Implementing Onboarding

Implementation Guide | PUBLICDocument Version: 2H 2021 – 2021-09-11

Implementing Onboarding

© 2

021 S

AP S

E or

an

SAP affi

liate

com

pany

. All r

ight

s re

serv

ed.

THE BEST RUN

Content

1 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2 SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

3 Features and Benefits of Using SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . 22

4 Features Supported in SAP SuccessFactors Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

5 Combined Instances of Onboarding 1.0 and Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

6 Implementing SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266.1 Onboarding Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Enabling Onboarding in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Configuring an Applicant Status Set to Initiate Onboarding from Recruiting . . . . . . . . . . . . . . . . . . . 32Allowing Recruiting Users to Initiate the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Configuring the Day One Conversion Job in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Configuring Goal Management for Onboarding in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Configuring Print Form Generation for Onboarding in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . 40Configuring the Event Reason for New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Events Published by Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Subscribing to Onboarding Cancellation Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45Creating Onboarding Option in SourceOfRecord. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

6.2 Role-Based Permissions for Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Role-Based Permissions for Administrators in Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . 48Role-Based Permissions for Onboarding and Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Role-Based Permissions for Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Role-Based Permissions for New Hires as External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69Role-Based Permissions for New Hire and Internal Hire Data Review. . . . . . . . . . . . . . . . . . . . . . . . . 73Assigning External User Target Populations to a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

6.3 Configuring Onboarding Process Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Setting Up a Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Enabling Proxy Rights From a Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Editing the Process Flows for Default Onboarding and Offboarding Processes. . . . . . . . . . . . . . . . . . 78

6.4 Configuration of Data Model Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Data Models Used in Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Configuration of Succession Data Model (for Employee Central). . . . . . . . . . . . . . . . . . . . . . . . . . . .81Synchronizing the Succession Data Model with Metadata Framework (MDF). . . . . . . . . . . . . . . . . . .84Adding HRIS Element Fields Specific to Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

2 PUBLICImplementing Onboarding

Content

Adding Country/Region-Specific HRIS Element Fields to the Data Model. . . . . . . . . . . . . . . . . . . . . 876.5 Data Models in SAP SuccessFactors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .886.6 Integration of Recruiting Systems with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Integrating SAP SuccessFactors Recruiting Management with Onboarding. . . . . . . . . . . . . . . . . . . . 906.7 Integration of an External Applicant Tracking System with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . 99

Creating an External User Record in the Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Mapping Employee Information with the External User Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

6.8 Integration of an External HRIS with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Onboarding Process Restart for External HRIS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

6.9 Integrating Goal Management with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1106.10 Initiating the Onboarding Process for External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1136.11 Initiating the Onboarding Process Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1146.12 Data Collection Process in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

New Hire Data Review Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Personal Data Collection Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Configuring the Account Owner Name in the Payment Information Section. . . . . . . . . . . . . . . . . . . 125Onboarding Data Collection Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Adding an Onboarding Rule Context for Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

6.13 Managing Onboarding Document Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Configuring a Document Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

6.14 Setting Object Visibility for New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

7 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1607.1 Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Accessing the Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161Preconfigured Email Templates in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162Business Rules in Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Configuring Specific Document Types as Email Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Managing Email Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Using Email Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Configuring Email Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185Configuring Email Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Unsubscribing from Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

7.2 Home Page Tiles in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191Creating Business Process To-Do Tile for Onboarding Admin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Creating Custom Home Page Tile for New Hires Based on Business Rules. . . . . . . . . . . . . . . . . . . . 193Setting the Due Date Range for the Pending To-Do Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Managing Home Page Tiles for New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197Disabling the Useful Contact Tile Photo for External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

7.3 Responsible Groups in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Creating a Responsible Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

7.4 Setting Up Compliance for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Implementing OnboardingContent PUBLIC 3

Compliance Forms for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Setting Up Compliance Form Assignment Using Override Configuration. . . . . . . . . . . . . . . . . . . . . .211Updating the Default Mapping of Compliance Form Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Adding a New Configuration for Superannuation Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Configuring USCIS Form I-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218Configuring Form USCIS I-9 Reverification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Configuring E-Verify. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Configuring Federal W4 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233Configuring State Withholding Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233Validating Metadata for Custom Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Adding Custom Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

7.5 Configure Document Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238e-Signature Methods Supported in Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . 238

7.6 Triggering No-Show for a New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243Adding a No-Show Picklist Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245Adding a Report No-Show Picklist to the Employee-status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245Setting Up the Event Reason . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

7.7 Configuring Business Rule for Event Reason. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2477.8 Associating Business Rule for Event Reason with Data Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2517.9 Onboarding Configurations for Instance Sync. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2527.10 Onboarding Configurations for Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2567.11 Creating an Outbound Integration for New Hire Data in Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . .2577.12 Qualtrics Email Feedback for Onboarding New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2597.13 Creating Sequence Object Entity for Custom ID Generation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2607.14 Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding. . . . . . . . . . . . . 2617.15 Associating Business Rule for Custom User ID and Employee ID with ONB2Config Object. . . . . . . . . . . 2647.16 Configuring New Hire Company Documents in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .264

Uploading Company Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265Configuring a Business Rule to Select and Display the Uploaded Documents. . . . . . . . . . . . . . . . . .265Creating a Custom Tile for Company Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

7.17 Stories in People Analytics for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268Creating a Story Report for Section 1 and Section 2 on USCIS Form I-9 Process Task Related Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269Creating a Story Report for Number of New Hires Overdue for Section 2 of USCIS Form I-9 Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270Creating a Story Report on USCIS Form I-9 Documents Submitted by New Hires. . . . . . . . . . . . . . . 272Creating a Story Report on USCIS Form I-9 Reverification for Employees. . . . . . . . . . . . . . . . . . . . . 274Creating a Story Report Having USCIS Form I-9 and E-Verify Details. . . . . . . . . . . . . . . . . . . . . . . . 275

8 Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2788.1 Creating a New Equipment Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2798.2 Creating a Prepare for Day One List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280


Content

Setting Up a Business Rule to Select the "Prepare for Day One List" Activity. . . . . . . . . . . . . . . . . . 2828.3 Setting Up Onboarding Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

Creating an Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284Setting Up a Rule for Selecting the Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

8.4 Adding a Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2908.5 Setting Up a Business Rule for the Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2918.6 Recommended Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2928.7 Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .293

Setting Up a Business Rule for Archiving Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294Creating a Batch Job to Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . 296

9 Onboarding Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2989.1 Initiating Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

Validating the Exception Data in the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3029.2 Reviewing New Hire Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3039.3 Onboarding Dashboard without Compliance Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3059.4 Onboarding Dashboard (New). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

Permissions for the Onboarding Dashboard (New). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313Completing Tasks from New Hire Details Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .315

9.5 Completing New Hire Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3179.6 Logging into the Application as New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3199.7 Performing Personal Data Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320

Completing the Profile Information by New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3219.8 Performing Additional Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3239.9 Reviewing Personal and Additional Data Collection Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3249.10 Viewing New Hire Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326

Document Upload Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3289.11 Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3309.12 Hiring a Candidate from Manage Pending Hires in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

Configuring Employee Files to Include Inactive Users in Search . . . . . . . . . . . . . . . . . . . . . . . . . . . 3339.13 Running a Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3349.14 USCIS Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .335

Form I-9 Remote Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337Completing Form I-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342Creating a Task to Correct USCIS Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343Reverifying Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .344

9.15 E-Verify. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345E-Verify Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347Manually Creating an E-Verify Case. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352

9.16 Completing the Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3529.17 Activating an Account and Setting New Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354


9.18 Activating an Account and Setting New Password After SAP Identity Authentication Service (IAS) Is Enabled. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355

9.19 Accessing New Hire Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

10 Restart the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35810.1 Restarting the Onboarding Process Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35910.2 Configuring Notifications in Onboarding Restart Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36010.3 Configuring Onboarding Process to Restart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

Creating a Business Rule for Restarting the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . 36210.4 Restarting the Onboarding Process with an External Applicant Tracking System. . . . . . . . . . . . . . . . . . 36410.5 Restarting Internal Hire Process in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365

11 Canceling an Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36711.1 Setting Up a Business Rules for Closing the Onboarding/Offboarding Processes. . . . . . . . . . . . . . . . . .369

12 Process Variant Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37312.1 Onboarding Standard Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37312.2 Cloning a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37512.3 Creating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

Setting a Business Rule for a Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37812.4 Deactivating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37912.5 Updating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380

13 Internal Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38113.1 Configuring the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382

Setting Up Notifications for the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383Setting Up the Event Reason for Internal Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387Configuring a Business Rule to Initiate Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388Configuring Employee Transfer Event Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389Selecting the Transfer Event Reason to Initiate Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . 391

13.2 Running the Internal Hire Process from Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39213.3 Initiating Internal Hire Process from Recruiting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394

Setting Up Reporting for the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39613.4 Running the Internal Hire Process From an External Applicant Tracking System. . . . . . . . . . . . . . . . . . 39713.5 Internal Hire Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .399

14 Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40114.1 Implementing Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401

Enabling Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402Role-Based Permissions for Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403Setting a Business Rule to Configure Offboarding Initiation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410Setting the Rule for Data Review for the Employee Leaving the Company . . . . . . . . . . . . . . . . . . . . 412Setting a Rule for Data Review by an Employee for the Exiting Employee . . . . . . . . . . . . . . . . . . . . . 413Configuring a Business Rule for Archiving Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414


Content

Configuring Offboarding Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .416Accessing Email Services in Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .421Qualtrics Email Feedback for Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .423

14.2 Offboarding Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424Initiating Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424Reviewing Offboardee Information as an Employer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425Reviewing the Offboarding Information as an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .428Creating a Knowledge Transfer Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .429Completing the Knowledge Transfer Tasks Completed by the Assignee/Offboarding Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430Scheduling Meetings with the Offboardee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .431Listing the Assets that Offboardee has to Return. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .432Tracking the Return of Assets from the Offboardee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433Writing a Farewell Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434Canceling the Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436

15 Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43815.1 Permissions to Perform Rehire Verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43815.2 Configuring the Check for Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43915.3 Overview of IDs and Changes During Rehire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43915.4 Rehire Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441

Initiating Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442Performing the First Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445Reviewing New Hire Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447Logging into the Application as Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449Performing Personal Data Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .450Performing the Second Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .453Performing Additional Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .455Hiring a Candidate from Manage Pending Hires in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . 456Running a Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458

16 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46016.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46016.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46016.3 Russia Data Residency Solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461

17 Important Technical Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46217.1 Onboarding Terminology Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46217.2 Applicant, New Hire, and Employee Security in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46217.3 Managing Time Related Data in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46417.4 Address Validation Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464


18 Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46518.1 Additional Resources for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465


Content

1 Change History

Learn about changes to the documentation for Implementing Onboarding in recent releases.

