For SuccessFactors (One Admin) b1204 Last Modified 07/13/2012

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2 CONTRIBUTORS Lauri Armstrong Lisa Bopst Betsy Bruce Lane Davis-Coury Sheryl Golub Tanya Hauth Alice Kowalski Beth Linden John Malone Filipe Muffoletto Tina Newton Enzo Silva For SuccessFactors (One Admin) b1204 Last Modified 07/13/ SuccessFactors, An SAP Company. All rights reserved. Execution is the Difference All brand and product names are trademarks or registered trademarks of their respective holders. Printed in the USA SuccessFactors, An SAP Company 1500 Fashion Island Blvd., Suite 300 San Mateo, CA USA Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors, An SAP Company. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, An SAP Company.

3 Table of Contents Course Introduction... 1 Course Objectives and Goals... 1 Target Audience and Agenda... 2 Using this Guide... 3 Additional Resources... 4 Module 1: General Tasks for Administrators Objectives Lesson 1: SuccessFactors Administrators Overview Objectives Getting Started Your Role as an Administrator Conclusion Knowledge Check Lesson 2: Accessing and Navigating SuccessFactors Objectives SuccessFactors Home Page Terms and Definitions Accessing the System as an Admin Conclusion Knowledge Check Module 2: Managing Data and User Records Objectives Lesson 3: Import User Data Objectives Import User Data Overview Methods to Add Data to SuccessFactors Adding Data to SuccessFactors

4 Exporting the Current Data Managing Data Changes Using Admin Tools Links Conclusion Knowledge Check Lesson 4: Reset User Passwords Objectives Resetting User Passwords Send User Welcome with Existing Password (No Password Reset Required) Conclusion Knowledge Check Lesson 5: User Welcome Objectives User Welcome Overview Conclusion Knowledge Check Lesson 6: Reset User Accounts Objectives Reset User Accounts Overview Conclusion Knowledge Check Lesson 7: Change User Notifications Objectives Notifications Overview Conclusion Knowledge Check Module 3: Security Objectives Lesson 8: Permissions Objectives Permissions Overview

5 Conclusion Knowledge Check Lesson 9: Administrative Privileges Objectives Grant Administrative Privileges Conclusion Knowledge Check Lesson 10: Proxy Management Objectives Proxy Overview Who Can Assign Proxies How to Assign Proxies Look Up Existing Assignments Conclusion Knowledge Check Module 4: Company Settings Objectives Lesson 11: Company System and Logo Settings Objectives Company System and Logo Settings Overview Add Your Company Logo Theme Manager Integrate with Outlook Calendar Allow Manager Access to a Document s Revision History Enable HTML Notifications Enable the Enhanced Writing Assistant UI Disable Proxy Access for Users without Proxy Rights Show Photos in the Organization Chart Configure Company-wide Settings Show SuccessFactors Provided Content on your Company-specific Login Page

6 Conclusion Knowledge Check Lesson 12: Password Policy Settings (N/A for SSO) Objectives Password Policy Settings Overview Conclusion Knowledge Check Lesson 13: Notification Templates Settings Objectives Notification Templates Overview Conclusion Lesson 14: Text Replacement and Company Dictionary Objectives Text Replacement Overview Company Dictionary Overview Conclusion Knowledge Check Lesson 15: To-Dos List Objectives To-Dos List Overview Conclusion Knowledge Check Lesson 16: Customize the Welcome Portlet Objectives Welcome Portlet Overview Resources Conclusion Knowledge Check Module 5: Overview of SuccessFactors Product Bundles BizX Platform Performance and Goals

7 Compensation Succession and Development Learning Recruiting Premier Jam Workforce Analytics Workforce Planning Employee Central

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9 Course Introduction Through discussion, demonstration, and hands-on computer lab work, this course teaches the concepts and terminology associated with SuccessFactors. You will be introduced to searching and navigation features, managing user and data records, setting system security, as well as determining system settings using the step-by-step, hands-on exercises. Additionally, you will gain basic knowledge on other SuccessFactors products and how this course provides the foundational knowledge for you to administer those other products. COURSE OBJECTIVES AND GOALS Upon completion of this course, you will be able to: Manage data and user records Set system security Determine company settings Identify other SuccessFactors products Throughout this course, you will be asked to refer to this guide to complete exercises and activities that reinforce key concepts. Document your answers, or take notes in the spaces provided, and then you will be able to use this guide as reference material after class.

10 TARGET AUDIENCE AND AGENDA This is a four-hour, virtual instructor-led training course intended for all new SuccessFactors administrators (admins). This course covers: Module 1: General Tasks for Administrators Lesson 1: Getting Started: Your Role as an Administrator Lesson 2: Accessing and Navigating SuccessFactors Module 2: Managing Data and User Records Lesson 3: Import User Data Lesson 4: Reset User Passwords Lesson 5: User Welcome Lesson 6: Reset User Accounts Lesson 7: Change User Notifications Module 3: Security Lesson 8: Permissions: Default User and Individual Permissions Lesson 9: Administrative Privileges Lesson 10: Proxy Management Module 4: Company Settings Lesson 11: Company System and Logo Settings Lesson 12: Password Policy Settings (not applicable for single sign-on) Lesson 13: Notification Templates Settings Lesson 14: Text Replacement and Company Dictionary Lesson 15: To-Dos List Lesson 16: Customize the Welcome Portlet Lesson 17: Resources Module 5: Overview of SuccessFactors Product Bundles

11 USING THIS GUIDE This guide is designed to be used in conjunction with an instructor, and provides general information that will be elaborated upon by the instructor. Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this guide uses icons to indicate different types of comments, activities, labs, etc. that support the text. Icon Definition Activity: Indicates an activity for you to complete that helps reinforce the information you just learned. Note: Indicates additional information that is related to the information presented. Tip: Indicates helpful hints and tips or other guidance that further explains the information it accompanies. Lab: Indicates a hands-on computer lab. Follow the step-by-step process outlined to perform specific tasks in the system. Job Aid: Indicates there is a job aid available for the task. Job aids provide detailed instructions and screen captures to help you complete a task. Warning: Warns against particular actions, or that a particular condition might indicate a problem. Workflow: Indicates you must have the proper security workflow assigned to you in order to have access to this feature or action.

12 ADDITIONAL RESOURCES Help & Tutorials is a link available within Administrator Tools that contains all documentation regarding SuccessFactors administration (Figure 1). Figure 1. Admin Resources A video is also available to help you use these resources. You can access the video using the following link: ourcespage/movies/arwelcome/arwelcome.htm There are a number of other resources that can provide you more information about the SuccessFactors system, including: SuccessFactors, Inc. website: Task-specific job aids SuccessFactors monthly newsletter For more information about other courses and registration, contact Success Academy at training@successfactors.com.

13 Module 1: General Tasks for Administrators In this module, you will be introduced to the general tasks that administrators may need to perform in SuccessFactors, including logging in, navigating the system, searching for records, and identifying terms and definitions related to SuccessFactors. This module includes two lessons: Lesson 1: Getting Started Lesson 2: Accessing and Navigating SuccessFactors Learning OBJECTIVES Upon completion of this module, you will be able to: Identify the roles and responsibilities of the SuccessFactors administrator Access and navigate SuccessFactors as an administrator Define terms that are specific to the SuccessFactors system

14 Lesson 1: SUCCESSFACTORS ADMINISTRATORS OVERVIEW The goal for this lesson is to provide an overview of your role as a SuccessFactors administrator. Objectives Upon completion of this lesson, you will be able to: Describe your role as an admin of SuccessFactors Identify admin responsibilities Getting Started In SuccessFactors, administrators are responsible for starting processes and initiating activities at key performance milestones. The SuccessFactors system provides you with the tools you need to launch and manage your processes. Through the administration interface, you may: Oversee the daily management of the SuccessFactors system Configure and implement system features Customize the environment to reflect and communicate your company s business processes As an admin, much of your responsibilities revolve around maintaining the system after the initial system launch (GoLive). You will use Administration Tools to tailor your instance to your company s typical HR events, such as making changes to the user records, forms, and permissions. You will also use reporting tools to track and measure the impact of the activities.

