3302924 - [SF IAS] Sync between LMS / ONB / Bizx modules | How IAS handles user's personal and professional emails when learning module is used before hiring, during onboarding and after

In this KBA we will be presenting 2 situations: 

Situation #1: 

• Onboardees are expected to undertake Learning courses during the Onboarding phase. Are credentials synched to the IAS tenant? Is such use case currently supported? Are there any specific configurations to consider? 

Situation #2: 

• As a SuccessFactors administrator of a tenant that is integrated to IAS and  particularly when using the Onboarding and Learning modules before hiring you want to understand the User name sync between the different Bizx modules mainly LMS and ONB. How the user integrations should work when having onboarding and learning being used prior to hiring?
• More specifically, If we have users who should finish a specific list of learning courses before joining the company and starting the Onboarding process. Is it possible to sync the same user credentials between LMS, ONB and IAS?

SAP SuccessFactors HCM Suite

SAP Cloud Identity Services – Identity Authentication IAS

User integration between the Onboarding and Learning modules in SAP SuccessFactors plays a crucial role in ensuring a seamless experience for both new hires and learners.

It is important to note that, currently, Onboarding IAS accounts and External Learner IAS accounts are treated as distinct entities within the SAP SuccessFactors ecosystem and consequently when integrated with IAS. To maintain clarity and avoid potential conflicts, these two types of accounts should be considered separate and distinct.

1. Mail ID Configuration:
To facilitate efficient user management, it is recommended to utilize either different email IDs for Onboarding IAS accounts and External Learner IAS accounts or allow IAS account creation using non-unique email IDs. While the latter configuration is available in IAS, it is worth emphasizing that this approach is not the recommended best practice. The default and recommended approach for IAS integration is to maintain email/username uniqueness to ensure accurate user identification.

2. Onboarding User Account Management:
From an Onboarding perspective, a single IAS user account is maintained for both Onboardees and converted Employees. It is important to highlight that during the conversion process from Onboardee to Employee, the email ID associated with the Onboardee is updated from a personal email ID to a professional email ID. This transition is vital for ensuring consistent user identification and communication.

3. Situation #1:  Onboarding-Learning Integration:
In scenarios where Onboardees are expected to undertake Learning courses during the Onboarding phase, it is advisable to establish an Onboarding-Learning integration. This integration allows seamless access to Learning courses for new hires and ensures a smooth transition from the Onboarding process to skill development. Detailed information on setting up this integration can be found in the SAP Blogs article:

• Integration of Learning with Onboarding to Enable Access to Courses for New Hires | SAP Help Portal
• Onboarding – Learning integration for Pre-day1 New Hires | SAP Blogs

4. Situation #2: How the user integrations should work when having onboarding and learning being used prior to hiring? In other words, If we have users who should finish a specific list of learning courses before joining the company and starting the Onboarding process. Is it possible to sync the same user credentials between LMS, ONB and IAS?

As of SuccessFactors release H1 2024, we do not support to sync the same user credentials between LMS, ONB and IAS. That is said the available workaround is as follow :

• a. As the users are already synced to IAS from LMS, the users are not created from Onboarding as it has same email address and they are not able to login to SuccessFactors. 
• b. Inactivate the user from the Learning Management System (LMS) upon course completion.
• c. This inactivation triggers the deletion of the user from IAS.
• d. Later  the ONB user account will be created in IAS as explained in point #2 above.

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