Courses or Classes

Attach documents to courses or classes when the documents support the knowledge that you want to teach in the
course (learning item) or class.
Documents support the learning that takes place in courses or classes. For example, if you are teaching a set of
Standard Operating Procedure (SOP) documents in your course, you can attach them to course. When the course

appears to learners and instructors, they see the documents as attachments to the course. In the example of SOP
documents, they can see the documents so that they can familiarize themselves with the content.
You can attach documents to either a course or a class depending on how the business case of individual courses
or classes:
● Attach documents to the course if you want all instances of the course to use the same document.
● Attach documents to the class if you want the individual class, or instance of the course, to have a document
that is unique to the individual class.
For example, a service desk course might be scheduled globally, with classes in New York, London, and Singapore.
Although you might want to share SOP documents among all three instances of the course, you might want and its
class in London to have different instructors, locations, and other information specific to the class. You might want
to attach an agenda to the class to introduce the instructor, provide information about the classroom, and so on.
 Remember
The roster is produced automatically, so you do not need to attach it.
We have added these areas of the application to support the new feature:
● Learning Activities Classes Documents : This is where administrators attach the documents.
● Content Document Links Classes : This is where content administrators can see the classes that use a
particular document.
● Users' Class Details: This is where users can see the documents.
● Document Data Reports: We have added scheduled offering details in the document reports.
14.4.7 Adding Learning Document Link Types
Add document link types to categorize Learning document links to make them easier to find.
Context
If you use document links to help plan your instructional design, you can categorize them by document link type so
that they’re easier to find. For example, you can add types of standard operating procedure, policy statement, or
reference manual. Learning administrators can then search for all standard operating procedures or policy
statements.
 Note
You typically import document link types in bulk during implementation and then review them periodically.
During reviews, most customers add one or two new document link types.

Procedure
1. Go to Learning Administration, and then go to References Online Content Document Link Types .
2. Click Add New.
3. Add a document link type ID and description.
4. Click Add.
Next Steps
When you add Learning document links to Content Document Links , you can select the document link type
to categorize the document link.
14.5 Learning Competencies
SAP SuccessFactors Learning reports competency scores for completing courses. It does not calculate
competency scores based on assessments.
 Restriction
Do not create competencies in Learning. Always import them from Job Profile Builder.
SAP SuccessFactors Learning has only one role in competency assessments: when a user completes a learning
item, the Learning Management System (LMS) records the score that the user earns for completing the course and
also the rating scale that the user was rated against. It records the scale so that assessments that are scored
against different scales can be normalized.

14.5.1 Don’t Copy Competencies in Learning
Don’t copy competencies from within Learning Administration. Manage competencies, including copying, in Job
Profile Builder.
 Restriction
Don’t create competencies in Learning. Copying competencies is creates new competencies. Always import
them from Job Profile Builder.
14.5.2 Adding Subject Areas to Competencies
Add subject areas (topics) to competencies to better organize the set of competencies that you import from Job
Profile Builder to Learning.
Context
Courses and competencies in the same subject area should address the same kind of content: for example, Safety,
Accounting, Manufacturing Process, or Quality Assurance. Associate subjects areas with a competency so that you
can use it to make searches easier. You can search for all courses in a subject area and all competencies in a
subject are, for example. End users do not see the competency subject areas.
Procedure
1. Go to Learning Administration and then go to Performance Competencies .

3. Go to Subject Areas.
4. Click add one or more from list to add subject areas to the competency.

14.5.3 Learner Profile does not Track Competencies
The learner profile does not track which competencies are assigned to users.
SAP SuccessFactors Learning has only one role in competency assessments: when a user completes a learning
item, the Learning Management System (LMS) records the score that the user earns for completing the course and
also the rating scale that the user was rated against. It records the scale so that assessments that are scored
against different scales can be normalized.
Learning reports the competency change when learners complete a course regardless of whether the
competencies are on the learners' profiles.
14.5.4 Competency Summary Fields
Competency summary fields contain the basic information about a SAP SuccessFactors Learning competency,
which is a skill or knowledge that users should gain from learning.
You can use Learning Activities Competencies Summary to edit or review the settings for a competency. A
competency is a skill, ability, or attitude that can be assigned to users (for example, your company could assign
competencies to users based on the organization that they belong to, the job position that they hold, or both).
Name Description
Description Because users see the contents of the Description and

Explanation boxes (for example, during an assessment or per
formance review) for each competency that they are associ
ated with, we recommend that you create a description that
captures the essence of (like the title of a book) and an explan
ation that more fully describes (like a synopsis or abstract of a
book) each competency.

Name Description
Competency Category A competency category is an attribute that you must associate

with a competency that classifies its relationship to the com
petency (for example, a competency that relates to communi
cation, initiative, or leadership). When you associate a compe
tency category with a competency, you affect how the system
organizes the competency (which makes it easier for adminis
trators to locate) and also how it groups the competency on an
assessment survey. You can control how the system groups
competencies on assessment surveys on the Formatting tab of
the Assessment Surveys section: Performance
Assessment Surveys Formatting tab .
You can add or edit competency categories in the Competency
Categories section: References Performance
Competency Categories .
Competency Type A competency type is an attribute that you must associate

with a competency that identifies the aptitude that each com
petency measures. When you associate a competency type
with a competency, you affect how the system organizes the
competency (which makes it easier for administrators to lo
cate). By default, the system includes four competency types
(ability, attitude, knowledge, and skill).
● Ability – Capacity to meet physical or mental require

ments for job-related tasks (for example: swim 500 me
ters).
● Attitude – Behavior necessary for performing job-related
tasks (for example: Receives Constructive Criticism with
out Becoming Defensive).
● Knowledge – Facts and information necessary to compre
hend, recognize, or recall terms, rules, concepts, and sym
bols related to performing job-related tasks (for example,
Safety Guidelines for Scaffolding).
● Skill – Physical or mental abilities necessary for perform
ing job-related tasks (for example, Keeps meetings on
task and on time).
You can add or edit competency types in References
Performance Competency Types .

Name Description
Rating Scale Rating scales depend on the competency types that you cre
ate. For example, you cannot measure a user’s speed in the
500-yard swim (an ability) in the same way that you measure
his or her behavior toward peers (an attitude). For instance, the
ability most likely requires a range of times (5-6 minutes = 100,
7-8 minutes = 80, etc) whereas the attitude requires a subjec
tive list (Highly values peers = 100, Somewhat values peers =
80, etc.) You can manage rating scales on the Summary tab of
the Rating Scales section: References System Admin
Rating Scales .
Competency Source A competency source is an attribute that you can associate

with a competency that identifies the origin of the competency.
For example, the competency source might be the creator of
the competency or the regulatory body that requires the com
petency.
You can add or edit competency sources in the Competency
Sources section: References Performance Competency
Sources .
Explanation Because users see the contents of the Description and

Explanation boxes (for example, during an assessment or per
formance review) for each competency that they are associ
ated with, we recommend that you create a description that
captures the essence of (like the title of a book) and an explan
ation that more fully describes (like a synopsis or abstract of a
book) each competency.
purpose or intent of the record. You can also include any infor
useful for understanding the record and how to use it. For ex
ample, if you’re working with a user record and the user is on
extended leave, you can note the reason for the leave and the
date you expect the user to return. Likewise, if you’re working
with an item or scheduled offering record, you can note why
you created or modified the record. All comments are intended
for administrators only and cannot be viewed in the user inter
face.

Name Description
Version Number The system increments the version number (read-only) when
you select a different rating scale. If a user was already as
sessed for the competency, then the system also increments
the version number if you change the rating criteria on the Rat
ing Criteria tab. If you change the rating criteria, then any as
sessments that were completed for the competency will no
longer appear in the user’s Assessments tab. When the system
increments a competency’s version number, previously as
sessed users see the rating criteria of the prior version.
Active When you make a record inactive, the system does not include
that record in any searches or reports by default; however,
that you can include inactive records. You might make a record
but keep it for a historical record. Because you cannot restore a
deleted record, we recommend that you delete a record only
when you make a mistake in some way (for example, if the re
cord ID is simply incorrect).
You can inactivate (but not delete) a competency if it exists on

a user record or current assessment survey.
Enable electronic signature When you enable electronic signatures, you force the system
to prompt administrators, users, instructors, or others for an
ID, a PIN, and sometimes a meaning code to proceed with a
process (for example, recording a learning event, submitting a
performance review, or submitting a competency assessment)
that requires an electronic signature. As an administrator, if
you forget your PIN, then we recommend that you contact your
administrator, who can reset it on the Summary tab of your ad
ministrator record: System Admin Application Admin
Admin Management .
You must globally enable electronic signatures in: System
Admin Configuration Global Variables .
14.5.5 Rating Criteria in Competencies within Learning
You can look at the rating criteria that competencies use in Learning, but do not change them. Instead change it in
Job Profile Builder.
You can go to Performance Competencies and look at Rating Criteria to see the rating criteria and suggested
comments for the competency. When learners complete the course they are rated based on the rating scale you
see here.

14.5.6 Tasks in Learning Competencies
View this section if you want to review the tasks that are associated with a competency.
You can use Performance Competencies Tasks to review all of the tasks that are associated with a
competency. A task is a unit of work that has a beginning and end, resulting in a finished product, a completed
service, or a change in the work environment. Use tasks to create a relationship between learning items and job
performance. For example, if your employees have job tasks to start up, operate, and shut down a machine, then a
learning item about the machine should cover those tasks. You can associate a task with a competency in
Competencies ( Learning Tasks Competencies ).
14.5.7 Viewing the Competency Profiles in Competencies
View the competency profiles of competencies when you know the competency and want to see the profiles it
belongs to. You often view the competency profiles in competencies when you are troubleshooting.
Procedure
1. Go to Learning Administration and then go to Learning Activities Competencies .

3. Go to Competency Profiles.
14.5.8 Viewing the Objectives in Competencies
View the objectives in competencies when you know the competency and want to see the objectives that refer to it.
You often view competencies in objectives when you are troubleshooting.
Procedure
1. Go to Learning Administration and then go to Performance Competencies .


14.5.9 Finding Learning Competencies by Rating Scales
Find Learning competencies by their rating scales if you know the rating scales and you want to see which
competencies they belong to.
Context
 Restriction
Don’t create competencies in Learning. Instead, create them in Job Profile Builder and import them to
Learning.
Procedure
1. Go to Learning Administration and then go to References System Administration Rating Scales .

2. Find and open the rating scale that you want to use as a way to identify competencies.
3. Go to Competencies.
Results
You see all competencies that use this rating scale.

15 Revising Learning Resources and Metadata
Revise learning resources to keep them current so you can schedule new resources and avoid scheduling resources
that you’ve retired from use.
You usually add resources during implementation and then revise your list periodically. For example, you might
open an office in a new geographic region and add a learning facility for the region. Add the region and the facility so
that you can schedule classes into it.
You might also inactivate resources too. For each resource that you can add, you can also inactivate the resource.
For example, if an instructor no longer teaches your courses, you can inactivate the instructor so that he or she
can’t be scheduled.
Metadata is similar to resources. Learning has metadata that helps you, as an administrator, find curricula,
courses, and so on. It includes metadata that helps learners find courses. And it includes metadata about your
resources that help you find, use, and track resources.
15.1 Physical Learning Resources
During initial deployment, you set enumerated lists for your organizations' physical learning assets (classrooms, for
example).
A physical resource is any tangible part of your organization's training system. For example, if your organization
trains electricians on installing electric meters, you might have a training board with a number of different meters
mounted on it so that the electricians can practice installation. Those training boards are a physical resource. The
room where they attend training is a physical resource. If the instructor needs video equipment to show an
installation in the field, that is a physical resource.

Revising Learning Resources and Metadata PUBLIC 447
How Physical Resources Fit Together
Track SAP SuccessFactors Learning physical resources to avoid double-booking resources and to track costs. If you
create one class in SAP SuccessFactors Learning administration and it uses a room, then that room is removed no
longer available for other classes at the same time. Additionally, resources have a cost. Your organization might
have to pay to booking a room in a training facility or rent equipment. You can track those costs in SAP
SuccessFactors Learning resources.
1. Checking SAP SuccessFactors Learning Equipment Status and Placement [page 449]
Check the status and placement of equipment to understand where your equipment is and its condition.
2. Checking Training Learning Equipment Status [page 451]
Identify the status of Learning equipment to see how and when it’s being used or repaired.
3. Adding Learning Regions [page 452]
Add Learning regions so that, when learning instructors schedule courses, they can locate facilities and
instructors within a region.
4. Adding Learning Facilities [page 455]
Add facilities to track the places where you conduct training.
5. Adding Learning Locations [page 471]

448 PUBLIC Revising Learning Resources and Metadata
Add Learning locations so that you can track where instructors and learners meet in physical space to
conduct learning.
6. Adding Learning Equipment Status [page 474]
Add Learning equipment statuses so that you can flag the state of the equipment (operable, on order, out
for repair, and so on).
7. Adding Learning Equipment Types [page 476]
Add equipment types so that you can categorize equipment (student workstation, projector, lab safety
equipment, and so on).
8. Adding Learning Location Types [page 477]
Add location types so that you can categorize training locations (labs, classrooms, emergency drill sites,
simulators, and so on).
9. Adding Learning Training Locations [page 479]
Add Learning training locations so that instructors can identify the places where instructor-led courses are
conducted.
10. Adding Learning Training Equipment [page 486]
Add Learning training equipment to track its operational status and location for in instructor-led training.
11. Adding Learning Materials [page 497]
Add Learning materials so that you can track the materials that you need for courses.
12. Custom Training Resources [page 504]
A custom training resource is something that you use in training and doesn’t fit one of the standard
categories of training resources.
15.1.1 Checking SAP SuccessFactors Learning Equipment

Status and Placement
Check the status and placement of equipment to understand where your equipment is and its condition.
Context
To administer a large training organization, you need to assure your instructors and training participants that they
have the equipment they need when they start a course. The equipment needs to be operable and it needs to be in
the right place. To check that the equipment is operable, you look at the status of the equipment. To check its
placement, you look at the facility or location of the equipment.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Reports.

2. Find the Equipment Data report and launch it.
3. Type a title, header, and footer, and then select the destination and format.

The title, header, footer, and so on control the look and feel of the report but not the data about the equipment.
Depending on how you want to present the report, you might make different selections, but if you just want to
check the status of the equipment, you can ignore the fields.
4. In Equipment, click the filter button to look up the equipment you want to check.
5. Click Add/Remove Criteria to get the right criteria for your search.
A common search looks for all equipment of a type to see where that equipment is placed and what status it
has. In Add/Remove Criteria, add Equipment Type.
 Caution
If you want to find all equipment at a facility, you must search for equipment at the facility and also for
equipment at all the locations in the facility. In SAP SuccessFactors Learning you can associate equipment
with the facility or with individual locations in the facility. When you search for all equipment in a facility, the
Equipment Data report does not automatically find all equipment in the locations in the facility.
6. Use the criteria to filter in all equipment that interests you.
You might want to see all equipment of type “Computer”. In Equipment Type, type Computer.
7. Click Submit Criteria to submit the filter.
8. Click Run Report.
Results
In the report, you can see placement and status of the equipment. To see the status, look at the Status field for
each piece of equipment. To see the placement, look at Location and Facility.
● If the equipment has a location but not a facility, then it is a dedicated piece of equipment that is always in the
location and should not be moved around the facility.
● If the equipment has a facility but not a location, then it is a floating piece of equipment that can be moved from
location to location in a facility.
● If the equipment has both a facility and a location, then it could be normally dedicated to a location but also
available to be moved to different parts of the facility.
● If the equipment has neither a facility nor a location, then it is an unattached item, which is usually shipped to
the facility for training when a class occurs.
Next Steps
To investigate the equipment further, look at the equipment ID in the Equipment field. Then go to References
Physical Resources Equipment and look up the equipment record.
Task overview: Physical Learning Resources [page 447]
Next task: Checking Training Learning Equipment Status [page 451]

Related Information
Learning Equipment Placement [page 489]
15.1.2 Checking Training Learning Equipment Status
Identify the status of Learning equipment to see how and when it’s being used or repaired.
Context
You use equipment repeatedly, so you might want to check the courses that are using it. You might also want to
check its status to see if it’s being repaired or if it has been removed from circulation.
 Caution
This process relies on someone physically inspecting the equipment and then changing its status markers in
Learning Administration. To check the exact status of the equipment, check with the facility manager.
Procedure
1. Go to Learning Administration, and then go to References Physical Resources Equipment .

2. Find the training equipment that you want to check and open it.
3. Go to Summary and look in Equipment Status.
Equipment status is unique to your organization, but most organizations have status values that indicate things
like repair, in service, or inoperable. The status is the fastest way to see trouble with your equipment, but it
relies on another administrator switching the status.
4. Also in Summary, look at Can Be Scheduled.
If the value of Can Be Scheduled is Yes, then chances are good that the equipment is operable because it’s
available for use in a course.
5. Go to Classes and look at where the equipment is being used.
If the equipment is being scheduled for future classes (courses), then chances are that it’s operable. However,
if the equipment has a resource block, then chances are something is wrong with it. A resource block prevents
the equipment from being attached to a course, so it could be that an administrator blocked the equipment as
a resource but forgot to switch the status.

Next Steps
If you’re still unsure about the status of the equipment, you can check with the facility manager where the
equipment is located.
Previous task: Checking SAP SuccessFactors Learning Equipment Status and Placement [page 449]
Next task: Adding Learning Regions [page 452]
15.1.3 Adding Learning Regions
Add Learning regions so that, when learning instructors schedule courses, they can locate facilities and instructors
within a region.
Context
When your company conducts physical training (training that takes place with an instructor in a location), your
instructors want to find training facilities in a location that is close to the users who need the training and also find
instructors that are close to the facility. Your users want to find courses that are close to their location. You add
regions to help your users and learning administrators.
A region is geographic border that makes sense to your business but not might make sense to another business.
For example, you might create three regions in Europe but only one in China because you have more employees in
Europe, so more facilities in Europe, but in China, all of your employees might be in one location.
Procedure
1. Go to Learning Administration, and then go to References Geography Regions .

2. Choose Add New.
3. Type a region ID and a description that help other administrators identify the region, and then choose Add.
Because regions are unique to your business, descriptions are more important. Your regions might not follow
well-understood national borders. A good description of a region saves you time later when other
administrators are trying to understand how your regions are defined.
4. If you have already added facilities to the system and you want to assign them to a region now, go to Facilities
and choose add one or more from list.
5. If you have already added instructors to the system and you want to assign them to a region now, go to
Instructors and choose add one or more from list.
Learning Regions [page 453]

Learning regions are geographic centers that make sense for your physical learning environment: they are
the places where your facilities are located.
Why Regions Matter to Instructors and your Physical Learning Environment [page 454]
Put instructors into regions so that when you want to find an instructor, you can find one in a region where
your users can easily attend the training.
Why Regions Matter to Facilities and Your Physical Learning Environment [page 454]
Put facilities into regions so that when you want to find a place to hold your courses, you can find one in a
region where your users can easily attend the training.
Previous task: Checking Training Learning Equipment Status [page 451]
Next task: Adding Learning Facilities [page 455]
15.1.3.1 Learning Regions
Learning regions are geographic centers that make sense for your physical learning environment: they are the
places where your facilities are located.
Add regions as part of implementing and maintaining your learning facilities. To define your regions, think about
where your training facilities are located. For example, if you have training centers (facilities) in Atlanta, New York,
Berlin, Johannesburg, Beijing, and Singapore, those cities are your regions. Regions allow you to schedule
instructors and facilities into courses at your facilities and recommend to users the closes regional facility.
The main benefit of regions is as a filter in search. Regions are an attribute that administrators and end users can
use as a filter to restrict search results. It is also a way to limit reporting data (to see, for example, the equipment in
and around Atlanta). For example, when administrators needs to identify the instructor for an agenda of a class,
they can use the Region criteria to restrict the results of the instructor search to the region where the agendat of
the class is provided.
Regions are not the best way to assign learning with assignment profiles. Assignment profiles most often assign
required courses. Required courses are most often online, not instructor led in a classroom. Because regions are
based on your training facility locations, and therefore for instructor led courses, most customers use address
fields like city, postal code, or country for assignment profiles when they want to assign courses based on users'
geographic locations.
 Note
When you associate an instructor with a region, the system does not prevent administrators from scheduling
those instructors for offerings that take place in facilities outside of the region that is associated with the
instructor.
Parent topic: Adding Learning Regions [page 452]

Related Information
15.1.3.2 Why Regions Matter to Instructors and your Physical

Learning Environment
Put instructors into regions so that when you want to find an instructor, you can find one in a region where your
users can easily attend the training.
Add instructors to regions as part of implementing and maintaining your physical learning environment. By adding
an instructor to a region, you place the instructor within a geography that your organization recognizes. For
example, you might divide your regions by cities where you have a presence: Atlanta, New York, Berlin,
Johannesburg, Beijing, and Mumbai. You understand that you can schedule instructors into courses near or in
those cities, so you associate instructors to the regions (the area around the city).
Later, when a training administrator is scheduling training near those cities, they can look up the instructors by
region. Furthermore, users can search for specific courses being taught by instructors in their own region (a user
near Beijing, for example, can search for training in the Beijing region).
Add instructors to regions in SAP SuccessFactors Learning by going to References Geography Regions
Instructors . Manage facilities in References Geography Regions Facilities .
Related Information

15.1.3.3 Why Regions Matter to Facilities and Your Physical

Learning Environment
Put facilities into regions so that when you want to find a place to hold your courses, you can find one in a region
where your users can easily attend the training.
Add facilities to regions as part of implementing and maintaining your physical learning environment. By adding a
facility to a region, you place the training facility within a geography that your organization recognizes. For example,
you might divide your regions by cities where you have a presence: Atlanta, New York, Berlin, Johannesburg,
Beijing, and Mumbai. You understand that you can schedule courses in facilities near or in those cities, so you
associate facilities to the regions (the area around the city).

Later, when a training administrator is scheduling training near those cities, he or she can look up the facilities by
region. Furthermore, users can search for training in their own region (a user near Beijing, for example, can search
for training in the Beijing region.
Add facilities to regions in SAP SuccessFactors Learning by going to References Geography Regions
Facilities . Manage facilities in References Physical Resources Facilities .
Related Information

15.1.4 Adding Learning Facilities
Add facilities to track the places where you conduct training.
Prerequisites
Before you can create facilities, you must:
● Add regions so that you can locate the facility into how you define your regional training. This helps users find
training close to them and helps you find instructors to conduct training and find facilities that can hold the
training.
● Add schedules for the facilities. Schedules include holidays when facilities are closed and the work week of the
facility (days of the week when a facility is typically open, like Monday through Saturday or Monday through
Friday).
● If you want to track costs, add currencies and cost names.
We also recommend that you gather this information for each facility:
● Summary information, which is the basic configuration of the facility.

● Contact information, which is how you contact someone at the facility.
● Cost information, which is what it costs you to hold training in the facility. Not all companies track training
costs.
Procedure
1. Go to Learning Administration, and then go to References Physical Resources Facilities .

2. Click Add New
3. Enter the summary information that SAP SuccessFactors requests to start the record.
4. Review the summary information in Summary, and if you need to make any changes, click Apply Changes.
5. Enter the contact information that you gathered in Contact, and then click Apply Changes.
6. If you are tracking costs, enter the cost information in Base Cost, and then click Apply Changes.
Next Steps
Add the locations that are inside the facility (for example, classroom locations inside the facility building) and
equipment (for example, laptops or lab equipment assigned to a facility).
Adding Regular Schedules for Learning Training Facilities [page 457]

Add regular schedules for Learning training facilities so that learning administrators know the hours and
days when they can schedule courses in the facility.
Copying Learning Facilities [page 459]

Copy Learning facilities to close a facility and move everything to the new facility.
Placing Learning Facilities in a Region [page 460]

Place facilities in regions to set the facilities' geographic locations so that users and other administrators
can find the closest training events.
Learning Facility Contact Information [page 461]

Facility contact information is the mailing, telephone, and personnel contact information for the facility.
How Learning Facilities are Divided into Locations [page 462]

Locations are individual places where training takes place inside the larger facility.
Example Facilities Hours Map [page 463]

Create a map of holidays, work weeks, and facilities to set the scheduled hours of your facility.
Learning Facility Summary Fields [page 464]

Use facility summary fields to find and set basic information about facilities where you conduct training.
Learning Facility Contact Information Fields [page 466]

These fields plan how you can contact a facility manager, to ship materials to the facility, or to locate the
facility on a map for users and instructors.
Learning Facility Base Cost Fields [page 467]

Add a base cost to a facility so that you can address the cost of training facilities as part of conducting
courses.
Learning Facilities [page 468]

A learning facility is the organizing unit of SAP SuccessFactors Learning physical resources because it is the
container for locations (rooms, labs, and so on) and equipment.
SAP SuccessFactors Learning Ad Hoc Facilities [page 469]

An ad hoc facility is a place where you hold training one time and typically do not return to.
SAP SuccessFactors Learning External Facilities [page 470]

External facilities are not owned by your company.

Previous task: Adding Learning Regions [page 452]
Next task: Adding Learning Locations [page 471]
Related Information
Training Equipment [page 496]

Adding Learning Location Types [page 477]
Adding Learning Training Locations [page 479]
Adding Learning Training Equipment [page 486]
15.1.4.1 Adding Regular Schedules for Learning Training

Facilities
Add regular schedules for Learning training facilities so that learning administrators know the hours and days when
they can schedule courses in the facility.
Prerequisites
Add facilities, holidays, and holiday profiles from your facility hours map.
Create a facility hours map. The facility hours map helps you understand when the facilities should be open over
the time period that you want to manage.
Context
Your training facilities are open and available to hold courses during only some hours of the day and week. For
example, a facility might be open Monday through Saturday but closed on Sunday. Your facilities could also be
closed to observe holidays. So that your learning administrators schedule courses for facilities when the facilities
are open, you need to define when they are open and when they are closed. Define open and closed with work week
profiles and holiday profiles.

Procedure
1. Go to Learning Administration, and then go to References Calendars and Time Work Week Profiles .
2. For each work week profile in your facility hours map, click Add New to create a new work week profile.
Select the days in the work week profile and give the profile a description that helps other administrators
understand it.
3. Go to References Physical Resources Facilities and look up each facility in your map and open it.
a. Select the holiday profile for the facility in Holiday Profile.
b. Select the time zone for the facility in Time Zone
c. Select the work week profile for the facility in Work Week.
d. Optional: At this time, you can also select the region of the facility in Region. Selecting a region helps
schedulers find facilities and instructors in the same region as the facility.
e. Optional: Add comments to describe the facility to other administrators.
f. Click Apply Changes.
Next Steps
Review your facility hours periodically to look for changes in the schedule. You should at least review the hours
annually when your organization publishes new holidays.
Task overview: Adding Learning Facilities [page 455]
Related Information


15.1.4.2 Copying Learning Facilities
Copy Learning facilities to close a facility and move everything to the new facility.
Context
Copy a facility when you want to close one facility and move its equipment, locations, and classes to a new facility.
For example, if you’re moving offices from one location to another, you can click Copy Facility to leave the old facility
in the system for reporting purposes but move the equipment, future classes, and so on, to the new facility.
Procedure

2. Find the facility you want to copy and open it.
3. Click Copy Facility and decide what you want to move from the old facility to the new one.
If you select... Then SAP SuccessFactors...
Update equipment relationships Reassigns the equipment from the old facility to the new fa
cility.
Update location relationships Reassigns the locations (rooms) of the old facility to the new
facility.
Update scheduled offering relationships Reassigns any scheduled offering segments from the old fa
cility to the new facility.
4. Click Copy.
Related Information


15.1.4.3 Placing Learning Facilities in a Region
Place facilities in regions to set the facilities' geographic locations so that users and other administrators can find
the closest training events.
Prerequisites
Configure the regions for your organization in References Geography Countries/Regions .
Context
When you add a region to a facility, you allow other administrators and users to restrict search results and reporting
data to specific regions. For example, when administrators needs to identify the instructor for a segment of a
scheduled offering, they can use the Region criteria to restrict the results of the instructor search to the region
where the segment of the scheduled offering is provided. When users search for instructor-led learning items in My
Region, the filter retrieves only the classes in facilities associated to the selected users' regions.
 Tip
If you want to associate many facilities with one region, you can do that in Learning by going to References
Geography Countries/Regions , finding the region that you want to associate to the facilities, and then
clicking Facilities.
Procedure

2. Find the facility that needs an associated region and edit the facility.
3. Select the region in Region.

Next Steps
If you also track instructors, consider assigning a region to the instructors so that you can match users, facilities,
and also instructors.
Related Information

15.1.4.4 Learning Facility Contact Information
Facility contact information is the mailing, telephone, and personnel contact information for the facility.
If you need to contact someone in charge of the facility or if you need to ship materials to the facility, you need to
know the facility contact information. Contact information also helps registered users find the facility.
The contact person at the facility receives notifications when a change has occurred involving the facility or when
things need to be shipped to the facility. To receive system notifications, a valid email address is required for the
facility contact person.
To check a facility's contact information go to References Physical Resources Facilities , find the facility,
open it, and then click Contact.
Parent topic: Adding Learning Facilities [page 455]

Related Information

Finding a SAP SuccessFactors Learning Facility Manager [page 184]
Finding a SAP SuccessFactors Learning Facility Manager [page 184]
15.1.4.5 How Learning Facilities are Divided into Locations
Locations are individual places where training takes place inside the larger facility.
A facility has one or more location. Each location is a place where training takes place in the facility. For example, a
facility can be a building and the locations can be training rooms and labs inside the building. Or the facility can be a
hospital campus, and the locations can be individual buildings in the campus. How you define facilities and
locations as physical space depends on your organization.
You can see the locations in a facility by going to References Physical Resources Facilities .
Related Information


Learning Location Types [page 478]
15.1.4.6 Example Facilities Hours Map
Create a map of holidays, work weeks, and facilities to set the scheduled hours of your facility.
Example Holiday Map
A holiday map is all the days when you expect any facility to be closed for a holiday in any country or region. You
map holidays so that you can look for commonalities to create holiday profiles. In most cases, a holiday profile
matches a country: all holidays in England, for example, or all holidays in China. You can write all holidays in rows in
the first column and create additional columns for region or nation to show a holiday profile.
For example: after entering the holidays of (Solar) New Year's Day, Epiphany, Lunar New Year's Day, Labor Day
(US), Bank Holiday, and Labor Day (China), you can look for commonalities. You see that England, Germany, and
the United States share Solar New Year's Day, but only your German facilities have a holiday for epiphany. You can
begin to build profiles to the right by adding columns. When you are finished, you might have a holidays map that
looks like the following.
Example Holiday Map
Chinese Holiday Pro German Holiday Pro

Holiday English Holiday Profile file file U.S. Holiday Profile
New Year's Day X X X
Epiphany X
Lunar New Year X
Labor Day (U.S.) X
Bank Holiday X
Labor Day (China) X
Example Facility Hours Map
After you create holiday map, combine the profiles you find with work week profiles to make a facility hours map. A
facility hours map is all of the days that a facility is open and is closed so that training is scheduled when the facility
is open.

Related Information

15.1.4.7 Learning Facility Summary Fields
Use facility summary fields to find and set basic information about facilities where you conduct training.
In References Physical Resources Facilities Summary , you can find basic information about the facility
that you select, for example, when the facility is closed for holidays, what days of the week are work days, in what
region the facility is located, and so on.

Region The geographic region of the facility as you’ve defined the re
gions for your business. Importantly, you also associate in
structors with regions so that you can schedule training with
an instructor and in a facility that is close to users.
Holiday Profile The holiday profile that the facility is associated with. A holiday
profile defines the days when the facility is closed and, for ex
ample, nothing should be scheduled into locations at the fa
cility. The facility follows the holidays in its holiday profile.
Time Zone Time zones of the facility help you manage worldwide facilities.
SAP SuccessFactors Learning uses time zones to show course

start and end times in local time: the time in the location of
learners when attending training. To calculate local time,
Learning needs time zones for all applicable parts of the sched
ule and the user. To help you schedule, you should set the time
zones too. For example, you set time zones for the facility
where the course takes place, the time zone of the class, and
the time zone of the user.
Work Week The work week profile associated with the facility. The facility
follows the work week outlined in its work week profile.
External Facility This check box, when selected, indicates that the facility isn’t
own by your organization. You can, for example, set up external
facilities to be any facility you rent from a third party.
Copy Facility Click this button to copy the facility.
Related Information


15.1.4.8 Learning Facility Contact Information Fields
These fields plan how you can contact a facility manager, to ship materials to the facility, or to locate the facility on
a map for users and instructors.
Edit facility contact information in Learning Administration: References Physical Resources Facilities
Contact .
Facility Contact Information
Field Description
Contact This is the contact name of a facility manager or someone who you call at the facility if
you need to speak to someone.
Address This is the street address of the facility.
City This is the city where the facility is located.
State/Province This is the state or province where the facility is located.
Country This is the country where the facility is located.
Phone Number This is the phone number that you can call if you need to speak to someone in charge
of the facility.
Fax Number This is the fax number at the facility that you can fax documents to.
Email Address This is the e-mail address of the facility contact.
Related Information


15.1.4.9 Learning Facility Base Cost Fields
Add a base cost to a facility so that you can address the cost of training facilities as part of conducting courses.
Set the base cost for facilities in SAP SuccessFactors Learning administration by going to References Physical
Resources Facilities . Find the facility, edit it, and then go to Base Cost.
Amount The baseline cost to use this facility. For example, if you have
an external facility, and you agree with its manager that each
training session in the facility costs $2000 to rent per day. You
set $2000 as the amount and day as the unit of measure.
When you schedule a class into this facility for two days, for ex
ample, the class inherits a facility cost of $4000.
To serve multiple markets, you can use the system to price the
item, class, or other learning resources in multiple currencies.
Click Add More Currencies to select additional currencies and
enter the price, for example, of the item or class in each addi
tional currency. The system prompts you to propagate the
price of the item into the additional currencies.
Unit of Measure The unit of measure to which the amount is to be charged. This
usually in the form of time or person. For example per day, per
hour, per year, and so on.
Cost Name The name of the cost to add to the base cost.
Custom Cost Calculator You can add base costs for the facility by entering either an
amount and unit of measure or by selecting an existing cost
name. You can edit your base cost to apply it to current and fu
ture learning; past, current, and future learning; or selected
learning.
Related Information

15.1.4.10 Learning Facilities
A learning facility is the organizing unit of SAP SuccessFactors Learning physical resources because it is the
container for locations (rooms, labs, and so on) and equipment.
Although each company defines its facilities differently, facilities are the organizing unit of physical resources
because they typically contain other physical resources. For example, you might define a facility as a building with
many rooms. You might have a person who is responsible for maintaining the rooms in the building, the equipment
in the building, and the consumable materials in the building. You probably don't move training equipment (for
example computers) outside of the facility (but you might move equipment from room to room inside of the
building).
 Note
Although SAP SuccessFactors Learning is flexible enough to assign equipment directly to scheduled offerings,
chances are that your equipment is located in a facility.
● Facilities are assigned to a region so that you match instructors to facilities and so that users can find training
facilities in their geographic areas.
● Each facility (for example, a building) is divided into locations (for example, rooms in the building).
● Equipment can be assigned directly to facility (for example, a projector that you can move from room to room)
and assigned to a location (for example, a computer that is always in a classroom).
Related Information


15.1.4.11 SAP SuccessFactors Learning Ad Hoc Facilities
An ad hoc facility is a place where you hold training one time and typically do not return to.
Learning administrators can create ad hoc facilities when the standard facilities in References Physical
Resources Facilities do not meet their needs and they are looking for space to use one time. For example, if you
are flying salespeople to a central location for sales training, you book them in a single hotel at a resort, and you
want to use the conference rooms in the resort for training, your learning administrator can add the resort as ad
hoc training facility. In this case, the administrator doesn't want to add the resort as a standard facility because
chances are that the sales training at this place is a one-time event.
By adding an ad hoc facility, you can track it without worrying about referenced values. For example, you might
need to mail training materials to the resort, so you want to know its address and a person's contact information.
By entering this information, you help other administrators manage the event. However, you don't need to set up a
work week profile or a holiday profile for the resort conference rooms: you know they are open for the training
because you are booking them through the resort. The referenced values of work week and holiday profile,
therefore, do not exist in ad hoc facilities.
By definition, ad hoc facilities don't exist until you create a scheduled offering (a course scheduled at a particular
time and location). You create them when you create a scheduled offering. When adding a facility, you see the
option to create an ad hoc facility.
 Tip
If you find yourself creating the same ad hoc facility multiple times, you should consider adding it as a facility in
References Physical Resources Facilities . By doing so, you have greater control over the management
of your data.
Related Information


15.1.4.12 SAP SuccessFactors Learning External Facilities
External facilities are not owned by your company.
Many companies outsource their training facilities. For example, you might have an office outside of your
headquarters campus and that office does not have large meeting rooms or space that isn't well suited for training
courses. You might, however, be able to rent training rooms from the building management company where your
remote office is located. In this case, the training room that you rent (or that you have access to) is an external
training facility.
Importantly, you can do everything with an external facility that you can do with an internal facility: you can track
costs, you can assign equipment, and you can set locations. But when you are finding facilities for training, you
want to know the difference between an internal facility and an external facility.
You configure a facility to be external by selecting its External Facility check box.
Related Information


15.1.5 Adding Learning Locations
Add Learning locations so that you can track where instructors and learners meet in physical space to conduct
learning.
Prerequisites
All locations are in a facility, which contains important information like contact details, and all locations have a type,
which defines them by their use (for example, lab or classroom). Before you create a facility, create a location.
Context
You typically create learning locations during implementation and then update them periodically.
Learning locations are physical, like a classroom or a lab. If you are using virtual training rooms, do not create a
learning location.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Physical Resources

Locations .
2. Click Add New.
3. In Add New Location, type the basic information about the location.
Field Description
Location ID Many companies or organizations use a naming scheme for

their ID system. If you are using a naming scheme, be sure to
follow it.
Description Type a description that helps you understand the location.

Companies often have a location description, like 10.100 (for
building 10, room 100). You can enter that into the descrip
tion, for exmaple.
Active When a record is inactive, most of the system does not in

Field Description

Location Type Select a location type from among the types you defined.
Facility The facility is typically the building of the location, which is

typically the room inside the building (the facility).
Max Capacity Type the threshold for registration in an class that is sched
uled to take place at this location. For example, the most lo
cal governments set a capacity limit on rooms for fire safety.
This is the limit.
If you enroll more people into the class than the location's
capacity, the administrators are warned but not prevented
from exceeding the capacity.
Contact Name You often don't need a contact name for a room (a location)
because most communication goes to the facility manager.
Locations are in a facility.
Contact Email You often don't need a contact email for a room (a location)
because most communication goes to the facility manager.
Locations are in a facility.
Comments Comments are any notes you have about the room. For ex
ample, if the room is difficult to access, you might write that
in the comments.
4. Click Add.
 Note
Most customers can stop here. If you are using commerce features to track costs, then add the base costs
and additional costs.
The location is now in a facility and you can schedule courses into it.
5. Go to Base Costs.
Field Description
Amount The baseline cost to use this location. For example, if a loca
tion can cost $1000 to rent per day. You set $1000 as the
amount and day as the unit of measure. When you schedule
a class into this location for two days, for example, the class
inherits a location cost of $2000.
The total cost value for the base cost. To serve multiple mar
kets, you can use the system to price the item, class, or
other learning resources in multiple currencies. Click Add

Field Description
More Currencies to select more currencies and enter the

price, for example, of the item or class in each additional cur
rency. The system prompts you to propagate the price of the
item into the additional currencies.
Unit of Measure The unit of measure to which the amount is to be charged.

The unit of measure is usually in the form of time or person.
For example per day, hour, year.
Custom Cost Calculator You can add base costs for the location by entering either an
name. You can edit your base cost to apply it to current and
future learning; past, current, and future learning; or se
lected learning.
Most customers do not use custom cost calculators.
 Note
For most customers who use Commerce features, the based costs are enough.

7. Go to Additional Costs.
Field Description
Amount The additional cost to use the location. For example, if the lo
cation includes a $500 cleaning cost that is not per-day but
is a one-time cost at the end of training, you can add it in
Amount. The base cost for the location might be $1000 per
day, so over two days, the total cost of the location is $2500:
$2000 per day plus $500 extra cost for cleaning.
To serve multiple markets, you can use the system to price

the item, class, or other learning resources in multiple cur
rencies. Simply click Add More Currencies to select more
currencies and enter the price, for example, of the item or
class in each additional currency. The system prompts you
to indicate that you want to propagate the price of the item
into the additional currencies. Click Yes to propagate the
price in the new currency.
Unit of Measure The unit of measure to which the amount is to be charged.

The unit is usually in the form of time or person. For exam
ple: per day, hour, year, and so on.

Field Description
name. You can edit your base cost to apply it to current and
future learning; past, current, and future learning; or se
lected learning.
Most customers do not use custom cost calculators.
Previous task: Adding Learning Facilities [page 455]
Next task: Adding Learning Equipment Status [page 474]
15.1.6 Adding Learning Equipment Status
Add Learning equipment statuses so that you can flag the state of the equipment (operable, on order, out for repair,
and so on).
Context
You create your own equipment statuses to create your own unique equipment states. For example, your
equipment states can be as simple as operable and inoperable. The equipment is either working so it can be
scheduled for training or it isn’t working. Or, if you have a service level agreement (SLA) to fix or replace in one
week, then you might have a status that is "Out for Repair - Under SLA."
Procedure
1. Go to Learning Administration and then go to References Physical Resources Equipment Status .

2. For each equipment status that you need for your business case, click Add New.
3. Type an ID and a description that help other administrators make sense of the status.
When you write the description, write it for someone in charge of profit and loss for training. For example, if you
contract with a third party to maintain your equipment, people high in your training organization or company
might want to see the equipment status over a period of time. A good description helps them make sense of
the report.
4. If the status indicates that the equipment is operable and can be used in training, select Can Be Scheduled.

If you have two statuses, operable and inoperable, then select Can Be Scheduled for the operable status and
clear it for the inoperable status. As a result of this configuration, equipment in the operable status can be
added to a class but equipment in the inoperable status can’t be added.
5. Click Add.
Previous task: Adding Learning Locations [page 471]
Next task: Adding Learning Equipment Types [page 476]
Related Information

Checking SAP SuccessFactors Learning Equipment Status and Placement [page 449]
15.1.6.1 Learning Equipment Status
Learning equipment status is the condition of equipment that you use for training (for example, operational or
under repair).
When you schedule training, you want to know that equipment is in good condition for the training event. For
example, you want to know if all the computers in a computer lab are operational. To check the status of
equipment, you can run the Equipment Status report, but you first need to define the status values so that they
make sense for your business.
The most important attribute of an equipment status is Can Be Scheduled. If it’s true, then equipment in the status
is available for use classes (courses). For example, you might say equipment in a status of “Operational” can be
scheduled but equipment in status “Inoperative” can’t be scheduled. Inoperative equipment, therefore, can’t be
added to a scheduled offering.
 Note
In most cases, you define your equipment status values at implementation and review them periodically.

15.1.7 Adding Learning Equipment Types
Add equipment types so that you can categorize equipment (student workstation, projector, lab safety equipment,
and so on).
Context
When reporting on your equipment or scheduling the equipment, you need to know the kind of equipment. For
example, you need to know if the equipment is learner workstation, projector, lab safety equipment, or another type
of equipment. Add an equipment type for each category of training equipment in your business.
 Tip
If you want to create many equipment types in bulk, you can import them.
Procedure
1. Go to Learning Administration, and then go to References Physical Resources Equipment Types .

2. For each equipment type that you need for your business case, click Add New.
3. Type an ID and a description that help other administrators make sense of the type.
When you write the description, write it for someone in charge of profit and loss for training. For example, if you
contract with a third party to maintain your equipment, people high in your training organization or company
might want to see the equipment status and the equipment type in that status over a period of time. A good
description helps them make sense of the report.
4. Click Add.
Previous task: Adding Learning Equipment Status [page 474]
Next task: Adding Learning Location Types [page 477]
Related Information

15.1.7.1 Learning Equipment Types
Equipment types categorize training equipment.
When administrator manage training equipment, they need to know its category. For example, they want to see the
difference between safety equipment, classroom equipment, and lab equipment. If there is a problem with safety
equipment, that is a higher priority than problems with classroom equipment.
Your equipment types are unique to your business. You typically create them at implementation time and then
review them periodically.
15.1.8 Adding Learning Location Types
Add location types so that you can categorize training locations (labs, classrooms, emergency drill sites,
simulators, and so on).
Context
When reporting on your locations or when scheduling courses into a location, you need to know the kind of location
you are seeing. For example, you need to know if the locations are labs, classrooms, emergency drill sites,
simulators, or some other type of location. When a learning administrator schedules classroom training, the
learning administrator wants to look for classroom locations to hold the training. Add a location type for each
category of training location in your business.
 Tip
If you want to create many location types in bulk, you can import them.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to References Physical Resources

Location Types .
2. For each location type that you need for your business case, click Add New.
3. Type an ID and a description that help other administrators make sense of the type.
When you write the description, write it for the learning administrator who is scheduling training. Help the
learning administrators understand if they are scheduling into a classroom or a lab, for example.
4. Click Add.
Previous task: Adding Learning Equipment Types [page 476]

Next task: Adding Learning Training Locations [page 479]
Related Information

Importing SAP SuccessFactors Learning References [page 1225]
15.1.8.1 Learning Location Types
Learning location types are categories of training locations.
Set up location types to define the categories of learning space you have in different training facilities. For example,
two training facilities can each have six training location (two different buildings at two different addresses each
have six rooms where training can take place). But the six rooms can be very different. One facility might have
mostly classrooms with just a few labs and another might be mostly labs with just a few classrooms. The distinction
between a lab and a classroom is location type.
Location Type Example
You typically configure location types during the implementation phase and revisit them periodically.

15.1.9 Adding Learning Training Locations
Add Learning training locations so that instructors can identify the places where instructor-led courses are
conducted.
Prerequisites
Add regions, location types, and facilities. Locations are in a facility and knowing the region of the facility and the
type of location is important to accounting for wherelearning events happen.
Context
When learning administrators schedule courses to take place in a location, they look up those locations from the
list that you provide. By building a list of the training locations, you not only help learning administrators schedule
the right courses into the right locations, you also prevent scheduling conflicts, avoid room capacity issues, and
track costs for the locations.
 Note
Each individual time slot of a class (each unit in a course, for example), is assigned its own location. So, for
example, if you have a course that has a classroom component and a lab component, you can schedule the
classroom time slots into a classroom location and the lab time slots into a lab location.
Procedure
1. Go to Learning Administration, and then go to References Physical Resources Locations .

2. Click Add New
5. If you’re tracking costs, enter the cost information in Base Cost, and then click Apply Changes.
6. If you’re tracking costs and you want to add additional costs (in addition to the base cost), enter the additional
costs in Additional Costs, and then click Apply Changes.
Next Steps
Create equipment that is assigned to the location.
Copying Learning Locations [page 480]

Copy locations to close a location and move everything to the new location.

Learning Location Summary Fields [page 481]
Learning locations summary fields describe important general information about the place where
instructors and students meet to conduct training.
Learning Location Base Cost [page 482]

Learning base costs set the baseline cost for conducting training in a location.
Learning Location Additional Costs [page 484]

You set up the fields in locations' additional costs to record costs charged in addition to the base cost for
the selected location.

Learning locations are places inside a training facility where instructors and students meet to conduct
training.
Rules for Scheduling a Class at a Training Location [page 485]

When a learning administrator schedules a course to take place in a place that you track in the system,
Learning follows these rules.
Previous task: Adding Learning Location Types [page 477]
Next task: Adding Learning Training Equipment [page 486]
Related Information
Activating Learning Currencies [page 777]
Adding Learning Cost Names [page 775]
15.1.9.1 Copying Learning Locations
Copy locations to close a location and move everything to the new location.
Context
Copy a location when you want to close one location and move its equipment, locations, and classes to a new
location. For example, if you are moving offices from one location to another, you can click Copy Facility to leave the
old location in the system for reporting purposes but move the equipment, future classes, and so on, to the new
location.

Procedure
1. Go to Learning Administration, and then go to References Physical Resources Locations .

2. Find the location you want to copy and open it.
3. Click Copy Location and decide what you want to move from the old location to the new one.
If you select... Then SAP SuccessFactors Learning...
Move fixed equipment from old location to new reassigns the equipment from the old location to the new lo
cation.
Update location relationships reassigns the locations (rooms) of the old facility to the new
facility.
Change class segments where old location is scheduled to reassigns any class segments from the old location to the
new location new location.
4. Click Copy.
Task overview: Adding Learning Training Locations [page 479]
Related Information

15.1.9.2 Learning Location Summary Fields
Learning locations summary fields describe important general information about the place where instructors and
students meet to conduct training.
In References Physical Resources Locations Summary tab , you can review and update the basic
information about the location.

Max. Capacity The maximum threshold for registration in an class that is

scheduled to take place at this location. You can assign multi
ple locations for a class. However, if learning administrators
schedule a course into this location, and then enroll more peo
ple into the course than the class's capacity, the administra
tors are warned but not prevented from exceeding the ca
pacity.
Contact Name The name of the contact person for this specific location. The
contact receives email messages regarding changes to the lo
cation and the objects scheduled to the location.
Contact Email The contact's email address. Contacts have responsibility for
the location. This email address is used for systems notifica-
tion about the selected location.
Parent topic: Adding Learning Training Locations [page 479]
Related Information

15.1.9.3 Learning Location Base Cost
Learning base costs set the baseline cost for conducting training in a location.
In References Physical Resources Locations Base Cost , you can indicate the minimum amount usually
charged to conduct training in the selected location.

Amount The baseline cost to use this location. For example, if a location
can cost $1000 to rent per day. You set $1000 as the amount
and day as the unit of measure. When you schedule a class into
this location for two days, for example, the class inherits a loca
tion cost of $2000.
The total cost value for the base cost. To serve multiple mar
kets, you can use the system to price the item, class, or other
learning resources in multiple currencies. Click Add More
Currencies to select additional currencies and enter the price,
for example, of the item or class in each additional currency.
The system prompts you to propagate the price of the item
into the additional currencies.
learning.
Related Information


15.1.9.4 Learning Location Additional Costs
You set up the fields in locations' additional costs to record costs charged in addition to the base cost for the
selected location.
In References Physical Resources Locations Additional Costs , you can record costs charged over and
above the base cost for the selected location.
Amount The additional cost to use the location. For example, if the loca
tion includes a $500 cleaning cost that is not per-day but is a
one-time cost at the end of training, you can add it in Amount.
The base cost for the location might be $1000 per day, so over
two days, the total cost of the location is $2500: $2000 per
day plus $500 additional cost for cleaning.
item, scheduled offering, or other learning resources in multi
ple currencies. Simply click Add More Currencies to select ad
ditional currencies and enter the price, for example, of the item
or scheduled offering in each additional currency. The system
will prompt you to indicate if you want to propagate the price of
the item into the additional currencies. Click Yes to propagate
the price in the new currency.
Custom Cost Calculator You can add base costs for the instructor by entering either an
learning.
Related Information


15.1.9.5 Learning Locations
Learning locations are places inside a training facility where instructors and students meet to conduct training.
A location is a part of a training facility. For example, a facility is a building where training takes place and locations
are the rooms in the building where instructors meet with students. When learning administrators schedule
training sessions to meet at a place, they are scheduling them into a location.
● Locations are usually a part of a facility, but not always. We recommend that you group locations into facilities
for better tracking.
● Locations have a location type, which categorizes them according to your business needs.
● Locations typically have equipment in them. You can track the equipment by location when you associate
equipment with the location.
You typically add locations during implementation and review them periodically.
Related Information

Finding the Courses Scheduled into a SAP SuccessFactors Learning Location [page 183]
15.1.9.6 Rules for Scheduling a Class at a Training Location
When a learning administrator schedules a course to take place in a place that you track in the system, Learning
follows these rules.
● If you select no location for the class agenda, the system displays the facility of the selected class.
● If the location you select for the class agenda doesn’t map to any facility, the system lists no facility.
● If the location you select for the class agenda maps to a facility that is different than that of the class facility,
the system displays the facility of the selected location.

● If the facility and or location descriptions are blank, the system displays the facility or location ID.
● However, if the location of the class agenda maps to the class facility, then the system simply displays the
facility of the selected class.
Related Information

15.1.10 Adding Learning Training Equipment
Add Learning training equipment to track its operational status and location for in instructor-led training.
Prerequisites
Add equipment statuses and equipment types. They are attributes of training equipment that you reference when
you add equipment.
Procedure

2. Click Add New.
 Note
If you already created locations and facilities, you can place the equipment now by selecting the place in
Assigned Location and Facility. If you have not yet added locations and facilities, you can place the
equipment later.
5. If you are tracking costs, enter the cost information in Base Cost and Additional Cost, and then click Apply
Changes.

6. If you are tracking costs and you want to add additional costs (in addition to the base cost), enter the additional
costs in Additional Costs, and then click Apply Changes.
Placing Training Equipment in Bulk [page 488]

Place your training equipment in bulk when you have many pieces of equipment to place into facilities or
locations.
Placing a Single Piece of Training Equipment [page 489]

Place a single piece of equipment when you just need to change one equipment record (as opposed to
placing many pieces of equipment in bulk).

You can place Learning equipment with a facility, with a location in the facility, both, or neither depending on
how you are organized.
Learning Equipment Summary Fields [page 492]

Read the Learning equipment summary to see the status and relationships of some equipment that you
use in training.
Learning Equipment Base Cost Fields [page 493]

Learning equipment base cost fields describe the minimum cost of equipment, before you add additional
costs.
Learning Equipment Additional Costs Fields [page 494]

Learning Equipment additional costs define the cost of using equipment that is more than the base cost.
Copying Learning Equipment [page 495]

Copy Learning equipment to efficiently create a new equipment record by using an existing one as a
template.

Training equipment is any physical object that you use in training that is not consumed by the end of a
course.
Previous task: Adding Learning Training Locations [page 479]
Next task: Adding Learning Materials [page 497]
Related Information


15.1.10.1 Placing Training Equipment in Bulk
Place your training equipment in bulk when you have many pieces of equipment to place into facilities or locations.
Prerequisites
To place equipment, you must create the facilities and locations where the equipment will be located and you must
create the equipment itself.
Procedure
1. Go to SAP SuccessFactors Learning Administration.
2. To place dedicated equipment in locations, go to References Physical Resources Locations .

a. Find the location where the equipment should be placed and open the location.
b. Go to Equipment.
c. Click add one or more from list and search for the equipment that should be placed in the location.
d. When you find the equipment, select its Add checkbox and then click the Add button.
e. Repeat this process for all locations.
3. To place floating equipment in facilities, go to References Physical Resources Facilities .

a. Find the facility where the equipment should be placed and open the facility.
b. Go to Equipment.
c. Click add one or more from list and search for the equipment that should be placed in the facility.
d. When you find the equipment, select its Add checkbox and then click the Add button.
e. Repeat this process for all facilities.
Task overview: Adding Learning Training Equipment [page 486]
Related Information


15.1.10.2 Placing a Single Piece of Training Equipment
Place a single piece of equipment when you just need to change one equipment record (as opposed to placing
many pieces of equipment in bulk).
Context
To place equipment, you must create the facilities and locations where the equipment will be located and you must
create the equipment itself.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Physical Resources

Equipment .
2. Find the equipment that you want to place and open it.
3. In Summary, select the facility or the location.
Related Information

15.1.10.3 Learning Equipment Placement
You can place Learning equipment with a facility, with a location in the facility, both, or neither depending on how
you are organized.
Equipment can belong to three different categories of association:
● Dedicated: The equipment is associated to an individual location inside of a facility. For example, a projector
bolted to the ceiling of a training room. You associate the projector to an individual location (the room) so that

you can see the status of the projector at that location. If the projector is broken and you need to project as
part of training, then you should either contact the facility manager to fix the projector or you should find an
alternate location.
● Floating: The equipment is associated with the facility but not an individual room. For example, if a projector is
mobile, you can put it on a cart, wheel it to a room, and substitute it for the room's broken projector. In this
case, you want to see the projectors that are floating in the facility and contact the facility manager to
substitute or schedule the facility projector in place of the dedicated projector.
● Unattached: The equipment is neither dedicated to a location nor floating in a facility. Unattached equipment
is often specialty equipment that you ship to a facility for uncommon classes. For example, imagine that every
year, you teach electricians in different parts of the country to install new versions of current transformers
(CTs). You don't want to attach them to a location or a facility because you update them every year for one-time
training. And you might want to stagger the training in different parts of the country so that each week, you use
the same CTs in a different facility. You might ship the CTs to the training facility each time you hold the training
and then ask the manager to ship them back.
It is unusual to place one piece of equipment in both a facility and a location because you usually want to make a
distinction between equipment in a location (always in a room) and equipment that can be moved around a facility
(floating equipment). For example, when you run the facility data report, you see the equipment that is free-floating
in the facility. If you add the equipment to both the location and the facility, it appears in the facility data report (as
floating) in the facility data report and as dedicated when you run the location data report.

Equipment in a Facility
Parent topic: Adding Learning Training Equipment [page 486]
Related Information


15.1.10.4 Learning Equipment Summary Fields
Read the Learning equipment summary to see the status and relationships of some equipment that you use in
training.
In References Physical Resources Equipment Equipment Summary tab , you can find general information
about the equipment. This tab also tracks the association between the equipment and locations or facilities and the
status of the equipment.

Serial Number The serial number of the selected equipment. Serial numbers
are not checked for uniqueness by the system.
Equipment Status The status of the equipment based on a pre-defined measure:

for example: 1= In service, 2= Broken, 3= Under Maintenance.
Can Be Scheduled This check box, when selected, indicates that the equipment is
available to be scheduled for scheduled offerings. Changes this
setting can only be made here. It cannot be changed in the
Scheduled Offerings section.
Assigned Location Use to view and update equipment assigned to a facility in or
der to schedule offerings at the location. The location can be a
specific classroom, conference room, or other specific place
where this piece of equipment is permanently assigned. See
Locations.
Facility The grouping of locations to which this equipment has been

assigned, such as a building with many classrooms. See Facili
ties.
Contact Contact information about the person or office responsible for

this equipment.
Related Information


15.1.10.5 Learning Equipment Base Cost Fields
Learning equipment base cost fields describe the minimum cost of equipment, before you add additional costs.
In References Physical Resources Equipment Base Cost tab , you can indicate the minimum amount
usually charged to conduct training with the selected equipment.
Amount This is the baseline cost for using the equipment. For example,
if you rent the equipment for $100 per day, then the amount is
$100 and the unit of measure is day.
Custom Cost Calculator You can add base costs for the equipment by entering either an
learning.
Related Information

15.1.10.6 Learning Equipment Additional Costs Fields
Learning Equipment additional costs define the cost of using equipment that is more than the base cost.
In References Physical Resources Equipment Additional Costs , you can record costs charged over and
above the base cost for the selected equipment.
Field Description
Amount This is the additional cost to use the equipment. For example, if
the equipment includes a $50 insurance policy per day, you
can add it in Amount. If the base cost is $100 per day, then SAP
SuccessFactors Learning adds the additional cost to the base
cost so that the equipment is $150 per day.
Custom Cost Calculator You can add base costs for the equipment by entering either an
learning.

Related Information

15.1.10.7 Copying Learning Equipment
Copy Learning equipment to efficiently create a new equipment record by using an existing one as a template.
Context
Clicking Copy Equipment is the most efficient way to create a new resource record when you want to reuse
information from an existing resource record. When you copy an existing resource record, SAP SuccessFactors
copies the summary data (the facility, the contact, and so on), the base cost, and the additional cost to the new
equipment record. You can also choose to add the new piece of equipment to the courses where the old piece of
equipment was already scheduled.
You often have multiple equipment of the same kind at the same location. For example, one classroom might have
ten computers that are all the same. You want to create a record for the first of the ten computers and then copy
the values as a template to create the remaining nine computers. You can copy the first record to efficiently create
the new records of the equipment.
You can also copy existing equipment records into new records if you decommission a piece of equipment or if a
piece of equipment breaks. For example, if you use Cardiopulmonary Resuscitation (CPR) dummies as part of a
CPR class and you need to replace a dummy with the same model in the same facility, you can copy the record for
the first dummy into a new record for the new dummy.
Procedure

2. Find and open the equipment that you want to use as a template for the new equipment record.
3. Click Copy Equipment.
4. Type a new equipment ID for the new record that you’re creating from the template.
For example, if you’re creating one computer for a classroom and copying it nine times, the original ID might be
COMPUTER_01 and you can create a new ID of COMPUTER_02. Then you can copy again and create
COMPUTER_03, and so on.

5. If you want the new equipment to be used in all existing courses where the first equipment was scheduled, click
Copy scheduled offering relationships.
You often copy the scheduled offering relationships when you’re replacing a decommissioned piece of
equipment. You want the new equipment to take the place of the old equipment in those classes.
6. Click Copy.
SAP SuccessFactors copies the summary information, the base cost, and the additional cost to the new
equipment ID and opens the new equipment record for you.
7. In Summary, double-check the summary information and change anything that needs to be different in the
new record.
You often want to change Serial Number, Description, and Equipment Status. The serial number is unique to
each piece of equipment and the status often changes if you’re replacing defective equipment: the status of the
old equipment might be “Decommissioned” and you want the new equipment to be “In Service”. Equipment
status is configurable, so it differs by company.
Related Information

15.1.10.8 Training Equipment
Training equipment is any physical object that you use in training that is not consumed by the end of a course.
Training equipment lasts for more than one course. For example, a computer, a projector, a circuit board, or
anything that is physical and that is re-used and depreciated is “training equipment”. If you want to track materials
that are consumed by the end of the course, track them as training equipment.
To see your list of training equipment, go to SAP SuccessFactors Learning Administration, and then and go to
References Physical Resources Equipment .

Related Information

Learning Equipment Status [page 475]
Learning Equipment Types [page 477]
Adding Learning Equipment Types [page 476]
15.1.11 Adding Learning Materials
Add Learning materials so that you can track the materials that you need for courses.
Context
Track materials that need to be replenished periodically. For example, if you conduct courses in labs and you use
chemicals during the training, you need to replenish them from time to time and you need to track the cost of the
materials. Materials can be common or uncommon and big or small. Examples of materials are pens, books, and
prizes. Learning administrators can associate materials to classes to account for their cost.
 Note
Learning materials are useful if you use Learning Commerce because you can assign a cost to the material to
track what the consumables cost for your training environment. Customers who aren’t tracking costs with
Commerce don’t often use Learning Materials.
Procedure
1. Go to Learning Administration, and then go to References Physical Resources Materials .

2. Click Add New.
3. Enter the summary information that Learning requests to start the record.

5. If you’re tracking costs, enter the cost information in Base Cost and Additional Cost, and then click Apply
Changes.
6. If you’re tracking pricing, add it in Pricing.
Copying Learning Material [page 498]

Copy Learning materials when you want to replace an existing material with a new one in all items and
classes or when you have many materials that are the same cost and price.
Learning Material Summary Fields [page 499]

Learning materials summary fields contain basic information about the selected material.
Learning Material Base Cost [page 500]

Use Learning material base cost fields to set the baseline cost for using a material in training.
Learning Material Additional Costs [page 501]

Use these fields to set costs charged in addition to the baseline cost of the material.
Learning Material Pricing [page 502]

Use Learning material pricing fields to set a price for users to buy a material.

Materials are supplies you use in training that are consumable: hand outs, manuals, lab chemicals, and so
on.
Previous task: Adding Learning Training Equipment [page 486]
Next: Custom Training Resources [page 504]
15.1.11.1 Copying Learning Material
Copy Learning materials when you want to replace an existing material with a new one in all items and classes or
when you have many materials that are the same cost and price.
Context
You copy materials to replace one material with another or to use a template to create many similar materials. For
example, if you change suppliers for a training material and you want to replace the old supplier's material with the
new supplier's material, you can click Copy Material, use the old supplier's information as a starting place and also
replace the old supplies with the new ones in all items and classes. Efficiency is another case for copying materials:
if you have five materials that all have the same costs and price, you can create one material as a template and
copy the summary, pricing, base cost, and additional costs to the new material.

Procedure
1. Go to Learning Administration, and then go to References Physical Resources Materials .

2. Find the material that you want to copy and open it.
3. Click Copy Material and decide what you want to move from the old facility to the new one.
If you select... Then SAP SuccessFactors...
Copy Item copies the items that are associated with the existing re
source record to the new resource record.
Copy Class copies the classes that are associated with the existing re
Copy Facility copies the facilities that are associated with the existing re
4. Click Copy.
Task overview: Adding Learning Materials [page 497]
Related Information

15.1.11.2 Learning Material Summary Fields
Learning materials summary fields contain basic information about the selected material.
In References Physical Resources Materials Summary , you can view, add, or edit the general information
about this material.

Field Description
Revision Number The identification of the revision of the material type you’re
viewing/editing. This number is mainly for version control of
the selected material. For example, if you use an instruction
manual from a third party and the third party revises it, you
might want to track the revision number.
Many companies don’t need revisions because revisions are

too detailed a tracking level. However, if you’re audited by an
oversight organization, you should consider using revisions so
that you can see which version of the training materials (and
which version of the regulations) your classes use.
SKU The Stock Keeping Unit is a unique ID associated with the ma
terial used for your record keeping.
Available in Library Describes whether the material appears in a library. Available

in Library is always set to No.
Copy Material The Copy Material button copies the material into a new mate
rial ID.
Parent topic: Adding Learning Materials [page 497]
Related Information

15.1.11.3 Learning Material Base Cost
Use Learning material base cost fields to set the baseline cost for using a material in training.
Manage a material's base cost in References Physical Resources Materials Base Cost .

Field Description
Amount This is the baseline cost of the material. This cost is added to
classes when the class requires the material.
Simply click Add More Currencies to select additional curren
cies and enter the price, for example, of the item or class in
each additional currency. The system will prompt you to indi
cate if you want to propagate the price of the item into the ad
ditional currencies. Click Yes to propagate the price in the new
currency.
Custom Cost Calculator You can add base costs for the material by entering either an
learning.
Related Information

15.1.11.4 Learning Material Additional Costs
Use these fields to set costs charged in addition to the baseline cost of the material.
Manage additional costs in References Physical Resources Materials Additional Costs tab .

Field Description
Amount This is the cost that is added to the base cost when you add
the material to a class. For example, a material might cost
$100 (base cost) but might have the additional cost of ship
ping. How you define base cost and additional cost depends on
your business practices.
Simply click Add More Currencies to select additional curren
cies and enter the price, for example, of the item or class in
each additional currency. The system will prompt you to indi
cate if you want to propagate the price of the item into the ad
ditional currencies. Click Yes to propagate the price in the new
currency.
Custom Cost Calculator You can add additional costs for the material by entering either
an amount and unit of measure or by selecting an existing cost
learning.
Related Information

15.1.11.5 Learning Material Pricing
Use Learning material pricing fields to set a price for users to buy a material.
Set the price of materials in References Physical Resources Materials Pricing , you can price the selected
material. You can do so in multiple currencies.

Field Description
Add More Currencies This button allows you to price the selected material in more
than one currency. When pricing the material in more than one
currency, the system shows you all available currencies for you
to enter the amount in the corresponding Currency ID. The
amount you enter with the corresponding Currency ID make up
the price.
Default This is the price of the material. The price is a in a currency.
Type There are two types of pricing methods in the system, Numeric
and Custom Calculator. The numeric method simply Currency
ID-Amount pair like $5.00 (USD). The custom calculator
method is used to add a number of custom costs to determine
a price. For example, Transportation= Taxi + Airfare. You have
to pre-define each of these costs.
Price This number is read is association of the corresponding Cur

rency ID in the preceding column.
Currency ID This ID is based on the ISO 4217 currency names and code.
The currencies listed in the system are those currently sup
ported. For a complete list of the currency names and code ele
ments, go to the ISO official web site.
Add When adding another currency to the list of prices for the se
lected material, make sure to click this check box before click
ing the Add button. Otherwise, the price will not be listed for
the selected material.
Related Information

15.1.11.6 Learning Materials
Materials are supplies you use in training that are consumable: hand outs, manuals, lab chemicals, and so on.
Track materials that need to be replenished periodically. For example, if you conduct courses in labs and you use
chemicals during the training, you need to replenish them from time to time and you need to track the cost of the
materials. Materials can be common or uncommon and big or small. Examples of materials are pens, books, and
prizes. Learning administrators can associate materials to classes to account for their cost.

You typically set up materials during implementation and revisit them periodically. To see your materials, go
toLearning Administration and then go to References Physical Resources Materials .
Related Information

15.1.12 Custom Training Resources
A custom training resource is something that you use in training and doesn’t fit one of the standard categories of
training resources.
A custom training resource is anything that you use in training, that you want to track, but that doesn’t fit into one
of the default resource categories. Default resource categories are, for example, training materials, equipment, and
facilities. If you want to track, for example, subscription access to a cloud service, that access doesn’t fit neatly into
one of the standard types of resources. You might add it as a custom resource.
To see your custom resources, log in to SAP SuccessFactors Learning Administration and go to References
Physical Resources Custom Resources .
Parent topic: Physical Learning Resources [page 447]
Previous task: Adding Learning Materials [page 497]
15.2 Instructors
Instructors are people who you can assign to instructor led courses in SAP SuccessFactors.
An instructor is an assignable teaching resource. As instructors join and leave your organization, and as they
change, you can maintain their records.

Instructors are optional and you do not need to take advantage of all the configuration opportunities. For example,
if you do not use virtual training, you do not need to set instructors up with VLS accounts.
15.2.1 Importing Instructors
Import instructors with Import Data upload instructor information in bulk.
Prerequisites
To use the data import tool, you must have Microsoft Excel installed on your computer.
Procedure
1. Go to Learning Administration, and then go to System Administration System Management Tools Import
Data .
2. Select Download Template, select Instructor in Record Type, and then click Submit.
You download the Microsoft Excel spreadsheet template for instructors.

3. If you don’t see the comments in Microsoft Excel, show the comments.
See Microsoft Excel help to learn how to show comments.

4. Edit the spreadsheet with the instructor information, and when your are done, save it.
Each row on the spreadsheet is an instructor.
5. Go back to System Administration System Management Tools Import Data .

6. Select Import Data and select Instructor in Record Type.
7. Select Import Option.
○ Add: The tool adds new instructor records from the spreadsheet. If an instructor in the spreadsheet
already exists, that instructor's row is rejected and returned as an error in the log.
○ Update: The tool updates instructor records. If the spreadsheet includes a new instructor ID (one that isn’t
in the system), the tool ignores the row.
○ Add and Update: The tool adds instructors that don’t exist yet and updates instructors from the
spreadsheet who do exist.
8. Select a time zone in Time Zone ID. The creation or update date of the instructor is recorded in this time zone.
9. Click Submit.

Next Steps
Go to Admin Reports and run the Instructor Data report. Check the instructor records to see your latest
changes. If you want to edit an instructor after import, go to Learning Instructors .
15.2.2 Adding Instructors
Add instructors so that you can track how they’re scheduled to teach classes.
Procedure
1. Go to Learning Administration, go to People Instructors , and then click Add New.

2. Add the instructors identity information.
Option Description
Instructor ID, Last Name, First Name, and Add the name of the instructor and the ID to identify the instructor. Match
middle initial (Middle Name) the names and the ID to the related user record.
Email Address Enter the instructor email addresses so that they can receive important no
tifications. Their email addresses appear in any reports that include the in
structor's contact information.
Company If you use instructors from a different company, then you can enter it so
that you can find, report, and track that information.
Organization If your company uses instructors who belong to different organizations,

then you can associate the instructor with that specific organization. The
main reason for associating an instructor with an organization is to assist
with finding, reporting on, and tracking the instructor through the associa
tion with the organization.
Comments Use the Comments box to identify the purpose or intent of the record. You
can also include any information that you think other administrators might
need or find useful for understanding the record and how to use it. For ex
ample, if you’re working with a user record and the user is on extended
leave, you can note the reason for the leave and the date you expect the
user to return. Likewise, if you’re working with an item or class record, you
can note why you created or modified the record. All comments are in
tended for administrators only and cannot be viewed in the user interface.
Biography Write a few key sentences about instructors as a biography. You can use up
to 4000 bytes. Click to translate the biography so that users of many

languages can read the biography.

Option Description
 Note
You can enter over 4000 bytes in the biography field, but when you
save, it truncates 4000 bytes.
3. Add the security and access controls for the instructor.
Option Description
Role Security roles control the access of groups of users. For in
structors, you must have a role for instructors (as a group of
users) and the role must have at least the “Access Classes”
permission.
Related User Instructors have a related user ID because the user ID is the
primary identity of the person. For example, to enter an e-
signature, we use the user identity not the instructor iden
tity.
4. If you want to authorize this instructor to teach a course, add it in Authorized to Teach.
5. If you’re using Virtual Learning Service (VLS) so that instructors can teach remote courses in a virtual meeting
room, add the account information in VLS Settings.
Next Steps
Complete the instructor by using the tab sections to add additional information.
Related Information
Instructors and Administrators must have Related User IDs and the IDs Must Match [page 529]
Instructor Authorization to Teach [page 531]
Assigning the Instructor Role [page 509]
Authorizing One Instructor to Teach Many Learning Items [page 515]
Adding Instructors to Regions [page 510]
Adding Custom Field Values to Instructors [page 513]
Adding Instructor Shipping Information [page 514]
Importing Instructors [page 505]

Enabling Instructors to Post Learning for Impromptu Training [page 508]
Assigning a Related User to Instructors [page 510]
Configuring Instructors for VLS [page 511]
15.2.3 Enabling Instructors to Post Learning for Impromptu

Training
Enable instructors to post learning for Impromptu training to accommodate organizations that call for a trainer and
training event without formally scheduling it in the Learning Management System (LMS).
Context
When instructors use the mobile instructor app, they can post learning for "spot classes" if they’re authorized to
teach them. A "spot class" is a class that wasn’t formally scheduled. For example, if a colleague stops by an
instructor's desk and asks the instructor to lead a course without first formally scheduling it in the Learning
Management System (LMS), that is a "spot class."
Procedure
1. Go to People Instructors .
2. Find and open the instructors that should be allowed to post learning for spot classes.
3. Go to Authorized to Teach.
4. Verify that the instructors are authorized to teach the potential spot classes.
If an instructor is authorized to teach a learning item, then the instructor can post users' learning results
(record learning) for those learning items when they aren’t formally scheduled in the LMS.
Next Steps
Repeat the process for all instructors who should be able to post learning results for spot classes.

15.2.4 Assigning the Instructor Role
Assign the Instructor role to instructors to enable them to view the instructor dashboard.
Prerequisites
If the instructor doesn’t already have a user ID and password, create it in People Users Add New (or import
the user through the user connector). The user ID is required because the instructor logs into the instructor view
using the user ID and password, not the instructor ID.
Security roles control the access of groups of users. For instructors, you must have a role for instructors (as a
group of users) and the role must have at least the “Access Classes” permission.
Context
The instructor view gives instructors a dashboard to see the time of a scheduled course, who is scheduled to
attend, and where the course is to take place. If you’re using Virtual Learning Servers (VLS), instructors can use the
instructor view to launch their VLS sessions when the time comes to start the class.
Procedure
1. Go to Learning Administration, and then go to People Instructors .

2. Search for the instructor who has access to the instructor view.
3. Go to Summary.
4. In the Role list, select Instructor.
Instructor is the name we suggest when you create this role, but you can name it differently.
5. In the Related User box, select the user that you created in People Users .
The instructor logs in to the user application with the user ID and not the instructor ID.
Next Steps
Assign instructors to a related user if they aren’t assigned already.

15.2.5 Assigning a Related User to Instructors
Assign related users to instructors so that instructors can log in to the instructor dashboard (My Classes).
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to People Instructors .

2. Find and open the instructor who you want to edit.
3. In Summary, add the associated user in Related User.
15.2.6 Adding Instructors to Regions
When you add instructors to regions, you can better plan their training calendar because you know where they’re
located and can assign them to classes in their region.
Prerequisites
Before you can add instructors to regions, add the regions in People Instructors Regions . You typically add
regions when you implement and then review them periodically.
Procedure

2. Search for the instructor who you want to add to a region.
3. Go to Regions and then click add one or more from list to search for and add the instructor to regions.
 Note
Instructors can teach in more than one region. For example, you can have three regions in Europe and
assign an instructor to all three regions. In this case, the instructor is therefore responsible for traveling
within Europe to teach.
4. Select the instructor's primary region by clicking Primary.
A primary region is where the instructor is located most of the time: the instructor's home region. When you’re
scheduling, it’s typically less expensive to match an instructor with a course in the primary region because the
instructor doesn’t need to travel.

For example, an instructor's primary location can be in the Northeast U.S, but have secondary regions in other
parts of North America. The primary region indicates that the instructor can be matched with classes in, for
example, California, but that the closer region is in the Northeast U.S.
15.2.7 Configuring Instructors for VLS
Configure instructors for the Virtual Learning Service (VLS) so that they can start virtual training sessions in virtual
meeting rooms like Adobe Connect, WebEx, or Zoom .
Prerequisites
Add your instructors to SAP SuccessFactors Learning. Your instructors must be tracked in the system for VLS to
work properly.
Context
Virtual Learning Service (VLS) integrates SAP SuccessFactors Learning and a virtual meeting room vendor so that
the instructor and learners can meet online in a virtual meeting room. It reduces costs for live training events when
the instructor and learners are dispersed. They can meet virtually instead of traveling.
 Restriction
If you’re using Microsoft Lync or Skype as a VLS, these instructions don’t apply to you because you don’t
configure instructors for Lync or Skype.
Procedure
1. Go to Learning Administration, go to People Instructors , and then search for the instructor who should
have access to VLS.
2. Go the Summary to verify that the instructor record has a first name, last name, and email address.
These fields are required to maintain VLS accounts in SAP SuccessFactors Learning.
3. Go to VLS Settings.
VLS Settings contain the VLS servers that you created when you configured your instance of VLS.

4. In Account ID, type the instructor's virtual meeting room ID. If the instructor doesn’t yet have an account, type
the account ID that you want the instructor to have.
5. In Account Password, type the instructor's virtual meeting room password. If the instructor doesn’t have an
account, type the password that you want the instructor to have.
This step applies if you haven’t allowed instructors to manage their own passwords. To save this step and to
protect the privacy of your instructors, we recommend that you enable them to manage their own passwords.
The password must conform to password rules set by the meeting room vendor.
6. In Action, select what should happen when you apply the changes.
Option Description
Create New Attempts to create a new account for the instructor. Select this option if the instructor doesn’t yet
Account have an account.
Use Existing Tests the credentials of the instructor. If you type an incorrect Account ID or Account Password the
Account system warns you.
Next Steps
You can now set up virtual time slots and assign the instructor as the primary instructor for the time slot.
Related Information
Enabling Instructors to Change their VLS Passwords [page 512]

Adding a Virtual Time Slot [page 176]
Configuring VLS Time Slots to Add Learning History Records [page 177]
Opening Virtual Courses Early [page 178]
15.2.8 Enabling Instructors to Change their VLS Passwords
Enable instructors to change their Virtual Learning Service (VLS) passwords if their meeting room accounts are
personal accounts that they want to keep private.
Context
If you integrate SAP SuccessFactors Learning with a Virtual Learning Service (VLS), you can either require learning
administrators to manage instructor passwords, or you can allow instructors to manage their own passwords. If the

instructors' accounts are for the express purpose of conducting training and not the instructors' personal meeting
room account, then you might want a learning administrator to manage the account passwords. But if the meeting
room accounts are instructors' accounts, you should enable them to manage the password. You might also enable
instructors to manage their own passwords to remove a bottleneck in your process.
 Note
Even if the accounts are for the express purpose of training and they aren't the instructors' personal accounts,
consider giving your instructors management responsibility to reduce workload on your administrators.
Procedure
1. Go to Learning Administration, and then go to System Administration Security Role Management .

2. Find and open the role you’re using for your instructors.
3. Open Permissions.
4. Add the Edit Virtual Learning Account permission.
15.2.9 Adding Custom Field Values to Instructors
Add custom fields to instructors so that you can filter a list of instructors by an attribute that makes sense for your
business.
Prerequisites
Before you can add custom field values to instructors, you first declare the custom fields that you want to track. Go
to System Administration Custom Fields .
Context
To find instructors, it often helps to have custom information. For example, we don’t provide a field for advanced
degrees. But if you want to find instructors based on whether they have advanced degrees, you can add a custom
field and store whether each individual instructor has an advanced degree. You can then search by it to find all
instructors who have advanced degrees.

Procedure

2. Search for the instructor who you want to edit.
3. Go to Custom Fields and then change the values of the custom fields.
4. When you’re finished, click Apply Changes.
15.2.10 Adding Instructor Shipping Information
Add instructor shipping information so that you know where to ship materials that they need for their courses.
Context
Instructor shipping information is different from their work location or their home address. Often, you ship course
materials to an address of a training facility or to an office near the instructor because course materials can be
bulky. The telephone, fax, and email are often not the telephone fax, and email of the instructor. They can be a
person in receiving at the location where you’re shipping.
Procedure

2. Search for the instructor who you want to edit.
3. Go to Shipping Info and then add the shipping and shipping contact information.
4. When you’re finished, click Apply Changes.
Next Steps
Later, you can look up the instructor's shipping information. You can see it in the Instructor Data report.

15.2.11 Authorizing One Instructor to Teach Many Learning
Items
Authorize one instructor to teach many courses (learning items) when you want to declare that one instructor as
qualified to teach multiple courses.
Prerequisites
To demonstrate that an instructor is certified or qualified to teach one or more items, you can create a user record
for the instructor and manage those learning requirements and needs just like any other user. By managing the
instructor's learning like any other user, you can ensure that the instructors meet their requirements before
assigning them to lead a segment of a class.
Context
If you’re tracking instructors in SAP SuccessFactors Learning, then you can authorize them to teach a learning
item. When you authorize an instructor to teach a learning item, you’re declaring that the instructor is qualified to
teach it. You can use the authorized to teach flag to assure that primary instructors of this course are qualified. You
can also use it to restrict exam proctoring to only authorized instructors.
 Tip
If you have one learning item and you want to authorize many instructors to teach it, you can do that in the
learning item record. Go to People Instructors .
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to People Instructors .

2. Find and open the instructor who you want to authorize.
3. Go to Authorized to Teach.
4. For each learning item that this instructor is authorized to teach, click add one or more from list and then add
the learning item.
You see the learning item in the Update the Authorized Items for the Instructor list. You can also go to the
learning item record and see this instructor listed as one of the authorized instructors.

Next Steps
If you need to remove a learning item from the instructor's authorizations, go to the Update the Authorized Items
for the Instructor list, select the learning item's Remove box, and then click Apply Changes.
15.2.12 Generating Proctor Codes For Instructors
Generate proctor codes for instructors so that they can begin proctored exams for your employees.
Context
If your company uses proctored exam objects, then employees cannot start an exam without a proctor present.
Proctors identify themselves by entering their instructor ID and a proctor code. The exam starts only after it has
received a correct proctor ID and code.
 Note
Instructors can also participate in courses and take exams. Instructors cannot proctor for exams they are
taking as a participant of a course.
Procedure
1. Go to People Instructors and find the instructors who should be proctors.

2. For each instructor, select Instructor is a proctor.
3. To give the instructor a proctor super code, type it in the Proctor Super Code box.
A proctor super code is useful because an instructor can use it for any user, with any exam, and on any day.
The proctor super code changes only when an administrator changes or removes it from the Proctor Super
Code box.
4. To give the instructor time-sensitive codes, click Generate Codes.
Time-sensitive proctor codes are more secure because they’re valid only for a particular time, but they’re more
difficult to manage because instructors must know their proctor code for a given day. You can print the codes
and provide instructors with a copy of their codes, but there’s a chance that the instructor could lose them. We
recommend time-sensitive codes in strict exam environments.
The system generates a different code for every day of the next year (365 days).
Next Steps
Send the proctor codes to the instructor.

Related Information
Types of Proctor Codes [page 533]

Legacy Proctored Exams [page 702]
Creating Legacy Proctored Exams [page 703]
15.2.13 Sending Proctor Codes to Instructors
After you generate proctor codes, send them to the instructors so that they have the code that unlocks exams for
employees.
Prerequisites
Before you can send proctor codes, generate them.
Context
If your company uses proctored exam objects, then employees cannot start an exam without a proctor present.
Proctors identify themselves by entering their instructor ID and a proctor code. The exam starts only after it has
received a correct proctor ID and code.
 Note
Procedure
1. Go to People Instructors and find the instructors who should be proctors.

2. For each instructor, go to Proctor Status.
3. Click Print Codes.
The system generates a PDF report with the instructor's proctor codes. If you have used time-sensitive codes,
the report can take some time to run.
4. Email the report to the instructor.

Related Information
Generating Proctor Codes For Instructors [page 516]

Purging Instructor Proctor Codes [page 518]
Deleting Instructor Proctor Codes [page 519]
15.2.14 Purging Instructor Proctor Codes
Purge instructor proctor codes if you need to provide the automatically generated proctor codes to an instructor
again.
Context
By purging old proctor codes, you reduce the length of the report and the number of pages that you need to print.
Procedure
1. Go to Learning Administration, and then go to People Instructors and find the instructors whose codes
you need to purge.
2. Go to Proctor Status.
3. Click Purge Codes.
The system removes all of the automatically generated proctor codes up to, but not including, the current date
for this instructor.
4. Change the text in the Proctor Super Code box.
Although this step isn’t strictly necessary, you often purge codes when you want to send them to an instructor
again, and you often send them to an instructor again when he or she has forgotten or lost the codes. If you’re
using generated, time-sensitive codes and you are using super codes, consider changing the proctor super
code at this time.

15.2.15 Deleting Instructor Proctor Codes
Delete instructor proctor codes when you want to remove all automatically generated proctor codes for an
instructor.
Context
If you need to remove all proctor codes (past, present, and future) from an instructor, you delete them. For
example, if an instructor leaves the role of instructor and you want to secure all the proctor codes, you can delete
them.
Procedure
1. Go to Learning Administration, and then go to People Instructors and find the instructors whose codes
you need to delete.
2. Go to Proctor Status.
3. If you see proctor codes under the days of the calendar, click Delete Codes.
The codes that appear under the days of the calendar are time-sensitive codes.
The system removes all of the automatically generated, time-senstive proctor codes for this instructor.
4. Delete any text in the Proctor Super Code box.
5. Clear the Instructor is Proctor box.
Although this step isn’t strictly necessary, you often delete proctor codes when you no longer want an
instructor to act in the role of a proctor. By clearing Instructor is Proctor, you remove the proctor privileges
from the instructor.
15.2.16 Viewing Instructor Teaching Schedules
View instructor teaching schedules to see courses and times that an instructor is a primary instructor and is
scheduled to teach.
Context
A primary instructor is responsible for teaching the segment. Some customers use secondary instructors who
assist or shadow the primary instructor.

 Tip
You can also search classes by instructor to find all courses that this instructor is scheduled to teach.
Procedure

2. Search for the instructor whose schedule you want to view.
3. Go to Scheduling and use the information to see how the instructor is scheduled.
Field Description
Start Date/Time The start date and time of the entire class. The instructor
might be teaching only one segment of the class, so this isn’t
the start of the instructor's work. For example, if a class is
scheduled Monday through Friday, and the instructor
teaches only on Wednesday, the Start Date/Time still shows
as Monday.
End Date/Time The end date and time of the entire class. The instructor
might be teaching only one segment of the class, so this isn’t
the end of the instructor's work. For example, if a class lasts
a week (Monday through Friday), and the instructor teaches
only on Wednesday, the End Date/Time would still show Fri
day.
Schedule Block/Item Description The description of either the schedule block or the course
that the class teaches. Schedule blocks are a way to "re
serve" an instructor. For example, if an instructor is on vaca
tion, you can create a schedule block so that the instructor
can’t be scheduled at that time.
Next Steps
If you want to change the instructor schedule, go to the class segments: Learning Activities Classes
Agenda .

15.2.17 Assigning Costs to an Instructor
Assign costs to an instructor to track the expense of including instructors in your courses.
Prerequisites
Before you assign costs to an instructor, we recommend that you set up your commerce references. In particular,
consider setting up cost names before you set up instructor costs. To set up cost names, go to References
Finance Cost Names Summary .
If you plan on using item costs, create a list of the learning items, per instructor, that should differ from the default
cost of the instructor. For example, your default, or base cost for the instructor might be $500 per hour. But you
might have a set of learning items that are more expensive because they are in more demand or are more difficult
for the instructor (maybe they take longer to prepare for). Make a list of those learning items so that you can find
them when you create item costs.
Procedure

2. Find and open the instructor that you want to edit.
3. Go to Base Costs to assign a base cost for the instructor.
A base cost is the default cost of assigning the instructor to a class. Many customers can use default, base
costs and ignore item and additional costs. This simplifies your cost structure. We recommend that you assign
a cost name so that you can better track and report on instructor costs.
4. Go to Item Costs to set up per learning item overrides on the base cost for the instructor.
SAP SuccessFactors picks either a base cost or an item cost at the time that the instructor is assigned to the
class.
5. Go to Additional Costs to assign additional costs.
Additional costs are added to either the base cost or item cost.
Instructor Base Costs [page 522]

Instructor base costs are a baseline amount that an instructor costs to conduct training.
Instructor Item Costs [page 524]

Instructor item costs are substituted for base costs. They represent the cost of an instructor per learning
item.
Instructor Additional Costs [page 526]

Instructor additional costs are added to base or item costs.
Instructor Cost Structure [page 528]

If you create records for your instructors in SAP SuccessFactors Learning, you can track their costs by
building a cost structure.
How Instructor Cost is Decided at Assignment Time [page 528]

When learning administrators assign instructors to learning items, SAP SuccessFactors Learning follows
rules to assign costs for the particular instructor in the particular learning item.
15.2.17.1 Instructor Base Costs
Instructor base costs are a baseline amount that an instructor costs to conduct training.
Use People Instructors Base Cost to set the minimum amount that is usually charged for the instructor to
teach courses. When a learning administrator associates the instructor with a time slot of a class, the system
applies the default base cost of the resource to that class ( Learning Activities Classes Cost Summary ).
 Note
If the instructor's currency is different from the course's currency (visible in Learning Activities Classes
Cost Calculation ), then the cost is zero for the instructor in that class.
Fields in Add a Base Cost by Amount and Unit of Measure
Amount The amount of the cost. For example, if you are adding the
base cost of an instructor, you type 1000 in Amount and the
currency is U.S. Dollars, then you are saying that the base cost
of the instructor is $100.
Currency This is the currency that the cost will be measured in when
transactions occur.
Unit of Measure This is the unit of measure is the way that the cost is divided.
For example, per day, per hour, per person, and so on.
Comments In Comments, type text that will help other administrators un
derstand the cost.
Fields in Add a Base Cost by Choosing a Cost Name
Cost Name You can look up a predefined cost calculation in Cost Name. A
system administrator creates company-approved costs names
in References Commerce Cost Names Summary .
When you look up cost names, the search returns cost names
that are assigned to the type of learning object. For example, if
you search for cost names for instructors, the search returns
only costs names created for instructors.
transactions occur. It is inherited from the cost name.

Custom Cost Calculator The cost calculator is inherited from the cost name. It de
scribes how the cost is calculated.
derstand the cost.
Edit the Base Cost for the Instructor
Allow override of default base cost at the time of scheduling If you select the Allow override of default base cost at time of
scheduling check box, then you allow other administrators to
override these costs after they add this resource to a time slot
of the class. To modify the cost of a resource on the Cost Sum
mary tab of the class ( Learning Activities Classes Cost
Summary ), administrators must first expand the resource.

Administrators can change the costs or select a non-default
cost that was entered on the Base Cost tab of the resource by
clicking the Change to New Base Cost link.
Default Cost Objects can have more than one cost associated with them.
Mark the default cost to signal that this is the cost of the object
most of the time. When a learning administrator associates the
instructor with a learning item, and if the learning item isn’t
listed in People Instructors Item Costs , then the in

structor is added with the default base cost.
Propagate The system applies the cost of a resource when you associate
the resource with a time slot of the class. Therefore, if you later
need to change something associated with the cost of the re
source, then you must click the Propagate link. When you click
the Propagate link, the system allows you to select how you
want to apply the change to existing class records in SAP Suc
cessFactors Learning.
Comments When you add each new cost, you can include a comment. If
you want to review or update those comments, you can access
any existing comments by clicking the Comments link in the
row that is associated with that cost.
Parent topic: Assigning Costs to an Instructor [page 521]
Related Information

15.2.17.2 Instructor Item Costs
Instructor item costs are substituted for base costs. They represent the cost of an instructor per learning item.
Use People Instructors Item Costs to override the instructor base costs for particular learning items. You
override base cost when the cost to deliver a learning item is higher for an instructor. For example, the item is in
high demand or difficult to lead than it is for other learning items. At assignment time, SAP SuccessFactors
Learning substitutes the base cost with the item cost according to assignment-time rules.
Add an Item Cost by Amount and Unit of Measure
Item Type ID and Item ID The Item Type and Item ID uniquely identify the learning item
that has the exceptional cost to the instructor. Don’t use the‘|’
(Pipe) character while giving a name to the Item ID and Item
Type ID.
Amount and Currency The Amount and Currency together define the cost of the in
structor for the learning item.
Comments Write comments to help other administrators understand the

cost structure.
Add an Item Cost by Choosing a Cost Name
Item Type ID and Item ID The Item Type and Item ID uniquely identify the learning item
that has the exceptional cost to the instructor. Don’t use the‘|’
(Pipe) character while giving a name to the Item ID and Item
Type ID.

in References Finance Cost Names Summary .
Currency The Amount and Currency together define the cost of the in
structor for the learning item.
Comments Write comments to help other administrators understand the

cost structure.
Edit the Base Cost for the Instructor
Allow override of default base cost at the time of scheduling If you select the Allow override of default base cost at time of
scheduling check box, then you allow other administrators to
override these costs after they add this resource to a time slot
of the class. To modify the cost of a resource on the Cost Sum
mary tab of the class ( Learning Activities Classes Cost
Summary ), administrators must first expand the resource.

Administrators can change the costs or select a non-default
cost that was entered on the Base Cost tab of the resource by
clicking the Change to New Base Cost link.
Default Cost You see Default Cost after you click Edit.
Objects can have more than one cost associated with them.
Mark the default cost to signal that this is the cost of the object
most of the time. When a learning administrator associates the
instructor with a learning item, and if the learning item isn’t
listed in People Instructors Item Costs , then the in

structor is added with the default base cost.
Execute Changes You see Execute Changes after you click Edit. The system ap
plies the cost of a resource when you associate the resource
with an agenda of the class. If you change anything associated
with the cost of the resource, then you must choose Execute
Changes. Then the system allows you to select how you want
to apply the change to existing class entities in SAP Success
Factors Learning.

Comments When you add each new cost, you can include a comment. If
you want to review or update those comments, you can access
any existing comments by clicking the Comments link in the
row that is associated with that cost.
Related Information

15.2.17.3 Instructor Additional Costs
Instructor additional costs are added to base or item costs.
Use People Instructors Additional Costs to record any costs charged over and above the base cost or item
cost for the instructor (an additional cost could be, for example, the airfare for an instructor). When a learning
administrator assigns the instructor to a class, the instructor's additional cost is added to the class ( Learning
Activities Classes Cost Summary ).
 Note
If the resource does not have an additional cost in the same currency that is selected in the Cost Currency list
on the Cost Calculation tab of the class ( Learning Activities Classes Cost Calculation ), then the system
displays an amount of zero for that resource in the class.
Fields in Add an Additional Cost by Amount and Unit of Measure
Amount The amount of the cost. For example, if you are adding the
base cost of an instructor, you type 1000 in Amount and the
currency is U.S. Dollars, then you are saying that the base cost
of the instructor is $100.

transactions occur.
derstand the cost.
Fields in Add an Additional Cost by Choosing a Cost Name
in References Commerce Cost Names Summary .
transactions occur. It is inherited from the cost name.
derstand the cost.
Related Information


15.2.17.4 Instructor Cost Structure
If you create records for your instructors in SAP SuccessFactors Learning, you can track their costs by building a
cost structure.
SAP SuccessFactors Learning tracks instructor costs by building a cost structure from a baseline to create a total
cost:
1. The baseline cost is called Base Cost. It’s the cost to assign the instructor to teach any learning event: seminar,
virtual learning, classroom training, or any other type of event that the instructor attends.
2. You can substitute an Item Costs for the base cost of an instructor for any particular learning item. Some
learning items can cost more for an instructor (high demand learning items, for example).
3. To the base and item cost, you can addAdditional Costs. The additional cost is any cost added to the base and
item cost for the instructor. For example, additional costs could be travel expenses for an in-person training
event. The additional costs wouldn’t be added to a virtual training event.
Related Information

15.2.17.5 How Instructor Cost is Decided at Assignment Time
When learning administrators assign instructors to learning items, SAP SuccessFactors Learning follows rules to
assign costs for the particular instructor in the particular learning item.
When a learning administrator assigns an instructor to a learning item time slot, the following rules apply to your
cost configuration:
● If the instructor doesn’t have a default cost in the same currency that is in the Learning Activities Classses
Cost Calculation Cost Currency , then the system displays an amount of zero for that resource in the
class.
● If the instructor record has both a base cost and an item cost in the same currency as the class, then the
system replaces the default base cost with the default item cost when an administrator associates the class
with this instructor. Administrators can validate this cost information in Learning Activities Classes Cost
Summary ).
● Although SAP SuccessFactors Learning allows you to add multiple costs (through the amount and unit of
measure method, the cost name method, or a combination of the two), you can select only one default cost for
each currency. When an administrator associates this resource with an agenda of a class, the system applies
the default item cost of the resource to that class.

● If you select the Allow override of default base cost at time of scheduling check box, then you allow other
administrators to override these costs when they add this resource to a time slot of the class. Before you can
propagate an item cost or add and review comments, you must click the Edit link associated with the cost.
Related Information

15.2.18 Instructors and Administrators must have Related User

IDs and the IDs Must Match
In legacy configurations, we allowed customers to create instructors and administrators without related user IDs,
and this configuration still works, but it isn’t supported for purge processes and therefore not recommended.
Additionally, one person's end-user ID, instructor ID, and administrator ID must match.
 Note
If you have adopted platform, then it would be very rare for you to have instructors and administrators without
related user IDs. Native-only customers who haven’t adopted platform are at higher risk of having this
configuration.
In legacy, native-only configurations, you could create instructors and administrators with different ID values, but in
an integrated environment, one person's learner ID (end-user ID), instructor ID, and administrator ID must match.
For example, all must be jsmith. In legacy, native-only configurations, it was also common to create instructors
and administrators without related user IDs:
● You could go to People Instructors and add a new instructor with an empty Related User.
● You could go to System Administration Security Administrators and add a new administrator with an
empty Related User.
We no longer recommend empty related users because purge requires learner user IDs ( People Users ). It
cascades from the learner user ID to instructor and administrator data. You can’t operate SAP SuccessFactors
Learning if learner (end-user), instructor, and administrator ID values don’t match.

15.2.19 Instructor Identity and Access Fields
Summary fields contain instructors' identity and access fields.
Field Description
Company If you use instructors from a different company, then you can
enter it so that you can find, report, and track that information.

Organization If your company uses instructors who belong to different or

ganizations, then you can associate the instructor with that
specific organization. The main reason for associating an in
structor with an organization is to assist with finding, reporting
on, and tracking the instructor through the association with
the organization.
Time Zone You can associate an instructor with a time zone to help other
administrators determine if this instructor is suitable to lead a
class, which is also associated with a time zone.
Email Address Enter the instructor email addresses so that they can receive
important notifications. Their email addresses appear in any
reports that include the instructor's contact information.

Field Description
Instructor Biography Write a few key sentences about instructors as a biography.
You can use up to 4000 bytes. Click to translate the biogra

phy so that users of many languages can read the biography.
 Note
You can enter over 4000 bytes in the biography field, but
when you save, it truncates 4000 bytes.
Related Instructor/Related User Instructors have a related user ID because the user ID is the
primary identity of the person. For example, to enter an e-sig
nature, we use the user identity not the instructor identity.
Role Security roles control the access of groups of users. For in
structors, you must have a role for instructors (as a group of
users) and the role must have at least the “Access Classes”
permission.
15.2.20 Instructor Authorization to Teach

When you mark an instructor as authorized to teach a course, you declare that the instructor is qualified
instructors teach its content.
To prevent learning administrators from accidentally assigning an unqualified instructor to a course, you can mark
instructors as authorized to lead a course. How you define authorized to teach is up to your organization, but in
most cases, the authorization is based on an industry qualification. For example, to teach Cardiopulmonary
Resuscitation (CPR), the instructors need to be granted qualification. In the United States, for example, you can
become a qualified CPR instructor through the American Red Cross.
You can authorize an instructor to teach an item in two places: on the item record ( People Instructors ) or the
instructor record ( People Instructors Authorized to Teach ).
Authorized Instructors Can be Primary Instructors
Authorized instructors can be added as the primary instructor for class time slots based on the learning item that
they’re authorized to teach. For example, if you authorize an instructor to teach a CPR learning item, then that
instructor can be the primary instructor for any class based on the CPR learning item. The secondary instructors
aren’t checked for authorization to teach so that more junior instructors can shadow more senior, qualified,
instructors.
 Note
Learning administrators can save and schedule the time slot with an unauthorized primary instructor. The
learning administrator is warned but not prevented from saving the schedule.

Authorized Instructors can Post Spot Classes
When instructors use the mobile Instructor app, they can post learning for spot classes if they’re authorized to
teach them. A spot class is a class that wasn’t formally scheduled. For example, if a colleague stops by an
instructor's desk and asks the instructor to lead a course without first formally scheduling it in the Learning
Management System (LMS), that is a spot class.
Authorized Instructors can Proctor Exams
You can limit the proctors of exams to only instructors who are authorized to teach the learning item. Authorization
can be important to proctoring if the exam leads to a certification. You might want the instructor to know how to
work with participants during the proctored exam.
15.2.21 Instructor's Proctor Status Fields
Use the instructor's proctor status to help instructors with their proctor codes.
In People Instructors Proctor Status , you manage proctor codes for instructors. Instructors with proctor
codes can oversee employees' exams. If you have exams that require a proctor, you must have at least one
instructor set up as a proctor.
This Field.... ...Is used as follows
Instructor is a proctor If you select Instructor is a proctor, the instructor is available to

proctor exams. Proctors assure that rules are followed during
an exam.
 Note
Instructors can also participate in courses and take exams.
Instructors cannot proctor for exams they are taking as a
participant of a course.
Proctor Super Code To assign a proctor super code to the instructor, type it in the
Proctor Super Code box.
A proctor super code is useful because an instructor can use it

for any user, with any exam, and on any day. The proctor super
code changes only when an administrator changes or removes
it from the Proctor Super Code box.

This Field.... ...Is used as follows
Generate Codes, Purge Codes, Delete Codes, and Print Codes The links in the calendar create, purge, delete, and print time-
sensitive proctor codes.
Time-sensitive proctor codes are more secure because they’re

valid only for a particular time, but they’re more difficult to
manage because instructors must know their proctor code for
a given day. You can print the codes and provide instructors
with a copy of their codes, but there’s a chance that the in
structor could lose them. We recommend time-sensitive codes
in strict exam environments.
Related Information
Working with Instructors' Proctor Codes

Sending Proctor Codes to Instructors [page 517]
Configuring Proctored Exams
Legacy Proctored Exams [page 702]
Settings for Proctored Legacy Exams [page 703]
15.2.22 Types of Proctor Codes
When learning administrators generate proctor codes, they choose between the types of codes: proctor super
codes and time-sensitive codes.
Instructors need proctor codes so that they can unlock proctored exams for users. You decide how to provide a
proctor code: using a proctor super code, generating time-sensitive proctor codes for each day, or both.
 Note

Super Proctor Codes are Unique to an Instructor
A proctor super code is useful because an instructor can use it for any user, with any exam, and on any day. The
proctor super code changes only when an administrator changes or removes it from the Proctor Super Code box.
For security reasons, we recommend that you treat proctor super codes as passwords:
● Reset the proctor super code frequently.

● Make each proctor super code unique to a single instructor so that only that one instructor can use that one
proctor super code.
Time-Sensitive Proctor Codes are Unique to an Instructor and a Day
Time-sensitive proctor codes are more secure because they’re valid only for a particular time, but they’re more
difficult to manage because instructors must know their proctor code for a given day. You can print the codes and
provide instructors with a copy of their codes, but there’s a chance that the instructor could lose them. We
recommend time-sensitive codes in strict exam environments.
Related Information

15.2.23 Instructor Virtual Classrooms
When you configure Virtual Learning Servers (VLS) for instructors, you enable instructors to launch VLS sessions
from the instructor view, and you’re better able to track their virtual training.
Many companies conduct training in virtual meeting rooms like WebEx or Adobe Connect. Instructors often use
their own personal accounts and often need to keep track of their account information, the length of the session,
and so on. When you configure instructors for VLS, you relieve them of the responsibility for managing their
accounts. You create an account that they use when they’re acting as an instructor (as opposed to their personal
accounts that they use when acting as an employee).
You can use an instructor's VLS Settings to update the VLS settings for an instructor ( People Instructors VLS
Settings ). The VLS tab only applies if vleEnabled=true in the LMS_ADMIN configuration ( System
Administration Configuration System Configuration ).

15.2.24 The Benefits of Creating Instructor Records
Add instructors to SAP SuccessFactors Learning so that both you and the instructors can track their schedules and
more easily integrate with tools (like virtual learning).
You identify instructors in People Instructors . Once identified in the system, you can manage the workload of
the instructor.
● You can assign the instructor to courses so that participants can see who is teaching them and instructors can
see the list of courses they are to teach.
● You can provide a biography for the instructor so that users can see their instructors' experience and
qualifications.
● You can authorize instructors to teach courses so that you can find a well-trained instructor to lead your
courses.
● You can assign the instructor to a Virtual Learning Service (VLS) system like WebEx or Adobe Connect so that
instructors can launch virtual learning and the system can track the sessions.
● You can assign costs to using the instructor to better balance your training budget.
● You can assign an instructor as a proctor for exams so that your exams are supervised.
Instructors are optional records in SAP SuccessFactors Learning and you do not need to take advantage of all the
configuration opportunities. For example, if you do not use virtual training, you do not need to set instructors up
with VLS accounts.
15.3 Revising Learning Metadata
Revise Learning metadata to make your learning objects easier to find and manage.
You usually add metadata during implementation and then revise it periodically. For example, you might decide on
new ways to categorize curricula to make them easier for administrators to find or you might add new topics
(subject ares) so that courses are easier for learners to find.
15.3.1 Metadata that Helps Administrators Find Information

15.3.1.1 Adding Course (Learning Item) Sources
Add course (learning item) sources to define the source of training - the developer of the course, for example.
Context
In SAP SuccessFactors Learning, Sources identify the entity where the training originated. Different companies use
source differently, but examples include the developer of a course, the organization or regulatory body that
requires the item, or the Open Content Network (OCN) partner. For example, if you import courses from Skillsoft,
you can add it as a source. Learners can filter their course search results by your sources. For example, they can
filter their results by all Skillsoft courses or all LinkedIn Learning courses.
Procedure
1. Go to Learning Administration, and then go to References Learning Activities Sources .

2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the source.
The content of this box appears in the user interface and in reports.
4. Click Add.
15.3.1.2 Adding Instructional Delivery Methods
Add instructional delivery methods to categorize learning items (courses) by how you deliver them and how users
consume them.
Context
Learning administrators often want to search for courses by how they are delivered. For example, you might have
courses that are written materials (like a book), audio-visual (a video), a simulation, or an instructor-led course.
When you define the delivery methods (book, video, simulation, and instructor), your administrators can easily find
courses by how they are delivered.
 Tip
Instructional delivery methods are similar to course classifications (like online, instructor led, and instructor led
with online content), but you use them for two different purposes. We created delivery methods so that you
could have an open set of values that make sense for your business, help administrators search, and do not
affect the behavior of the course. Classification is a closed set that, if changed, affects the behavior of the
course.

Procedure
1. Go to Learning Administration, and then go to References Learning Activities Delivery Methods .

2. Click Add New.
3. Add a Delivery Method ID and then a Description that helps administrators understand the delivery method.
4. Click Add.
15.3.1.3 Adding Curriculum Types
Add curriculum types so that you can add categories to curricula and make them easier to find.
Context
If you are using curricula to assign courses to users, then you want to give your learning administrators a way to
categorize the curricula. For example, you might create curricula that are for health and safety, for financial
compliance, and for human resources.
 Note
Each curriculum can be associated with only one curriculum type.
Procedure
1. Go to Learning Administration, and then go to References Learner Activities Curriculum Types .

2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the category.
For example, administrators might know that they are searching for laboratory curriculum that has to do with
health and safety. They can search “laboratory” and select the curriculum type “health and safety” to narrow
their searches.
4. Click Add.

15.3.1.4 Adding Graduation Group Status
Add a graduation group status to track learners' progress against peers who are taught together and graduate
together.
Context
A graduation group is a group of users who attend a set of scheduled offerings together and who graduate together.
For example, if you open a new manufacturing line, you might want to train all workers on that line in a group: they
attend their courses together, they can be tracked as a group, and they graduate together. Their status is an
indicator of how each individual is performing in the group. For example, if one user in the class was reassigned and
could not complete the courses together with the rest of the group, the user's status could be “incomplete”.
Procedure
1. Go to Learning Administration, and then go to References Learning Class Status References

Learning Activities Class Status .
2. Click Add New.
3. Add an ID and then a Description that helps others understand the status.
4. Click Add.
Next Steps
Unlike other status values in SAP SuccessFactors Learning, a graduation group status does not update
automatically. You update it in Learning Classes Users People Users and it appears in the Class
Progress report.

15.3.1.5 Adding Learning Organization Types
Add Learning organization types to categorize your Learning organizations according to your business and make
them easier to find for learning administrators.
Context
Organization types are a way for you to categorize your organizations. They populate the picklist in People
Organizations . For example, you can create corporate organizations or dealership organizations. When you
search for organizations, you can search by type.
Procedure
1. Go to Learning Administration, and then go to References People Management Organization Types .

2. Click Add New.
3. Add an ID and a description that fits the employee status types that you want to use in assignment profile rules.
4. Click Add.
15.3.2 Adding Course Completion Status
Add course completion status to control whether users receive credit for their courses or don’t receive credit and
can determine if users receive follow-up surveys.
Prerequisites
Add item types before you add completion status values.
Context
Completion status is a central element of SAP SuccessFactors Learning. It determines whether your users receive
credit for their courses and if they receive follow up evaluations or an approval process. For example, when learning
administrators record learning for an employee, they can record a completion status of “pass” or “fail”. That
completion status can then trigger:
● Follow up evaluations - for example, a passed course might send a follow up evaluation to users and managers
to see how learners applied their new skills but a failed course might not.

● Approval processes - if you enabled e-signatures, which is common for validated customers, you can send
approval processes after users receive a completions status. The approval process is a secondary validation
that the user passed or failed the course.
 Tip
Keep your list of completion statuses small to avoid complexity in your system. Many companies can use
simply “pass” and “fail”.
Procedure
1. Go to Learning Administration, and then go to References Manage Users Learning Completion Status .
2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the completion status.
4. In Item Type, select the item type that can use the completion status.
To create structure around completion status, SAP SuccessFactors Learning uses item types. Item types are a
category of course that makes sense for your company (for example, “on the job training” or “certification
course”). Each item type can have one or more completion status that you define. For example, a certification
item type might have strict completion status of pass and fail, but a professional development item type might
have completion status of pass, fail, and incomplete.
5. Select the Credit Given if you want to give users credit when they get this completion status.
For example, you require a user to complete a course for credit with a completion status of Pass. If a user
passes the course, then the item's completion status (Pass) appears with the item in the learners learning
history, the user receives credit for completing the item, and the system removes the course from the user's
learning assignments. If a user doesn’t pass the course, then the item remains in that user's assignments.
6. If you want to assign course satisfaction surveys to users after they earn this completion status, select Include
history records with this completion status for Course Feedback Surveys Assignments.
If a course has a satisfaction survey assigned, and if you select Include history records with this completion
status for Course Feedback Surveys Assignments, learners see the satisfaction survey on their learning
assignments.
7. If you want to assign follow-up surveys after users earn this completion status, select Include history records
with this completion status for Follow-up Survey: Surveys Assignments
If a course has follow-up surveys assign, the system automatically assigns the survey. The system
automatically assigns this survey to users based on the threshold that you configure for the course.
8. If you need e-signatures as a secondary identity verification system, select Enable electronic signature and then
select the approval process for e-signatures in Approval Process.
You can require additional users, like managers and instructors, to verify a user's course completion. When a
user electronically signs an item, the system notifies the approvers that they must also electronically sign the
course.
If you enable electronic signatures and identify an additional approval process for a completion status, then the
system initiates the approval process and requires electronic signatures only if the associated learning event
(for example, curricula or courses) has also enabled electronic signatures.

9. Click Add.
15.3.3 Adding Item Types
Add item types to control how users understand the type of learning item (course), the way that courses of this
type are graded, and the cost of courses in this type.
Context
To change these values for item types, go to References Learning Activities Item Types Summary .
Procedure
1. Go to LearningAdministration, and then go to References Learning Activities Item Types .

2. Click Add New.
3. In Item Type ID, type a unique ID for the learning item type. Don’t use the‘|’(Pipe) character while giving a name
to the Item Type ID.
4. In Description, write a description that tells users what to expect for learning items (courses) of this type.
For example, if you create a special type of courses for certification you might write the description If you
are successful in these courses, you leave the courses with a certification. For
example, you might leave with a Red Cross certification in Cardiopulmonary
Resuscitation (CPR).
If your user base includes users who speak different languages, we recommend that you localize the
description. Localization is more than just translation. In this example, you might change Red Cross to Red
Crescent for some cultures.
5. In Grading Method, set the default behavior for how learning items of this type are graded.
○ Select Numeric to grade users on a scale of 0-100.

○ Select Value-Based to grade users by a value (for example, by letters or by values like Above Average,
Average, and Below Average).
○ Select None to exempt learning items of this type from being graded.
6. Click Add.
Next Steps
If you add an item type and use a grading option of Numeric or Value-Based, set the grading system for learning
items of this type.

If you add an item type and use commerce features to reconcile the costs of training, set the default cost
calculation for learning items of this type.
15.3.3.1 Adding Default Numeric Grading Rules for SAP

SuccessFactors Learning Courses
Add default numeric grading rules so that all learning items of a type inherit the numeric grading options of the
type.
Prerequisites
Create a learning item type and set its grading rules to numeric.
Create the completion statuses that users get when they complete the learning item for a grade (for example PASS
or FAIL).
Context
In SAP SuccessFactors Learning, you set up a grading system during implementation. Specifically, you set up how
different types of courses (learning items) are graded. If you choose to create a numeric grading system for a type
of learning item, you set it up in References Learning Item Types and all learning items of the type inherit
the grading system.
 Note
You can allow learning administrators to override the grading system for individual learning items.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Learning Item Types .
2. Find and open the item type with the grading system that you want to edit.
4. If this item type is not currently a numeric grading method, you can select Numeric in Grading Method and then
click Apply Changes to switch it to numeric.
5. In Add a Numeric Grade, provide a numeric range and the completion status that users receive for falling into
that range.

Minimum The low range that a user must have to get the completion
status.
Maximum The high range that a user must have to get the completion
status.
Completion Status The completion status that users are assigned if they fall
into the range defined by Minimum and Maximum.
For example, if an administrator runs the Record Learning wizard to post completion for a course of this type,
and if you specify that users with a minimum of 80 and maximum of 100 get the completion status “Certified”,
then every user who has a grade between 80 and 100 receives the “Certified” completion status.

7. Continue to add ranges until you have defined a point range for all completion statuses.
Next Steps
If you need to remove a range or if you made a mistake in the minimum or maximum, select Remove and then click
Apply Changes.
15.3.3.2 Adding Default Value-Based Grading Rules for SAP

SuccessFactors Learning
Add default value-based grading rules so that all learning items of a type inherit the value-based grading options of
the type.
Prerequisites
Create a learning item type and set its grading rules to value-based.
Create the completion statuses that users get when they complete the learning item for a grade (for example PASS
or FAIL).
Context
In SAP SuccessFactors Learning, you set up a grading system during implementation. Specifically, you set up how
different types of courses (learning items) are graded. If you choose to create a value-based grading system for a
type of learning item, you set it up in References Learning Item Types and all learning items of the type
inherit the grading system.

 Note
You can allow learning administrators to override the grading system for individual learning items.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Learning Item Types .
2. Find and open the item type with the grading system that you want to edit.
4. If this item type is not currently a value-based grading method, you can select Value-Based in Grading Method
and then click Apply Changes to switch it to value-based.
5. In Add a Value-Based Grade, provide a value and the completion status that users receive for that value.
Value The value that users must get as a grade for the learning
item.
Description Add a description to help users understand the value.
Completion Status The completion status that users are assigned if they receive
the value.
For example, the values can be “Pass”, “Fail”, and “Incomplete”. Write a description to tell graders what these
values mean in the context of this course type. For example, in the context of certification, “Pass” might means
specifically that the user passed the certification test.

7. Continue to add values until you have defined a value for all completion statuses.
Next Steps
If you need to remove a value or if you made a mistake in a value, select Remove and then click Apply Changes.

15.3.3.3 Adding Default Cost Calculations for SAP
SuccessFactors Learning Courses
Add default cost calculations so that learning items of this type inherit the cost structure and the formula used to
arrive at the cost.
Context
If you’re using commerce features to track the cost of learning items, then you set up the cost formula on learning
item types so that each individual learning item based on this type gets the same cost formula. You can allow
administrators to override the cost formula on individual learning items.
 Note
We describe the default cost names and their default usage and behavior.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Learning Activities Item
Types .
2. Find and open the item type with the cost calculations that you want to edit.
3. Click Cost Calculation.
4. In the Add a Formula section, select a Cost Name.
A common configuration uses ItemCreationCost as the cost formula. If you search for it and it, then SAP
SuccessFactors Learning also adds ItemInitialCost and ItemMaintenanceCost because the creation cost is the
sum of the initial and maintenance costs.
5. Select a currency for the cost in Currency.
6. Click Add.
When you create learning items of this type, the learning item inherits these cost variables. You’re signaling
that you want all learning items of this type to calculate their costs with these variables.
7. After you’ve added all cost names, you can add amounts to the costs in the cost names table.
If you add amounts to the cost name, then learning items of this type inherit the costs. You can give
administrators the permission to override the cost on individual learning items.

15.3.3.4 Course (Learning Item) Types
Item types are a critical category of SAP SuccessFactors Learning because they determine users' completion
status and the base cost of courses.
Each company creates its own set of item types, and the set describes the categories of learning items (courses)
for the company. For example, your company might have on the job training, a mentoring program, certification
courses, and professional development courses. You can create an item type for each category of learning item.
You typically import item types during implementation and then review them periodically. To see your item types,
go to SAP SuccessFactors Learning administration and then go to References Learning Activities Item
Types .
 Tip
Keep your item types to a minimum because item types add complexity to your system. A single item type
(COURSE) is enough for many companies. COURSE can have grading options and completion statuses of PASS
and FAIL because many customers are interested only in whether users passed or failed the course.
Item types serve an additional purpose: you can create a cost calculation for each item type so that knows how to
charge for this category of course (learning item). You set cost calculations in Cost Calculations. References
Learning Activities Item Types Grading Options .
15.3.4 Adding Assignment Types
Add assignment types help users understand the relative importance of a learning assignment.
Context
An assignment type informs how critical a user's assignment is to the user because each assignment type can be
associated with a priority. Even if an assignment type is not associated with a priority, users generally understand
that an assignment whose type says it is "required" demands their attention more than one that is "optional."
Procedure
1. Go to Learning Administration, and then go to References Manage Users Learning Assignment Types .
2. Click Add New.
3. Add an ID and then a Description that helps others understand the assignment type.
4. Add a priority to help learners understand the relative importance of the assignment.
5. If this assignment means that a course must be complete for a learner to complete its curriculum, select
Required.

When the assignment type is associated with a learning item in a curriculum, the assignment type determines
whether or not the learning item must be complete for the curriculum to be complete: if the assignment type is
set to required, then the item must be complete for the curriculum to be complete.
6. Click Add.
15.3.5 Adding Course Topics (Subject Areas)
Add topics so that users can browse their course catalogs by topic.
Context
When browsing, users often want to browse by the topic of the course, like “Management” or “Information
Technology”. The topics help your users discover learning that might help them. For example, they might be
interested in taking a management position, so they might want to browse management courses.
 Note
In Learning administration, the categories of learning are called subject areas. Users, however, know them as
topics. They are the same thing.
If you have many topics to create at once, you can import them from a Microsoft Excel worksheet as part of the
importing references process. For example, if you are setting up your topics for the first time, you might want to
import them. However, if you have already set up your topics, and you are just adding one or two, you might want to
add them this way, through the Graphical User Interface (GUI).
Procedure
1. Go to SAP SuccessFactors Learning Learning Administration, and then go to References Learning Activities
Categories .
2. Click Add New.
3. Choose whether you are adding a root topic or a sub-topic.
○ Select Add Root Level Subject Area if you adding a top-level topic that has sub-topics. For example, you can
create a “Human Resources” root level topic and add subtopics in it like people management, hiring,
conflict resolution, and so on.
○ Select Add Child Level Subject Area if you are adding a child to a parent topic. For example, if the human
resources topic already exists, and you want to create a conflict resolution topic under it, select Add Child
Level Subject Area.
4. Add a description in Description.
A description is how your users select your topic at run time, so pick a short phrase. For example, “Information
Technology” or “Management”. If your users speak multiple languages, we recommend that you localize the
description so that users can read the description in their native languages.

5. Type a longer phrase to describe the topic in Banner Description.
When users select the topic, they see the banner description under the description, as a subtitle to the topic.
You can use it to help orient users. For example, in a “Management” topic, you might want to clarify that the
topic is for people management, as opposed to project management or money management.
6. Select a color for the subject area in Color.
In some views where space is limited, subject areas are called out by color. These colors help users quickly
identify the subject areas that interest them.
8. If you mistakenly added the topic as a root topic but you meant to add it as a subtopic to another, you can
select the parent in Parent Subject Area ID.
It is common to mistakenly add topics as root topics because Add Root Level Subject Area is the default
selection when you create topics.
9. Click Customize and then look in Banner Preview to see a preview of what users see when they browse your
topic.
10. To change what users see, you can edit Banner Background Color, Banner Text Color, and Banner Background
Image.
Next Steps
Assign courses to the topics you created.
15.3.5.1 How Competencies work with SAP SuccessFactors

Learning Subject Areas
Add competencies to a subject areas so that users can understand how each subject area can help them gain a
new skills or knowledge.
You add competencies to SAP SuccessFactors Learning so that users can close competency gaps. They want to
enroll into a course to learn a new skill or gain some knowledge to close a specific competency gap. By closing
competency gaps, they have better performance reviews and rise in the organization. You can associate
competencies with subject areas so that users can filter by subject area when they search for competencies.
For example, an information technology employee might search for a “networking” competency to close a gap in
knowledge about computer networks. The employee does not want to see courses in a business subject area for
“networking” because the employee works for information technology and probably needs a course in the
“Computer Science” subject area.
Related Information
Course Topics (Categories) [page 549]

15.3.5.2 Course Topic (Categories) Hierarchy
A hierarchy of topics (subject areas) creates subcategories of learning opportunities.
Each category of learning opportunity can be divided into smaller categories. For example, you can create a
“Business” category that has subcategories of “Management”, “Accounting”, and so on. Each subcategory knows
its parent category through the Parent Category ID field in Learning Administration: References Learning
Activities Categories .
Avoid deep topic hierarchies because the deeper you make it the harder it is for users to navigate the categories.
For many applications, two layers are enough.
15.3.5.3 Course Topics (Categories)
Topics categorize SAP SuccessFactors Learning courses by their subject area to help users browse their list of
available learning opportunities.
Learning categorizes courses by topics so that learners can browse their course catalogs by topics as facets and so
that machine learning can recommend new courses that might interest your learners. For example, you might
create a “Management” topic to help users browse by courses about managing employees and you might create a
“Technology” topic to help users browse by courses that can help them learn a new technology skill. Learners can
browse technology courses by the topic and the recommendation engine can recommend new technology courses
if users are interested in them.
 Note
In SAP SuccessFactors Learning Administration, the categories of learning are called subject areas. Users,
however, know them as topics. They’re the same thing.
One way to think about topics is to think about them as faceted search. Your users can explore topics in SAP
SuccessFactors in the same way that they explore shopping categories in an online store.
To view your topics, log in to SAP SuccessFactors Learning Administration and go to References Learning
Activities Categories .

15.3.6 Adding Learning Date Format Patterns
Add Learning date format patterns if you cannot find a default date and time formats to control how your users
experience dates and times in their user interfaces.
Prerequisites
Before you add a new date format pattern, search the existing patterns to see if it already exists. Most customers
can use the default time and date format patterns because our locales already follow the cultural norms for
showing times and dates. Go to References Calendars and Time Date Format Patterns to search for them.
Context
Date and time patterns control how different users in different cultures experience times and dates. For example, it
is common for users in Germany to see a 24 hour clock but users in the United States to see a 12 hour clock. You
can set the time pattern for German users to see their times in 24-hour format and U.S. users to see their time in
12-hour format.
When you add a new locale to Learning, we automatically add the date and time patterns for that locale.
 Note
Learning date and time patterns are unique to Learning. They are not shared with other parts of SAP
SuccessFactors.
Procedure
1. Go to Learning Administration, and then go to References Calendars and Time Date Format Patterns .
2. Click Add New.
3. Add an ID and then a Description that helps others understand the date pattern.
4. In Pattern Type select whether the pattern applies to dates or times.
5. In Pattern, use ISO syntax to define the pattern.
For example, M/d/yyyy.

6. Click Add.

15.3.7 Adding Learning Number Format Patterns
Number format patterns control how users experience numbers in SAP SuccessFactors Learning: currency,
decimals, and so on.
Prerequisites
Before you add a new number format pattern, search the existing patterns to see if it already exists. Most
customers can use the default number format patterns because our locales already follow the cultural norms for
showing integers, decimals, currency, and percentages. Go to References System Administration Number
Format Patterns to search for them.
Context
Different cultures format numbers differently. For example, some cultures is a period (.) for their decimal separator
and some use a comma (,). Furthermore, companies differ on how they want to present numbers. For example, you
might want to round a decimal after three digits but another company might want to round after four. You control
these differences with number format patterns.
You can control the following mathematical attributes of your numbers. Importantly, these attributes can affect
things like cost distribution after a course. If for example, you divide a $100 course among three users, and if an
administrator's maximum fraction digit for the dollar currency is two, then two users pay $33.33 and one user pays
$33.34. This is because the remainder is calculated after two decimal places. For this reason, if you create your own
patterns, we strongly recommend that you standardize these two attributes.
 Note
Learning number format patterns are unique to Learning. They aren’t shared with other parts of SAP
SuccessFactors.
Procedure
1. Go to Learning Administration, and then go to References System Administration Number Format

Patterns .
2. Click Add New.
3. Select what type of numbers the new format pattern applies to and then click Next.
4. Add the pattern information.
 Note
Not all types of numbers use all pattern rules.

Choice Description
Decimal Separator Punctuation mark that precedes the decimal fraction in the
number pattern format. For example, in 10.50, a period is the
decimal separator.
Group Separator Punctuation mark that separates number groups in a num

ber pattern format. For example, a comma separator would
generate the number 1,000,000. A period separator would
generate the number 1.000.000.
Minimum Fraction Digit Minimum number of digits allowed to the right of the deci
mal separator.
Maximum Fraction Digit Maximum number of digits allowed to the right of the deci
mal separator.
15.3.8 Adding Registration Status

Add registration status to describe users' stage of the registration process.
Context
 Caution
In almost all cases, you should not add additional registration statuses. Instead, use the default status values
because they align with the registration process. Adding additional registration statuses adds complication
without value.
The default statuses are:
● Enrolled: Users in this status have space reserved for them in the course (scheduled offering).
● Pending: Users in this status are awaiting approval to enroll into the course.
● Waitlisted: Users in this status are approved to enroll, but the maximum enrollment has been met. If an
enrolled user withdraws from the course, a waitlisted user can take that user's place.
● Cancelled: users in this status were previously enrolled but have withdrawn from the course.
Procedure
1. Go to Learning Administration, and then go to References Learning Activities Registration Statuses .

2. Click Add New.
3. Add an ID and then a Description that helps others understand the status.
4. Associate your status name with the existing default status.
Registration status must be one of the four registration types: Enrolled, Waitlisted, Cancelled, or Pending, so
that administrators can associate it with a class or a cohort. For example, you might want to create a special

cancellation type called “Work Related Cancellation” for cancellations that are beyond the control of the user. If
you create such a cancellation type, it must be associated with the state of Cancelled.
5. Click Add.
Next Steps
Click the translate button to edit the description.

16 Learner Profiles
A learner profile is all the information about a user that you need to work with the user in Learning as a Learning
Management System (LMS).
Learning isn’t the system of record for user or employee data. It is, however, the system of record for the users'
learner profiles. Learner profiles are information about users that Learning needs so that it can assign courses and
other learning opportunities, track users' progress in the learning opportunities, and report information back to the
rest of the suite.
 Remember
Because SAP SuccessFactors platform is the system of record for employee data, change employee data in
platform and allow it to update into learner profiles.
You import information from SAP SuccessFactors platform to Learning through User Connector - SF. It runs nightly
to keep user profiles current. You define how you want your profiles to work during implementation by the rules you
set up in the connector.
16.1 SAP SuccessFactors Learners
SAP SuccessFactors users have a number of profiles for different modules. In Learning, you can view their profile
as learners: courses that they’re assigned, for example.
During implementation, you configure how you want to use data from SAP SuccessFactors platform in Learning for
the purposes of finding users and assigning courses. For example, you often assign courses based on the
organization in their learner profile. During implementation, you map the field in platform that should populate
learners' organization for the purposes of assigning courses.
Common user attributes are unified across solutions through an event bus. When you look at users in Learning
Administration, you see their attributes that matter for the Learning solution, plus some global information so that
you can identify the user across SAP SuccessFactors.
 Caution
The platform is the system of record for learners' information, so please adjust user information in platform and
let it come through the mapping to Learning to the learner profile.

554 PUBLIC Learner Profiles
16.1.1 User's Government Reporting
These fields help you complete Declaration No. 2483 for reporting to the French government.
This Field… …is used as follows
Include in government reporting You must select Include in government reporting to include this
record as part of the Government Reporting Learning Events
report.
DIF Hours These are read-only, system-calculated values.
For Allocated, the system pulls the information that was im
ported with the Import Data tool ( System Adminstration
System Management Tools Import Data) .
For Used, the system uses the total number of hours recorded
for this user for items where:
● Include in government reporting is selected for the user

● Include in government reporting is selected for the item
( People Users Government Reporting tab)
● An administrator selected Default 2483 Program when re
cording the learning event.
The system uses the DIF Hours in reports and for calculating
cost values.
2483 Legal Entity If you select Include in government reporting, then you must
also associate this record with 2483 Legal Entity record. The
system also includes the 2483 Legal Entity information in rele
vant reports.
2483 Employee Class You can associate this record with a 2483 Employee Class re
cord so that you can use or refer to that information in a report.
Hourly Rate and Currency You can associate this record with an hourly rate and currency
so that you can use or refer to that information in a report and
so that the system can use that information to calculate and
report on training costs.
16.1.2 User Online Status Settings
Administrators can review online content that is assigned to users to troubleshoot issues and see their status.
To see users' online status, go to People Users Online Status .
To see the details of any one learning item, click its Object Details link.

Learner Profiles PUBLIC 555
This Field Is used as follows
User has access to the online items To remove a user's access to all online content, clear User has access to the
online items. When you clear it, the learning items remain on the user's learning
assignments tile, but they no longer have the Go to Content button.
Item The online or blended course that is assigned or has been assigned to the user.
Initial Activity Date and Last Activity Date The first time that the user engaged this online learning content and the last time
that the user engaged this content. This information is useful for troubleshooting.
For example, if you see a very old initial activity date, and a very recent last activ
ity date, then you know that this user has kept this assignment for a long time
and has recently returned to it.
16.1.2.1 System Rules for Completion in Content Status View
If administrators mark online content complete in Content Status, it changes completion status according to these
rules.
If you, as an administrator, go to People Users Content Status for a user, and if you click Object Details, you
can toggle the user's completion in the Completed column. When you do, you record completion according to these
rules.
The system records the completion status if both of the following are true:
● Content is available for launch (available to users) is set on Learning Activities Items Online Content
Online Content Settings Launch .
● Add to History on Completion of All Content is selected in Learning Activities Items Online Content
Online Content Settings Completion .
If you select Complete for any individual content object in a learning item:
● The Learning Management System (LMS) marks only the content object complete.
● Users see the content object as complete in their view of the content structure.
● As an administrator, you can reverse the completion by selecting Needs Review. For any object that is finished,
the LMS:
○ Clears the Complete checkbox.
○ Shows the users that the content object as incomplete in their view of the content structure.
Related Information
User Online Status Settings [page 555]

16.1.2.2 Online Learning Object Details Settings
You can view the status of any online learning content object, including assessments.
To see users' online status, go to People Users Online Status .
To see the details of any one learning item, click its Object Details link.
This Field... ...Has This Meaning
Type This field shows the type of the content object (for example, an assessment or a learning content
object).
Completed To modify the user's completion status for a particular online item, click Object Details, select
Complete for the item.
Needs Review The Needs Review flag toggles the complete and incomplete flags on users' content structure pa
ges. If Needs Review is true, then users see the content object as incomplete.
Has Access The Has Access, flag toggles users' locked and unlocked status on the content object. If Has Access
is true, then the object is unlocked for users. If it’s false, then the object (assessment, content, or
learning item) is locked. In most cases, you select Has Access when the system has locked users
out of an object, the user has had a learning intervention, and you need to grant access again.
16.1.2.3 Clearing a Locked Exam or Learning Item for Users
Clear a locked exam or learning item for users when you’ve met with them and you decide that they should be
granted access to the exam again.
Context
You can create remediation checks on exams or learning items. When you create an exam, you can set it to lock the
exam or the entire item when users pass or fail the exam. In most cases, you clear locks when users have failed the
exam, you’ve spoken to the users, and you’ve agreed that they should be granted access again.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to People Users .

2. Find and open the user with the locked exam.
3. Go to Content Status.
4. Locate the learning item with the exam that you want to unlock, and then click its Object Details.

5. In View Item Objects, locate the object that you want to unlock.
○ To unlock the learning item, select the learning item.

○ To unlock the exam, click the exam object.
6. Select Has Access.
Next Steps
In some cases, you also need to set flags in some content objects. This is especially true when the locked exam is
an adaptive exam.
In some rare cases, you might want to set the learning item complete, which bypasses the exam and completes it
directly.
Related Information
Locking or Removing Failed Online Courses [page 57]

Exam Assessment Settings [page 654]
16.1.2.4 Reviewing Exam Iterations
Review exam iterations when you want to see how users performed during their attempts at an exam.
Context
Each exam iteration is a record of a user's attempt at an exam. The iteration records the questions that were
presented to the user, their sequence, the user's overall score, and details about the user's attempted answers for
individual questions. You often look at an exam iteration to understand why a user did not perform well on an exam.
It can be part of a remediation check: a conversation with the user to talk through problems with the exam.
Procedure

2. Find and open the user with the exam that you want to review.
3. Go to Assigned Items.
4. Locate the learning item with the exam that you want to unlock, and then click its Object Details.
5. In View Item Objects, locate the exam and then, under the exam, the iteration that you want to investigate.

6. In View Exam Iteration, look at the summary information to see if you are looking at the right exam iteration.
 Tip
Use the access dates (Initial Access and Last Access) to match the exam with the time that the user said
that they completed the exam. Users do not know the which iteration they completed (the first, second,
third, and so on), but they might know the times and dates.
7. In View Exam Iteration Details, click any individual question to see the user's interaction with the question.
16.1.2.5 Allowing Users Another Attempt to Pass Exams After

They Exceed the Exam Attempts Limit
Allow users another attempt to pass exams after they exceed the exam attempts limit if you want to make an
exception to the limit.
Context
In exams, you can limit the times that a user can attempt to pass an exam. If users can’t pass the exam within the
limit, they’re marked finished and can’t attempt the exam again. You can, however, make an exception and clear all
their past exam iterations.
Procedure

2. Find and open the user with the exam that you want to investigate.
4. Locate the learning item with the exam that you want to review, and then click its Object Details.
5. In the content structure in View Item Objects, click the exam.
6. In User Status, clear Finished and select Has Access.
8. Return to the content structure and then click the learning item to repeat the process on the learning item level.
9. In User Status, clear Finished and select Has Access.
11. Go back to the content structure and check the exam iterations.
You should see no exam iterations: this user has zero attempts and can start again.

