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Cognition version 9.4.3 introduces greater flexibility by allowing users to request a chosen first name - like a nickname or preferred name - to be displayed across the system. Meanwhile, their HR system name is maintained for administrative purposes, such as digital acknowledgments. This update offers a more personalized experience while ensuring compliance with HR standards‘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.
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Here’s a break down of how First Names work in Cognition:
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Name Fields
Users now have two distinct first name fields in the system: HR ‘HR First NameName’ & Display ‘Display First Name.’
HR First Name
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This is the name that is automatically set by
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data from imports or uploads
By default,
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this is the name that will be used for HR
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Sign-offs, such as digital acknowledgments in Compliance modules
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In User Administration, this name is only visible to and editable by EAs
Display First Name
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Display First Name initially matches the HR First Name but can be customized within the LMS. It is the name shown throughout the system and can be configured to replace the HR First Name on HR sign-offs for individual users.
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Display Name Requests
The Display Name Request process is quick and easy.
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This 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, users can request updates to their Display ‘Display First NameName’ and/or which name should appear on HR sign-offs.
Create Display Name Requests (end users)
To submit a new Display Name requestto use their Display Name 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 one or both of the following:
An updated 'Display First Name'
Use of their 'Display First Name' on HR sign-offs
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Reviewing Display Name Requests
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Open requests requiring approval will appear in the My Tasks If requests are set up to require approval by an Enterprise Administrator, an EA will be able to review those requests under the 'My Tasks' widget on the EA dashboard. Click the link to reach the Review Display Name Requests page.
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Select the Options menu next to a request and click View request.
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Approve or decline the appropriate parts of the request then click Update.
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.This process ensures users have a more inclusive and personalized experience while maintaining organizational consistency.
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For more information about how these name fields are used in reports, dynamic documents, and more; see First Names Technical.