SAP Knowledge Base Article - Public

2298105 - How to generate user login data report

Symptom

  • Generate a report to fetch statistical user logon data in BizX
  • Retrieve user logon count in BizX
  • How to know who is logging in our instance?
  • How to audit who has logged in our system?
  • How to add Date and timestamp for date fields in user login report?

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

Environment

SAP SuccessFactors HCM suite

Resolution

IMPORTANT: Starting 2H 2024 release, SAP recommendation to customers is to use general audit for more detailed login information. Reference Guide is Managing General Audit | SAP Help Portal and User Login Now Added in General Audit.

  1. Access your SuccessFactors instance.
  2. From the dropdown menu, navigate to Reporting to access Report Center
  3. Click New to create a new report for Login Data.
  4. Select the type of report. (In this case Table).
  5. Select Login Data and click Select to start configuring the report.

 

6. Configure the report options, i.e., General Info, People, and Columns as per your requirement.

    • Configure General Info:

    • Configure People:
      • Select Refine Criteria.
      • Select Other Filters. This will ensure to pull all the records from the system if the RBP Target Population of the administrator fetching the report covers the entire organization.
      • Select Inactive Users. This will ensure to pull records for all the users who would have been marked as inactive in the system.

    • Configuring Columns:
      • Click Select Columns.
      • Select the columns from the given list. As you select the available options, they will be displayed under Selected Columns

    • You may click Preview button at the right bottom corner to retrieve abstract view of the report. The preview report will display the first 100 rows of your report.

 

7. Add Date and timestamp for date fields in user login report.

    • Select Configuration Tab > Select Data Type Configuration.
    • Change the column configuration (date fields) from Date to Timestamp.
    • Select Ok.

8. Click Generate to generate the Report.

9. Reports will be available to download in file formats such as CSV, Excel, PDF and PPT.

10. It is preferable to download the report as Excel. This is to provision the requirement of any custom filter via MS Excel.

Note: See SAP Help Portal for more details on Table Reports.

 

FAQ:

Q) Is Global Assignment User ID logins included in the Login Data Report?

A) Behavior changed in 1H 2021 release (aka b2105 release):

  • Before 1H 2021 release:
    • If home user and host GA users are both active, only home user will be recorded in the login report. However, if the user using host GA’s username does the API login, then system will record GA user in login report, too.
  • After 1H 2021 release:
    • Global assignment user IDs are included in the report only if they are active in the system.
    • When GA is active, no matter who does the login, login report will record GA's user ID.
    • If user using host GA’s username does the API login, then the system still records GA user in login report.
    • When GA is inactive, the login report won't record the GA's user ID and will just record the actual login user id.

Q) Why am I seeing duplicate logins generated within seconds of each other?

A) It is expected that system will count duplicate logins for some users when accessing it.

  • Modules like PMGM and Employee Central and some applications will authenticate user again after login once the user accesses these pages.
  • This is also very typical when the user is accessing mobile since it also generate duplicate logins because there are various login authentication processes in it.
  • There are some login actions that are related to API calls. For that, we introduced an option to disable API login Audit, which is explained in the KBA 2780420 - Disable API Login Audit Data. However, there are duplicate login records that will still appear even after you enable this option because these specifically do not use API calls.

Q) After how long user login audit records gets purged ?  

A) This has changed since Q3 2019 release

  • AS of  Q3 2019 release, logon audit records will automatically be purged after one year. Additionally, a limit of 50 million logon audit records per year has been defined. See KBA 2825543 - User Login Data Purge.
  • You may see users in the report without login data,  this is expected if user has not been logged in over a year as data will be automatically purged.

Q) What is the recommendation for user login audit starting 2H 2024 release

A) Starting 2H 2024 release - our recommendation to customers is to use general audit for more detailed login information. Reference Guide is -> Managing General Audit | SAP Help Portal

See Also

Keywords

Login Data, Adhoc Reports, audit log , PLA-11371, login report, report, inactive , table reports, managing general audit, managing users audit, sf, sfsf , sf sf, SuccessFactors, SuccessFactor, Success Factor, bizx , KBA , LOD-SF-PLT-AUDR , Request Audit Report (Not Change Audit) , LOD-SF-ANA , Analytics & Reporting (Ad Hoc, YouCalc, ORD) , How To

Product

SAP SuccessFactors HCM Suite all versions