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We’ve added greater flexibility in Cognition version 9.4.3 , allowing associates to request a chosen first name to be displayed across the system - such as a nickname or a preferred name - while maintaining their HR system name for administrative purposes, like digital acknowledgments. This ensures a personalized experience while staying compliant with HR standards. Contact your support specialist to learn more or enable first name requests. introduces ‘Display First Names’ and 'HR First Names.' |
Cognition allows users to have a ‘Display First Name’ that can differ from their legal name which is commonly fed over in user imports. This allows flexibility for the system to refer to users by the name they actually use while still allowing preservation of the name that matches imports or user uploads that might come from your HRIS system.
To enable Display Name requests or learn more, contact your support specialist.
Here’s a break down of how First Names work in Cognition:
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Name Fields
Users can have 2 separate First Names now have two distinct first name fields in the system. This provides flexibility for users who may wish to have a different name displayed in different contexts, ensuring their experience aligns with their preferences.
In User Admin you will see 2 separate fields…
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: ‘HR First Name’ & ‘Display First Name.’
HR First Name
This is the name that is automatically set by
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data from imports or uploads
By default, this is the name that will be used for HR Sign-offs, such as digital acknowledgments in Compliance modules
In User Administration, this name is only visible to and editable by EAs
Display First Name
This
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is the name that will appear throughout the system for the user including on ILT rosters, user searches, and reports
By default, ‘Display First Name’ will match the ‘HR First Name’ that is populated by imports or user uploads
Users can request changes to their 'Display First Name' (if enabled) or it can be modified in User Administration (see below)
Names & Sign-offs
Digital acknowledgements in the system such as Compliance or OJT Acknowledgements, Performance Review, or Progressive Development acknowledgements will show the name of the associate who completed the acknowledgement as a sort of digital signature.
The name that is used in these sign-offs will default to use ‘HR First Name’ but can be set to use the associate’s ‘Display First Name’ instead in user administration by an Enterprise Administrator or as part of a request from the associate.
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Display Name Requests
If enabled in System Settings, your users can request updates to their ‘Display First Name’ and/or to use their Display First Name and which name appears on digital acknowledgments.
Create Display Name Requests (end users)
To submit a new Display Name requestName for HR Sign-offs instead of their ‘HR First Name.’
These requests can either be auto-approved or can require review by an Enterprise Administrator.
See here for more information about request settings.
Requesting a Display Name Update
To request a Display Name update, users can go to their Profile and click 'I go by a different name.'
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Here the user can will request 1 one or both of the following options:
An updated 'Display First Name'
Use of their 'Display First Name' on HR sign-offs (such as digital acknowledgements in Compliance modules)
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Reviewing Display Name Requests
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If requests are enabled and set up to require EA approval , a link to the open requests will appear in the My Tasks by an Enterprise Administrator, an EA will be able to review those requests under the 'My Tasks' widget on the EA dashboard.
Note that the number shown here is only reflective of the number of open requests from active users.
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Select the Options menu next to an open request and click View request.
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Approve the appropriate pieces of the request then click Update.
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On the review page, you will be able to review each request and either approve or decline each part of the request.
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Once approved, the requested changes are immediately applied to the user’s profile.
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For more information about how these name fields are used in reports, dynamic documents, and more; see First Names Technical.