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This page contains more technical additional information around HR ‘HR First Names Names’ and Display ‘Display First Names.’ For a basic overview of how HR ‘HR First Name Name’ and Display ‘Display First Name Name’ work, see Display First Names and HR First Names. |
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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
As an administrator, you can empower your To allow users to request updates to be able to make requests around their Display First Name while maintaining appropriate oversight. Once First Name Update name, this setting must first be enabled. Once requests are enabled, you have two options:
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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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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 ‘Display First Names Names’ in User Administration, ensuring proper governance of name changes.
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To update these settings, contact your support specialist. |
Enable Request Summary Emails
To help you manage name change requests efficiently, you can configure:
Daily summaries of new requests
Customizable reminder intervals for pending requests
This helps ensure no requests slip through the cracks while avoiding notification fatigueDaily 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
Whether you're adding users through automated feeds or manually, the system helps maintain consistency.
Automatic processes (User Import feeds, Mass User Upload)
See When uploading new users through a feed or Mass User Upload
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, the imported first name
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will become both the
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‘HR First
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Name’ and
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‘Display First Name’.
Add New User
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Wizard
When manually adding a new user in Cognition, the ‘HR First Name’ automatically populates the
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‘Display First
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Name’ field
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. Administrators can
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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)
See Mass User Upload
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.
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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 the User Report in certain conditions.
User Report
See User Report
The User Report will display users' Display First Names by defaultby their ‘Display First Names’ by default, including the User Report. 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 Dynamic 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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