SAP SuccessFactors: set up and integrate SAP SuccessFactors with LearnUpon – Knowledge Base

Add learners automatically using SAP SuccessFactors data

Connect SAP SuccessFactors to LearnUpon, and map default SAP SuccessFactors attributes to LearnUpon custom user data to create dynamic rules.

Availability: depends on your LearnUpon plan

Contact your Customer Success Manager or Implementation Consultant to discuss.

If you use SAP SuccessFactors to manage your HR records, you can integrate it with LearnUpon. SAP SuccessFactors provides account information to set up learners' portal accounts automatically.

Learn more about SAP SuccessFactors: LearnUpon is not responsible for content outside this website.

SAP SuccessFactors and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The integration works in one direction, sending user details from SAP SuccessFactors to LearnUpon: SAP SuccessFactors provides the single source of truth of learner details.

SAP SuccessFactors provides default employee attributes from the following information types:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from SAP SuccessFactors, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when they log in
for created accounts, learners must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from SAP SuccessFactors data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

LearnUpon checks SAP SuccessFactors for new user details once a day to synchronize portal records to SAP SuccessFactors. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in SAP SuccessFactors, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in SAP SuccessFactors.

Tip: any changes you make in SAP SuccessFactors can be manually synced an hour after the changes occur.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal

Once synchronized, you can see learners provided by SAP SuccessFactors in your LearnUpon portal.

SAP SuccessFactors status and learner invitations

For SAP SuccessFactors's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats SAP SuccessFactors as the source of truth about learner details.

After setup, the integration “fetches” all the learners from SAP SuccessFactors based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect SAP SuccessFactors fields to LearnUpon custom user data

Use attributes from SAP SuccessFactors to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between SAP SuccessFactors and LearnUpon. If they don’t match, SAP SuccessFactors can’t send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in SAP SuccessFactors:

String choice
Decimal choice
Integer choice

See: Custom user data: set up custom fields

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Access permissions

admins with full portal permissions: can set up the feature

The integration is available for top-level and sub-portals.

Note: each portal requires a separate SAP SuccessFactors instance.

The LearnUpon admin who sets up the integration requires access to a SAP SuccessFactors admin account and appropriate permissions in SAP SuccessFactors. During setup the admin gives consent for LearnUpon and SAP SuccessFactors to connect to each other.

Prerequisites

In SAP SuccessFactors: create an admin account and set permissions

appropriate administrator account and admin permissions

In LearnUpon: set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

Add SAP SuccessFactors to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

If you haven’t created a SAP SuccessFactors admin account already, you can create one during the setup process.

Warning: your SAP SuccessFactors Client ID and Client Secret are shown only one time. You must copy these credentials immediately to a safe place.

See instructions about finding your SAP SuccessFactors API Server URL, Username, Company ID, OAuth Credentials (Client ID and Secret).

From main navigation go to Settings > Integrations > HR Integrations.
Select SAP SuccessFactors.
From SAP SuccessFactors page, select + Connect.
In the SAP SuccessFactors dialog that opens, select Continue to access SAP SuccessFactors from LearnUpon.
In the SAP SuccessFactors Service User Account dialog that opens, enter the following credentials and select Submit to continue:
- SAP SuccessFactors Client ID
- SAP SuccessFactors Client Secret
Review the data that LearnUpon can now receive from SAP SuccessFactors and select Continue.
Select Finish.

On HR Integrations, the integration appears as Active.

Map your data from SAP SuccessFactors to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for SAP SuccessFactors may vary slightly from what you see in SAP SuccessFactors pages.

From main navigation go to Settings > HR integrations.
Select SAP SuccessFactors.
From the main page select Map your data > Add new mapping.
From Select attribute field, select a SAP SuccessFactors attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add SAP SuccessFactors learners

This process sets the default behavior for the integration, to add accounts from SAP SuccessFactors. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select SAP SuccessFactors.
Select Invite configuration.
From When do you want to invite them? select 1 of:
- When they are added to SAP SuccessFactors
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

Synchronize between LearnUpon and SAP SuccessFactors

A sync prompts SAP SuccessFactors to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with SAP SuccessFactors once per day automatically.

You can sync manually once per hour, as required: for example, if you add a number of new accounts to SAP SuccessFactors, and want to see them set up in LearnUpon.

From main navigation go to Settings > Integrations > HR Integrations.
Select SAP SuccessFactors.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove SAP SuccessFactors from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select SAP SuccessFactors.
From SAP SuccessFactors, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

See:

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