2919019 - How to find more details like owner and scope for Report Center Labels?

• Report Center allows users to create Labels that can be applied to reports
• With the b2005 release, we have introduced a major change in the Labels and this also changes the behaviour of labels created before the release
• This KBA will help you get more details on the Labels, like :
  
  • Name
  • Owner / Author
  • Last modified date
  • Scope (Public / Private / Not applicable)

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

SAP SuccessFactors HXM Suite

• Report Center

The following KBA explains the Reports vs Labels view in detail:

2913513 - Reports vs Labels view | Public and Private Labels b2005 new Feature - Report Center

And this one explains how the new functionality introduced in the Labels affects the ones created before the b2005 release:

2913527 - Labels are missing in Report Center after the b2005 release

• Labels are stored as the standard MDF object called 'LabelTagEntity'.
• This KBA will explain how this information can be accessed, interpreted and exported in bulk.
• Users would need permissions for 'Configure Object Definition' , 'Manage Data' and 'Import and Export Data' to perform the below actions.

Step 1: Making the labels easily searchable:

• This step will make the labels searchable in ‘Manage Data’ just with the names of the labels, as opposed to being limited to the codes internally assigned to the Labels.
• It also guides on making the 'created by' (Author / Owner) field visible in forthcoming steps.

1. Navigate to Admin Center > Company Settings > Configure Object Definitions
   or 
   Search for ‘Configure Object Definitions’ in the Action Search bar or the Tool search option in Admin Center and select it.
   
   
2. Select ‘Object Definition’ from the first drop-down and search for and select ‘LabelTagEntity’ in the second drop-down.
   
   
   
   
   
   
3. Once in, click ‘Take Action’ on the top right corner and select ‘Make Correction’
   
   
   
   
   
4. Under the ‘Searchable Fields’, add the Label locale in the following format, replacing <locale> with the desired locale, with no space between any of the characters.
   This locale would mostly be the instance's default or most commonly used one:
   
   

   label.<locale>
   
   

   For example, this would be:

   label.en_US        for English US ‎(English US)‎
   label.de_DE        for Deutsch ‎(German)‎
   label.ja_JP          日本語 ‎(Japanese)‎

   
   
   

   KBA2269945 - List of Supported Languages with Locales (BizX) can help you identify the locale code for the languages available in SuccessFactors

   KBA2080042 - How to Add Searchable Fields - MDF Objects explains adding searchable fields in detail
   
   

5. Look for the 'Created by' field and click 'Details'
   
   
   
   
   
6. Change the 'visibility' to 'Read Only' and 
7. 'Save' changes using the button at the bottom right corner of the screen
   
   
   

Step 2: Accessing the information for individual labels:

1. Navigate to Admin Center > Employee Files > Manage Data
   or 
   Search for ‘Manage Data’ in the Action Search bar or the Tool search option in Admin Center and select it.

2. Search for and select 'LabelTagEntity' from the first drop-down:
   
   
   
   
   
3. The second drop-down will list the names of all the Report Center Labels in the system.
   You could either search for specific Label names or just scroll through the list and select the desired Label.
   
   
   
   
   • In the above screenshot, the Labels displayed as 'label.US English : null' are the ones which have been created in some locale other that English US. i.e. the locale you would have added to the searchable fields in step 1.4
   • In such cases, you could just add another localized (translatable) name to the Label or you could add multiple locales in Step 1.4. 
   • Do consider the fact that adding multiple locales to step 1.4 will reduce the readability of the names displayed in the drop-down as all the added locales will be displayed:
     
     
     
     
     
     
4. Selecting one of the labels will display the following details for the Label:
   
   • externalCode - Label's external code
   • label - Name of the Label along with translation applied if any
   • createdBy - Label's Author
   • scope - scope of the Label - 'Yes' for Public labels created after the b2005 release and 'No' for pre b2005 labels and private labels created after the b2005 release
   • artifacts - External codes of the Reports that the specific Label is applied to.
     Though we do not have a way to look at the names of the reports, the codes here can help understand the number of reports tagged with this Label
   • parentLable - Name of the Parent label, if applicable
   • Updated by (Author) and Time
     
     NOTE: Use this step only to view data.
     Please DO NOT make any changes to the Label data as it might have undesirable effects while listing Reports in Report Center.
     If need be, always modify labels ONLY from the Report Center screen.
     