16.1.2.6 Checking to see if Users Finished an Exam
Check to see if users finished an exam to see if they exhausted their exam attempts or if they passed the exam (and
are now finished).
Context
You can set a limit to the amount of times that users can attempt an exam. When users reach the maximum
number of attempts, they see a message that they’ve exhausted their attempts, but you might need to investigate
their exam attempts. Users can also be finished with an exam if they pass the exam within the allowed attempts.
Procedure

2. Find and open the user with the exam that you want to investigate.
4. Locate the learning item with the exam that you want to review, and then click its Object Details.
5. In the content structure in View Item Objects, click the exam.
6. In User Status, look at Finished.
If Finished is selected, then the user is finished with all exam iterations for one of two reasons: either the user
passed the exam in an iteration or the user couldn’t pass the exam within the attempts set in the assessment.
7. In User Status, look at Total Times.
This is the total times that the user attempted the exam. If it’s equal to or higher than the Exam Attempts limit
that you set on the exam and if the user failed the last iteration, then the user exhausted his or her limits on the
exam.
Next Steps
It would be unusual, but if you want to clear the iterations and allow users to attempt the exam again, you can clear
Finished.

16.1.2.7 Overriding Completion and Needs Review Flag Values
Override the system-set completion and needs review flags if you’re troubleshooting an adaptive exam and you see
that the exam configuration set the flags incorrectly.
Context
If an adaptive exam configuration causes flags to set incorrectly, you can override the flag values. The user can
proceed and can continue with the exam while you investigate the exam. Additionally, you often want to override
the flags while you’re testing adaptive exams. An override allows you to set up a scenario that you can test.
Procedure

2. Find and open the user with the flags that you want to review.
4. Locate the learning item with the content flags that you want to change, and then click its Object Details.
5. In the content structure in View Item Objects, click the object with the flags that you want to set.
6. In User Status, set the flags.
○ If users should review the content or assessment, select Needs Review. Users see This object needs to be
reviewed on the learning item's content structure page next to this object.
○ If users have completed the content or assessment, select Complete. Optionally, you can specify a date
that the user completed the content or exam, but if you don’t set one, the completion is set to the current
date and time.
○ If you want to make the object or exam appear on the content object page as though the user never
attempted it, clear both Needs Review and Complete.
 Note
The interaction is a little confusing: you can select both Needs Review and Complete at the same time. This
is an invalid selection, so SAP SuccessFactors Learning clears one of your selections when you click Apply
Changes.

16.1.3 Troubleshooting Learner Purchasing Power
Troubleshoot learner purchasing power to see how they configured to purchase courses.
Context
Shopping accounts are central to the commercial settings of Learning so if you find problems with an individual's
finance experience, start troubleshooting with the shopping account.
● Learners' purchasing power is controlled by their shopping accounts.

● Transaction history is stored by shopping account.
● The shopping account type controls the user experience of purchasing learning.
Procedure

2. Find the learner who you want to troubleshoot and open it.
3. Go to Finance.
4. To disable the shopping account while you troubleshoot, clear Enable Shopping Account.
When you clear Enable Shopping Account, learners can’t use their shopping accounts. Without access, they
can’t, for example, use an incorrect shopping account. You can fix the account and then enable shopping again.
 Tip
Learners often have trouble with purchasing because their accounts are disabled.
5. Look at Shopping Account to see which shopping account the learner is assigned and if it matches the account
that is assigned to the learner.
6. Look at Shopping Account Type to see if the account type is internal or external.
Shopping account types of internal are employees. Types of external are in your extended enterprise (external
users).
To change the user's purchasing experience, change their shopping account type. An external shopping
account type is ideal in a retail environment because a user can add items to a shopping cart to submit one
order that contains multiple items. If you select internal, then users can’t submit orders that contain multiple
items; instead, they must submit an order for each item.
7. Look at Edit Shopping Account Payment Methods to see the payment methods available to the user.
Shopping account payment methods control the purchasing options of the user. Each payment method is a
different way that the user can purchase learning items with their shopping account. For example, you might
want to disable the user's ability to purchase with a credit card while leaving the overall shopping account
enabled. You can do this by disabling the credit card payment method.
8. Go to Edit Billing & Shipping Information to look up the shipping and billing address of the learner.

If someone has a problem with their billing or shipping information, you can correct it. The shipping
information is automatically inserted when a user purchases an item that has Shipping Required selected in the
course.
Next Steps
To find all orders or unused vouchers for the shopping account, copy the shopping account, go to Finance
Unused Vouchers , and then look up all unused vouchers that are granted to the shopping account but not used.
16.1.4 Assigning an Account Code to Learners
Assign account codes to learners if you are using the Finance module of Learning, then you can authorize a user for
an account code with this information.
Context
If you do not use Finance, then you do not use account codes.
Procedure

2. Search for the user who needs an account code.
3. Go to Account Code.
When you select an account code, learners can purchase items with the chargeback payment method and the
purchase is reflected in the account.
4. Set the account code in Account ID.
5. If you centralize purchasing accounts organizations, select User can use Org Accounts and clear Account ID.
Some companies charge learners' organizations as opposed to the learner themselves. If you have
implemented Learning to charge costs to organizations, you can allow some learners to charge their learning
costs to the organization.
6. To allow learners to use a user group account, select User can use User Group Accounts.
A few companies assign account codes to user groups and use the user groups like organizations. If you have
implemented Learning to charge costs to user groups, you can allow some learners to charge their learning
costs to the user group.

16.1.5 Troubleshooting User Surveys
Troubleshoot SAP SuccessFactors Learning user surveys when a user is asked to evaluate a course and something
is wrong with that evaluation (survey).
Context
Some learning items include a survey of participants at the end of the course. When the user completes the survey,
it’s automatically removed.
Procedure

2. Find and open the user who has the problem with the survey.
3. Go to Surveys.
4. Find the survey that is causing the problem and investigate it.
If you find the survey, ask the user to check his or her filters on the My Assignments tile. Many users
accidentally apply a filter that hides surveys.
5. If you can’t find the survey, go to Learning Activities Items , open the learning item that assigns the
survey and then go to Surveys.
If there’s no survey associated with the learning item, it could be that the user expected a survey but there are
none associated with the learning item. For example, an instructor might have told a class to expect a survey,
but the instructor might have been unaware that the learning item changed and no longer sends a survey.
If you do see a survey in the learning item, ask the user to check his or her completed work. It could be that the
user finished the survey but forgot about the survey.
Related Information
Adding Surveys to Evaluate Courses or Learners [page 83]

Learning Evaluation Types [page 97]
Translation Support for Learning Surveys [page 95]
Assigning Satisfaction Surveys After Learning Item Completion [page 93]
Adding Follow-Up Surveys to Learning Items [page 94]
Launching a Proxy Session to Troubleshoot Users [page 595]

16.2 Management of Learner Course Needs
Manage learner course needs to find and track how users are fulfilling their assignments and to manage the things
that they must learn but are not assigned.
When you work with learners, most of your time is spent troubleshooting and fulfilling learning needs. You can look
up individual users if they have a problem and you can fix it.
Most learning assignment and needs are not at the individual user. Most companies use assignment profiles to
automatically assign courses to learners, catalogs to offer courses they can explore, and curricula to maintain
qualifications.
16.2.1 Identifying Users by Learning Needs
Identify users by learning needs to see your users who have outstanding learning requirements.
Procedure

2. In Items Needs, use Required After and Required Before to create a date range.
○ Use Required After to find all requirements that are required after a date. For example, you can search for
all users with courses that are required to be complete after January 1.
○ Use Required Before to find all requirements that are required before a date. For example, you can search
for all users with courses that are required to be complete before January 1.
○ Use them together to find all requirements in a date range. For example, you can look for all users with
courses that are required to be completed in the first quarter of the year (January 1 to March 31).
3. Narrow the search by any other filter.
For example, you might want to look for users' learning requirements in a specific organization.
4. Click Search.
Next Steps
Consider exporting the search results to Microsoft Excel so that you can work with the data.

16.2.2 Launching the Registration Assistant from a User Record
Launch the registration assistant wizard from a user record to register or withdraw a specific user in or from a
scheduled offering.
Context
If you launch the registration assistant from a user record, you skip the user selection steps of the assistant
because SAP SuccessFactors Learning assumes that you want to register or withdraw the current user. Launch the
registration assistant from the user record when you’re investigating a user and want to take immediate action on
his or her registration.
Procedure

2. Find and open the user who needs to be registered for or withdrawn from a scheduled offering.
3. In Actions, click Registration Assistant.
Next Steps
Follow the rest of the registration assistant to register or withdraw this user.
16.2.3 Viewing Users' Completed Items
Investigate the courses that learners have completed to see the learning transcript (learning history) for one
learner.
Context
Each user has a transcript (learning history) and assigned courses (learning plan). As users complete assigned
courses, they move to their transcript (learning history). Most configurations allow learners to see their own
transcripts, but learning administrators can also see the transcript to troubleshoot problems or to answer
questions about what a learner transcript.

Procedure
1. Go to Learning Administration and then to go People Users .

3. Go to Completed Items.
In the Completed Items tab for Users, the search bar is enabled when records are present and is used to filter
results. Searching for Completed Items by title or ID returns relevant results.
If there are more than 1,000 records, the search results are restricted to only the entities seen in the user
interface.
16.2.3.1 Items Completed Fields
When users complete learning, you can see the details of that completion in their learning history and investigate
individual unit of learning by looking at the fields associated with that item's fields.
To see the details of the learning history line item, click View Details. To see the details of the content object, click
Object Details.
This Field... Is used as Follows...
Completion Date The time and date that the user completed the event.
Completion Status This is the status that users were granted at the end of the
course. For example, pass, fail, or incomplete. The set of com
pletion status values is unique to your organization.
Total Hours Total hours are the number of hours that a user earned for
completing a learning event.
The hours can be inherited from the learning event (the

course) or they can be specified when a user, manager, or ad
ministrator records completion with the Add Learning History
wizard.
Contact Hours Most customers don’t record hours at all, but a few need CPE
(Continuing Professional Education) hours because of their in
dustry. Almost no customers use contact hours. Contact hours
are the total number of hours that you expect a user to have
contact with an instructor. For example, if you set up a learning
item that is instructor-led with online content for 8 total hours
and, for 6 of those hours, you expect the user to be in an in

wizard.

This Field... Is used as Follows...
CPE Hours CPE is an abbreviation for Continuing Professional Education

and refers to learning activities that users perform to maintain
and expand the skills that their profession demands. Some
customers in some industries use CPE hours for certification. If
you are in an industry that uses CPE hours for certification,
please use the CPE Hours field instead of credit hours or con
tact hours. If you are not in an industry that uses hours to cer
tify employees, you can ignore CPE hours.

wizard.
Credit Hours Most customers do not record hours at all, but a few need CPE
(Continuing Professional Education) hours because of their in
dustry. Almost no customers use credit hours. Credit hours are
the number of hours that a user earns for completing a learn
ing event. For example, in many U.S. universities, students at
tend a single class for 15 weeks, 3 days each week, and 1 hour
each day. In this case, the total hours equals 45; however, the

wizard.
Percentage Grade The grade assigned to the user for the item's completion.
Comments Comments are added at the time that the event is recorded,
typically by an administrator or supervisor.
16.2.3.2 How Learning Events Move to Learning History
A learning event can move from a user's learning assignments to his or her learning history in these ways.
A "learning event" is a generic term that covers a broad set of "things a user has done to learn something." A
learning event can be anything from an online course, to a seminar, to a book or video. It is anything you want to
credit the user for completing in an official way. When users receive official credit for completing an event, the event
appears on their learning history. They can see it in their History tile, Supervisors can see it in My Team and
administrators can see it in Manage Users Learning Edit Learning History . appear in these places in the
following ways:
● An administrator, a supervisor, or the users themselves can run the Record Learning wizards. The Record
Learning wizard is typically used when the system cannot know a user's completion status. For example, if a
user attended a seminar at a local university and brings a certificate of completion to a supervisor, the
supervisor can record the user's completion because the university does not post electronically a completion
status to SAP SuccessFactors Learning.

● The system can record the learning automatically. Automatic record keeping is typically used with courses that
are completely online: for example, a course that a user completes with an exam for a grade. In this case, the
course is able to electronically post the completion status to SAP SuccessFactors Learning. When the user
completes the course, it is automatically recorded in the learning history.
Related Information
Add Learning History with Finance [page 220]

Add Learning History for Multiple Courses [page 225]
16.2.4 Viewing a User's Assigned Learning Items (Courses)
View users' assigned learning items when you want to troubleshoot issues with their learning plans.
Context
A user's learning plan is everything that the individual user is scheduled to learn: all the learning items, classes,
curricula, programs, or anything else that he or she is assigned as an individual for the purposes of training. In
general, what you see in a user's learning plan shows up in the user's learning assignments, but a user's learning
assignments can contain assignments that aren’t training, things like approval requests.
Procedure

2. Find and open the user that you want to troubleshoot.
3. Click Assigned Items to see all the assigned items for this user.
In Assigned Items for Users, the search bar is enabled when records are present and is used to filter results.
Searching for Assigned Items by title or ID returns relevant results.
If there are more than 1,000 records, the search results are restricted to only the entities seen in the user
interface.
Four new filters are available for viewing the Assigned Items:
○ Completed: This displays the completed free floating items, completed program-based items and
curricula-based items. For curricula based items, this includes items that are completed and retraining is
zero and expired.
○ Requirements: This displays the assignment types where Required is selected.
○ Other Needs: This displays the free-floating items which are incomplete, incomplete programs items, and
curricula-based items. For curricula based items, this includes items that are incomplete, items that
require retraining, or items that aren’t expired.

○ All: This includes the results of all the three filters. This filter is selected by default.
 Note
The Assigned Items for a User are filtered by default using the Other Needs and Requirements filters. The
Completed Items do not appear in the default filtered view on the User entity page.
Next Steps
Cross-check the learning items you see with the curricula assigned to users (go to Curricula) and with the learning
items that users completed (go to Items Completed). A common problem is double-assignment: users are
assigned a learning item through curricula, but then the learning item is also directly assigned by another
administrator. If you see, for example, a curriculum that assigns learning items and also that same learning item in
both the completed and assigned areas, you might have diagnosed a duplicate assignment.
16.2.5 Launching the Learning Needs Tool from a User Record
Launch the learning needs tool from user records if you are investigating an individual user and want to associate
this user with one or more learning needs.
Context
If you want to associate multiple users with multiple objects, you can run the User Needs Management wizard to
make the associations in batch. For example, you can add or remove curricula, items, competency profiles, or
competencies to one or more user records. If you are investigating a user and you see that the user needs multiple
assignments, then you can click launch the learning needs tool directly from the user record.
Procedure

2. Find and open the user who needs multiple assignments and open the record.
3. In Actions, click Assign Learning Needs.
Next Steps
Follow the rest of the learning needs tool to register or withdraw this user.

16.2.6 Adding SAP SuccessFactors Learning Alternate Job
Codes to Users
Add SAP SuccessFactors Learning job codes to users when you use them to assign learning to users.
Context
You typically add alternate job codes when users might need the curricula or competencies that aren’t associated
with their primary job code and you’re using SAP SuccessFactors Learning job codes as part of the assignment
criteria and you want a user to get the curricula of more than one job code.
 Tip
When you search for users by job code, the system returns users who match the criteria for primary job code. If
you don’t find the users you expect, try searching by alternate job code.
Procedure

2. Find and open the user who you want to edit.
3. Go to Alternate Job Codes.
4. Click add one or more from list to find and add alternate job codes to the user.
Example
For example, you could have two job codes: "Shop Manager" and "Safety Leader." If you need the shop manager to
have the curricula or competencies of a safety leader (for example, to improve the safety on the shop floor), then
you can create an assignment profile with two groups. One group would be based on a primary job code (safety
leader), and the other group would be based on an alternate job code (shop manager). You would add the
competency profiles and curricula that a safety leader needs. When you execute changes for the assignment
profiles, all of the current users who are associated with Safety Leader as their primary job code or alternate job
code would receive the competency profiles and curricula associated with the assignment profile. Any users whose
attributes change so that they would be part of the assignment profile would also receive the competency profiles
and curricula the next time that the Assignment Profile Execute Updates automatic process executes.

16.2.7 User's Assigned Items Settings
When you add learning to users' learning plans (their assigned items), you manage the settings of each individual
unit of learning. This topic describes the settings you can change.
Required Date The date that the user must complete the course, curriculum,
or other learning unit. The system uses the required date to
calculate the time remaining for the user to complete the as
signment. Users see the required date and can use it to short
their assignments.

Assignments are enumerated in References Manage
Users Learning Assignment Types . They are visible to the

user and can be localized.
Days Remaining The number of days remaining from now to the required date.
Completion Date If the user completed the assignment, the day it was com
pleted.
Curriculum If the assignment is from a curriculum, the associated curricu

lum.
Origin How the assignment came to be on the user's learning plan.
Assigned When the item was assigned.
Failure Date The day the user took the assigned item and failed.
16.2.8 Viewing Learner Registration Process Status
View learner registration process status to troubleshoot issues with an individual learner and all the classes that
they are in the process of registering into.
Context
Registrations work with learning assignments and curricula: learning assignments show the courses that learners
must complete, the curriculum assignments are the curricula that a learner must complete. Registration is the
process that enrolls learners into classes to fulfill an assignment or a curriculum requirement.

 Note
When you look at registrations, pay attention to the status. Status tells you where the learner is in the process
of registration. It could be that a learner is having problems with a registration because it is stuck in the wrong
status.
Procedure

2. Find and open the user that you want to investigate.
3. Go to Registration.
16.2.9 Checking Users' Library Access
If you need to troubleshoot users' libraries, start by checking the libraries that a user can access.
Context
When you preview the user's libraries, you do not see the fully featured library. You don’t, for example, see the
carousels or cards that the user experiences. The purpose of this preview is to see which courses came from which
libraries.
If you want to see the fully featured library as the user sees it, proxy into the user's account.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to People Users .

2. Find and open the user whose library you want to preview.
3. Click Library Access.
 Tip
In the default configuration, Library Access is hidden because it’s infrequently used. You might need to click
More to find Library Access.
After you click Library Access, you see the list of libraries that a user has access to. Users can see the union of
courses from all of these libraries: if a course is any of the libraries, a user can see it.
4. To see the courses in individual libraries, select the libraries' Preview checkbox and then click the Preview
button.

Next Steps
If you see that users have access to a library that they shouldn’t have access to or that they’re missing access that
they should have, you can fix the access issue in assignment profiles. In the user's record, go to Assignment
Profiles. You might recognize an incorrect assignment profile immediately. If not, click each assignment profile to
open it and then click the assignment profile's Libraries to see the libraries that it assigns.
Related Information
Checking Users' Library Access [page 573]

16.2.10 Placing Users into User Groups
If you’re using groups to assign reserved seats to users, create an assignment profile to place users into the groups.
Context
 Tip
execute changes.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Manage User Learning Assignment
Profiles .
2. Choose Add New to create a new assignment profile.
The rules create a pool of users by user attribute. All users in the pool are assigned to the same groups.
4. Go to User Groups.
5. In User Group, search and select a group that you want to assign to the assignment profile.
6. Choose Save.

16.2.10.1 User Groups
When you want to reserve space in training for specific users and you want them to share finance attributes, you
can use user groups.
User groups reserve seats for specific users, not for organizations in general. For example, if you have a class and
you want to make sure that three specific users can attend the course, you can add those three users to the group
and reserve two seats in the course for the group.
When you add seats for a group, you don't guarantee the users to have a seat in training. Instead, you give them
preferential treatment. For example, if you have a training with 10 seats, three users in a group, and you reserve two
seats for the group, then the first two users to sign up for the offering get the seats. The third user can still enroll,
but he or she competes with all other users in the system for the last eight seats.
Related Information
Reserving Seats in a Class for Specific Users [page 204]

Looking up a Learner's User Group Membership [page 588]
User Groups Finance [page 575]
Placing Users into User Groups [page 574]
16.2.10.2 User Groups Finance
User groups have finance attributes so that you can tie library transactions back to the group.
When you create a group, you can add shopping account information and billing/shipping addresses to the group.
When you do, any transactions for the group can be traced back to the shopping account.
If you complete the shipping information, then the shipping information is automatically inserted when an
administrator purchases something that requires shipping.
16.3 Using Learning to Look Up Learner Profile Information
When you look at your users or employees through Learning, you’re looking at their Learning profiles: the
information that Learning stores so that you can find, contact, and assign courses to the people in your system.
You most often go to Learning Administration and look at users (in People Users ) to see the information that
Learning has stored about the learner. Because you map data from platform to Learning, the information isn’t
exactly the same. For example, learners are often assigned courses based on the Learning organization. But the
organization you use for learning assignment isn’t usually the same as you use other places in SAP SuccessFactors
HXM Suite. To understand actions like assignment, therefore, you often look at the Learning view of users.

16.3.1 Looking Up Learner Phone Numbers in Learning
Look up learner phone numbers in Learning if you’re already in Learning Administration and you want to contact a
learner about assignment or if you’re troubleshooting a mapping issue from platform to Learning.
Context
Don’t update user phone numbers in Learning. Instead, update them in platform and allow User Connector - SAP
SuccessFactors to update them through the mapping and business rules that you configured.
Procedure

3. Go to Phone Numbers.
16.3.2 SAP SuccessFactors Learning User Details Fields
This topic contains the fields that appear in the User Details tab of the user entity and their descriptions.
Personal Information
 Remember
You can edit these fields only for native users. For integrated users, the content for Personal Information and
Employment Information is fetched from the user's core HR system, where employee records are maintained by
the organization.
First Name Given name of the user.
MI Middle name of the user (optional).
Last Name Family name of the user

Address Address of a user. When you create an external form for the
user, the form is automatically populated with the user’s ad
dress. The address or portions of the address can be used as
an attribute to match users to an assignment profile. The ad
dress information that you add is included in any reports that
include the contact information for the user. If you’re using
learning commerce, the shipping address of the user is han
dled separately, in Finance Order Management
Finance .
City Address of the user.
State / Province Address of the user.
Postal Code A code used to identify the user's geographical area.
Country/Region Address of the user.
Region When you assign a region:
● Users can filter their library, or Find Learning search re

sults to courses that are close to them, making attend
ance easier.
● The Class tile recommends classes that are in the user's
region.
As an administrator, you can use the user’s region as an attrib

ute for an assignment profile or as a filter for searches and re
ports.
External ID User ID given when adding the user.
Email Address We recommend that you enter the user’s e-mail address so
that they can receive important notifications. The user's e-mail
address appears in any reports that include their contact infor
mation.
Employment Information
 Remember
You can edit these fields only for native users. The only exception to this is the Primary Manager and
Organization fields.
Job Title A job title to be more specific than a job code. For example, a
user’s job code might be “Mechanic” and the job title might be
“Transmission Specialist.”

Employee Status Use employee status with assignment profiles to

automatically assign courses to users based on their
employee status. It is a description, matched to your business,
of the current relationship of the employee to the business.
For example: full time, family leave, disability leave, and so on.
You often want to assign courses by these categories.
Job Location In SAP SuccessFactors Learning, job locations are a simple list
of places where users work. Job locations are almost always
mapped to your Human Resources (HR) system of record. To
see your list of job locations as they were imported to SAP
SuccessFactors Learning, go to References Geography
Job Locations .
Organization There are several benefits of associating a user with an

organization including, but not limited to, the following:
You can use organization to find all users who are associated
with a specific organization.
You can reserve a number of class seats for users who belong
to a specific organization ( Learning Activities Classes
Registrations ).
You can create an assignment profile that returns users who

belong to an organization and associate the curricula,
competency profiles, libraries, roles, or performance reviews
of the assignment profile to those users.
You also associate users with organizations so that

organization owners can access the organization dashboard
for their organizations in the user interface.
Is Full-Time In SAP SuccessFactors Learning, the user attribute Is Full

Time is a legacy attribute. It was added to support Plateau
Compensation, a product that we no longer support. Instead
of using Is Full Time to indicate that someone is a full time
user, please use Employee Type instead. Employee Type is a
more accurate and more powerful way to categorize your
employees because you can, for example, add employee types
of Full Time Contractor and Full Time Employee: both work a
full week but one is an internal employee and the other is a
contractor. When you assign learning, therefore, you can more
accurately target the assignment with (for example) full time
users who are internal, full time users who are contractors, or
both.

Hired Date Date to record when the user was hired or the date that the
user started their employment with your company. It helps in
calculating the user’s benefits or severance pay, or in
customizing a report to include that data.
Termination Date Date to record when the user’s employment at your company
ended. It helps in calculating the user’s benefits or severance
pay, or in customizing a report to include that data.
Job Code Job codes are an object in the system. When you assign a user
a job code, it affects the items and curricula that are assigned
to a user.
Employee Type Use employee type with assignment profiles to automatically

assign courses to users based on their employee type.
Employee type is a description, matched to your business, of
how you categorize employees. For example: student intern,
contractor, part time, full time, and so on. You often want to
assign courses by these categories.
Regular/Temporary The Regular / Temp ID is a Learning attribute that is custom-

built for the training planner. Few customers use training
planner, so most customers can ignore it and instead use
Employee Type. Employee types are more common and they
map to standard a standard platform field (EMPLOYEE-
CLASS). Ignore Regular / Temp ID if you do not use training
planner.
Primary Manager A Learning manager in Human Experience Management

(HXM) Learning is primarily responsible for the learning of
their direct reports, including:
● Approving registration or withdrawal from courses. Not

all customers configure registration approval processes,
but among the customers who do configure them, many
configure the manager as an approver. When primary
managers change, you can reroute their approvals:
associate the new manager with the users' past, current,
and future approvals.
● Managing training for their direct reports. Managers see
My Team, where they can, for example, enroll their direct
reports into courses on their behalf.
● Completing third level surveys to show that their direct
reports apply what they learned in their courses. Not all
customers use third level surveys, but among those who
do, managers are often asked to complete the surveys.

Many customers also empower Human Resources Business

Managers (HRBP) and matrix managers to do similar things.
In Learning, these types of managers are called alternate
managers. You empower managers through My Team
permissions: System Administration Security Role
Management Permissions .
You must globally enable electronic signatures ( System
Administration Configuration Global Application
Settings ) to reroute e-signature approvals. If you disable

electronic signatures, then this option isn’t available when you
select which approvals to reroute to a user’s new primary
manager.
Access Settings
Security
Related Admin Assignment of related administrators to users to correct user

configuration issues.

Role The role you select determines the user’s access in the user in
terface. A role sets the limits to what the user can view and edit
in the user interface. For example, if the user is a manager, you
should make sure that the manager has viewing and editing ac
cess ( System Administration Security Role
Management Permissions ) to the My Team section (in the

user interface) so that they can fulfill the duties of a manager. If
a user’s attributes match the attributes associated with an as
signment profile, the user is assigned to the assignment pro
file’s role.
Login Site The Login Site URL is the system-generated URL assigned to
the site and used by an external user to access some functions
of the user application.
Related Instructor Option to associate an instructor record with a user record to

allow users to perform instructor-related tasks in the user in
terface. For example, if a history record requires an e-signature
approval and includes the instructor as a required approver,
then a user can enter their e-signature to approve the event. As
an administrator, you benefit from associating an instructor re
cord with a user record because you can add Related Instruc
tor or Related User search options in SAP SuccessFactors
Learning Administration by choosing Add/Remove Criteria.
This search criteria is useful when you know one ID but not the
other (for example, you know the Instructor ID but not the User
ID.)
The related instructor and related user relationship is a one-to-

one relationship. Therefore, the system prevents you from as
sociating a user with an instructor who is already associated
with a different user (and vice versa). The related instructor
and related user relationship is also a write-write relationship,
which means that when you enter or modify an instructor ID in
the Related Instructor box on the User Details tab of a user re
cord, the system automatically writes the associated user ID to
the Related User box on the Summary tab of the Instructor re
cord.
Custom Fields
You can have any number of custom fields with custom labels.

Administrative Use Only
Site Registration Code Registration code to sites to limit the users who can sign up.
Users must provide the code to register for the site.
License User Type The type of license used by the user.
Gamification User ID User ID given in Gamification Settings.
Other Fields
New Password New password provided by administrator on behalf of the user.
Verify Password Confirmation field for the new password.
Native Deeplink User Option to indicate whether or not the user is a native Learning
user. Depending on how you set Native Deeplink User, you
mark the user as either coming in from Human Experience
Management (HXM) through the connector or a user who is
native to learning. Your user base can be mixed, with some Hu
man Experience Management (HXM) users and some native
Learning users.
Locked Option to lock the administrator to prevent them from logging

in to SAP SuccessFactors Learning.

16.3.2.1 SAP SuccessFactors Learning Native Deeplink User
How you set native deeplink controls how Learning recognizes both link redirects and also how it recognizes the
user as native or not native.
Depending on how you set Native Deeplink User, you mark the user as either coming in from Human Experience
Management (HXM) through the connector or a user who is native to learning. Your user base can be mixed, with
some Human Experience Management (HXM) users and some native Learning users.
● If the user is native to Learning and has no record in SAP SuccessFactors platform, set Native Deeplink User to
Yes or true.
● If the user is not managed in Learning but is instead is managed in SAP SuccessFactors platform, set Native
Deeplink User to No or false.
Native Deeplink Effects on URLs
Stand-alone customers' users are tagged as Native Deeplink users. This tag changes the way that URLs are
constructed for the users' deeplinks. If those users later become part of an integrated environment, their URLs
continue to be formatted for a stand-alone environment, and so they break in an integrated environment. By
enabling the redirect, SAP SuccessFactors redirects them from the stand-alone URL to the integrated URL.
Native Deeplink Effects on Delete Inactive Native Users Automatic Process
The delete native inactive users automatic process deletes users who are not part of SAP SuccessFactors platform.
The process uses the value of Native Deeplink as one way to distinguish between platform users and native users. If
you set Native Deeplink incorrectly, the process can skip native users who should be deleted and delete platform
users who should not be deleted.
16.3.2.2 SAP SuccessFactors Learning Student ID
The student ID is unique to SAP SuccessFactors Learning, which uses it to create a learner profile.
As an administrator, you usually don't need to think about student ID as separate from users' employee ID because
in most cases, they are an exact match and in most cases where the difference matters, SAP SuccessFactors
makes an intelligent choice about which to use. However, in some error cases, you might need to know about the
difference.
ID Mismatches
The most common error with Student ID is when the Student ID does not match the SAP SuccessFactors platform
ID. A mismatch can break interactions between Learning and other parts of SAP SuccessFactors.

Mismatches are rare because we import users from SAP SuccessFactors platform to Learning and use the platform
ID as our Student ID. If you create all your users in platform and allow the import to run normally, you won't have a
problem. If, however, you create a new user ID in Learning, instead of in platform, there won't be a match because
the user is not imported from platform.
Global Assignment and Concurrent Employment
If you are using global assignment and concurrent employment, the system currently creates multiple Student IDs,
so a learner's assignments and learning history are segregated based on employment, like all other Talent data.
 Note
There are two types of employment licenses: Active and Functional licenses. If an individual with a Person GUID
has multiple student IDs of the same license type, it counts as one single license, instead of having a separate
license for each student ID. If there are two different license types for one Person GUID, it counts as two
separate licenses. If there is no Person GUID, the license count is one, based on the license type.
16.3.3 Security Personas in SAP SuccessFactors Learning
Users can have three personas in the SAP SuccessFactors Learning: Learner, Instructor, and Administrator.
When you set up a security system in SAP SuccessFactors Learning, you consider three possible personas of each
user in your system. Each persona fits a job in the system: employees manage their own learning (or the learning of
their teams), employees are instructors in others' courses, or employees are administering learning for your
company as a whole.
 Note
This division of personas in Learning is unique in SAP SuccessFactorsand it affects how you work with user
data. For example, when working with data privacy, you delete personal data from each persona.
Learner: Including Manager and Human Resource Business Managers (HRBP)

Types
When a person is in the learner persona, they’re enrolling into courses, watching online content, searching for
courses, and so on. They have access to the Learning module in the module picker and the tiles that their end-user
role gives them access to. An individual learner can also be an instructor or an administrator.
For an employee to have a learner persona, he or she must have an account in People Users . You assign
security roles to learners in the Role field of the user entity. In most cases, the person's role as an end user is
imported through a user connector.

 Note
Managers, alternate managers, and Human Resource Business Managers (HRBP) are types of learners. They’re
responsible for their teams' learning. For example, a manager is a learner who has access to a team's learning.
You don’t need a separate role for managers, so it isn’t a persona.
Instructor
An instructor has access to My Classes in the Learning module. For an employee to have an instructor account, he
or she must have an account in People Instructors . The employee's permissions as an instructor are
controlled by their role as defined in Role in their instructor account.
You match people's instructor persona to their end-user personas by going to People Instructors
Summary and associating the end-user persona in the Related User box. When you assign a related user, then the
people can sign in under end-user credentials and act in the persona of an instructor.
Administrator
Only a few of your employees act in the role of administrator. An administrator has access to the administration
environment. For an employee to have an administrator account, he or she must have an account in System
Administration Security Administrators . The employee's permissions are controlled by their role as defined in
Assigned Roles.
You match people's administrator persona to their end-user personas by going to System Administration
Security Administrators and associating the end-user persona in the Related User box. When you assign a
related user, then the people can sign in under end-user credentials and act in the persona of an administrator.
16.3.3.1 Managers in SAP SuccessFactors Learning
Learning managers oversee the training of their teams.
A Learning manager in Human Experience Management (HXM) Learning is primarily responsible for the learning of
their direct reports, including:
● Approving registration or withdrawal from courses. Not all customers configure registration approval
processes, but among the customers who do configure them, many configure the manager as an approver.
When primary managers change, you can reroute their approvals: associate the new manager with the users'
past, current, and future approvals.
● Managing training for their direct reports. Managers see My Team, where they can, for example, enroll their
direct reports into courses on their behalf.
● Completing third level surveys to show that their direct reports apply what they learned in their courses. Not all
customers use third level surveys, but among those who do, managers are often asked to complete the
surveys.

Many customers also empower Human Resources Business Managers (HRBP) and matrix managers to do similar
things. In Learning, these types of managers are called alternate managers. You empower managers through My
Team permissions: System Administration Security Role Management Permissions .
Managers are defined as any user in Users Users that has other users reporting to him or to her. The
individuals reporting to the manager have the manager's user name in the Primary Manager field in their user
record.
Example Reporting Structure
In this example, Sue, Jane, and Larry are managers. Each is a manager because another user lists him or her as a
primary manager:
● If you go to People Users and open any user in the Sales group, you see Jane in the Primary Manager
field, so Jane is a manager.
● If you go to People Users and open any user in the R&D group, you see Larry in the Primary Manager
field, so Larry is a manager.
● If you go to People Users and open Jane or Larry's user record, you see Sue in the Primary Manager field,
so Sue is a manager.
Depending on your configuration, Sue and look in My Team and see into the Sales and R&D group users' learning
information. Jane has sight into the Sales group, and Larry has sight into the R&D group. They can see the learning
information of their reports in the My Team section of SAP SuccessFactors Learning.
Outside of My Team, managers are treated as any other learner. Jane, for example, is a learner as well as a
manager: she has her own learning assignments and she manages the learning assignments of the Sales group as

their manager. So Jane, or any other user in the system, is restricted by the value of her security role, as defined in
the Role field on her user record.
16.3.3.2 Alternate Mangers in SAP SuccessFactors Learning
When you assign an alternate manger to an employee, you share responsibility for the employee's training between
the alternate manager and the primary manager.
When users report to an alternative manager for an extended period of time, you can transfer some responsibility
to the alternate manager. Alternate managers are often used in dotted line relationships: matrix managers. A
common example is when employees work on a project where they report to a project manager for the time of the
project but their primary manager remains their manager in the Manager field.
To understand the example, imagine a manager named Larry who is responsible for the Research and Development
(R&D) group. For a special project, two of his employees will be assigned to another Jane's working group. Larry is
still the employees' manager, but Jane might want to assign the employees learning, might need to approve their
requests, and so on. Jane can be an alternate manager.
Example Alternative Manager Structure
16.3.3.3 Human Resources Business Partner in SAP

In SAP SuccessFactors Learning, a Human Resources Business Partner (HRBP) can share some of the supervisor
responsibilities with a supervisor.
In organizations that have Human Resources Business Partners (HRBP), you can create a structure that includes
an HRBP. The HRBP is an alternative manager in Learning: the HRBP shares the responsibility with managers as an
alternate. But the HRBP is categorized differently so that the relationship can be more clearly understood.

16.3.3.4 Manager Delegate SAP SuccessFactors Learning
In SAP SuccessFactors Learning, a delegate is someone who takes on some responsibility for the manager.
Often, when a manager has a large team, the manager might want to delegate some responsibility to another user.
For example, if Sue is a manager of a large team, and she has a trusted second-in-command named Joe, she can
delegate some responsibility for training to Joe by making him a delegate.
Delegate Example
16.3.4 Looking up a Learner's User Group Membership
Look up a learner's user group membership so that you can troubleshoot Finance account activity or reserved
seats in classes.
Context
Look up learners' user groups to troubleshoot Finance or enrollment based on user groups. For example, if users
want to know why they don’t get enrollment preference, and you think they should be part of a user group that gives
them enrollment preference, you can check their user groups.

Procedure

2. Go to User Groups.
Next Steps
If learners aren’t part of the user groups that you expect them to be a part of, check the assignment profile that
places them into the user groups. Go to Manage Users Learning Assignment Profiles to check the
assignment profile rules.
16.3.5 Setting Users' Learning Locale Preferences
Set the locale preferences for users' learning profiles to control their language, time zone preferences, and date and
number formats.
Context
In SAP SuccessFactors Learning, locale preferences determine how the system displays information to the user in
the context of Learning: what language, currency, time zone, and data patterns the user prefers. For example, a
user might want to see the Learning user interface and help in German, see prices in Euros, and see times in a 24-
hour format. In most implementations of SAP SuccessFactors Learning, learners control their own preferences but
as an administrator, you can also set them.
 Note
We recommend that you set users preferences globally in SAP SuccessFactors platform because chances are
that they want a consistent experience across all of SAP SuccessFactors. In many cases, you go to their
preferences to view their settings.
 Tip
You can disable the ability of their users to change their locale settings by disabling the permission for your
default user role. If you disabled users' ability to change their preferences, then you need to set them.
Procedure

2. Find and open the user with the profile preferences that you want to change.
3. Go to Preferences.
4. In Active Locale ID, select the locale for the user's learning preferences.
You typically enable a set of locales and set their default attributes during implementation. If you don’t see a
locale, you can enable it.
When you select a locale, the attribute for Currency ID populates in the page.
5. Select a time zone in Time Zone ID.
6. To show the start and end times for classes in the users' time zones regardless of the time zone where the
course is held, select Always display Classes in this Time Zone.
 Note
Course Home ignores this setting.
7. If necessary, change the default attributes.
It’s uncommon to make changes in the Update the Locale Format Options section, but you might need to
change users' time zones or currency.
For example, if you select a U.S. English locale, and it defaults to Eastern U.S. Time, you might need to change
user's time zone for users on the west coast of the U.S.
16.3.5.1 Always display Classes in Learner Time Zone
For older versions of SAP SuccessFactors Learning, you can set learners to always see courses in their own time
zones. For later versions, we ignore the setting.
In SAP SuccessFactors Learning Administration, you can go to Preferences for any learner and select Always display
Classes in this Time Zone. When you select it, you cause this learner to see course start and end times always in
their own time zone.
Legacy Course Pages Use the Setting
As a customer, you still have the option to use the course pages as they existed before Course Home. The legacy
course pages use Always display Classes in this Time Zone. When selected for learners, the learners go to courses
and see the course start and end times in their own time zones instead of the time zones where the courses are
held.
For example, if you select Always display Classes in this Time Zone for a learner in New York and the learner looks at
a course in Heidelberg, Germany, the learner sees the start time in Eastern U.S. Time not in Central European Time.
If the course starts at Noon in Heidelberg, the learner in New York sees it starting at 6:00 AM (six hours behind).

Course Home Ignores the Setting
In 2018, we released Course Home, which is the next generation of learner experience with courses. Course Home
ignores the Always display Classes in this Time Zone setting to simplify your configuration. In Course Home, SAP
SuccessFactors Learning displays the time in local time, not based on the static setting in the preferences.
16.3.5.2 Course Home Uses Local Time
In Course Home, SAP SuccessFactors Learning displays start and end times for courses in local time.
SAP SuccessFactors Learning uses time zones to show course start and end times in local time: the time in the
location of learners when attending training. To calculate local time, Learning needs time zones for all applicable
parts of the schedule and the user. To help you schedule, you should set the time zones too. For example, you set
time zones for the facility where the course takes place, the time zone of the class, and the time zone of the user.
Local Time for Standard Courses
Standard courses are courses that learners physically attend. They are scheduled for a classroom at a physical
address where users meet the instructor face-to-face and interact with other learners in the classroom (or lab, or
other physical location).
If learners find a standard course and they want to enroll, they travel to the course location. To plan their trip, they
want to know the course times in local time so we show the course times in the time zone of the facility where the
course takes place.
For example, if a learner in New York is traveling for business to Heidelberg, Germany, the learner might want to
attend training in Heidelberg. We show the course times in local time. In the case of Heidelberg, Central European
Time. If the course starts at Noon in Central European Time, the New York user sees it starting at Noon. We don't,
for example, convert the start time to Eastern North American Time just because the learner happens to search for
it while in New York.
 Tip
In Course Home, you can think of course start and end times as train schedules or other schedules where the
user is physically present for the timetable. A train departing at Noon in Heidelberg would show Noon
regardless of where the user is because the user is physically present in Heidelberg to catch the train.
How Course Home Handles Course Times for Virtual Courses
Virtual courses are conducted with our Virtual Learning System (VLS). Users attend training as if it is a webinar:
they dial in from their desks regardless of where their location. They meet with the instructor and fellow learners in
a virtual meeting room, speak over the telephone, and chat using a messaging service.
If learners find a virtual course and they want to enroll, they do not travel to attend the course. Instead, they want to
know when the course starts and ends in their own time zone.

For example, if you hold a virtual training for North America and the class is scheduled at Noon in New York, users
in Vancouver would see the start time three hours earlier, at 9:00 AM. We do the conversion for VLS because the
learner is attending the course from the location of Vancouver (in this case).
 Tip
In Course Home, you can think of VLS start and end times as virtual meetings or other schedules where the
user is not physically present. If you are in New York and you send a calendar invite to a colleague in Vancouver,
the colleague in Vancouver sees the meeting start time in his or her own time zone.
Do Not Add Locations to Virtual Course Segments
In normal usage, locations are physical spaces where participants and instructors meet. They have a time zone.
When you assign virtual segments to physical locations, the virtual course reads the time zone from the location.
As a result, virtual courses are no longer shown in the learners' time zones.
The location is assigned at the segment level, so you can create some physical segments and some virtual
segments. For example, you can create a virtual segment on Monday and a physical segment on Tuesday. You can
add the location to Tuesday's segment but not to Monday's segment.
16.3.5.3 Learning User Preferences Sync
The Learning solution, when integrated with SAP SuccessFactors Human Experience Management (HXM) can
synch user preferences. This topic describes the sync feature.
Users' locale, time zone, and currency import from Human Experience Management (HXM) in real time. The import
occurs for single records only because the import works on the SAP SuccessFactors event bus. When a setting
changes in Human Experience Management (HXM), the system recognizes the change and immediately posts it to
the event bus. Learning listens for the changes and then updates its own system to match. Bulk updates can be
handled by the connector.
The users' preferences synchronize one way: when you change them in Human Experience Management (HXM),
they update in the Learning. The one-way import means that you should treat Human Experience Management
(HXM) as the system of record.
Users' time zones are transformed because Learning requires locale-based time zones whereas Human Experience
Management (HXM) time zones can be codes like EST. The time zones are mapped as follows:
Time Zone Transformation Map

BizX time zone LMS time zone
EST America/New_York
CST America/Chicago
MST America/Denver
PST America/Los_Angeles

BizX time zone LMS time zone
AST America/Anchorage
You can also sync user photos, but the process works outside the event bus.
16.4 Basic Management of Learner Profiles
You can manage your views of user profiles to set up your workspace.
As a learning administrator, you often need to return to some learner profiles and keep track of them. There are
also some actions with learner profiles that you should not take.
16.4.1 Why You Should Not Reset Passwords in Learning
Do not reset user passwords in Learning because it is an artifact of Plateau products and does not work correctly in
SAP SuccessFactors.
 Caution
Manage user accounts in SAP SuccessFactors platform and use platform for access and identity management.
16.4.2 Why You Should Not Copy Users in Learning
Do not use the copy learners (users) functionality because it is an artifact of Plateau products and does not work
correctly in SAP SuccessFactors.
 Caution
Manage user accounts in SAP SuccessFactors platform. Run User Connector - SF to draw the user information
into Learning following your mapping and business rules.

16.4.3 Manually Deleting Native Users
Delete users to remove them from the transactional tables and so that they can be purged from your system for
data privacy.
Context
 Caution
Don’t manually delete users if you’re integrated with SAP SuccessFactors platform. Instead, delete users in
SAP SuccessFactors platform and allow the platform to delete the user in SAP SuccessFactors Learning.
Delete users to follow your data privacy policy. In most cases, if you have native-only users (you aren’t integrated
with SAP SuccessFactors platform), you set up the delete inactive users process to automatically delete users who
have been inactive for a set period of time. In some cases, however, you might want to make an exception and
delete native users immediately. When you want to delete native users immediately, you can manually delete them.
practice.
Procedure

2. Find and open the native user that you want to delete.
16.4.4 Hiding User Images in SAP SuccessFactors Learning
Hide user images in Learning if your company policy does not allow users' images to be shown as part of your
learning practice.
Context
User images are set in SAP SuccessFactors platform. In most cases, you want to show them in Learning to help
supervisors, for example, see their reports and quickly recognize individual reports. Some organizations, however,
do not allow pictures of their employees. For organizations that do now allow pictures, we offer the ability to hide
the pictures throughout SAP SuccessFactors Learning.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Configuration

2. Edit LMS_ADMIN.
3. Set hideUserPhotosGlobally to true.
16.4.5 Launching a Proxy Session to Troubleshoot Users
To troubleshoot users, you can launch a proxy session to see the application as they see it.
Context
Because mimicking a user carries security risk, most companies limit administrator access to proxy sessions and
limits the sessions so that they don’t stay open indefinitely.
● To access the Launch Proxy link, you must have access to the administrator proxy permissions in your security
role. Without these permissions, you can't launch the session.
● If your administrator session expires, your proxy session expires also. We recommend, however, that you click
Close Session to close the user session after you're done troubleshooting.
● No administrator, regardless of permissions, can change the state of the user's assignment or completion. You
can't, for example, launch content to complete it. If you want to complete a learning item for a user, use the
learning event recorder tool.
● If you make other changes while in the proxy session, users see the changes as if they made them. For
example, if you change the user's language settings, it looks to the user as if they made the change. In the
history tables of the database, however, the system creates an audit trail of these changes using your ID. This
allows a full reporting of who, exactly, made the changes.
Procedure

2. Find and open the user who you want to troubleshoot.
3. In Actions, click Launch Proxy.
4. Decide how you want to view the user's experience.
○ Click View in My Language to see the user's interface in the language that you’ve selected in your
preferences. This is useful if you’re troubleshooting the experience of a user whose language you don’t
read.
○ Click View in User's Language to show the user's interface in the language that the user selected in their
Options and Settings. This is useful if you’re troubleshooting a language issue. For example: if a user is

complaining that their language is incorrect or that a problem has occurred and you suspect it to be
related to the language.
5. Troubleshoot the issues that the user reported.
When you proxy, you experience the application just like the user. You take on the user's configuration settings,
their security settings, and so on. You are, however, prevented from changing a user's learning status:
launching content, for example.
6. When you finish troubleshooting, click Close Session end the proxy session.
Related Information

16.4.6 Managing Alternate Managers in SAP SuccessFactors

Learning Administration
Manage alternate managers in SAP SuccessFactors Learning when you want to override the alternate manager as it
is assigned in SAP SuccessFactors platform or by a connector.
Context
In most cases, you change the alternate manager in the user connector that feeds users to SAP SuccessFactors
Learning or you allow managers to remove the alternate manager.
Procedure

2. Find and open the user that you want to manage and then click Assign Alternate Managers in Actions.
Related Information
Alternate Mangers in SAP SuccessFactors Learning [page 587]

Allowing Managers to Remove Alternate Managers [page 829]

16.4.7 Learning Organization Dashboards
Instead of Learning organizational dashboards, please use other SAP SuccessFactors tools like Report Center.
A dashboard is composed of dashboard charts, which are graphical reports and organizations, which are a user
population that the dashboard reports on. Together, they show how the employees of an organization are
performing in a particular learning area. For example, Item Completions shows the user how the employees of an
organization are performing by the measure of items completed.
To set up dashboards for a user, go to Admin Users User More Organization Dashboard and then select
the dashboard charts and organizations that build this user's organization dashboard.
 Tip
You can include the suborganizations of an organization during or after you add a new organization.
16.5 Learning Organizations
The Learning organization in a user's learning profile isn’t the same as their division or department, for example. It
is their organization for the purpose of assigning training.
Learning organizations usually map to organizations that you track in the rest of SAP SuccessFactors, but not
always. You use things like department and division for other reasons, but you useLearning organizations express
how you divide your company for the purpose of assigning training. For example, even though users are a part of
different departments or divisions, you can treat them as part of the same Learning organization because you
assign the same courses to all of them based on how they’re organized in your company.
For example, you have two departments in your organization to represent electronic auto parts and mechanical
auto parts. But for the purposes of training assignment, you want to see them as the same organization.. Both
departments can be part of the auto parts organization because they need courses about auto parts more
generally.
16.5.1 Disabling a SAP SuccessFactors Learning Organization's

Shopping Account
Enable or disable an organization's shopping account to allow or prevent purchases for that organization.
Context
When an organization has a shopping account, that shopping account enables purchases outside of chargeback. It
enables an administrator (for example) to run the purchasing assistant to tie purchases back to the organization.
Users who purchase with the organization shopping account are purchasing with organization money. You might
want to disable purchasing from that organization shopping account.

Procedure
1. Go to SAP SuccessFactors Learning and then go to People Organizations .

2. Find and open the organization you want to manage.
3. Go to Finance.
4. Clear the Enable Shopping Account box.
Next Steps
You can enable the shopping account again by selecting Enable Shopping Account.
16.5.2 Grouping Learning Organizations into User Groups
Group Learning organizations into user groups to make them easy to manage.
Context
A Learning organization group is a set of Learning organizations that functions separately from the hierarchy of a
company. For example, you can group all Health and Safety organizations in multiple business units across the
enterprise. The user group can include all Learning organizations that you consider health and safety, regardless of
where they are in the organization hierarchy.
You can use Learning organization user groups to assign courses. For example, you can use a Health and Safety
organization user group to search for and assign reserved seats to all organizations concerned with health and
safety, regardless of the title of their organization, who the organization reports to, or its place on the organization
chart.
Procedure
1. Go to Learning Administration, go to People User Groups , and then choose Add New.
2. In Add Summary, add an ID and a description for the group and then choose Save.
3. Go to Organizations and choose add one or more from list to search for organizations to add to the group.
For each organization that you assign, you must also set an assign date that is on or after the current date. If
the organization that you want to add contains sub organizations, you can include all of those sub
organizations by selecting the Include Sub Org checkbox.
4. In Select Organizations to Add to Organization Group, decide how you want to add the organizations.

 Tip
You can add many organizations to the group at once. When you select any organization's Top Level Only or
Include Sub Org, you add that organization to the group.
○ To add only the organization itself and not any of its sub organizations, choose Top Level Only.
○ To add the organization itself and all of its sub organizations, choose Include Sub Org
5. Choose Add.
16.5.3 SAP SuccessFactors Learning Organization Summary
A summary of SAP SuccessFactors Learning organizations includes basic information about the organization.
To see the summary of SAP SuccessFactors Learning organizations, go to Learning administration and then go to
People Organizations Summary .
Organization Summary Fields
This Field… …Is Used as Follows
Organization Description Because the content of this box appears in the user interface and in reports, we rec
ommend that you enter a description that helps users identify the record or its pur
pose. If you leave the box blank, then the user interface shows the organization ID as
the description of the organization.
Organization Type ID A unique ID of the organization type.
Email Address We recommend that you enter the user's e-mail address so that he or she can re
ceive important notifications. His or her e-mail address appears in any reports that
include the user's contact information.
Security Domain You can associate an entity with a security domain to control the administrators who
can access the entity. What an administrator can access and do for an entity de
pends on how you configured the permissions and security domain group of the role
ID that is associated with the administrator.
Branding Style The branding style of the selected organization. Branding styles affect the welcome
message for different roles and the way that the application appears to users and ad
ministrators.
Comments We recommend that you use the Comments box to identify the purpose or intent of
the record. You can also include any information that you think other administrators
might need or find useful for understanding the record and how to use it. For exam
ple, if you're working with a user record and the user is on extended leave, you can
note the reason for the leave and the date you expect the user to return. Likewise, if
you're working with an item or scheduled offering record, you can note why you cre
ated or modified the record. All comments are intended for administrators only and
cannot be viewed in the user interface.

16.5.4 SAP SuccessFactors Learning Organization Account
Code
When you give a SAP SuccessFactors Learning organization an account code, you identify the account that should
be debited and credited during a chargeback transaction.
Organization account codes apply to you if you’re using SAP SuccessFactors Learning commerce features and if
you use chargeback. You usually set the account code during implementation and don’t change it unless you’re
reorganizing your accounting system (this is rare). As a result, administrators usually look up organization account
codes to troubleshoot a transaction rather than to configure the system.
In a chargeback system, the organization's authorized account code is debited or credited for each chargeback
transaction. When an organization offers training, the organization's account code is credited. When a member of
the organization receives training, the account code is debited. To enable the chargeback system for this
organization, it must have an account code.
You can control whether individual users of the organization can debit the account code. To allow them to purchase
training with organization account codes, select User Can Use Org Accounts for each user. The default location of
that setting is People Users Account Code .
You manage organization account codes in People Organizations Account Code .
16.5.5 SAP SuccessFactors Learning Organization Finance

Details
SAP SuccessFactors Learning organizations structure your Learning Management System (LMS) finance system
into groups so that all users of an organization can share accounts.
If you are using the LMS commerce system to track costs and purchasing, then organization commerce details
provide a structure to the finanace system. A SAP SuccessFactors Learning organization's finanance information
ties the transactions in a library back to the organization. Organization finanance details have two parts: shopping
account and billing/shipping information.
 Note
To investigate or edit organization commerce details, go to People Organizations Finance .
SAP SuccessFactors Learning Organization Shopping Account
An organization's shopping account is auto-generated when you create the organization. The shopping account
ties library transactions to the organization. For example, when an administrators uses the purchasing assistant to
create a transaction for a learning item, the system tracks that transaction by the shopping account.
You can edit the shopping account information by going to Commerce Tools Purchasing Assistant . Look in
Edit Shopping Account.

 Note
An External shopping account type is ideal in a retail environment because an administrator can use a credit
card to purchase any items.
SAP SuccessFactors Learning Organization Billing and Shipping
If an administrator uses the purchasing assistant and purchases a learning item that requires shipping, then the
organization's shipping address is automatically inserted. A learning item requires shipping if its Shipping Required
box is selected. This should be a central address, therefore, where you can receive materials like books or videos.
The billing information is the location where bills for the material can be sent.
16.5.6 SAP SuccessFactors Learning Organization Custom

Fields
You often want to add custom data to an organization. When you do, you see the data in the organization's custom
fields.
You often want to store company-specific data with your organization: data that we do not collect by default. For
example, you might want to collect your organization size so that when you report on your organizations, you can
get a sense of how much money they are spending, but also see it in relationship to their size as you have defined
it. In these cases, you can create custom fields.
You typically create custom fields during implementation and review them periodically. In most cases,
administrators are not creating or removing the fields but instead viewing and populating the values of the fields
per organization. You can see an organization's custom field values by opening the organization in People
Organizations and then going to Custom Fields.
16.5.7 SAP SuccessFactors Learning Organization Owners
An organization owner has access to SAP SuccessFactors Learning dashboards.
Dashboards show organization owners some analytics about their organization. For example, the learning
completion rate or compliance with curricula. Dashboards are flexible, so each company shows different data, but
their purpose is to inform the owner about the LMS usage at a glance.
You see an organization owners by going to People Organizations , opening the organization, and then looking
in Owners. To declare someone an organization owner, however, you go to Users Users , open the users'
records, and then go to Organization Dashboard.

16.5.8 SAP SuccessFactors Learning Organization Reserved
Seats
A SAP SuccessFactors Learning organization reserved seat is a spot in a class: a spot that is reserved for a member
of the organization.
An organization seat reservation is a space reserved for users of a particular organization. For example, if you
create an Information Technology (IT) security course, you might want to reserve space for members of the IT
organization. To do so, you create training seat reservations for IT organization members in the course. In a course
with a registration limit of ten, for example, you might devote five spots to IT members.
You create reserved seats per class registration: you go to the class's Registrations area. But if you want to see all
reserved seats that an organization has for all classes, go to People Organizations , open the organization that
you want to see, and then go to the Seat Reservations tab.
16.5.9 SAP SuccessFactors Learning Organizations Training

Budgets
If you use training planner, then you have training budgets for your organization. Organization budgets are your
outlay for the current planning period.
You can use People Organizations Training Budgets to view the budgets that have been set for the
organization for each active training request period. In order to modify the budgets, you must use the data import
tool ( System Administration Tools Import Data ) and select Organization Budget from the Record Type list.
16.5.10 SAP SuccessFactors Learning Organization Training

Managers
If you use training planner, then you have organization training managers. Organization training managers can view
summary training requests for the organization.
In People Organizations Training Managers , you can indicate to the users about their training managers for
the organization. Training managers can view summary information about all the training requests associated to
the organization and its suborganizations.
16.5.11 SAP SuccessFactors Learning Organization Users
SAP SuccessFactors Learning organization users are all users who belong to an organization.
You can use People Organizations Users to view users who are associated with the organization. You can’t
modify the association between an organization and its users from Users. To modify that association, you must
change the value in the Organization field in Summary of the user record ( People Users Summary ). You

can send an ad hoc notification to any or all users in the organization by selecting the user and then clicking Send
Email Notification.
16.6 Graduation Groups
You can group learners who are taught together and graduate from their learning experiences together.
You can group learners that go through the same set of classes. Graduation groups are generally used as a
grouping tool for users that you want to undergo a common set of classes. When you use a graduation group, group
reporting and group scheduling are easier. For example, if your company hired a group of trainees at the same time
that needed to attend the same classes, you could create a graduation group to schedule them as a whole and
report on their achievements.
 Note
In the past, we used the word "classes" to mean a group of users who graduated together. This caused
confusion, however, because in English, "classes" can mean both "users who graduate together" and also "a
gathering of people for training."
16.6.1 Cohorts Summary Fields
Cohorts summary fields contain basic information about a group who graduate from a learning experience
together.
Description The description is a one sentence description to help other

users understand the cohort. The description appears on re
ports and to other users looking up the cohort. For example,
you can call a cohort "Sales Trainees" or "Summer Internship
Boot Camp."
Curriculum It’s common to include a curriculum with a cohort because you

want the cohort to progress through the curriculum together.
Max Size If you want to limit the cohort to a particular size, set Max Size
to that limit.

Start Date End Date The start date and end date are the start and end of the cohort.
For example, if you create an internship cohort that joins your
organization in May and departs in August, you can start the
cohort at the beginning of May and end at the beginning of Au
gust.
16.6.2 Cohorts Custom Fields
You can add custom fields to graduation groups (graduating classes).
You can use Learning Classes Custom Fields to assign a value for any custom columns ( System
Administration Custom Fields ) that were added for a record type. If the custom column accepts only referenced
values, then you can select one of those values from the associated list; otherwise, you can enter any value up to 40
alphanumeric or special characters in the associated box.
 Note
16.6.3 Class Groups Offerings
You can add classes to a class group.
In Learning Activities Class Groups , you can add, view, or remove classes associated with a class group.
Users in the class group are assigned the classes.
It’s more common to associate a curriculum with a class group, but you can have good reasons to add offerings.
You can add classes to supplement the curriculum, or you can avoid the additional work of setting up a curriculum
and assign classes instead.
 Note
You can also add classes to the class group through Learning Activities Curricula Actions Create
Curriculum Classes .

16.6.4 Cohorts (Graduating Class) Register Rules
You can configure the registration, withdrawal, and notification settings for the classes in a graduation group.
In People Cohorts Register Rules , you can configure the registration, withdrawal, and notification settings
for the classes in the graduation group.
 Note
16.6.5 Cohort (Graduation Group) Users
You can add, remove, or update the existing users who are associated with a cohort (graduation group).
In People Cohorts Users , you can add, remove, or update the existing users who are associated with a
cohort (graduation group). You can also create and add a new user to the cohort, change a user's cohort status,
move a user to another cohort, and enter comments about a user's progress.
 Note
16.6.5.1 Adding Learners to the Graduation Group (Graduating

Classes)
Create and add a learners to the graduation group to fill the available seats.
Context
 Note

Procedure
1. Click Create and Add New User.

2. Complete the Add New User Information form and click Add.
The system automatically registers the user into each class in Learning Activities Classes Offerings
tab , and adds the classes to the learner assignments lists.
16.6.5.2 Cohort (Graduating Class) Status of Learners
View this section if you want to know about changing a user's cohort status.
From the Cohort Status list, you can select or change the status (for example, Pass, Fail, or Drop) to keep a current
record of learner progress in graduating. Each user's status is intended for administrators only.
 Note
When you create a new cohrot status ( References People Management Cohort Statuses ), type a
descriptive status ID so that administrators can easily identify the status.
 Note
16.6.5.3 User Actions in Cohorts
View this section if you want to know about moving a user to another graduation group.
When you click the Move to Another Cohort link, you can transfer a user to a different graduation group (for
example, if the current group is full).
 Note
Remove old cohort curriculum
If you select the Remove old cohort curriculum check box, then the system unassigns and removes the previous
graduation group curriculum from the user's to-do list when you click Move to transfer the user to another
graduation group.

 Note
If you move a user to another graduation group that is associated with a curriculum, then the system automatically
assigns the new curriculum to the user's to-do list.
Use only Classes with auto-register enabled
If you select this option and then click Move, then the system automatically enrolls users into only the class and
registers the user ( Learning Activities Classes ) for which you selected the Auto-Register check box.
Use all classes
If you select this option and then click Move, then the system automatically enrolls users into all classes
( Learning Activities Classes ).
Withdraw from...
If you select any of the Withdraw from... check boxes, the system withdraws the user from all future, in-progress, or
completed classes with no learning history when you click Move to transfer the user to another graduation group.
 Note
The system doesn’t remove items from a user's completed work if you move the user to another graduation
group after he or she completes one or many classes in his or her previous graduation group.
16.6.5.4 Cohorts (Graduating Class) Progress
View this section if you want to know how to enter comments about a user's cohort progress.
When you click the Comments link, you can enter comments about a user's progress in the graduation group that
you or other administrators can refer to. You can access these comments only from the Users tab of the class
record on which it was entered.
 Note
All comments are intended for administrators only and cannot be viewed in the user interface.

 Note
16.6.5.5 Removing Learners from Cohorts (Graduation Groups)
View this section if you want to know about removing a user from the cohort.
When you select the Remove checkbox to remove a user from the cohort and then choose Apply Changes, the
system withdraws the user from any classes for which they’re registered. If you associated the cohort with a
curriculum, then before the system removes the users you selected, it allows you to choose if you want to unassign
the associated curriculum from each user's to-do list. If you select Yes, then the system removes the users from the
cohort and unassigns the associated curriculum from each user's to-do list. If you select No, then the system
removes the users from the cohort but doesn't unassign the curriculum from each user's to-do list.
 Note
If you remove a user from the cohort who is a member of an organization that filled a reserved seat in a class,
then the system opens that seat for a different user in the cohort who is within the same organization.
16.7 Assigning Learners to New Managers with the Learning

Manager Assistant
Most customers should use standard SAP SuccessFactors platform tools to change manager relationships to
direct reports. A few customers can use the legacy manager assistant.
Context
When you implement Learning, you create a set of field mappings and rules to control how platform employee data
applies to learner profiles. Most customers invest in the mapping and rules to maintain platform as the system of
record. As a best practice, therefore, you should edit employee relationships in platform and allow your
implemented rules to bring the data into Learning. The manager assistant edits the data in Learning.
Procedure
1. Go to Learning Administration, and then go to People Change Assigned Manager .

2. In Select Current Assigned Manager Manager ID , select the current manager whose direct reports you
want to assign to a new manager, and then click Next.
3. In Select New Assigned Manager Manager ID , select the new manager who you want to assign direct
reports to, and then click Next.
4. In Add Users, click add one or more from list to find the users who you want to assign to the new manager from
the current manager.
Learning shows the users who are associated with the current manager you identified in Select Current
Assigned Manager, but you can click add one or more from list to add any user in the system to the affected
users, even if that user doesn’t report to the current manager.
5. Click Next.
6. Review the reassignment and then click Finish.
16.8 Merge Users
View this section if you want to merge two user records that refer to the same person into one.
To merge user records go to People Merge Users when you have two user records that refer to the same
person that you want to merge into one record. When records conflict, the primary record (Merge Into User ID)
often remains intact. When the primary record has no data, the secondary record (Merge From User ID) populates
the primary record. In a Learning Plan, for example, if the primary user has items IT-101 and IT-102 and the
secondary user has items IT-101, IT-102, and IT-103, the data related to IT-103 is added to the user's primary record.
16.8.1 Rules Applying to Merging Users
View this section if you want to know about the rules that apply to merging users.
Here is a list of the rules that govern the merging user records. The list includes a tab-by-tab description about the
data that is merged into the primary user record.
Tabs Merge Rules
Summary, Custom Fields, Commerce, and Account Code tabs IF the fields in the Merge Into User ID records do NOT contain
values, THEN those fields, if existing, are updated from the
Merge From User ID records.
Phone Numbers tab IF there are no matching records in the Merge Into User ID re
cords THEN the records from the Merge From User ID are
added.
Competency Profiles tab IF there are no matching records in the Merge Into User ID re
added.

Tabs Merge Rules
Requests tab IF there are no matching records in the Merge Into User ID re
added.
Library Access tab No data is added or updated from the Merge From User ID re
cord. The user's library access is re-evaluated based on the
merged.
Approval Role tab IF there are no matching roles in the Merge Into User ID re
added. IF there are matching roles in the Merge Into User ID re
cords THEN non – matching control domains are added from
the Merge From User ID records.
Preferences tab IF the fields in the Merge Into User ID records do NOT contain
values THEN those records, if existing, are updated from the
Merge From User ID records.
Registration tab IF there are no matching class records in the Merge Into User
ID records THEN the records from the Merge From User ID are
added.
Online Status tab IF there are no matching items in the Merge Into User ID re
added.
Learning Plan tab IF there are no matching items in the Merge Into User ID re
added.
Curricula tab IF there are no matching records in the Merge Into User ID re
added.
IF both Merge From User ID and Merge Into User ID have same
curricula assignments with different dates THEN the latest as
signment date for the curricula is applied to the Merge Into
User ID record.
 Note
During the merge, the system recalculates the due dates
based on the assignment date and the curriculum require
ment. Manual due date changes aren't kept during the
merge.

Tabs Merge Rules
Competencies tab IF there are no matching competencies in the Merge Into User
ID records THEN the records from the Merge From User ID are
added. IF there are matching competencies THEN the compe
tencies with the most recent assessment date are kept; either
the Merge Into User ID data is retained or the data from Merge
From User ID is updated in the Merge Into User ID record.
Learning History tab (includes completed online items) All learning history records are added from Merge From User
ID to the Merge Into User ID.
Approvals tab All Approvals records are added from Merge From User ID to
the Merge Into User ID.
Assessments tab All Assessment records are added from Merge From User ID to
the Merge Into User ID.

17 Online Learning Content Management
Manage online content so that learners can see courses on demand with mobile devices, browsers, or in offline
player.
Online content is any learning item offered on the computer—whether it is over the Internet or launched locally
from a workstation. Often, online content is served from a content server and tracked in SAP SuccessFactors.
Online content often fits a standard structure like AICC (Aviation Industry CBT Committee) or SCORM (Sharable
Content Object Reference Model), but it does not need to be structured. Instead, think of online learning content as
any online course material that you upload so that learners can view it on demand.
When you think about online content, it is useful to think about whether the course is on-demand or whether it is
live. Online content management applies to on-demand courses. On-demand courses are materials that your
learners view on their own schedules. They can use more than one viewing platform: mobile devices, browsers on
standard workstations, or offline player.
Many courses that have a scheduled, live event: learners meet with an instructor in a room at a time and date. Even
if the event happens online, in a virtual meeting room, it is still a live event. Learners must show up at a place (the
virtual meeting room) and a time to meet with the instructor. For live events, you do not need to manage online
learning content.
A few courses in your company might have some online content and some live meetings with instructors. Courses
that blend on-demand and live segments are called blended courses. For blended courses, you manage the online
content and you manage meeting spaces for the live portion.
 Note
Content management can be difficult, especially for structured content from third parties because we cannot
ensure the quality of the structure before you import it. Please talk to a SAP SuccessFactors representative
about options like Preferred Content Management or contact a partner to help you manage the structured
content.
17.1 Content Objects

You can create and maintain all key content object information through the SAP SuccessFactors Learning Content
Objects tab.
In the SAP SuccessFactors Learning Content Content Objects tab, you can create and maintain all content
object information, including:
● content object's title and description

● identity and location of the associated content application
● content object's associated objectives
● AICC Support
The record you create does not contain the content itself. It is a record that points to the content and describes it so
that the system can track it and recognize its existence. The object itself is managed on a content server.

612 PUBLIC Online Learning Content Management
The Cross Domain tab allows you to share content objects across more than one domain. This enables users to
take an exam that uses content objects which are assigned to two different domains.
 Note
Cross Domain communication applies only to Browser and SCORM launch methods.
17.1.1 Creating Content That Users Can Confirm Reading
Use the internal AICC wrapper to set up content that users read and then agree or disagree to (or confirm that they
have read). Users' decisions are recorded as a learning event.
Prerequisites
Before you set up content that users can agree or disagree to (and record their responses), configure the
boilerplate text. You can set up the boilerplate text and translate it to different languages in System
Administration Configuration Global Applications Settings AICC Wrapper Settings .
Context
You often want to create content that users agree to or disagree to. For example, if you have a Standard Operating
Procedure (SOP) and you need learners to agree or disagree to the SOP, you can wrap it in an internal AICC
wrapper and record that users have at least agreed to reading it.
 Note
This method describes using the internal AICC Wrapper file, which most customers use. If you manage your
content externally, you can also use the external AICC Wrapper file.
Procedure
1. Add the document that users agree to on a URL that is accessible to your learners.
2. Go to SAP SuccessFactors Learning Administration and then go to Content Content Objects .

3. Click Add New to add a new content object.
4. Complete the information in the Summary section.
5. In Edit the Launch Method for the Content Object, select AICC.
6. Select Use AICC Wrapper.
7. In Filename, paste the URL where the document is stored.

Online Learning Content Management PUBLIC 613
For example, if you want users to confirm that they have read my_file.pdf on your intranet, the URL in Filename
could be HTTP://intranet.company.com/docs/my_file.pdf.
17.1.1.1 Using the External AICC Wrapper to Create

Confirmation Statements
Use the external AICC Wrapper to create confirmation statements if you manage your content on a separate
content server and you want users to confirm that they have read documents (and you want to store their
confirmation).
Prerequisites
Extract wrapper.html to your content server. You typically extract the file as part of your cross-domain solution
when you first set it up. You need to know the location of wrapper.html as part of this process.
Context
You often want to create content that users agree to or disagree to. For example, if you have a Standard Operating
Procedure (SOP) and you need learners to agree or disagree to the SOP, you can wrap it in an external AICC
wrapper and record that users have at least agreed to reading it. Use the external AICC wrapper when you manage
your content on a content server.
 Note
Don’t select User AICC Wrapper if you’re using the external AICC Wrapper.
Procedure
1. Add the document that users agree to on a URL on your content server.

3. Click Add New to add a new content object.
4. Complete the information in the Summary section.
5. In Edit the Launch Method for the Content Object, select AICC.
6. In Filename, type the relative URL to the wrapper.html file that you extracted as part of your cross-domain
solution.
For example, customers typically extract to /content/wrapper/wrapper.html.

7. In Parameters, type docURL=<URL to your document>
For example, docURL=https://content.server.com/docs/my_file.pdf

17.1.1.2 Changing Internal AICC Wrapper Text Confirmation Text
Change the internal AICC wrapper text to change what users read when they are presented with a document and
asked to confirm that they have read the document.
Context
You often want users to confirm that they have read a document. For example, you can show them a Standard
Operating Procedure (SOP) as part of their training and ask that they confirm that they have read it. You can wrap
the document in the AICC wrapper to record their response. By default, the text is: I confirm that I have read and
understand all the material contained in this document in English. The confirmation buttons are Agree and
Disagree in English. If you want to change the text, you can do it in the global variables.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Configuration .

2. In AICC Wrapper Text, type the new instructions to users in Confirmation Text, the new affirmation button text
in Agree Button Text, and the new decline text in Disagree Button Text.
3. Translate the text by clicking the localize button ( ).
17.1.1.3 When and How to Use the AICC Document Wrapper
The AICC document wrapper wraps online documents or other browser-based content so that SAP
SuccessFactors Learning can record both the completion of the content and the time that the learners spent in the
content.
Use the AICC wrapper when content doesn’t contain any mechanism for communicating back to SAP
SuccessFactors Learning. Don’t use it if the online content already has a mechanism to communicate status back.
In other words, use it for documents like PDF files and not for active content like SCORM content.
When the content object launches with an AICC wrapper, the learners' browsers call for the appropriate document
or object to be loaded into the wrapper frame. The tracking frame of the wrapper then communicates data to the
LMS using HTTPS for completion. Objects to be loaded into the wrapper can live at any location the user can
access in a browser.
There are two types of wrappers: internal and external:

● The internal version is simpler to set up and requires only that the document is available on a URL. You don’t
need a tracking content server. It supports only one confirmation text set per language we support.
● The external version is more complex to set up but is more useful for companies that deploy our cross-domain
solution to create a tracking content server. As part of setting up the tracking content server, you extract
wrapper.html. Content objects launch wrapper.html and pass the document as a parameter. Because you have
full control over wrapper.html, you can clone it to create many wrappers, each with a different confirmation text
and in any language.
Architecture of the AICC Wrapper
17.1.2 Copying a Content Object
You can copy a content object when you want to reuse information from an existing content object.
Context
Copying a content object is the most efficient way to create a new content object when you want to reuse
information from an existing content object. When you copy a content object, you are creating a new instance but
the new instance does not link to the existing object.
Procedure
1. Click Copy Content Object.

2. Enter a New Object ID. It is recommended that you enter a descriptive name so that administrators can easily
identify the content object.

3. Click Copy.
The system automatically copies the data from the Summary, Launch Method, Objectives, AICC Support, and
Cross Domain tabs to the new content object.
17.1.3 SAP SuccessFactors LearningContent Object Summary

Fields
A content object's summary fields contain metadata for the content object.
To access the summary fields for a content object, go to Content Content Objects Summary tab. This tab
contains general information regarding the content object, such as the build user, build location, build company,
build date, and a description of the object. This information is for your record-keeping purposes only, and isn’t used
elsewhere. The tab also contains controls that determine the object's activity status and online availability.
Required fields are marked on the screen with an asterisk (*).
This field… Is used as follows...
Title The name of the content object. Titles should describe the ob
ject to other administrators and users.
For more information about how you can configure access to

records, see Security.
Build User The user who created the content object. The user name isn’t
validated. Because this is a free form text field, consider typing
the user's email address along with his or her name.
Build Company The company who created the content object. If you pur
chased the object from a third party, you can type the name of
the company for your records.
Build Location The location where the content was built.
Build Date The date that the content was built.

Content Object is Active This check box, when selected, indicates that the content ob
ject is accessible to administrators. It’s available to be selected
for inclusion in items and will be visible to them in any list of
content objects in other parts of the program.
If you clear the box, this content object becomes inaccessible

to all except those users who have permission to view inacti
vated items.
Description Text that provides a more detailed explanation of the content

object and provides details not found in the other fields.
Content Object is Online In most cases, you want content objects to be online, which
means that users can open and see the content object. In
some cases, you might discover a problem in the content ob
ject and you might want to disable the content object. When
content objects are offline, we preserve the relationships of the
content objects to courses and to content packages, but users
cannot click a link or select to open the content object.
Developer Tool The content developer tool is the tool that built the online con
tent. We store the content developer tool so that if you need to
update the course content later, you know which tool created
it.
Mastery Score The content object mastery score is the score required by the
user to complete the selected content object. It is not the
score they must reach to complete the course.
● If the learners achieve the score for the content object,

they are marked completed.
● If the learners do not achieve the mastery score, they are
marked finished.
17.1.4 Content Object Launch Methods
Content objects are launched through different methods, depending on their configuration. Understanding content
object launch methods will aid you in determining the appropriate content player for a content object.
You can go to Content Content Objects Launch Method to launch the content object.
The following table shows how the various launch methods are used.
Programmatic Code This Launch Method... Is used as follows...
0 Content Player

Programmatic Code This Launch Method... Is used as follows...
1 Document Type The operating system determines the

player for this content, based on the file
types and associations that are regis
tered with the operating system. The
player is generally installed on a common
internal server, though this technology is
seldom used in modern courseware.
2 AICC Establishes the proper connection be

tween SAP SuccessFactors LearningThe
player is generally installed on a common
internal server, and the AICC courseware.
All AICC content objects should be Web
browser-based.
3 Browser The system utilizes the user's browser to

launch and run the selected content ob
ject inline.
4 SCORM 1.2 Establishes the proper connection be

tween SAP SuccessFactors Learning and
the SCORM-based, version 1.2 course
ware.
5 SCORM 2004 Establishes the proper connection be

the SCORM-based, version 2004, 2nd
edition courseware.
 Note
While SCORM 2004 3rd edition isn’t
a supported version, this setting can
be used with SCORM-based, version
2004, 3rd edition courseware if the
features match those available in the
2nd edition. Features unique to
SCORM 2004 3rd edition, such as
branching, won’t work.
6 SCORM 2004 4th Edition Establishes the proper connection be

the SCORM-based, version 2004, 4th ed
ition courseware.

17.1.5 Content Object Launch Method Fields in SAP
A content object's launch method defines how SAP SuccessFactors Learning should start the online content.
To specify the content player and command line parameters it needs to launch the content object, go to Content
Content Objects Launch Method .
Content Player Select this button if you want the player for this content to be
selected based on your explicit choice of a player application
file located in one specific place on your network. See also,
Content Players.
Document Type Select this button if you want the operating system to deter
mine the player for this content, based upon the file types and
associations that are registered with the operating system.
 Note
For the Document Type option, the selection made for the
Launch in New Browser Window checkbox is only enforced
when enableCourseHomeBlended=true
Configuration LMS_ADMIN ).
AICC Select this button if this courseware is an AICC assumable

unit. By doing so, you establish the proper connection between
SAP SuccessFactors Learning and the AICC courseware. All
AICC content objects should be Web browser-based.
Browser Select this button to have the system use the user's browser to
launch and run the selected content object. The content object
is opened in a new Web browser if you check the Launch in a
New Browser Window option. If the content object is opened in
the same browser window, the URL must be secure using
HTTPS.
SCORM 1.2 Select this button if the courseware is SCORM-based and ver
sion 1.2. This establishes the proper connection between SAP
SuccessFactors Learning and the SCORM courseware.

SCORM 2004 Select this button if the courseware is SCORM-based and ver
sion 2004, 2nd edition. This establishes the proper connection
between SAP SuccessFactors Learning and the SCORM cour
seware.
 Note
While SCORM 2004 3rd edition isn’t a supported version,
this setting can be used with SCORM-based, version 2004,
3rd edition courseware if the features match those availa
ble in the 2nd edition. Features unique to SCORM 2004
3rd edition, such as branching, won't work.
SCORM 2004 4th Edition Select this button if the courseware is SCORM-based and ver
sion 2004, 4th edition. This establishes the proper connection
between SAP SuccessFactors Learning and the SCORM cour
seware.
Launch in a New Browser Window You can set course content to launch in a new browser window.
(For the Launch in a New Browser Window option to be availa
ble, ensure that you’ve selected the option 'Enable Inline Con
tent Launch Configuration' in System Administration
Configuration Global Applications Settings .)
 Note
Currently, this feature isn't available when
enableCourseHome=true ( System Administration
Configuration System Configuration
LMS_ADMIN ). The setting displays but it isn't enforced.

It’s planned for a future release.
Content Player The player you choose is always used for the particular content
associated with this content object. This field is only used
when the Content Player

Use AICC Wrapper The most common reason to use the AICC wrapper is for
tracking the completion of a document. For example, if your
training consists of reading a Standard Operating Procedure
(SOP), you can upload the SOP as AICC (Aviation Industry
Computer based training Committee) standard wrapper to
track whether users verified the SOP are read or did not. The
process for setting up the AICC wrapper system is typically
handled during initial implementation.
 Restriction
AICC wrapper is not supported for offline player, but is
supported for mobile devices.
Filename (online) When using a Content Player, type the URL of the actual con
tent. If your content player is set up properly, it knows which
executable file to use to launch that content file. When using
Document Type or an AICC course, type the URL of the file or
AICC course in the Filename field. If any parameters need to be
passed to the executable, you can enter them into the
Parameters field.
Offline Filename The location of the content object in the content archive of a
downloadable content object. For example, if the content ob
ject is in the archive at the <archive root>/resources/
Lesson_1.htm, the value is resources/Lesson_1.htm. If the Off-
line Filename value doesn’t match the actual location in the ar
chive, Learning Offline can’t launch the object. If you import a
SCORM object, the value is pre-populated with the default
SCORM value.
Parameters Use this field to provide the necessary parameters that need to
be passed when launching the course.
Enable Mobile Access Select this checkbox to identify content that launches well in
mobile devices, as well as in a browser. If you select Enable Mo
bile Access for a particular content and enabled the Mobile
Readiness Indicator during implementation, then the content
displays a mobile readiness indicator.
 Note
Test your content on mobile devices before selecting this
checkbox in production.

Related Information
Enabling Mobile Readiness Indicators on SAP SuccessFactors Learning [page 844]
17.1.6 Content Objects AICC Support
If a content object is type AICC, you need to add metadata to the content object.
To add AICC support data, go to Content Content Objects AICC Support . The AICC support data can be
automatically passed to the player program via the AICC data block if the player you’ve selected for this object is
AICC-compliant.
For example, screen resolution and bookmark data are useful information to have passed onto the player in this
way. Objects that use Learning Offline don’t normally require entries in this field. Consult your player's
documentation for information and syntax rules for your entries in the AICC Support field.
17.1.7 Learning Content Objects Cross Security Domain Fields
If you set up the Learning Cross Security Domain Solution, you must edit the cross security domain fields for each
content object you serve cross security domain.
In Content Content Objects Cross Security Domain , you enable your content object to be launched from a
security domain other than the security domain of SAP SuccessFactors Learning. For example, if you serve content
from https://content.host.com and SAP SuccessFactors Learning is served from https://
lms.company.com, you need the CDS.
 Note
If cross security domain isn’t enabled for an object served from a different security domain, users' completion
isn’t tracked.
Required fields are marked on the screen with an asterisk (*).
Enable Communication Cross Security Domain through Proxy Click this check box to allow cross security domain communi
cation. You must have theCross Security Domain Solution con
figured.

Content Server Wrapper Page Path The content server wrapper page path is the directory on your
content server where you extracted the wrapper files. It must
be an absolute URL.
The default value is contained in System Administration
Configuration System Configuration LMS_ADMIN , in the

defaultContentServerPath property.
In most cases, use the default setting.
Use Frame Set Clear Use Frameset if your content doesn’t run well when
launched under a frameset.
Communication Proxy Path This is the path to the proxlet WAR that you deployed. Must be
an absolute URL.
The default value is contained in System Administration
Configuration System Configuration LMS_ADMIN , in the

defaultProxletPath property.
In most cases, use the default setting.
Related Information
If you are viewing this topic by itself, please see the overall cross security domain content implementation process
Customers who implement cross security domain solutions on their own often need help troubleshooting
structured content, so please see the structured content information
17.2 Content Packages
A content package is a group of objectives and contents.
Content packages help you categorize objectives for query, search, and reporting purposes. Objectives are
associated with questions that are asked in online exams. A single objective can be included in multiple content
packages. You aren’t required to create duplicate objective entities just to include an objective in more than one
content package.
To view and create content packages, go to SAP SuccessFactors Learning Content Content Packages .

17.2.1 Learning Content Packages Summary Fields
Use the summary fields of content packages for summary information of a selected content package.
Go to Content Content Packages Summary to review and update the summary information of a selected
content package.
This field... Is used as follows...
Content Package ID A unique ID of the content package.
Title The name of the content package.
Security Domain You can associate an entity with a security domain to control which administrators can access
the entity. What an administrator can access and do for an entity depends on how you config-
ured the permission restrictions of the role ID that is associated with the administrator. For
more information about how you can configure access to entities, see Security.
Description A description of the content package.
Build User The author of the content package.
Build Location The place where the content package was created.
Build Company The company that built the content package.
Build Date The date the content package was created.
Copyright Intellectual rights of the content package.
Import filename Identifier of the imported file.
17.2.2 Modifying SAP SuccessFactors Learning Content

Package Objectives
Use the Objectives tab to add and remove objectives to and from a content package.
Procedure
1. Go to Content Content Packages Objectives , when you need to add or remove objectives to and from a
content package.
2. To add an objective, choose add one or more from list.
3. If you enter objective ID, then choose Add.
4. Choose Apply Changes to save.
5. To remove an objective, select it from the list of objectives in the Update the Objectives for the Content Package
area, and choose Apply Changes.

17.2.3 SAP SuccessFactors Learning Content Packages Content
Tab
Use the Content Packages Content tab to edit the sub-structure of the content or add an object to the structure of
a content package.
Go to Content Content Packages Content to make changes to the content package sub-structure or to add
an object to the structure.
Objects The layout and indentation of the items in this column represents the structure of the selected on
line item.
The first item in this column is the item object itself. The items below it are contained within the
main item object in a manner similar to files and folders in a computer file system.
In a computer file system, you have a root directory/folder that contains either files or subfolders.
In the structure of an online item, the item object is analogous to the root directory, the content ob
jects and exam objects are analogous to files, and folders are analogous to sub-folders/sub-directo
ries. Folders contain either content objects, exam or survey objects, or (sub)folders with the item ob
jects at the top of the hierarchy.
Type The available content types: Item, Folder, Content Object, and Exam or Survey Object.
Edit The edit links in this window vary in purpose depending on the corresponding object type.
You can either edit the master item object, a folder, a content object, or an exam or survey object,
depending on the type of object that corresponds to the edit link you select.
17.3 Adding Assessments
Add assessments when you want to build an exam or a quiz to test users' learning.
Prerequisites
Before you add assessments, create a learning credit system with completion status. In almost all cases, you
already have a learning credit system because customers typically set it up during initial implementation.
Assessments, however, are a critical way to measure users' completion of learning content, so if this is the first time
that you are adding assessments, check your learning credit system to make sure that it meets your needs.

Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Content Assessments .

2. Click Add New.
3. Select the type of assessment that you want to add.
○ Select Add New Quiz to create a simple assessment.

○ Select Add New Exam to create a more formal assessment.
4. Type the basic information needed for creating the quiz or exam and then click Create.
Next Steps
After you create the assessment, read our guide for configuring assessments.
17.3.1 SAP SuccessFactors Learning Quiz Assessments
SAP SuccessFactors Learning quizzes are a learning assessment that offers simplicity.
A quiz is a set of questions that users must answer correctly to receive a passing grade. You assign quizzes to users
through learning items, usually as a part of a set of online learning content. Unlike exams, all quiz questions are
posed exactly as you see them when you build the quiz, which makes them simple to build. You can create a few
simple rules to manage how the quiz behaves, but the rules are not as complex or flexible as exams.
17.3.1.1 Quiz Data
Each quiz object contains data that controls how it behaves.
Quiz Data
This data... ...is used as follows
General Data The general data in the quiz is the identifying information for
the quiz: the name, description and unique ID. Users see the
name but not description.
Question Data The Questions section contains statistics about the questions
so that you can easily see how many questions you have and
the type of questions. This information is useful when you want
to get a sense of the: is it a long quiz? Does it include mostly
true/false questions or multiple choice/multiple answer ques
tions?

This data... ...is used as follows
Messages The messages section contains overall quiz messages:
● The welcome message appears at the beginning of the

quiz. Use it to provide some instruction to the quiz taker
and a purpose for the quiz. Tell the user why the quiz is im
portant and what to expect.
● The success message appears when the user passes the
quiz (reaches the passing percentage of questions an
swered correctly).
● The failure message appears when the user fails the quiz
(does not reach the passing percentage of questions an
swered correctly). Consider using the failure message to
give the user advice about next steps.
In addition the messages that you write, we include a message

to tell the user about the exam. For example, before they start
a quiz, the message tells users if it is a sequential or free-form
exam.
Locales/Languages A quiz can be delivered in multiple languages. In the system,

each language is part of a locale. You can deliver a quiz in each
language/locale that you installed on your system. Users are
not forced to take a quiz in their default language (their default
language is set in their options and settings). They can choose
from among the quiz's languages.
Quiz Settings Quiz settings define the behavior of the quiz. For example, they
define what percentage of the questions a user must answer
correctly to pass the quiz and whether the user must experi
ence the questions in sequence.
17.3.1.2 Quiz Settings
Quiz settings define the behavior of the quiz.
You can change quiz settings by going to SAP SuccessFactors Learning Administration, opening the quiz in
Content Assessments and then going to Menu Settings .

Active When a record is inactive, most of the system does not include that record in
searches or reports. Some searches and reports allow administrators to include in
active records. Deactivating (instead of deleting it) hides it from view but keeps it for
historical record. Because you cannot restore a deleted record, we recommend that
you delete a record when you make a mistake (for example, if the record ID is simply
Domain You can associate an entity with a security domain to control the administrators who
can access the entity. What an administrator can access and do for an entity de
pends on how you configured the permissions and security domain group of the role
ID that is associated with the administrator.
Quiz Type The quiz type defines how a user can progress through it. If you want to ensure that
a user starts at the beginning and answers each question in sequence, select
Sequential. To allow users to move forward and backward through the quiz, select
Free-Form.
When users launch the quiz, they see a message that tells them whether the quiz is
free-form or sequential and it what means.
Passing Percentage Users must answer at least this percentage of questions correctly to pass the quiz.
Set it to zero (0) if you want to gather data about users' understanding but you do
not want to use the quiz to pass or fail users. For example, you might want to test the
effectiveness of the learning item without affecting the users' completion status.
● Users always pass the quiz.

● Users see only the completion message, not the success or failure messages.
● Users responses continue to show up in reports and are still tracked.
Feedback Display Feedback Display controls how users experience feedback when they answer indi
vidual questions. You define the feedback text in each individual question.
● No Feedback: When users answer a question, they see the next question with
out any feedback on the one they just answered.
● Show Feedback Only: For each question, you define a message that users see if
they answer the question correctly and one if they answer the question incor
rectly. If users answer the question incorrectly they do not see the correct an
swer.
● Show Feedback and Correct Answer Choices: Users see the feedback mes
sages. If they answer a question incorrectly, they also see the correct answer.
Results Summary If you enable results summary, then at the end of the quiz, users see a summary of
how they performed on the quiz. They see their percentage score and the number of
correctly answered questions out of the total number of questions.

Enable Quiz Review If you enable quiz review, then users can go back and review the quiz immediately
after they submit the quiz. They cannot, however, open a quiz after they have ended
the quiz session.
Learning items inherit their value for Enable Quiz Review from the value you set on
the quiz. When editing a learning item, however, you can choose not to inherit the
value.
Quiz Attempts Limit This controls the amount of times a user can launch the quiz. For example, if you set
it to 2, the user can click the link to open the quiz two times. We recommend that
you tell the user the attempts limit in the welcome message.
Allow Exit and Resume If set to Yes, then users can submit some questions in the quiz, then close the quiz
session, then start the quiz again. Any questions that they have already submitted
persist their answers. Users see their answers when they launch the second session.
17.3.1.3 Quiz Messages
Add messages to your quiz to help orient users to events in the quiz.
Message Type Purpose of Message
Welcome Message The welcome message provides the context of the quiz and in
structions for the quiz. Users see it when they first launch the
quiz.
Users always see a system message that tells them how they
can navigate the quiz (based on your choice of quiz type in the
quiz settings).
Success Message The success message appears when users pass the quiz. To
pass the quiz, users must answer enough questions correctly
to meet the passing percentage. For example, if the passing
percentage is 80% on a ten question quiz, and the users an
swer at least eight questions correctly, they see the success
message.
If users cannot fail the quiz (if the passing percentage is zero)
then the success message is not important.

Message Type Purpose of Message
Failure Message The failure message appears when users fail the quiz. To fail
the quiz, users must answer fewer questions correctly than the
passing percentage. For example, if the passing percentage is
80% on a ten question quiz, and the users answer fewer than
eight questions correctly, they see the failure message.
If users cannot fail the quiz (if the passing percentage is zero)
then the failure message is not important.
17.3.1.4 Rules that Control Assessment Sessions and Iterations
Assessment takers can take the assessment in more than one sitting (more than one browser session) based on
settings and rules.
If users attempt to launch quizzes multiple times, the results of their attempts are limited by Allow Exit and Resume
and Attempts Limit.
Rules for Iterations
Allow Exit and Resume Attempts Limit Results
Off Unlimited (0) A new iteration is created every time the

user attempts to launch the assessment
(in any browser).
In this case, the important setting is

Attempts Limit. Because the assessment
does not limit the amount of attempts
(iterations), each launch counts an itera
tion, but the assessment allows the itera
tion to go forward.
Off Limited (greater than 0) A new iteration is created every time the
user attempts to launch the assessment
(in any browser). If the number of itera
tions has been exceeded, the assess
ment locks. The user can no longer open
it.
In this case, the important setting is

Attempts Limit. Because the assessment
does not limit the amount of attempts
(iterations), each launch counts an itera
tion, but the assessment allows the itera
tion to go forward.

Allow Exit and Resume Attempts Limit Results
On Limited or unlimited (any value) The assessment respects any limits set,
as above. If you set a limit, the assess
ment locks after the users exceed the
limit of iterations (attempts).
With Allow Exit and Resume on, the sys

tem adds session progress control. If a
user is currently attempting the assess
ment, and has not submitted the assess
ment for grading, every time the user
launches the assessment (in any
browser), the users are working in the
same iteration. For example, if a user an
swers three of 10 questions in one
browser session then clicks the close
button and then opens another browser
session (even a concurrent browser ses
sion), the system puts the user in the
same iteration (attempt), starting at the
fourth question.
Because users are in the same iteration,

they:
● Cannot change the answer for a

question that has been submitted.
Users submit a question by either
clicking the check answer button (in
a free-form assessment) or by going
to the next question (in a sequential
assessment)
● See the answers from previous ses
sions.
● Cannot re-submit the same itera
tion: if they open an assessment in
Microsoft Internet Explorer, for ex
ample, and also in Google Chrome at
the same time, and if they submit
their first attempt in Internet Ex
plorer, any submission in Google
Chrome is counted as a second iter
ation.

17.3.1.5 Quiz Question Fields
Different question types share these common fields.
Quiz Question Fields
Question Type The question type defines how the user answers the question.
Question/Answers The question that the quiz presents to the user and the possi
ble answers. The selected answer is the correct one.
Correct/Incorrect Answer Feedback The text that users see when they answer the question cor
rectly or incorrectly. To use feedback, you must have feedback
enabled on the quiz.
Randomize Answers If you select Randomize Answers, the system randomizes the
order of the answers. Randomizing answers creates a more se
cure exam because users cannot predict a pattern to the order.
They cannot, for example, know that the first answer in a ques
tion is always correct. It also saves you time when you create
questions: you don't need to think about where you place the
correct answer: the iteration moves it for you.
Randomization is not helpful in some cases. Questions like fill-

in-the-blank or true/false do not benefit from randomization.
Consider disabling question randomization for questions that
use “All of the Above” or “None of the Above” type of answers.
If you enable randomization in this case, the “All of the Above”
and “None of the Above” distractors can, at run time, have
nothing above them.
17.3.1.6 Creating and Modifying Quizzes
Create and modify quizzes when you want a quick test of users' knowledge.
Context
Quizzes are straightforward tests that you can build quickly. Build a quiz when you want to test users' knowledge of
a subject and you need simple rules to the quiz.

Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Content Assessments .

2. If you want to create a new quiz, choose Add New Quiz and perform the following substeps.
a. In Add New Quiz, enter the following information.
Quiz ID Unique identifier of the quiz
Quiz Name Title of the quiz
Description Brief overview about the quiz
b. Select the required language from the Primary Locale dropdown list.
c. If you want to change the default domain, search and add the required domain in Security Domain.
d. Set Active to Yes.
e. Choose Create.
The quiz overview page opens.
3. If you want to modify an existing quiz, search for it and open it.
 Tip
If you already have a quiz that already has the settings you want for this quiz, consider copying the existing
quiz as a template.
4. In the <quiz name> Overview page, choose Add Locale to make the quiz available in another language.
a. In Add Locale, select the required locale from the Locale dropdown list.
b. Provide a name in Quiz Name.
c. Choose Save.
5. To modify the messages that users see when they interact with the quiz (as opposed to individual questions),
go to Menu Settings Localized Settings .
6. To manage the behavior of the quiz, go to Menu Settings Global Settings .

7. Choose Save.
17.3.1.7 Quizzes' Primary Locales
Each quiz has a primary locale (language), which models the quiz for other locales.
The primary locale of a quiz is the model for every other locale of the quiz. For example, if the quiz's primary locale
has ten questions, the other locales must also have ten questions. If the first question of quiz in the primary locale
is a True/False question, then the first question of the quiz in every other locale must be True/False also. The
secondary locales can change the text of the question and change the text of the answer, but they cannot (for
example) add additional questions or additional answers.
When you create a quiz for the first time, the quiz's primary locale defaults to your primary locale. If you support
users in a single language, then you can use the default. If you need to switch the primary locale, click  Edit button
in the Locale section to switch the primary locale. For a new locale to be the primary locale, it must have the same
number of questions and be in the same publish state as the current primary locale.

 Note
A quiz's primary locale is indicated with the text (Primary).
17.3.1.8 Troubleshooting Quizzes
If you are having trouble with a quiz, see these troubleshooting tips.
Cannot Publish a Quiz in a Secondary Locale
If your primary quiz locale is English, and you cannot publish a secondary locale (like Spanish), then check the
following:
● Your secondary locale must have the same number of questions as your primary locale.
● Your primary locale must be published before you can publish secondary locales.
17.3.2 SAP SuccessFactors Learning Exam Assessments
SAP SuccessFactors Learning exam assessments provide a robust way to measure learning outcomes.
In SAP SuccessFactors Learning, an assessment can be either a quiz or an exam. Quizzes are simple to create and
offer limited functionality. Exams are more complex to create and offer robust configuration options to assess user
learning. For example, you can use exams to automatically adapt course content to users' current knowledge level.
To use exams, we recommend that create a holistic strategy for assessing users. Determine, for example, how you
want your organization's assessments to behave, what kind of learning outcomes (objectives) you want to test, and
the remediation plan for users who don’t pass the exams.
Transition from Legacy Exams to Exam Assessments
In Q3 2017, we released the next generation of exams, which we’re calling assessment exams. To give you time to
adjust to the next generation, the legacy exam system is still available. This can be confusing because you might
see parallel legacy exams and assessments at the same time. We encourage system administrators at your
organization to limit access to the legacy exams to avoid confusion.
● In the legacy exam system, you created questions in Content Questions and exams in Content Exam
Objects .
● In the new assessments system, you create questions in Content Questions (Legacy) and exams in
Content Exam Objects (Legacy) .

17.3.2.1 Creating Adaptive Exams: Overview
Create adaptive online exams to adapt learning content based on pre-tests and post-tests.
Context
Adaptive exams adapt users' experience with the training content based on pre-tests or post-tests. Based on how
users score on an adaptive exam, flags are set or changed on the content. In a pre-test, for example, users might
demonstrate proficiency in three of four content objects. If they do, they see that three of the four content objects
marked complete and they can skip to the fourth content object.
Procedure
1. Create objectives to describe the testable outcome of instruction.
The adaptive exam measures users' ability to meet the objectives. If users can demonstrate, through the exam,
that they meet the objective, then the content objects (the training material) that teaches the objectives is
marked complete. If they can’t meet the objective, users see that they need to review it.
2. Associate the objectives with content objects (or content packages or items) that teach the knowledge
described in the objectives.
When you connect the testable objective with the content objects (the training material), you connect the
expected outcome with the content that helps users reach the outcome. If users can reach the learning
outcome on their own, without reviewing the content, they can test out of the content (not review the content,
because they already understand it).
3. Create an online learning item (on demand course) as a container for the content objects and the adaptive
exam.
Learning items are the assignable unit of learning (a course) in SAP SuccessFactors Learning. They’re where
you bring together content objects (the training materials) and the adaptive exam that, at run time, adapts
users' experience of the content objects.
4. Add the content into the learning item and prepare it.
For ease of use, add the content before you add the adaptive exam. When you add the content first, you gain a
better understanding of all the objectives you plan to measure and you can see the course take shape before
you begin thinking about how it adapts at run time.
5. If you don’t already have the questions you need, create them in Question Library.
You often have a library of questions already created and associated with objectives. If you already have your
questions in the library, consider double-checking them to make sure that they’re associated with objectives. If
you don’t have the right questions, add them in Question Library and associate them with the objective. When
you associate them with the objective, you indicate that, by answering the question correctly, the user is
demonstrating some proficiency in the learning objective.
6. If you don’t already have the exam you need, go to Assessments to create it and in its settings, configure it to be
adaptive.

Although you can create complex adaptive exams, most customers can use one of two types of adaptive
exams:
○ A simple pre-test adaptive exam that users take one time at the beginning of the learning item and that
toggles content to complete when users demonstrate proficiency in its objectives. Simple pre-tests can be
paired with an exam-for-grade at the end of learning item.
○ A simple post-test adaptive exam that toggles content to complete when users demonstrate proficiency or
to needs review when they don’t.
7. Add the objectives to the exam and set their passing percentage.
The passing percentage determines how many points from questions users must answer correctly to pass the
objective. Each question in the objective has a point value.
○ If users score enough points to meet or exceed the objective passing percentage, they have demonstrated
proficiency in the objective and content is marked complete.
○ If users don’t score enough points to meet or exceed the objective passing percentage, they haven’t
demonstrated proficiency and the content either remains in its current state (not complete) or it changes
to needs review.
8. Go back to the learning item that contains the content, and then add the adaptive exam.
When you add the adaptive exam, you place it in the correct sequence (first for pre-tests and last for post-
tests) and you make settings adjustments to enable it to adapt the content.
9. Test the adaptive exam.
Adaptive exams have many settings spread across many parts of SAP SuccessFactors Learning, so you have
many opportunities to make mistakes. Because you can create complex configurations of adaptive exams, SAP
SuccessFactors Learning doesn’t know if you intended to enable the adaptation or if it’s a configuration
mistake. For these reasons, we recommend that you test your adaptive exams by assigning them to test users
before you assign them to your employees.
1. Adding Learning Objectives [page 638]

Add learning objectives to identify what you want users to learn and to measure their mastery of that
subject.
2. Assigning Learning Objectives to Content Objects [page 639]
Assign objectives to content objects to signify that a content object helps employees meet an objective and
to create adaptive online exams.
3. Creating Online Courses [page 640]
4. Setting Content Objects in Learning Items for Adaptive Exams [page 642]
Set content objects for learning items in adaptive exams so that the content object behaves correctly for
the adaptive exam.
5. Adding Questions to the Question Library [page 643]
Add questions to the question library so that you can use them in exams.
6. Getting a List of Objectives to Add to Adaptive Exams [page 644]
Get a list of the objectives to add to adaptive exams so that you are prepared to add them to adaptive
exams.
7. Configuring an Exam to Be a Pre-Test Exam [page 645]
Configure an exam to be a pretest exam so that users can test out of learning content when they can
demonstrate proficiency at the beginning of the online course.
8. Configuring an Exam to Be a Post-Test Exam [page 646]

Create adaptive post-tests to flag content objects that users need to review when they can’t demonstrate
proficiency in the learning outcomes of the content object.
9. Adding Objectives for Adaptive Exams [page 647]
Add objectives for adaptive exams so that you can test users proficiency in the objectives and adapt the
learning item to their performance on the exam.
10. Adding Adaptive Exams to Learning Items [page 648]
17.3.2.1.1 Adding Learning Objectives
Add learning objectives to identify what you want users to learn and to measure their mastery of that subject.
Procedure

2. In Name, type a name for the objective that describes the objective.
For example, if you want users to demonstrate business ethics, type Business Ethics.
3. In Description type a more complete description of a positive outcome.
For example, if a positive outcome of the objective is that users recognize conflicts of interest, then you can
type Users will be able to identify conflicts of interest in their business dealings.
4. Clear Online.
Although Online should be clear by default, verify that it is not selected. Keep the objective offline until you are
ready to use it in other parts of SAP SuccessFactors Learning.
5. Click Add.
Task overview: Creating Adaptive Exams: Overview [page 636]
Next task: Assigning Learning Objectives to Content Objects [page 639]
Related Information
Learning Objectives [page 414]

Using an Existing Learning Objective as a Template for new Objectives [page 410]
Storing Custom Data in a Learning Objective [page 411]
Adding Competencies to Learning Objectives [page 412]
Learning Objective Summary Fields [page 409]

17.3.2.1.2 Assigning Learning Objectives to Content Objects
Assign objectives to content objects to signify that a content object helps employees meet an objective and to
create adaptive online exams.
Prerequisites
Before you can assign objectives to content objects, create the objectives. You can create objectives by going to
Content Objectives .
Context
If you are using learning objectives, you have a set of objectives that represent learning outcomes. For example, you
can create a learning objective that represents the learning outcome "User knows the safety checklist for removing
hazardous materials." You associate that objective to the content object for your own tracking and reporting but
also so that SAP SuccessFactors Learning can generate adaptive online exams: if a user can, for example, score
high enough on questions that measure the hazardous materials objective, the user can test out of the content
object that teaches the hazardous materials content.
Procedure

2. Search for and edit the content object that addresses the learning objective.
4. Click add one or more from list to find the objective that this content object teaches.
You can add more than one objective.
Previous task: Adding Learning Objectives [page 638]
Next task: Creating Online Courses [page 640]

17.3.2.1.3 Creating Online Courses
Procedure

2. Choose Add New.
3. In Add New Item, choose Online.
4. Select the default language of the learning item in Locale.
This is useful if, for example, you’re an English speaking administrator but you’re setting up learning items for a
German audience.
5. Choose Add.
6. Complete the fields in Add New Item.
Type and ID:

Don’t use the‘|’(Pipe) character while giving a name to the Item Type.
want to create an introductory course for basic CPR, for example, then you can
enter an item ID like "CPR_Level1". Don’t use the‘|’(Pipe) character while giving a
name to the Item ID.
7. If you’re tracking credit or contact hours and if you’re revising items, expand Additional Options.
Revisions and hours are common for customers who are regulated by an oversight organization. For example,
life sciences customers in the United States are regulated by the Federal Drug Administration (FDA). These
customers need to revise their courses in step with the FDA courses and need to show the hours that their
employees were in training.

Contact Hours Most customers don’t record hours at all, but a few need CPE (Continuing
Professional Education) hours because of their industry. Almost no cus
tomers use contact hours. Contact hours are the total number of hours
that you expect a user to have contact with an instructor. For example, if
you set up a learning item that is instructor-led with online content for 8
total hours and, for 6 of those hours, you expect the user to be in an in
Credit Hours Most customers do not record hours at all, but a few need CPE (Continu
ing Professional Education) hours because of their industry. Almost no
customers use credit hours. Credit hours are the number of hours that a
user earns for completing a learning event. For example, in many U.S. uni
versities, students attend a single class for 15 weeks, 3 days each week,
and 1 hour each day. In this case, the total hours equals 45; however, the
CPE Hours CPE is an abbreviation for Continuing Professional Education and refers
to learning activities that users perform to maintain and expand the skills
that their profession demands. Some customers in some industries use
CPE hours for certification. If you are in an industry that uses CPE hours
for certification, please use the CPE Hours field instead of credit hours or
contact hours. If you are not in an industry that uses hours to certify em
ployees, you can ignore CPE hours.
Revision Date If you’re adding this at a later revision, enter the revision date. The revi
sion date doesn’t need to be today's date. If for example, you’re bringing a
Revision Time
learning item that was revised three years ago into the Learning Manage
Revision Number ment System (LMS) today, then the revision date can be three years ago.
The same is true for revision number. The revision number often matches
the revision number as provided by the oversight organization or by the
content provider.
8. Choose Continue.
Next Steps
Add the online content to the new learning item.
Previous task: Assigning Learning Objectives to Content Objects [page 639]
Next task: Setting Content Objects in Learning Items for Adaptive Exams [page 642]

Related Information
17.3.2.1.4 Setting Content Objects in Learning Items for

Adaptive Exams
Set content objects for learning items in adaptive exams so that the content object behaves correctly for the
adaptive exam.
Procedure

2. Find and open the learning item that already has the adaptive exam or that you plan to add the adaptive exam
to, and then go to Online Content.
3. For each content object, decide how prominent you want to make the objectives for users.
Choice Description
Objective Review Enabled When you select this option, users can review the objectives
in content. Select if you want users to be aware of the learn
ing outcomes that are expected of them.
Objective Review Optional When you select this option, users can opt out of reviewing
the objectives in content. Select if you want to make the ob
jective review optional.
Previous task: Creating Online Courses [page 640]
Next task: Adding Questions to the Question Library [page 643]

17.3.2.1.5 Adding Questions to the Question Library
Prerequisites
Before you can add questions to the question library, the question library must be enabled.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Content Question Library .

2. Click Add New.
The Create Question dialog opens.

3. Type a unique question ID in Question ID.
4. Select a question type in Question Type.
A question type defines how users answer the question.

5. Assign a default point value for the question in Points.
6. Set a default locale for the question.
The default locale is the source language for the translation.

7. Provide a description about the question.
8. Select a security domain for the question.
9. If you know the objective that the question tests, add the objective in Objective.
When you add objectives to questions, the question is added to the objective question pool.
10. Select Active to make the question usable in the system.
11. Choose Create.
Next Steps
After the question opens, you can refine it or you can choose Add Question to add another or you can add a variant
to the question.
Previous task: Setting Content Objects in Learning Items for Adaptive Exams [page 642]
Next task: Getting a List of Objectives to Add to Adaptive Exams [page 644]

17.3.2.1.6 Getting a List of Objectives to Add to Adaptive Exams
Get a list of the objectives to add to adaptive exams so that you are prepared to add them to adaptive exams.
Context
Adaptive exams rely on objectives, but objectives are loosely connected to the learning item where you add them.
Objectives are associated to content objects and then content objects are associated to learning items. To create
an adaptive exam, you need to know all inherited objectives in a learning item.
Procedure

2. Find and open the learning item that should have the pre-test.
 Tip
You usually need to choose More to see Objectives.
4. Copy the contents of Inherited Objectives and paste them into a text file.
If you do not see inherited objectives, or if you do not see the objectives you expect, then you might have added
the wrong content objects in Online Content.
5. Save the text file.
Next Steps
Use the list of objectives when you add objectives to your adaptive exam. It is your checklist of all objectives that
users should be tested for.
Previous task: Adding Questions to the Question Library [page 643]
Next task: Configuring an Exam to Be a Pre-Test Exam [page 645]

Related Information
Inherited Learning Item Objectives [page 69]
17.3.2.1.7 Configuring an Exam to Be a Pre-Test Exam
Configure an exam to be a pretest exam so that users can test out of learning content when they can demonstrate
proficiency at the beginning of the online course.
Prerequisites
● Create learning objectives that are a learning outcome and are the measure of users' proficiency in meeting
that outcome. Go to Content Objectives .
● Create an online learning item that includes the content objects so that it can be assigned to users who need to
meet the learning outcomes of the objectives and content objects. Go to Learning Activities Items to
create the learning item and go to its Online Content page to add the online content.
● Create questions that assess users' proficiency in the learning outcome and attach them to the matching
objective. Go to Content Question Library .
Context
When employees enroll into courses, they bring with them their work experience and formal education. For
example, if your Information Technology (IT) employees enroll into an online network security course, already know
about networking security. Adaptive pretests enable your employees to test out of content objects where they can
demonstrate mastery of the content objects' learning objectives.
For example, the IT employees can see 10 content objects in the course, ranging from social engineering to denial
of service attacks. Employees sit for a pretest before the course content begins. Employees who can demonstrate
proficiency in thwarting social engineering attacks, for example, can test out of the content: they don’t need to
review it. If however, they can’t demonstrate proficiency in thwarting denial of service attacks, they must review the
content.
Adaptive exams depend on you declaring the learning outcome for each content object. In SAP SuccessFactors
Learning, learning outcomes are declared as learning objectives. You attach the learning objective to the content
object so that the content object declares its measurable outcome.
Procedure

2. Choose Add New, and then create a new exam.
 Tip
When you complete the fields in Add New Exam, consider adding pre-test to the Exam Name and to
Description. You configure and use pretests differently from other exams, so it’s useful to distinguish them
when you’re looking at a list of exams.
3. In the exam, choose Menu Settings .

4. In Exam Attempts Limit, type 1 (one).
A single attempt assures you that users are taking the pretest one time instead of repeating the exam to excuse
content that they see.
5. In Passing Percentage, type 0 (zero).
You don’t want a pretest to block users' ability to pass the learning item, even if they answer all of the questions
incorrectly because the purpose of the pretest is to determine what the user knows before the course. You can
add a second assessment at the end of the course to determine whether the user passes or fails after the
course.
6. In Content Object Completion Set Flags for Passed Objectives , select Exam Passed.
Because the user can only take the exam one time, this configuration means that when users reach the passing
percentage for the objectives in a content object, the content object switches from no flag to completed.
7. Choose Save.
Previous task: Getting a List of Objectives to Add to Adaptive Exams [page 644]
Next task: Configuring an Exam to Be a Post-Test Exam [page 646]
17.3.2.1.8 Configuring an Exam to Be a Post-Test Exam

Create adaptive post-tests to flag content objects that users need to review when they can’t demonstrate
proficiency in the learning outcomes of the content object.
Prerequisites
● Create learning objectives that are a learning outcome and are the measure of users' proficiency in meeting
that outcome. Go to Content Objectives .
● Create an online learning item that includes the content objects so that it can be assigned to users who need to
meet the learning outcomes of the objectives and content objects. Go to Learning Activities Items to
create the learning item and go to its Online Content page to add the online content.
● Create questions that assess users' proficiency in the learning outcome and attach them to the matching
objective. Go to Content Question Library .

Context
Adaptive post-tests flag content for users when they can’t demonstrate proficiency in the content object. Users can
see the flag Needs Review so that they can see that they need to look at the content again. This provides feedback
on learning outcomes for users: what they mastered and what they need to work on.
Procedure

2. Choose Add New, and then create a new exam.
 Tip
When you complete the fields in Add New Exam, consider adding post-test to the Exam Name and to
Description. You configure and use post-tests differently from other exams, so it’s useful to distinguish
them when you’re looking at a list of exams.
3. In the exam, choose Menu Settings .

4. In Passing Percentage, type the percentage of overall questions that must be answered correctly to pass the
exam.
5. In Content Object Completion Set Flags for Passed Objectives , select Exam Passed and Exam Failed.
Because post-tests are at the end, and because you usually select Record history record when all content is
complete , you want to toggle flags to Needs Review when users fail and back to Complete when they pass the
objective.
6. Choose Save.
Previous task: Configuring an Exam to Be a Pre-Test Exam [page 645]
Next task: Adding Objectives for Adaptive Exams [page 647]
17.3.2.1.9 Adding Objectives for Adaptive Exams
Add objectives for adaptive exams so that you can test users proficiency in the objectives and adapt the learning
item to their performance on the exam.
Prerequisites
Create the exam and set it as either an adaptive pretest or an adaptive post-test.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Assessments .

2. Find and open the adaptive exam, and then open the locale you want to change.
You usually change the primary locale, which for most customers are English.
3. Choose Add Objective , and then add the objectives that its pretest measures.
If you go to Learning Activities Items Objectives to get a list of objectives in the learning item for this
adaptive exam, you can use that list to add all objectives.
4. For each objective, choose Settings  Settings Cog Wheel and then, in Objective Settings, configure the
passing percentage that users must meet to show proficiency in the objective, the default weight of each
question and the number of questions to include from the pool of questions in the objective.
 Tip
In most cases, you can set Number of Questions to Include and Passing Percentage and leave Points per
Question at the default value. You can set a default point per question if you want to weight questions in the
objective differently for this exam.
Next Steps
Check to see if the exam is published so that you can add it to the learning items.
Previous task: Configuring an Exam to Be a Post-Test Exam [page 646]
Next task: Adding Adaptive Exams to Learning Items [page 648]
17.3.2.1.10 Adding Adaptive Exams to Learning Items
Procedure

2. Search for and open the learning item that needs the adaptive exam, and then go to Online Content.
3. Choose the add content button and then Choose Add Assessment.
4. Set the history record behavior.

Choice Description
Record history record when assessment passed For adaptive exams, clear the check box because you do not
want the exam to be used for the purposes of recording
learning.
Record history record when assessment failed For adaptive exams, clear the check box because you do not
want the exam to be used for the purposes of recording
learning.
5. Choose OK to return to Online Content.
6. Choose Settings Modify Settings .

7. Select Record history record when all content is complete.
You select this option because adaptive exams work by toggling content object flags. They are either Complete,
null (user has not interacted with the content object), or Needs Review. When all flags are Complete, the
learning item is complete.
8. Make any other settings adjustments that you need to make.
For example, if you have not set a completion status for when all flags are complete, set it now.
9. Choose OK.
10. For pre-test adaptive exams, make sure that the assessment is first in the list of content inside Online Content.
11. For post-test adaptive exams, make sure that the assessment is the last in the list of content inside Online
Content
Next Steps
Test the exam by assigning the learning item to a test user and working through the exam. This is a complex
configuration, so testing helps you find problems and fix them before you assign the learning item to users.
Previous task: Adding Objectives for Adaptive Exams [page 647]

17.3.2.2 Adding Objectives to Exam Assessments
Add objectives to exam assessments when you want the exam to test users' proficiencies in a learning objective by
drawing on a bank of questions associated with the objective.
Prerequisites
The objective must exist in Content Objectives . In most cases, you also want to add them to content objects
or learning items to create a connection between the course or content and the objective it addresses.
For the objective to be useful, you must also go to Content Question Library add questions and then
associate the questions with the objective. You can continue to associate questions with objectives after you add
the objective to the exam, but you should add most questions to the objective before adding the objective to the
exam assessment.
Context
There are two reasons to add objectives to exams:
● You want to test users proficiency in a learning outcome (an objective) and you want to draw randomly from a
set of questions in an objective pool.
● You want to draw questions randomly from the objective pool, but you also want to create an adaptive exam.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Assessments .

2. Find and open the unpublished exam that you want to add objectives to.
You can’t add objectives to quizzes or published exams.
3. Go to Menu Questions .
4. At the bottom of the left panel, click  Add and then click Objective.
5. Select the objective that you want to add to the exam.
Related Information
Question Library [page 661]

The Relationship Between Questions and Objectives [page 673]
Enabling the Question Library [page 662]
Adding Questions to the Question Library [page 662]

17.3.2.2.1 Randomization in Exams
Randomization varies the questions, the wording of the questions, and the order of answers in exams at run time.
You can design questions so that when two different users are assigned the same exam, each sees different
questions. Both exams measure the learners' understanding of objectives, but each copy of the exam use a
different set of questions and a different variation of the answers to measure the users.
Related Information
Question Randomization [page 653]

Variant Randomization [page 664]
Answer Randomization [page 663]
17.3.2.2.2 Objective-Based Question Pools
Objective-based question pools are a set of questions that all measure the same learning objective.
All the questions associated with an objective go into a question pool. Later, when an exam tests learners' on that
objective, it randomly draws from that objective's pool of questions.
 Note
Question pools are a prerequisite to adaptive exams.
An exam can be a mix of questions from pools and questions that have been directly selected for the exam. This
can be common, for example, if you have a few introductory questions that you always want to ask on every exam
and then a set of objectives that you want to measure. When you mix directly selected questions and questions
from pools, the following rules apply:
● If a question is in a pool that the exam is using and you also directly select it for the exam, then the directly
selected question is no longer part of the pool. The number of available questions decreases by one.
● A directly-selected question has its own point value, independent of the objective.
● The directly selected question retains its relationship with the objective. If you use the objective to set and clear
flags for adaptive exams, all questions from the objective pool count toward the flag and the directly selected
questions from the objective also count.

17.3.2.2.3 Adjusting the Behavior of Objectives in Exams
Adjust the behavior of objectives in exams to change the default points peer question, the number of questions to
include, and the passing percentage for the objective (as opposed to the exam).
Procedure
1. Go to SAP SuccessFactors Learning and then go to Content Assessments .

2. Open the exam with the objective that you want to modify.
3. Click the locale that you want to edit.
You usually want to edit the primary locale, and the primary locale is usually English.
4. To change the default points per question and the required points per question for randomly included
questions, set Points per Question.
5. To set the required number of questions to include from the pool, change Number of Questions to Include.
6. To set the percentage of points that must be answered correctly to pas the objective, set Passing Percentage.
7. Click OK.
17.3.2.2.4 Adjusting the Behavior of an Objective
Adjust the behavior of objectives to change the points per question for required questions and the inclusion rules.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Content Assessments .

2. Open the exam with the objective that you want to modify.
3. Make sure that the locale that you want to edit is unpublished.
You can’t change the behavior of questions in an objective if the exam locale is published.
4. Click the unpublished locale that you want to edit.
You usually want to edit the primary locale, and the primary locale is usually English.
5. Select the objective that has the questions you want to edit.
6. Choose  Settings.
The Objective Settings dialog opens.

7. To change the points for mandatory (always included) questions, for this objective in this exam, change Points
per Question.
8. Enter the number of questions to include in the objective.
9. Enter the required percentage to pass this exam in Passing Percentage.

10. Choose OK.
17.3.2.3 Question Randomization
Question randomization assures that each instance of an exam includes different questions presented in a different
order.
Randomization for Free-Floating Questions
To increase the variation of the exams that you present to learners, you can introduce question randomization in
the exam settings. At run time, when SAP SuccessFactors Learning creates an instance of the exam, it places free-
floating questions in a random order. The setting applies only to free-floating questions, not to questions in an
objective.
Randomization in Objectives
When you associate questions to an objective and you add the objective to an exam, you also set a number of
questions that must be drawn from the pool of questions on the objective. When SAP SuccessFactors Learning
creates an exam iteration, it draws questions randomly from the pool. For example, if an objective pool has 20
questions and you configure the objective in the exam to include 10, then SAP SuccessFactors Learning randomly
chooses 10 questions from the 20 and presents them to a user in a random order. The next user to take the exam
sees a different, random 10 questions in a different, random order, and so on.
Randomization is not the primary purpose of question pools. They are best used to bind together questions based
on a testable objective so that you can create adaptive exams. Including questions by objective is one way to
include questions on exams.
17.3.2.4 Previewing an Exam
Preview exams to see how they appear to users at run time.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Content Assessments .

2. Find and open the exam that you want to preview.
If you have the exam open already, go to Menu Exam Overview .

3. For the locale that you want to preview, click Preview  .
17.3.2.5 Exam Assessment Settings
Exam assessment settings control how users interact with the exam assessment.
To change the value of exam settings, open the exam in Content Assessments , select the item you want to
edit, and then go to Menu Settings . To see the specific behavior of each of these settings in your
environment, please preview the exam.
To configure the assessments to generate unique exams for printing and recording scores in the system go to
Menu Print Exam .
General Exam Settings

Active When set active to YES, the exam is available for assignment to
online items, for reports, and for revision.
Proctor Settings
Proctor code is required to begin exam When you check this box, the instructor must enter a proctor
code in order for a student to begin the exam.
Proctor must be an authorized instructor for the item When you check this box, the system enforces that the instruc
tor must authorized for the item.

Exam Behavior
Exam Type Exams can be sequential or free-form. Sequential exams re

quire users to answer each question in order before they can
move on to the next question. Free-form exams allow the user
to move backward and forward in the list of questions regard
less of whether they have answered the question. To read more
about sequential and free-form exams, see Exams.
Feedback Display You can choose from among these options to determine how
the exam offers feedback to users when they interact with the
exam:
● No Feedback withholds all feedback from users as they

progress through the exam.
● Show Feedback Only shows the answer feedback that you
write for each question, but does not mark the correct an
swer for the user.
● Show Feedback and Correct Answer Choices shows the
answer feedback that you write for each question, and it
marks the correct answer for the user.
Exam Attempts Limit The number of times a user can attempt the exam before los
ing permission to access the exam.
If you type 0, users can attempt the exam an unlimited number

of times.
Display Points to User If set to YES, then users see the points of questions when they
take the exam.
Resumable When you set this to YES, then a user is allowed to log off in the
middle of an exam and complete it later. If the checkbox is not
selected, users must complete it in one session. To add a time
duration to an exam, it must not be resumable.
Randomize Questions If set to YES, the sequence of the questions is random. If set to
NO, then the questions appear as you see them in the exam
workspace. The sequence of the questions in the objective is
also as it appears when you view the objective.
Time Duration The maximum length of time a user has to complete the exam.
Timed assessments cannot be resumable.

Post Exam Behavior
Results Summary When set to YES, users see the overall results of their exam at
the end of the exam, including their score.
Results Details When set to YES, users see the results of their exam at the end
of the exam. The details include the percentage that users re
ceived overall, an overview of the questions and objectives, and
how they scored on individual questions and questions in an
exam.
Allow Exam Review When set to YES, users have the opportunity to go back and re
view the exam iteration.
Passing Percentage The minimum percentage of correct points of the total that re
sult in a passing grade. If a user's score is within one half of a
percentage point of the pass percentage value, the score is not
rounded up to the minimum passing grade.
Post Exam Actions
Lock Exam Select Exam Passed to prevent users from accidentally retak
ing the exam and changing their scores after they pass.
Select Exam Failed to require an intervention from an instruc

tor or administrator when users fail. You can go to the users'
record in People Users Content Status to unlock the

exam.
Lock and Exit Item Select on either Exam Passed or Exam Failed to prevent users
from going back and looking at the learning item after they ei
ther pass or fail the exam.
Content Object Completion
Use content object completion settings when you create adaptive exams.

Clear All Objective Flags This setting applies when users have failed the overall exam
and is usually set for adaptive post-tests. When you select this
checkbox, the Needs Review flag is set, and the Complete flag
is removed for all objectives in the exam for the current learn
ing item. It is the most severe consequence for a user failing to
achieve the overall passing exam score. The user loses credit
for completing all objectives that are represented by a question
on the exam, even if he or she passed the objective. The user's
curriculum status is only affected for the item in which this
exam appears.
Set Flags for Passed objectives This setting applies when users have passed objectives. In
most cases, it applies to adaptive pre-tests and in those cases,
you set it for Exam Passed. The user receives credit for passing
objectives. For passed objectives, Needs Review flags are
cleared, and Complete flags are set. Users can pass specific
objectives and fail the overall exam.
A selection of Exam Failed is uncommon because regardless of

whether you select it for Exam Passed or Exam Failed, the be
havior is the same: the Complete flags are set for passed ob
jectives. In most cases, if a user fails an exam, then Complete
flags are not important. You usually want some larger process
to take over: for example, the user must retake the learning
item, lose credit or qualification, and so on. In the case of failed
exams, you typically select Exam Failed in Clear All Objective
Flags or Exam Failed in Clear Flags for Failed Objectives.
Clear Flags for Failed Objectives This setting applies when users have failed an objective. Flags
are cleared for failed objectives only. Passed objectives are
handled by Set Flags for Passed objectives and Clear All
Objective Flags.
The most common case for this setting is to select both Exam
Passed and Exam Failed when you create an adaptive post-test.
Printed Exams
An assessment can be printed so that the student can be administered the exam in hard copy format, and their
scores can be entered manually by the administrator using the scoring interface.

Generate Unique Exams This applies when you want to print a certain number of unique
exams. When you enter a value from 1 to 999 and select the
Generate button, the selected number of unique exams ap
pears in the table.
Print an Exam When you select one or more Exam Iteration IDs, you can then
select Print Exam and Print Answer Key to have the exams and
answer keys appear in a printable HTML format.
Record Scores Once the printed exam is complete you can select Score for
each Exam Iteration ID and then enter the student's User ID
and the Item ID to display the list of exam Objects that were on
the student's printed exam.
You can now enter the User Answers for each Question
Number. When you are done, select Finish and you will have the
option to Record Another User or Go Back to Exam Iterations.
17.3.2.6 Exam Localized Settings
The localized exam settings are unique to a particular language.
To access localized settings, open the exam in Content Assessments , select the locale you want to edit, and
then go to Menu Settings . Click Localized Settings. To see the specific behavior of each of these settings in
your environment, please preview the exam.
This field... ...Is Used as Follows
Locale Use to switch the settings to a new locale without going back to
the exam overview page.
Exam Name The name of the exam in the locale you set.
Description A description of the exam to help identify it from among other

exams in the system.

Messages The Additional information on welcome page message is the

text that users for this language see before they take the exam.
Leave it blank if you do not want a welcome message.
The Success and Failure messages is the text that users for this
language see after they take the exam, and depending on if the
pass or fail. Leave them blank if you do not want completion
messages.
The Additional message for Proctored Exams message only ap

pears of the exam was indicated as a proctored exam. This is
additional text that you can use to inform users about how the
exam is administered.
17.3.2.7 Information About Migrating Legacy Questions to

Assessment Question Library
To migrate questions from the legacy system to assessments, you export them with the legacy tool and import
them with the assessments tool. During that process, you need to be aware of some differences.
● The legacy question editor allows setting different points for each variant in a question. In question library,
variants can have different point values.
○ If you want to use different points for variants, then edit export file before importing to the question library.
○ If you want variants to maintain the same point value, you can simply import the file so that all variants
begin with the same point value. You can change this later in Question Library.
● Review the legacy question export file and make required edits before importing to Question Library. For
example, if any label other than True/False is specified for True or False questions for an answer choice, then
the question library import rejects it. Check errors to resolve issues.
● Data related to unsupported features is not migrated: keywords and custom fields.
● If the legacy question editor True or False question has formatting for answer choices, it is stripped by the
question library import.
● If the legacy question editor question has multiple images in question text or answer choice, the question
library import process imports only one image.
● If the legacy question editor question has images outside of the question text and answer choice, the question
library import ignores the images.
17.3.2.8 Behaviors for Assessments after Exam Publication
Assessments have behaviors that prevent you from making mistakes after you publish an exam.
After you publish an exam, it is available to users to assess their learning. To protect the intent of the test, we
impose these rules after you publish:

● You cannot add questions and objectives cannot be added to the exam.
● You can remove existing questions and objectives, provided that all questions and objectives are not removed.
That is, the exam must have at least one question.
● You can edit question text. New revisions of in-use questions are automatically created and they become
available to future exam iterations.
● When you add new answer choices to any question, we automatically create a new version of the question. If
the previous version was available, then it continues to be available to exams until the new version is made
available.
● In the objective setting Number of questions to include, you can update the value provided that Number of
questions to include is set to a value less than or equal to the number available questions in the objective.
● You can update the objective inclusion rules (Always, Never, Randomly), provided that there are enough
available questions in the objective, and that the number of Always questions is <= number of available
questions in the objective.
 Note
Other actions are allowed. For example, you can add questions to a published exam.
17.3.2.9 SAP SuccessFactors Learning Assessments
You can match your needs to the best way to test user learning.
In SAP SuccessFactors Learning, an assessment is a generic term for measuring users' understanding or mastery
of content. We offer different kinds of assessments for different purposes. When you choose the right assessment,
you can do a better job of measuring users' mastery while doing less work to manage the assessment.
Using Quiz Assessments to Easily Create a Simple Test of Users' Knowledge
We designed quizzes with the simplest possible logic. When you create quizzes, what you see when you create the
quiz is what users get. A quiz does not includes less complex run time logic. Although it can vary the order of
questions and do some light logic, it lacks the ability to handle objectives, question variants, and so on. If you are
not taking advantage of learning objectives to test learning outcomes, quizzes can be a good option for you.
As a result of their simplicity, questions are local to the quiz where you create them. If the same question needs to
be asked in multiple quizzes, the question must be added and maintained separately in each quiz.
Features of quizzes:
● Multiple question types:

○ True/False
○ Multiple choice - Single Answer and Multiple Answer
○ Drag and drop ordering
○ Fill in the blank (free text)
● Translation support with ability for users to take a quiz in their language of preference
● Import/Export of quizzes and quiz questions
● Feedback to users based on correct/incorrect responses to questions

● Pretest and post-test messages for test takers
● Reporting on quiz results and usage
Using Exam Assessments to Create Powerful Tests of Users' Knowledge
We designed exams to handle more complex evaluations with more complex logic, particularly for users who Exams
can use logic to randomize questions, pose variants of questions to test users' knowledge in different ways, self-
select questions from a pool of questions for an objective, and so on. The more powerful logic means that each
users' exam correctly tests users' knowledge but two individual users can get two different sets of questions. As a
designer, you can draw from an independent bank of questions. Exams reference questions but those questions are
not directly a part of the exam.
As a result of their flexibility and power, exams require more attention from a designer.
Features of Exams:
● Exams have all quiz features in terms of support for question types, images, translations, feedback, pretest and
posttest messages.
● Exam questions are shared among exams. If you create a question in the question library, it can be used in any
exam in your system; conversely, exam questions automatically become part of the question library, allowing
for centralized question management.
● Questions have revisions to keep up with changing standards. For example, if a governing body changes
regulations and you need to keep up with the change, you can revise the question to keep pace. We support
reporting at the version level.
● Question variants test the same knowledge in different ways from user to user (to prevent cheating) or in
repeated exam attempts by the same user (to eliminate guessing and ensure learning effectiveness). For
example, a question can be asked with a true/false question or with a fill in the blank question.
● Objective pools enable testing for specific learning objectives and analyzing learning effectiveness (Kirkpatrick
Level 2 Evaluations). For example, you might want to test financial regulations as a whole, but you might also
want to know how well users met an ethics objective. This feature, along with variants, enhances the
randomization capabilities of exams.
17.4 Question Library
The SAP SuccessFactors Learning question library includes all the questions in your system: questions that you
can add to an exam.
You build a question library so that you can measure users' ability to answer specific facts or to address specific
learning objectives. Questions are the foundation of good exams.
 Note
Exams draw questions from the library but quizzes don’t.
Your question library includes all questions in your system. Most companies organize questions by associating
them with objectives to create question pools.

17.4.1 Enabling the Question Library
Enable the question library for administrators so that they can build a set of questions that can later be used in
exams.
Procedure
Management .
2. Find the role that should get the permissions to use the question library and open the role.
3. In Permissions, assign the permissions that grant the access that you want for the role.
You can add some or all permissions to the role. You might, for example, want one role to search for and view
questions in the library, another to create questions, and a third to export the questions.
For more complex security setup, including security domain groups, read the security guide.
○ Add Question to Library

○ View Library Question
○ Edit Library Question
○ Delete Library Question
○ Copy Library Question
○ Add Revision to Library Question
○ View Objective Questions from Library
○ Search Library Question
○ Export Data (to export questions). If you want the role to export questions, you must also give the role
access to search and view questions because search and view are required to export.
17.4.2 Adding Questions to the Question Library
Prerequisites
Before you can add questions to the question library, the question library must be enabled.
Procedure

2. Click Add New.
The Create Question dialog opens.

3. Type a unique question ID in Question ID.
4. Select a question type in Question Type.
A question type defines how users answer the question.

5. Assign a default point value for the question in Points.
6. Set a default locale for the question.
The default locale is the source language for the translation.

