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Lead in with the request “we’ve added this flexibility for associates to have a display name for nicknames or preferred names while maintaining legal/HR name for administrative…” marketing summary - overview Cognition version 9.4.3 introduces greater flexibility, with the ability to allow users to request a chosen first name to be displayed across the system while retaining their HR system name for administrative purposes, such as digital acknowledgments. Contact your support specialist to learn more or enable first name requests. You'll notice updates to First Name management, including changes in User Administration and User ImportsThis page contains additional information around ‘HR First Names’ and ‘Display First Names.’ For a basic overview of how ‘HR First Name’ and ‘Display First Name’ work, see Display First Names and HR First Names. |
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Name Fields
Users can have 2 separate First Names 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.
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HR First Name
This is automatically set by system processes, like User Import feeds and Mass User Uploads. It’s the name that shows up on digital acknowledgments unless set differently for a specific user.
Display First Name
This starts out matching the HR First Name but can be personalized within the LMS. It’s the name you’ll see throughout the system and you can also set it to show on digital acknowledgments instead of the HR First Name on a user by user basis.
System Settings
See System Settings - Interface
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Display First Name update requests
You can set this up so that all users can submit requests to update their Display First Name. Based on your selection, these requests can either require approval from an Enterprise Administrator or be automatically approved. Contact your support specialist to make changes to these settings.
Request Summary Emails
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First Name System Settings
First Name settings can be found on the Interface tab of System Settings.
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Enable User Display First Name requests
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) 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.
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To update these settings, contact your support specialist. |
Enable Request Summary Emails
Daily 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)
See Mass User Upload
When a user is created through a User Import Feed When uploading new users through a 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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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)
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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Display Name Requests
If enabled in System Settings, your users can request updates to their Display First Name and which name appears on digital acknowledgments.
Create Display Name Requests (end users)
To submit a new Display Name request, users can go to their Profile and click I go by a different name.
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Here the user can request 1 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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Review Display Name Requests (EAs)
When Display Name requests are enabled and require EA approval, a link to the open requests will appear in 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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If approved, the changes in the request will be immediately applied to the user.
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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 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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