1H 2021

Type of Change Description More Info

<July 23, 2021>

Added We added a prerequisite for configuring USCIS Form I-9 and E-Verify.

Configuring USCIS Form I-9 [page 218]

Configuring E-Verify [page 225]

<June 04, 2021>

Added We added new forms to the list of Compliance Forms.

Compliance Forms for Onboarding [page 205]

<May 28, 2021>

Added We added a note about the fields required in the data model for the United Kingdom Starter Checklist.


Added We added a prerequisite for canceling the onboarding process.

Canceling an Onboarding Process [page 367]

<May 21, 2021>

Added We added a note on the personIdExternal of the dependent added during user import or using the Applicant Tracking System.

Hiring a Candidate from Manage Pending Hires in Onboarding [page 456]

Changed Changed the purpose to "Validate" instead of "Initiate" and replaced the screenshot.

Creating a Business Rule for Restarting the Onboarding Process [page 362]

Added Added a note that the Employee Export permission is not required for Onboarding Dashboard users.

Permissions for the Onboarding Dashboard (New) [page 313]

Onboarding Dashboard without Compliance Tasks [page 305]

<April 30, 2021>

Added We added a note on testing the compliance workflow after creating a field override configuration.

Updating the Default Mapping of Compliance Form Fields [page 212]

<April 16, 2021>

New Added steps for Manually Creating an E-Verify Case topic.

Manually Creating an E-Verify Case [page 352]

Implementing OnboardingChange History PUBLIC 9


Changed Added information about the latest home page support for Onboarding. Added the E-Verify Tasks and its associated permissions.

Onboarding Dashboard (New) [page 312]


Completing Tasks from New Hire Details Page [page 315]

Changed Updated the Initiating Onboarding topic to include information about the user locale value passed from Recruiting Management.

Initiating Onboarding [page 299]

New Added a new topic to include information about the Russia Data Residency Solution updates.

Russia Data Residency Solution [page 461]

Changed Added information about selecting the Onboarding Dashboard (New) from the global navigation menu.


Changed Added a new field called Locale for New Hire in the Add New Hire to Onboarding page.

Initiating the Onboarding Process Manually [page 114]

Changed We changed the Goal Task permission to the BPE Service User.

Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]

Changed We added information about the view permissions for Recommended Links and Suggested Links.

Onboarding Tasks [page 278]

New You can use the E-Verify Duplicate Case preconfigured template to notify the hiring manager about a duplicate E-Verify case for a new hire.

Preconfigured Email Templates in Onboarding [page 162]

Changed The E-Verify workflow was updated to include the duplicate case scenario.

E-Verify Workflow [page 347]

Changed You should assign required tasks to a responsible group and set the due date.

Creating an Onboarding Program [page 284]

New You can now use the Onboarding Program Permission Role to allow onboarding participants to view and edit the default welcome message.

Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]

Added We added a note on the updates in Change Audit Log report for compliance when a version update is available for an assigned compliance form.

Completing the Compliance Forms [page 352]

Added We added information about how administrators can configure the validity of the password reset link.

Logging into the Application as New Hire [page 319]


Change History


New You can configure a job that creates a reverification task for section 3 of Form I-9.

Configuring Form USCIS I-9 Reverifica-tion [page 224]

New You can complete Section 3 of Form I-9 to reverify an employee's employment authorization.

Reverifying Form I-9 [page 344]

Added We added a new section to provide more information about the rehire process flow.

Rehire Process Overview [page 441]

New You can configure Qualtrics surveys to be sent to obtain feedback about the employee's offboarding process.

Qualtrics Email Feedback for Offboarding [page 423]

New You can update certain objects to be visible to the new hires during the Personal Data Collection step.

Setting Object Visibility for New Hires [page 158]

New You can map the standard Employee Central fields in the Compliance forms to a custom field, or to another standard field.

Updating the Default Mapping of Compliance Form Fields [page 212]

Added Added notes to retain the existing employee data in Employee Central that are not passed from Recruiting Management using Recruit-to-Hire Data Mapping and override the data if they are passed for crossboarding entitites.

Internal Hire [page 381]

Added Added a note for the checklist task enhancement in the Onboarding Dashboard (New).

Onboarding Tasks [page 278]

New Added a topic to assign external user target population.

Assigning External User Target Populations to a Role [page 74]

New You can use (ONB) Checklist Item Change Template to notify the participant that a checklist item has been added, updated, or removed.


New Added the configuration steps to enable E-Verify.

Configuring E-Verify [page 225]



New Added task to generate reports on E-Verify and Form I-9 using People Analytics Story Reports for audit purposes.

Stories in People Analytics for Onboarding [page 268]

Creating a Story Report for Section 1 and Section 2 on USCIS Form I-9 Process Task Related Data [page 269]

Creating a Story Report for Number of New Hires Overdue for Section 2 of USCIS Form I-9 Tasks [page 270]

Creating a Story Report on USCIS Form I-9 Documents Submitted by New Hires [page 272]

Creating a Story Report on USCIS Form I-9 Reverification for Employees [page 274]

Creating a Story Report Having USCIS Form I-9 and E-Verify Details [page 275]

New You can initiate correction for Section 1 and Section 2 of USCIS Form I-9 either from Manage Data or only Section 1 from the Onboarding Dashboard (New).

Creating a Task to Correct USCIS Form I-9 [page 343]

Added We updated the existing note to include information about entering details in the Personal Data Collection step or Employee Profile before form submission for successful prepopulation.

Configuring State Withholding Forms [page 233]

2H 2020 Release

The following table summarizes changes to this guide for the 2H 2020 release

What's New Description More Info

January 29

Updated the topic to correct technical inaccuracy.

Removed the term technical user ID and all the points associated with the term.

Requesting Print Form Service URLs for UI and API Access in Provisioning [page 41]

January 22

Added a new topic on Configuring Role-Based Permissions for Initiating Onboarding and Setting Up Goals.

You can select a target user group responsible for initiating Onboarding and setting up goals in Goal Tasks.

Configuring the Permission Group or Responsible Users for Initiating the Onboarding Process

January 10


Change History

https://help.sap.com/viewer/12be6a11886846cba1de18bf9027a0b6/2105/en-US/5668b8405df54800b3aa0581c86e309f.html




Added a new topic on disabling the displayed image in the Useful Contact tile.

You can disable the image displayed in the Useful Contacts tile.

NA

Added a new topic on how IDs are impacted during the rehiring process.

During the Rehire process, a new employment entity is added to the Old Person entity.

Overview of IDs and Changes During Rehire Process [page 439]

Updated the list of required fields to configure the state withholding forms.

The specified fields are required to complete most state withholding forms.


November 27

Added a new topic on setting the path for the country/region and state fields used in compliance form assignment.

Appropriate paths for the form assignment need to be set based on the address field configuration.

Setting Up Compliance Form Assignment Using Override Configuration [page 211]

Added a new permission, Hide Onboarding Dashboard.

The permission allows you to hide the Onboarding Dashboard tile on the home page.

Role-Based Permissions for Onboarding and Offboarding [page 47]

Onboarding Dashboard without Compliance Tasks [page 305]


November 20

Added a new topic "Onboarding Process Restart for External HRIS".

Stable ID is the new Onboarding business key for all external services integrating with Onboarding.

Onboarding Process Restart for External HRIS [page 109]

Added a note about not adding space in the ID value.

The ID value must not contain any space characters.

Configuring UI for the Data Collection Object Entity [page 136]

Added a note about Time-related fields. Time fields should not be mapped for both internal and external hires.

Mapping Data from Recruiting Management with Employee Central Entities [page 91]

Added a note about Time-related fields. Don’t map any Time-related data from Recruiting. Time related is hidden from the Provide Personal Data page using Role-Based Permissions. During Manage Pending Hire step, you can add the Time Information section on the Add New Employee page.

Managing Time Related Data in Onboarding [page 464]

Added a note about instances with corporate identity provider.

For instances with corporate identity providers, an email from SAP Identity Authentication Service (IAS) is not sent.

Activating an Account and Setting New Password After SAP Identity Authentication Service (IAS) Is Enabled [page 355]

November 06



Added a note about setting the time related fields as non-mandatory fields.