7. Provide a description about the question.
8. Select a security domain for the question.
9. If you know the objective that the question tests, add the objective in Objective.
When you add objectives to questions, the question is added to the objective question pool.
10. Select Active to make the question usable in the system.
11. Choose Create.
Next Steps
After the question opens, you can refine it or you can choose Add Question to add another or you can add a variant
to the question.
17.4.2.1 Answer Randomization
Answer randomization tells exams to present potential answers to users in a random order.
We recommend that you randomize answers because it makes question design easier. When you randomize
answers, you don't have to worry about where you place the correct answer because the correct answer can
appear anywhere in the list at run time. You can, for example, put all your correct answers first in the list of answers
and rely on the exam to mix the correct answer with the other answers. Additionally, when you randomize answers,
you reduce the possibility of cheating on exams because users cannot tell each other which choice to make (first,
second, third) for any question on the exam.
For example, imagine that you want to write a question that tests learners' knowledge of the solar system. If you
type the question stem “Which planet is closest to the sun?” you can type the answers in this order at design time.
If you randomize answers, then at run time, Mercury can appear in any position in the list.
1. Mercury
2. Jupiter
3. Earth
Answer randomization works when the order of the answers is changeable, so it applies to multiple choice/multiple
answer and multiple choice/single answer question types.

 Tip
Do not randomize Multiple Choice question types if the order of the answers is important. For example, do not
randomize if you use an all of the above or none of the above answer.
Related Information

Randomizing Answers for Exams [page 665]
17.4.2.2 Variant Randomization
Variant randomization assures that when an exam selects a question, the exam randomly picks one variant of the
question to present to the user.
Variant randomization is built into questions. If you create more than one variant to a question, and the question is
pulled for the exam, the exam randomly selects one of the variants and presents it to the user. Variant
randomization helps assure that each learner's questions are slightly different from other learner's questions.
Related Information
Question Variant Examples [page 672]
17.4.3 Adding a Variant to a Question
Add variants to a question to add diversity to your questions.
Context
A variant is another way to ask the same question. For example, you can test users' knowledge that they should
wear hard hats on building sites by asking "Name the places where hard hats are required" and also asking "True or
False: Hard hats are required on building sites." When you add variants to a question, you can introduce variant
randomization.

Procedure

2. Search for and open the question that you want to add the variant to.
3. Click Add Variant.
4. Select a question type.
5. Add the question and answers for the variant.
Next Steps
You can continue to add variants or switch between variants by selecting individual variants from the Variant list.
17.4.4 Randomizing Answers for Exams
Randomize answers when you want to the answers (correct and incorrect) placed in random order at run time.
Context
Randomizing answers creates a more secure exam because users cannot predict a pattern to the order. They
cannot, for example, know that the first answer in a question is always correct. It also saves you time when you
create questions: you don't need to think about where you place the correct answer: the iteration moves it for you.
Randomization is not helpful in some cases. Questions like fill-in-the-blank or true/false do not benefit from
randomization. Consider disabling question randomization for questions that use “All of the Above” or “None of the
Above” type of answers. If you enable randomization in this case, the “All of the Above” and “None of the Above”
distractors can, at run time, have nothing above them.
Procedure

2. Search for and open the question that you want to randomize the answers for.
3. Open each variant that you want to randomize the answers for.
4. Select Randomize Answers.
5. Click Save.

Related Information
Answer Randomization [page 663]
17.4.5 Creating a Fill-in-the-Blank Question
Create fill-in-the-blank questions to require users to type an answer instead of selecting it from among a list.
Context
Fill-in-the-blank questions reduce the ability of users to guess an answer from a set multiple-choice answers, but
fill-in-the-blank questions are also more complex, especially if you’re translating the questions. When you translate
fill-in-the-blank questions, work closely with a translator to define both the question and the potential answers.
Procedure
1. Go to SAP SuccessFactors Learning Administration, go to Content Question Library Add New. .

2. Fill out the mandatory fields and inQuestion Type, select Fill-in-the-Blank.
3. Choose Create.
The question editor page opens.

4. In the question editor page, choose  Add Variant to add a variant.
If you already have a question and you want to add a fill-in-the-blank variant, open the question and then click
Add Variant.
Question Type Uses and Examples [page 670]
Supported Question Types [page 670]

5. In the Question box, type a question and type a double underscore (__) to tell the user where the blank is that
they must fill in.
For example, if you type The color of the grass is __., you tell the user that they need to fill in the last
word in the sentence.
6. In Answers, type a primary answer, which is the answer that you expect most of the time.
7. Click + Add Alternate and add an alternate answer, which is an acceptable answer even if it isn't the one you
would expect.
For example, if you typed The color light with the longest visible wavelength visible to
the human eye is __., then you can type a primary answer of Purple and a secondary answer of Violet.
You expect most English speakers to choose the word “Purple”to describe the color, but “Violet” is an
acceptable synonym.

 Note
It’s the alternative answer that can be tricky in translated questions. Languages often have variations of
words that express the meaning of the answer Your translator needs to consider these alternative words for
the target language.
8. Provide feedback to be displayed.

9. Choose Save.
Related Information

Adding a Variant to a Question [page 664]
17.4.6 Modifying Objectives in Existing Questions
If you already created a question, you can still associate it with an objective to add it to a question pool.
Procedure

2. Search for and open the question that you want to associate to the objective.
3. Click  Settings.
4. Select an objective in Objective.
Related Information

The Relationship Between Questions and Objectives [page 673]
Objective-Based Question Pools [page 651]

17.4.7 Changing the Point Values of Existing Questions
You can change the point values of questions after you create them to change their default values in exams.
Procedure

2. Search for and open the question that needs the new point values.
4. Set a new number of points in Points.
Related Information

Question Point Values [page 671]
17.4.8 Inactivating and Activating Questions
Inactivate questions when you no longer want to use them or see them in reports. Activate inactive questions to
begin using them again.
Context
practice.
Procedure

2. Search for and open the question that you want to inactivate or activate.

4. Select Active to activate the question or clear it to inactivate the question.
17.4.9 Previewing Questions
Preview questions to see how they appear at run time.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Question Library .

2. Find and open the question that you want to preview.
3. Select a variant that you want to preview.
4. Click Preview  .
17.4.10 Adjusting Point Values of Questions
Adjust the point values of questions when you want to weight questions differently in an exam.
Context
You can weight questions differently by assigning different point values. For example, two questions with a point
value of 1 have the same weight as one question with a point value of 2. If a user answers both 1 point answers
correctly but the 2 point question incorrectly, the user has effectively earned and lost the same number of points
toward passing the exam.
Procedure
1. Go to SAP SuccessFactors Learning and then go to Content Question Library .

2. Open the question with the weight that you want to change.
3. Click Settings  .
4. In Points, change the weight of the question.
 Remember
Points, and weights, are relative to other questions, so be sure that you have a weighting system and that
you are following it.

5. Click Save.
17.4.11 Question Type Uses and Examples
A well-phrased question is the most important way to accurately target a question at users' knowledge, but you can
also use the question type target the question.
Question Type Examples
Question Understanding of the Set Question Type
Which of these is a terrestrial planet? Can the user can identify the whole set of Multiple Answer
planets that are terrestrial?
Which group of planets does Earth be Can the user put one planet into the cor Single Answer
long to? rect set of planets?
What is the name for the set of planets Can the user name the set? Fill in the blank
that are rocky and closest to the Sun?
True or false: Earth is a terrestrial planet. Can the user identify a single planet as True/False
either in or out of the set?
Place the terrestrial planets in the correct Can the user order the set correctly? Ordering
order, starting closest to the Sun.
17.4.11.1 Supported Question Types
Select the correct question type to correctly challenge users on their knowledge.
Question Types
Question Type Description
Single Answer This is a multiple choice question. Users select one answer from the list of possible an
swers. Although you can write a question that includes an “all of the above” answer to
encompass more than one correct answer, we recommend you use Multiple Answers
for situations where more than one answer is correct. Multiple answers give you a bet
ter idea of what users thought was correct and incorrect.
Multiple Answers This is a multiple choice question. Users select more than one answer from the list of
possible answers. You designate one or more answers to be correct, so you can use
multiple answers even when only one answer is correct. This forces users to consider
the other answers and lessens users' ability to apply the process of elimination.

Question Type Description
True or False Users are shown a statement and asked to decide if the statement is true or false. For
the statement, we recommend that you include only the information necessary for the
test. That is, if you want to build in distraction, do so through offering users more
choices instead of writing complex statements.
Ordering You present the user with a list of answers and users must place the answers in the right
order. Be sure to tell the user where to start or if the list is ascending or descending. For
example, you can ask the user to order the first four planets in the solar system, but tell
the user that the order starts at the sun and moves out into the solar system. Or ask the
user to rank nations by their carbon emissions, but tell the users to start with the high
est-emitting nation. You type the answers in the correct order and the quiz randomizes
the order at run time.
The randomization option doesn’t appear in the ordering type because the answers are
always randomized.
Fill-in-the-blank Use fill-in-the-blank to test users knowledge of an answer in context. Users see a state
ment and see a blank space in the statement where a word or phrase is missing. They
type the missing word or phrase.
In fill-in-the-blank questions, you can give the user alternative answers. Give the user al
ternative answers when spelling can differ (gray vs gray, for example) or when you don’t
want to penalize users for a typo (its vs its, for example). You can also use alternative
answers when more than one term is acceptable (U.N. vs United Nations, for example).
You don’t need alternative answers for capitalization because the answer evaluation is
not case sensitive: the exam accepts both "Earth" and "earth" as a correct answer.
 Caution
Fill-in-the-blank questions can be more difficult than other question types to trans
late because you insert a translator between the quiz creator and the user. Work
closely with translators for fill-in-the-blank question answers.
 Note
All locales must have the same number of alternate answers.
17.4.12 Question Point Values

Question point values weight the relative importance of each question on an exam.
Not all questions on an exam are equally important. For example, in an exam about standard operating procedure,
heath and safety questions might be more important than questions about quality. To make questions more or less
important, you assign point values. A question with a point value of two is twice as important as a question with a
point value of one. When exams are scored, the point value is a factor in grading.
You can assign default point values to a question when you create it. If you assign the question to an objective, you
can assign a different point value when you add the objective to an exam.

17.4.13 Question Variant Examples
In SAP SuccessFactors Learning, question variants are different ways to ask questions to test users' knowledge of a
single fact or idea.
When you create questions in the question bank, each question has at least one variant but can also have multiple
variants. These examples illustrate variants and how they can be used.
Testing the Safety Equipment in a Laboratory
Imagine that you want to test users' ability to identify the safety equipment in a lab: eye goggles, safety aprons, and
surgical gloves. You can create two different variants to test the knowledge:
You could structure the first variant as follows:
● Stem: What safety equipment do you need to walk into a laboratory?

● Type: Multiple Answer/Multiple Choice
● Distractors: Goggles, Protective Shoes, Safety Apron, Surgical Gloves, Air Mask
You could structure the second variant as follows:
● Stem: Which of the following is a required piece of safety equipment for a laboratory?
● Type: Single Answer/Multiple Choice
● Distractors: Protective Shoes, Goggles, Air Mask
Users can be randomly assigned the first or second variant when they sit for the exam, but both make sure that the
user can identify proper safety equipment for a lab.
Testing the Safety Equipment on a Construction Site
Imagine that you want to test users' ability to identify the safety equipment necessary on the construction site:
hard hat, protective shoes, and goggles.
You could structure the first variant as follows:
● Stem: If you are not part of the construction crew itself, you do not need to wear a hard hat.
● Type: True/False
● Distractors: True and False
You could structure the second variant as follows:
● Stem: The only required safety equipment for a construction site is a hard hat and goggles.
● Type: True/False
● Distractors: True and False

17.4.14 Question Versioning
Question versioning is automatic: if there are user responses to the question, and you revise it, your revision is
saved to a new version.
When you revise a question variant, you can keep the lower revision active (and therefore available to exams) while
you edit the higher, inactive revision. When you finish your editing the higher version and you are ready to release
the higher revision, you activate it. The system automatically exchanges the lower revision (now inactive) with the
higher, active revision.
17.4.15 The Relationship Between Questions and Objectives
When you create a relationship between questions and objectives, you create a way to test learners' on their
learning objectives.
A learning objective is a measurable learning goal. You can align content objects, content packages, and items to
objectives. When you do, you indicate that the content or the learning item should help users meet an objective.
When you also associate questions with objectives, you indicate that the questions measure users' actual ability to
meet the objective.
More practically, when you take the extra step to associate questions with objectives, you can create adaptive
exams and question pools because you’re no longer measuring learners' ability to answer a question but instead
their ability to meet an objective.
● Adaptive exams depend on objectives because when learners pass an objective, they can skip the content
object that addresses the objective. Adaptive exams therefore depend on questions in an objective as the
measurement tool. If a learner can answer the objective's questions correctly, the learner passes the objective.
● Question pools depend on objectives because when the exam draws from a pool, it draws the questions that
measure learners against an objective. For example, if an exam needs a set of questions to measure learners'
knowledge of safety equipment, the exam draws random questions from the pool that meet the safety
equipment objective.
Related Information
Modifying Objectives in Existing Questions [page 667]

17.5 Questions
View this section if you want to know about content questions.
The Questions section ( Content Question Library ) is the workspace for the Question Editor. Questions are
the basic building blocks of exams. Questions seek to test the basic understanding of one particular concept. To
answer a question successfully, users must correctly answer one of the question's variants.

To successfully use questions, you should understand the following concepts:
● Questions have one or more variant.

● Variants are composed of a stem, distractors, and supporting content.
● Variants have a type.
● Questions have a point value.
 Note
External Questions behave differently than the internal questions.
Questions and Their Variants
Every question has at least one variant, and each question usually has multiple variants. A variant is a different way
to ask the same question or to test the same underlying understanding. You can think of variants as two different
ways that ask the same question.
All the work of a question and the design of a question is done on the variant level. So to understand the parts of a
question the question type and the point value, you must understand variants. For an explanation of variants and an
example of variants, see Variant Usage.
The Parts of a Question Variant
Every variant of a question has the following parts:
● Stem: The question stem is the text area that first appears when you create a new variant. The stem appears in
reports and in the search results page of the Question area. It’s also the place where you should write the
question itself or the command to the user. For example, if you want users to read a story and identify the
safety risks, you could put the story in another text box but keep the question stem as: "Identify the safety risks
in the story below."
● Distractors: Distractors are possible answers to the question, including the correct answer. Depending on the
question type, you can have different amounts of questions that behave differently. To make a distractor a
correct answer, select its control (option button or check box).
● Supporting Content: Supporting content is any content that the end user needs to correctly use the question's
variant.
Question Types
Question types determine how users select answers and what answers are possible in a question variant. The
Question Editor supports the following question types:
● True/False: The user can select one of two distractors: True or False.
● Multiple Choice/Single Answer: The user can select one of multiple distractors.
● Multiple Choice/Multiple Answer: The user can select one or more of multiple distractors. Multiple answer
questions are either 100% right or 100% wrong. Users don’t receive partial credit. For example, if a multiple

answer question has two correct answers and users pick one of the two correct answers, they receive no points
for the question. If users pick both correct answers, they receive all the points for the points.
● External Question: External Questions are a record that corresponds to questions that are served from a URL
outside SuccessFactors Learning Administration.
Hard-Selected Questions
Hard-selected questions are ones that you hard-code into an exam to make sure that they appear. When you hard-
select, you choose a particular variant of the question in the Questions tab of the Exam. Hard-selected question
variants always appear on the exam.
17.5.1 Question Editor
View this section if you want to know about the Question Editor.
The Question Editor is located in the Questions section ( Content Question Library . It manages the questions
that go into exams. Use the Question Editor to create questions and variants that you want to present to users
during an exam. To use the Question Editor, you need to understand questions, exams, and objectives.
The Question Editor has four sections, each of which has its own controls:
● The Workspace - Contains the questions you design, including each of the variants to the question.
● Question Metadata - Contains information about the question to help you, as a designer, find and understand
the questions.
● Objective Information - Contains the objective that the question is associated with. Objectives are one way to
pool questions.
● Variant Usage - Contains a map of exams where the variant is used.
17.5.1.1 Variant List
View this section if you want to know about the Variant list in the Question Editor.
The Question Editor Variant list contains all variants of a question. Variants are each a different way to ask a
question, like different word problems that ask the same underlying arithmetic problem. Click Expand to see all
variants of the question. The variant list contains some critical information about the variants:
Variant Status Icon The Variant Status icon changes depending on what you can
do with the variant. If you can delete the variant, the Delete
Variant button appears. If it is part of an exam (and therefore
cannot be deleted), the Exam button appears.

Variant The unique ID of the variant. Each variant has a unique ID that
is assigned sequentially as you add variants. It is a system ID
that is relevant to keeping the variants distinct.
Revision As you revise the variant, the revision number increases.

Higher revisions have been saved more often.
Type The type of answers that can be given to the question.
Question Settings Settings that control the behavior and scoring of the question.
To understand the settings, see About Questions.
Active Select to make the variant revision active. Only one variant re
vision can be active at a time. To learn more about active revi
sions, see Active Revisions.
17.5.1.2 Questions Palette
View this section if you want to know about the Questions Palette in the Question Editor.
The questions palette contains all the questions that you want to work with. You can click the different questions in
the palette to open the question (and its variants) in the workspace.
Function …Is Used as Follows
Open All/Close All links Use the Open All and Close All links to expand all the questions
to see all their variants or collapse all the questions to hide
their variants.
Question Type Codes Each variant's question type is represented by a code:
● T/F: True/False
● MCSA: Multiple Choice, Single Answer
● MCMA: Multiple Choice, Multiple Answer
Save Button The Save button saves the questions.
Remove Changes Button The Remove Changes button reverts the changes since the last
time you saved.

17.5.1.3 Actions Menu
View this section if you want to know about the Actions menu in the Question Editor.
The Question Editor Actions menu contains some commands that duplicate toolbar commands, but some
commands can only be found in the menu.
Action …Is Used as Follows
Add Distractor Adds a distractor, which is a possible answer. The behavior of

the command depends on the type of question you select.
Delete Distractor Deletes the selected distractor, which is a possible answer.
Clean Up Question Resets the question objects to their default positions: aligned
to the left with distractors under the question stem.
Edit Image Enables you to edit an image.
Preview Variant Opens a preview of the question to give you a rough idea of
how it looks in a runtime exam.
Add New Variant Adds a new variant to the question. You can only add variants
once you have saved the first variant.
Revise Variant Creates a new revision of the active variant (the one selected in
the variant list). Variants can have multiple revisions, but only
one active revision. To set the active revision, select its Active
check box in the variant list.
Delete Variant Deletes the variant that is currently selected in the variants
area and that appears in the workspace. If a question has only
one variant, you cannot delete it.
Copy Question Copies the question and all its variants. You must give the new
question a unique name. Copying questions is a useful way to
copy objectives and question metadata into a new question,
but if you want to ask the same question in a different way,
consider adding a new variant.
Reset to Last Saved Reverts your work on the variant to the last time you saved.
17.5.1.4 Question Metadata
View this section if you want to know about the Question Metadata area in the Question Editor.
The Question Metadata area allows you to change the general information about the question, including the
question name itself.

Question Name The name and unique ID of the question.
the administrators who can access the entity. A security do
main is an attribute of some SuccessFactors Learning Adminis
tration entities (but not all entities have security domains).
Your role determines which security domains you can access.
What an administrator can access and do for an entity de
pends on how you configured the permission restrictions of the
role ID that is associated with the administrator. For more in
formation about how you can configure access to entities, see
System Administration Security .
Description Question descriptions appear only to administrators. Use them

to communicate with other administrators about the purpose
of the question and different variants.
Keywords Keywords are a search field when you or other administrators

are looking for questions. You can, for example add the key
word MATH to any math questions you ask. When you search
for questions with MATH in the keywords field, then you re
trieve all the math questions.
Custom Fields You can use custom fields to assign a value for any custom
fields ( System Administration Custom Fields ) that were

added for this entity type. If the custom field accepts only ref
erenced values, then you can select one of those values from
the associated list; otherwise, you can enter any value up to 40
alphanumeric or special characters in the associated box. A
custom field is referenced when the value of the custom field
can be selected only from a limited set of options that an ad
ministrator defines. For example, you can use custom fields to
identify the skill that the question is meant to test.

External Question Fields External questions behave differently than questions you cre
ate in PQE. Each of the following fields is supplied by the con
tent server that serves the external question.
● URL: The URL that accesses the question.

● Content Server Wrapper URL: The URL to the content
server.
● Communication Proxy URL: The URL for the communica
tion proxy.
● Allow Cross Domain Communication: To allow cross-do
main communication between the domain where the ap
plication runs and the domain where the content server
runs, cross-domain support must be enabled in the
LMS_ADMIN configuration. To learn more about cross do
main communication, see the System Configuration
Guide.
17.5.1.5 Objective Information
View this section if you want to know about the Objective Information section in the Question Editor.
Associating questions with objectives is a way to make exams adapt to user's answers. To learn more about the
relationship between objectives, questions, and exams, see Question - Objective Relationship.
Objective Name The name of the objective.
Domain The domain of the objective. Domains control security; admin

istrators have access to only some domains.
Active If the domain is inactive, it is not useful to adaptive exams.
Online Under normal conditions, objectives are online. When an objec

tive is not online, users are locked out of any online material
that incorporates the objective. In the event an objective's re
lated content is discovered to be flawed or misleading, taking
an objective offline prevents users from incorrect associations
or materials. The Online setting is controlled in the Objectives
area.

17.5.1.6 Variant Usage
View this section if you want to know about variant usage.
The Variant Usage section tells you the exams that use variants of the question.
Variant The unique ID of the variant. To see another variant of the

question, select it in the variant list.
Revision The current revision of the variant.
Stem The place where you write the question.
Exam Name The name of the exam that uses the variant.
Active Whether the exam is active or not. Inactive exams are not in
use but are saved in system in case your organization decides
it wants to use it later.
Presented Denotes a required question.
Variant Usage by User Lists the usage for:
● Number of Exams
● Users who Took Exams
● Answered Variant
● Answered Correctly
Related Information
Variant List [page 675]
17.5.1.7 Exams
View this section if you want to know about exams.
Exams are groups of questions that you can associate with Learning Items. Although every item is a group of
questions, you can create sophisticated behavior by changing the settings of the exam and the method you use to
associate questions with the exam. You can use the following kinds of exams, which can be combined to design the
exact type of exam you want to present to the user (for example, a sequential, timed, and adaptive exam). To
understand behavior, you also need to understand How Questions are Selected for Exams, Question Behavior, and
Exam Point Values.
● Timed Exam: Users must complete the online exam in the time allotted.

● Sequenced Exam: Users must answer questions in the order they are presented.
● Feedback Exam: Users see feedback during or after an online exam.
● Printed Exam: Users who do not have access to computers for the exam take a unique printed exam, and their
scores can be input later. By default, exams are online.
● Adaptive Exam: Users take online pre-tests or post-tests and the online learning item associated with the exam
adapts to the user's success or failure in an objective: users skip or finish objectives they pass and take or
repeat objectives they fail.
● Surveys: Users are asked questions to find their opinions on subjects. Surveys are not scored.
17.5.1.7.1 Timed Exam
View this section if you want to know about a timed exam.
A timed exam requires users to finish an exam in an allotted time. The timed exam is available in online exams. By
specifying a duration on the exam Summary tab, you make the exam a timed exam. The following rules apply to a
timed exam:
● If the exam is timed and displays feedback ( Content Exams Summary Feedback ), the time it takes
for the system to display feedback is counted against the duration.
● If the exam is timed, the time to load a question in the browser is not counted against the duration. For
example, if the user has a dial-up connection and the questions have many images associated with them, the
time it takes to download the images do not count against the user.
● If the exam is timed, then the exam cannot be resumable (the Content Exams Summary User can stop
and resume exam before it is scored (non-timed exams only) check box must be clear).
● If the exam is timed, the system grades the exam when the user is finished answering the questions or the
duration runs out (whichever is first).
At run time, a timed exam behaves in the following ways:
● Users see a count-down clock that shows them the time they have left in the exam.
● When a user runs out of time during an exam, the user sees a message that time has expired and that the exam
will be graded.
● When time expires on a user, the exam is graded immediately.
● After an exam is graded, the user sees his or her grade.
After exams are complete, the system stores the actual time that each user took to finish the exam. The actual time
appears in the following places:
● The user's learning history

● The administrator's Object Details page of the Users section
● The details section of some learning reports
17.5.1.7.2 Sequenced Exam
View this section if you want to know about a sequenced exam.
Exams always have a sequence setting. They’re either sequential or non-sequential (free-form).

● Sequential presentation exam: Users must answer each question when it’s presented before they can move on
to the next question. Users can’t review questions they have already answered until the exam is scored. You can
prevent users from any review by clearing the Reviewable Exam check box. Users must finish the entire
sequence before receiving any feedback. Users receive feedback according to the rules you set in the Feedback
options.
● Free-form movement exam: Users can skip questions and move backward and forward through the exam
regardless of whether or not they answer questions. The user receives no feedback after individual questions
are answered. Instead, users receive feedback when they click the Grade Exam button to indicate they’ve
finished the exam and the exam is scored. Until that point, users can change answers any number of times for
any question.
17.5.1.7.3 Feedback Exam
View this section if you want to know about a feedback exam.
All exams must have a feedback setting (in the Summary). You can set the exam to provide feedback in one of the
following ways. If your exam is also timed, then remember that the time it takes to show feedback is counted
against the user's allotted time.
● Show only correct Feedback: Shows feedback to user only when they answer the question correctly.
● Show only incorrect Feedback Shows feedback to users when they answer the question incorrectly.
● Show both correct and incorrect Feedback: Shows feedback to the user whether they answer the question
correctly or not.
● Don't show any Feedback: Does not show feedback, even if the questions have feedback settings.
17.5.1.7.4 Printed Exam
View this section if you want to know about a printed exam.
By default, exams are online, but you can also create a printed exam. A printed exam is a useful way to present
exams to users who have no access to computers for the exam. You can still record scores for a printed exam. After
users take the exam on paper, you or another administrator can collect their exams and record their scores. To use
a printed exam, you issue and score it.
17.5.1.7.5 Adaptive Exam
View this section if you want to know about an adaptive exam.
An adaptive exam adapts the online content of a learning item based on a user's success or failure in an online
exam. The adaptive exam works by using objectives as a bridge between questions and content. Users pass or fail
objectives, and based on the content objects that are associated with the objectives, they pass or fail the content
object.
To learn how to create an adaptive exam, see Building Exams.
An adaptive exam takes two forms, pre-tests and post-tests:

● Adaptive Learning Pre-tests: Users take exams before other content to assess their existing knowledge. If users
pass all the objectives associated with a content object the content object is marked complete. The learning
item only presents incomplete content objects to users, so they skip content that they’ve already mastered in
order to concentrate on what they must learn.
● Remediation Post-tests: Users take exams after they complete a learning item’s other content objects. The
post-test assesses mastery of the content object’s learning objectives. When users fail one or more objectives
associated with a content object, the content object is no longer marked complete. Users must review the
incomplete content (content that they have not mastered).
An adaptive exam relies on flags, which are set during exam analysis. During the exam, users answer questions that
are associated with an objective. If they correctly answer enough questions from the objective to receive a passing
● Skip content objects (in the case of a pre-test).

● Avoid reviewing content objects (in the case of a post-test).
the associated object. In their Content Structure page, every object that has a Needs Review flag contains the
sentence "This content object needs to be reviewed" in the Status column. You can remove the flag in the Object
Details page of the User's Learning Plan.
Objectives are the connection between questions, content, and flags, so you should create your objectives
carefully. Once you have set up objectives, associate them with both content that fulfills the objectives and
questions that measure proficiency in the content.
Related Information
Building Exams with the Legacy Exam Tool [page 692]

Viewing a User's Assigned Learning Items (Courses) [page 569]
Learning Assignment Methods that do not Rely on Assignment Profiles [page 379]
Learning Objectives [page 414]
17.5.1.7.6 Survey
View this section if you want to know about an exam survey.
If you select the Is survey check box, the exam is a survey. Scores does not count against the user's record. If you
also select the Analyze the exam results check box, then the Scores page, which users normally see after finishing
the exam, does not appear.
 Note
Question Editor surveys are one way to conduct a survey in Talent Management. You can also use Questionnaire
Surveys.
● In surveys, users do not see the Scores page. The Scores page summarizes their performance after they have
answered all the questions and indicated they are finished.

● In surveys, users do not receive any feedback after answering a question.
● The completion of a survey, unlike the completion of an exam, does not result in any scoring data reflected in
the User Item Object Details module.
Related Information
Adding Surveys to Evaluate Courses or Learners [page 83]
17.5.1.8 Exam Scoring
When SAP SuccessFactors Learning scores exams, it grades with point weight, exam timers, and full credit.
Online exams are graded immediately by the system. Printed exams are graded when an administrator completes
the grading wizard for the exam. When exams are graded, the exam accounts for the points assigned to each
question or objective. Points provide a way to assign relative weights to run time questions.
The grading system follows these rules:
● Point values are distributed as described in Exam Point Values.

● Questions are normalized to their point values: (Total points for correct questions * 100) / Total points for
all questions) = Weighted score.
● If an exam is timed, and the user does not complete the exam in the time allotted, the unfinished questions are
incorrect.
● Partial credit does not exist. The user either receives all points for the question or no points for the question.
Related Information
How SAP SuccessFactors Learning Assigns Point Values at Run Time [page 684]
How Points are Assigned when an Exam Mixes Directly-Selected Questions and Question Pools with Matching
Objectives [page 685]
17.5.1.8.1 How SAP SuccessFactors Learning Assigns Point

Values at Run Time
Points are assigned to questions in exams one way for directly assigned questions and a different way for questions
from objective pools.
Exams can draw their questions, at run time, from question pools or from directly assigned questions. Question
pools are a set of questions that address an objective. In most cases, the directly assigned questions either don't
have an objective or their objective is different from the one in the pool. For example, an exam might have a few
directly selected questions that are general background questions, assigned to no objective, and then questions
pulled out of an objective pool.

If this is the case, then points are assigned as follows:
● Points assigned to a directly-selected question are face value: if you type 5 in the Points column, the question is
worth 5 points. The points that appear in the Points column are inherited from the points assigned in the
variant list.
● Points assigned to an objective pool are divided equally among the questions in an objective. If an objective
pool has five points assigned to it, and at run time, five questions are selected from the pool, then each of the
five questions has a point value of one.
If, however, you have questions that are directly assigned and their objective matches the objective in one of the
pools, the rules become more complex. If you have matching objectives in question pools and directly assigned
questions, you have another set of rules.
Related Information
How Points are Assigned when an Exam Mixes Directly-Selected Questions and Question Pools with Matching
Objectives [page 685]
17.5.1.8.2 How Points are Assigned when an Exam Mixes

Directly-Selected Questions and Question Pools
with Matching Objectives
If you create an exam that mixes questions that you assigned directly with question from a question pool, you
should understand how SAP SuccessFactors Learning assigns points to score the exam.
Points that are assigned to an objective pool are separate from points that are assigned to hard-selected questions,
even when the hard-selected question shares an objective with the objective pool. The hard-selected question still
applies to the objective (for purposes of an adaptive exam), but its points are its own. To tally all points for the
objective, you use the formula:
Sum of all Hard-Selected Question Points + Objective Pool Points = Total Points for Objective
For example, if you add the following objects to the Questions tab, each worth the following points, your total points
for Objective A is 20:
● An objective pool that draws its questions from Objective A. The pool is worth 10 points.
● Two hard-selected questions, also associated with Objective A. Each question is worth 5 points.
The example assures that the two hard-selected questions, in the variants you choose, will always appear on the
exam. You also specify (through the Minimum Questions and Maximum Questions columns) a range of questions
that must appear from the pool If you specify that a minimum of 2 and a maximum of 5 questions, must come from
the pool, those questions (be they two questions, five questions, or in between) share the 10 points for the pool.
The two questions you hard-select are removed from the pool. They are not among the 2-5 questions selected from
the pool.
If the pool is worth 10 points, and you specify a minimum and maximum range of 2 and 5 questions, then the
specific point value of each run time question from the pool can vary. If the exam uses the maximum number of

questions from the pool (5), each question shares 2 points. If the minimum number of questions appears from the
pool (2), each question shares 5 points. You can express the way pools distribute their points as follows:
Points Assigned to the Pool / Questions Selected at Run Time from the Pool = Points per Question From the Pool
Related Information
How SAP SuccessFactors Learning Assigns Point Values at Run Time [page 684]
17.5.1.9 Legacy Question Editor Activities
You can do these things in the legacy question editor.
● Add a new question or open an existing question.

● Edit the question by editing its variants.
● Change the question behavior, which is how it appears and interacts with the user at run time.
● Organize the question to make it easier to find and manage.
● Revise the question, under change control. After you create questions, you add them to exams. Much of the
runtime logic occurs in the exam logic, so it helps to understand how exams work.
○ Create an exam or find the existing exam that receives the questions and then add questions to it.
○ Add the exam to an item so that it has a container and can be assigned to users.
○ Print the exam (optional). Printed exams are useful for classroom-based items or users who do not have
access to a computer. Printed exams also require an extra step of recording the scores of the exam.
Usually, you develop the exam and exam questions in a development or a test environment and not in your
production environment. The Import/Export assistant migrates your questions from a development
environment to a production environment.
17.5.1.9.1 Adding a New Question in the Legacy Question Editor
View this section if you want to know about adding a new question in the Legacy Question Editor.
The basic unit of the Question Editor is the question. To add new questions to the system, navigate to the questions
area, and then click the Add New link. The Add New Question dialog box appears. Complete the fields in the Add
New dialog box and then click Add.
● The Question Name box must contain a unique string of characters because the question name is also the
unique ID of the question.
● Although questions are not required to have objective, assigning an objective has advantages. You can
associate and objective with the question later, in the question's Objective area.
● You can change the question type later.
Every question has at least one variant. When you add a new question, the Question Editor creates the first variant
for you, and it appears in the workspace.

17.5.1.9.2 Opening an Existing Question in the Legacy Question
Editor
View this section if you want to know about opening an existing question in the legacy question editor.
When you open an existing question, you use the search page in the Questions section. The following search tips,
which are unique to the Question Editor, can be helpful:
● Use the Keywords box to find questions based on their metadata. Keywords are like tags. For example, if you
have many legal questions, you can add a "legal" keyword in the metadata section. Type "legal" into the
Keywords box to find all questions tagged as "legal."
● The Description field contains any comments by question authors. It does not contain keywords.
● You can select an objective in the Objective column. If you select the Objective check box, you open all
questions that belong to that objective in the question palette. Once you have loaded questions into the
question palette, you can switch among the questions without searching again.
● You can select multiple questions or multiple objectives to load all those questions in the question palette.
● In the results of your search, questions with a yellow background are associated with objectives. Questions with
a blue background are not associated with objectives.
● You can click Expand to see more information, including variant information.
Related Information
Questions Palette [page 676]
17.5.1.9.3 Editing a Question in the Legacy Question Editor
View this section if you want to know about editing a question in the legacy question editor.
Before you can edit a question, you must create a question or open an existing question.
You can change the appearance and content of a variant objects. The objects appear in the Question Editor
workspace, which is like a word processor:
● To add text to an object, double-click in the object and type.

● To change the appearance of text in an object, select the text and then use buttons in the toolbar to change it.
● To change the size of an object, drag the sizing handle.
● To move an object, click and drag it.
Related Information
Adding a New Question in the Legacy Question Editor [page 686]

Opening an Existing Question in the Legacy Question Editor [page 687]
Question Editor [page 675]

17.5.1.9.3.1 Advanced Question Editing
View this section if you want to know about advanced question editing.
Before using the advanced editing features, you must create a question or open an existing question.
Advanced editing adds or changes objects on the screen. Advanced editing can also change the behavior of the
question or variant. When adding or manipulating objects, consider the following:
● When you add an image, optimize the image for the users' connection speed before you include it in a question.
● Use additional text boxes for supporting text, not for the text of the question itself. The text box that appears
when you first create a variant is the question stem, which appears elsewhere in the administration
environment to help you identify the question and variant.
● You can use screen resolution guides by clicking the Set Resolution button. The guides show you the number of
pixels that are available on your users' computers. If you keep objects inside the box, then your objects fit in the
users' screens at run time. Remember that some of their screen is occupied by their browser's user interface.
● When you arrange objects in the workspace, think about whether the question is part of a printed exam.
● You can delete a question through the Actions menu, but if either the question or one of its variants is
associated with any exam, you can’t delete it.
● You can delete a variant by choosing Actions Delete Variant button, which is in the variant list. If the
Exam symbol appears, you can’t delete the variant because it’s associated with an exam. To see the exams
using the variant, check the Variant Usage list.
Related Information

Opening an Existing Question in the Legacy Question Editor [page 687]
Variant Usage [page 680]
17.5.1.9.3.2 Changing Question Behavior
View this section if you want to know about changing question behavior.
You can change the appearance of a question with basic and advanced editing, but you can also change the
behavior of a question through the Question Editor workspace. The behavior you can affect, however, is limited
because many rules are defined in exams.
● To indicate the correct answer (or answers) to a variant, select them.

● Adding variants to a question increases the number of ways you can present, or ask, the same question. You
can add a variant from the Actions menu.
● Randomizing the distractors randomly changes the order of distractors at run time. To randomize, select the
Randomize check box in the Variant List.
● Changing the point value assigns a weight to the question relative to others, which affects the way the exam is
graded. Point values are most useful when you assign questions to objectives. All variants of a question have
the same point value. You can change the point value in the Variant List.

● Assigning a question to an objective creates question pools. At run time, an exam can dynamically select
questions from the pool. Assigning questions to objectives also allows you to create adaptive exams.
Related Information

Actions Menu [page 677]
Adaptive Exam [page 682]
17.5.1.9.3.3 Organizing Questions
View this section if you want to know about organizing questions.
You can use metadata to organize your questions. For example, if you have many legal questions, you can add a
"legal" keyword to help you find appropriate questions when you come back to open existing questions. Add
metadata to the Question Metadata section.
 Note
We do not recommend that you use objectives as tags. Grouping questions by objective creates question pools
and is a prerequisite of creating adaptive exams.
Related Information
Question Metadata [page 677]
17.5.1.9.3.4 Question Editing Tips
View this section if you want to know about question editing tips.
When you work in the Question Editor workspace, there are shortcuts and tricks:
● To expand all variants of a question, click the Expand button in the Variant List. You can then switch to the
variant you want to edit by clicking it.
● You can load questions in to the Question Palette by selecting multiple question in the Questions' Search page.
Once the questions are loaded into the palette, you do not need to search again to open a new question. Click it
(or its variant) to open it in the workspace.
● You can reset the variant to the last saved version in the Actions menu.

Related Information
Questions Palette [page 676]

Actions Menu [page 677]
17.5.1.9.4 Legacy Question Editor Change Control
To assure that your exams change deliberately, we built change control into the legacy question editor.
After you add a question variant to an exam, it becomes subject to change control: you cannot change it directly.
The Question Editor uses change control because if you were able to change questions and variants on the fly, you
could adversely affect users who have exams open and reports on the question.
To change a question variant that is under change control, you create a new, inactive revision of the question,
change it, and then promote it to the active revision. The revision feature means that the Question Editor maintains
a record of past revisions, current revisions, and when you made the change, and it is central to the change control.
You can create new revisions in one of the following ways, depending on how many changes you need to make:
● If you only need to touch up a few questions (or if you do not have a development environment) you can revise
questions directly in the production environment.
● If you have many questions to revise (and you have a development environment) you can use the Question
Import/Export Assistant to handle the revisions.
Related Information

Migration of Questions Between Environments When Using Legacy Questions [page 697]
17.5.1.9.4.1 Creating New Revisions in a Production

Environment with the Legacy Question Editor
View this section if you want to know how to create new revisions in the production environment for the legacy
question editor.
Context
Exams only use the active revision of a variant. Because only active revisions of a variant appear on exams, you can
edit an inactive revision without affecting exams that use the question. Once you have finished editing the question,
you promote your inactive revision to the active revision. From that point forward, run-time exams use the new,
active revision.

Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to Content Questions (Legacy) .

2. Select a question with a variant that you want to revise.
 Tip
You can identify active variants by their status icon in the variant list.
3. Click the Actions menu and then click Revise Variant.

4. Choose Add to revise the variant.
5. Edit the variant.
 Note
The inactive revision of the variant isn’t connected to exams, so users don’t see your changes until you
promote the revision to the active revision.
6. When you have finished editing the inactive variant, select its Available for Exams check box.
New run-time exams created when users launch the exam from Online Content, use the new active revision.
7. Choose Activate to push the revised variant to any exams that use it.
8. Choose Save.
Related Information

Editing a Question in the Legacy Question Editor [page 687]
17.5.1.9.4.2 Creating New Revisions with a Development

Environment in the Legacy Question Editor
View this section if you want to know how to create new revisions with a development environment in the legacy
question editor.
Context
You can revise questions in a development environment and then promote them into your production environment
using the Question Import/Export Assistant. When you import, the assistant handles the logic that creates active
revisions of your questions.

Procedure
1. Export questions out of your production environment and import them into your development environment
with the Question Import/Export Assistant.
2. In the development environment, revise the variants of the questions and activate all the variants that you want
to promote in the production environment. You revise variants in the development environment in the same
way you would in a production environment.
3. Export the questions out of the development environment and import them into the production environment.
The rules in the Import/Export Assistant automatically handle the promotion and activation of the new
revisions.
Related Information
Migration of Questions Between Environments When Using Legacy Questions [page 697]
17.5.1.9.5 Building Exams with the Legacy Exam Tool
View this section if you want to know about building exams in the legacy exam tool.
When you have finished adding and editing questions, you can add the questions to an exam in the Exam Objects
page. Before you begin, consider the kind of exam you want to build:
● Simple online exams are online exams in their simplest form. You control multiple settings that define the
behavior of the exam, but the exam is not adaptive.
● Printed Exams can be completed offline. You enter users' answers after they give the completed exams back to
you.
● Adaptive Exams affect the content that users must take and that they can skip.
After you decide the kind of exam you want to create and the settings you want for your exam, navigate to the
Exams page.
 Note
Once questions are a part of an exam, they fall under change control: you cannot directly revise a question that
is attached to an exam.

17.5.1.9.5.1 Creating a Simple Online Exam with the Legacy
Exam Tool
View this section if you want to know how to create a simple online exam.
Context
Simple exams are online and although they aren’t adaptive, they test users' knowledge. They’re graded and can
contain run-time behavior that affects the user's interaction.
Consider building a quiz instead of an exam. Go to Content Quizzes .
Procedure
1. In the Exam Objects section, open the exam you want to edit or create a new exam. Complete the required
fields.
2. Decide how you want the exam to behave, based on the information in About Exams.
3. Don’t select Survey.
4. Decide the pass percentage necessary for users to pass the exam for grading purposes. Also decide the
number of attempts users can make before the system locks them out of the exam an administrator must
reset their access.
5. Choose the Add button. The exam record is added to the system and opens.
6. Choose the Questions tab to bring it to the top, and then decide how you want to add questions.
7. Choose Apply Changes to save your changes.
8. Choose the Preview button to view the exam as it appears at run time.
9. Associate the exam with a learning item ( Learning Activities Items Online Content tab ) so that it can be
assigned to users.
 Note
Exam records can’t be downloaded to Plateau Offline.
Related Information
Legacy SAP SuccessFactors Learning Exams [page 702]

Exams [page 680]
Legacy SAP SuccessFactors Learning Exam Questions Tab [page 713]

17.5.1.9.5.2 Creating Printed Exams and Grading Them with the
Legacy Exam Tool
View this section if you want to know how to create printed exams and grade them.
Context
Printed exams can be completed offline. You enter users' answers after they give the completed exams back to you.
Procedure
1. Create a simple exam or use one that already exists. The online settings, like feedback and sequence, don’t
have any meaning in a printed exam, but you can still set them. Setting them allows you to use the exam in two
ways: printed or online. The settings take effect only when the exam is administered online.
2. Go to the Printed Exams tab in Exam Objects (Legacy).
3. Type the number of unique exams you want to print. Because questions can be selected randomly, and
distracters can be randomly ordered, you can print fewer unique exams than you want to pass out to users. For
example, if you plan to distribute the exam to 25 users but you only want to print five unique exams, you can
print five and make four more copies of each exam.
4. Choose Generate Printed Exams to print unique exam templates.
The number of exams you decide to print appear in a table.

5. Select the Print check box and then choose the Print Exam button to print them.
 Remember
Note the sequence ID on the exam. It corresponds to the Exam Sequence ID on the Printed Exams tab.
Using the Exam Sequence ID. You can reprint the unique exams at any time if, for example, a user misplaces
the exam.
6. If you want, you can also get a print of the answer keys by choosing Print Answer Key.
7. Distribute the exams to users.
 Note
Users must be assigned an item that requires the exam, and they must provide their user ID when they turn
the exam in.
8. To grade the exam, choose Score in the Record Scores column of Printed Exams.
9. Complete the grading wizard by providing the User ID and the Exam Sequence ID.
10. Choose Finish.

Related Information
Legacy SAP SuccessFactors Learning Exam Printed Exams Tab [page 715]
Legacy SAP SuccessFactors Learning Exams [page 702]
17.5.1.9.5.3 Creating an Adaptive Exam with the Legacy Exam

Tool
View this section if you want to know how to create an adaptive exam.
Context
Adaptive Exams automatically change the content of an item based on a user's performance on the exam.
Procedure
1. Create objectives to describe the knowledge you want users to possess. Objectives are testable outcomes of
the content in a learning item. For example, if you add content to an item and that content teaches users about
safety at construction sites, objectives can be:
○ User is able to name the OSHA recommended precautions for trenching.
○ User is able to identify the major fall protection measures necessary at a construction site when
scaffolding is in use.
○ User is able to read and understand Material Safety Data Sheets.
2. Associate the objectives with content objects (or content packages or items) that teach the knowledge
described in the objectives. For example, associate a content object teaches users about trench safety with the
objective users are able to name the OSHA recommended precautions for trenching.
3. Create a learning item to contain the content. Associate the content with the item ( Learning Activities
Items Online Content tab ). Consider the settings you want to use:
○ Mark item complete when all objects are complete: Select this checkbox if you want the item to be
automatically marked as complete when all content and exam objects that compose the item are marked
as complete, either due to the user's successful completion of the object or because the objects are
marked as complete by a learning administrator who has access to the User Item Object Details window.
○ Objective Review Enabled: When selected, allows user to review the objectives in content.
○ Objective Review Optional: When selected, allows user to opt out of reviewing the objectives in content.
4. Create questions that test a user's mastery of the objective and assign the objective to the questions.
5. Follow the steps to create a simple online exam. The exam can’t be a survey.
6. Associate the objectives to the exam in the exam's Questions tab. Also set the passing grade. Users must
answer this percentage of questions correctly to receive a flag for the objective. Optionally, you can also hard-
select questions, but if you do, be sure to understand the interaction between questions included by objective
and hard-selected questions. The interaction has implications on scoring.

7. In the exam, choose the Analyze Exam Results checkbox on the Exam Objects Summary tab, and then set the
following:
○ Clear all objective flags: This setting applies only when user has failed overall exam. When you select this
checkbox, the Needs Review flag is set and the Complete flag is removed for every objective associated
with the exam. The user loses credit for completing all objectives that are represented by questions on the
exam, even if he or she passed the objective. The user's curriculum status is only affected for the item in
which this exam appears.
○ Set flags for passed objectives: When you select this checkbox, the user receives credit for passing
objectives. For passed objectives, Needs Review flags are cleared, and Complete flags are set. Users can
pass specific objectives that are listed on the Objectives section of the exam and fail the overall exam.
○ Clear flags for failed objectives: When you select this checkbox, the user loses credit for failing objectives in
the exam, even if he or she had previously passed the objective.
8. Add the exam as a pretest or a post-test to the Item. Pretests appear first in the order of online objects. Post-
tests appear last.
17.5.1.9.6 Making Exams Available to Users in the Legacy Exam

Tool
View this section if you want to know how to make exams available to users.
Context
To make an exam available to users, first:
● Create the questions and edit them

● Build an exam and associate questions with it
● Create a vehicle to assign the exam to users. For example, you can directly assign the exam to a user, you can
use a grouping mechanism to assign the exam to a group, or you can associate the exam with a library to allow
managers or the end users themselves to assign the exam to their learning plans.
Online exams (simple or adaptive) are delivered through online learning items. You associate the exam to the
learning item in the Online Settings tab.
Printed Exams are exams that users can take on paper. They turn the exam back in to you (or another
administrator) and you score it. Even if you plan on printing the exam, you still must add it to a learning item and
assign the item to a user.
Procedure
1. Select the Item is Online check box for the item ( Learning Activities Items Online Content tab ) and
then complete the other fields as necessary for your situation. If you only plan to deliver a printed form and if
the item contains no other online content, you can clear the Item is Online check box.

2. Choose the Edit link for the online object that you want to contain the exam, or (if the exam already exists in the
object), choose the Edit link for the exam. The Edit Online Object page opens.
3. In the Exams group box, select the exam you want to present to the users and complete the fields as necessary
for your situation. The fields are described in Items: Online Module Exams.
4. You can also add other content to the item. If you’re using adaptive exams, see Creating an Adaptive Exam.
Apply your changes.
5. Create a vehicle for the learning item to be assigned to users. For example, you can assign the item directly in
the users' Learning Plan tabs, or you can add the learning item to a library that users have access to so that
they can assign the item to themselves or their subordinates.
6. After users take the exam, their completion is tracked in the learning item on their Learning History.
Related Information

Building Exams with the Legacy Exam Tool [page 692]
17.5.2 Migration of Questions Between Environments When

Using Legacy Questions
To migrate questions in and out of your SAP SuccessFactors Learning environments, you can export and import
questions.
If you manage exams in SAP SuccessFactors Learning, chances are that you need to migrate the questions for
those exams between environments. For example, you might develop a set of questions in your preview
environment and want to bring them into production.
To migrate questions, you use the question import and export tool, which is located in SAP SuccessFactors
Learning: Content Question Import/Export .
When you import questions, you have the opportunity to include and exclude particular questions. You also see
warnings in the Notes column if there’s a conflict based on the rules listed. Check the warnings and read the rules
to make sure your import works smoothly.
The file location for import and export is declared in the LMS_ADMIN configuration file, available in the System
Administration Configuration System Configuration section. The import/export question assistant follows
strict rules.
 Note
If you’re using Assessments, use the import and export data tool. It’s located in System Administration
System Management Tools Import Data / Export Data .

17.5.2.1 Exporting Questions If You’re Using Legacy Questions
Export questions out of an SAP SuccessFactors Learning environment so that you can migrate them to another
SAP SuccessFactors Learning environment.
Context
 Note
If you’re using Assessments, use the import and export data tool. It’s located at System Administration
Tools Import/Export Data .
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Tools Question Import/
Export .
2. Select Export Questions and click Next.
3. In File, type the name of the file that SAP SuccessFactors Learning creates when it exports, and click Next.
For example, you might want to include the date or version of your questions in the export file so that you can
distinguish it from other exports.
4. Click add one or more from list to select the questions that you want to export, and then click Next.
When you select the questions to export, you have some choices about how you export. You might export, for
example, all questions in an objective. When you export, you see all active variants of the question.
5. Review the export file and click Next.
6. Click Download the export file here to download the .zip file that contains the questions in XML format.
Next Steps
Import the question package to the next environment. For example, if your goal is to migrate questions from
preview to production, then go to the production environment and import the question package that you exported.

17.5.2.2 Question Export Rules for Legacy Questions
When you export questions from an SAP SuccessFactors Learning environment, SAP SuccessFactors Learning
observes rules to make sure that you get only the questions you have permission to but everything you need for the
questions.
● The export assistant exports the question as a "question package," which includes all the question's active
variants.
● The export assistant checks your domain privileges. If you attempt to export a question package for which you
don’t have domain access, the assistant won’t export it.
 Note
17.5.2.3 Importing Questions If You Are Using Legacy Questions
You can import questions to an SAP SuccessFactors Learning environment that migrated from another SAP
SuccessFactors Learning environment.
Context
 Note
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Content Tools Question Import/
Export .
2. Select Import Questions and click Next.
3. Click Choose File, browse for the .zip file that contains the import package, and click Next.
This is the .zip file that you exported from another environment.
4. Look at the Analyze and Review report to compare the questions that you’re about to import against the
current system.
Check Notes for conflicts based on the import rules. Click Open Question Search to look up more details for the
question in the current system.

5. If you see a conflict for any question, you can clear the Import box and the import wizard ignores it.
6. Click Next to go to the final review and then Finish to complete the import.
17.5.2.4 Question Import Rules for Legacy Questions
When you import questions to an SAP SuccessFactors Learning environment, SAP SuccessFactors Learning
observes rules to make sure that you import the questions you have permission to and also everything you need for
the questions to work properly in the new environment.
 Note
In almost all cases, you don’t create question packages yourself. Instead, you export the package from one
environment (like preview) and you import that package to a second environment (like production). Because the
package (.zip file) is created using the export assistant, you have already run through the export rules. For
example, you’re only able to export questions that you have permission to export. So, if your user on the import
environment has the same permissions, the questions go through without a problem.
● The import assistant imports the question as a "question package," which includes all the question's active
variants.
● The import assistant checks your domain privileges. If you attempt to export a question package and you don’t
have domain access to the package, the assistant doesn’t import it.
● The exam, domain, or objective itself isn’t imported. Those must exist for the questions.
The import assistant uses the question name field on the question record to identify conflicts:
● If you import a question package and the question name of the package doesn’t exist in the system, the
assistant creates it.
● If you import a question package and the question name and last modified date match an existing question, the
assistant doesn’t import the question.
● If you import a question package and the question name matches an existing question, but the last modified
dates don’t match, then the assistant creates a new revision of the question.
○ If the metadata of the imported question doesn’t match the metadata of the existing question, the
assistant uses the metadata of the most recently modified question.
○ If the imported question has additional variants and revisions, the assistant adds them to the question.
○ If the imported question has fewer variants and revisions, the assistant leaves the extra variants and
revisions in the existing question. Additional variants and revisions aren’t deleted.
○ If the domain ID of the imported question doesn’t exist, the assistant creates the domain's required fields
and associates the question with it. Any additional configuration of the domain isn’t imported. If you also
created a workflow system that the domain fits into, for example, you must recreate it.
○ If the last modified dates of the variants in a question package match the last modified dates of the
variants of the existing question, the assistant doesn’t create new active revisions of the variants.
● If the assistant creates new active revisions as part of the import process, and the question is associated with
an exam, users who are in the process of taking an exam continue to use the old revision.

Related Information
Question Export Rules for Legacy Questions [page 699]
17.5.2.5 Objective Import Rules for Legacy Questions
SAP SuccessFactors Learning follows rules to manage conflicts with objectives when you import questions.
 Note
When you import question packages, the package can be associated with an objective. If question packages are
associated with an objective, the import assistant imports only the association, not the objective itself. If the
objective already exists in the system, the import assistant associates the package to the existing objective. If the
objective doesn’t exist, the assistant only creates enough information to create the objective record and make the
association. If there’s a conflict, the import assistant only affects fields necessary to identify the objective: name,
ID, and domain.
● If a question in the import file is associated with an objective, and the associated objective name matches an
objective's name that already exists in the system, then the system compares the last modified date from the
associated objective to the last modified date in the existing objective. If the names match, the system
compares the last modified dates of the two objectives:
○ If the last modified dates match, the import assistant skips the objective. Questions that were associated
with the objective to be imported are associated with the objective that already exists in the system.
○ If the last modified dates don’t match, then the assistant uses the domain ID of the most recently updated
objective. If the most recently updated objective uses a domain ID that doesn’t exist, the import assistant
creates it.
● If a question in the import file is associated with an objective that doesn’t exist in the system, the assistant
creates a new objective in the system and completes the required fields for an objective record. If the new
objective was associated with items or content objects in the system you exported the question package from,
those associations aren’t imported. You can recreate them in the system you’re importing to.
Related Information
Question Import Rules for Legacy Questions [page 700]

Importing Questions If You Are Using Legacy Questions [page 699]

17.6 Legacy SAP SuccessFactors Learning Exams
SAP SuccessFactors Learning exams are a learning assessment tool that offers flexibility and security.
When you want to assess your users' ability to absorb training content, and you want to create robust systems for
the assessment, you create exams. Alternatively, you can create quizzes, which are easier to create and manage
but do not offer all the features of exams.
An exam, unlike a quiz, draws from a bank of questions that are outside of the exam. How the exam draws
questions from the bank is determined by your configuration: how you create variants, objective pools, and
randomization. Each presentation of the same exam at run time can pose different questions to individual users
because the exam can draw different questions at each iteration.
Related Information
17.6.1 Legacy Exam Behavior
Depending on how you configure exams, they can behave differently when employees sit for the exams.
Companies often have rules about how employees sit for exams. For example, some companies require proctors for
their exams. Other companies want an exam to adapt to employees: as users correctly or incorrectly answer
questions, the exam adjusts.
17.6.1.1 Legacy Proctored Exams
Some companies require exams to be overseen by proctors. Proctors are responsible for the rules of an exam and
for overseeing students during an exam.
When an exam is proctored, an instructor must be present for the exam. The proctor is present to enforce rules of
the exam, watch for honesty among the exam takers, and answer questions about the equipment and environment
used to administer the exam.
When an exam is proctored, before the employee can begin it, the system prompts employees for a proctor ID and
a proctor code. The employees call the proctor to their workstations, and the proctor enters his or her User ID and
a proctor code. As a learning administrator, you generate the proctor codes on the instructor record as part of the
instructor's proctor status.
 Note

17.6.1.1.1 Settings for Proctored Legacy Exams
There are three key settings that you must configure in the summary field settings for the exam objects for
proctored exams.
These settings apply when you want a proctor to oversee the exam. A proctor code is required based on the
settings of the exam object in Content Exam Objects (Legacy) Summary .
 Note
Procter Code is required to begin the When you select Proctor Code is required to begin the exam, a proctor must enter a
exam
valid proctor code before any user can begin this exam or survey.
Procter must be authorized for Item When you select Proctor must be authorized instructor for Item, the system verifies
that the proctor is authorized to teach the learning item. When the proctor enters his
or her user ID and the proctor code, the system checks that the user ID is listed as
authorized to teach the learning item that the exam is associated with.
Notify proctor The Notify proctor setting is applicable only when users have failed the overall exam.
When users fail the exam, their workstation locks and the user sees the message you
specify in the Content Exam Objects (Legacy) Messages Proctor Code
Required on Failure Message . A proctor must enter a valid proctor code to unlock
the users' workstations.
17.6.1.1.2 Creating Legacy Proctored Exams
Create proctored exams when you want strict supervision of your employees' exams.
Prerequisites
Before you can create proctored exams, you need:
● Questions and an exam to be proctored

● A learning item with the exam associated with it
● Instructors managed in the system ( People Instructors )

Context
Proctored exams require an instructor to be present during the exam. The proctor can assure that all rules are
followed during the exam.
Procedure
1. Go to People Instructors and search for the instructors who are proctors.
 Note
2. From the Search Results, select the required instructor, and choose
3. Select Proctor Status and choose Edit.
4. Select Instructor is a proctor, and generate the proctor code for the instructor:
○ Enter a super code in the Proctor Super Code box. A super code is valid for a proctor until you, as a learning
administrator, change it. For ease of management, we recommend super codes in all but the most strict
exam Administration environment.
○ Choose Generate Codes. When you choose Generate Codes, the system generates a unique code for every
calendar day. We recommend that you generate codes when you have strict exam environments.
5. If you plan to grant proctor responsibilities to instructors who are authorized to teach a learning item, go to
People Instructors Authorized to Teach and double-check the learning items that the instructor is
authorized to teach.
For each exam, you can require that the instructor who is acting as the proctor have authorization to teach the
learning item for the exam. At run time, when instructors enter their user ID and proctor code, the system
checks to see if the user (instructor/proctor) is authorized to teach the learning item containing the exam. If
the instructor isn’t authorized to teach it, the exam can’t start.
6. Go to Content Exams Objects (Legacy) and search for the exams that need proctors.
7. For each exam, go to Summary and select Proctor code is required to begin the exam.
When you select Proctor Code is required to begin the exam, a proctor must enter a valid proctor code before
any user can begin this exam or survey.
8. If you would like to grant proctor responsibilities to instructors who are authorized to teach a learning item,
select Proctor must be authorized instructor for Item.
When you select Proctor must be authorized instructor for Item, the system verifies that the proctor is
authorized to teach the learning item. When the proctor enters his or her user ID and the proctor code, the
system checks that the user ID is listed as authorized to teach the learning item that the exam is associated
with.
9. If you would like to alert proctors to a failed exam, select Notify proctor.
The Notify proctor setting is applicable only when users have failed the overall exam. When users fail the exam,
their workstation locks and the user sees the message you specify in the Content Exam Objects (Legacy)

Messages Proctor Code Required on Failure Message . A proctor must enter a valid proctor code to unlock
the users' workstations.
10. Go to Exam Objects (Legacy) Messages , and type text to display the proctor messages in Proctor Code
Required for Exam Entry Message, and Proctor Code Required on Failure Message.
This text helps employees understand why they’re presented with a screen that asks for a proctor code.
Related Information
Settings for Proctored Legacy Exams [page 703]

Instructor's Proctor Status Fields [page 532]
17.6.1.2 Legacy Online Exam Content Configuration for Adaptive

Learning
You can configure online exam contents for adaptive learning for both pretest and post-test considerations.
You can configure online exam contents for adaptive learning in two modules: the online settings of the items
( Learning Activities Items Online Settings ) and on the Exam Objects itself ( Content Exam Objects ).
Pre-test
● On the exam object ( Content Exam Objects ) set the Pass Percentage to zero (0). This isn’t because
passing is a requirement.
● Set the exam object Maximum tries to one (1) because you don’t want the user to take the pre-test multiple
times.
● In the Edit Exam Analysis module, check the Analyze the exam results check box and ensure that the Set Flags
Pass Objectives and Set Flag Failed Objectives check boxes are checked.
Post-test
● On the Online Settings tab of the item ( Learning Activities Items Online Settings ), check the Mark item
complete when all objects are complete check box.
● In the Edit Exam Analysis module, check the Analyze the exam results check box and ensure that the Clear Flags
Pass Objectives and Clear Flags for Failed Objectives check boxes are checked. This is helpful for remediation.

17.6.1.3 Legacy Adaptive Online Exams
Adaptive legacy exams adapt the online content of a learning item based on a user's success or failure in an online
exam.
Adaptive exams use objectives to test learning outcomes. Users either demonstrate proficiency in a learning
objective (pass) or they don’t (fail). To demonstrate proficiency in the objective, users correctly answer questions
that are associated with the objective. When they answer enough questions correctly and pass the objective, SAP
SuccessFactors Learning takes actions on the content objects that contain the objective.
Adaptive Learning
Users take exams before other content to assess their existing knowledge. If users pass all the objectives
associated with a content object, the content object is marked complete. The learning item shows only incomplete
content objects to users so that they’vecan skip content that they already mastered.
Remediation Post-tests
Users take exams after they complete a learning item’s other content objects. The post-test assesses mastery of
the content object’s learning objectives. When users fail one or more objective associated with a content object, the
content object is no longer marked complete. Users must review the incomplete content (content that they haven’t
mastered).
Adaptive exams rely on flags, which are set during exam analysis. During the exam, users answer questions that are
associated with an objective. If they correctly answer enough questions from the objective to receive a passing
● Skip content objects (in the case of a pre-test)

● Avoid reviewing content objects (in the case of a post-test)
the associated object. In their Content Structure page, every object that has a Needs Review flag contains the
sentence "This content object needs to be reviewed" in the Status column. You can remove the flag in the Object
Details page of the User's Learning Plan.
Objectives are the connection between questions, content, and flags, so you should create your objectives
carefully. After you configure objectives, associate them with both content that fulfills the objectives and questions
that measure proficiency in the content.

17.6.2 Legacy Exam Objects' Summary Fields
Exam objects' summary fields control the behavior of exams.
General Exam Settings
To learn more about creating questions for exams, read the information about question editor activities.
Is Active When you select this check box the exam or survey is available
for assignment to content objects and online items, for re
ports, and for revision.
Is Online Under normal use, the check box is selected, which allows
users to link to the exam. If, however, you discover a problem in
the exam and you want to disable the link, clear the check box.
All the associations with items are preserved; however, while
the check box is clear, users cannot open the exam. You can
take the exam offline if, for example, you need to update it and
you want to prevent users from accessing the object until it is
updated.
Description Because the content of this box does not appear in the user in
terface or any reports, we recommend that you use the box to
this entity.
Exam Type Exams can be sequential or free-form. Sequential presentation

exams require users to answer each question in order before
they can move on to the next question. Free-form movement
exams allow the user to move backward and forward in the list
of questions, regardless of whether they have answered the
question. To read more about sequential and free-form exams,
see Exams.
Is survey This check box, when selected, indicates that the object is a
survey. When an exam is a survey, it behaves differently and
you have different options. To learn more about exams as sur
veys, see Exams.

Question Count The number of questions that appear on the exam. The mini
mum and maximum number of questions appear in parenthe
sis. The minimum and maximum is determined in both the Ob
jectives and the Questions tabs.
Pass Percentage The minimum percentage of correct answers that result in a

passing grade. If a user's score is within one half of a percent
age point of the pass percentage value, the score is not
rounded up to the minimum passing grade.
For pre-test and post test adaptive exams, you should set the
pass percentage to "0" (zero) because passing is not a require
ment.
Maximum Tries The number of times a user can attempt the exam before los
ing permission to access the exam. A value of 0 allows users to
attempt the exam an unlimited number of times. To restore a
user's access, navigate People Learning Plan , find the

item and click the Object Details link, click the Object Title link,
and select the Has Access check box.
Exam Duration The amount of time a user has to complete the exam. If you
specify an exam, the exam becomes a Timed Exam.
Exam Actions
Exam actions control general behavior of the exam.
Procter code is required to begin the exam When you select Proctor Code is required to begin the exam, a
proctor must enter a valid proctor code before any user can
begin this exam or survey.
Proctor must be authorized instructor for Item When you select Proctor must be authorized instructor for Item,
the system verifies that the proctor is authorized to teach the
learning item. When the proctor enters his or her user ID and
the proctor code, the system checks that the user ID is listed
as authorized to teach the learning item that the exam is asso
ciated with.
Display a welcome message at the start of the exam When you select this check box, a message will appear that de
scribes the exam type and explains the rules of movement
within the exam before the first question of the exam.

User can stop and resume exam before it is scored When you select this check box a user is allowed to log off in
the middle of an exam and complete it later. If the check box is
not selected, users must complete it in one session.
Dipslay Point Values for each question
User can review the exam questions after it is scored When you select this check box, the buttons on the exam's
Scores Page allow the users to return to questions that have al
ready been answered so they can see the correct answer and
the answer they selected. Users can choose to review all exam
questions or only incorrectly answered questions. For surveys,
this feature does not apply.
Exam Feedback
The feedback options control the kind of feedback that users receive from the exam for correct and incorrect
answers, globally, for the exam. Feedback interacts with other behavior, so check Exams to understand the
connections.
Show only correct Feedback Shows feedback to user only when they give the correct an
swer.
Show only incorrect Feedback Shows feedback to users when they answer the question incor
rectly.
Show both correct and incorrect Feedback Shows feedback to the user whether they answer the question
correctly or not.
Don't show any Feedback Does not show feedback, even if the questions have feedback
settings.
Scoring Options
The time at which exams are scored is controlled by the sequencing of the exam. To learn more about exam types
and sequencing. You can show two kinds of scoring information to users when the exam is scored:
Show Pass or Fail once exam is scored Shows users if they passed the exam.

Show percentage correct once exam is scored Shows users the percentage of questions they answered cor
rectly.
Edit Exam Analysis
The Edit Exam Analysis area contains how the exam behaves after it is scored. Exam analysis does not occur when
the exam is a survey. See Adaptive Online Exams for more information about exam analysis.
Analyze the exam results When you select this check box, the other check boxes in the
Edit Exam Analysis module are activated.
On Passing/On Failure The check boxes in these sections specify what happens when
a user has either passed or failed the exam.
Lock exam When you select this check box, the user is not allowed to en
ter the exam again without instructor or administrator inter
vention, regardless of the Maximum tries. The Has access flag
must be reset. To do so, navigate Users Learning Plan ,

find the item and click the Object Details link, click the Object
Title link, and select the Has Access check box.
Lock item When you select this check box, the user is not allowed to ac
cess the item that contains this exam without instructor or ad
ministrator intervention.
Exit item When you select this check box, when the user exits the exam,
he or she is also removed from the item that contains the exam
or survey. This is typically used in conjunction with the Lock
Item option.
Notify proctor The Notify proctor setting is applicable only when users have
failed the overall exam. When users fail the exam, their work
station locks and the user sees the message you specify in the
Content Exam Objects (Legacy) Messages Proctor
Code Required on Failure Message . A proctor must enter a

valid proctor code to unlock the users' workstations.

Clear all objective flags Applicable only when user has failed overall exam. When you
select this check box, the Needs Review flag is set, and the
Complete flag is removed for every objective associated with
the exam. It represents the most severe consequence for a
user failing to achieve the overall passing exam score. The user
loses credit for completing all objectives that are represented
by a question on the exam, even if he or she passed the objec
tive. The user's curriculum status is only affected for the item
in which this exam appears.
Set flags for passed objectives When you select this check box, the user receives credit for
passing objectives. For passed objectives, Needs Review flags
are cleared, and Complete flags are set. users can pass spe
cific objectives that are listed on the Objectives tab of the exam
and fail the overall exam.
Clear flags for failed objectives When you select this check box, the user loses credit for failing
objectives in the exam, even if he or she had previously passed
the objective.
17.6.2.1 Copying a Legacy Exam Object
Copying exams is the most efficient way to create a new exam object when you want to reuse information from an
existing exam.
Procedure
1. Go to Content Exam Objects (Legacy) Summary , and then click Copy.

2. Type a new exam name in Exam Name.
The system requires a new exam name because you’re creating a new instance of the existing exam object, but
the new instance doesn’t link to the existing exam object. Choose a descriptive name so that administrators
can easily identify the exam object.
3. Select the options for the copy.
Option Description
Copy Options for Analysis-based Copies the options you select in the Edit Exam Analysis section to the new exam object.
Actions
Copy Exam Messages Copies the exam messages from the Messages tab to the new exam object.

Option Description
Copy Objectives and Questions copies the objectives and questions from the Questions tab to the new exam object.
Copy Custom Fields Copies any custom fields from the Custom Fields tab to the new exam object.
4. Click Copy.
Results
The system adds a new exam with your new exam name. The new exam includes the options that you copied from
the old exam.
Related Information
Legacy Exam Objects' Summary Fields [page 707]

Legacy SAP SuccessFactors Learning Exam Messages Tab [page 712]
Legacy SAP SuccessFactors Learning Exam Questions Tab [page 713]
Legacy SAP SuccessFactors Learning Exam Custom Fields Tab [page 715]
17.6.3 Legacy SAP SuccessFactors Learning Exam Messages

Tab
Use the SAP SuccessFactors Learning Messages tab to view, add, or edit the messages users will see before and
after an exam.
Go to Content Exam Objects (Legacy) Messages tab to view and configure the messages that users see
before and after the exam. The settings on this tab determine which messages appear to the user and are based on
the flags set here and on the Summary tab.
Exam Messages Enabled When you select this check box, messages are enabled.
Display Message When you select this check box, the message of the associated module
is displayed.
User ID required at this message point When you select this check box, the user must type his or her User ID
before proceeding.

17.6.4 Legacy SAP SuccessFactors Learning Exam Questions
Tab
Use the SAP SuccessFactors Learning Questions tab to view, add, or edit the questions that are included in an exam
or survey.
Go to Content Exam Objects (Legacy) Questions tab to view, add, or edit the questions that are included in
an exam or survey. When you add questions, you can click the Move Up or Move Down buttons to change the
display order, which controls how the questions appear in the user interface. The system enforces order when you
select Display Questions and Objectives in Order.
To see the questions themselves, along with the variant, the revision, and other information, click Expand. You must
interpret the information under the expand button differently for hard-selected questions and objective pools. The
information under a hard-selected question describes a question that always appears on the run time exam. The
questions described under an objective pool describe the pool of questions from which the run-time exam chooses
an amount of questions between the Minimum and Maximum values.
17.6.4.1 Legacy SAP SuccessFactors Learning Exam Question

Tab Fields
The fields of the SAP SuccessFactors Learning Questions tab help you to add and edit the questions that are
included in an exam or survey.
Objective ID If you pool questions into an objective, you see the unique ob
jective ID. Using objectives is a way to create adaptive exams.
In cases where you have hard-selected a question variant for

the exam, the Objective ID column does not display the ques
tion's objective ID, even if it is associated with one.
Objective Name This is the name of the objective if you associated an objective
with the exam to create objective pools. If you hard-select a
question, however, the word Required appears, followed by the
question stem.
Available This is the amount of questions available in the pool of ques

tions. For hard-selected questions, the value is 1 and it repre
sents a particular variant of the question.
Minimum This is the minimum number of questions from the objective

that the run-time exam includes.
Maximum This is the maximum number of questions from the objective

that the run-time exam includes.

Pass This percetange is the passing grade for the objective. The
pass grade is particularly important in adaptive exams.
Points This indicates the points associated with the objective for
score-weighting purposes.
17.6.5 Legacy SAP SuccessFactors Learning Exam Item Usage

Tab
Use the SAP SuccessFactors Learning Exam Item Usage tab to view items that include an exam or survey.
Go to Content Exam Objects Item Usage tab to view all items that include an exam or survey. Online exams
are included in items ( Learning Activities Items Online Content tab).
Fields on this tab are view-only.
Item This is the item type, the Item ID, and the revision of the item.
Object Title This is the title of the item.
17.6.6 Legacy SAP SuccessFactors Learning Exam User Usage

Tab
Use the SAP SuccessFactors Learning Exam User Usage tab to view the history of an exam.
Each row summarizes a user's overall exam performance compared to the minimum passing score. To view the tab
go to Content Exam Objects User Usage tab .
The fields on this tab are view only.
This field... Displays
User ID The unique ID of the user who took the exam or completed the survey.
Item The item that the exam is associated with.
Object Title/Iteration The title of the survey or exam and the iteration of the exam.
Finished/Complete The date the exam was finished or completed.
Complete Date The date that the user completed the exam.
Pass Grade/Score The passing grade or score.

17.6.7 Legacy SAP SuccessFactors Learning Exam Custom
Fields Tab
Use the SAP SuccessFactors Learning Custom Fields tab to assign a value for any custom fields that were added for
a record type.
You can use custom fields to assign a value for any custom fields ( System Administration Custom Fields )
that were added for this record type. To do this, go to . If the custom column accepts only referenced values, you
can select one of those values from the associated list. Otherwise, you can enter any value up to 40 alphanumeric
or special characters in the associated box.
17.6.8 Legacy SAP SuccessFactors Learning Exam Printed

Exams Tab
Use to SAP SuccessFactors Learning Printed Exams tab to generate a unique printed exam template from any
existing exam object.
To generate the printed exam template, go to Content Exam Objects Printed Exams . Once you generate a
unique printed exam template, you can print the exam as you like, giving the instructors two options for presenting
a printed examination to their users:
● Give each user in the class exactly the same printed examination based upon the questions and objectives
established in the exam object.
● Create multiple exam templates based on the questions and objectives established in the exam object so that
every user could have a different exam.
Once the users have taken the exams, their responses can be entered into SuccessFactors Learning Administration,
at which time SuccessFactors Learning Administration will score the exams and record a history record for the user.
Exam printing and scoring is accomplished from the Printed Exams tab of the Exam/Survey Objects section.
Exam Sequence ID This is the unique exam sequence ID which was assigned when the exam was generated
for printing.
Print Click the Print link to print the corresponding exam.
Record Scores Click the Score link to record scores.
To understand how to generate, print, and score exams,consider the following examples.
Each time a new exam is generated for printing, it is assigned a unique Exam Sequence ID. The questions for each
printed exam are selected based on the settings established for the exam on the various tabs in the Exam/Survey
Objects section. The sequence of the exam questions for each exam sequence is always randomized regardless of
the settings in the Exam/Survey Objects section. An instructor can either give each person in the class a
completely different printed exam or give each user a copy of exactly the same exam.
Example 1
You can generate 10 unique, 10-question exam sequences, each of which contain the same five core questions
(selected according to the settings on the Questions tab) and five random questions (selected according to the
settings in the Objectives tab). Each exam presents the questions in a different random sequence.

Example 2
You can generate one 10-question exam sequence and print 10 copies of that same exam sequence to give all the
users an identical exam.
17.6.9 Printed Exam Templates
SAP SuccessFactors Learning uses printed exam templates to create an exam that users can take on paper from
the online exams that you create.
Most customers do not need to change the printed exam templates. Many customers do not test their users in a
formal way. Of the customers who do test users, many can use quizzes instead of exams. Even among those
customers who test their users and also use exams, many only offer their exams online or, if they do offer them in
printed format, can use the default template. An important minority of customers, however, do use printed exams
and do want to change the default template. If you are such a customer, you can change the template in SAP
SuccessFactors Learning by going to Content Printed Exam Templates .
 Caution
If you change the template, we strongly recommend that you do not change the logic. The logic is coded in
Apache Velocity.
Within the important minority of customers who change the templates, most need to change only the styles and
boilerplate. To change the styles, we recommend that you create a CSS file and point the template to it. To change
the boilerplate, you can edit the file.
For example, this is the default boilerplate to describe the start and end time of the exam.
 Sample Code
#if ($exam.isSurvey()==false && $exam.getExamDuration()!="")

<td>Exam Duration : $exam.getExamDuration()</td>
<tr>
<td>Exam Start Time : __________________</td>
<td>Exam End Time : __________________</td>
</tr>
#end
However, you might want to call the “exam” a “test” and you might want to drop the text “Time”.
 Sample Code
#if ($exam.isSurvey()==false && $exam.getExamDuration()!="")

<td>Exam Duration : $exam.getExamDuration()</td>
<tr>
<td>Test Start: __________________</td>
<td>Test End: __________________</td>
</tr>
#end
Notice that the CSS class and logic remain the same. The boilerplate, however, changes.

17.7 Online Learning Content Import
Use online learning content import to import on-demand courses to a content deployment location.
As a learning administrator, you often need to import learning course content to a content deployment location so
that your learners can view it. We provide content import tools to help you through the task.
17.7.1 SAP SuccessFactors Learning Import Content
The SAP SuccessFactors Learning Content Import tool is a wizard that you can use to import one or more content
packages, deploy them to a content server, and create and configure items to be associated with those content
packages.
Considerations for Importing Content
Before you begin importing content, consider the following:
● If you have premium iContent, you must reach out to your iContent consultant about possibilities of setting this
up.
● Any files that you upload won’t be compressed on the iContent server.
● When you upload a file with any extension, for example .pdf or .doc, then the document directly gets placed on
the iContent server. If you’re uploading a zip file, then the file gets extracted on the iContent server.
● If you have enabled offline player, along with the extracted files, the main zip file will also be placed on the
iContent server.
● You’re responsible for ensuring that zip files don't contain malicious JavaScript code.
Accessing Import Content Option
You can access the Import Content option at Content Import Content .
The first step of the wizard prompts you to indicate what you want to do. You have four choices:
1. Add New Content

Select this option to add new desktop content.
2. Add Content for an Existing Item
Select this option to add online course content to an existing learning item.
3. Replace Content for an Existing Item
Select this option to import updated online course content to an existing learning item.
4. Enable Mobile or Offline Content for an Existing Item
Select this option to update an existing learning item with mobile or offline player content.
Once you have made your initial choice, you’re presented with additional fields to select or complete.

The following table describes the fields and your options. Required fields are marked with an asterisk on the screen.
Deploy content to server If selected, the system deploys the content at the end of the
tool wizard.
Server Location You declare server locations in System Administration
Configuration Content Deployment Locations so that you

can upload content to it.
Content Package ID and Content Package ID Prefix If you’re importing only one content package, you can enter a
value in the Content Package ID box to create a unique ID for
the package that you want to import.
 Note
For SCORM 2004 content, ensure that you insert a Con
tent Package ID. This is mandatory due to the sequencing
rules.
If you're importing multiple content packages, the system pro

vides a Content Package ID Prefix box so that, if you provide a
value, all of the content packages have the same prefix. The
system then appends a number to the prefix to ensure that
each content package has a unique ID. If you don’t provide a
value for the Content Package ID Prefix box, the system creates
a content package ID (based on values the import manifest) for
each file that you import.
Enable mobile access Select Enable Mobile Access to enable the content for use with
the mobile app.
Enable offline player download If selected, users of the offline player can download and run the
content.
If you enable offline player download, you can’t have spaces in

the .zip file name. For example, "my_file.zip" is correct but
"my file.zip" is incorrect.

Launch Mode You can set course content to launch in a new browser window.
(For the Launch in a New Browser Window option to be availa
ble, ensure that you’ve selected the option 'Enable Inline Con
tent Launch Configuration' in System Administration
Configuration Global Applications Settings .)
 Note
Currently, this feature isn't available when
enableCourseHome=true ( System Administration
Configuration System Configuration
LMS_ADMIN ). The setting displays but it isn't enforced.

It’s planned for a future release.
Use AICC Wrapper Select this option to apply the AICC wrapper to any nonstruc
tured content. The wrapper allows the content to behave like
structured content.
Add New Item If you select the Create a new Learning item for each content
package checkbox, then the system creates a new item entity
for each content package that you’re importing. You might
want to create a new item so that, as soon as the system im
ports the content packages, users can access those items
(from their libraries) and access the content in the user inter
face. When you add new items in this way, the system applies
all of the settings to all of the items that it creates.
 Note
All of the controls (except the Item ID box) are identical to
the ones that appear on the different tabs of the item en
tity. The system requires every item to have a unique item
ID. Therefore, when you have the system create an item for
each content package that you want to import, you can
provide a prefix for those item IDs; the system appends a
number to the prefix to ensure that each item has a unique
ID.

17.7.2 Importing Content to Add to an Existing Learning Item
Import and add online course content to an existing learning item when you have a local copy of the online course
that you want to upload to a content server, and you have an existing learning item that should contain the new
content.
Prerequisites
You must have at least one content deployment location. Go to System Administration Configuration Content
Deployment Locations .
You must have a learning item of type Online or Instructor-Led with Online Content. Go to Learning Activities
Items .
Before you import course content for the first time, we recommend reviewing your import settings. Go to System
Administration Configuration System Configuration CONTENT IMPORT .
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Content Import Content .

2. Select Add content for an Existing item, and click Next.
3. Choose Browse to locate the file that you want to upload, and then choose Next.
4. To deploy the content to the content deployment location at the end of the process, choose Deploy Content.
5. Select the server where you want to post your content in Server Location.
You declare server locations in System Administration Configuration Content Deployment Locations so
that you can upload content to it.
6. If the server location (content deployment location) is part of the Premium Content Management service,
select Send Deployment Notification to Premium Content Management to notify the service that you have
imported content.
7. In Reassign select how you want assignments to work after you import the content.
○ Select Reassign the new content to all users if you think that the content is so different that all users should
lose their progress in the content and start over.
○ Select Do not reassign the new content to users if you want users who are currently assigned to the learning
item to finish with the old content but new assignments to get the new content.
8. Select the learning item that should contain the new content in Items.
9. Click Import Files.
 Tip
If you see an error that states you cannot import files because they already exist in the learning item, go to
Content Tools Import Content and select Replace content for an Existing item .

10. On the Import Summary page, check the import status.
11. Choose Edit Content to change the Content Object IDs of the content you imported.
12. Choose Schedule Job to complete the process.
Related Information
Identifying Content Servers for Online Courses [page 726]
CONTENT IMPORT System Properties File [page 737]
SAP SuccessFactors Learning Import Content [page 717]
17.7.3 Importing Updated Content for an Existing Learning Item
Import updated online course content when you have a local copy of the online course that you want to upload to a
content server, and you have an existing learning item that has an old version of the content.
Prerequisites
Items .

Procedure

2. Select Replace content for existing item and then click Next.
imported content.
7. Select Reassign the new content to all users to assign the updated content to users who have the course on
their learning plan.
 Note
By default, Do not reassign the new content to users is disabled.
8. Select the learning item that should contain the updated content in Items.
9. Choose Import Files.
17.7.4 Importing Content to Enable it for Mobile or Offline Use in

an Existing Learning Item
Import online course content and enable it for mobile or offline use when you have a local copy of the online course
that you want to upload to a content server, you have an existing learning item that should contain the content, and
the content is not yet used for mobile or offline player.
Prerequisites
Items .

Procedure

2. Select Enable Mobile or Offline Content for an Existing Item, and click Next.
imported content.
7. Select Enable mobile access for all content to allow users to access this content on their mobile devices.
We recommend that you download the content designer from the App Store to help you design content
specifically for mobile devices. It helps you understand design for the screen sizes, for example.
8. Select Enable offline player download to enable users with offline player to download it to their workstations.
9. Select the learning item that should contain the new content in Items.
Related Information


17.7.5 Importing New Online Course Content
Import new online course content when you have a local copy of the online course that you want to upload to a
content server, but you do not yet have a learning item that should contain it.
Prerequisites
Items .
Procedure

2. Select Add New Content, and choose Next.
4. Edit the import content fields to describe the content you are importing.
5. To create a learning item and attach this content to it, select Create a new Learning item for each content
package.
If you select the Create a new Learning item for each content package checkbox, then the system creates a new
item entity for each content package that you’re importing. You might want to create a new item so that, as
soon as the system imports the content packages, users can access those items (from their libraries) and
access the content in the user interface. When you add new items in this way, the system applies all of the
settings to all of the items that it creates.
 Note
All of the controls (except the Item ID box) are identical to the ones that appear on the different tabs of the
item entity. The system requires every item to have a unique item ID. Therefore, when you have the system
create an item for each content package that you want to import, you can provide a prefix for those item
IDs; the system appends a number to the prefix to ensure that each item has a unique ID.
6. Select Assign Content to Test User to assign the content to a test user to check if it imported correctly.
A test user is a standard user account that is associated with a content deployment location. You set up the
test user in System Administration Configuration Content Deployment Locations . Later, when you
import content to the content deployment location in Content Import Content , you can assign the
content to the test user to verify that the content uploaded correctly. For example, you can create a user called
PCS Test and add the account to the Test User box in the premium content management content deployment

location. Then, each time you import content to premium content management with the Import Content tool,
you can create a learning item for content and assign the learning item to PCS Test, then log in as PCS Test to
launch the content to make sure that it imported properly.
Next Steps
After you complete the content import, consider logging in as the test user to test the content that you just
imported.
Related Information
17.8 Online Content Management Configuration
Configure online content management so that your content management behaves as you want it to when
administrators import content and manage content.
You typically manage online content management configuration during implementation and then you review it
periodically.

17.8.1 Identifying Content Servers for Online Courses
You identify content servers for your online courses so that administrators have a target server when they upload
content.
Prerequisites
Although it isn’t technically required, consider setting premium content management entitlement to run in SAP
SuccessFactors Learning.
Context
If you have copies of online courses locally and you want to make them available to users on the web, then you
create content deployment locations. Content deployment locations are target servers: servers where you can
upload your content.
Many customers have a single content deployment location: an premium content management server. During
implementation, a partner sets up the premium content management content deployment location. If this is your
situation, then you probably don’t need to work with content deployment locations.
 Note
Content deployment locations don’t apply to Online Content Network (OCN) because there’s nothing to upload.
OCN courses already exist on your OCN partner's website.
Procedure

Content Deployment Locations .
2. Choose Add New to add a new content server or search for an existing one that you want to edit.
3. Complete the fields to identify the content server.
The system attempts to log in to the content server using the information you provide. If it can’t log in, you
can’t complete set up of the content deployment location.
Next Steps
After you set up content deployment locations, administrators can import content to it.

17.8.1.1 Content Deployment Locations Fields
Content deployment location fields configure servers where you deploy learning content.
In System Administration Configuration Content Deployment Locations , you can select a content
deployment location to which you can import files, a feature formerly located in the System Configuration file. This
tool allows you to select a location with a name that is easily understandable when importing content such as
videos and web pages. All content uploaded to the specific deployment location inherits all of the properties that
you have set for content deployment locations.
Content Deployment Locations
Description Because the content of this field doesn’t appear in the user interface or any reports, we
recommend that you use the field to fully explain to other administrators the purpose for
creating this entity.
Domain You can associate an entity with a security domain to control the administrators who can
access the entity. What an administrator can access and do for an entity depends on how
you configured the permissions and security domain group of the role ID that is associ
ated with the administrator.
Host Name and Port The location that SAP SuccessFactors Learning deploys the content to.
User Name and Password The logon information for the deployment server.
URL Prefix The prefix that starts all content paths in the content. For example, the content can be
stored in a directory called data/the_content, but users are directed to
the_content. In this case, the_content is the URL prefix.
Directory The directory that the content is stored in. For example, the content can be stored in a
directory called data/the_content, but users are directed to the_content. In this
case data/the_content is the directory.
Test User A test user is a standard user account that is associated with a content deployment loca
tion. You set up the test user in System Administration Configuration Content
Deployment Locations . Later, when you import content to the content deployment loca
tion in Content Import Content , you can assign the content to the test user to ver
ify that the content uploaded correctly. For example, you can create a user called PCS
Test and add the account to the Test User box in the premium content management con
tent deployment location. Then, each time you import content to premium content man
agement with the Import Content tool, you can create a learning item for content and as
sign the learning item to PCS Test, then log in as PCS Test to launch the content to make
sure that it imported properly.
Location Type The location type is way to categorize the deployment locations.

Active When a record is inactive, most of the system does not include that record in searches or
reports. Some searches and reports allow administrators to include inactive records. De
activating (instead of deleting it) hides it from view but keeps it for historical record. Be
cause you cannot restore a deleted record, we recommend that you delete a record when
you make a mistake (for example, if the record ID is simply incorrect) or as part of your
data privacy practice.
iContent Deployment Select iContent Deployment to send an email to the server owner. The notification helps
the content server owner manage connections.
SAP SuccessFactors Learning sends an email message to the person that you specify in
IContentNotificationEmailAddress in System Administration
Configuration System Configuration CONTENT IMPORT .
For example, if you use iContent, you can manage authentication (“entitlement”) on the
LMS side. This improves performance by removing a bottleneck at the content server, but
it works only with iContent: when SAP SuccessFactors Learning can know both ends of
the transaction.
Contact Email This is the administrator who is responsible for the content deployment location.
Display Order The display order controls the order in which the content deployment locations appear
when using the import wizard.
Comments This is comments about the content deployment location.
17.8.2 Setting AICC Max Normal Default
Set AICC Max Normal value to set a default control how many content objects can be open for credit at one time in
a learning item.
Context
updated.
New courses (learning items) get the AICC max normal value from Global Application Settings by default when you
create new learning items. Individual courses can override the default. Imported AICC courses can set their max
normal values in the CRS definition.

Procedure

Global Applications Settings .
2. Set the default value in AICC Max-Normal.
17.8.2.1 AICC Max_Normal Inheritance
You set the default AICC Max_Normal in Global Applications Settings, but you can also override the default on the
course (learning item) level.
You set the default Max_Normal in System Administration Configuration Global Applications Settings AICC
Max-Normal , but you can override it in individual courses. The override can be populated in one of these places:
● You can set the value of Max_Normal in Learning Activities Items Online Content Settings AICC Max-
Normal .
● When you import an AICC course in System Administration Tools AICC Import , you can set
Max_Normal in the CRS import file.
17.8.2.2 AICC Max_Normal
The AICC Max_Normal value is the maximum number of assignable units (content objects) that may be taken for
credit simultaneously.
updated.
For example, if an item has five content objects and the max normal value for the item is set to three, then a learner
can access up to three content objects without completion. If they access and don’t complete a fourth content
object, any AICC content object they access is launched with Credit="No Credit", and the Lesson_Status
and Score values are locked.
The completion value used for the max normal calculation is a SAP SuccessFactors calculation, not an AICC
calculation. As a result, the Max Normal calculation is based on all content objects in an item whether they’re AICC
content objects or not (this also includes exam objects). However, only AICC (and SCORM) content objects are
affected if the Max Normal value is exceeded.
We recommend that you set AICC Max Normal to 99.

17.8.3 Setting AICC Wrapper Confirmation Text
Set the AICC wrapper confirmation text that you want to appear to learners as the buttons and text to agree with
content or disagree with content.
Context
Some online content uses an AICC wrapper. An AICC wrapper presents the user with some text and then asks the
user to agree or disagree with the content object. For example, you can wrap a Standard Operating Procedure
(SOP). Users read the SOP and then see some text that says that they confirm that they've read and understood it.
They then click an agreement or a disagreement button. The settings control the text that users see.
Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Global Applications

Settings .
2. In the page, find AICC Wrapper Settings.
3. Type new values for the confirmation prompt, and the agree and disagree buttons.
Choice Description
Confirmation Text The text that explains their task. Do they agree that they
have read and understood the material, for example, or do
they not agree?
Agree Button Text The text that appears on the affirmative button: the button
that users click when they agree that they have read and un
derstood the material.
Disagree Button Text The text that appears on the dissension button: the button
that users click when they disagree that they have read and
understood the material.
4. To translate any of the values click .
When you click , you can translate your text into multiple locales.
Related Information
When and How to Use the AICC Document Wrapper [page 615]
Creating Content That Users Can Confirm Reading [page 613]

Using the External AICC Wrapper to Create Confirmation Statements [page 614]
Changing Internal AICC Wrapper Text Confirmation Text [page 615]
17.8.4 Mapping AICC Status to SAP SuccessFactors Learning

Completion Status
If you’re using AICC (Aviation Industry CBT Committee) content and tracking completion system, then you must
map the AICC status values to your SAP SuccessFactors Learning completion status values.
Prerequisites
Before you can map AICC status values to SAP SuccessFactors Learning status values, you must set up your SAP
SuccessFactors Learning completion values and your training sources. During implementation, you define
completion status in References Manage Users Learning Completion Status and sources in References
Learning Activities Sources .
Context
The AICC file applies to you only if you’re launching AICC (Aviation Industry CBT Committee) content and tracking
completion. Typically, AICC users are training in the aviation space (pilots, flight attendants, and so on). If you have
AICC content, then you need to set up the mapping between the SAP SuccessFactors Learning completion status
and the AICC completion status so that, when users complete an AICC course, and their completion is reported
from the AICC content according to AICC completion codes, they get the correct completion status in SAP
Procedure

2. Edit AICC.
3. Copy one of the case sensitivity properties and paste it at the end.
For example, copy lessonStatusMapping.ContentBuildCompany[Sample].ignoreCase=true and

paste it at the end.
4. Copy one of the existing vendor status codes and paste it at the end.
For example, copy lessonStatusMapping.ContentBuildCompany[Sample].vendorStatus[C]=P and

paste it at the end.

5. Change the bracketed value of the build company to the name of the source as defined in References
Learning Activities Sources .
6. To ignore the case of the source, set ignoreCase to true.
We recommend that yous set it to true.

7. In vendorStatus, set the value that comes from the source in the brackets and the matching SAP
SuccessFactors Learning source on the right side of the equals sign.
8. Copy the vendorStatus line and paste a new one for every possible status code that could come from the
vendor and then repeat the process of adding the vendor status in brackets and the SAP SuccessFactors
Learning status on the right side of the equals sign.
Example
In this example, codes of c and C (case insensitive) from the fictitious company ABCinc map to the completion
status of Pass (P) in SAP SuccessFactors Learning.
 Sample Code
lessonStatusMapping.ContentBuildCompany[ABCinc].ignoreCase=true
lessonStatusMapping.ContentBuildCompany[ABCinc].vendorStatus[C]=P
17.8.4.1 AICC Completion Status Logic
SAP SuccessFactors Learning looks for specific information and follows defined logic when saving a completion
status based on a code sent from AICC (Aviation Industry CBT Committee) content.
AICC vendors, tools, and sources can create different alphanumeric codes to represent the five AICC status values.
A particular build company, tool, and source combination can send a value of 1 for Pass and 2 for Complete (for
example). As a result, when a learning administrator creates an AICC content object in Content Content
Objects , the object needs the build company, build tool, and learning source so that it can find the alphanumeric
code.
SAP SuccessFactors Learning uses the information in the content object to find the origin of the incoming code
from the AICC content. This origin is defined in brackets in the AICC system configuration file. For example, in the
following code, the origin is the string SKILLSOFT:
lessonStatusMapping.ContentBuildTool[SKILLSOFT].vendorStatus[C]=P
To find the origin, SAP SuccessFactors Learning looks for matches in the following order. First it tries to match build
company from the content object to the bracketed origin in the AICC file. If it can’t match an origin in build
company, it looks at build tool. If it can’t find a match in build tool, it looks for a match in learning source.
1. Build Company: Assigned on the Summary tab of Content Object.

2. Build Tool (Developer Tool): Assigned on the Summary tab of Content Object.

3. Learning Source: Assigned in the Source list in Learning Activities Items Summary . Source is an
enumerated list that you manage in References Learning Activities Sources .
As part of the matching, SAP SuccessFactors Learning looks at the value of ignoreCase. If set to true, then
matching ignores case (Not case sensitive).
17.8.4.2 AICC Completion Status Map
The map between AICC (Aviation Industry CBT Committee) content completion and SAP SuccessFactors Learning
completion defines how our Learning Management System (LMS) stores completion based on a status coming
from AICC content.
Create an AICC Completion status map so that when users complete an AICC course, and their completion is
reported from the AICC content according to AICC completion codes, they get the correct completion status in
SAP SuccessFactors Learning. The LMS receives a status from the AICC content vendor. Based on your map, it
gives the user the correct Finished or Complete status:
● Finished: The user has viewed but not necessarily mastered the material.
● Complete: The user has earned credit for mastery.
Sample AICC Status Map

SAP SuccessFactors Learning "Fin
AICC Status ished" SAP SuccessFactors Learning "Complete"
Pass True True
Complete True True
Failed True False
Incomplete False False
Not Attempted False False
When you look at the example map, you see that when AICC marks a user as Pass, the user is marked as both
Finished and Complete in SAP SuccessFactors Learning. If AICC marks the user as Failed, then to SAP
SuccessFactors Learning, the user has finished the content (gone to the end) but hasn’t completed (mastered) the
content. If the user hasn’t attempted the content, then the user has neither finished it (gone to the end) nor
completed it (mastered it).
The relationship between AICC status and SAP SuccessFactors Learning Administration status requires that only
an AICC status of Pass earns a SAP SuccessFactors Learning Administration status of Complete. When a user
earns an AICC status of Pass, the user must earn a SAP SuccessFactors Learning status of Complete.
 Note
The AICC status of Complete is Finished in SuccessFactors Learning Administration but not Complete. For the
SuccessFactors Learning Administration status, the user must pass the content for it to be considered
Complete.

17.8.5 Cross Domain Support Properties
Cross Domain Support (CDS) properties are set during the CDS implementation process.
Edit these properties in System Administration Configuration System Configuration LMS_ADMIN .
Property Description
cookieCrossDomainSupportEnabled Set cookieCrossDomainSupportEnabled to true to

enable cookie cross domain support. Cookie cross domain
support is used to support launching and tracking courseware
from a different domain than the application domain. The ap
plication and the content server must share the top-level do
main for cross domain tracking to be successful. An applica
tion server with domain tms.learning.com and a content server
with domain cms.learning.com share the top-level domain:
“learning.com.” If you set to true, you must also set a value for
the cookieCrossDomainSupportDomainName prop
erty.
cookieCrossDomainSupportDomainName The cookieCrossDomainSupportDomainName con

tains the top-level domain when you’re using cookie cross do
main support (when
cookieCrossDomainSupportEnabled is set to true).
For example, if application has the domain tms.learning.com
and your content management server has the domain
cms.learning.com, then the value of the
cookieCrossDomainSupportEnabled property is
learning.com.
communicationCrossDomainSupportEnabled When set to true, the

communicationCrossDomainSupportEnabled prop
erty enables communication cross domain support, which
uses an API wrapper to make possible cross-domain communi
cation between SAP SuccessFactors Learning and a content
management server.
defaultContentServerPath The defaultContentServerPath property contains the

default value for the URI where you store your online content.
Administrators can change this. For example, you can type the
root and allow administrators to type in their subfolders for dif
ferent learning items.
contentWrapperPageName The name of the wrapper frameset that loads SAP Success
Factors Learning courseware APIs and training content.

lmsSessionId The LmsSessionId property is used when proxlet.war is de

ployed to support cross domain SCORM content. It allows SAP
SuccessFactors Learning to authenticate the request from the
proxlet. The default setting is jsessionid, and you shouldn’t
change it without assistance from SAP SuccessFactors Techni
cal Services.
scorm2004ContentWrapperPageName The scorm2004ContentWrapperPageName property contains

name of the wrapper frameset that loads SCORM 2004 cour
seware APIs and training content.
externalURLQuestionWrapperPageName The externalURLQuestionWrapperPageName prop

erty contains the name of the wrapper frameset that loads
exam question APIs and exam content. The exams must be
configured to work with SAP SuccessFactors Learning Admin
istration.
contentOpenerPageName The contentOpenerPageName property contains the

name of the page that loads the courseware APIs. Unlike the
wrapper page, the opener page opens the actual training con
tent in a new window.
defaultProxletPath The defaultProxletPath property contains the default

value for the communication proxy loaded on the content
server. Administrators can override this value in the Cross-Do
main tab of the content object or question record.
17.8.6 Online Learning Content Management Configuration

Properties
We include general online learning properties that you can set in LMS_ADMIN. General online learning properties
enable online learning functions that apply broadly across online learning.
aiccSecurityEnabled To enable security in AICC learning transactions, set the

aiccSecurityEnabled property to true. AICC security
prevents, for example, users from stealing a session by copying
a URL.

contentTestPagesEnabled Set the contentTestPagesEnabled property to true to

allow some online learning test pages to run without going
through the normal check-login routine. Enable test pages in
only test environments because when you set to true, the sys
tem circumvents its login checks. This setting is exposed for
SAP SuccessFactors Technical Services. We recommend en
gaging them for help with online learning.
userIdentityInformationCookieEnabled Some third-party learning content, when served online, re

quires the user’s ID in a cookie. If your content requires the
user ID to be stored in a cookie, then set the
userIdentityInformationCookieEnabled property
to true.
17.8.7 Online Learning URL Properties
This topic describes how you can control how the browser and user interact with online learning.
aiccReturnURL The aiccReturnURL property is mapping to the

PwsAiccServlet, which tracks the completion of external
AICC content through HTTP messages.
contentTrackingFunctionReturnURL The contentTrackingFunctionReturnURL property

contains the mapping to the
PwsTrackingFunctionsServletServlet, which
tracks the completion of structured content through HTTP
messages.
scorm2004ReturnURL The scorm2004ReturnURL property contains the mapping

to the SCORM 2004 RTE servlet, which tracks the completion
of structured content through HTTP messages.
examQuestionReturnURL The examQuestionReturnURL property contains the

mapping to the PwsStudentExamAPI. The exam questions
send HTTP messages to this URL.
examResourceCacheMaxCount The examResourceCacheMaxCount property contains

the number of resources to be cached by the
PexamResourceServlet.

restrictAccessToOtherComponentObjectsDurin The
gExam restrictAccessToOtherComponentObjectsDurin
gExam controls whether users can access other objects (like
learning items) during an exam.
17.8.8 ICONTENT System Configuration Properties
These properties affect how the Learning Management System (LMS) interacts with iContent.
To edit the ICONTENT properties file, log in to SAP SuccessFactors Learning Administration and then go to
System Administration Configuration System Configuration ICONTENT .
The ICONTENT System Configuration file applies to customers who use iContent.
ICONTENT Properties
enabled Set to true if you’re an iContent customer.
enableApplicationEntitlement Set to true to enable LMS Content Entitlement. We recommend LMS Content Enti
tlement because the security checks occur in the LMS. If you set to false, then
your users are put in a queue at the iContent server to be authenticated. This de
grades performance.
iContentAccountId Set to the value provided to you by the iContent team.
17.8.9 CONTENT IMPORT System Properties File
The CONTENT IMPORT system properties file controls some of the default configuration for the content importer.
 Note
In SAP SuccessFactors Learning, attachment limits are spread across three system configuration files:
ATTACHMENT, CONTENT IMPORT, and LMS_ADMIN. You can edit all the files by going to: System
Administration Configuration System Configuration .
These settings apply to the content import tool: Content Import Content .

maximumFileSizeKB maximumFileSizeKB is the maximum size of a file, in KB, that an administrator

can upload from the content import tool. Set this to a value that protects your con
tent server and that is reasonable for your types of online course content.
handlerTimeout This is the time-out, in milliseconds, for the import handler. You want it to time out
before the administrators' session, so make it less than the server time out.
IContentNotificationEmailAdd This is an email address that receives issues related to premium content manage
ress ment uploads. Note that this is in addition to emails sent to the administrator up
loading the content.
supportedFileExtensions The list of file extensions supported by bulk content import tool. This applies to in
dividual files or files in a zip file that isn't AICC or SCORM format. Each item in the
list must be separated by a semicolon (;). Don't include additional spaces or char
acters.
If an administrator attempts to upload individual files, or files in a zip file that isn’t
AICC or SCORM format, with an extension that isn't on the list in
supportedFileExtensions, then the import stops and the administrator
sees a warning about file types.
unsupportedFileExtensionsInZ If an administrator attempts to upload an AICC or SCORM format zip file with an
ipFiles extension that is on the list in unsupportedFileExtensionsInZipFiles,
then the import stops and the administrator sees a warning about file types.
backgroundThresholdFileSizeK Set backgroundThresholdFileSizeKB to a reasonable limit to avoid lock

B
ing your administrators while they are using the content import tool. If administra
tors attempt to upload a file that is over this threshold (in KB), then they must run
the import as a background job. By offloading the job to the background, they can
continue to do other work while the file uploads.
Related Information
Configuring Attachment Logic and Limits in SAP SuccessFactors Learning [page 978]

17.8.10 OPEN CONTENT NETWORK System Property File
After you sign agreements with content providers, you configure the Open Content Network to connect SAP
SuccessFactors Learning to the provider.
Enabling the System and the Providers
General properties for third-party providers
This property... ...Is Used As Follows
providers[<specific provider name>].* Do not change any value for a property that starts with
providers unless you are directed to so so by a SAP Suc
cessFactors Learning representative. There are two exceptions
to this rule, and they are described in the rows below.
providers[<specific provider By default, all providers are disabled (this property is set to
name>].enabled false. Set to true to enable the provider after you sign an
agreement.
providers[<specific provider providers[<specific provider

name>].pricingModel
name>].pricingModel determines the pricing model of
the provider. Valid values are:
● A value of null means that the provider falls back on

whatever pricing you have configured in Finance or falls
back on free courses. If you want to use OCN with SAP
SuccessFactors Learning Finance, then type null. If you
plan to offer all courses for free, type null.
● If you want to publish the price of an OCN course on users'
catalogs and allow them to pay for it a la carte from the
OCN provider, type RETAIL. The provider must have an a
la carte option. Companies can use this, for example, if
they tell users to charge the course to a credit card and
submit it in an expense report. The transaction takes
place outside SAP SuccessFactors Learning, but we do
show the pricing information so that users can make in
formed decisions. You cannot use Finance if you select a
retail model.
● If you signed up under a provider's subscription model,
type SUBSCRIPTION. Subscription models vary, but
users under a valid subscription are allowed to take the
course. Billing takes place under your provider's subscrip
tion agreement. You cannot use Finance if you choose a
subscription model.

Properties specific to OPENSESAME provider
This property... ...Is Used As Follows
providers[OPENSESAME].config.appKey OpenSesame requires a tenant ID, an app key, and a secret key.
With an OpenSesame account, you can retrieve the informa
tion at https://www.opensesame.com/OCN
providers[OPENSESAME].config.secretKey OpenSesame requires a tenant ID, an app key, and a secret key.
providers[OPENSESAME].config.tenantID OpenSesame requires a tenant ID, an app key, and a secret key.
Setting Default Import Values
When you import content from a provider to SAP SuccessFactors Learning, each course becomes a learning item in
your system. The following properties define the default values when the system creates the learning item. The
default values are the recommended values for most customers (the most common configuration case). The
provider ID is a part of the provider's configuration such as providers[OPENSESAME].enabled=false.
This Property... ...Is Used as Follows
defaultValues.domainID[default] This value is the default security domain of learning items cre
ated from importing MOOC content. The bracket default is
what the system falls back to if you do not include the provider
name, for example, OPENSESAME. To do so, simply copy the
property and replace 'default' with your provider, for example,
OPENSESAME.
defaultValues.crossDomainEnabled[default] This value determines whether cross domain support (CDS) is

enabled on the content. CDS is supported for Lynda only, and
to use it, you must set up CDS. To set up CDS, read the Integra
tion - Learning and Cross-Domain Content Servers document
for your release. The bracket default is what the system falls
back to if you do not include the provider name, for example,
OPENSESAME. To do so, simply copy the property and replace
'default' with your provider, for example, OPENSESAME.

defaultValues.enableMobileAccess[default] This value is the default value for the flag that enables mobile
learning access for the learning items. If you want users to ac
cess the MOOC content only through a browser on laptops, set
to false. The bracket default is what the system falls back to
if you do not include the provider name, for example, OPENSE
SAME. To do so, simply copy the property and replace 'default'
with your provider, for example, OPENSESAME.
defaultValues.isOnline[default] This is the default setting for the flag that allows users to ac
cess the learning item. If you want to import MOOC content
but you want to hide it until you have a chance to review each
learning item, set the value to false. To reduce your review
workload, set to true. The bracket default is what the system
falls back to if you do not include the provider name, for exam
ple, OPENSESAME. To do so, simply copy the property and re
place 'default' with your provider, for example, OPENSESAME.
defaultValues.isApprovalRequired[default] This is the default setting for the flag that either requires or
does not require approval to take a course. The idea of MOOC
courses is that are highly available to your users, so in most
cases, you should set to false. You can always set individual
learning items to require approval later. Set to true to require,
by default, approval to launch MOOC courses. The bracket de
fault is what the system falls back to if you do not include the
provider name, for example, OPENSESAME. To do so, simply
copy the property and replace 'default' with your provider, for
example, OPENSESAME.
defaultValues.processDefinitionID[default] If you require an approval process by default in

isApprovalRequired, then you create a default approval
process and paste the ID as the value of this property. The
bracket default is what the system falls back to if you do not in
clude the provider name, for example, OPENSESAME. To do so,
simply copy the property and replace 'default' with your pro
vider, for example, OPENSESAME.
defaultValues.isSupervisorCanRecordLearnin This is the default setting for the flag that allows supervisors to
gEvents[default] record learning events on the learning item. The idea of MOOC
courses is that they are highly available to your users, so we
recommend setting this to true. You can always override the
default value for individual learning items. The bracket default
is what the system falls back to if you do not include the pro
vider name, for example, OPENSESAME. To do so, simply copy
the property and replace 'default' with your provider, for exam
ple, OPENSESAME.

defaultValues.isUserCanRecordLearningEvent This is the default setting for the flag that allows end users to
s[default] record learning events on the learning item. The idea of MOOC
courses is that they are highly available to your users, so we
recommend setting this to true. You can always override the
default value for individual learning items.The bracket default is
OPENSESAME.
defaultValues.currencyCode[default] If you set up finance for MOOC content and if you do not want
to use the default currency code, then provide an alternative
currency code here. The currency code is the ID from
References Finance Currencies . The bracket default

ple, OPENSESAME.
defaultValues.itemType[default] This is the default learning item type value for learning items
created from importing MOOC content. Item type is some
times confused with item classification. Item types are enum
erated in References Learning Activities Item Types .

The bracket default is what the system falls back to if you do
not include the provider name, for example, OPENSESAME. To
do so, simply copy the property and replace 'default' with your
provider, for example, OPENSESAME.
defaultValues.itemCompletionStatus[default This is the default value for completion status of the learning
] items created from importing MOOC content. This value is
useful in two circumstances: when the value of
markCompleteOnLaunch is set to true or when
crossDomainEnabled is set to true. The bracket default
ple, OPENSESAME.
defaultValues.itemFailureStatus[default] This is the default value for failure status of learning items cre
ated from importing MOOC content. The bracket default is
OPENSESAME.

defaultValues.reviewable[default] This is the default value for the flag that enables a learning item
to be reviewable. The bracket default is what the system falls
back to if you do not include the provider name, for example,
OPENSESAME. To do so, simply copy the property and replace
'default' with your provider, for example, OPENSESAME.
defaultValues.markCompleteOnLaunch[default This is the default value for the mark complete on launch flag
] for learning items created form MOOC content. If you are
tracking completion status, we recommend you set to true in
this release. The bracket default is what the system falls back
to if you do not include the provider name, for example, OPEN
SESAME. To do so, simply copy the property and replace 'de
fault' with your provider, for example, OPENSESAME.

18 Learning Finance
SAP SuccessFactors Learning finance tracks financial transactions within your training environment.
SAP SuccessFactors Learning finance has a set of available functions and tools that allow administrators to track
resource costs incurred in the delivery of training and the tuition (pricing) charged for a user to attend or launch a
training event. Finance is strictly a system that tracks transactions such as credit and debit values. There is no
exchange of money in Finance without the addition of an optional eCommerce integration such as PayPal Pro.
18.1 Master Inventory
View this section if you want to know about master inventory for finance.
The master inventory stores all items and materials available in the application and sets their default price.
Libraries are populated from the master inventory.
SKU Stock Keeping Unit is a unique inventory ID of the selected

item.
Item or Material The name and last revision of the item or the name of the ma
terial.
Inventory Type The inventory type of the selected item: Item or Material.
Classification The type of classification: Instructor-led, Online, or Other.

Other can include such as books or documents.
Published Price (@) The price published for one unit of the selected item.
Cancel Policy ID The ID of the cancellation policy for the selected item. Cancel
lation policies are managed in References Finance
Cancellation Policies .
Available in Library This checkbox, when selected, indicates that the selected item
appears in the master library.
Class ID The unique ID of the class.
Date/Time The date and time of the class. The date and time appears in
the time zone defined in the Class Summary.
Facility The facility associated to the class.

744 PUBLIC Learning Finance
Published Price The price published in the library for the selected offering.
18.2 Adding Account Codes
Add account codes to track spending and purchases for training through chargeback.
Context
The account code is one way to track the transactions. It is a unique code created to track the chargeback
information of a transaction for the ledger.
 Note
Most customers import account codes in bulk with the account code connector.
Procedure
1. Go to Learning administration and then go to References Finance Account Codes .

2. Click Add New.
3. Add the summary field data.
Field Description
Account ID This is the unique ID of the account code. After you create
the account code, you cannot change it.
Account Code This is the account code name.
Description Add a description that helps you understand the account

code when you maintain it later.
Account Code Type ID This is the account code type from References
Finance . Account codes help outside systems understand

Learning Finance PUBLIC 745
Field Description
the categories of transactions. Your account codes depend

on how you set up your outside financial system to catego
rize accounts.
Company Code The company code is a unique ID for a company in your out
side financial system. The codes that you use depend on
how your external system is configured.
Controlling Area The controlling area is a unique ID for your accounting con
trolling area. In most cases, you have only one controlling
area for all account codes. In some more complex financial
systems, however, you can have more than one controlling
area. Your controlling area depends on the configuration of
your external financial system.
4. Click Add.
5. Go to Chargeback.
6. Click add one or more from list to add a profit centers for the account code.
7. Edit Distribution to distribute the profits among the accounts.
18.2.1 The Importance of Account Code Type, Company Code,

and Controlling Area
If you’re using finance features, you likely pull data from the transactions table, where account code type, company
code, and controlling area are important categorization tools.
External financial systems need attributes to categorize transactions. The attributes help the external system
categorize the transaction. You might want to see all transactions in a given company code, for example, or all
transactions of a given account code type.
SAP SuccessFactors Learning doesn't use account code type, company code, or controlling area for itself. We
simply make them available on the accounts. Your particular values for these three fields will depend on your
external financial system.
18.3 Order Management
View this section if you want to know about order management.
Order Management ( Finance Order Management ) is used to view and edit orders in the system. You see the
order number, status, and the items in individual orders. You can also create refunds for a whole order or for an
individual line item.

18.3.1 How to Access the Order Management Tool
You can access the order management tool by either opening the tool itself in Finance or by launching it from a
class.
When you want to manage many orders for many courses at one time, we recommend that you launch the order
management tool directly. Go to Finance Order Management . However, you often want to manage the order
of a single class. If so, you can launch the order management tool directly from the class. Open the class, then go to
Registration Financial Details. Choose the Order Number to launch the order management tool.
Related Information
Approving Financial Transactions [page 749]

Fulfilling Orders [page 747]
Refunding an Order [page 748]
18.3.2 Fulfilling Orders
Mark an order as fulfilled to show that the training has been delivered.
Context
Orders move automatically between submitted, pending, approved, and (in most cases) cancelled. For many
companies, it’s enough to know that the order was approved. You might, however, want to reconcile the orders with
fulfillment. Fulfillment is an optional step. It marks the training as having been delivered to the user in the order. You
can determine, for example, that a book or video was delivered to the user.
 Note
We don’t recommend that you use fulfillment as a way to determine that a user attended the course. Instead,
use completion status.
Procedure
1. Go to Finance Order Management and look up the orders that you want to fulfill.
Consider searching for all orders with an order status of APPROVED because an order must be approved
before you can mark it as fulfilled. A search for all approved orders gives you your list of orders that can
potentially be marked as fulfilled.

2. In the Status column, choose the Change Status link for the desired item.
A Change Order Status page opens. You can see the order details on this page.
3. In the Change Order Status To dropdown list, select either Fulfilled or Cancelled.
○ Select Fulfilled if the training was delivered and you want to recognize revenue. Or, in the case of
reserved seats, that the organization was granted the reserved seats in the courses.
○ Select Cancelled if the training wasn’t delivered or the user didn’t attend the training.
Next Steps
After you approve the order, consider approving financial transactions.
Related Information
Approving Financial Transactions [page 749]
18.3.3 Refunding an Order
Refund an order when you want to return some of the cost of the order.
Context
Some refunds take place automatically. For example, a cancellation policy can refund some percentage of the cost
of an order. In some exceptions, however, you might want to provide your own refund. For example, if an employee
missed a course because of a family emergency, you might want to refund the total cost of the order.
Procedure
1. Go to Finance Order Management

2. Search for the order that you want to refund and click its Edit button.
3. Click the Add Refund link on the individual line items of the order or to refund the entire order, click the Add
Refund button.
The order level refund button is visible when you have access to all line items in the order. If you do not have
security access to a line item in the order, then you must add the refund to each line item.

Next Steps
Consider changing the fulfillment status of the orders that you refund. If you refund 100% of the cost, for example,
chances are that the status should be Cancelled.
Related Information
Fulfilling Orders [page 747]
18.3.4 Approving Financial Transactions
Approve financial transactions in SAP SuccessFactors Learning to indicate that you can recognize revenue from the
transaction.
Prerequisites
Before you can approve financial transactions, their orders must be at least in the approved status. This means that
users are enrolled or that the organization is approved to hold the reserved seats in training. Think of the approved
order state as a user's approval to enroll into the course. Your approval of financial transactions, however, is the
approval for how the user wants to pay for the course.
Reconcile the orders as fulfilled before approving financial transactions in the orders.
Context
Approve financial transactions to indicate that you can recognize revenue from the transaction. This is useful if you
export SAP SuccessFactors Learning finance data to a third-party system.
Procedure
1. Go to Finance Order Management and look up the order that you want to investigate.
2. Choose the Edit button.
3. Go to Financial Transactions.
You don’t necessarily see all financial transactions in the order. You see only those financial transactions that
you’re approved to see given your security settings.
4. For each financial transaction that you want to approve, select Approve.

Related Information
How Orders and Transactions Fit Together [page 753]

The Purchasing Process for Orders of Learning Courses [page 754]
How Domain Restriction Works for Financial Transactions [page 752]
18.3.5 Canceling a Learning Order by Order ID or Purchase

Order ID
Cancel a Learning order by order ID or purchase order ID when you know one of the IDs but you don't know the
class that matches the order.
Context
When you want to cancel an order, you sometimes know the order or the purchase order ID, and you sometimes
know the class but not the order information. If, however, you know the class, you can cancel the order as part of
registration changes. When you remove the learner from the registration list, you have an option to edit their
registration and canceled.
Procedure
1. Go to Learning Administration and then go to Finance Order Management .

2. Find and edit the order.
For example, if you know the order ID, you can search by the order ID to find the order.
3. In the Status column, click Change Status.
4. In Change Order Status To, select Cancelled
18.3.6 Creating a Purchase Refund
View this section if you want to know about creating a purchase refund.
You can create refunds for the whole order or for an individual line item.

Order Refunds and Line Items Refunds
There are two kinds of refunds that you can create:
● Order Refunds: This is a refund that is deducted from the entire order total.
● Line Item Refunds: This refund deducts a given amount from the cost of a single line item. For example, if there
is an order for three classes and one is canceled you would perform a line item refund for that item. You can
override the cancellation policy assigned to the class by entering a different refund amount. The Cancellation
Policy is the set of rules used by the system to calculate what the user is charged upon canceling the class of an
entry or activity.
You can change the Cost Center and Profit Center for an ORDER REFUND but you cannot make those changes for a
LINE ITEM unless you make adjustments in the ORDER REFUND first. Then the changes are automatically applied
to the line item.
Refund Amount Limitations
There are limitations on refund amounts.
● A maximum order refund is calculated in the following way:
1. Add all (non-refund) line item prices.

2. Subtract all line item and order refunds from the total calculated in the previous step.
● A maximum line item refund is calculated in the following way:
1. Subtract all the line item refunds from the item price to have the line item total
2. Select least amount from the max order refund and the maximum line item refund.
Refund Rules
The following is a list of rules you must follow in order to perform a refund:
● You can create a refund only if the Order Status is Approved, Fulfilled, or Cancelled.
● The refund amount cannot be less than or equal to zero.
● In the case of an order refund, the total refund amount cannot exceed the order total.
● In the case of a line item refund, the line item refund amount cannot exceed the current line item total or the
current order total, whichever is lower.
● The Refund Amount is editable if the Transaction Type is “Chargeback”.
18.3.7 When Financial Transactions are Created

In general, SAP SuccessFactors Learning creates financial transactions when the order is approved. Credit cards
are an exception.
In general, financial transactions appear in orders when the order is approved: if an order is pending or submitted,
no financial transactions are created. However, in when an order is made with a credit card, we create a financial

transaction when the order is submitted. When the order is in the submitted or pending state, the credit card
financial transaction tracks the authorization to the credit card.
The authorization to the credit card is a hold put on the card for the amount of the order. The authorization is
similar to a deposit put on the training: if the order is canceled, then no money is charged to the credit card. If the
order is approved, a second financial transaction appears on the order to track the actual charge to the user.
Authorizations are only valid for a set period of time. It varies by credit card, but, for example , an authorization can
be valid for 30 days. At the end of 30 days, the authorization expires. If the authorization expires before the SAP
SuccessFactors Learning order is approved, it creates a new order with a new authorization.
18.3.8 How Domain Restriction Works for Financial

Transactions
In SAP SuccessFactors Learning, financial transaction security is attached to the domain restriction of learning
items and classes.
When administrators open an order and begin the process of approving financial transactions, they can only see
financial transactions for learning items or classes that have domains that match their domain restriction settings.
The financial transaction itself does not have a domain restriction.
For example, you might configure your system so that administrators are responsible for financial transactions for a
region. In this case, you can create domains for Region A and Region B. If a user orders courses from both Region A
and Region B, the order has mixed financial transactions. When the administrator for Region A logs in and looks at
the mixed order, he or she sees all the financial transactions for courses in Region A and PUBLIC. When the
administrator for Region B logs in and looks at the mixed order, he or she sees all the financial transactions for
courses in Region B and PUBLIC.
Domain Restrictions on Financial Transactions

18.3.9 How Orders and Transactions Fit Together
Orders are a single purchasing action and financial transactions are the actual purchases within that action.
An order is a single purchase of learning, but the individual reserved seats, learning items, or classes are treated as
separate financial transactions. For example, if an external user logs into a site and orders three classes, the system
creates one order and three financial transactions.
The system creates multiple transactions in a single order because each reserved seat, learning item, or class can
have different settings. They also might each require different approval. A user might order three classes at once
but might only be approved for one of them. Each learning item or class can also belong to a separate security
domain and require special access to approve. An administrator might have access to approve financial
transactions in Region A but not Region B, for example. A user, however, might order classes from both Region A
and Region B.
18.3.10 Order Management System
Use the SAP SuccessFactors Learning order management system to control purchases made by internal and
external users.
The SAP SuccessFactors Learning order management system provides control and structure to purchases made
on your Learning Management System (LMS). When users purchase learning, we create an order. The order goes
through the purchasing process to provide traceability in the enrollment process through your reconciliation
process.
The order management system is made up of:
● An order: This is the primary unit of the order management system. When you want to know the state of the
purchasing process for one purchasing action (for example, a user purchasing a learning item) you look up the
order.
● A financial transaction: This is the actual purchasing mechanism of the order. The financial transaction can
vary based on the purchasing method (for example, credit card).

18.3.11 The Purchasing Process for Orders of Learning Courses
When users of Learning order courses, they follow a purchasing process that moves the order from submitted to
fulfilled.
SAP SuccessFactors Learning Order Management Process
Purchasing Action
When a user, manager, or administrator takes a “purchasing action,” SAP SuccessFactors Learning creates an
order with an order number. A purchasing action can be, for example, an administrator reserving seats for users of
an organization or a manager submitting a request for a user to attend a course. The distinguishing feature of a
purchasing action is that it costs money and that cost must be guided through a process.
Submitted Status
When the order is created, it is in the Submitted status. Often, the order passes through the submitted status
quickly.
Pending Status
An order becomes Pending if it can’t immediately be consumed. For example, a user might need approval to enroll
into a class or the class might be full and the user is waitlisted.

 Note
In the Pending state, credit card transactions are authorized but not charged. If the authorization expires before
the order can leave the pending state, a new order is created.
Approved Status
An order becomes Approved from either the Submitted state or the Pending state.
● If an order is Pending, and the order is approved either implicitly (the user moves from the waitlist and
becomes enrolled) or explicitly (a manager, for example, approves the order), the order becomes Approved.
● If an order is Submitted and doesn’t need approval, it skips the pending step and becomes Approved.
Examples of orders that don’t need approval:
○ A user enrolls into a class that has room and doesn't need approval for enrollment.
○ The order is for an online learning item that doesn’t require approval and the user launches the content of
the learning item.
○ An administrator orders reserved seats for an organization.
○ A user applies a voucher (which is a way of preapproving the order).
Cancelled Status
An order becomes Cancelled when the transaction can’t take place. For example, a user withdraws from a course or
isn’t approved to enroll. Administrators with access to Finance Order Management and the order can also
manually set a fulfilled order to cancelled. For example, they might see that although the user was listed as
enrolled, the user didn’t actually attend the course.
Fulfilled Status
An order becomes Fulfilled when an administrator with access to the order ( Finanace Order Management )
marks the order as fulfilled. This is an optional step that allows you to reconcile your costs. The reconciliation
happens outside SAP SuccessFactors Learning.
18.3.12 SAP SuccessFactors Learning Orders
SAP SuccessFactors Learning orders are the vehicle for purchases in the Learning Management System (LMS).
When a user attempts to enroll into a learning item or class, and it has a price, SAP SuccessFactors Learning
creates an order. In SAP SuccessFactors Learning, a learning item, or classch has a price if:
● The price of the item or class is greater than zero.

● The chargeback method is something other than “No Charge”.
You can see the orders in the system if you go to Finance Order Management . Each of those orders is a
purchase of a learning item that has a price.
Purchasing is a process that begins with a user (or a manager or an administrator) buying something and ends with
your company recognizing fulfillment. Between the start and finish, the purchasing process can take multiple
routes. The order is the vehicle that follows the purchasing process routes.
18.3.13 Why Avoid Adding Learning Order Statuses
Use the default order status values: Submitted, Pending, Approved, Fulfilled, and Cancelled because these status
values are critical to the standard order management process. Create new order status values only if you’re
defining a new process, which usually happens with custom development.
You can see the order status values in References Finance Order Satus . You might want to change the
Description field of the default values so that it matches your business, but otherwise, we recommend that you
don’t change them.
When you create a new order status, you assign the status one of the following order status types: submitted,
approved, pending, cancelled, and fulfilled. Any new order status you create is available to administrators in Order
Management.
18.3.14 Order Management Summary Fields
View this section if you want to know about the Order Management Summary tab.
The Summary tab ( Finance Order Management Summary ) contains the status and contents of the
selected Order ID.
Order Type The system has five order types: SEAT-ENROLL, SHOPPING-
CART, SLOTTING, EVHST, and INTERNAL.
● SEAT-ENROLL-Orders placed through registration into a

class.
● SHOPPING-CART- Orders placed using the shopping cart.
● SLOTTING: Orders placed by the purchase of reserved
seats. Like organizations, groups have a finance associa
tion to allow for a reserved seat finance purchase.
● EVHST: Orders created by the history record editor.
● INTERNAL: Order placed by internal users.

Order Status Current status of the line item. You can create a new order sta
tus ( References Finance Order Status ). To change

the status, choose Change Status. You can also remove a re
fund from an item by choosing the Remove Refund link in the
Status column.
Shopping Account The account to be charged for the order.
Course Details The course that has been ordered.
Class Details The class that falls under the course that has been ordered.
Qty (Quantity) The quantity of items in the order.
Original Unit Price The price per unit of the item in the order. Choose Add Refund
to add a refund to the item.
Final Unit Prices Total price per unit of the item in the order.
Extended Price The first row of this column displays the price for the entire or
der. All other rows display the number of refunds for the corre
sponding line item and for the entire order.
Charged Amount The charged amount is the amount that was actually charged
for the order. Pending order, for example, appear with a zero
(0.00) charged amount when a user is on the waitlist or regis
tration approval is pending and the charged amount is still
zero.
Cost Center The account code debited in the transaction. To change the
cost center, choose Change Cost Center. Like organizations,
groups have an account code association to allow for reserved
seat commerce purchase validation.
Profit Center The entity/account credited in the transaction. To change the

profit center, choose Change Profit Center.
Add Refund (link) Use this link to make a refund to a line item.
● Price Paid: The paid cost of the order.

● Additional Refund Possible: This is the grand total and
therefore the maximum amount for which you can make a
refund.
● Refund Amount: The amount you wish to deduct from the
Price Paid as a refund for a line item.
● Comments: In the text box, you can include comments re
garding the refund.

Add Refund (button) Choose the Add Refund button to add a refund for the entire
order.
● Order Total: The total amount for the order.

● Refund Amount: The amount you wish to deduct from the
Order Total as a refund for the entire order.
● Comments: In the text box, you can include comments re
garding the refund.
● Cost Center: May be provided based on line items on the
order but the administrator can change it. Choose the
Cost Center link to add an account code. When one or
more account codes have been added, you can edit the
Account Code Distribution list.
● Profit Center: May be provided based on line items on the
order but the admin can change it. Choose the Cost
Center link to add an account code. When one or more ac
count codes have been added, you can edit the Account
Code Distribution list.
Total The total for the entire order minus the refunds. Both the ex
tended price total and the charged amount total are displayed.
18.3.15 Order Management Finance Contact Fields
View this section if you want to know about the Order Management Finance tab.
On this tab, you can add, edit, or view the shipping information.
Shipping Name The name of the addressee for shipping.
Address 1 The first address line.
Address 2 The second address line.
City The city of the addressee.
State/Province The state or province of the addressee.
Country The country of the addressee.
Postal Code The postal code of the addressee.
Contact Name The contact name of a recipient.

Telephone Contact telephone of the recipient..
Contact Fax The fax number of the recipient..
Contact Email Address The email address of the recipient.
18.3.16 Order Management Financial Transactions Fields
View this section if you want to know about the Order Management Financial Transactions tab.
You can view financial transaction information for an order from Commerce Order Management Financial
Transactions . You can view the transaction type, item/material, order information, total price, account codes,
whether the order has been approved and posting status. Under the Account Codes column, you can view account
code, cost center, and profit center details of a financial transaction. This information can aid you when
troubleshooting customer issues or performing financial investigations.
18.4 Unused Vouchers
View this section if you want to know about unused vouchers.
The Unused Voucher wizard ( Finance Unused Vouchers ) displays the unused vouchers of a shopping cart.
Item ID A unique ID for the selected item.
Voucher Number A system-generated unique ID for each purchase in the sys

tem. A voucher can include multiple units of the entry pur
chased.
Usages Displays the number of times the vouchers for the selected en
try has been used. It’s displayed in the format number used of
total number of items purchased.

18.5 SAP SuccessFactors Learning Coupons
SAP SuccessFactors Learning coupons provide discounts for users on the cost of training.
Coupons offer incentives in companies and organizations that track training costs through commerce. For example,
you can create coupons for new items as a way to market and increase participation in a course.
18.5.1 Adding Learning Coupons
Add Learning coupons to give external learners discounts on the purchase price of a course.
Prerequisites
Coupons work in external learners' shopping carts, so you must enable their shopping carts and it must be of type
external. You typically enable external shopping accounts when you first implement learning sites, but you can
check shopping carts by opening external users and looking at Finance. Be sure that Enable Shopping Account is
selected and External is selected in Shopping Account Type.
Coupons are part of a discounting process, which includes the automatic process Coupon Expiration Notification
and display settings for coupons (in System Administration Application Administration User Settings ). You
typically set up this system as part of implementing Commerce, but if you haven’t yet configured it, please do so
before you add coupons.
Procedure
1. Go to Learning Administration, and then go to Finance Coupons .

2. Click Add New.
3. Add coupon Domain to set which administrator roles can work on the coupon, set it to Active so that it can be
used after you assign it to courses, and set Owner Email to a contact person who knows about the coupon.
4. Add a coupon name, code, and description to help learners understand the coupon.
Choice Description
Coupon Code You can only edit the value in the Coupon Code box as you’re adding a new coupon record. The
coupon code serves as the unique ID for the coupon record. To redeem a coupon in the user inter
face, users must provide the value from the Coupon Code box. Therefore, we recommend that you
expose this value to users by including it in the Coupon Name or Description boxes. For example,
you could include something like the following in one of these boxes: To redeem this coupon, enter
coupon code COUP-123.

Choice Description
Coupon Name Because the content of this box appears in the user interface and in reports, we recommend that
you use the box to summarize the purpose of the record. To fully explain the purpose, you can use
the Description box. To redeem a coupon in the user interface, users must provide the value from
the Coupon Code box. Therefore, we recommend that you expose this value to users by including
it in the Coupon Name or Description boxes. For example, you could include something like the
following in one of these boxes: “To redeem this coupon, enter coupon code COUP-123.”
Description Because the content of this box appears in the user interface and in reports, we recommend that
you enter a description that helps users identify the record or its purpose. To redeem a coupon in
the user interface, users must provide the value from the Coupon Code box. Therefore, we recom
mend that you expose this value to users by including it in the Coupon Name or Description boxes.
For example, you could include something like the following in one of these boxes: “To redeem this
coupon, enter coupon code COUP-123.”
5. In Coupon Type, decide how you want to calculate the discount.
○ Most customers select Percentage so that Learning calculates the discount based on the learners'
currency preferences and the price of the course instead of administrators maintaining the discount lists.
For example, you can offer a 25% discount. A 100 U.S. Dollar course is discounted 25 Dollars and that
same course in Euros, assuming that the course were 120 Euros, is discounted 30 Euros. If you apply the
25% coupon to a second course, one priced at 200 Dollars, the coupon discounts the course by 50 dollars,
and so on. You don’t need to track that information.
○ If your business process requires it, you can select Specified Amount and track the discount in direct
currency. If you choose to track the discount directly, you must use Coupon Values to set the amount of the
discount per course and per currency and you must maintain the amounts relative to changes in course
prices.
6. In Coupon Value, type the value of the coupon as either a percentage or a direct amount (depending on how
you set Coupon Type).
7. Set limits on the coupon's usage.
Choice Description
Valid From and Valid To Set a date range for the coupon. For example, if the first quarter is typically a slow time for your
organization and you want to offer a coupon to encourage external users to purchase training, you
can set the coupon to be valid from the first day of the quarter and expire (valid to) the last day of
the quarter.
You can leave Valid From empty to make the coupon effective immediately. You should, however,
provide a value for Valid To so that the coupon has an expiration date. If you don’t type a value in
Valid From, the coupon can be used indefinitely.
Max Uses If you want to limit the total number of times a coupon can be applied (regardless of the user),
then you can type that value in the Max Uses box. If you provide no value in the Max Uses box,
then there’s no limit on the maximum number of times that the coupon can be applied. However,
if you also provide a value for the Per User Limit box, then the system allows a user to apply the
coupon if 1) the value of the Max Uses box hasn’t been reached and 2) the value of the Per User
Limit box for that user hasn’t been reached.

