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Configure SAP SuccessFactors as a content source for Microsoft Viva Learning

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  • 7 minutes to read

This article shows you how to configure SAP SuccessFactors as a third-party content source for Microsoft Viva Learning. First, you'll need to edit the system configuration in the SuccessFactors Portal, then you'll need to complete the configuration in the Microsoft 365 admin center.

Note

Content accessible through Viva Learning is subject to terms other than the Microsoft Product Terms. SAP SuccessFactors content and any associated services are subject to the SAP SuccessFactors privacy and service terms.

Configure in your SuccessFactors portal

Note

You'll need to have admin permissions in SuccessFactors to complete these steps.

  1. Obtain the required workflows to edit the PARTNER_EXTRACT configuration, which you can get to by going to System Administration > Configuration > System Configuration > PARTNER_EXTRACT.

  2. Use the PGP tool to generate the PGP key (Public key, Private Key, Private Key Passphrase) of your preferred size. While generating the PGP key, you can select RSA algorithm, which is recommended. GNUPG tool is one of the PGP keys generation tools that you can use. To generate private and public PGP key pairs, you can work with your IT admin or follow the guidelines in the GNU Privacy Guard.

    1. For Windows
      1. Get GNU Privacy Guard for Windows by going to Gpg4win and selecting Download.
      2. Go to About Gpg4win and choose Documentation to view the documentation. Download the latest version.
      3. Follow the installation instructions after downloading the software.
      4. In the documentation that you downloaded, go to section 7: Creating a certificate.
      5. Create a new PGP key pair.
      6. Select Make a Backup Of Your Key Pair and save the secret file locally for future reference.
      7. Open the certificate details of the same certificate and export the public key value.
    2. For UNIX and Linux systems
      1. Download GNU Privacy Guard.
      2. On the GnuPG website, go to Documentation, then choose Guides.
      3. Open the GNU Privacy Handbook.
      4. Follow the instructions in the section Generating a new keypair.

  3. Fill in the following parameters in the PARTNER_EXTRACT configuration. To edit the partner extract configuration in SuccessFactors, you'll need Edit System Configuration workflow permission in SuccessFactors.

    • Customer notification email for all job status

      • defaultJob.email=

    • Partner1

      • The maximum length of PartnerID is 10 characters. For Microsoft Viva Learning enter the value MVL.
        • partners1.partnerID=

    • EncryptionKey is the PGP public encryption key, which is the entire section between BEGIN PGP PUBLIC KEY BLOCK and END PGP PUBLIC KEY BLOCK. Make sure to remove any line breaks in the key when you enter this value.

      • partners1.encryptionKey=

    • KeyOwner maps to the User-ID of public key

      • partners1.keyOwner=

    • enabled can be "false" or "true". Set it to "true" to enable the partner extract.

      • partners1.enabled=

    Image of the PARTNER_EXTRACT configuration settings.

Once you've completed these steps in the SuccessFactors portal, you'll need to complete the setup in the Microsoft 365 admin center.

Note

Once you've finished the configuration in your SuccessFactors portal, SuccessFactors will generate the initial sync package. This may take up to 7 business days. Once the package is available in your SFTP folder path, Viva Learning will be able to begin communicating with SuccessFactors. If you can't find the package, contact your SuccessFactors support team.

Configure in your Microsoft 365 admin center

Note

You'll need to have admin permissions in Microsoft 365 to complete these steps.

Prerequisite for configuration

Make sure that the SuccessFactors package is available in the SFTP folder path.

To obtain the folder path:

  1. Navigate to SF Admin Application > System Administration > Configuration > System Configuration > PARTNER_EXTRACT.
  2. Get the value of the defaultFtp.path property.

Note

It may take up to 7 business days after configuration in your SuccessFactors portal for the SuccessFactors package to appear in your folder path. If you're still unable to find the package, contact your SuccessFactors support team.

Admin center configuration

  1. Navigate to your Microsoft 365 admin center.

  2. Navigate to Settings > Org settings. Search for Viva Learning and enable SAP SuccessFactors from the options.

  3. Fill in the configuration details:

    Display Name: Enter the display name you want to appear for the SAP SuccessFactors carousel.

    SFTP Host URL: Navigate to LMS Admin Application > System Administration > Configuration > System Configuration > CONNECTORS. Get the value of the connector.ftp.server property.