15 Your Role as an Administrator Table 1 lists and describes the roles and responsibilities of the three types of SuccessFactors administrators. Administrator Role Table 1. Administrator Roles and Responsibilities Responsibilities System Owner/Advocate Serve as primary contact between system users and other internal systems Primary contact between users and the system Stay current with all updates to system functionality, communicate and recommend business processes to owners System Administration Manage/oversee user information (data imports, passwords, notifications) Manage user permissions and privileges Manage forms, competencies, roles, and system notifications User Support Provide necessary assistance and support for all HR managers Implement and train/communicate with users on new functionality Provide reporting assistance to users (HR, management) Provide coaching assistance to managers and employees

16 Conclusion In this lesson, you were provided with an overview of your role as a SuccessFactors administrator. You should now be able to: Describe your role as an admin of SuccessFactors Identify admin responsibilities

17 Knowledge Check 1. List the three administrator role groups and identify the responsibilities of each group.

18 Lesson 2: ACCESSING AND NAVIGATING SUCCESSFACTORS The goal of is this lesson is to provide detailed information on accessing and navigating SuccessFactors. Objectives Upon completion of this lesson, you will be able to: View your Home page including the To-Dos list, portlets, menu options, and system help and tutorials List and define SuccessFactors terms and definitions Access SuccessFactors as an admin SuccessFactors Home Page When you log in to SuccessFactors, your Home page is displayed. Before we look at the administrative options, let s take a look at the Home page (Figure 2). Figure 2. Home Page

19 To-Dos List The To-Dos List (Figure 3) centralizes all the tasks to be completed. Tasks may be viewed by the process or listed by the due date for the particular step in the process. Tasks requiring actions are active links that take you to the requested action or form. You can print your To-Dos List by clicking the Print Preview icon ( ). Figure 3. To-Dos List As an administrator, you can also manage your To-Dos List and settings by clicking the To-Do Admin link to display the To-Do List Manager page (Figure 4). Figure 4. To-Do List Manager

20 Portlets Portlets display information on the right side of the Home page. Use the tread to drag and drop the portlet to the desired location; use the arrows to expand and contract the portlet. Figure 5. Portlets on Home Page Menu Options Menu options are available in a drop-down menu on the upper-left corner. General menu selections include Goals (or Objectives, depending on your configuration), Performance, and Development. Additional links may or may not be available depending on your role and/or system configuration. To see your available options, click Home (Figure 6). Figure 6. Home Menu Options

21 Options Options allow users to manage their personal settings and preferences including passwords, notifications, language, forms, proxy, groups, and mobile. To access your options, click the Welcome message drop-down and select Options from the drop-down menu (Figure 7). Figure 7. User System Options You can set a number of your individual options on the Options page, such as (Figure 8): Changing your password (if applicable: not applicable if your company uses single sign-on) Selecting your security questions (if applicable: only if the security questions are enabled under Company Settings) Indicating whether to receive notifications from the system (if applicable: this is an optional function for ALL notifications and may not be available depending on y our system settings) Changing your language preference (if applicable: only applies if your instance is a multi-lingual implementation) Assigning/becoming a proxy (if applicable: you can assign proxies if the feature is turned on, and become a proxy if you are assigned as a proxy) Creating groups (If applicable: only applied to organizations who have implemented dynamic groups) Note: The settings for your instance of SuccessFactors may vary depending on your global settings. You may or may not have access to these listed options.

22 Figure 8. Options Page Help & Tutorials If you enable help in SuccessFactors, online help is available to users by clicking the Help & Tutorials link (Figure 9). Figure 9. Help & Tutorials To return to your To-Dos List and portlets, click the To-Dos link at the top of the page.

23 Terms and Definitions Throughout training, you will be introduced to terms that are specific to the SuccessFactors system. Table 2 lists the terms and definitions associated with the SuccessFactors administration. Table 2. Terms and Definitions for SuccessFactors Term Dashboards Default User Group Employee Data File Form Templates Forms Instance Job Code Line of Sight Portlets Rating Scale Role Names Definition A type of report in SuccessFactors that contains images, charts, or portlets. Contains all the individuals who have been imported into SuccessFactors and have permission to log in. Contains all users. Each employee who will create goals, be evaluated, or evaluate others are included in this file. Contain the layout, sections, and workflows for each form, and are created during implementation by a SuccessFactors Consultant. Used to create individual forms for your population. A template type determines the purpose of the form template. Also called documents, these are created from a form template and are used to record information, such as evaluation of an employee s performance during the review cycle. The form that each employee receives contains all the elements of the form template on which it is based. The process for distributing the form is referred to as launch. The customer space on the SuccessFactors server. Each customer works together with a Professional Services Consultant to configure their own instance. Assigned to each employee to map the competencies for their role to the job code. Describes an individual s reporting visibility within SuccessFactors (i.e., managers can view direct reports and below). Provides resources, charting, or features for users to assist them with processes. Portlets is a term used to describe a chart or image that shows user data. Determines the values and meanings of values that a user is able to select during an evaluation. Also called codes, role names are used in multiple modules and control various permissions. For example: E Employee EM Employee s Manager EH Employee s HR Representative Data supplied in the employee import file determines the EM or EH role. Customers can also set their own roles if they have Role Based Permission (RBP) turned on in their instance.

24 Term Route Maps Definition Establish the workflow and steps that employees follow during a business process. Route maps specify the order in which a form moves from one employee to another and what employees can do during each step Accessing the System as an Admin To access the system as an admin, select Admin from the Welcome drop-down menu (Figure 10). Figure 10. Home Page: Admin Access Note: If the Admin link does not appear in this list, your account has not been properly permissioned. Please contact your system administrator for assistance. If you are the highest level admin and do not see this link, contact SuccessFactors Customer Success. The Administration Tools page displays (Figure 11). Figure 11. Administration Tools

25 The Administration Tools page provides all the tools admins need to work in SuccessFactors. These tools are grouped together by process and are segmented in each group by module: The top half of the page, Company Processes & Cycles, includes the tools you need to manage each of the modules your company has implemented as well as reporting and company settings (system-wide configuration options) The bottom half of the page, Manage Employees, includes the tools you need to manage your users and security You can also set your admin favorites on the Administration Tools page. This can include the tasks you perform regularly. To add a task to your My Favorites list, click the Add to My Favorites icon (Figure 12). Figure 12. Add to My Favorites

26 These favorites also display on your Home Page (Figure 13). Figure 13. My Admin Favorites: Home Page Conclusion This lesson provided detailed information on accessing and navigating SuccessFactors. You should now be able to: View your Home page including the To-Dos list, portlets, menu options, and system help and tutorials List and define SuccessFactors terms and definitions Access SuccessFactors as an admin

27 Knowledge Check 1. Match the term in Column A with its definition in Column B. Enter the letter in the Answer column. Answer Column A Column B Employee Data File Forms Dashboards Instance Portlets A. Also called documents, these are created from a form template and are used to record information, such as evaluation of an employee s performance during the review cycle. The form that each employee receives contains all the elements of the form template on which it is based. The process for distributing the form is referred to as mass creation. B. A type of report in SuccessFactors that contains images, charts, or portlets. C. Contains all the customers SuccessFactors users. Each employee who will create goals, be evaluated, or evaluate others need to be included in this file. D. The customer space on the SuccessFactors server. Each customer works together with a Professional Services Consultant to configure their own instance. E. Provides resources, charting, or features for users to assist them with processes. It is a term used to describe a chart or image that shows user data and is configurable in SuccessFactors.

28 Notes

29 Module 2: Managing Data and User Records In this module, you will learn about employee information and how data should be organized and formatted. This module includes seven lessons: Lesson 3: Import User Data Lesson 4: Reset User Passwords Lesson 5: User Welcome Lesson 6: Reset User Accounts Lesson 7: Change User Notifications OBJECTIVES Upon completion of this module, you will be able to: Import user data Reset user passwords Send user welcome notification Reset user accounts Change user notifications

30 Lesson 3: IMPORT USER DATA The purpose of this lesson is to provide details on importing user data. Objectives Upon completion of this lesson, you will be able to: Import user data to SuccessFactors Add data to the system Export the current data from SuccessFactors Manage data changes using Admin Tools links Import User Data Overview Employee information is what all other activities in SuccessFactors rely on and is used throughout all modules. This data can come from multiple sources, including: An Human Resources Information System (HRIS), imported manually or automatically A spreadsheet A database Regardless of where the data comes from, it must first be organized and formatted to be imported successfully into SuccessFactors.