Choice Description
Per User Limit If you include a value in the Per User Limit box, then that value is the maximum number of times
any one user can use that coupon in the user interface. If you provide no value in the Per User
Limit box, then there’s no limit on the maximum number of times any one user can apply the cou
pon. However, the system doesn’t allow a user to apply a coupon if the value in the Max Uses box
has already been reached.
Next Steps
Assign the coupon with one or more courses in the Items area of the coupons.
If you selected Specified Amount in Coupon Type, write out the values of the coupon in Coupon Values.
Make coupons available to groups of users by creating an assignment profile that assigns coupons to them. Go to
Users Assignment Profiles .
18.5.2 Changing Coupon Display Settings
Change coupon display settings to control how external users see coupons in libraries.
Context
To redeem or apply the coupon, learners must hover the mouse on Available or Expiring symbols in the coupons
area and take note of or write down the coupon code. You can decide how you want the coupons area to behave.
Procedure
1. Go to Learning Administration, and then go to System Admin Application Admin User Settings .
2. Find Coupon Display Settings.
3. Select how you want the coupon display area to work.
○ Most customers can select Show Coupon Area Never because most customers do not use coupons.
○ Select Show Coupon Area Always if you use coupons and you want the coupon area of the library to appear
to learners even if there are no coupons for the course.
○ Select Show Coupon Area Only when User has Active Coupons if you use coupons and you want the coupon
area to appear to learners when they have active coupons but not appear when they don’t.

18.5.3 Checking Coupon Usage
Check the usage of coupons to see the popularity of the coupon or to see how near the coupon is to its usage limits.
Context
You can limit a coupons' usage when you create it. You can, for example, set a maximum amount of users who can
apply the coupon. You can look at the coupon usage to see if its usage is nearing its limit.
Procedure

2. Find and open the coupon you want to investigate.
3. In Coupon Details, look at the coupon usage information.
Usage Information Description
Remaining Redemptions The remaining number of times that users can redeem the coupon.
Unique Items The total number of unique items that users have applied the coupon to.
Unique Users The number of times a unique user redeemed the coupon.
Redemptions The total number of times that all users have redeemed the coupon.
18.5.4 Applying Coupons to Courses
Apply coupons to courses when you want external learners to use the coupon for a discount on the course.
Procedure

2. Find and open the coupon you want to edit.
3. Go to Items.
4. Click  (Add Items) so that learners can apply the coupon to the course.

18.5.5 Checking the Assignment Profiles that Assign a Coupon
If you want to know the assignment profiles that assign a coupon to users, you can open the coupon and check its
assignment profiles.
Context
Often, you want to know which assignment profiles are automatically making assignments of coupons so that you
can troubleshoot how coupons are being assigned. In this case, you know the coupon, but you don't know which
assignment profiles assign that coupon to users. You can start with the coupon and work back to its assignment
profiles.
 Note
You can add the coupon to an assignment profile from within the coupon, but we recommend that you add it in
the assignment profile. By going to the assignment profile, you can check the rules, preview the users, and use
the other tools that help you make accurate assignment choices.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Finance Coupons .

2. Find and open the coupon you want to investigate.
3. Click Assignment Profiles to see the list of assignment profiles that assign the coupon.
18.5.6 Assigning SAP SuccessFactors Learning Coupons to

Users
Assign coupons to users to give users discounts for training orders in SAP SuccessFactors Learning.
Context
If you are using SAP SuccessFactors Learning to track learning costs, you can give users coupons for their training.
For example, if you want an organization to gain XML skills, you can give the organization a coupon to attend
courses about XML.

 Tip
execute changes.
Procedure
Profiles .
3. In the new assignment profile, go to Rules to define the rules of the assignment profile.
The rules create a pool of users by user attribute. All users in the pool get the same coupons.
4. Go to Coupons.
5. Click  (Add Coupon) to add the coupons to the user pool.
6. From the Actions menu, select Execute Changes and then Update Users and Assignments for the assignment
profile.
18.5.7 Coupon Details Fields
View this section if you want to know about Coupon Details fields.
A system administrator can choose which controls to display and the order in which they display by modifying the
entity configuration; therefore, we list each control that you might be able to access in alphabetical order.
This Field... …Is Used as Follows
tity ID is simply incorrect).

Coupon Code You can only edit the value in the Coupon Code box as you’re
adding a new coupon entity. The coupon code serves as the
unique ID for the coupon entity. To redeem a coupon in the
user interface, users must provide the value from the Coupon
Code box. Therefore, we recommend that you expose this
value to users by including it in the Coupon Name or
Description boxes. For example, you could include something
like the following in one of these boxes: “To redeem this cou
pon, enter coupon code COUP-123.”
Coupon Name Because the content of this box appears in the user interface
and in reports, we recommend that you use the box to summa
rize the purpose of the entity. To fully explain the purpose, you
can use the Description box. To redeem a coupon in the user in
terface, users must provide the value from the Coupon Code
box. Therefore, we recommend that you expose this value to
users by including it in the Coupon Name or Description boxes.
For example, you could include something like the following in
one of these boxes: “To redeem this coupon, enter coupon
code COUP-123.”
Coupon Type If you select Specified Amount from the Coupon Type list, then
you can use the Coupon Values tab to identify the value of the
coupon in multiple currencies. If you select Percentage from
the Coupon Type list, then you don’t need to use the Coupon
Values tab: in this case, the system provides a percentage dis
count regardless of the item’s currency.
 Note
After you create a coupon, you can change the coupon
type from Specified Amount to Percentage, and vice versa.
However, when you do so, you must also modify the value
in the Percentage box (type a value when switching to
Percentage and clearing the value when switching to
Specified Amount). If you switch from Percentage to
Specified Amount, then you must add at least one cur
rency to the Coupon Values tab.

Coupon Value As you add a new entity, the choice that you make for the
Coupon Type list determines how you manage the value (speci
fied amount or percent) of the coupon.
● Specified Amount from the Coupon Type list, the system

allows you to enter a value into the Coupon Value box that
for the global default currency. After you add the coupon
entity, you can configure and manage all of the (specific
amount) discounts on the Coupon Values tab, where you
can identify the value of a coupon in any one of the curren
cies that you’ve created.
● Percentage from the Coupon Type list, the system allows
you to enter a percentage value into the Coupon Value
box. After you add the coupon entity, you can manage the
percentage off that the coupon is worth by using the
Percentage box ( Finance Coupons Summary
tab ).
that helps users identify the entity or its purpose. To redeem a
coupon in the user interface, users must provide the value
from the Coupon Code box. Therefore, we recommend that you
expose this value to users by including it in the Coupon Name
or Description boxes. For example, you could include some
thing like the following in one of these boxes: “To redeem this
coupon, enter coupon code COUP-123.”
Max Uses If you want to limit the total number of times a coupon can be
applied (regardless of the user), then you can type that value in
the Max Uses box. If you provide no value in the Max Uses box,
then there’s no limit on the maximum number of times that the
coupon can be applied. However, if you also provide a value for
the Per User Limit box, then the system allows a user to apply
the coupon if 1) the value of the Max Uses box hasn’t been
reached and 2) the value of the Per User Limit box for that user
hasn’t been reached.
Owner Email We recommend that you record the e-mail address of the per
son who maintains or owns the entity so that other administra
tors have a contact if they need to use or modify the entity.
Per User Limit If you include a value in the Per User Limit box, then that value
is the maximum number of times any one user can use that
coupon in the user interface. If you provide no value in the Per
User Limit box, then there’s no limit on the maximum number
of times any one user can apply the coupon. However, the sys
tem doesn’t allow a user to apply a coupon if the value in the
Max Uses box has already been reached.

Percentage If you select Percentage from the Coupon Type list, then you
can specify the percentage off value that the coupon is worth
in the Percentage box.
Remaining Uses This is a read-only value that displays the remaining number of
times that users can redeem the coupon.
configured the permission restrictions of the role ID that is as
sociated with the administrator. For more information about
how you can configure access to entities, see Security.
Unique Items This is a read-only value that displays the total number of
unique items that users have applied the coupon to.
Unique Users This is a read-only value that displays the number of times a
unique user redeemed the coupon.
Uses This is a read-only value that displays the total number of

times that all users have redeemed the coupon.
Valid From If you provide a date in the Valid From box, then users can’t re
deem the coupon until on or after that date. If you leave the
Valid From box empty, then users can redeem the coupon im
mediately.
Valid To If you provide a date in the Valid To box, then users can’t re
deem the coupon after that date has passed. If you leave the
Valid To box empty, then users can redeem the coupon.
18.6 Subscriptions
View this section if you want to know about Commerce subscriptions.
Subscriptions allow administrators to identify catalogs and organizations who should be granted free access to
those catalogs. Catalog permissions are still managed by the assignment profile, but the subscription will override
all pricing within the catalog. This free access can be granted for a limited time by applying an expiration date. The
subscription record supports renewals by allowing an administrator to renew a subscription based on a set
subscription period.

18.7 SAP SuccessFactors Learning Purchase Orders
SAP SuccessFactors Learning purchase orders are local to the SAP SuccessFactors Learning Management System
(LMS).
In SAP SuccessFactors Learning, purchase orders allocate money for training. Users or organizations can use
purchase orders to pay for training. You can see purchase order by going to SAP SuccessFactors Learning
Administration and then going to Finance Prepaid Accounts .
18.7.1 Adding a Prepaid Account
View this section if you want to know about adding a prepaid account.
Context
Navigate Commerce Prepaid Account Add New Add New Prepaid Account .
Procedure
1. Enter a Prepaid Account ID number in the Prepaid Account ID field.

2. Enter a name for the prepaid account in the Title field.
3. Enter the security domain name or select from a list of security domain names. Use the magnifying glass icon
for the prepaid account in the Security Domain field.
4. Check the Active checkbox to ensure that your prepaid account is enabled for editing and searches.
5. Enter a prepaid account balance in the Balance field.
6. Enter an activation date (or select the calendar icon to select a date) for the date the prepaid account was
created in the Activation Date field.
7. Set your Low Balance Warning Threshold amount (currency) in the Low Balance Warning Threshold field.
8. Enter a description of the prepaid account in the Description field. For example, you want to note what courses
have been purchased.
9. Add emails to the Warning Email Recipients field to receive a prepaid account balance notification.
10. Enter relevant information for your prepaid account in the Notes field.

18.7.2 Copying a Prepaid Account
View this section if you want to know how to copy a prepaid account.
Context
Navigate to Commerce Prepaid Account Actions Copy Copy Prepaid Account .
Procedure
1. Enter a new Prepaid Account ID number in the Prepaid Account field.

2. Check the Copy User Data checkbox to include user data.
3. Check the Copy Organization Data checkbox to include organization data.
4. Click the Reset button to clear the Prepaid Account ID field, the Copy User Data checkbox, and the Copy
Organization Data checkbox if you need to start over.
5. Click Copy when finished.
18.7.3 Deleting a SAP SuccessFactors Learning Prepaid Account
Delete a SAP SuccessFactors Learning prepaid account when you want to remove it completely from the Learning
Context
As an alternative to deleting a prepaid account, consider making it inactive. When you inactivate a prepaid account,
you keep its data in place, but remove it from active use.
practice.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Commerce Prepaid Account .

2. Find and open the prepaid account that you want to delete.
18.7.4 Giving Organizations Access to a SAP SuccessFactors

Learning Prepaid Account
Give organizations access to a SAP SuccessFactors Learning prepaid account to allow organizations to use the
allocated money to purchase training in SAP SuccessFactors Learning.
Procedure

2. Find and open the prepaid account that you want to associate with organizations.
3. In Organizations, click Add .

4. Find the organizations that you want to associate to this prepaid account and add them.
18.7.5 Giving Users Access to a SAP SuccessFactors Learning

Prepaid Account
Give users access to a SAP SuccessFactors Learning prepaid account to allow users to use the allocated money to
purchase training in SAP SuccessFactors Learning.
Procedure

2. Find and open the prepaid account that you want to associate with users.
3. In Users, click Add .

4. Find the users that you want to associate to this prepaid account and add them.

18.8 Library Price Change
View this section if you want to change the price of an item or class.
To change the price of an item and/or class in the library, including pending and submitted items, go to the
Learning Activities Items or Learning Activities Classes and then go to Libraries.
18.8.1 Library Price Change Fields
View this section if you want to know about Library Price Change fields.
Default Select one row as the default price and currency for the item in
this library.
Currency All available currencies display.
Price Enter the price you wish to use for the item in this library.
Add Select the checkbox to indicate this is a new price to be added

for the item in this library.
18.9 Master Inventory Price Change
View this section if you want to know about the Master Inventory Price Change wizard.
The Master Inventory ( Finance Master Inventory ) stores all the items and classes in your system. Catalogs
are populated from the master inventory. The Master Inventory Price Change wizard changes the price of an item or
scheduled offering in the Master Inventory. You can also choose to have the price change propagated to related
catalogs.
18.9.1 Master Inventory Price Change Fields
View this section if you want to know about Master Inventory Price Change fields.
New Price The price to replace the old price that is being changed.

Apply Price Change to Catalog This check box, when selected, allows you to select from cata
log that is affected by the price change.
Item This information includes the Type, ID, and Revision Date and
Time of the item/material. It also gives the ID, Date, and Time
of schedules of the corresponding item.
Price The current price of the item.
18.10 Learning Metadata that Finance Uses
During initial deployment, you set enumerated lists for how your organization wants to manage its Learning
commercial operations. These settings apply to Learning only.
Many organizations don’t use commerce: they don’t charge for their training or they track the expenses separately.
For those organizations, the references in References Finance are irrelevant. If your organization doesn’t use
commerce, your organization has probably disabled the pricing features so that users don’t see prices in their
catalogs.
For example, if your learning organization operates in multiple currencies in the Learning Management System
(LMS), then you can add those currencies in as commerce references.
 Tip
Commerce references are typically configured along with FINANCIAL system configuration. For example, if both
showPricingInternalUsers and showPricingExternalUsers are set to false then it's unlikely that
your organization uses commerce features.
Adding Learning Withdraw (Cancellation) Policies [page 774]

Add Learning cancellation policies to define how Learning should refund or reconcile accounts when a user
withdraws from a course.

Add cost names to Learning to categorize costs for training delivery.

Activate currencies in Learning to enable them for Learning Commerce.
Setting the Default Global Currency [page 781]

Set the default global currency your main currency for your SAP SuccessFactors Learning installation so
that the system defaults to your common currency.
Adding Learning Account Code Types [page 782]

Add account code types in Learning to categorize account codes in Finance.
Adding Learning Discount Rates [page 783]

Add Learning discount rates to define how learners can purchase courses at a discount.
Adding Allocation Types [page 784]

Add allocation types if you post costs from SAP SuccessFactors Learning to SAP Financial Software and if
you have a special case that can’t use the standard allocation types of activity and cost posting.
Adding Allocation Codes [page 785]

Add allocation codes if you post costs to take trainings from SAP SuccessFactors Learning to SAP
Financials.
Setting Default Allocation Type and Code [page 786]

Set default allocation type and code defaults if you are integrating with SAP financial systems because
together, they describe how learning items and classes are reconciled in the financial system.
18.10.1 Adding Learning Withdraw (Cancellation) Policies
Add Learning cancellation policies to define how Learning should refund or reconcile accounts when a user
withdraws from a course.
Context
Cancellation policies apply to you if you are using the commerce features of SAP SuccessFactors Learning. You use
cancellation policies to create rules that Learning uses when users withdraw from a course. The policy determines
how refunds are applied and costs are reconciled.
 Note
Although it is confusing, a cancellation policy applies to when users withdraw from a course.
Procedure
1. Go to Learning Administration, and then go to References Finance Cancellation Policies .

2. Add an ID and a Description that describes the policy, and then click Add.
After you add the cancellation policy, you can define its rules in the Rules tab.
3. In Delivery Offset, set the number of days before or after the class start date when this rule should apply.
 Tip
If you want to enforce a rule that occurs before the start date, type a negative number. If you want to
enforce a rule that occurs after the start date, type a positive number.
For example, if you want to apply no charge for withdrawing if the learner withdraws a week before the start of
the class, type -7. If you want to apply the full charge if someone withdraws the day after the class starts, type
1.
4. In Cancellation Charge, type the amount that the learner forfeits if they withdraw in the delivery offset period.

○ If you want to refund the entire amount, select No Charge.
○ If you want to charge the entire amount, select Charge Full Price.
○ If you want to charge a percentage of the entire amount, select Charge Percentage (percent), and then type
the percentage that Learning should charge them.
○ If you want to charge a fixed amount, select Charge Fixed Amount, type the amount you want to charge,
and select your preferred currency.
 Note
Fixed amounts can be difficult to manage, especially when you work in multiple currencies.
5. Click Add.
6. In Grace Period, type a number of days after they enroll that learners can withdraw without penalty.
For example, if users register for the course and immediately realize that they registered for the wrong time,
you might want to allow them to withdraw without penalty. If you set a grace period of 1 day, then those users
would have one day to realize their mistake and withdraw without charge and without being held to the rules.
Task overview: Learning Metadata that Finance Uses [page 773]
Related Information

18.10.2 Adding Learning Cost Names
Add cost names to Learning to categorize costs for training delivery.
Context
 Note
Only the Item and Class applications can have a cost formula at the cost name level.

Procedure
1. Go to Learning Administration, and then go to References Fianace Cost Names .

2. Click Add New.
3. Type a Cost Name and Description to help others understand the cost that you are adding.
Name the costs for categories that make sense for your reporting. For example, if you want to report on travel
costs of training, type Travel in Cost Name and define what you mean by Travel in Description.
4. In Apply to the Following, select which types of resources the cost applies to.
For example, travel costs can apply to either users or instructors, but you typically see costs associated to
instructors as a resource to training. Likewise, you can assign a cleaning cost to a facility or a planning cost to
courses (learning items).
When you select an object to apply the cost name to, the cost name is available the object. You can assign
costs to the object in more than one place. For example, if you add travel to instructors, you can go to the cost
tabs of the instructor and assign travel costs. If you defined travel costs as leaving the region, the instructor
might cost something when he or she leaves the region. In the class (scheduled offering), however, you might
also assign travel costs for that instructor for that class. For example, the cost of a neighboring region is likely
less than the cost of traveling oversees to another region.
5. Click Add.
Related Information


18.10.3 Activating Learning Currencies
Activate currencies in Learning to enable them for Learning Commerce.
Context
Learning currencies allow you to charge for learning in the users' local currencies and to account for costs in
multiple currencies. Add currencies for economies where you operate and where you need financial transactions.
Financial transactions that rely on currencies include charge back adjustments, order management, master
inventory, cancellation policies, and account codes.
 Note
The currency names and alphabetical codes are based on ISO 4217. For a complete list of the currency names
and code elements, go to the ISO official web site.
 Note
Learning currency metadata values are used by Learning and not by any other SAP SuccessFactors modules.
Procedure
1. Go to Learning Administration, and then go to References Finanace Currencies .

2. Find and edit the currency that you want to add to Learning.
3. Select Active
Related Information


18.10.3.1 Currencies Fields
In SAP SuccessFactors Learning, you use these fields to define currencies that can be used for finance features like
cost tracking or purchasing of courses.
Label ID The label ID is what users see next to the currency when it’s
used as price. For example, to denote the US dollar, when you
use the dollar sign '$', you need to use the Label ID "USD".
Active This flag indicates if the corresponding currency is Active or In

active. Inactive currencies can't be used to price items in the
system. To use this currency to price or cost learning activities,
you must set it to 'active'.
Currency ID This ID is based on the ISO 4217 currency names and alphabet
ical code. For a complete list of the currency names and code
elements, go to the ISO official web site.
Global Default Currency This flag indicates if the corresponding currency is the system-
wide default currency. The default global currency is set to
USD (US dollars). Prices in the system are set to the default
global currency.
18.10.3.2 Rules for Deactivating a SAP SuccessFactors Learning

Currency after Implementation Time
If you have been using a currency in production and you want to remove it from circulation, be aware of the rules
that apply when you deactivate it.
An active currency shows Yes in the Active column of the list of currencies. The list of currencies is available in
References Finance Currencies . To deactivate a currency, clear its Active checkbox.
When you deactivate a currency after implementation time, chances are that you’ve associated the currency to
some costs and some entities in the system. To remove the currency, you need to remove the associations. Some
associations are enforced and some aren’t. Enforced associations require you to go into each entity and remove
any references to the currency. Unenforced associations are ignored by the system.
Currencies Associations that are Enforced
If you’ve associated the currency with any of the costs listed below, you’re required to manually disassociate the
currency for the costs before you deactivate the currency. Go into each entity and remove any references to the
currency in their costs.

● item pricing
● class pricing
● item-library pricing
● materials pricing
● materials costs
● instructor costs
● facility costs
● master inventory records
● Item type costs
● item costs
● shopping cart records
● user records (preferences)
● locale records
● site records
● cost name records
● custom resources costs
● equipment costs
● location costs
● class costs
● Plan activity records (with plan status = "Draft", Inactive/Approved" or the latest version of the plan with the
status "Active/Approved")
Currency Associations that are Ignored
However, you can deactivate a currency used in association with any of the following entities:
● history record entities

● refund entities
● cancellation policy entities
● order entities
● Training approval process entities
● Plan activity entities (with plan status = "Superceded", "Expired" or an earlier version of the plan with the status
"Active/Approved")
18.10.3.3 Rules for Finding Prices for Multiple SAP

SuccessFactors Learning Currencies
When users browse libraries that include multiple currencies, the rules apply to determine what price (amount and
currency pair) to show users for the courses.
Users can be associated with one library or they can be associated with multiple libraries. For example, if a user can
see courses from both the Human Resources (HR) library and the Information Technology (IT) library, then they
see multiple libraries. Users typically don't know that they’re associated with multiple libraries.

Single Library
If the price of the item in the library matches users' preferred currency, then the system shows the item priced in
the users' preferred currencies. If SAP SuccessFactors Learning can’t find the users' preferred currency, the item
shows a message saying Not available in your currency.
Multiple Libraries
Each library can have a different price. For example, the price in the HR library can be lower than the price in the IT
library. If more than one price exists in the libraries in the same currency for the item, then:
● SAP SuccessFactors Learning compares the available prices for the course and shows users the lowest price in
the users' currency.
● If SAP SuccessFactors Learning can’t find a price in users' preferred currency, the user sees the lowest default
price.
For example, imagine a user's preferred currency is British Pound Sterling (₤) and the user is a part of two libraries:
Library A and Library B. The user finds a course that is listed in Library A for AUS 100.00, British Pound Sterling
(₤) 150.00, and USD 130.00 (default). In Library B, that same course is listed for is NZS 100.00 (default), and
British Pound Sterling (₤) 130.00. The user sees the price as British Pound Sterling (₤) 130.00, which is the lowest
cost in their preferred currency.
Now, imagine that the same scenario, but for a user whose default currency is the Euro. Because none of the prices
are in the user's preferred currency, the user sees the lowest default price. The lowest default price considers
currency conversion, so imagine that at the time the user was viewing the library, the NZS 100.00 price was the
lowest at current conversion rates. The user sees the cost at NZS 100.00.
18.10.3.4 Learning Currency Conversion
Import currency conversion sets to control how the system converts prices for Learning courses.
Currency conversions are used in the training planner to convert training requests into a single currency for request
totals. To use currency conversions with the training planner, you must associate the currency conversion set to a
training request period ( References Training Planner Training Request Periods .
To modify or add currency conversions, use the data import tool at System Administration System
Management Tools Import Data .

18.10.4 Setting the Default Global Currency
Set the default global currency your main currency for your SAP SuccessFactors Learning installation so that the
system defaults to your common currency.
Context
By default, the global currency of SAP SuccessFactors Learning is the US Dollar (USD). Any transaction or cost,
therefore, defaults to US Dollars. If you want your transactions and costs to default to a different currency, we
recommend that you change the currency during implementation, before you record costs or process transactions.
In general, you want to select the default currency that matches your largest user population in SAP
SuccessFactors Learning, which is often your reporting currency, but not always. For example, if you are a European
company, you might want to default to Euros. If you change it to Euros, then when administrators first create costs,,
those costs will default to Euros.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Configuration

Global Application Settings .
2. In Currency, select your default global currency.
Related Information


18.10.5 Adding Learning Account Code Types
Add account code types in Learning to categorize account codes in Finance.
Context
Account codes define how money flows during Learning chargebacks. Each account code is fully identified by the
account code ID, the account code type, and the company code. You must have a fully identified account code to
post chargebacks to SAP Financials because the fully qualified account code tells SAP Financials exactly how to
move the money.
For example, the system can execute a chargeback against a Work Breakdown Structure (WBS) element so that the
system can account for the chargeback against a phase, function, or object of a project. You can create multiple
accounts each of the type WBS, for different phases of constructing a building: a WBS account for design planning,
a WBS account for developing contract deliverables, a WBS account for site work, and so on.
Your account code types appear with your accounts throughout SAP SuccessFactors Learning Finance. For
example, when you search for account codes, you can filter your search by account codes of type WBS.
Procedure
1. Go to Learning Administration and then go to References Finance Account Code Types .

2. Click Add New.
3. Add an ID and a Description to help others understand the account code type.
4. Click Add.
Related Information


18.10.6 Adding Learning Discount Rates
Add Learning discount rates to define how learners can purchase courses at a discount.
Context
Create a discount rate that defines a percentage discount. You can include the rate with a library. Users who are
assigned that library can purchase the items at the discount. For example, the full price of a course might be $100,
but you might want users in the "Internal" library to purchase the course at 10% off the full price. You add a
discount of 10% to make the price is $90 for users in the "Internal" library.
Procedure
1. Go to Learning Administration, and then go to References Finance Discount Rates .

2. Click Add New.
3. Add an ID and Description that helps others identify the discount rate.
4. In Discount, add the percentage discount that learners should receive if they use this discount rate.
5. Click Add.
Related Information


18.10.7 Adding Allocation Types
Add allocation types if you post costs from SAP SuccessFactors Learning to SAP Financial Software and if you have
a special case that can’t use the standard allocation types of activity and cost posting.
Context
Together, allocation types and codes allow you to allocate the cost of training to a cost center that isn’t the users'
cost center. For example, is a consultant enrolls in course and you want to allocate the cost back to the customer.
You can do it with allocation types and codes.
In most cases, you can use the supported allocation types of activity or cost posting. Those two types are already
present in SAP SuccessFactors Learning. In rare cases, however, you might need to add special allocation types.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Finance Allocation

Types .
2. Click Add New
3. Type the name of the allocation type in Allocation Type, a description in Description, and then click Add.
Continue to add allocation types until you’ve added all specialized allocation types in your SAP FICO system.
The values should match your values in SAP FICO.
Next Steps
After you add the specialized allocation types, you can add them to allocation codes. Allocation types are an
attribute of allocation codes.
Related Information


18.10.7.1 Supported Allocation Types and Their Meanings
These default allocation types are supported for integration with SAP Finance.
Allocation Type Meaning in SAP Finance
Activity Maps to an activity allocation posting in SAP Finance
Cost Element Maps to a cost transfer posting in SAP Finance.
18.10.8 Adding Allocation Codes
Add allocation codes if you post costs to take trainings from SAP SuccessFactors Learning to SAP Financials.
Context
Together, allocation types and codes allow you to allocate the cost of training to a cost center that isn’t the user's
cost center. For example, if a consultant enrolls in course and you want to allocate the cost back to the customer,
you can do it with allocation types and codes.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Finance Allocation

Codes .
2. Click Add New.
3. Type the name of the allocation code in Allocation Code. Type the description in Description. In Allocation Type,
select one of the allocation types you added, and then click Add.
Continue to add allocation codes until you’ve added all allocation codes in your SAP FICO system.
Next Steps
After you add allocation types and codes, go to Learning Activities Items and Learning Activities
Classes and add the correct allocation codes in Chargeback.

Related Information

18.10.9 Setting Default Allocation Type and Code
Set default allocation type and code defaults if you are integrating with SAP financial systems because together,
they describe how learning items and classes are reconciled in the financial system.
Prerequisites
Create the allocation type and allocation code that you want to use as a default in References Finanace . Make
note of the IDs to put into the configuration file.
Context
You can set allocation types and codes in learning items or classes, but when you first create a learning item or
scheduled offering, SAP SuccessFactors Learning populates it with a default value.
Procedure

2. Open FINANCIAL.
3. Set financialPostingAllocationType to the default allocation type that you want for your transactions.

4. Set financialPostingAllocationCode to the default allocation code that you want for your transactions.
Related Information

18.11 Learning Metadata that Training Planner Uses
Some Learning metadata is specific to Training Planner (government reporting of training expenditures).
Some customers use Training Planner. If you do, you use metadata to define categories for the reports you submit.
18.11.1 Adding Learning Employee Classifications
If you use Training Planner, you use employee class (classification) categorize the types of employees who receive
training from you.
Context
Employee class is a categorization of users for Training Planner. Training Planner reports show you how different
classifications of employees used the training budget.
assignments.

Procedure
1. Go to Learning Administration, and then go to References People Management Employee Classes .

2. Click Add New.
3. Add an ID and a description that matches your company policy.
18.11.2 Adding Learning Employee Statuses
Add Learning employee statuses so that you can use them in assignment profiles rules to pool learners and assign
them courses, curricula, and so on.
Context
Use employee status with assignment profiles to automatically assign courses to users based on their employee
status. It is a description, matched to your business, of the current relationship of the employee to the business.
For example: full time, family leave, disability leave, and so on. You often want to assign courses by these categories.
 Tip
Some customers do not want to import employee status metadata to Learning because they want to
compartmentalize information. Learning administrators don't need to know your employees' employment
status and employee type can be a good substitute for employee status.
assignments.
Procedure
1. Go to Learning Administration, and then go to References People Management Employee Statuses .

2. Click Add New.
3. Add an ID and a description that fits the employee status types that you want to use in assignment profile rules.
4. Click Add.

18.11.3 Adding Learning Training Planner Reporting Legal Entity
Add a reporting entity for each group that should have its expenditures reported together in Training Planner.
Prerequisites
Legal entities often correspond to different countries, so you select a country when you create them. Add your
countries in References Geography Countries/Regions .
Context
When you consider your legal entities, think about how you want to group training expenditures. In most cases, you
can group by how you report your budget to an authority - either a legal authority or your own company's budget
authority. To see your legal entities, go to SAP SuccessFactors Learning administration and then go to References
Training Planner Reporting Legal Entities .
Procedure
1. Go to Learning Administration, and then go to References Training Planner Reporting Legal Entities .
2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the reporting legal entity.
4. In Country/Region, select the country that the reporting entity belongs to.
5. Click Add.
Next Steps
After you create legal entities, associate them with courses and classes in Government Reporting. Learning can
then make a connection between which learning items and which scheduled offerings belong to which reporting
legal entity.

18.11.4 Adding Learning Training Planner Training Actions
Add training actions to categorize how training was delivered for companies using Training Planner.
Context
If you use Training Planner for government reporting, the training actions define reporting categories. Often,
governing agencies want to know how training took place. For example, whether it took place during work hours.
Procedure
1. Go to Learning Administration, and then go to References Training Planner Training Actions .

2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the training actions.
4. Select Eligible For Outside Work Hours if the action is eligible for reporting as outside work hours.
5. Click Add.
18.11.5 Adding Learning Training Funding
Add training funding to categorize the source of funds used to pay for training in Training Planner.
Context
If you’re using the training planner, you set up training funding entities to represent the sources of funding for your
training budget. In organizations that need to report to a government entity, training funding sources are among
the data sets that you must report. If you aren’t reporting to a government agency, training funding can still be
useful for traceability.
By default, the system creates one training funding source: company. The company source represents funds that
reach your budget from your company itself.
Procedure
1. Go to Learning Administration, and then go to References Training Planner Training Funding .

2. Click Add New.

3. Add an ID and then a Description that helps administrators understand the training actions.
4. Select Company Funded if the source of the training comes from your company.
5. Click Add.
18.11.6 Adding Learning Training Planner Programs
Add training planner program to categorize your expenses for reporting if you’re using Training Planner.
Context
A training program is a way to categorize your courses for SAP SuccessFactors Learning Training Planner so you
can use them when posting learning results by adding or editing learning history.
Procedure
1. Go to Learning Administration, and then go to References Training Planner Training Program .

2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the Training Planner program.
4. Click Add.
18.11.7 Adding Learning Training Planner Request Periods
Add Training Planner request periods define a budget cycle in Training Planner.
Prerequisites
Add currencies that you need for Training Planner in References Finance Currency Conversion .
Context
Each training request period matches a budget cycle. For example, if your training budget cycle is annual, then you
create one training request period for every year. If your training budget cycle is quarterly, then you create that you
create a one training period for every quarter.

You create request periods in References Training Planner Training Request Periods . Your employees,
including managers and training planners, manage the training request process once for each period that you
create.
Procedure
1. Go to Learning Administration, and then go to References Training Planner Training Request Periods .
2. Click Add New.
3. Add an ID and then a Description that helps learners understand the designation type.
4. Select Allow Planning if you want users and managers to submit training requests for the request period.
5. In Manager can Assign Training, set how managers can assign training in a Training Planner environment.
○ If you select Never, managers can never assign training. Select Never if you rely on training planners to
make all assignments.
○ If you select Only after Budget Review, managers can assign training only after the budget has been
reviewed. Select Only after Budget Review if you want to keep more budgetary control with your
organization but to allow managers to assign within the reviewed budget. When you select this option,
training planners often fill seats for all requests to meet the budget. If there are additional seats left after
budget review, the managers can fill the seats with their employees.
○ If you select Before or after Budget Review, managers can assign training at any time. Select Before or after
Budget Review for the most flexibility for managers.
6. In Budget Currency, add the currency for the request period so that reports and organization owners view the
requests in the currency.
7. If your training requests are submitted in multiple currencies, add Currency Conversion Set so that Learning
can convert all currencies in a single currency when it calculates request totals.
8. In Start Date and End Date add the beginning and the end of the request period.
 Note
You can’t change the start and end dates after requests have been submitted for the training request
period.
9. Click Add.
18.12 FINANCIAL
The FINANCIAL system properties described here control parts of SAP SuccessFactors Learning finance.
Parts of the FINANCIAL file work together with BOOTSTRAP-PAYMENT-GATEWAY to configure the payment
connector. The rest of the file sets up finance in the SAP SuccessFactors Learning product. We recommend that
you review all your current settings when you make financial changes.
The FINANCIAL configuration file contains the PayPal Payflow Pro login settings and the settings to control the
behavior of SAP SuccessFactors Learning when a user provides payment information. The file appears to all
customers in System Administration Configuration System Configuration FINANCIAL .

Payflow Specific Set
Name Description Default Value Notes ting?
autoOrderApprova The true The false setting isn’t No

l autoOrderApprova supported.
l property must be set
to true.
autoCreateMaster If true We recommend setting No

Inventory autoCreateMaster to true because most
Inventory is set to organizations want their
true, then all materials, source inventory to in
items, and classes cre clude everything in in
ated are automatically ventory.
added to the source in
ventory.
financialTxAppro If true No
valRequired financialTxAppro
valRequired is set
to true, the financial
transactions have to be
approved by an admin
istrator before the
transactions can be ex
tracted.
skuPrefix The alphanumeric char SKU- No

acters in the
skuPrefix property
are added to the begin
ning of every SKU in fi-
nance.
orderNoPrefix The alphanumeric char ORDNO- No

acters in the
orderNoPrefix
property are added to
the beginning of every
order number in fi-
nance.
orderTicketNoPre The alphanumeric char V- No

fix acters in the
orderTicketNoPre
fix property are added
to the beginning of ev
ery voucher number in
finance.
shoppingAccountP The alphanumeric char SHPNGACCTID- No

refix acters in the
shoppingAccountP
refix property are
added to the beginning
of every shopping ac
count in finance.

shoppingAccountT The INTERNAL No

ypeStudent shoppingAccountT
ypeStudent property
defines the default
shopping account type
for newly added users.
The shopping account
type can be INTERNAL
or EXTERNAL.
shoppingAccountT The INTERNAL The shopping account No

ypeOrganization shoppingAccountT type matters because
ypeOrganization external users can be
property defines the de excluded from some
fault shopping account transactions.
type for newly added or
ganizations. The shop
ping account type can
be INTERNAL or EX
TERNAL.
externalStudentPay When checking out at true No

mentMethodCharge the shopping cart, can
backEnabled the external user use
chargeback payment
method?
externalStudentP When checking out at false Yes

aymentMethodCred the shopping cart, the
itCardEnabled externalStudentP
aymentMethodCred
itCardEnabled
controls whether an ex
ternal user (or user in
an external organiza
tion) can use a credit
card as a payment
method.
creditCardAuthor Set false Yes

izationEnabled creditCardAuthor
izationEnabled to
true to enable transac
tions through PayPal
Payflow Pro.

creditCardSecuri Set true Check PayPal Payflow Yes

tyCodeRequired creditCardSecuri Pro documentation and
tyCodeRequired to your Payflow configura-
true to require users to tion before setting this
enter their credit card property.
security code (for ex
ample, the three digits
on the back of a Visa
card).
creditCardSecuri Set true Yes

tyCodeMasked creditCardSecuri
tyCodeMasked to
true to mask the users'
security code number
in text boxes so that an
other person, looking
over the users' should
ers, couldn’t see the
number.
expYearOffset The expYearOffset 10 Yes

property defines the
number of expiration
years to show in the
dropdown, starting with
the current year.
validateCreditCa Set true Yes

rdNumber validateCreditCa
rdNumber to true to
do basic validation on
the credit card number,
such as: does the credit
card number have the
correct number of dig
its?
creditCardNumber Set true Yes

Masked creditCardNumber
Masked to true to
mask the users' credit
card number in text
boxes so that another
person, looking over the
users' shoulders,
couldn’t see the num
ber.

storeLast4Digits Set true Yes

storeLast4Digits
to true to encrypt and
store the last four digits
of the credit card num
ber for auditing pur
poses.
paymentGateway Always set PayPal Yes

paymentGateway to
"PayPal" for PayPal Pay
flow Pro transactions.
paymentGatewayPa The (null) If you purchased your Yes

rtner paymentGatewayPa account directly from
rtner property con PayPal, use PayPal.
tains the ID provided to
you by the authorized
PayPal reseller who reg
istered you for the Pay
flow SDK. It’s limited to
twelve alphanumeric,
case-sensitive charac
ters.
paymentGatewayVe The (null) Yes

ndor paymentGatewayVe
ndor property con
tains merchant login ID
that you created when
you registered for the
account. It’s limited to
sixty-four alphanu
meric, case-sensitive
characters.
paymentGatewayUs The (null) Yes

er paymentGatewayUs
er property contains
the ID provided to you
by PayPal or the author
ized PayPal Reseller
who registered you for
the Payflow SDK. If you
purchased your ac
count directly from Pay
Pal, use PayPal. It’s lim
ited to sixty-four alpha
numeric, case-sensitive
characters.

paymentGatewayPa The (null) The password is en Yes

ssword paymentGatewayPa crypted when you save
ssword contains the the file.
password to the Pay
flow Pro account.
paymentGatewayCu The true For each currency you Yes

rrencies[USD] paymentGatewayCu want to add, copy
rrencies sets the paymentGatewayCu
currencies accepted by rrencies[USD]
Payflow Pro. By default, and change "USD" to
we set up US Dollars your three letter cur
(USD). rency code, then set the
property to true. To dis
able the currency while
leaving its entry in the
file, set it to false.
paymentGatewayPr Check with your net (null) Yes

oxyAddress work administrator or
SAP SuccessFactors
representative for the
correct value.

oxyPort work administrator or
SAP SuccessFactors
correct value.

oxyLogon work administrator or
SAP SuccessFactors
correct value.

oxyPassword work administrator or
SAP SuccessFactors
correct value.
userPurchaseOrde When true No

rBalanceDisplay userPurchaseOrde
rBalanceDisplay
is set to true, users can
see their prepaid ac
count balance in My
Orders.

displayPurchaseO When true No

rdersToUsers displayPurchaseO
rdersToUsers is set
to true, users can see
their prepaid account in
My Orders and the
shopping cart checkout
page.
showPricingInter If set to true, internal true This setting affects only No

nalUsers users see currency fil- the display of finance to
ters, and pricing in their internal users. It
library. If set to false, in doesn't turn off finance.
ternal users don’t see If you have finance set
currency and pricing in up for internal users, we
their libraries. Set to recommend you set this
false if you don’t use the to true.
finance module and you
want to hide price so
that users aren’t con
fused by it.
showPricingExter If set to true, external false This setting affects only No

nalUsers users see currency fil- the display of finance to
ters, and pricing in their external users. It
library. If set to false, ex doesn't turn off finance.
ternal users don’t see If you have finance set
currency and pricing in up for external users,
their libraries. Set to we recommend you set
false if you don’t use the this to true.
finance module and you
want to hide price so
that users aren’t con
fused by it.
fullRefundWhenRe If set to true: when false The refund isn't applied No

enroll users enroll in a class, automatically if the pur
then cancel and get a chase was made
partial refund, if they re- through a credit card
enroll in the same class, and the payflow system
the initial order is up was down at the time of
dated with a full refund. the automatic refund.
A second order is cre The refund is also not
ated for the re-enroll applied if the re-enroll
ment. ment occurs through a
connector.

financialTransac Set this to the earliest (null) No

tionAPICutOffDat date that you want to
e start posting transac
tions to an external fi-
nancial system. For ex
ample, if you decide to
post transactions to an
external financial sys
tem but only want to
post transactions that
took place on or after
January 1, 2015, set to
01/01/2015. Individ
ual calls to get transac
tions can override this
value, so this value
doesn’t prevent you
from looking past the
date. It does, however,
provide back stop if the
GET call doesn’t provide
a value.
requireOrderTick When set to false, true No

etWhenSlotAvaila users can register for a
ble class without entering a
voucher ID if there is re
served seat available for
them. By default, a
voucher ID is required
financialPosting This is the allocation (null) When the Financial No

AllocationType type for the default fi- Posting Type isn’t speci
nancial posting type to fied for an Item or
post a transaction to a Class, then this default
configured financial value is applied.
system.
financialPosting This is the allocation (null) When the Financial No

AllocationCode code for the default fi- Posting Type isn’t speci
nancial posting type to fied for an Item or
post a transaction to a Class, then this default
configured financial value is applied.
system.

enableRecordComp If set to true, the false

letionInInstruct
Record Completion but
orViewWithFinanc
ton is active in the In
e
structor View when a
class's purchasing op
tions are something
other than No Charge.
This includes purchas
ing options: Distribute
Charges to Specified
Account Code, Charge
to Buyer's Authorized
Account Code, or
Charge to Buyer's
Specified Account
Code. By default config-
uration is false so that
only classes with a pur
chasing option of No
Charge will support re
cord completion.
18.12.1 Refund on Re-Enroll into the Same Course
If you use commerce functionality in SAP SuccessFactors Learning and if you set fullRefundWhenReenroll to
true, then this example applies to you. It shows how the system behaves when users drop out of a class and then
re-enroll.
Some customers' financial policy states that any cancellation fee is waived if the user re-enrolls for the same class
(the same course given at the same time). If that is your policy, you can configure SAP SuccessFactors Learning to
automatically issue a full refund to support your re-enrollment policy. To configure your system for the Refund on
Re-Enroll policy, go to System Administration Configuration System Configuration FINANCIAL and set
fullRefundWhenReenroll to true.
When you set fullRefundWhenReenroll to true, the system behaves as follows.
User is Enrolled in Class, it has a Price, and a Cancellation Policy is in Effect
The process begins when a user is enrolled in a class. The system creates an order for the user. For example,
ORDERNO-100.

The class must have a price and must have a cancellation policy. In most cases, the cancellation policy refunds
some percentage of the price. For the purposes of this example, assume that the refund is 25% of the price. That
means that if the price was $1000, a user who withdraws from the class receives $250 dollars in refund.
The enrollment and cancellation policy is standard commerce behavior.
User Withdraws or is Withdrawn from the Class
When users withdraw from the class, they trigger the cancellation policy and refund on the original order
(ORDERNO-100). After any withdraw approval process, the order number is updated with the refund. For example,
ORDERNO-100 receives a refund of 25%.
Withdraw and refund is standard commerce behavior.
User Re-Enrolls in the Same Class
Refund on Re-Enroll works only when users re-enroll into the same class. For example, if you offer "Business
Writing" classes every month, and if they withdrew from the January offering of "Business Writing" they must re-
enroll into the January offering of "Business Writing" as opposed to "Business Writing" offered in February. It must
be the exact same class.
If fullRefundWhenReenroll is set to true, then when the user re-enrolls, the original order number receives a
full refund and a new order number is created for the re-enrollment. In this example, ORDERNO-100 is refunded the
remaining 75% of the price and a new order number (ORDERNO-102) is created for $1000. Whoever is re-enrolling
the user sees messages that provide information about the refund so that he or she can make informed decisions.
After re-enrollment (and any approval processes), if you go to Learning Activities Classes Registration
Advanced , you see both order numbers associated with the user.
18.13 BOOTSTRAP-PAYMENT-GATEWAY
This topic describes the BOOTSTRAP-PAYMENT-GATEWAY system properties file. Its properties are only viewable
to on-premise customers.
The BOOTSTRAP-PAYMENT-GATEWAY file contains the network and logging settings of the PayPal Payflow Pro
connection. It appears only to on-premise customers in the System Administration Configuration System
Configuration BOOTSTRAP-PAYMENT-GATEWAY . If you’re an on-demand customer of SAP SuccessFactors
Learning, contact a SAP SuccessFactors representative for help.

Name Description Default Value Notes
hostAddress The hostAddress property pilot-payflowpro.paypal.com By default, SuccessFactors

contains the URL of the host Learning goes to the test, or
for the PayPal site hosting "pilot" site. Read more about
your Payflow Pro account. the pilot site and find your live
transaction site in the PayPal
Payflow Pro documentation.
hostPort The hostPort property con 443 The port is unlikely to change,
tains the port that Success but it can change. Check the
Factors uses and that PayPal PayPal Payflow Pro documen
Payflow Pro requires. tation.
timeout This is the timeout for a pay 60 The unit is seconds.

ment request. If a request is
not complete by the timeout,
SuccessFactors Learning dis
connects.
logFilename The logFilename property payflowpro.log SuccessFactors Learning

contains the name of the Pay stores it in the temp directory
flow Pro log. as defined by the Java Virtual
Machine (JVM).
logSeverity The logSeverity property 1 You can set the log sensitivity
contains a one-digit code to to one of six levels, which in
define the sensitivity of the cludes OFF.
log.
maxLogFileSize The maxLogFileSize 1000000 The unit is bytes.

property contains the size that
the log file will be allowed to
grow to before it is truncated
18.14 Training Planner Automatic Assignment Properties
System administrators can set automatic assignment of training requests from the training planner in System
Administration Configuration System Configuration LMS_ADMIN .
autoAssignReviewedTrainingRequests When set to true, this configuration enables automatic as

signment of training requests if the organization has been re
viewed and either the seats requested equals seats granted or
the preselected user count is equal or less than the seats
granted.

defaultAssignmentTypeForAutoAssignTraining When autoAssignReviewedTrainingRequests is set

Requests to true and when the learning item doesn’t have a default as
signment type, the system uses this assignment type when as
signing users.

19 Learning System Administration
Learning system administration involves implementing Learning according to your company's needs and keeping
the implementation current as those needs change.
Learning system administration is different from other work you do in Learning because it happens less frequently.
You do most of the system administration work when you first implement Learning and then return to system
administration when your organization policies change or you need to implement or adopt a new feature.
You often have a separate administration role for system administration. The people in the role have responsibility
for the Learning Management System (LMS) as a system. Other roles manage learning or manage user profiles but
don't manage the health of the LMS.
19.1 Learning Administrator Management
Learning system administrators often need to do lightweight, routine maintenance for Learning administrators.
After you have implemented SAP SuccessFactors Learning, after you have set the security roles of administrators
and defined the personas of your administrators, you often need to simply administer the administrators: you need
to unlock the accounts of administrators who forgot their passwords, change the preferences for an administrator,
and so on. These kinds of ongoing tasks are separate from implementation work and are usually performed by a
different group than performed the implementation.
19.1.1 Updating Learning Administrator Basic Account

Information
If you’re a learning system administrator, you might be responsible for updating the accounts of learning
administrators to make sure that they can log in, that their personal information is correct, and that their
preferences are correct.
Context
If you’re responsible for a team of learning administrators, you often need to update their accounts or help them
keep their preferences current. Although most administrators can manage their information by clicking their
preferences button , they might need help.

804 PUBLIC Learning System Administration
Procedure

Administrators .
2. Search for the administrators that you want to update and open their record.
3. To set their personal identification, including name and e-signatures, go to Summary.
4. To change an administrator's preferences for language, currency, and so on, go to Preferences.
Next Steps
You might need to change an administrator's role as part of changing their personal information. This is rare after
implementation, but if the administrator changed job responsibilities, you might also need to change what the
administrator can access.
Related Information
Assigning Roles to SAP SuccessFactors Learning Administrators [page 805]
19.1.2 Assigning Roles to SAP SuccessFactors Learning

Administrators
During implementation, you create security roles for your administrator personas. To maintain your learning
administrators as they change personas, you add and remove security roles.
Context
You control access in SAP SuccessFactors Learning administration through roles in System Administration
Security Role Management , but sometimes you need to know which role a particular administrator is assigned
into or you need to onboard an administrator into a new job responsibility (persona).
Procedure

Administrator Management .

Learning System Administration PUBLIC 805
2. Search for and open the administrator with the access issue.
3. Click Assigned Roles.
You see the list of roles that this administrator has been assigned. If the roles look correct to you, the access
issue could be a problem in the role itself. Write down the roles so that you can look them up in System
Administration Security Role Management and check for the correct access in the role.
4. To add a new security role, which gives this administrator access to the permissions in the role, click add one or
more from list and then search for and add the role.
5. To remove a security role, which removes this administrator's access to the permissions in the role, click
Remove in the role's row and then click Apply Changes.
19.1.3 Generating a Client Secret for Learning Administrator

Accounts
Generate a client secret for administrators if you want to use the administrator account to call SAP SuccessFactors
Learning Web Services.
Context
The client secret for administrators is for client-server relationships. You use it for almost all web service calls so
that you can track the call to a single account. If however, you call server to server, use the client secret in System
Administration Configuration OAuth Token Server .
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Security

Administrator Management .
2. Find and open the account of the administrator to that calls the web services.
3. Choose Generate a new Client Secret in Summary.
Next Steps
Copy the hash value for the team building the client-server web service calls. The team need the administrator ID
and the client secret.

19.1.4 Changing the Administrator View of Learning Pages
You can change how learning administrators experience administration pages by removing parts of the pages you
aren’t using.
Context
In Learning, the administration view of major entity types is highly configurable so that you can remove clutter from
administrators' views. During implementation, you go through the major entities and remove all the fields that you
don't need. For example, some fields of the user entity are specific to U.S. Federal customers, others for customers
whose qualifications are validated by a third party, and still others for customers using performance features like
competencies.
Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Entity

Configuration .
2. The Entity Configuration has a search bar that is used to filter results. You can search and filter Entity
Configurations by Section Name or Field Name. The search results can be cleared by refreshing the search bar
or by clicking the Filter icon.
When you open the Entity Configuration for an entity, the Filter icon is available with the default view set to
display all the records. You can filter the records by All, Required Only and Display Only. Once you filter the
records, you can also use the search bar to refine the results.
3. In Select an entity to configure, select one of the major entity pages to configure.
Choice Page you are changing
Assignment Profile Manage User Learning Assignment Profiles
Library Learning Activities Libraries
Coupons Finance Coupons
Curriculum Learning Activities Curricula
Item Learning Activities Items
Prepaid Account Finance Prepaid Accounts
Class Learning Activities Classes
Free-of-Charge Subscription Finance Free-of-Charge Subscriptions
User People Users
The Entity Configuration loads on the Item entity by default.
There are other entities available in the drop-down list in alphabetical order.

You can select the Entity Configuration for other entities from the drop-down list to view and edit the sections
and fields, including custom fields
The following fields are system-required fields and will be marked as Yes for both Required and Display by
default. This cannot be changed by the user.
○ User: Role, Security Domain, License User type
○ Assignment Profile: Security Domain
○ Catalog: Security Domain
○ Item: Security Domain
○ Curriculum: Security Domain
○ Class: Security Domain, Time Zone
○ Coupon: Coupon Type, Name, Security Domain
○ Prepaid Account: Domain, Name, Balance, Currency
○ Free of charge subscription: Title/Name, Domain, Free of charge subscription type
If you refresh the Entity Configuration page, any changes made and not saved are discarded when the page
reloads.
4. In Entity Configuration you can remove any fields that you want to hide from all administrators.
5. In Entity Configuration, select the Required box for any field that you want to require administrators to provide a
value for.
When you click on the Required checkbox for a field, the Display checkbox is also automatically marked and
cannot be modified.
You can unmark a Required checkbox for a field, unmark the Display checkbox, and save the settings, if desired.
You can edit the Entity Configuration and save your changes.
You can use the checkboxes for Display to show only the fields that you want.
The Header section in Entity Configuration for all entities is read-only and the administrator can control only it's
visibilty using the Display checkbox.
19.1.4.1 How SAP SuccessFactors Learning Orders Fields When

you Change Administrator Views of Records
When you order fields or tabs for administrators in SAP SuccessFactors Learning, they order left to right, top to
bottom.
In SAP SuccessFactors Learning, you can change administrator's views of some important record types, like user
and learning item. Among the things that you can change is the order of fields and tabs. The order of tabs is simple
(when you move a tab to the top of the Display list, it appears on the top of the tabs), the order of fields is a little
more complicated because the fields display in two columns.
When you set the order of fields in the Record tab, the order is rendered in two columns. The first field is rendered in
the top left, the second is rendered in the top row, second column, the third is rendered in the second row, first
column, the fourth is rendered in the second row second column, and so on.
For example, imagine that you ordered the user record fields as follows:
● First Name

● Middle Initial
● Last Name
● External User ID
When it is rendered, administrators see the following:
First Name Middle Initial
Last Name External User ID
Related Information
Changing the Administrator View of Learning Pages [page 807]
19.1.5 Restoring the Default Administrator Views of SAP

SuccessFactors Learning Pages
You can modify some page views of Learning records to remove unused fields and tabs. If you mistakenly remove a
field or tab, you can restore the default view.
Context
When you restore the configuration of a record, you revert the default configuration (its system-supplied
configuration). Administrators can click Personalize to create their own views based on the default view.
Learning does not revert any personalizations.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Configuration

Record Configuration .
2. In Select a record to configure, select one of the major record pages to restore.
Assignment Profile Manage User Learning Assignment Profiles
Library Learning Activities Libraries
Coupons Finance Coupons

Curriculum Learning Activities Curricula
Item Learning Activities Items
Prepaid Account Finance Prepaid Accounts
Class Learning Activities Classes
Free-of-Charge Subscription Finance Free-of-Charge Subscriptions
User People Users
3. Click Restore Configuration.
19.1.6 Administrator Management Summary Fields
These are the fields that appear in System Administration Security Administrator Management
Summary
Last Name, First Name and Middle Initial This is the administrator’s family name, given name, and mid
dle initial.
Email Address, Reply To Address, and Email Nick Name Values passed to the SMTP server for communication involving
the administrator. For example, when an administrator sends
ad hoc notifications in the ad hoc notification wizard, these
fields appear to the user who receives the communication.
Last PIN Reset Date This is the date the administrator’s personal identification
number (PIN) last changed. Only the administrator himself/
herself can change the PIN, but you can force an administrator
to reset it.
Reset Pin If you select this, the administrator must reset his or her PIN
the next time he or she logs in.


Related User Add a related user if you want the administrator to see the
Home tab as well as the Admin tab when he or she logs in to
SAP SuccessFactors Learning. The administrator "becomes"
the related user when he or she clicks the Home tab.
First, you create a related user is a user record in People
Users . Then go to System Administration Security
Adminstrator Management Summary , and in the Related

Users field, select the user you created.
Locked Locks the administrator. Locked administrators cannot log in

to SuccessFactors Learning.
19.1.7 SAP SuccessFactors Learning Administrator

Management Preferences
These preference settings control the language, currency, and time preferences.
In the System Administration Security Administrator Management Preferences , you can set the locale
preferences of administrators. Administrators can set these same preferences, on their own, in Preferences.
Active Locale ID This is the active locale ID sets other preferences, including the
language that the administrator sees on the user interface.
Currency ID This is the currency of the administrator. When administrators

see costs in "their currency" they see it in this currency.
Time Zone ID This is the time zone of the administrator.
Always display Classes in the Time Zone If you select this checkbox, then when administrators look at
start and end times of classes (including segments) they see
them in their own time zone instead of the time zone of the re
gion where the scheduled offering is taking place.
Update the Locale Format Options The locale format options are inherited from the administra
tors' locale ID.

19.1.8 Administrator Display Properties in LMS_ADMIN
This topic groups topics that describe the ways you can use LMS_ADMIN system properties to change the way
administrators experience the SAP SuccessFactors Learning Administration environment.
Administrators log in to SAP SuccessFactors Learning Administration to manage end users, learning items, and
performance. They are a completely different user group than end users, even though they might have a related
user ID and also log in to the user environment.
Tab Display
userUILazyPersistence If the userUILazyPersistence property is set to true,

the administrator’s preferences for tab display are not immedi
userUIPreferencesHandler ately persisted into the database. The
userUIPreferencesHandler property contains the Java
class that handles the tab display preferences. Do not change
the value of the userUIPreferencesHandler property.
displayModuleTabsInAlphabeticalOrder The displayModuleTabsInAlphabeticalOrder

property, when set to true, shows administrator tabs in alpha
betical order, but with the Summary tab always first. When set
to false, the tabs display in their 6.2 and previous order.
User Registration/Learning Plan Display
Administrators can view user learning plans. You can set the time display for the administrator. The administrator
can see the learning plan times (and dates) in their own time zone or the time zone of the end user (the “learner”).
learningPlanDisplayInLearnerTimezone Set the learningPlanDisplayInLearnerTimezone

property to true to show the administrator the learning plan
times in the end user’s time zone. Set to false to show the ad
ministrator the learning plan times in the administrator’s time
zone.
allowAdminToModifyRegistrationFormCustomCo When set to true, administrators can modify custom field en
lumns tries when registering users for classes. An additional setting
allows users to overwrite the values that an administrator en
ters.

Administrator Limits
Administrators use the Copy Class wizard to create multiple, recurring copies of classes. For example, if an
administrator wants to create a class that meets every Monday for the first 10 weeks of the year, he or she could
create a class for the first Monday of the year and copy the class to the other 9 weeks.
Administrators can inadvertently create hundreds of classes using the Copy Class Wizard. Therefore, you can limit
the number of copies an administrator can create when running the wizard. For example, if you set the limit to 5,
then the administrator who wants to make10 copies would have to run the wizard twice. If administrators run the
wizard to make copies in excess of the limit you set, they see an error: The parameters you are specifying will create
10 copies of this schedule instance. The system has been configured to limit administrators to 5 copies.
Likewise, an administrator can create training request seats. You also want to set a reasonable limit to prevent the
administrator from overwhelming the database.
scheduleCopiesLimit The scheduleCopiesLimit property defines the number

of copies administrators can make of a class any one time they
run the Copy Class wizard.
maxNumberOfTrainingRequestSeats This property limits the amount of training request seats an

administrator can create. By setting a reasonable limit, you
prevent administrators from overwhelming database. The de
fault Value is 500, the minimum value is 1 and the maximum
value is 10000.
exportExpiration This property sets the maximum number of days that an ad
ministrator has to download their export results from the ex
port tool. After the number of days set in this property, the ad
ministrator is no longer able to access the result. The default
and recommended setting is 3. The value can be between 1 and
30.
19.2 Learning User Experience Configuration
Learning system administrators can configure the learning experience of learners.
Some Learning user experience is configurable by system administrators. You can, for example, add custom
Learning pages or you can add quick links to the Learning page. You typically set your user experience for Learning
when you first implement it and revisit the configuration from time to time.
 Note
Learning inherits themes like any other part of the application.

19.2.1 Placing Learning Users into Security Roles
Place Learning users into security roles so that you can limit the users' actions.
Prerequisites
Create a security role for the users in System Administration Security Role Management . The security role
limits what a set of users can do in the system.
Create an assignment profile in Manage User Learning Assignment Profiles and add rules to pool users. The
rules create a pool of users that should all get the same security role.
Context
You can use Manage User Learning Assignment Profiles Role to change a role for each user who is
associated with the assignment profile. Executing changes updates the role in People Users User Details .
Executing changes can also change a user's access to the user interface depending on the role's permissions. After
you add a role to the assignment profile, the role can have one of the following statuses: Valid (the changes to the
assignment profile have been executed) and Add Pending (the changes to the assignment profile haven't been
executed).
Procedure

2. Find and open the assignment profile that pools the users for the security role.
3. Go to Role and then select the security role that you want to assign to them in Role ID.
4. Click Save.
Next Steps
Execute changes for the assignment profile.
Related Information


19.2.2 Adding Learning Easy Links
Add easy links to create a link on users' Links tile. Links are URLs that your users frequently visit.
Context
If your users need to visit a URL frequently, then consider adding an easy links to that URL. When you provide a
URL for an easy link, the user interface makes that link available in users' Links tile. You can add both external links
(for example, http://www.sap.com) or internal links to approval processes or collections.
Procedure
1. Go to Learning Administration and then go to System Administration Application Administration Easy

Links .
2. In the URL column, add the link that you want the user to go to by clicking the easy link.
Make a note of which easy link row you added your URL to. For example, User Easy Link 1 or User Easy Link 2.
The URL that you provide can be relative to the current context, a direct link, or an explicit path to an external
URL (for external URLs, you must include "http://" or "https://").
 Note
When administrators configure links, the links are numbered and display in that numerical order. For users,
the label values determine the order in which links display on the user's tile. Link label values are case-
sensitive and display alphanumerically for users.
3. Go to References Manage Labels Labels .

4. In Label ID, enter data.menu.EasyLink, and then click Search.
5. Look in the Label ID column to locate the easy link that you added the URL to, and then click its Edit button.
For example, if you added the URL to User Easy Link 1, look for data.menu.EasyLink1.
6. Click Locales and then add a translation for every locale.
Users see, for their language, the text you enter for that language's label value.
8. Go to System Administration Security Role Management .

9. In Role Type, filter by the role type User, submit the filter, and then search.

Most organizations use only one user role for all users in their Learning application. You might, however have
multiple roles. If you see multiple user roles in the search results, you must add easy link permission access to
every role that has users who should see the easy link.
10. Edit the user role and then go to Permissions.
11. Expand Personal and verify that you see the easy link number that you added.
For example, if you added the URL to User Easy Link 1, then verify that you see Access Easy Link 1.
If you do not see access to the easy link you added, click add one or more from list to add it back. Without the
permission, users in the role aren’t able to access the easy link.
19.2.3 Adding Custom Tiles
Add custom tiles if you have information to share with SAP SuccessFactors Learning users that doesn’t exist in the
system tiles.
Procedure
1. Log in to SAP SuccessFactors Learning and then go to System Administration Application Administration
Landing Page Settings .
2. Click Create Custom Tile.
3. Type a unique name for your purposes in Title Name.
The Title Name appears to administrators. Tile Title appears to your users.
4. In Show Tile For This Group, select the organization that should see the tile.
If you want to show the tile to all users of your system, select the root organization (the organization at the top
of your hierarchy and then select Include suborganizations.
5. In Show Tile On These Dates, select the lifespan of the tile.
○ To make the tile visible to users until you decide to delete it from the landing page, select All Dates.
○ To make the tile visible to users on a date in the future and to make it visible until you delete it from the
landing page, select Only certain dates. Then, type the date that it should begin to be visible in From and
don’t add a date in To.
○ To make the tile visible to users on a date in the future and make it expire on a specific date, select Only
Certain Dates. Then, type the date that it should begin to be visible in From and the date that it should be
removed in To.
6. Select a default size for the tile in Tile Display Size.
7. In Configure tile content for the selected locale, select the language that you want to edit.
One individual tile can have content in more than one language. When you select the language, you’re editing
the tile in that language.
8. In Tile Title, type the title that users see at the top of the tile.
9. In Description, type a description that sells the tile to users if they look it up in the tile browser.
10. In Main Content, use the editor to add content to the body of the tile.

Next Steps
After you add the tile, add content to the tile.
19.2.3.1 Setting the Behavior of Landing Pages
Set the behavior of landing pages to control how users interact with all landing pages.
Context
A landing page is a work space where users accomplish a task in SAP SuccessFactors Learning.
Examples of Landing Pages
Procedure
2. Click Settings.
3. Set Screen display width to the pixel width of your users.
To decide on your width, consider the workstations that your employees use. If you have a mix of workstation
screen sizes, select the smaller number so that you don’t disadvantage those users. Additionally, do not
consider tablet or phone screen sizes because this setting affects only the browser view of the tiles.
4. To prevent users from moving tiles within a landing page, select Lock Tile Locations.

Lock the tile locations if you want predictability in your landing pages. Predictability can help, for example, when
you’re training or troubleshooting with users: you can predict where their tiles will be so you can help them
through trouble. Unlock the locations if you want to give your users more freedom about how they arrange their
work spaces.
5. In Edit Page Sequence, use the up and down arrows to change the order of the landing pages.
Higher pages appear to the left in left-to-right languages (like English or French) and to the right in right-to-left
languages (like Hebrew or Arabic).
 Remember
SAP SuccessFactors has a language setting in the users' menu, in Options Change Language and
also specific to the Learning area ( Learning Options and Settings ). Because the landing pages are
outside of the Learning frame, they obey the settings in Options Change Language .
6. Click Save.
Next Steps
You can add custom landing pages create new work spaces for users.
Related Information
Adding Custom Landing Pages [page 818]

Force Resetting Users' Landing Page Layouts [page 820]
19.2.3.2 Adding Custom Landing Pages
Add custom landing pages to SAP SuccessFactors Learning create work spaces for users.
Context
A custom landing page can contain tiles that make sense for the work space. For example, if you create an Informal
Learning Custom Landing Page, you can add the QuickGuide tile, Recommendations tile, and Collections tile. Or, if
you aren’t using QuickGuides, you can add only the Recommendations tile and Collections tile. You control the set
of tiles in the page.

Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration Application Administration

2. Click Add Custom Page.
When you first add a custom page, it's inactive. Because it's inactive, users can't see it. When you’re ready, you
can activate the page.
3. In Page Name, type the name of the custom page as you want it to appear to the user.
Consider a short phrase that assumes the verb “Manage” before the phrase. For example, the existing landing
pages of My Learning and My Team help users manage their learning or their direct reports. If, for example, you
added a landing page that allowed users to manage recommendations, you could call it My Recommendations.
Or if you added a page dedicated to browsing the library, you call it My Library.
4. Click to translate the title into multiple languages, or locales.
This step is recommended for all customers whose users speak different languages and who have installed
those languages. If you support multiple languages, and you don’t add a new title for a language, then users of
that language fall back on the default language. The default language is usually English.
Next Steps
After you set up your landing pages, add system tiles or custom tiles to the page. Also, if you’ve added a custom
landing page, you might decide to change the settings of your landing pages to reorder the pages.
Users can’t see the page until you activate it.
Related Information
Translating Strings in Learning [page 1279]

Setting the Behavior of Landing Pages [page 817]
Adding System Tiles to Landing Pages [page 820]
Adding Custom Tiles to Landing Pages [page 821]
Activating Custom Landing Pages [page 822]

19.2.3.3 Adding System Tiles to Landing Pages
Add system tiles to landing pages to build a work space for users to interact with SAP SuccessFactors Learning by
using the system-provided tiles.
Prerequisites
If you want to add tiles to default landing pages, there’s no prerequisite. However, if you want to create new work
spaces, create a custom landing page. Adding Custom Landing Pages [page 818]
Procedure
2. In Pages, select the landing page that you want to change.
3. Choose Add Tile.
4. Select the required tiles from the system tiles, and then choose Select.
5. To change the location of the tile on the page, hover your mouse over the title of the tile and then choose the
arrows to move it up or down.
6. Select the default size of the tile in Default Size.
Users can adjust the size of the tile to customize their work space. The default size is just the size of the tile
when users start.
19.2.3.4 Force Resetting Users' Landing Page Layouts
Force reset users' SAP SuccessFactors Learning landing pages if you roll out new tiles to landing pages and want to
force users to adopt them.
Context
You can allow users to customize SAP SuccessFactors Learning landing pages by adding tiles, changing their sizes,
removing tiles, and so on. Sometimes, however, you might need to force users into a consistent landing page. In
these cases, you can force reset users' landing pages.
For example, if you decide to begin using the recommendations tiles on My Learning and you want to force all users
to adopt the recommendations tile as a start, you can force reset My Learning. Users can remove the
recommendations tiles, but they are at least forced to begin seeing them and to remove them.

 Tip
A stronger version of force reset is in the settings. Extending the example, if you want to force all users see the
recommendations tiles and you want to prevent them from removing it, you can lock their tiles in System
Administration Application Administration Landing Page Settings Settings .
Procedure
2. Open the landing page that you want to force reset.
3. Click Reset Tile Location to Default.
Related Information
19.2.3.5 Adding Custom Tiles to Landing Pages
Add custom tiles to landing pages if you have information to share with SAP SuccessFactors Learning users that
doesn’t exist in the system tiles and you want that information to appear under a specific work space.
Prerequisites
Create the custom tile. Adding Custom Tiles [page 816]
 Note
By default, when you create a custom tile, the system adds it to the current landing page (the page that is open
when you click Create Custom Tile. If you didn’t intend to add the custom tile to that page, delete it from the
page.
Procedure

2. Open the page that you want to add the tile to.
3. Click Add Tile.
4. Select the custom tile.
5. Click Select.
Related Information

19.2.3.6 Activating Custom Landing Pages
Activate custom landing pages so that users see the page as global navigation in the Learning space.
Prerequisites
Add a custom landing page. Adding Custom Landing Pages [page 818]
Procedure
2. Click the landing page that you want to activate.
3. In Status, select activate.
4. In Start Date, select a date when the page should become active to users.
If you select a date of today or in the past, users see the landing page the next time they log in. If you select a
date in the future, then they see it the first time they log in on or after the date. Select a date in the future if you
plan to roll it out and need time to communicate with your users.
5. Click Save.
19.2.3.7 SAP SuccessFactors Learning Landing Pages
SAP SuccessFactors Learning landing pages create a work space for users where they can do tasks like find
recommended learning, manage their own learning, or manage the learning of their employees.
Landing pages are the Global Navigation links that appear when users select Learning in the Module Picker. You can
think of Global Navigation links (or "landing pages" in this case) as places where users “land” to do some work

associated with SAP SuccessFactors (SAP SuccessFactors Learning in this case). For example, they might need a
work space to manage the content that they create, like collections and quick guides. Or, they might need a landing
page to manage the courses that were recommended to them. Each customer defines employee work spaces
slightly differently, but we recognize some commonality.
Because we understand that customers commonly want work spaces for users to manage their own learning,
supervisors to manage employees' learning, and instructors to manage their course load, you always have three
landing pages for specific work. For many customers, these three landing pages are enough, and the tiles that are
installed on those pages by default work well for them:
● A home landing page, which appears to users as My Learning. On this page, users can manage their
assignments, check learning history, and so on.
● A manager landing page, which appears to users as My Team. On this page, managers can manage their
employees' learning, approve learning for their employees, and so on.
● An instructor landing page, which appears to users as My Classes. On this page, instructors can manage their
teaching tasks, see upcoming courses that they are scheduled to teach, post the results of the courses, and so
on.
Because we understand that customers work slightly differently, you can create custom landing pages and you can
add or remove tiles from individual pages. Furthermore, you have some control over how users can interact with the
tiles. You can control the settings to allow your users to customize their landing pages or you can enforce
consistency.
To manage your landing pages, log in to SAP SuccessFactors Learning and then go to System Administration
Application Administration Landing Page Settings .
Related Information

Adding Custom Tiles [page 816]
Force Resetting Users' Landing Page Layouts [page 820]
Adding Custom Tiles to Landing Pages [page 821]
19.2.4 Adding Default Content Images to SAP SuccessFactors

Learning
Add default content images to SAP SuccessFactors Learning if you want to default all new entities (learning items,
curricula, programs, and so on) to use your content images instead of the stock images.
Prerequisites
Your role must have access to the Access Image Configuration permission.

Create an image that matches our content image guidelines.
 Caution
If you link the image to a URL, the URL should be HTTPS for the best results.
Context
By default, SAP SuccessFactors Learning includes its own stock images for entity thumbnail images. When
administrators create a new entity, a new curriculum, for example, they see the stock image.
Examples of Stock Thumbnail Images
You can give learning administrators the ability to overwrite the default images when they create new entities. For
example, you can allow administrators to create an image to orient users to health and safety online courses. When
creating a new health and safety learning item, they can override the default online item thumbnail image and
upload the health and safety image.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Application

Administration Images .
2. Scroll down to Images.
3. For each entity type that needs a new default image, click Browse and select the image.
4. Click Upload.
Next Steps
If you make a mistake, click Restore Default in any entity to reset the image to the stock image.
If you want to prevent administrators from adding their own images to an entity, go to System Administration
Configuration Entity Configuration and remove the image and thumbnail URL from the entity configuration.

19.2.4.1 Updating Logos in SAP SuccessFactors Learning
Update your logo in SAP SuccessFactors Learning to see a new logo in the SAP SuccessFactors Learning
administration environment.
Context
In most cases, you control your logo through themes, centrally in SAP SuccessFactors, so the logo that you change
in SAP SuccessFactors Learning is likely to affect only your Learning administration environment.
Procedure
1. Save a logo image locally.
2. Go to SAP SuccessFactors Learning Administration and then go to System Administration Application

Administration Images .
3. Go to Logo Image.
4. Choose Choose File and to browse =the logo image.
5. Choose Save.
6. Refresh your browser.
If you don’t see the logo that you uploaded, clear your browser's cache and reload the page.
19.2.4.2 SAP SuccessFactors Learning Stock and Default

Images
In SAP SuccessFactors Learning, you can use stock images for things like learning item images or your logo.
Alternatively, you can upload your own images.
SAP SuccessFactors Learning uses images for branding and for orientation. Branding images include things like the
logo that users see and the banner background to entities. Orientation images include the thumbnail images that
users see when they open an entity. These images help them quickly understand that they’re looking at a live
course, an on-demand course, or a curriculum, for example. As a learning administrator, you can choose these
images.
SAP SuccessFactors Learning includes stock images. If you do nothing, your users see the stock images that our
user experience team has selected for branding and orientation. If you would like to customize your users'
experiences, you can go to SAP SuccessFactors Learning administration and then go to System Administration
Application Administration Images .

 Note
If you don’t have access to the Images area, then you don’t have the correct permissions, or your company is
managing the logo outside of the SAP SuccessFactors Learning administration environment.
19.2.4.3 SAP SuccessFactors Learning Topic Banner Images
A topic banner image in SAP SuccessFactors Learning is a banner that sets context for a page.
In SAP SuccessFactors Learning, you can add banner images to provide thematic context to and between pages,
set a visual tone, and provide visual interest. For example, an accounting and finance library topic could show stock
numbers on a ticker so that users are visually reminded of the theme of accounting and finance.
Cover Image in Library Category
19.2.4.4 SAP SuccessFactors Learning Content Images
SAP SuccessFactors Learning content images highlight learning content for users.
Content images identify courses for users and they set an expectation for the course. In most cases, they’re
rendered as part of course cards. For example, a photography course card can appear in the highly rated section of
the learning library. On the card, users can see an image that addresses the content of the photography course.
In some cases, SAP SuccessFactors Learning uses images as banners. For example, if the photography course is a
featured course and part of the carousel rotation, it’s rendered as a banner image. When we use an image as a
banner, we do not simply stretch the square image to fit a rectangular banner shape. Instead, we apply visual
treatments that fill the rectangular banner aspect ratio with a same composition that users would recognize.

Two Presentations of Content Images - In a Standard Card and as a Banner
19.2.4.5 SAP SuccessFactors Learning Topic Banner Guidelines
Follow our guidelines so that your SAP SuccessFactors Learning topic banner images display as expected across
your organization's technology.
Category Recommendation
Aspect Ratio 16:9
Size (minimum) 1280px wide by 720px high
DPI (minimum) 72
Composition Select an image that can be cropped and subdued without af
fecting the meaning of the image. For example, avoid human
figures and select images that work horizontally.
SAP SuccessFactors Learning adjusts the image for different

formats, so you won’t always see the image as you compose it
in SAP SuccessFactors Learning Administration. Center the fo
cal point of the image for the best results in all conditions.

19.2.4.6 SAP SuccessFactors Learning Content Image
Guidelines
Follow our guidelines so that your SAP SuccessFactors Learning thumbnail images display as expected across your
organization's technology.
16:9 Ratios
Aspect Ratio 16:9
DPI (minimum) 72
Composition Select an image that can be cropped and subdued without af
fecting the meaning of the image. For example, avoid human
figures and select images that work horizontally.
1:1 Ratios
 Note
Although we still support a 1:1 thumbnail aspect ratio for content, we recommend that you use 16:9 ratio.
Aspect Ratio 1:1
Size (recommended) 540px wide by 540px high
Dots per inch (DPI) 72
Composition Select subdued images that allude to the associated content

and that have a single, clear focal point that communicates
quickly and clearly to the user. Thumbnails are used in combi
nation with text overlays or other foreground elements, so
avoid clutter.

19.2.4.7 IMAGE ATTACHMENT System Configuration Properties
The IMAGE ATTACHMENT System Configuration property file contains properties that control the size and type of
image that you can upload to the Learning Management System (LMS): images like thumbnails.
IMAGE ATTACHMENT controls the size of images that can be uploaded to the LMS. In the majority of cases, the
only images that you upload to the LMS are the thumbnail images that distinguish one learning item or one
program from another learning item or program (or curriculum, and so on).
If an administrator attempts to upload an image that is larger than the limit you set here or if an administrator
attempts to upload an image that is of a type that you do not allow, then the administrator sees an error. The most
common places that administrators upload image files are in one of the records that supports thumbnails (for
example, in a learning item) or when uploading a thumbnail image as part of an import. For example, if you upload
SCORM content in a .zip file through the content import tool, and if that .zip file contains a thumbnail, then we
check to make sure that the thumbnail meets the standards set in IMAGE ATTACHMENT.
This property... ...Is used as follows
imageAttachmentTypes[<extension>] When set to true, the LMS supports image files with the ex
tension. The extension is in brackets. For example, if you set
imageAttachmentTypes[jpeg] to true, then the sys
tem supports images with a .jpeg extension.
imageMaximumSizePerAttachmentKB The maximum size of an image that can be uploaded to the

LMS. The value is in KB.
19.2.5 Allowing Managers to Remove Alternate Managers
Allow managers to remove alternate managers when you want to give more power to managers to handle the
temporary management of their teams.
Context
Alternate managers are often assigned on a temporary basis. For example, if a manager goes on maternity leave,
her employees might be assigned an alternate manager: someone who can manage her team's training while she’s
out. When she returns, she should take over her team's training again. She can remove the alternate manager so
that the person no longer receives notification emails, no longer sees the employees in My Team, and so on.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Application

Administration User Settings .

2. Select Allow Maanger to remove any Alternate Manager.
Related Information
Managers in SAP SuccessFactors Learning [page 585]

Alternate Mangers in SAP SuccessFactors Learning [page 587]
Manager Delegate SAP SuccessFactors Learning [page 588]
Human Resources Business Partner in SAP SuccessFactors Learning [page 587]
19.2.6 Warning Supervisors of Employees Who are Already

Engaged in a Course
Use Assignment Warning to tell supervisors, at the point of assignment, which employees are already engaged in
completing the course.
Context
To warn supervisors of employees who are already engaged in the course, you use a feature called Assignment
Warning. When you enable it, and when supervisors attempt to assign courses to users who are already involved in
the course (assigned or completed), SAP SuccessFactors Learning warns supervisors that they are about to
duplicate an assignment. Assignment Warning [page 833]
Procedure

2. In Assignment Warning, select Warn the supervisor for recent assignments/registrations, completions or unmet
prerequisites during assignment.
3. In Threshold for Items/Programs, type the number of days that represent a threshold for learning item and
program completion.
For example, if you type 30 in Threshold for Items/Programs, then SAP SuccessFactors Learning looks back
over the last 30 days for learning item and program completions. When a supervisor attempts to assign a
learning item or a program, SAP SuccessFactors Learning gets the list of assignees, looks for users who are
assigned and have started the learning item or program, and looks for users who have completed it in the last
30 days. If a user fits these conditions, the supervisor sees a warning for that user.
4. In Threshold for Classes, type the number of days that represent a threshold for classes.
For example, if you type 60 in Threshold for Classes, then SAP SuccessFactors Learning looks back over the last
60 days for scheduled offering completions. When a supervisor attempts to assign a class, SAP
SuccessFactors Learning gets the list of assignees, looks for users who are assigned and have started the class,

and looks for users who have completed it in the last 60 days. If a user fits these conditions, the supervisor
sees a warning for that user.
Related Information
Assignment Warning [page 833]

Assignment Warning Thresholds [page 833]
Assignment Warning for Series of Individual Classes [page 831]
19.2.6.1 Assignment Warning for Series of Individual Classes
If you create a series of classes - as opposed to using segments in a single class - then you need to understand how
Assignment Warning works for your case.
When you want to track a class with multiple parts, we recommend that you create segments. For example, if you
have one course, called Business Ethics, and you have lined up three monthly seminars with ethics experts,
schedule a single offering called Business Ethics with three segments. A Q2 Business Ethics class would hold
segments in April, May, and June. When you post completion for the Q2 Business Ethics course, you mark the
employees as attending each segment and they see it (and the associated learning item) complete in their learning
history.
Recommended Approach to Classes
However, we understand that some customers have designed a different system for a series of classroom
meetings. Instead of creating a single Q2 Business Ethics offering with three segments, they create three different

classes: Month One Business Ethics, Month Two Business Ethics, and Month Three Business Ethics. They track
attendance outside of SAP SuccessFactors Learning. Inside SAP SuccessFactors Learning, they post completion
for each individual class. When users attend all three, they post completion for those users in a completely
separate learning item.
Series of Individual Classes
In this situation, you can run into this scenario:
1. Administrators set Threshold for Items/Programs and Threshold for Classes to 30 days.
2. An employee completes the Month One class and makes an argument that he or she shouldn't have to attend
the other months. For example, the employee could agree to attend a similar course at a local school.
3. An administrator accepts the argument and uses the learning event recorder to complete learning for the
Quarterly Business Ethics learning item. Remember, the Quarterly Business Ethics learning item is not tied to
the individual classes.
4. The employee's supervisor decides to assign the Month Two or Month Three class or assign the unattached
learning item to the employee who was granted the exception. Assume that the supervisor is assigning more
than 30 days after the administrator recorded the learning event.
5. In this case, the supervisor does not see a warning because:
○ The employee's completion status of the unattached learning item occurred more than 30 days ago.
Because the employee is not working through segments of a single learning item/class, SAP
SuccessFactors Learning can't know that the user is currently enrolled.
○ The employee was never enrolled in the Month Two and Month Three classes. Because the classes are
treated as totally separate offerings, SAP SuccessFactors Learning cannot know that they are part of a
series.
Related Information

Warning Supervisors of Employees Who are Already Engaged in a Course [page 830]

19.2.6.2 Assignment Warning Thresholds
Set assignment thresholds so that SAP SuccessFactors Learning knows how far in the past to look for completions
when warning supervisors that users have already completed a course.
When you set assignment thresholds, think about how long, generally, you long you expect your employees to
retain what they have learned in their classes, learning items, and programs. Set the thresholds to how long you
expect users to retain that knowledge. That way, you warn supervisors if users have completed a course within the
time frame that you expect them to remember the content. You are saying “These users do not need to complete
this course again because we expect that, having taken it within the threshold, they should remember the contents
of the course”.
For example, if you type 30 in Threshold for Items/Programs, then SAP SuccessFactors Learning looks back over
the last 30 days for learning item and program completions. When a supervisor attempts to assign a learning item
or a program, SAP SuccessFactors Learning gets the list of assignees, looks for users who are assigned and have
started the learning item or program, and looks for users who have completed it in the last 30 days. If a user fits
these conditions, the supervisor sees a warning for that user.
For example, if you type 60 in Threshold for Classes, then SAP SuccessFactors Learning looks back over the last 60
days for scheduled offering completions. When a supervisor attempts to assign a class, SAP SuccessFactors
Learning gets the list of assignees, looks for users who are assigned and have started the class, and looks for users
who have completed it in the last 60 days. If a user fits these conditions, the supervisor sees a warning for that
user.
Related Information

User Settings [page 858]
19.2.6.3 Assignment Warning
Assignment warning tells supervisors when a user has recently completed or is enrolled into a course so that
supervisors can avoid assigning a course that their employees have just finished or are in the process of finishing.
Assignment warning helps your supervisors avoid mistakes when assigning courses to their employees. At the
moment when a supervisor makes an assignment, Assignment Warning looks into the learning history and current
assignments of a user. If it finds the same course in the users' learning history or on the users' assignments, it
warns supervisors that the employee is currently working on the course. It does not, however, prevent the
supervisor from assigning it again.

Supervisor Visibility to Teams
Assignment Warning is particularly useful for large teams: teams where the supervisor or Human Resources
Business Partner (HRBP) might not know everyone on the team or might not have daily contact with the team. To
understand why, imagine that a company announces a management refresher course for the managers. Some of
the managers take the imitative to enroll into or complete the course. The supervisor, however, notices that some
of the managers have not been as diligent as others, so she goes to My Team to assign the course to team
members who have not already engaged the course. At this point, the supervisor doesn't know who has taken the
initiative and who has not, so she assigns the course to all her managers. If you enable Assignment Warning, the
supervisor sees a warning. It tells her that some of her managers were proactive and already enrolled into or
already completed the course. She can take them off the list of employees who get the assignment.
Related Information

19.2.7 Enabling SAP SuccessFactorsCourse Catalog 3.0
Enable course catalog 3.0 to give your users the most recent catalog browsing and searching experience.
Procedure

2. Open CATALOG.
3. Find catalogSearch3Enabled and set it to true.
4. Find catalogBrowseEnabled and set it to true.
Although this is not required, we recommend that you set this to true. It brings users to the new browsing
experience where you can showcase interesting courses for them. If you set it to false, then they see the
search experience when they click Browse All Courses.
5. Find calendar3Enabled and set it to true.
This enables the course calendar view that matches the look, feel, and functionality of the 3.0 browsing and
searching experience. If you set it to false, then users see the 2.0 calendar.
Next Steps
You can also set other catalog behavior in CATALOG while you are in the file.
19.2.7.1 Course Catalog 3.0
Course catalog 3.0 is the most recent iteration on how users browse and find learning in their course catalogs.
Course catalog 3.0 is built with Fiori tools and design principles so that users have a very personal and interactive
experience for the user to engage in their own development. The design is also consistent with the other areas of
the SF suite and other SAP tools. We also wanted users to naturally progress through the catalog, gaining the
information they need without leaving the page.
To keep users oriented and give them information as they need it, course catalog 3.0 is built with “cards”. These
cards surface the most critical information and actions for the users' current context and hide information that
does not apply to the current context. For example, if the course requires the user to order it (purchase it), they see
an Order action. If it is a live course, as opposed to an on-demand online course, they see a See Offerings action.
And they see that course's relationship to them (that it is already assigned to them, for example).

Catalog Cards with Expansion
Cards also include a More action, which expands the card to show important, but infrequent actions and more
information. For example, users can see prerequisites for the course when they expand the card. Users are guided
to the actions they need to accomplish.
19.2.7.2 Course Calendar 3.0
Course calendar shows users courses by their scheduled dates.
When users go to the course calendar and select date ranges, they can see instructor-led courses that occur during
those dates. They can see the details (the location of course, the registration dates, and so on), and they can
register themselves or register others (if they have permission).

Course Calendar 3.0
19.2.7.3 Library Configuration Settings
The LIBRARY configuration file controls how users experience the library.
catalogSearch3Enabled When set to true, users experience Catalog 3.0 for search
and browse. When set to false, users experience Catalog 2.0
for all aspects, including the calendar.
calendar3Enabled When set to true, users experience Catalog 3.0 for calendar
view. When set to false, users experience the Catalog 2.0
calendar.
Properties that Apply to Searching and Browsing the Library
You can configure the way that the library appears to users. Users browse and search their library to find learning
items that they’re interested in. Along with settings in System Administration Application Administration
User Settings , these settings control how the user experiences the library. Therefore, we recommend that you
test these properties against your unique combination of user interface choices.

showItemRatingInCatalog On the Items page, administrators can assign a rating to the item (some number of stars
out of a maximum number of stars). If the showItemRatingInCatalog property is
set to true, users see the rating in the library. The maximum rating is controlled in the
maxItemRatingValue property.
displayMaxItemDescription Items have a description, supplied by administrators. Sometimes the description is

Length lengthy. The displayMaxItemDescriptionLength property limits the amount of
characters that display in the library.
 Note
This setting applies to plain-text descriptions in the library, not HTML descriptions.
enableCatalogFilteredSear In the Q1 2015 release, we have removed this property because Catalog 1.0 is no longer
chAndIntegratedSocialCont supported. This was the setting that, when set to false, the system used Catalog 1.0. In
ent effect, this is always set to true.
catalogSearchCategories[< You can hide some search categories from the library. For example, if you aren’t using
category name>] QuickGuides, then you can setcatalogSearchCategories[QuickGuide] to
false. After you save the properties file, users no longer see the QuickGuide category
in their libraries or their search.
Because a false setting hides both the category and the search results, it’s more pow
erful than hiding search filters. Customers who don’t use learning programs and Quick
Guides can completely hide any content from their users, even if they’re experimenting
with the functionality in a production environment. For example, if you aren’t sure that
you want to use learning programs, but you want to set up a few, you can set
catalogSearchCategories[Programs] to false to ensure that they can
never appear on a user library.
catalogSearchFilters[<fil You can hide some search filters from the library. For example, if you aren’t using subject
ter name>] areas, you can set catalogSearchFilters[SubjectArea] to false. After you
save the properties file, users no longer see the subject area filter in their libraries.
Unlike hiding a category, when you hide a filter, users still see the information in their
search results. If you hide the subject area filter but a learning administrator adds subject
areas to learning item, the user can’t filter by subject area but does see the subject area
in the search results.
enableCatalogSearchTypeAh By default, this property is set to false. When set to true, the system assists users with
ead their library searches with type-ahead technology: the system predicts the search that
the user is entering and it completes the phrase.
One reason to set the enableCatalogSearchTypeAhead property to false is

that the system doesn’t restrict the type-ahead to a users’ organization or library. The
type-ahead technology makes predictions across the entire learning system. If you’re
concerned with a user seeing learning item phrases outside their organization or library,
set to false.

catalogSearchSortByOption A comma-separated list of sorting options that you want to support for users in their li
sOrder braries. The first sort option in the list is the default sort option: the sort option that users
see when they first open the library.
Valid values are:
● Relevance: the relevance of score from the system multiplied by the relevance
score set on the learning item or curriculum in the library.
● Title: the title of the learning item.
● Price: the price of the learning item.
● Tier: the search tier that you’ve configured.
catalogSearchTimeout This is the time that users' library searches can run before they time out. Very large or
ganizations can have long library searches that users must refine. By timing out their
searches, you prevent them from monopolizing resources.
Set the value in milliseconds. We recommend 60000.
showMobileReadinessIndica If set to true, then when users search for learning items that are flagged as mobile
tors ready, they see an icon telling them that they can see the learning item on mobile devices
(if they have the mobile app installed). Mobile ready learning items are designed for mo
bile devices.
catalogSearchEngine The default setting of PROGRESSIVE_RELEVANCE for catalogSearchEngine en

ables better search results when users search their libraries. This is because progressive
relevance runs a more sophisticated search. The progressive search connects search
terms with AND and it weights the results with the highest match of the combined search
terms.
Occurrence relevance, on the other hand, simply counts the number of times it sees indi
vidual words in the search term. To use to occurrence relevance, set it to
OCCURRENCE_RELEVANCE
catalogBrowseEnabled When clicking Browse All Courses from the Find Learning tile, this configuration enables
the user to launch the library browse page rather than the library search results page. By
default, the configuration is false, which launches the library search results page with
a blank keyword search, and the user can filter from there. Configuration options are
true or false.
itemHoursDisplay and These properties enable and disable the display of credit hours (all types) in your libra
programHoursDisplay ries. If you’re using hours (for example CPE hours or Credit Hours), then set to true. If
you aren’t using hours, set to false.
browseCatalogBannerConten browseCatalogBannerContents controls which categories appear in the scrolling

ts[*]
banner, or carousel, at the top of the users' browsing experience. For any type of cate
gory in brackets, set the property to true to bring that category of courses into the car
ousel.

maxInitialCategoryCards This controls the amount of cards that appear to users before they need to click Show All
to show all the cards in the category. The value must be between 1 and 40. We recom
mend a low number so that you don’t overwhelm your users on the first page.
catalogSearchPrefixes Some customers use a standard prefix for learning items. For example, they add the
learning item ID in brackets: [LRN-123]. If you use a convention like this, you want the li
brary search to understand it as a convention so that searches for LRN-123 (without
the bracket) are treated as a search for LRN-123 but also as searches with the prefix con
vention: [LRN-123.
In catalogSearchPrefixes, set the prefixes that the search recognizes. You can
add up to three, separated by commas. For example:
catalogSearchPrefixes=[,PRE-,( adds the prefixes [, PRE-, and (.
You can’t use a comma as a prefix.
keywordsToIgnore keywordsToIgnore limits clutter in multikeyword searches. For example, if you con
figure a keyword to ignore as keywordsToIgnore=SAP, then when a user types SAP
Privacy Policy into a search, the search ignores SAP and concentrates on Privacy
Policy as its phrase. In this case, we know that the entire library contains SAP courses, so
if the search looked for SAP, it would return clutter instead of the thing that the user ac
tually wants: a privacy policy course.
 Note
keywordsToIgnore has little impact on single keyword searches. When only one
keyword is provided (SAP, for example) and it matches an ignore word, the search
does an exact match on the keyword not an exact phrase match.
Search also has a rule that IDs are always a double wildcard match. This is a core princi
pal of the search feature and is not overridden by this feature. As a practical outcome,
therefore, keywordsToIgnore doesn’t apply to IDs.
Properties that Apply to the Library Calendar
The learning calendar is a place that the end user can view available upcoming training sessions and their
corresponding courses in a calendar-based view. You can set the default display settings. When the user changes
the view and makes it different from the default, the user’s preferences are saved.
calendarPreferencesHandle If the calendarLazyPersistence property is set to true, the user’s preferences

r aren’t immediately persisted. Setting to true increases transaction speed with a large
user base. The class in the calendarPreferencesHandler property is the class
calendarLazyPersistence
that handles users' preferences. Don’t change the value in the
calendarPreferencesHandler property.

excludedWeekDays.* The excludeWeekDays.* properties remove days from the calendar. For example,
excludedWeekDays.Sunday=true removes Sundays from the calendar.
firstDayOfWeek The firstDayOfWeek property contains first day of the week, the one that appears
furthest left on the monthly and weekly calendar views. See comments in the file for al
lowed values.
calendarDailyTimeSlotStar The calendarDailyTimeSlotStartTime and

calendarDailyTimeSlotEndTime properties define the default time range that
tTime
displays in the calendar. The calendarDailyTimeSlotSize property controls the
calendarDailyTimeSlotEndT increments that the calendar is grouped into.
ime
calendarDailyTimeSlotSize
rememberCalendarMode If the rememberCalendarMode property is set to true, then the application persists
the user’s last view of the calendar (daily, weekly, or monthly). If set to false, it doesn’t
persist the last view.
monthlyLearningCalendarDa The monthlyCatalogCalendarDailyEventDisplayLimit property contains

ilyEventDisplayLimit the maximum number of events that can appear in the monthly library calendar view.
monthlyCatalogCalendarDai Don’t use the monthlyLearningCalendarDailyEventDisplayLimit prop

lyEventDisplayLimit erty.
19.2.8 Hiding Learning Item Revision Information from Users
Hide revision information from users if you don’t use the learning item revision wizard to strictly enforce revisions of
learning items.
Context
SAP SuccessFactors Learning is built for strict learning item revisions. If your users are tracked by which revision of
training they completed, for example, if your training is examined by a government agency, then revision
information is important to your users. You make strict revisions with the learning item revision wizard.
Many companies don’t revise learning items or maintain old revisions of learning items (they don’t use the revision
wizard). If you don’t use the revision wizard, then revision information is likely to confuse your users, so you can
remove it from the users' interface.

Procedure
1. Go to System Administration Application Administration User Settings .

2. Clear the Show Revision Information checkbox.
19.2.9 Enabling Learning Approval Waivers for Managers and

HRBP Users
Enable learning approval waivers for managers and Human Resources Business Partners (HRBP) users when you
want their assignment to be implicit approval.
Prerequisites
For learning approval waivers to work, you must be using approval processes in SAP SuccessFactors Learning for
learning assignment and you must be using the default approval roles of Learning Supervisor 1 or HRBP. For
example, if managers assign courses to users and the assignment does not take effect until it’s approved by that
same manager, then waivers might make sense for your situation.
Context
If you do not enable waivers, then when a manager or an HRBP user assigns learning to a user, they’re immediately
asked to approve the thing they just assigned. Some companies do want a strong, positive confirmation of approval
by the manager or HRBP user so they want the approval step.
Other companies find the approval step redundant: if the manager or HRBP user assigned the learning, they see
that as implicit approval. Companies that find the approval step redundant can turn on the waiver so that when
managers or HRBP users assign the learning, they waive and skip the approval step.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Application

Administration User Settings
2. Select Enable Approval Waiver when Manager or HR Business Partner assigns Online Item, Instructor-Led with
Online Content Item, or External Course.

19.2.10 Setting Course Defaults for Learning Completion
Set course defaults for learning completion to change how new courses behave by default when learners and their
managers want to claim credit for their completed courses.
Prerequisites
You can insert an approval process between the moment that users post history records and the time that the
record is included in their learning history. For example, you might want a manager to verify that the user has
attended a seminar before the user gets credit in learning history. If you want to use approval processes, create an
approval process before you set course defaults for learning completion.
Context
Individual courses have two process control flags: Managers can Add to Learning History and User can Add to
Learning History. They control whether learners, their managers, or both can post completion for a course. Most
companies have a policy about who can post completion and want to set the default value for all new courses in
their system. You can globally control the default settings for these two flags.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Security Role
Management .
2. Find and open each learner and manager role that you use, and then for each go to Perrmissions.
○ If you want to allow the role to post their own completion for internal learning events, add Access Add to
Learning History.
○ If you want to allow the role to post their own completion for external learning events, add Access Add to
Learning History for External History Records.
○ If you want to prevent the role from posting their completion, remove the permissions.
Even if you disable all users from posting their completion status, you should still set the default for future
courses. When, for example, you set all future courses to prevent, by default, learners from posting their own
learning completion, you signal to learning administrators that users can't do it. Please be aware, however, that
if you disable it at the security permission, the role can't add their own completion regardless of the setting in
the course.
3. Go to System Administration Application Administration User Settings User Adding History Record
Defaults .
4. Decide who can post completion by default for all new courses.

Option Description
User can add history records for items Select this if you want all new courses to default to allowing learners to
post their own completion. User can Add to Learning History is selected
by default for all new courses.
Managers can add history records for items Select this if you want all new courses to default to allowing managers to
post completion for their direct reports. Managers can Add to Learning
History is selected by default for all new courses.
5. Decide whether learners need an approval process to finalize their posting.
Option Description
Require approval when users add to learning history for When selected, if users attempt to post course completion,
internal learning they must first get approval. You associate an approval proc
ess with this control.
Require approval when users add to learning history for When selected, if users attempt to post completion for ex
external learning ternal learning, they must first get approval. You associate
an approval process with this control.
19.2.11 Enabling Mobile Readiness Indicators on SAP

Enable the mobile readiness indicator on SAP SuccessFactors Learning to let users know if their courses are
available through mobile devices.
Context
When users search the library, they see Mobile Enabled Content for all course content that they can play on their
devices. You can configure settings to display the mobile readiness indicators through System Admin.
Procedure
1. Go toSAP SuccessFactors Learning and then go to System Administration Configuration System

Configuration .
2. Click edit for LIBRARY.
3. Find showMobileReadinessIndicators and set it to true.

Next Steps
The mobile readiness indicators will appear after you set content objects as mobile enabled.
Go to Content Content Objects Launch Method
Related Information
Content Object Launch Method Fields in SAP SuccessFactors Learning [page 620]
19.2.12 Showing Price to Users
Show price to users when you use price, hide it when you do not use price.
Context
 Note
Hiding price does not turn off commerce features if you have already enabled them. If you want to disable your
commerce features, please engage a partner who can help you make a final financial reconcilliation of your
transactions.
Procedure

2. Edit the FINANCIAL system configuration.
3. To show pricing to internal users, set showPricingInternalUsers to true.
To hide pricing information - for example if you do not use commerce features for internal users - set it to
false.
4. To show pricing to external users, set showPricingExternalUsers to true.
To hide pricing information - for example if you do not use commerce features for external users - set it to
false.
 Note
External users include the extended enterprise, but this setting applies to learning sites as opposed to
Learning Marketplace.

19.2.13 Configuring Single-Word Library Search Prefixes
Configure single-word library search prefixes if you use a prefix convention for learning items.
Context
Some customers use a standard prefix for learning items. For example, they add the learning item ID in brackets:
[LRN-123]. If you use a convention like this, you want the library search to understand it as a convention so that
searches for LRN-123 (without the bracket) are treated as a search for LRN-123 but also as searches with the
prefix convention: [LRN-123.
Procedure

2. Open LIBRARY.
3. Find catalogSearchPrefixes and add the prefix.
You can add up to three prefixes, separated by commas.

19.2.13.1 Library Search Prefix Use Case
Use library search prefix if you have standard prefixes to your courses and you want SAP SuccessFactors Learning
to understand them as a standard prefix when users run library searches.
Some customers add prefixes to learning items in their libraries. For example, if a learning item were called
LRN-123, those customers add some standard characters around learning item. It could be, for example, square
brackets: [LRN-123].
Users learn the habit of adding the character to single word searches. So instead of searching for LRN-123, they
search for [LRN-123]. If administrators later strip the character conventions and call the item simply LRN-123,
users won't find learning items if they continue to search with the bracket as a prefix: [LRN-123.
To make the search work with the habits of the user, you can add a prefix. When you add the prefix (for example, the
bracket), the library search looks for the exact string and also looks for the string after the bracket. For example, if
you add the bracket as a prefix, and if a user searches for [LRN-123, the search looks for both the exact string
[LRN-123 and also the string without the prefix LRN-123.

19.2.14 Setting Default Web Library Results View
Set the default library results view to control how users see courses in their library: as a set of cards or in a list.
Context
We recommend the library card view for most customers. With cards, users can more easily discover details about
the content and they can quickly orient themselves to the content. Some customers, however, might choose to
default their users to a list view in the library results. You might choose to default users to a list view if you aren’t
using content images to help users understand courses, if you want to show more learning items at a glance to
users, or if your course descriptions are more valuable to orienting your users than the titles of your courses.
Users can override the default that you set for them. If, for example, you set the default to list view, users can
choose to see the results in cards. We save the users' preferences so that the next time they log in, they see their
preferred view, not the default. Furthermore, if you change the default, users who have made a selection keep their
preferred view.
Procedure

2. Open LIBRARY.
3. Find catalogResultsViewMode and set it to the value that makes sense as a default for your users.
○ Card: set to card view to prioritize information about the individual courses and not the list of courses
found.
○ List: set to list view to prioritize the set of courses found and not the information in each individual result.
19.2.15 Controlling Managers' View of Employees in Learning
In Learning, managers can see their team members to assign them courses. You can control what the managers
see and how they interact with their teams.
Procedure


2. Edit LMS_ADMIN.
3. Set how you want managers to view the individual learners in their teams.
studentSubordinatesShowPictures When the studentSubordinatesShowPictures

property is set to true, Show Pictures on managers' interface
is selected. This setting interacts with the
hideUserPhotosGlobally property. If the
hideUserPhotosGlobally property is set to true, then
the default preference is irrelevant—pictures never show.
studentSubordinatesShowStatus When the studentSubordinatesShowStatus prop

erty set to true, Show Status in subordinate profiles is se
lected by default.
studentSubordinatesShowSuccessors When the studentSubordinatesShowSuccessors

property is set to true, Show Successors is selected by de
fault for the Manager in the Subordinate Profiles area (Show
Successors only appears in the Succession Planner).
maxNumberOfSubordinatesDisplayedInTree If your managers manage very large teams, you can restrict
the number of employees to appear under any node before
paging. By default, the setting is 300, which is a manageable
size in most environments. Most customers do not need to
change this property and most customers do not hit the de
fault of 300 users per manager. But for those customers
who do have 300 or more users per manager or for those
customers who experience a slow My Team tab, you might
want to change the value of this property.
19.2.16 Updating Learning Manager and User Tools
Update Learning manager and user tools to take advantage of new functionality and experiences for users and
managers when they add learning history and when managers register or withdraw users or assign or remove
learning from users.
Procedure

2. Edit LMS_ADMIN.

3. Verify that updatedSupervisorFlow is set to true.
4. Verify that updatedSelfRecordLearningFlow is set to true.
5. To remove the ability for managers to type information into custom registration fields, set
allowSupervisorToEnterRegistrationFormCustomColumnsData to false.
We recommend the default setting of true because we also recommend that you do not collect sensitive
personal data in the registration forms. If you do not collect sensitive personal data in the custom fields, then
you can give managers the confidence of assisting their teams when registering them. In addition, a minority of
customers uses custom data in registration forms.
6. To change the number of employees that a manager can withdraw in one action, change
supervisorMaxUserRegisterWithdrawLimit.
We don’t recommend changing this value from its default because we set it at a reasonable number for the
managers' experience. If you set it too high, it becomes difficult for managers to understand who they’re
withdrawing without a benefit and with a potential drawback. Managers rarely need to withdraw more than 50
users at once, and if you allow them to withdraw a high number to solve an edge case, they won't batch their
withdraws and might end up withdrawing a user that they didn’t mean to withdraw. In the rare case that
managers need to withdraw users over the limit, they can still do it, they just need to batch the users.
19.2.17 Editing the Instructional Text on Learning Manager

Dashboards
Edit the instructional text on Learning manager dashboards if you have a legacy Plateau implementation and must
change the text on manager dashboards.
Context
Customers who implemented before or just after Plateau was purchased by SAP SuccessFactors might have
unique instructional text on their manager dashboards. We no longer recommend unique instructional text because
it complicates your configuration and adds cost without an equal benefit.
Procedure

2. Edit LMS_ADMIN.
3. Find managerDashboardInstructionalText and then look at its value.
For example, if you see managerDashboardInstructionalText=tab.MyInstructionalText, make a

note of the value tab.MyInstructionalText.

4. Go to References Manage Labels Labels .
5. Paste the value of managerDashboardInstructionalText into Label ID and then click Search.
6. In the search results, find the label name and then edit it.
For example, find tab.MyInstructionalText in the search results, and then click its edit button.
7. Choose Locales.
8. For each language, edit the value of the instructional text.
19.2.18 Masking User IDs in SAP SuccessFactors Learning

Reports and Notifications
Mask user IDs in SAP SuccessFactors Learning reports so that administrators who see the reports cannot see the
user IDs of the users they report on.
Procedure

2. Edit LMS_ADMIN.
3. Find privacyActDefaultMask and set it to the characters that administrators should see as the mask of the
user ID.
For example, most customers set the mask to ********** (a line of asterisks). When administrators run
reports in SAP SuccessFactors Learning Administration or when users receive email notifications from the
system, they see the line of asterisks instead of the user ID of each user.
4. Find privacyActMaskEnabled., and for each value, enable the mask.
For example, if you set privacyActMaskEnabled.Notification.StudentID property to true, then for all
notifications sent out, the user ID values appear as the set of characters defined in the
privacyActDefaultMask property.

19.2.19 Showing or Hiding the My Learning Assignments Filter
Show or hide the filter in My Learning Assignments to raise or lower its emphasis to users.
Context
Users can filter their assignments, but they often don't know it because they don’t see the Filter link. You can
expand the filter by default so that users notice it.
Procedure
1. Go to System Administration Configuration System Configuration User Learning Plan .

2. Find expandLearningAssignmentsFilters.
○ To expand the filter by default for all users, set it to true.

○ To collapse the filter by default for all users, set it to false.
19.2.20 User Login and New Account Panels
These settings control what the users see on login and new account panels.
You can use basic HTML formatting to render your text as you would like to see it.
This Field…. …Is Used as Follows
User Login Panel The text you type appears in the Welcome section of the end-
user login page. If you change the text in this box, it’s automati
cally updated in the USER_LOGIN_PANEL panel in System
Administration Application Administration User
Introductions .

This Field…. …Is Used as Follows
User New Account Panel The text you type appears in the self-registration page. For the
new account panel to appear to users, you must select the
Allow Users to create a new account at SuccessFactors Learning
login page checkbox ( System Administration Application
Administration User-Created Account ) in the User Settings

area. If you change the text in this box, it’s automatically up
dated in the USER_NEW_ACCOUNT_PANEL panel in the
System Administration Application Administration User
Introductions .
Related Information
19.2.21 Delegate Settings Global Variables
These are the settings that are global variables for delegate users in SAP SuccessFactors Learning.
If you select either Predefined Permissions or Selected Permissions, then the user interface shows Delegates when
a manager clicks Options and Settings on the home page.
 Note
A delegate is another user who users can identify to act on the work that they need to complete in the user
interface.
If you select either of these checkboxes, managers add delegates in the user interface, and then you clear the
checkbox, then the system sets all of the delegated permissions for the affected users to inactive. When you
reselect the checkbox, the permissions are still inactive, but the system retains the permissions that a manager
granted for each delegate. If managers provided selected permissions for a user, they can restore those
permissions by editing the permissions for the user and clicking Selected Permissions.
Predefined Permissions If you select Predefined Permissions, then managers can select
another user to act as a delegate. When managers provide pre
defined permissions to another user, they provide that user
with all of the permissions of the USER PROXY ROLE
( System Administration Security Role Management ).

Selected Permissions If you select Selected Permissions, then managers can select
the permissions (from the set of permissions that they cur
rently have) that they want to grant to the user.
Related Information
Learning Global Application Settings [page 1025]
19.2.22 Rules of Learning Manager Approval Waiver
When you enable learning manager waiver, these rules are in effect.
● When a manager, alternate manager, or Human Resources Business Partner (HRBP) assigns learning to users
and that person is also an approval step, that person's approval status appears as “Waived”.
● The waived approval step can appear at any time in the process. For example, if the approval first goes to an
organization owner and then to the manager as a second step, the second step is waived.
● If a step is waived and a later step rejects the request, the approval doesn’t return to the manager. If the
manager disagrees with the rejection, the manager must reassign the learning.
● The manager must be identified as the standard Supervisor Level 1 role or HRBP role in References System
Administration Approval Roles . For example, it isn’t waived if the manager also happens to be the instructor
and is approving in the role of instructor. It’s also not waived if the instructor is in a custom approval role.
● The person waiving the approval process must be the users' manager, alternate manager, or HRBP at the time
of the request/assignment.
● The person waiving the approval process doesn’t receive any communications about the approval, including
any notification that the approval was waived.
● The approval doesn’t show in the approver's dashboard.

19.2.23 General User Settings
These user settings control how users experience SAP SuccessFactors Learning. ( System Administration
Application Administration User Settings )
This Field… Is Used as Follows...
Prevent user scheduling conflicts If this is selected, when someone (administrator, manager, or
user) attempts to register a user in a class that conflicts with
another class that the user is already registered in, the system
prevents the registration.
If this isn’t selected, when someone attempts to register a user

in a class that conflicts with another class that the user is al
ready registered in, the system warns of the conflict, but
doesn’t prevent the registration.
Enable User to choose the Class timezone display If you select this checkbox, then in the end-user environment,
Always display Classes in this timezone is enabled, meaning
that users can choose to see the class times in their timezone
or the timezone of the class, if they’re different.
If you clear it, then Always display Classes in this timezone is

disabled.
The effects of disabling the checkbox are different for new

users and existing users:
● New users can’t change the default setting you declare

Default to User’s timezone for display of Classes checkbox.
If you default the users to see classes in their own time
zone, and the Enable User to choose the Class timezone to
display checkbox is clear, then all new users are forced to
see classes in their own timezone.
● Existing users maintain their setting at the time you clear
the Enable user to choose the Class timezone to Display
checkbox. If the users cleared their Always display Classes
in this timezone checkbox, then it remains clear. If the
users selected it, it remains selected.
In 2018, we released Course Home, which is the next genera

tion of learner experience with courses. Course Home ignores
the Always display Classes in this Time Zone setting to simplify
your configuration. In Course Home, SAP SuccessFactors
Learning displays the time in local time, not based on the static
setting in the preferences.

Default to User’s timezone for display of Classes If you select this, then new end users have a clear Always
display Classes in this timezone checkbox in their User Settings
page. If it’s clear, the users’ checkbox is also clear. Existing
users maintain their existing settings.
In 2018, we released Course Home, which is the next genera

tion of learner experience with courses. Course Home ignores
the Always display Classes in this Time Zone setting to simplify
your configuration. In Course Home, SAP SuccessFactors
Learning displays the time in local time, not based on the static
setting in the preferences.
Allow users to change Regional Information If you select this, then users can change their personal infor
mation on their User Settings page.
Allow self-registration to proceed as long as the prerequisites If you select this, users can self-register as long as the prereq
will be completed prior to the scheduled start date
uisites for the offering’s item will be completed by the user be
fore the scheduled start date of the course.
Allow users to assess competencies of their own If you select this, users can assess their own competencies.
They can initiate self-assessments and nominate only them
selves as raters in multi-rater assessments. Supervisors and
administrators, however, can initiate a self-assessment proc
ess by creating an assessment process with a rater type of only
self.
Allow users to initiate multi-rater assessment process for If you select this, user can initiate multi-rater assessments on
themselves
their own. The Multi-Rater Assessment button appears in the
Assessment History page of the user environment. If you clear
the checkbox, the button no longer appears.
Allow users access to online content without registration If you select this, then the default setting for all newly created
items is changed to Yes. If you choose not to allow users ac
cess, then the default setting for all newly created items is set
to No.
Allow Users to change currency If you select this, users can change their currency. Clearing the
checkbox disables the Currency ID list on users’ User Settings
page. The Currency ID is also disabled if the system has only
one currency.
Enable User Item Requests If you select this, new learning items have their Enable User
Requests checkbox selected (on the Items).
Allow Managers to assess competencies for their employees If you select this, then managers (or alternate managers and
delegates) can initiate ad-hoc, single-rater assessments for
their direct reports.

Allow Managers to initiate a multi-rater assessment process for If you select this, then managers (or alternate managers and
their employees
delegates) can initiate ad-hoc, multi-rater assessments for
their direct reports.
Enable Exam Objects for iPad If you select this, then users who download content to iPads
can take exams. Otherwise, users must take their exams on
line.
Show Revision Information If you select Show Revision Information, then users see the
learning item revision information throughout the end user in
terface.
Allow Manager to remove any Alternate Manager If you select Allow Manager to remove any Alternate Manager,
then managers or delegates of the managers can remove alter
nate managers.
Enable Approval Waiver when Manager or HR Business Partner Select this to waive manager approval steps when managers,
assigns Online Item, Instructor-Led with Online Content Item, or
alternate managers, or HRBP users assign a course to a user.
External Course
● If you have a strict approval process system and you want
managers, alternate managers, or HRBP users to approve
courses that they assigned , then don’t select it.
● If you understand their action of making the assignment
as implicit approval, then select it. In this case, you as
sume that if, for example, a manager assigns a course to a
user, they approve of the user enrolling. You also reduce
the approval workload for these users.
An approval process must be configured and required for an

online item, instructor-led with online content item, or an ex
ternal course. The manager must be the employee's manager
at the time the employee requests an approval. The manager
must be in the standard role of manager.
Assignment Warning These settings control assignment warning. When you select
Warn the manager for recent assignments/registrations,
completions or unmet prerequisites during assignment, the sys
tem warns administrators when they attempt to assign a
course that is already assigned to the user.
Related Information


19.2.24 Administrator and User Shared Properties in
LMS_ADMIN
This topic groups topics that describe the ways you can use LMS_ADMIN system properties to change the way
both administrators and users experience SAP SuccessFactors Learning.
emailValidationEnabled If the emailValidationEnabled property is set to true,

SAP SuccessFactors Learning validates the syntax of ad
dresses entered in fields where administrators or users can en
ter e-mail addresses (checks to find the @ character, for exam
ple). Do not change the emailValidationClassName
property.
maxItemRatingValue The maxItemRatingValue property defines the maximum

rating allowed for a learning item. If the user’s library is set to
display the learning item rating then the value of
maxItemRatingValue property is the maximum number
of stars an item can be given by an administrator and seen by a
user.
hideUserPhotosGlobally If the hideUserPhotosGlobally property is set to true,

no user photos are displayed anywhere in SAP SuccessFactors
Learning.
proxyCaching The proxyCaching property controls caching for Microsoft

Internet Explorer, and the nsBrowserCaching controls the
nsBrowserCaching
caching for Mozilla browsers. In a development environment,
when you are updating pages often, set to false to load the pa
ges fresh each time. In a production environment, set to true
for better performance.
cacheChartFormats If the cacheChartFormats property is set to true, SAP

SuccessFactors Learning caches the XML that generates re
port charts (graphs). Set to true in production environments to
speed delivery of charts and false in development environ
ments when you are testing different charts.
adHocEmailTemplateUsageEnabled If you are not using an OnDemand license, the

adHocEmailTemplateUsageEnabled property has no
effect. But if you are using an OnDemand license, then the
property affects your ad hoc notifications. If it is set to true,
then administrators can select a notification template (but not
edit it) to send to users. If it is set to false, then administrators
cannot select a template but can type free text into the Body
box of the Ad Hoc Notifications Message page.

showPreferenceSelectorInDefaultHeader If this is set to true, then users and administrators see a locale
drop-down on the log in page. They can select their locale to
read the login page in their language. If it is set to false, then
the login page appears in the default locale language.
19.2.25 User Settings
SAP SuccessFactors Learning offers global configuration for how users experience the application.
You can manage how users experience the application with the users settings in System Administration
Application Administration User Settings . The settings are global to your company. Users' experience is also
controlled elsewhere in the system. For example, the LMS_ADMIN system property file and users' security roles
also control how users interact with SAP SuccessFactors Learning.
Related Information
Hiding Learning Item Revision Information from Users [page 841]

Allowing Managers to Remove Alternate Managers [page 829]
Enabling Learning Approval Waivers for Managers and HRBP Users [page 842]
Controlling When Learners are Notified of Changes to their Learning Assignments [page 1029]
General User Settings [page 854]
Setting Course Defaults for Learning Completion [page 843]
User Login and New Account Panels [page 851]
Rules of Learning Manager Approval Waiver [page 853]
19.2.26 End User Interface Interaction Preferences in

LMS_ADMIN
Interaction preferences in LMS_ADMIN change learners' experience in the web.
End Users were called students in previous versions of the application, so you see that terminology in the
LMS_ADMIN file. See the comments in LMS_ADMIN to understand how to set the preferences.

19.2.26.1 Deprecated Home Page Properties in LMS_ADMIN
These properties still appear in the LMS_ADIMIN system properties file but are deprecated.
The Home Page is the predecessor to the Easy Links and the work areas under them, next to the Learning To-Do list
(which was removed for the current My Learning Assignments tile). Until we are sure that removing learning plan
settings will not affect your installation and any customizations you might have, we have left the settings in place.
As a rule, however, you should not use them:
● showHomeCatalogModule
● showHomeAlertsModule
● showHomeLearningPlanModule
● showHomeCareerPlanModule
● showHomeCurriculumModule
● showHomeNewItemModule
● showHomeFeaturedItemModule
● showHomeRevisedItemModule
● homeLearningPlanModuleRecordsToDisplay
● homeCareerPlanModuleRecordsToDisplay
● homeCurriculumModuleRecordsToDisplay
● homeFlaggedCatalogItemsToDisplay
● searchNewPostsToCommunitiesInTheLastDays
19.2.26.2 Learning Display Properties in LMS_ADMIN
These properties control the list of assignments that a user has.
In different iterations of SAP SuccessFactors Learning, the list of assignments has been called "learning plan," "to-
do list" and "my assignments." You see some of that language in this section, which can cause some confusion.
Generally speaking, these different phrases referred to the list of a user's learning assignments.
showDaysRemaining Set to true to show the Days Remaining Column rather than
the Required by column in the Learning Plan Page and the Cur
riculum Details page. Default: false
showAssignmentType Set to true to show the Assignment Type Column in the Learn
ing Plan Page, the Curriculum Details page, and in the Home
page. Default: false.

learningPlanFieldsChooserItems.* learningPlanFieldsChooserItems controls the col

umns that users can enable and disable on the learning plan
and some properties of the column. The settings have attrib
utes that identify the column, control the user interaction, call
the column title, and control the width.
Each field has the following sub properties:
● .enabled: Set to true to allow a user to choose the field.

● .columnID: This contains the id of the column. Don’t
change.
● .titleLabelID: This is the label (from the I18N set
tings in the admin environment) that appears at the top of
the column.
● .visibility: This is whether the column appears by
default, whether it’s mandatory, or whether it is optional.
Possible values: default, mandatory, and optional.
● .width: This is the width of the column.
learningPlanSystemPreferences.groupPlanFil This property defines the system default user learning plan
ter settings. User can override with their own preferences. This de
faults the Group By drop-down. Possible values: None, Item
Type, AssignmentType, DueWithin, StatusTowardCompletion.
Default: None
learningPlanSystemPreferences.itemsFilter This property sets the default of the Filter By list. Possible val
ues: All, With Online Content, Registered, In progress. Default:
All
learningPlanSystemPreferences.requiredByFi This property sets the default of the Required By list. Possible
lter values: All, Next 30 Days, Next 60 Days, Next 90 Days. Default:
All
enableOnlineContentEarlyLaunchWarning When enableOnlineContentEarlyLaunchWarning

is set to true, users are warned if they launch online content
onlineContentEarlyLaunchWarningThreshold
that is due far in the future. For example, if a user launches on
line content that is due two months from now, the early launch
warning tells them that their course isn't due soon. You control
the threshold for the warning in
onlineContentEarlyLaunchWarningThreshold,
which sets a threshold some number of days in the future. If
the due date of the online item is later than the threshold, the
user sees the launch warning.
showItemThumbnailPhotosGlobally When set to true, administrators can type a URL in the

Thumbnail URL box to show an image or logo in the description
of courses in users' catalogs. When set to false, the item
thumbnail functionality is disabled globally.

showSystemDefaultThumbnail When set to true, the default thumbnail image or icon appears
to users.
19.2.26.3 User Learning History Settings in LMS_ADMIN
You can change how users experience the history of their learning events.
Learning History Properties
MaximumLearningEventsDisplayed Set to the amount of learning items that should appear in

users' learning histories. Set to zero to allow unlimited history.
19.2.26.4 Miscellaneous User Interface Properties in

LMS_ADMIN
These properties are miscellaneous user interface properties in LMS_ADMIN system properties file.
showCompetencyType If the showCompetencyType property is set to true, users

see their competencies' type when they’re displayed. A com
petency type is a category of competency, such as skill or
knowledge. When set to false, the competency type doesn’t
display to the end user.
showAllCoursesByDefault The showAllCoursesByDefaultproperty is used for con

trolling whether on the competency search screen, users by
default see all courses that they have access to that are tied to
the specified competencies, or just the courses that match or
exceed their current competency rating. When set to false,
users first see only the courses that match or exceed their cur
rent competency rating. View only items that help me close
competency gaps is enabled by default on the competency
search screen. When set to true, users first see all courses
that they have access to that are tied to the specified compe
tencies. View only items that help me close competency gaps is
disabled by default on the competency search screen.

studentUIPreferencesHandler The studentUIPreferencesHandler property contains

the class that persists end-user preferences to the database.
We recommend that you don’t change the value.
displayNewsPageOnLogin The displayNewsPageOnLogin property controls the be

havior of the news page. The news page appears when users
first open their learning environment. You can use the news
page, for example, to announce new features that you have
made available or to tell users that the system will be down for
maintenance in the near future.
By default, it’s set to UserDiscretion. The following are possible

values:
● Never: News page never displays

● Always: News page always displays
● UserDiscretion: The user can click a box that turns
off the news page
 Note
The values are case-sensitive and as written above. For ex
ample, the correct value is UserDiscretionnot
userdiscretion.
enableItemRecommendations When you set enableItemRecommendations to true,

you enable a feature called "Item Recommendations." This fea
ture allows you to recommend learning items to members of
an assignment profile.
After you set this value to true, you can add one or more items
to the Recommended Items tab of an assignment profile when
you want to recommend those items to the users in the assign
ment profile. Users see the recommended learning items in
their library or on their SAP SuccessFactors Learning Home
tab. An item appears in the user's library or on the user's home
page if the item is:
● In a library that is assigned to the user.

● Not already on the user's To-do list.
● Not in the user's learning history (completed work).
If a user dismisses an administrator-recommended item, then

that item doesn’t appear on the user's home page as a recom
mended item, even if an administrator adds it as a recom
mended item to a different assignment profile that the user is
included in.
Users see a Recommended for you section in the Find Learning

tile and in the library search.

enableNotificationHeaderFooter This property is used to enable/disable the notification header

and footer support.
allowUserToModifyCustomColumnsDataIfRegist These properties, when set to true, allow users to modify cus
eredBySuper tom column data entered by an administrator or a manager.
allowUserToModifyCustomColumnsDataIfRegist
eredByAdmin
enableFontIcons Set to false to use bitmap icons. We recommend that you

set it to true to use font icons, which scale better for differ-
ently sized displays.
enableSmartLinks Set to false to require users to log in when they receive a

deep link.
UsersCanSubmitIncompleteOptionalSurveys Set to true to allow users to submit incomplete surveys when

the survey is optional.
manageLearningToolEnabled Set to true to enable the Bulk Learning Editor. By default,

manageLearningToolEnabled is set to false.
updatedSelfRecordLearningFlow Set to true to give all end users (managers and learners) the
same experience when they post learning (for their direct re
ports or themselves). We recommend a setting of true, but
the default is false to maintain existing behavior. Existing be
havior is that managers have an upgraded experience when
posting learning but their direct reports don’t.
hideViewedP2PRecommendations Set to true to make peer to peer recommendations consis

tent with administrator recommendations: after users view the
recommendation (it is in their history, for example), it’s hidden
from the recommendations tile.
19.2.26.5 Organization-Based Email Notification Header and

Footer
You can create custom headers and footers for individual organizations' email notifications. When you do, you must
be] aware of these rules.
You can create customer headers and footers for email notifications that go to users and supervisors (other email
notifications aren’t affected). You create the header and footer in People Organizations Summary inside
the Email Notification Header and Email Notification Footer text areas. If the text areas are empty, the system
ignores them.
Organizations are hierarchical, so the header and footer that users see could come from the users' parent
organizations. When sending an email notification, the system starts looking for headers and footers at the users'

lowest organization and then works up the hierarchy until it finds a custom header and footer. When it finds either a
header or footer, it stops looking and uses the header and footer at the current organization level, even if one is
populated and the other is blank (for example if the header is populated with text and the footer is blank, the
system stops going up the hierarchy, and sends the blank footer).
To enable custom headers and footers, go to System Administration Configuration System Configuration
LMS_ADMIN and set enableNotificationHeaderFooter to true. When setting up customer headers and
footers for organizations, remember:
● As with any email notification system that sends bulk email, test your email notifications before sending email
to your users.
● If you don’t see the header and footer that you expect, you likely have a header or footer configured on a child
organization.
● The header and footer accept HTML. Be strict with your HTML usage: wrap your paragraphs in paragraph (
) tags. If you don’t include a tag to separate your header and footer from the body of the message, it
doesn't separate from the body of the message.
● The system is designed for organizations to have a custom header and a custom footer on the same
organization level.
Related Information
Miscellaneous User Interface Properties in LMS_ADMIN [page 861]
19.2.26.6 Online Content Window Control Properties
When users launch online content in the same browser window as SAP SuccessFactors Learning, these properties
control the size of the IFrame that contains the content.
IFrame Content Sizing
This Property... ...is Used as Follows
inlineContentWindowSize.aicc.width These properties control the height and width of the content
IFrame when the launch type is AICC.
inlineContentWindowSize.aicc.height
inlineContentWindowSize.scorm.width These properties control the height and width of the content
IFrame when the launch type is SCORM.
inlineContentWindowSize.scorm.height
inlineContentWindowSize.browser.width These properties control the height and width of the content
IFrame when the launch type is browser.
inlineContentWindowSize.browser.height

19.2.27 Warning Users Before They Navigate to an External
Website
When users select a link for an external website, you can warn them that they're navigating outside the application.
You can also create an allowlist of individual websites and domains that are excluded from this warning.
There are 3 configuration settings that control this feature, located in System Administration Configuration
System Configuration WEB_SECURITY .
The feature is disabled by default. To enable it, set enableInterstitialForExternalURL=true.
To add individual websites to the allowlist, you create an entry for each one. The format is
whitelistExternalURL[0]=<URL>. Use [0] when defining the first website and increment the value for each
additional website.
 Sample Code
whitelistExternalURL[0]=http://xyz.plateau.com:9090
whitelistExternalURL[1]=http://abc.plateau.com:8080
To add domains to the allowlist, you create an entry for each one. The format is
whitelistedDomains[0]=<URL>. Use [0] when defining the first domain and increment the value for each
additional domain.
 Sample Code
whitelistedDomains[0]=successfactors.com
whitelistedDomains[1]=plateau.com
19.2.28 USER LEARNING PLAN
This topic describes how you can use the properties in the USER LEARNING PLAN system properties file.
timeline.buckets.*.id The id property identifies one value in the to-do list filter. End
users pick a value to filter their list by due date of the object in
the list. The ID must be unique.
timeline.buckets.*.label The label property must point to an existing label. The label
appears to the user on the filter list. You can add a label using
the Label Import/Export Wizard.

timeline.buckets.*.days The days property contains the due within days. List items
due within the amount of days specified appear when the user
filters by the bucket. For example, if the value is 30, then when
the user selects the bucket, then items due within 30 days ap
pear on the to-do list. To specify overdue items, set the days
property to 0 (zero).
todoFields[*].visible For each type of field in Learning Assignments, you can control
whether it is visible to users or not.
learningPlanQualItemsAndRequirementsDispla The threshold is in days and the system will only display qual
yThreshold Items and qual Requirements on My Assignments with Re
quired Dates that are inside the threshold and (items should
have been completed at least once so that their retraining in
terval settings kick in).
expandLearningAssignmentsFilters If set to true, then the filters appear expanded in the My

Assignments tile by default. If set to false, then the filters ap
pear collapsed by default.
learningPlanRequiredItemsDisplayThreshold The threshold is in days and the system will only display Items
with Required Dates that are within the threshold. Items with
required dates that are beyond the threshold period will now be
hidden on the learner's side. Enter a value for the threshold in
between 90 and 10000.
For example, If the threshold value is set to 90 then the user

will only be able to see items with a required date from now to
the next 90 days, items that have a required date set to a value
beyond 90 days from current date will not be displayed during
this time.
19.3 Learning Registration, Learning Activity, and Completion

Behaviors
You can change how Learning behaves during learning needs management when it registers learners for courses,
for example, or when learners complete their courses.
As a system administrator, you can change how Learning behaves, by default, when learners register for and
complete courses, when administrators create courses for your organization, and how the enrollment process
works. You typically configure this information during implementation and then revisit it.

19.3.1 Enabling Waitlists
Enable waitlists so that when seats become available in a course, you have a list of other learners who can fill the
seats.
Context
A waitlist is a list of learners who could not enroll in a course because the course reached its limit of learners. For
example, if a course can only accommodate ten learners, the eleventh learner to enroll can go on the waitlist. If a
seat opens up in a course, you can fill it from the waitlist. For example, if a learner withdraws, you have an open seat
in the course and you can fill it from the learners on the waitlist.
Procedure
1. Go to Learning Administration, and then go to Learning Activities Items .

2. Find and open the course that you want to edit to enable its waitlist.
3. Set User Can Waitlist to Yes.
Set User Can Waitlist at the course level because you usually want all classes based on the course to behave
consistently. You want all individual classes to have a waitlist if the course allows it.
4. Decide whether you want the enrollment list to autofill from the waitlist or if you want learning administrators
to control how users on the waitlist are enrolled.
○ Set Auto Enroll from Waitlist to Yes if you want to automatically fill people from the waitlist when a seat
opens up in the course.
○ Set Auto Enroll from Waitlist to No if you want to manually control how seats are filled from the waitlist
when people withdraw from courses.
Next Steps
If you have a class that should not inherit default waitlist properties from the course level (which inherits from the
system level) and you want individual classes to behave differently, you can set this on the class level.

19.3.2 Enabling Class Requests as Default
Enable class requests as the default for all new courses to allow users to tell learning administrators that they want
a class scheduled for a course.
Context
You can allow users to request a scheduled class. Users request the class by clicking a Request Schedule button on
the course page or SAP SuccessFactors Learning can create a request on behalf of users who were left on the
waitlist when a class of the same course begins.
Procedure

2. Select Enable User Item Requests.
When you select this, you set the default value for every new class. When you select Enable User Item Requests
in User Settings, every new course that you create in Learning Activities Items has class requests
enabled.
 Note
The opposite is also true: if you clear System Administration Application Administration User Settings
Enable User Item Requests , all new courses have class requests disabled by default.
Next Steps
Class requests depend on a set of automatic processes that find and process requests. Set them up to finish
enabling class requests:
● Class Request Demand Met Email Notification

● Move Users from Waitlist to Request List
● Purge Class Requests
After you enable the default settings, you can override the default at the course level and, for courses that have
class requests, you set a minimum enrollment and a contact person. Your next steps with the course settings
depend on whether you enabled class requests during initial implementation or after initial implementation:
● If you enable class requests during initial implementation, new courses are enabled by default. Add minimum
enrollment and a contact person who should receive requests when the requests are equal to or greater than
the minimum enrollment. You can set the minimum enrollment and contact when you load the courses in the
Item Connector.

● If you enable class requests after initial implementation (after you have loaded courses for the first time), find
learning items that you want to enable for class requests and select User can Request a Class. Also set the
minimum enrollment and contact person.
19.3.2.1 Scheduling the Class Request Demand Met Email

Notification Process
Schedule the Class Request Demand Met Email Notification process to send email notifications when enough
learners request a class so you know you need to create the class.
Context
On each class, you can configure whether users can request a class and you set the minimum number of requests.
If enough users request a class, the Class Request Demand Met Email Notification process sends an email
notification. This email lets you know that there’s sufficient demand and you can add the class to the calendar. The
automatic process sends 2 emails and uses the ApmComponentRequest and the
ApmUserRequestedSONotification templates.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Automatic

Processes Class Request Demand Met Email Notification .
2. In Schedule, set the period that the automatic process runs to send the reminder.
3. In Email Address, type the address of the learning administrator who is responsible for receiving the requests
and scheduling the class.
Next Steps
Go to System Administration Automatic Processes Purge Class Requests to set up the process that purges
old requests.
Go to System Administration Automatic Processes Move Users from Waitlist to Request List to
automatically enter requests for users who were left on a waitlist after a course begins.

