First Name System Settings

See First Name settings can be found on the Interface tab of System Settings - Interface .

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Enable User Display First Name

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requests

Administrators can configure the system to allow users to request changes to their Display First Name. Depending on the settings, these requests may:

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To allow users to be able to make requests around their Display First name, this setting must first be enabled. Once requests are enabled, you may additionally decide whether or not users can submit requests to use their Display First Name on HR Sign-offs (digital acknowledgments).

Under Approval Options, you may choose whether or not requests must be approved by an Enterprise Administrator (EA)

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Be automatically approved without manual oversight.

When approval is required, only EAs have the ability to modify Display First Names. This ensures consistent governance with request approvals. or whether requests will be approved automatically.

This flexibility lets you balance user autonomy with your organization's naming policies. When you enable EA approval, only Enterprise Administrators can modify ‘Display First Names’ in User Administration, ensuring proper governance of name changes.

Enable Request Summary Emails

To stay informed, administrators can opt to receive daily email summaries of new requests. For ongoing accountability, reminders about unresolved requests can be scheduled at intervals you define. This feature keeps the process transparent and manageable, even during periods of low activityDaily Summary emails of outstanding requests can be enabled and sent to one or more specified email addresses. You can set the reminder interval to receive occasional reminders when requests stay open.

User Administration

Adding Users

Automatic processes (User Import feeds, Mass User Upload)

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When a user is created uploading new users through a User Import Feed feed or Mass User Upload, the First Name from the feed is applied to imported first name will become both the HR ‘HR First NameName’ and Display ‘Display First Name fieldsName’.

Add New User

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See Adding a New User

Typing into the HR First Name field automatically populates the same characters in the Display First Name field.

The Display First Name field can then be left as is or edited to a custom name.

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Wizard

When manually adding a new user in Cognition, the ‘HR First Name’ automatically populates the ‘Display First Name’ field. Administrators can also enter a ‘Display First Name’ during creation if needed.

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Updating Users

Automatic processes (User Import feeds, Mass User Upload feeds)

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When a user’s First Name from a User Import Feed or Mass User Upload is different from their current HR First Name:‘HR First Name’, the changes made will depend on whether or not the user’s Display First Name has been previously modified.

• HR First Name: Always updated to the new value.

• Display First Name:

  • If it hasn’t been customizedmodified, it updates automatically.

  • If it has been customizedmodified, it stays as-is.

Note
If any users in your system have a custom Display First Name, Mass User Upload files must always include their HR First Names when updating First NamesTo avoid unintentionally overwriting HR First Names, be sure to use HR First Names in Mass User Uploads.

User Administration - Edit User - Information tab

HR ‘HR First NameName’ will only be visible/editable to EAs in User Administration.

When First Name Requests are ON and require EA approval, only EAs can modify Display ‘Display First Names.’

A non-EA admin with access to User Administration can only modify a user’s Display ‘Display First NameName’ if First Name Requests do not require EA approval and the student user does not currently have an open request from a time when requests required EA approval.

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First Names in Reports

All reports will only display reference users' Display First Names besides by their ‘Display First Names’ by default, including the User Report in certain conditions.

User Report

See User Report

The User Report will display users' Display First Names by default. EAs have the ability to enable Include ‘Include HR First NameName’ when running the User Report to output users' HR ‘HR First Names Names’ as well the name they use on HR sign-offs.

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Dynamic Documents and Name Fields

See Uploading and Mapping a Dynamic Document

Tokens are available to map the appropriate fields in both For Dynamic Documents and External Data Connections, there are fields for each type of name, so you can control which name shows in the document or is published externally. Full Name tokens will display the appropriate First Name + Last Name.These tokens include:

• Display First Name

• HR First Name

• Sign-off First Name

• Last Name

• Display Full Name

• HR Full Name

• Sign-off Full Name

• Digital Signature

Sign-off Name tokens will pull display the appropriate name used the individual uses for sign-offs based on the individual user’s their setting in User Administration.

Digital Signature tokens will pull also use the appropriate name just like specified by the Sign-off Name tokens setting, but will display as:

Digitally Acknowledged by [Sign-off First Name] [Last Name] on [Date] [Time].

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