Ensure that the time related fields are set as non-mandatory fields in Succession Data Model.


Added a note about the Custom tile. The Custom home page tile is visible for ninety days after the new hire’s Start Date.

Creating Custom Home Page Tile for New Hires Based on Business Rules [page 193]

Added the following topics:

● Creating a Document Template Using Adobe LiveCycle Designer

● Downloading Adobe LiveCycle Designer

● Uploading and Mapping an Adobe Document Cloud PDF Form

If you already have existing documents in your current system and you want to add it to Onboarding then using the third party designer tools you might have the option to reuse and edit these documents before uploading it into SuccessFactors Onboarding. You can use the Adobe Livecycle Designer to create the document templates from scratch.

Creating a Document Template Using Adobe LiveCycle Designer [page 148]

Added a Role-Based Permission to sync MDF picklists.

Allows you to sync MDF picklists between two instances.

You need this permission to trigger email notifications with dynamic group recipient builder.

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]

Content and Recipient Builders [page 187]

Added a note about not setting the OnSave and OnChange rule to pre-populate time related data for Onboarding rule context.

Do not set any Employee Central OnSave and OnChange rule to pre-populate time related data for Onboarding rule context in Manage Business Configuration.


Added a note about setting the time related information for an internal hire candidate.

To set the time information for an internal hire candidate during the internal hire process, provide the time related data during Review New Hire Data step for internal hires.


Added a note about setting the manger info that flows from Recruiting to Employee Central.

The manger info "Job Info - Supervisor" that flows from Recruiting to Employee Central should be same as the manager info set in Position Management.


October 30

Added a missing Form I-9 configuration requirement.

You must run the Biz Daily Rule to enable the Compliance Feature and role-based permissions for Form I-9.

USCIS Form I-9 [page 335]


Change History


Added a note about what happens when the Document Flow step is declined by the user.

If the Document Flow step is declined by the user, then the user is directed to the Personal Data Collection step. However, if the custom process doesn’t have the Personal Data Collection step, then the user continues with the flow.

Onboarding Standard Processes [page 373]

Added the following: We don't support processing of any time-related information during Review new Hire Data step for external users.

You can use time-related information to record and evaluate the work schedule of employees in your organization. However, we don't support processing of any time-related information during Review new Hire Data step for external users.


Added a prerequisite in the "Setting Up Compliance for Onboarding" topic.

To ensure that United States country record appears in the Compliance Settings page, verify that the BizX Daily Rules Processing Batch job has executed and Compliance Metadata records have been updated.

Setting Up Compliance for Onboarding [page 202]

Added a note in the "Configuring State Withholding Forms" topic.

In order to complete most forms, the following fields are required:

● First Name● Last Name● SSN● Address Line 1● City● State (picklist)● Zipcode● Country● Date of birth

Although Suffix isn’t a required field, it needs to be configured as a picklist.


Added a note on configuring business rule for event reason.

If the null check is not added, the event reason value may be updated to "New Hire" by the rule, after the event reason value was updated manually in the New Hire Data Review step.

Configuring Business Rule for Event Reason [page 247]

Added a note in the "Configuring State Withholding Forms" topic.

It is recommended that you enable both the Federal W4 and the state withholding forms in the system.




Added templates to the list of preconfig-ured email templates.

Added the following templates:

● (ONB) Compliance Document Flow Template

● (ONB) Compliance Document Signature Declined Message Template

● (ONB) Compliance Document Signature task completion Template


October 16

Added a new section on configuring specific document types as attachments.

You can configure signed, unsigned, or all documents in the document flow to be shared as email attachments.

Configuring Specific Document Types as Email Attachments [page 175]

Prepare for New Hires tile name has been changed to Complete New Hire Tasks.

Complete New Hire Tasks tile is the entry point to access all the tasks that you need to perform for the new hires that you’re responsible for.

Completing New Hire Tasks [page 317]

E-Verify is removed from the Show I-9 Status on the Dashboard permission name.

Allows you to view the status of Form I-9 and E-Verify on the dashboard.


October 09

Added a new section for Onboarding Dashboard (New) tile.

The new onboarding dashboard presents a consolidated view of all the new hires joining your team, their details, onboarding process tasks that include data collection, I-9, compliance tasks, new hire tasks and their corresponding statuses.


Added a new section for listing out all the role-based permission required to view the Onboarding Dashboard (New) tile, new hire details, and onboarding process tasks.

You need permissions to view the Onboarding Dashboard (New) tile on the home page. You also need permissions to view the new hire details along with the process tasks assigned to you or any of the responsible users on the Onboarding Dashboard.


Added a new section on how to complete all the new hire tasks assigned to the hiring manager and the responsible users.

As a hiring manager or a participant of the onboarding process, you can complete all the new hire tasks assigned to you from the New Hire's Details page.

Completing Tasks from New Hire Details Page [page 315]


Change History


Added the following new compliance object permissions:

● I-9 User Data● I-9 User Data.User Data Documents● I-9 User Data.Translators● I9AuditTrail

These permissions allow users to view and edit Form I-9 compliance objects.


Added a new topic for creating a responsible group for the Form I-9 signature task.

You can create a responsible group to assign a corporate representative who is responsible for completing the new hire's Form I-9.

Creating a Responsible Group for the Form I-9 Signature Task [page 221]

Added a new topic for compliance forms. You can view all the compliance forms supported in Onboarding.


Added a note about provide read access rights to the Employment Details MMS permission.

If you are an existing user and have already configured the Onboarding External User role, ensure that you provide only the read access rights for the Employment Details MMS permission.

Setting Up Compliance for Onboarding [page 202]Role-Based Permissions for New Hires as External Users [page 69]

Created a new topic on configuring business rule for event reason.

You can configure a business rule to automatically populate the Event Reason field based on the defined conditions.


Created a new topic on associating the business rule for event reason with data model.

The business rule configured to automatically set the Event Reason field needs to be associated with data model.

Associating Business Rule for Event Reason with Data Model [page 251]

Added a section for enabling permission to view Onboarding Dashboard tile on the home page.

You can select Onboarding or Offboard-ing as the Process Type for ONB2Process object in Role-Based Permissions.


Updated the Onboarding Process Overview block diagram to include the compliance block.

An overview of how the standard onboarding business processes work in synergy from preonboarding configura-tion until the start date of the new hire.

Onboarding Process Overview [page 298]

Added a note on the default locale for external users.

The external user's default locale will be set to the company's default locale.

Initiating the Onboarding Process for External Users [page 113]

Updated the Master ID Information in "Integration of an External HRIS with Onboarding" topic.

The restart process generates an Onboarding Master ID, which is shared with the external HRIS.

Onboarding Process Restart for External HRIS [page 109]

Updated the Setting Up Compliance for %ONB2% topic to include the forms for the United States of America.

Compliance forms for the United States of America are made available in Onboarding. As an administrator, you can now enable or disable these forms from Admin Center.




Added new topics for configuring Compliance Settings and Business Rules for Form I-9.

Configure Form I-9 to set a business rule and authorize a representative to fill out the form.

Configuring USCIS Form I-9 [page 218]

Added new topics for configuring Compliance Settings and Business Rules for State Withholding forms.

Configure State Withholding form to set a business rule and authorize a representative to fill out the form.


Added new topics for configuring Compliance Settings and Business Rules for W4 forms.

Configure W4 to set a business rule and authorize a representative to fill out the form.

Configuring Federal W4 Forms [page 233]

Added a new topic for Completing Form I-9.

As a hiring manager or a corporate representative, you must complete Section 2 of Form I-9 to verify the identity and employment authorization for anyone hired to perform labor or services in the United States.

Completing Form I-9 [page 342]

Added a section about Compliance block in Process Variant Manager.

You can add a compliance block to the Process Variant Manager.

Onboarding Standard Processes [page 373]

Added a note on adding business rules to the (OFB) Manage Assets Updated Message To Employee Category.

To add business rules for the (OFB) Manage Assets Updated Message To Employee Category, you must manually update the content builder by reusing the preconfigured template.

Business Rules in Email Services [page 167]

Added a new topic about configuration requirements and setting up Qualtrics email surveys for new hires.

You can use an Intelligent Services event to send new hire information to Qualtrics. A Qualtrics survey (or a link to a survey) is sent through an email to the new hires as part of their onboarding process.

Qualtrics Email Feedback for Onboarding New Hires [page 259]

Added a new topic on how to subscribe for Onboarding Cancellation Event from Intelligent Services Center.

For the status to get updated as cancelled, you must subscribe to the Onboarding Cancellation Event.

Subscribing to Onboarding Cancellation Event [page 45]

Added a note about updating the new hire's username and Business email only during the Manage Pending Hire step.

You must update the new hire's username and add the Business email only during the Manage Pending Hire step and not during the New Hire Data Review step.

Hiring a Candidate from Manage Pending Hires in Onboarding [page 331]

Added a note that the internal fields should be removed while configuring the UI during Data Collection.

While configuring the UI, ensure that you remove externalName, externalCode, and userConfig from custom objects as they’re internal fields.

Configuring UI for the Data Collection Object Entity [page 136]

Added a new step to set the Secured field on the object is set to NO

Set the Secured field on the object is set to NO as the object is secured by default.

Creating a Data Collection Object Entity [page 131]


Change History


Added a prerequisite for accessing new hire data.

