2559814 - General Information on License User Type - SuccessFactors

• What is the difference between Functional User and Active User?
• Does this impact license costs?

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• SAP SuccessFactors HXM Suite
• SAP Successfactors Learning

What is the difference between functional user and active user?

The new License User type field will have 2 possible values: Active User and Functional User. All new users created in the system will have this field set to Active User.

• Functional User: 
• IMPORTANT NOTE: You need to note that this can only be used if the customer has this license type per their contract regardless of whether the user falls into any of the categories below.
• Seasonal
• Mastered in ERP HCM (side by side)
• Contractor
• Retirees
• Former employees with access
• Active User:
• Full time
• Part time
• Leave of Absence

Are there any differences functionality wise?

• There are no differences between an Active and Functional User in Learning. The classification is for licensing and reporting reasons.

Does this impact license costs?

• This information will need to be confirmed with License and Sales department (please reach out to your SAP CEE) as Product support does not handle license questions or costs
• Each user type is a different license type

How to set the field to Functional User? (with enhancements introduced in 2H 2020 b2011)

If you are trying to set license type for internal users then the data flows between Foundation (Bizx) and Learning LMS, review these new connector parametres

• sfuser.field.mapping.data.LICENSE_USER_TYPE=ACTIVE or FUNCTIONAL (case sensitive!)
• sfuser.field.transform.data.LICENSE_USER_TYPE.ACTIVE=Active, active
• sfuser.field.transform.data.LICENSE_USER_TYPE.FUNCTIONAL=Functional,functional
• sfuser.connector.defaultValue.LICENSE_USER_TYPE=ACTIVE

The following steps are for the use case of setting the license type to FUNCTIONAL for external learners:

1. Manual change on the user record: Learning Administration > People > Users > Open the user record > User Details = License User Type >
2. Set up the license type on your sites (for new registrations) > Review User-Created Account (Global) and User-Created Account (Site) >
3. Bulk change existing users with the User Connector (both for native and integrated external learners since external learners are not part of the core UDF file and therefore not included in the User Connector - SF input file).

DISCLAIMER

Learning connectors can import thousands of entities in the system, so we highly recommend that you engage with our Professional Services organization or a certified Learning implementation partner before you attempt to use connectors or any data import, especially in a production environment. You may attempt to implement connectors on your own, but in doing so, you assume full responsibility for your actions. As with any other opt-in feature, we highly recommend that you do thorough testing before running connectors.

If your are not familiar with the steps listed below, then you should be engaging a consultant to assist with this task.

STEP 1: Find user records to update:

Learning Administration > People > Users > Use the search filters to find users and download the search results.

Here are some search filters that could be used:

• Native Deeplink User = Yes should return native user (logging in through Learning) but could be both internal/external.
• Security Domain can be used if external users are all in a specific domain(s).
• Role ID can be used if external users are assigned a particular role.
• If custom fields are only used by external users, they could be used in the search.

STEP 2: Download the User connector template:

System Administration > Connectors > Download Connector Template > Select "User Connector".

STEP3: Create connector input file:

1. Remove all but the required fields and LICENSE_USER_TYPE (possible values are FUNCTIONAL & ACTIVE) >
2. Copy the values for the required fields >
3. Save the file with the proper connector file name (ex.: user_data.txt) > Add the prefix if the following line is true "connector.input.file.name.tenant.suffix.enable".

STEP4: Update the Connector Configuration:

System Administration > Configuration > System Configuration > CONNECTORS > "user.field.mapping.data.LICENSE_USER_TYPE=FUNCTIONAL".

STEP5: Import the data:

1. Upload the input file that was created to the correct SFTP folder as per the CONNECTOR configuration >
2. Run the User Connector >
3. Verify the status of the import and the connector results >
4. Check a user record to confirm the field was updated.

Note: When adding and updating users via API, there is no option to define the license user type (Functional or Active). Users created via API will always be created as Active. An enhancement request to change this functionality has already been submitted by another customer in our Customer Influence portal. Please see SAP Customer Influence | Default License Type Change in LMS, under Request ID 318943. 

Please see the "References" section for related articles and guides.

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