Synchronize content and learning history with SAP SuccessFactors

This feature requires the HCM Connect solution. For more information, contact your Customer Success Partner (CSP).

The SAP SuccessFactors LMS connector sends courses, path sessions, path session enrollments, and learning statistics from 360Learning to SAP SuccessFactors Learning every night. The sync goes one way, from 360Learning to SAP SuccessFactors.

360Learning sets up the connector on one group of your platform. To set it up, contact your Customer Success Partner (CSP).

Admins of that group can view the connector's synchronizations, choose which content types are synchronized, choose whether failed path sessions are synchronized, and sync historical path session statistics.

To sync users from SAP SuccessFactors into 360Learning, see Synchronize users with SAP SuccessFactors.

What the connector synchronizes

The connector takes into account the members of the connector's group and its subgroups who have an SAP SuccessFactors external ID. It skips users without one.

By default, the time spent sent to SAP SuccessFactors is the time the learner actually spent. Your CSP can set the connector to send the estimated duration of the course or path instead.

In SAP SuccessFactors, the title of an item ends with its 360Learning ID:

• Course: <course name> [<course ID>]
• Path session: <path name> > <session name> [<session ID>]

The connector uses the ID at the end of the title to match each item with its course or path session in 360Learning. If the title no longer ends with the ID in square brackets, the connector can't match the item, and stops sending its statistics and enrollments.

SAP SuccessFactors shows an item to a learner only if the item has a title in the learner's language. The connector sends the title and description in every SAP SuccessFactors language. It uses the published translation of the course or path when one exists, and the original text otherwise.

The connector sends statistics only for items that an SAP SuccessFactors admin has imported and that are still active in SAP SuccessFactors. As a result, the nightly sync never sends the statistics of a path session that has ended. To send them, see Sync historical path session statistics.

Set up SAP SuccessFactors Learning for the connector

The connector uses a dedicated SAP SuccessFactors Learning admin to call the Learning API. 360Learning appears as a content provider of your Open Content Network (OCN). If you don't have an OCN yet, read the SAP SuccessFactors OCN implementation guide first, and contact your SAP implementation partner for help.

In SAP SuccessFactors Learning, log in with an admin account. If you have never used the Learning API, read "Creating a Technical or API User" on the SAP support portal first.

To create the API role:

1. Go to Learning Administration → System Administration → Security → Role Management.
2. At the top right, click Add New.
3. In Role ID, enter 360LEARNING API.
4. In Security Domain, select PUBLIC.
5. In Role Type, select Admin.
6. Click Add.
7. In the Permissions tab, click add one or more from list.
8. In People Management, select Add History Record and Assign Item to User, then click Add.
9. In Search, select Search Item, Search Source, and Search User, then click Add.

To create the API admin, follow the steps below. If you generate a new client secret later, the connector stops working until you send the new secret to 360Learning.

1. Go to Learning Administration → System Administration → Security → Administrators.
2. Click Add New.
3. In Admin ID, enter OCN_360LEARNING_ADMIN.
4. Enter a password and keep it. 360Learning doesn't need it.
5. Click Add.
6. In the Assigned Roles tab, click Add one or more from list.
7. Search for the 360LEARNING API role, select it, and click Add.
8. In the Summary tab, click Generate a new Client Secret.
9. Copy the client secret. SAP SuccessFactors doesn't show it again.

To create the provider ID:

1. Go to Learning Administration → References → Manage Labels → Labels.
2. Click Add New.
3. In Label Type, enter LABEL, then click Next.
4. In Label ID, enter the provider ID, such as 360Learning or my.digital.academy. It can contain only letters, numbers, and periods.
5. In Use By, select Both.
6. Select Assign to All Locales, then click Add.
7. In the Locales tab, enter the name to display for the provider in each active locale.
8. Click Apply Changes.

To configure the provider:

1. Go to Learning Administration → System Administration → Configuration → System Configuration.

2. Edit the OPEN CONTENT NETWORK configuration.

3. Add the following lines, replacing <providerID> with your provider ID:

   # Configuration for providerID integration
   providers[<providerID>].enabled=true
   providers[<providerID>].name=<providerID>
   providers[<providerID>].label=label.u.<providerID>
   providers[<providerID>].baseLaunchUrl=https://app.360learning.com/home/
   providers[<providerID>].pricingModel=
   defaultValues.markCompleteOnLaunch[<providerID>]=false
   

4. Click Apply Changes.

5. In the same configuration, find the line defaultValues.itemType[default]= and note its value, such as MOOC. This is the item type.

Send the following to your Solution Architect:

• The URL of your SAP SuccessFactors Learning tenant.
• The company ID and the client ID. They appear in Learning Administration → Configuration → OAuth Token Server.
• The client secret.
• The admin ID: OCN_360LEARNING_ADMIN.
• The provider ID.
• The item type.