To access the new hire data after Manage Pending Hire step and before the start date, ensure that the target population is set to external user in Role-Based Permissions.

Configuring Employee Files to Include Inactive Users in Search [page 333]

Added a note in 'Adding a New Email Template' topic.

The title of an email template cannot contain special characters such as # % [ ] , ; ? \ / '

Creating a New Email Notification Template [page 180]

Updated a note in 'Setting Up Compliance for Onboarding' topic.

The date format displayed in the compliance forms is based on the form locale.


Added a note on categories for compliance forms.

The categories ensure that the different legal requirements for access authorization and storage are met.


Added permission for viewing the compliance documents generated for onboardees.

Enable Document Category Access permission to view the compliance documents.


Updated the list of preconfigured email templates for onboarding.

Added the list of compliance-related email templates that are supported.


Created new topics on configuring the generation of user ID in custom formats.

You can set up a business rule to generate the user ID and employee ID in specific formats.

Creating Sequence Object Entity for Custom ID Generation [page 260]

Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding [page 261]

Associating Business Rule for Custom User ID and Employee ID with ONB2Config Object [page 264]

Created new topics on configuring business rules to share static or dynamic documents as attachments in email notifications.

You can configure the Add Static Documents as Email Attachments or Add Dynamic Documents as Email Attachments business rule to share documents as email attachments.

Configuring Business Rule for Static Documents as Email Attachments [page 170]

Configuring Business Rule for Dynamic Documents as Email Attachments [page 173]

Added a note on compliance form updates.

SAP monitors the new versions of compliance forms published by the Government. We analyze the impact and update the forms accordingly. These changes are then pushed to your instance by a central service.




Added a prerequisite to implement Onboarding.

You must enable Enable Media Service Features (Show Me, About Me, My Name) — requires “Version 12 UI framework (Revolution)” in Provisioning to work with compliance forms in Onboarding.

Onboarding Settings [page 28]

Added a note on compliance workflow behavior when the onboarding process is canceled or restarted.

When the onboarding process is restarted or canceled, the compliance workflow is terminated. All compliance objects, including forms and user data, will be marked as inactive.

Restart the Onboarding Process [page 358]

Canceling an Onboarding Process [page 367]

Created new topic on validating metadata for custom compliance forms.

You can use the Custom Form Validator tool to validate and preview the metadata for custom compliance forms.

Validating Metadata for Custom Compliance Forms [page 234]

Created a new topic on adding custom compliance forms.

You can add custom compliance forms that aren’t pre-delivered by uploading the form metadata to the system.

Adding Custom Compliance Forms [page 235]


Change History

2 SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding solution allows you to integrate a new hire into the organization and its culture. It also provides access to tools and information that the new hire requires to become a productive member of the team.

NoteWe aren't replacing the existing Onboarding solution with the new solution yet.

Onboarding simplifies the complexities of the existing Onboarding process. For example, there's a new tool called Recruit to Hire Data Mapping that replaces the several configuration tools that are currently used. Also, with the Fiori-based design, users experience more consistency between modules. Integration with vendors will have more flexibility due to the use of common data structures along with reduced duplicate functionalities.

New Hires can log in using the same user credentials for both the SAP SuccessFactors platform and Onboarding. A streamlined version of the home page is available and is security and permissions driven.

NoteWith Onboarding, you can only report on data within the module by using Stories in People Analytics. You cannot use the legacy reporting tools such as Table, Canvas, Dashboards or Tiles because they don't have access to the Onboarding data schema.

Related Information

Features and Benefits of Using SAP SuccessFactors Onboarding [page 22]Features Supported in SAP SuccessFactors Onboarding [page 23]Features and Benefits of Using SAP SuccessFactors Onboarding [page 22]Features Supported in SAP SuccessFactors Onboarding [page 23]

Implementing OnboardingSAP SuccessFactors Onboarding PUBLIC 21

3 Features and Benefits of Using SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding provides a robust and a simplified experience to Onboarding users.

Some of the major features and benefits of the SAP SuccessFactors Onboarding solution are highlighted below:

● Onboarding is now fully integrated with Employee Central and is built on the SAP SuccessFactors platform. It now eliminates the need to map the new hire data into the Employee Central database.

NoteTo use SAP SuccessFactors Onboarding, you must have Employee Central V2 enabled in provisioning.

● Onboarding aligns with the rest of the SAP SuccessFactors Application suite much more effectively. With this new solution, it is easier for the new hires to get started with their goal settings.

● The user interface of Onboarding is now based on SAP Fiori User Experience.● The hiring manager tasks are replaced with a comprehensive onboarding tasks dashboard. This allows tracking

of new hire progress through a single glance. Assignment of tasks in onboarding are handled through role-based permissions.

● Onboarding has more control and visibility to configure and administer processes, workflows, and custom forms.

● Features such as, Personal/Custom Data Collection, New Hire Data Review, New Hire Tasks, Onboarding Dashboard, and e-Signature (both DocuSign and SAP SuccessFactors eSignature) are available to the new hires on a mobile device.

NoteIn case you are using Docusign, an email is sent to the signee. The signee then opens the DocuSign link from the email, and signs the document on the DocuSign page.

NoteThe new hires can complete the data collection process through the responsive browser on the mobile device.

● The Recruit-to-Hire tool in Onboarding replaces the use of several configuration tools. New hires can now log in using the same user credentials for both the SAP SuccessFactors Platform and Onboarding. A streamlined version of the home page is available and is security and permissions driven.

● Supports the new hire paperwork with SAP Signature Management by DocuSign.● Onboarding has a new notification framework which is again built on Metadata Framework. In addition to this,

advanced conditions are replaced with the use of business rules.● A single process flow which covers most of the onboarding scenarios with rules which can be turned on/off to

activate some of the new hire tasks.


Features and Benefits of Using SAP SuccessFactors Onboarding

4 Features Supported in SAP SuccessFactors Onboarding

Review the features of the Onboarding to be aware of what is supported in the new version.

Feature Onboarding

RCM Integration Supported

Recruit to Hire mapping tool Supported

EC Integration Supported

Onboarding Dashboard Supported

Cancel/Re-initiate Onboarding Supported

New hire tasks Supported

Document Generation Supported

Document Signature – Single, custom form, DocuSign ONLY, Remote Signature only

Supported

Conversion of New Hire to Employee Interaction with PFS Supported

Admin tool for managing Onboarding programs Supported

Email Notifications Supported

ProcessFlow – One flow OOTB (Out Of The Box) delivered. Supported

Data Collection –Personal information Supported

Data collection – Customer specific information Supported

Data Protection and Privacy functions Supported

Applicant Tracking System Integration Supported

New Hire Tiles Supported

Admin UI for implementation Supported

Implementing OnboardingFeatures Supported in SAP SuccessFactors Onboarding PUBLIC 23

5 Combined Instances of Onboarding 1.0 and Onboarding

As a Recruiting user, you can now initiate onboarding for candidates either through Onboarding or Onboarding 1.0 if both are configured in the same instance.

Onboarding in Recruiting Management is enabled based on the following conditions that are set in Admin CenterOnboarding Integration Setup for Onboarding 1.0, and Admin Center Onboarding Integration Setup for

Onboarding :

● Apply Onboarding to all Job Requisitions● Apply Onboarding to Job Requisitions that meet ANY of the following criteria

For example, if the Job Requisition Country/Region is set to Australia (AU), Canada (CA), Ecuador (EC), United States (US) for Onboarding 1.0, then the candidate applying through the Job Requisition from any of these four countries will be a part of the Onboarding 1.0 process. Whereas, for Onboarding if the Job Requisition Country/Region is set to Brazil, then the candidate applying through this Job Requisition for Brazil will be a part of the Onboarding process.

These conditions determine which Onboarding process is to be initiated for a candidate.

NoteThe first preference is given to Onboarding, if the rules on Onboarding are satisfied then the onboarding is initiated through Onboarding. For example if Job Requisition Country/Region is set to the United States (US) for both Onboarding and Onboarding 1.0, then candidate applying through the Job Requisiont for US will be part of the Onboarding process.

If both Onboarding and Onboarding 1.0 don't satisfy the conditions, then onboarding is not initiated and the candidates data directly flows to the Manage Pending Hire process.

NoteCombined instances support all three processes – Onboarding, Internal Hire process, and Offboarding.

In case of Internal Hire process, the Onboarding takes precedence over the Onboarding 1.0 only when you set a rule using the Initiate Internal Hire Configuration scenario under Onboarding 1.0 and the rule is evaluated to false.

Here's the list of steps that can be executed in parallel for both Onboarding and Onboarding 1.0:

● Post Hire Verification and Correct New Hire Data steps: Managers can complete these steps successfully for both Onboarding and Onboarding 1.0.

● New Hire Logon and home page tiles: Onboarding and Onboarding 1.0 New Hires can log on to their respective onboarding solution depending on where their onboarding was initiated. Similarly, they can view the respective New Hire titles on the home page.

● New Employee Step and the New Hire paperwork steps: Onboarding and Onboarding 1.0 New Hires can complete the paperwork from their respective Onboarding application.

● Document Flow and DocuSign: Onboarding 1.0 and Onboarding document generation and DocuSign signature with same DocuSign account is successful.