Related Information

Status Fields for Troubleshooting SAP SuccessFactors Learning Automatic Processes [page 1166]
Scheduling the Purge Class Requests Process [page 870]
Scheduling the Move Users from Waitlist to Request List Process [page 871]
19.3.2.2 Scheduling the Purge Class Requests Process
If you enable it, learners can request a class for a course that they need. The Purge Class Request cleans up old
requests.
Prerequisites
Go to System Administration Automatic Processes Class Request Demand Met Email Notification to set up
the process that fulfills requests. If you don’t set up the process that fulfills requests, the requests age past the
threshold and are purged by this process before they can be fulfilled.
Procedure

Processes Purge Class Requests .
3. In Threshold, type the age limit, in days, for requests.
If you type 365 in Threshold, Learning purges all requests that were made more than 365 days ago.
Related Information

Scheduling the Class Request Demand Met Email Notification Process [page 869]

Scheduling the Move Users from Waitlist to Request List Process [page 871]
19.3.2.3 Scheduling the Move Users from Waitlist to Request

List Process
Schedule the Move Users from Waitlist to Request List process to take learners who were left on the waitlist after a
course and automatically create a class request on their behalf.
Prerequisites
Before you schedule the Move Users from Waitlist to Request List process, schedule the Class Request Demand
Met Email Notification process and the Purge Class Requests process.
Context
If users are left on a waitlist after a class begins and they weren’t able to attend, they likely want the course. This
process automatically enters a class request for the users. Although the process isn’t required for course requests,
it does give you a better sense of who wants a course. It finds all classes that have started (that have a start date of
the first segment in the past) and that have users still on the waitlist. It creates requests on behalf of the users on
the waitlist.
Procedure

Processes Move Users from Waitlist to Request List .
2. In Schedule, set the frequency and time for the automatic process to run.
Related Information

Scheduling the Purge Class Requests Process [page 870]
Scheduling the Class Request Demand Met Email Notification Process [page 869]

19.3.2.4 Adding Standard Reasons Why Users Request
Schedules of a Learning Item
Add default reasons why users request a learning item so that when administrators enter a request, they can select
the reason for the request from a list.
Context
Although administrators can type their own request reason, you might want to give them a list of standard request
reasons: reasons that users need a scheduled offering of a learning item (course).
Procedure

3. Click Request Reasons.
4. In Request Reason ID, type a unique ID.
5. In Description, type what the administrator should see in the list of request reasons.
For example, if you type Needed for Certification, then administrators who are adding user requests see
Needed for Certification in the request reason list.
6. Click Add.
7. Repeat the process for additional standard request reasons.
19.3.3 Customizing Certificates of Completion
Customize certificates of completion when you want to brand your certificates of completion.
Prerequisites
To create custom certificates of completion, you need to know basic Cascading Style Sheet (CSS) syntax, and you
need to know some basic HyperText Markup Language (HTML).
You can add images to your certificate. Before you start, edit your image for the template. For example, size it
appropriately for print, adjust the colors, and so on.

Context
SAP SuccessFactors Learning ships with default certificates of completion. But many customers want to create
their own certificates of completion to add their own logo, their own signature line, and so on.
Procedure
1. Go to System Administration Configuration Certificate of Completion Templates and click Add New.
If you already created a certificate of completion and you want to modify it, search for it and open it.
2. In Add New Certificate Template, add the following and then click Add.
Field Description
Template ID This is the unique ID of the template. Users do not see it.
Description Use the description field to describe the certificate for other
administrators.
Default Locale This is the locale that SAP SuccessFactors Learning falls
back to if it cannot find a copy of the certificate template in
the users' locales.
Category This field describes what users complete when they see this
certificate. In other words, what are users completing?
Orientation Select the orientation for your certificate. Most certificates

are landscape.
 Note
The following fields are also available as tokens for customers to customize or create a Certification of
Completion template for Item and Program report categories:
For the Item Certificate of Completion report category:
Class:
○ Start Date (no time)
○ Start Date (similar to completion date, different tags for with or without time)
○ Class ID (Offering ID)
Item:
○ Item ID
○ Item Type Description
○ Item Type ID
○ Item Revision Date
User:
○ User ID
○ Job Location Description

○ Job Location ID
For the Program Certificate of Completion report category.
Program:
○ Program ID
User:
○ User ID
○ Job Location Description
○ Job Location ID
3. Upload any images that you want to use by clicking Add Image.
We recommend that you add your logo and maybe one more image - like the logo of your corporate training
group.
4. To add the image to the certificate, type <img src=""/>, place your cursor between the double quotes, and
then click the image in Images area.
To remove the image, find its tag in the HTML and delete it. For example, if you added an image with the tag
<SF_LEARNING_ICON_SAP_PORTAL/> delete that text to delete the relative link to the image.
5. To add dynamic data to the certificate, place your cursor in the HTML body where you want the data to go, and
then click the data in Syntax Tags.
To delete the data, find the syntax tag in the HMTL and delete it. For example, if you add users' first name to the
certificate so that each individual user's first name appears when he or she prints the certificate, you add
<USER_FIRST_NAME/>. To remove the user's first name, delete text <USER_FIRST_NAME/>.
6. Add HTML and CSS around the images and dynamic data to control the formatting.
If you are not an expert with HTML and CSS, we recommend that you leave the default HTML and CSS in the
certificate and edit only the text, syntax tags, and images.
7. To test the certificate template, click Preview.
8. To save the certificate template, click Save.
9. To reset the certificate template to the default version, click Reset.
Related Information
Translating Certificate Templates [page 875]

19.3.3.1 Translating Certificate Templates
Translate certificate templates so that users can see their certificate in their own languages.
Prerequisites
To translate certificate templates, you must have at least one customized template in the default locale. You don’t
need to translate the default templates. Customizing Certificates of Completion [page 872]
You can translate into locales (languages) that you’ve installed in SAP SuccessFactors Learning. If you need
additional languages, please contact Customer Success.
Procedure
1. Go to System Administration Configuration Certificate of Completion Templates .

2. Search for and open the template that you want to translate.
3. In the Locale list, select the language that you want to translate out of.
You don’t always want to translate out of the default locale. For example, if you already have already translated
the certificate from a primary locale of English into Spanish, you might want to send the Spanish version to be
translated into the Mexican Spanish locale.
4. Copy the HTML and paste it into a text editor like Notepad.
5. Save the text file and send it to a translator.
Most translators know this, but they shouldn’t change the HTML or CSS. They might not know about SAP
SuccessFactors Learning Syntax Tags. Tell them to ignore text in brackets (< and >). For example, tell your
translator not translate <USER_FIRST_NAME/>.
6. When the translator returns the file to you, go to System Admin Configuration Certificate Templates ,
find, and then open the certificate template.
7. In the Locale list, select the locale that your translator translated.
8. Paste the HTML that your translator sent back over the existing HTML.
9. Preview and save the certificate.

19.3.3.2 Associating Certificates of Completion with Learning
Events
Associate certificates of completion with learning events so that users see the correct certificate when they
complete training.
Prerequisites
If your company has users who speak different languages, we recommend that you translate your certificate of
completion.
Read and understand the certificate inheritance. Certificate of Completion Inheritance [page 876]
Procedure
1. Go to System Administartion Configuration Global Application Settings General Settings .

2. Set the system-wide default for courses' certificates in Default Certificate Template for Items and the system-
wide default for programs' certificates in Default Certificate Template for Programs.
3. To change the certificate for any one individual program, go to Learning Activities Programs and change
the value of Certificate Template.
4. To change the certificate for any one individual course, go to Learning Activities Items , find the course,
and then change the value of Certificate Template.
5. To change the certificate for any one individual instance of a course, go to Learning Activities Classes ,
find the instance course, and then change the value of Certificate Template
Related Information
Customizing Certificates of Completion [page 872]

Translating Certificate Templates [page 875]
General Global Application Settings [page 1022]
19.3.3.3 Certificate of Completion Inheritance
Certificates of completions are attached to learning events and fall back to a default if none can be found.
To set up certificates of completion, you need to understand how SAP SuccessFactors Learning decides which
certificate to show to users. More importantly, you should understand the system of inheritance that it uses.

Inheritance for Individual Courses
If an individual course is scheduled for a set date and time, it’s called a class in SAP SuccessFactors Learning. You
edit the classes in Learning Activities Classes . You can add a unique certificate template for each class in its
Certificate Template field. The class inherits its default value in Certificate Template from its learning item.
The default value for the learning item's certificate is set in System Administration Configuration Global
Application Settings General Settings . You set the system-wide default for courses' certificates in Default
Certificate Template for Items. When you create learning items, they inherit the system-wide certificate.
Inheritance for Programs
A learning program is a group of learning items, classes, and external learning. Users can receive a certificate of
completion for individual learning items or classes and they can receive certificates of completion for entire
programs.
Each individual program can have its own certificate of completion. Go to Learning Activities Programs and
edit the template in the Settings section, in Certificate Template.
When you create new programs, the value for Certificate Template is inherited from the value you set in your global
application settings. Go to System Administration Configuration Global Application Settings General
Settings . You set the system-wide default for programs' certificates in Default Certificate Template for Programs.
Related Information
Associating Certificates of Completion with Learning Events [page 876]
19.3.3.4 PDF Certificate of Completion Notes
When creating PDF certificates of completion using the certificate editor, be aware of these notes.
● In Q4 2015, users received an e-mail with a deep link to the certificate, which meant that they had to log in to
see their certificates. In Q1 2016 with the support of PDF, users can open a PDF certificate of completion as an
attachment in their e-mail messages.
● The file name is always CertificateOfCompletion.pdf.
● The page is size A4 in landscape perspective:
○ If you use a background image, scale it to a width of 595 pixels and a height of 842 pixels and use a scale in
the X-Y dimentions instead of a no-repeat property.
○ If you use a content wrapper div, scale its width, height, and margin to A4 landscape.
● We recommend that you tune and refine the HTML content at the same time as the PDF content because the
scaling factor of the PDF generator is different from Web browsers.
● We generate the PDF with PD4ML.

○ Refer to http://pd4ml.com/html.htm for the list of HTML tags supported by PD4ML
○ Refer to http://pd4ml.com/css.htm for the list of CSS attributes supported by PD4ML
19.3.3.5 SAP SuccessFactors Learning Certificate of

Completion
In SAP SuccessFactors Learning, a certificate of completion is a printable certificate that shows that users
completed a training course.
Certificates of completion are users' evidence that they have successfully completed a course. SAP
SuccessFactors Learning administrators can customize certificates and then attach them to learning items. When
users complete the learning items, they receive the certificate attached to the learning item.
Related Information
Customizing Certificates of Completion [page 872]

Associating Certificates of Completion with Learning Events [page 876]
Certificate of Completion Inheritance [page 876]
19.3.4 Administration Approvals in Learning
Approval processes are usually set up during implementation, but you often adjust approval processes or
troubleshoot them during normal operation.
During implementation, you set up approval processes, but you often change them later. You usually have a few
people on your Learning team who manage system administration: tasks like adjusting security roles, maintaining
background jobs, and updating approval processes. Some customers use partners to manage their system
administration tasks. These system administrators:
● Add new approval processes to Learning when business needs change. For example, if you add commerce
features to Learning, you might add a withdraw approval process.
● Change the approval steps when your business needs change. For example, you might institute a new policy
that a secondary manager must approve enrollment. You can add an approval step.
● Verify that the automatic processes for the jobs are running properly.
A larger set of Learning administrators troubleshoot and unblock approval processes or in some cases act as an
approver.
● Learning administrators troubleshoot blocked approval processes. The most common cause of a blocked
approval process is that an approver is on leave, so you can approve on behalf of another person.
● Learning administrators often add or remove approval processes from courses and classes. You can also break
the inheritance of an approval process. Most classes based on a course, for example, might require an approval
process, but as an exception, individual classes might not need the approval process.

● Learning administrators are sometimes approvers themselves. It commonly occurs when you implemented
approval processes for account self-registration: as an administrator, you grant access to your system for the
extended enterprise. But it could be any approval process.
● If you are using the commerce features of Learning, you typically appoint a role to approve financial
transactions.
19.3.4.1 Approval Processes in Learning
SAP SuccessFactors Learning approval processes provide a structured way to manage and approve requests for
learning changes.
SAP SuccessFactors Learning approval processes route an approval through a series of approval roles, which
define a type of person who can grant approval. For example, you can create a role called Human Resources
Business Partner (HRBP) and assign users to the role. In an approval process, the HRBP role can be a step in the
approval process.
 Note
If the HRBP and the Manager roles are the same user, and approval is required by both roles, the user will have
to approve the request once for each role.
Enrollment Processes
Most customers use Learning approval processes to control enrollment. For example, you can say that for learners
to enroll into a given course, they must get their managers' approval. In fact, manager approval is the most
common approval process. After learners get their manager approval, they can enroll into the course.
Withdraw Process
Some customers use approval processes to control withdraw from courses. Withdraw processes are popular with
customers who track finance in Learning because these customers want to verify that learners avoid financial
penalties for withdrawing before a course begins. For example, if a course has a 50% penalty for withdrawing within
24 hours of its start, managers want to know why the learner can't attend.
History Record Approval
Some customers allow learners and managers to post their completion of courses to Learning (as opposed to
requiring learning administrators to verify and post completion). When you allow learners and managers to post
completion, set up an approval process so that you have a second person verify that the learner completed the
course. You can for example, require a manager approval or approval from someone in the organization. The learner

shows the approver a certificate of completion (for example) and the approver can verify that the learner
completed the course.
 Note
Some customers add e-signatures to history record approval. E-signatures are a secondary form of identity
verification often required by oversight bodies. If you have oversight, chances are that you want to add e-
signatures.
Account Self-Registration Process
A few customers allow learners to create their own user account when they open their course catalogs to the
extended enterprise. It requires a review of each person requesting an account.
 Note
As an alternative to an approval process for account self-registration, you can use registration codes. If people
have a registration code, they can register. Registration codes reduce the work on approvers.
SF-182 Approval Processes
U.S. Federal customers use Standard Form 182 (SF-182) to request external training: training outside their
organizations. If you are not a U.S. Federal customer, you do not use the SF-182 process.
Financial Transaction
Some customers use finance features of Learning to track training costs, prices, or both. If you implement finance
features, you have a special approval process for financial transactions. Unlike the other processes, you don't
configure an approver process or approval roles for financial transactions. Instead, you set up a security role with
permission to approve the financial transactions and that role simply approves or denies the transaction.
Related Information
Learning Approval Process Global Application Settings [page 885]

19.3.4.2 Creating Approval Processes
Create an approval process to require that users seek approval for requests.
Prerequisites
Configure the global behavior of your approval processes in System Administration Configuration Global
Application Settings Approval Process Settings .
If your approval process uses custom roles, create the custom roles. Go to References System Administration
Approval Roles .
Context
In many places in SAP SuccessFactors Learning, you can want users to seek approval for something. For example,
you can want users to seek approval to enroll or withdraw from a course. You set up an approval process to define
how the user must seek the approval.
Procedure
1. Go to References System Administration Approval Processes and choose Add New

2. Complete the basic information of the approval process and choose Next.
The system prompts you to add your first approval step.

3. In Step Name, type a step name to describe the first step of the approval process.
Step names are visible to the user and localizable (translatable). For example, if the first step in an approval is
for the manager to approve the request, the name could be “Manager Approval”.
4. Add an approval role or a user to the approval step.
○ In most cases, you want to add an approval role. An approval role is an alias for an actual user. For example,
the approval role of Manager Level 1 dynamically routes the employee's approval request to his or her own
manager. Add the approval role in the Approval Role ID box.
○ In some cases, you want to add a particular user. For example, if you’re a small company with a small
external site and you want all site login requests to go to the same user, you can provide that user's ID in
the User ID box.
5. For each additional step in the process, choose Next Step and repeat the actions of adding a step name and
approver.
6. When you’re finished adding steps, choose Finish.

Next Steps
If this is the default approval process for your company, assign the approval process to the default processes in
Global Applications Settings. Go to System Administration Configuration Global Applications Settings .
Assign the approval process to particular learning items or through an assignment profile. Go to Learning
Activities Items or Users Assignment Profiles .
Related Information

Advice for Creating Approval Processes for Self-Registration [page 926]
Creating Custom Approval Roles [page 882]
Setting an Approval Process for Withdrawing from Courses [page 890]
Setting an Approval Process for Enrolling into a Course [page 890]
19.3.4.2.1 Creating Custom Approval Roles
Create custom approval roles if you can’t use the default approval role.
Prerequisites
Create a domain or organization structure that matches your company, including the hierarchy of organizations or
domains. Assign users into the organizations or domains.
Procedure
1. Go to References System Administration Approval Roles and click Add New for each approval role you
want to create.
For example, you might create an approval role called "Training Manager" for each organization. Requests for
training within that organization (where organization is the control entity) go through a user in the training
manager role and who is controlling that organization.
2. For each user that you want to assign to the role, go to Users Users Approval Role .
3. Click add one or more from list and then find the approval role you added, select it, and assign it to the user.

4. Click Control Domains or Control Organizations to add the domains or organizations whose employees this user
approves for.
If you selected domains as your control entity, you see the Control Domains link. If you selected organizations
as your control entity, you see Control Organizations.
Add at least one control entity and you can add many control entities to the user. You don’t need complete
coverage for all domains or organizations because the system falls back to the default processes if you don’t
add a requester's organization or domain to an approval role and user.
Next Steps
Assign the approval role to an approval process.
Related Information

19.3.4.2.2 Copying a SAP SuccessFactors Learning Approval

Process
Copy an approval process to create a new approval process by using an old approval process as a template.
Context
If you have a complex approval process and you want to use it as a template for another approval process, you can
copy it and then make adjustments.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to References System Administration

Approval Process .
2. Find and open the approval process that you want to use as a template.
3. Click Copy Approval Process and then type a new process ID and a new process name.
When you copy an existing approval process, the system requires that you enter a new process ID because you
are creating a new instance of the existing process; however, the new instance does not link to the old process.

In the New Process Name box, we recommend that you enter a descriptive name so that administrators can
identify the process more easily.
4. Click Copy.
Each new process that you create starts at version number one.
5. Edit the new process.
Related Information
19.3.4.2.3 Setting Learners' Approval Roles
Set learners' approval roles so that they can be included in approval processes.
Prerequisites
Define approval roles as part of creating an approval process.
Context
Learners' approval roles determine how they fit into an approval process. For example, you can create a process
that requires approval from a particular person, like the head of an organization. You can assign that person to the
role.
Procedure

2. Find and open the user who you want to assign into an approval role.
3. Go to Approval Roles.
4. Click Add one or more from list to look up and add the approval role.

19.3.4.2.4 Learning Approval Process Global Application
Settings
Change Learning approval process global application settings to affect how the Learning product behaves when
users request things that require approval.
Variable Description
External Submission Default Process ID The default approval process associated with external learning requests (SF-182
forms). If the user can’t be pooled into their own approval process, the system uses
this one when they submit the request.
External Verification Default Process ID The default approval process associated with verifying that a user attended the exter
nal learning request (SF-182) training.
Enable External Submission User When you select this, a message is sent when external submissions are made.
Message
External Submission User Message The message that appears to users when they submit an external training request.
Default Internal Approval Process ID The approval process ID associated with internal training requests. If a unique appro
val process can’t be found, the system falls back on this process for internal training
requests.
Control Entity for Approval Role The control entity for approval processes determines how the system looks up the
user who should receive approval requests when an approval role has multiple users in
it. Each approver is responsible for one or more organization or domain's approvals in
that role. If your company's org structure is defined by organizations, then choose
Organizations. If it is reflected in your domains, choose Domains.
For example, two users can both be in the “IT Approvers” role, but controlling two dif
ferent organizations, like SALES and FINANCE. Learners from the sales organization
who request approval are routed to the person who controls SALES approvals and
learners from the finance organization who request approval are routed to the person
who controls FINANCE approvals.
Suppress final approval email When you select this, the system doesn’t send out a final approval email when users
notification for Registrations register for courses.
Suppress final rejection email When you select this, the system doesn’t send out a final rejection email when users
notification for Registrations register for courses.
Default User-Created Account Process The default approval process for when users request an account from the home page
ID of the application or a site. If a user can’t be grouped into a different approval process
through an assignment profile, the system falls back on this process.

19.3.4.2.5 SAP SuccessFactors Learning Approval Process
Steps Fields
Change the approval process steps fields to affect the routing of the approval process.
You can edit the approval process step fields by going to SAP SuccessFactors Learning Administration and then
going to References System Administration Approval Process .
Step Number The lower the step number the earlier in the process that the approval is routed to that step. Step
number 1 is the first step in the approval process.
Security Domain ID The step name orients approvers to the place in the process. For example, if the first step is to get
sign-off from a manager, you can call the step “Manager Enrollment Approval”.
Approval Roles An approval role is a user whose identity is dynamic, based on the user getting approval. SAP Suc
cessFactors Learning. For example, the approval role of Manager Level 1 is users' immediate man
ager. The individual who is the manager changes based on the user who is getting the approval.
Users An approving user is a static user who must approve the training. Unlike an approval role, the user
doesn’t change based on the identity of the person getting approval.
Related Information
19.3.4.2.6 SAP SuccessFactors Learning Approval Process

Summary Fields
Approval process summary fields contain basic information about the approval process.
You can edit the approval process summary fields by going to SAP SuccessFactors Learning Administration and
then going to References System Administration Approval Process .
Process Name If you edit the process name, then we recommend that you
create a descriptive naming strategy so that users can identify
the approval process more easily.

Domain ID You can associate an entity with a security domain to control

Owner Email We recommend that you record the e-mail address of the per
son who maintains or owns the record so that other adminis
trators have a contact if they need to use or modify the record.
purpose or intent of the record. You can also include any infor
useful for understanding the record and how to use it. For ex
ample, if you're working with a user record and the user is on
extended leave, you can note the reason for the leave and the
date you expect the user to return. Likewise, if you're working
with an item or class record, you can note why you created or
modified the record. All comments are intended for adminis
trators only and can’t be viewed in the user interface.
Related Information
19.3.4.2.7 Default Approval Roles vs Custom Approval Roles
Before you create an approval process, decide if you need custom approval roles or if you can use the default
approval roles.
When possible, use the default approval roles. When you use default approval roles, you need less configuration of
your system, including a less strict domain or organization structure. Use custom approval roles if you have a strict
organization or domain structure and you cannot use the default approval roles.
Default Approval Roles
SAP SuccessFactors Learning installs with several default approval roles. We recommend that you use default
approval roles when possible to simplify your configuration. When you include one of these roles in your approval
process, you do not need additional configuration:
● Employee: The employee himself or herself. You might have an approval process for the employees to
acknowledge enrollment requests before they are forwarded to managers.

● Manager Level 1: The person in this role is always the employees' immediate manager.
● Manager Level 2: The person in this role is the second level manager (the employees' managers' manager).
● Instructor: This is for the E-signature Process only. We do not expect that the approval will be sent to the
instructor upon registration.
● HRBP: A Human Resources Business Partner (HRBP) to share some of the managerial responsibilities with a
manager.
Custom Approval Roles
Custom approval roles require additional configuration so that the system knows where to route the approval.
Users inhabit custom approval roles at run time under the following conditions:
● A user makes a request and the request is associated with an approval process. For example, a user requests to
enroll into a learning item, and that learning item has an enrollment approval process.
● The approval process has an approval role that the user belongs to. For example, a learner requests to enroll
into an IT Training course, and the approval process for that learning item includes an approval role called “IT
Training Approvers”. If a user is in that “IT Training Approvers” role, he or she can be an approver.
● The learner seeking approval is a member of the domain or organization that the user in the approval role
controls.
For example, two users can both be in the “IT Approvers” role, but controlling two different organizations, like
SALES and FINANCE. Learners from the sales organization who request approval are routed to the person who
controls SALES approvals and learners from the finance organization who request approval are routed to the
person who controls FINANCE approvals.
Related Information
19.3.4.2.8 SAP SuccessFactors Learning Approval Roles
A Learning approval role is a group of users who have similar approval responsibilities. The users are assigned to a
role and the role is then assigned to approval processes.
The group of users in an approval role are all held responsible for the same approval step in an approval process.
For example, you can create an approval role called “IT Training Approvers”. Users in this role are all responsible for
approving IT Training. You can then create an approval process that routes approvals to enroll in IT training classes
to this group of users.
You can use the default approval roles or create custom approval roles. When possible, use the default approval
roles. When you use default approval roles, you need less configuration of your system, including a less strict
security domain or organization structure. Use custom approval roles if you have a strict organization or security
domain structure and you can’t use the default approval roles. Custom approval roles are also commonly used in
the approval process for self-registration for Learning sites.

Default Approval Roles
SAP SuccessFactors Learning installs with several default approval roles. We recommend that you use default
approval roles when possible to simplify your configuration. When you include one of these roles in your approval
process, you do not need additional configuration:
● Employee: The employee himself or herself. You might have an approval process for the employees to
acknowledge enrollment requests before they are forwarded to managers.
● Manager Level 1: The person in this role is always the employees' immediate manager.
● Manager Level 2: The person in this role is the second level manager (the employees' managers' manager).
● Instructor: This is for the E-signature Process only. We do not expect that the approval will be sent to the
instructor upon registration.
● HRBP: A Human Resources Business Partner (HRBP) to share some of the managerial responsibilities with a
manager.
Custom Approval Roles
Custom approval roles require additional configuration so that the system knows where to route the approval.
Users inhabit custom approval roles at run time under the following conditions:
● A user makes a request and the request is associated with an approval process. For example, a user requests to
enroll into a learning item, and that learning item has an enrollment approval process.
● The approval process has an approval role that the user belongs to. For example, a learner requests to enroll
into an IT Training course, and the approval process for that learning item includes an approval role called “IT
Training Approvers”. If a user is in that “IT Training Approvers” role, he or she can be an approver.
● The learner seeking approval is a member of the domain or organization that the user in the approval role
controls.
Related Information

19.3.4.3 Setting an Approval Process for Enrolling into a Course
Set an approval process for enrolling into courses if you want users to seek approval before they are allowed to
enroll.
Prerequisites
Create at least one approval process. You usually create approval processes during implementation or when you
review your implementation, so chances are that this is already done for you.
Check your registration settings. You usually configure your registration settings during implementation or when
you review your implementation, so chances are that your registration settings are as you want them.
Procedure
1. Go to Learning Activities Items , search for the learning item that you want to add the enrollment
approval process to, and open it.
2. Click View All.
3. Find Approval Required and set it to Yes.
4. Find Approval Process and set it to the enrollment approval process that you want to associate with course.
All instances of this course associated with this learning item inherit the settings. You can break the inheritance
in the class record.
19.3.4.4 Setting an Approval Process for Withdrawing from

Courses
Set an approval process for withdrawing from courses if you want users to seek approval before they’re allowed to
unenroll.
Prerequisites
Create at least 1 approval process. You usually create approval processes during implementation or when you
review your implementation, so chances are that this is already done for you.
Check your registration settings. You usually configure your registration settings during implementation or when
you review your implementation, so chances are that your registration settings are as you want them.

Context
If you have enrolled users into a course, you might want them to seek approval before they withdraw from it. For
example, if you’ve paid for them to attend the course, and if you’ll lose your payment if they withdraw, you can ask
them to seek approval to withdraw.
Procedure
1. Go to Learning Activities Items , search for the learning item that you want to add the withdrawal
approval process to, and open it.
2. On the Item Details tab, find Approval required to withdraw and set it to Yes.
3. Find Withdraw Approval Process and set it to the withdrawal approval process that you want to associate with
course.
All classes associated with this learning item inherit the settings. You can break the inheritance in the class
entity.
19.3.4.4.1 Editing Cancellation Policies in Learning Items
When you change the cancellation policy on a learning item that has an instructor-led section, you’re prompted to
manage the change through the Master Inventory wizard.
Procedure
1. Go to Learning Administration and then go to Learning Activities Items Pricing .

2. Select a new cancellation policy in Cancellation Policy ID.
 Note
You only see the cancellation policy if the item is scheduled or has a section that can be scheduled. This is
because cancellations apply to withdrawing from a schedule. If a course is online and users can take it
anytime , for example, they don’t withdraw from it.
3. When prompted to propagate the change, select Yes.
Selecting Yes pushes the change to master inventory so that all classes that inherit this cancellation policy get
the new policy.
4. In the Master Inventory wizard, select the classes that are based on the learning item and should inherit the
new cancellation policy.

19.3.4.4.2 Adding Learning Withdrawal Reasons
Add Learning cancellation reasons so that users can select from among the them when they withdraw from a
course.
Context
When users withdraw from courses, they can provide a cancellation reason. The cancellation reason helps you
understand why a user is withdrawing so that you can determine a proper refund. For example, a user can cancel
because of a work responsibility. They appear to approvers during a cancellation approval process and they appear
in registration reports. They apply to end users, supervisors, and administrators.
Procedure
1. Go to Learning Administration, and then go to References Learning Activities Withdrawal Reasons .

2. Choose Add New.
3. Add an ID and then a Description that helps learners understand the cancellation reason.
4. Select Active to make this available for use.
5. Choose Add.
19.3.4.4.3 Collecting Cancellation Reasons at the Time of

Withdraw
Collect cancellation reasons at the time of withdraw so that you can see why users were withdrawn or withdrew
themselves.
Context
Companies often want to know why users withdraw from a course (cancel). For example, users might withdraw
because they are ill, because of a work emergency, or because they were taken off the waitlist for an earlier course
and already attended. As an organization, you might want to handle each of these cases differently.
Procedure
1. Go to Learning Administration, and then go to References Learning Activities Cancellation Reasons .

2. Click Add New for each cancellation reason that you want to provide to learners, supervisors, or administrators.
Users, supervisors, and administrators see the descriptions of the cancellation reason to understand what it
means, so type a short, descriptive phrase. For example, type Enrolled in Earlier Course. If you support
multiple languages, localize the description into those languages.
3. To hide any cancellation reason, clear the Active box.
You might hide a cancellation reason, for example, if you are waiting for stakeholders to approve it as a
cancellation reason that users and supervisors can select.
4. After you add the cancellation reasons, go to System Administration Configuration Registration
Settings .
5. Select By Default Enable Cancellation Reasons for a class.
If you select By Default Enable Cancellation Reasons for a class, then every new class that you create in the
system has its Enable Cancellation Reason set to Yes (true). Every new class will require users to enter a
cancellation reason when they withdraw.
Next Steps
To disable cancellation reasons for any one class, open the class and set Enable Cancellation Reasons to No.
To report on cancellation reasons, go to SAP SuccessFactors Learning, go to Reports and then run either the Self
Registration/Withdraw report or any of the three Registration Status reports.
Related Information

Adding Learning Withdrawal Reasons [page 892]
19.3.4.4.4 Adding Learning Withdraw (Cancellation) Policies
Add cancellation policies to define how SAP SuccessFactors Learning commerce reconciles accounts when a user
cancels on a course (withdraws from a course).
Context
Cancellation policies apply to you if you are using the commerce features of SAP SuccessFactors Learning. You use
cancellation policies to create rules that Learning uses when users withdraw from a course. The policy determines
how refunds are applied and costs are reconciled.

 Note
Although it is confusing, a cancellation policy applies to when users withdraw from a course.
Procedure
1. Go to Learning Administration, and then go to References Commerce Cancellation Policies .

2. Click Add New.
3. Select Enable to enable other administrators to attach the cancellation policy to learning items and classes.
4. In the large Description box, type a description of the cancellation policy for users to read.
This cancellation policy description warns users of penalties for withdrawing from the course.
6. Click Rules.
7. Decide on the earliest time frame that should enforce a cancellation policy.
For example, if you want to say that if users cancel (withdraw) any time after they register and two weeks
before the start of the course, they won't be charged, then your earliest time frame is two weeks (14 days).
8. Type the start of the earliest time frame, in days, relative to the start of the course, in Delivery Offset.
For example, if your earliest time frame is two weeks (14 days) before the course, type 14.
9. In Cancellation Charge, select the penalty for withdrawing from the course.
This Choice... ...Results in this Effect
No Charge Users are not penalized if they cancel within the time frame
that you set in Delivery Offset. This is usually the selection
for the highest (or earliest) delivery offset because you want
to give users a chance to withdraw if it gives enough time for
another user to take their place.
○ Full price charged for cancellation within the delivery
offset.
○ Percentage of the full price charged for cancellation
within delivery offset.
○ Fixed amount of money charged for cancellation within
delivery offset.
Charge Full Price Users are charged the full price of the class if they cancel
within the time frame you set in Delivery Offset. This is usu
ally the lowest (or latest) delivery offset because users have
given the least notice. If you set a negative number or a zero
in the delivery offset, and you select Charge Full Price, you
set a rule that users are charged full price if they cancel after
the course begins.

This Choice... ...Results in this Effect
Charge Percentage Users are charged a set percentage for withdrawing within
the time frame you set in Delivery Offset.
Percentages often work better than fixed prices in cancella

tion policies, especially if you are using multiple currencies.
When users cancel, they are charged a percentage in what
ever currency is paying for the course.
Charge Fixed Amount Users are charged a fixed price for withdrawing within the
time frame you set in Delivery Offset. You must also select a
currency.
10. Click Add.
The system adds the rule in Update the Rules for the Cancellation Policy.
11. Add additional rules.
The next time frame is based on the end of the earliest time frame. For example, if the first rule you created has
a delivery offset of 14 days and you add a new rule with a delivery offset of 7 days, then the new rule is in effect
when users cancel between 14 days and 7 days of the start of the course.
12. Type a number of days after registration that users can cancel without penalty in Grace Period.
Next Steps
After you create cancellation policies for the first time, set the default cancellation policy for administrators who
create new learning items.
Go to the master inventory and set the cancellation policies for learning items. Go to Finanace Master
Inventory .
19.3.4.4.5 Setting a Default Cancellation Policy for Learning

Administrators
Set a default cancellation policy so that when learning administrators create a new learning item (course) the
cancellation policy defaults to your chosen value.
Prerequisites
Add cancellation policies so that you can select one as the default. Adding Learning Withdraw (Cancellation)
Policies [page 893]

Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration Configuration Global

Application Settings .
2. Select the default cancellation policy for administrators creating new learning items in Default Item
Cancellation Policy.
19.3.4.4.6 Course Withdrawal Approval
Administrators can require an approval process to withdraw from a course.
Withdrawal approval requires a user to seek approval before withdrawing from a class. Withdrawal approval uses
the standard approval process framework. It applies to enrolled or waitlisted users. If users are pending approval
for enrollment and then withdraw from the class, the withdrawal approval process isn’t initiated.
When an enrolled or waitlisted user attempts to withdraw from a class that requires withdrawal approval, the user
sees that approval is required to withdraw and sees a refund amount, if applicable. If users see that approval is
required and decide to remain enrolled, they can cancel their withdrawal request as long as they haven’t submitted
it.
If users submit their requests to withdraw, the users remain enrolled until the approval process completes. The
impact on the roster is as follows:
● The seat remains occupied by the user who has requested the withdrawal until the approval process
completes.
● The status of the user in the roster is Pending Withdrawal Approval. the user sees the status in the My Learning
Assignments tile, in the item details, registration page, and library class dates list.
● If the Hide pending approval requests after registration closes or withdrawal date passes setting is enabled and
the approval isn't completed before the last date to withdraw, the approval won’t be visible to the approver and
user remains enrolled.
● If the approval isn't timely, the refund amount could vary from amount displayed to the user when they made
the request.
If users' withdrawal requests are approved, the users are withdrawn and refunds are processed according to the
cancellation policy on the date of approval. If the withdrawal requests are denied, users remain enrolled in the class.
Related Information
How Withdrawal Approval Is Initiated [page 897]


19.3.4.4.7 How Withdrawal Approval Is Initiated
The withdrawal approval process can be initiated from multiple places and by different roles.
Users can initiate the withdrawal approval process when they withdraw from a course at any place in the
application (for example, from the details page).
If the Enforce Approval when Managers or HR Business Partner Registers/Withdraws Employee setting is selected in
System Administration Application Administration Registration Settings then the following actions will also
initiate the withdrawal approval process:
● Managers withdraw a user from the My Team pages.

● Managers or administrators withdraw users in bulk using the My Team Manager Links Withdraw
Employees function.
Related Information
Course Withdrawal Approval [page 896]
19.3.4.4.8 Refund on Re-Enroll into the Same Course
If you use commerce functionality in SAP SuccessFactors Learning and if you set fullRefundWhenReenroll to
true, then this example applies to you. It shows how the system behaves when users drop out of a class and then
re-enroll.
Some customers' financial policy states that any cancellation fee is waived if the user re-enrolls for the same class
(the same course given at the same time). If that is your policy, you can configure SAP SuccessFactors Learning to
automatically issue a full refund to support your re-enrollment policy. To configure your system for the Refund on
Re-Enroll policy, go to System Administration Configuration System Configuration FINANCIAL and set
fullRefundWhenReenroll to true.
When you set fullRefundWhenReenroll to true, the system behaves as follows.
User is Enrolled in Class, it has a Price, and a Cancellation Policy is in Effect
The process begins when a user is enrolled in a class. The system creates an order for the user. For example,
ORDERNO-100.
The class must have a price and must have a cancellation policy. In most cases, the cancellation policy refunds
some percentage of the price. For the purposes of this example, assume that the refund is 25% of the price. That
means that if the price was $1000, a user who withdraws from the class receives $250 dollars in refund.
The enrollment and cancellation policy is standard commerce behavior.

User Withdraws or is Withdrawn from the Class
When users withdraw from the class, they trigger the cancellation policy and refund on the original order
(ORDERNO-100). After any withdraw approval process, the order number is updated with the refund. For example,
ORDERNO-100 receives a refund of 25%.
Withdraw and refund is standard commerce behavior.
User Re-Enrolls in the Same Class
Refund on Re-Enroll works only when users re-enroll into the same class. For example, if you offer "Business
Writing" classes every month, and if they withdrew from the January offering of "Business Writing" they must re-
enroll into the January offering of "Business Writing" as opposed to "Business Writing" offered in February. It must
be the exact same class.
If fullRefundWhenReenroll is set to true, then when the user re-enrolls, the original order number receives a
full refund and a new order number is created for the re-enrollment. In this example, ORDERNO-100 is refunded the
remaining 75% of the price and a new order number (ORDERNO-102) is created for $1000. Whoever is re-enrolling
the user sees messages that provide information about the refund so that he or she can make informed decisions.
After re-enrollment (and any approval processes), if you go to Learning Activities Classes Registration
Advanced , you see both order numbers associated with the user.
19.3.4.4.9 Learning Item and Class Cancellation Policy

Inheritance Rules
Classes typically inherit the cancellation policy of their parent learning items, but you can break the inheritance.
Learning items and their classes can have independent cancellation policies if Class Can Override Item Cancellation
Policy is selected on the learning item.
When you set the cancellation policy on a learning item or class, the following rules apply:
● When a new learning item is created, the cancellation policy is set to the system default (which can be blank)
and Class Can Override Item Cancellation Policy is selected.
● When a new class is created, it has the cancellation policy of its learning item. Administrators can break the
inheritance if they have access to the class and if both of the following are true:
○ Class Can Override Item Cancellation Policy is selected on the classes' parent learning item
○ The administrator has the Edit Class Cost/Price permission
● When administrators copy a learning item or class, the cancellation policy of the old learning item or class is
copied to the new one.
● When administrators revise a learning item, the cancellation policy is transferred to the new revision but isn’t
available on the old revision.
● Learning item and class connectors support Cancellation Policy ID. If blank, when creating a learning item, the
cancellation policy is set to the system default; when creating a class, the cancellation policy is set to that of
the parent item.

19.3.4.4.10 Cancellation Descriptions of Learning Cancellation
Policies
Cancellation policy descriptions are shown to users before registering, purchasing, or approving learning that has
the cancellation policy so that users are informed of penalties for withdrawing from a course.
If you go to Learning Administration and then you go to References Finance Cancellation Policies
Summary , you see two Description boxes. The description box that can’t be localized contains comments for
other administrators. The Description box that can be localized contains the description of the cancellation policy
for users.
When users register into, purchase, or approve courses that are led by an instructor, have a cost, and have a
cancellation policy, they see a link that opens the user-facing description in their language. Approval email
notifications for registration and withdrawal also include the cancellation policy. You write a description that tells
them what they can expect if they withdraw from the course. For example, you can write: “If you cancel one week
before the start of the course, you receive a full refund. If you cancel within one week, you receive a 50% refund”.
Your description helps users understand what happens if they withdraw. Write your description based on the rules
you create in References Finance Cancellation Policies Rules .
Users see the user-facing cancellation policy description when it’s applied to:
● Instructor-led or instructor-led with online content classes

● Classes with a price greater than zero
Related Information
19.3.4.5 Overview of Configuring Account Self-Registration

Approval Processes
To configure an account self-registration approval process, decide whether you want to preapprove or postapprove
and create the forms for approval.
You almost always create account self-registration processes for your extended enterprise. You want to expose a
Learning Site to a group in your extended enterprise, you want them to self-register, but you want to control who
can register. You first must decide if you want to preapprove users with site registration codes or if you want to
postapprove users with an approval process:
● When you preapprove users, you give a set of registration codes to the people who will use the Site. As long as
they have a registration code, and use it when they first create their accounts, you assume that they are
approved.
● When you postapprove users, individual users must be approved through a process after they create their
accounts. Typically, approval roles are assigned to organizations and users who sign up in the organization are
routed to that approval role.

Registration Form
Any self-registration approval starts with a registration form. Create a registration form that captures the
information you need to approve the person for an account.
Postapprove: Approval Process and Assignment
If you decide to use postapprove, create an approval process and assign it to groups with assignment profiles.
Typically, you create an approval process that has an approval role per organization. When people sign into a site
that belongs to that organization, the approval is routed to the approval role for the organization. You also typically
use assignment profiles to assign the approval process to people based on their organization.
Preapprove: Site Registration Codes
If you decide to use, preapprove, add registration codes to the site. You typically add site registration codes in
batches so that you can control access more closely.

Consent Statement
In self-registration, approval goes both ways: you approve the person to join the site, but the person should also
approve of personal data storage. Create consent statements so that people who sign up at a site can agree or
disagree with your personal data statements.
Building a Site's User Account Form [page 902]

Build a site's user account form to allow users to create their own accounts to sites.
Creating Self-Registration Approval for Sites [page 909]

Create a self-registration approval process for SAP SuccessFactors Learning sites when you want external
users to be approved before they can log in.
Making Learning Sites Public [page 911]

Make learning sites public when you want to make it easy for anyone with the URL to create an account for
the learning site.
Assigning Self-Registration Approval Processes with Assignment Profiles [page 912]

Use assignment profiles to require some people to use one approval process when they self-register and
other people to use a second approval process when they self-register.
Adding Site Registration Codes [page 913]

Add site registration codes to control who can create an account on your Learning sites.
Setting Account Request Approval Processes [page 914]

Configure the system to associate users with account request approval processes so that users get their
correct approval processes.
Setting Up and Using the Consent Statement Life Cycle in SAP SuccessFactors Learning [page 916]
Use the Data Privacy Consent Statements (DPCS) life cycle in SAP SuccessFactors Learning if your
company seeks consent from users to store personal information.
Creating Self-Registration Approval for Native Users [page 925]

Create a self-registration approval process for native users when you want users who register for your
native environment (as opposed to Sites) to be approved before they can log in.

When creating an approval process for self-registration, consider that the approvals are for users who
aren’t yet in the system.
Self-Registration Approval Notes [page 928]

The approval process to register for a SAP SuccessFactors Learning account has unique behavior.
Controlling Access to SAP SuccessFactors Learning Sites [page 928]

You can control how users create accounts to access SAP SuccessFactors Learning sites.
Overview of Run Time Account Self-Registration Approval Process [page 929]

You can insert an approval process between users requesting an account for SAP SuccessFactors Learning
and their access to the system.
Approving Account Requests as an Administrator [page 931]

As an administrator, you can approve account requests that are stuck in the approval process.
Creating Automatic Account Reminders for User-Created Accounts [page 932]

Create automatic account reminders for user-created accounts so that users who have requested accounts
can receive the results of their requests.

19.3.4.5.1 Building a Site's User Account Form
Build a site's user account form to allow users to create their own accounts to sites.
Prerequisites
If you’re integrating your external users into the rest of SAP SuccessFactors, and if you plan to use custom fields to
collect custom data from your users (this is common), then the custom field data isn’t replicated to the rest of SAP
SuccessFactors.
Context
You usually want to offload user maintenance in the extended enterprise. For example, if your extended enterprise
contains a set of dealerships, you don't control who those dealerships hire and dismiss. You can push the
maintenance of contact information, billing address, and other user account information to the users in the
dealerships.
Procedure

Administration Sites .
2. Open the site that you want to build a registration page for.
3. In Summary, select a value for Registration Validation.
5. Go to User-Created Account, and choose Edit.
6. Select the mandatory and optional fields.
 Tip
We strongly recommend that you make email a required field for both internal and external users. Select
Mandatory for the users' emails. Users can’t recover forgotten passwords without a unique email address.
Setting Global Default Registration Form [page 903]

Set the global default registration form (for all SAP SuccessFactors Learning users) if you want to change
the default information that you collect from users for all sites and Learning-only accounts.
Forcing Uniqueness for SAP SuccessFactors Learning Users' Email Addresses [page 904]
For users to recover their passwords through self-service, their email addresses must be unique.
User-Created Account (Global) [page 905]

Use these fields to define how users can create their own accounts and to define the default values for each
individual site in your extended enterprise.

User-Created Account (Site) [page 907]
Use these fields to control the information you require from users who create their own accounts in the
extended learning enterprise.
Task overview: Overview of Configuring Account Self-Registration Approval Processes [page 899]
Related Information

19.3.4.5.1.1 Setting Global Default Registration Form
Set the global default registration form (for all SAP SuccessFactors Learning users) if you want to change the
default information that you collect from users for all sites and Learning-only accounts.
Prerequisites
You can collect information in custom fields on registration pages. If you want to collect information in custom
fields, first create a user custom field. Go to SAP SuccessFactors Learning Administration, and then go to System
Administration Custom Fields User .
Context
In SAP SuccessFactors Learning, you can allow internal users and external users (extended enterprise users) to
self-register. In many cases, you want to collect the same information from both internal users and external users
at the time of registration.

Procedure

Administration User-Created Account .
2. Go to Contact Information.
3. Add and remove information.
If you change this information, consider how it will affect both the Learning-only users and the extended
enterprise users. Consider designing for the Learning-only users and making exceptions for each individual
site.
 Tip
We strongly recommend that you make email a required field for both internal and external users. Select
Mandatory for the users' emails.
Next Steps
If you want to change the information for external users, you can build sites' user account forms independently.
Task overview: Building a Site's User Account Form [page 902]
Related Information
19.3.4.5.1.2 Forcing Uniqueness for SAP SuccessFactors

Learning Users' Email Addresses
For users to recover their passwords through self-service, their email addresses must be unique.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to System Administration Configuration


2. Open LMS_ADMIN.
3. Find selfRegistrationUniqueEmailAddressRequired and set it to true.
Task overview: Building a Site's User Account Form [page 902]
Related Information

19.3.4.5.1.3 User-Created Account (Global)
In System Administration Application Administration User Created Account , you define whether users can
create their own user account. Importantly, these settings are the default settings for each site that you create in
System Administration Application Administration Sites .

User Settings When you select the Allow users to create a new account at
SuccessFactors Learning login page checkbox, you give users
permission to create their own account in the user interface. If
you allow users to create their own account, then you should
also complete the Instructional Text and Contact Information
sections. If you clear the Allow users to create a new account at
SuccessFactors Learning login page checkbox, then users can’t
create their own accounts and the system doesn’t use the re
maining settings on this page in any way.
Select Approval Required to require account requests to go

through your configured approval process.
When you select the Allow users to choose an ID while creating

a new account checkbox, you allow users to choose the unique
ID that they’ll use to log on to the system. If you don’t allow
users to choose their own ID, then the system automatically
generates a unique ID based on how you configured Auto Gen
erated IDs ( System Administration Configuration Auto
Generated IDs ).
Select a Default User Role ID that is the default value for all
sites. The available values are determined by the administra
tor's permissions. This default can be overridden when creat
ing a site.
For the Default License User Type, select Active or Functional,

depending on the type of license you want the user to have.
This default can be overridden when creating a site.
Instructional Text When you allow users to create a new account at the Success
Factors Learning login page, we recommend that you edit the
messages in the Instructional Text section so that your users
know what they should complete and why. When you clickEdit,
you can edit an existing or add a new label value to a locale.

Contact Information You can use the User-Created Account section to configure the
form that users see when they create a new account in the
user interface. You can’t change how the system orders or
groups fields in a section; however, if you don’t include any
fields in a section, then the system hides that section and its
heading when users create a new account. If you don’t see a
custom field that you need, then you can create a new one in
the User Custom Fields section ( System Administration
Custom Fields User ).
When users create an account with attributes that match an

assignment profile, then the system associates them with that
assignment profile and makes the assignments when the As
signment Profile Execute Updates automatic process runs as
scheduled.
For external users who create an account from a site, however,

the system propagates the assignments of an assignment pro
file immediately, but only if the assignment profile uses only
security domains and Organization ID. For external users who
create an account from a site, the system applies the security
domain and organization to the new user entity. For other
users, the system applies the default, PUBLIC domain and no
organization to the new user entity.
Parent topic: Building a Site's User Account Form [page 902]
Related Information

19.3.4.5.1.4 User-Created Account (Site)
Use these fields to control the information you require from users who create their own accounts in the extended
learning enterprise.
Click Edit to edit the fields in System Administration Application Administration Sites User-Created
Account .

User-Created Account Fields Per Site
This Group of Fields... ...Is Used as Follows
Contact Information This section contains basic contact information for the user.
Some contact information is always required, so you don’t
have a choice: you must include it and make it mandatory. Oth
erwise, we encourage you to collect information that can be
used to group users in the site (for example, everyone in a
country/region) and we encourage you to gather information
that makes it easier for you to maintain the users (for example,
email address).
Employee Information This section contains information about where the user is lo
cated. Job location information is defined in References
Geography Job Location . This information is useful to

group users in a site by their job location.
Finance This section includes information that can be used to charge

users for their courses. If you plan to connect the site to fi-
nance functions, we recommend that you make this informa
tion mandatory.
Preferences If your site uses multiple currencies, time zones, or languages,

we recommend that you at least display the preferences.
Custom Fields Custom fields provide you an opportunity to collect extra data,
data that isn’t included in the other sections. Go to System
Administration Custom Fields User to add custom

fields.
Parent topic: Building a Site's User Account Form [page 902]
Related Information


19.3.4.5.2 Creating Self-Registration Approval for Sites
Create a self-registration approval process for SAP SuccessFactors Learning sites when you want external users to
be approved before they can log in.
Prerequisites
● Create at least one approval process.

● Configure the global behavior of your approval processes in System Administration Configuration Global
● Create at least one site in System Administration Application Administration Sites .
Procedure

Administration Sites , search for the site that should have the approval process, and edit it.
2. In Summary, select Approval Process in Registration Validation.
 Restriction
You can’t use both registration codes and approval processes for registration validation.
3. In Summary, set a default security domain and organization in Default Security Domain ID and Default
Organization ID.
You set the default security domain and organization so that custom approval roles can work properly. Custom
approval roles depend on either security domains or organizations to route approves to the correct person
within the role.
Next Steps
Optionally, you can create an assignment profile to route approval processes by user attributes (from the request
form). This step is optional and recommended only if you need it. To keep your registration process simple, use the
default approval process setting in System Administration Configuration Global Application Settings
Approval Process Settings . When you use the default process only, all users who self-register from any site or the
native application use the same process.

Configure a background process to associate approval processes with pending user-created account requests. Go
to System Administration Automatic Processes Set Account Request Approval Process .
Optionally, configure reminders to go to users who haven’t yet approved user-created account requests. Go to
System Administration Automatic Processes User-Created Account Approval Reminder .
Related Information

Default Approval Roles vs Custom Approval Roles [page 887]
Creating Approval Processes [page 881]

19.3.4.5.3 Making Learning Sites Public
Make learning sites public when you want to make it easy for anyone with the URL to create an account for the
learning site.
Context
If you have secured a site and now want to make it public, you can do so. You are most likely to go from secure to
public if you are developing a site in a beta. You want a select group of external users to see the site while it is in
beta, so you secure it. When you want to exit beta and make it public, you remove the security.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to System Administration Application

Administration Sites , search for the Site that should be public.
2. In Registration Validation select None.
Related Information


19.3.4.5.4 Assigning Self-Registration Approval Processes with
Assignment Profiles
Use assignment profiles to require some people to use one approval process when they self-register and other
people to use a second approval process when they self-register.
Prerequisites
● Create an approval process. Go to References System Administration Approval Processes .

● Create an assignment profile. Go to Manage User Learning Assignment Profiles .
Context
This is optional. A simpler configuration of self-registration approval processes is to funnel all requests for approval
to a single process. You can use assignment profiles if you want to use one approval process for site registration
and a separate approval process for basic login registration. You create approval processes and assignment profiles
for each type of registration and then associate the desired approval process with each assignment profile.
Procedure
Profiles .
2. Find and open the assignment profile that you created to pool your users for the approval process.
3. Go to User-Created Account.
4. In User-Created Account Process ID, select the approval process that should be applied to the users in the
assignment profile.
Next Steps

Related Information

19.3.4.5.5 Adding Site Registration Codes

Add site registration codes to control who can create an account on your Learning sites.
Context
When you enable site registration codes, users who want to sign up for an account on your Learning sites must
provide the code that you’ve supplied them. You add the codes to the system so that SAP SuccessFactors Learning
can verify them when the user attempts to create an account.
Procedure
1. Go to System Administration Application Administration Sites and search for and select a site.
2. On the Summary tab, confirm that the Registration Validation field is set to Registration Code.
3. On the Site Registration Codes tab, create registration codes for site users.
○ To upload registration codes in batch, go to System Administration System Management Tools

Import Data and download the Site Registration Code template.

 Note
After a site registration code has been used one time, you can no longer remove it because the system
assumes that it is in use.
Related Information

Site Registration Codes [page 1185]
19.3.4.5.6 Setting Account Request Approval Processes
Configure the system to associate users with account request approval processes so that users get their correct
approval processes.
Prerequisites
Create an approval process that users should follow when requesting a SAP SuccessFactors Learning account. Go
to References System Administration Approval Process .
Configure an assignment profile to define the users who should be assigned the approval process. Go to Manage
User Learning Assignment Profiles .

Context
In some configurations, users can request accounts. When users can request accounts, you often want to set an
approval process on the request so that you have some business process control over users who are granted
access to the system. The business process control is in addition to the other security measures of granting
access: you want an auditable process of who accepted the account request. You set up the approval and the
assignment rules elsewhere in the application. This Automatic Process Manager (APM) makes the assignment of
the approval process you set to the users set up in the assignment profile.
Procedure
1. Go to System Administration Automatic Processes Set User Account Request Approval Process .
2. Schedule the automatic process using the fields in the Schedule area.
Next Steps
Set up the reminder process so that approvers receive reminders that they are part of an active approval process
for user-created accounts. Go to System Administration Automatic Processes User-Created Account
Approval Reminder .
Related Information


19.3.4.5.7 Setting Up and Using the Consent Statement Life

Cycle in SAP SuccessFactors Learning
Use the Data Privacy Consent Statements (DPCS) life cycle in SAP SuccessFactors Learning if your company seeks
consent from users to store personal information.
Procedure
1. Familiarize yourself with your local data privacy laws. After you know how you are legally required to process
personal data at your company, you’ll have a better understanding of your need for consent statements.
2. If you learn that you need consent statements, write new consent statements or locate your current consent
statements and save them as PDF files.
 Note
We recommend that you create one PDF file for each SAP SuccessFactors Learning locale that you support
so that users can read the statement in their native languages.
3. When you have new consent statements, add them as draft consent statements.
4. When you are ready to promote the new consent statements to your users, publish them.
5. After you have published at least one set of consent statements, enable them for either internal or external
users.
6. Periodically, review the consent statements.
Supported Configurations for Consent Agreements in SAP SuccessFactors Learning [page 917]
Consent agreements support most configurations for the ways that users sign in to SAP SuccessFactors
Learning, but they do not support all configuration.
Adding Data Storage Consent Statements to SAP SuccessFactors Learning [page 918]
Add data storage consent for SAP SuccessFactors Learning if your data privacy and protection policies
require that users consent to your storage of their personal data.
Publishing Consent Statements in SAP SuccessFactors Learning [page 922]

Publish Data Privacy Consent Statements (DPCS) in SAP SuccessFactors Learning when you’re ready to
expose them to users for review and agreement.
Enabling SAP SuccessFactors Learning Consent Statements [page 923]

Enable SAP SuccessFactors Learning to show data storage consent statements to employees or to users of
Learning sites (external users).
Reviewing SAP SuccessFactors Learning Consent Agreements [page 924]

Review SAP SuccessFactors Learning consent agreements to make sure that you’re showing users the
correct version.

Viewing and Revoking Personal Consent Statements in SAP SuccessFactors Learning [page 924]
View and revoke consent statements in SAP SuccessFactors Learning if you previously accepted a consent
statement but you changed your mind.
Related Information

19.3.4.5.7.1 Supported Configurations for Consent Agreements

in SAP SuccessFactors Learning
Consent agreements support most configurations for the ways that users sign in to SAP SuccessFactors Learning,
but they do not support all configuration.
Summary of Supported Configurations for Consent Agreements
When you enable consent agreements, they are supported in most scenarios except when SAP SuccessFactors
Learning is integrated with platform but when users are allowed to sign in through the basic Learning login page.
Detail of Supported Configurations for Consent Agreements
In the following table, the columns have the following meanings:

● Sign In Method: The sign-in method can be either platform or Learning-only users. It refers to the page that
users sign into when they want to use SAP SuccessFactors Learning. Platform sign-in pages are the most
common and give the user access to SAP SuccessFactors. A few customers, however, still allow users to log in
through the basic Learning login page or through a site login page.
● Tenant Type: Most customers are platform tenants, meaning that they have adopted platform to integrate with
the rest of SAP SuccessFactors.
● User Type: Internal users are employees in your organization or company. External users are part of your
extended enterprise and not employees. They access Learning sites for courses.
● User Exists in Platform: A few platform customers continue to create users in Learning as Learning-only users.
These users are not known to SAP SuccessFactors platform.
● Consent Enabled: Is consent agreements enabled for the organization or company?
User Exists in Plat

Sign In Method Tenant Type User Type form Consent Enabled? Details
Platform Platform Internal Yes No External learners

cannot sign in from
the platform sign-in
page.
Legacy Plateau Platform Internal No Yes Not supported

Login
Legacy Plateau Platform Internal Yes Yes Not supported

Login
Legacy Plateau Platform External No Yes Some platform cus

Login tomers created ex
ternal users before
platform integra
tion was enabled
for sites.
19.3.4.5.7.2 Adding Data Storage Consent Statements to SAP

Add data storage consent for SAP SuccessFactors Learning if your data privacy and protection policies require that
users consent to your storage of their personal data.
Prerequisites
Before you upload consent statements, create the consent statements with your legal team and then translate
them into each language (locale) in your Learning system. Save the consent statements as PDF files.

Procedure

Administration Consent Statements .
2. Choose  Add Statement.
3. In Title type a title to help you and your users understand the consent statement.
For example, type Consent to Store Personal Data.
4. In Title, click the localization icon  Open localization popup to translate the title into all available languages.
Title is the label for the consent statement when presented to users.
5. In Document Links, choose  Add Document Links.
6. In Add Document Links, select the language of the consent statement in Locale and then choose Browse to find
and upload the consent statement.
7. Choose Upload.
8. For each additional language in your system, choose  Add Document Links and repeat the process to upload
translated copies of the consent statement.
9. Choose Save as draft.
 Note
Although you can choose Publish to publish immediately, we recommend that you save it as a draft first. By
saving it as a draft, you can see draft, published, and archived statements together before you decide to
publish.
10. Choose Back  Back to go back to the overview of consent statements.
Guidelines for SAP SuccessFactors Learning Consent Statements [page 920]

When you upload a consent statement to SAP SuccessFactors Learning, it should meet the guidelines for
usage.
Deleting Draft SAP SuccessFactors Learning Consent Statements [page 920]

Delete draft SAP SuccessFactors Learning consent statements when you make a mistake uploading
documents and you want to prevent others accidentally publishing bad versions of consent statements.
Personal Data Consent for SAP SuccessFactors Learning [page 921]

Personal data consent, which is the ability for users to consent to saving personal data in SAP
SuccessFactors works differently for Learning than for other parts of SAP SuccessFactors.

19.3.4.5.7.2.1 Guidelines for SAP SuccessFactors Learning
Consent Statements
When you upload a consent statement to SAP SuccessFactors Learning, it should meet the guidelines for usage.
Guideline Description
Accessible to Screen Readers We recommend that you create documents that are accessible to screen readers so that users
of screen reader technology can understand the text of the consent statement.
Translated We support multiple languages for consent statements. We recommend that you create a con
sent statement for each locale that you’ve enabled in SAP SuccessFactors Learning.
Reviewed and archived We track the versions of consent documents to match the version of the consent that a user
agreed to with the time and date of consent. We don’t recommend that you use SAP Success
Factors Learning for the revisions of documents that you pass, for example, among your legal
team to develop consent forms. Instead, we recommend that you follow your company proc
ess and that you archive according to your company policy.
Parent topic: Adding Data Storage Consent Statements to SAP SuccessFactors Learning [page 918]
Related Information

19.3.4.5.7.2.2 Deleting Draft SAP SuccessFactors Learning

Consent Statements
Delete draft SAP SuccessFactors Learning consent statements when you make a mistake uploading documents
and you want to prevent others accidentally publishing bad versions of consent statements.
Procedure

2. Click Draft.
3. For each consent statement file (language) that you want to delete, click Delete  .

Next Steps
If you deleted an incorrect statement, you usually want to replace it with the correct statement. Go back to the
consents page to upload new drafts.
Task overview: Adding Data Storage Consent Statements to SAP SuccessFactors Learning [page 918]
Related Information

Adding Data Storage Consent Statements to SAP SuccessFactors Learning [page 918]
19.3.4.5.7.2.3 Personal Data Consent for SAP SuccessFactors

Learning
Personal data consent, which is the ability for users to consent to saving personal data in SAP SuccessFactors
works differently for Learning than for other parts of SAP SuccessFactors.
Personal data consent for SAP SuccessFactors Learning applies, in most cases, to external users: users who access
Learning through sites. Internal users are your employees and their consent is usually covered under employment
contracts. But if your business needs consent from internal users, we support it.
In SAP SuccessFactors Learning, we simply display the consent documents that you create and record users'
agreement to a particular version of the document. Usually with your legal team, you manage the text of the
document, the revision process of the document, and the retirement of a consent document. We recommend that
you establish a process for creating and reviewing the consent statements.
Parent topic: Adding Data Storage Consent Statements to SAP SuccessFactors Learning [page 918]
Related Information


19.3.4.5.7.3 Publishing Consent Statements in SAP
Publish Data Privacy Consent Statements (DPCS) in SAP SuccessFactors Learning when you’re ready to expose
them to users for review and agreement.
Prerequisites
Before you can publish consent statements, you add them as drafts to the system.
Context
While statements are in draft, they don’t appear to end users. The draft status gives you time to upload the
statements, translate the titles of the statements, and so on. When you’re ready to expose the statements to users,
you publish them.
Procedure

2. In Statements, click Published to see the consent statements that you’re about to archive.
Although this step isn't required, we do recommend it because the statements that are currently published are
automatically archived when you publish the draft versions. Make sure that you're ready to archive all
published consent statements.
3. Go back to the list of consent statements.
4. Click Draft, and then check all draft statements.
We recommend that you check the draft statements one more time because you’re about to expose them to
users.
5. Click Publish.
When you click Publish to publish draft consent statements, the current published statements are archived and
the draft statements replace them. Users who agreed to the last published statements must now agree to the
new language (the consent statements that you just published). If they do not agree, then they can't access the
system.
Related Information

19.3.4.5.7.4 Enabling SAP SuccessFactors Learning Consent

Statements
Enable SAP SuccessFactors Learning to show data storage consent statements to employees or to users of
Learning sites (external users).
Prerequisites
Before you enable consent statements, add at least one batch of the statements and publish them. After you’ve
published at least one batch, users can see something when you enable the statements.
Procedure

2. In Application Administration, decide to enable for internal or external users.
Choice Description
Enable for Internal Users Select Enable for Internal Users if you want employees to see
the consent statement. This choice is uncommon because
employees' consent to store data is often handled by other
means, such as an employment contract.
This choice is relevant for Learning-only users. Integrated

customers must add consent statements in SAP Success
Factors platform. The Enable for Internal Users setting
doesn’t apply to integrated internal users.
Enable for External Users Select Enable for External Users if you want your extended
enterprise to see the consent and if you’re using Learning
sites.

19.3.4.5.7.5 Reviewing SAP SuccessFactors Learning Consent
Agreements
Review SAP SuccessFactors Learning consent agreements to make sure that you’re showing users the correct
version.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Admin Application

2. In Statements, choose Published to see the consent agreements that users currently see.
4. In Statements, choose Draft to see the consent agreements that you’ve staged but that aren’t yet viewable by
users.
6. In Statements, choose Archived rows to see the consent agreements that you’ve archived.
 Tip
In Statements, you can see the date that the archived copies were superseded by a newly published set.
Next Steps
If you see anything that needs to be changed, upload new copies of consent agreements and republish. You can’t
revert from archived versions.
19.3.4.5.7.6 Viewing and Revoking Personal Consent

Statements in SAP SuccessFactors Learning
View and revoke consent statements in SAP SuccessFactors Learning if you previously accepted a consent
statement but you changed your mind.
Procedure
1. Log in to SAP SuccessFactors and then select Learning.

2. Click Options and Settings.
3. In Data Privacy Consent, click Data Privacy Consent Statement to view the consent statement that you
accepted.
The Data Privacy Consent section also tells you when you accepted the statement.
4. To revoke your consent, click Decline.
5. Contact your system administrator to deactivate or delete your account.
19.3.4.5.8 Creating Self-Registration Approval for Native Users
Create a self-registration approval process for native users when you want users who register for your native
environment (as opposed to Sites) to be approved before they can log in.
Prerequisites
Create at least one approval process.
Context
 Tip
It is uncommon to create a self-registration process (with or without approval) for native users. Most customers
use a single-sign on approach for their employees. Self-registration is designed for the extended enterprise and
Learning Sites.
Procedure
1. Go to System Administration Application Administration User-Created Account .

2. Select both Allow Users to create a new account at SuccessFactors Learning login page and Approval Required.
3. Complete the rest of the information in System Administration Application Administration User-Created
Account to assist users in registering.
Consider writing something about your approval process in Instructional Text. For example, you could type
Registration requests require approval. You will receive a notification at the end
of the approval process. If you are approved, you receive an email with
instructions about logging in.. If you decide to provide instructional text, consider writing it in every
language of your native users because the text box is not internationalized.

Next Steps
Optionally, you can create an assignment profile to route approval processes by user attributes (from the request
form). This step is optional and recommended only if you need it. To keep your registration process simple, use the
default approval process setting in System Administration Configuration Global Application Settings
Approval Process Settings . When you use the default process only, all users who self-register from any site or the
native application use the same process.
Related Information

19.3.4.5.9 Advice for Creating Approval Processes for Self-

Registration
When creating an approval process for self-registration, consider that the approvals are for users who aren’t yet in
the system.
We recommend the following when you’re creating an approval process for use with self-registration:

● Don't use default approval roles like Supervisor Level 1 or Employee. Because the person seeking approval isn’t
yet an active user in the system, they don't have the relationships (like a manager relationship) that the default
approval roles require. Instead, use custom approval roles.
● When creating self-registration approval processes for sites, assign the site a default organization and a default
security domain. Custom roles require that an approver is a member of a security domain or organization. The
person seeking approval for a site will be originally assigned to the site's default security domain and
organization. You choose security domains or organizations in global application settings.
● When creating self-registration approval processes for the basic login page, be sure that your approval roles
use the PUBLIC security domain. Users who are waiting for self-registration approval are in the PUBLIC
security domain until they’re active in the system (when the security domain can be changed). For basic login
page self-registration approval processes, approval roles can't use organizations as their control entity. You set
the control entity in System Administration Global Application Settings Approval Process Settings
Control Entity for Approval Role .
● If you can't use custom approval roles, then directly assign a specific user in all approval steps in your approval
process. You might also create the understanding with this user that if they can't keep up with all self-
registration requests, administrators can assist through User Account Requests.
Parent topic: Overview of Configuring Account Self-Registration Approval Processes [page 899]
Related Information

Default Approval Roles vs Custom Approval Roles [page 887]

19.3.4.5.10 Self-Registration Approval Notes
The approval process to register for a SAP SuccessFactors Learning account has unique behavior.
● Account requests aren’t stored in the same location as active users until the account request is approved.
● Any place where users are added (connectors, data import, or the administration environment) applies its
validation rules to both the active users and users pending approval. For example, if you attempt to add a user
with the user name jdoe, the system checks the uniqueness of the user ID in both existing, active users and
also in the list of pending user requests. If it finds jdoe in either place, you see a validation warning telling you
that the user ID must be unique.
● Users receive notification both when the account request is approved and when it’s denied. The self-
registration email is suppressed.
● Approvers in self-registration approval process see the registration form so that they can check the user
making the request. The default form contains contact information, so the approver can contact the requester
if necessary.
● Administrators can unblock self-registration processes in People User Account Requests .
Related Information

19.3.4.5.11 Controlling Access to SAP SuccessFactors Learning

Sites
You can control how users create accounts to access SAP SuccessFactors Learning sites.
When a site is public, anyone with the URL can sign up for the site. You can later remove users from the site. You
filter your users after they’ve entered the site. Use this approach when you want your learning materials to reach
the widest possible audience and you aren’t concerned that the public could see it.

When you secure a site, you filter the users before they enter the site. You can choose between different methods of
security and you can control who is creating user accounts in your extended enterprise. Use this method when you
want to restrict the site and you don't want its contents to be public.
Related Information

19.3.4.5.12 Overview of Run Time Account Self-Registration

Approval Process
You can insert an approval process between users requesting an account for SAP SuccessFactors Learning and
their access to the system.
In some configurations, users can create their own accounts SAP SuccessFactors Learning. For example, learning
administrators can tell to external partners to go to a URL and register themselves for the Learning Management
System. When the partners arrive at the site URL, they see a button that allows them to create an account.
In most cases, you want to require an approval for the account so that you can monitor who is creating accounts to
your sites (or your internal LMS). The approval process can, for example, route the approval to a learning
administrator for approval. When the learning administrator grants permission to enter the system, the user can
log in.
The approval process for self-registration uses the standard approval process framework, and it works as follows:
1. When a user completes the self registration form, in either the native SAP SuccessFactors Learning
environment or in Sites, and submits the registration form, the process begins.
2. When the Set Account Request Approval Process Automatic Process Manager (APM) runs, it matches pending
user requests with an approval process.

○ The APM can match users through an assignment profile that you have created. For example, if the users
are in North America, they might follow one process (assigned through an assignment profile) and if the
users are in Europe, the users might follow a different process.
○ If the system cannot find an assignment profile to match users to an approval process, it falls back to the
default assignment profile, set in System Administration Configuration Global Application Settings
Approval Process Settings . Assignment profiles are optional. If you would like all users to use the same
approval process, you can set a default process and ignore assignment profiles.
○ If the system finds two assignment profiles that match the user to two different approval process, the last
one found is assigned. You cannot control which process runs last, so please design your assignment
profiles to be mutually exclusive. Do not design assignment profiles where two different assignment
profiles can match the same user.
3. At the end of the approval process, the user is notified that the account request is approved or denied.
○ If the user is approved, an active user is created in the system and the user receives an email with login
instructions.
○ If the user is denied, they receive an email that their request is denied.
4. If you have set up the the User-Created Account Reminder Automatic Process, the system sends reminders on
an ongoing basis to make sure that accounts are approved and created.
Related Information


19.3.4.5.13 Approving Account Requests as an Administrator
As an administrator, you can approve account requests that are stuck in the approval process.
Context
You can require people who request SAP SuccessFactors Learning accounts to go through an approval process. If
the process stalls at an approval step, you can step in as an administrator to approve the requests and grant access
to the users.
Procedure
1. Go to People User Account Requests and search for the user requesting the account.
2. Click Registration Data to see the form that the user completed to request the account and to make sure that
you are approving the correct request by the correct user.
3. When you find the correct user, click Edit Approval.
The Edit User Approvals page shows the separate steps of the approval. You can approve a single step or all
steps in the process. In many cases, you need only to approve a single step. For example, if the person
responsible for one step is on vacation or leave, but the people responsible for later steps are still present, then
you can approve the step blocked by the employee on vacation or leave. The process continues to later
approvers as if the person on vacation or leave approved the step.
4. Approve or deny the relevant steps in the process with the Approve or Deny buttons.
 Tip
Type comments in the Comments box for the audit trail. For example, you could type “Approver is on leave,
but spoke to her manager. Manager said to approve”.
Next Steps
If you must approve many of these, consider rethinking your approval process for user-created accounts. You can
revisit any of these steps:
● You can change how users are associated with approval processes in Users Assignment Profiles User-
Created Accounts .
● You can change the reminder frequency to remind approvers of pending approvals more often or for longer
periods. Go to System Administration Automatic Processes User-Created Account Approval Reminder .
● You can edit the approval processes to simplify them. Go to References System Administration Approval
Processes .

Related Information

19.3.4.5.14 Creating Automatic Account Reminders for User-

Created Accounts
Create automatic account reminders for user-created accounts so that users who have requested accounts can
receive the results of their requests.
Prerequisites
Procedure
1. Go to System Administration Automatic Processes User-Created Account Approval Reminder .


3. In Maximum email notifications, set the maximum number of notifications for each request to be sent to an
approver.
If the number of notifications sent to an approver exceeds the maximum, the request is still active, but the
system no longer sends messages. If you don’t provide a value, there’s no maximum: the approver receives
reminders indefinitely.
4. In Reminder period, set the number of days that the system should wait before resending a reminder.
Set a reminder period so that approvers don’t receive an email each time the process runs. You can set the
process to run daily, for example, but set a reminder period of seven days. Although the system runs daily,
approvers see a reminder once a week.
Example
If you schedule the process to run daily, set the maximum notifications to three and the reminder period is set to
seven, then when the process runs, it looks for requests that are still unapproved after seven days and it sends a
reminder to the approver. After it sends three reminders, it stops sending reminders.
Related Information


19.3.4.6 Overview of Configuring an External Learning Request
(SF-182) Process
To configure an external learning request (SF-182) process, you add approved training vendors, configure the form
itself, and define the approval processes for the form. Then you assign the different approval processes to different
groups of users.
Before you configure SF-182 forms, check with the General Services Administration (GSA) of the U.S. Federal
government and with your organization's process owners. Follow their advice to implement a correct form and
process. After you have the advice, you configure the SF-182 process in stages.
SF-182 Configuration Process
Setting Up Approved Training Vendors
You set up approved training vendors so that users can select from a list of vendors that you approve. The form
auto populates with the vendor's information. Depending on the form configuration, they can also add extra
vendors at the moment they complete the form.
Defining the SF-182 Form
From time to time, the GSA updates the SF-182 form. You can adjust your electronic copy in SAP SuccessFactors so
that you don't need to start over. Additionally, you can add instructions to the sections of the form.
Defining Approval Processes for the SF-182 Form
Set up both the submission and the verification processes for the SF-182 form. You create these as standard
approval process, but you also define the default processes that SAP SuccessFactors fallback to if assignment
profiles can't add the correct processes to learners.

Assigning SF-182 Approval Processes
Create the assignment profile processes that assign the correct submission and verification processes to different
groups of learners.
Adding Approved Training Vendors [page 936]

Add approved training vendors if your learners use Standard Form 182 (SF-182) to request training. SF-182
forms are common for U.S. Federal customers.
Adding Training Types [page 937]

Add training types if your organization is affiliated with the U.S. Federal Government and you need a list of
Training Type Codes on your SF-182 form.
Adding Learning Delivery Methods [page 938]

Add delivery types if your organization is affiliated with the U.S. Federal Government and you need a list of
Delivery Type Codes on your SF-182 form.
Adding Learning Designation Types [page 939]

Add designation types if your organization is affiliated with the U.S. Federal Government and you need a list
of Designation Type Codes on your SF-182 form.
Adding Learning Training Credit Types [page 940]

Add training credit types if your organization is affiliated with the U.S. Federal Government and you need a
list of Training Credit Type Codes on your SF-182 form.
Adding Learning Training Sources [page 941]

Add training sources if your organization is affiliated with the U.S. Federal Government and you need a list of
Training Source Codes on your SF-182 form.
Adding Learning Training Purposes [page 942]

Add training purposes if your organization is affiliated with the U.S. Federal Government and you need a list
of Training Purposes on your SF-182 form.
Modifying External Learning Request (SF-182) Forms [page 943]

Modify external learning request forms if you use the U.S. Federal SF-182 form for external learning
requests, and you want to change what users and administrators see on the form while creating an external
learning event request.
Submitting External Learning Requests (SF-182) in Bulk [page 944]

Submit external Learning requests (SF-182) in bulk when you have many users who will attend the same
training and must all complete an SF-182 form (or your version of the form).
Setting the Default Processes for External Learning Requests (SF-182) [page 945]
Set the default processes for external learning requests (SF-182) if you use Standard Form 182 and the
General Services Administration (GSA) request process for U.S. Federal organizations.
Assigning External Learning Request (U.S. Federal SF-182 Training Request Form) Processes to Users [page
947]
If you’re using external learning requests (SF-182 forms for U.S. Federal Government customers),
assignment profiles match users to their external learning request approval processes.
Troubleshooting External Learning Requests (SF-182) [page 948]

United States Federal workers complete Standard Form 182 (SF-182) to request external training. You often
troubleshoot a request in process for a particular learner.
External Learning Request (SF-182) Approval Process [page 950]

External learning request (SF-182) approval processes differ from other types of approval process because
they have two parts: a submission approval process and a verification approval process.
19.3.4.6.1 Adding Approved Training Vendors
Add approved training vendors if your learners use Standard Form 182 (SF-182) to request training. SF-182 forms
are common for U.S. Federal customers.
Context
SF-182 forms are easier to complete when learners can select from a list of approved training vendors. You manage
the list of vendors that they can select from. In most cases, you set up an initial list and then maintain it periodically
as your organization adds and removes vendors.
 Note
The General Services Administration (GSA) manages the SF-182 process. Check GSA information about
training vendors.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Manage Users Learning
Training Vendors .
2. To add vendors, click Add New, and then enter the vendor contact information and the accreditation
information.
 Tip
The accreditation information helps you manage the vendors later. You can, for example, download your
vendors with their accreditation date so that you can investigate their status.
3. To edit or investigate a vendor, search for the vendor and then view it or edit it.
Task overview: Overview of Configuring an External Learning Request (SF-182) Process [page 934]
Related Information


Assigning External Learning Request (U.S. Federal SF-182 Training Request Form) Processes to Users [page 947]
19.3.4.6.2 Adding Training Types
Add training types if your organization is affiliated with the U.S. Federal Government and you need a list of Training
Type Codes on your SF-182 form.
Context
If your organization's users must complete an external training request form (SF-182), then you need to enumerate
your training types. Your users can then select from among your training types in the Training Type Code and the
Training Sub Type Code box of the SF-182 form.
Procedure
1. Go to Learning Administration, and then go to References External Learning Training Types .

2. Click Add New.
3. Add an ID and then a Description that helps learners understand the training type.
4. Click Add.
Related Information


19.3.4.6.3 Adding Learning Delivery Methods
Add delivery types if your organization is affiliated with the U.S. Federal Government and you need a list of Delivery
Type Codes on your SF-182 form.
Context
Certain employees affiliated with the U.S. Federal Government must complete an SF-182 Form when they request
external training. As part of the form, the employee must choose a Training Delivery Type Code. You enumerate the
list of values in delivery types.
Procedure
1. Go to Learning Administration, and then go to References Learning Activities Delivery Methods .

2. Click Add New.
3. Add an ID and then a Description that helps learners understand the delivery type.
4. Click Add.
Related Information


19.3.4.6.4 Adding Learning Designation Types
Add designation types if your organization is affiliated with the U.S. Federal Government and you need a list of
Designation Type Codes on your SF-182 form.
Context
Certain employees affiliated with the U.S. Federal Government must complete an SF-182 Form when they request
external training. As part of the form, the employee must choose a Designation Type Code. You enumerate the list
of values in designation types.
Procedure
1. Go to Learning Administration, and then go to References External Learning Designation Types .

2. Click Add New.
3. Add an ID and then a Description that helps learners understand the designation type.
4. Click Add.
Related Information


19.3.4.6.5 Adding Learning Training Credit Types
Add training credit types if your organization is affiliated with the U.S. Federal Government and you need a list of
Training Credit Type Codes on your SF-182 form.
Context
your credit types. Your users can then select from among your credit types in the Training Credit Type Code box of
the SF-182 form.
Procedure
1. Go to Learning Administration, and then go to References External Learning Training Credit Types .
2. Click Add New.
3. Add an ID and then a Description that helps learners understand the training credit type.
4. Click Add.
Related Information


19.3.4.6.6 Adding Learning Training Sources
Add training sources if your organization is affiliated with the U.S. Federal Government and you need a list of
Training Source Codes on your SF-182 form.
Context
your training sources. Your users can then select from among your training sources in the Training Source Type
Code box of the SF-182 form.
Procedure
1. Go to Learning Administration, and then go to References External Learning Training Sources .

2. Click Add New.
3. Add an ID and then a Description that helps learners understand the training source.
4. Click Add.
Related Information


19.3.4.6.7 Adding Learning Training Purposes
Add training purposes if your organization is affiliated with the U.S. Federal Government and you need a list of
Training Purposes on your SF-182 form.
Context
your training purposes. Your users can then select from among your credit types in the Training Purpose Type box
of the SF-182 form.
Procedure
1. Go to Learning Administration, and then go to References External Learning Training Purposes .

2. Click Add New.
3. Add an ID and then a Description that helps learners understand the training purpose.
4. Click Add.
Related Information


19.3.4.6.8 Modifying External Learning Request (SF-182) Forms
Modify external learning request forms if you use the U.S. Federal SF-182 form for external learning requests, and
you want to change what users and administrators see on the form while creating an external learning event
request.
Context
Many U.S. Federal customers us Standard Form (SAP Forum [Location]) 182 to request external training. You can
configure the form that administrators and users see when they create an external learning event request. Because
it’s a standard form, the most common change is to write or clarify instructions and to tie the SF-182 form fields to
custom fields that you created at the beginning of your implementation project so that they automatically
complete.
 Note
You can’t change how the system orders or groups fields in a section, but if you don’t include any fields in a
section, then the system hides that section, its heading, and its instructional text when administrators or users
create a new external learning request.
This is because all of the section names are hard coded (including the Applicant's Name section) as per the
SF-182.
These can be globally renamed using labels, but not removed. This is working as designed.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Admin Configuration External
Learning Request .
2. In Instructional Text look at each section (A, B, and C) and add or edit the instructions to your users or
administrators.
At runtime, administrators and users click Instructions for each section to read your instructions.
3. In User Information, find the form fields that have a list.
Date of Birth is a common form field with a list because it can usually pull date of birth from the users'
attributes.
4. From the list, select the user custom field that contains the data.
If you don’t see a list, then explore creating a new custom field to store the data about the user so that the form
can read it at runtime. Go to System Administration Custom Fields User .
When users are completing the form, the form populates the user's information from their custom attributes, if
it can find the value (some information can be missing, in which case the user can type it in the form).

Related Information

19.3.4.6.9 Submitting External Learning Requests (SF-182) in

Bulk
Submit external Learning requests (SF-182) in bulk when you have many users who will attend the same training
and must all complete an SF-182 form (or your version of the form).
Prerequisites
The bulk request tool reads the users' personal information from their records, so for every required field in Section
A of the form, the learning management system must have a matching value in the user record. For example,
Section A includes Social Security Number and Date of Birth. The system reads those values from the users'
records in the learning management system. If the values don't exist for a user, the tool cannot complete the form
for the user.
External learning requests are built to handle U.S. Federal customers because the SF-182 form is a standard
requirement for U.S. Federal employees to attend training. If you administer a U.S. Federal customer, chances are
you already have all of the values you need in the user records because the customer expects to complete these
forms.
Procedure
1. Go to Learning Administration, and then go to Manage Users Learning Create External Learning
Requests .
2. Launch the wizard and follow it, using the on-screen instructions to complete it.

The wizard is a two step process. In the first step, you select the users who will attend training. In the second
step, you complete the SF-182 form (except for the user information, which will vary per user).
Related Information

19.3.4.6.10 Setting the Default Processes for External Learning

Requests (SF-182)
Set the default processes for external learning requests (SF-182) if you use Standard Form 182 and the General
Services Administration (GSA) request process for U.S. Federal organizations.
Prerequisites
Create the learning approval processes that you want to use as your default processes. For SF-182 processes, you
usually create two:
● A submission process that learners must use to submit their SF-182 requests
● A verification process the learners must use to verify that they attend and completed the course they
requested
Most customers also set their control entity for approval roles before creating the SF-182 processes.
The control entity for approval processes determines how the system looks up the user who should receive
approval requests when an approval role has multiple users in it. Each approver is responsible for one or more
organization or domain's approvals in that role. If your company's org structure is defined by organizations, then
choose Organizations. If it is reflected in your domains, choose Domains.

Context
Check with the GSA and your organization to get the latest advice for the SF-182 process.
You set the default processes for SF-182 in case individual learners are not assigned the processes through
assignment profiles. The default processes catch learners who are unassigned and give them a standard process.
Learners should be assigned a process through assignment profiles.
Procedure

Global Apllication Settings .
2. Find the section Approval Process Settings.
3. Define the external learning request default values.
Option Description
External Submission Default Process ID Select the submission approval process that SAP Success
Factors should fall back to if it can’t assign learners to the
correct process through assignment profiles.
External Verification Default Process ID Select the verification approval process that SAP Success
Factors should fall back to if it can’t assign learners to the
correct process through assignment profiles.
Enable External Submission User Message and External Select Enable External Submission User Message to send
Submission User Message users a confirmation message that SAP SuccessFactors re
ceived the SF-182 form. Type the message in External
Submission User Message.
Related Information


19.3.4.6.11 Assigning External Learning Request (U.S. Federal

SF-182 Training Request Form) Processes to Users
If you’re using external learning requests (SF-182 forms for U.S. Federal Government customers), assignment
profiles match users to their external learning request approval processes.
Context
Add an external learning request process to an assignment profile to standardize external learning request
submission and verification process. Users who are captured by the assignment profile rules must submit external
learning requests through the submission process you identify and must verify their training through the
verification process you identify.
 Tip
execute changes.
Procedure
Profiles .
The rules create a pool of users by user attribute. All users in the pool get the same external learning request
process.
4. Go to External Learning Requests.
5. In External Submission Process ID, select the process that this pool of learners uses to submit their SF-182
forms for approval so that they can attend the course.
6. In External Verification Process ID, select the process that this pool of learners uses to verify that they attended
the course they were approved for.
7. Click Save.

Related Information

19.3.4.6.12 Troubleshooting External Learning Requests

(SF-182)
United States Federal workers complete Standard Form 182 (SF-182) to request external training. You often
troubleshoot a request in process for a particular learner.
Context
In the external learning request work area, you investigate learners' external learning requests so that you can
unblock the process. You most often troubleshoot external learning requests because you hear from a learner or a
manager that something is wrong. You see requests that users submitted themselves and also requests that
someone submitted on the learners' behalf.
 Note
Depending on how you configured your system, your learners are able to troubleshoot their own requests too.
We offer an External Learning Requests area for learners.
 Tip
You often communicate with the individual learner who is experiencing the trouble. You can find learners'
contact information in their learner profile ( People Users ).

Procedure

2. Find and open the learner who is having trouble with the SF-182 request.
3. Go to External Learning Requests.
4. Look at the approval status in Approval Process for Submission.
Requests often run into trouble during the approval process. For example, a manager must approve the request
but they are on leave. The learner doesn’t know who can approve the request. You can try to contact the person
holding approval or you can approve the process yourself (depending on your permissions).
5. To see details of the request and edit incorrect information that learners have entered by mistake, click Edit
Request.
6. If someone submitted the request by mistake or no longer wants to make the request, click Withdraw Request.
Related Information

19.3.4.6.12.1 External Learning Request (SF-182)

Troubleshooting Fields
These settings describe each external learning request of the user to help you troubleshoot the request.
Field Description
Request ID The unique ID of this particular request. Each individual request for external
training gets its own ID. You can use it match against or distinguish among
other requests.

Field Description
Title The title is a friendly name for the individual request, and it’s likely the name
that your users are familiar with. When speaking with a user, refer to a re
quest by its title.
Status Use status to understand where the external learning request is in the appro
val process. The status affects the actions available to you and it helps you
understand any problems that the user is having, what they need to do next,
and so on.
19.3.4.6.13 External Learning Request (SF-182) Approval

Process
External learning request (SF-182) approval processes differ from other types of approval process because they
have two parts: a submission approval process and a verification approval process.
Standard Form 182 (SF-182) processes are used by U.S. Federal employees and organizations to request, monitor,
and approve requests for learners to attend courses outside of the organization. Learners have two different
approval processes at two different times:
● Before the course begins, learners submit an SF-182 form, which is governed by the General Services
Administration (GSA). With SAP SuccessFactors, you can configure the form to match your organization and
the latest from the GSA, and you can also configure the approval process for attending the course.
● After the course is over and the user completed it, there’s a verification process to assure that the learner
attended the course. The verification process, like the submission process, is governed by the GSA. Typically, a
manager verifies that the learner attended the course.
Parent topic: Overview of Configuring an External Learning Request (SF-182) Process [page 934]
Related Information


19.3.4.7 Assigning E-Signatures Approval Processes to
Completion Statuses
Add e-signature approval processes if you your courses lead to compliance through a regulator who audits your
system and you need secondary identity verification.
Prerequisites
Enable electronic signatures (e-signatures) in System Admin Configuration Global Variables .
Context
When learners earn a completion status, you can use an e-signature approval process to verify that they earned the
completion status. The e-signature approval process is like other approval processes, but approvers are asked for a
PIN to verify their identity.
Procedure
1. Go to Learning Administration and then go to References Manage Users Learning Completion Status .
2. Open each completion status that requires additional identity verification.
Although your completion system is unique to your company, most compliance customers, have completion
status values that triggers an e-signature approval process. For example, you can have a completion status
called "Pass Not for Certification" and "Pass For Certification." Pass for Certification might trigger the e-
signature because you use it for regulated learning. But if a learner wanted to take a course not required for
regulation, you might use Pass Not for Certification. Pass Not for Certification would not use e-signatures.
3. Select Enable electronic signature.
4. To change the approval process, select it in Approval Process.
You set the default approval process for e-signatures in System Admin Configuration Global Variables .
Enabling Electronic Signatures (E-Signatures) [page 952]

Enable e-signatures if you need a secondary form of identity management for Learning actions. E-
signatures are common for customers who have a learning compliance practice.
Setting Default E-Signatures Approval Process Behavior [page 953]

Set the default e-signature approval process so that when other administrators create completion statuses
that require an e-signature and approval, the completion status is defaulted to your selected approval
process.

Add e-signature meaning codes to provide a list of reasons why a person is entering their secondary user
identification (e-signature).
Adding E-Signature Help [page 956]

E-signatures can be confusing for users, so you can add default meaning codes and help messages for
users.
Resetting an E-Signature PIN [page 957]

Reset an e-signature PIN when a learner or manager forgets it and you have e-signatures enabled.
E-Signatures [page 958]

E-signatures support complex training verification for a small set of customers who require secondary
identity management for learning compliance scenarios.
E-Signature Meaning Codes [page 959]

E-Signature meaning codes identify the reason that a person is entering their secondary user identification
(e-signature).
How SAP SuccessFactors Learning Uses E-Signatures [page 959]

Use e-signatures to provide a secondary identity verification if you are overseen by a regulatory
organization.
19.3.4.7.1 Enabling Electronic Signatures (E-Signatures)
Enable e-signatures if you need a secondary form of identity management for Learning actions. E-signatures are
common for customers who have a learning compliance practice.
Context
You can edit electronic signature settings in SAP SuccessFactors Learning Administration by going to System
Administration Configuration Global Applications Settings .
Select Enable electronic signatures to enable these controls.
Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Global Applications

Settings .
2. Select Enable electronic signatures.
3. In Default electronic signature setting for new, select which objects by default, have an e-signature approval
process.

Choice Description
Item If you select Item, then every new course (learning item) that you create has its
Enable electronic signature checkbox selected by default.
Completion Status If you select Completion Status, then every new completion status you create has
its Enable electronic signature checkbox selected by default.
Completion Status additional Approval In Completion Status additional Approval Process ID, set the default e-signature
Process ID approval process for all new completion statuses.
Curriculum If you select Curriculum, then every new curriculum that you create has its Enable
electronic signature checkbox selected by default.
Competency Because you import competencies from Job Profile Builder, this option is out
dated.
Task overview: Assigning E-Signatures Approval Processes to Completion Statuses [page 951]
Related Information

19.3.4.7.2 Setting Default E-Signatures Approval Process

Behavior
Set the default e-signature approval process so that when other administrators create completion statuses that
require an e-signature and approval, the completion status is defaulted to your selected approval process.
Prerequisites
Create the approval processes for your e-signatures.
Although it isn’t required for this process, you should also create e-signature meaning codes before you set the
default approval processes.

Context
You can set a primary approval process for a completion status, but you can also set secondary processes.
Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Global Application

Settings .
2. In Completion Status additional Approval Process ID, select the default approval process for new completion
statuses.
3. Set Enable electronic signatures for External Events.
○ If you select Enable electronic signatures for External Events, when users run the record learning event
wizards, they must enter their PIN for external events. External events are courses that a user completed
that aren’t tracked as courses in Learning.
○ If you clear Enable electronic signatures for External Events, Learning automatically verifies all unverified
external learning events that require PIN.
 Note
If you select Enable electronic signatures for External Events, select a default process for external events in
External Event additional Approval Process ID.
4. Set Skip Additional Approval Process steps that do not have approvers.
○ Select Skip Additional Approval Process steps that do not have approvers to skip any approval steps that
require an additional approval process if those steps don’t have approvers. For example, when you record a
learning event, the system checks the learning record to see if the instructor has an associated user ID. If
the instructor does not have an associated user ID, then the system automatically approves the step and
skips to the next one.
○ Clear Skip Additional Approval Process steps that do not have approvers to prevent any user from
completing the e-signature process if approvers are missing from the approval process. Learners contact
administrators to resolve the issue.
Related Information


19.3.4.7.3 Adding E-Signature Meaning Codes
Add e-signature meaning codes to provide a list of reasons why a person is entering their secondary user
identification (e-signature).
Context
Some customers of SAP SuccessFactors Learning require secondary identity verification for some actions, like
posting learning outcomes to records management. This secondary identification is called an e-signature. If you’re
one of these customers, then you create a list of meaning codes that users must choose from when they enter their
e-signatures.
 Note
You typically create a list of e-signature meaning codes when you first implement, and then review them on a
schedule (for example, annually).
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Manage Users Learning E-
signature Meaning Codes .
2. To see the current list of meaning codes, click Search.
3. To add a new meaning code to the list, click Add New
4. In Meaning Code ID, type a unique ID for the meaning code.
5. In Description, type a description that helps users (for example, managers), choose the correct meaning code.
Meaning code descriptions can be translated into any language you enable for SAP SuccessFactors Learning,
but at this step, enter it in the default language.
6. Choose Add.
7. After SAP SuccessFactors Learning saves the meaning code, you can click the Open localization pop up icon to
translate the description.
Next Steps
Review or set default e-signature meaning codes in System Administration Configuration Global Application
Settings .

Related Information

19.3.4.7.4 Adding E-Signature Help
E-signatures can be confusing for users, so you can add default meaning codes and help messages for users.
Prerequisites
Define e-signature meaning codes in References Manage User Learning Esig Meaning Code .
Procedure
1. Go to Learning Administration, and then go to System Administration Configuration Global Application

Settings .
2. Go to Electronic Signature Settings.
3. In Administrator Default Esig Meaning Code and User Default Esig Meaning Code, choose the default value in
the meaning code list for administrators and users.
When the Learning prompts administrators or users for their e-signature, the e-signature meaning code
defaults to what you select for either the Administrator or User Default Meaning Code. Select the most
common meaning code to help users and administrators.
4. In Administrator Esig Message, User Esig Message, and Instructor E-Signature Message type a message to help
administrators, learners, and instructors understand how to use e-signatures.
 Note
Localize the message into native languages if your users speak more than one language.

Related Information

19.3.4.7.5 Resetting an E-Signature PIN
Reset an e-signature PIN when a learner or manager forgets it and you have e-signatures enabled.
Context
 Note
Most customers do not use e-signatures as a secondary form of identity verification.
Reset a Personal Identification Number (PIN) when people forget their current PIN and you have followed your
organization's policy for verifying the person's identity.
Procedure

2. Find and open the user whose PIN you must reset.
3. In Actions, click Reset E-Signature PIN
Results
After you reset a PIN, the next time the associated users log in to the user interface, they are prompted to create a
new PIN. The PIN they create is subject to your e-signature policy.

Related Information

19.3.4.7.6 E-Signatures
E-signatures support complex training verification for a small set of customers who require secondary identity
management for learning compliance scenarios.
When identifying unique users, Learning behaves like the rest of SAP SuccessFactors for most customers. Each
user has a unique user ID and password. Users' ID and password are managed in platform, which handles Single
Sign-On (SSO) and identity management.
Some customers require a more rigorous training verification process: a series of approvers, often an instructor, a
manager, and a training coordinator must verify that a user has completed a course. At each point in the series, the
approver must verify his or her identity and that verification is more strict than user ID and password. E-signatures
support this strict standard. For example, e-signatures support FDA regulation CFR 21 Part 11. At each important
step when learning completions are posted to records management or when approved for posting, users must
enter their e-signature as a secondary identity verification.
 Note
Please consult your compliance office to understand how e-signatures and secondary identity management
apply to your different jurisdictions and different compliance regulators. E-signatures are disabled by default.
E-signatures (also known as a PIN) are special codes known only to the user. The administrators can’t enter an e-
signature. Instead, each individual user can reset the e-signature in People Users Actions . When enabled,
all users (administrators, learners, instructors, and managers) must type their e-signature when they approve
learning, for example or when they post a course completion status for themselves or another learner. They don’t
need to type an e-signature for all actions. Just those that are required for learning compliance.
Parent topic: Assigning E-Signatures Approval Processes to Completion Statuses [page 951]

Related Information

19.3.4.7.7 E-Signature Meaning Codes
E-Signature meaning codes identify the reason that a person is entering their secondary user identification (e-
signature).
If you work in a regulated industry, you might use electronic signatures (e-signatures). E-Signatures verify that
users are who they say they are. E-Signature meaning codes describe why users or administrators are typing their
e-signatures. For example, you might create e-signature meaning codes for adding, updating, and deleting learning
events. When users enter their e-signatures, they select one of the meaning codes that you provide.
Related Information

19.3.4.7.8 How SAP SuccessFactors Learning Uses E-Signatures
Use e-signatures to provide a secondary identity verification if you are overseen by a regulatory organization.
E-Signatures are part of a system that ensures user uniqueness in SAP SuccessFactors Learning. They are a
secondary form of identification most often used by companies that must meet compliance from an oversight

body. For example, U.S. drug manufacturers are overseen by the Food and Drug Administration (FDA) in the U.S.
Federal Government. If you are not overseen by a compliance organization, then chances are that you do not use e-
signatures.
When any user posts a learning completion status, if that completion status requires e-signature approval, then
SAP SuccessFactors Learning starts an approval process that requires e-signatures. For example, imagine that an
administrator records a learning event for users and two things are true:
● The learning event has electronic signatures enabled (for example, the user completed a learning item, and
Learning Activities Items Item Details Require E-Signature is set to Yes.
● The completion status requires an e-signature and it has a defined approval process.
In this case, the administrator is asked to provide an e-signature. If the approval process also requires the e-
signature of a manager, that manager also provides his or her e-signature, and so on through a process that you
define. At each stage in the process, the users must enter e-signature meaning codes to define their actions.
Related Information

Assigning E-Signatures Approval Processes to Completion Statuses [page 951]
19.3.4.8 Troubleshooting Learning Approvals

Troubleshoot Learning approvals if an approval is blocked, which can prevent users from enrolling in a course, for
example.
Context
Some Learning processes can require an approval process. Without approval, the process is blocked. To remove the
blocked process, you can troubleshoot the problem for the learner and clear the block.
 Note
In most cases, an approver has not granted or denied approval in a timely manner. For example, an approver
might be on leave. You can approve or deny approvals on behalf of the approver.

Procedure
1. Go to Learning Administration, and then go to People Users People Users .

2. Find and open the learner who has the blocked approval process and then go to Approvals.
3. Use the table to find the correct approval process and diagnose the problem with the process.
4. To approve or deny the approval on behalf of the approver, click the approval ID and then select either Approve
or Deny.
5. Type comments for the approval in Comments.
In almost all cases, you should add a comment because you are approving on behalf of another person. Write
the reason that you are approving on behalf of the other person. For example, type The approver was on
leave but the learner has an email from the approver that talks about enrolling
into the course.
 Note
If you have enabled e-signatures for secondary identity verification, you are prompted for it.
19.3.4.9 Breaking the Approval Inheritance from Item to Class
If you don’t want the class to inherit its approval process configuration from the default configuration of the course
(learning item), you can break the inheritance.
Procedure
1. Go to Learning Activities Classes , search for the class that you want to break inheritance for, and then
open it.
2. On the Item Details tab, adjust the configuration as follows:
○ If you want to turn on or turn off the enrollment approval, find Approval Required and set it.
○ If you want to turn on or turn off the withdrawal approval, find Approval required to withdraw and set it.
○ If you want to change the approval process required for enrollment, find Approval Process and set it.
○ If you want to change the approval process for withdrawing, find Withdraw Approval Process and set it.
3. Choose Save.
Related Information
Setting an Approval Process for Enrolling into a Course [page 890]


19.3.4.10 Approving Learning Financial Transactions
ApproveLearning financial transactions to mark them for posting to your financial system.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Finance Financial Transactions .

2. Find financial transactions in the Non-Approved or Both status.
 Tip
If you don’t see the financial transactions search filter, click Add/Remove Criteria.
3. Look at the transactions and decide which transactions you want to approve.
Approved transactions can be fetched by your external financial system. The external financial system fetches
them through SAP SuccessFactors Learning web services. Even if you don’t have an external financial system,
approval is still useful for your records.
4. For the transactions that you want to approve, select the Approve check box.
 Tip
To approve all in a page, select the check box in the heading of the Approve column.
5. Click Save.
19.3.4.10.1 Fixing and Reposting Financial Transactions
Fix and repost financial transactions when your external financial system rejects the transaction.
Prerequisites
To repost financial transactions, you must be posting them to an external financial system. You must also have the
security permission: Manage Financial Transactions Posting.
Context
If you post financial transactions to an external system, SAP SuccessFactors Learning makes all approved
transactions available. Your financial controllers, however, might view a transaction that posted to the financial
system and reject it. If the transaction is rejected, it returns to Learning Administration Finance Financial
Transactions with a failed or rejected status and a reason for the rejection. For example: “invalid account code”.

 Note
Both the exact status and the reason differ depending on your external financial system and company policy.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Finance Financial Transactions .

2. Use the search criteria to narrow the list of financial transactions.
 Tip
Look for approved financial transactions over a recent time frame.
3. Look in the Posting Status column for FAILED.
 Remember
The status FAILED is common, but the exact text depends on your financial system. For example, your
financial system might use the phrase REJECTED instead. We represent the exact string that your financial
system sends us because it has a specific meaning in your business case, but this means that these
instructions can't know the exact text.
4. Look in the same column for the reason that the failed transaction was rejected, and then investigate and fix
the transaction.
5. After you fix the transaction, go back to Finance Financial Transactions , find the transaction, select
Retry, and then click Save.
Next Steps
When you select Retry and save, SAP SuccessFactors Learning marks the transaction for retry the next time the
financial system fetches the transactions. Depending on how you built your client to get the transactions, there
could be a delay between marking the transaction for retry and the client getting the transaction.
Related Information
Approving Learning Financial Transactions [page 962]

19.3.4.10.2 Learning Financial Transaction Fields
If you’re approving or troubleshooting financial transactions for Learning in SAP SuccessFactors, the financial
transaction fields help you identify individual transactions.
Field Description
ID Unique identifier of the transaction.
Transaction Type The type of transaction for the line item: Ad hoc Refund the Charge, Ad hoc Refund the
Refund, Adjust Charge, Adjust Refund, Cancel Refund, Chargeback - Realized Cost, Credit
Card Pending, REGISTER, or PURCHASE. Refer to Learning Transaction Types [page
964] for details on how these transaction types are applied.
Item/Material The Type, ID, and Revision Date and Time of the item/material. The Schedule ID also ap
pears with its Date and Time.
Order Information The Shopping Account ID, Order ID, and Date and Time the order was placed.
Total Price The price per item/material.
Account Codes The Cost and Profit centers associated with the corresponding item/material. Click the
View Details link to view the details of the Account Code.
Approve Select to mark a line item for approval. Approved financial transactions are available to a
client that gets financial transactions for an outside financial system.
Posting Status The status of the transaction related to an external financial system. Although the exact
status can differ depending on your external financial system, a status of FAILED is com
mon. It tells you that something was wrong with your transaction (a bad amount or bad
account code, for example). The financial system can provide an explanation under the
status. Use the explanation, if provided, to troubleshoot the transaction.
Retry Select Retry after you have fixed failed transactions and you want to queue the transac
tion for reposting to the financial system.
19.3.4.10.3 Learning Transaction Types
SAP SuccessFactors Learning applies transaction types to financial transactions, based on the type of user and the
action performed.
In the following table, an 'External User' is defined as a user with a Shopping Account Type of External and an
'Internal User' is defined as a user with a Shopping Account Type of Internal.

...is applied when this type of
This transaction type... user... ...performs this action
Ad hoc Refund the Charge Administrator Removes a previously issued refund, either at the line item or the
order level.
Ad hoc Refund the Refund Administrator Issues a line item or an order-level refund.
Adjust Charge Administrator Changes a seat reservation order. This also creates a transaction
for a new charge.
Adjust Charge Administrator Changes the final unit price on the order page or changes the
price on Registration Financial Details tab for a class. This also cre
ates transaction for new charge.
Adjust Charge Administrator Saves split costs, creating a transaction for the new charge.
Adjust Refund Administrator Changes a seat reservation order. This reverses the original REG
ISTER charge.
Adjust Refund Administrator Changes the final unit price on the order page. This reverses the
original REGISTER charge.
Adjust Refund Administrator Saves split costs, reversing the previous charge transaction.
Cancel Refund Administrator Cancels a class or removes a user from a class on the
Registrations tab for a class.
Chargeback - Realized Cost Administrator Closes a class with delivery costs.
PURCHASE Administrator Adds a financial transaction from a learning history record.
REGISTER Administrator Registers a user for a class on the Registrations tab for a class.
REGISTER Administrator Purchases a reserved seat for an organization or group on the

Seat Reservations tab for a class.
Cancel Refund External User Withdraws from a class.
Credit Card Pending External User Purchases a seat in a class with a credit card and is on the waitlist.
PURCHASE External User Purchases an online item.
PURCHASE External User Purchases a seat in a class.
PURCHASE External User Purchases a seat in class with online content.
PURCHASE External User Purchases the online option of a course that is offered as instruc
tor-led or online.
PURCHASE External User Purchases other item.
Cancel Refund Internal User Withdraws from a class.
PURCHASE Internal User Purchases an online item.
PURCHASE Internal User Purchases the online option of a course that is offered as instruc
tor-led or online.
PURCHASE Internal User Purchases other item.
REGISTER Internal User Registers for a seat in class.
REGISTER Internal User Registers for a seat in class with online content.

19.3.4.11 Creating an Assignment Profile
Create assignment profiles to automatically match users with assignments dynamically, based on their attributes.
Prerequisites
● Check users' attributes for accuracy so that they can be captured by the assignment profile rules.
● Check system objects that you want to assign to verify that they’re correct and ready to be assigned.
Context
Create assignment profiles when you want to create a pool of users, based on their attributes, and assign system
objects to the users.
Procedure

2. Choose Add New.
3. Complete the basic information about the assignment profile.
Because assignment profiles are a critical part of the application, you want to carefully record who the
assignment profile was created for and what the assignment profile is meant to address. Use the basic
information to describe why you’re creating the assignment profile and what group, department, or person
you’re creating it for. This information can help you later by preventing you from adding users to a profile where
they don't belong or changing an assignment profile you don't mean to change.
4. Choose Add.
19.3.4.12 Translating Strings in Learning
Translate parts of Learning if your users speak many languages.
Prerequisites
To translate into a language, enable the locale of the language in References Manage Labels Locales .

Context
In Learning, you can translate any text that has a Translate button. For example, you can translate course titles
so that learners can read the titles in their own languages. Not all text is translatable.
Procedure
1. Click Translate .
2. Add the translation of the text next to the language you’re translating into.
3. Click Finish or Apply Changes.
Results
The system automatically creates a new label for the locales that you’ve provided a value for.
After you add a translated value, the system propagates that value throughout all of the application so that you can
search for the records using the translated value. Learners can search the using translated values. For example,
they can search for courses and Learning looks in translated titles for results.
 Note
Learning doesn’t create a new label ID when you edit an existing translation. It uses the existing label ID and
overwrites the label value.
19.3.4.13 Approval Process and Close Dates
After specific dates, approval requests expire. When there are expired approval requests for registration or
withdrawal, you can hide them from approvers.
An approval request expires when:
● The date in Registration Close Date has passed for a registration request.
● The date in Registration Close Date is blank and the class's Start Date has passed for a registration request.
● The date in Last Date to Withdraw has passed for a withdrawal request.
● The date in Last Date to Withdraw is blank and the class's End Date has passed for a withdrawal request.
You can hide expired approval requests from approvers. Go to System Administration Application
Administration Registration Settings and select Hide pending approval requests after registration closes or
withdrawal date passes. If the checkbox isn't selected, pending approval requests are hidden as follows:
● Registration requests are automatically hidden from approvers after the class's Start Date passes.
● Withdrawal requests are automatically hidden from approvers after the class's End Date passes.

While you can hide expired approval requests from approvers, they aren’t removed until the Deny Expired Approval
Processes automatic process runs. When users look up the expired approval requests, they see them in a pending
status until the Deny Expired Approval Processes automatic process runs.
For both registration and withdrawal approval requests, you can see the expired approval requests in the approval
status report. As an administrator, you can bypass approval and add the user to the class from the Learning
Activities Classes Class Registrations tab.
19.3.4.14 How Users Become SAP SuccessFactors Learning

Approvers
As a SAP SuccessFactors Learning administrator, when you understand how users become approvers, you can
design better approval processes.
When a user action initiates an approval process in SAP SuccessFactors Learning, the first step is communication
to the approvers. For example, when a user submits a training request for a class that requires approval, the system
initiates the approval process and sends e-mail notifications to the user and all related approvers. A user becomes
an approver under all of the following conditions:
● When an approver and his or her approval role is associated with the approval process.
● When another user requests an item or class that requires approval and when that item or class is associated
with the approval process.
● When an approver and his or her approval role is associated with the same control domain or organization that
is assigned to the user.
○ You can control whether you want to associate approval roles with domains or organizations by selecting
Domains or Organizations in the Approval Process Settings module ( System Administration
Configuration Global Applications Settings ).
○ You can associate control domains to approval roles when you assign approval roles to a user's record
( People Users Approval Roles ).
Related Information

19.3.5 Enabling Content Object Level Auditing in SAP
Enable content object level tracking if you need to report on the time that users spend on individual online learning
content objects.
Context
A few customers must report, in detail, users' time spent in online learning. For example, some customers must, by
law, audit their users' time spent in online content. If you must create detailed reports for users' time in online
learning, you can enable the detailed audit trail.
Procedure

2. Edit LMS_ADMIN.
3. Find enableContentObjectAuditTrail and set it to true.
5. Go to System Admin Configuration Record Configuration

6. In Select a record to configure, select Item.
7. Add Enable Content Object Audit from Available to Display.
 Note
The Enable Content Object Audit field might be added to Display already.
8. Click Save.
Next Steps
You can now go to each individual learning item of type blended or online and enable the content object auditing.
The type must be blended or online because only those types of learning items have online content. By default,
detailed auditing is disabled on learning items.

19.3.5.1 Table for Detailed SAP SuccessFactors Learning
Content Reporting
If you enable detail content reporting for users, you can write custom reports that look at the detailed content
reporting table and return time boundaries of users experiencing content.
When you set enableContentObjectAuditTrail in LMS_ADMIN to true, SAP SuccessFactors Learning begins
writing content audit information to PA_CBT_STUD_CPNT_MOD_AUDIT.
In PA_CBT_STUD_CPNT_MOD_AUDIT, you can use LAST_ACCESS and LAST_UPD_TSTMP to bracket time.
19.3.6 Pushing Offline Player to Users' Workstations
Administrators can download the offline player executable and give it to their IT organizations to push it out to the
computers of end users.
Prerequisites
These instructions apply to installations that prevent users from downloading offline player. To see if your
installation prevents downloads, go to System Administration Configuration System Configuration
LMS_ADMIN , and check the value of offlinePlayerUpgradeEnabled. If it’s set to false, you prevent users
from downloading offline player.
To run the offline player installer, you need a Java Runtime Environment (JRE).
Context
If you work at a company that has strict control over what users can install on their workstations, and if you want to
use offline player, then you must push offline player to their workstations. Follow these instructions to get an
installation version that you can give to your Information Technology (IT) team to be included in users' images.
Procedure
1. Go to System Administration System Management Tools Offline Player Installer .

2. For Apple Macintosh and Microsoft Windows, click the Download link to download the installer.
 Note
You download the installer without its file extension. Add .exe for the Windows installer and .dmg for the
Mac installer.

3. If you have a proxy server, we recommend that you or someone in your IT organization create a .varfile file to
contain the proxy server settings for users.
4. Send the installers and the .varfile to your IT organization to push to users' workstations.
IT organizations use different tools to administer applications on users' workstations, but your organization
needs to start with the executable and the .varfile.
19.3.6.1 Offline Player with Proxy Servers
Users can download and use offline player in this way when your network includes a proxy server.
Offline player is a program that allows users to download learning content to their workstations, view the content,
and then sync their progress back to the Learning Management System (LMS). The communication between
offline player and the LMS occurs through a network connection. When the network has a proxy server, offline
player checks for the proxy server settings in the following order, starting at the top of the list:
1. Java system properties

2. Browser settings including Proxy Auto Configuration (PAC)
3. Environment variables
4. Desktop settings
The configuration property offlinePlayerUpgradeEnabled has an effect on this list. You set
offlinePlayerUpgradeEnabled in System Administration Configuration System Configuration
LMS_ADMIN . When set to true, users can download the offline player installer from the LMS web servers. When
set to false, an IT administrator must push the executable out to users. They can’t download it directly from the
LMS.
When you set offlinePlayerUpgradeEnabled to true, offline player never gets its proxy settings from the Java
system properties. Instead, it usually gets the proxy configuration from the browser settings.
When you set offlinePlayerUpgradeEnabled to false, you probably work in an environment that has greater
control over users' workstations. If you do work in an environment that has greater control over users'
workstations, we recommend that you specify the proxy server at the Java system properties level. You do that with
a .varfile file that you save to the same folder as the .exe file (or .dmg file for Macintosh). When you push offline
player to your employees' workstations, the installer picks up the proxy information from the .varfile file.

19.3.6.2 Translating or Branding Offline Player
To alter offline player in any way (for example, to brand it or translate it), you must extract the installation
executable, change the application, repackage the executable, and then push the application to users.
Internationalization
To render the user interface of the Offline Player in another language, you must create a new package for each
language that you want to provide. To do so, you must extract the files, change the labels, repackage the offline
player, and then redistribute that package to the users who need it.
Branding
To brand the offline player, you must extract the files, brand the application, repackage the files, and then
redistribute that package to the users.
19.3.6.3 Creating a .varfile for Proxy Server Settings
In SAP SuccessFactors Learning offline player, the main use of a .varfile is to add proxy server settings.
Procedure
1. If you have not already done so, download the offline player installers.
2. Create a .varfile in the same folder where you downloaded or saved the installers and name it the same as the
installer executable.
If your installer executable is named Learning_OfflinePlayer.exe, then your .varfile must be named
Learning_OfflinePlayer.varfile. It must also remain in the same folder as the .exe file when the IT
administrator pushes offline player to users.
3. In the .varfile, add a proxyDetails property and add Java system properties for your proxy server.
Example for HTTP:
 Sample Code
proxyDetails=-Dhttp.proxyHost=<host> -Dhttp.proxyPort=<port>

Example for HTTPS (line breaks inserted for formatting):
 Sample Code
proxyDetails=-Dhttp.proxyHost=<host> -Dhttp.proxyPort=<port>
-Dhttps.proxyHost=<host> -Dhttps.proxyPort=<port>
4. Save the .varfile and and the installers' executable files in the same folder and push offline player to users'
workstations.
19.3.7 Default Course Registration Settings
You can set default values for registration settings. When you create any new class in your system, they inherit the
values from your default settings.
You set default values for registration in Learning Administration: System Administration Application
Administration Registration Settings .
Registration Setting Description
Default Self Registration Setting for New If you select this checkbox, then the system selects User can Self-Register on
Items
Learning Activities Items Item Details each time you add a new item.
Default Manager Registration Setting for If you select this checkbox, then the system selects Manager can Register Others on
New Items
Learning Activities Items Item Details each time you add a new item.
By Default Enable Withdrawal Reasons If you select By Default Enable Withdrawal Reasons for a class, then every new class
for a class
that you create in the system has its Require Withdrawal Reason set to Yes (true). Ev
ery new class will require users or administrators to enter a withdrawal reason when
they withdraw.
Apply Registration Cut-off to If you select this checkbox, classes automatically add users up to the registration
Automatically Add from Waitlist
limit up until the registration cut-off date and time (based on the time zone of the
class). If the checkbox is clear, the classes automatically add users until the start
date and time of the classes.
SAP SuccessFactors Learning uses time zones to show course start and end times in
local time: the time in the location of learners when attending training. To calculate
local time, Learning needs time zones for all applicable parts of the schedule and the
user. To help you schedule, you should set the time zones too. For example, you set
time zones for the facility where the course takes place, the time zone of the class,
and the time zone of the user.

Registration Setting Description
Hide pending approval requests after If you select this checkbox and there are approval requests pending for registration
registration closes or withdrawal date
or withdrawal, the approval requests are hidden from approvers based on dates
passes
specified in the Details tab for a class ( Learning Activities Classes Class ).
Approval requests are hidden when:
● The date in Registration Close Date is blank and the class's Start Date has
passed for a registration request.
● The date in Last Date to Withdraw is blank and the class's End Date has passed
for a withdrawal request.
If the checkbox isn't selected, pending approval requests are hidden as follows:
● Registration requests are automatically hidden from approvers after the class's
Start Date passes.
● Withdrawal requests are automatically hidden from approvers after the class's
End Date passes.
Managers can override Item prerequisites If you select this checkbox, managers can register users into learning items even
when the user doesn’t meet the prerequisites.
Managers can override Class maximum If you select this checkbox, managers can enroll users into classes in excess of the
capacity
maximum capacity. Maximum capacity is defined References Physical
Resources Facilities . Maximum capacity can reflect the legal capacity of the fa
cility.
Remove associated item from learning If you select this checkbox, then when you withdraw a user from a class, the associ
plan when admin withdraws user(s) from
ated item is removed from the selected user’s learning plan. Clearing the checkbox
class(es)
allows users to keep the item to request another class. For example, if a user can’t
attend one class but still needs the learning item.
Enforce Approval when Managers or HR If you select this checkbox, when a manager registers or withdraws a user from a
Business Partner Registers/Withdraws class that has an approval process defined for registration or withdrawal, the appro
Employee val process is triggered. If this checkbox is not selected, the approval process is ig
nored.
Email Confirmation Defaults for When you select a checkbox in this area, the system automatically selects the corre
Administrator and User Actions
sponding checkbox on the Registration tab each time you create a new class. You can
override the default for each class.
Registration Statuses Select the default registration status to be used throughout the application in the fol
lowing circumstances.
● Enrolled: Users are enrolled.

● Waitlisted: Users are waitlisted (the class is too full and so users are put on a list
to be added when another user withdraws).
● Pending: Users will be registered pending approval.
● Cancelled: When the class is canceled.

19.3.8 ATTACHMENT System Properties File
The settings in ATTACHMENT affect the attachment size and types of files that can be uploaded for the learning
event recorder.
 Note
attachmentsEnabledForEntity.* The attachmentsEnabledForEntity enables attachments when you use

the learning event recorder. The learning event recorder posts completion to
SAP SuccessFactors Learning when users finish a class. You sometimes want to
enable attachments so that your users can, for example, add a certificate of
completion for a course that they took outside of Learning.
● LEARNING_ITEM_HISTORY - Controls the upload process when users

run the learning event recorder.
● LEARNING_EXTERNAL_HISTORY - Controls the upload process when
users run the learning event recorder and record an external learning event.
supportedAttachmentTypes[*] Each supportedAttachmentTypes property contains a file extension in

brackets. If their value is set to true, then they are the file extensions that users
are allowed to upload when using the processes enabled by the
attachmentsEnabledForEntity.* properties. If you set to false, then
when users try to upload a file that has the extension, they see a warning and are
prevented from continuing.
maximumSizePerAttachmentKB The maximumSizePerAttachmentKB property value contains the maxi

mum size that a single attachment can be, in KB. This applies to uploads for the
learning event recorder tool. If a user exceeds the limit, they see an error and
can’t continue. The default setting is 800 KB. This applies to uploads for the
learning event recorder tool. For emailed reports, if any report output attach
ment is larger than the allowable email server size (18 MB), the recipient receives
email notification that the size exceeded the allowable limit. The report can be
retrieved in the report jobs tab of the originating user.
totalAttachmentSpaceAllocatedK The totalAttachmentsSpaceAllocatedKB property value is the total

B amount of space (in KB) allowed in the database for attachments. Set it to a rea
sonable number to keep your database growth under control. The attachments
space email notification (an Automatic Process: System Administration
Automatic Processes Exceeded Attachment Space Email Notification ) noti

fies an administrator when the size of the attachments in the database reaches a
percentage of the total space allocated here.

Related Information
19.4 Learning Application Configuration
Learning application configuration includes how you set up the Learning system to run and keep it running with
health checks and troubleshooting.
The Learning application has options for how you set it up independent of how users experience it. For example,
you can import data or configure a data purge process. You typically configure the application during
implementation and return to the configuration to help Learning run efficiently.
19.4.1 Generating an Admin Level System Client Secret for the

SAP SuccessFactors Learning System
You generate a client secret from the SAP SuccessFactors Learning administration environment so that system-to-
system web service client can obtain tokens.
Procedure
1. Go to Learning Administration, and then go to System Administration Security Administrator

Management .
2. To generate a new client secret, you must either create a new administrator or select an existing administrator.
○ If you don’t yet have an administrator to call Learning APIs, then you must create a new administrator by
clicking Add New. Complete the Add New Admin form.
A new administrator is now created.
○ If you have an existing administrator, you must select that administrator from the Administrators page.
3. Click Generate a new Client Secret to generate a new client secret.
SAP SuccessFactors Learning generates a client secret, and its corresponding Hash Value.
4. Copy the Newly Generated Client Secret value.
 Note
The secret isn’t stored, so if you lose it, you need to generate another. When you navigate away from OAuth
Token Server page, the secret disappears from the page.
If you generate a new client secret, you invalidate all previously generated ones. If you have clients that are
using a previously generated secret to gain a token, you must update the client to use the new secret.

5. You can now share this value with the providers who can now make API calls to SAP SuccessFactors Learning
specific to this administrator.
Next Steps
● The values on this page are the keys that open access to LMS web services. Transmit them securely according
to your organization’s security policy.
● The administrator-level client secret can be used only to generate the tokens for that particular administrator.
In this way, we can control the accessibility of that particular administrator through the existing permissions.
19.4.2 Forcing System Generated IDs
Force system-generated (auto-generated) IDs to remove the power of creating unique IDs from administrators.
Context
In most cases, you want SAP SuccessFactors Learning to auto-generate a unique ID. Your administrators know
their courses by their title, for example, or their equipment by the facilities where it’s located. They use (in this
example) the title or the address to search for courses or equipment. To these administrators, the ID is just a string
that uniquely identifies the course or equipment.
In some other cases, however, the ID of the course or facility must conform to a set code. For example, your
administrators might need to call a workplace safety course WKP-100. Or, they might need to identify a piece of lab
equipment by its serial number. In these cases, you can allow the administrators to create their own IDs. Even when
administrators create their own IDs for entities, the system checks that the ID is unique.
 Note
Decide how your IDs are created when you first implement, and then keep it the same because your
administrators become accustomed to how the system identifies its records.
Procedure

Auto Generated IDs .
2. To force system-generated IDs for any object, select Enable.
3. To create a prefix, type the prefix in ID Prefix.
The ID Prefix contains common characters that appear before every uniquely generated ID. For example, you
can use three letter codes to appear before each entity type, so that ITM appears before items. Items with
auto-generated IDs would then have IDs like ITM100, ITM101, ITM102, and so on.

4. To add a unique Site ID to the auto-generated ID, select Site Prefix and then determine the order of the ID and
the Site prefix in Ordering.
If you’re using learning Sites to give your extended enterprise access to your courses, then Site Prefix applies to
you. Most companies don’t use Sites.
Site prefixes identify a particular instance of the application. You set the site prefix in the Global Variables
section. Site prefixes identify a particular instance of the application. The radio buttons determine whether the
Site ID or the ID Prefix appears first in auto-generated IDs. The ordering of the final auto-generated ID can be:
○ Site ID / ID Prefix / unique number
○ ID Prefix / Site ID / unique number
The unique, generated number always appears at the end of the string. If you’ve provided no ID Prefix and you
don’t select the Site Prefix, then the ID only includes the uniquely generated number.
19.4.3 Configuring Attachment Logic and Limits in SAP

Enable limits for attachments in SAP SuccessFactors Learning to put checks on your administrators and make sure
that they aren’t uploading files that are too large.
Context
 Note
Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration Configuration System

Configuration .
2. Open LMS_ADMIN and set its attachment limits.
fileUploadMaxSize In most cases, fileUploadMaxSize applies to images that you upload (for
example, thumbnail images). It contains the limit, in bytes, of uploaded files not
covered by the settings in the ATTACHMENT system property file or by
maximumFileSizeKB and backgroundThresholdFileSizeKB in the

CONTENT IMPORT system property file. The value can be between 0 (no up
loads) to 21474836642 (2 GB). We recommend a value greater or equal to 65536
bytes or SAP SuccessFactors Learning might not function properly.
fileUploadFilenameMaxSize The fileUploadFilenameMaxSize property contains the limit, in charac

ters, of a file name for files to be uploaded to the server.
resourceUploadMaxSize The resourceUploadMaxSize property contains the maximum size, in

bytes, of files that can be uploaded for Plateau Question Editor (PQE). The most
resourceUploadWarningSize
commonly uploaded files are images. The resourceUploadWarningSize
property contains the limit, in bytes, at which PQE users are warned that their
image is too big. As long as users do not exceed the bytes in the
resourceUploadMaxSize property, they can still upload after the warning.
Please use assessments instead of PQE.
3. Save and close LMS_ADMIN, open CONTENT IMPORT and set its attachment limits.
maximumFileSizeKB maximumFileSizeKB is the maximum size of a file, in KB, that an administra

tor can upload from the content import tool. Set this to a value that protects
your content server and that is reasonable for your types of online course con
tent.
supportedFileExtensions If an administrator attempts to upload individual files, or files in a zip file that
isn’t AICC or SCORM format, with an extension that isn't on the list in
supportedFileExtensions, then the import stops and the administrator
sees a warning about file types.
backgroundThresholdFileSize Set backgroundThresholdFileSizeKB to a reasonable limit to avoid

KB locking your administrators while they are using the content import tool. If ad
ministrators attempt to upload a file that is over this threshold (in KB), then they
must run the import as a background job. By offloading the job to the back
ground, they can continue to do other work while the file uploads.
4. Save CONTENT IMPORT, open ATTACHMENT and set its attachment limits.
attachmentsEnabledForEntit The attachmentsEnabledForEntity enables attachments when you use

y.* the learning event recorder. The learning event recorder posts completion to SAP
SuccessFactors Learning when users finish a class. You sometimes want to enable
attachments so that your users can, for example, add a certificate of completion
for a course that they took outside of Learning.
○ LEARNING_ITEM_HISTORY - Controls the upload process when users run
the learning event recorder.
○ LEARNING_EXTERNAL_HISTORY - Controls the upload process when
users run the learning event recorder and record an external learning event.

supportedAttachmentTypes[* Each supportedAttachmentTypes property contains a file extension in

] brackets. If their value is set to true, then they are the file extensions that users
are allowed to upload when using the processes enabled by the
attachmentsEnabledForEntity.* properties. If you set to false, then
when users try to upload a file that has the extension, they see a warning and are
prevented from continuing.
maximumSizePerAttachmentKB The maximumSizePerAttachmentKB property value contains the maximum

size that a single attachment can be, in KB. This applies to uploads for the learn
ing event recorder tool. If a user exceeds the limit, they see an error and can’t con
tinue. The default setting is 800 KB. This applies to uploads for the learning event
recorder tool. For emailed reports, if any report output attachment is larger than
the allowable email server size (18 MB), the recipient receives email notification
that the size exceeded the allowable limit. The report can be retrieved in the re
port jobs tab of the originating user.
totalAttachmentSpaceAlloca The totalAttachmentsSpaceAllocatedKB property value is the total

tedKB amount of space (in KB) allowed in the database for attachments. Set it to a rea
sonable number to keep your database growth under control. The attachments
space email notification (an Automatic Process: System Administration
Automatic Processes Exceeded Attachment Space Email Notification ) notifies

an administrator when the size of the attachments in the database reaches a per
centage of the total space allocated here.
5. Save and close ATTACHMENT.
Next Steps
Go to System Admin Administration Automatic Processes Exceeded Attachment Space Email Notification
and set the threshold at which you’re notified of attachment limits.
19.4.3.1 Exceeded Attachment Space Email Notification
Schedule the exceeded attachment space email notification process to receive an email notification when the
combined size of the attachments in the system equals or exceeds the allotted space for attachments.
Prerequisites
Check or set the attachments limits. You usually do this at initial implementation.

 Note
Procedure

Processes Exceeded Attachment Space Email Notification .
2. In Schedule, set the period for the optimization process.
3. In Email Address, type the address that should receive email notification about attachment limits.
4. In Utilization Threshold, set the percentage of your limits that, when reached, SAP SuccessFactors sends a
message to the contact person that the attachments utilization is near full.
If you want the process to send a notification when the system is using 80% or more of the value in the
totalAttachmentsSpaceAllocatedKB property, type 80.
 Note
Because the value in the Utilization Threshold box is a percentage, type (for example) 80 not .80.
Results
Exceeded Attachment Space Email Notification tells you when you’re nearing the limit set by
totalAttachmentsSpaceAllocatedKB in System Administration Configuration System Configuration
ATTACHMENT .
Related Information


19.4.4 Adding Custom Fields
Create custom fields when you want to store data in a SAP SuccessFactors Learning, but we don’t provide a way for
you to store it.
Prerequisites
Set up the Assignment Profile Synchronization process during your initial implementation to detect changes in
your custom fields.
Context
 Caution
Read audit reports do not include sensitive information that is stored in custom fields or in free-text fields, such
as comments. For greater data protection and privacy, do not use custom fields to capture sensitive
information and ensure than users of your system don't enter sensitive information in free-text fields, such as
comments.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Custom

Fields .
2. Under Custom Fields, select the type of custom field that you want to create.
You select where this data is stored. For example, if you select User, then you’re creating a custom field for the
user entity. Custom fields can’t be shared across entities.
3. Choose Add New.
When you choose the Add New link for a custom field, you must provide a field number that is unique for that
type of custom field. After you create the new custom field, you can’t change its field number, and you can set
the value of the custom field on the Custom Fields tab for that entity type. The Field Number ID must be unique
to the custom field. The number of the Field Number ID sets the order that it appears when an administrator
accesses the Custom Fields tab. Therefore, if the order is important and you might need to add other custom
field at a later time, then we recommend that you develop a numbering strategy to account for these changes.
For example, you could use a 4-digit numbering system that starts with “0100” and increments by 50 for Field
Number. In this way, you can keep the view sorted as you want and still have the option to add up to 49
additional values between each value.
 Note
Select the Include in personalized recommendations option for the recommendation engine to use the
value for suggesting personalized recommendations to users.

4. In Label, type a label that helps other administrators understand what data they should add in this custom
field.
For example, if you want administrators to type a vendor code for the learning item in this custom field, you can
use the label Vendor Code.
5. Select Referenced if you want administrators to choose the value for the custom field from a list. Clear it if you
want administrators to type their own value in the custom field.
6. Choose Add.
7. If you select Referenced, provide a Reference ID and Description for each list item and then choose Add.
The Column Number ID must be unique to the custom field.
The description of the Column Number ID is critical because it links the label of the custom field with the values
that administrators can apply. Therefore, we recommend that you create a concise and complete description
for each Column Number ID that you add.
8. Click to translate the label for administrators who don’t speak the default language.
Next Steps
When the Assignment Profile Synchronization runs, it detects changes in the custom columns and syncs them to
the Assignment Profile rule metadata. Please wait for the next run of the Assignment Profile Synchronization
process to complete before verifying that the rule selection reflects your changes.
19.4.4.1 Learning Custom Fields
Learning custom fields extend the attributes of an entity.
If an entity like class, user, or item doesn’t have an enumerated list that you need, then you can add a custom field
for that entity type. For example, you might want to track a vendor code on learning items so that you can see who
is responsible for delivering the course. We don’t include a vendor code list be default. You can add a Vendor Code
custom field for learning items so that administrators can type the vendor code in Learning Activities Items .
When you create custom fields, you make it easier to group entities, to search for entities, and to report on entities.
For example, imagine if you create a custom field called “Worker Shift” and you limit the values to "Morning",
"Evening", and "Overnight." You attach the custom field to user records so that each user can be identified by his or
her usual shift. You can run reports on users by shift, you can find them in People Users by shift, and you can
group them by shift to assign all overnight shift workers a course on managing work/life balance when your hours
are different from your family's normal hours.
 Caution
comments.

 Note
Safeguards are now added to prevent Sensitive Personal Data (SPD) in SAP SuccessFactors from syncing to or
being stored in Learning custom fields.
If custom fields are mapped to SPD fields in SAP SuccessFactors Learning, a designated administrator or group
of administrators are notified. And when the SAP SuccessFactors User Connector or User Sync is run, no new
data is saved, and the existing data is deleted after seven days.
You can add notification email addresses in the Administration UI under the configuration
'sensitivePrivateDataContactEmail' in the configuration file found at System Administration > Configuration >
System Configuration > BIZX. Otherwise, these notifications will only be recorded in the SAP SuccessFactors
User Connector logs.
19.4.4.2 Referenced and Non-Referenced Custom Fields
A referenced custom field requires administrators to choose from a set of enumerated values, but a non-referenced
custom field allows them to type any value into the custom field.
There are two types of custom fields that you can create: referenced or non-referenced. When you create a custom
field:
● If you select Referenced, then the custom field is referenced.

● If you clear Referenced, then the custom field is non-referenced.
Referenced fields require an enumerated list of allowed values. You create reference IDs and descriptions so that
administrators can select the appropriate value from a list of values. For example, if you create a referenced custom
field called “Shift” to describe users' working shifts as Morning, Evening, or Overnight. The list includes, therefore
three list items: Morning, Evening, and Overnight.
Non-Referenced fields appear to administrators as a plain text box. They can type any value to the custom field. If
you are using this custom field for other processes, such as assignment profiles, we recommend that you choose
referenced fields instead of non-referenced fields. Referenced fields help administrators avoid mistakes.
Related Information
Switching Between Referenced and Non-Referenced Types of Custom Fields [page 984]
19.4.4.3 Switching Between Referenced and Non-Referenced

Types of Custom Fields
You can switch an existing custom field between referenced and non-referenced type, but you should understand
the system behavior before you do it.
If you create a referenced custom field, provide reference IDs and descriptions, and then decide to make the
custom field unreferenced by clearing theReferenced checkbox, then the system changes the value on the Custom

Fields tab and throughout SAP SuccessFactors Learning Administration. That is, the value was the reference ID and
description; after this change, the value is just the reference ID. If you re-select the Referenced checkbox, then the
system restores all of your reference IDs and descriptions and reapplies those values on the Custom Fields tab.
Related Information
Referenced and Non-Referenced Custom Fields [page 984]
19.4.4.4 SAP SuccessFactors Learning Custom Fields

Reference
The settings in the custom field page control how the custom field behaves.
To edit these fields, go to SAP SuccessFactors Learning Administration and then go to System Administration
Custom Fields .
 Caution
comments.
Field Number When you choose the Add New link for a custom field, you
must provide a field number that is unique for that type of cus
tom field. After you create the new custom field, you can’t
change its field number, and you can set the value of the cus
tom field on the Custom Fields tab for that entity type. The
Field Number ID must be unique to the custom field. The num
ber of the Field Number ID sets the order that it appears when
an administrator accesses the Custom Fields tab. Therefore, if
the order is important and you might need to add other cus
tom field at a later time, then we recommend that you develop
a numbering strategy to account for these changes. For exam
ple, you could use a 4-digit numbering system that starts with
“0100” and increments by 50 for Field Number. In this way,
you can keep the view sorted as you want and still have the op
tion to add up to 49 additional values between each value.
Label The label is what other administrators see to understand what

they should enter into the custom field.

