Instance Sync Tool

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Implementation Guide

SuccessFactors Foundational Capabilities and Tools

Document Version: Q2 2015 – May 8

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Instance Synchronization

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Instance Synchronization

Typographic Conventions

Typographic Conventions

Type Style Description

Example Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options.

Textual cross-references to other documents. Example Emphasized words or expressions.

EXAMPLE Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE.

Example Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools.

Example Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example> Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system.

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Document History

Document History

Version Date Change

Q2 2015 2015-05-08 Updated May 2015. You must now enable Instance Synchronization in Provisioning for both target and source instances, not just the target. Improved organization and formatting.

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Instance Synchronization Table of Contents

1 Overview

Introduction

The instance synchronization feature, or "instance sync", enables customers to move configuration objects and settings from one SuccessFactors company instance to another. It supports one-way and two-way synchronization, object-level permission control, multiple targets per source, and synchronization across different datacenters. Instance synchronization uses a "push" model, meaning that configuration objects and settings are selectively "pushed" from the source instance to the target instance. Configurations cannot be "pulled" into the target from the source. Therefore, only users with access to the source instance which, in many cases, is the customer's test instance can use the instance sync tools.

Who Should Use This Guide

This is an internal document intended for an audience with access to the SuccessFactors Provisioning tool, such as Professional Services, Customer Success, or implementation partners. It describes how to enable and configure the instance synchronization tool, so that it can be used by customer administrators.

It also describes how to grant other users permission to use instance sync tools. This can be done by anyone with the ability to manage system permissions.

For more information about how to use the tool itself, once enabled, please refer to the Instance Synchronization Administration Guide.

Additional Information

Product Versions Available in both Enterprise and Professional Edition.

Permission Model Available with both role-based permissions (RBP) and legacy permissions User Interface Version Available in all supported UI versions.

Configuration Type Opt-in

1.1 Prerequisites

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Overview

1.2 Supported Objects

Instance sync supports the synchronization of the following configuration objects:

 Performance Management form templates  Goal Management form templates

 Career Development & Planning form templates  Competencies

 Families and roles  Workflows  Rating scales

 Form label translations  Picklists

 Role-based permission roles  Role-based permission groups  Dashboard settings

 System properties settings  MDF picklists

 MDF object definitions  MDF configuration UI settings  MDF rules

 Employee Central foundation object data

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What You Need to Do

2 What You Need to Do

Before you can enable the instance sync tool, you will need to identify the following:  the source instance from which the customer wants to "push" configurations

 the target instance or instances to which the customer wants to push configurations from the source  whether the source and target instances are in the same datacenter or in different datacenters.  Which user or users should be allowed to sync configurations of at least one supported object type.

After you have gathered this information, you can set up instance sync for your customer by following these steps: 1. Error! Reference source not found. for the both instances in Provisioning

2. Configuring Company Permissions for the target instance in Provisioning

3. Granting Administrative Permissions for at least one user and object in the source instance

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Enabling Instance Synchronization

3 Enabling Instance Synchronization

First, you need to enable the instance synchronization feature in both the target and the source instance. To do this, complete the following steps:

1. Log in to the provisioning tool for the source instance and go to Company Settings 2. Check the Instance Synchronization Tool checkbox.

3. Save your changes.

4. Return to the company listing and select the target instance and go to Company Settings 5. Check the Instance Synchronization Tool checkbox.

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Configuring Company Permissions

4 Configuring Company Permissions

After instance sync is enabled, you need to set up company permissions in the target instance. Instance sync company permissions define which source instance is allowed to push configurations into the target instance. To do this, complete the following steps:

1. In the provisioning tool for the target instance, under the "Edit Company Settings" section, select Instance Synchronization Company Permissions

2. If the source instance and target instance are in the same datacenter, select Configure Instance in the Same Data Center. If the source instance and target instance are in different datacenters, select Configure Instance in Different Data Center.

3. Select the source instance from which to “push” configuration settings to the target.

If the instances are in the same datacenter, select the name of the desired source instance from the list provided.

If the instances are in different datacenters, you provide all of the information described in the table below.

Field Description

Source Company ID CompanyID of the source company from which the customer wants to push the configurations.

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Field Description

Source Data Admin’s UserID We require a valid administrator id to be supplied from the source company. The administrator must have access to the Instance Synchronization tool.

Source Company Data Center Choose from a list of supported data centers.

Target Company ID CompanyID of the target company to which you will push the configurations. (This will be automatically populated since you will be initiating the request from the target company)

Target Data Admin’s User ID We require a valid administrator id to be supplied from the target company. The administrator must have access to the Instance Synchronization tool. (This will be automatically populated since you will be initiating the request from the target company) Target Company Data Center Choose from a list of supported data centers. (This will be

automatically populated since you will be initiating the request from the target company)

4. Click Save.

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Note

If you are using Internet Explorer and the Select Objects dialog shown above is not working, try again using Firefox or Chrome. This is a known issue.

6. Select Save again.

4.1 Two-Way Synchronization

Instance sync supports both one-way and two-way synchronization. The steps described in this section enable you to set up a one-way sync, in which only one instance can push configurations to the other.

To set up a two-way sync, in which either instance can push configurations to the other, simply repeat the steps above, swapping the target and source instances.

4.2 Multiple Targets

Instance sync supports multiple targets instances for one source. To set up multiple targets for one source, simply repeat the same steps, as described above, for each target instance, one by one.

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Setting Administrator Permissions

5 Setting Administrator Permissions

After instance sync is enabled and configured, there are two new admin tools available in the specified source instance Synchronize Instance Configurations and the Instance Synchronization Monitor Tool.

Before you can begin using these new tools, however, you must first be granted instance sync permission for at least one configuration object, in the source instance. Instance sync permissions are granted at the object level. For example, one user might be allowed to sync performance review form templates, while another is allowed to sync permission roles and permission groups.

Any user with permission to sync at least one configuration object is able to access and use the instance sync admin tools in the source instance.

5.1 Granting Administrative Permissions

Only users with the ability to manage system permission roles can grant instance sync access. If you are able to manage system permissions in the customer instance, you can grant access to the instance sync tools, at the object level, in one of two ways, depending on your permission model.

Role-Based Permissions

If the customer is using role-based permissions, you can grant instance sync permissions by completing the following steps:

1. Log into the source instance as a user with ability to edit permission roles.

2. Go to Admin ToolsManage Permission Roles and edit the appropriate administrative role. 3. Go to Administrative PermissionsManage Instance Synchronization.

4. Select permission to sync at least one configuration object. 5. Select Done and then Save Changes.

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Setting Administrator Permissions

If the customer is using the legacy permission model, you can grant instance sync permissions by completing the following steps:

1. Log into the source instance as a user with permission to set user permissions. 2. Go to Admin ToolsAdministrative PrivilegesManage Instance Synchronization. 3. Select permission to sync at least one configuration object.

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Next Steps

6 Next Steps

Instance sync is now enabled and available to use in the source instance.

It is not necessary for you to grant all of the relevant instance sync permissions on behalf of the customer. Customer administrators with the ability to manage system permissions can also grant these permissions themselves, within Admin Tools, for each supported configuration object type.

Customer administrators who have been granted permission to sync at least one configuration object can now access and use the Configuration Sync Wizard and the Instance Synchronization Monitor Tool in the source instance.

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