Combined Instances of Onboarding 1.0 and Onboarding

● Manage Pending Hire: Hiring Managers can hire candidates from both Onboarding and Onboarding 1.0.

NoteIf you have Onboarding enabled, you must enable Enhanced Manage Pending Hires.

● Employee Logon and home page tiles: Onboarding and Onboarding 1.0 employees can log on to their respective onboarding solution and view the respective titles on the home page.

Related Information

Allowing Recruiting Users to Enable Onboarding for Job Requisitions [page 35]Settings for Onboarding 1.0 Integration Setup

Implementing OnboardingCombined Instances of Onboarding 1.0 and Onboarding PUBLIC 25

https://help.sap.com/viewer/8477193265ea4172a1dda118505ca631/latest/en-US/59f94002edc148cba832a076aefb328c.html

6 Implementing SAP SuccessFactors Onboarding

After enabling Onboarding in Provisioning, and assigning the necessary role-based permissions to the Administrator you must configure the Onboarding solution in the tenant.

The workflow for implementing Onboarding is a multi-step process as shown below:

● Onboarding Settings [page 28]● Role-Based Permissions for Onboarding and Offboarding [page 47]● Configuring Onboarding Process Definition [page 75]● Configuration of Data Model Onboarding [page 79]● Integration of Recruiting Systems with Onboarding [page 89]● Data Collection Process in Onboarding [page 116]● Managing Onboarding Document Templates [page 147]

Implementation Sequence for Onboarding

To implement... You need to...

Onboarding Settings Perform the following actions in Provisioning:

1. Configuring an Applicant Status Set for Onboarding2. Enabling Recruiting Users to Initiate Onboarding Process3. Configuring the Day One Conversion Job4. Integrating Onboarding with Goal Management5. Generating Print Forms in Onboarding6. Enabling Onboarding


Implementing SAP SuccessFactors Onboarding

To implement... You need to...

Role-Based Permissions for Onboarding Configure the following:

1. Role-Based Permissions for Administrators in Onboarding2. Role-Based Permissions for Onboarding Tasks3. Role-Based Permissions for Email Services4. Role-Based Permissions for New Hires as External Users5. Role-Based Permissions for New Hire Data Review

Deploying Onboarding Process Definition Configure and deploy a process definition to enable Onboarding execute a sequence of interdependent and linked procedures that are a part of its program.

Data Model Configuration for Onboarding Configure the data model in Onboarding by:

1. Synchronizing the Succession Data Model with Metadata Framework (MDF)

2. Adding Country-Specific HRIS Elements to the Data Model

3. Adding HRIS Elements Specific to Onboarding

Integration of Recruiting Systems with Onboarding Manage the Onboarding requirements by:

1. Integrating Recruiting Management with Onboarding2. Mapping the Data from Recruiting Management with Em

ployee Central entities3. Integrating an External Applicant Tracking System with

Onboarding

Data Collection Configuration in Onboarding Collect different kinds of information from the new hires by:

● New Hire Data Review by Assigned Participants● Personal Paperwork Configuration● Onboarding Paperwork Configuration

Document Template Management in Onboarding Configure document templates to map data collected from new hires to customer documents required for Onboarding by:

1. Enabling DocuSign for Onboarding2. Creating a Document Template

Implementing OnboardingImplementing SAP SuccessFactors Onboarding PUBLIC 27

6.1 Onboarding Settings

In order to configure and use Onboarding, there are several settings related to the SAP SuccessFactors HXM Suite that you must enable in Provisioning.

Prerequisite

To implement Onboarding, you should be an Employee Central certified implementation partner.

Go to Provisioning and configure the settings listed in the table for Onboarding.

NoteAs a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your implementation partner. If you are live with Onboarding, you must contact the implementation partner to migrate to Onboarding.

NoteOnboarding is included in the SAP SuccessFactors Onboarding license. If you do not have a valid license, contact your SAP Representative.

Select... To...

Enable Business Process Engine Make Business Process Engine(BPE) related role-based permissions available in Admin Center.

Enable BPE in UI Make Business Process Engine(BPE) related links visible on Admin Center UI after permissions are granted.

Employee Central V2 Use Data tables and APIs.

Enable the Attachment Manager

Select the permission model: Use role based permission

modelHave as many roles in the SAP SuccessFactors system as required and grant permissions to each role at a granular level.

Enable Generic Objects Get Create New UI Config on the Manage Business Configuration Page.

Honor Onboarding data model configuration.Effective Dated Data Platform

Enable Business Configuration in Admin Tools

Enable Dependents Management

People Profile

Enable Homepage v3



Select... To...

Enable Document Management Service (Requires Enable the Attachment Manager, Enable Generic Objects, Enable RBP)

Map ECV2/GO Object fields to Form Fields.

NoteTo add fields and rules in Manage business configuration,

you must enable Admin Center Manage

Documents . You must also configure the vendor for

Document Management Service in Admin Center

Configure Document Management .

NoteThe Document Management Service does not support Open Text integration.

Enable DocuSign Adaptor (Requires Enable Generic Objects and Enable the Attachment Manager)

Handle:

● Integration with DocuSign● Intelligent services events From/To modules integrated

with DocuSign

This allows the Configure docusign esignature permission to appear in Role-based permissions.

Enable Onboarding Integration BizX Onboarding

Integration (requires BizX Onboarding)

Enable Initiate Onboarding action item in Recruiting Management.

Single Sign-On (SSO) Settings Partial Organization SSO Use Single Sign On (SSO) method with Onboarding.

Enable Partial Organization SSO if you are using an SAP SuccessFactors application instance which has Single Sign On (SSO).

NoteExternal users cannot use Single Sign-On (SSO), a new username and password are created for them to access the application. On day one, after the conversion job runs and the external users are converted into employees, based on the company policy, they can start accessing the system using Single Sign-On (SSO).

Enable Intelligent Services Consume and publish the Intelligent Services events.

NoteUse Upgrade Center to enable Intelligent Services.


Select... To...

Enable Media Service Features (Show Me, About Me, My Name) — requires “Version 12 UI framework (Revolution)”

Work with compliance forms.

6.1.1 Enabling Onboarding in Provisioning

The first step in configuring Onboarding is to enable the new interface in Provisioning.

Prerequisites

For Onboarding to work with SAP SuccessFactors HXM Suite, your system must be configured accordingly. For more information about preparing your system to enable Onboarding, see Onboarding Settings [page 28].

Context

RememberAs a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your implementation partner. If you're no longer working with an implementation partner, contact Product Support.

Procedure

1. Go to Provisioning and select your company from the list of companies.2. Under Edit Company Settings, click Company Settings.3. Select Onboarding (including Internal Hire Process).

Step Result:

On select, Onboarding is enabled in your system. The following business rules are added to the system by default.

Rule Description

SAP_ONB2_CustomDataCollectionCheck Access the Custom Data Collection

SAP_ONB2_DataCollectionConfigSelect Access the Data Collection Configuration

SAP_ONB2_ECDataCollectionCheck Access the Employee Central Data Collection



Rule Description

SAP_ONB2_PreDay1AccessCheck Configure Pre-Day One Access

SAP_ONB2_HMReviewCheck Access New Hire Data Review Configuration

SAP_ONB2_InternalHire_Configuration Access the Internal Hire Configuration

SAP_ONB2_ProcessClosurePeriodConfig Access the Period to Close and Archive Onboarding Processes and Tasks Configuration

The rules are associated with corresponding rule scenarios, which are also added to the system by default.

The following permission roles are added to the system by default.○ OnboardingBpeAdmin: You can assign this role to a new group, an Admin, or an existing BPE Service User

group.○ OnboardingExternalUser: You can assign this role to new hires.

The following permissions groups are added to the system by default.○ OnboardingBPEServiceUser: The users in this group can execute Business Process Engine tasks.○ SAP_ONB2_ErrorFlowAdmins: The Admin users in this group can see Business Process tile on their Home

Page To Do section. This permission group is added in Admin Center Manage Onboarding Dynamic Groups .

4. Select Enable Document Management Service.Step Result:

Once enabled, administrators can view signed as well as unsigned documents.5. Select Enable Intelligent Services.

NoteUse Upgrade Center to enable Intelligent Services.

Step Result:

Once enabled, Intelligent Services events can be consumed and published.6. Create a MDF Object Definition to DB Sync job. Refer related links for more details.

Related Information

Creating a Job


https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/f3fb44c564bc41d5b259173a4e34b46a.html

6.1.2 Configuring an Applicant Status Set to Initiate Onboarding from Recruiting

Configure an applicant status set for Recruiting and create statuses to initiate the onboarding process from your recruiting system.

Prerequisites

● Applicant base statuses are set up in Provisioning.


Context

The integration of your recruiting and onboarding processes involves the definition of a Hireable and Hired status which you can set using Admin Center. These statuses enable you to initiate the onboarding process for prospective employees (already hired candidates).

Procedure

1. Go to Admin Center Edit Applicant Status Configuration .2. To create a status set, click Add New Status.

For more information on how to create an Applicant Status, refer to the Related Information.

3. To edit an existing status set, click Take Action Edit .4. Select the following Hirable Options: on the Edit Status Settings page:

○ Hirable: This option allows you to initiate the Onboarding process and makes the candidate appear on the Manage Pending Hire page.

○ Hired: This option ensures that the conversion job runs successfully and the candidate is converted into an employee on the start date.

NoteA status set can contain only one hireable status and only one hired status.

