SAP Knowledge Base Article - Public

2091038 - Configure Employee Profile or Scorecard Layouts - Employee Profile

Symptom

  • How to create new employee profile pages?
     
  • How to create new scorecard?
     
  • How do I re-order fields for standard elements for an ULTRA v11 or v12 instance?
     
  • How to Edit an existing Profile Page/Scorecard?
      
  • How to copy the layout from one instance to another?

Environment

  • Employee Profile

Resolution

  • The SuccessFactors Application comes configured with a customized Employee Profile and Scorecard based upon your initial implementation specifications. In Ultra you are able to create new layouts as well as modify your current profile and scorecards.

 

Using Multiple Languages

  • As of B1103 you have the option to display custom profile pages in different languages. You can specify the languages from Admin Tools > Employee Files > Configure Employee Files. (EMP-2425)

 

Display Labels Instead of Ratings in Scorecard

  • As of B1103 you have the option to have the Scorecard show your display rating values (such as Low-Medium-High) rather than the actual rating scale values (such as 1-3-5-7) used for calculations for Performance ratings and Potential ratings in the Overview section. This option is useful when you want to be consistent and have employees always see the display rating values.
     
  • To do so, go to Admin Tools > Employee Files >Configure Employee Files, and select the Overview portal. In the Show Ratings As field, click the Normalized Rating (Rounded) - Matrix Rating Labels only option. Save your work and now the display ratings will show up on the Scorecard. (SCM-3653)

 

Create a Profile Page - Copy

    Go to Admin Tools > Configure Employee Files

  • To start with a copy or clone of your existing Profile page or Scorecard, click the Copy Icon in the Action column. This will create an exact copy with all portlets currently configured in the original.
  • Use the Show/Hide option to hide your new layout until you are ready to publish it.
  • Use the Search Order blue up/down arrows to configure the display order of the tabs to your end users.

 


Copy a Profile Page or Scorecard to Another Instance

  • Please open a case with Customer Success to have your profile page or scorecard copied to another instance. (From production to test or vice-versa).
     
  • You may design a profile page or scorecard in your test instance and then have that copied to your production instance. Once Customer Success has completed the copy you will see it show in your instance. We can copy all profiles or just a specific layout from one instance to another.
     
  • Use the Show/Hide option to hide your new layout until you are ready to publish it.
    Use the Search Order blue up/down arrows to configure the display order of the tabs to your end users

 

Create a Profile Page - New

     Go to Admin Tools > Configure Employee Files

  • To create a brand new layout, click the NEW button. This will create a blank template to begin from. 
  • Use the Show/Hide option to hide your new layout until you are ready to publish it.
  • Use the Search Order blue up/down arrows to configure the display order of the tabs to your end users.

 

Edit an Existing Profile Page/Scorecard

    Go to Admin Tools > Configure Employee Files

  • Click the Edit Icon in the Action column 
  • Use Insert Portlets
  • Remove existing portlets with the red X button (careful this cannot be undo automatically)
  • NOTE: When done be sure to click the Save Dashboard button at the bottom of the page, or your changes will not be applied.
  • Use the Show/Hide option to hide your layout until you are ready to publish it.
  • Use the Search Order blue up/down arrows to configure the display order of the tabs to your end users.

 

Adding Fields to Your Layouts

  • The fields available to add to a profile are determined by your data model configuration. This is set at time of implementation. You cannot create new fields, you can only select from the fields that were configured on your data model and made available to your users based on role permissions. If you need to add new data fields not currently in your instance, please open a case with Customer Success to have your instance configuration updated. 

 

How Do I Control The Fields Users Can Edit or View?

    Any field can have 3 possible options for visibility.

  1. Read Only (user can see data but cannot change it)
  2. Write (can read and modify data)
  3. None (user will not see field)
  • You can set these permissions for each field for each user role. User roles are defined in the SuccessFactors Application as roles such as E, EM, EX, EH etc. (Employee, Employee's Manager, Employee's Matrix Manager, Employee's HR Manager)
  • To change permissions for who can see a field or who can edit a field please open a support ticket with Customer Success to have your data model updated. You can make these changes yourself via Success Factory.

 

How do I re-order fields for standard elements for a v11 or v12 instance?

  1. Click on Edit besides the Profile view name
  2. Scroll down to the standard element portlet and click on the "Edit" icon
  3. You can change the portlet title as well as the description at the top. To enter the portlet title and description in the local language, for example French, click on the "Add Translation link"
  4. You can re-order the standard element fields using the arrows provided. You can also remove the standard element fields from the layout if it's no longer needed in the layout. 