Referenced If you select the Referenced checkbox, then you create a refer
enced custom field instead of a nonreferenced custom field.
Referenced custom fields require administrators to select from
a list of allowed values for the custom field. The administrators
see the label for the list item and Learning stores the Column
Number ID.
Column Number ID The Column Number ID must be unique to the custom field.
Description The description of the Column Number ID is critical because it

links the label of the custom field with the values that adminis
trators can apply. Therefore, we recommend that you create a
concise and complete description for each Column Number ID
that you add.
19.4.5 Data Purge
The SAP SuccessFactors HXM Suite stores a wide range of information about your employees. Generally speaking,
historical data should not be stored any longer than is required. Once the required retention time has passed, data
should be purged. A data purge is a means of permanently removing data from storage.
For the purpose of data protection and privacy, you may be required to purge user data from your system after a
certain length of time. You may also choose to purge user data simply because it no longer serves any business
purpose.
To meet this requirement, SAP SuccessFactors provides the ability to purge different types of data across the HXM
Suite, on a recurring schedule and based on configurable retention times.
19.4.5.1 Native-Only SAP SuccessFactors Learning Customer

Configurations
A native-only SAP SuccessFactors Learning configuration is one that does not use SAP SuccessFactors platform.
This configuration is rare.
A native-only customer is one that has not adopted SAP SuccessFactors platform, so user identities are known
only to SAP SuccessFactors Learning. There are many advantages to adopting the platform, but a few include:
● As a platform customer, you can use standard SAP SuccessFactors data retention management tools. As a
native-only customer, you have a different process.
● As a platform customer, you can easily adopt other parts of the SAP SuccessFactors suite, including single
sign-on and integration center.
● You are ready for the eventual retirement of the native-only configuration.

 Note
Only a small minority of customers is native-only, so chances are that you have adopted platform.
19.4.5.1.1 Purge Process for Native-Only Learning

Configurations
Use the purge process for native-only Learning configurations when users are not part of SAP SuccessFactors
platform and when you want to remove user or their information (like learning assignments, history, and personal
information) from SAP SuccessFactors Learning.
When you set up data purge, you create a process that removes all traces of user data from the system. In the case
of Learning native-only users, all user information is contained in Learning, so all purge takes place inside of the
Learning Management System (LMS). Native-only configurations are uncommon, so most customers do not follow
this process. Most customers use Data Retention Time Management (DRTM) or Data Retention Management
(DRM) to enable their purge policy because user information is stored in the suite, not contained to Learning.

● Process Prerequisites for Native-Only Learning User Purge [page 988]
● Enabling the SAP SuccessFactors Learning Audit Purge Log [page 996]
● Deleting SAP SuccessFactors Learning Users without Data Retention Management [page 998]
● Enabling the Purge Deleted User Audit History Job in Learning [page 1003]
● Enabling a Partial Purge of User Information for Native-Only Learning Users [page 1006]
19.4.5.1.2 Process Prerequisites for Native-Only Learning User

Purge
Most native-only SAP SuccessFactors Learning customers already have a termination and an inactivation process,
and also have related users for administrators and instructors as part of their user management process, but check
the processes when you set up native-only purge.
Processes that Trigger Purges
Full purge begins when users separate from your organization. The SAP SuccessFactors Learning purge process
looks for triggers to begin:
● For internal users, the trigger is their termination date.

● For external users, the trigger is their inactivation date.
For most native-only customers, the processes run through a user connector to a Human Resources Information
System (HRIS). Administrators who have permission, however, can edit termination dates or to inactivate users
can create the triggers outside of the standard process. For example, an administrator with permission can go to
People Users and add a termination date to a particular user. For the purposes of process, however, one-off
changes aren’t typical and we don’t recommend them because this kind of administrator intervention doesn’t
scale.
Prerequisite to trigger Learning native- How customers typically meet the pre
only full data purge requisite Why you need the prerequisite
A termination process for employees (in In most cases, native-only customers The end-to-end purge process begins
ternal users) add a termination date for their internal with user deletion. In the native-only con
users with a user connector from a third- figuration, internal users' deletion is trig
party Human Resources Information Sys gered by termination dates. When a ter
tem (HRIS). mination date is older than a threshold,
the user is deleted. After users are de
leted, the purge process then triggers
later stages until ultimately, users' data is
purged from the system.

Prerequisite to trigger Learning native- How customers typically meet the pre
only full data purge requisite Why you need the prerequisite
An inactivation process for the extended In most cases, native-only customers The end-to-end purge process begins
enterprise users (external users) add an inactivation date for their external with user deletion. In the native-only con
users with a user connector from a third- figuration, external users' deletion is trig
party Human Resources Information Sys gered by inactivation dates. When an in
tem (HRIS). activation date is older than a threshold,
the user is deleted. After users are de
leted, the purge process then triggers
later stages until ultimately, users' data is
purged from the system.
User Management Processes Required by Purge
To use purge, your user management process must include related users for instructors and administrators.
Missing related users is most common in native-only configurations. You can check for missing related users with
the Is Emtpy search in instructors and administrators.
If you have empty related users, correct the issue in your system and your user management process before
configuring purge.
Configuring Search Selectors to Find Empty Related Users [page 990]

Change search selectors to find empty related users so that you can easily search for the list of
administrators and instructors who need related users.
Finding Instructors Without Related Users [page 991]

Find instructors without related users to correct non-standard configurations.

Finding Learning Administrators Without Related Users [page 993]

Find administrators without related users to correct non-standard configurations.
Assigning a Related User to a Learning Administrator [page 994]

Assign related users to administrators to correct user configuration issues.
SAP SuccessFactors Learning Native Deeplink User [page 994]

How you set native deeplink controls how Learning recognizes both link redirects and also how it recognizes
the user as native or not native.
Enabling the SAP SuccessFactors Learning Audit Purge Log [page 996]
Enable the purge log to preserve users' first names, last names, and IDs even after the Purge Deleted User
Audit History process runs.

19.4.5.1.2.1 Configuring Search Selectors to Find Empty Related
Users
Change search selectors to find empty related users so that you can easily search for the list of administrators and
instructors who need related users.
Context
We strongly recommend that all SAP SuccessFactors Learning administrators and SAP SuccessFactors Learning
instructors have related users. Although this is a problem most often in native-only user customers, it might occur
also in integrated environments. By configuring search selectors to find empty related users, you can easily find
problems to fix.
Procedure

Search Selectors .
2. Find and edit the Instructor search selector and the Admin search selector to add IsEmpty to the related user
search field.
3. Look for criteria.Student.criterionUI.uiLabel=label.RelatedUser.
This is the criterion that configures the related user search field.
4. At the end of the criteria.Student, look for
criteria.Student.criterionUI.matchOptions.OP_NULL.
5. If criteria.Student.criterionUI.matchOptions.OP_NULL is missing, add it.
For example, this configuration sets up the null option (Is Empty) in the sixth position in the list:
criteria.Student.criterionUI.matchOptions.OP_NULL.enabled=true
criteria.Student.criterionUI.matchOptions.OP_NULL.order=6.0
criteria.Student.criterionUI.matchOptions.OP_NULL.value=OP_NULL
criteria.Student.criterionUI.matchOptions.OP_NULL.label=label.IsEmpty
criteria.Student.criterionUI.matchOptions.OP_NULL.labelValue=null
Next Steps
Go to System Administration Application Administration Administrators to check that Related User has Is
Empty in its list.
Go to People Instructors to check that Related User has Is Empty in its list.

Task overview: Process Prerequisites for Native-Only Learning User Purge [page 988]
Related Information

19.4.5.1.2.2 Finding Instructors Without Related Users
Find instructors without related users to correct non-standard configurations.
Context
Native-only customers can create instructors without related users. This was common in early configurations when
instructors were tracked as resources and not as a leader of courses. Newer features, however, require related
users for instructors.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to People Instructors .

2. In Related User, select Is Empty.
 Note
If you don’t see Is Empty, add it to the search selector.
3. Click Search.
You see all instructors that lack a related user. These instructor records are at risk for strange behavior in the
system.
4. Click Download Search Results to save the results.
The results that you save are the list of instructors to troubleshoot and fix.

Next Steps
Troubleshoot and fix each search result:
● If you’re integrated with platform, then empty related users are a symptom of a problem in the user feed from
platform. Check the feed.
● If you’re a native-only customer, then chances are that you created the instructor and then forgot to add the
related user. You can simply add the related user to the instructor.
Related Information

19.4.5.1.2.3 Assigning a Related User to Instructors
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to People Instructors .

2. Find and open the instructor who you want to edit.
Related Information


19.4.5.1.2.4 Finding Learning Administrators Without Related

Users
Find administrators without related users to correct non-standard configurations.
Context
Native-only customers can create administrators without related users. This was common in early configurations
when administrators weren’t also learners. Newer features, however, require related users for administrators.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Security

Administrators .
2. In Related User, select Is Empty.
 Note
If you don’t see Is Empty, add it to the search selector.
3. Click Search.
You see all administrators that lack a related user. These administrator records are at risk for strange behavior
in the system.
4. Click Download Search Results to save the results.
The results that you save are the list of administrators to troubleshoot and fix.
Related Information


19.4.5.1.2.5 Assigning a Related User to a Learning

Administrator
Assign related users to administrators to correct user configuration issues.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Security

Administrators .
2. Find and open the administrator who you want to edit.
Related Information

19.4.5.1.2.6 SAP SuccessFactors Learning Native Deeplink User
How you set native deeplink controls how Learning recognizes both link redirects and also how it recognizes the
user as native or not native.
Depending on how you set Native Deeplink User, you mark the user as either coming in from Human Experience
Management (HXM) through the connector or a user who is native to learning. Your user base can be mixed, with
some Human Experience Management (HXM) users and some native Learning users.
● If the user is native to Learning and has no record in SAP SuccessFactors platform, set Native Deeplink User to
Yes or true.

● If the user is not managed in Learning but is instead is managed in SAP SuccessFactors platform, set Native
Deeplink User to No or false.
Native Deeplink Effects on URLs
Stand-alone customers' users are tagged as Native Deeplink users. This tag changes the way that URLs are
constructed for the users' deeplinks. If those users later become part of an integrated environment, their URLs
continue to be formatted for a stand-alone environment, and so they break in an integrated environment. By
enabling the redirect, SAP SuccessFactors redirects them from the stand-alone URL to the integrated URL.
Native Deeplink Effects on Delete Inactive Native Users Automatic Process
The delete native inactive users automatic process deletes users who are not part of SAP SuccessFactors platform.
The process uses the value of Native Deeplink as one way to distinguish between platform users and native users. If
you set Native Deeplink incorrectly, the process can skip native users who should be deleted and delete platform
users who should not be deleted.
Parent topic: Process Prerequisites for Native-Only Learning User Purge [page 988]
Related Information


19.4.5.1.2.7 Enabling the SAP SuccessFactors Learning Audit
Purge Log
Enable the purge log to preserve users' first names, last names, and IDs even after the Purge Deleted User Audit
History process runs.
Context
 Note
Most customers don’t enable the purge log.
A few customers have a data privacy and protection policy that requires them to preserve a learning audit trail even
after the Purge Deleted User Audit History process runs. The case to log purged users is rare but critical to the
business of customers who are audited by an oversight organization.
 Tip
Check laws, contracts, and guidelines that balance data privacy and protection with audit traceability.
Procedure

2. Edit LMS_ADMIN.
3. Find enablePurgeLog and set it to true.
Example
For example, some Life Sciences customers in the United States are audited by the Food and Drug Administration
(FDA). They must show the FDA that when a learning event occurred (an approval, a completion, and so on) that a
particular user was a part of that event (approved it, marked the event complete, and so on). If their data privacy
and protection policy purges users before the audit period ends, then they need a way to tie the user to the
learning event.
To understand the timing, imagine someone who works at a Life Sciences organization and who approves learning.
The company's data privacy and protection requires that most of this person's data must be purged after six
months of separation with the company, but carries an exception: for audit purposes, the users' first name, last
name, ID, and date of purge can be preserved for auditing purposes. The customer enables the purge log so that
SAP SuccessFactors Learning writes the exempted information to a log.

With the log, if the FDA audits the customer nine months after the user separates from the company, the FDA can
see enough personal identification to complete the audit without seeing information that is irrelevant to the audit.
For example, the FDA can’t see the users' phone numbers, address, and so on, because it was purged and not
logged.
Related Information

19.4.5.1.2.7.1 SAP SuccessFactors Learning Audit Table Purge

Log
SAP SuccessFactors Learning can keep a log of users whose personal information is purged from Learning audit
tables.
When the Purge Deleted User Audit History process runs and purges user data, SAP SuccessFactors Learning can
log the users who were purged from the audit tables. The log includes only the following information of the user
who was purged from the history tables:
● User system ID
● User student ID
● User first and last name
● Purge date and time
● User type (user, administrator, or instructor)
 Note
In most cases, you don’t want to enable the log because the point of the audit history purge is to remove all user
information permanently.
 Note
Although we store the log in the database, we don’t surface the information in the Graphical User Interface
(GUI).

19.4.5.1.3 Deleting SAP SuccessFactors Learning Users without
Data Retention Management
Configure a process to delete SAP SuccessFactors Learning users who are outside the DRM system to set up your
data privacy system.
Prerequisites
We recommend that you define a standard process for inactivating users. Most customers set up a user connector
that inactivates users, but the reasons for inactivation are unique to the organization. This deletion process begins
when user accounts are inactivated.
Context
In most cases, your users are deleted and purged from SAP SuccessFactors Learning transactional tables as part of
the Data Retention Management (DRM) tool through Data Retention Time Management (DRTM) processes.
Standard data retention runs centrally on SAP SuccessFactors platform. If you are not integrated with SAP
SuccessFactors platform, then you must run a set of Learning automatic processes to delete and purge users and
user data. NativeUserDelete is the template that is sent by the DRM tool.
 Caution
Be careful with this process if you have user records that populate from SAP SuccessFactors platform.
These users are already managed from within the platform and this process can potentially delete these users.
User deletion is permanent, and the records cannot be restored.
 Note
This process creates a full delete of learners' data in transaction tables as if DRM ran. DRM is often called full
purge. This process does not replace Data Retention Time Management (DRTM) from platform. DTRM is also
called partial purge. If you do not have SAP SuccessFactors platform and you want to mimic DTRM, please
configure System Administration Automatic Processes Native User Data Retention .
Procedure

Processes Native User Deletion .

 Tip
Schedule the process to run before the Purge Deleted User Audit History process so that the purge process
has the most recent set of deleted users.
3. In Delete Criteria, select the records that you want to delete.
This Field... ...Deletes these records
Users You must delete user records as part of this process. User records are in
People Users .
Related Instructors You must delete related instructors as part of this process. If a user record is at
tached to an instructor account, then the instructor account is also deleted. You
match instructor accounts to user accounts in the instructor account in
Summary. You almost always want to delete instructors when you delete their
associated instructor records because you want to manage the data privacy of a
person, not an account. If, however, you do not want to delete instructor records
when you delete the user account, then remove the association as part of your
inactivation process.
Related Admins If you select Related Admins, and a user record is attached to an administrator
account, then the administrator account is also deleted. You match administra
tor accounts to user accounts in the administrator account in Summary.
Instructors If you select Instructors, then the job looks not only for inactive user accounts
but also inactive instructor accounts.
4. To delete external users and instructors, select Delete external users and instructors that have been inactive for
the specified number of days, and then type a grace period between the external users and instructors
inactivation and deletion.
For example, if you type 90, then to be eligible for deletion, the accounts must be continuously inactive for 90
days. If you activate them again within 90 days, they won't be deleted.
5. To delete internal users, select Delete internal users that have been terminated for the specified number of days,
and then type a number of days for a grace period between termination and deletion.
Internal users are deleted when:

○ They have a termination date and their termination date is before the threshold (for example, if you set 30
days, the user is terminated 31 days ago or more). Termination date is set on the user record in Terminated.
○ They have a shopping account type of Internal. The shopping account type is set in the user record in
Commerce.
Next Steps
After you set up the delete process, we recommend that you set up the purge process by going to System
Administration Automatic Processes Purge Deleted User Audit History .

Related Information
19.4.5.1.3.1 Excluding People from the Learning Native User

Data Purge
Exclude people from the Learning native user data purge if you want to make an exception and keep their data past
the set retention time.
Prerequisites
Before you can exclude people or their data from purge in SAP SuccessFactors Learning, you must first find all IDs
that the person uses. In Learning, one person can have one ID as a learner, a different ID as an instructor, and yet a
third ID as an administrator. This supports a more flexible implementation, but it means that you must find all IDs
to preserve one person's data. Go to these places to find and record the person's IDs:
● Go to People Users to find the person's ID as a learner.

● Go to People Instructors to find the person's ID as an instructor.
● Go to System Administration Security Administrators .
 Note
Not all people have all three kinds of IDs.
Context
The Native User Data Retention process usually purges users' Learning data after the data has expired. You can,
however, exempt some users' data from the purge. Check your organizations' data privacy policies for reasons why
you should exclude users. For example, you might have legal proceedings or a hold on the information.
Procedure

Processes Native User Data Retention .
2. Check that the process is enabled and look at Purge user data older than the specified retention period to see
when you should expect users' data to be purged if they’re absent from the exclusion list.

3. Click Edit Exclusion List.
4. In the exclusion list, add each type of ID for the person:
a. Select User in Record Type, add the ID that you found in People Users in Record ID, and then click
Add.
b. Select Primary Instructor, add the ID that you found in People Instructors in Record ID, and then click
Add.
c. Select Admin, add the ID that you found in System Administration Security Administrator
Management in Record ID, and then click Add.
Next Steps
If you add a person to the exclusion list for the data purge, then you probably also want to add the user to the
exclusion list for the Purge Deleted User Audit History process.
19.4.5.1.3.2 The Full Purge Process that Learning Follows for

Native-Only Customers
If your SAP SuccessFactors Learning isn’t integrated with SAP SuccessFactors platform, then it follows a different
process to fully purge user data. This is uncommon.
1. Users begin in the transactional state: they’re standard users of the system and their audit history and
transactional data are stored in SAP SuccessFactors Learning because native-only customers don’t have SAP
SuccessFactors platform. internal users' employment. Native-only customers terminate internal users'
employment with one of these methods:
2. Individual internal users are terminated and instructors or external users are inactivated so that they move
from the transactional stage to the deleted or inactivated stage.
○ Termination or inactivation can happen directly on the user record: you can set a termination date in the
users' summary data or you can set them to inactive in their summary data ( People Users ).
○ More likely, however, an automated user connector runs from another Human Resources Information
System (HRIS) and automatically adds a termination date or inactivates a user.
3. Terminated internal users and inactivated instructors or external users are deleted so that they move from the
inactivated or terminated stage to the deleted stage. Native-only users move to deleted stage through one of
these mechanisms:
○ Move to deleted stage by the Delete Inactive Native User process: They’ve been inactive or terminated for
longer than the threshold that you designedand so they’re deleted.
○ A learning administrator deletes the user directly in People Users .
4. Deleted users are purged completely from the system so that they move from deleted to purged. Unless you
added a user to the exclusion list, the Purge Deleted User Audit History process deletes them completely from
the system unless you:
○ Configured the purge log to save select information for external audit.
○ Added the user to the exclusion list.

19.4.5.1.3.3 Rules of SAP SuccessFactors Learning Native User
Deletion Process
When the SAP SuccessFactors Learning Native User Deletion process runs, it follows a set of implicit rules to delete
users. These rules aren’t apparent from the configuration.
Rule Explanation
Administrators that don’t have an asso Native User Deletion looks for inactivated accounts, but administrators can’t be inac
ciated user account are not deleted by tivated. Associated user accounts can be inactivated, however, so the user account
Delete Inactive Native User acts as the primary account when Delete Inactive Native User runs.
If you have administrator accounts that do not have related user accounts, you must
delete them manually. Go to System Administration Security
Administrators , search for the administrator, open the account, and then click
Delete.
For any account to be deleted, the ac Native User Deletion is designed to run on native users: users that don’t exist in SAP
count's PERSON_GUID must be null SuccessFactors platform. Because all users that exist in SAP SuccessFactors plat
form have Person GUID, then all users without a Person GUID are native users.
We skip platform users because they’re handled by Data Retention Management

(DRM), a platform tool.
Accounts must be continuously inac Users can be inactivated and activated multiple times. Delete Inactive Native User de
tive during the threshold time letes users who have been continuously inactivated over the time that you set in the
delete threshold. For example, if you set the threshold to 90 days, then Delete Inactive
Native User deletes users if they’ve been inactive during the entire 90-day period. It
skips any users who are active at any time in the last 90 days. If a user is inactive at
the beginning of the period, then active, then inactive again, then that user is skipped.
If a user is inactive at the beginning of the period and is currently active, then that
user is skipped.
Related Instructor records are always If a user is marked for deletion and that user has a related instructor record, then the
deleted instructor record is also deleted. You can’t keep the instructor data and delete the as
sociated user data: they’re both deleted.
The automatic deletion process does If you delete an instructor in the SAP SuccessFactors Learning Administration envi
not check to see if instructors are ronment, the system checks to see if the instructor is scheduled to teach any classes
scheduled to teach in the future in the future. The automatic process doesn’t check. It deletes the instructor data re
gardless of whether person is scheduled to teach classes in the future.

19.4.5.1.4 Enabling the Purge Deleted User Audit History Job in
Learning
Enable the purge deleted user audit history job to periodically purge the audit history of deleted users. The job
removes, in an unrecoverable way, all compliance history data about a user.
Prerequisites
Before users can be purged from history tables, they must first be deleted from transactional tables, so you must
set up a process to handle transactional tables:
● Most customers are integrated with SAP SuccessFactors platform. If you use SAP SuccessFactors platform,
then chances are that you set up Data Retention Time Management (DRTM), both the master data purge and
the learning data purge.
● A few customers aren’t integrated with the platform. If you aren’t integrated, then you must set up the Delete
Inactive Native Users process. This process acts as DRM for customers who haven’t yet integrated with the
platform.
● Any customer can go to a user, instructor, or administrator record and delete the record manually.
Context
 Note
In this context, the word audit and audit history means audit for compliance. It’s the data that shows to
compliance auditors, for example, who approved enrollment and on what date.
SAP SuccessFactors Learning uses the Purge Deleted User Audit History process to irrevocably remove data from
the PH tables, which are the audit history of SAP SuccessFactors Learning. Deletion is a prerequisite of the purge
process, so all user data is already removed from the PA tables (the transactional tables). Deletion, in this case,
means any user who has Delete as the final action in the user history table (PH_STUDENT). After you purge a user
audit history, you can’t recover any user information.
Procedure

Processes Purge Deleted User Audit History .
 Tip
If you aren’t integrated with platform, schedule the process to run after the Delete Inactive Native Users
process or the DRM process so that the purge process has the most recent set of deleted users.

3. In Purge deleted users' audit data after the specified number of days, type a number of days for a grace period
between deletion and purge.
For example, if you type 10 in Purge deleted users' audit data after the specified number of days, then the
process looks for user deletions that occurred eleven days or more in the past. Users who were deleted within
the last ten days aren’t purged. Those ten days are a grace period. You might, for example, run a compliance
report weekly and want to include recently deleted users. If your report runs against the PH tables, you still see
the compliance data for the users.
Related Information

19.4.5.1.4.1 Excluding People from the Learning Audit History

Purge
Exclude people from the Learning audit history purge if you want to make an exception and keep their audit history
past the set retention time.
Prerequisites

 Note

Context
The Purge Deleted User Audit History process usually purges users' Learning audit history after they’ve been
deleted for a set amount of time. You can, however, exempt some users' data from the purge. Check your
organizations' data privacy policies for reasons why you should exclude users. For example, you might have legal
proceedings or a hold on the information.
 Note
In this context, the words audit and audit history mean audit for compliance. It’s the data that shows to
compliance auditors, for example, who approved enrollment and on what date.
 Note
You can exclude users from Purge Deleted User Audit History only if they’re already deleted from the
transactional tables.
Procedure

Processes Purge Deleted User Audit History .
2. Check that the process is enabled and look at Purge deleted users' audit data after the specified number of days
to see when you should expect users to be deleted if they’re absent from the exclusion list.
a. Select User and then add the ID that you found in People Users , type the ID in Record ID, and then
click Add.
b. Select Primary Instructor and then add the ID that you found in People Instructors , type the ID in
Record ID, and then click Add.
c. Select Admin and then add the ID that you found in System Administration Security
Administratorsi , type the ID in Record ID, and then click Add.
Next Steps
If you add a person to the exclusion list for the audit table purge, then you probably also want to add the user to the
exclusion list for the Native User Data Retention process.

19.4.5.1.5 Enabling a Partial Purge of User Information for
Native-Only Learning Users
Configure the Native User Data Retention automatic process to purge SAP SuccessFactors Learning user data
when you don’t use SAP SuccessFactors platform Data Retention Time Management (DRTM).
Context
In most cases, your user data is purged from SAP SuccessFactors Learning transactional tables as part of the Data
Retention Time Management (DRTM) tool. The DRTM tool runs centrally on SAP SuccessFactors platform. If you
aren’t integrated with the central SAP SuccessFactors platform, then you don’t have access to DRTM and need a
different way to purge users: the Native User Data Retention process.
Whereas Native User Deletion and Purge Deleted User Audit History work together to completely purge all data
about a user who has exited the company, you set up Native User Data Retention to purge old data for users who
are still active in your organization. For example, your policy might require the removal of audit data older than two
years for current employees. The employees, in this case, don’t have a termination date so you don’t want to purge
all data. Instead, you want to keep current data (the users' current address, phone number, and so on) the user, but
purge data that is older than two years (an old approval, an old course completion, and so on).
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Automatic

 Tip
You don’t need to run this process often. We recommend running it weekly.
3. In Purge Criteria, set the criteria for purging users.
Criteria Description
Purge user data older than the specified retention period SAP SuccessFactors Learning looks for native user data
older than the threshold. For example, learning history like
items completed before the threshold.
Set the time unit to either Years or Months. For example, if

you set a threshold of 2 months, and the job runs on January
5, the job deletes user data from before November 5.
Users excluded from purge Click Edit Exclusion List to exclude users from purge. Al
though the reasons for maintaining an exclusion list depend

Criteria Description
on your policy, you might exclude users, for example, if you

have a legal hold on their data.
User Status You can delete active users, inactive users, or both. Config-
ure this criteria to match your data privacy policies. For ex
ample, your policy might require a process of inactivating
users before purging them. In that example, you select Not
Active.
User Country/Region (select one or more to restrict by Select the countries or regions for which you want to purge
country) users. For example, you might purge users from Argentina
but keep user data from Canada.
4. In Data Objects Purged select what should be purged.
Object Description
User Personal Information When selected, this purges information that we store about
the user, attributes like name, phone numbers, and so on.
Learning Activity When selected, this purges information that we store about
the courses that a user is assigned and the courses that a
user completed.
19.4.5.1.5.1 Excluding People from the Learning Partial Purge

Exclude people from the Learning partial purge if you want to make an exception and keep their data past the set
retention time.
Prerequisites

 Note

Context
The Native User Data Retention process usually purges users' Learning data, but not the users themselves, after
they have been deleted for a set amount of time. You can, however, exempt some data from the purge. Check your
organizations' data privacy policies for reasons why you should exclude users. For example, you might have legal
proceedings or a hold on the information.
 Note
You can exclude users from Native User Data Retention only if they are already deleted from the transactional
tables.
Procedure

2. Check that the process is enabled and look at Purge user data older than the specified retention period to see
when you should expect user data to be purged if they are absent from the exclusion list.
a. Select User and then add the ID that you found in People Users , type the ID in Record ID, and then
click Add.
b. Select Instructor and then add the ID that you found in People Instructors , type the ID in Record ID,
and then click Add.
c. Select Admin and then add the ID that you found in System Admininstration Security
Administrators , type the ID in Record ID, and then click Add.
19.4.5.2 Purging SAP SuccessFactors Learning Background

Jobs Automatically
Automatically purge SAP SuccessFactors Learning background jobs to keep your application clean of past job data.
Context
Your organization might have a policy that data must be purged on an interval. Check your policy to see if you must
purge the data on a specific interval.
 Note
The Clean up Background Jobs process does not affect the schedule of any recurring automatic process,
recurring report, or job or report that is scheduled to run on a future date.

Procedure

Processes Purge Past Background Job Results .
2. In Threshold, type the number of days that background job data (recurring background jobs and ad hoc
background jobs) is considered for purge.
For example, if you type 30 in Threshold, then we purge any background job data that is older than 30 days
when the Clean up Background Jobs process runs.
Next Steps
The job runs periodically to look for background job data that is older than Threshold. Go to System Admin
Automatic Processes Clean up Background Jobs to check the process that runs the purge.
Related Information

19.4.5.3 Purging SAP SuccessFactors Learning Background

Reports Automatically
Automatically purge SAP SuccessFactors Learning background reports to keep your data clean of past report data.
Context
 Note
When Learning purges background reports, it retains the report job because we assume that you want new
reports, but it purges the old report instance and its data.

Procedure

2. Open REPORT_SYSTEM and then find asyncStorageTTLDays.
3. Set asyncStorageTTLDays to the number of days after which background reports should be removed from
storage.
For example, if you set asyncStorageTTLDays to 90, then SAP SuccessFactors Learning purges background
reports (and the data that was reported) that are older than 90 days.
Next Steps
A job runs periodically to look for reports older than asyncStorageTTLDays. Go to System Administration
Automatic Processes Purge Past Background Reports to check the process that runs the purge.
Related Information

19.4.5.4 Masking Email Addresses from SAP SuccessFactors

Learning System Email Notifications
Mask email addresses from SAP SuccessFactors Learning so that there’s less personal data stored in Learning.
Context
If you archive email messages that are system email notifications, we purge the archive based on your decisions
and settings. You can, however, lower the amount of personal information that we store in the email archive by
hiding sender address information.

Procedure

Global Application Settings Mail .
2. In Admin Notification Email and User Notification Email, type an anonymous email address.
For example, type [email protected].

3. Select Use Admin notification email address for VLE notifications to use the value of Admin Notification Email
for any Virtual Learning Service (VLS) email notifications.
For example, instead of using an instructor's email address, it uses [email protected].

4. In Send email notification from, choose Select from list and then type a comma-separated list of anonymous
email addresses that administrators can choose from when they send unplanned email notifications instead of
using their own.
19.4.5.5 Stages of User Data Removal in SAP SuccessFactors

Learning
SAP SuccessFactors Learning has a process for irrevocably deleting user data. It begins with inactivation, requires
deletion, and finishes by purging user data from the audit history tables.
SAP SuccessFactors Learning follows a deliberate process for irrevocably deleting user data. At the end of it, user
data is removed from the system and can’t be recovered. You follow this process as part of your data privacy
practice.
Transactional
The transactional stage of user data is the precursor to any data removal. In this stage, users are active employees
or, in the case of external users, active users. We maintain their personal data in the transactional tables. During
this stage, you can set up a partial purge to remove old data like learning history and assignments, or personal
information logged in the audit tables, but the current personal history of the users remains in Learning.
Inactivation or Termination
Inactivation or termination is the first stage in data removal. Before this stage, users are in the transactional stage,
but when they’re inactivated or terminated, we begin the process of purging their data completely.
● You can inactivate internal or external users directly in SAP SuccessFactors Learning Administration in the user
record or you can inactivate users through a connector. You can still search for inactive users and their data is
still in the transactional tables. You can easily activate them again at any time.
● You can terminate Learning native-only users in the user record or through a user connector.

 Note
searches and reports allow administrators to include inactive records. Deactivating (instead of deleting it) hides
it from view but keeps it for historical record. Because you cannot restore a deleted record, we recommend that
you delete a record when you make a mistake (for example, if the record ID is simply incorrect) or as part of
Deletion
Deletion is the second stage of data removal. When users are deleted, the users' data is removed from the
transactional tables (PA tables), but the data is preserved in the audit history tables (PH tables). At this stage,
learning administrators can’t look up the user data but the users can appear on audit reports. You should delete
users only when you intend to remove them completely from the system because the next stage, the purge
process, looks for deleted users and removes their data irrevocably.
Deletion can happen in many different ways. Users who are deleted from the SAP SuccessFactors central user
management system through standard Data Retention Management (DRM) are marked deleted in Learning.
Administrators can delete users directly from the administration environment. And an automatic process can
delete native users who have been inactive for a set period of time.
Purge
Purged users are irrevocably removed from the system. Their data is removed from both transactional tables and
audit history tables. Users are purged through an automatic process that looks for deleted users and removes the
last of their saved data from the audit history tables. After the purge process runs, the user data is no longer in the
SAP SuccessFactors Learning database.
19.4.5.6 SAP SuccessFactors Learning Native-only Purge

Exceptions to Data Retention Management
A few SAP SuccessFactors Learning customers cannot take advantage of Data Retention Management (DRM)
because they do not use SAP SuccessFactors platform.
Native Users are Exempted from DRM
Data Retention Management (DRM) runs in the SAP SuccessFactors platform. Most Learning customers use
platform, but a few customers do not. If you do not have the platform, then DRM does not run for you, so you need
a separate process to trigger the deletion of native user records. A native user is one that exists only in SAP
SuccessFactors, not in platform.

Native users can enter Learning in many ways: Directly from a connector from an HRIS system, self-registration, or
Learning Sites. Regardless of how they enter Learning, they if they are present only in Learning then they are not a
part of the platform data retention management system.
Because SAP SuccessFactors values data privacy, we accommodate the data privacy policies of customers who
have not yet adopted platform. We have a process that mimics DRM for native users (those users for customers
without platform). The Native User Deletion process looks for inactive native users and, based on a set of rules that
you define, it deletes them from the transactional tables. The next stage, the purge process, then picks up the
deleted users as if they were deleted by DRM.
If you are using the platform, then we recommend that you ignore the Native User Deletion process.
Native Users are Exempted from DRTM
Data Retention Time Management (DRTM) runs in the SAP SuccessFactors platform. Most Learning customers
use platform, but a few customers do not. If you do not have the platform, then DRTM does not run for you, so you
need a separate process to trigger the deletion of native user records. A native user is one that exists only in SAP
SuccessFactors, not in platform.
Because SAP SuccessFactors values data privacy, we accommodate the data privacy policies of customers who
have not yet adopted platform. We have a process that mimics DRTM for native users (those users for customers
without platform). The Native User Data Retention process looks for inactive native users and, based on a set of
rules that you define, it deletes them from the transactional tables. The next stage, the purge process, then picks
up the deleted users as if they were deleted by DRTM.
If you are using the platform, then we recommend that you ignore the Native User Data Retention process.
Audit Tables are not Handled by DRM
SAP SuccessFactors Learning has special audit tables that keep the actions that users, instructors, and
administrators perform in their learning tasks. The tables keep an audit trail of users' learning, instructors'
teaching, and administrators' work with the system. The DRM process does not affect the audit tables.
Instead, audit tables are purged by the Purge Deleted User Audit History Learning automatic process. It looks for
deleted users and then purges their audit history. You can exclude personal information from the audit history
purge.
Single Retention Time for All Countries or Regions Configured
Unlike Data Retention Time Management (DRTM), which is used by platform customers, native-only customers
must select a single retention time and apply it to all countries that they configure.

19.4.6 Content Player Configuration
Administrators change the content player configuration when they have a new content player or need to update an
existing one.
In System Administration Configuration Content Players , you can view terms that are used in the Content
Players section .
Field Description
Description The description appears to administrators who are looking up

a content player.
Player executable file The file path and name of the file that the content player uses
to play content. This feature is used when the association be
tween the player and the content object or exam isn’t auto
matic in the user's environment.
Change to If you want to change the information in the Player executable

file field, choose the corresponding Choose File button to se
lect the file.
Content compliant player The selected player is able to read and interpret command line
parameters.
Prompt for bookmark usage prior to player execution The system prompts the user to choose whether or not to re
sume an exam or content object at a specified bookmark. This
feature works for content compliant players only.
19.4.7 Gamification Settings
Gamification settings determine what events are sent to the gamification server and the default point values for
those events.
Gamification rewards users for learning with social points and artifacts, like badges. Users can earn points and
badges for doing things in learning, like completing a course (learning item) or sharing a course. In System
Administration Configuration Gamification Settings , you configure which events earn users points and the
default base points for the event. For example, you can assign 100 points for completing a learning item.
Entity Event Configuration Settings

This table lists down the events that are published by LMS to the Gamification server along with other details
mentioned below.
Event ID This is the unique ID of the event sent to the gamification

server. The value is useful for troubleshooting, but the event
name is more readable.
Event Name This is the name of the event that appears in other places in
the user interface.

Base Points These are the Base points that are published along with the
event to the gamification server. The actual points awarded is
based on the rules set in the Gamification server.
Published This is to choose whether the event is published to the Gamifi-

cation server.
Event Description This briefly describes the event and the time of when the event
is published.
Search Gamification Event Status

This table is for the LMS admin to view the Completed, Failed, Pending Gamification events posted to the
Gamification server.
User ID This is the ID of the User.
Event Type This is the Gamification Event Type (Item Completion / Item
Launch etc.).
Event Key This is the Unique identifier for the Event.
Status This is the Event Status (Completed, Failed, Pending).
Created Date This is the Event creation date.
Updated Date This is the date the event was updated.
Error This is the error message.
19.4.7.1 GAMIFICATION System Properties File
These settings control the connection from SAP SuccessFactors Learning to the game server and the gameplay
inside SAP SuccessFactors Learning.
SAP SuccessFactors Learning Configuration for Gamification
SAP SuccessFactors Learning Gamification Settings
gamificationEnabled Set to true to enable gameplay in SAP SuccessFactors Learn

ing. Set to false to disable gameplay.

autoGenerateGamificationUserID If you set to true, then when gamificationEnabled is

also set to true, SAP SuccessFactors Learning automatically
generates game user IDs for all users with the Post Gamifica-
tion permission. If you set it to false, you must import game
user IDs for users.
leaderboardDisplayEnabled If you set to true, then users see a leader board in their
Achievements. Leader boards foster competition among em
ployees, so consider setting to false to downplay the compe
tition or true to engage in competition.
Game Server Configuration for Gamification
Each game server is identified in brackets. For example, the Bunchball server is identified by the prefix
gamificationProviders[BUNCHBALL] and the setting gamificationProviders[BUNCHBALL].enabled is
the enabled setting for Bunchball.
Game Server Gamification Settings
enabled Set to true to enable the game server. Set to false to disa
ble it.
name The name of the server. We preconfigure the names, so in most

cases, you don’t need to change it.
label The label that controls the name of the game server as users
and administrators see it. You can go to this label in
References Manage Labels to change its value. We

don’t recommend that you change this setting.
apiURL This is the base URL that SAP SuccessFactors Learning con
nects to for the game server APIs. It’s preconfigured, so you
shouldn’t need to change it.
config.appKey This is the API key that identifies your calls in the server. For
Bunchball, you can find your API key in the Bunchball Admin
Console. If you’re connecting to a sandbox environment in
Bunchball, prefix your key with Sandbox-. If you’re connect
ing to production, prefix your key with Production-.

config.secretKey The API secret key that authenticates calls to the Bunchball
server. You can find your secret key in the Bunchball Admin
Console. The key is encrypted in SAP SuccessFactors Learning
when you click Apply Changes.
19.4.8 Viewing Users and Administrators in Roles
View the users and administrators in roles if you’re troubleshooting an access issue and you want to see what users
or administrators are using the role.
Procedure
1. Go to Learning Administration, and then go to System Administration Security Role Management .

2. Find and open the role that you want to investigate.
3. Go to Users.
Results
You see the learners (end users) or the learning administrators who are using the role. If you see the message There
is nobody using this role, then no learners or administrators are assigned to the role.
Next Steps
If you see a user that you don't expect to be in the role or who is in the wrong role, you can fix it in one of these
places:
● If it’s an administrator role, you can assign the new role directly to the administrator in System
Administration Security Adminstrator Management .
● If it’s a learner (end user) role, then can fix the assignment profile.
Related Information
Placing Learning Users into Security Roles [page 814]

Assigning Roles to SAP SuccessFactors Learning Administrators [page 805]

19.4.9 Where to Read About Security Implementation
Security implementation in Learning is complex, so we have a separate guide to help you through its
implementation.
If you’re a customer system administrator, please engage with an expert to implement Learning security. You can
read about Learning security implementation in a separate security implementation document.
19.4.10 Security Implementation of SAP SuccessFactors

Learning
When you implement SAP SuccessFactors Learning, you assign security domains and security domain groups to
roles to control who can access which features. Learning does not use Role Based Permissions (RBP) but instead
uses security domains, roles and security permissions.
When you first implement SAP SuccessFactors Learning, you need to think a little about the roles of your end users
and a lot about the roles of your administrators. In general, you can use default roles (or single roles) for users,
managers, Human Resource Business Partners (HRBP), and instructors because those user types and roles are
already very restricted.
Administrators are different. We find that most customers have many different administrator roles to implement,
each with restrictions about the kinds of data that the administrators can see. We understand the need to be
flexible when it comes to administrators, so we built a flexible and robust security system for administration. When
you implement security, take time to map out the elements of security for administrators:
● Security Domains: Security domains are the foundation of SAP SuccessFactors Learning because they define
the security structure.
● Security Domain Group: A security domain group is a list of security domains that you want to open to a set of
administrators.
● Entities: Entities are things in the system that can be attached to a security domain (user, account code,
learning item, and so on).
● Functions: Functions are actions that can be performed on an entity, like adding, deleting, or editing.
● Permissions: Permisssions are a combination of entities and function (adding a user or deleting an account
code).
● Role: Roles are groups of users have the same permission and security domain group settings (for example,
American Learning Administrators can Add Learning Items in the North American and South American
security domains).

19.4.11 Detailed SAP SuccessFactors Learning Security Rules
Use the detailed security rules to help you understand how the elements of security interact, especially in a
complex environment.
Rules About Roles
● Users in the Instructor or Learner persona can be assigned to one role only.
● Users in the Administrator persona can be assigned to multiple roles.
● Administrators receive the union of the granted permissions. If Role UM grants all user management
permissions and Role P grants all performance permissions, then a user assigned both Role UM and Role P has
access to both user management and performance permissions.
● If a user is assigned to more than one role, the user receives the union of the access granted in the restriction
tabs. If Role DA allows access to Security Domain A and Role DB allows access to Security Domain B, then a
user assigned to both roles has access to both Security Domain A and Security Domain B.
Rules About Security Domains
● All entities are assigned a security domain, so administrators can't save an entity without a security domain.
Entities default to the PUBLIC security domain.
● Administrators can't perform an action that would cause an entity to be beyond their permissions. For
example, if they have permission to the North American security domain but not the South American security
domain, they can't change an entity’s security domain from North America to South America.
Rules About Restrictions
● If a user is assigned to more than one role, the user receives the union of the access granted in the restriction
tabs. Imagine that you have two roles in your system: “North American Learning Administrator” has access to
entities in the North American security domain and “South American Learning Administrator” has access to
entities in South American security domain. If you assign a learning administrator to both roles, then that
administrator has access to both the North American and South American security domains.
● State restrictions don’t cross over security domain group chain. For example:
○ Security Domain Group L contains Security Domains X and Y.
○ Security Domain Group M contains Security Domain Z
○ Role H contains Security Domain Group L for User Entities that are Active.
○ Role I contains Security Domain Group M for User Entities that are Inactive
○ Administrator R is assigned Role H and Role I
○ User 1 is Active and in Security Domain X
○ User 2 is Inactive and in Security Domain Y
○ User 3 is Inactive and in Security Domain Z

○ Administrator R has access to User 1 and User 3 – User 2 is in Security Domain Y (which the Admin could
access through Administrator R > Role H > Security Domain Group L > Security Domain Y), but the user is
inactive, which isn’t allowed in the chain of access. Note that the state doesn’t cross over the security
domain group chain: The chain Administrator R > Role I > Security Domain Group M > Security Domain Z
for inactive users is irrelevant to the other chain.
● When you assign an entity restriction, all functional and permission restrictions on that entity inherit the same
restrictions. You can, however, change the restrictions on a per-function or per-permission basis. But if you
change the functions, you can create a situation where you grant access to perform a function on an entity that
is unreachable to a role. Extending the example above, if you changed the functional restriction to allow Role H
to delete inactive users in Security Domain Group M, the setting is irrelevant. The only user the setting would
affect is User 2, and Administrator R has no way of getting to that user.
19.4.12 The SAP SuccessFactors Learning PUBLIC Security

Domain
Every implementation has a PUBLIC security domain, which is available to all administrators.
When you implement SAP SuccessFactors Learning you start with a security domain called PUBLIC. This domain is
available to all administrators and all administrators are responsible for the security of data in the PUBLIC domain.
It exists outside any other domains or hierarchy that you create.
A common practice uses PUBLIC like a network share. For example, imagine a North American learning
administrator and a South American learning administrator. Each has access to his or her regional domain (North
American domain or South American domain). If the North American administrator wanted a copy of the South
American administrator's learning item, the South American administrator could copy it and place the copy in the
PUBLIC domain. The North American administrator, then, just needs to change the learning item's Security Domain
field to North American and take ownership of the security for that learning item.
19.4.13 LEARNER_SECURITY System Properties
This topic describes how the LEARNER_SECURITY system properties file affects your users' permission mapping.
In most cases, this file doesn’t apply to you. It applies only if you have remapped permissions for a customization.
The LEARNER_SECURITY includes permission mapping. The first section is a map of a URL to the permissions
associated with the URL and the access restrictions for the permission. For example,
workflowURLs.browseSubordinate.url=/user/employee/browseSubordinate is the "browse subordinate dashboard
URL." It’s associated with the permissions:
workflowURLs.browseSubordinateDashboard.workflows.AccessSubordinateDeadlineDashboard
workflowURLs.browseSubordinateDashboard.workflows.AccessSubordinateGoalStatusDashboa
rd
workflowURLs.browseSubordinateDashboard.workflows.AccessSubordinatePerformanceReview
StatusDashboard
Each is then mapped to an access string, for example:
...AccessSubordinateDeadlineDashboard=STUDENT Access Subordinate Deadline Dashboard

Each access string can then be used in the lower sections to affect the restricted user-side URLs when assuming
the identity of another user:
userRestrictionWorkflows.AccessSubordinateDeadlineDashboard=STUDENT Access
Subordinate Deadline Dashboard
19.4.14 Manage Passwords and Identity in platform
We are in the process of migrating all passwords and identity management to platform.
For the time between Q3 2018 and 2H 2020, we support a few cases of native user login - users who can log in
without going through SAP SuccessFactors platform. These narrow cases are to allow customers time to migrate to
new methods. All other cases of native user login aren’t supported as of Q3 2018.
 Note
Not supported means: we don't provide any guidance or help through customer support channels because the
application isn’t certified for unsupported configurations.
External Learning Users of Sites (Extended Enterprise)
We support users who have the shopping cart type of external. You can check users' shopping cart types by logging
into SAP SuccessFactors Learning Administration and then going to People Users . Find and open the user,
and then go to Finance. You see the user's shopping account type.
Users with shopping account type of external are members of your extended enterprise. For example, if you have a
dealership model, and employees of dealerships log on to their own learning sites to consume your training, those
employees of the dealerships are external users and they have external shopping accounts. We address defects
related to these types of users who have trouble signing in.
If a user has shopping account type of internal, we don’t support that user's ability to log in natively. The user must
log in through platform. We don't address defects related to these types of users who have trouble signing in
directly to Learning.
We don't address enhancements related to native learning users, internal, or external.
Learning Administrators
Because we have some cases, particularly during implementation, when administrators must sign in directly to
Learning, we still support it, but it’s discouraged. We encourage administrators to log in through standard means:
SAP SuccessFactors platform.
We don't support dual sign-in: Administrators who sometimes sign in through SAP SuccessFactors platform and
sometimes directly into Learning.

19.4.15 General Global Application Settings
These are the general global application settings in SAP SuccessFactors Learning.
Currency When you select a currency (for example, U.S. Dollar), the sys
tem uses it by default to support financial transactions includ
ing chargeback adjustments, order management, master in
ventory, cancellation policies, and account codes.
Changing the default currency does not affect existing records

that contain former currency attributes.
Percent Symbol When you enter a default percent symbol (for example, %), the
symbol appears after percentage values throughout the sys
tem.
Site Prefix You can enter a site prefix, which is a positive, three-digit num
ber that represents a server site.
Admin User ID You can enter an administrator user ID when an end user with
draws from a class and the system enrolls another user (who
was on the waitlist) into an open seat in the same class.
Introduction Panel ID When you select an introduction panel ID, the introduction
panel appears to administrators on the SAP SuccessFactors
Learning Administration home page. The system provides one
introduction panel ID by default, but you can also add new in
troduction panels ( System Administration Application
Administration User Introductions ) to meet your business

needs. The default panel ID for the new UI is DEFAULT_LEARN
ING_ADMINISTRATION_INTRO.
Curriculum Basis Date When you select a curriculum basis date, the system sets that
date by default on every item that you associate with a curricu
lum ( Learning Activities Curricula Contents ). The

curriculum basis date defines the beginning of a time period
that the system builds using initial or retraining assignment in
formation. When a user completes an item, the item is not due
again until the end of the next period. Using the basis date, you
can assign an item that is due once a quarter or once a year
but allow the user to complete the item at any time during the
quarter or year.

Enable substitutes When you select Enable Substitutes, the system enables item
substitutes that users can complete to receive full credit for
original items. You can add substitutes to an item on the
Substitutes tab of the item record ( Learning Activities
Items Substitutes ).
Show Legacy Configuration Changes When you select Show Legacy Configuration Changes, the sys
tem shows and compares your legacy configuration changes
against the default configuration ( System Administration
AICC Max-Normal New courses (learning items) get the AICC max normal value
from Global Application Settings by default when you create
new learning items. Individual courses can override the default.
Imported AICC courses can set their max normal values in the
CRS definition.
Capture Content/Exam Object score as Item grade when If you select Capture Content/Exam Object score as Item grade
recording learning when recording learning ( System Administration
Configuration Global Application Settings General
Settings ), then the system automatically records the score a

user received on a content object that is associated with an
item, but only if you configured the content object to record a
learning event when passed or failed (by selecting the Record
learning event when content passed or Record learning event
when content failed ( Learning Activities Items Online
Content ). When the system records object score as an item

grade, then the system makes that information (the content
object score) viewable by users and administrators alike.
Enable Guide Me Mode If you select Enable Guide Me Mode in the General Settings
area ( System Administration Configuration Global
Application Settings ), then the system places another Enable

Guide Me Mode in each administrator’s preferences. If you se
lect the Enable Guide Me Mode for your preferences, then the
system allows you to choose Use Guided Mode when you
choose a group of quick links on your home page. Typically, the
purpose of using the guided mode is to provide less experi
enced administrators with a guided process for completing
routine, multi-step actions.

Enable Inline Content Launch Configuration Enable Inline Content Launch Configuration toggles the iframe
option globally. In general, clear this checkbox if you have a
very controlled environment and you use versions of SCORM
or AICC that require a separate window. When clear, the
Launch in a New Browser Window checkbox is not available in
content import and content objects.
Item Direct link should launch the latest active productionized When you select this checkbox and more than one active revi
sion of the item exists, the system navigates the learner to the
revision of the item
latest productionized revision of the item the learner has ac
cess to.
Grant Credit for events completed the day before assignment SAP SuccessFactors Learning provides the option to allow
date users who have completed an assignment within 24 hours of a
new assignment to get credit. This can be turned on using a
new setting System Administration Configuration
Global Application Settings Grant Credit for events
completed the day before assignment date . If you have users

in multiple time zones, then Grant Credit for events completed
the day before assignment date is useful for you. Without it,
when the assigner is a day ahead of the assignee, completions
would not grant credit for the assignment because of time and
date conversion.
Enable QR Codes When selected, users can attend training with a "boarding
pass" to their classes. The system emails a QR code as part of
their enrollment notification. They can print it and bring it to
class, where the instructor can scan the code and automati
cally record that user's participation.
More configuration is required: enable vCalendar attachments.
Go to System Administration Configuration Global
Application Settings Mail and select Enable Vcalendar

attachments.
More configuration is required if you have customized your no
tifications. Go to System Administration Configuration
Notification Templates to include the QR code syntax tag. If

you are using default notification templates, the QR code is au
tomatically included.
Use Editor Content When Sending Email Notification When selected, Use Editor Content When Sending Email
Notification enables the What You See Is What You Get (WYSI
WYG) notification template editor in System Administration
Configuration Notification Templates . It is a prerequisite

to using the editor.

19.4.16 Learning Global Application Settings
Global Application Settings are settings, applied globally for your Learning implementation.
You typically edit global application settings during implementation and then leave them unchanged until you next
review your deployment. The most commonly reviewed global application settings are in Learning Administration,
System Administration Configuration Global Application Settings , but there are other global application
settings in other places in the application. For example, you can consider the system configuration global
application settings or custom columns global application settings.
Related Information
General Global Application Settings [page 1022]

Delegate Settings Global Variables [page 852]
Virtual Learning System Global Application Settings [page 1121]
Setting AICC Wrapper Confirmation Text [page 730]
19.4.17 Process for Enabling SAP SuccessFactors Learning

Email Messages
To enable email messages in SAP SuccessFactors Learning, you configure the basics, you configure how email
invitations work, and you configure email archiving.
Basic Configuration for Email Messages
Basic configuration for email messages includes turn on the system, making some behavioral choices, and setting
up automatic processes that manage the notifications.
Learning Invitation Configuration for Email Messages
Email invitation configuration includes how you want SAP SuccessFactors Learning to set calendar appointments
for users for classes.

Archive for Email Messages
SAP SuccessFactors Learning offers you choices for archiving email that it sends. Choose an archiving option that
matches your company policy.
19.4.17.1 Enabling Email Notifications in SAP SuccessFactors

Learning
Enable email notifications in SAP SuccessFactors Learning so that Learning can send email messages about
training and system information.
Prerequisites
We rely on a separate (Simple Mail Transfer Protocol) SMTP server to send email. The configuration of the SMTP
server is done at the backend. You can also use the server we provide. If you plan to use your own, your
configuration is more complex. You must, however, have an SMTP server identified before you enable the email
notifications.
Context
You typically enable notifications during implementation and when you start a new instance.
 Note
When you select a custom certificate for Default Certificate Template for Items and Default Certificate Template
for Programs, email notifications are sent to users irrespective of the Enable email configuration in Global
Application Settings Mail . If you don't select a custom certificate, then email notifications are sent based on
the Enable email configuration in Global Application Settings Mail .
Procedure

2. Select Enabled in Enable email.
 Note
The SMTP server settings are handled at the backend.

3. Type the email addresses that administrators see as the sender in Admin Email Notification and that learners
see as the sender in User Email Notification.
For example, you can type noreply@<your company domain>.

4. In Email Frequency, type 5.
Email Frequency is the number of minutes that you want the application server to wait before it contacts the
SMTP server to send notification messages.
5. In Send email notification from select Select from list and then type a comma-delimited list of email addresses.
Select from list allows administrators to choose an address from one or more addresses that you provide and
control. When administrators create ad-hoc notifications, Learning adds the email address of the administrator
who is attempting to send the notification to the top of this list automatically, but they can select any one of the
emails addresses you provide.
○ Free-form allows administrators to type any email address with valid syntax. It doesn’t do a legal check of
the text that an administrator types.
○ Admin forces administrators to use their own email addresses.
Next Steps
Configure email invitations and email archiving.
Related Information
Enabling Email Archiving Inside SAP SuccessFactors Learning Learning [page 1052]
Masking Email Addresses from SAP SuccessFactors Learning System Email Notifications [page 1010]
19.4.17.2 Sending Virtual Learning Email Notifications from

Administrator's Email Instead of Instructors
Send virtual learning email notifications from administrator's email instead of instructors to make virtual learning
email notifications behave like all other email notifications and to hide instructor email addresses for privacy.
Procedure

2. Click Mail.

3. Select Use Admin's email address for VLE email notifications.
19.4.17.3 Overriding Individual Course or Class Calendar

Attachments with Global Templates
Override individual course or class templates if you want SAP SuccessFactors Learning to ignore any calendar
attachments in the course or class template and send the global calendar attachment instead.
Context
If you override individual course or class messages with global templates, then the system uses the global ICS
attachment when it sends the notification: the legacy behavior before Q1 2017. If you do not override individual
course or class messages with global templates, then each customized course or class notification gets its own ICS
copy: the new standard behavior. If you do not override, then changes to the global ICS attachment leave
individualized notifications unaffected.
 Note
Overriding individual course or class calendar attachments with global templates is not best practice.
Procedure

2. Select Always use VCAL message from the Global templates.
Changes to the global ICS attachment change individualized notifications without warning.
19.4.17.4 Periodic SAP SuccessFactors Learning Reminder

Email Notifications
SAP SuccessFactors Learning has automatic processes that periodically send reminder email notifications to
users.
In most cases, SAP SuccessFactors Learning sends email notifications because of an event. For example, it sends
notifications when users are enrolled in training. But SAP SuccessFactors Learning also uses automatic processes
to send periodic notifications to users to remind them to do something, to send a newsletter, and so on. You

configure the periodic reminders as automatic processes so that you can control how often they send their
messages.
19.4.17.4.1 Controlling When Learners are Notified of Changes

to their Learning Assignments
If you have a special case that requires special rules, change when users are notified of their learning assignments.
Context
Most customers can use the default settings for learner email notifications to changes to their learning
assignments. We recommend the defaults. If, however, you have a special case that requires more restrictive
notification rules, you can adjust the email notifications that SAP SuccessFactors Learning sends when courses are
added and removed from learning assignments.
Procedure

2. In the page, find Learning Plan Email Notification Settings.
 Note
Learning Plan is the old phrase for what is now Learning Assignments.
3. Change how learners are notified when their assignments change.
Setting Description
Notify user when item added to their learning plan If you select Notify user when item added to their learning
plan, SAP SuccessFactors notifies learners when courses are
added to their learning assignments.
Notify user when item modified in their learning plan If you select Notify user when item modified in their learning
plan, SAP SuccessFactors notifies learners when their learn
ing assignments are modified.
Notify user when item removed from their learning plan If you select Notify user when item removed from their
learning plan, SAP SuccessFactors notifies learners when
courses are removed from their learning assignments.

Setting Description
Allow user to modify learning plan notification settings If you select Allow user to modify learning plan notification
settings, learners can control their own email notifications.
They can decide to be notified when courses are added,
changed, or removed from their assignments. The values of
the other learning email notifications become the default
values. Learners can override your settings.
For example, if you select Notify user when item removed

from their learning plan and you select Allow user to modify
learning plan notification settings, then by default, learners
are notified when courses are removed but learners can go
into their options and clear it so that they do not receive
email notifications for removed courses.
4. Change how managers are notified of their employees' assignments.
 Note
For learners themselves, you typically want them to get their email notifications because it's about their
own assignments. Typically, you also want managers to get email notifications from their employees, but
it’s slightly more likely that you want to disable the email notifications. You might disable the email
notifications if you are in an organization that doesn't allow managers to assign or manage employee
assignments. By disabling the email notifications, employee data is blocked from the manager.
Setting Description
Notify Manager when user successfully completes an item If you select Notify Manager when user successfully
completes an item, notifies managers when a course is suc
cessfully completed by one of their employees.
Notify Manager when user unsuccessfully completes an item If you select Notify Manager when user unsuccessfully
completes an item,SAP SuccessFactors notifies managers
when a course is unsuccessfully completed by one of their
employees. This means that the user didn’t meet the re
quirements in some way (didn’t attend the entire course,
didn’t pass an exam, and so on).
5. Click Propagate Learning Plan Email Notification Changes and then follow the process to run the propagation
job.
Next Steps
Schedule the Learning Plan Email Notification automatic process. Go to System Administration Automatic
Processes Learning Plan Email Notification .

Related Information
Creating Automatic Notifications to Learners When Course Assignments Change [page 1031]
19.4.17.4.2 Creating Automatic Notifications to Learners When

Course Assignments Change
Create automatic notifications to learners when course assignments change so that when learners' course
assignments change, they receive a notification that they have a new assignment and their supervisors stay current
on their assignments.
Prerequisites
The bulk of the configuration for automatic notifications when learners' course assignments change occurs in
System Administration Application Administration User Settings Learning Plan Email Notification
Settings . Before you create the automatic notifications, configure how you want the notifications to behave.
If you want to customize the message that SAP SuccessFactors Learning sends for external verification reminders,
change the ApmStudentLearningPlanNotification template for learners and the
ApmSupervisorLearningPlanNotification template for supervisors.
Context
The learning plan notification process sends notifications to learners when a course from the learner’s learning plan
is added, removed, or modified. It sends notifications to supervisors when a learning event is recorded for one of
their direct reports. SAP SuccessFactors Learning notifies supervisors even if the item isn’t on the learner's
learning plan.
Procedure

Processes Learning Plan Email Notification .

Related Information

Controlling When Learners are Notified of Changes to their Learning Assignments [page 1029]
Creating Prompt for Users to Complete Courses that are Near the Due Date [page 1032]
19.4.17.4.3 Creating Prompt for Users to Complete Courses that

are Near the Due Date
Create an automatic reminder for users when they need to take action on their course assignments so that SAP
SuccessFactors Learning prompts them to complete their assignments when they near their due date.
Procedure

Processes Learning Expiration Email Notification .
2. In Schedule, select Schedule This Process and then set a schedule for it to run.
3. In Email Recipients, decide who should receive the learning expiration notification.
When you select this... ...The following recipients get the notification
User The user whose learning is expiring within the threshold of days. This is the user
responsible for completing the expiring learning content.
Manager The supervisors of the user whose training is expiring.
4. To enable a separate email template for overdue items, select SuccessFactors Overdue Learning Notification.
This setting can be confusing because it looks like you can clear SuccessFactors Overdue Learning Email
Notification to disable overdue learning notifications. But that isn’t how it works. Instead, when you select it, it
simply forces the Learning Expiration process to use ApmTrainingOverdue for overdue assignments and
ApmTrainingExpiration soon-to-be overdue assignments. If you clear it, then both overdue and soon-to-
be-overdue assignments use the ApmTrainingExpiration template.
5. In Threshold, type the number of days into the future that the process should check for a next action date (for
curricula) or a required date (for learning items).
For example, if you type 30 in Threshold, then when the Learning Expiration automatic process next executes, it
looks 30 days into the future. If it finds any users with courses due in the next 30 days, it sends the notification.
6. In Reminder Period, type the number of days that the process should wait to send a reminder.
For example, if you type 30 in Threshold and 7 in Reminder Period, then a user receives up to four notifications
(one message every 7 days for 30 days before the required or next action date) that remind them to complete

the item. That is, if you execute the automatic process every day, then the user receives four reminders; if you
run the process every two weeks, then the user receives two reminders.
Related Information

19.4.17.4.4 Creating an Automatic Reminder for Learners to

Take Action on External Verification
Create an automatic reminder for users to take action on external verification so that learners remember to submit
their external learning events to their supervisors for verification to get credit for their completion.
Prerequisites
change the ExternalVerificationReminder template.
Context
This reminder applies if you’re using the external event system, which is often known in U.S. Federal Government
customers as the SF-182 process. The U.S. Federal Government has a strict system for requesting, completing, and
getting credit for external events.
Procedure

Processes External Learning Verification Approval Reminder .
3. In Maximum Notifications, set the times that a user should be reminded about an external event before the
process stops notifying them.
If you set Maximum Notifications to 3, then the process sends three reminders to a user about a particular
event and then stops sending reminders.

4. In Reminder Period, type the number of days that the process should wait before sending another reminder.
If you set Reminder Period to 5, the notification process waits five days before sending a follow-up reminder to
the same user about the same external event.
Results
On the schedule you set, the external verification reminder automatic process sends out email notifications if it
finds a user with an external learning event that has a completion date in the past but the user hasn’t yet requested
for the supervisor to verify the learning event.
Related Information

19.4.17.4.5 Creating an Automatic Reminder for Courses in Jam

Groups
Create an automatic process to send a notification when an administrator sets one of the available invitations while
associating an item with a Jam group.
Prerequisites
change the JamGroupInvitation template.
Context
The Item Jam group notification automatic process sends notifications when an administrator sets one of the
available invitation settings while associating an item with a Jam group ( Learning Activities Items Jam
Groups ).

Procedure

Processes Send Jam Groups Invitation .
Related Information

19.4.17.4.6 Creating an Automatic Reminder for Users to Attend

Classes
The Class Delivery process sends notifications to remind users that they’re registered for an upcoming class.
Prerequisites
change the automaticprocessInstanceDelivery template.
Procedure

Processes Upcoming Class Reminder Email Notification .
3. In Threshold, type the number of days in advance of the class that you want to remind users.
Type a threshold that is higher than the scheduled interval of the automatic process.
If you type 7 in Threshold but run the automatic process every month, users don’t receive their email a week
before their training (as you intended with the threshold). Instead, they receive reminders monthly, when the
automatic process runs.

4. In Email Recipients, select who should receive the notification.
Recipient Description
Users You almost always select user if you set up this process because its purpose is to
tell users (learners) that they have upcoming classes.
Supervisors Consider including or excluding supervisors depending on how involved they are
with their employees' training requirements. If your managers are involved in their
teams' training, select it.
Example
You want users to receive reminders about upcoming training seven days before the start of the class and your
classs can start on any day of the week. Furthermore, your supervisors actively oversee their employees' training.
In this case, we recommend:
● Set Threshold to seven days so that users receive an email a week before training.
● Set the schedule to Daily so that the automatic process runs on Wednesday to pick up classs that begin on
Wednesday and runs on Thursday pick up ones that begin on Thursday, and so on.
● Set Email Recipients to User (employee) and Supervisor so that the supervisor gets a copy of the reminder and
can talk with the employee about attending the class.
Related Information


19.4.17.4.7 Creating an Automatic Reminder for Expiring Free-
of-Charge Subscriptions to SAP SuccessFactors
Learning
Create an automatic reminder for expiring subscriptions if you use Learning commerce features and paid
subscriptions to Learning.
Context
Organizations can pay a subscription fee so that their users can access learning content for some period of time.
When the subscription nears its end, the process notifies subscription owners that their subscription is nearing its
end.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Admin Automatic Processes
Free-of-Charge Subscription Expiration Email Notification
3. In Send email notification to Free-of-Charge Subscription Owner prior to end date, set the time that the
subscription owners should be notified before the subscription ends.
If you set this to one month, then the process notifies subscription owners that their subscription end one
month before the end of the subscription.
Related Information


19.4.17.4.8 Creating an Automatic Notification for Learners who
Requested a Class
Create an automatic notification for learners who requested a class so that when administrators add a scheduled
offering for a course that users have requested, the users receive notification that their request was met.
Prerequisites
This automatic notification is part of a larger system that allows users to create requests. To send notifications with
this process, enable the request schedule feature, add contact info for learning items, add minimum registration to
learning items, and enable the request processing jobs.
Context
When users can’t find a scheduled offering that they need, they can request it. A request tells learning
administrators that they have a user who needs a class, but it isn’t scheduled for a time that the user can attend.
The administrators can look at the requests and decide to add a class.
Procedure

Processes Requested Class Availability Email Notification .
Results
When the automatic process runs, it looks for:
● New learning offerings that have been added to the catalogs of users who have made requests.
● The start date of the offerings that have been added: are they before the need by date of the request. The need
by date is the date that the user needs to take the course: it’s the user's deadline. So, the automatic process
looks to see if the offering helps users meet their deadline.
● The offerings are in the users' geographic regions. Some companies do not use regions. If the user does not
have a region, the automatic process skips this step. The automatic process looks for regions so that the
offering is close to the user. Users submit requests because they do not have travel budget and so they need an
offering that meets their deadline in their region.

When a user with a request has offerings that meet the criteria, the automatic process sends them an email. The
email includes the course name (learning item title), it includes the details of the offering, and it provides a link to
register for the offering.
Related Information

19.4.17.4.9 Creating a Recommendations Email Newsletter
Create a recommendations email newsletter to email a list of recommended courses to users.
Prerequisites
Before you set up the recommendations newsletter, enable users to receive and make peer to peer
recommendations.
Context
In SAP SuccessFactors Learning, users can make recommendations to their peers and administrators can make
recommendations to users through assignment profiles. For example, if users finished a course and it was very
helpful to them, they can recommend it to peers. The Recommendations Newsletter compiles the peer and
administrator recommendations for a user, but does not make the recommendations.
Procedure

Processes Recommendations Newsletter .
3. In Email Notification Interval, type a number of days that the newsletter rests (does not go to users).
The notification interval defines a time when a user won't receive the recommendations newsletter. It is a “rest
period” between notifications. You define it in days, so you can think of this as the "days between

recommendations." Setting a good interval helps you avoid overexposing your users to recommendation
emails.
If you type 7, then users who have already received an email do not receive another one for seven days. After
seven days, on the next run of the process, the user does receive an email.
Related Information

19.4.17.4.10 Creating Automatic Account Reminders for User-

Created Accounts
Create automatic account reminders for user-created accounts so that users who have requested accounts can
receive the results of their requests.
Prerequisites
Procedure
1. Go to System Administration Automatic Processes User-Created Account Approval Reminder .

3. In Maximum email notifications, set the maximum number of notifications for each request to be sent to an
approver.
If the number of notifications sent to an approver exceeds the maximum, the request is still active, but the
system no longer sends messages. If you don’t provide a value, there’s no maximum: the approver receives
reminders indefinitely.
4. In Reminder period, set the number of days that the system should wait before resending a reminder.

Set a reminder period so that approvers don’t receive an email each time the process runs. You can set the
process to run daily, for example, but set a reminder period of seven days. Although the system runs daily,
approvers see a reminder once a week.
Example
If you schedule the process to run daily, set the maximum notifications to three and the reminder period is set to
seven, then when the process runs, it looks for requests that are still unapproved after seven days and it sends a
reminder to the approver. After it sends three reminders, it stops sending reminders.
19.4.17.4.11 Sending Periodic Digests of Enrollments to

Learning Supervisors
Send periodic digests of enrollments to learning supervisors (including alternate supervisors) so that they aren’t
overwhelmed with individual notifications but instead receive a digest of the individual notifications.
Prerequisites
Periodic digests for supervisors use the ApmEmployeeEnrollmentDigest notification template. Although you
don’t need to customize the notification, if you do customize it, do so before configuring the process.
Context
 Note
The Periodic digests are restricted to 500 entries to an email. This includes all registrations, including the ones
that the supervisors themselves added.
Procedure

Processes Manager Email Notifications for Enrollment Digest .

Related Information

19.4.17.5 Enabling Custom Organization Email Notifications in

SAP SuccessFactors Learning
Enable customized headers and footers in SAP SuccessFactors Learning email notifications if you use
organizations and you want to brand each organization's notifications differently.
Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration Configuration System

Configuration .
2. Open LMS_ADMIN.
3. Find enableNotificationHeaderFooter and set it to true.
When users are a part of an organization, they see the organization's header and footer, which you define in
People Organizations .
4. Find useOrgEmailAsFromForNotifications and set it to true.
When users are a part of an organization, they see the organization's email address as the sender of the email.
You define the email in People Organizations .
Next Steps
Go to each organization in People Organizations and add the custom header and footer and verify that all
organizations have an email address.
Adding Custom Notification Information to SAP SuccessFactors Learning Organizations [page 1043]
Add custom notification information to SAP SuccessFactors Learning organizations so that users'
notifications about their learning appear to come from the organization they recognize instead of the
broader company.
Inheritance in Customized Learning Organization Email Notifications [page 1044]

When you customize Learning organization email notifications, you can customize the highest organization
record in the organization tree so that the update applies to all its sub-organizations.

19.4.17.5.1 Adding Custom Notification Information to SAP
SuccessFactors Learning Organizations
Add custom notification information to SAP SuccessFactors Learning organizations so that users' notifications
about their learning appear to come from the organization they recognize instead of the broader company.
Prerequisites
Enable custom organization email notifications in SAP SuccessFactors Learning.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to People Organizations .

2. Find and open the organization that you want to customize.
3. Go to Summary.
4. In From Email Address, type the email address that users of this organization should see as the sender when
they receive Learning notifications.
5. In Notification Header and Notification Footer, add the header and the footer text that users should see in the
message body when they receive email notifications and are members of this organization.
 Note
○ Always add both a header and a footer.

○ If Notification Header and Notification Footer are empty, the notification system ignores them and
follows the hierarchy rules.
○ Be strict with your HTML usage: wrap your paragraphs in paragraph ( ) tags. If you don’t
include a tag to separate your header and footer from the body of the message, it won’t separate from
the body of the message.
Next Steps
Test your customizations by sending email to test users in different organization.
Task overview: Enabling Custom Organization Email Notifications in SAP SuccessFactors Learning [page 1042]

Related Information
Inheritance in Customized Learning Organization Email Notifications [page 1044]
19.4.17.5.2 Inheritance in Customized Learning Organization

Email Notifications
When you customize Learning organization email notifications, you can customize the highest organization record
in the organization tree so that the update applies to all its sub-organizations.
Organizations are hierarchical, so the header and footer that users see could come from the users' parent
organizations. When sending a notification, the system starts looking for headers and footers at the users' lowest
organization and then works up the hierarchy until it finds a custom header and footer. When it finds either a
header or footer, it stops looking and uses the header and footer at the current organization level, even if one is
populated and the other is blank (for example if the header is populated with text and the footer is blank, the
system stops going up the hierarchy, and sends the blank footer).
 Tip
When testing, if you do not see the header and footer you expect, check to see if you configured header or
footer on a child organization.
Parent topic: Enabling Custom Organization Email Notifications in SAP SuccessFactors Learning [page 1042]
Related Information
Adding Custom Notification Information to SAP SuccessFactors Learning Organizations [page 1043]
19.4.17.6 Learning Invitations Email Configuration
Email invitation configuration includes how you want SAP SuccessFactors Learning to set calendar appointments
for users for classes.
In SAP SuccessFactors Learning, you can choose how the notification system sends calendar invitations for
classes. For example, when SAP SuccessFactors Learning sends an enrollment notification to learners, it can send
an .ics attachment or a calendar invitation so that learners can add the course to their calendars.
Enabling Calendar Invites in SAP SuccessFactors Learning Notifications [page 1045]

Enable calendar invites for SAP SuccessFactors Learning notifications if you want recipients to receive
standard calendar invites instead of iCal attachments.
Enable Calendar Attachments for SAP SuccessFactors Learning Notifications [page 1046]

Enable calendar attachments instead of calendar invites in SAP SuccessFactors Learning notifications if
you can’t send calendar invites but you want to allow users to create appointments not their calendars for
training.
Suppressing Informational ICS Attachments for Supervisors when Users Receive Scheduled Offering
Enrollment Notifications [page 1047]
Suppress informational ICS attachments for supervisors when users receive class notifications so that
managers can, if they want, add their employee's learning event to their calendars.
Enabling QR Codes to Record Attendance [page 1048]

Enable QR codes to allow instructors to record users' attendance in their courses by scanning a code that is
sent to them in an enrollment email notification or on their mobile devices with the SAP SuccessFactors
app.
Rules for Calendar Invites and ICS Attachments [page 1049]

Understand the rules for when the system sends calendar invites or ICS attachments in notifications so
that you can design your notifications correctly.
19.4.17.6.1 Enabling Calendar Invites in SAP SuccessFactors

Learning Notifications
Enable calendar invites for SAP SuccessFactors Learning notifications if you want recipients to receive standard
calendar invites instead of iCal attachments.
Context
Before you enable calendar invites, check the rules to make sure that calendar invites will work for you. Rules for
Calendar Invites and ICS Attachments [page 1049]
Procedure

2. If it isn't already selected, select Enable Vcalendar attachments.
3. Select Send Vcalendar attachments as Calendar Invite.
Task overview: Learning Invitations Email Configuration [page 1044]

Related Information
Suppressing Informational ICS Attachments for Supervisors when Users Receive Scheduled Offering Enrollment
Notifications [page 1047]
Enabling Email Notifications in SAP SuccessFactors Learning [page 1026]
19.4.17.6.2 Enable Calendar Attachments for SAP

SuccessFactors Learning Notifications
Enable calendar attachments instead of calendar invites in SAP SuccessFactors Learning notifications if you can’t
send calendar invites but you want to allow users to create appointments not their calendars for training.
Procedure

2. Select Enable Vcalendar attachments.
3. Select Automatically send Class Enrollment Update Notification on Time Slot deletion.
If you don’t select Automatically send Class Enrollment Update Notification on Time Slot deletion, then users
manage their deletions manually. You experience the behavior as it was before Q1 2017.
If you delete a segment of a class (standard or VLS), the system sends out a deletion ICS or calendar invite.
Related Information


19.4.17.6.3 Suppressing Informational ICS Attachments for
Supervisors when Users Receive Scheduled Offering
Enrollment Notifications
Suppress informational ICS attachments for supervisors when users receive class notifications so that managers
can, if they want, add their employee's learning event to their calendars.
Prerequisites
Informational ICS attachments apply when you send calendar invites. To check if you’re sending calendar invites,
go to System Administration Configuration Global Application Settings , click Mail and then look at Send
Vcalendar attachments as Calendar Invite. If it’s selected, then you’re sending calendar invites.
Context
If you’re sending calendar invites, users receive an appointment request (for example a calendar request in
Microsoft Outlook). You might also want to send an .ics file to the users' supervisors so that they can add the
appointment to their calendar without being invited to the training event.
 Note
The informational ICS is sent with class enrollment notifications only.
Procedure

2. Click Mail.
3. Clear Suppress Informational ICS Attachments for Notifications.
 Note
The ICS attachment is suppressed for VLS segments when Class Enrollment notification sent to users
when Suppress Informational ICS Attachments for Notifications is enabled. The user only receives the
Calendar Invite for the VLS segment through the VLE Enrollment Notification.

Related Information

19.4.17.6.4 Enabling QR Codes to Record Attendance
Enable QR codes to allow instructors to record users' attendance in their courses by scanning a code that is sent to
them in an enrollment email notification or on their mobile devices with the SAP SuccessFactors app.
Prerequisites
To use QR codes, your organization should have the following in place:
● The instructor dashboard accessible to instructors

● The record attendance permission for instructors
● Hardware for the instructor to read the QR Codes (an iPad)
● Enrollment notifications for users who don’t have the SAP SuccessFactors on their mobile device (users can
print the QR code with their enrollment notification)
Context
 Note
QR codes can mark attendance, but they don’t post completion. For users to be marked complete, another step
is required. Depending on your configuration, the instructor can mark them complete or a learning
administrator marks them complete.
Procedure
1. Log in to the SAP SuccessFactors Learning administration environment.
2. Go to System Administration Configuration Global Application Settings Mail .

3. Verify that Enable Vcalendar attachments is selected.
QR codes are part of the attachments in enrollment notifications. If you don’t enable the calendar attachments,
users never receive their QR codes.

4. Go to System Administration Configuration Global Application Settings Global Application Settings .
5. Select Enable QR Codes.
Related Information

19.4.17.6.5 Rules for Calendar Invites and ICS Attachments
Understand the rules for when the system sends calendar invites or ICS attachments in notifications so that you
can design your notifications correctly.
These rules apply when you send calendar invites and ICS attachments with notifications. You control some of this
with the Send Vcalendar attachments as Calendar Invite in System Administration Configuration Global
Application Settings Mail .
Rules for Calendars and Notifications
Condition Learning Response
Virtual Learning Service (VLS) course segments are created If you select Send Vcalendar attachments as Calendar Invite,
then the VLS segment notification is sent as a calendar invite
and the class notification is sent as an ICS attachment. The
class notification remains an ICS attachment because we don’t
want the client to overwrite the segment with the class or the
other way around.
If you don’t select Send Vcalendar attachments as Calendar

Invite, then both are sent as ICS attachments.
Segments (standard or VLS) are deleted Calendar invite cancellations or ICS cancellations are sent de
pending on how you set Send Vcalendar attachments as
Calendar Invite. If you select it, then calendar invite cancella
tions are sent. If you clear it, then ICS cancellations are sent.
Additionally, you must select Automatically send Class

Enrollment Update Notification on Time Slot deletion to enable
this.

Parent topic: Learning Invitations Email Configuration [page 1044]
Related Information

Enabling Email Notifications in SAP SuccessFactors Learning [page 1026]
19.4.17.7 Email Notification Archiving in SAP SuccessFactors

Learning
SAP SuccessFactors Learning offers you choices for archiving email that it sends. Choose an archiving option that
matches your company policy.
Email archiving in SAP SuccessFactors Learning is useful for troubleshooting and for traceability. You can see the
messages that were sent from the notification system. We understand, however, that archiving policies differ from
customer to customer. Some organizations are more strict about archiving personal communication and some are
more lenient. We offer you choices to fit your policy.
Check your company policies to learn what they allow and prevent for special archiving of emails sent to users
about, for example, their learning activities.
● If your policy prevents any special email archiving, you can configure SAP SuccessFactors Learning so that it
does not archive any email notifications except in standard ways. For example, users can archive the messages
that they receive.
● If your policy allows email archiving but requires you to stored on your email servers, then choose Blind Carbon
Copy (BCC) archiving.
● If your policy allows email archiving and allows it within third parties like SAP SuccessFactors, you can choose
to archive within SAP SuccessFactors.

19.4.17.7.1 Preventing Email Notification Archiving
Prevent email notification archiving if you don’t need the archive for troubleshooting or if your company policy
doesn’t allow email archives.
Context
that they receive.
Procedure

2. Clear Enable Email Archiving.
When you clear Enable Email Archiving, we don’t archive any email messages. So, there are no messages to
purge.
19.4.17.7.2 Enabling BCC Email Archiving in SAP SuccessFactors

Learning
Enable BCC email archiving in SAP SuccessFactors Learning so that Learning to keep a record of the information
that you sent to users in email notifications and to keep it on your email servers as opposed to in SAP
Prerequisites
You archive mail to an email address that you control. Ask your company Information Technology (IT) team to
create an email address for you for the purpose of archiving the email messages that go to users. You can tell your

IT team that it needs standard archiving and limiting rules to delete messages after a period of time and to keep the
mailbox below a set size.
Context
that they receive.
Procedure
1. Go to SAP SuccessFactors Learning learning administration and then go to System Administration

Configuration Global Application Settings Mail .
2. Select Enable Email Archiving.
3. Select BCC Address For Archiving and then type the address that the IT organization gave you in the text box.
19.4.17.7.3 Enabling Email Archiving Inside SAP SuccessFactors

Learning Learning
Automatically purge the SAP SuccessFactors Learning email archive to keep your application clean of past email
notifications and data.
Context

that they receive.
Procedure

Global Application Settinngs Mail .
2. Select Enable Email Archiving.
3. Select Purge Emails older than, and then type a number of months that SAP SuccessFactors Learning retains
email notifications before they are purged.
For example, if you type 2, then we purge any emails from the archive that are older than two months.
Next Steps
Check the batch site of the purge. Go to System Administration Configuration System Configuration and
then open LMS_ADMIN. Find emailArchivePurgeBatchCount and make sure that it is set to the default value.
19.4.18 Customizing Notifications in the Notification Editor
Use the notification editor to edit the system notifications that users receive.
Prerequisites
Enable the notification editor. Enabling the Rich Text Learning Notification Editor [page 1058]
Context
SAP SuccessFactors Learning sends notifications to users about learning events, enrollment, and so on. When you
first implement SAP SuccessFactors Learning, it includes default notifications. You can edit those notifications if
you need to customize them for your business.

Procedure
1. Go to System Administration Manage Email Notifications Email Notification Templates , find, and open
the notification you want to edit.
Searching for Notification Templates [page 1054]

2. Click Messages.
3. Click Launch Editor.
Related Information
Editing and Formatting Notification Text [page 1055]

Adding Dynamic Content to Email Notifications [page 1056]
Adding an Attachment to SAP SuccessFactors Learning Notifications [page 1057]
Inserting Direct Links into Notifications [page 1058]
19.4.18.1 Searching for Notification Templates
Search for notification templates when you want to edit the email messages that SAP SuccessFactors Learning
sends.
Procedure
1. Look at the list of notifications to find the name of the template that you want to edit.
Email Notification Template Groups in SAP SuccessFactors Learning [page 1073]
2. Go to SAP SuccessFactors Learning Administration and then go to System Administration Manage email
Email Notification Templates .
3. Use the search menu to find the template you want to edit.
Next Steps
Edit the notification template.
Related Information
Customizing Notifications in the Notification Editor [page 1053]

19.4.18.2 Editing and Formatting Notification Text
You can edit the subject and body of any SAP SuccessFactors Learning notification using plain text and then format
it with HTML.
Prerequisites
This process describes how you add and format text with the rich text notification editor. If you haven’t yet enabled
it, then you can use the legacy notification editor. We recommend that you enable the rich text notification editor.
To edit the text, first search for and find the notification that you want to edit, and then open it in the notification
editor. Customizing Notifications in the Notification Editor [page 1053]
Context
When customizing notification messages, most customers can change a little text or format the text slightly. You
might, for example, want to add a link to your learning system or you might want to add a tag line. Otherwise, you
can use the rest of the notification in its default form.
Procedure
1. In the list of languages, select the language that you want to edit.
Many companies support users of multiple languages. If you support multiple languages, you should consider
translation as part of your effort. You can send the text that you type to a translator who can change the text for
you. When the translator returns the text, you can switch your language and paste the text into the Body in the
right place.
 Note
If you’re accustomed to the legacy editor, you might think that you’re changing labels on the back end. But
the new notification editor doesn’t change labels. You are, therefore, immune to upgrades overwriting your
customizations.
2. In Subject, change the subject for the recipient.

3. In the Body section, edit the text.
4. To format the text, select it and use one of the formatting buttons to change its appearance.
Related Information
Enabling the Rich Text Learning Notification Editor [page 1058]

19.4.18.3 Searching the list of supported tags for any SAP
SuccessFactors Learning Notifications Template
Search what tags are supported in a particular notification template.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration Manage Email .
2. Search for the notification template for which you wish to see the supported tags.
3. Click Edit or View.
4. Go to Messages and click Syntax Tags.
Results
You’ll now be able to see the list of tags supported for that particular notification template.
19.4.18.4 Adding Dynamic Content to Email Notifications
Add dynamic content to email notifications to pull in data that applies to the particular email notification as
opposed to boilerplate that applies to all recipients and every email notification.
Prerequisites
This process describes how you add dynamic content with the rich text editor for email notifications. If you haven’t
yet enabled it, then you can use the legacy editor. We recommend that you enable the rich text editor.
To edit the text, first search for and find the email notification that you want to edit and then open it in the email
notification editor. Customizing Notifications in the Notification Editor [page 1053]
Context
You often want to send dynamic content in an email notification message. For example, if you want to send an email
notification that contains a list of learning items that have met the minimum threshold for scheduling a course, you
want your email notification to include a list of those learning items. The list is dynamic: it changes every time the
email notification is sent.
To send dynamic content, you use tokens. They’re placeholders for information that originates from the database.
For example, if you include the "<&END-DTE>" token ID in an email notification template, then the actual end date

of the activity replaces the token ID when SAP SuccessFactors Learning Administration stores the email
notification message in the PA_MAIL table.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Manage Email
2. Search and find the e-mail template that you want to modify.
3. Choose Edit to modify the required e-mail template from the search results list.
4. Go to Messages and choose Launch Editor.
5. In Body, place your cursor where you want to insert the dynamic text.
6. Choose Edit Syntax Tag to find the token that you want to insert and click it.
The set of tokens for any one email notification is set at the application level and you can’t change it.
7. To remove a token, click  the close button for the token.
Related Information
Enabling the Rich Text Learning Notification Editor [page 1058]
19.4.18.5 Adding an Attachment to SAP SuccessFactors

Learning Notifications
Add attachments to notifications when you want the email messages that SAP SuccessFactors Learning sends to
have an attachment.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Manage Email
2. Find the notification template that needs the attachment.
Searching for Notification Templates [page 1054]

3. Go to Attachments.
4. Add the information in the section and then click Choose File to upload the file and then click Add.
For each attachment, you must add a unique attachment ID, and the path to the attachment must be
accessible to SAP SuccessFactors Learning Administration. The attachment can’t exceed 1 MB.

19.4.18.6 Inserting Direct Links into Notifications
Insert direct links into SAP SuccessFactors Learning notifications so that you can direct recipients to a specific
place in the application.
Context
Direct links are useful if you want your notification to take a user to a specific place in SAP SuccessFactors
Learning. When you use direct links, you don't compromise system security. Users must log in if they aren’t logged
in already, and they can access only the sections of the user interface that their permission restrictions allow.
You can insert a hyperlink into a notification so that users can directly access certain locations in the user interface
(after they have provided logon information, if they aren’t already logged on). To ensure that you use the correct
URL for the link, we recommend that you generate a direct link () that you can paste into the notification.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to System Administration System

Management Tools Generate Direct Link .
2. Build the direct link that you want to insert into the notification and then copy the link.
3. Go to System Administration Manage Email Email Notification Templates .

4. Find the notification that you want to edit, open it, and then go to Messages and click Launch Editor.
5. Place your cursor in the body where you want to add the link and then click  (Insert/edit link).
6. Paste the direct link in Url and complete the other fields.
7. Click Ok.
19.4.18.7 Enabling the Rich Text Learning Notification Editor
Enable the rich text notification editor for a What You See Is What You Get (WYSIWYG) editing experience.
Prerequisites
Before you upgrade, we recommend that you understand how the rich text editor works and how you plan to use it.
Customizing Notifications in the Notification Editor [page 1053]
Work Around for LOOP Tags in Tables for Notifications [page 1065]

Procedure
1. Go to System Administration Configuration Global Application Settings .

2. Select Use Editor Content When Sending Email Notification to enable the editor system-wide.
3. Go to System Administration Manage Email Notification .

4. Open a notification template that you want to edit and then go to Messages.
5. To edit the content but still rely on the existing message syntax, click Launch Editor but do not select Use Editor
Content When Sending this Notification.
6. When you are ready to begin sending notifications based on the rich text editor, select Use Editor Content When
Sending this Notification for each individual message.
19.4.18.8 Finding the Relationships Among Notification

Components
To work with notifications, you often need to find how its main components relate to one another so that you know
which component to change.
Prerequisites
Before you begin, be sure to understand how the components work together. The Relationship Among Syntax Tags,
Syntax Objects, and Notifications Templates [page 1070]
Procedure
1. Go to System Administration Manage Email Notofication Email Notification Templates and in Records
per Page, select All.
2. Use your browser's Find option to find the template you’re looking for or use this help.
Template ID to Trigger to Receiver Map [page 1088]
Locations Where You can Send Ad Hoc Notifications in SAP SuccessFactors Learning [page 1120]
3. Click the Edit or the View button for the template (depending on whether you want to edit it or just view the
relationships).
4. In Summary, look at the Syntax ID field.
This is the notification template's Syntax ID. You can edit the syntax object in System Admin Configuration
Notification Syntax .
5. In Messages, look for the labels that the notification is using by searching for label key=.
The value of the key attribute is a label ID, which resolves to text in the recipient's native language. You can edit
the value that it resolves to in References Geography Labels .

6. In Messages, click Syntax Tags.
You see a list of the syntax tags that are permitted for this syntax object and this notification template and a
description of the syntax tag.
19.4.18.9 Rendering SAP SuccessFactors Learning Notification

Messages for Testing
We make changes in the notification editor so that messages can be rendered properly for testing.
Templates from the Legacy Editor are automatically brought into in the new notification editor, which renders a
preview of the preprocessed template. When we bring templates into the new editor and render them for live
preview and email preview, we make changes so that the message can be tested in many email clients:
● Add appropriate HTML elements to support the body content being rendered in the preview.
● Render standard HTML elements in their native formats (for example, tables are rendered as actual tables).
● Render syntax tag descriptions with appropriate wrappers in the place of tags because the template is not
connected to a data set at the time that you test it.
● Escape tags used in href of a and src of img because the template is not connected to a data set at the time
that you test it.
● Convert special tags like LOOP to their equivalent implementation for the rich text editor.
● Handle a special condition where the LOOP tag is used within a table.
Related Information
Learning Notification Code View [page 1062]

Iterative Syntax Tags: LOOP and ROLLUP [page 1061]
19.4.18.10 SAP SuccessFactors Learning Email Notification

Template Migration
When you first open notification templates in Email Notification Template Editor, SAP SuccessFactors Learning you
should check for errors in the template before and after you open it.
You open Email Notification Template Editor by going to System Administration Manage Email Email
Notification Templates , finding and opening the template, going to Messages, and then choosing Launch Editor.
● Before you choose Launch Editor, look if style elements are outside of the body element. We support style
only when it is inside body.
● After you choose Launch Editor, check that:
○ The content of body loads correctly in the new editor.

○ The inline style elements work (test the notification for formatting).
Related Information
Legacy Notification Template Editor [page 1101]

Viewing Original Email Notification Templates [page 1101]
19.4.18.11 Iterative Syntax Tags: LOOP and ROLLUP
In SAP SuccessFactors Learning, LOOP and ROLLUP tags iterate over data to create lists.
SAP SuccessFactors Learning uses iterative syntax tags for some notification messages. Iterative syntax tags
iterate, or loop, over a series of data. For example, the ApmComponentRequest notification template sends a list of
courses that users are requesting. It uses the LOOP iterative tag to loop over the list of requested courses and add
individual course information.
 Restriction
Although you can use these special tags in any notification template, unless you take action with other tags
learners do not receive the iterative information.
LOOP Tag
The LOOP tag is the most common iterative tag. Use it to loop over a section of the notification to build lists. For
example, you can loop over items to add the item type ID, the item ID, the revision, and the title for all items
assigned to a user.
 Sample Code



<label key="notification.ApmComponentRequest.MessageText1"/>




<LOOP>

<label key="notification.ApmComponentRequest.MessageText2"

arg0="<CPNT_TYPE_ID/>" arg1="<CPNT_ID/>" arg2="<REV_DATE/>"
arg3="<CPNT_TITLE/>" arg4="<CPNT_REQ_COUNT/>"/>

 

</LOOP>

 Caution
Restrict lOOP tags to a list: a subset of your notification template. If you surround the entire notification
template with LOOP tags, the notification system builds very large messages and you are likely to run out of
memory.
Rollup Tags
In addition to the LOOP tag, we include these special iterative tags called rollup tags. They are shortcuts so that you
do not always need to build a full loop structure.
Special Iterative Tags
Tag Name Purpose
&ROLLUP_MESG This forces the text that precedes it to appear in non-user noti
fications.
&ROLLUP_STUD_ID This displays the ID of each user who receives the notification
message.
&ROLLUP_STUD_NAME This displays the last name, first name, and middle initial of
each user who receives the notification message
19.4.18.11.1 Learning Notification Code View
Administrators view the underlying code of notifications when working in the SAP SuccessFactors Learning
notification editor.
If something is not working in the rich text editor, you can always edit the mark-up directly. Click the Source code
button to open the source code view.

Source Code View
If you are familiar with the code from Q3 2015 and earlier, you notice that the code differs. The code in the learning
notification code view is the code that renders the rich text, not the syntax tags or labels themselves. Follow these
tips to help you with the code.
Working with the Code
Copy the code out of the code view and paste it into an HTML or XML editor. The editor will give you more tools for
formatting, syntax highlighting, and so on. You can use the code view for light editing, but we don't recommend it if
you are making larger changes to the syntax.

Working with Syntax Tags and Locale Labels
In Q3 2015 and earlier, you used the legacy notification editor in System Administration Manage Email Email
Notification Templates Messages . In that editor, you could directly edit:
● Data syntax tags like <SCHED_ID/> - these syntax tags add data. For example, <SCHED_ID/> added the
scheduled offeirng ID.
● Logic syntax tags like <LOOP></LOOP> - these syntax tags add logic. For example, <LOOP></LOOP> created a
loop over a list of classes, users, and so on so that users could receive a digest email instead of individual
emails for each scheduled offering, user, and so on.
● Label keys like <label key="notification.ApmWaitlistRequest.MessageText2" arg0=... /> -
These label keys looked up the text in users' set locales and rendered it for that user. You could pass the label
keys arguments like data syntax tags to compose a message with dynamic data.
In Q4 2015 and later, the rich text notification editor hides the complexity of the tags. As a side effect, it changes
the way that you are accustomed to working in the code.
Data syntax tags look a little different because the code view shows you what it does to render the syntax tags for
the rich text editor instead of the syntax tag itself. For example, in the Q3 2015 and previous release, if you wanted
to insert a user ID into a notification, you types <STUD_ID/>. In Q4 2015 and later, we render the syntax ID as
follows:
 Sample Code




User ID




The logic syntax tag <LOOP></LOOP> is an exception to the above. When you open the code view, you see the rich
text editor rendering of the tag. Here is an example of the start loop rendering:
 Sample Code

Start Loop

That rendering works for lists, but it does not work for tables. If you want to insert a table, you must go back to the
Q3 2015 and earlier rendering in the code view. For example:
 Sample Code
<table>
<tr></tr>
<LOOP>
<tr></tr>
</LOOP>
</table>

Labels are no longer rendered. Instead, you see the text from the label key “shine through” to the rich text editor.
Because the editor knows the locale (you select it in the editor), it can retrieve the text itself and display it to you.
This creates a slight side effect in the code view: you must be aware of the locale that you originally selected in the
rich text editor.
Related Information
19.4.18.11.2 Work Around for LOOP Tags in Tables for

Notifications
Learning administrators who want to create batch notifications that include tables must work around a limitation
with loop tags.
Background: Q3 2015 and Earlier Use of LOOP Tags
Tables are a common customization in SAP SuccessFactors Learning. Companies want to create digest emails to
tell their employees, for example, all users who have been added to a waitlist. The employees don't want an
individual email for each employee, they want a batch email that tells them all users who have been added after the
last time they were notified.
In the past, the default notifications were difficult to read, so many companies customized them by formatting the
notifications with tables. To continue the example, each waitlisted user went into a new row in a table. To create a
loop that adds rows for each user, you use the logic syntax tag <LOOP></LOOP>. The result is syntax like the
following.
 Sample Code
<table>
<tr>


<th>User Name</th>
<th>User ID</th>
<th>Item Key</th>
<th>Course Title</th>
<th>Registration Status</th>
<th>Offering ID</th>
</tr>


<LOOP>
<tr>
<td><STUD_NAME/></td>

<td><STUD_ID/></td>
<td><CPNT_TYPE_ID/> - <CPNT_ID/> - <REV_DATE/></td>
<td><CPNT_TITLE/></td>
<td><ENROLL_STATUS/></td>
<td><SCHED_ID/></td>
</tr>

</LOOP>
</table>
Use of LOOP Tags Without Tables
With the introduction of the rich text editor, we include the <LOOP></LOOP> tags.
If you click Code View , however, you notice that the loop tags are no longer in the code as <LOOP></LOOP>.
Instead, you see the following. This is called a “span wrapper” because it wraps what you see in the rich text editor
with span tags. The span wrappers for LOOP tags are the current limitation.
 Sample Code


Start Loop




End Loop

Importantly, as long as you avoid tables, the span wrappers for LOOP tags work as expected. For example, if you
create a list of users and separate them with punctuation, the loop tags work as expected in the rich text editor.
Use of LOOP Tags with Tables
If you want to use tabular formatting, you must open the code view and remove the span wrappers for the LOOP
tags and replace them with the Q3 2015 and previous formatting. You change them to simply <LOOP> to start the
loop and </LOOP> to close the loop.
The Q4 2015 and later example below results in the same notification as the Q3 2015 and previous example above.
Notice that the loop span wrapper tags have been replaced with <LOOP> and </LOOP>.
 Sample Code
<table>
<tr>



<th>User Name</th>
<th>User ID</th>
<th>Item Key</th>
<th>Course Title</th>
<th>Registration Status</th>
<th>Offering ID</th>
</tr>






<LOOP>
<tr>
<td>
User Name
</td>
<td>
class="syntaxTagClass" data-tag="tag">User ID
<td>
class="syntaxTagClass" data-tag="tag">Item Type IDItem IDRevision Date
<td>
class="syntaxTagClass" data-tag="tag">Item Title
<td>
class="syntaxTagClass" data-tag="tag">Registration Status
<td>
class="syntaxTagClass" data-tag="tag">Scheduled Offering ID
</tr>

</LOOP>
</table>
Repeating rows is the most likely use of loops in tables, but if you choose to repeat columns, you must follow the
same pattern.
 Sample Code
<table>
<tr>

<LOOP>
<td></td>
</LOOP>
</tr>
</table>
Related Information
Learning Notification Code View [page 1062]
19.4.18.12 SAP SuccessFactors Learning Email Notification

Messages
SAP SuccessFactors Learning builds and sends email messages as notifications.
You can configure SAP SuccessFactors Learning to send email messages to one or more individuals when an event
occurs or a condition is met. For example, SAP SuccessFactors Learning can send email messages to
administrators, managers, instructors, users, or other contacts when:
● An automated process or background job is completed.

● A user registers, withdraws from, requests, or is added to a waiting list for a course.
● A class is rescheduled or canceled.
● A competency assessment must be completed.
● Inventory must be reordered.
You can provide a different email address in the Application Notification Reply-To Email field for email notifications.
The e-mail address in the Application Notification Reply-To Email field is populated based on the data configured in
the Application Notification Admin Email, or the Application Notification User Email fields. Letting customers use a
different e-mail address enhances their user experience by letting customers decide the stakeholders they want to
notify by defining relevant e-mail addresses of their choice.
SAP SuccessFactors Learning Notification Email Templates [page 1069]

Notification email templates control the format and content of email messages sent from SAP
SAP SuccessFactors Learning Notification Email Syntax Tags [page 1070]

Syntax tags insert dynamic content into SAP SuccessFactors Learning notification email templates.
The Relationship Among Syntax Tags, Syntax Objects, and Notifications Templates [page 1070]
To work with SAP SuccessFactors Learning, you need to understand the relationship among its primary
components.
The Difference Between Ad Hoc and System Notification Templates in SAP SuccessFactors Learning [page
1072]
SAP SuccessFactors Learning has two types of notification email messages: ad hoc and system. They serve
two different purposes and work a little differently.
How SAP SuccessFactors Learning Generates Email Message Notifications [page 1073]
This explains how email notifications are generated from SAP SuccessFactors Learning.
19.4.18.12.1 SAP SuccessFactors Learning Notification Email

Templates
Notification email templates control the format and content of email messages sent from SAP SuccessFactors
Learning.
Notification templates format a batch of email messages to learners. Each template sends a different kind of bulk
mail. For example, one template might produce a bulk message to all learners in a class about the time and place
where it meets and another might inform users that they have moved from the class waitlist to an enrolled member
of the class.
Each template contains both personalized and generic content.
● Generic content is boilerplate that appears in the message for all users. For example, a notification template
that formats messages confirming enrollment might have generic content that says “Congratulations, you are
now enrolled!”: all recipients receive the congratulations. Labels insert generic content.
● Personalized content is unique to the instance of the message. For example, in a template that sends
enrollment notifications to managers, generic content could be “The following members of your team have
enrolled in a course:” and the personalized content could be the first and last name of user. Syntax tags insert
personalized content.
 Tip
You can think of notification email templates as mail merge templates.
Parent topic: SAP SuccessFactors Learning Email Notification Messages [page 1068]
Related Information

The Difference Between Ad Hoc and System Notification Templates in SAP SuccessFactors Learning [page 1072]

19.4.18.12.2 SAP SuccessFactors Learning Notification Email
Syntax Tags
Syntax tags insert dynamic content into SAP SuccessFactors Learning notification email templates.
In SAP SuccessFactors Learning, notification templates have a closed set of syntax tags. The set is grouped by a
notification syntax name. For example, APM_COMPONENT_REQUEST is the notification syntax group for the tags that
Learning uses to send email messages about the Item Request Notification automatic process. You can see the
available tags by either going to System Administration Manage Email Email Notification Token Sets or by
editing the notification template in the notification template editor.
For example, if you are editing the item request notification, you see a list of syntax tags in the Syntax Tags section
of the editor. Among the list of syntax tags (placeholders for dynamic content) is the learning item title. The
learning item title syntax tag is in the list of syntax tags because it is among the set of tags in
APM_COMPONENT_REQUEST.
 Restriction
You cannot add syntax tags: they are set by SAP SuccessFactors.
Related Information

19.4.18.12.3 The Relationship Among Syntax Tags, Syntax

Objects, and Notifications Templates
To work with SAP SuccessFactors Learning, you need to understand the relationship among its primary
components.
When you work with notifications, you have three components to consider: the notification template, the syntax
object, and the syntax tags. Most of your work is to understand how the components are related to one another.
SAP SuccessFactors Learning, exposes the relationships in the administration environment, but not the purpose of
each component and how they work together.
● Syntax tags provide dynamic data, like a mail merge. For example, for each learning plan notification that the
system sends, it dynamically includes the users' first name for the <FIRST_NAME/> syntax tag placeholder.
● Syntax objects define how those placeholders work and what translated text the notification system should
use. For example, the learning plan syntax object defines what readers should see in the subject line, in the

body of the email, and how the message should iterate over a list of added, modified, and removed plans.
Importantly, it also identifies the label IDs so that users can read the notification in their own language.
● Notification Templates wrap syntax objects and provide the hook to the triggering event and provide
attachments. For example, the Learning Plan Notification automatic process triggers the
ApmStudentLearningPlanNotification template.
Example
1. When the Learning Plan Notification automatic process runs, it triggers the notification template
ApmStudentLearningPlanNotification. If there are attachments associated with this notification
template in System Administration Manage Email Email Notification Templates Attachments , the
notification system will attach them to the email.
2. The notification system looks up the syntax object associated with
ApmStudentLearningPlanNotification and finds the syntax object
APM_STUDENT_LEARNING_PLAN_NOTIFICATION.
3. From APM_STUDENT_LEARNING_PLAN_NOTIFICATION, the notification system obtains the rules and format
of the message. For example, APM_STUDENT_LEARNING_PLAN_NOTIFICATION loops over added, modified,
and deleted assignments to create three list categories. It also uses the label ID
notification.ApmStudentLearningPlanNotification.MessageText1, which resolves to text in the
users' native languages.
4. Each syntax tag, like <REVISION_DATE_DELETED/>, pulls in the instance text for the user. For example, for
each learning item that is deleted, <REVISION_DATE_DELETED/> pulls in the revision date of the deleted
learning item.
Related Information

Legacy Notification Templates Editor Sections [page 1102]
Using Locale Labels to Translate Notifications (Legacy Editor) [page 1102]
Email Notification Template Groups in SAP SuccessFactors Learning [page 1073]

19.4.18.12.4 The Difference Between Ad Hoc and System
Notification Templates in SAP SuccessFactors
Learning
SAP SuccessFactors Learning has two types of notification email messages: ad hoc and system. They serve two
different purposes and work a little differently.
System Notification Templates
System provided notification templates are triggered by learning events, like a registration or an automatic process.
When they’re configured properly, the are automatic. For example, when learners register for classes, they receive
notifications about the time and place of the class, their managers are informed that they’re enrolled, and so on.
System notification templates aren’t flexible: they have a defined set of syntax tags and each template has a
trigger.
Ad Hoc Notification Templates
Ad hoc notification templates allow administrators to send email messages pages that define users in SAP
SuccessFactors Learning Administration. For example, in Learning Activities Classes , administrators can
click Send Notifications to send a message to users who are associated with the class (enrolled, waitlisted, and so
on).
Because ad hoc notifications are triggered by a person, they have a special set of syntax tags and different rules.
Related Information

Locations Where You can Send Ad Hoc Notifications in SAP SuccessFactors Learning [page 1120]
Notification Tags Available in Ad Hoc Notifications [page 1086]

19.4.18.12.5 How SAP SuccessFactors Learning Generates
Email Message Notifications
This explains how email notifications are generated from SAP SuccessFactors Learning.
The system stores the notification messages in the PA_MAIL table and sends them asynchronously to the SMTP
server, using an internal task scheduler. Therefore, email generation in depends on:
● The SMTP configuration parameters being specified correctly.

● The SMTP server itself being available and configured with the corresponding parameters in SAP
SuccessFactors Learning. If the SMTP server rejects e-mail messages ("relaying denied"), then the system will
not redeliver the messages at a later time. Rejected messages are discarded without indications other than
some errors in the output log of the application server.
Additionally, the system relies on e-mail addresses attached to users, supervisors, and administrators in SAP
SuccessFactors Learning to be specified (not blank) and valid; otherwise, the cannot generate proper email
messages. If you schedule a background job and that job fails, then the system generates no email message;
therefore, no email message is sent or stored in the PA_MAIL table.
Related Information

19.4.18.13 Email Notification Template Groups in SAP

Email notification template groups categorize notification templates.
Template categories are useful to understand utility templates, unused templates, and user-facing templates. They
are not a technical grouping. They are a functional grouping.

19.4.18.13.1 Automatic Process Templates
SAP SuccessFactors Learning administrators, users, and managers receive email messages based on these
templates when an automatic process manager (APM) completes its job.
 Note
Template IDs continue to use previous terminology. For example, while the term catalog changed to library, the
template ID remains ApmUpdateCatalogPrice.
This Template ID Is used as Follows
ApmAttachmentQuotaWatch You can use the ApmAttachmentQuotaWatch template ID to

customize the message that identifies when the cumulative
size of attachments hits a threshold percentage of the maxi
mum allowed.
ApmCouponExpiry You can use the ApmCouponExpiry template ID to customize

the message that the system sends to the person whose email
address is in the Owner Email box ( Finance Coupons
Coupon Details tab ) of the expiring coupon entity.
ApmComponentRequest You can use the ApmComponentRequest template ID to cus

tomize the message that an administrator receives when a
class reaches its minimum registration.
ApmInitiativeEmployeeNotification You can use the ApmInitiativeEmployeeNotification template

ID to customize the message that employees receive when
their organization is assigned to an initiative.
ApmInitiativeOwnerNotification You can use the ApmInitiativeOwnerNotification template ID to

customize the message that organization owners receive when
they’re assigned to an initiative.
ApmInitiativeRequiredReminder You can use the ApmInitiativeRequiredReminder template ID to

customize the message that organization owners receive when
an initiative approaches its due date.
ApmInstanceDelivery You can use the ApmInstanceDelivery template ID to custom

ize the message that users and managers receive when users
are enrolled in a class.
ApmQualificationCleanup You can use the ApmQualificationCleanup template ID to cus

tomize the message that an administrator receives when the
curriculum cleanup process is completed.

ApmResetOnlineComponents You can use the ApmResetOnlineComponents template ID to

customize the message that an administrator receives when
the reset online item process resets items to the beginning for
users who started but didn’t complete an item before its expi
ration date.
ApmReviewCouldNotStartContactError You can use the ApmReviewCouldNotStartContactError tem

plate ID to customize the message that an administrator re
ceives when a review process can’t start because one or more
users don’t have a manager.
ApmReviewInitiationContactError You can use the ApmReviewInitiationContactError template ID

to customize the message that an administrator receives when
an ongoing review process can’t start because a user doesn’t
have a manager.
ApmReviewInitiationSummary You can use the ApmReviewInitiationSummary template ID to

customize the message that an administrator receives when a
new performance review begins.
ApmStudentLearningPlanNotification You can use the ApmStudentLearningPlanNotification tem

plate ID to customize the message that users and managers
receive when a learning plan changes.
ApmSupervisorLearningPlanNotification You can use the ApmSupervisorLearningPlanNotification tem

plate ID to customize the message that managers receive that
lists users who have and haven’t completed items.
ApmSupervisorReviewIncompleteAssessment You can use the ApmSupervisorReviewIncompleteAssessment

template ID to customize the message that managers receive
when they’re assigned to review a performance assessment
and one or more raters haven’t submitted their assessments.
ApmSynchronizeStudentChangesAssignmentProfile You can use the ApmSynchronizeStudentChangesAssignment

Profile template ID to customize the message that administra
tors receive when the automatic process removes users whose
attributes and security domains no longer match those of the
assignment profile. This APM also adds users whose attributes
and security domains match those of the assignment profile.
ApmTrainingExpiration You can use the ApmTrainingExpiration template ID to custom

ize the message that users and managers receive when an as
signed item approaches its due date for completion.

ApmTrainingOverdue This email notification template is used if SuccessFactors
Overdue Learning Notification is selected in System
Administration Automatic Processes Learning Expiration
Email Notification . Otherwise, when users have overdue

learning items, they receive email notifications based on Apm
TrainingExpiration.
ApmUpdateCatalogPrice You can use the ApmUpdateCatalogPrice template ID to cus

tomize the message that an administrator receives when a li
brary price changes.
ApmVlsAttendanceProcessing You can use the ApmVlsAttendanceProcessing template ID to

customize the message that an administrator receives when
attendance entities for a VLS session are compiled.
ApmWaitlistRequest You can use the ApmWaitlistRequest template ID to customize

a message that an administrator receives when users who are
on a waiting list for a class can't be enrolled in it and are placed
on a waiting list for the next available class.
ItemEvaluationAssignmentNotification You can use the ItemEvaluationAssignmentNotification tem

plate ID to customize the message that users receive when
users are assigned a new survey.
JamGroupInvitation You can use the JamGroupInvitation template ID to edit the

message that the system sends when an administrator sets an
invitation setting while associating an item with a Jam group.
FollowupEvaluationAssignmentNotification You can use the FollowupEvaluationAssignmentNotification

template ID to customize the message managers receive when
users are assigned a new survey.
19.4.18.13.2 Assessment Process Templates
Use Assessment Process templates to customize email messages individuals receive when an assessment process
event is completed, when the recipient(s) must complete a task, or when the assessment process changes.
 Note
Assessment process notifications are unusual because most of them apply to Plateau legacy products.

This Template ID Is Used as Follows
ApmAdminAssessmentReminder You can use the ApmAdminAssessmentReminder template ID

a user hasn’t yet completed an assessment.
ApmExternalAssessmentReminder You can use the ApmExternalAssessmentReminder template

ID to customize the message that raters receive when an as
sessment process approaches its due date.
ApmLearnerAssessmentReminder You can use the ApmLearnerAssessmentReminder template ID

to customize the message that a user receives when an as
sessment process approaches its due date.
AssessmentProcessAdministrator You can use the AssessmentProcessAdministrator template ID

an assessment begins.
AssessmentProcessAssessorApprover You can use the AssessmentProcessAssessorApprover tem

plate ID to customize the message that a supervisor receives
after a user has selected the raters for his or her assessment
process.
AssessmentProcessAssessorRemoved You can use the AssessmentProcessAssessorRemoved tem

plate ID to customize the message that a rater receives when
his or her assessment performance ratings are no longer
needed for the users listed in the message.
AssessmentProcessAssessorsRejected You can use the AssessmentProcessAssessorsRejected tem

plate ID to customize the message that a supervisor receives
when an approver rejects one or more of the raters that the su
pervisor selected for a user’s performance assessment.
AssessmentProcessCancellationAssessor You can use the AssessmentProcessCancellationAssessor

template ID to customize the message that raters receive when
a performance assessment is canceled.
AssessmentProcessCancellationAssessorApprover You can use the AssessmentProcessCancellationAssessorAp

prover template ID to customize the message that rater ap
provers receive when a performance assessment is canceled.
AssessmentProcessCancellationNominator You can use the AssessmentProcessCancellationNominator

template ID to customize the message that rater nominators
receive when a performance assessment is canceled.
AssessmentProcessCancellationReviewer You can use the AssessmentProcessCancellationReviewer

template ID to customize the message that reviewers receive
when a performance assessment is canceled.

This Template ID Is Used as Follows
AssessmentProcessExternalAssessor You can use the AssessmentProcessExternalAssessor tem

plate ID to customize the message that external raters receive
when they’re assigned to an assessment.
AssessmentProcessInternalAssessor You can use the AssessmentProcessInternalAssessor template

ID to customize the message that internal assessors receive
when they’re assigned to an assessment.
AssessmentProcessNominatorRescheduled You can use the AssessmentProcessNominatorRescheduled

template ID to customize the message that nominators receive
when the start date for their assigned assessment changes.
AssessmentProcessNominatorStart You can use the AssessmentProcessReviewer template ID to

customize the message that a nominator receives when he or
she is designated to select raters for one or more performance
assessments.
AssessmentProcessReviewer You can use the AssessmentProcessReviewer template ID to

customize the message that a reviewer receives when he or
she is assigned to an assessment.
19.4.18.13.3 Background Job Templates
Use Background Job templates to customize the email messages that the system sends to individuals when a
background job is completed, when a background job report is available, or after a recurring report is created.
Background job notifications are sent, usually to administrators, when they run a job in the background. For
example, when an administrator propagates an assignment profile, that is a background job. Most customers use
the default template for these notifications because they are utilities.
This Notification Template Is Used as Follows
BackgroundJobNotification You can use the BackgroundJobNotification template ID to edit

the message that an administrator receives when a back
ground job is completed.
BackgroundReportJobNotification You can use the BackgroundReportJobNotification template ID

a background job is completed and the background job report
is available.

19.4.18.13.4 Catalog Items and Pricing Templates
Use Catalog Items and Pricing templates to customize the email messages that the system sends to individuals
when an item in a catalog expires or will expire soon.
Catalog items and pricing template notifications are utilities, so most companies do not customize them.
This Notification Template Is Used as Follows
ExpiredCatalogItemsNotification You can use the ExpiredCatalogItemsNotification template ID

one or more expired items are removed from a catalog.
PRE_EXPIRATION_FOR_CATALOG_ITEMS You can use the PreExpirationNotificationForCatalogItems

template ID to customize the message that an administrator
receives when one or more items in a catalog will expire soon.
19.4.18.13.5 Learning Plan Templates
Use Learning Plan templates to customize the email messages that the system sends to individuals when a
learning plan event is completed, or when the recipient must complete a task. The Learning Plan templates include
reserved seats, user plans, and password requests.
This Email Notification Template Is Used as Follows
CareerPlannerTargetJobPositionChange You can use the CareerPlannerTargetJobPositionChange tem

plate ID to customize the message that a manager receives
when users change their targeted job position.
CERTIFICATE_OF_COMPLETION You can use the CERTIFICATE_OF_COMPLETION template ID

to customize the message that users receive when they com
plete an item.
EnrollmentSlotCancellation You can use the EnrollmentSlotCancellation template ID to

customize the message that users receive when a class in
which they’re enrolled is canceled.
EnrollmentSlotChangeConfirmation You can use the EnrollmentSlotChangeConfirmation template

ID to customize the message that an administrator receives
when a class reserved seat is modified.
EnrollmentSlotConfirmation You can use the EnrollmentSlotConfirmation template ID to

customize the message that the organization e-mail recipient
receives after an administrator adds a reserved seat to a class.

ESigPinExpiredNotification You can use the ESigPinExpiredNotification template ID to cus

tomize the message that users receive when they try to log in
with an expired PIN.
ESigPinFailedNotification You can use the ESigPinFailedNotification template ID to cus

tomize the message that an administrator receives when a
user can’t add learning history because their PIN fails.
IDPApproval You can use the IDPApproval template ID to customize the

message that users receive when their development plan is ap
proved.
IDPApprovalCancelledBySystem You can use the IDPApprovalCancelledBySystem template ID

to customize the message that users receive when their devel
opment plan is canceled because the manager is replaced.
IDPApprovalRequest You can use the IDPApprovalRequest template ID to customize

the message that a manager receives when a user submits a
plan.
IDPExpiration You can use the IDPExpiration template ID to customize the

message that a user receives when a plan reaches its expira
tion date.
IDPExpirationNotification You can use the IDPExpirationNotification template ID to cus

tomize the message that a user receives when a plan ap
proaches its expiration date.
IDPInactiveApproval You can use the IDPInactiveApproval template ID to customize

the message that a user receives when a plan is approved be
fore its effective date. The plan remains inactive until it reaches
its effective date.
IDPNote You can use the IDPNote template ID to customize the mes
sage that users receive when a manager or coach adds a note
to their plan.
IDPReject You can use the IDPReject template ID to customize the mes
sage that users receive when the approver has rejected the us
er’s development plan.
PasswordNotification You can use the PasswordNotification template ID to custom

ize the message that users receive when they request their
password or when an administrator creates a new user entity
and the enableRandomPasswordGenerationForNewUsers
property in the LMS_Admin configuration ID is set to true.

ReassignStudentComponentNotification You can use the ReassignStudentComponentNotification tem

plate ID to customize a message that users receive when
they’re reassigned to a new item.
19.4.18.13.6 Approval Processes Templates
Edit approval processes templates if you have set up an approval process for users to enroll into courses, withdraw
from courses, and so on.
 Note
This list contains some deprecated Plateau Performance templates that have not yet been removed from the
system.
Who Receives Messages and When
Notification Template Who Recieves Messages and When
ApprovalProcessApprovalProgressed Users receive ApprovalProcessApprovalProgressed messages

when a step in the approval process is completed.
ApprovalProcessApprovalRequired Approvers receive ApprovalProcessApprovalRequired mes

sages when an approval process begins.
ApprovalProcessApprovalWithdrawn Users receive ApprovalProcessApprovalWithdrawn messages

when an administrator withdraws their request for external
training (external learning request).
ApprovalProcessInitialRequest Users receive ApprovalProcessInitialRequest messages when

an approval process begins.
ApprovalProcessRequestApproved Users receive ApprovalProcessRequestApproved messages

when a request for an item or class is granted.
ApprovalProcessRequestDenied Users receive ApprovalProcessRequestDenied messages when

a request for an item or class is denied.
ApprovalProcessRequestExpired Users receive ApprovalProcessRequestExpired messages

when a step in the approval process is completed.
ExternalVerificationReminder Approvers receive ExternalVerificationReminder when users

complete an external learning activity.
ExternalLearningRequestApprovalRequired Approvers receive ExternalLearningRequestApprovalRequired

messages when a user or administrator submits an external
training request form.

ExternalLearningRequestVerificationRequired Aprpovers receive ExternalLearningRequestVerificationRe-

quired messages when a class has occurred and a user or ad
ministrator submits an external training request for verifica-
tion.
ReviewProcessReviewApproval Approvers receive ReviewProcessReviewApproval messages

when a review process requires his or her electronic signature.
ReviewProcessReviewApprovalDenied Users receive ReviewProcessReviewApprovalDenied messages

when a step in the approval process is completed and denied.
ReviewProcessReviewCreatedEmployee Users receive ReviewProcessReviewCreatedEmployee mes

sages when a review begins.
ReviewProcessReviewCreatedSupervisor Supervisors receive ReviewProcessReviewCreatedSupervisor

messages when they supervise an employee whose review is
beginning.
ReviewProcessReviewDeadlinePassed Supervisors receive ReviewProcessReviewDeadlinePassed

messages when a review deadline has passed.
ReviewProcessReviewFeedbackRequired Users receive ReviewProcessReviewFeedbackRequired mes

sages when a supervisor designates the user as a feedback
rater for a review.
ReviewProcessReviewNeeded Supervisors receive ReviewProcessReviewNeeded messages

when reviews begin.
ReviewProcessReviewPublished Supervisors receive ReviewProcessReviewPublished messages

when a review is completed, approved, and published.
ReviewProcessReviewReminder Raters or approvers receive ReviewProcessReviewReminder

messages when the rater or approver misses a deadline.
ReviewProcessReviewSubmittedEmployee Users receive ReviewProcessReviewSubmittedEmployee mes

sages when their supervisors submit reviews.
ReviewProcessReviewSubmittedSupervisor Supervisors receive ReviewProcessReviewSubmittedSupervi

sor messages when their users submit reviews.
UserRecordedCompletionApprovalProcessRequestApproved Sent to end-users when you enable an approval process for

end-users to post learning events and when the process ends
in an approval.
UserRecordedCompletionApprovalProcessRequestDenied Sent to end-users when you enable an approval process for

end-users to post learning events and when the process ends
in a denial.

UserRecordedCompletionApprovalProcessApprovalRequired Sent to approvers when you enable an approval process for

end-users to post learning events and when the approver is in
the approval process. This notifies the approver that they need
to take action on an approval.
19.4.18.13.7 Class Templates
Use Class templates to customize the email messages that the system sends to individuals when users enroll in or
register for classes or when classes are canceled.
 Note
Class templates are among the most customized because they notify your users about scheduled courses and
help them manage their calendars.
This Template Is Used as Follows
SystemEnrollmentNotification You can use the SystemEnrollmentNotification template ID to

customize the message that a user, manager, and instructor
receive when the user registers in a class or when a manager or
administrator registers the user in a class.
SystemScheduleCancellationNotification You can use the SystemScheduleCancellationNotification tem

plate ID to customize the message that a user, manager, and
instructor receive when a class is canceled.
SystemUnenrollmentNotification You can use the SystemUnenrollmentNotification template ID

to customize the message that a user, manager, and instructor
receive when the user withdraws from a class or when an ad
ministrator withdraws the user from a class.
SystemWaitlistNotification You can use the SystemWaitlistNotification template ID to cus

tomize the message that a user, manager, and instructor re
ceive when the user registers for waitlist status, or when an ad
ministrator registers the user for waitlist status, for a class.
SystemWaitlistRemovalNotification You can use the SystemWaitlistRemovalNotification template

ID to customize the message that a waitlisted user, a manager,
and an instructor receive when an administrator or the system
enrolls the waitlisted user in a class.

19.4.18.13.8 VLS Attendance Processing Templates
If you’re using virtual learning to conduct training in WebEx, Adobe Connector or Microsoft Skype for Business
rooms, you might edit the VLS attendance processing templates.
 Caution
Attendance processing doesn’t work with all meeting rooms. Check your configuration.
VLE_ENROLLMENT You can use the VLE_ENROLLMENT template ID to customize

the message that users receive when they’re enrolled in a class
that has a VLS component.
VLE_EVENT_CREATION You can use the VLE_EVENT_CREATION template ID to cus

tomize the message that an instructor receives when a VLS
server value is applied to a class.
VLE_EVENT_DELETION You can use the VLE_EVENT_DELETION template ID to cus

tomize the message that an instructor and a learner receives
when a VLS server value is removed from a class. This helpes
them to update their calendars if they have the VLS link infor
mation.
VLE_EVENT_UPDATE You can use the VLE_EVENT_UPDATE template ID to custom

ize the message that an instructor receives when the VLS time
frame in a class changes.
VLE_EVENT_UPDATE_STUDENTS You can use the VLE_EVENT_UPDATE_STUDENTS template ID

to customize the message that users receive when the VLS
time frame in a class changes.
VLE_UNENROLLMENT You can use the VLE_UNENROLLMENT template ID to custom

ize the message that a user receives when he or she is unenrol
led from a class that has a VLS component.

19.4.18.13.9 Miscellaneous Templates
We’ve grouped the notification templates that don’t fall easily into another category of notification templates into
this section. Individuals receive these notifications for a variety of reasons.
AlternateSubordinateNotification You can use the AlternateSubordinateNotification template ID

to customize the message that users receive when they’re as
signed to a new, alternate manager.
AlternateSupervisorNotification You can use the AlternateSupervisorNotification template ID to

customize the message that users receive when they’re as
signed as an alternate manager for another user.
DelegateeEmail To inform users that they’ve been identified as a delegate, the

system uses the DelegationAssignment template ID. To inform
delegated users that they have something to complete on be
half of user who identified them as a delegate (called a delega
tor), then system uses the DelegateeEmail template ID. For ex
ample, if the delegator makes the delegate responsible for
completing performance reviews, then the system:
● Sends any original message that you’ve configured for

performance reviews to the delegator.
● Sends a message to the delegate that explains that the
delegate has been identified to act on behalf of the delega
tor and 2) embeds a copy of the original message (so that
the delegate knows what to complete) that the system
sent to the delegator.
DelegationAssignment You can use the DelegationAssignment template ID to custom

ize the message that a delegate receives. The system sends
this message for a simple reason: to notify delegates that
they’ve been selected to act on behalf of another user at some
time in the future. When a delegate needs to take a specific
action, the system sends another message, using the Delega
teeEmail template ID.
SELF_REGISTRATION_ADMIN You can use the SELF_REGISTRATION_ADMIN template ID to

customize the message that an administrator receives when a
user creates a new account.
SELF_REGISTRATION_STUDENT You can use the SELF_REGISTRATION_STUDENT template ID

to customize the message that a user receives when he or she
creates a new account.
UserTalentProfileExpired You can use the UserTalentProfileExpired template ID to cus

tomize the message that users, with their mangers, receive
when users are assigned a new survey.

ObserverNotification This notification is sent when a user requests an observer for a

task checklist. The nominated observer receives the notifica-
tion.
19.4.18.14 Notification Tags Available in Ad Hoc Notifications
You can use only "user" syntax tag IDs with an ad hoc notification; that is, you can’t use all of the syntax tag IDs
associated with the notification template ID that you’re using to base the ad hoc notification unless those syntax
tag IDs are also part of the user-specific syntax tag IDs. Therefore, you must delete the non-user specific syntax
IDs; otherwise, the syntax tag will appear as blank in the notification. For example, if you include the text "The Job
ID is: <JOB_ID/>." (where there’s no value) when you are creating an ad hoc notification message, the user receives
the following text: "The Job ID is: ."
Syntax Tag IDs Where the tag can be used
<STUD_ID/> (User ID) Any ad hoc notification
<STUD_NAME/> (User Name) Any ad hoc notification
<STUD_ORG/> (User organization) Any ad hoc notification
<STUD_DMN/> (User domain) Any ad hoc notification
<CPNT_ID/> (Item ID) Class record
Learning Activities Classes Registration
Learning Activities Classes Select a Class Action
<CPNT_TITLE/> (Item Title) Class Record
<CPNT_DESC/> (Item Description) Class record
<SCHD_DESC/> (Class Description) Class record

<SCHD_SEGM/> (List of all segments in the scheduled offer- Users Tools Send Notifications (only for Item, Sched
ing) ule Offering, Curricula, Class)
Registration tab for a scheduled offering
Learning Tools Scheduled Offering Notifications
<SCHD_ID/> (Schedule ID) Users Tools Send Notifications (only for Item, Sched
ule Offering, Curricula, Class)
<&SCHD-CPNT> (Schedule Component) Users Tools Send Notifications (only for Item, Sched
<&SEG-GRID> (Scheduled Offering Segment Grid) Users Tools Send Notifications
<&SCHED-INSTRUCTIONS/> (Scheduled Offering Registra Users Tools Send Notifications (only for Item, Sched
tion Text) ule Offering, Curricula, Class)

<&SEG-FACILITY> (Segment Facility) Users Tools Send Notifications (only for Item, Sched
<&SCHD-DESC-EDITABLE> (Scheduled Description Editable) Users Tools Send Notifications (only for Item, Sched
Related Information
19.4.18.15 Template ID to Trigger to Receiver Map
Use this map to understand who receives an email, what triggers the email to be sent, and what template ID the
system uses to format the email.
Template, Trigger, and Receiver Map
Template ID Trigger Recipients
AlternateSubordinateNotification A manager or an administrator assigns a The user who has been assigned to a
user to be an alternate manager. new, alternate manager.
AlternateSupervisorNotification A manager or an administrator assigns a The user who was assigned to the alter
user to be an alternate manager. nate manager
ApmAdminAssessmentReminder Assessment Notification Automatic Proc The email address identified by the auto
ess matic process

ApmAttachmentQuotaWatch The combined size of the attachments in The email address identified by the auto
the system equals or exceeds the per matic process
centage in the Utilization Threshold box
( System Administration Automatic
Processes Exceeded Attachment Space
Email Notification ) multiplied by the

value of the
totalAttachmentsSpaceAlloca
tedKB property in the ATTACHMENT
configuration ID ( System
Administration Configuration
System Configuration )
ApmComponentRequest Class Request Demand Met Email Notifi- The email address identified by the auto
cation matic process
Contact email at item entity level
ApmCouponExpiry When the value in the Valid To date box the person whose email address is in the
( Finance Coupons Coupon Owner Email box ( Finance Coupons
Details ) of the coupon entity falls Coupon Details ) of the expiring cou
within the threshold you set in the pon entity.
Expiration Email Notification Threshold
area for the Coupon Expiration Email No
tification automatic process ( System
Administration Automatic Processes
Coupon Expiration Email Notification ).
ApmEmployeeEnrollmentDigest The Manager Email Notifications for Manager and alternate manger of em
Enrollment Digest automatic process ployees that had an enrollment status
runs. change.
ApmExternalAssessmentReminder Assessment Notification Automatic Proc External raters

ess
ApmInitiativeEmployeeNotification Initiative Notification Automatic Process, Users

if plan goal is aligned to an initiative that
was modified
ApmInitiativeOwnerNotification Initiative Notification Automatic Process, Organization owner

if changes were made to published initia
tives of the parent organization

ApmInitiativeRequiredReminder Initiative Notification Automatic Process, Organization owner

if required initiatives were published to
suborganizations and one or more subor
ganizations has failed to align by the tar
get date
ApmInstanceDelivery Upcoming Class Reminder Email Notifi- Users

cation Automatic Process
Managers
The email address identified by the auto

matic process
ApmLearnerAssessmentReminder Assessment Notification Automatic Proc Assessment rater

ess
ApmPurchaseOrderLowBalance The Prepaid Account Low Balance Email The email address specified in the pur
Notification automatic process runs. chase order contact information.
ApmQualificationCleanup Curriculum Cleanup Automatic Process The email address identified by the auto
matic process
ApmResetOnlineComponents Reset Online Item Progress Automatic The email address identified by the auto
Process matic process
ApmReviewCouldNotStartContactError Review Initiation Automatic Process The email address identified by the auto
matic process
ApmReviewInitiationContactError Review Initiation Automatic Process The email address identified by the auto
matic process
ApmReviewInitiationSummary Review Initiation Automatic Process The email address identified by the auto
matic process
ApmStudentLearningPlanNotification Learning Plan Email Notification Auto The email address identified by the auto
matic Process, if the user’s learning plan matic process
changes
Users
ApmSubscriptionExpiry The Free-of-Charge Subscription Subscribers whose subscription end date

Expiration Email Notification automatic is less than the current date plus thresh
process runs. old period specified in the automatic
process.
ApmSupervisorLearningPlanNotification Learning Plan Email Notification Auto The email address identified by the auto
matic Process, when a user completes an matic process
item
Managers

ApmSupervisorReviewIncompleteAs Assessment Notification Automatic Proc Managers

sessment ess, if direct reports participating in a
multirater assessment have overdue in
complete assessments
ApmSynchronizeStudentChangesAs Assignment Profile Execute Updates Au The email address identified by the auto
signmentProfile tomatic Process matic process
ApmTrainingExpiration Learning Expiration Email Notification The email address identified by the auto
Automatic Process matic process
Managers
Users
ApmUpdateCatalogPrice Change Library Price Email Notification The email address identified by the auto
ApmUserRequestedSONotification Class Request Demand Met Email Notifi- The email address identified by the auto
cation Automatic Process
matic process
ApmVlsAttendanceProcessing Process VLS Attendance Automatic The email address identified by the auto
ApmWaitlistRequest Move Users from Waitlist to Request List The email address identified by the auto
Users
managers
ApprovalProcessApprovalProgressed Approval process new step reached Users
ApprovalProcessApprovalRequired Approval process initiated Requested approver
ApprovalProcessApprovalWithdrawn Approval request withdrawn Users
ApprovalProcessInitialRequest Approval process initiated Users
ApprovalProcessRequestApproved Approval granted Users
ApprovalProcessRequestDenied Approval denied Users
ApprovalProcessRequestExpired The due date for an approval of an exter Users

nal learning request passes.
AssessmentProcessAdministrator Assessment Notification Automatic Proc The email address identified by the auto
ess matic process
AssessmentProcessAssessorApprover Assessment Notification Automatic Proc Rater nomination approver

ess

AssessmentProcessAssessorRemoved Assessment Notification Automatic Proc Rater when the rater is removed from the
ess, if the rater was removed from the as assessment process
sessment process
AssessmentProcessAssessorsRejected Assessment Notification Automatic Proc Rater nominator

ess, if the nominated rater isn’t approved
AssessmentProcessCancellationAsses Assessment Notification Automatic Proc Rater

sor ess, if the assessment is canceled
AssessmentProcessCancellationAsses Assessment Notification Automatic Proc Rater nomination approver

sorApprover ess, if the assessment is canceled
AssessmentProcessCancellationNomi Assessment Notification Automatic Proc Rater nominator

nator ess, if the assessment is canceled
AssessmentProcessCancellationRe Assessment Notification Automatic Proc Managers

viewer ess, if the review option was enabled and
the assessment is canceled
AssessmentProcessExternalAssessor Assessment Notification Automatic Proc External raters

ess
AssessmentProcessInternalAssessor Assessment Notification Automatic Proc Rater

ess
AssessmentProcessNominatorResched Assessment Notification Automatic Proc Rater nominator

uled ess, if assessment start date changes
AssessmentProcessNominatorStart Assessment Notification Automatic Proc Rater nominator

ess
AssessmentProcessReviewer Assessment Notification Automatic Proc Managers

ess, if the review option was enabled
BackgroundJobNotification Background job complete Background job email (administrator en

tered)
BackgroundReportJobNotification Background report job complete Background report job email (adminis
trator entered)
CancelCompensationCycle The status of a compensation cycle All compensation managers who have
changes to Cancelled users who are eligible for that cycle
CareerPlannerTargetJobPositionChange User changes targeted job position Managers
CERTIFICATE_OF_COMPLETION History record added, administrator Users

email certificate

ContentDeploymentNotification Content is imported though the applica Email address specified when scheduling
tion UI the job or the email address configured in
the SFTP location for IContent
DelegateeEmail If a user (called a delegator) identifies an A delegated user

other user to act as a delegate, then the
system generates this notification when
the delegator is set to receive a notifica-
tion for one of the permissions that was
granted to the delegate.
DelegationAssignment When a user identifies another user to A delegated user

act as a delegate, changes one or more
permissions for an existing delegate, or
reactivates delegated permissions
EnrollmentSlotCancellation Seats removed from class Organization email
EnrollmentSlotChangeConfirmation Seats changed on class Organization email
EnrollmentSlotConfirmation Seats created for class Organization email
ESigPinExpiredNotification E-signature expiration Users
ESigPinFailedNotification E-signature verification unsuccessful The email address identified by the auto
matic process
ExpiredCatalogItemsNotification Purge Expired Library Items Automatic The email address identified by the auto
The email address identified by the li

brary
ExternalLearningRequestApprovalRe A user or administrator submits an exter Approver

quired nal training request form
ExternalLearningRequestVerificationRe- A class has occurred and a user or ad Approver

quired ministrator submits an external training
request for verification
ExternalVerificationReminder User completes an external learning ac Approver

tivity

FollowupEvaluationAssignmentNotifica- This notification is triggered in one of Managers

tion these ways:
A substitute for the manager if the survey
● The Evaluation Synchronize Auto is reassigned.
matic Process Manager (APM) runs
and finds assignments to be made
according to your configuration.
● An end user reassigns the survey
from the To Do panel. In this case,
the substitute specified receives the
notification.
IDPApproval User plan is approved Users
IDPApprovalCancelledBySystem User’s manager changed while plan was Users

awaiting approval
IDPApprovalRequest User submits plan for approval Managers
IDPExpiration User plan expired (expiration date Users

reached and Expired Plans Automatic
Process runs)
IDPExpirationNotification User plan about to expire (plan template Users

expiration threshold reached)
IDPInactiveApproval Inactive plan (effective date in the future) Users

was approved
IDPNote Note added to plan by manager or coach. Users

Plan Note Automatic Process runs.
IDPReject Plan rejected Users
InstructorAssignmentNotification ● Administrator goes to Learning Instructors
Activities Classes Add New ,

assigns instructors, and selects
Notify Instructor.
● Administrator goes to Learning
Activities Classes , opens the

class, then clicks Notify Instructors.