5. Click Save.



Results

After configuring the applicant status set, you will find an option to initiate onboarding for candidates with a corresponding applicant status as configured.

NoteTo view the option to initiate onboarding, Onboarding Initiate Permission must be enabled in Role-Based Permissions. For more information, on how to enable this permission, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding topic in Related Information section.

Related Information

Creating an Applicant Status SetRole-Based Permissions for Administrators in Onboarding and Offboarding [page 48]

6.1.3 Allowing Recruiting Users to Initiate the Onboarding Process

To allow Recruiting users to initiate the onboarding process, add permission settings related to Onboarding in the Job Requisition template.

Prerequisites

Configuring the applicant status set, to initiate onboarding for candidates with a corresponding applicant status. Refer to the Related Information.

Context

The permission settings work with the applicant status set that you have configured for Onboarding. Grant permissions for Onboarding in the Job Requisition Template XML for each applicant status that allows recruiting users to initiate onboarding.

You can grant the permissions from:

● Admin Center Manage Templates tool.

NoteThis option requires access to the Job Requistion Template.


https://help.sap.com/viewer/8477193265ea4172a1dda118505ca631/latest/en-US/d24530133d4c41bdb7f6375535e88143.html

● Provisioning.


Procedure

1. Go to Provisioning, under Managing Recruiting, select Import/Update/Export Job Requisition Template.

If you have an existing active Job Requisition Template, export the template to make the changes. The template gets exported in the XML format.

2. To add the permission settings, append the following code in the Job Requisition Template:

Sample Code

<feature-permission type="onboarding"> <description><![CDATA[R can initiate Onboarding during statuses with a Hireable category]]></description> <role-name><![CDATA[S]]></role-name> <role-name><![CDATA[T]]></role-name> <role-name><![CDATA[O]]></role-name> <role-name><![CDATA[R]]></role-name> <role-name><![CDATA[G]]></role-name> <role-name><![CDATA[W]]></role-name> <role-name><![CDATA[Q]]></role-name> <role-name><![CDATA[GM]]></role-name> <role-name><![CDATA[GMM]]></role-name> <role-name><![CDATA[GMMM]]></role-name> <status><![CDATA[Hireable]]></status> </feature-permission> <feature-permission type="onboarding"> <description><![CDATA[R can launch on-boarding emails during statuses with a Hired category]]></description> <role-name><![CDATA[S]]></role-name> <role-name><![CDATA[T]]></role-name> <role-name><![CDATA[O]]></role-name> <role-name><![CDATA[R]]></role-name> <role-name><![CDATA[G]]></role-name> <role-name><![CDATA[W]]></role-name> <role-name><![CDATA[Q]]></role-name> <role-name><![CDATA[GM]]></role-name> <role-name><![CDATA[GMM]]></role-name> <role-name><![CDATA[GMMM]]></role-name> <status><![CDATA[Hired]]></status> </feature-permission>

For more information on the Recruiting Operator fields, Designators, and Relational Recruiting Operators refer to The Recruiting Operators topic in the Related Links.

3. Upload the Job Requisition Template updated with the permission settings.

4. Go to Admin Center Manage Permission Roles .

The Permission Role List page opens.



5. To grant the permission, select all relevant roles that have the authorization to initiate onboarding and click Permissions.

6. Select Onboarding Initiate Permission under User Permissions Recruiting Permissions .

Results

Recruiting users belonging to the selected role gets an option to initiate onboarding process for eligible candidates.

Next Steps

Configure the Initiate Onboarding button to appear on Job Requisition page.

Related Information

The Recruiting Operators

6.1.3.1 Allowing Recruiting Users to Enable Onboarding for Job Requisitions

Configure the settings to allow the recruiting user to enable Onboarding for either all Job Requisitions, or only certain Requisitions.

Prerequisites

Enable Onboarding Initiate Permission. For more information on Permissions, see List of Role-Based Permissions in Related Links.

Context

The recruiting user can set the criteria for the requisitions, which will have Onboarding applied.


https://help.sap.com/viewer/8477193265ea4172a1dda118505ca631/latest/en-US/a594a0a633ac4dffaf9bb1730ef2b97f.html

Procedure

1. Go to Admin Center Onboarding Integration Setup .

The Onboarding Integration Setup page opens.2. Enter the number of days, after which a candidate can be reonboarded in the Restrict the onboarding of

applicants who has been onboarded within past (days) field.

If a recruiting user attempts to re-onboard a candidate before this period expires, a dialog box will display, notifying the user that the candidate has already been onboarded.

NoteBy default, the Restrict the onboarding of applicants who has been onboarded within past (days) field is set to 90 days.

3. You can enable Onboarding for either all Job Requisitions, or only certain Requisitions.

NoteThe Apply Onboarding to all Job Requisitions option is enabled by default.

You can choose certain Requisitions by clicking Apply Onboarding to Job Requisitions that meet ANY of the following criteria. Use the provided dropdown menu to set criteria for the requisitions, which will have Onboarding applied.

You can only limit Onboarding to Requisitions based on one field or criteria. Selection of multiple criteria is not possible. For example, a client may only want to onboard hires in the United States, and so could make the Onboarding options available only on US requisitions.

Results

Initiate Onboarding is visible on all the job applications or the selected applications as per configuration.

Related Information

List of Role-Based Permissions



https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/1911/en-US/d77b76e71cf54201a4049906b9d8145a.html

6.1.4 Configuring the Day One Conversion Job in Provisioning

To convert a new hire to an internal user on their start date, configure the day one conversion job in Provisioning.

Context

New hires can access your SAP SuccessFactors system before their start date as an external user with limited access. To provide a smooth transition, you must configure a job to convert new hires from external to internal users on their first day.

NoteTo ensure that this job converts new hires who were hired in an external Human Resources Information System (HRIS) from external to internal users, use the onb2UpdateFromExternalHris API to update the hire status in your application.

RecommendationSchedule the day one conversion job to run every day or every hour. The job will run in the time zone of the Onboarding data center.


Procedure

1. Go to Provisioning Manage Scheduled Jobs .2. Click Create New Job.3. For the job type, select ConvertExternalUserOnStartDateJob.

NoteTo avoid conversion of external candidates to employees before their start date, ensure that the time zone for the employee is updated in the Job Information entity. For details on updating the empoyee time zone, refer to Configuring Timezone in Employee Central in Related Links.

4. Select a value for the Business Start Hour job parameter.

This parameter checks for the external user's start time in their local time zone. For example, if the parameter is set to 8 a.m., users located in Germany will be converted to employees before users in the United States, as both will be converted at 8 a.m. local time.

5. Complete the remaining required information and click Create Job.


6. To submit the job, go back to the job list and under Actions select Submit.

Results

Once the conversion job runs successfully, new hires are converted to internal users on their start date.

Related Information

Configuring Timezone in Employee Central

6.1.5 Configuring Goal Management for Onboarding in Provisioning

As a hiring manager or a participant of the Onboarding process you can include the task of assigning goals to the new hires in the Onboarding program. If you have SAP SuccessFactors Goal Management configured in your system, you can create onboarding tasks based on your existing goals template.

Context

To configure Goal Management, you must enable the settings related to Goal Management from Provisioning.


On the New Hire Tasks configuration page, you can select a Goal Plan template that meets your requirement. You can also reuse an existing Goal Plan template.

NoteUnlike, Onboarding 1.0 where the only goal plan that would integrate was the New Hire plan and it had to have a specific ID like 101, in Onboarding when you upload the Goal Plan template, you can use any ID and Name.

Procedure

1. Go to Provisioning and select your company from the list of companies.



http://help.sap.com/disclaimer?site=https%3A%2F%2Flaunchpad.support.sap.com%2F%23%2Fnotes%2F2090302

2. Under Edit Company Settings, click Company Settings and select the following:

Select... To...

Total Goal Management from the Goal Management Suite dropdown

Turn on Total Goal Management for the entire company. That is, any user accessing the "goals" or "objectives" hyperlink, or tab within the application will invoke the Total Goal Management module.

Project Teams

TGM Version 10 UI Ensure that customers do not encounter blank page when loading Goals.

NoteNot all customers would experience the page loading issue when the option is not enabled.

TGM/CDP Goal Transfer Wizard Enable this option to transfer goals between users.

My Goals Tab Enable this option to view and edit the goals that are most important to you.

Enable Group Goals 2.0 Enable this option to assign a group goal to users.

Enable Goal Management V12 Use the upgraded version of the user interface.

Goal Import Create, edit, or delete goals, using a flat file instead of the UI.

Enable Group Goals 2.0 Push-down Update for Inactive Users Enable this option to assign a group goal to inactive users.

NoteThe settings appear in reference to Goal or Objective management depending on the option you choose for the Change Objective into. The above settings are shown in reference to Goal management.

3. Additionally, you must also configure a Goal template.

Before you start configuring the template for goal plans, under <role-name><![CDATA[*]]></role-name> section, add the following permissions:

Sample Code <permission for="create"><field-permission type="write"> <field-permission type="read">

When configuring the template for goal plans, edit the goal plan XML file. For more information about configuring Goal templates, refer to the Related Information section.


Related Information

Configuring Goal templates

6.1.6 Configuring Print Form Generation for Onboarding in Provisioning

Print Forms Generation is a solution in SAP SuccessFactors HXM Suite, which can be used to generate pixel perfect forms.