 

     Note: In order for changes to be made, you have to click on save twice, once at the portlet level and once more at a dashboard level.

 

Configuring Portlets

  • Most portlets are WYSIWYG (what you see is what you get). Therefore you will not be able to edit, add, or remove individual fields or labels that you see once the portlet is added. Any portlet that does have configuration capabilities has a small Edit Icon on the portlet one you have added it to your layout. For example: The Performance History portlet has an edit icon. When clicked you will see options to configure.

Portlet Name: Performance History
Portlet Title:  Add translation  
Portlet Description:  Add translation  
Show Ratings as: Rating (Unrounded)
  Normalized Rating (Unrounded)
  Normalized Rating (Rounded)  
  Normalized Rating (Rounded) - Labels only  

  • You can add Custom User Portlets. These are portlets that you build element by element, with just the specific fields you want to show from the available fields. From your new layout click on Insert Portlet > Custom User Portlet > Then add the fields you want to include.
     
  • Note: There is limited layout control. You can simply add fields and portlets, but you have limitations as to how the overall layout occurs other than general placement and order of display.

 

My Employee File Tab

  • Renaming My Employee File Tab: This tab cannot at this time be renamed, however the word Employee is a word that your company might change globally via Admin Tools > System Properties > Text Replacement > "Employee". A popular alternative is "Associate". Updating this value would change your tab to "My Associate File".
     
  • Hiding/Turning Off My Employee File Tab: This tab cannot be turned off. It will dynamically show if you are using any of the modules. Therefore the only way it will not show is if you disable the Profile module which would prevent you from accessing other sub features you may need, which is not a practical option.
     
  • My Employee File Subtabs: Depending on your configuration, My Employee File in Ultra has the following subtabs: 
     
     
  • Employee Files
  • Help & Tutorials 
  • Profile
  • Scorecard
  • Background Info
  • Talent Info
  • Notes
  • History
  • Compensation Statement
  • Performance Profile/Individual Job Record
  • Variable Pay Individual View
  • Variable Pay Statement
  • [You may have other custom portlets that are not addressed here]

 

Reordering Subtabs
  • You can reorder the subtabs (except for Profile and Help & Tutorials) from:  Admin Tools > Employee Files > Configure Employee Files > Click the blue Up or Down arrows in the Order column to reorder any item.

 

Renaming My Employee File Subtabs:
  • Employee Files subtab cannot be renamed, but as outlined above, the word Employee can be changed globally via Admin Tools > System Properties > Text Replacement > "Employee".
  • Help & Tutorials subtab cannot be renamed
  • Scorecard subtab cannot be renamed without changing the word globally. To change the Scorecard subtab which will also change the word globally go to: Admin Tools > System Properties > Text Replacement > "Scorecard"
  • Background Info can be renamed: Admin Tools > Employee Files > Configure Employee Files > Click the edit icon for Background Info > Enter new Dashboard Name: > Save Dashboard
  • Talent Info subtab can be renamed: can be renamed: Admin Tools > Employee Files > Configure Employee Files > Click the edit icon for Talent Info > Enter new Dashboard Name: > Save Dashboard
  • Notes subtab cannot be renamed
  • History subtab cannot be renamed
  • Compensation Statement subtab cannot be renamed. Note: changing the word "compensation" in text replacement will not apply to this subtab.
  • Performance Profile/Individual Job Record subtab cannot be renamed without changing the words globally. To change the Performance Profile/Individual Job Record subtab which will also change the words globally go to: Admin Tools > System Properties > Text Replacement > "Performance Profile"
  • Variable Pay Individual View subtab cannot be renamed
  • Variable Pay Statement subtab cannot be renamed

 

Hiding/Turning Off My Employee File Subtabs:
  • Except for the Profile page you can disable anyone of these other pages (subtabs) from Admin Tools > Employee Files > Configure Employee Files > Uncheck/Check the Show/Hide checkbox for any subtab you want to hide/show.
     
    Note: To disable or enable Scorecard please contact Customer Success as this is controlled via the provisioning feature: Employee Scorecard Dashboard. Once they have disabled the feature it will no longer show in My Employee File. The help & tutorials tab will only show to end users if the administrator has enabled it.

Keywords

KBA , LOD-SF-EP , Employee Profile , How To

Product

SAP SuccessFactors HCM Core all versions