     
     
     
     

Step 3: Bulk Export:
Since this is an MDF object, the data can be exported in bulk using the 'Import and Export Data' option.

1. Navigate to Admin Center > Employee Files > Import and Export Data
   or 
   Search for ‘Import and Export Data’ in the Action Search bar or the Tool search option in Admin Center and select it.
   
   
2. Select 'Export Data' from the 'Select the action to perform' drop-down.
   
   
3. Search for and select 'LabelTagEntity' from the 'Select Generic Object' drop-down and click 'Export' from the bottom right corner of the screen.
   
   
4. As prompted immediately by the popup message, the export job's status can be checked from 'Monitor Jobs'.
   Navigate to Admin Center > Employee files > Monitor Job
   or
   Search for ‘Monitor Job’ in the Action Search bar or the Tool search option in Admin Center and select it.
   
   
5. The export job triggered can be identified with the 'Submitted By' and 'Submission Time' , along with the following pieces of information as well:
   
   • Job Name : 'MDFZIPExport_LabelTagEntity' suffixed with the export date
   • Job Type: MDF Data Export
     
     
6. Once the job completes (Job Status = Completed), the files can be exported by clicking the 'Download Status' hyperlink at the right extreme (last column).

What information do the exported files contain?

• If the export was performed with the default options, the exported archive will contain three files:
  
  • LabelTagEntity
  • LabelTagEntity-artifacts
  • ReportingArtifactEntity
    
    
• LabelTagEntity:
  
  • The 'LabelTagEntity' file contains all available information for all the Labels in the instance, irrespective of whether they were created before or after the b2005 release.
  • Columns explained:
    
    • externalCode - externalCode of the Labels
    • label.defaultValue , and all other fields with the prefix 'label.' , followed by a locale - Name of the Labels in that locale.
      The Locale specific fields will display only if Translated names have been added for those languages, for the particular Label.
    • colorIndex - used for system processing and not intended to be human readable - can be ignored
    • scope  :
      
      • TRUE - Public Labels created after the b2005 release
      • FALSE - Private Labels created after the b2005 release
      • Blank - Labels created before the b2005 release
    • parentLabel.externalCode : external code of the parent Label, if applicable
      
      
• LabelTagEntity-artifacts:
  
  • The 'LabelTagEntity-artifacts' file contains the external codes of the Labels and the Reports available in the instance.
  • Columns explained:
    
    • externalCode : externalCode of the Labels
    • artifacts.externalCode : external Code of the Reports, tagged with the Label
      
      
• ReportingArtifactEntity:
  
  • The 'ReportingArtifactEntity' file contains just the external and internal codes of the reports in the instance along with the type of Report.
    
    
    
• Out of the three files, 'LabelTagEntity' contains most of the Label Information.
• The other two files have some supplementary information that can be processed further using external spreadsheet applications

The following examples are provided for demonstration / convenience and are out of scope of SuccessFactors support:

It is of course possible to use third-party spreadsheet applications like Microsoft Excel to perform vlookups and pivots to build more on these three files. 

1. A self vlookup in the LabelTagEntity for the 'parentLabel.externalCode' field with the 'externalCode' and the 'label.xxx' fields can fetch the Names of the Parent Labels
2. A pivot (aggregate) report on the LabelTagEntity-artifacts file with a count function on 'artifacts.externalCode' column against the externalCode field can estimate the number of reports tagged with each of the Labels
3. Combining the Pivot from step 2 and a Vlookup between externalCode in LabelTagEntity-artifacts  and externalCode + label.xxx in LabelTagEntity could help count the number of reports per Label along with the name of the Label
4. A couple of more pivots and vlookups and even a report with the Labels and Number of Reports tagged with those Labels, including a breakdown on Report Types would be ready

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