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 Imports.
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.
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 you’ve set it 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
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
You can choose to receive a daily email notifying you of new requests if any have been submitted within the past 24 hours. Additionally, you can set how often you'd like to receive reminder emails about open requests, even if no new ones have come in recently.
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 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)
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: Always updated to the new value.
Display First Name:
If it hasn’t been customized, it updates automatically.
If it has been customized, it stays as-is.
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 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 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.
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)
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.
If approved, the changes in the request will be immediately applied to the user.
Reports
All reports will only display 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 default. EAs 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.
Dynamic Documents and Name Fields
See Uploading and Mapping a Dynamic Document
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 [Sign-off First Name] [Last Name] on [Date] [Time].