31 Methods to Add Data to SuccessFactors There are two basic ways to add data to SuccessFactors: Import file (.csv) Uploaded manually via Admin Tools Uploaded via FTP (an automated file transfer) Manual entry via the Admin Tools links The basic import file is used to add or change data for one or more employees at a time, and may be created manually or as an automated output from your HRIS. Advantages to using the import file include: The import file can be uploaded automatically using FTP Only updates the records in the system with changes or additions in the.csv file You can add new employee records Disadvantages to using this method include (if using FTP): Changes to FTP may only be completed by SuccessFactors Customer Success after opening a ticket There is no chance for data manipulation prior to importing into SuccessFactors. The manual entry method is typically used for changes that affect one or two users at a time. Advantages to using the manual entry method include: Quick, one-off changes can be made without waiting for the FTP or full file import Corrections can be made after data import as needed

32 A disadvantage to using this method is that any changes made in the Admin Tools links will be overwritten by the import process if the.csv has not been updated for the next import. Recommendation: Use import files for most of your data changes and new additions. If you need to make a quick change, you can do that in the SuccessFactors application. However, any changes made directly in the system should also be made to the import files as necessary. Adding Data to SuccessFactors The basic import file consists of standard data elements. There are required fields, filter fields, and optional fields. Fields vary based on your configuration and modules. Table 3 lists and describes the 11 required fields in the data import file. Table 3. Required Data for Import File System ID Label Description STATUS STATUS There are 2 status choices, active or inactive. All users on the initial data load should have an active status. USERID USERID This is a unique system identifier for each user, and may not be changed once set. Format can be letters, numbers, or a combination of the two. Avoid using leading zeros and special characters, such as & or #. USERNAME Username Your employees use this to log in to the system and must be unique for each user. Consider using the same login information that is used to login to your company network. FIRSTNAME First Name Employee s first name. LASTNAME Last Name Employee s last name. GENDER Gender This field is required for the Writing Assistant. Only provide the abbreviations: M for male or F for female. The employee s business address. The system uses addresses for notification purposes. s are sent, for example, to inform individuals that forms have been routed, to remind individuals that items are due or late. MANAGER Manager This column requires the USERID of the person s manager to establish the company hierarchy. For the individual(s) that are considered to be the highest level in the company, NO_MANAGER is used to designate that they do not have anyone above them in the hierarchy.

33 System ID Label Description HR Human Resources This column uses the USERID of the HR representative that is assigned to the employee. If your company chooses not to assign an employee with an HR rep, use NO_HR. TIMEZONE Time Zone This field is used for time stamping. Some companies use their corporate time zone as the default. DEFAULT LOCALE This setting is the default language that is displayed to the user when accessing SuccessFactors. For example, this field is always set to en_us unless a customer is implementing other languages. The three standard filter fields in SuccessFactors are Department, Division, and Location. These fields are displayed throughout SuccessFactors and used for filtering information within reports and permissions. Additional filter fields may be created by a SuccessFactors Consultant during your implementation. There are also 15 custom fields that can be used for other data you need to bring in to SuccessFactors. The Job Code field is optional and can be used to associate an individual with competencies. Job codes are assigned to employees and correspond to the job role that is set up within the system. Job roles can be associated with a set of competencies. Your PS Consultant will provide you with the.csv template. Rows 1 and 2 (System ID and Label, respectively) must be preserved, including all columns in the template. Row 2 labels can be renamed as desired during system configuration. The file format should be saved as a.csv file. Recommendation: Do not modify the data in the first two rows of the.csv file. The first row contains the system ID, or the system matching column header, and the second row contains the label associated with the system ID.

34 Exporting the Current Data A good rule to follow is to always export the current data from SuccessFactors before making changes. When exporting user data, you can specify additional export options (Figure 14). Figure 14. Export Users Options You can export a list of existing users in SuccessFactors in CSV or XML format. The most commonly selected format is CSV so you can easily modify the data in Microsoft Excel, for example. After you select the export format, you can: Specify Export Options Valid users only: Select to show only active users from SuccessFactors in the import file Short format: only system fields: Select this option to show only the required fields, omitting any empty or custom fields Note: Do not select Short format if you want to include user compensation data.

35 Specify File Language Format and Batch/Scheduled Processing Options Character Encoding: If you are using languages with specific character types (such as Chinese or Japanese), you can select the appropriate encoding type from the dropdown menu so the system can recognize the characters. Export as a batch process: Select this option if you have a large number of employees. It allows you to continue working in the system as the export is being run. You will receive a notification when the file is ready to download. Specify Compensation Data Updating Options Include User Compensation Data: Select this option to include compensation data about the employees in the export file. Selecting this provides additional options (Figure 15). Note: For more information regarding Compesation data, please attend the Compensation Administraton training session. Figure 15. Include User Compensation Data Export Option

36 Export the Current Data Log in to SuccessFactors, and select Admin from the Welcome drop-down menu. Under the Manage Employees section, click Update User Information. Click Employee Export. On the Export Users page, select the format you want to export your file.

37 Expand each section to specify additional file export options. Click Export User File. The data file processes and exports as a zip file. Select to open or save the file to your computer and click OK. Once the file is downloaded, you can open the file to make your changes and additions to the data. When you are finished, save the new data file as a.csv file. It is recommended that you save the new file with a new file name so you have the original data file as a backup.

38 Import New Data Note: If your company chooses to automate the upload process using FTP, all the step listed in this section related to file upload are handled by the FTP. The FTP may only be modified with assistance from SuccessFactors. Under the Manage Employees section, click Update User Information. Click Employee Import. Click Browse to locate and select your.csv import file.

39 Click Validate Import File to validate the data in the import file. Note: Always use this validation option first to validate all required fields, and then import the data. Specify the other settings for importing users: a. For any new users added to the import file, select the new user default password format option. b. Select whether or not to send a welcome to new users (that will include the new default password). Recommendation: Do not check this box. Finish the import process, verify the data imported is accurate, and then send a manual welcome notification to new users. If this box is not available for selection, then the main notification template for this message is turned off at the system level. c. Validate Manager and HR fields: Select to have the system check that each employee record is associated with a valid manager and HR representative when importing the file. d. Specify Form routing options: If there is a manager change in the import file, select what you would like to have happen to any existing performance management form in the system. e. Enforce Manager-only Implementation: Not typically selected. When selected, only managers are able to access SuccessFactors. Employees without direct reports will remain in the system and are able to be evaluated by managers, but will not be able to log in to SuccessFactors.

40 f. Specify File Language Format and User Restriction Options: If you are using languages with specific character types (such as Chinese or Japanese), you can select the appropriate encoding type from the drop-down menu so the system can recognize the characters. g. Specify Compensation form updating options: Select if you want to update the compensation data with the data in this file import. Click Import User File. Once the user data file has been imported successfully, your Import Users page updates with a confirmation message, and you receive an notification. The notification indicates the user import process status and any data errors/failures that you must resolve.

41 Managing Data Changes Using Admin Tools Links At any time, you can use the Admin Tools to make changes to user data directly in the system. For example, you may need to: Initiate manager changes and transfer forms from an old to a new manager Modify a user s status as Active or Inactive Change a user s name To manage user data, click Update User Information and select Manage Users (Figure 16). Figure 16. Admin Tools: Manage Users Using the Admin Tools links is recommended when you need to make quick one-off changes to user records, such as changing a user s status from Active to Inactive. Setting a user s record as Inactive freezes the user account in its current state, which means no changes can be made to the account. Before inactivating a user, make sure that the user forwards or completes all in-progress forms in the Inbox. Otherwise you will have to manually move forms to give other users access. Also, if the user is a manager, do a Manager Transfer

42 to forward in-progress forms to the new manager or to HR and reassign the manager s direct reports to a new manager. Note: For more information on Manager Transfers, please attend the Performance Management Administration Training.

