SAP Knowledge Base Article - Public

2394530 - How to Enable the feature "External Learning User"

Symptom

Warning: this KBA contains information about the implementation about the "External Learning User" feature. We highly recommend to get assistance from an SAP Certified Implementation Partner or SAP Professional Services for this process.
  • What is "External Learning Users"?
  • How do you enable the feature "External Learning User"
  • I am unable to enable the feature "Enable External Learning User" in provisioning, the following error message is displayed - "Please make sure Data Model and Picklists are configured according to implementation documentation."

Error.PNG

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

  • SAP SuccessFactors HXM Suite
  • SAP SuccessFactors Learning Management System
  • External Users

Resolution

Who is an external learner?

  • A user record in LMS with a shopping cart of external
  • Non-employee records that are added to the LMS as shopping account internal (e.g. contractors) are not considered external learners by the LMS.

External Learning User feature enables external persons to self register as a user and log in to access Learning. Before this feature can be enabled some configuration is required for the Data Model and Picklist values.

External Learning Data Model Configuration:

These configurations are required for both EC and Non EC enabled instances for the functionality to work and all fields must be configurated as listed on the table below.

Note : Employee Central enabled instances have the required data model XML for external learners configured by default. If you wish to verify the hris-elements you can do so using BCUI (Business Cpnfiguration UI) see SAP help how to setup and configure BCUI here

For Non EC Enabled instance see steps outlined on SAP Help under section Checking The EC Data Model for Elements Required for Extended Enterprise (External) Users

Following hris-elements are required In Succession Data Model for both EC and Non EC enabled. EC enabled instance will have the required hris-elements and hris fields configured.

hris-element hris-field       Label                            
personInfo N/A The element is required but not any of the fields. There is no harm in also importing the fields.
employmentInfo N/A The element is required but not any of the fields. There is no harm in also importing the fields.
personalInfo Although the three hris-fields are required, there is no harm in importing or using additional fields.
first-name
last-name
middle-name
emailInfo Although the three hris-fields are required, there is no harm in importing or using additional fields
email-type
isPrimary
email-address
phoneInfo Although the six hris-fields are required, there is no harm in importing or using additional fields.
phone-type
isPrimary
country-code
area-code
phone-number
extension
homeAddress N/A The element is required but not any of the fields. There is no harm in also importing the fields.

Notes :

  • HrisSaveEntityData supports read of above entities except personInfo, and only supports write of personalInfoemailInfophoneInfo and homeAddress.
  • Any changes made to picklist configuration are outside the scope of Product Support. Data Model and Picklist configuration should be handled by Partner Services prior to enablement.

External Learning Picklist configuration:

You can create the picklist and not populate any values for your users but you cannot select only the ones you want from the list below.

Please see the following SAP Help Guides for more details

If you are using MDF picklist the following fields are Required:

Code Status External Code Label
addressType ACTIVE billing Billing
addressType ACTIVE business Business
addressType ACTIVE home Home
addressType ACTIVE shipping Shipping
ecEmailType ACTIVE B Business
ecEmailType ACTIVE P Personal
ecPhoneType ACTIVE B Business
ecPhoneType ACTIVE BI Billing
ecPhoneType ACTIVE H Home
ecPhoneType ACTIVE SH Shipping

If you are using the legacy picklists, the CSV file should look like this example when you import picklists for external learners. OptionId is system generated and the field should be left blank. In addition, You can configure the localized labels in the locale columns, for example, "en_US" :

legancy.png

Warning : The 3-letter country code setup in the LMS must match the 3-letter country code in the BizX setup to avoid an error when creating a new account via the LMS self-register site.

How to Enable External Learning User Feature Switch:

Once the configuration is complete note that both picklist and data model configuration must be exactly as outlined on the configuration guide, please go to Provisioning -> Company Settings and check "Enable External Learning User" 
(This feature enables external persons to self-register as a user and log in to access Learning)

2019-07-09_11-41-08.png

This features requires “Enable Generic Objects”, “Role-based Permission" (This will disable Administrative Domains) and “Enable the Attachment Manager”.

NOTE: If your changes do not save, then you must review your picklists, country and data model for these configurations must be exactly as outlined on the SAP help guide.

Create the role mapping for external users who sign up through external sites:

see KBA for more details 2389162 - LMS- External User - PreConfig in LMS and BizX 

See Also

“support” for native learning user functionality will be limited to addressing defects. There will be no further enhancements made to such functionality and since it doesn’t align with product direction, it is in our plans to end support of native learning users by Q3 2020. Customers that continue to utilize this capability past that point will not be supported.

What is currently supported?

      • External users logging in natively through Sites
      • Learning Administrators logging in natively to the LMS

What is not supported?

    • Dual login (authenticating sometimes through SuccessFactors platform and sometimes through the LMS)
    • Internal users logging in natively

We advise our customers to engage with Professional Services so they can be prepared for this transition.

Keywords

sf, success factors, LMS, External learning user, picklists Data Model, implementation documentation, USER ID, EXTERNAL ID , Enable External Learning User , Data Model , Picklists, "Please make sure Data Model and Picklists are configured according to implementation documentation." , KBA , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-PLT-UM , User Management , Problem

Product

SAP SuccessFactors HXM Suite all versions ; SAP SuccessFactors Learning all versions

Attachments

External+Learning+User+Configuration_December_2019.docx