Import the items in SAP SuccessFactors

The connector uploads courses and path sessions to SAP SuccessFactors as Open Content Network (OCN) items. An SAP SuccessFactors admin must import them before learners can see them, and before the connector can send their statistics.

To import the items, in SAP SuccessFactors:

1. Go to Learning Administration → Content → Open Content Network.
2. In Status, select Both.
3. In Content Provider, select the provider ID of 360Learning content.
4. In Import Status, select Not imported.
5. Click Search.
6. Select the items to import, and click Import Selected.

The imported items appear in Learning Administration → Content → Content Objects. You can then add them to a catalog or assign them to users in SAP SuccessFactors.

When learners open an item from SAP SuccessFactors:

• Course: the course opens in 360Learning, if the learner has access to it. An external course opens on the provider's site.
• Path session: the homepage of the path opens. Opening the item doesn't enroll the learner. A learner who isn't enrolled yet enrolls from the path homepage, if the session allows it.

Keep imported items up to date

When a course or path session changes in 360Learning, such as its title, dates, or status, the connector sends the change that night. The imported item in SAP SuccessFactors changes only once the SAP SuccessFactors process Open Content Network Content Synchronization runs.

To schedule the process, in SAP SuccessFactors:

1. Go to Learning Administration → System Administration → Automatic Processes → Open Content Network Content Synchronization.
2. Schedule the process to run every day.

You don't need to import the items again.

View the synchronizations

1. In the left sidebar, hover over the integration group and click  Settings.
2. In the left sidebar, click  Integrations → Platform integrations → SAP SuccessFactors LMS.
3. Click See all syncs.

The All synchronizations window lists every sync with its type, start date, end date, and status:

• Successful: the sync ended without blocking errors.
• Failed: the sync stopped on an error.
• Running: the sync is in progress.

You can filter the list by Synchronization Type and Status.

To download the results, select one or more syncs and click Export. You get one file per sync, with its counts and, for a failed sync, the error message. If you select more than one sync, the files come in a ZIP file.

The right side of the connector page also shows the counts of the last sync of each type: courses, path sessions, path assignments, and statistics.

Choose the content types to sync

By default, the connector syncs courses and path sessions. You can sync only one of them.

1. In the left sidebar, hover over the integration group and click  Settings.
2. In the left sidebar, click  Integrations → Platform integrations → SAP SuccessFactors LMS.
3. Under Content types synchronisation, select Courses and Paths sessions, Courses only, or Paths sessions only.

When you stop syncing a content type:

• The connector no longer sends new items of that type, or their changes.
• The items it sent before stay active in SAP SuccessFactors, and the connector keeps sending their statistics. To stop the statistics of an item, deactivate it in SAP SuccessFactors.
• With Courses only, the connector no longer assigns users to path sessions, and you can't change Include failed paths sessions or sync historical path session statistics.

Include or exclude failed path sessions

The Include failed paths sessions setting controls which path session statistics the connector sends:

• Selected (default): the connector sends the statistics of every completed path session, whether the learner passed or failed.
• Cleared: the connector sends the statistics of a path session only when the learner passed it.

This setting applies to path sessions only. The connector sends the statistics of every completed course, whatever the score.

To change the setting:

1. In the left sidebar, hover over the integration group and click  Settings.
2. In the left sidebar, click  Integrations → Platform integrations → SAP SuccessFactors LMS.
3. Under Learning history configuration, select or clear Include failed paths sessions.

The change applies from the next sync.

Sync historical path session statistics

The nightly sync sends statistics only for path sessions that are still active in SAP SuccessFactors. It never sends the statistics of a path session that has ended, such as a path session that ended before the connector was set up. The historical sync sends, once, the statistics of every path session that has ended and whose item an SAP SuccessFactors admin has imported.

Before you start:

• You can run the historical sync only once. After it succeeds, you can't run it again.
• The historical sync doesn't run right away. It runs during the next nightly statistics sync.
• It covers path sessions only, not courses.
• It covers only the path sessions whose item was imported in SAP SuccessFactors. Import the items before you run it.
• It takes into account the same users as the nightly sync and follows the Include failed paths sessions setting.

To schedule the historical sync:

1. In the left sidebar, hover over the integration group and click  Settings.
2. In the left sidebar, click  Integrations → Platform integrations → SAP SuccessFactors LMS.
3. Under Learning history configuration, next to Sync historical path session stats, click Sync.
4. Click Confirm.

The historical sync is scheduled. Its status shows below Sync historical path session stats:

The historical sync appears in the All synchronizations window with the type Historical path sessions statistics.

Cancel the historical sync

You can cancel the historical sync until it runs.

1. In the left sidebar, hover over the integration group and click  Settings.
2. In the left sidebar, click  Integrations → Platform integrations → SAP SuccessFactors LMS.
3. Under Learning history configuration, next to Sync historical path session stats, click Cancel.

The historical sync is no longer scheduled. You can schedule it again later.