43 Modify User Data Using Admin Tools Link Log in to SuccessFactors, and select Admin from the Welcome drop-down menu. Under the Manage Employees section, click Update User Information. Click Manage Users. By default, the Manage Users page displays all your existing active user records in the system. Click the link under the Name column corresponding to the user for whom you need to modify. Or, type the user s name in the Search for a user textbox at the top. To display inactive users, deselect the Show Active users only checkbox.

44 On the Edit User pop-up window, you can modify the user s information including the user s manager, his/her Active status, address, etc. Click Save. Note: If you modified the user s manager, a pop-up window displays verifying if you want to transfer the user s documents to the new manager. You have the option to re-route the documents. Remember that any changes made directly to the system using the Admin Tools links must be made to your data import file prior to uploading the data file again.

45 Some things to keep in mind when working with data in SuccessFactors: Data changes are managed using an import file or by manually making changes using Admin Tools links It is recommended that you use the import file whenever possible and to use the Admin Tools links for quick one-off changes only. Any changes made using the Admin Tools links must also be made to the import file before the file is uploaded again If an HRIS database is your source data, that database always takes precedence over changes you make manually in SuccessFactors. The next time you upload the user data file generated by the HRIS, any data changes you made in SuccessFactors are overwritten with the new data file. To avoid losing your changes, it is recommended that you communicate your updates to your HRIS database administrator to ensure the HRIS database has the correct information

46 Conclusion In this lesson, you were provided details on importing user data. You should now be able to: Import user data to SuccessFactors Add data to the system Export the current data from SuccessFactors Manage data changes using Admin Tools links

47 Knowledge Check 1. What are the two basic ways to add data to SuccessFactors? 2. True or false: When a user s status is modified from Active to Inactive, that user record is automatically deleted from the SuccessFactors system. 3. True or false: You can and should modify all column headers in the data import file template (.csv file), including the system ID and labels.

48 Lesson 4: RESET USER PASSWORDS In this lesson, you will be provided with detailed information on how to reset user passwords. Objectives Upon completion of this lesson, you will be able to: Reset user passwords Resetting User Passwords Users may click the Forgot Your Password? link on the login page to reset their forgotten password (Figure 17). Figure 17. Forgot Your Password Link: User Login Page However, users sometimes need help from admins to retrieve and/or reset forgotten passwords. Admins typically need to reset user passwords in non-single sign-on (SSO) instances of SuccessFactors. You can reset user passwords in one of several ways: Reset one or more employees password to a system-generated password Reset one employee s password to a specific new password Reset passwords for a specific group of users

49 Under the Manage Employees section, click Reset User Passwords (Figure 18) to start the process. Note: Instead of resetting a password, it s possible to send a User Welcome to communicate the existing password in this system. For more information, please see the Send User Welcome with Existing Password (No Password Reset Required) ) section. Figure 18. Manage Employees > Reset User Passwords Once the user password is reset, the users receive an notification with their temporary password 1. When the users next logs in, they will be prompted to change their password. Send User Welcome with Existing Password (No Password Reset Required) The Send User Welcome is another way for you to send forgotten passwords to users without having to reset the user password (if your company s password policy allows). Figure 19 shows the changes you can make to the user welcome to 1 Users receive this notification only if this template is turned on in Template Notification Settings.

50 send the user his/her forgotten password (using variables). The user receives his/her forgotten password and can log in to SuccessFactors without being forced to reset his/her password. Figure 19. Send User Welcome Forgotten Password

51 Reset Password for Individual User (with Supplied Password) Under the Manage Employees section, click Reset User Passwords. On the Resetting User Passwords page, click the Reset individual user password (with supplied password) link. Select and enter criteria to search for the user whose password you want to reset. Or, if you know the user s first name, last name, and/or username, enter it directly in the respective textbox. Click Search Users.

52 In the search results, select the user whose password you want to reset. Enter the new temporary password for the user in the New Password and Confirm Password textbox, complying with your password requirements. Note: The password must meet your company s password requirements. Click Reset User Password. Warning: Do not hit the Enter key after typing the password a second time. This will reset the screen and not save your changes. Important: To ensure that the user receives the notification with the new password, verify that Password Changed Notification is enabled. Alternately, you can manually send an to the user with his/her new temporary password.

53 Reset Password for Specific Group of Users Under the Manage Employees section, click Reset User Passwords. On the Resetting User Passwords page, click the Reset group of users passwords link. Select the employee group for which you want to reset the password. Select your filter options (by division, department, location, and/or group) from the respective drop-down menus. Click Reset User Passwords. After you complete this process, all users in the group will receive an notification with the new system-generated password. notifications must be turned on to use this feature.

54 Conclusion In this lesson, you were provided with detailed information on how to reset user passwords. You should now be able to: Reset user passwords

55 Knowledge Check 1. What are some ways you can use to reset user passwords?

56 Lesson 5: USER WELCOME In this lesson, you will be provided with detailed information on the user welcome . Objectives Upon completion of this lesson, you will be able to: Describe the User Welcome User Welcome Overview The User Welcome tool may be used to communicate with your SuccessFactors users. Most notifications in SuccessFactors are trigger-based. In other words, notifications are automatically generated and sent based on some event happening in the system, such as a form being created or a goal being deleted. The Send User Welcome option under the Manage Employees section on the Administrator Tools page is the only place where you can send an on-demand notification to your users. This message default is the Welcome Message that is sent (optionally) to new users when imported into the system. To access the user Welcome notification, click Send User Welcome in the Manage Employees section of Admin Tools (Figure 20). Figure 20. Manage Employees > Send User Welcome

57 The Send System Message Notification page displays. Typically, the notification would be customized, as shown in Figure 21. Note: The notification option is called Send User Welcome , but when you select it, you can modify the notification options to include the information you need to send to your users. Also, the default message may be modified within notification template settings. Figure 21. Send System Message Notification Each notification uses variable codes and can be customized for your company using the Notification Templates link or on send. It can be sent to individuals, groups, or the entire active user base. To send a system message to a particular user, click the Send system message by user link at the top of the page and then select your users below. You may initiate and send system messages as needed, while other notifications are automatically created and sent by the system based on specific events.

58 Conclusion In this lesson, you were provided with detailed information on the user welcome . You should now be able to: Describe the User Welcome

59 Knowledge Check 1. Describe the User Welcome tool. 2. True or false: The Send User Welcome option us the only place where you can send on-demand notifications to your users.

60 Lesson 6: RESET USER ACCOUNTS In this lesson, you will be provided with detailed information on resetting user accounts. This is not applicable if your company uses single sign-on. Objectives Upon completion of this lesson, you will be able to: Reset user accounts Reset User Accounts Overview Resetting user accounts is only applicable if your company s password policy setting is to allow your users a specific number of unsuccessful login attempts before locking their account. The system automatically locks the user account when the user exceeds the number of allowable unsuccessful login attempts. This means that once the account is locked, the user will not be able to log in again until an admin resets the account. When you reset an account, you re only reactivating the account so that the user can log in again; no other changes are made. Note: This is not applicable to companies using single sign-on.

61 Reset User Account Under the Manage Employees section, click Reset User Account. On the Resetting User Accounts page, select and enter search criteria to search for the user whose account you want to reset and click Search Users. In the search results list, check the box for the user whose account you want to reset. Click Reset Selected Users.

62 Conclusion In this lesson, you were provided with detailed information on the resetting user accounts. Remember, this is not applicable if your company uses single sign-on. You should now be able to: Reset user accounts

63 Knowledge Check 1. What happens when a user exceeds the number of allowable unsuccessful login attempts?

64 Lesson 7: CHANGE USER NOTIFICATIONS In this lesson, you will be provided with detailed information on modifying the notifications option for users. Objectives Upon completion of this lesson, you will be able to: Change user notifications Notifications Overview If your company s policy and settings allow, users may choose to not receive notifications from SuccessFactors by navigating to Options > Notifications (Figure 22). Figure 22. User Notification Options Note: This does not apply to system administrator s, such as the Employee Import Notification. Also, updates to Compensation ignore this setting. Users must keep in mind that by selecting No , they will not receive any notifications at all from the system. At times, users may forget they selected No in their Options and contact the admin about not receiving any notifications.

