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.

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)

When uploading new users through a feed or Mass User Upload, the imported first name will become both the ‘HR First Name’ and ‘Display First Name’.

Add New User 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)

When a user’s First Name from a User Import Feed or Mass User Upload is different from their current ‘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 modified, it updates automatically.

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

User Administration - Edit User - Information tab

‘HR First Name’ 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 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 user does not currently have an open request from a time when requests required EA approval.

First Names in Reports

All reports will reference users' by their ‘Display First Names’ by default, including the User Report. 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

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. 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 display the name the individual uses for sign-offs based on their setting in User Administration.

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

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