SAP Knowledge Base Article - Public

2327231 - What is the external request form?

Symptom

We would like to explore the possibility of our users submitting external training requests but we cannot find information on how to set it up.

Environment

  • SuccessFactors Learning Management System (LMS).
    • Requires a separate license for any system prior to 1508.

Resolution

Request Form:

you can configure the request form template in System Admin->Configuration->External Requests.

extern_1.PNG

 

From the HELP files:

  • You can use the External Requests section to configure the form that administrators and users see when they create an external learning event request;
  • You cannot change how the system orders or groups fields in a section; however, if you do not include any fields in a section, then the system hides that section, its heading, and its instructional text when administrators or users create a new external request;
  • We recommend that you start with the Instructional Text area. For each section (A, B, and C) of the external request, you can provide instructions to your users or administrators by typing them on the respective tab;
  • In the User Information area, several of the fields (for example, Social Security Number, Date of Birth, and so on) have a list associated with them. When you select a user custom column from that list, the system pulls that data from the user's record (Users->Users->Custom Fields tab) and prepopulates the form with that information, if it exists;
  • If you do not see a custom column that you need, then you can create a new one in the User Custom Columns section (System Admin->Custom Columns->User);
  • Because administrators and users can access your instructions by clicking the Instructions link for each section of the external request form, we strongly recommend that you provide guidance to these users for each section of the form.

 

Approval Process:

 

You can set up the approval process in system admin > configuration > Global Variables

extern_2.jpg

 

When a supervisor is due to approve training request, they will be notified (using the ExternalLearningRequestApprovalRequired notification template).

 

The supervisor can approve the request from the "Approvals" page (on the user interface->Links tile->Approvals)

extern_5.png

Workflows

  • User role (users and supervisors):

"Access External Learning Requests"

  1. Navigate to the workflow tab in the role you wish to edit;
  2. Select "add one or more from list";
  3. Select "expand all";
  4. Search for "Access External Learning Requests".

This controls access to the External request page to submit a new request and view the progress of existing ones.

 

extern_3.png

extern_4.png

 

  • "Access Record External Learning Events".

This workflow enables users or supervisors to record learning for those external trainings.

IMPORTANT: the workflow is available in 2 workflow groups:

  • Learning: it gives users permission to record learning for their own training requests
  • My Employees: it gives permission to record learning for their subordinate's requests

 

  • Admin role:

View requests from the user record:

  1. Navigate to the workflow tab in the role you wish to edit;
  2. Select "add one or more from list";
  3. Select "expand all";
  4. Search for "View User External Learning Request".

 

Additionally you may add or remove the following permissions:

  • Edit User External Learning Request;
  • Edit Approved External Learning Request.

 

extern_6.png

 

  • To access the template:
  1. Navigate to the workflow tab in the role you wish to edit;
  2. Select "add one or more from list";
  3. Select "expand all";
  4. Search for "External Requests".

This permission controls the access to the form template in System admin->Configuration;

  • To report on external requests:

Navigate to the workflow tab in the role you wish to edit > select "add one or more from list" > expand "Reports" > search for Run External Request Data Report and Run External Request Tuition Report.

See Also

Please review and support those enhancement requests in the Community:

Related KBAs

Keywords

external request, training request, requests form , KBA , LOD-SF-LMS-COR , LMS Core - Items, Catalog, Curricula , How To

Product

SAP SuccessFactors Learning all versions