ItemEvaluationAssignmentNotification Users are assigned a new survey. Assign Users

ment occurs in one of two ways:
● When a learning event is posted

through the learning event recorder
for the learning item with the survey:
a user completes the course and the
completion is entered into the sys
tem.
● An administrator goes to the Actions
menu of the class and clicks Initiate
Evaluations.
JamGroupInvitation When an administrator sets one of the Users who meet the invitation setting cri
available invitation settings while associ teria.
ating an item with a Jam group
( Learning Activities Items Jam
Groups ).
ObserverNotification User requests observation of a task The nominated observer

checklist.
PasswordNotification User requests a new password or when Users

an administrator creates a new user en
tity and the
enableRandomPasswordGenerat
ionForNewUsers property in the
LMS_ADMIN configuration ID ( System
Administration Configuration
System Configuration ) is set to true.
PreExpirationNotificationForCatalogI- Purge Expired Library Items Automatic The email address identified by the auto
tems Process matic process
The email address identified by the li

brary
PublishCompensationCycle The status of a compensation cycle All compensation managers who have
changes to Published users who are eligible for that cycle
ReassignStudentComponentNotification User reassigned item Users
ReroutedWorksheetRecommendationO A compensation recommendation is The compensation manager whose rec

verridden overridden on a worksheet that has been ommendation was overridden
rerouted

ReturnWorksheet A compensation manger returns a work The compensation manager who submit
sheet to the compensation manager who ted the worksheet that is being returned
submitted it
ReturnWorksheetToRerouteManager Worksheet has been returned by a man Rerouted Compensation Manager whose
ager worksheet has been returned
ReviewCompensationCycle A compensation cycle enters the Review All compensation managers who have
phase users who are eligible for that cycle
ReviewProcessReviewApproval Review sent for approval / signature. Approver for the current step
(“notify approver” option set at review
process level.)
ReviewProcessReviewApprovalDenied An approver clicks Deny in the user inter Managers

face during the performance review ap
proval process.
ReviewProcessReviewCreatedEmployee Review initiated for user Users
ReviewProcessReviewCreatedSupervisor Review initiated for user Managers
ReviewProcessReviewDeadlinePassed Review is past due (send for signature; Managers

deadline is in the past).
ReviewProcessReviewFeedbackRequired Feedback rater selected by manager Feedback rater
ReviewProcessReviewNeeded Review initiated (trigger option is ongoing Managers

and “notify only” selected). Allow man
ager initiated review.
ReviewProcessReviewPublished Review completed, approved, and pub Users

lished.
ReviewProcessReviewReminder Review initiated; awaiting user / manager Managers

action. (“reminder” email is enabled at
Users (user to whom the reviewed is cur
the review process level.)
rently assigned)
ReviewProcessReviewSubmittedEm Review submitted by manager. Awaiting Users

ployee user action. (“notify user / manager
when a new step in the process is
reached” is enabled at the review process
level.)

ReviewProcessReviewSubmittedSupervi Review submitted by user. Awaiting man Managers

sor ager action. (“notify user / manager
when a new step in the process is
reached” is enabled at the review process
level.)
SystemScheduleCancellationNotification Administrator removes a user from a User who was removed

class.
SELF_REGISTRATION_ADMIN Users who are administrators and who Administrator notification e-mail
create their own accounts ( System Administration
Configuration Global Application
Settings Mail )
SELF_REGISTRATION_STUDENT Users who create their own accounts Users
StartCompensationCycle The status of a compensation cycle All compensation managers who have
changes to Started users who are eligible for that cycle
SubmitWorksheet A subordinate compensation manager The “ascendant” compensation manager

submits a worksheet
SubmitWorksheetReminder An administrator selects the Notify check All compensation managers who were
box for one or more compensation cycle selected by the administrator to receive
managers ( Users Compensation the ad hoc notification
Cycle Managers ), clicks Send

Notification, and selects the Submit
WorksheetReminder template ID as the
email template for the ad hoc notifica-
tion.
SubmitWorksheetReroutedManager A subordinate compensation manager The new compensation manager

submits a worksheet that has been re
routed to a new compensation manager
SuspendCompensationCycle The status of a compensation cycle All compensation managers who have
changes to Suspended; an administrator users who are eligible for that cycle
clicks Suspend when viewing a cycle sta
tus

SystemEnrollmentNotification Administrator, manager, or user (self-reg Contacts

istration) registers the user in a class
Instructor
Managers
Users
The administrator can choose the recipi

ents. However, if the user self-registers,
then all groups are notified.
SystemPendingEnrollmentNotification User self-registers in a class with an ap Contacts

proval process
Instructor
SystemPendingEnrollmentNotification
Managers
will be suppressed when the Approval
ProcessInitialRequest notification is sent. Users
SystemScheduleCancellationNotification Class cancellation Contacts
Instructor
Managers
Users

ents.
SystemUnenrollmentNotification User or administrator withdraws the user Contacts

from a class
Instructor
Managers
Users

ents. However, if the user self-withdraws,
SystemWaitlistNotification User or administrator registers the user Contacts

with a waitlist status.
Instructor
Managers
Users

ents. However, if the user self-registers,

SystemWaitlistRemovalNotification Administrator changes the user’s waitlist Contacts

status
Instructor
Managers
Users

ents. However, if the user is automatically
registered through auto-fill, then all
groups are notified.
UserCreatedAccountApprovalRequired User self-registers for an account that re The approvers that need to approve the
quires approval. request for a new account.
UserCreatedAccountApproved Last approver in the approval workflow User

approves the self-registration account re
quest.
UserCreatedAccountDenied Any approver in the approval workflow User

denies the self-registration account re
quest.
UserCreatedAccountReminder The User-Created Account Approval The approvers that need to approve the
Reminder automatic process runs. request for a new account.
VLE_ENROLLMENT Users are enrolled in a class with a VLS Users

component.
VLE_EVENT_CREATION Class time slot has VLS server applied to Instructor

it.
VLE_EVENT_DELETION Class time slot has VLS server value re Instructor
moved.
VLE_EVENT_UPDATE Class time slot has modified VLS time Instructor

frames.
VLE_EVENT_UPDATE_STUDENTS Class time slot has modified VLS time Users

frames.
VLE_UNENROLLMENT Users are unenrolled from a class with a Users

VLS component.
WorksheetRecommendationOverridden A compensation manager overrides a The compensation manager whose rec

recommendation on a worksheet that ommendation was overridden
was submitted to them and then submits
the modified worksheet

WorksheetRerouteManagerOriginal An administrator reroutes a worksheet The former compensation manager

from the current (and now the former)
compensation manager to a new com
pensation manager
WorksheetRerouteManagerReroute An administrator reroutes a worksheet The compensation manager receiving

from the current (and now the former) the rerouted worksheet
compensation manager to a new com
pensation manager
19.4.18.16 Notifications Sent by VLS Attendance Processing
The VLS Attendance Processing Automatic Process Manager (APM) sends these notifications.
The automatic process notifies the distribution list with the amount of VLS events that had attendance data
successfully retrieved and the amount of learning events recorded. It also triggers the record learning event trigger,
which sends its own emails.
VLS Attendance Processing Notifications
Recipient Purpose
The email address identified in System Administration To notify administrators about the success of the automatic
process.
Automatic Processes Process VLS Attendance
The contact associated with the class with the VLS Segment. In addition to the information sent to the distribution list you
identify here, the automatic process sends an email to the
class contact about when the learning events were recorded.
Users who attended classes with VLS segments. The VLS attendance processing automatic process sends noti
fications if it finds a user who has attended a session of the vir
tual classrooms in the past but the data for the VLS attend
ance has not been retrieved and recorded.
Related Information

Approval Processes Templates [page 1081]
VLS Attendance Processing Templates [page 1084]

19.4.18.17 Legacy Notification Template Editor
The legacy SAP SuccessFactors Learning notification template editor can create notifications for your learning
events.
When events occur in SAP SuccessFactors Learning, users of the system receive notifications. For example, when
users are enrolled, they receive an enrollment notification email. The email that they receive is called a notification
message.
 Note
Importantly, SAP SuccessFactors Learning notifications that are sent from templates are always email
messages, as opposed to the web notifications in the header of the SAP SuccessFactors user interface.
Notification messages are generated from a notification template, which contains the words that the recipients see
in their email messages. To edit the templates, you can use the legacy template editor or you can use the rich
editing experience of the notification editor. We recommend that you use the notification editor because you can
see what your notification look like when users receive it.
The legacy notification editor uses plain text, HTML (including direct links), syntax tags, and one or more
attachments. To use it, understand field, merge, and looping strategies like Microsoft Word uses in mail merge. You
also need to understand the code of HTML and how email messages are formatted for your organization.
19.4.18.17.1 Viewing Original Email Notification Templates
View original email notification templates when you want to return to the content that SAP SuccessFactors
Learning delivered originally.
Context
If you edited email notification templates and you want to compare your changes to the original email notification
template provided by SAP SuccessFactors Learning, you can view the original content. This can be useful, for
example, if you edit the template and the edits aren’t working for you. View the content of the default template to
start over from the original content as it was delivered on the first day of your implementation.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration Manage Email
2. Search for and open the email notification template that you want to investigate.
3. Go to Messages and then click View Default.

19.4.18.17.2 Legacy Notification Templates Editor Sections
If you use the legacy notification templates editor, you should understand how to use its sections.
We continue to release the legacy notification templates editor to give customers time to adopt the new rich text
notification editor. We recommend that you move to the new editing experience.
To find the legacy notification editor, go to SAP SuccessFactors Learning administration and then go to System
Administration Manage Email Email Notification Templates . You see three sections.
● Summary: You can describe the template and you can define a notification syntax to be associated with the
template.
● Messages: You can control the messages that are sent to different user groups who receive the message.
Unless you’ve customized the notification system, you can define the subject and the body of the message.
Each notification template can have multiple subjects and bodies depending on how the notification template
functions. For example, if a notification template generates run-time messages to both users and supervisors,
it might define one subject for users and one subject for supervisors. Click Syntax Tags to see the list of syntax
tags that are allowed for this message.
● Attachments: You can define an attachment to be sent with the messages generated from the template at run
time. The message ID and description don’t appear in the message, they are for system use only. The
attachment is sent to users via the SMTP server at run time.
19.4.18.17.3 Using Locale Labels to Translate Notifications

(Legacy Editor)
In the legacy SAP SuccessFactors Learning notification editor, labels store the actual words that users read in
notifications, so they’re the lowest level of configuration and critical to translating your notifications.
 Caution
If you’re using the rich text notification editor, this section does not apply to you.
You can use labels and locale labels (if your system supports a multi-language environment) to customize any
notification template. Every label contains two parts: a label key (including an equal sign) and a label value.
 Caution
To see a list of your notification labels (label key and label value), export them to a file ( References Manage
Labels Label Import/Export ). We strongly recommend that you create new labels instead of using the
default ones. To understand why, please read Why You Should Create New Label IDs for Customizations [page
1105].
Label Key English Label Value What the English User Reads
notification.ApmAdminAssessmentRe- Assessment Reminder has been “Assessment Reminder has been sent to
minder.MessageText1= sent to the following Raters the following Raters”

Label Key English Label Value What the English User Reads
notification.ApmAdminAssessmentRe- Rater ID \: {0} ({1}) for the process “Rater ID \: bsmith (Bob Smith) for the
minder.MessageText2= \: {2} ({3}) process \: AP_100 (Training Approval)”
notification.ApmAdminAssessmentRe- Assessment Reminder List “Assessment Reminder List”

minder.Subject=
To use a label in a notification, you must know its label key and insert that label key in the notification as shown
below:
<label key="notification.ApmAdminAssessmentReminder.MessageText1" />
If the label you want to use contains arguments, as in the label shown in the second row of the previous table, then
you must which arguments to use, as shown below:
<label key="notification.ApmAdminAssessmentReminder.MessageText2"
arg0="<ASSESSOR_ID/>"
arg1="<ASSESSOR_NAME/>"
arg2="<PROCESS_ID/>"
arg3="<PROCESS_TITLE/>"
/>
When SAP SuccessFactors Learning Administration creates a notification message, it checks the user's active
locale ID, which a user can set in the user interface. An administrator, too, can configure the active locale ID for
each user in SAP SuccessFactors Learning Administration ( People Users Preferences Active Locale ID ).
After SAP SuccessFactors Learning Administration determines the correct locale, it replaces the label placeholder
with the label value when the system creates the e-mail message. The system also replaces the syntax tag ID
placeholder with the appropriate information and processes any HTML tags or direct links.
Related Information
Why You Should Create New Label IDs for Customizations [page 1105]
Creating Labels to Customize the Text that Users See [page 1103]
19.4.18.17.3.1 Creating Labels to Customize the Text that Users

See
If you’re using the legacy notification editor, then you create labels to change what users see in their email
notifications.
 Caution
If you’re using the new rich text notification editor, this section doesn’t apply to you.
You can create labels for any locale by adding them in References Manage Labels Labels . If you have to
create several labels, then we recommend that you import a file in Label Import/Export because you can create

numerous labels more efficiently by using a word processor. If you need to create only a few labels, then we
recommend that you create them in References Manage Labels Labels .
Related Information

19.4.18.17.3.2 Using Labels
View this section if you want to know about using labels when editing a notification template.
You can use labels and locale labels (if your system supports a multi-language environment) to customize any
notification template. Every label contains two parts: a label key (including an equal sign) and a label value. The
following table shows some example labels for notifications:
Label Key Label Value
notification.ApmAdminAssessmentReminder.MessageText1= Assessment Reminder has been sent to the following Raters
notification.ApmAdminAssessmentReminder.MessageText2= Rater ID \: {0} ({1}) for the process \: {2} ({3})
notification.ApmAdminAssessmentReminder.Subject= Assessment Reminder List
To use a label in a notification, you must know its label key and insert that label key in the notification as shown
below:
<label key="notification.ApmAdminAssessmentReminder.MessageText1" />
If the label you want to use contains arguments, as in the label shown in the second row of the previous table, then
you must which arguments to use, as shown below:
<label key="notification.ApmAdminAssessmentReminder.MessageText2"
arg0="<ASSESSOR_ID/>" arg1="<ASSESSOR_NAME/>" arg2="<PROCESS_ID/>"
arg3="<PROCESS_TITLE/>"/>
When SAP SuccessFactors Learning Administration creates a notification message, it checks the user's active
locale ID, which a user can set in the user interface (Active Locale ID). An administrator, too, can configure the
active locale ID for each user in SAP SuccessFactors Learning Administration ( People Users Preferences
Active Locale ID ). After SAP SuccessFactors Learning Administration determines the correct locale, it replaces
the label placeholder with the label value when the system creates the e-mail message. The system also replaces
the syntax tag ID placeholder with the appropriate information and processes any HTML tags or direct links.
If you want a list of all the notification labels (label key and label value), then you can export them to a file
( References Manage Labels Label Import/Export ). Follow the Label Import/Export wizard; when you are
ready to identify the labels to export, click the add one or more from list link. We recommend that you search for
labels based on the label ID or label type ID. (To do so, you might need to click Add/Remove Criteria to add these

options to the search framework.) You should ignore case sensitivity, select Starts With, and type "notification" in
the associated box. When you click Search, SAP SuccessFactors Learning Administration returns all the notification
labels. Complete the Label Import/Export wizard to create a file that contains all the notification labels.
19.4.18.17.3.3 Why You Should Create New Label IDs for

Customizations
This topic explains why you should create new labels instead of using the system default labels.
 Caution
If you are using the new rich text notification editor, this section does not apply to you.
You can modify any label value for any label key in any locale ( References Geography Labels Locales ).
But if you customize the label value, then you could overwrite your customization when you apply an update: the
label can set back to its default. Therefore, for notification labels, we recommend that you create a new label for
each notification label.
For example, you could export all of the notification labels and use a word processor to replace notification.
with notification.<nameofcompany>.. By using this method, you could ensure that software updates not
eliminate your customized labels for notifications.
Related Information

19.4.19 SAP SuccessFactors Learning Notification Email

Management
After you enable and configure SAP SuccessFactors Learning notification emails, you perform day-to-day
management of the notifications.
After you configure notification emails, you manage notifications:
● You often make exceptions to default notifications: override the recipients of roster changes in classes, change
the registration email in a course or class, and so on.
● You often send a one-time message (ad hoc message) to learners.
● You propagate changes to notifications.

19.4.19.1 Overriding Learning Expiration Notification at the
Learning Item Level
Override the default settings of the learning expiration email notification at the learning item (course) level if the
learning item needs special treatment.
Context
In most cases, every learning item can use the same learning expiration email notification settings. You set the
default values in the Learning Expiration job configuration: System Administration Automatic Processes
Learning Expiration Email Notification . In a few cases, however, you can override the default settings for one
learning item. The Learning expiration defaults (Threshold and Reminder period, Email recipients such as, User,
Manager) are copied from the Learning Expiration APM to the item during creation. After the item is created, the
default values have to be maintained at the item level only, to act as override values. They don’t fall back to the
values at the APM level. The next time that the Learning Expiration process runs and processes this learning item, it
uses this learning item's unique settings instead of the default values.
Procedure

2. Find and open the learning item that needs the unique learning expiration settings.
3. Choose Email Notifications.
4. Go to Override Learning Expiration Notification Defaults.

5. In Email Recipients, decide who receives the learning expiration email notification.
When you select this... ...The following recipients get the email notification
User The user whose learning is expiring within the threshold of days. This is the user
responsible for completing the expiring learning content.
Manager The managers of the user whose training is expiring.
6. In Threshold, type the number of days into the future that the process checks for a next action date (for
curricula) or a required date (for learning items).
For example, if you type 30 in Threshold, then when the Learning Expiration automatic process next executes, it
looks 30 days into the future. If it finds any users with courses due in the next 30 days, it sends the email
notification.
7. In Reminder Period, type the number of days that the process needs to wait to send a reminder.
If you type 30 in Threshold and 7 in Reminder Period, then a user receives up to four email notifications (one
message every 7 days for 30 days before the required or next action date) that remind them to complete the
item. That is, if you execute the automatic process every day, then the user receives four reminders; if you run
the process every two weeks, then the user receives two reminders.

19.4.19.2 Overriding Course Notifications on the Learning Item

Level
Override notifications at the learning item level if you have a learning item that is a special case: one that cannot
use the standard notification template.
Context
In most cases, you can use a generic notification template for all registration, cancellation, withdrawl, and other
course notifications for all courses. In some cases, you might want to override the notifications at the learning item
level. When you override the notification at the learning item level, all classes for that learning item inherit the
unique notification for the learning item, not the generic one.
Procedure

2. Find and open the learning item that needs the unique notifications.
3. Click Notifications.
 Tip
Notifications.
4. Locate the notification you want to change by its section.
For example, if you want to edit the notification for the cancellation of classes based on this learning item, go to
Edit the Class Cancellation Notification for the Item.
5. Click Launch Editor in the section.
6. Use the editor to modify the content of the template.
8. To attach a unique file with this notification, go to New Attachment and then click Choose File.

19.4.19.3 Overriding Course Notifications on the Class Level
Override notifications at the class level if you have a class that is a special case: one that can’t use the standard
notification template and can’t use an override at the learning item level.
Context
In most cases, you can use a generic notification template for all registration, cancellation, withdrawal, and other
course notifications for all courses. In some cases, you want to override the notifications at the learning item level.
When you override the notification at the learning item level, all classes for that learning item inherit the unique
notification for the learning item, not the generic one. In a few cases, you might want to override the unique
notification of the learning item for an individual class. For example, you might want to write special registration
instructions for an offering that is scheduled in an uncommon location.
In Learning Activities Classes Notifications , you can view and modify the registration, cancellation,
withdrawal, and waitlist notifications that the system sends to users, supervisors, instructors, and other contacts
who are associated with this class. You identify contacts in Classes Contacts .
Procedure

2. Find and open the class that needs the unique notifications.
3. Click Notifications.
 Tip
Notifications.
4. Locate the notification you want to change by its section.
For example, if you want to edit the notification for the cancellation of classes based on this learning item, go to
Edit the Class Cancellation Notification for the Class.
5. Click Launch Editor in the section.
6. Use the editor to modify the content of the template.
8. To attach a unique file with this notification, go to New Attachment and then click Choose File.

19.4.19.4 Creating Course Registration Instructions
Create course registration instructions for users so that when they receive notifications about enrollment or
cancellation, they know what to do.
Prerequisites
Enable notifications and check these templates, which are used for registration instructions:
● SystemWaitlistNotification
● SystemPendingNotification
● SystemUnenrollment Notification
● SystemScheduleCancellationNoticification
● SystemEnrollmentNotification
● ApmInstanceDelivery
Procedure
1. Log in to SAP SuccessFactors Learning Administration and then go to Learning Activities Items .
2. Find the learning item that requires special registration instructions and open it.
3. Go to More Notifications .
4. In the Edit Registration Text section, click Edit.
5. For each language that you have installed, type your registration information and then save it.
6. Go to the notification where you want to add registration text.
Location Why you edit notifications in this location
System Administration Manage Email Email The notifications in the Configuration section are the default
Notification Templates configurations that are triggered by events (such as enroll
ment or withdraw) and by Automatic Process Managers
(APM).
Learning Activities Items More Notifications The notifications in Items supersede any notifications in the
Configuration section for the particular learning item. See
the headings of the page to understand when the notifica-
tions are sent.
Learning Activties Classes More Notifications The notifications in Scheduled Offering supersede any notifi-
cations in the Item or Configuration sections for the particu
lar scheduled offering. By default, classes inherit their notifi-
cations from the learning item. See the headings of the page
to understand when the notifications are sent.
7. Add the following syntax tags to the notification as necessary.
Not all notifications can use these syntax tags. To check if your notification can use them, click Syntax Tags for
any notification.

Syntax Tag Description
<CPNT_INSTRUCTIONS/> This contains the learning item registration instructions that
you wrote in Learning Items Notifications .
<CPNT_INSTRUCTIONS_ADDED/> This syntax tag contains the same contents as

<CPNT_INSTRUCTIONS/>, but the notification syntax
group APM_STUDENT_LEARNING_PLAN_NOTIFICATION
requires the _ADDED, _MODIFIED, and _DELETED conven
tion.
<CPNT_INSTRUCTIONS_MODIFIED/> This syntax tag contains the same contents as

tion.
<CPNT_INSTRUCTIONS_DELETED/> This syntax tag contains the same contents as

tion.
Next Steps
Classes automatically inherit the instructions of their learning items. If you want to write instructions specific to the
scheduled offering, go to Learning Activities Classes Notifications and click Edit in the Edit Registration Text
area.
19.4.19.5 Setting Notification Preferences for Class

Registration Lists
Set the notification preferences for class notification lists to control the people in the class receive notifications
about the roster.
Context
Classes have many types of users attached to them: instructors, learners, contact people, and so on. You can
control the recipients of email for a particular class when SAP SuccessFactors Learning changes a registration
status.

Procedure

3. Click Registration
4. Click Settings.
5. In Send Notifications to, select the type of users who should receive notifications.
Type of User Description
User Users are the learners in the class. They can have different
registration status values: waitlisted, registered, or pending
registration.
Supervisor Supervisors are the managers of the users who are in the
class.
Instructor Instructors include any instructor of any time slot in the

class.
Contacts Contacts are usually people who should be informed of

changes to the class. For example, an administrator who is
responsible for the scheduling.
6. To email the organization owner about changes to reserved seats, select E-mail Slot Confirmations to
Organizations .
7. Click Save.
19.4.19.6 Sending Email Messages to Groups of SAP

SuccessFactors Learning Users
Send email messages to specific groups of SAP SuccessFactors Learning users when you want to communicate
with all users in a course, a curriculum, and so on.
Context
As an administrator, you often need to get a message to all users assigned to a learning event. For example, if the
room for a course changes at the last minute, you want to make sure that the users in that course get an email
notifying them of the change. You can use the Send Notifications wizard to send those kinds of communications.
You can launch the Send Notifications wizard by going to Manage User Learning Send Email Notifications and
look up the learning event that defines the recipients (look up a class, for example, and send a message to all users
in that class). You can also start at the record (for example, in the class at Learning Activities Classes and
click Email Notifications. When you start at the record, SAP SuccessFactors Learning passes the learning event to
the wizard so that you do not need to look it up.

Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Manage User Learning Send Email
Notifications .
2. In Step 1, select the SAP SuccessFactors Learning event type that contains the users you want to send an email
to.
For example, if you want to send a message to all users in a program, select Program.
3. Click Next.
4. In Step 2, select the exact objects that you want to send messages to.
For example, if you want to send messages to users in PROG-100 and PROG-200, find those programs and add
them to the list.
5. In Step 3, reduce the population by their attributes.
○ Any Type sends a message to users who have any assignment type except users with blank (null) item
assignments
○ No Type sends a message to users who have no item assignment types (null: they do not have an
assignment type)
○ Any Completion Status sends a message to any user who has attempted the learning event (the event is in
their learning history)
○ No Completion Status sends a message to users who do not have any history of the event
For example, you can send a message to uses who have completed a curriculum or users who are incomplete in
the curriculum. You might want to send a message that time is running out to complete the curriculum. That
message should go to incomplete users only.
 Note
If you base your group of users on a class, then there are no filter options, and the wizard skips Step 3.
6. In Step 4, add the specific users who should receive the communication.
You can, for example, search for users in a specific region who were assigned a class and send the message to
only those users.
7. In Step 5, you create the message that you want to send.
Choice to create message How you use the choice
Email Template You can select a template to send a pre-written message to

users. You might, for example, want to re-send the enroll
ment boilerplate message.
Reply To You can elect to have users' replies to the message go to a

specific address. If you do not provide a reply-to address,
then replies go to the address in From.
From This is the address that the message comes from.
Send copies to When you select recipients to receive copies, type them
here. We caution you from using this option with large distri
bution lists because the recipients receive one copy for each
user receiving the message: if you are sending the message
to 1000 users, the addresses in Send copies to receive 1000
messages.

Choice to create message How you use the choice
Second copy of email to users' supervisors When you select this, users' supervisors get a copy of the
message. The subject line of the supervisor's message is
prefixed by "Copies of email sent to your employees."
Customize Contents The options in Customize Contents send a totally custom

message as opposed to the pre-written template.
8. Click Send Notification.
Sending a Notification Email from SAP SuccessFactors Learning to an Individual User [page 1113]
Send a notification email from SAP SuccessFactors Learning to an individual user if you need to
communicate with the user and you want the notification to come from SAP SuccessFactors Learning
through standard processes instead of from your account as an administrator.
Sending Ad Hoc Communication with All Users Assigned to a Learning Item [page 1114]
If you need to send a one-time message to all users who are assigned to a learning item, you can send that
message as an email from SAP SuccessFactors Learning.
Sending Ad Hoc Communication with All Users Assigned to a Class [page 1115]
If you need to send a one-time message to all users who are assigned to a class, you can send that message
as an email from SAP SuccessFactors Learning.
Syntax Tags Used in Ad Hoc Notifications [page 1116]

View this section if you want to know about syntax tags used in ad hoc notifications.
19.4.19.6.1 Sending a Notification Email from SAP

SuccessFactors Learning to an Individual User
Send a notification email from SAP SuccessFactors Learning to an individual user if you need to communicate with
the user and you want the notification to come from SAP SuccessFactors Learning through standard processes
instead of from your account as an administrator.
Context
When you send a notification from the application rather than from your own email account, you follow your
organization's standard for communicating with users about learning issues.
Procedure

2. Find and open the user who you want to email.
3. In Actions, click Send Notifications.

Results
You go to the last step of the Send Notifications wizard. The system goes to the last step because all the preceding
steps help you narrow the users who receive the message. In this case, you’re sending the message to only the
current user.
Task overview: Sending Email Messages to Groups of SAP SuccessFactors Learning Users [page 1111]
Related Information
19.4.19.6.2 Sending Ad Hoc Communication with All Users

Assigned to a Learning Item
If you need to send a one-time message to all users who are assigned to a learning item, you can send that
message as an email from SAP SuccessFactors Learning.
Prerequisites
SAP SuccessFactors Learning sends your communication as an email, which means that the users in the learning
item must have an email address and your implementation must be connected to an email server.
Procedure

2. Find and open the learning item that is assigned to the users who you want to communicate to.
3. In Actions, click Send Notification.
Results
When you click Send Notification, you launch the Send Notifications wizard with the recipient population
prepopulated to all users of this learning item.

Related Information
19.4.19.6.3 Sending Ad Hoc Communication with All Users

Assigned to a Class
If you need to send a one-time message to all users who are assigned to a class, you can send that message as an
email from SAP SuccessFactors Learning.
Context
Often, you need to send a notification to a group of users who are associated with a class. For example, you might
want to notify instructors of a change in location. You build the notification with the standard Send Notification tool.
You skip the first few steps of the wizard because those steps identify the record that the recipients share. The
system knows that you mean to send a notification to users associated with this class because you launched the
wizard from the class record.
Procedure

2. Find and open the class that is assigned to the users who you want to communicate to.
3. In Actions, click Send Notification.
Related Information

19.4.19.6.4 Syntax Tags Used in Ad Hoc Notifications
View this section if you want to know about syntax tags used in ad hoc notifications.
The table below shows the ad hoc syntax tags and where they can be used.
 Note
You can use only "user" syntax tag IDs with an ad hoc notification; that is, you can’t use all of the syntax tag IDs
associated with the notification template ID that you’re using to base the ad hoc notification unless those
syntax tag IDs are also part of the user-specific syntax tag IDs. Therefore, you must delete the non-user specific
syntax IDs; otherwise, the syntax tag appears as text in the notification. For example, if you include the text
"The Job ID is: <JOB_ID/>." when you’re creating an ad hoc notification message, the user receives that exact
text: "The Job ID is <JOB_ID/>."
<STUD_ID/> (User ID) Any ad hoc notification
<STUD_NAME/> (User Last Name, First Name) Any ad hoc notification
<STUD_ORG/> (User organization) Any ad hoc notification
<STUD_DMN/> (User domain) Any ad hoc notification
<CPNT_ID/> (Item ID) Users Tools Send Notifications Requests tab for an
item
<CPNT_TITLE/> (Item Title) Users Tools Send Notifications Requests tab for an
item
<CPNT_DESC/> (Item Description) Users Tools Send Notifications Requests tab for an
item
<SCHD_DESC/> (Schedule Description) Users Tools Send Notifications Scheduled offering
record ( Learning Activities Classes Registration
tab )
<SCHD_SEGM/> (Schedule Segments) Users Tools Send Notifications Registration tab for
a scheduled offering
In the other ad hoc notifications, you can filter the users to whom you want to send notifications, but you must
delete the non-user specific syntax tag IDs.
Parent topic: Sending Email Messages to Groups of SAP SuccessFactors Learning Users [page 1111]

Related Information
19.4.19.7 Notifying Instructors of Teaching Assignments
Notify instructors of teaching assignments so that they can block their calendars for the assignment.
Prerequisites
Assign at least one instructor to the class segments. Ideally, you should assign all primary and secondary
instructors to the segments before you send the notification.
Context
Unless instructors are watching their instructor dashboards (My Classes), they won't see that they have upcoming
training assignments. You send notifications to tell instructors about new teaching assignments.
 Note
You can also send notifications when you first create a class by selecting Notify Instructors in the create class
window.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Classes .

2. Search for and open the offering (the course) that the instructors are teaching.
3. Go to Segments.
4. For each segment, verify that you have assigned a primary and (optionally) secondary instructors.
5. In the Actions menu, click Notify Instructors.
6. In Notify Instructors, select the instructors who should receive the notification and then click Send Notification.

Results
Instructors receive a calendar invite or a calendar attachment for the time of the course and they receive details
about the class. Whether they receive an invite or attachment and the exact details they receive vary depending on
your configuration. You configure the information in the InstructorAssignmentNotification notification
template.
19.4.19.8 Propagating Learning Expiration Automatic Process

Default Settings to All Active Learning Items
Propagate the Learning Expiration Automatic Process default settings to push the settings from the automatic
process to all active learning items. This removes any exceptions you made in individual learning items.
Context
When you configure notifications for SAP SuccessFactors Learning, you create an automatic reminder for users to
tell them when they should act on course assignments. You set the parameters for the reminder globally, in
System Administrator Automatic Processes Learning Expiration Email Notification . The global defaults are
copied at the item level on creation of the item. Even if there’s no manual change at the item level, it is a copy of the
default values that were first created. The Propagate settings to all active items is only going to copy the new
defaults for all the active items.
 Caution
This resets all overrides to the default, global values. To reset individual overrides, go to Learning Activities
Items and then open the individual learning items.
Procedure

Processes Learning Expiration Email Notification .
2. Choose Propagate settings to all active items.
3. Choose Yes in the warning message page.
4. Make the required changes in the Schedule Background Job page, and then click Finish.

19.4.19.9 Blocking SAP SuccessFactors Learning Email
Messages to Declared Addresses
Block SAP SuccessFactors Learning email messages if a person is receiving unwanted messages.
Context
Blocking all SAP SuccessFactors Learning messages to an address is like an unsubscribe action. You can quickly
prevent what the receiver experiences as spam while you diagnose the root cause of the problem.
Procedure

2. In Block all emails to, type the email address of the person who is receiving unwanted messages.
3. To add additional addresses, click Add another.
4. Click App Changes.
Next Steps
Blocking emails to an address is a temporary fix. Please investigate the root cause of the problem, which can be as
simple as a typo in the email address for an actual user of SAP SuccessFactors Learning.
19.4.19.10 Email Notification Template Overrides at the

Learning Item Level
You can override the default email notifications for a learning item to create email notifications that are specific to
the learning item.
In most cases, you want central control of email notifications for learning items, in System Administration
Manage Email Email Notification Templates . You want to manage a single email notification for things like
canceling a course or registration email notifications. In a few cases, however, you might want to create a special
email notification for a specific course. In these cases, you can override the central, default template with a custom
email notification for the learning item.
 Caution
If you attach a file or customize any of the values on the learning item level, in Learning Activities Items
Email Notifications , then the system breaks the link between this email notification and its corresponding

central email notification template ID. If you break a link, then the system no longer propagates modifications
that you make to the email notification template ID to this email notification.
19.4.19.11 Notification Inheritance from Learning Item to Class
This topic describes how the class inherits its notification information from the learning item that it is associated
with.
When you create a class, the system automatically copies the content from Learning Activities Items
Notifications to Learning Activities Classes Notifications for this class. When you update any value in the
learning item notification, the system automatically updates the class notification. If, however, you change the
notification in the class, you stop the inheritance and the class no longer receives modifications that you make to
the item. When you make changes to the class notification, you do not affect the learning item notification.
19.4.19.12 Locations Where You can Send Ad Hoc Notifications

in SAP SuccessFactors Learning
You can send ad hoc notifications from SAP SuccessFactors Learning in a small set of locations.
Location that Launches Ad Hoc Notifications Why You Launch from this Location
People Users Search Results To send an ad hoc notification to the required users.
Learning Activities Classes Actions To send an ad hoc notification to any users.
People Organizations Users To send an ad hoc notification to users assigned to an organi

zation.
Learning Activities Items Actions To send an ad hoc notification to users who have requested an
item.
Learning Activities Competencies Users To send an ad hoc notification to users who are assigned to a
competency.
Learning Activities Items Actions To send an ad hoc notification to any users.
People Users Actions To send an ad hoc notification to any users.
Learning Activities Programs To send an ad hoc notification to any users.
Learning Curricula Actions To send an ad hoc notification to any users.

Related Information
19.4.20 Virtual Learning System Global Application Settings
These are the Virtual Learning System (VLS) global variables in SAP SuccessFactors Learning
Display Join option prior to session start Set Display Join option prior to session start to allow partici
pants to join some amount of time before the class begins.
In System Administration Configuration Global
Application Settings , the Display join option prior to session

start setting doesn’t apply to Meeting Center. The Meeting
Center API doesn’t support Early Attendance like Training
Center does.
Synchronization Frequency When you enter a number of minutes into Synchronization

Frequency, the Synchronize VLS background job sleeps during
that amount of time before running again. The system shows
Synchronization Frequency if vleEnabled is set to true in the
LMS_ADMIN system property file.
If the vleEnabled property is set to true, then the applica

tion can connect to virtual learning servers such as WebEx. If
set to false, then there is no connection, and virtual learning
settings throughout the application are disabled in SAP Suc
cessFactors Learning Administration. Also, if set to false, users
cannot connect to virtual learning servers from their Content
Structure page. SAP SuccessFactors produces a specific inte
gration guide to walk you through integrating SAP SuccessFac
tors with virtual meeting rooms.
Related Information
SAP SuccessFactors Learning Virtual Learning Service (VLS) [page 1122]

Online Learning Content Management Configuration Properties [page 735]

19.4.21 SAP SuccessFactors Learning Virtual Learning Service
(VLS)
The Virtual Learning Service (VLS) is the integration between virtual meeting rooms, like Adobe Connect, WebEx,
or Zoom, and SAP SuccessFactors Learning.
If your company holds training in online meeting spaces like Adobe Connect, WebEx, or Zoom, you can use the
Virtual Learning Service (VLS) to connect users directly to the meeting rooms where their training takes place.
When the meeting spaces are connected through VLS, users can open a virtual meeting room by clicking a link in
their assignments lists.
Depending on the capabilities of the meeting room vendor, SAP SuccessFactors Learning can also read the
attendance list, time in attendance, and other reporting data. This saves instructors time later, when they post the
outcomes of the training to records management.
Related Information
Configuring the Virtual Learning Service
19.4.22 Attachment Limits in LMS_ADMIN
File upload limits set boundaries for files uploaded to SAP SuccessFactors Learning Administration. If users violate
the limits, they see an error that the upload limit has been violated. They cannot continue until they address the
problem.
 Note
fileUploadMaxSize In most cases, fileUploadMaxSize applies to images that

you upload (for example, thumbnail images). It contains the
limit, in bytes, of uploaded files not covered by the settings in
the ATTACHMENT system property file or by
maximumFileSizeKB and
backgroundThresholdFileSizeKB in the CONTENT
IMPORT system property file. The value can be between 0 (no
uploads) to 21474836642 (2 GB). We recommend a value
greater or equal to 65536 bytes or SAP SuccessFactors Learn
ing might not function properly.

fileUploadFilenameMaxSize The fileUploadFilenameMaxSize property contains

the limit, in characters, of a file name for files to be uploaded to
the server.
resourceUploadMaxSize The resourceUploadMaxSize property contains the

maximum size, in bytes, of files that can be uploaded for Pla
resourceUploadWarningSize
teau Question Editor (PQE). The most commonly uploaded
files are images. The resourceUploadWarningSize
property contains the limit, in bytes, at which PQE users are
warned that their image is too big. As long as users do not ex
ceed the bytes in the resourceUploadMaxSize property,
they can still upload after the warning. Please use assess
ments instead of PQE.
Related Information
19.4.23 SAP SuccessFactors Learning Administration Search

Selectors
Search Selectors control the default behavior of searches in SAP SuccessFactors Learning Administration,
including searches for records, filters on entity searches and filters on report criteria.
In some uncommon cases, you might need to change how administrators search for records. If you think that you
need to change the search selectors, please engage SAP SuccessFactors services to better understand the search
framework and the consequences of editing search selectors. Changes to this file should be done by a certified
system administrator or DBA.
Because the changes you make might directly affect both the UI and the search criteria, and therefore the response
time of your searches, when editing the search selectors, consider the number of records in your database and the
capacity of the IT resources used by your organization.
You can see search selectors in System Administration Configuration Search Selectors . Each search
selector is an XSD for the various search pages used by the SuccessFactors search framework. Find the search
selector that applies to the search you want to modify, and then edit it to control both the administration user
interface and the SQL properties of the search.

19.4.24 SAP SuccessFactors Learning Help Configuration
Do not change the help configuration in LMS_ADMIN.
We have two configuration settings for the help system that are legacy. We recommend that you do not change
them:
● baseHelpRedirectURL
● helpRedirectorURI
19.4.25 ENTITY_IMPORT
This topic describes how the ENTITY_IMPORT system properties file affects the entity import tool.
The ENTITY_IMPORT tool controls the rules of System Administration System Management Tools Import
Data . In most cases, you don’t need to change the values in this file. At most, you might change the maximum
size per attachment.
supportedAttachmentTypes[*] You can use each supported file type that you can use to im
port data. Unless you customized the import data tool, we rec
ommend that you don’t change the default settings
maximumSizePerAttachmentKB The maximumSizePerAttachmentKB property contains

the maximum file size, in kilobytes, that you can use to import
data. We recommend that you don’t change the value unless
you’ve customized the tool. If administrators exceed this limit,
then they see an error and are prevented from continuing.
backgroundJobThreshold The backgroundJobThreshold property contains the

number of rows that can be in an import file (spreadsheet) be
fore the system requires users to schedule a background job.
Currently, only a value of -1 is supported (forcing all jobs to run
in the background). Don’t change the default.
19.4.26 DIRECT_LINK
This topic describes how the DIRECT_LINK system properties file affects your administration environment. If you
haven't added new .jsp files or struts actions, you do not need to change this file.
DIRECT_LINK maps the settings and administrator sees on the System Administration Tools Generate Direct
Link page with the functions that provide direct links. You do not need to change this file unless you add new .jsp
files or struts actions to the system and you want administrators to build direct links to them.

19.4.27 User-Created Account (Global)
In System Administration Application Administration User Created Account , you define whether users can
create their own user account. Importantly, these settings are the default settings for each site that you create in
System Administration Application Administration Sites .
User Settings When you select the Allow users to create a new account at
SuccessFactors Learning login page checkbox, you give users
permission to create their own account in the user interface. If
you allow users to create their own account, then you should
also complete the Instructional Text and Contact Information
sections. If you clear the Allow users to create a new account at
SuccessFactors Learning login page checkbox, then users can’t
create their own accounts and the system doesn’t use the re
maining settings on this page in any way.
Select Approval Required to require account requests to go

through your configured approval process.
When you select the Allow users to choose an ID while creating

a new account checkbox, you allow users to choose the unique
ID that they’ll use to log on to the system. If you don’t allow
users to choose their own ID, then the system automatically
generates a unique ID based on how you configured Auto Gen
erated IDs ( System Administration Configuration Auto
Generated IDs ).
Select a Default User Role ID that is the default value for all
sites. The available values are determined by the administra
tor's permissions. This default can be overridden when creat
ing a site.
For the Default License User Type, select Active or Functional,

depending on the type of license you want the user to have.
This default can be overridden when creating a site.
Instructional Text When you allow users to create a new account at the Success
Factors Learning login page, we recommend that you edit the
messages in the Instructional Text section so that your users
know what they should complete and why. When you clickEdit,
you can edit an existing or add a new label value to a locale.

Contact Information You can use the User-Created Account section to configure the
form that users see when they create a new account in the
user interface. You can’t change how the system orders or
groups fields in a section; however, if you don’t include any
fields in a section, then the system hides that section and its
heading when users create a new account. If you don’t see a
custom field that you need, then you can create a new one in
the User Custom Fields section ( System Administration
Custom Fields User ).
When users create an account with attributes that match an

assignment profile, then the system associates them with that
assignment profile and makes the assignments when the As
signment Profile Execute Updates automatic process runs as
scheduled.
For external users who create an account from a site, however,

the system propagates the assignments of an assignment pro
file immediately, but only if the assignment profile uses only
security domains and Organization ID. For external users who
create an account from a site, the system applies the security
domain and organization to the new user entity. For other
users, the system applies the default, PUBLIC domain and no
organization to the new user entity.
19.4.28 USER GENERATED CONTENT
This topic describes how the USER GENERATED CONTENT system properties file control content that can be
added as quick guides.
supportedFileExtensions The supportedFileExtensions property contains the

list of file extensions supported by quick guides. Quick guides
are wizards that users can upload to teach each other how to
do tasks. They often include images.
maximumPixelResolution The maximumPixelResolution property contains the

resolution, in pixels of images that can be uploaded to the sys
tem with quick guides.

19.4.29 SAP SuccessFactors Learning System Properties in
LMS_ADMIN
Within the LMS_ADMIN configuration file, some properties directly affect the SAP SuccessFactors Learning
application.
restrictUserSelfModification Administrators who have permissions to edit administrator ac

counts aren’t allowed, by default, to modify their own account.
For security reasons, they must request that another adminis
trator make the change. The administrator isn’t allowed to self-
modify because the restrictUserSelfModification
property is set to true.
In some cases, you might want to allow administrators to edit

their own accounts. For example, in a training environment or
in a development environment, you might allow it. To allow self-
modification, set restrictUserSelfModification to
true.
webServicesEnabled This setting is ignored in most customer environments be

cause most customers are integrated with SAP SuccessFac
tors platform. This setting is ignored in integrated environ
ments.
If you are not integrated, then when webServicesEnabled

is true, then web services are enabled to Learning.
jamIntegrationEnabled This property affects customers who use SAP SuccessFactors

Learning in an integrated environment. If set to true, SAP Suc
cessFactors Learning can use the integrated SAP Jam environ
ment. For example, you can assign SAP Jam groups to learning
items so that the participants have an SAP Jam group for their
course.
allowFutureHireDates When set to true, a user's hire date can be in the future. A com
mon reason to set this property to true is if you use User Con
nector - SF to load users from the SF tables to the SAP Suc
cessFactors Learning. Users in the SF tables can have future
hire dates: they’re set up in the system so that they’re ready for
the employees' first day. The default setting is false. If you set
this property to true and then you set it back to false, the sys
tem does not remove users with future hire dates or perform
any other cleanup: your current user entities are left as-is and
new users created after you set it back to false are prevented
from having future hire dates.

enableCappingFactor By default, this property is set to false. Set it to true for French
government reporting. When this property is set to true:
● The learning event recorder to display system default cur

rency instead of the dropdown.
● Administrators are also prevented from changing the cur
rency for addition costs in Learning Event Editor.
● The system hides Training days while recording learning.
selfRegistrationUniqueEmailAddressRequired We recommend a value of true even though the default value

is false to maintain legacy behavior. When you set this to
true, you force anyone who self-registers through SAP Suc
cessFactors Learning to have a unique email address. When
self-registered users have a unique email address, they can re
cover lost passwords on their own.
useOrgEmailAsFromForNotifications When set to true, each organization in SAP SuccessFactors

Learning can have its own from address for Learning notifica-
tions. You configure the address on the organization ( People
Organizations ).
19.4.30 Logging Properties in LMS_ADMIN
This topic describes how you can control the logging of the application in the LMS_ADMIN system properties file.
Logging in the application is controlled by Log4J, not in the application configuration. You can, however, indirectly
affect the logging in the configuration.
isI18nLabelExceptionLoggingEnabled When the isI18nLabelExceptionLoggingEnabled

property is set to true, if a SuccessFactors Learning requests a
label but cannot find it in the locale label cache, the missing la
bel is logged to missinglabels.log. Set to false to turn off log
ging.
stackTraceDepthForMissingLabelLogging The stackTraceDepthForMissingLabelLogging

property defines the depth of the stack trace that will be log
ged to the missing labels log file. If set to 0 (zero), then no
stack trace information is logged. It only applies if the
isI18nLabelExceptionLoggingEnabled property is
set to true.

19.4.31 REPORT_SYSTEM System Properties
This topic describes the purpose of the REPORT_SYSTEM system properties file.
The REPORT_SYSTEM file contains basic information about the running of reports. To make bigger configuration
changes to your reports, you must work within the Report Framework.
19.4.31.1 Asynchronous Reports
This topic describes how you can control asynchronous report behavior in REPORT_SYSTEM.
With SAP SuccessFactors Learning 6.4 and later, all reports are asynchronous; therefore, any changes you make to
these settings affect all reports. When administrators run a report as a background job, the system generates the
report at the scheduled time and stores it in the database.
Even though all reports are asynchronous, administrators still click Run Report, which gives the impression that it’s
a synchronous report. When administrators try to run a report immediately in this way, the system schedules it for
immediate background execution, but with the timeout specified by the onlineTimeoutPeriod property. If they
schedule the report, then the system uses the timeout specified by the backgroundTimeoutPeriod property.
asyncStorageMaxSize The asyncStorageMaxSize property contains the maxi

mum size (in bytes), after which the system aborts attempts to
store the report in the database. The maximum size limit for
asyncStorageMaxSize is 5 GB.
 Note
This report configuration limit doesn’t impact any recur
ring reports as per current analysis. SAP recommends us
ing filters while running reports that produce large data.
asyncStorageTTLDays The asyncStorageTTLDays property contains the num

ber of days after which the system removes a report that is
stored in the database.
asyncEmailedReportFileName The asyncEmailedReportFileName property contains

the default file name when the report is sent as an e-mail at
tachment. The format of the report is appended
(.xml, .html, .pdf, or other extensions).

scheduleOnlyReports.* The scheduleOnlyReports properties contain reports

that can only be run as scheduled reports. The reports still ap
pear in the Reports section, but users cannot execute them
concurrently; they must schedule them. If you know that some
reports always take a long time to run, you can force users to
schedule them. Each report that you want to force as schedule
only is a suffix to the scheduleOnlyReports property. For
example,
scheduleOnlyReports.UserCurriculumStatus
makes the curriculum status report schedule only. The report
name is stored in the database, within the PA_REPORT table, in
the REPORT_NAME column.
onlineTimeoutPeriod The onlineTimeoutPeriod property contains the time

limit on all reports run online (by users clicking the report in
SAP SuccessFactors Learning). If the report takes longer than
the timeout, execution stops, an error is logged if logging is set
to DEBUG, and users see an alert that tells them the report has
taken too long to generate. Additionally, the next time users try
to run a report that has timed out, they see a message telling
them that previous attempts at the report did not run due to
timeout settings.
When a PDF format report times out, the user can see a
“poorly formed PDF document” error.
backgroundTimeoutPeriod The backgroundTimeoutPeriod property contains the

time limit for all background reports. If a report exceeds the
timeout, SAP SuccessFactors Learning stops the report and
logs a message about the failure. SAP SuccessFactors Learn
ing logs the message if the logging level is set to DEBUG.
19.4.31.2 Content Types
This topic describes the output format content types in REPORT_SYSTEM.
The content types that are streamed to the browser and some information about the stream are identified in the
outputFormatContentTypes.* properties in REPORT_SYSTEM. Do not edit these values without contacting a
SAP SuccessFactors Learning representative.

19.4.31.3 Font Format Properties in REPORT_SYSTEM
This topic describes how you can control the font display for different classes of text in reports. You control the font
display with properties in the REPORT_SYSTEM system properties file.
baseFontFile The baseFontFile property contains location of the base

font. Report text is rendered using this font style. Specify a Uni
code font for UTF-8 compatibility.
baseFontEncoding The baseFontEncoding property specifies the association

between a code and a character. This is not typically changed.
Example values are:
● Identity-H: horizontal
● Identity-V: vertical
● Cp1250: Central Europe
● Cp1252: Western Europe
● Cp1257: Baltic
reportFontVOXMap.* The reportFontVOXMap.* properties control the format

ting of text in PDF reports. The reportFontVOXMap.*
property contains at least one suffix, name, that matches the
middle of the property. For example,
reportFontVOXMap.title.name=title identifies the
attributes of the title font. For example, the
reportFontVOXMap.title.size=16.0 sets the size of
the title font to 16.
19.4.31.4 Page Format Properties in REPORT_SYSTEM
This topic describes the properties in REPORT_SYSTEM that control page formatting.
queryIndentWidthPercentage The queryIndentWidthPercentage property value is the per

centage of the page that the report data is indented.
queryResumptionIndicatorColor*Val The queryResumptionIndicatorColor*Val property contains the

RGB values of the color of the line that prints after the query
prints detail. The * in the property is red, green, or blue.

tabularRowAlternatingBackgroundColor*Val The tabularRowAlternatingBackgroundColor*Val property con

tains the RGB values of the color of alternating rows (the color
alternates with the page color). The * in the property is red,
green, or blue.
summaryRowBorderColor*Val The summaryRowBorderColor*Val properties contains the

RGB values for the border of boxes around summary rows. The
* in the property is red, green, or blue.
19.4.31.5 Adobe Download Link Properties in REPORT_SYSTEM
When administrators run reports, they can run them as PDF, which includes information about downloading Adobe
Acrobat Reader™. This topic describes the properties in REPORT_SYSTEM that control the download information.
hrefAdobe The hrefAdobe property contains the URL that administra

tors open to download Adobe Acrobat Reader.
imageVO.* The imageVO.* properties contain the display properties of

the Adobe Acrobat logo. The image is hyperlinked to the URL in
the hrefAdobe property. The image source is relative to the
Foundation WAR file.
19.4.31.6 Administrator Report Preference Properties in

REPORT_SYSTEM
This topic describes the properties in REPORT_SYSTEM that control the search and browse functionality of
administrators' report search system.
reportLazyPersistence The reportLazyPersistence property controls whether

Administrators' search preferences are "sticky" in SAP Suc
cessFactors Learning Administration. If sticky, the application
remembers what the administrators last searched on and per
sists it into the database. The next time the administrators
open the Reports pages, their search settings are defaulted to
their last search.
Set to false to make the search preferences sticky.

reportPerferencesHandler The reportPerferencesHandler property contains the

class that handles "sticky" report preferences. Don’t change
unless you’ve written a new class to handle preferences. Check
with a SuccessFactors representative for more information.
19.4.31.7 Online Report Designer Properties
SAP SuccessFactors Learning integrates with SAP SuccessFactors Online Report Designer according to the
following properties.
Learning to ORD Properties
This property... ...Is used as follows
adhocReportDefaultPeriod The amount of time, in months, that a report will look back in
the past for records. If your reports are timing out often, you
can decrease the amount of time.
adhocReportPreviewModeDefaultPeriod The amount of time, in months, that a report will look back in
the past for records while the user is designing a report. If your
report designers complain that their design sessions are timing
out, consider decreasing the amount of time.
19.4.31.8 Keeping Old Report Definitions in SAP

You can avoid getting the latest report definition in SAP SuccessFactors Learning fi you need time to adjust to the
new definition.
Context
When useLatestReportDefinition is true, report jobs get the latest report definition. If you started a
recurring report job many releases ago, you get all improvements and fixes we made to the report between the time
that you scheduled it and the current release. The default value is true because we recommend that you get the
latest definitions without rescheduling your report jobs every release.
When useLatestReportDefinition is false, report jobs keep old definitions. If you started a recurring report
job many releases ago, and we updated the report definition with improvements and fixes, you don’t see those
changes: you see the report as it was on the release that you scheduled it. For example, in Q4 2016, we introduced
Person ID External to the delimited report definitions. If you scheduled a report in 1608 or earlier, and if
useLatestReportDefinition is false, then you still get Student ID.

Procedure

2. Open REPORT_SYSTEM.
3. Find useLatestReportDefinition and set it to false.
19.4.32 SEARCH System Properties
This topic describes the purpose of the SEARCH system properties file.
SEARCH contains global settings for the search framework. The search framework is the system that
Administrators use to search for objects in the system (users, learning items, classes, etc). Each field that the
administrator can use to search is called a selector. Individual selectors can be configured in SAP SuccessFactors
Learning Administration in the module System Administration Configuration Search Selectors .
resultMaxRowAllowed The resultMaxRowAllowed property is for internal debug

ging use. Do not use.
resultRowsPerPage The resultRowsPerPage property contains the default

number of rows per page of the search results.
rowsPerPageOptions[*] The rowsPerPageOptions[*],

studentShowAllOption, and
studentShowAllOption
studentShowAllLabel properties include settings for the
studentShowAllLabel end user interface search. Users can select how many rows ap
pear on each page. In the rowsPerPageOptions[*]prop
erties, each bracketed value is a number that the user can
choose from a list. That number of rows appears in the page.
The studentShowAllOption property can be set to true

or false (set to true to show and false to hide). We recommend
that you set to false for performance reasons. Allowing users to
return all records can lead to long transaction times and bog
down your system. If you want users to be able to return many
records, but not all records, you can set
rowsPerPageOptions[*] to a high value, such as 500.
The studentShowAllLabel property contains the label

that appears next to the rows per page list.

adminRowsPerPageOptions[*], The adminRowsPerPageOptions[*],

adminShowAllOption, and adminShowAllLabel adminShowAllOption, and adminShowAllLabel
properties include settings for the administrator interface
search. Administrators can select how many rows appear on
each page. In the adminRowsPerPageOptions[*] prop
erties, each bracketed value is a number that the administra
tors can choose from a list. That number of rows appears in the
page.
The adminShowAllOption property can be set to true or

false (set to true to show and false to hide). We recommend
that you set to false for performance reasons. Allowing admin
istrators to return all records can lead to long transaction times
and bog down your system. If you want users to be able to re
turn many records, but not all records, you can set
adminRowsPerPageOptions[*] to a high value, such as
500.
The adminShowAllLabel property contains the label that

appears next to the rows per page list
globalSearchContextProperties[*] The globalSearchContextProperties[*] properties

can contain either
EntitySearchDefaultToResultPage or
PickerSearchDefaultToResultpage in brackets. En
tity Search appears when an administrator clicks a menu (like
User Management > Users) appears when an administrator
clicks the Picker button. If you set either entity search or picker
search property to true, then, by default, all searches of that
type open a results page when the administrator first opens
the page.
showSQL When the showSQL property is set to true, the system out
puts search SQL statement for debugging purposes. By de
fault, set to false.
catalogSearchResultsDisplayPriceType The catalogSearchResultsDisplayPriceType

property contains the ways that catalog prices can be dis
played. Possible values are listed in the comments.
catalogSearchResultsOrderBy The catalogSearchResultsOrderBy property, when

set to true, allows the catalog search results to be ordered. You
catalogSearchResultsOrderByColumns
then set the order by columns in the
catalogSearchResultsOrderByColumns property.
Possible values for the
catalogSearchResultsOrderByColumns property
are listed in the comments.

maxInListItems The maxInListItems property contains the maximum

number of list items in a search SQL statement. Cannot exceed
1000.
useGlobalCaseSensitivitySetting If you set the useGlobalCaseSensitivity property is

set to true, then the system ignores the case sensitivity set
globalCaseSensitive
tings on search selectors. Set to false to control case sensitiv
ity on the search selector level. The
globalCaseSensitive property is active if the
useGlobalCaseSensitivity is set to true. Set
globalCaseSensitivity to true to make the search
case sensitive by default. Set to false to make it not case sensi
tive by default.
matchOptionDefaults[*] The matchOptionDefaults[*] property controls the default

search criteria options. The brackets can contain these values:
OP_EXACTMATCH = “=”;
OP_EQUAL = “=”;
OP_STARTWITH = “like1”;//cannot be the same as OP_CON

TAINS
OP_CONTAINS = “like2”;
OP_ANYMATCH = “in”;
OP_ANYMATCH_NOT = “not in”;
OP_GREATER = “>”;
OP_LESS = “<”;
OP_GREATER_EQUAL = “>=”;
OP_LESS_EQUAL = “<=”;
OP_NULL = “is null”;
OP_NOTNULL = “is not null”;
maxResultsAllowedForAdminPowerSearch The maxResultsAllowedForAdminPowerSearch

property controls the amount of records that the power search
powerSearchWhitespaceCharacters
can return. The powerSearchWhitespaceCharacters
property sets the characters that the power search treats as
white space. The power search is part of the administration en
vironment. It searches multiple object types at one time.
restrictUserPeerSearchByOrg Set to true to restrict users’ search to users within their own
organization structure. Set to false to allow users to search any
active user.

orgLevelsAboveUser This property sets the number of organization levels above the
user’s organization the user can search when
restrictUserPeerSearchbyOrg is enabled.
Min Value: 0
Max Value: 30
Default value: 0
When set to zero (0), the search results returns only users as
sociated to the user’s organization or its sub-organizations
When set to greater than zero (0), the search results returns
users associated to user’s parent organization <x levels above
user’s org and its sub-organizations
additionalIdentifierDisplayedInUserSearch Set to the additional information that you want users to see
when they search. For example, when users search for other
users to recommend a course, they see the users' names and
either their suite-wide ID, their organization, or their email ad
dress. Most customers select email address because it is the
easiest way to differentiate users.
If left blank (null), then users do not see any additional infor
mation. This can make it hard to distinguish between users
with common names, but customers with conservative privacy
policies might choose to leave the value blank (null).
enableStemSearchInPowerSearch These settings control power search. We recommend the de

fault settings for the best experience in power search. See the
enableTrimmingOfLeadingAndTrailingSpaces
comments for each setting to understand what they control.
enableSingleCharacterWildCard
enableMultipleCharacterWildCard
19.4.33 REPORT System Properties
This topic describes the REPORT system properties file.
REPORT is used in the report framework. It controls the classes that are called for different reports, their input
parameters and the returns. To edit REPORT, you must understand the Report Framework in general and have a
clear understanding of report writing and Java.

19.5 Learning System Operation
During the normal operation of Learning, system administrators often need to troubleshoot the system, manage
users and data in the system, and so on.
In Learning, most of the system operation is troubleshooting, managing processes, and managing system data.
19.5.1 Downloading an Installation Qualification Report
As a validated Learning customer, you download your IQ (Installation Qualification) Report from SAP
SuccessFactors Learning Administration to demonstrate to regulators that the installation equipment and
processes meet all specifications, that the software is installed correctly, and that all required components and
documentation are installed.
Context
If you’re a properly permitted administrator, you can retrieve the environment IQ report as soon as it becomes
available to the application location after any installation, upgrade, or patch application.
Procedure
1. Go to SAP SuccessFactors Learning Administration, and then go to System Administration System

Management Tools Environment .
2. Choose Download <your version> IQ Report.
19.5.2 Troubleshooting Connectors
Troubleshoot connectors if you see problems in SAP SuccessFactors Learning data and you suspect a connector
problem or if you received an e-mail about a connector problem.
Prerequisites
● Enable the connector archive to save for 3 months

● Enable the connector logs

Procedure
1. Go to Learning Administration, go to System Administration Connectors , and then select the connector
 Tip
User Connector - SF is the most common connector for trouble because you run it so frequently. For
validated customers, it’s either User Connector - SF or Item Connector. If you see problems with course
and you integrate with Skillsoft, check Skillsoft Connector.
2. Choose Test FTP Connection to verify that SAP SuccessFactors Learning can reach and use the SFTP site.
The test checks:

○ The URI of the SFTP server or for general errors in connection
○ The username and password configured for the connector
○ The permissions and folder configuration for read access
○ The permissions and folder configuration for write access
To resolve trouble, go to System Administration Configuration System Configuration CONNECTORS

and check the SFTP settings. Also check that your username and password and the permissions on the SFTP
site folders.
3. Choose View Errors to see the errors in the connector and troubleshoot them individually.
4. Choose View Results to see the results of the connector run, including successful jobs.
○ To view the configuration changes for a connector run, choose View Results View Logs . Find the text
Current Configuration changes.
○ To see the columns that the connector processed, choose View Results View Logs . Find the text
Reading following fields from Input file.
○ To view detailed information for the delta changes that happened during the connector run, choose View
Results View Logs . Find the text Update Statistics.
○ To access connector report while Connector run is in progress, choose View Results Current
Connector Run Run Detail Report .
19.5.2.1 Enabling the Connector Archive
Enable the SAP SuccessFactors Learning connector archive so that you have a record of connector files for
troubleshooting connector issues.
Context
Enable the connector archive and keep archived files for three months for troubleshooting. If you don't select
Enable input file archive, you increase your troubleshooting efforts.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Connectors

Connector Settings .
2. Select Enable input file archive.
 Note
Enable input file archive doesn't work for User Connector - Federal, so System Administration
Connectors User Connector - Federal never has a Show archived input files button.
On each connector run, SAP SuccessFactors compresses and encrypts all input files for that run into a .zip file.
To access the input files, go to System Administration Connectors , select the connector, and then click
Show archived input files.
3. In Purge archived input files older than, type 3.
19.5.2.2 Enabling Connector Logging
Enable connector logging during initial implementation so that your team can be alerted to trouble with connectors
and easily see a log of the connector.
Prerequisites
Enable Learning email notifications. You usually enable Learning email notifications as part of your overall
implementation because they apply to more than just connector logs. Think broadly about Learning email
notifications when you enable them.
Set up an email distribution list of the people who are to be notified of connector trouble.
Procedure

2. Edit CONNECTORS.
3. Set connector.ftp.output.report.enable to true to enable the reports to go to your FTP site.
4. Set connector.ftp.output.report.remoteDirectory to /logs so that logs are written to a folder called
logs in the FTP site.
5. Decide how SAP SuccessFactors sends status of the connector.

Property Value
connector.report.email.enable Set to true to receive an email copy of the report.
connector.report.email.toAddresse The email distribution list address that receives the emailed report log
s if the emailed report is enabled. Don’t use a person's email address.
connector.report.email.CCAddresse If you also want to copy an address, add the address here.
s
connector.report.email.mailSubjec The value of this property is the subject line of the report email. We rec
t ommend a value like $interfaceId$ - Connector Results.
At run time, the system substitutes the name of connector for
$interfaceId$.
connector.report.email.enableDeta If set to true, then a detailed log is sent as an attachment to the

ilReportAttachments email. Otherwise, the email contains the time of the run and success or
failure.
A good strategy to reduce the size of the email messages: set this prop
erty to false and then tell the recipients to look at the detailed report
in the System Administration Connectors section of the Admin

istrator interface. To use this strategy, recipients must have access to
the SAP SuccessFactors Learning Administration environment.
6. Decide how SAP SuccessFactors handles the detailed report.
connector.report.detail.displayMe This property specifies the level of log entries that must be part of the
ssageTypes detailed report. Possible values are: Exception, Warning, FATAL, and
info. To include more than one, add as a comma-separated list. For ex
ample:
<property>=Exception,Warning,FATAL
connector.report.detail.numberOfE Change the default value of 5000 only if you need to. For example: if
xceptionsDisplayed you’re troubleshooting during implementation.
7. Save and close CONNECTORS.
19.5.2.3 Configuring the Connector FTP Site
Configure the SAP SuccessFactors Learning FTP site so that when the connector job runs, it knows where to get
the data files to import and where to write detailed logs.
Prerequisites
You run User Connector - SF, which contains user data. To encrypt this data, you need PGP encryption.

The keyring must be provided to the party that is generating the PGP encrypted file so that the encryption and
decryption match. The keyring value is a base64 encoding of the binary keyring file. Use the Linux base64
command or other tool for decoding the property value to obtain the public keyring file that needs to be provided to
both ends of the transaction.
Procedure

2. Edit CONNECTORS.
3. Set connector.input.file.location to FTP.
4. Set the location of the FTP site and directory where the connectors fetch their data files.
connector.ftp.protocol The protocol used by the FTP server. Valid values are
ftpand sftp.
connector.ftp.server The name of the FTP server. For example,
ftp.acme.internal.
connector.ftp.port The port that the FTP server listens to. For example, 22.
connector.ftp.userID The user ID on the FTP server that owns this process. When
specifying the user, make sure that the user has access to
the directories where the system reads data files and writes
log files.
connector.ftp.password The password for the user. The password is clear text until
you save the CONNECTOR file. On save, the system encrypts
the value.
connector.ftp.input.remoteDirectory This is the folder where SAP SuccessFactors looks for data
files. If for example, you plan to drop data files in /root/
connectors/input, add the folder path as follows.
 Sample Code
<...>.remoteDirectory=/root/
connectors/input
5. Set connector.input.file.name.tenant.suffix.enable to false.
When false, the connector doesn't expect a suffix. If you set it to true, the connector expects a data file that
ends in your tenant ID.
6. Add encryption settings.
connector.pgp.enabled If you encrypt the data file, set to true so that the system
can decrypt the files. If this setting is set to true, it impacts
all connectors. If the connector doesn't find a .pgp file, it will

still process other file types such as .csv, .txt., and .zip. En
crypted files are common when they contain sensitive infor
mation, like user identification numbers.
connector.pgp.public.keyring The connector.pgp.public.keyring property

value is the public keyring used by the system to decrypt the
connector.pgp.secret.keyring
encrypted files.
connector.pgp.passphrase
The secret keyring, passphrase, and extension are standard
connector.pgp.file.extension PGP encryption properties. The extension is usually .pgp.
7. Set connector.input.file.fetch.retry.enable to cause the connector to wait until the next run to
retry or to retry again before the next run.
○ Set to false if you want to wait until the next connector run if there’s a file read error. Set to true to try to
fetch two more times on file read error. In practice, many organizations set to false because they run a
connector every day and they believe that the information can wait until the next connector run in the
unlikely event of a file read error. Additionally, file read errors are often caused by issues like missing files or
a bad FTP password: issues that won't be solved by trying the fetch again.
○ Set to true if you believe that the connector information has more time sensitivity than the next connector
run. For performance reasons, we control the amount of time that the connector waits before attempting
another fetch.
19.5.2.4 Configuring Connector Data File Syntax
Configure connector data file syntax in a rare case when you can’t use the default settings.
Context
 Note
User Connector - SF ignores these settings.
Procedure

2. Edit CONNECTORS.
3. Change the syntax settings.

connector.input.file.processing.mode Set to header.
connector.input.file.columnDelimiter By default, this is set to pipe (|). It applies to all connector

input files, so we recommend that you use the default and
adjust the connector input files to use the same delimiter.
You can, for example, set it to a comma (,) so the connec
tors accept Comma-Separated Value (CSV) files.
connector.input.file.escapeChar The character that escapes the delimiter. By default it’s a

double-quote ("). For example, if you want to import an item
title that is Safety, Our top Priority, then without the escape
character, the system reads the comma after Safety as the
delimiter. You can escape the comma as Safety"," Our
Top Priority.
connector.input.file.eolSymbols The set of characters that represent an end of a line in the
file (a new line). By default, it’s an exclamation point, two
pound signs, and another exclamation point (!##!).
4. Save CONNECTORS by choosing Apply Changes.
19.5.2.5 Connector Prefixes in SAP SuccessFactors Learning

Configuration
In SAP SuccessFactors Learning configuration, the connector prefix defines which connector the configuration
applies to.
Finding the right configuration prefix can be hard because the prefix in System Administration Configuration
System Configuration CONNECTORS uses abbreviations. This table decodes the prefixes.
Common Connectors and Prefixes
These connectors are very commonly used in most SAP SuccessFactors Learning implementations.
Uses This Prefix in CONNECTORS sys

This Connector tem properties Notes
Competency Connector - competency.sf.* Unlike other connectors, the file type of the Compe
SF
tency Connector - SF is *.zip. You can change the file
competency.sfcompetency.*
name in the CONNECTORS system properties file in the
competency.connector.input.file.name5 property.
Item Connector item.* Most customers us Item Connector during initial imple
mentation only.
Learning History learninghistory.* Run Learning History Connector one time during initial
Connector
implementation.

Skillsoft Connector skillsoft.* This connector is common for customers who have a
Skillsoft integration.
User Connector - SF sfuser.* This connector is required.
Uncommon Connectors and Prefixes
These connectors are sometimes used in SAP SuccessFactors Learning implementations. They can be used to load
data in bulk from another system.

Admin Connector admin.*
Domain Connector domain.*
Organization Connector organization.*
Connectors and Prefixes to Ignore
These connectors are so rarely used or they fit such a specific case that most customers can ignore them.
 Note
Connector prefixes continue to use previous terminology. For example, while the term Scheduled Offering
changed to Class, the connector prefix remains scheduleoffering.*.

Alternate Job Code alternatejobposition.*

Connector
Curriculum Connector curriculum.*
Job Code Connector jobposition.*
Organization Owner organizationowner.*

Connector
Position Connector position.*
Registration Connector enrollment.*
Class Connector scheduleoffering.*

User Connector user.* New customers should be using User Connector - SF

only.
User Connector - Federal federaluser.* New customers should be using User Connector - SF
only.
User Connector - SF sfuser.* New customers should be using User Connector - SF

only.
User Compensation usercompensation.* New customer should not see this configuration. Older
Connector
customers might: it applies to legacy Plateau Compen
sation. Please ignore it.
User Compensation usercomphistory.* New customer should not see this configuration. Older
History Connector
customers might: it applies to legacy Plateau Compen
sation. Please ignore it.
19.5.2.6 Connector Log Clean-Up
This is how SAP SuccessFactors Learning cleans up connector logs and how you can retain your own copy for
longer.
The connector log clean-up is an automatic process that removes connector logs that are older than 30 days or
older than 5 job runs, whichever policy retains the logs longer. Connector logs are viewable by administrators with
View Errors and View Results in System Administration Connectors [individual connector] .
The logs are also available by email and FTP site, so if you need to store connectors beyond the limits set in the
connector log clean-up job, we recommend that keep the FTP logs or emailed error detail report. To enable the FTP
logs and email report, go to System Administration Configuration System Configuration and check these
settings:
● connector.ftp.output.report.enable should be set to true to send the report to the configured FTP site
● connector.report.email.enable should be set to true to send the report to the configured email accounts
The settings associated with the FTP report and emailed report are grouped with the enable settings. We
recommend that you check the associated settings and update them if your policy or process has changed.

19.5.2.7 How to Use SAP SuccessFactors Learning Connectors
Use SAP SuccessFactors Learning connectors for an initial load of courses and learning history when you first
implement Learning, to import Skillsoft course details on an ongoing basis, and to update user data on an ongoing
basis.
 Caution
Although you can use connectors to import many different kinds of data at different times, we describe the
safest approach here. With all connectors, we recommend that you engage a certified SAP SuccessFactors
Learning implementation partner to properly configure your connectors.
Initial Load of Courses and Learning History into SAP SuccessFactors
When you first implement SAP SuccessFactors Learning, you usually have a large amount of course and learning
history data to bring into SAP SuccessFactors from the system you were using previously. Use connectors to load
this data because of the size of the import. To import course data and users' learning history, use Item Connector
and Learning History Connector.
When you run the initial load of courses into SAP SuccessFactors, you usually load active courses in one job and
inactive courses in another job. You load inactive courses so that the learning history has a record of the course that
users completed, but because you don't need to work with the course now, you can simplify your initial connector
run and use only a few fields.
Ongoing Import of Content from Validated Course Vendor
Validated customers, those who use vSaaS, usually chose a vendor that keeps training current with a regulator. For
example, in the United States, life sciences companies are regulated by the Food and Drug Administration (FDA). A
life science company engages a vendor who keeps track of changing FDA training regulations and creates a
repository of training that the customer can use. Validated customers, therefore, run Item Connector on an ongoing
basis to get the latest changes from the course vendor.
Ongoing Skillsoft Course Data
Skillsoft is a popular third part integration to Learning. Customers who use it can use the Skillsoft connector to
keep Learning in sync with Skillsoft.
If you use Skillsoft, you set up Skillsoft Connector to import Skillsoft courses on an ongoing basis. Not all customers
use Skillsoft, so not all customers configure Skillsoft Connector.

Ongoing User Update into Learning
Your user data is stored in platform, and you import it to Learning so that you can use it to assign courses to users.
User data changes regularly as employees change positions, retire, move to other departments, and so on.
Because the data changes regularly (and because the mapping rules can be complex), use User Connector - SF to
import user data to Learning.
User attributes are critical for assignment profiles, for reporting, for security, and for data protection and privacy.
The user connector usually imports data from SAP SuccessFactors platform, but it can also import from other
Human Resources Information Systems (HRIS).
Ongoing Import of Competencies
If you use a competency library in platform and you want to give users competency credit for completing courses,
you set up Competency Connector to run ongoing imports of competency data from platform. Not all customers
use competencies in learning, so not all customers configure Competency Connector.
Other Uses of Connectors
During implementation, a few customers run Admin Connector, Org Connector, and Domain Connector. Most
customers can create administrators, organizations, and domains directly in Learning Administration, but for
customers who have a large number of administrators, organizations, or domains, their certified implementation
consultant might use these connectors.
 Tip
Although it takes longer, you have less trouble with administrators, organizations, and domains if you create
them directly in Learning Administration.
19.5.2.7.1 Scheduling Learning Connector Jobs
Schedule learning connector jobs daily so that the connector knows when to import data.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Connectors .

2. Find the connector that you want to schedule and select it.
If you want to schedule User Connector - SF, for example, select User Connector - SF.

3. Choose Schedule This Process.
4. Schedule the process to run daily at the least disruptive time to for your business.
 Note
If you schedule multiple connectors to run on an hourly basis, then you can't define the sequence of
executing these jobs.
19.5.2.7.2 Engage Certified Partner to Import Data to SAP

Learning connectors can import thousands of entities in the system, so we highly recommend that you engage with
our Professional Services organization or a certified Learning implementation partner before you attempt to use
connectors or any data import, especially in a production environment.
You can attempt to implement connectors on your own, but in doing so, you assume full responsibility for your
actions. While we provide safeguards when able, it’s possible to load thousands of erroneous data in the system
and end up incurring significant costs to correct them. Operational interruptions can be caused by having incorrect
completion data; causing severe impact in regulated trades and industries. As with any other opt-in feature, we
highly recommend that you do thorough testing before turning on connectors.
19.5.2.7.3 Reasons that You Import Data to SAP SuccessFactors

Learning
Data in Learning exists to help you do three things: find courses, assign courses, and report on courses.
When you think about data and importing data, keep the three purposes in mind:
● Data helps administrators find courses, so good course titles and descriptions, for example, are very helpful for
learners. For administrators, custom fields in courses can help them find courses that fit a unique
categorization for your company. Consider whether the data helps users and administrators find courses
before you import it.
● Data helps assignment profiles assign courses to users. Import user attributes that you want to use to assign
courses. For example, if you want to assign courses to all users in a state or province, import their state/
province to Learning so that the assignment profile can pool all users in a state/province, and assign them a
course.
● Data helps administrators run reports inside Learning. For example, when you run a report on users, you might
want to see the report for all users in a country. Import country so that you can filter by it.
In most cases, you can start with the default mappings and data when you import data and then add additional
custom data that you need for your business.

19.5.2.7.4 Common Strategies for Importing User Data to SAP
During initial implementation, you configure User Connector - SF to import data from platform to Learning. When
you do, you use some strategies to help you import the data according to your business processes and needs.
 Restriction
New implementations don’t use the legacy user connectors (User Connector or User Connector - Federal).
Existing implementations should migrate to User Connector - SF.
When you import data with User Connector - SF, consider the following:
● During import, you can choose which fields from platform connect to the fields in Learning. For example, the
Learning Organization can come from either the division or the department data object in platform. To consider
mapping, think about how you want to assign learning. When you assign by organization in Learning, should
that be the users' division or department?
● You often want to assign courses or report on employee training based on custom fields. We capture common
fields like organization, employee type, address (location) information, and others that customers commonly
want to use for assignment. Each business is unique, however, and you might have custom data that you want
to use for assignment. For example, a restaurant group might want to assign courses based on whether the
employees handle food or not. The restaurant group, in this case, should create a custom data object in
platform to store that information and import it with User Connector - SF so that they can use it.
● Some fields are less important than others, and you can decide that you don’t want to import a field from
platform. When you make this decision, consider whether you want it for learning assignments or reporting
within Learning. The gender field is a good example: most customers don’t want to assign courses based on
the gender of their employees and gender is available to report on in Report Center, so you don't need to
import it to Learning for reporting (you might want, for example, to make sure that courses are being assigned
equitably, for example).
19.5.2.7.5 Validated and Non-Validated Customers and Learning

Item Connector
Validated customers and non-validated customers follow different strategies when loading data into Learning with
Item Connector.
Validated customers typically use the vSaaS offering. They must certify to a governing body that they have trained
their employees on a set of subjects. Their courses usually come from a central repository that they purchase from
a third party vendor and that the vendor constantly updates to stay in compliance with the governing body.
Most customers are not validated customers, however, so they do not need constant updates of courses from an
outside repository. Skillsoft is a notable exception for non-validated customers. Many non-validated customers do
import courses from Skillsoft.
You run Item Connector differently when you are a validated or a non-validated customer because you import item
data differently.
● Validated customers run Item Connector daily to get the latest data from the third party vendor.

● Non-validated customers run Item Connector one time during implementation to load inactive courses (for
history) and active courses for assignment. They then create all new courses directly in Learning. Non-
validated customers who use Skillsoft do run Skillsoft Connector daily.
19.5.2.7.6 How to Use Learning History Connector
Run Learning History Connector one time during initial implementation and then do not run it again.
Learning History Connector draws your employees' completions into Learning so that they get credit for courses
that they completed before you implemented SAP SuccessFactors Learning. After initial implementation, however,
allow Learning to manage the completions.
19.5.2.8 Data Import to SAP SuccessFactors Learning
You can import data to SAP SuccessFactors Learning through connectors or through a data import tool that uses
Microsoft Excel files. Use connectors to import courses, learning history, and users. Use data import tools and
Microsoft Excel files for everything else.
SAP SuccessFactors Learning offers two ways to import data: by connector or by user import tool. Run connectors
for large jobs or ongoing jobs and use data import for small, one-time jobs.
Use Connectors During Implementation and to Run Ongoing Imports
Connectors are powerful importers that you can schedule to run periodically. You provide a delimited file to SAP
SuccessFactors Learning and it imports the file on a schedule. Use connectors when you import a large amount of
data and when you need to schedule the import to run frequently.
 Note
Always use User Connector - SF to import user data.
 Note
When importing entities to SAP SuccessFactors Learning through connectors, your .zip connector files go
through a virus scan before they're processed. If a virus is detected in the .zip connector file, the file is rejected
and deleted.
Use Import Data Tool Sparingly for One Time Imports
The data import tool is easier to use than connectors. You can download a Microsoft Excel spreadsheet template,
complete it, and then upload the completed spreadsheet to add the data. You cannot, however, map fields, set the
tool to run on a schedule, or save past uploads for troubleshooting.

Most of the time, any data that you import you can also create directly in Learning Administration with less risk of
mistakes. For example, although you can import learning assignments, consider setting up an assignment profile to
create the assignments so that they are created correctly according to the business rules in Learning.
19.5.2.9 CONNECTORS System Properties

This topic describes how the CONNECTORS system properties file affects your connectors. If you don’t use
connectors, this file doesn’t apply to you.
Connectors process flat data files that match a predefined format. You can, for example, use the User Connector to
import a delimited file of user records. Any system that can export a delimited file can feed data to a connector as
long as the source can match the file rules that you create in the CONNECTORS system property file.
We don’t recommend that customers deploy connectors on their own. Instead, we recommend that you work with
a certified SAP SuccessFactors Learning to understand your business case and then build and test a solution for
your business case.
When setting up the CONNECTORS property file, please check the comments in the file for help with specific
settings. However, the file matches a pattern. You need to define:
● The syntax of the connectors. For example, what character should delimit the fields? What should define the
end of a line? What character escapes the special characters?
● The map between the header row of the file and the target column in the database? For example, the target
database column might be STUD_ID for "student ID" but in the header, you might output as "USR_ID."
● The default values for fields that are passed null. For example, all users must have a domain. In the
Administration environment, the default domain is usually PUBLIC. In the connector, you might want to assign
the same default domain.
● The pick-up location for the input files and the drop location for output files. Usually, this is an FTP site, so the
system needs to know the login information for the FTP site and the folder where it should expect the files.
19.5.2.10 Connector Data Mapping Example

When you map connector data between source and destination, follow this example.
Data mapping is common in User Connector - SF because the data in SAP SuccessFactors platform is generic.
When you import it to SAP SuccessFactors Learning, you map it to the field that you want to use for learning. To
understand the mapping, consider the platform data objects DIVISION and DEPARTMENT.
Division and department mean something generic platform: simply the name of division or the department that the
employee belongs to. Learning, however, uses organizations to assign courses to users and the organization ID is
the most durable way to identify organizations. Division and department are names, however, and names can
change often.
To keep organization assignments through name changes, you typically create a custom data object in platform for
the organization ID and map it to the Learning organization ID. You go to System Administration Configuration
System Configuration and then find the place in learning that the data should map to. In this case, it is the
organization ID, or ORG_ID on the Learning side. You map it to the header name from the platform export. In this
case, the custom data comes in the Live Profile export and the header name with the information is
CUSTOM_ORG_ID.

 Sample Code
sfuser.field.mapping.data.ORG_ID=CUSTOM_ORG_ID
For example, here is a code snippet of the CUSTOM_ORG_ID column header in the Live Profile job.
 Sample Code
...,CUSTOM_SALES_REGION,CUSTOM_ORG_ID,CUSTOM_WORKS_COUNCIL,...
CUSTOM_ORG_ID is a custom column header among other custom data. In the example, the feed contains other
custom data like the employees' sales region and whether the employee has a works council.
19.5.2.11 Creating Default Values in CONNECTORS System

Properties
This topic describes how you set up default values for connectors in System Administration Configuration
System Configuration CONNECTORS .
When you run a connector, you can set up a default value for fields. For example, domainID is a required to have a
value for all connectors that include it, so most implementations specify a default for the domain. That way, if a
connector run is missing a domain value, the row is still added, and it’s added with a default domain. You can
change the value later.
Here is an example of a default value for domainID for the organization connector:
organization.connector.defaultValue.domainID=APAC
If a row in the organization connector file is missing a domainID, the row will still be added, but it will be added as
APAC.
The syntax for the default value properties is:
<connector name>.connector.defaultValue.<field to default>=<default value>
Related Information
CONNECTORS System Properties [page 1152]

Connector Data Mapping Example [page 1152]
Connector File Locations and Encryption Settings [page 1154]

19.5.2.12 Connector File Locations and Encryption Settings
When you implement connectors to import data to SAP SuccessFactors Learning, you set the locations where the
connector can find its input file and you set the encryption.
Set the file locations and encryption setting in CONNECTORS. Go to System Administration Configuration
System Configuration to edit it.
Connector Data File Properties
Data files are the delimited files that contain the data for the connector. Except for the tenant suffix (described in
the table below), the names of the files are fixed and described in each connector definition. For example, the
organization connector data file is organization_data_<tenant suffix>.txt. Check the connector definition
documentation for the exact name for your connector.
connector.input.file.location Always set to FTP.
connector.input.file.fetch.retry.enable Set to false if you want to wait until the next connector run in
the case of a file read error. Set to true to try and fetch two
more times on file read error. In practice, many organizations
set to false because they run a connector every day and
they believe that the information can wait until the next con
nector run in the unlikely event of a file read error. Additionally,
file read errors are often caused by issues like missing files or a
bad FTP password: issues that won't be solved by trying the
fetch again. Set to true if you believe the connector informa
tion has more time sensitivity than the next connector run.
The fetch attempts, and the duration of time between fetch at
tempts can only be controlled by SaaS operations to control
the impact on servers.

connector.ftp.input.remoteDirectory Only one of these two properties applies, depending on the

value of connector.input.file.location.
connector.local.input.localDirectory
● The remoteDirectory property applies only if the
connector.input.file.location property is set
to FTP.
● The localDirectory property applies only if the
connector.input.file.location property is set
to local.
The value of either property must be an absolute URI. For ex

ample:
/root/connectors/input
c:\\connectors\\input
The FTP server settings are shared for input and output files.
They are described in a different section in this topic.
connector.input.file.name.tenant.suffix.en Together, these properties control how the system identifies a

able SaaS customer's connector data file, so they apply only to
connector.input.file.name.tenant.suffix.ov
SaaS customer.
erride
If you are a SaaS customer, set the enable property to true.
connector.input.file.name.tenant.suffix.
enable=true
override=
You then end the connector file as _<your tenant ID>.txt. For
example, if your tenant ID is t1, then you set your file name to
something like organization_data_t1.txt: The text "organiza
tion_data" is specified as the name for the organization con
nector. You add "_t1" to the name because that is your tenant
ID. Finally, the file type is text, so the name ends with ".txt" for
all connector data files.
If you set a value for the override property, then you use that
value instead of your tenant ID. For example, if you supply the
value ABC:
enable=true
override=ABC
In this scenario, you add _ABC.txt instead of your tenant ID. We

recommend that you use a tenant ID to make troubleshooting
easier through a more consistent cross-customer approach in
the SaaS environment.

connector.pgp.enabled If you encrypt the data file, set to true so that the system can
decrypt the files. If this setting is set to true, it will impact all
connectors. If the connector does not find a .pgp file, it will still
process other file types such as .csv, .txt., and .zip. Encrypted
files are common when they contain sensitive information, like
user identification numbers. If this setting is set to true, it will
impact all connectors. If the connector does not find a .pgp file,
it will still process other file types such as .csv, .txt., and .zip.
connector.pgp.public.keyring The connector.pgp.public.keyring property value is the public

keyring used by the system to decrypt the encrypted files. The
connector.pgp.secret.keyring
keyring must be provided to the party that is generating the
connector.pgp.passphrase PGP encrypted file so that the encryption and decryption
match. The keyring value is a base64 encoding of the binary
connector.pgp.file.extension
keyring file. Use the Linux base64 command or other tool for
decoding the property value to obtain the public keyring file
that needs to be provided to both ends of the transaction.
The secret keyring, passphrase, and extension are standard

PGP encryption properties. The extension is usually .pgp.
Connector FTP Properties
These properties are shared by both the data and log files: they are where the connector gets the data file and
where (when enabled) it delivers a log file.
connector.ftp.protocol The protocol used by the FTP server. Valid values are ftpand sftp.
connector.ftp.server The name of the FTP server. For example, ftp.acme.internal.
connector.ftp.port The port that the FTP server listens to. For example, 22.
connector.ftp.userID The user ID on the FTP server that owns this process. When specifying the user, make
sure that the user has access to the directors where the system reads data files and
writes log files.
connector.ftp.password The password for the user. The password is clear text until you save the CONNECTOR file.
On save, the system encrypts the value.
19.5.2.13 Learning Item Revision Control in Connectors
You can control whether you protect earlier, inactive revisions or if you allow connectors to update them.
SAP SuccessFactors Learning encourages learning administrators to revise learning items when they update
content. You can also revise learning items through a connector. Revision provides visibility into the time line of
changes and is critical for companies who revise learning items to meet the requirements of a regulatory body. For

example, if you have a course called “Warehouse Safety, version 1” and your regulator comes out with new advice,
learning administrators revise it to “Warehouse Safety version 2”. This can allow, for example, users who are mid-
way through version 1 to finish it. At some point in most company's revision processes, however, the old revision
becomes inactive: it still exists so that you can see the revision, but it isn’t assigned to users.
In most cases, once an earlier revision is inactivated, it’s never updated again through the connector or by learning
administrators. But some companies do want to update inactive, earlier revisions through connectors. If you want
to update earlier, inactive revisions, you can control that with a setting. Go to System Administration
Configuration System Configuration CONNECTORS . Find
item.connector.inactiveRule.updateNotActive and set its value to Y.
Because most companies don’t need to update inactive earlier revisions, the default, setting is N. If you set
item.connector.inactiveRule.updateNotActive to N, you’re protected against accidentally updating an
earlier, inactive revision because the connector rejects rows that attempt to update earlier, inactive revisions.
19.5.2.14 Using Connectors to Control Access to Online

Content in Blended Offerings
You can use the class connector to control whether unregistered users can launch online content or only those
users who are registered for the class can lunch online content.
If you load your classes and their time slots with a class connector, you can control whether users must register for
blended courses before they can have access to the online content or if they are able to launch it regardless of
whether they are registered. How you control access depends on your company policy for the classes.
To control access to online content in blended offerings, set the ONLINE_ACCESS_ALLOWED column to Y to allow
unregistered users access online content. Set it to N to deny unregistered users access. Set it to null to inherit the
value for the time slot from the class.
 Note
If the connector tries to create a time slot that does not exist in the class's parent learning item, then
ONLINE_ACCESS_ALLOWED is set to N and you cannot override it.
You can set the default value of ONLINE_ACCESS_ALLOWED in System Administration Configuration System
Configuration CONNECTORS . Set
scheduleoffering.connector.defaultValue.segmentOnlineAccessAllowed either Y, N or inherit.

19.5.3 Scheduling a Background Job
Schedule a background job when your SAP SuccessFactors Learning implementation requires you to run one to
accomplish your task.
Context
During implementation, you set up rules for when a job should be run in the background. Typically, you, as a
learning administrator, are required to push jobs to the background when you are affecting a large data set at once.
For example, if you are propagating assignment profiles, you are potentially saving a large set of rules. When you
affect a large data set, your implementation rules won't allow you to run the job in the foreground. You are
presented with a background job form to push the job to the background.
Procedure
1. When you are working and you see a Schedule a Background Job page, you can try to run the job immediately
or you can schedule the job for later.
○ Select Run this job immediately, if allowable to try to push the job to the background and then immediately
run it in the background. Depending on the job rules set up during implementation, you might not be able
to run this job immediately. SAP SuccessFactors Learning looks at the size and type of job you are
submitting and checks it against the rules. If you are not allowed to run it, you see a message. Return and
schedule it.
○ Select Schedule this job to be executed on: View Available Time Frames to schedule the job for later.
2. If you select Schedule this job to be executed on: View Available Time Frames, you can click the View Available
Time Frames link to see the time frames when you are allowed to run the job.
You set up the background job time frames during implementation.

3. If you select Schedule this job to be executed on: View Available Time Frames, then based on the time frames
that you are allowed to run the jobs, use Date, Time, and Time Zone to schedule the job.
4. Type a description of why you are running the job in Description.
The description helps system administrators troubleshoot your job. They see it in the background jobs search
page.
5. To be notified when the background job completes, select Notify via email upon completion and then type your
email in Email.
6. Click Finish.

19.5.3.1 SAP SuccessFactors Learning Background Jobs
SAP SuccessFactors Learning background jobs run in their own system, outside of other SAP SuccessFactors jobs,
but they do the same thing: offload processing to the background to allow you to continue working.
SAP SuccessFactors Learning background jobs take large jobs (like propagating data to a large amount of database
records) and push the processing to the background. Because they push large jobs to the background, you can
continue to work in the foreground. You don’t need to wait for the job to finish before you can do your next task.
You can manage SAP SuccessFactors Learning background jobs by going to Learning Administration and then
going to System Administration Background Jobs . There, you see jobs that administrators have scheduled
and that the system has completed. If a job has completed, you can view the details of the job. If the job has not yet
run, you can click Edit to manage the job.
19.5.3.2 Background Jobs Summary Tab
View this section if you want to edit or view background job information.
In System Administration Background Jobs Summary tab , you can edit (if the background job has not been
run) or view (if the background job has been run) background job information.
Job Title The unique ID of the job. The system assigns this ID.
Owner The owner of the process thread. For manually started proc
esses, the owner is the administrator who scheduled the proc
ess. For automatic processes, it is the system.
Completed The date and time that the background job finished. If it is null,
then the process is scheduled, running, or has failed. See the
Status column for more information.
Description Description provided by the administrator who manually

scheduled the job or by the administrator who set up the auto
matic processes.
Submit Date The date and time the background job was submitted. For
manually scheduled jobs, it is the date the administrator com
pleted the Background Job fields and submitted it to be run.
For automatic processes, it is identical to the start date.
Status The status of the job. Successful jobs finished as expected.

Check the logs (configured by Log4J) for the reason for the fail
ure.
Started The date and time that the process started (not the date and
time it was scheduled).

19.5.4 Troubleshooting Learning Automatic Processes
Troubleshoot Learning automatic processes if you see a problem with work that the automatic process is supposed
to do.
Procedure
1. Go to Learning Administration, and then go to System Administration Automatic Processes .

2. Go to the specific automatic process that you want to troubleshoot.
3. Check the fields in Status.
For example, if you see a last execution result that isn’t successful, then you know that the process has a
problem. Or, if you see an unexpected last execution time or next execution time, you might have an
unexpected schedule change (an administrator might have mistakenly changed the schedule).
4. If you don’t see anything obvious in the status fields and if the last execution wasn’t successful, click View
Errors to check the error log.
Related Information
19.5.4.1 Assignment Profile APM Settings in LMS_ADMIN
An assignment profile is a user group that users are assigned based on their attributes. Administrators set up
assignment profiles in SuccessFactors Learning Administration, and the Assignment Profile APM periodically
synchronizes the assignment profiles by running through new and changed user attributes to sort users according
to their profile. This topic describes the properties in LMS_ADMIN that affect the assignment profile APM.
Assignment profiles create groups of users. For example, administrators can make an assignment profile that
includes all users in a particular city. The system looks for the CITY attribute of the USER object and assigns all
matching USERs to the new assignment profile (a group of users in the same city). When administrators add or
change an assignment profile, they must propagate it, meaning that the system runs through all user records to
find users in a matching city to put in the new assignment profile.
Propagation and synchronization are two different processes. Any time an assignment profile is created or
changed, it must be propagated through a background job before it can be synchronized through the automatic
process. Assignment profiles that are not propagated are skipped during the assignment profile synchronization
process.

assignmentProfileBatchSize The assignmentProfileBatchSize property contains the number

of database records processed at once when assignment pro
files are synchronized.
assignmentProfileMetaDataCache The assignmentProfileMetaDataCache property determines if

the operator data for the Assignment Profile APM (such as city
= Washington AND job position = Engineer II) is cached in the
memory or read from the database every time. We recommend
you set to true for production environments and false for devel
opment environments.
assignmentProfileQueryHelper The assignmentProfileQueryHelper property contains the Java

class that handles the Assignment Profile APM queries.
assignmentProfileTxnCommitBatchSize The assignmentProfileTxnCommitBatchSize property contains

the number of records to be committed to the database at
once within any one batch for the Assignment Profile APM.
This number must be smaller than the DatabaseBatchSize.
19.5.4.2 Generic APM Settings in LMS_ADMIN
This topic describes the properties in LMS_ADMIN that apply to Automatic Process Management (APM) that do
not apply to assignment profiles.
apmJobSettings.*.sleepMilliSecondsBetweenB In the
atches apmJobSettings.*.sleepMilliSecondsBetweenB
atches property, the * represents one APM. For example,
apmJobSettings.TRNGEXPIRE.sleepMilliSecond
sBetweenBatches controls the training expiration APM.
Set to the number of milliseconds that the job pauses between
batches. Increase this number to pause big jobs momentarily
so that other processes can use CPU time during the pause.
apmJobSettings.*.enabled In the apmJobSettings.*.enabled property, the * rep

resents one APM. For example, apmJobSettings.TRNGEX
PIRE.enabled controls the training expiration APM. Set to true
to enable the other settings for that APM.

apmJobSettings.*.transactionCommitSize In the apmJobSettings.*.transactionCommitSize

property, the * represents one APM. For example, apmJobSet
tings.TRNGEXPIRE.transactionCommitSize controls the train
ing expiration APM. The property contains the size of the
batches that are committed at once to the database when the
job runs.
emailArchivePurgeBatchCount The amount of email messages to be purged at any one time.

Default: 1000. Not used unless the purge settings are correct in
Global Variables.
numberOfRecordsToBeProcessedInABatch The numberOfRecordsToBeProcessedInABatch

property contains the batch size (in records) that are changed
when a batch process runs. Set to zero to stop batching for
background jobs. You might set to zero in a development envi
ronment.
lateTimeWindow The lateTimeWindow property defines an expiration time,

in minutes, for late jobs. By default, it is set to 30, meaning that
if a job is more than 30 minutes late in running, it expires and is
skipped.
enableMakeupFiring The enableMakeupFiring property allows the most re

cently scheduled job to occur in a case where the scheduling
engine has been down and, as a result, a reoccurring job was
skipped. For example, if a job runs daily at 5 P.M., the
lateTimeWindow property is set to 30 minutes, then the
engine has been down for a month, and you bring it back up on
June 1 at 1 A.M.
If the enableMakeupFiring property is false, then the

daily job does not run because you started the engine after the
30 minutes set in the lateTimeWindow property.
If the enableMakeupFiring property is set to true, then

the most recent daily job does run at 1 A.M. when you start the
engine.
LearningEventResynchronizationStudentCommi The
tCount learningEventResynchronizationStudentCommi
tCount property contains the number of users who are com
mitted to the database in any one batch for the Learning Event
Resynchronization job. If it is set to zero, then no commits oc
cur until the entire job has completed. The Learning Event Re
synchronization assigns users to learning events and can be
run through a wizard in the Administration environment.

OnlineOperationMaxRecordsCount The Max Records Threshold is stored in LMS_ADMIN in the

onlineOperationMaxRecordsCount property. The
value of the onlineOperationMaxRecordsCount prop
erty is the trigger that forces administrators to run the job
asynchronously (See image below). If the number of records
affected is less than or equal to the count, administrators can
run the job synchronously (They can select Run this job
immediately, if allowable). If it is above the count,
they must run it as a background job.

allowableBackgroundJobTimeframes* The allowableBackgroundJobTimeframes* proper

ties are the times that administrators can schedule a job to ex
ecute. Make them times when your environment is under light
loads and can therefore run the larger batch jobs.
Background jobs can be scheduled only during allowable time

frames, described below with the allowableBackgroundJobTi
meframes settings. Each allowableBackgroundJobTimeframes
property defines a window: a date and time during which ad
ministrators can run a background job. Make them times that
the system is under light loads.
By default, each day is contained in brackets. ‘...[Monday].ena

bled’ means that background jobs will run on Mondays. How
ever, the bracketed text is just a string to denote one window.
You could also, for example create a [Weekdays] and [Week
ends] window. The default below one example of a non-day
bracketed value, [Christmas]. For each bracketed day, you can
define start and end minutes, hours, dates, months, etc. A *
means any of the unit. so if you have a * in minutes and
start/end hours between 0 and 5, then jobs can start on any
minute between the hours of Midnight and 5 AM.
Hours are in 24-hour format so that 0 is Midnight and 13 is 1

PM.
● An asterisk (*) indicates all. For example, an asterisk in

the minutes property means jobs can be run all minutes in
the hour specified in the hour property.
● All values in the end time properties must be greater than
the corresponding attributes in the corresponding start
time properties.
● End hours include the specified hour. For example hour 0
through hour 5 is equivalent to midnight through
05:59:59.
● Hours are in the 24-hour format. 1 P.M. is hour 13.
Time frames are relative to the DBMS time and time zone. The
Administration environment does not display the available
time frames in the administrator’s time zone. If your database
is in GMT, all available time frames appear in GMT.

19.5.5 Scheduling Learning Automatic Processes
Schedule Learning automatic processes to determine how frequently the processes run.
Context
Before the system runs an automatic process, set a time and also indicate how frequently you would like the
automatic process to be run: weekly, monthly, hourly, and so on. When you schedule an automatic process, you’re
setting up a recurring timer to trigger the automatic process.
Procedure
1. Go to Learning Administration, and then go to System Administration Automatic Processes .

2. Under Automatic Processes, open the process that you want to schedule.
3. To enable the process to run, select Schedule This Process.
4. Decide on the period that you want to run this process.
○ Select Daily to run the process every 24 hours.

○ Select Weekly to run the process one day every week, and then select the day that you want to run it in the
Day list.
○ Select Monthly to run the process every month, and then select the day of the month that you want to run
it.
5. In Time of Day, set the time of day for the process to run and then decide on the time zone for that time in Time
Zone.
6. In Email Address, type the address of the learning administrator who is setting up the automatic process and
who wants to be notified about the success or failure of the automatic process.
 Note
This email address is in addition to the normal recipients of email notifications. This additional recipient
receives a copy of the notice, and in certain processes comprehensive list of all users or offerings that are
affected.

19.5.5.1 Status Fields for Troubleshooting SAP SuccessFactors
Learning Automatic Processes
Use the Automatic Process status fields when you troubleshoot SAP SuccessFactors Learning automatic
processes.
Each automatic process reports its status. Go to SAP SuccessFactors Learning Administration, go to System
Administration Automatic Processes , and then select an individual automatic process to see its status.
Last Execution Result If the Automatic Process is running correctly, the status is
Success. If it’s another status, then the process didn’t run
properly. Click View Errors to investigate.
Last Execution This is the date and time the automatic process was last run.
You can use this information to see when the automatic proc
ess did its work and see if users got the results. For example, if
the assignment profile process has not yet run for today and
you’re investigating recent changes to assignment profiles,
then it could be that you just need to wait for the next run of
the process.
Current Status This is the status of the process for its next run.
Next Execution The next date and time at which the automatic process is
scheduled to run.
19.5.5.2 SAP SuccessFactors Learning Automatic Processes
SAP SuccessFactors Learning automatic processes are unique to Learning. They’re background jobs that run on a
regular interval to do small jobs like cleaning up Learning data or synchronizing Learning data.
SAP SuccessFactors Learning automatic processes are unique to Learning. They affect Learning data but not data
stored in SAP SuccessFactors platform. As a Learning customer, you have a mix of Learning automatic processes
(background jobs) and also SAP SuccessFactors platform jobs.
Learning data affected by Learning automatic process includes:
● Course and class assignment

● Notifications about learning, including class scheduling, assignment, teaching responsibilities, and so on
● Learning engagement, including automatic recommendations, newsletters, and so on
● Synchronization and management of users' learning, teaching, and learning administration data: data that
applies to the user as a learner, instructor, or learning administrator in your organization
SAP SuccessFactors platform handles other types of jobs, like user data, compensation jobs, employee
performance, and so on.

You can manage background jobs in SAP SuccessFactors Learning Administration by going to System
Administration Automatic Processes .
19.5.5.3 Assessment Notification
Starting in Q3 2018, creating an automatic process to keep assessment processes on track using the automatic
process id is retired.
This has been retired because it is now part of the legacy Plateau products. You must switch to the standard SAP
SuccessFactors products to use the automatic process id.
Related Information

19.5.5.4 SAP SuccessFactors Learning System Health

Automatic Processes
Schedule the SAP SuccessFactors Learning system health automatic processes so that your SAP SuccessFactors
Learning runs well.
Many automatic processes are for your system health. They run to optimize your system or purge old data. You set
them up during your implementation and rarely reschedule them afterward.
Most system health automatic processes can run weekly, not daily because they do not affect your users. You can
schedule them over a weekend.

19.5.5.4.1 Scheduling the Curriculum/Program Maintenance
Process
If you don’t schedule the Curriculum/Program Maintenance process, then incorrect curricula and program
assignments can remain with users. This process will modify active and inactive Curricula and Programs.
Context
Curriculum/Program Maintenance removes the relationship between an earlier revision of a learning item and the
related curriculum or program. When Curriculum/Program Maintenance finds the following conditions, it removes
the earlier reversion of the learning item:
● Two or more revisions of a learning item are related to the same curriculum/program or are directly assigned
and not in a curriculum or program
● The two or more revisions of the learning item are both effective (have an effective date before today's date)
Procedure

Processes Curriculum/Program Maintenance .
2. Look at Last Execution Result and Last Execution to see if the process ran recently and that it succeeded.
If you see that it tried to execute recently but didn’t succeed, then the process is scheduled but something
went wrong. Click View Errors to troubleshoot.
3. Click Schedule This Process.
4. Set a schedule for the process.
Unless you have a good reason to schedule it differently, you can run the process daily at a time and time zone
when most of your users aren’t on the system.
5. In Email Address, type an email address of a person or distribution list who is responsible for the process.
The process sends an email notification (using the ApmQualificationCleanup template ID) that sends the list of
affected curricula to the address in the Email Address field. This automatic process sends out email
notifications when it finds multiple revisions of an item, with concurrent effective dates, associated with the
same curriculum or program.
6. To include directly assigned learning items in the logic of Curriculum/Program Maintenance, select Include
assigned Items not in a Curriculum or Program.
Related Information

19.5.5.4.2 Scheduling the Purge Expired Library Items Process
Schedule the purge expired library items process in SAP SuccessFactors Learning to automatically remove expired
items from libraries.
Context
When you set up libraries, you want to set an expiration policy so that old courses don’t live indefinitely in the
system. You set up expiration dates in the library so that this process can find them and notify you to remove them.
The process sends email notifications when it finds an item in a library with an expiration date in the past. It
removes the items from the library that still have the items listed.
Procedure

Processes Purge Expired Library Items .
Related Information


19.5.5.4.3 Scheduling the Reset Online Item Process
Schedule the reset online item process in SAP SuccessFactors Learning to reset learners' progress for online
courses when they take a long time to complete the course.
Context
The reset online item process prevents forgotten online courses. From time to time, users launch an online course
and then forget to return to it. When they forget, SAP SuccessFactors resets the course and sends a notification
when it finds forgotten courses. When SAP SuccessFactors resets a forgotten course, users must restart the
course. Restating might require a reauthorization.
Procedure

Processes Reset Online Item Progress .
3. In Reset User's Progress after Inactivity, type the amount of days that a user can take to complete the course
before SAP SuccessFactors resets it.
Go to Item Record Online Content Settings Launch . If you type 10 in Reset User's Progress after
Inactivity, then a user has 10 days from the time that they first launch the online course to the time that SAP
SuccessFactors resets it.
 Note
Learners typically have a little longer than the exact number of days in Reset User's Progress after Inactivity
because this process runs periodically. Users have the time in Reset User's Progress after Inactivity plus the
amount of time to the next run of this process.
Related Information


19.5.5.4.4 Scheduling the Program Enrollment/Withdrawal
Process
Schedule the Program Enrollment/Withdrawal process to take advantage of the VLS (Virtual Learning Service)
auto-enrollment for learning programs.
Context
When an assignment profile assigns users to a class, users are automatically enrolled in the course. When the class
is part of a learning program, and when the class has a segment conducted over VLS, the VLS portion of enrollment
is offloaded to the programs VLS enrollment process: Program Enrollment/Withdrawal.
If an assignment profile withdraws users from programs with classs, the VLS portion of the withdraw is also
handled by this automatic process. The user is unenrolled by the assignment profile but remains a participant in
the VLS segment until Program Enrollment/Withdrawal runs.
We offload the VLS portion of enrollment for programs because of the batch size. Programs have the potential to
enroll many users during one assignment profile, and the VLS portion of enrollment is a performance-intensive
process.
 Note
This process applies to enrollment that occurs outside of assignment profiles (for example, an administrator
enrolling a user).
Procedure

Processes Program Enrollment/Withdrawal .
Related Information


19.5.5.4.5 Scheduling the VLS Attendance Processing Process
Schedule the VLS (Virtual Learning Service) attendance process to retrieve attendance data from the virtual
meeting room vendor and apply it to users' training history.
Prerequisites
Context
Use VLS Attendance Processing to retrieve attendance data for Virtual Learning Service (VLS) events that have
ended. The process uses that data to record learning events for classes that have VLS segments and are configured
to automatically record learning events.
Procedure
1. Go to System Administration Automatic Processes Process VLS Attendance .

3. Identify an email distribution list to be responsible for the process and add the address in Email Address.
The automatic process notifies the distribution list with the amount of VLS events that had attendance data
successfully retrieved and the amount of learning events recorded. It also triggers the record learning event
trigger, which sends its own emails.
4. In Schedule End Date Threshold, select the number of days in the past that the process looks for completed
VLS events.
Select a number of days that is greater than your schedule.

Related Information


19.5.5.4.6 Synchronizing Open Content Network Third-Party
Provider Course Listings
Synchronize the course listings of Open Content Network (OCN) third-party providers with the Learning
Prerequisites
Before you can set up synchronization, you must sign up with an OCN third-party provider and you must enable
them in system properties.
Context
You synchronize with OCN third-party providers because you need to keep your list of available OCN courses in
sync with changes that OCN third-party providers make. For example, the provider updates the course content. You
want SAP SuccessFactors Learning items to be updated with the new course content.
 Note
The synchronization process using agile project management is a legacy method that is still applicable to some
providers. We recommend that you use the OCN Course Push API method as the primary method for all third-
party providers to push their course metadata to the customer environment.
The process runs for all OCN third-party providers you enabled in System Administration Configuration
System Configuration OPEN CONTENT NETWORK .
You can now add multiple contents to Open Content Network (OCN) courses. The OCN course gets automatically
updated with the newly added content, and these contents are automatically assigned to the assigned learners of
the OCN course. The ReassignOCNCourseItemToStudentApmJob background job runs every 6 hours, but you
can also schedule the job to be run on-demand by running the Open Content Network Content Synchronization
automatic process.
Procedure

Processes Open Content Network Content Synchronization .
2. Set the standard scheduling fields to decide how often you want your process to run.
 Tip
Most companies can set their synchronization process to run weekly except for the first time it runs. If
you’re scheduling it for the first time, run it daily five minutes in the future in your time zone. This forces a

synchronization so that you can proceed to import courses. After you import courses, return to the
automatic process schedule it to run weekly.
Next Steps
After the synchronization process runs, you can see the providers' courses in Content Open Content
Network .
Related Information

19.5.5.4.7 Scheduling the Clean-Up of Optional Overdue Course

Feedback Surveys
Schedule the clean-up overdue evaluations process to remove course surveys from users who haven’t completed
them after a set amount of time.
Context
After users complete a learning item, learning administrators can assign the user a learning item evaluation. The
evaluation is a course survey: it polls participants for feedback on the quality of the course, what participants
learned, the strength of the instructor, and so on. The evaluation can be required for users to complete, but often
it’s optional.
When evaluations are optional, however, users can decline to complete the evaluation. When the evaluations
remain incomplete on users' assignments, they become overdue, and they clutter users' assignment lists. To avoid
the clutter, schedule the clean-up overdue evaluations process.

Procedure

Processes Purge Optional Overdue Course Feedback Surveys .
Results
When the process runs, it removes overdue evaluations that are optional and unstated. If a survey is required, the
process doesn’t remove it. If a learner started an evaluation, we assume that the user wants to complete the
evaluation but was interrupted so the process doesn’t remove it.
Related Information

19.5.5.4.8 Scheduling the Course Feedback and Follow-Up

Surveys Email Notification Process
Schedule the evaluation synchronization process to send survey assignment notifications for both item evaluations
and follow-up evaluations and to assign follow-up evaluations to learners and their supervisors.
Prerequisites
For every course that uses evaluations, set the evaluation timing rules in Learning Activities Items Survey .
The process uses your configuration on the course level (learning item level) to know when to send notifications
and what to send notifications for.

Context
This automatic process uses the ItemEvaluationAssignmentNotification template to send Item Evaluation
email notifications to the affected users and uses the FollowupEvaluationAssignmentNotification
template to send email notification to Follow-up Evaluation participants.
Procedure

Processes Course Feedback and Follow-Up Surveys Email Notification .
Related Information

19.5.5.4.9 Scheduling the Deny Expired Approval Processes
Schedule the Deny Expired Approval Processes to cancel any pending approval requests for registration or
withdrawal requests after the requests expire.
Context
If you’re using approval processes for users to enroll in or withdraw from classes, some of those approval requests
aren't approved before they expire. The Deny Expired Approval Processes automatic process cancels any pending
approval requests for registration (enrollment) or withdrawal that have expired. An approval request expires when:
● The date in Registration Close Date is blank and the class's Start Date has passed for a registration request.
● The date in Last Date to Withdraw is blank and the class's End Date has passed for a withdrawal request.
The process expires the approval request and then also sends a notification to the user confirming the denied
request using the ApprovalProcessRequestExpired or ApprovalProcessRequestDenied email notification
templates.

Procedure

Processes Deny Expired Approval Processes .
Related Information

19.5.5.4.10 Setting Account Request Approval Processes
Configure the system to associate users with account request approval processes so that users get their correct
approval processes.
Prerequisites
Context
In some configurations, users can request accounts. When users can request accounts, you often want to set an
approval process on the request so that you have some business process control over users who are granted
access to the system. The business process control is in addition to the other security measures of granting
access: you want an auditable process of who accepted the account request. You set up the approval and the
assignment rules elsewhere in the application. This Automatic Process Manager (APM) makes the assignment of
the approval process you set to the users set up in the assignment profile.

Procedure
1. Go to System Administration Automatic Processes Set User Account Request Approval Process .
Next Steps
Set up the reminder process so that approvers receive reminders that they are part of an active approval process
for user-created accounts. Go to System Administration Automatic Processes User-Created Account
Approval Reminder .
19.5.5.4.11 Scheduling the Restart or Stop Approval Process

Automatic Process
Schedule the Restart or Stop Approval Process automatic process to manage Learning approval processes.
Context
The clean up approval processes automatic process does the following to keep approval processes running
properly:
● Stops approval processes associated with online items when the online item is removed from the user's
learning plan
Procedure

Processes Restart or Stop Approval Process .
Related Information

19.5.5.4.12 Scheduling the Process Pending Learning Event

After E-Signature Disabled Automatic Process
Schedule the Process Pending Learning Event After E-Signature Disabled automatic process to automatically
process pending learning events that do not require E-Signature validation.
Context
This automatic process will process pending learning events to the learning history for which E-Signature has been
disabled at the global or individual level. When an administrator turns off E-Signature on an item, they will receive a
system message informing them that all pending unverified learning events will be moved to the learning history
after this process runs.
Procedure

Processes Process Pending Learning Events After E-signature Is Disabled .
2. In Schedule, set the period for the process.
19.5.5.5 SAP SuccessFactors Learning Finance Automatic

Processes
SAP SuccessFactors Learning finance automatic processes apply to customers who track costs or charge for their
courses using the finance features of Learning.
A few customers track costs or charge for courses using Learning finance features. For example, you can set a cost
for using classrooms, engaging instructors, and so on. You can charge users for the courses, including simple
charge back methods. If you’re using these features, then you set up the finance automatic processes to manage
the system.

19.5.5.5.1 Library Price Update
View this section if you want to create an automatic process intended to update the prices in a library.
In System Administration Automatic Processes Change Library Price Email Notification , the automatic
process is intended to update the prices in a library. If you schedule this process, then the system updates the
prices in a library when a pricing rule (usually in the form of discounts) changes. This process also reports (using
the ApmUpdateCatalogPrice template ID) all price changes since the last time the process was executed. This
automatic process sends notifications when it finds price changes in the library that haven’t been reported to the
administrator.
For more information about configuring an automatic process, see Setting up your Automatic Processes.
Related Information

19.5.5.5.2 Coupon Expiration Email Notification
View this section if you want to create an automatic process that cycles through coupon entities for those with
dates within the selected Expiration Email Notification Threshold.
In System Administration Automatic Processes Coupon Expiration Email Notification , the coupon
expiration email notification automatic process cycles through all of the coupon entities, looking for coupons
whose Valid Todate falls within the option that you select in the Expiration Email Notification Threshold area (the
system calculates dates differences based on calendar days; the system includes all weekends and holidays, even if
you have created holiday profiles). When the system finds a coupon that is about to expire (based on what you
select in the Expiration Email Notification Threshold area), it sends an email notification, using the
ApmCouponExpiry email notification template, to the person whose email address is saved in the Owner Emailbox
on the Coupon Details tab ( Finance Coupons Coupon Details tab ) of the expiring coupon.
For more information about configuring an automatic process, see Setting up your Automatic Processes.
Related Information


19.5.5.5.3 Set Instructor Base Cost
The Set Instructor Base Cost automatic process runs at an interval to calculate the cost for an instructor so that it
an be used in training planner applications.
In System Administration Automatic Processes Set Instructor Base Cost , the Set Instructor Base Cost
automatic process can be scheduled to set the default Instructor base cost to the government Reporting hourly or
adjusted hourly rate in the same currency. Any existing instructor base cost of the same currency will be
overwritten. If the government reporting value is blank, it will be set to zero.
Related Information

19.5.5.5.4 Prepaid Account Low Balance
View this section to create an automatic process that searches full texts efficiently.
In System Administration Automatic Processes Prepaid Account Low Balance Email Notification , you can
configure the process that sends emails when a purchase order has reached a low balance and should be funded.
Users and organizations use purchase orders to pay for training. When their balance runs low, they need to add
funds to the purchase order. The Purchase Order Low Balance process sends an email alert to users to fund the
purchase order.
The threshold for low balance is stored in each individual purchase order record so that you can tune the
replenishment of the funds. For example, a large organization with many people using a purchase order normally
has a higher threshold than a small organization with a few people using a purchase order. You can set the
threshold higher for the large organization. When the current funds in the purchase order reach the threshold set in
the purchase order, the system sends an email to replenish the funds.
The recipients of the low balance email are also set on the purchase order. Often, the person responsible for
funding the purchase order isn’t directly associated with the learning organization. Also, you might want to include
a learning administrator or another user who isn’t directly responsible for funding the purchase order. To allow this
flexibility, you specify who should receive the email for each purchase order on the purchase order record.

Related Information

19.5.6 SAP SuccessFactors Learning Sites
Implementation consultants or administrators can set up sites so that external users in the extended enterprise
can access SAP SuccessFactors Learning.
Sites provide access to the application from outside your company. Users from outside your company ("external
users") can access a library of courses, they can purchase courses, but they're separated from your internal users.
For example, if you manufacture machinery and you sell through a dealership network, you might want to train and
certify the dealers' salespeople and mechanics on your products. The dealers' employees aren’t part of your
company, but they need access to a small set of your training materials. Furthermore, because dealership networks
are large, you probably want them to self-manage their accounts. To avoid overloading your training system, you
also probably want to charge them for training. You can do all these things with sites.
At its core, a site is a URL that is unique to a group (for example, to a dealership). When you create a site, the
system generates a URL and then you define the behavior of the site at that URL. You can define how they register
by setting up approvals and security measures at the URL. You can also manage the site from SAP SuccessFactors
Learning Administration. You can decide what courses are available at the URL. You can also brand the URL pages
to give the site a look that helps users understand that they are in the right place (for example, you can brand it as a
dealership or dealership group).
19.5.6.1 Sites Summary Fields
Site summary fields include basic set up of an individual extended enterprise site.
You can access site summary fields by going to System Administration Application Administration Sites .
Site ID The site ID is an identification that appears at the top of site

page, along with the description.
Site URL (Library) The Site URL (Library) is the system-generated URL assigned
to the site and used by an external user to access the library of
courses available to the user. You can test the URL by copying
and pasting it into a browser..

Site URL (Login) The Site URL (Login) is the system-generated URL assigned to
the site and used by an external user to access the user appli
cation. You can test the URL by copying and pasting it into a
browser.
this entity.
Default Security Domain ID This is the default security domain of users for this site. Users
who self-register for this site are placed in this security domain.
You can associate an entity with a security domain to control

Default Organization ID This is the default organization of users for this site. Users who
self-register for this site are placed in this organization.
The default organization is important because you most often

assign course catalogs to a site through the users' organiza
tion.
Default Active Locale ID This is the default locale for users of the site. Users who self-
register for this site are placed in this locale by default.
The active locale ID references the language and syntax for

numbers and currencies of the site. If your site is for partner in
Japan, for example, set the default locale to Japanese.
Currency ID The default currency of the site, which is important if you want
users of the site to pay for their training. If your site is for a
partner in Australia, set the default currency to Australian Dol
lars.
Default Time Zone ID This is the default time zone for users of the site. Users who
self-register for this site are placed in this time zone by default.
When you select a time zone (for example, Eastern Standard

Time), the system automatically displays the record in that
time zone. Set the default time zone to the time zone where
you expect the majority of the site's users.
Always Display Classes in this Time Zone If you select this check box, then the system displays classes in
the same time zone for all users; however, users can select the
Always Display Classes in this Time Zone check box in the user
interface to show classes in their preferred time zone.

Default User Role ID This is the default user role ID for users of the site. Users who
self-register for this site are assigned this user role ID by de
fault.
Default License User Type This is the default license user type for users of the site. Users
who self-register for this site are assigned this license user
type by default.
Registration Validation Set Registration Validation to Registration Code to force users

to provide a unique code when registering for this site. By forc
ing them to use a code, you can limit the users who can regis
ter. When you select Registration Code, you must also com
plete the information in System Administration
Application Administration Sites Registration Codes .
Set Registration Validation to Approval Process to require an

approval process for users registering for Sites.
 Restriction
You can’t use Approval Process if you’re integrating your
sites to the larger SAP SuccessFactors suite.
User Interface Display The User Interface Display options control how easy it is for
you to create a user experience for your site login page. We rec
ommend that you select Use recommended Login Page. When
you select it, you’re able to edit the login page with a What You
See Is What You Get (WYSIWYG) editor. Click Edit Login Page to
see the WYSIWYG editor. To continue to use the Login Panel,
which requires you to know some HTML, select Use legacy
Login Page with Login Panel, if populated.
 Restriction
You can’t use the legacy login page if you’re integrating
your sites to the larger SAP SuccessFactors suite.
Login Panel (deprecated) The text you enter in this panel overwrites the default Welcome
message to external users in the learning environment. Sites
are internalized; therefore, you can use Label IDs from the sys
tem to populate this panel. The Labels IDs are translated based
on the locale of the selected site.

New Account Panel The text you enter in this panel overwrites the default message
for people who are trying to register as new external users in
the learning environment. Sites are internalized; therefore, you
can use Label IDs from the system to populate this panel. The
Labels IDs are translated based on the locale of the selected
site.
Related Information
Locales in SAP SuccessFactors Learning [page 1236]

Site Registration Codes [page 1185]
19.5.6.2 Site Registration Codes
Administrators can add a registration code to sites to limit the users who can sign up. Users must provide the code
to register for the site.
You can access the site registration codes for a particular site in SAP SuccessFactors Learning administration by
going to System Administration Application Administration Sites .
 Note
After a site registration code has been used one time, you can no longer remove it because the system assumes
that it is in use.
Code ID The Code ID is the unique code that you supply to users who
want to register for the site. For example, if you type the code
“Welcome!123” then users wanting to register for this site
must provide the code “Welcome!123” along with their account
information on the Create New Account page.

Description Use Description to describe the code. Because you can have
more than one code, you need to describe each code to distin
guish them from one another. For example, you might use one
code for the Information Technology department and another
code for the Sales department. You can write “For IT Depart
ment” and “For Sales Department” in the description fields so
that you and other administrators can tell the difference be
tween codes.
Max Usage and Redemptions The Max Usage field stores the maximum number of times that
the code can be used. For example, if you want to give the code
to the Sales department, but want only 10 salespeople to sign
up, you can set a maximum usage of 10.
After you create the code, you see the Redemptions column in
the table. The Redemptions column tells you how many times
the code has been used as a fraction of the maximum times it
can be used.
Start Date The start date is the first date that the code can be used. If you
want to use the code immediately, set the start date in the past
because the start date is relative to the site's time zone, not
your time zone.
Expiration Date The expiration date is the date on which the code expires and
users must start using a new code. If you expire a code, you
must remember to create a new one to start after the current
code expires. One strategy is to create multiple codes at once.
For example, at the beginning of the year, you can create a
code for January, February, March, and so on, with 12 codes to
tal, each lasting a month. January's code starts on the first day
of January and ends on the first day of February, overlapping
by one day to assure that users can always create accounts.
February starts on February First and ends on March First, and
so on.
As with the start date, the expiration date is in the time zone of
the site, not your time zone.
Related Information

Sites Summary Fields [page 1182]

19.5.6.3 User-Created Account (Site)
Use these fields to control the information you require from users who create their own accounts in the extended
learning enterprise.
Click Edit to edit the fields in System Administration Application Administration Sites User-Created
Account .
User-Created Account Fields Per Site
This Group of Fields... ...Is Used as Follows
Contact Information This section contains basic contact information for the user.
Some contact information is always required, so you don’t
have a choice: you must include it and make it mandatory. Oth
erwise, we encourage you to collect information that can be
used to group users in the site (for example, everyone in a
country/region) and we encourage you to gather information
that makes it easier for you to maintain the users (for example,
email address).
Employee Information This section contains information about where the user is lo
cated. Job location information is defined in References
Geography Job Location . This information is useful to

group users in a site by their job location.
Finance This section includes information that can be used to charge

users for their courses. If you plan to connect the site to fi-
nance functions, we recommend that you make this informa
tion mandatory.
Preferences If your site uses multiple currencies, time zones, or languages,

we recommend that you at least display the preferences.
Custom Fields Custom fields provide you an opportunity to collect extra data,
data that isn’t included in the other sections. Go to System
Administration Custom Fields User to add custom

fields.
Related Information

19.5.6.4 Assigning a Library to a Site
Although you can’t assign a library directly to a site, this is how you can do it indirectly.
Prerequisites
Set up at least one Site to deliver your courses to the extended enterprise.
Context
You set up sites so that users in your extended enterprise can find courses in a library and participate in those
courses. The key to pushing courses to your extended enterprise is a library. Libraries contain a set of courses, and
when you assign the library to site users, those users see that set of courses.
Procedure

Sites .
2. Search for and open the site that you want to create the library assignment for.
3. In Summary, look at the values of Default Security Domain ID and Default Organization ID.
Default Security Domain ID and Default Organization ID are the two most common attributes that you use to
flag users who should see a library. You create an assignment profile that captures the users of the site
(typically by the site's security domain or organization). The key attribute is often users' security domain
because most companies keep the site users in their own security domain, and it’s the same security domain
as the default security domain in System Administration Application Administration Sites .
4. Go to Manage User Learning Assignment Profiles and then click Add New.
5. In the new assignment profile, click Rules.
6. Click Add Security Domains, type the security domain that you found from the sites in Keyword and then click
Search.
7. Select the security domain from the site and then click Add.
8. In Set up Rules, type Find Users by Default Domain in Untitled Rule 1.
9. In Select Attribute, select Security Domain ID.
Security domain is the most common attribute to group site users by because a default security domain is
required. The second most common attribute is organization because sites also allow you to select a default
organization. If you want to use organization as your grouping attribute, select Organization ID.
10. In the operator list, select Matches.
11. In the value box, type the security domain from the sites list.
If you’re using organization, type the ID of the organization.

12. Click Save and then close the rules window.
13. In Libraries, add the library that these users (the users of the site) should see.
14. Execute changes for the assignment profile.
Related Information
Assigning Libraries to Learners [page 365]

Libraries: Sets of Courses that Learners can Discover [page 328]
19.5.6.5 Viewing the Security Domains and Organizations that

Use a Brand for Learning Sites
View the security domains and organizations that use a brand when you offer SAP SuccessFactors Learning to the
extended enterprise and want to troubleshoot a brand.
Context
Branding styles customize the landing page of learning sites, which are used in your extended enterprise. If you
aren’t extending SAP SuccessFactors Learning outside your organization, then branding styles and their security
domains and organizations do not apply to you.
If users in one part of your extended enterprise see the wrong landing page, then they might be assigned to the
wrong security domain or organization or that security domain or organization might be assigned to the wrong site.
If you know the brand, you can see that brand's security domains and organizations. You can expect that if a user
also belongs to that organization or security domain, they should see the brand on their landing page.
 Note
After users sign in to learning sites, themes control their branding.
Procedure

Administration Brands .
2. Open the brand.
3. Go to Security Domains to see if any security domains use the brand.

4. Go to Organizations to see if any organizations use the brand.
Next Steps
Now that you know the security domains and organizations that use the brand, you can see if the users with the
incorrect branding are members of those security domains and organizations. Go to People Users , find the
users with the wrong brand and check their security domains and organizations.
19.5.6.6 SAP SuccessFactors Learning Brands
Brands customize the look and feel of Learning sites for external users.
Brands connect external users, through sites, to a look and feel. For example, if you have a dealership network, you
can brand your sites to look like a dealership portal: a place where your dealers go to get training as opposed to
where your internal users go to get training.
Related Information
SAP SuccessFactors Learning Sites [page 1182]
19.5.6.7 SAP SuccessFactors Learning Brand Summary Fields
The SAP SuccessFactors Learning brand summary fields configure part of the look and feel for Learning sites.
External users in the extended enterprise can access Learning through sites.
The fields displayed in System Administration Application Administration Brands Summary are
determined by the enableLatestBranding setting in System Administration Configuration System
Configuration LMS_ADMIN .
 Note
Currently, the enableLatestBranding setting defaults to false. It’s highly recommended to change the
value to true and configure the available brand fields. In a future release, this setting will default to true and
won't be able to be changed.

Available When Available When
enableLatestBranding enableLatestBranding
Field Name =false? =true? Description
Branding Style ID Yes Yes This is the unique ID of the

branding style.
Description Yes Yes This is your description of the

branding style. The field is
only for your notes and for
other administrators to under
stand the brand.
Security Domain Yes Yes You can associate an entity

with a security domain to con
trol the administrators who
can access the entity. What an
administrator can access and
do for an entity depends on
how you configured the per
missions and security domain
group of the role ID that is as
sociated with the administra
tor.
For more information about

how you can configure access
to records, see Security.
 Note
This field controls admin
istrator access to this
brand. It doesn't asso
ciate the brand to a secur
ity domain.

Resource Path Yes No The resource path must be a

relative path from the applica
tion context path (for exam
ple, /learning) to the location
of the branding resources (im
ages and CSS). For the path
that you type, the system pre
fixes the application context
path and appends the paths to
the image and CSS files. For
example, if you type /
domain-ABC in the Resource
Path box and the system is
looking for a resource
named /user/images/
logo.gif, then the system
first attempts to use /
learning/domain-ABC/
user/images/logo.gif.
If this file isn’t accessible to
the application, the system as
sumes that you have not
branded this resource, and the
system then falls back on /
learning/user/
images/logo.gif.
SuccessFactors Platform No Yes This is the theme that learn

Theme
ing-only users see in their
learning site after they sign in.

SuccessFactors Login Widget No Yes This is the theme that users

Style
see in the login panel before
they sign in. Because this
theme nests inside the SAP
SuccessFactors Learning, you
must choose from one of two
brands that is created for you.
 Note
If
createIntegratedE
xternalUser=false
( System Administration
Configuration System
Configuration BIZX )
then this field doesn't dis
play.
Introduction Panel ID Yes Yes The introduction panel con

trols the text that appears to
users on their home pages.
Set in System
Administration Application
Administration User
Introductions .

Header Yes Yes This is the content that ap

pears at the top of the Site's
login page. You can include dy
namic content, called "System
Components." To see a list of
system components and what
each adds, choose the Show
System Components link. You
can also include inline HTML
tags like for break or
 for italic text.
 Note
If you define a header
style, it overrides the
theme completely. Any
component that isn't
specified here will use the
default theming from the
UI component. It is highly
recommended that you
work with someone who
has HTML expertise.
Footer Yes Yes This is the content that ap

pears at the bottom of the
Site's login page. You can in
clude dynamic content, called
"System Components." To see
a list of system components
and what each adds, click the
Show System Components
link. You can also include inline
HTML tags like for
break or for italic text.
Platform Theme > Authenti Yes No This is the theme that external
cated user users see in their learning site
after they sign in. It’s a stand
ard SAP SuccessFactors plat
form theme.

