2274066 - How to use Name Format functionality in Employee Central

• What is Name Format functionality?
• How do we enable Name Format?
• How do we use Name Format?

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP SuccessFactors Employee Central

In many countries, the convention followed for displaying names or using them in legal documents differ.

Though most countries follow [FIRSTNAME] [LASTNAME], other countries or companies may require to customize and change this naming convention in order to comply with internal requirements or legal obligations for Name Formatting.

You can configure employee names that can be displayed consistently across SAP SuccessFactors HXM Suite. Employees' chosen names are displayed in all interactions where a legal name isn’t required, while administrators and HRBPs can also access a person’s legal name whenever needed.

For details check the documentation on Help Portal in Enabling the Adoption of General Display Name.

Quick Guide: 

• The setting Enable adoption of General Display Name in Admin Center Company System and Logo Settings is automatically on and cannot be disabled.
• A standard element, displayName, is used to store General Display Name. This element is always readable. Please note that it can't be seen or configured in the Succession Data Model, nor can it be modified in Manage Business Configuration.
• Initially, if you haven't defined and configured any name format for General Display Name, the field is prepopulated with full name. Full name is a combination of first name, middle name, and last name. Its name format is determined by the default locale. If an employee has no full name, the value Unknown is populated.
• For Employee Central customers, the data is updated by HRIS Sync. If Employee Central is NOT enabled in your instance, you can update General Display Name using Employee Import. We do NOT recommend Employee Central customers to update the field value through import, because the updates will be overwritten by HRIS sync or when you refresh the general display name. For more information about choosing a proper tool for updating user data, refer to the Related Information.

Steps to setup and use Name Format functionality:

• 

 Procedure

1. Defining a Name Format.
2. Choose from the below two methods to configure the name format.
   • Configuring the Name Format for Legal Entities
   • Configuring the Name Format for People Profile
3. Decide whether to enable the Admin Center  Company System and Logo Settings  Enable the name format selected in Configure People Profile to apply globally option if you've configured a name format for People Profile.
   • Enable the option if you expect to have a global name format for all legal entities.
   • Don't enable the option if you need to configure different name formats for different legal entities

If enabling Name format for the first time:

1. Go to Admin Center, and search for "Configure Object Definitions" and search.
2. In the Search field, select Object Definition, and in the adjacent field, select Legal Entity;
3. On the right hand side of the screen, on the Take Action menu, select Make Correction;
4. Create a new association with the details highlighted in the screenshot below, then select Save;

Creating a Name Format:

1. Admin Tools -> Manage Data;
2. Create New -> Name Format;
3. Fill in required fields and click save.
   
   
   
   

Assigning Name Format to Legal Entity:

1. Admin Center -> Manage Data;
2. Select the Legal Entity to which the Name Format should be assigned;
3. Select the Name Format created earlier from the drop-down and save.

 

Name Format Functionality in Personal Info Portlet:

1. In Admin Center, go to Manage Business Configuration > HRIS Elements > personalInfo;
2. In the HRIS Fields section, add the name-format-code field. Set the visibility of the field to Edit. You can also set the visibility to View. Then, the employees can only view the name format code, but aren't able to change it to another one;
3. In Admin Center, go to Manage Permission Roles. Under User Permissions > Employee Central Effective Dated Entities, grant users the read and edit permissions to Name Format Code;
4. The Name Format Code field is shown on the Employee Profile. The employees can use the field to specify a name format or change the previously assigned name format.
5. Once you select Name Format, it will change formal-name information.

• If no Name format is assigned to the legal entity then the default formal name is used: ["First Name + Middle Name + Last Name"].
• If individual user wants to override the name format and does not want to use from Legal Entity Name Format, then user can edit the name he wants into "Formal Name" field directly and user input will be honoured.

Name Format during New Hire:

• If the user is hired into a Legal Entity, the Name for the Legal Entity is honoured.

Name Format during Import:

• Name Formatting default will be used since legal entity is not available during personal info import.

There are two types of name formats:

• Custom and Standard, as described in Handbook: Enable Name Format - "If a Name Format is selected in toNameFormatGO, it will automatically be enabled in Name Format for Legal Entity by the migration of the release 1H2021.After the migration the customer can either leave both associations in the system, or delete the customized association toNameFormatGO from the foundation object. If both associations are configured, the Name Format Code will first check the Name Format for Legal Entity to use for display. If this is empty, the customized toNameFormatGO will be displayed."

About Formal Name (ID: formal-name):

• If field value is not correct in Profile, you need to delete current value (leave it blank) and save change again.

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

A) Guide: Managing User Information                                                                                                                                                   

 Chapter: Configuring General Display Name

Also

• Important Notes About General Display Name Adoption
• Defining a Name Format
• Configuring the Name Format for Legal Entities
• Refreshing General Display Name

• 2297189 - Name Format: Where in the UI is Name Format Respected?
• 2295729 - Name Format: Changing the Name Format Assigned to Legal Entity will not dynamically update Formal Name for Employees
• 2317335 - Name Format support in Employee Profile and User Directory - Employee Profile
• 2317347 - How to enable Name format for People profile and Directory Search

Name Format, formal-name, Employee Central, EC, People Search, Search, PP3, People Profile, v12, Revolution, Public Profile, Org Chart, Formal Name, Personal Information, personalInfo, Name, Header, Employee Profile, Format, Edit, Display, Correct, Enable adoption of General Display Name, Defining a Name Format, Configuring the Name Format for People Profile, Refreshing General Display Name, Managing User Information   , KBA , LOD-SF-EC-PER-PRS , Personal Info - Config, Rules, RBP, UI , LOD-SF-EC , Employee Central , LOD-SF-EC-PER , Person Data (All Person Data Types) , How To

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Suite all versions