65 Change User Notifications Under the Manage Employees section, click Update User Information. Select Change User Notification. Search for the user. Listed users with a checked checkbox are currently receiving notifications; those with an un-checked checkbox are not.

66 Check the checkbox in the Notification column. Click Save The Setting to turn on notifications for the selected users. Conclusion This lesson provided detailed information on modifying the notifications option for users. You should now be able to: Change user notifications

67 Knowledge Check 1. True or false: Users must keep in mind that by selecting No , they will not receive any notifications at all from the system. This includes system administrator s, such as the Employee Import Notification.

68 Notes

69 Module 3: Security Administrators can set user permissions in SuccessFactors. In this module, you will learn about the various levels of security in SuccessFactors and how to administer permissions to your users. You will also learn about granting administrative privileges and managing proxies. Note: This module focuses on SuccessFactors standard permission model. See Role-Based Permissions for more information. This module includes three lessons: Lesson 8: Permissions Overview Lesson 9: Administrative Privileges Lesson 10: Proxy Management OBJECTIVES Upon completion of this module, you will be able to: Describe permissions in SuccessFactors Set default and individual user permissions Grant administrative privileges Identify users who can assign proxies Manage proxies

70 Lesson 8: PERMISSIONS In this lesson, you will be provided with detailed information on permissions in SuccessFactors, including default user permissions and individual user permissions. Objectives Upon completion of this lesson, you will be able to: Describe permissions in SuccessFactors Identify typical default user permissions Add and remove permissions Set individual user permissions Permissions Overview There are several different types of permissions in SuccessFactors. Permissions controlled by configuration include: Form section visibility Visibility of public versus private goals Permissions that are controlled administratively include: Goal plan access Reporting Administration To set your user permissions, open the Administration Tools page and locate the Set User Permissions option in the Manage Employees section (Figure 23). Some module-specific permissions are found within their module link in Admin Tools and not under Set User Permissions.

71 Figure 23. Administration Tools: Set User Permissions Permissions that are controlled administratively may be managed using default user permissions or individual permissions. Default User Permissions Default user permissions apply to everybody in your company. All current and future SuccessFactors users with active accounts are members of the Default User group. The Default User group is the one group to which every active user must belong to be able to log in to SuccessFactors. This group was defined when your system was implemented and all active users are automatically included as members of this group. Most of the time, you do not need to do anything to add users to the Default User group. The ability to log in and view the Home page is automatically granted as a default user permission.

72 If you want users to have additional privileges, for example to see their Goal Plans, you must grant additional default user permissions. The default permissions you grant affects all current and future employees, so make sure you grant only those features you want everyone to access 2. Everyone in your system will be affected by what you set under default user permissions. To see the default user permissions options, click Set User Permissions and select Default User Permissions. Figure 24. Default User Permissions Option Important! Most of these settings are set during configuration and are not likely to need any modification post Go Live. On the Default User Permission Setting page, you will notice that most checkboxes are not checked. Since this is the default setting for permissions, anything selected is the default and will be provided for all of your users: Anything turned on/off here is turned on/off for everyone Anything set here overrides individual settings 2 With the exception of reports, which only display to people with a line of sight managers and above or anyone with detailed reporting rights, for instance.

73 Figure 25. Default User Permission Setting Page Some typical default user permissions include permission to: Create notes View goal plans Run reports To revoke a permission you granted as default user permissions, you must revoke them from the Default User Permissions Settings page; you are not able to revoke these permissions from other Administrator Tools pages. After you make all your changes to the default user permission settings, you must scroll to the bottom of the page and click Save Settings.

74 Individual Permissions You can set permissions for individual users above and beyond the default user permissions, including: Administrative privileges Ad-hoc, spreadsheet, and classic reports Human resources permissions Permission to create forms Module-specific permissions for Calibration, Succession, Recruiting, etc. Individual permissions are typically granted to system admins and/or as HR personnel. Table 4 provides the recommended additional privileges for system administrators and HR personnel. Table 4. Recommended Privileges for System Administrators and HR Personnel Recommended Privileges System Administrators Administrative privileges Access to classic reports, spreadsheet reports, ad-hoc reports and spotlight view reports Optional: Proxy management HR Personnel Human Resources privileges (relevant only if HR is part of a performance form workflow [route map]): Displays an additional HR inbox where they can: o Approve multiple forms at once o Approve a single form o Sort forms by due date o View or work on a single form Access to classic reports, spreadsheet reports, ad-hoc reports and spotlight view reports Optional: Proxy management Note: Settings set under default user permissions override any individual permissions you may set. If you do not intend for every user in the system to have a particular permission setting, do not set that as default. Instead, set that particular permission as an individual permission setting for the specific user group.

75 Conclusion This lesson provided you with detailed information on permissions in SuccessFactors, including default user permissions and individual user permissions. You should now be able to: Describe permissions in SuccessFactors Identify typical default user permissions Add and remove permissions Set individual user permissions

76 Knowledge Check 1. What are three examples of administratively-controlled permissions? 2. Describe the difference between Default user permissions and Individual user permissions.

77 Lesson 9: ADMINISTRATIVE PRIVILEGES In this lesson, you will be provided with detailed information on granting full and partial administrative privileges in SuccessFactors. Objectives Upon completion of this lesson, you will be able to: Grant administrative privileges Grant Administrative Privileges You can grant employees access to all or some of the administrative features by granting full or partial administrative privileges. For example, if your company has remote offices, you can allow a regional on-site manager to reset employee passwords. Administrative privileges are divided into groups of functional tasks. Each permission group comprises individual administrative permissions. You can grant administrative privileges for the entire group of permissions to multiple employees, and then refine the permissions by revoking individual permissions. Recommendation: We recommend that you strictly limit the number of administrators with full permissions; however, having at least two administrators with full administrative permissions ensures you will always have a backup administrator.

78 Employees with any administrative privileges will have the Admin option in the Welcome message drop-down menu (Figure 26). The Administrator Tools page show links only to the administrative features for which the employee has permission. Remember, you can only access pages which you have permission to access. Figure 26. Admin Option Administrative privileges are separated into groups. You can grant all privileges from the group or expand the group and select individual privileges from each group to assign. Permissions groups include: Manage Users Managing Documents Manage Security Dashboards/Reports Form Template Administration Manage Objectives Managing Competencies and Skills Manage Objective Execution Managing Question Library Managing Recruiting System Properties Managing Development Position Management Manage Calibration Compensation Administration API Tools Variable Pay Administration

79 Grant Full Administrative Privileges Under the Manage Employees section, click Set User Permissions. Click Administrative Privileges. Verify the Manage administrative security through individual users option is selected at the top of the screen. Search for the user whose permission you want to define.

80 In the search results, check the box next to the name of the user you want to grant full administrative privileges. In the Permission area, check the boxes to add the respective permission. Click Save Admin Permission for Selected Users to save your settings.

81 Grant Partial Administrative Privileges Under the Manage Employees section, click Set User Permissions. Click Administrative Privileges. Verify the Manage administrative security through individual users option is selected at the top of the screen. Click the group name to display all options. For example, click Manage Users to display all administrative privilege options. Check or clear checkboxes for each permission.

82 Click the group name again to hide the detailed display. Note the checkbox indicators as follows: indicates no permission from the permission group is granted. indicates partial permission from the permission group is granted. indicates full permission from the permission group is granted. Click Save Admin Permission for Selected Users. Note: It is possible to restrict the target group that an administrator may act on using a feature called Administrative Domains or Distributed Admin, which is covered in the Advanced Administration workshop. Administrative Domains may be applicable for administrators when you want to limit the population on which an administrator can act. For example, you can set your administrators in Asia to act only on users in Asia.