    User Name: Follow the same steps you followed for the SFTP Host URL. Get the value of the connector.ftp.userID property.

    Password: Enter your password. Check with your LMS application owner for help with retrieving your password.

    Folder Path: Navigate to LMS Admin Application > System Administration > Configuration > System Configuration > PARTNER_EXTRACT. Get the value of the defaultFtp.path property.

    Client's Host URL: This is the BizX domain URL. You can get this from your BizX sign in URL. For example, if your BizX login URL is organization.successfactors.com/sf/start/#/login then the host URL is organization.successfactors.com.

    Client's Learning Destination URL: You can get this from the learning domain module URL. For example, if the learning domain URL is organization.scdemo.successfactors.com/learning/... then the Learning Destination URL is organization.scdemo.successfactors.com.

    PGP Private Key: PGP private key for decryption, which is the entire section between BEGIN PGP PRIVATE KEY BLOCK and END PGP PRIVATE KEY BLOCK. You'll need to copy the key exactly as it's been generated; don't remove new line characters.

    Note that different tools generate keys in different formats. Remove the header if one is present in the block (for example, the version). Copy only the key block, which should be a Base64 string.

    PGP Private Key Passphrase: You'll need to get this value from your IT admin or the team that provides your PGP key.

    Company ID: Sign in to your SuccessFactors portal. Select your profile icon, then select Show Version Settings. You can view your company ID here.

    Image of the profile icon with Show Version Settings selected.

    Image of the version settings pane.

  4. Select Save to activate SuccessFactors content in Microsoft Viva Learning. There may be a delay before the content is available in Viva Learning.

Note

SuccessFactors courses will start appearing in Viva Learning within 7 days of successful setup.

Note

All users within an organization will be able to discover all the tenant-specific courses, but they'll only be able to access and consume courses that they have access to. User specific content discovery is planned for future releases.

Learner record sync

Check the Enable Learner Record Sync checkbox to enable assignments and course completion records to sync from the learning management system to Viva Learning. Users from your organization will then be able to see their assigned and completed courses from your LMS within Viva Learning.

By checking this checkbox, you're allowing Viva Learning to fetch user information, user assignments, and completed courses. The user information from the LMS is only used for user mapping, and doesn't remain in storage. Only mapping-related information is deduced. 

Prerequisite for learner record sync

You'll need to enable inbound user provisioning with SAP SuccessFactors to ensure that all users in Azure Active Directory have the right employeeID configured. The steps required to enable this integration may vary depending on how your Azure Active Directory tenant is configured.

Refer to the scenario table below to pick the right integration steps for your setup.

Scenario Do you have on-premises Active Directory? Do you have an Azure AD tenant? Are you using AAD Connect or Cloud sync to sync on-premises identities to Azure AD? Are you synchronizing employee data from SAP SuccessFactors to on-premises AD or Azure AD? Recommended integration steps
Scenario 1 Yes Yes Yes No - Review the cloud HR provisioning deployment plan.
- Configure SAP SuccessFactors inbound user provisioning to on-premises Active Directory.
Scenario 2 No Yes NA No - Review the cloud HR provisioning deployment plan.
- Configure SAP SuccessFactors inbound user provisioning to Azure Active Directory.
Scenario 3 Yes Yes Yes Yes - If you're synchronizing SAP SuccessFactors data to on-premises AD using an IAM tool like Microsoft Identity Manager or a middleware service and the employeeID information is already present in AD and Azure AD then there is no additional configuration required.
Scenario 4 Yes No No No - Configure Azure AD tenant with Premium P1 license.
- Review the cloud HR provisioning deployment plan and setup SuccessFactors to AD inbound provisioning.
- Set up AAD Connect Sync or Cloud sync.
Scenario 5 Yes Yes No No - Review the cloud HR provisioning deployment plan and setup SuccessFactors to AD inbound provisioning.
- Set up AAD Connect Sync or Cloud sync.
Scenario 6 Yes Yes No Yes - Set up AAD Connect Sync or Cloud sync.

Steps followed for user sync

After you enable user sync, the EmployeeID is synced with each LMS user synced to Azure Active Directory. 

Viva Learning receives this EmployeeID in a zip package, which is used for StudentID matching.