SAP Knowledge Base Article - Public

2784084 - Collections Best Practices - Learning Administration


Collections Overview

  • This KB article will help outline Best Practices for Collections.
  • Learning Collections helps your company manage knowledge by allowing a single person to collect knowledge on a subject, manage it, and share it.

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 Learning Management System



Employees find great content, privately save knowledge collected from the Web and have no way to easily share it to others within the organization.

  • Collections is a new feature to enable curating, grouping and sharing external content
  • It allows employees to collect and organize web content and make it easily discoverable by others within the organization
  • Collections can also be recommended

If you look at an employee's browser favorites or their search history, you are likely to see they collect links that teach them something useful for their jobs. They likely email those links to colleagues who are facing a similar knowledge gap or need a reference. Learning collections provide a way to formalize this practice.



  • Any learner or administrator in your system can build a collection.
  • Just like favorites in a browser, the cycle is the same, but collections bring it under management.


Creating a Learning Collection - Admin

Admin - You often create collections when a business owner needs a way to quickly push knowledge to a set of employees but doesn't want to create formal learning. For example, an organization might want to recommend a recent set of talks by the leadership team about their culture.

  • Create or edit Collections: Learning Administration > Learning > Collections
  • Recommend Collections: Users > Assignment Profile
  • Add Collection to a Catalog: Learning > Catalog

Admin Workflows Needed:

  • Add Collection, Edit Collection, Search Collection, View Collection, Edit Assignment Profile Recommended Collections,
  • View Assignment Profile Recommended Collections Other Required Workflows
  • Search External Links, Add External Links, Edit External Links

Creating a Learning Collection - User

User - Enable learners to create collections so they can curate a list of links for themselves and recommend the list to colleagues.

  • User Role will need Author Collection Workflow in System Admin > Security > Role Management
  • Enable catalog(s) to receive User Generated Content by selecting ‘Yes’ in Learning Administration > Learning > Catalog


Reporting on Learning Collections

Report on how often users have viewed collections to give you a sense of their popularity with your employees.

  • Collection Views - a report to see how often an entire collection has been viewed.
  • Collection Entry Views – a report to see how often individual links inside collections have been viewed.


Collections – Best Practices

When you allow learners to generate their own learning content, you often want to curate their content. In SAP SuccessFactors Learning, we talk about enabling your learners to be content curators because we have found your learners are already content curators: they bookmark their own information, they email each other lists of links, they share instructions they have learned through their own hard-earned experiences, and they are often hidden experts in your organization. We also understand, however, not every employee really is an expert and not every employee has something to contribute.

Curating the Creators

Not every employee is really an expert, so you can manage the list of learners who you allow to create content. For example, you can create a new role for collection makers that has the standard workflows but also adds permission to create collections. You can assign that role to a subset of all your employees. This enables some users to create collections but not all users.

Curating the Content

Even if you enable content creation for only some users, those users can create content you don't want other users seeing. Because we manage user created content through catalogs, you can use catalogs to curate the content. We recommend this strategy for curating the content through catalogs:

  • Enable a single catalog to receive user generated content and then assign that catalog to users who you want to receive user generated content.
  • Use reports to check the popularity of content in the catalog. You want to monitor the popularity of content in the catalog because they need your attention: if they are good, you might want to feature them or recommend them, but if they are bad, you might want to remove them. 


SF, success factors, LMS, Search, View, Creating a Learning Collection , KBA , LOD-SF-LMS-COL , Collections , How To


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