83 Conclusion In this lesson, you were provided with detailed information on granting full and partial administrative privileges in SuccessFactors. You should now be able to: Grant full and partial administrative privileges

84 Knowledge Check 1. True or false: It is recommend that you identify as many administrators as possible with full permissions so that any admin may be able to make changes at any time.

85 Lesson 10: PROXY MANAGEMENT In this lesson, you will be provided with detailed information on managing proxies in SuccessFactors. Objectives Upon completion of this lesson, you will be able to: Describe the proxy feature in SuccessFactors Identify those who can assign proxies Assign proxies Look up existing proxy assignments Proxy Overview The proxy feature allows an administrator to authorize an employee to work in another user s account. Assigning a proxy grants an employee access to another employee s account. For example, if an employee will be unavailable or absent when a form is due, a proxy can be assigned to complete the form on his/her behalf. Additionally, proxy is used heavily by administrators during the testing phase for a new process cycle. This allows an administrator to view how their changes impact forms, users, and views by switching to other user accounts without logging in and out. Note: This proxy is separate from the proxy set in the SuccessFactors Learning Management System (LMS). For more information on the proxy in the LMS, refer to the LMS training. The proxy is the employee acting on someone s behalf; the account holder is the employee on whose behalf the proxy is

86 acting. For instance, John will be on vacation and assigns Sarah to act on his behalf. John is the account holder and Sarah is the proxy. One or more proxies can be assigned to a single account, and one employee can be assigned as a proxy for several accounts. The proxy will be able to open, view, edit, and send any item in the account as if he/she were that account holder. The audit trail that automatically accompanies any action taken in SuccessFactors will clearly state that the action was taken by the proxy. (Audit trails are found within each module. For instance, an audit trail of actions taken within a performance form is found within the form itself. To manage proxies, click Proxy Management under the Manage Employees section (Figure 27). Figure 27. Proxy Management Several key points about proxy access: The proxy remains assigned to an account until you or the account holder removes the proxy If you are using the proxy import tool, the proxy user will have access to everything except private goals unless otherwise specified. Note: Additional details on the proxy import tool are discussed in the Advanced Admin training.

87 Who Can Assign Proxies Both administrators (with proxy management rights) and all employees (if company settings allow) can assign proxies. Typically, however, only administrators can control proxy assignments. As an administrator, you can assign and remove proxies for any account, and you can allow other employees to assign proxies through Company Settings. Employees will not be able to assign proxies, even to their own accounts, unless permitted to do so in Company Settings. All employees, if allowed under Company Settings, may assign proxies for their own account only. How to Assign Proxies You can assign individual proxies (assign one proxy at a time) or assign multiple proxies at once. When assigning proxies, there are a few things you need to consider: The proxy will be able to open, view, edit, and send any item in the account holder s account You can specify whether the proxy has access to the account holder s private goals If multiple proxies are assigned to an account, all proxies can edit data at the same time: in this case, the changes of the last proxy to save the document overwrite changes of all other proxies A proxy remains assigned to an account until you or the account holder removes him/her

88 The audit trail that automatically accompanies any action taken in SuccessFactors will clearly indicate that the action was taken by a proxy If using the Proxy Import, the proxy user will have access to everything except private goals unless otherwise specified To start the process of assigning an individual proxy, click Proxy Management in the Manage Employees section of Administrator Tools. At the top of the Proxy Management page, you need to identify the proxy and the account holder and then click Save to grant the appropriate proxy rights (Figure 28). Figure 28. Proxy Management: Make Assignments

89 Assign Individual Proxy Under the Manage Employees section, click Proxy Management. Enter the user name of the person you want to act as the proxy, or click Find User to search for the proxy s user name. Enter the name of the account holder that the proxy will act on behalf of, or click Find User to search for the account holder s user name. If you want to grant the proxy right to all the modules and tabs, check the All Modules checkbox. Or Check the respective checkbox for each module/tab you want to grant the proxy rights to. Click Save. Click OK to confirm your settings.

90 Look Up Existing Assignments Once you have your proxy set up, you can also use the Proxy Management page to find existing assignments (Figure 29). Figure 29. Look Up Existing Assignments You can find proxy assignments: By Account holder: Use this option to find out who can act as a proxy for a specific account holder By Proxy: Use this option to find the accounts for which an employee can act as a proxy By running the Security Permission reports Enter the user name in the textbox and click the respective search button. For example, to find the proxy for Carla Grant, the account holder, enter Carla s user name in the textbox and click Search for Proxy (Figure 30).

91 Figure 30. Look Up Proxy for Account Holder This is also where you need to go in order to remove proxies for an account holder. Check the checkbox next to the proxy to remove and click Delete.

92 Look Up and Remove Existing Proxies for an Account Holder Under the Manage Employees section, click Proxy Management. Enter the user name of the account holder for whom you want to find proxies. Click Search for Proxy. View the list of proxies for the selected account holder. Check the box next to the proxy to remove. Click Delete. Click Save Proxy Settings at the bottom of the page.

93 Run and Access Security Permission Report Under the Manage Employees section, click Set User Permissions. Select Security Permission Reports. Check the boxes of the audits you want to review. Note: You must run Administrative privileges separately from others. Check the box next to the permission report to run. In this case, select Proxy Management. Click Submit. A confirmation displays at the bottom of the page. To access the report, select Analytics from the Home drop-down menu.

94 Select the Reporting tab at the top of the page. Select Scheduled Reports from the left menu. Note: The administrator must have reports access in order to access the Scheduled Reports area. This can be granted either automatically by the default permissions if the admin has some type of reporting Line of Sight (i.e., Manager or HR) or by granting individual permission for the admin user account.

95 Conclusion In this lesson, you will be provided with detailed information managing proxies in SuccessFactors. You should now be able to: Describe the proxy feature in SuccessFactors Identify those who can assign proxies Assign proxies Look up existing proxy assignments

96 Knowledge Check 1. What is a proxy and what is a proxy able to do? 2. True or false No more than one proxy can be identified for an account holder at a time.

97 Module 4: Company Settings There are a number of settings you can turn on and off for all users on the system. In this module, you will learn how to configure your SuccessFactors instance with company-specific details including logo, color scheme, text for forms, and the Welcome portlet. This module includes seven lessons: Lesson 11: Company System and Logo Settings Lesson 12: Password Policy Settings (n/a for SSO) Lesson 13: Notification Templates Settings Lesson 14: Text Replacement and Company Dictionary Lesson 15: To-Dos List Lesson 16: Customize the Welcome Portlet Lesson 17: Resources OBJECTIVES Upon completion of this module, you will be able to: Configure company system and logo settings Set password policy settings (not applicable for single sign-on) Modify notifications Determine the colors and look of your SuccessFactors pages

98 Replace text/words that display on forms Add words to the company dictionary Manage the To-Dos List Customize the Welcome portlet

99 Lesson 11: COMPANY SYSTEM AND LOGO SETTINGS In this lesson, you will be provided with detailed information on company system and logo settings in SuccessFactors. Objectives Upon completion of this lesson, you will be able to: Add your company logo Manage the colors and look of your SuccessFactors pages Integrate SuccessFactors with Outlook calendar Allow managers to access a document s revision history Enable HTML notifications Enable the enhanced writing assistant UI Disable proxy access for users without proxy rights Show photos in the organization chart Configure company-wide settings Show SuccessFactors provided content on your companyspecific login page Company System and Logo Settings Overview You can configure your instance of SuccessFactors with your company system and logo. To access the settings page, click Company Settings under the Company Processes & Cycles section of the Administrator Tools page and select Company System and Logo Settings (Figure 31).

100 Figure 31. Company System and Logo Settings On the Company System and Logo Settings page (Figure 32), you can make your various system configurations. Figure 32. Company Logo/Company System Setting Page

101 Add Your Company Logo You can set your SuccessFactors instance to display your company logo on the login page and at the top of each form. Your logo must be posted on a Web server for access. We recommend that you have your logo hosted on SuccessFactors servers to ensure a secure and consistent environment; however you can reference a logo from any Web server open to the public. Note: It is possible your logo was posted as part of the implementation Contact Customer Success to help you determine the best place to reference your company logo based on your business needs For best results, we recommend your logo be prepared as follows: File format: Transparent GIF Dimensions: Pixels: 170 wide x 60 high Color mode: RGB Figure 33. Add Company Logo

102 Add Company Logo Under the Company Processes & Cycles section, click Company Settings. Select Company System and Logo Settings. In the URL of the Company Logo field, enter the absolute URL of your logo file. For example, Click Set Company Logo URL. Note: To verify the change, log out of SuccessFactors, then log back in. You may have to close, then open a new browser window to see the change. Return to Company System and Logo Settings.

