SAP Knowledge Base Article - Public

2559814 - General Information on License User Type


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

 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 HXM Suite
  • SAP Successfactors Learning
  • Users
  • License type


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

  • or FUNCTIONAL (case sensitive!)
  •, active
  • 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 > open the user record > User Details = License User Type
  2. Set up the license type on your sites (for new registrations): please see Default User Role ID and License User Type for Site or Native LMS User Registration
  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 SF USer connector input file)


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 admin > People > use the search filters to find users and download the search results

Here are some search filters you could use:

  • 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
  • Maybe you have custom columns used only for externals or with particular values that can be used to search

STEP 2: Download the User connector template:

System admin > 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. and save your file with the proper connector file name user_data.txt or add your prefix if you have

STEP4: Update the Connector Configuration

System admin > Configuration > System Configuration > Connectors =

STEP5: Import the data

  1. upload the input file you just created to the correct SFTP folder as per your 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

See Also

Please see the References section for related articles and guides.


SAP, SF, LMS, learning, SuccessFactors, User record, LRN-16330, CustomField, SFSF, SFEC, license, functional, active, users, external learners, native, connector, LICENSE_USER_TYPE, LRN-78269 , KBA , LOD-SF-LMS-ADM , System Admin, Global Variables, References , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-EC-CWF , Contingent Workforce , LOD-SF-LMS-EXT , Sites and External Users , How To


SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions ; SAP SuccessFactors Learning all versions ; SAP SuccessFactors platform all versions