Context

During the onboarding process, a significant amount of information is gathered from the onboarding candidate. Although this information is in electronic form, situations can demand a physical copy of new hire data to aid the onboarding process.

To activate the Enable Print Forms Generation setting in Provisioning, a Print Form Services (PFS)/ SAP Business Technology Platform URL and API credentials are required.

1. Requesting Print Form Service URLs for UI and API Access in Provisioning [page 41]To enable the Print Forms Service, you're required to provide a P-user ID or S-user ID and your SAP SuccessFactors instance details.

2. Enabling Print Forms Service in Provisioning [page 43]Once you obtain the Print Form Service URL and API credentials, you can configure your application to enable Print Forms generation.

Related Information

Onboarding Document Template Management



https://help.sap.com/viewer/4a24e48b5c384b18a81f6b661305021e/latest/en-US

https://help.sap.com/viewer/2bed13b9e09f412894a721a43076faab/latest/en-US/36c53a40e58c408b86bda531b2da0cf4.html

6.1.6.1 Requesting Print Form Service URLs for UI and API Access in Provisioning

To enable the Print Forms Service, you're required to provide a P-user ID or S-user ID and your SAP SuccessFactors instance details.

Context

The process of setting up the Print Forms service is done by your Implementation Partner.

NoteIf you're no longer working with an Implementation Partner, contact SAP Cloud Support.

Procedure

1. Log in to your account and go to Account Settings.2. Make a note of the User ID, which can be found under Login Settings.

TipThe User ID is alphanumeric starting with the letter P or S.

3. On the right-hand panel of the Support ticketing tool (BCP), go to General Details and click Environment, to obtain the Tenant ID.

4. Click System ID.

Note the System Number, which corresponds to the tenant ID.

TipThe System Number normally begins with the number 7.

NoteIf you're an Implementation partner and don’t have access to BCP, go to the Cloud Reporting tool, search for the client. Scroll down and select the tenant ID under Productive Tenants for the System ID and System Number.

5. To generate a Print Form Services URL, go to the SAP SuccessFactors Cloud Operations Portal , and select the PFS URL Generation link.

On the PFS Generation URL form, enter the following details and click Submit:


http://help.sap.com/disclaimer?site=https%3A%2F%2Fhcmcloudops.successfactors.com%2FImplementation%2FIRequests

Fields Description

Summary * By default this field is prefilled. However, you can edit it.

P-User ID or S-User ID * Enter the user ID that you use with applications on SAP Business Technology Platform (SAP BTP)

Tenant ID * Enter the unique ID of your tenant.

Company ID * Enter the company ID, which is a unique ID used by the organization.

Data Center Enter your Data Center.

BizX URL * Enter your application URL.

Requestor Email Address * By default this field displays your email address.

NoteUnless you have a valid Onboarding Tenant ID, Company ID and P-user ID or S-user ID, Print Form Services provisioning can't be done.

Results

SAP SuccessFactors Operations team generates a URL, which can be used to consume Print Form Services on SAP BTP, in an Onboarding instance. After the URL is generated, it’s sent to the requestor's email address.

After processing, the operations team will provide you two URLs for the SAP SuccessFactors system in the following format.

● UI access: https://formsservice<......>.hana.ondemand.com/print-forms-service● API access: https://formsservice<......>.hana.ondemand.com/print-forms-service/odata/PDF

Next Steps

When replying to a customer request, provide both URLs. If one of them is missing, it can be manually constructed by either adding or removing /odata/PDF.

The API access URL and the P-user ID or S-user ID are used to configure the SAP SuccessFactors system to access the print forms service.

The UI access URL and the P-user ID or S-user ID can be used to access the service UI.

Task overview: Configuring Print Form Generation for Onboarding in Provisioning [page 40]



Next task: Enabling Print Forms Service in Provisioning [page 43]

6.1.6.2 Enabling Print Forms Service in Provisioning

Once you obtain the Print Form Service URL and API credentials, you can configure your application to enable Print Forms generation.

Context

One of the prerequisites for enabling Print Form service is to have a Print Form Service URL and API credentials. The Print Form service can be enabled in the Provisioning tool.


Procedure

1. Go to Provisioning and select your company from the list of companies.2. Under Edit Company Settings, click Company Settings.3. Check Enable Print Form Generation.4. Enter the Print Forms Service URL and the API credentials in the respective fields.5. Click Save Feature.

Results

You can now generate PDF forms with Data coming from ECV2/Go Object fields using the uploaded form templates.

Task overview: Configuring Print Form Generation for Onboarding in Provisioning [page 40]

Previous task: Requesting Print Form Service URLs for UI and API Access in Provisioning [page 41]


6.1.7 Configuring the Event Reason for New Hire

Configure the Event Reason to create a new hire user record in Employee Central.

Procedure

1. Go to Admin Center Manage Organization, Pay and Job Structures, and enter Event Reason , and enter Event Reason in Create New: dropdown box.

2. Provide the Event ID as newHire.3. Provide a Name and a Description for the Event and set the Status to Active.4. Select Hire from the Event dropdown and choose Save.

Results

You’ve configured the Event Reason for the new hire. The hiring manager should have Role-Based Permission for Event Reason. For more information refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic.

Related Information


6.1.8 Events Published by Onboarding

This table lists all Onboarding events that are published by Onboarding. Any SAP SuccessFactors solution or third-party application can subscribe to these published event.

Event Name Description Trigger Point Entity

Onboarding is initialized for the candidate

This event is published after the onboarding is initialized.

Post completion of New Hire Data Review.

Process

External User Eligible for Hire This event is raised to Employee Central to notify the Onboarding external user is eligible for hire.

Post completion of Process Variant Manager tasks.

Process



Event Name Description Trigger Point Entity

Change of Equipment Request Status

This event is raised when equipment request status has been changed.

When equipment activity status is changed from Tasks.

ONB2EquipmentActivity

Event for Restarting Onboarding Process

This event is raised to restart the Onboarding process.

When Onboarding process is restarted manually, or automatically.

Process

Onboarding is cancelled for the candidate

This event is published after the onboarding is cancelled.

When Onboarding process is cancelled from the Dashboard.

Process

Onboarding Step Complete This event is raised after a step in Onboarding has been completed.

On completion of Process Variant Manager step.

Process

External user to Internal user conversion

This event is published after the external user to internal user conversion for postday1 paperwork.

Day one after conversion job. candidate

6.1.9 Subscribing to Onboarding Cancellation Event

When Onboarding process is cancelled for a new hire from Onboarding Dashboard, the status of the new hire in Recruiting must appear as Canceled.

Context

For the status to get updated as cancelled, you must subscribe to the Onboarding Cancellation Event.

Note

You can initiate onboarding again if you or an onboarding user has already canceled the action, that is, Submission Status must be Cancelled.

Procedure

1. Go to Admin Center Intelligent Services Center .2. Enter cancel in the search field.


3. Select the Onboarding is cancelled for the candidate event.

NoteThe Cancel event is published after onboarding is cancelled.

4. Click Onboarding Cancellation Event Subscriber under Recruiting on the right pane.5. Click Actions and select Save Flow.

Results

You've subscribed to the Cancel Onboarding event.

6.1.10 Creating Onboarding Option in SourceOfRecord

Create the ONB option in SourceOfRecord picklist if it isn’t already present.

Procedure

1. Go to Admin Center Picklist Center , and search for SourceOfRecord picklist.2. Select the SourceOfRecord picklist from the search result.3. Select the Active version of the SourceOfRecord to add the ONB option to this picklist.4. Select + on the Picklist Values header, on the SourceOfRecord page.

The Add New Value page opens.5. Enter ONB as the External Code, provide a Label for the Onboarding event, and set the Status to Active.6. Save the changes.

Results

You’ve added ONB option to the SourceOfRecord picklist.



6.2 Role-Based Permissions for Onboarding and Offboarding

After setting up Onboarding / Offboarding, it is important to identify the user groups you want to provide access to, and then accordingly enable the required role-based permissions for each group.

How you determine which permissions to assign, is based on your Onboarding /Offboarding process and the different participants involved. Onboarding / Offboarding provides you with the flexibility you need to build programs that meet the needs of your specific organization using role-based permissions.

To perform tasks related to Onboarding / Offboarding, you should set up role-based permissions for Admin User, Hiring Manager, and New Hires (as External Users).

NoteThe HR Manager needs Manage Pending Hire authorization for external user population.

NoteHiring managers or admins can be provided with access to only certain new hires based on business requirements, using dynamic group filters. These filters can be applied to the Job Information entity. For example, you can provide a hiring manager with access to new hires only from a specific legal entity or division. For more information on how to use dynamic group filters, refer to the "Adding a New Parameter to a Dynamic Group Filter to Extend Permissions" topic in Related Information section.

For more information on how to create permission groups, roles and how to grant permission roles, refer to the Related Information section.

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Identify and grant role-based permissions for administrators.

Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]You can set permissions for each type of onboarding task separately, allowing you to define who does what for each step of your onboarding process.

Role-Based Permissions for Email Services [page 67]You can grant specific permissions to configure and manage email services for Onboarding.

Role-Based Permissions for New Hires as External Users [page 69]Before their start date, you can grant new hires access to the system as external users.

Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]List of permissions that determines what new hire data can be read or edited when peforming the task of reviewing the new hire data.