103 Theme Manager Themes determine the colors and look of your SuccessFactors pages. Click Company Settings and select Theme Manager (Figure 34). Figure 34. Company Settings > Theme Manager The Theme Manager lists all of your themes (Figure 35). The theme marked as Viewable is the one that s currently shown to your employees. You can change themes as often as you like. Click Apply to save your changes. Figure 35. Manage Themes Page

104 Create New Theme Under the Company Processes & Cycles section, click Company Settings. Select Theme Manager. Click Create a new theme. Enter a name for the new theme. Enter a description for the theme.

105 Select an option from the Load a base theme drop-down menu. Click Yes to continue. Click Save. Click Try it out to change the theme of your instance. Click Revert to revert back to the previous theme of your SuccessFactors instance.

106 Integrate with Outlook Calendar When you integrate SuccessFactors with the Outlook Calendar, it allows users to add reminders associated with goals and forms to their Outlook calendar. Note: Currently, only Outlook integration is supported. You may try it with other mail and calendar programs, but if it doesn t work as expected, you should turn it off. When this option is turned on, the Outlook Calendar icon displays in the Action column of each goal and in the toolbar of each form (Figure 36). Figure 36. Outlook Icon in Goal Action Column and in Form Toolbar When you click the Add to Outlook icon, the File Download popup window displays (Figure 37). Click OK to start the new Outlook reminder.

107 Figure 37. File Download Pop-up Window In the Outlook appointment window (Figure 38), the start and end times are based on the due date of the goal/form. Edit the details of the appointment as needed and add a reminder alarm if necessary. Click Save & Close to save and close the reminder and add it to your Outlook calendar. Figure 38. Outlook Appointment

108 Allow Manager Access to a Document s Revision History As forms are modified and moved through the workflow in SuccessFactors, an audit trail is created. With this option selected, only the manager can view the FULL history of changes of the form, and employees are only able to see the history of their own changes. To allow the employee (and others) to view the full audit history, another Company Setting must be selected. Click Company Settings and select Company Setting and Logo Settings. Locate the Everyone can access the revision history of the document option and verify the checkbox is checked to set the system to allow all employees access to a document s revision history (Figure 39). Then, scroll to the bottom of the page and click Save Company System Setting to save your changes. Figure 39. Allow Access to Document Revision History Enable HTML Notifications Enabling HTML notifications allows SuccessFactors to send formatted messages to users. This message is also sent in Plain Text so it can be read by mobile users or by users who have not allowed HTML messages. To enable HTML notifications, verify the Enable HTML notifications checkbox is checked.

109 Enable the Enhanced Writing Assistant UI The enhanced writing assistant UI setting is typically turned on by default for all users. This is a tool in SuccessFactors that assists users with helpful text that could be placed in the review form (Figure 40). Note: V10 is a previous version of SuccessFactors and the enhanced Writing Assistant is available to those still using this version Figure 40. Enhanced Writing Assistant

110 Disable Proxy Access for Users without Proxy Rights Earlier in this session, we discussed proxy management and that the vast majority of companies set the admins as the only ones who can grant proxy rights. In other words, users are not enables to assign their own proxies; however, there may be a few cases when users would be required to assign their own proxies. If your company chooses to only let administrators make proxy assignments, this option should be selected. If you wish to allow users to assign their own proxies, leave this unchecked. That is, users will be able to assign their own proxies. Show Photos in the Organization Chart If you check the Show photo in org chart checkbox, then images can be displayed in the organization chart (Figure 41). Figure 41. Photos in Org Chart

111 Configure Company-wide Settings This option allows a company-wide setting on whether users will receive notifications. If the checkbox is checked, then all users will receive on all workflow related process. That is, selecting this option prevents users from choosing whether or not they receive notifications from SuccessFactors. If not checked, then each user has an option to turn notifications on or off (Figure 42). Figure 42. Option for Company-wide Setting Show SuccessFactors Provided Content on your Company-specific Login Page When this option is selected (Figure 43), you will see SuccessFactors content on your login page. If this option is not selected, you see your logo and SuccessFactors content is removed. Figure 43. Option to Show SuccessFactors Content on Login Page Option

112 Set Company System Settings Under the Company Processes & Cycles section, click Company Settings. Select Company System and Logo Settings. Verify the following settings are turned on: Outlook integration Manager can access document revision history HTML notifications Enhanced writing assistant UI Verify the following settings are turned off: Everyone s access to document revision history Display writing assistant with emoticons Show photo in org chart Turn off SuccessFactors provided content on the login page. Click Save Company System Setting.

113 Log out of SuccessFactors to see the login page. To compare, log back in to SuccessFactors and turn on SuccessFactors provided content on the login page. Click Save Company System Setting. Log out of SuccessFactors to see the difference on the login page.

114 Conclusion This lesson provided detailed information on company system and logo settings in SuccessFactors. You should now be able to: Add your company logo Integrate SuccessFactors with Outlook calendar Allow managers to access a document s revision history Enable HTML notifications Enable the enhanced writing assistant UI Disable proxy access for users without proxy rights Show photos in the organization chart Configure company-wide settings Show SuccessFactors provided content on your companyspecific login page

115 Knowledge Check 1. Describe the writing assistant UI setting. 2. For best results, what are the recommendations on how to prepare your logo file?

116 Lesson 12: PASSWORD POLICY SETTINGS (N/A FOR SSO) In this lesson, you will be provided with detailed information on password policy settings in SuccessFactors. Note: Password policy settings do not apply to customers who use single signon (SSO). SuccessFactors provides many types of single sign-on methods. If you choose to implement using SSO, please discuss with your Professional Services Consultant. Objectives Upon completion of this lesson, you will be able to: Set your company s password policy settings in SuccessFactors Password Policy Settings Overview If your company does not utilize SSO, your users are required to enter their user name and password credentials each time they log in to SuccessFactors. Password policies are typically set in conjunction with your company s IT group to ensure requirements are met. To access the Password Policy Settings page, click Company Settings under the Company Processes & Cycles section and select Password Policy Settings (Figure 44). Figure 44. Password Policy Settings Option

117 The settings on the Password Policy Settings page (Figure 45) apply to all employees logging in to SuccessFactors. On this page, you can set minimum and maximum password length, password age, maximum of unsuccessful login attempts before being locked out, and the forget password feature for users. After you make your changes, scroll to the bottom of the page and click Set Password Policy to save. Figure 45. Password Policy Settings

118 To set the number of allowable failed login attempts, locate the Maximum Successive Failed Login Attempts setting and enter the number of allowable failed login attempts in the textbox. Click Set Password Policy to save your setting (Figure 46). Enter zero (0) to disable this option. Figure 46. Password Policy Settings: Maximum Successive Failed Login Attempts

119 Conclusion In this lesson, you will be provided with detailed information on password policy settings in SuccessFactors. You should now be able to: Set your company s password policy settings in SuccessFactors Keep in mind that password policy settings do not apply to customers who use single sign-on (SSO). SuccessFactors provides many types of single sign-on methods. If you choose to implement using SSO, please discuss with your Professional Services Consultant.

120 Knowledge Check 1. List some settings you can set on the Password Policy Settings page.

121 Lesson 13: NOTIFICATION TEMPLATES SETTINGS In this lesson, you will be provided with detailed information on notification templates. Objectives Upon completion of this lesson, you will be able to: Turn on/off specific notifications Customize notification templates Notification Templates Overview As previously mentioned, the vast majority of the notifications sent from SuccessFactors are trigger-based. That is, they are automatically sent to employees every time a specified event or change occurs. The one exception is the User Welcome notification. Admins navigate to the Notification Templates page to set the content of the templates. SuccessFactors provides the text for all notifications in templates that you may use. You can modify the text of many, but not all, templates. For example, you can modify the content of late notices, but not the content of system progress notifications.

