Cognition version 9.4.3 introduces greater flexibility, allowing 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.
You'll notice updates to First Name management, including changes in User Administration and User Imports.
Data Fields
HR First Name
Source: Automatically set by system processes such as User Import feeds and Mass User Upload feeds.
Use: Displays on digital acknowledgments unless configured otherwise.
Display First Name
Source: Initially set to match the
HR First Namebut customizable within the LMS.Use: Appears across the system, except for digital acknowledgments. Can be configured to replace
HR First Nameon digital acknowledgments.
System Settings
Display First Name update requests
These settings can only be modified by your support specialist.
Enabling requests allows all users to submit requests to update their Display First Name. Depending on the radio button selection, these requests will either need to be approved by an Enterprise Administrator or can be automatically approved.
Request Summary Emails
When enabled, reminder digest emails are automatically sent to the desired recipient(s):
When a new request is received (within 24 hours)
Based on the
Reminder Frequencyinterval (in relation to the last automatic email sent) if no recent requests have been sent but open requests exist
User Administration
Adding Users
Automatic processes (User Import feeds, Mass User Upload)
When a user is created through a User Import Feed or Mass User Upload, the First Name from the feed is applied to both the HR First Name and Display First Name fields.
Add New User (manual wizard)
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.
Updating Users
Automatic processes (User Import feeds, Mass User Upload feeds)
When an existing user’s First Name in a User Import Feed or Mass User Upload differs from their current HR First Name in the system (an updated value is received):
HR First Name: Always updated.Display First Name:If the user is not using a custom
Display First Name, it is also updated.If the user has a custom
Display First Nameset, it remains unchanged.
Because of this logic, Mass User Uploads will need to be provided with users' HR First Names when mass updating users' First Names.
User Administration - Edit User - Information tab
HR First Name will only be visible/editable to EAs.
When First Name Requests are ON and require EA approval, only EAs can modify Display First Names.
A non-EA admin with access to User Administration can only modify a user’s Display First Name if First Name Requests do not require EA approval and the student does not currently have an open request from a time when requests required EA approval.
Display Name Requests
If enabled via System Settings, end-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.
Here the user can request 1 or both of the following options:
An updated Display First Name
Use of their updated Display First Name on HR sign-offs
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.
Select the Options menu next to an open request and click View request.
Approve the appropriate pieces of the request then click Update.
Tokens
Tokens are available to map the appropriate fields in both Dynamic Documents and External Data Connections.
Full Name tokens will display the appropriate First Name + Last Name.
Sign-off Name tokens will pull the appropriate name used for sign-offs based on the individual user’s setting in User Administration.
Digital Signature tokens will pull the appropriate name just like Sign-off Name tokens but will display as:
Digitally Acknowledged by [First Name] [Last Name] on [Date] [Time].
Reports
User Report
The User Report will display users' Display First Names by default. EAs will have the ability to enable Include HR First Name when running the User Report to output users' HR First Names as well the name they use on HR sign-offs.
