- In My Profile > Personal Information > You may upload a photo for every user, or reference existing photos you may have hosted externally. This article also describes the process to mass upload externally hosted photo URLs, as well as batch uploading photos via SFTP import.
- Employee Profile
Photos Hosted by SuccessFactors
Employee photographs may be uploaded and stored in the SuccessFactors system. Permission to upload photos is granted just like permissions to manage data in other fields: the roles that can manipulate photos (such as employee, manager, HR rep, etc.) must be determined in advance and configured in the data model.
When your photos are uploaded into the SuccessFactors Application they become part of the application transactions which prevents many browser and transactional security issues that can occur when you host your photos external to the application. When you host content external to the application it may conflict with your companies browser security rules, which in turn may cause display and performance issues
We understand the importance of security and privacy, especially when it comes to employee photos. Many countries have very strict laws as to how and when a photo can be stored and viewed. We take this opportunity to remind you that the SuccessFactors Application enforces the strictest security standards in the industry at every level. There is every likelihood that hosting your photos on our servers provides even stronger security than you may already have in place on you internal systems! Just remember that in your decision to use the SuccessFactors Application you have already entrusted some of the most sensitive employee data to our systems. You can be 100% confident that your photos are just as secure as the most sensitive personal, compensation or succession data you have with us!
Photos should conform to these guidelines:
- Maximum file size: 2MB
- File format: JPEG
- Dimension Ratio: 3 wide by 4 high preferred
Uploading photos is preferred for maximum compatibility with all photo-enabled features across the application.
Photos are stored in the same SuccessFactors database architecture that stores employee and performance information. If the customer has opted for the database encryption option, they are also encrypted. However, even without the encryption option, they are password-protected and can only be viewed by users who are logged into the application.
If you have edit permissions you may go to My Profile > Personal Information
Click the Edit icon for this section
To add or change a photo click the Edit Photo button
From the edit photo screen you have 2 options
1. Upload a photo to be stored within the SuccessFactors application (Note: This option is for one at a time. For mass upload see options below)
Select your photo from local hard-drive
2. Reference a URL
(Note: you can do this in bulk by importing a Personal Information .csv file--see instructions below for that option)
Enter the fully resolved URL (example = http:///www.company/photos/my.pic.jpg)
Note: If you have an existing photo uploaded using option 1 described above, and then subsequently edit this from Live Profile > Personal Information > Edit Photo > Use External Photo URL the system WILL DELETE your original photo. You cannot change back, although you can reupload your photo.
Batch photo uploading
Available with Enterprise Subscription clients only.
Not available with Professional Edition Subscription.
Customers now have the option to upload photos in batches via ftp, similar to the way user import files can be transferred and imported according to a schedule defined during the initial configuration. Please see FTP setup sheet attached to this solution.
Note: If you have used the Mass Upload URL option below and imported photo URLs in your personal information file, and are now changing to batch uploaded photos, you will first need to remove all URL's currently in your personal information file. URL references with prevent any imported photos from showing until you have removed those URL references (leave photo column in file, but delete the urls and reimport PI file.)
The photos should be uploaded to a directory on the ftp site configured by SuccessFactors operations for use with your instance. It will typically be /photos,. As with all other photos, JPEG file format is recommended, and should adhere to the same size and dimension guidelines described above.
In addition, a csv file must accompany the photos to map the photo filenames to the username of the employee they correspond to. Load the csv file into the same /photos folder as the images. The csv file should be named "employee_photos_yymmdd.csv", where yymmdd is the year, month, and day that the file is loaded. The csv file should include a header of "Username" followed by "Filename". Here is an example: (Also see file attached to solution)
After the upload an email will be sent to the administrator named in the scheduled task. If the file contains invalid usernames or filenames (i.e. they do not correspond to known records or uploaded files) those rows will be skipped and noted in the email.
Important: at this time there is a limit of 5,000 photo files that can be processed in a single pass. If you have more than 5,000 photos to upload, make sure that they are separated into different CSV files and different scheduled uploads.
Photos Hosted on a Customer's Website
As an alternative to having photos hosted by the SuccessFactors application, you can host photos on another server and reference those photos with a URL link in the SuccessFactors employee records. This is known as "external" photo hosting, since the photos are managed outside of the SuccessFactors application.
- Convenient if you already have employee photos hosted on a web server
- Support for PNG and GIF graphics formats (in addition to JPEG)
- External photos do not appear in "small" versions in the application, including:
- Talent search results list
- Autocomplete list ("Find user" function)
- Directory photo cards
- Need crossdomain.xml on host server for photos to work on org chart
- Must be on a publicly accessible site (no firewall) to appear in scorecard PDF
- Firewalls prevent SuccessFactors staff from being able to troubleshoot photo links effectively
The same rules about photo size and ratio apply: 2MB max, 3 wide by 4 high ratio preferred.
Since the SuccessFactors application is always hosted on a secure server (https, not http) the photos would ideally be hosted on a secure server as well. If they are hosted on an http server, the users' browser settings may have to be modified to prevent warnings to the users about mixed content. The customer IT department should be consulted if there are questions about the photo hosting security.
MASS URL UPLOAD "External Photo URL" To load external photo references:
NOTE: Remember although you will import a reference to the photo into the database, your actual photos still are NOT part of the application and will experience all the negative factors as outlined in this solution.
1. Create the data file
Create a spreadsheet with one header row and one row for each employee photo. The header should contain at least the "^UserId" and "photo" field labels.
Go to admin tools > Live Profiles > Export User Information (Data and Template)
Export your Personal Information file
Open this file and identify the column "Photo"
Enter the fully qualified URLs that point to your existing photos (example = http:///www.company/photos/my.pic.jpg)
Note: The file must be saved in CSV format before importing.
2. Import the data
Log on as a System Administrator.
Click the Admin link.
Choose Import Extended User Information.
Click Browse… and locate your file.
Choose the Personal Information file option.
NOTE: If you had uploaded photos via the UI using option 1 above, your original photos REMAIN in the system, they are NOT deleted. Therefore, should you remove the URL from your import file and reimport your personal information, the original uploaded photo will once again display. Should you not want this image to display then delete the photo. Go to My Profile > Personal Information > Edit Photo > Delete
3. Set up the crossdomain access file
For the SuccessFactors org chart to access external photos, you must set up a special file on your server hosting the photos that allows the SuccessFactors application to retrieve them. This is due to a technical requirement in the security architecture of the Adobe Flash product. This file grants permission to Flash components hosted by successfactors.com (such as the org chart) to retrieve and resize the photos on the fly. Adobe Flash player 10 and later requires the crossdomain.xml file to be stored ONLY at the root level of the server hosting the photos. So if you used to host crossdomain.xml in the same folder than photos when using Adobe Flash player 9, you need to move the crossdomain.xml at the root level.
Here is an example of the content in the crossdomain.xml file:
<allow-access-from domain="*.successfactors.com" />
<allow-access-from domain="*.successfactors.eu" />
More technical information on the crossdomain file and the Flash requirements for it can be found at http://livedocs.adobe.com/flash/9.0/main/00001085.html
* Please note: Beginning August 1, 2014 SucessFactors will only support SFTP and HTTPS. Please click here for additional information.*
KBA , sf employee photos , LOD-SF-EP , Employee Profile , How To