122 Turn Specific Notifications On/Off Under the Company Processes & Cycles section, click Company Settings. Click Notification Templates Settings. Select the checkbox(es) next to the notifications you wish to turn on. De-select (un-check) the checkbox(es) next to the notifications you wish to turn off. Scroll down to the bottom of the list and click Save Notification Settings.

123 Customize Notification Templates From the list of notification templates, search for and locate the notification you want to set. Click the notification title link. In this example, click Document Creation Notification. Scroll down to the bottom of the page to the customize . Note: The content of the selected notification displays at the bottom or right side of the page.

124 Change the content of the Type your text in the Subject field; you can use variables The Subject field must contain text, it can't be blank Type your text in the Body field; you can use variables Note: notification text should always be general as it is not step specific. Click Save Changes.

125 Conclusion This lesson provided information on notification templates. You should now be able to: Turn on/off specific notifications Customize notification templates

126 Lesson 14: TEXT REPLACEMENT AND COMPANY DICTIONARY In this lesson, you will be provided with detailed information on the text replacement tool and company dictionary in SuccessFactors. Objectives Upon completion of this lesson, you will be able to: Configure replacement text for system default text Update and modify terms in the company dictionary Text Replacement Overview Depending on your company's culture, you may have companyspecific and preferred terms for some of the words used in SuccessFactors, such as Reject and Employee. These words display on goal plans, forms, and in the instructions for routing forms. You can replace these words with terms that are more familiar to your users or your company culture. Under the Company Processes & Cycles section, click Company Settings and select Text Replacement (Figure 47). Figure 47. Text Replacement

127 Notice the multiple versions of the same word. That is because the system must capture all possible versions (present tense, past tense, singular, plural, etc.) of the text in order to properly replace all instances of the text. Make sure you enter the appropriate version of the text to be replaced in the Replace With Text field. Leave the text field blank to use the default text. When you are finished replacing text, click Save.

128 Replace Text Under the Company Processes & Cycles section, click Company Settings. Select Text Replacement. Modify all instances of Manager to Supervisor. Note: Watch the case and replace both, such as Reject with Decline, and reject with decline Modify all instances of Reject to Send Back for Edits. Click Save.

129 Company Dictionary Overview The Company Dictionary allows you to add words that are particular to your company, such as your company name, names of your company s products, and other specific terms. When you run the system spell checker (if the spell checker function is turned on in your instance), those terms will not be flagged as incorrect. You can add and/or remove words one at a time or in bulk using a text file. Under the Company Processes & Cycles section, click Company Settings and select Company Dictionary (Figure 48). Figure 48. Manage Company Dictionary You can also add/remove words from your company dictionary in bulk. Download your Company Dictionary file, modify the words included in the dictionary, and then import the updated file. In addition to the Company Dictionary, SuccessFactors also has a Legal Scan Library to which you can also add terms. This tool accompanies the spell checker and checks text for any potentially offensive language. Any questionable language will be flagged, not replaced.

130 Update Company Dictionary Under the Company Processes & Cycles section, click Company Settings. Select Company Dictionary. Select the Add or Remove a Word radio button. Add the following terms to the dictionary: SuccessFactors BizX Click Add. Click Done.

131 Download Your Company Dictionary Access the Manage Company Dictionary page and click the Download Company Dictionary File radio button. Click Download. Select to open or save the file: If you open the file directly from the export/extract, it displays in Notepad If you save the file, you can open it from Word or Notepad Extract the document from the zip file. If you simply wish to review the contents of your dictionary, stop here. To make changes to your Dictionary file, continue with the next step. Make any changes to the file. When adding, remember to add both the plural and possessive forms of the entry where appropriate. Save the file as a.txt (plain text) file.

132 Import Your Company Dictionary Access the Manage Company Dictionary page. Click the Import a word list(words separated by newlines) File radio button. Click Browse to locate the.txt file. Click Import. A confirmation message displays.

133 Legal Scan Library Under the Company Processes & Cycles section, click Company Settings. Select Legal Scan Library. Select your locale from the drop-down menu.

134 Enter your text in the Your Text field. Click Search to verify the term entered is/is not currently in the legal library. If not, enter your suggestions into the Suggestions text field. Click Save entire form.

135 Conclusion In this lesson, you were provided with detailed information on the text replacement tool and company dictionary in SuccessFactors. You should now be able to: Configure replacement text for system default text Update and modify terms in the company dictionary

136 Knowledge Check 1. Describe the Company Dictionary and its function.

137 Lesson 15: TO-DOS LIST In this lesson, you will be provided with information on the To-Dos List and how to add supplemental to-dos to the list. Objectives Upon completion of this lesson, you will be able to: Describe the To-Dos List Add additional items to the To-Dos List To-Dos List Overview All users who log in to SuccessFactors land on the Home page, which displays the system Welcome message and the users To- Dos list. When logging in as an admin, however, some admin-only options also display on the Home page, such as To-Do Admin and the edit Welcome message icon (Figure 49). Figure 49. Home Page: Additional Admin Options

138 Let s take a look at the To-Dos list. To-Dos list items come from two sources: Form route map steps and supplemental items added by the administrator. To-Dos list shows tasks as follows: Pending tasks starting a certain time before they are due (configurable) Completed within the last specific number of days (configurable) All tasks without due dates As an admin, you can also add supplemental To-Dos to the list. Click To-Do Admin to display the To-Do List Manager page (Figure 50). Figure 50. To-Do List Manager

139 Add Supplemental To-Dos to List Log in to SuccessFactors. Verify you are on the Home page. Click the To-Do Admin link located to the right side of the To-Dos List table header row. If necessary, click Create List. If a new list is not necessary, click the link of an existing list from the List Name table and skip to step 7. In the List Name field, type the name for the template. This name is for your reference only and not visible to users. In the Tasks row, click Add. Select an option from the Category drop-down menu. In the To-Do Item field, type the name of the task. This is the name that users see in the To-Dos list. For the task to display in a language other than US English, type the task name in that language.

140 (Optional) Specify a due date for the task. Tasks display in the To-Dos list even if you don't specify a due date. Click Save.

141 Conclusion You were provided with information on the To-Dos List and how to add supplemental to-dos to the list. You should now be able to: Describe the To-Dos List Add additional items to the To-Dos List

142 Knowledge Check 1. What are the four ways in which tasks are shown on the To-Dos list?

143 Lesson 16: CUSTOMIZE THE WELCOME PORTLET In this lesson, you will be provided with information customizing the Welcome portlet. Objectives Upon completion of this lesson, you will be able to: Describe the Welcome portlet Configure the Welcome portlet Access SuccessFactors Resources Welcome Portlet Overview The Welcome portlet, located to the right of the To-Dos list on the Home Page, may be used for notices and communications. It may be customized at any time, but it cannot be customized by department or region all employees see the same Welcome portlet (Figure 51).

144 Figure 51. Welcome Portlet

145 To configure the Welcome portlet: 1. Click the edit icon ( ) to display the edit page (Figure 52). Figure 52. Edit Welcome Portlet 2. (Optional) To edit the page in a language other than US English, select the language from the Change Language drop-down menu. 3. Do one of the following: Select the text you want and replace it with new text Select the text and click one of the format toolbar buttons 4. Click Done.

146 Add a Link to Welcome Portlet Log in to SuccessFactors. Click the edit Welcome portlet icon. Select the text or image you want to link. Click the Link icon ( ). In the URL field, type the full URL of the link.

147 Select the type that matches the URL you want to use from the Type drop-down menu. (Optional) Select the Target tab. To open the link in a new window, select New Window (_blank). Click OK. Click Done.

148 Resources The Resources option can be found in the Company Info section. Select Company Info from the Home drop-down menu (Figure 53). Figure 53. Company Info > Resources Similar to how you edit the Welcome portlet, click the edit icon to edit the content for Resources.