Platform Theme >Unauthenti Yes No This is the theme that users

cated user see in the login panel before
they sign in. Because this
theme nests inside the SAP
SuccessFactors Learning, you
must choose from one of two
brands that is created for you.
19.5.6.8 User Introductions
View this section if you want to make the user introduction that appear on the home page.
In System Administration Application Administration User Introductions , a user introduction appears on

the home page when the introduction is associated with the user's or administrator's branding style.
The Data text area must contain a valid HTML snippet, but should only include HTML tags that nest in the <body>
tags. To include a resource from an extension, you use code like the following:
<img src="<resourceURI path="/images/logo.gif" />">
That code inserts the logo.gif, prefixed by the proper resource path.
The USER_LOGIN_PANEL and the USER_NEW_ACCOUNT_PANEL are special login panels. The
USER_LOGIN_PANEL panel appears to end users and the USER_NEW_ACCOUNT_PANEL appears to new end
users. Both panels appear on the login page of the end user environment. You cannot delete these panels. Any
changes you make to the panels are also reflected in the System Administration Application Administration
User Settings page, in the User Login/New Account Panels section. For the new account panel to appear to users,
you must select the Allow Users to create a new account at SuccessFactors Learning login page checkbox
( System Administration Application Administration User Created Account ) in the User Settings area.
Related Information
SAP SuccessFactors Learning Brands [page 1190]

Sites Summary Fields [page 1182]

19.5.7 Tools for SAP SuccessFactors Learning System
Administration
We provide tools to manage your SAP SuccessFactors Learning implementation and system administration.
We provide tools that manage your Learning system: your implementation of Learning. You run these tools
infrequently, but they are helpful when you have a system-wide issue or you want to change how your system is
implemented. For example, if you want to troubleshoot the images used in your implementation, you can run the
attachments utilization tool. Or, if you want to clear the cache of unsent emails, you can run the manage unsent
emails tool.
19.5.7.1 Expiring Administrator Passwords
Expire administrator passwords after you first implement Learning because you need a Learning password at the
moment of implementation but do not need them during common operation of SAP SuccessFactors.
Prerequisites
If you want to prevent anyone from using the administrator identity in the future, delete the administrator account.
Context
In almost all cases, SAP SuccessFactors platform handles platforms and identity management. But when
implementers first connect Learning, the implementer needs an administrator password to enable Learning. After
the implementer enables Learning after that, all administrator roles should use identity management from
platform. During this time, you might want to manage the partner personnel by forcing new passwords.
 Tip
The expire passwords tool is used in such a narrow use case and matters for a short period of time. Consider
hiding it with security permissions during normal operation of your system.
Procedure
1. Go to Learning Administration and then go to System Administration Security Expire All Administrator
Passwords .
2. Click Expire Passwords.

Results
If the account still exists, then expiring passwords requires administrators to create new passwords when they next
log in. Administrators are asked to provide their old password for verification, then create a new password.
19.5.7.2 Attachments Utilization
View this section if you want to gather more information so that you can manage the attachments in the system.
In System Administration System Management Tools Attachments Utilization , you can use the attachments
utilization tool to gather more information so that you can manage the attachments in the system. To use the tool,
you must enter a date and click Show StatisticsorPurge. If you clickShow Statistics, then the system shows the
attachment statistics up to, but not including, the date you entered. Some of these statistics (for example, total
attachment size allocated and maximum size allowed per attachment) come from a setting in the ATTACHMENT
configuration ID ( System Administration Configuration System Configuration ). If you clickPurge, then the
system removes all of the attachments from the associated records if the files were attached before, but not
including, the date you entered.
If you plan to purge attachments, then we recommend that you check and double-check your dates because you
cannot undo a purge.
19.5.7.3 Building a Direct Link in Learning
Build a direct link when you want to send a link that can take users directly to their information in Learning.
Context
Direct links take users to specific pages in SAP SuccessFactors Learning. You can send the links to users so that
they can access the pages by clicking the link. Users are asked to provide logon information if they aren’t already
logged in. You can embed the links in any environment that accepts URL links. For example, you can add the link to
an e-mail or a Web page. Users who click direct links have access to only those sections of the application that their
assigned permission restrictions allow.
Procedure
1. Go to Learning Administration, and then go to System Administration System Managemeent Tools

Generate Direct Link .
2. In Direct Link Type, select the place you want the direct link to take users.

For example, if you select Current Registration, you’re saying that you want the link to take users to their
current course registration.
When a link requires additional information, the wizard prompts you for it. For example, an Item Details link
requires the learning item whose details you’re interested in showing to the user. A Program Details link
requires a Program ID, Program Sections, and a Program Section Entry.
3. Select the kind of direct link you want to create.
○ Select URL to copy a URL and paste it into a message (for example, an e-mail message) to users.
○ Select Tokens to paste the direct links into notification messages.
4. In Specify Search Criteria, add any additional information that the link needs.
For example, if you link to the reports, page, you select the individual report within the reports page that the
user should go to.
5. Click Display Link.
6. Copy the link and paste it into either a direct message to the users or into a notification message.
7. Use the generated link to access the program.
If the program has an active cover page, the direct link navigates the user to the cover page. Users can access
the content by navigating to the content section for which the direct link was created.
If cover pages are inactive, the users can navigate to the content section for which direct link was created.
 Note
If you want users to access a section directly through the URL, consider deactivating the program cover
page.
Related Information
Running a Library Search for Users [page 352]

Building a Survey Direct Link [page 87]
19.5.7.4 Label Import/Export

View this section if you want to import or export labels.
In References Manage Labels Label Import/Export , you can use the Label Import/Export wizard in the
following situations, for example:
● To export labels from a development environment to import them into a production environment.
● To export labels to customize, then import that changed set.
● To import labels changed or added for new reports designed in Plateau Report Designer.
 Note
Each label has a limit of 10,000 bytes. Note that the limit is in bytes, not in characters, because some UTF-8
characters are more than one byte.

19.5.7.4.1 Importing Labels
Read this section if you are importing labels, particularly if you are importing a translations of the labels for a locale.
Most likely, you will use the import label tool when you are importing a translation of the labels for a locale or when
you want to restore customized label values for a locale. After you select a file to import, you can select a subset of
the labels to import. You can remove any labels that you do not want to import by clicking the Remove checkbox
next to the label and then clicking Apply Changes.
We strongly recommend that you add all labels. If you have customized your labels, then we recommend that you:
● Create a backup file of all the labels that you have customized
● Import the provided label files as described here with the Overwrite Existing Labels checkbox selected
● Import the backup file of your customized labels with the Overwrite Existing Labels checkbox selected
By doing these things, you overwrite your customized labels with the default, provided labels and then re-overwrite
the default, provided labels with your customized labels. In short, you get the new and modified labels from SAP
SuccessFactors Learning but preserve your customized labels.
 Caution
If you are updating an existing locale and you select the Overwrite Existing Labels checkbox and click Finish,
then you will overwrite any existing labels for this locale with new labels. Therefore, if you have customized your
labels, you should contact your SAP SuccessFactors Learning account representative to determine if this
update is safe for your customizations.
19.5.7.4.2 Exporting Labels
We recommend that you export your labels before applying any patch or service pack so that you can identify and
restore any customizations that you have made to the label values. If you want to export all labels, then clear all of
the search criteria, click Search, and then select the Select all the labels of the search results checkbox. To export a
subset of labels, you can search for the label ID or value that you want to export. For example, to export all labels
that appear in HTML alt attributes, you can type alt. in the Label ID box (using the Starts With condition), click
Search, and then select the Select all the labels of the search results checkbox. When you complete the export
wizard, the labels appear in a properties file composed of label ID and value pairs, separated by and equal sign.
 Note
If you select the Select all the labels of the search results checkbox, then the system applies this to the current
search only, not to all labels for the locale.
If your company is localizing data (clicking the localization button ( ), then we recommend that you clear the
Show only label IDs that have a value checkbox when you search for labels. By doing so, the system returns every
label ID that has a translated value in any other locale other than the one you're exporting labels for. Therefore,
when you complete the export, you will have some labels with a label ID (and no value) only. These label IDs are
included because an administrator added a translated value for a record in another locale but not for the locale that
you exported. In this way, the exported labels serve as a "gap analysis" for your translated data for this locale.

Related Information
19.5.7.5 Legacy SCORM Import
View this section if you want to import SCORM files using the SCORM Import/Export assistant.
In System Administration System Management Tools SCORM Import (Legacy) , you can import SCORM
files using the SCORM Import/Export assistant for a level 1 import. The Legacy SCORM import is superseded by
the universal content importer ( Content Content Import ). Using the SCORM Manifest Import Assistant:
1. Click Browse to select the SCORM ZIP file you want to import. Click Next. You cannot upload files equal to or
greater than 1 Mb. If you have files of 1 Mb or more, place your file on a network resource, click the SCORM ZIP
File (URL),checkbox, and type the URL.
2. Review the SCORM Manifest Information. Click Next.
3. Review the Resolved Content Objects. We recommend that you deploy your content packages before importing
a SCORM object since content objects in SCORM use relative paths. Click Next.
4. Review the Content Package ID and Title. Click Next.
5. Review the list of Objectives. Click Next.
6. To complete the SCORM import, click Finish.
SCORM (Sharable Content Object Reference Model)
The Sharable Content Object Reference Model (SCORM) defines a Web-based learning "Content Aggregation
Model" and "Run-Time Environment" for learning objects. The SCORM is a collection of specifications adapted from
multiple sources to provide a comprehensive suite of e-learning capabilities that enable interoperability,
accessibility, and reusability of Web-based learning content.
Content Objects
A content object is a record that contains instructions specifying where to find and how to launch a unit of online
content such as a course, demonstration, exam, tutorial, or other online application whose content is intended for
users. You can create online applications "in-house" using courseware development software or they can be
purchased; but in either case, you must create a content object for the application in this window.
Since each content object always has a one-to-one relationship with an actual online application (files or URL
addresses), and since each content object must have a title, you may often think of content objects as being
synonymous with the unit of online content to which it refers. One or more content objects can be included in an
item, so that a single online item may be composed of several online content applications.

Objectives
An objective is a generic learning object such as a grouping of questions that have been created in Objectives
section or in Plateau Question Editor. Questions are associated with objectives on the Summary tab of the
Questions section (Content area) or by using Plateau Question Editor.
Normally, all of the questions in a given objective should measure the user's mastery of a small, closely related
topic, process, task, or unit of instruction in an online item. One or more objectives make up a single content object
or exam/survey; and one or more content objects, or exam/surveys, make up an online item. Please note that the
objective must exist in SAP SuccessFactors Learning Administration and be assigned to the Content Object in
order for the SCORM API to process the objective data.
Content Package
A grouping of objectives and content objects.
19.5.7.6 Importing Data
View this section if you want to import data to SAP SuccessFactors Learning Administration.
Context
You can use the import data tool to make data (for example, data that exists in another database) available in SAP
SuccessFactors Learning Administration. This function is useful for when you need to move objects between
environments, for example moving objects from staging to production environments.
Procedure
1. Go to System Administration System Management Tools Import Data .

2. Select Download Template and the corresponding entity from the Record Type list. Choose Submit. We
recommend downloading the template, as they’re updated with every release.
3. Insert the necessary data into a spreadsheet and save the file.
4. Select Import Data and the corresponding entity from the Record Type dropdown list.
5. Select the import option that provides you with the safest process.
For example, if you’re updating an existing record, use Update.

6. Select the file you want to upload using Choose File, and select your time zone.
7. Choose Submit.

The Schedule Job page opens. You can choose whether to run the job immediately, or to schedule to run the
job at a later, determined date.
8. Enter or update the job description in the Job Description field, and choose Finish.
9. Choose Continue Importing Data.
Results
When the file is uploaded, it appears in the Import Results log, where you can view the Import ID, Date/Time, Job
Description, Job Status, Error Log, and Delete columns. If the job fails, you can download the error log from the Error
Log column. The error log is the same template as the file uploaded; however, it contains the rows with errors, along
with a comment at the end of each row detailing why the field failed.
 Note
The imported files stay in the system for 30 days, after which the system deletes them using the
PurgeSystemTempTablesApmBackgroundJob automatic process.
19.5.7.6.1 Roles for Importing Data
View this section if you want to assign permissions to the administrator who imports the administrator roles.
To use the import tool, administrators go to System Administration System Management Tools Import
Data . Starting with the Microsoft Excel file that the export tool generated, administrators follow the import wizard
to import the roles. When importing the roles:
● The tool adds or updates the roles, it doesn’t delete roles. For example, if the tool is importing to an
environment with 20 existing roles, the Excel file has 5 rows (roles), 3 of which already exist in the 20 and 2 of
which don’t yet exist in the environment, then after import, the environment has 22 roles:
○ 17 roles untouched by the import tool (these roles are not deleted)
○ 3 roles updated by the import tool
○ 2 roles added
○ No roles deleted
● The administrator can import only the role ID, description, and security domain (columns A-C in the Excel
template) to add role records and then configure them in the higher environment.
● The administrator can import the role ID, description, security domain, and associated permission IDs to add
the roles and permissions with no security domain or entity restrictions.
● The administrator can import everything: roles, permissions, and restrictions. We recommend this approach:
configure the entire role in the lower environment and then import everything from the lower environment to
the higher environment.
To support the administrator roles import tool, assign these permissions to the administrator who imports the
administrator roles:
● Import Data
● Add Role

● Edit Role
19.5.7.6.2 Tips for Importing Data
Read these tips if you’re using the import data tool ( System Administration system Management Tools
Import Data .
● The system attempts to add or update records based on what you select from the Import Option list. The
system attempts to import the record type that you select from the Record Type list.
● Because your data must be correctly formatted, you must not delete or move any column nor modify a
comment in the heading of the workbook. If you don’t have data that can go into a cell for that column, then
leave that cell blank.
● While you can’t delete or move any column, you can add columns to the right of the right-most column on any
worksheet; the system ignores those columns when importing data.
● You can’t change the name of a tab. If you need additional tabs in the workbook, you can add them; however,
the system ignores those tabs when importing data.
● You can’t import data if you don’t have the permissions to access that data inSAP SuccessFactors Learning
Administration.
● The system tries to import your data row by row. When the system can't import the data for some reason (for
example, you don’t have permissions or security domain groups for some or all of the data in that row, or the
value of your data exceeds the maximum length for that data field), then the system skips that row and
attempts to import the next row of data. For every skipped row, the system logs that row into a new workbook
that you can later download. You can access this information by clicking Download link in the Error Log column
of the Import Results table. In this new workbook (the downloaded error log), the system also identifies the
reason that the data wasn’t imported. Because the new workbook uses the same template as the import
workbook, you can correct it and use that to attempt to import the data that the system rejected.
● The system won’t overwrite data that already exists in the system with a blank value (because, for example, the
cell in an Excel workbook is empty).
● If the system updates the manager for a user, then automatically cancels the approval process for any
outstanding plan that requires approval for that user. When affected users next access the plan area, they can
resubmit those plans for approval. The system also automatically reroutes all of the following approval types:
○ Items
○ Classes
○ External Requests
○ Assessments
○ Performance Reviews
○ Electronic Signatures
● You can view import results only for the jobs that you created; you can't view the import results of import files
that other administrators uploaded.
● You can delete any import data job that you initiated if the state for that job is Not Started or Complete; you
can't delete an import data job when it is in progress.
● Before you import exchange rate definitions, we recommend that you ensure the exchange rate definitions
include all of the currencies you’ve created ( References Finance Currencies ).

19.5.7.6.3 Concurrent Add and Update Not Supported in Import
Tools for SAP SuccessFactors Learning
You can’t add and update the same record in the same import file with SAP SuccessFactors Learning data import
tools.
SAP SuccessFactors Learning data import tools are in the Learning Administration: System Administration
System Management Tools . When you use these data import tools, you can’t add and update the same record in
the same import file.
In the example below, you see one user (jdoe) appear twice. The user appears in the first row and the last row. The
import tool rejects this import because you can’t add or update the user and then, in the same file, update the
same user. This is true for all records that you import.
User ID Active (*required) First Name [additional columns]
jdoe YES Joe ...
fsmith YES Frank ...
llou YES Lilly ...
jdoe YES Jane ...
19.5.7.7 Export Data
View this section if you want to export data to make it available in theSAP SuccessFactors Learning Administration.
In System Administration System Management Tools Export Data , you can use the export data tool to
make data (for example, data that exists in another database) available in SuccessFactors Learning Administration.
This function is useful for when you need to move objects between environments, for example moving objects from
staging to production environments.
1. Select the Admin Role entity from the Record Type menu. Click Next.
2. You can add administrator roles either by entering the Role ID or clicking add one or more from list, where you
can add/remove criteria to search for roles. Click Search. You’re presented with a list of Role IDs and
Descriptions. Click the Add check box next to the desired Role ID and click Add. The selected Role ID displays
below the Add Admin Roles field. When you’ve added all desired IDs, click Next.
3. You’ll always be prompted to export as a background job. Here, you can choose whether to run the job
immediately or to schedule to run the job at a later, determined date. At this time, you’ll want to enter or update
the job description in the Job Description box. Click Finish.
4. Click Continue Exporting Data.
When the file is exported, it appears in the Export Results log, where you’ll be able to view the Record Type,
Creation Date, Description, Status, and a Delete option. You’ll have from 1 to 30 days to complete the task before
it’s deleted.

19.5.7.7.1 Roles for Exporting Data
View this section if you want to assign permissions to the administrator who exports the administrator roles.
To use the export tool, administrators go to System Administration System Management Tools Export
Data . Administrators follow the export wizard to assemble the records for export. At the end of the wizard, the
system creates a background job to build the Microsoft Excel export file. When the background job completes, the
file is available in System Administration System Management Tools Export Data .
You can control the amount of export files to appear on the page in System Administration Configuration
System Configuration LMS_ADMIN . Find the exportExpiration property and change its value to the amount of
export files that the system should save before deleting the oldest one.
To support the administrator roles export tool, assign these permissions to the administrator who exports the
administrator roles:
● Export Data
● View Role
● Search Role
19.5.7.8 Importing AICC Content with the Legacy Importer
Use the legacy AICC importer if you have AICC files that you need to import.
Context
The Legacy AICC Import tool performs a level 1-compliant import of an AICC (Airline Industry CBT Committee)
course. The Legacy AICC import is superseded by the universal content importer: Content Import Content .
Procedure
1. Go to SAP SuccessFactors Learning and then go to System Administration System Management Tools
AICC Import (Legacy) .
2. Select the four AICC import files you want to import and then click Next.
All four files must have the same name.
For example, the file names can be FILE1.crs, FILE1.cst, FILE1.des, and FILE1.au.
3. Keep the course settings read from the import file or edit them, and then click Next.
4. Read the resource resolution information to understand the next resource resolution steps and then click Next.
5. On the Resolve Content Object(s) page, name the content object that the definition uses and then click Next.
6. On the Resolve Content Players page, verify the content player settings or specify new ones and then click Next.

7. On the Resolve Exam and Survey(s) page, verify the Exam ID settings; or you may specify either other existing
ones or new ones and then click Next.
You’ll only see the Resolve Exam and Survey(s) step if the course you’re importing was exported from SAP
8. On the Select Destination page, decide on the destination of the import.
○ To import the definition to a new course (learning item), select New Item.
○ To import the definition to an existing course (learning item), select Existing Item. Edit Revision Date if you
don’t want to use the most recent revision date for the selected item.
○ To import the definition to a content package and then later add it to a learning item, select Content
Package.
9. On Complete AICC Import, make final settings to the behavior and then click Finish.
Next Steps
Go to the course (learning item) to edit the course: Learning Activites Items .
19.5.7.8.1 Supported AICC Import and Export Files
SAP SuccessFactors Learning supports these AICC files for import and export.
AICC defines a method of importing content definitions into a Learning Management System (LMS). Importing the
same files twice will produce two sets of data, so any edits that need to be made after importing the content
definitions should be made to the actual records in SAP SuccessFactors.
 Note
When you import AICC files to SAP SuccessFactors Learning, you do not import the actual content. Instead,
you import the definition (or setup) of the content.
● The Course file (*.crs): This file contains course-level information about the course as a whole.
● The Assignable Unit file (*.au): This file contains technical information relating to all the assignable units
(content objects) in the course (i.e. content object launch url).
● The Descriptor file (*.des): This file contains descriptive information relating to every course element in the
course (i.e. content object description). It is used as the basic cross-reference file showing the correspondence
of system generated IDs with user-defined IDs for every element.
● The Course Structure file (*.cst): This file contains the basic data on the content structure of the course. It
includes all of the assignable units (content objects) and blocks (folders) in the course.

19.5.7.9 Downloading Learning Connector Templates
Download Learning connector templates to see sample import files so that you can see the correct format of
Learning connector import files.
Context
When you configure connectors, you usually want to know what Learning expects for the format of the file.
Connector files are delimited files where the first row is the header row, so by looking at an example of the headers,
you can see data that you can import with the connector file. If you match your delimited file to the template, and if
you followed the configuration of the data, you can expect a smooth data import.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to System Administration Connectors

Download Connector Template .
2. In Action, decide if you want to download all headers or only the headers you have already mapped.
○ Select Download Template (all columns) if you want to see all possible columns that the connector accepts.
○ Select Download Template (only mapped columns) if you want to see what the connector accepts based on
your configuration. You map columns in System Administration Configuration System Configuration
CONNECTORS .
3. In Connector, select the connector template that you want to download.
 Note
Competency - SF and User Connector - SF export from platform. For these connectors, also check the
headers in the export from platform.
4. In Supported files, select the file that you want to export for the connector.
 Note
Some connectors, like the learning item connector, use more than one import file.
5. In File extension, select the file extension for the export.
The headers remain the same regardless of the file format you choose, but we understand that some
companies restrict the types of files that their employees can download, so we offer you choices.
6. Choose Submit.

19.5.7.10 Managing Unsent Email Notifications
Manage unsent email notifications by removing erroneous email before re-enabling email if you have an issue that
resulted in erroneous email generation.
Context
You can view the amount of your unsent email notifications, the time frame that the email notifications were
generated, and delete unsent email notifications. Unsent email notifications are generated but not yet delivered to
the SMTP server.
Deleting unsent email creates a background job that runs immediately as long as the job to send email is not
running. The email audit report, which represents all notifications that the system generated, still contains deleted
unsent email so the audit trail remains.
 Note
Unsent emails that are deleted are never sent to the email recipient(s) and are permanently removed from the
system. Once unsent email messages are deleted, they cannot be recovered.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then navigate to System Administration Manage
Email Manage Unsent Emails .
2. Click the Delete Unsent Emails button to delete all unsent email notifications. The Delete Unsent Emails button
is only enabled when the unsent email notifications count is greater than zero.
You receive the warning: You are about to delete all unsent emails. These emails will be permanently deleted. Do
you want to continue and delete all unsent emails?
3. Decide if you want to delete all unsent email notifications.
○ Click Yes to delete all unsent email notifications.

○ Click No to cancel the deletion.
19.6 SAP SuccessFactors Learning System Configuration
In SAP SuccessFactors Learning, system configuration is a set of properties that you change during
implementation and then rarely change again.
In the System Configuration section of SAP SuccessFactors Learning Administration, you can edit the configuration
files. In general, you change system configuration files during deployment and leave them unchanged until the next
time you review your deployment or deploy another part of the system. They are built to be edited by informed
technicians.

We recommend that you read the comments to understand how changing the file affects the system. To avoid
accidental modification of any one of the files, we recommend that you create backup files for each one. Some
changes to the configuration files require restarting the server.
19.7 Environment
This Environment page has information about the SAP SuccessFactors Learning environment.
In System Admininistration Environment , you can view existing or install new licenses and check the space
used by QuickGuides. If you have no licenses installed, then the default SAP SuccessFactors Learning administrator
has access only to the Environment page. After you install the proper SAP SuccessFactors product licenses, you
can access other sections of the application.
License
Before you can install a license with this page, you must obtain a license file from a SuccessFactors representative,
copy that file to your local computer, and log in as an administrator with privileges to install a license (the default
administrator has these privileges).
1. Go to System Administration Environment License and click Browse.

2. Locate and select the license file that you copied to your local computer.
3. Click Install License
When the license file installs successfully, you see its individual licenses in the View License table. Each row in the
table is a particular license that you have installed. You can use the View License table to verify that your licenses
are current and correct (version, number of users, and so on).
QuickGuide Storage
The Environment page also includes your QuickGuide storage. Your QuickGuide storage limit depends on your
license, and it is one the page. If you reach the limit of your quick guides, you can purchase more space.
19.8 Timeout Behavior in SAP SuccessFactors Learning
The timeout behavior for HTTP sessions hasSAP SuccessFactors Learning been modified for Learning
administrators.
If the timeout in SAP SuccessFactors Learning is configured to be less than 30 minutes, then the administrators get
logged out of SAP SuccessFactors Learning as well as SAP SuccessFactors platform. This behavior is dependent on
the duration of inactivity within the SAP SuccessFactors Learning Administration application.

If the timeout in SAP SuccessFactors Learning is configured to be 30 minutes, then the administrators stay logged
in to SAP SuccessFactors Learning as long as they’re logged in to SAP SuccessFactors platform.

20 Personalized Recommendations
Personalized Learning Recommendations enable users to find relevant courses from their learning libraries without
the need to search through the library.
Personalized Learning Recommendations are powered by machine learning capabilities with SAP AI Business
Services. By applying machine learning algorithms learners get these recommendations based on the information
about a learner, including their profile information and learning activity. Recommendations engine delivers best fit
recommendations by identifying topics of interest for every learner, hence displaying matched preferences. You can
recommend any course that is accessible in the library, including Open Content Network courses to a user. These
recommendations are based on the users’ history, popularity with the peers, and the users’ topics of interest.
Courses that are already on the user's learning plan, have been bookmarked, or have already been completed
aren’t be recommended to the user.
The integrated SAP AI Business Services system with SAP SuccessFactors Learning pulls in data from the Learning
system to analyze it, find patterns, apply machine learning algorithms, and then come up with targeted
recommendations.
 Note
These are machine learning-based recommendations, and not rule-based ones. It all depends on the
information that is fed to the machine learning algorithms, and there is no definitive rule that these
recommendations follow.
20.1 Prerequisites to Enable Personalized Recommendations
List of prerequisites that are needed to enable personalized recommendations.
Customers usually keep one learner security role in Learning that includes all workflows for all learners. If however,
you select workflows individually, then the user role for access recommendations must have the recommendations
workflows. For example, Access Personalized Recommendations and Access Recommendations Tile.
● Your system must be integrated with SAP SuccessFactors Learning.

● You must be a part of the Early Adopter Care program, as Personalized Recommendations are available only
to the Early Adopter Care program users. Interested customers can request to join the SAP Early Adopter Care
page.

Personalized Recommendations PUBLIC 1211
20.2 Configuring SAP SuccessFactors Learning to support
Machine Learning Recommendations
Set up your Learning tenant to be able to leverage on machine learning recommendations.
Context
 Note
As a customer you don't have access to Provisioning. Contact

[email protected] to enable your tenant for machine learning
recommendations.
1. Enabling Recommendations Tile [page 1212]

Enable recommendations tile to view learning content recommendations based on machine learning
algorithms.
2. Enabling Recommendations Engine [page 1213]
Enable recommendations engine to enable data synchronization.
3. Enabling Recommendations Newsletter [page 1214]
This is an optional task to send regular notifications to users containing peer, assignment profile, and
personalized recommendations.
4. Enabling Custom Fields of Users to be included in Personalized Recommendations [page 1215]
This is an optional task. However, SAP recommends that you enable custom fields of users to identify
similar groups of users and to improve machine learning recommendations.
5. Assigning Permissions to Users for Accessing Recommendations [page 1216]
Assign roles to users to let them access Learning Recommendations.
6. Editing the Legal Disclaimer for Learning Recommendations [page 1216]
The disclaimer message is displayed to the users on the welcome wizard where they select topics for the
first time, and it also appears on the topics subscription dialog.
20.2.1 Enabling Recommendations Tile
Enable recommendations tile to view learning content recommendations based on machine learning algorithms.
Context

1212 PUBLIC Personalized Recommendations
Procedure
1. Launch SAP SuccessFactors Learning.
2. Go to System Administration Application Administration Landing Page Settings .

3. Select a page where you want to add the tile and choose Add Tile dialog box.
4. Select the Recommendations tile.
Task overview: Configuring SAP SuccessFactors Learning to support Machine Learning Recommendations [page
1212]
Next task: Enabling Recommendations Engine [page 1213]
20.2.2 Enabling Recommendations Engine
Enable recommendations engine to enable data synchronization.
Context
The recommendations engine requires fields listed in the Types of Data used for Learning Recommendations
section, to generate the recommendations. The data is extracted periodically and synchronized with SAP
Leonardo. Any users and user data purged from SAP SuccessFactors Learning are also purged from SAP Leonardo.
The data extraction is scheduled as follows:
● First Execution (Initialization): Full extract of all the data that includes all data records for all users (active and
inactive).
● Every 1 Week (Incremental Updates): Incremental extracts of data that includes any data changes (add/
update/delete) since the last extract.
 Note
This frequency can be adjusted by SAP SuccessFactors Learning as needed.
Procedure
2. Go to System Administration Configuration System Configuration PERSONALIZED

RECOMMENDATIONS .
3. Set recommendationsEngineEnabled=true.

1212]
Previous task: Enabling Recommendations Tile [page 1212]
Next task: Enabling Recommendations Newsletter [page 1214]
20.2.3 Enabling Recommendations Newsletter
This is an optional task to send regular notifications to users containing peer, assignment profile, and personalized
recommendations.
Context
Procedure
2. Go to System Administration Automatic Processes Recommendations Newsletter .

3. Schedule this process based on your requirements.
1212]
Previous task: Enabling Recommendations Engine [page 1213]
Next task: Enabling Custom Fields of Users to be included in Personalized Recommendations [page 1215]

20.2.4 Enabling Custom Fields of Users to be included in
Personalized Recommendations
This is an optional task. However, SAP recommends that you enable custom fields of users to identify similar
groups of users and to improve machine learning recommendations.
Context
Selecting appropriate user custom fields ensures that the machine learning algorithm uses that data and populates
relevant results for personalized recommendations. Incorporating custom fields enables the machine learning
algorithm to more accurately determine similar users and recommend learning items from similar people. User
custom fields that contain data that enables grouping together similar users, and that does not overlap with data
already in the standard User data (Job Location, Job Code, Organization, Supervisor) should be included.
Procedure
2. Go to System Administration Custom Fields User .

3. Find the user whose custome fields you want to add.
4. Choose Edit.
5. Select Include in personalized recommendations in the Edit the User Custom Field screen.
1212]
Previous task: Enabling Recommendations Newsletter [page 1214]
Next task: Assigning Permissions to Users for Accessing Recommendations [page 1216]

20.2.5 Assigning Permissions to Users for Accessing
Recommendations
Assign roles to users to let them access Learning Recommendations.
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to System Administration Security Role
Management .
2. Search for the user role for which you need to define a permission.
3. Edit the role and choose Permissions Learning Activities .

4. To enable the recommendations tiles for a learner, select Access Recommendations Tile.
5. To make Personalized Recommendations appear on the recommendations tile for a learner, select the option
Access Personalized Recommendations.
6. To save you changes, choose Apply Changes.
Next Steps
Enable Learners to view recommendations on the Recommendations tile.
1212]
Previous task: Enabling Custom Fields of Users to be included in Personalized Recommendations [page 1215]
Next task: Editing the Legal Disclaimer for Learning Recommendations [page 1216]
20.2.6 Editing the Legal Disclaimer for Learning

Recommendations
The disclaimer message is displayed to the users on the welcome wizard where they select topics for the first time,
and it also appears on the topics subscription dialog.
Prerequisites
Edit the legal disclaimer for learning recommendations so that when users see courses populated by the SAP
SuccessFactors Learning recommendation engine, they see your legal disclaimer instead of the default disclaimer.

To enable the legal disclaimer, go to System Administration Configuration System Configuration
PERSONALIZED RECOMMENDATIONS and set enableDisclaimerForTheExternalContent to true.
If you are in more than one language, translate your disclaimer to the other languages so that users can read the
disclaimer in their own languages and dialects.
Procedure
1. Go to SAP SuccessFactors Learning administration and then go to References Manage Labels Labels .
2. In Label ID, type label.Recommendation.DisclaimerMessage and then click Search.
3. Edit the label and then click Locales.
4. For each locale, paste the disclaimer for that locale language.
1212]
Previous task: Assigning Permissions to Users for Accessing Recommendations [page 1216]
20.3 Requesting Data Synchronization for your Tenant
Contact SAP SuccessFactors to synchronize your data.
Context
The first time you enable the feature, the maximum processing time taken is about 48 hrs to see the
reccomendations due to the data transfer and data extract turnaround time.
Procedure
Notify SAP SuccessFactors by sending an email to [email protected] to

synchronize your data. SAP SuccessFactors processes your data and informs you when the recommendations are
ready in your system.

20.4 How Personalized Recommendations Are Generated
Personalized Recommendations are generated by applying machine learning to user data that includes user
attributes and data related to user activity. This data is synchronized periodically from Learning to the
recommendations engine on SAP AI Business Services. There are two SAP AI Business Services data centers – one
in Europe and the other in the US. The data from your Learning tenant is transferred to a recommendations engine
tenant on an SAP AI Business Services data center. The following table summarizes the data used to generate
recommendations that are transferred to the recommendations engine.
Personalized Recommendations get derived from ... By using ...
Learning History Data ● History of all employees (and not just those that have the
permission to access recommendations)
● Completion for items that weren't assigned by the learn
ing department (not assigned by administrator)
● Completions for optional courses (not a required learning
item)
User Profile Data ● Job Location

● Job Profile
● Organization
● Manager Id
User Custom Fields The custom field values associated with the learner
User Activity Data ● Learning Plan

● Bookmarks
● Item Ratings
● Library Searches
● Peer Recommendations
● Recommendations dismissed as not relevant
20.5 Types of Data used for Learning Recommendations
Learning Recommendations uses this data to generate personalized recommendations to individual learners.
User Attributes [page 1219]

The extract includes selected data fields from the user record and user custom fields.
Learning Entity Attributes [page 1220]

A Learning Entity is a generic term that refers to the various types of content formats that are available for a
user to consume in SAP SuccessFactors Learning. It includes Items, Programs, Curricula, Quick Guides and
Collections.
Learning Entity Categories [page 1221]

Categories are used to hierarchically organize content in the library. The categories are used by the
recommendations engine to get additional metadata describing a course (Learning Entity).
Active Locales [page 1221]

Find the list of all active locales used by the recommendations engine to determine the languages for which
topics and recommendations must be generated.
User Preferences [page 1222]

The user preferences include the preferred language of users so that the system can generate
recommendations for them based on their preferences.
User Activity – Peer Recommendations [page 1222]

Peer recommendations enable a user to recommend learning to other users. When recommending learning
to another user, the recommender can select one or more target users, and can also include a personal
message for these target users. This data extraction captures the data fields related to a peer
recommendation.
User Activity – Bookmarks [page 1222]

The data extraction includes quick guides and collections learning entities that have been bookmarked by
users.
User Activity – Item Ratings [page 1223]

This data extraction includes ratings given by a user on a completed course.
User Activity – Learning History [page 1223]
User Activity – Learning Plan [page 1223]
20.5.1 User Attributes
The extract includes selected data fields from the user record and user custom fields.
Data for inactive users are also extracted because the additional data points enable the recommendations engine
to improve the relevancy of the learning recommendations. All User Custom Fields data is extracted and sent to
SAP Leonardo, however, the Recommendations Engine only processes User Custom Fields that are flagged to be
included.
 Note
Custom column IDs continue to previous terminology. For example, while the Custom Columns changed to
Custom Fields, the custom column ID remains the same.
Field Name Description
User ID Unique identifier of the user in SAP SuccessFactors Learning

often referred to as Student ID.
Job Location ID User’s Job Location.
Job Code ID User’s Job Code.
Organization ID User’s Organization.
Manager ID User ID of User’s Manager.

Active Status User’s status in the system (Active/Inactive)1.
Custom Field ID User custom field unique identifier.
Custom Field Value Value associated with Custom Field ID. Customers alone are
responsible for the PII data in this field.
Include in recommendation indicator Indicator if the User Custom Field needs to be included in rec
ommendation. This is specified by an administrator at the cus
tom field level.
20.5.2 Learning Entity Attributes
A Learning Entity is a generic term that refers to the various types of content formats that are available for a user to
consume in SAP SuccessFactors Learning. It includes Items, Programs, Curricula, Quick Guides and Collections.
 Note
Custom column IDs continue to previous terminology. For example, while the Custom Columns changed to
Custom Fields, the custom column ID remains the same.
Learning Entity ID Unique ID for learning entity
Learning Entity Type Type of learning entity – item, program, quick guide, curricu
lum, or collection
Title Learning entity name in all available locales
Description Learning entity description in all available locales
Domain ID Domain ID of the learning entity
Required Indicator Required flag in Assignment Types.
Requirement Type Type of requirement
Type Type of the learning entity
Sub-Type Sub type of the learning entity whichindicates if it is an online

course, class, OCN course, curriculum, program, quick guide,
or collection
Duration Type Duration Type of the learning entity, including Program

Duration Type for Programs, DAYS, HOURS for class duration
Duration Duration of the learning entity based on the type. For example,
Program or Class Duration.
Start Date Program start date
End Date Program end date
View Count View count of the learning entity; applicable only to collections
and quick guides

Status Active or inactive status of the learring entity
Rating Value Rating of the item
Delivery Method The method thorugh which the learning entity is delivered; ap
plicable only to online and blended courses
20.5.3 Learning Entity Categories
Categories are used to hierarchically organize content in the library. The categories are used by the
recommendations engine to get additional metadata describing a course (Learning Entity).
Learning Entity ID and Type Unique identifier for Learning Entity
Category ID ID of the category
Category Parent ID ID of the parent category
Description of Category Description of the category
20.5.4 Active Locales
Find the list of all active locales used by the recommendations engine to determine the languages for which topics
and recommendations must be generated.
Locale ID Unique identifier of a locale
Default Locale Indicator The default language that has been set for the tenant
ISO Language Code 2-character ISO Language Code
ISO Country Code 2-character ISO Country Code
RTL Indicator Right-to-left writing pattern of the script of a language

20.5.5 User Preferences
The user preferences include the preferred language of users so that the system can generate recommendations
for them based on their preferences.

often referred to as Student ID
Preferred Locale Selected language of the user. If users haven't set their prefer
red locale, then the system considers the default locale of the
tenant to be the user’s preferred locale.
20.5.6 User Activity – Peer Recommendations
Peer recommendations enable a user to recommend learning to other users. When recommending learning to
another user, the recommender can select one or more target users, and can also include a personal message for
these target users. This data extraction captures the data fields related to a peer recommendation.

Learning Entity ID and Type Unique identifier for learning entities recommended to target
users
Recommendation Date Date when recommender sent the recommendation
Viewed Indicator Indicator to inform if the recommendation was viewed by the

target user
Dismissed Indicator Indicator to inform if the recommendation was dismissed by

the target user
20.5.7 User Activity – Bookmarks
The data extraction includes quick guides and collections learning entities that have been bookmarked by users.

Learning Entity ID and Type Unique identifier for learning entities bookmarked by users
Bookmarked Date Date wwhen the learning entity is bookmarked

20.5.8 User Activity – Item Ratings
This data extraction includes ratings given by a user on a completed course.

Learning Entity ID and Type Unique identifier for learning entities rated by users
Rating Value Rating given by users
Rating Date Date when the learning entity was rated
Completion Date Date when user completed the rated item
20.5.9 User Activity – Learning History

Learning Entity ID and Type Unique identifier for learning entities completed by the users
Curriculum ID Curriculum ID of the completed course if it was part of a curric

ulum
Completion Status Completion status associated with the learning event
Required Indicator Indicator to inform if the course is required or not, based on

the assignment type selected when the course is assigned to
the user (for assigned courses)
20.5.10 User Activity – Learning Plan

Learning Entity ID and Type Unique identifier for learning entities completed by the users
Learning Curriculum ID ID of the learning curriculum; applicable when the Learning En
tity was assigned as part of a curriculum
Date Assigned Completion status associated with the learning event
Assignment Type Instructor name specified on the learning event
Last updated by User Indicator to inform if the course is required or not, based on
the assignment type selected when the course is assigned to
the user (for assigned courses)

20.6 Supported Languages
List of languages supported in personalized recommendations.
For Personalized Learning Recommendations, only the following locales are supported:
● English
● English Canada
● English United Kingdom
● French
● German
● Czech
● Dutch
● Spanish
● Russian
● Brazilian Portuguese
● Portuguese
● Japanese
● Bulgarian
● Catalan
● Croatian
● Danish
● Finnish
● Greek
● Hungarian
● Italian
● Malay
● Norwegian
● Polish
● Romanian
● Serbian
● Slovak
● Slovenian
● Swedish
● Turkish
● Ukrainian
● Korean
● Simplified Chinese
 Note
If your preferred locale is not one of the supported locales, then even if you have permissions to access
personalized recommendations, you can't view them.

21 SAP SuccessFactors Learning Reference
Data
SAP SuccessFactors Learning reference data is the counted data that your administrators see in drop-down lists or
pick lists.
SAP SuccessFactors Learning reference data defines lists for administrators and users. For example, reference
data creates the list of course types and the list of currencies in your application.
You typically import the data once at the beginning of your implementation and then you review it from time to time
to make sure that it still meets your business needs. The initial import is usually a large job, so we provide an import
tool inside SAP SuccessFactors Learning: System Administration Tools Data Import . When you review your
references, or if you just want to tweak your references, you can go to the References area of SAP SuccessFactors
Learning to edit them in a graphical user interface.
21.1 Importing SAP SuccessFactors Learning References
Import SAP SuccessFactors Learning references so that users and administrators see the correct set of values in
their drop-down lists.
Context
You usually import reference data so that users and administrators see the correct set of data in their drop-down
menus. For example, your company's employees could be in 10 different countries. When an administrator adds an
assignment profile to assign courses to all users in France and Spain (for example), you want France and Spain to
appear in the administrator's Country list.
When you import the references, you add all the references in bulk. You usually add in bulk at the beginning of an
implementation because you want to import all the data at once. The alternative is to add selections one-by-one
through the SAP SuccessFactors Learning administrator environment.
Procedure
1. Open the SAP SuccessFactors Learning Administration environment and go to System Administration
Tools Import Data .
2. In Action, select Download Template.
3. In Record Type, select References.

SAP SuccessFactors Learning Reference Data PUBLIC 1225
4. Click Submit and then save the template that the system creates for you.
5. For each worksheet in the file, add a row for each entry that you want in your lists.
For example, if you want administrators and users to pick from among three countries when they see a Country
list in their applications, then add three rows. If you want to add Canada, The United States, and Mexico, you
would add each on a new row in the Country worksheet.
 Tip
Check the comments in the header row for help with the data that goes into the column. For example, the
comments tell you the character limits for the cells in the column.
6. When you’ve completed the worksheets, go back to System Administration Tools Import Data .
7. In Action, select Import Data and in Record Type select References.
8. In Import Option, decide whether you want to add, add and update, or update.
This choice... ...Results in...
Add If references in your file don’t exist in the system, they’re added. If a reference in your file
already exists in the system, it isn’t updated.
Add and Update If references in your file don’t exist in the system, they’re added. If references do exist in
your system (identified by ID), they’re updated.
Update If references in your file don’t exist in the system, they aren’t added. If references do exist
in your system (identified by ID), they’re updated.
9. In Import File, click Browse to locate your file and upload it.
10. In Time Zone ID, select the time zone that needs to be used to date stamp the changes that result from your
import.
11. Click Submit.
Next Steps
If the job is large, you need to run it as a background job. Follow the on-screen instructions, and return to System
Administration Tools Import Data after it completes. You can see its status of the job. If the job failed, you can
download an error log to help you troubleshoot your worksheets.
21.2 Learning Calendars and Time References
During initial deployment, you set enumerated lists for how your organization wants to manage its calendars and
time for Learning. These settings apply to Learning only.
Because your Learning Management System (LMS) calendar usually changes annually, you should review your
calendar and times every year after initial deployment. For example, your organization might add new holidays or
change the hours of a facility from year to year. By reviewing your calendar and time references periodically, you
prevent your organization from scheduling training on a day when offices are closed or a holiday is being observed.

1226 PUBLIC SAP SuccessFactors Learning Reference Data
You might also review your date format patterns periodically to help colleagues who have joined from other
cultures. For example, if you are a U.S. company opening offices in Europe, you should add a new date format that
matches the European standard of day-first instead of month-first.
SAP SuccessFactors Learning Date Format Patterns [page 1227]

View this section if you want to edit or create date periods
Holidays in Learning [page 1227]

Each year, SAP SuccessFactors Learning
Holiday Profiles in Learning [page 1228]

Learning administrators create holiday profiles as a group of holidays that match a particular culture or
nationality.
SAP SuccessFactors Learning Time Zones [page 1229]

In SAP SuccessFactors Learning, time zones are critical to completion times and class scheduling.
Work Week Profiles in Learning [page 1231]

21.2.1 SAP SuccessFactors Learning Date Format Patterns
View this section if you want to edit or create date periods
In References Calendars and Time Date Format Patterns , you can edit or create new date periods so that
users can associate date periods with ad hoc performance reviews, plans, and initiatives. Administrators can select
date periods when they create "one time" review processes.
Parent topic: Learning Calendars and Time References [page 1226]
Related Information

21.2.2 Holidays in Learning
Holidays are days when your company's locations are closed. You add holidays to SAP SuccessFactors Learning so
that when learning administrators schedule space for a training event, they can see the holidays, see when facilities
are closed, and schedule the training at a better time.
Holidays work together with holiday profiles. To understand how they work together, consider two countries like the
United States and Canada. Both countries typically close their offices on Christmas and New Years Day. But the

Canadian Thanksgiving holiday is about a month earlier than the U.S. Thanksgiving holiday. You can create a
Canadian holiday profile that includes the holidays of Christmas, New Years, and Canadian Thanksgiving and you
can create a U.S. holiday profile that shares the Christmas and New Years holiday but uses the U.S. Thanksgiving
holiday instead. This allows you to manage fewer individual holidays while accommodating different cultural holiday
schedules.
Each year, when your human resources department publishes the list of holidays, import the next year’s holidays,
and name them with the year. For example, name holidays NewYearsDay2015 or NewYearsDay2016. Then, at the
end of every year, you can go to References Calendars and Time Holiday Profiles to update holiday profiles
based on the next year's holidays. Technically, you do not need to append the year, but the year helps clarify the
holiday in two important ways:
● When your human resources department publishes the holidays mid year, you can tell late-year holidays for
this year from late year holidays from last year.
● During implementation time, you are writing holidays for a partial year, so you need to tell the partial-year
holidays from the full year holidays.
You can see your holidays in References Calendars and Time Holidays .
Related Information

Importing SAP SuccessFactors Learning References [page 1225]
21.2.3 Holiday Profiles in Learning
Learning administrators create holiday profiles as a group of holidays that match a particular culture or nationality.
A holiday profile is a group of holidays that match a culture, location, or nationality in your company. For example,
you can create holiday profiles for your Irish offices, Egyptian offices, and Japanese offices, each of which observes
a different calendar of holidays. You then associate the holiday profiles with a facility. In most cases, you associate
(for example) Irish holiday profiles with facilities in Ireland, Egyptian holiday profiles with facilities in Egypt, and so
on. A facility in one location can follow the holiday profile of another, but these cases are rare.Holidays.
You can see your holiday profiles in the SAP SuccessFactors Learning administration environment in References
Calendars and Time Holiday Profiles .

schedules.
Work week profiles and holiday profiles together form the hours of operation for your facilities. Work week profiles
determine the days of the week that a facility is normally open and holiday profiles contain the exceptions. For
example, a facility might normally be open from Monday through Saturday. Those days are set by the facility's work
week profile so that learning administrators can schedule training during the facility's work week (in this example,
Mondays through Saturdays).
Holiday profiles close the facility days when it is normally open. For example, if New Year's Day is on a Tuesday,
Labor Day is on a Monday, and both holidays are in a facility's holiday profile, then the facility that has a work week
profile that opens it Monday through Saturday closes to scheduling on New Year's Day Tuesday and on Labor Day
Monday.
Related Information

21.2.4 SAP SuccessFactors Learning Time Zones
In SAP SuccessFactors Learning, time zones are critical to completion times and class scheduling.
 Note
Consider removing the three-letter time zones (like EST or ART) in favor of location-based time zones like
America/New York or Africa/Johannesburg.
Manage time zones in References Calendars and Time Time Zone Management .

Related Information

21.2.4.1 Enabling SAP SuccessFactors Learning Time Zone

Management
Enable SAP SuccessFactors Learning time zone management to control your time zones as if they were any other
reference (picklist) in SAP SuccessFactors Learning.
Context
Most SAP SuccessFactors Learning implementations use a subset of all the time zones in the world, but when you
first implement, we include all time zones. With time zone management, you can hide unused time zones. By hiding
time zones, you expose only those time zones that your users need and they can find their time zones more easily.
If, for example, the implementation covers only North America, you can include only North American time zones.
Administrators, therefore, select from the few North American time zones when they schedule courses or manage
users.
Procedure
Management .
2. Find and open the role that should be able to manage time zones.
3. Open Permissions.
4. Add the View Time Zones permission to allow the role to view the time zones but not edit them.
5. Add the Edit Time Zones permission to allow the role to edit the list of time zones.

21.2.4.2 Editing SAP SuccessFactors Learning Time Zones
Edit the list of SAP SuccessFactors Learning time zones to hide unwanted time zones or change the label that
administrators see in their picklists.
Context
Most SAP SuccessFactors Learning implementations use a subset of all the time zones in the world, but when you
first implement, we include all time zones. With time zone management, you can hide unused time zones. By hiding
time zones, you expose only those time zones that your users need and they can find their time zones more easily.
If, for example, the implementation covers only North America, you can include only North American time zones.
Administrators, therefore, select from the few North American time zones when they schedule courses or manage
users.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to References Calendars and Time Time
Zone Management .
2. To hide unwanted time zones, clear their Display boxes.
When you hide time zones, they still exist in the system. You are simply removing them from users' picklists.
When you hide time zones, SAP SuccessFactors Learning checks the following places to see if the time zone is
in use. If it is in use, you cannot hide it:
○ Classes
○ Schedule Based Programs
○ User, Instructor, and Administrator Preferences (the time zones of users, instructors, and administrators)
○ Learning Sites, where extended enterprise users can find training
○ Facilities
3. To change the way that a time zone appears to users in their languages, click their Edit button.
21.2.5 Work Week Profiles in Learning
Create a work week profile for each type of “normal operating hours” for your facilities. For example, if some of your
facilities are open Monday through Friday, others are open Monday through Saturday, and still others are open all
seven day of the week, create three work week profiles. You then associate the matching work week profile with the

facility's normal operating hours so that learning administrators can schedule training at those facilities only when
they are open.
You set work week profiles in References Calendars and Time Work Week Profiles .
schedules.
Work week profiles and holiday profiles together form the hours of operation for your facilities. Work week profiles
determine the days of the week that a facility is normally open and holiday profiles contain the exceptions. For
example, a facility might normally be open from Monday through Saturday. Those days are set by the facility's work
week profile so that learning administrators can schedule training during the facility's work week (in this example,
Mondays through Saturdays).
Holiday profiles close the facility days when it is normally open. For example, if New Year's Day is on a Tuesday,
Labor Day is on a Monday, and both holidays are in a facility's holiday profile, then the facility that has a work week
profile that opens it Monday through Saturday closes to scheduling on New Year's Day Tuesday and on Labor Day
Monday.
Related Information

21.3 Geography References for Learning

During initial deployment, you set enumerated lists for how your organization wants to manage its geographically
distributed workforce. These settings apply to Learning only.
Create the enumerated lists for geography in SAP SuccessFactors platform and then duplicate them in learning so
that when you import users from platform, the users can have the same locale, currency, and so on.
The set of geographic references you need depends on your organization. For example, if your organization has
operations in six countries, you first add the six countries in platform (or verify that they are enabled), and then you
add those six countries in Learning. When users are added to Learning from platform, the Learning system can
recognize their countries and assign them to the right countries. As another example, if you have a set amount of
job locations, set them up in platform (or verify that they are enabled), and then add them in Learning. When users
are added to Learning, Learning recognizes their location.

SAP SuccessFactors Learning Countries [page 1233]
SAP SuccessFactors Learning countries define the countries that learning users operate in.
Job Locations in Learning [page 1234]

Learning administrators set job locations so that SAP SuccessFactors Learning can assign courses to the
users based on their location.
SAP SuccessFactors Learning Labels [page 1234]

SAP SuccessFactors Learning uses labels to switch the language in the SAP SuccessFactors Learning.

A SAP SuccessFactors Learning locale is the language and cultural preferences of one place where you run
your business.
SAP SuccessFactors Learning Locale Labels Search [page 1240]

When searching for locale labels, SAP SuccessFactors Learning offers multiple ways to search for different
tasks.
21.3.1 SAP SuccessFactors Learning Countries
SAP SuccessFactors Learning countries define the countries that learning users operate in.
Countries have two main purposes in SAP SuccessFactors Learning. First, they help assignment profiles group
users by country so that you can, for example, assign courses to all users in Germany or all users in Mexico.
Second, they contain a “Financial Year”, which is a way to define accounting years for the training planner. You set
day that your company and country uses as the start of its financial year, and the system uses this information to
calculate DIF Hours (Allocated and Used) for the financial year.
You set countries in References Geography Countries/Regions .
Parent topic: Geography References for Learning [page 1232]
Related Information

21.3.1.1 Important Country Code Setup Information
Please read this important information regarding country code setup in the LMS.
The 3-letter country code setup in the LMS must match the 3-letter country code in the BizX setup to avoid an
error when creating a new account using the LMS self-register site.

21.3.2 Job Locations in Learning
Learning administrators set job locations so that SAP SuccessFactors Learning can assign courses to the users
based on their location.
In SAP SuccessFactors Learning, job locations are a simple list of places where users work. Job locations are
almost always mapped to your Human Resources (HR) system of record. To see your list of job locations as they
were imported to SAP SuccessFactors Learning, go to References Geography Job Locations .
As a learning administrator, you probably cannot control the list of locations, but your can control the descriptions
of the locations. The descriptions help you remember what the job location means when you are working in SAP
SuccessFactors Learning. For example, you might not remember what “District 3” means, so you might want to
write a description like “Includes Germany, Switzerland, The Netherlands, Luxemburg, and Belgium.” so that you
can remember the borders of the location.
To use job locations for assignment in SAP SuccessFactors Learning, consider the laws that govern training. The
methods that you use to assign courses as well as the courses you assign, differ by nation, state, and province. For
example, the labor law concerning mandatory assignment in Germany differs from the labor law concerning
mandatory assignment in the United States, so you might be able to require a course if users' job locations are in
the United States, but it might need to be optional if the users' job location is in Germany.
Related Information

21.3.3 SAP SuccessFactors Learning Labels
SAP SuccessFactors Learning uses labels to switch the language in the SAP SuccessFactors Learning.
We don’t recommend that you change the label system because we carefully choose the translations. However, if
you need to adjust the words that users see on the user interface, you can do so in References Manage Labels
Labels . For example, the standard translation of “add” into French is “ajouter”. But if you need to change it to
“additionner”, you can do so or if you want to change the English “employee” to “colleague”, you can make that
change in SAP SuccessFactors Learning labels.
 Note
SAP SuccessFactors Learning labels have a limit of 10,000 bytes. The limit is in bytes, not in characters,
because some UTF-8 characters are more than one byte.
If you need to update labels in batch, we recommend that you use the label import/export wizard.

Related Information

Label Import/Export [page 1198]
21.3.3.1 SAP SuccessFactors Learning Labels Fields
SAP SuccessFactors Learning controls how text strings appear on administrator and user interface pages with
these fields.
Go to References Manage Labels Labels to investigate and modify the label value for any of the locales.
Label Fields
Label Type The label type indicates how the label is used. For example, the word “Add” can be
used for a button or for a breadcrumb.
Use by Increasingly, labels are used in both the administrator environment or the user envi
ronment. Some old labels, however, might be used in either one or the other environ
ment. This can be useful for troubleshooting: if your label isn’t appearing in the user
environment, check to see if it’s an admin-only label.
Active Locale ID The unique ID of the locale (language) that the word or phrase is translated into. If
you don’t see a locale, contact customer support to have it licensed and installed.
Label Value The translation of the word or phrase into the local language.
Related Information
Finding SAP SuccessFactors Learning Label Types [page 1236]

21.3.3.2 Finding SAP SuccessFactors Learning Label Types
Find the SAP SuccessFactors Learning label types for your installation so that you understand the categories of
user interface text.
Context
If you’re troubleshooting or adding new text to SAP SuccessFactors Learning pages, you often want to know how
the text is used. For example, you might translate the word “Add” differently if it is on a button or in a bread crumb
path. The type tells you the difference: you see a label for “Add” of type BUTTON and a label for “Add” of type
BREADCRUMB.
You might want to look up all the available types that are on your system and you might want to see a description.
You might want to know what, for example, BREADCRUMB means. You can look up the types and see the
description by running a filter.
Procedure
1. Log in to SAP SuccessFactors Learning administration and go to References Manage Labels .

2. Click Add/Remove Criteria and make sure that Label Type ID is selected.
3. In Label Type ID, click the filter button.
4. In Label Types Filter For Labels, click Search.
Results
You see a list of all label types and a description of the label type.
21.3.4 Locales in SAP SuccessFactors Learning
A SAP SuccessFactors Learning locale is the language and cultural preferences of one place where you run your
business.
A locale is the cultural traditions of one place where you run your business. In general, locales are grouped by
language and nation, such as French speakers in Canada, Spanish speakers in Mexico, English speakers in the
United States, Spanish speakers in Spain, and English speakers in Canada. The combination of language and
nation allows you to not only set a language dialect for a place (such as Quebec in Canada) but also match the
places' customs for how they write time, currency, or decimals.

Related Information

21.3.4.1 SAP SuccessFactors Learning Locales Summary
In References Manage Labels Locales Summary tab , you can use these fields to control basic behavior of
a SAP SuccessFactors Learning locale.
Locale Summary Fields
This Field... ...is Used as Follows
Active Locale ID This is the ID define during creation of a new locale.
Internal Locale ID This is the ID that is used for Data Import, Connector, and API. This cannot be changed.
Display Locale ID This is the displayed value across the application which allows flexibility rather than the sys
tem defined ID.
Description You can rewrite the description if you need a better description for other learning adminis
trators.
Use By Some locales are built for the user environment, some for the administration environment,
and some for both. If you change it to the wrong type, you could cause translated strings to
disappear from users' and administrators' screens.
Default Select to make this locale the default one for the administration environment. Before you se
lect it make sure your locale is used by either Admin or Both.
Language The language used in the locale.
Country/Region The Country or Region for the locale.
Currency ID We do not recommend that you change the currency ID because it has been set for the
country of the locale. You might need to change the currency, for example, if users in one
country purchase learning in a separate currency, but this situation would be rare.
Related Information

21.3.4.2 SAP SuccessFactors Learning Time and Number
Patterns in Locales
SAP SuccessFactors Learning time and number patterns define, for each locale, how users experience currency
numbers, percentages, dates, and so on.
Time a number patterns control how users in a locale experience time, dates, percentages, and so on. For example,
users in Germany, you might set a date format of yyyy-mm-dd but in the United States, you might use a date
format of mm/dd/yyyy. If your users have a deadline of January 5, 2016, the users in Germany (associated with the
German locale) see 2016-01-05, but users in the United States (associated with the U.S. English locale) see
01/05/2016. Number patterns work similarly: some locales use a comma for their decimal marker, for example,
but some use a period, so you can control how users in different locales experience ten and one-tenth: either “10.1”
or “10,1”.
Because we install your locales with the standard time and number patterns for the locale, most customers can just
use the default. However, if you need to adjust them for your business case, you can do so in the SAP
SuccessFactors Learning Administration environment, in References Manage Labels Locales . We also
install with the most common time and number format patterns, but if you don’t find the pattern you need, go to
either:
● References Calendars and Time Date Format Patterns to add patterns for time or date.
● References System Administration Number Format Patterns to add patterns for integers, decimals,
currencies, and percentages.
Related Information
Adding Learning Date Format Patterns [page 550]

Adding Learning Number Format Patterns [page 551]
21.3.4.3 Viewing all Labels in a SAP SuccessFactors Learning

Locale
View all the labels in a specific SAP SuccessFactors Learning locale so that you can see all the labels in your locales,
their current values, and how those values have changed from the original.
Procedure
1. Log in to SAP SuccessFactors Learning and then go to References Geography Locales .

2. Find and open the locale that you are interested in.
3. Go to Labels.
4. To filter the list of labels by a specific type, click Filter By.

5. To view all changes in your labels, click View Label Changes.
21.3.4.4 Editing Hints to Help SAP SuccessFactors Learning

Users with Date, Time, and Number Patterns
Add hints to help SAP SuccessFactors Learning users with date, time, and number patterns so that they
understand the format for their locale (culture).
Context
Although the system provides default hint messages for each date, time, and number pattern, you can edit them
per locale. You might consider editing the hints when you allow users to choose their own patterns in Options and
Settings and when those patterns have a specific purpose. For example, you might want to give users a choice
between a twelve hour and twenty-four hour time pattern. By default, the hints are “HHmm” and “HHmm (AM/
PM)”, but you might think that those patterns are too hard to understand for users. So you might change them to
“24-Hour” and “12-Hour”.
Hints are specific to a locale because the words in the hint should be translated. For example, you might say “12-
Hour” in the US English locale but “12-Horas” in Mexican Spanish. The default hints use standard Java notation so
they work reasonably well across locales. If you decide to change the hint, you change it for each locale.
Procedure
1. Log in to SAP SuccessFactors Learning administration and then go to References Manage Labels
Locales .
2. Look up the locale that should get the hints and open it.
3. Go to Date Patterns tab, type the hint in the Update the Date Patterns for the Active Locale table, and then click
Apply Changes.
Related Information
Adding Learning Date Format Patterns [page 550]

SAP SuccessFactors Learning Time and Number Patterns in Locales [page 1238]
Adding Learning Number Format Patterns [page 551]

21.3.5 SAP SuccessFactors Learning Locale Labels Search
When searching for locale labels, SAP SuccessFactors Learning offers multiple ways to search for different tasks.
● Go to References Manage Labels Locale Labels for the most powerful way to find all strings and export
them to an Excel spreadsheet for offline handling. For example, if you wanted to see all French Canadian and all
English Canadian translations at once, and export them to see how your Canadian users experience the
strings, you can use this search.
● Go to References Manage Labels Labels to look up individual string variables and edit the translations
for a single string. For example, if your Arabic users don’t like the translation of "Add" when used on a button,
you can go here to make that individual change.
● Go to References Manage Labels Locales Labels to look up all labels for a single locale and see how
they’ve changed. For example, if you know that you made some changes from the original labels for Arabic, you
can go here and see a report of all changes.
● Go to References Manage Labels Label Import/Export to export the strings in batch and import them
again under a different translation. For example, if you decided to change many strings for a particular locale by
sending them to a translator, you can use this tool.
Related Information

Viewing all Labels in a SAP SuccessFactors Learning Locale [page 1238]
21.4 Learning References
During initial deployment, you configure learning references to define how your organization wants to help users
find, complete, and earn credit for their courses.
Learning references are your unique learning system, so they are the most important enumerated values in SAP
SuccessFactors Learning. They define how SAP SuccessFactors operates as a Learning Management System
(LMS).
For example, learning references define how your LMS credit system works, in both small and large ways. It defines
what scores users need to receive credit and also what you call passing in different situations: when a student
passes a course and earns credit, another organization might want users to see "Passed for Credit" but you might
want to call it "Credit Granted". Those values are defined as enumerated lists in learning references.

SAP SuccessFactors Learning Resource Blocks [page 1241]
A resource block type identifies why a SAP SuccessFactors Learning resource cannot be scheduled.
21.4.1 SAP SuccessFactors Learning Resource Blocks
A resource block type identifies why a SAP SuccessFactors Learning resource cannot be scheduled.
While setting up a training calendar, you have times that resources cannot be available. For example, an instructor
can be on leave and therefore cannot be scheduled to teach a class. Or, a training facility might be undergoing
cleaning or renovation and cannot be used. In both of these cases, a schedule block prevents the resource from
being used. You create a set of schedule block types in References Learning Activities Resource Blocks to
describe why a resource is not available.
For example, if you are using Employee Central, you can configure Intelligent Services to post an event to SAP
SuccessFactors Learning when an employee goes on leave. If that employee is an instructor, SAP SuccessFactors
Learning creates a resource block to prevent the instructor from teaching during his or her leave. You want might
create a resource block type of “On Leave” to describe why the instructor cannot be scheduled to teach a course.
We recommend that you keep resource block types to a minimum so that your system does not become
complicated. Create types that are important to your business reporting and add a good description so that others
understand the impact of their selection.
Parent topic: Learning References [page 1240]
21.5 Categorization for Competencies in Learning
When you import competencies from SAP SuccessFactors platform to SAP SuccessFactors Learning, you insert
them into categories, sources, and types to create an orderly system for your organization. The categorization is
unique to Learning.
You do not create or manage competencies in SAP SuccessFactors Learning. Instead, you import them from SAP
SuccessFactors platform. When you import them into Learning, you should categorize them in a way that makes
sense for your organization. When you add competency categories, sources or types, you’re declaring the
categories that make sense for your organization.
Your list of categories, your list of sources, and your list of types are technically scoped to Learning only, but you
should create them with an understanding of how you use competencies more globally:
● Technically, your competency categorization system is not reflected back to platform and you do not find them
in other parts of SAP SuccessFactors if you add them in Learning only.
● Functionally, your Learning categorization should reflect how you organize your competencies in other parts of
SAP SuccessFactors so that your learning administrators have a seamless experience.
 Note
Don’t create competencies in Learning. Instead, import them from Job Profile Builder.

Competency Category
Competency categories are the most general, least defined categorization for competencies. Select categories that
make sense for your organization: categories that you want to search for when looking for competencies.
Competency Sources
Competency sources describe how the competency entered your organization. For example, competency sources
can be as simple as internal or external or as complex as the regulation code that requires the competency.
Competency Type
Competency types describe the taxonomy of the competency model you use. For example, you might type
competencies as core to your organization, specific to a job within the organization, or to any team (for example,
leadership qualities). If you typed competencies in this way, you can create types of Core Organizational,
Functional Job, and General Employment.
21.6 Learning System Administration References
During initial deployment, you set enumerated lists for how your organization wants to manage its system
administration. These settings apply to Learning only.
A system administration reference manages some part of the overall system. For example, approval processes are
used throughout the system from requests to enroll into training to requests for a new account. As a second
example, number format patterns control how all users in the system see decimals, percentages, and currency.
SAP SuccessFactors Learning Report Groups Fields [page 1242]

Add or change SAP SuccessFactors Learning report group fields when you create reports that make the
same query and return the same results, but group those results differently (when their group by clauses
differ).
21.6.1 SAP SuccessFactors Learning Report Groups Fields
Add or change SAP SuccessFactors Learning report group fields when you create reports that make the same
query and return the same results, but group those results differently (when their group by clauses differ).
Manage report group fields in SAP SuccessFactors Learning administration by going to References System
Administration Report Groups .

 Caution
Although you can use report groups to group any kind of reports, even those that return totally different data,
we do not recommend that approach because the search experience, browse experience, and overall report
design expect a strict interpretation of report groups. They expect that you are using them to group together
similar reports with different group by clauses.
Report groups apply if you are using SAP SuccessFactors Learning reports. If you are using, for example, Online
Report Designer, then report groups do not apply to you.
Report Group ID The unique ID of the report group. Report groups are reports
that run the same query but whose results are grouped differ-
ently..
Label The label ID of the I18N label that the system creates for you
when you add a report group. You can manage the label like
any other label in the Locale Labels section.
Name The label value in the default locale. You can add values for dif
ferent locales in the Locale Labels section.
Report Category The category of the group. When users browse for reports,
they can browse by category. A report group appears in the Re
ports section when a user selects its category.
Description A description of the group. Descriptions are visible to users

who have access to creating, modifying, and viewing report
groups.
Parent topic: Learning System Administration References [page 1242]
Related Information


21.7 SAP SuccessFactors Learning User Management
References
SAP SuccessFactors Learning User management references are enumerated lists (picklists) for user attributes.
User management references provide enumerated lists for user attributes. For example, you can set a list of
scholastic degree types to associate with users. When administrators update the degree of users, they select from
a list of degrees in References Users .
For SAP SuccessFactors Learning, user management references are most useful when creating assignment
profiles. Assignment profiles pool users by their attributes so that you can assign courses to the pool of users. User
management references give you a way to create that pool (all temporary employees, for example, or all users with
a degree type).
assignments.
Why Avoid Learning Job Grade Metadata [page 1244]

Job grades are metadata that was used by Plateau Compensation or Plateau Performance. You cannot
assign courses based on job grades and most customers do not use Learning job codes. Of customers
using Learning job codes, most don't need job grades to find their job codes.
21.7.1 Why Avoid Learning Job Grade Metadata
Job grades are metadata that was used by Plateau Compensation or Plateau Performance. You cannot assign
courses based on job grades and most customers do not use Learning job codes. Of customers using Learning job
codes, most don't need job grades to find their job codes.
 Note
Job grades are a part of Plateau legacy compensation and performance products, which are in their retirement
process.
In most cases, you should allow this data to load from the connector. Ideally, you use job code and position to
define jobs for purposes of promotion and compensation. However, using job code and position isn’t possible for
some organizations, in which case, job grades become a more important tool in compensation, workforce planning,
and succession planning. You can create a system where job grades, job codes, and positions work together.
Parent topic: SAP SuccessFactors Learning User Management References [page 1244]

22 SAP SuccessFactors Learning Reports
SAP SuccessFactors Learning reports run entirely within the Learning application and against Learning data (not
other parts of SAP SuccessFactors).
Most customers use default Learning reports for simple queries of their learning data. If you want a total SAP
SuccessFactors view of your organization, please use Online Report Designer.
For enabling Storiesin People Analytics for customers who purchase, or set up SAP SuccessFactors Learning after
enabling People Analytics in their SAP SuccessFactors instance, you must run the upgrade job from Provisioning by
going to <Customer Instance> Manage Scheduled Jobs , selecting job type as Configuration Job for
Stories in People Analytics, and running UpgradeCenter EmbeddedAnalyticsConfigJob.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact Product Support.
22.1 Running Reports in Learning

Run Learning reports when you want to get data from Learning.
Context
The value of the maximum time for reports to run has been fixed at 24 hours, and that of the maximum storage size
for reports has been fixed at 5 GB in the system. These limits are set to a higher value to prevent any interruption in
business, and they don’t impact any recurring reports as per current analysis.
 Note
Learning reports are unique in SAP SuccessFactors. They don’t pull data from other modules. If you want to run
a report that gets data from outside Learning, use the suite-wide reporting tools. PRD does not provide backup,
and file recovery capabilities that data extraction tools do. Avoid using PRD as a substitute for such tools, as it
can cause timeout issues, or partial file extracts.
 Remember
Reports generated using Plateau Designer Report (PRD) are not recommended to be used in place of
integration or data extraction tools that SAP SuccessFactors offers. PRD doesn't provide backup, or file
recovery capabilities that data extraction tools do. Avoid using PRD as a substitute for such tools, as it can
cause timeout issues, or partial file extracts.
SAP recommends you to use filters while running reports that produce large data, or have a long runtime.

SAP SuccessFactors Learning Reports PUBLIC 1245
Procedure
1. Find the report you want to run.
You can use the search facility or you can browse the reports. Read the report descriptions to determine if it’s
the right report for you.
2. If the report is a member of a report group, expand the group.
Report groups are reports that run the same query but whose results are grouped differently. Look for the
report that groups its results as you want to see them.
3. Select the title of the report that you want to run.
The report form opens so that you can change the details of the report, including its format and the data that it
includes.
4. Change the layout of the report with titles, page breaks, headers, and footers.
Not all reports have the same layout options.

5. Select the information that you want the report to return by using the filters in the report form.
6. Select Mask User IDs to mask user IDs for data privacy.
7. In Report Destination, select how you want to receive the report data.
8. In Report Format, select the file format of the report.
Different formats offer different advantages. PDF reports, for example, are useful for presentations and CSV
(delimited) reports are useful for pulling data out of Learning so that you can analyze it in a tool like Microsoft
Excel.
Although the format CSV is the initials of Comma-Separated Values, you can choose your own delimiter.
9. Run the report.
○ Select Run Report to run the report immediately.

○ Select Save Report to save the report.
○ Select Schedule to schedule the report to run later.
22.2 Scheduling SAP SuccessFactors Learning Reports
Schedule a report when you expect it to contain a large amount of data or when you want to run it periodically to
get the latest information.
Context
You can choose to zip the scheduled report's output to reduce the size of the report during email or SFTP delivery.
● For emailed reports, the configuration is set as enableZippedReportNotification=true by default. This

helps ensure that the output size is less than typical email server restrictions and saves valuable space. If any
report output attachment is larger than the allowable email server size (18 MB), the recipient receives email

1246 PUBLIC SAP SuccessFactors Learning Reports
notification that the size exceeded the allowable limit. The report can be retrieved in the report jobs tab of the
originating user.
● For SFTP delivery, the configuration is set as enableZippedReportOutputForSFTP=false by default. SAP
recommends this be set to true when possible. There are no size limits on SFTP file delivery. You can open the
zip file without needing any special extraction software.
You can change these configurations in System Administration Configuration System Configuration
REPORT_SYSTEM .
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Reports.

2. Find and open the report that you want to run.
3. Configure the report as if you were running it immediately.
For example, add the report title, header and footer (for PDF reports) and limit the report to a set of users or a
set of courses.
4. Click Schedule Job.
The Schedule Background Job form opens.

5. Decide how you want to schedule the job.
○ To run the job once, select Schedule this job to be executed on and then select one of the available time
frames. You typically run jobs once when it is a big job and you want to run it in the background but you
don't need periodic updates on the data.
○ To run the job periodically, select Schedule this job to recur as follows and then set up the interval that the
job should run. You typically run jobs periodically when you have a weekly or monthly report that you are
responsible for: it's the same report run the same way, but you want to see the data every week or every
month.
6. To receive an email with the report, select Notify via email upon completion, type your email address in Email,
and then select Email the report.
7. Click Finish.
Next Steps
Go to Report Jobs to view the job, edit the schedule, download the results, email the results, or delete the job.

22.3 Downloading Learning Report Designer
Download Learning Report Designer to create custom reports with Learning data.
Prerequisites
To run the installer, you need a 32-bit Java Runtime Environment (JRE).
Context
If you have the proper role permissions access to create custom reports, you can directly download Learning
Report Designer Reports in SAP SuccessFactors Learning. The download page also contains the configuration
information that you need to connect the client to your Learning server.
Procedure
1. Go to SAP SuccessFactors Learning Administration in your staging environment, and then go to Reports
Reports tab Learning Report Designer .
 Note
You cannot download report designer from a production environment and you cannot build reports against
a production environment. You must first build the reports against staging, test them, and then import
them to run in production.
2. Click Export Report Library and leave the browser page open.
Leave the browser page open because you need the information on the page in later steps.
The report designer installation wizard downloads to your workstation.

3. Run the installer that you downloaded.
When the installer finishes, you have the latest copy of Report Designer on your workstation, but you have not
yet connected it to SAP SuccessFactors Learning.
4. Start the Report Designer client that you just installed.
5. In Report Designer, open Data Source.
6. Use the information in the open browser ( Reports Reports tab Learning Report Designer ) to fill the
Data Source form and connect to SAP SuccessFactors Learning.

22.4 Importing Reports
View this section if you want to know how to import reports.
Context
If you’re a member of a role that has the Import/Export Reports permission, then you can import and export
custom reports. If you go to Reports and you see the Import link, then you can import and export reports.
Before you begin, see the Communication Checklist with Report Writers. The report writer should provide you with
information included in the checklist.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Reports.

2. Click the Reports tab and click the Import link.
3. In the File box, type the full path to the .zip file that the report writer gave you. You can click the Browse button
to find it.
4. Click Submit.
5. In the Report Import page, make the following choices in collaboration with the report writer.
○ Target User: Select the user groups who will run the report. For example, if you select Managers, users who
are managers see the report in the end-user interface.
○ Group: The Report Group to which this report belongs. Although you can use report groups to group
together any reports, we recommend that you restrict groups to reports that have the same queries and
results, but that return those results with different GROUP BY clauses. In other words, the same reports,
grouping their results differently. We recommend this because the search, browse, and future functionality
are all built with a strict interpretation of report group.
○ Security: The permission to run the custom report is controlled by security settings (the Run Report
permission, security domains, and roles). Roles have types and you need to select the role type here. In
general, if your target users are Users, Managers, or Organization Owners, then select User. If your target
users are Administrators, then select Admin.
○ Import Summary: The import summary table contains the contents of the .zip file that you’re importing.
The Existing File Information column and Published column are important to your decision making. For
example, you might be importing a custom report multiple times, to test or update the file. In this case,
check the Existing File Information column to see if a copy of the file exists already and when it was last
updated. Also, check the Published column to see if you’re updating a report that has been published to
your target users or if you’re updating a report that has remained unpublished. If the report is published,
you should consider how you’ll distribute this new version to your target users.
○ Overwrite: If a file already exists in the system, you’re prompted to overwrite it. If your report writer is
updating report formats or the look and feel of a report, then most likely you’ll overwrite the report file.
There are other cases where you’re prompted to either overwrite an existing library in the system or keep
your current library. To resolve these issues, communicate with the report writer. If they’ve changed the
library, and the new report requires the change, then you must overwrite your current library. However,

other reports might also depend on the library, so before you publish a report, collaborate with the report
writer to test your reports and other reports in the system.
6. Click Import.
Next Steps:
○ Import any labels that the report writer changed. See Label Import/Export Wizard.
○ Run the unpublished report to test it. To run unpublished reports, your role must have access to the Run
Unpublished Reports permission. See Running a Report.
○ Edit the attributes of the report as necessary for your situation. See Editing Report Details.
○ Publish the report. After you publish it, any target user in a role that has access to the Run Report
permission can run it. See Publishing a Report.
Related Information
Communication Checklist with Report Writers [page 1264]

Publishing a Report [page 1255]
Running Reports in Learning [page 1245]
Editing Report Details [page 1259]
22.5 Auditing Changes Made to User Personal Information in

Audit changes to user personal information to see each change made to individual users and who made those
changes to the data.
Context
As part of your data privacy practice, you can audit all changes made to users and when the changes were made.
We recommend that you audit changes made to users in the central SAP SuccessFactors data privacy tools so that
you see changes to Learning and also changes in other parts of the suite (performance, goals, baseline employee
data, and so on). When you run the report from within Learning, you see the Learning data only.
 Note
You run User Personal Information Changes on one user at a time. You cannot schedule it as a recurring job or
customize it.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go Reports.

2. Find and open User Personal Information Change.
 Note
We also offer a report called User Personal Information in the same group. It is for reporting the current
snapshot of a user's personal information.
3. To hide user IDs from the results of the report, select Mask User IDs.
4. Locate the field that corresponds to the type of user whose personal information you want to report.
○ If you want to report changes to the personal information of a learner, select the user's ID in User.
○ If you want to report changes to the personal information of an administrator, select the administrator's ID
in Admin ID.
○ If you want to report changes to the personal information of an instructor, select the instructor's ID in
Instructor.
5. In Report Subject, select Changes to the user.
6. In Data, select the type of data that you want to see in the report.
This Choice Retrieves this data
Personal Information Personal information includes phone numbers, email ad

dresses and so on. If you are using commerce features, you
also see any changes made to this user for Commerce is
sues.
Learning Assignments Learning assignments include changes to what courses a

user is assigned.
Learning History Learning history includes changes to the learning comple

tions: courses that users have finished.
7. Set a date range for the report and then click Schedule Job.
22.6 Auditing Changes Made by a Learning Administrator in

Audit the changes made by a learning administrator to your users' personal data as part of your data privacy
practice.
Context
As part of your data privacy practice, you can audit changes made to personal data by learning administrators. We
recommend that you run the audit report in the central SAP SuccessFactors data privacy tools so that you can
audit Learning and also other parts of the suite (performance, goals, baseline employee data, and so on). When
you run the audit report Learning, you see the Learning data only.

 Note
You run User Personal Information Changes on one user at a time. You can’t schedule it as a recurring job or
customize it.
Procedure

2. Find and open User Personal Information.
 Note
We also offer a report called User Personal Information in the same group. It is for reporting the current
snapshot of a user's personal information.
4. In Admin ID, select the admin that you want to report for.
When you run a report to see the personal changes made by administrators, the user and instructor IDs are
irrelevant.
5. In Additional Data, select the type of data that you want to see in the report.
6. Set a date range for the report and then choose Schedule Job.
22.7 Auditing User Information Stored in SAP SuccessFactors

Learning for Native Users
If you have native users, you can run the personal information report from SAP SuccessFactors Learning.
Context
We recommend that you run the information report in SAP SuccessFactors platform. Some customers, however,
must run the report in Learning because they have native-only users: users who do not have a record in platform.
When you run the report from within Learning, you see the Learning information only.
 Note
You run User Personal Information on one user at a time. You cannot schedule it as a recurring job or customize
it.

Procedure

2. Find and open User Personal Information.
 Note
We also offer a report called User Personal Information Change in the same group. It is for reporting
changes over time to personal information; not the current information alone.
4. Locate the field that corresponds to the type of user whose personal information you want to report.
○ If you want to report the personal information of a learner, select the user's ID in User.
○ If you want to report the personal information of an administrator, select the administrator's ID in Admin
ID.
○ If you want to report the personal information of an instructor, select the instructor's ID in Instructor.
5. In Additional Data, select the type of data that you want to see in the report.
This Choice Retrieves this data
Personal Information Personal information includes phone numbers, email ad

dresses and so on. If you are using finance features, you also
see financial information.
Learning Assignments Learning assignments include the courses a learner is as

signed.
Learning History Learning history includes the courses that a learner has
completed.
6. Click Schedule Job.
22.8 Exporting Reports
View this section if you want to know how to export reports.
Context
If you’re a member of a role that has the Import/Export Reports permission, then you can import and export
custom reports. If you go to Reports and you see the Import link, then you can import and export reports.
Procedure
1. Go to Reports and find the report you want to export. If the report is a member of a report group, expand the
group. Report groups are reports that run the same query but whose results are grouped differently.

2. Click the Edit icon for the report.
3. Click the Export button.
4. Type a file name in the File box, and then click Export. The file name can't contain any special characters.
5. Click the The exported file can be downloaded here link. The file downloads through your browser.
Next Steps:
○ Save the .zip file as a backup of the current report state. You might back up reports, for example, if the
report writer sent you a new version of the report.
○ Send the exported .zip file to a report writer for changes. Before doing so, ensure that you read
Communication with Report Writers.
○ If the report writer edits the report in the .zip file and sends it back to you, you reimport it into the system.
Related Information
Communication Checklist with Report Writers [page 1264]
22.9 Exporting Report Libraries
View this section if you want to know how to export report libraries.
Context
You export report libraries to use them in Plateau Report Designer. Plateau Report Designer is a client application
that creates new reports or customizes existing reports that you run in the Reports section. You export libraries
from SAP SuccessFactors Learning Administration to Plateau Report Designer because SAP SuccessFactors
Learning Administration is the system of record for the libraries.
The first time you install or update Plateau Report Designer, you must export libraries to your Plateau Report
Designer workspace.
To export libraries:
Procedure
1. Go to the Reports tab in the Reports section.

2. Click the Export Library link.
3. Select the libraries you want to export. Libraries are separated for functional reasons: to help you manage the
different libraries in the system.

4. Type a file name for the .zip file that will contain the libraries. This name is for download purposes only. The
libraries will have their proper names and will be packaged inside the .zip file.
5. Click Export and then click the link to download the .zip file.
Related Information
SAP SuccessFactors Learning Reports [page 1245]
22.10 Publishing a Report
View this section if you want to know how to publish a report.
Context
Reports can be published or unpublished:
● Published: Published reports are available to any target user who has access to the security domain of the
report and who has the Run Report permission.
● Unpublished: Unpublished reports are available to users who have access to the Run Unpublished Report
permission.
When you import a report for the first time, it is in the unpublished state. While it is in the unpublished state, you
should test it to ensure that it works as expected. If possible, you should also ask the report writer to test the
report. After you’re satisfied that the report is working, you can publish it, as follows:
Procedure
1. Log in to SAP SuccessFactors Learning Administration. You must have the Edit Custom Report permission. See
Report Permissions.
2. Go to Reports, find the report that you want to publish and click its title.
3. Select the Published check box, and then click Save.
4. Log in as a user with the Run [report title] Report permission and with access to the report's security domain.
5. Locate the report and test it to ensure it was published correctly.
Related Information
Report Permissions [page 1262]

22.11 Version Up a Published Report
View this section if you want to know about versioning up a published report.
When importing a new, updated report within the LMS Report Designer, administrators now have the option to
version up the published report and prevent overwriting of an existing report with the same name. This allows the
administrator to maintain existing versions of the report.
22.12 Basic Report Tasks
View this section if you want to know about basic report tasks.
Most administrators access the Reports section to report on system information. A select few administrators also
have access to report administration tasks to change descriptions, categories, or even delete reports from the
Reports tab. But most administrators perform the following tasks:
● Running a Report
● Scheduling a Report
● Saving a Report
If you are an administrator who is in charge of managing the reports, see Advanced Report Tasks.
22.13 Advanced Report Tasks
View this section if you want to know about advanced report tasks.
Although most administrators need access to only Basic Report Tasks, some administrators manage the reports
themselves. If you are one of those administrators, you might have access to one or more of these tasks:
● Downloading Learning Report Designer

● Importing Reports
● Exporting Reports
● Exporting Report Libraries
● Editing Report Details
● Publishing a Report
● Editing Report Definitions and Configuration
● Unpublishing a Report
● Deleting a Report

22.14 Reports Tab
View this section if you want to know about the Reports tab.
Reports Reports tab , the most common use of the Reports tab is to run a report. After you search or browse
to it, click its title, which appears as a link. Then, follow the instructions in Run Report Page.
Depending on your security privileges, you can also perform advanced report tasks from the Reports tab.
Why You Cannot Run the Performance Review Template Report
The performance review template appears in the Reports section of the application but you cannot run it. You can
only export it from the Report Details dialog box. You cannot run it because it is not a standard report. Instead, it is
the template that controls the layout of a printed performance review in the end user interface.
Why You Cannot Run the Certificate of Completion Reports
The certificate of completion reports appear in the Reports section of the application but you cannot run it. You can
only export it from the Report Details dialog box. You cannot run it because it is not a standard report. Instead, it is
the template that controls the layout of printed certificates of completion, which appear at the end of the learning
event recorder wizard.
Related Information
Run Report Page [page 1257]

Advanced Report Tasks [page 1256]
Add Learning History with Finance [page 220]
22.15 Run Report Page
View this section if you want to know about the Run Report page.
On the Run Report page, you enter the report parameters to:
● Run the report

● Schedule a report
● Save a report

22.16 Report Jobs Tab
View this section if you want to know about the Report Jobs tab.
In Reports Report Jobs tab, the Background Jobs tab lists the current background report jobs, which are
automatically run in the background. You create jobs when you schedule the report to occur on a recurring basis.
In this tab, you can delete report jobs or edit their schedule. Report jobs that are scheduled to run once in the
background appear in the Background Jobs section of System Administration.
22.17 Saving a Report
View this section if you want to know about saving a report.
To save a report, click Save Report on the Run Report page. When you save a report, you save the report
parameters you enter in the Run Report page. Saved reports are stored on the Saved Reports tab.
Related Information
Saved Reports Tab [page 1258]
22.18 Saved Reports Tab
View this section if you want to know about the Saved Reports tab.
In Reports Saved Reports tab , the Saved Reports tab contains the list of reports that you have saved.
● To run a saved report, click its Run button.
● To delete a saved report, click its Run button and then click Remove.
● To sort the saved reports, click the ascending or descending buttons in the column headings.
● To filter the saved reports list, type the filtering text in the box in the column headings. The box appears when
there are enough saved reports to filter.
● To find a saved report, you can use the drop-down lists to filter the saved reports by the data in the columns.
You can also use the sort ascending and sort descending arrows to sort the columns.
Related Information
Saving a Report [page 1258]

22.19 Data Privacy Auditing for Learning Native Only
Customers
Although most customers should audit personal data from central SAP SuccessFactors privacy tools, we make
data privacy reports available inside Learning for customers who are native-only (have not adopted the SAP
SuccessFactors platform).
You run data privacy reports in SAP SuccessFactors Learning if you have not adopted SAP SuccessFactors platform
or cannot use it. Otherwise, we recommend that you run data privacy reports from the central system so that you
can see all users and get all changes, not just changes from Learning.
 Caution
When you audit personal information from Learning, you see learning data only.
For native-only customers, we offer these personal data audit reports:
● The User Personal Information report shows you a snapshot of the current personal information stored in SAP
SuccessFactors Learning. It does not show changes over time.
● The User Personal Information Change report shows changes to users' data over time. You run it from one of
two views:
○ You can run it to audit one administrator and see all the changes made by the administrator to all users'
personal data.
○ You can run it to view an instructor, a learner (user), or administrator and all the changes made to the
instructor, learner, or administrator.
22.20 Editing Report Details
View this section if you want to know about editing report details.
Some administrators have permission to import custom reports. Go to Reports and click the Edit button. The
Report Details page opens. If you see a Save button on the page, then you can edit the details of a report in the
following ways:
Description The description is viewable by the target users and indicates

what they should expect when they run the report.
Comments Comments are viewable only by administrators who have per

mission to edit the report information.
Target Users A target user is the intended user of the report. You set the tar
get user when you import the report, but you can change it
here.

Security You can change the basis for security roles of the report. You
set security when you import the report, but you can change it
here.
Security Domain The security domain of the report affects the users who can
run the report. Only users with access to the security domain
(and access to the Run Report permission) can run the report.
Report Group ID The unique ID of the report group that the report belongs to.
You can add report groups in the Report Groups section. Re
port groups are reports that run the same query but whose re
sults are grouped differently.
Report Group Name The name of the report group as it appears to the user. The re
port group label is set when you create the report group ID.
Published A published report is available for the target user to run. Un
published reports aren’t available. To publish a report, you
must specify a target user and a category.
When you finish editing the report information, click Save.
Other actions available on the Editing Report page:
● Export report
● Delete report
● Publish report
● Edit Report Definitions and Configuration
Related Information
SAP SuccessFactors Learning Report Groups Fields [page 1242]

Exporting Reports [page 1253]
Deleting a Report [page 1261]
Publishing a Report [page 1255]
Editing Report Definitions and Configuration [page 1260]
22.21 Editing Report Definitions and Configuration
View this section if you want to know about editing report definitions and configuration.
We introduced the BIRT framework at 5.8 SP5. Any reports you customized in 5.8 SP4 and previous continue to
work in the legacy framework as they did in 5.8 SP4.

When you upgrade an existing custom report from SP4 to later versions, you see two additional tabs in the Edit
Details page: the Definitions tab and the Configuration tab. The XML definitions and configuration are contained in
the tabs. See the Reporting Framework Guide for more information about editing the XML.
Related Information
22.22 Unpublishing a Report
View this section if you want to know about unpublishing a report.
Reports can be published or unpublished:
● Published: Published reports are available to any target user who has access to the domain of the report and
who has the Run Report permission.
● Unpublished: Unpublished reports are available to users who have access to the Run Unpublished Report
permission.
You can "unpublish" a report by clearing the Published check box. To clear the check box, go to the Reports tab and
click the title of the report you want to unpublish.
When you unpublish a report:
● Users can view any saved report based on the unpublished report, but they cannot run it.
● Any pending background jobs are cancelled.
● Any future recurring report jobs are cancelled.
22.23 Deleting a Report
View this section if you want to know about deleting a report.
When you delete a report, the system permanently deletes:
● The report from the search and browse pages

● The permission Run [report title] Report (and detaches it from roles)
● Pending background jobs for the report
● Future, recurring report jobs
To delete a report, edit the report and click Delete.

Related Information
22.24 Report Permissions
View this section if you want to know about report permissions.
Access to reporting tasks are controlled by permissions in Talent Management security. Access to data is restricted
by security domains (that is, when a user runs a report, the report returns only data belonging to the user's security
domain). A set of permissions and security domain groups are combined to create a security role, which is then
assigned to a user. For example, users can be assigned to a role that allows them to access the Run Class Roster
Report permission. However, when they run the report, it only returns classes and users from the security domains
that the role permits.
Reporting users need access to one or more of the following permissions.
Permission Task Controlled Security Domain Restricted? Notes
Search Reports Ability to search and browse N

reports
Run [report title] Report Running the report specified Y - Security domain restricted When you import custom re
in the [report title], which in on the data returned by the re ports, a permission is added
cludes: port, but not the report itself. for your new report.
● View report details Access to the report itself is Run Report is a critical per
● Run report controlled by the permission: mission because it controls
● Save report there’s one permission for ev access to the report. Other
● Schedule report ery report. permissions depend on that

control for their access.
● Delete recurring report
Run Unpublished Reports Run reports that are not pub Y Assign this permission to ad
lished. ministrators who test im
ported reports before they’re
published.
This permission can be used

with the Publish/Unpublish
Report permission to allow a
tester to test reports, and then
publish them when testing is
complete.

Edit Report Edit Report Information Y - Users can edit only reports Without access to the Run [re
to their roles' security do port title] Report permission,
mains. users can't see the report and
therefore can't edit it.
Edit Report Users Edit reports in the User Re N

ports category.
Delete Report Delete a report from Talent Y - Users can delete only re Without access to the Run [re
Management. With this per ports that belong to their ro port title] Report permission,
mission, the Delete button is les' security domains. users can't see the report and
visible in the Editing Report In therefore can't delete it.
formation page.
Publish/Unpublish Reports Publish Report Y - Users can publish only re Without access to the Run [re
ports that belong to their ro port title] Report permission,
les' security domains. users can't see the report, and
therefore can't publish or un
publish it.
Import/Export Reports Importing Reports Y - Users can export only re Without access to the Run [re
ports that belong to their ro port title] Report permission,
Exporting Reports
les' security domains.reports users can't see the report and
therefore can't export it.
During the import process,

Talent Management creates
the Run [report title] Report
permission and assigns the
current user to it.
Run Custom Report (Legacy) Run legacy custom reports N This permission applies to old
custom reports. New custom
reports use the Run [report ti
tle] Report permission.
Edit Custom Report (Legacy) Edit legacy custom reports N This permission applies to old
custom reports. New custom
reports use the Edit Report
permission.
Delete Custom Report (Leg Delete legacy custom reports N This permission applies to old
acy) custom reports. New custom
reports use the Delete Reports
permission.
Run External Reports See external reports and run N See External Reports
them

Edit External Reports Edit external reports N See External Reports
Delete External Reports Delete external reports N See External Reports
View Report Query Ability to see the query that N This should be used for ad
got the data in any one individ ministrators who need to trou
ual report. bleshoot reports.
Related Information
SAP SuccessFactors Learning Report Query [page 1269]

Enabling the Report Query View [page 1269]
22.25 Communication Checklist with Report Writers
View this section if you want to know about the communication checklist with report writers.
To successfully import and export custom reports, you must communicate effectively with the person who creates
custom reports, also known as the report writer. You interact with the report writer in two ways:
● You receive custom report .zip files from the report writer to be imported into Talent Management.
● You export custom report .zip files from Talent Management and send them to the report writer to edit.
22.25.1 Communication Checklist for Importing Reports
View this section if you want to know about the communication checklist for importing reports.
When report writers deliver custom report .zip files, they should communicate the following information:
● The version of Talent Management that the report writer used to create the report. This version must match
your version of Talent Management. You can check your version in the Global Application Settings page.
● Who is the target audience of the custom report? The answer to this question determines the Target User
during the import process, as follows.
○ End Users: Any user of the Talent Management end-user environment
○ Managers: Any end user in a managerial role
○ Organization Owners: Any head of an organization
○ Administrators: Any user of the administration environment
● Does the report replace an existing report? If so, then you should expect the Existing File column to be
populated and you should expect to overwrite the existing report.

● Does the report library replace an existing library? If so, then you overwrite the existing library when you import
the new one. If however, the report writer hasn’t changed the library, you can keep the existing library in your
system (in other words, it is not overwritten).
● Does the report .zip contain any changed labels? If a report contains changed labels, you must import those
labels. The import labels process occurs in the System Administration area of the application. If you open the
report .zip file and see an ApplicationResources.properties file, there’s a chance the report writer updated
labels.
22.25.2 Communication Checklist for Exporting Reports
View this section if you want to know about the communication checklist for exporting reports.
When you export a report for report writers, you should communicate the following information:
● The version of Talent Management that the report was exported from
● The purpose and users of the report (this will help the report writer design usable reports)
22.26 Testing Reports
View this section if you want to know about testing reports.
After you import a new report but before you publish it, we recommend that you test it to make sure that it’s
extracting and displaying the data correctly. Although your organization should define its own test plan, we
recommend the following:
● Testers need access to the Run Unpublished Report permission, which allows them to run the report before
users can run it.
● Testers should have more than one logon to test domain-level security. You can, for example, set up one role
with access to Security Domain1 and another with access to Security Domain2 to test that a report returns only
data belonging to the proper security domain.
● Testers should pay special attention to any filters in the search criteria because filters use the Search
Framework, which differs from the BIRT system.
Related Information

22.27 Troubleshooting the Report Import Process
View this section if you want to know about troubleshooting the report import process.
The following are common problems in the report importation process and their solutions.
Problems Solutions
Missing Files from .zip: You’re missing files from the .zip archive if the application tells
you that the .zip file is formatted incorrectly. If you’re missing
files from the .zip archive (or if it has other problems), ask the
report writer for another .zip file. Sometimes a report writer ac
cidentally corrupts the file by manipulating the .zip archive out
side Plateau Report Designer.
Labels do not appear correctly: If a report writer changed the ApplicationResources.properties

file, you must use the label import/export wizard to import new
labels. If you don’t import the new labels, you see outdated, in
correct text or "null."
Report appears to wrong group: If you want only a particular group of users to run the report,
you need to use security to restrict access to the Run [report
title] Report permission.
Report does not pull correct data or does not run: Communicate with the report writer to understand the libraries
that the report uses. The report writer might have changed a li
brary, and you didn’t overwrite the library during import.
22.28 Troubleshooting Reports
View this section if you want to know about troubleshooting reports.
After you import reports, you test them. While testing the unpublished report, you might see problems with the
report. You can diagnose and fix problems with the following information:
● Common Problems
● How to Troubleshoot Report SQL
● Business Intelligence Reporting Tool (BIRT) Behavior to Avoid

22.28.1 Common Configuration Issues with Plateau Report
Designer
We find that many customers have similar configuration issues with Plateau Report Designer.
Issues Resolutions
Data set does not show all tables By default, the BIRT plug-in for Eclipse sets a small number of
tables to return in the data set. You can change the preference
at Windows Preferences Report Design Data Set
Editor JDBC Data Set Maximum number of tables in each
schema to display . We recommend setting it to 100. Avoid

setting prefetch to true, especially if you are working in a devel
opment database.
Missing libraries If you cannot see any libraries, such as parameters, export the
libraries from Talent Management and give them to the report
designer. Talent Management acts as the system of record for
libraries (and labels). For more information about what you
need when you first start Plateau Report Designer, see Getting
Started.
Labels do not appear correctly in the run-time reports Coordinate with the report writer to match the Talent Manage
ment .properties file with the .properties file in your workspace.
You can provide the the writer with your .properties file or im
port the writer's file using the import/export labels wizard. Do
ing so prompts Talent Management to update the BIRT resour
ces folder (defined in elms.xml) for you.
JNI shared library download fails Configure a JVM 32-bit in the PlateauReportDesigner.ini.
Related Information
Oracle Java Runtime Environment (JRE) for SAP SuccessFactors
22.28.2 Troubleshooting Report SQL
View this section if you want to know about troubleshooting Report SQL.
To debug BIRT report queries, set the Log4J reporting level to DEBUG and search the logged SQL output from the
reports. (BIRT engine log settings are stored in the elms.xml file). Talent Management writes the SQL to the log (or
console) and you can see the run-time SQL.
Talent Management adds comments to the SQL to help you find what you are looking for. There are three different
comments added, and each has a start and an end comment.

● SEARCH FILTER: The filtering search SQL
● SEC FILTER: The domain filtering (security) SQL
● ORDER BY: The ordering statement SQL
For example, at run time, you see:
select a.stud_id, a.lname, a.fname

from pa_student a
where a.active = some selection
/* SEARCH FILTER START*/
and a.stud_id in (filtering query)
/* SEARCH FILTER END*/
/* SEC FILTER START*/
and 1=1
/* SEC FILTER END*/
/*ORDER BY START*/
order by order by field
/*ORDER BY END*/
Sometimes, you see 1=1 in one of the filters. Talent Management substitutes 1=1 for a SQL statement when a
condition is always true.
22.28.3 BIRT Behavior to Avoid
View this section if you want to know about BIRT behavior to avoid.
Because Plateau Report Designer is built as a plug-in to Business Intelligence Reporting Tool (BIRT), report writers
can do things in BIRT that are not wrong, but are contrary to the spirit and purpose of Plateau Report Designer. You
might see some of the following in reports that you import. Communicate with the report writer to resolve the
issue.
BIRT Behavior to Avoid Description
Write filters in the SQL Statement In Plateau Report Designer, report writers can filter report data
in one of two ways:
● They can use BIRT functionality to build filters. Their SQL

query returns numerous records to memory and the BIRT
filter removes unwanted records before the results appear
to the user.
● They can use a WHERE clause in your SQL statement to
filter records. Their SQL query returns only the records
that you want, resulting in a lesser hit to memory.
For performance reasons, they should write SQL statements

that only return records that they want in your report. In gen
eral, they should write a better SQL statement rather than use
BIRT functionality that replicates something could be in a SQL
query.

BIRT Behavior to Avoid Description
Data Binding Data binding is tricky, and an important part of Plateau Report
Designer. If you see repeated rows in tables of a report, it is
possible that the report writer made a data binding error.
SID Issues in Queries Sometimes, BIRT inserts the SID into a report SQL. When the
SID is in the query itself, it can cause problems when you mi
grate from development to staging to production. In general,
be aware of anything in the query that is schema-specific.
22.28.4 SAP SuccessFactors Learning Report Query
SAP SuccessFactors Learning administrators or implementation partners, can view the query that generates SAP
SuccessFactors Learning reports.
Most administrators don't need to see the exact query that SAP SuccessFactors Learning ran to generate a report,
but for a small subset of administrators and partners, the query is very important. It can tell those users how the
report fetched its contents. If the report has unexpected or missing data, the query can usually lead to answers.
If your role has access to View Report Query, you can go to Reports Report Jobs to find the query for any
report. For the report that want to view, click View Job and then click View Report Query. The query downloads as
a .txt file.
Related Information
Enabling the Report Query View [page 1269]
22.28.5 Enabling the Report Query View
Enable the report query view for SAP SuccessFactors Learning reports if you need to troubleshoot them.
Context
Enable the report query view for administrators who need to troubleshoot SAP SuccessFactors Learning reports.
The report query affects reports run from the Reports section of SAP SuccessFactors Learning administration.

Procedure
1. Log in to SAP SuccessFactors Learning administration and then go to System Administration Security
Role Management .
2. Find the role that should see the report queries and open it.
3. Go to Permissions.
4. Add the permission View Report Query to the role.
22.29 Notification About Disabled Report Jobs in Learning
When a report job fails four times consecutively, the job is disabled by the system. This makes sure that the system
isn’t burdened with running such reports.
There are report jobs that have failed consecutively four times. These report jobs are disabled in the system, and
aren't executed any further to reduce the system load. The administrators and users of the reports are notified
through e-mail about the failure. Administrators can choose to configure these report jobs with new scheduling
parameters, if they want to continue running these jobs. In case, an administrator or a user e-mail isn’t configured
in the system, then they can get information about the disabled report jobs from the jobs monitor.
22.30 Setting up a Plateau Report Designer Account
View this section if you want to know how to set up a Plateau Report Designer account.
Context
Procedure
1. Log on to SAP SuccessFactors Learning Administration as a user with System Administration rights.
2. Go to System Administration Security Administrator Management . Click the Add New link.
3. Complete the form. For help with the form, see Administrator Management. Make note of the user name and
password you’re creating. This is the user name and password you’ll pass on to the report designer.
4. Click Add.
5. On the Assigned Roles tab, type REPORT_DEVELOPER in the Role ID box. Type this exactly as it appears—all
caps, with the underscore.

6. Change other preferences of the user as necessary for your organization. For example, you might assign other
report permissions to the user.
Related Information
Learning Administrator Management [page 804]

22.30.1 What your Project Manager Provides
View this section if you want to know about what your project manager provides.
When your organization requests Plateau Report Designer, SuccessFactors Hosting creates access through a read-
only schema user to your staging database. As such:
● Plateau Report Designer can only read from your database.

● Plateau Report Designer can only read staging data from your database.
Your project manager also provides you with a URL. This URL points to a Virtual JDBC, running at SuccessFactors
Hosting. Virtual JDBC is a proxy that allows secure JDBC communication through the firewall. Report designers use
this URL to connect to the staging database.
22.30.2 Your Responsibilities as an Administrator
View this section if you want to know about your responsibilities as an administrator.
As an administrator, you need to set up a user account for Plateau Report Designer users. You create and maintain
them for security reasons: you are in control of the users in your system. Report designers their accounts in two
different scenarios:
● Report designers use the account to connect to your staging database from the Plateau Report Designer via
Virtual JDBC. Virtual JDBC is a proxy connection to allow JDBC traffic through the firewall.
● Report designers use the account to log into the administration interface to download report libraries, import
and export reports, test reports, and perform other tasks within the SuccessFactors Learning Administration
interface.
To assist Plateau Report Designer users, understand the recommendations for report designers' user names and
passwords, set up their accounts, and communicate account information to them.

22.30.2.1 Recommendations for Report Designers' User Names
and Passwords
View this section if you want to know about recommendations for Report Designers' user names and passwords.
You can launch PRD from Learning Administration in Admin Center of SAP SuccessFactors, and generate a
password to log in to the tool. You can also use a desktop client of PRD with the generated password, provided you
download the latest version of the PRD client. The newly generated password is valid for 2 days, after which you
need to generate a new password in Reports Learning Report Designer Report Designer Client And
Parameters Generate New Password for security purpose.
 Note
SAP recommends downloading the latest version of PRD.
If your organization uses Identity Authentication Service for authentication, then your native login credentials
won't be supported.
We recommend the following when you create user names and passwords for the report designers:
● Create a unique administrator user name and password for every worker using Plateau Report Designer. By
doing this, you can terminate the Virtual JDBC access for one user without affecting the others.
● Assign the report designers to the REPORT_DEVELOPER role to give them Virtual JDBC access. Consider the
other security you like to grant or deny to report designers. Remember, the report designer can use the user ID
to log in to SAP SuccessFactors Learning Administration to do things like:
○ Importing/Exporting Reports – The report designers can import and export reports and libraries into Talent
Management on their own or you can import and export for them (or someone you designate).
○ Run Unpublished Reports - Running unpublished reports is a way to test reports before the average user
can see them. You can allow report designers to test their own reports or you (or someone you designate)
can test the reports.
You can read more about the permissions associated with reports in Report Permissions. You can read more about
security and permissions in general in Security.
Related Information

Security Implementation of SAP SuccessFactors Learning [page 1018]

22.30.2.2 Communicating Account Information with Plateau
Report Designer User
View this section if you want to know about communicating account information with a Plateau Report Designer
user.
When you deliver the Plateau Report Designer installation wizard, you also provide the following to the report
designers so that they can connect the Plateau Report Designer to the staging database. With a connection to the
staging database, they can author and test reports in Plateau Report designer.
● The URL you were given from your project manager

● The user ID and password you created
● The URL to SuccessFactors Learning Administration
Additionally, you should tell the report designers that when they first open Plateau Report Designer, they should
read these topics in the Plateau Report Designer help:
● Plateau Report Designer Getting Started - About : This topic provides a basic orientation to the report
designer, including what they need to do to get started using Plateau Report designer.
● Plateau Report Designer Using Virtual JDBC: This topic provides instruction on how to take the URL,
User ID, and Password you gave the report designer and create a Virtual JDBC link to staging data. The report
designers use this link to design and test their reports within Plateau Report Designer.
● Plateau Report Designer Troubleshooting: This topic provides common mistakes made in Plateau Report
Designer, plus some information about how to diagnose and fix those problems. It also includes actions to
avoid.

23 Personalization Options in Learning
Administration
You can personalize Learning Administration to organize your workspace.
As a learning administrator, you can always go back to your home page by clicking Home. From the home page, you
can launch commonly used workspaces and check the welcome message.
You use some learning objects often: courses that you’re managing, for example, or learner profiles that you’re
troubleshooting. Learning tracks your recently viewed objects in Recents so that you can go back to an object.
You can use saved searches and filters to create shortcuts to searches you run often. For example, if you’re
responsible for learners in two organizations, you can save a search that filters by the two organizations. When you
load the saved search, it loads your organizational filter. You can then extend the search criteria: you can, for
example, add last name "Smith" and then click Search. In this example, the saved search is a shortcut that loads
your organizational responsibilities into a filter.
23.1 Personalizing Your SAP SuccessFactors Learning Home

Page Layout
As a learning administrator, you can personalize your home page layout to split the page between welcome and
quick links.
Procedure
1. Go to SAP SuccessFactors Learning Administration and then click Home.
2. Click Choose A Different Layout Choose .

3. Select a layout that works for you.
4. Click Save.

1274 PUBLIC Personalization Options in Learning Administration
23.2 Disabling Guide Me Mode for your Home Page
During implementation, your organization might enable guide me mode, which provides less experienced
administrators with a guided experience for completing tasks. As you become more experienced, you can disable
it.
Procedure
1. Go to SAP SuccessFactors Learning administration and then click Home.
2. Click Preferences .
3. Clear Guide Me Mode.
 Note
If you do not see Guide Me Mode, then it was never enabled globally and you have nothing to turn off.
4. Click Apply Changes in General Settings.
 Note
The preferences page has multiple Apply Changes buttons. To apply your change, you must click the button
under General Settings.
23.3 Saving Searches or Revising Saved Searches in Learning
Save searches or revise them so that you create shortcuts to searches that you run often.
Context
When you save searches, you can quickly open and run them again. Saved searches reduce the time you spend
crafting the search criteria and they guarantee the consistency of the search input.
 Tip
You can save searches as foundations for other searches. For example, if you’re responsible for learners in two
organizations, you can save a search that filters by the two organizations. When you load the saved search, it
loads your organizational filter. You can then extend the search criteria: you can, for example, add last name
"Smith" and then click Search. In this example, the saved search is a shortcut that loads your organizational
responsibilities into a filter.

Personalization Options in Learning Administration PUBLIC 1275
Procedure
1. Open any search page in Learning Administration.

2. Run the search that you want to save.
Run the search to test it. Verify that the results are expected.
3. Click Save As.
4. In Save Search, identify the search so that you can locate it later.
Choice Description
Saved Search ID If you’re saving a new search, type an ID. Many organizations use a system in their saved
search ID. For example, IDs start with the owner's initials.
If you’re revising a search, find the existing ID that of the search you’re revising.
Description Good descriptions help you identify your saved search later. Type a description that captures
the purpose of the search and the type of results it returns.
5. Click Submit.
Next Steps
After you save a search, go back to that same learning object and click Saved Search to open it. For example, if you
saved a search for courses, go back to courses and click Saved Search.
 Note
To delete a saved search, click Saved Search and then click Delete.
23.4 Using Filters to Narrow Searches in Learning
Use filters to narrow your search by a category values.
Procedure
1. Open any search page in Learning Administration.

2. For the category you want to filter results by, click Filter by Criteria.
3. In the filter window, find the category values that Learning should include in the results.
For example, imagine that your company has 50 organizations and you want to search for a learner profile with
the last name "Smith." But you know that the learner is part of one of two organizations. In this case, you can

click Filter by Criteria in a user search, and then select the two organizations. The filter limits the search for
"Smith" to the two organizations you selected.
4. Click Search.
23.5 The Components of Learning Search
In Learning, search pages have the same components regardless of what you are searching for.
Learning searches the database with criteria, operators, and text.
● Criteria are attributes of the record that you can use for searching. For example, user criteria include first
name, last name, user ID. You can search for all users whose first name is "William." You can add and remove
criteria by clicking Add/Remove Criteria.
● Search Text is the text that you are looking for. For example, when you look for a user with the first name of
"William," the search text is "William." In some cases, the search text is a checkbox or a list of options to avoid
typos. For example, the search text for active records is a checkbox because the actual underlying text is
simply true or false.
● Operators tell the search how to treat the search text. For example, the "Starts With" finds text in the criteria
that starts with the text that you type. For example "Will" finds "William," "Willard," Willhelm," and so on.
 Note
If you don not type text or provide a filter, the search returns paged results of everything. For example, if you
open courses and click Search without narrowing the search, you see pages of all courses.
23.6 Recents
The Recents tab in SAP SuccessFactors Learning Administration allows administrators to directly access their
recently viewed entities and to search the list for specific entities.
The Recents tab displays the last 100 instances where the administrator accessed one of the following entity types:
● Assignment Profile
● Class
● Content Object
● Content Package
● Coupon
● Curriculum
● Curriculum Requirement
● Exam
● Free-of-charge subscription
● Item
● Library
● Prepaid Account

Personalization Options in Learning Administration PUBLIC 1277
● Program
● Quiz
● User
Each time an administrator accesses a specific entity, an entry is added to the top of the Recents list. Accessing an
existing entry on the list moves that entry to the top of the list. A Search field above the list allows administrators to
search for text contained in an entity, title, ID, or any additional information displayed for an entry.
 Note
When an entity is deleted or the administrator no longer has permission to access the entity, it’s removed from
their Recents list.

24 Translating Strings in Learning
Translate parts of Learning if your users speak many languages.
Prerequisites
To translate into a language, enable the locale of the language in References Manage Labels Locales .
Context
In Learning, you can translate any text that has a Translate button. For example, you can translate course titles
so that learners can read the titles in their own languages. Not all text is translatable.
Procedure
1. Click Translate .
2. Add the translation of the text next to the language you’re translating into.
3. Click Finish or Apply Changes.
Results
The system automatically creates a new label for the locales that you’ve provided a value for.
After you add a translated value, the system propagates that value throughout all of the application so that you can
search for the records using the translated value. Learners can search the using translated values. For example,
they can search for courses and Learning looks in translated titles for results.
 Note
Learning doesn’t create a new label ID when you edit an existing translation. It uses the existing label ID and
overwrites the label value.

Translating Strings in Learning PUBLIC 1279
25 Not all Learning Settings Documented
Our product documentation does not provide an exhaustive list of configuration settings in Learning
Administration.
SAP SuccessFactors does not describe all configuration settings in its documentation. Some are so infrequently
used. Others involve the security of your system, so we want to keep the settings private. Still others are used most
often in a troubleshooting scenario and therefore in coordination with product support who can guide you through
their use. If you see a setting in a configuration file and do not find it in the documentation, it likely fits one of these
categories.
 Tip
If you see a setting in Learning Administration, but you don't see it in documentation, chances are that you
should ignore the setting. We document the settings that are most critical to the implementation and
administration of your system and the others are infrequently used, change the security of your system, or are
for troubleshooting.

1280 PUBLIC Not all Learning Settings Documented
26 Deleting Programs from Completion
History
You can delete programs from completion history to remove wrongful completions.
Procedure
1. Go to Manage User Learning Edit Learning History .

2. Select a program and view its History Records.
3. Click Delete.
A warning displays: "Are you sure you want to delete the history record?”
4. Click OK.

Deleting Programs from Completion History PUBLIC 1281
27 Removing Programs from Users
You can remove programs from the user entity to remove wrongful assignments.
Procedure

2. Select Remove Programs.
3. Click Next.
4. Enter a User ID or add from your list.
5. Click Next.
6. You receive a confirmation of the status: "Successfully removed the programs from the specified Users."

1282 PUBLIC Removing Programs from Users
28 Adding New Programs to Users
You can add new programs on the user entity to associate the programs to the user directly on the tab.
Context
If you’re an admin whose roles allow you to assign programs to users and search programs, you can associate a
program to a user.
Procedure

2. Select Add Programs.
3. Click Next.
4. Enter a User ID or add from your list.
5. Click Next.
6. You should receive a confirmation of the status: "Successfully added the programs from the specified Users."

Adding New Programs to Users PUBLIC 1283
29 Viewing the Programs Table on Item
You can view the Programs table on the item entity to understand the usage of the item in different areas of the
application.
Context
Procedure
1. Go to the Item Entity Manager.

2. Initiate the process to view the Item-Program information.
3. If there are programs associated with the item, the system displays all fields sorted by the default sort column.
By indicating a column you want to sort upon, you can observe that the attributes are sorted by that particular
column.
4. If there are no associated programs, you receive the following message: "There are no programs associated
with this item."
The Edit, Remove, and Sort options aren’t available on the toolbar.

1284 PUBLIC Viewing the Programs Table on Item
30 New User Interface for SAP SuccessFactors
Learning Administration
In the 1H 2020 release, the user interface for SAP SuccessFactors Learning Administration was updated to
enhance the user experience and streamline navigation and terminology. An overview of the updates is provided
here, for details and supporting resources, see the community page linked at the bottom of this page.
The following enhancements are included in the release:
● New Access Point to Learning Administration – A tile allows administrators access to the new Learning
Administration directly from their home page.
● Terminology Changes – As part of the Learning Administration User Interface project, research was conducted
with customers and the terminology used in the application was updated to be more intuitive to users and to
reflect more current terms.
● New Menu Navigation – Learning Administration is organized in a tree structure with a navigation pane on the
left side. The labels and the submenus were updated to be more intuitive with user-friendly terminology. The
new structure puts the most commonly used tools all under a primary menu, “Manage User’s Learning.”
Previously, these tools were spread over multiple menu items.
● Wizards located with Entities – Previously located under Tools, many wizards have been relocated within
specific entities.
● Entity Manager – The major entities have a new layout to edit and manage information. The header contains
key details that allow administrators to verify that they are working on the correct record. The header can be
collapsed or pinned and Actions are available in the upper right corner. The following entities use the new
layout:
○ User
○ Assignment Profile
○ Item
○ Class
○ Library
○ Curriculum
○ Coupon
○ Free-of-Charge Subscription
○ Prepaid Account
● Display of Data within Entities – Within an entity, related data displays on horizontal tabs. Within some tabs,
data displays in tables. The tables use a consistent layout, with ID as the first column on the left. Data can be
sorted and, depending on the entity, additional functions can be performed (such as editing, grouping, and
changing prices). This consistency reduces ramp-up time for new administrators.
 Note
The Sort option for the Users entity now includes new options to enable users to further sort items by date.
The following sorting options are now available:
○ Sort Completed Items by Completion date
○ Sort Assigned Items by Required Date or Assigned Date
○ Sort Assignment Profiles by Date Added

New User Interface for SAP SuccessFactors Learning Administration PUBLIC 1285
● Support for Legacy Administration User Interface – The 1H 2020 release provides access to the new Learning
Administration user interface while still providing access to the legacy version. Administrators are encouraged
to explore the new experience. Access to the legacy version will be removed with the 2H 2020 release.
● Enhanced Menu Navigation - The 1H 2021 release adds the following enhancements:
○ The width of the menu navigation panel has been decreased to gain more space while working in the
workspace area.
○ The navigation menu does not disappear when the browser window size is reduced, yet the enter full
screen icon will allow the administrator to toggle between the standard view and the content area in full
screen mode.
Administrators can still work in full screen mode, search for menu navigation elements, expand all menu
elements or collapse them. As in previous releases, the menu elements that appear are dependent on the
system’s configurations and permissions granted to the administrator.
Related Information
Click here for direct access to the Community page with the latest information and supporting resources.
SAP SuccessFactors Learning Terminology Glossary [page 1303]

1286 PUBLIC New User Interface for SAP SuccessFactors Learning Administration
31 Migrating Learning Competencies to
Center of Capabilities
What Triggers SAP SuccessFactors Learning Migration to Center of Capabilities
Migration from Competencies to Capabilities gets triggered on the SAP SuccessFactors Learning side for Learning
customers who have migrated to Job Profile Builder (JPB) from Job Description Manager (JDM) and have set up
Proficiency Rating Scale in Center of Capabilities.
Benefit for Customers to Migrate to Center of Capabilities
The Center of Capabilities is a platform framework for storing, assessing, recommending, and maintaining a
holistic view of each worker’s skills, competencies, certifications, communication style, and other attributes of the
Whole Self Model. By migrating SAP SuccessFactors Learning competencies to capabilities, customers can benefit
by a wider set of capabilities (skills, certificates, etc.) that have been set up in Center of Capabilities.
Effect of Migration on SAP SuccessFactors Learning
For customers who migrate to Center of Capabilities, the following changes occur:
● SF Competency connector is paused and disabled

This connector used to sync JDM competencies to Learning. Since the migration is triggered, JDM
competencies will no longer be required to synchronize to Learning. Instead, the existing competencies in
Learning will be migrated to Center of Capabilities. Hence, the SF competency connector is paused and
disabled.
● A new automatic job is triggered to synchronize competencies from Center of Capabilities
It’s required to synchronize the capabilities from Center of Capabilities to Learning. This is done using the new
Capabilities Synchronization automatic job which runs in a recurring manner.

Migrating Learning Competencies to Center of Capabilities PUBLIC 1287
 Note
○ The Administrator should have role permissions to make changes to the Capabilities Synchronization
page. This role permission can be enabled by going to System Administration > Security > Role
Management, and selecting Edit Capabilities Synchronization Automatic Process.
○ The Security Domain must be configured before the migration and must be set to run the
synchronization. If the security domain isn’t explicitly configured, then the security domain is fetched
from the SF Competency Configuration, if it’s available. Or else, the default security domain configured
for the customer is taken.
○ The Delta Synchronization Date field is available by default after migration and it must be left empty if
you don’t need to override the start time for the Delta run.
● Learning Competencies are migrated to Capabilities

When Learning competencies are migrated and synchronized to Center of Capabilities, the competencies in
Learning get a Capability ID. It’s possible to search for competencies by this Capability ID. For customers that
haven’t migrated, Capability ID remains empty. For competencies that are internal to Learning, that is, those
competencies that haven’t been synced from JDM, won’t have a Capability ID.
 Note
Capability ID in Learning is mapped to External Code in Center of Capabilities.

1288 PUBLIC Migrating Learning Competencies to Center of Capabilities
 Note
External competencies cannot be copied or deleted.
The Capability ID also appears in the following screens:

○ Rating Scale
External Competency

Internal Competency
Rating Scale for both External and Internal Competency

○ Tasks > Competencies
○ Objectives > Competencies

○ Program > Competencies
○ Item > Competencies

○ Competencies search
○ Competencies Summary

● Additional Capability fields will be synchronized from Center of Capability to Learning
Center of Capability has additional information, for example, Capability ID, Competency Category, Capability
Library, Capability Type, Capability Group, Core, Critical, and Trending. This information is also synchronized to
Learning.

 Note
The Version Number gets incremented during the initial synchronization.
● Rating levels, name, and description will be replaced by settings in Proficiency Rating Scale
Rating levels in Learning were synchronized from JDM through the SF Competency Connector. These are
teaser values that stored in Learning as Ratings. As part of the migration, the capabilities in Center of
Capabilities have ratings as per the proficiency rating scale setting. Proficiency rating scale has proficiency
levels as well as name and description of these levels. When Learning competencies are migrated to
capabilities and are synchronized from Center of Capabilities, proficiency levels, name, and description are also
synchronized to Learning. This affects the existing rating levels, name, and criteria for a competency, which will
be replaced by those coming from Center of Capabilities.

● Association of Rating level to Items and Programs are affected
After the migration, the ratings of the competencies are replaced by those configured on Center of Capabilities.
Hence, the rating levels that are associated to Items and Programs should be examined and checked again.

While searching in Learning using the search selector, the Capability ID field is available by default but is hidden. It
can be manually added using the Add/Remove Criteria for search.
 Note
After the 1H 2021 release, ensure to check your Competency search selector customization again if the
Competency search selector is customized by you.
Actions to Take After Migration
After migration, customers need to:
● Reassociate Ratings to Items

Since the Ratings will be synchronized from Center of Capabilities, Items will needs to reassociated to Ratings.
This can be done manually or by using the Item Connector.
 Note
For Item Connector, the association continues with the Competency ID.
● Reassociate Ratings to Programs

Since the Ratings will be synchronized from Center of Capabilities, Programs need to be reassociated to
Ratings. This is a manual process.
Related Information
Center of Capabilities

32 Learning Recommendations and
Assignments in SAP SuccessFactors
Opportunity Marketplace
SAP SuccessFactors Opportunity Marketplace is an all-in-one hub where employees and managers can create,
access, take, and manage different types of opportunities.
For Opportunity Marketplace, different types of opportunities from multiple sources are curated for users to
increase their proficiency in skills and competencies.
Learning Recommendations
Learning resources, including Online Courses, Instructor-Led Classes, Blended Items, External Courses, Curricula,
Programs, Collections, and QuickGuides, are recommended to the user, based on the skills and competencies
they're interested in, as well as those which the customer organization encourages users to engage with.
The recommendation types are Peer Recommendations, Administrator Recommendations from User's Assignment
Profile, and Machine Learning Recommendations (only for customers who are part of the Early Adopter Care
Program for Personalized Learning Recommendations).
Learning Recommendation API
The API which sends these recommendations to Opportunity Marketplace is enhanced to include the following:
● Associated Capabilities and Competency information is available on Learning Recommendation cards in

Opportunity Marketplace.
● The Source is updated when assigning items or programs from Opportunity Marketplace. This is required to
understand the source or origin of the assignment so that a filter set of learning assignments can be provided
to Opportunity Marketplace for the Manage my Opportunities story.
● The following two thumbnail images are a part of the Learning Recommendations API that are uploaded by the
user:
○ Learning Item Specific Thumbnail Image
○ Learning Entity Default Custom Thumbnail
Additionally, there are multiple events which can occur for a Learning Recommendation card in Opportunity
Marketplace, such as dismissing a recommendation, changes to Learning Item's rating or other entity level
changes, changes to user catalog, changes to the user level locale preferences or subscribed topics, and more. For
these events, the Learning Recommendations API refreshes once every 30 minutes by design.
However, when a Learning Item is self-assigned to a user by clicking on the Learning Recommendation card in
Opportunity Marketplace, the Learning Recommendations API refreshes immediately instead of waiting for 30
minutes.
Learning Recommendations and Assignments in SAP SuccessFactors Opportunity
1298 PUBLIC Marketplace
The Manage My Assignments page is available in Opportunity Marketplace. Using this page, users can manage any
self-assigned assignments from Opportunity Marketplace recommendations or SAP SuccessFactors Learning.
Limitations of Learning Assignments in Opportunity Marketplace
Programs and Thumbnails currently aren't supported. Actions for all the Items are also not supported within
Manage My Assignments, and you need to go into the course details to take any specific action.
By design, when you assign a Curricula to yourself, the Recommendation card in Manage My Assignments displays
the Items for the Curricula.
Changes made to Item after the assignment is made will not be reflected.
 Note
vSaaS customers must not enable Manage My Assignments for Opportunity Marketplace in SAP
SuccessFactors Learning as it is currently not available for vSaaS.
32.1 Enabling Learning Recommendations in SAP

SuccessFactors Opportunity Marketplace
These are some of the steps to follow when getting started with Learning Recommendations in SAP
SuccessFactors Opportunity Marketplace.
Prerequisites
Customers usually keep one learner security role in Learning that includes all permissions for all learners. If,
however, you select permissions individually, then the user role that should access recommendations should have
the recommendations permissions. For example, Access Personalized Recommendations and Access
Recommendations Tile.

Marketplace PUBLIC 1299
Context
In general, to enable Learning Recommendations in a SAP SuccessFactors Learning instance, the Learning
Administrator can use the following steps:
Procedure
1. Go to SAP SuccessFactors Learning administration, and then go to System Administration -> Configuration ->
System Configuration.
2. Edit LMS_ADMIN.
3. Set enableItemRecommendations to true. When you set enableItemRecommendations to true, learners can
recommend learning items and programs to each other. They have peer to peer recommendation.
5. To show users a legal disclaimer to describe the origin of the recommendations engine content, set
enableDisclaimerForTheExternalContent to True.
32.1.1 Adding Machine Learning Recommendations in SAP

Context
The following steps are optional for Machine Learning Recommendations if the Learning tenant is part of Early
Adopter Care (EAC) program
Procedure
1. Go to System Administration -> Configuration -> System Configuration -> PERSONALIZED

RECOMMENDATIONS.
2. Set recommendationsEngineEnabled to True.
3. When you set recommendationsEngineEnabled to True, learners can receive recommendations from the
recommendations engine.
4. To improve the quality of recommendations, set catalogSearchDataCaptureEnabled to True.
32.1.2 Adding Administrator Recommendations in SAP
Context
You can use the following steps to add Administrator Recommendations in Learning.
Procedure
1. The administrator can go to Assignment profile -> Recommendations and add Items, Programs or Collections
for recommending to a group of user.
2. Also ensure that the following permissions are available to the learning administrator who would be
recommending the courses:

Marketplace PUBLIC 1301
32.1.3 Adding Peer Recommendations in SAP SuccessFactors
Learning
Context
You can use the following steps to add Peer Recommendations in Learning.
Procedure
1. Ensure that Learning users have the following permissions:
2. Once Learning users have the required permissions, they can recommend courses to each other and these
courses appear in the Recommendation tile:

33 SAP SuccessFactors Learning Terminology
Glossary
Refer to this glossary for the updated terminology changes in that will impact SAP SuccessFactors Learning
starting 1H 2020.
Previous Term New Term Definition
catalog library A list of all items, curricula, and classes

that are available to users in the learning
management system.
subject area category A set of learning items and competencies

grouped for the purpose of browsing or
searching. Categories are administrator-
created records that allow both users
and administrators to search and filter
their company's database records more
easily.
order ticket voucher A single-use electronic ticket that allows

users to access an item, class or course
without having to pay for it. Companies
can purchase vouchers on behalf of their
users.
subscription free-of-charge subscription An electronic ticket that allows users to

access all items, classes or courses avail
able in a library at no cost (free of
charge).
document document link A link to any type of media that can be

associated with an item, curricula, or
class. Administrators can attach docu
ments to a class, for example, when the
documents support the learning that
takes place.
requirement curriculum requirement A necessary condition that a user must

meet to receive credit for a requirement-
based curriculum.
custom column custom field A field in the system that administrators

can choose to use according to their
business needs. Custom fields allow ad
ministrators to extend the data collec
tion, tracking, and reporting for some of
the LMS database records.

SAP SuccessFactors Learning Terminology Glossary PUBLIC 1303
notification email notification An electronic message that is sent from

SAP SuccessFactors Learning to a user
or group of users. Administrators can
configure the content of the email notifi-
cations and determine when they are
sent.
notification syntax email notification token set A group of tokens that is used to insert
dynamic content into email notification
templates.
syntax tag token A data placeholder that is used when cre

ating email notifications. When the LMS
application receives a command to send
an email notification, it builds the mes
sage by replacing a token with data from
the database.
notification template email notification template A predefined layout and text for the mes
sage that a user receives when an event
triggers the LMS application to send an
email notification.
blended instructor-led with online content Describes training or learning that is fa
cilitated by an instructor with an online
learning component.
enable users to waitlist waitlist To place someone on a list of users who

are attempting to register for an in-per
son training or learning event. If a regis
tered user withdraws, then the first user
on the waitlist is automatically registered.
learning event history record A database record indicating that a spe

cific user has successfully completed an
item, curriculum, or class.
schedule block resource block A block of time during which a resource

(for example, a classroom, projector,
computer) cannot be scheduled to be
used by another class. Resource blocks
are used to indicate that resources are
unavailable and to prevent resource con
flicts.
Content Network Open Content Network (OCN) A feature that allows users to easily ac
cess content from Massive Online Open
Course (MOOC) providers from within
SAP SuccessFactors Learning. When a
provider is set up on Open Content Net
work (OCN), the provider’s courses will
appear in the user’s library.
Follow-Up Evaluation: Application of follow-up survey A group of questions that an observer an
Learning swers about any behavioral changes they
have witnessed after a user or group of
users have completed a class.

1304 PUBLIC SAP SuccessFactors Learning Terminology Glossary
Item Evaluation: User Satisfaction course feedback A group of questions (a survey) that a
user answers to gauge the overall impres
sion the user had about the course they
completed or the class they attended.
questionnaire survey survey A group of questions that a user fills out

after completing a learning item, and
used to gather course feedback and ap
plication of learning.
alternate supervisor alternate manager A person who can assign learning or ap
prove requests for a user instead of or in
addition to the primary manager.
supervisor manager A person who oversees the training and

learning activities of a user.
class cohort A group of users who proceed through

the same classes together.
scheduled offering class An instance of a course that is scheduled

to start and end at a specific time.
Classes usually have other resources,
such as instructors, classrooms, and
training equipment.
slot reserved seat A seat in a class that a learning adminis

trator can reserve for certain users.
global variable global application setting A setting that is applied globally for a us
er’s implementation of SAP SuccessFac
tors Learning. Global application settings
can control, for example, the default cur
rency, user password settings and expira
tion, failed logons, and so on.
record entity A database record (user, item, class) that

is used in the SAP SuccessFactors Learn
ing application.
time slot time frame A time frame during which an automatic

process can be scheduled to run.
workflow restr. permission restriction A type of access control that is applied to

permissions to limit which users can per
form specific permission tasks.
workflow permission A method to control access to database

records and information in the Learning
Management System (LMS). The name
of the permission typically describes
what action is permitted by the user (for
example, Add Item, Add Curriculum).
external request external learning request An application submitted by a user who

wishes to attend a training event outside
their organization, and not managed
from SAP SuccessFactors Learning Ad
ministration.

SAP SuccessFactors Learning Terminology Glossary PUBLIC 1305
group user group A set of users who are grouped by their

roles and learning requirements.
items completed completed item A basic unit of learning that has been as
signed to a user and has been tracked to
completion.
purchase order prepaid account An account used to allocate money for

training. Users or organizations can use
prepaid accounts to pay for training.
group instance class group A set of similar classes for reporting pur
poses (for example, classes that are
taught at the same location, or to a cer
tain audience, or for a specific purpose).
domain security domain A database record that is used to limit

access for administrators and users.
domain restriction security domain group A database record that contains the do
mains that system administrators (for
example, superusers) want to grant other
administrators (for example, learning ad
ministrators) access to.

1306 PUBLIC SAP SuccessFactors Learning Terminology Glossary
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Document Version: 2H 2021 – 2022-01-20

SuccessFactors Learning Administration Help

THE BEST RUN

2 The Building Blocks of a Learning Management System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

3 Adding Courses, Programs and Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

4 Courses: Fundamental Building Blocks of Learning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

5 Scheduling Courses into Class Times and Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

SuccessFactors Learning Administration Help

6 Registering Learners for Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

SuccessFactors Learning Administration Help

7 Concluding Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

8 Learning Programs: Bundled Courses in a Syllabus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237

9 Curricula: Bundled Courses in Qualification Tracks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

SuccessFactors Learning Administration Help

10 Libraries: Sets of Courses that Learners can Discover. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328

SuccessFactors Learning Administration Help

11 Assignment Profile Process for Bulk Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

SuccessFactors Learning Administration Help

12 Learning Collections: Lists of Hyperlinks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383

13 Learning Needs Management Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400

14 Adding Tasks, Objectives, Requirements, and Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

SuccessFactors Learning Administration Help

15 Revising Learning Resources and Metadata. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

16 Learner Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554

SuccessFactors Learning Administration Help

17 Online Learning Content Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612

SuccessFactors Learning Administration Help

18 Learning Finance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 744

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

19 Learning System Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

20 Personalized Recommendations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1211

SuccessFactors Learning Administration Help

21 SAP SuccessFactors Learning Reference Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1225

22 SAP SuccessFactors Learning Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1245

SuccessFactors Learning Administration Help

23 Personalization Options in Learning Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1274

SuccessFactors Learning Administration Help

25 Not all Learning Settings Documented. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1280

26 Deleting Programs from Completion History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1281

27 Removing Programs from Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1282

28 Adding New Programs to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1283

29 Viewing the Programs Table on Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1284

30 New User Interface for SAP SuccessFactors Learning Administration. . . . . . . . . . . . . . . . . . . . . 1285

31 Migrating Learning Competencies to Center of Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1287

32 Learning Recommendations and Assignments in SAP SuccessFactors Opportunity

33 SAP SuccessFactors Learning Terminology Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1303

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

SuccessFactors Learning Administration Help

Courses as the Fundamental Unit of Learning