Assigning External User Target Populations to a Role [page 74]External user target populations are assigned to permission group so that responsible users can view the external users tasks on the Onboarding Dashboard (New) based on department, division, or location.

Related Information

What Are Role-Based Permissions?


https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/latest/en-US/b95c4a4e43aa48d4a962f6b6e878d3a9.html

Adding a New Parameter to a Dynamic Group Filter to Extend Permissions

6.2.1 Role-Based Permissions for Administrators in Onboarding and Offboarding

Identify and grant role-based permissions for administrators.

As an Admin of Onboarding / Offboarding, you need to enable all the permissions listed in the table. For specific requirements, refer to the Result column in the table to decide the permissions you want to enable.

NoteYou can set permission group for the external user target population based on the granted users department, division, and location in Role-Based Permissions. For details, refer to Assigning External User Target Population to a Role in the Related Information section.

SolutionUnder User or Administrator Permissions? Permission Location Permission Name Result

Onboarding User Compliance Object Permissions

I-9 User Data Allows you to view and edit Form I-9 user data.


I-9 User Data.User Data Documents

Allows you to view and edit Form I-9 User Data Documents.


I-9 User Data.Translators

Allows translators to view, edit, create and adjust the Form I-9.


I-9 Audit Trail Allows you to view I-9 Audit Trail.

Onboarding User Onboarding or Off-boarding Object Permissions

ONB2EVerifyData Allows you to view and edit E-Verify process related data.

Onboarding Admin Onboarding or Off-boarding Admin Object Permissions

EverifyConfig Allows you to enable E-Verify feature.

Onboarding User Recruiting Permissions Recruit-to-Hire Data Mapping

Allows you to map fields for the recruit-to-hire process.

Onboarding User Recruiting Permissions Onboarding Initiate Permission

Allows you to find the option to initiate onboarding for the new hires.



https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/b1d4280fadfc4967886956ea7b1b3c66.html


Onboarding User Employee Data First Name

Last Name

Status

Allows you to view the new hire's first name, last name, and status on the Onboarding dashboard.

Onboarding User Employee Central Effec-tive Dated Entities

Location

Job Classification

In Job Information, set the fields for Job Title and Location to visible if you use the People Search in People-Profile enabled systems.

Onboarding User General User Permission

User Search Allows you to view the list of new hires on the Onboarding dashboard.

Onboarding User Onboarding or Off-boarding Permissions

Show Compliance Forms Status on the Dashboard

Allows you to view the status of the compliance forms on the dashboard.


Show Onboarding Tasks Status on the Dashboard

Allows you to view the status of the onboarding tasks on the dashboard.


Show Data Collection Status in Dashboard

Allows you to view the data collection status on the dashboard.


Show Form I-9 and E-Verify Status on the Dashboard

Allows you to view the status of Form I-9 and E-Verify on the dashboard.


Hide Onboarding Dashboard

Allows you to hide the Onboarding Dashboard tile on the home page.

Onboarding Admin Employee Central API Employee Central Foundation OData API (read-only)

This permission gives a user read access to the Foundation OData API.




View Documents Permission

Allows you to view the documents that are generated using XDP and PDF templates.


Document Category Access

Grants user access to all document categories or to specific document categories.

Onboarding Admin Manage Business Configuration

Select the options you need for your scenario

This permission allows you to use the Business Configuration UI, where you can make changes to the Succession Data Model directly, without accessing Provisioning.

OnboardingOffboarding

Admin Manage Document Generation

Manage Document Template

Allows you to view and edit the document template.



Manage Document Template Mapping

Allows you to map document template variables.

Onboarding Admin Manage Hires Rehire Inactive Employee with New Employment

Allows you to perform rehire verification.

Onboarding User Employee Data Event ReasonsNew Hire

(NEW_HIRE)

Allows the hiring manager to view the new hire user record in Employee Central.

Onboarding Admin Manage Instance Synchronization

Sync RBP Permission Roles

Allows you to sync Role-based Permission Roles between two instances.

You need this permission to sync Onboarding-related permission roles between instances.





Sync MDF Picklist Allows you to sync MDF picklists between two instances.

You need this permission to trigger email notifications with dynamic group recipient builder.


Sync RBP Permission Groups

Allows you to sync Role-based Permission Groups between two instances.

You need this permission to sync Onboarding-related permission roles between instances.



Generate All Documents as Admin

Allows you to trigger document generation for users from the Document Generation – Generate Document page.


Admin Manage Onboarding or Offboarding

Administrate Onboarding or Offboarding content

Allows you to manage Onboarding and Off-boarding content including configuration settings and document templates.

Onboarding Admin Manage Onboarding or Offboarding

Enable Object Visibility for External Hires

Allows you to make objects visible to new hires during the Personal Data Collection step


Cancel Onboarding Permission

Allows you to cancel onboarding processes.


Restart Onboarding Permission

Allows you to restart onboarding processes.


Admin Manage Onboarding or Offboarding

Permission to Cancel Offboarding

Allows you to cancel Offboarding processes.




Initiate Onboarding API Permission

Allows you to initiate Onboarding through OData API.


Access New Hire Data Permission

Allows you to view and edit the new hire data.


Update New Hire Data for External HRIS

Allows you to use the onb2UpdateFromExternalHris API to upsert data.


AustraliaSuperannuationConfig

Allows you to configure the superannuation fund in the Australia Compliance flow.


FieldMetaOverrideConfiguration

Allows you to override the default configura-tions in compliance forms


Onboarding Read Access Logging Configura-tion

Allows you to configure fields as Sensitive Personal Data (SPD) fields.


ComplianceConfigura-tion

Allows you to enable or disable Compliance features.


ONB2Config Allows you to configure the e-Signature settings and to manage the Onboarding programs.


Admin Onboarding or Off-boarding Admin Object Permissions

ONB2OffboardingActi-vitiesConfig

Allows you to configure and manage the Off-boarding tasks used in Offboarding programs in your system.


ONB2ProcessVariant Provides you with view and edit permissions to manage different business processes.





ONB2ProcessVariantStep

Allows you to edit the Process Variant Manager steps.


Admin Onboarding or Off-boarding Admin Object Permissions

ONB2ResponsibilityConfig

Allows you to configure responsible roles for the Onboarding and Off-boarding tasks in your system.


Onboarding Admin Configuration Item

Allows you to configure if SAP SuccessFactors eSignature or DocuSign must be used for electronic signature.


Onboarding Program Provides you with view and edit permissions to manage Onboarding programs.


Trigger I-9 Flow Allows you to trigger the Form I-9 flow.


Admin Configure DocuSign eSignature

Configure DocuSign eSignature

Provides access to the admin tool for configur-ing the DocuSign eSignature.



Manage DocuSign envelopes

Provides access to the admin tool for managing DocuSign envelopes.


Select the options that best fit your scenario

The permissions you select, determine the level of access for each type of onboarding task.


Access Additional Onboarding Data Permission

This permission allows you to view the new hire's additional onboarding data.



Onboarding User Employee Data Report No-Shows This permission allows you to set employees as no-shows.


Complete Data Collection Tasks

This permission allows you to complete the data collections tasks on behalf of the new hire.


User Login Allows you to log on to the application.

NoteRequired for all users.


Permission to Create Forms

Select the forms you want to provide permission to create. For administrators in Onboarding, it is recommended to select All.

Onboarding Admin Metadata Framework Configure Object Defini-tions

Allows you to manage MDF object definitions.

Onboarding Admin Metadata Framework Access to non-secured objects

This permission allows a user to access information provided by MDF objects.

Onboarding Admin Metadata Framework Import Permission on Metadata Framework

Allows a user to import data related to the Metadata Framework.

Onboarding Admin Metadata Framework Manage Data Allows a user to manage data related to the Metadata Framework.

Onboarding Admin Metadata Framework Configure Business Rules

Allows you to configure business rules related to MDF objects.




Onboarding Admin Metadata Framework Manage Configuration UI

Provides access to the Manage Configuration admin tool.

Onboarding Admin Metadata Framework Manage Positions Allows you to manage the MDF Position object.

Onboarding Admin Metadata Framework Manage Sequence Provides access to required processes related to MDF objects.

Onboarding Admin Metadata Framework Access to Business Rule Execution Log

Provides access to the business rule execution log, with the option of including a permission for downloading the log.

Onboarding Admin Metadata Framework Manage Mass Changes for Metadata Objects

Provides access to required processes related to MDF objects in Onboarding.

Onboarding Admin Metadata Framework Admin access to MDF OData API

Provides access read all the MDF OData API entities.

.


Admin Configure Document Management

Configure Document Management

Provides access necessary for managing documents related to Onboarding and Off-boarding.

Onboarding Admin Manage Hires Include Inactive Employees in the search

Allows you to access the data of the new hires.

User HomePage v3 Tile Group Permission

Homepage v3 To-Do tile group

Provides access to the home page tiles for to-do notifications.

To provide access to the other home page tiles, select the corresponding permissions.




Permission to Create Forms

You can choose from the following templates to provide permission to create the forms:

● B1311 -Job Requisition Template - RCM-OB Integration Latest

● ECTQA04-Job Requisition Template - RCM-OB-EC

● FO-GO ECTQA04-Job Requisition Template - RCM-OB-EC

● Offer Detail Template

Select All to provide permission to create all the forms listed in the box.

Select Others and click on the template that you want to provide permission to create. Press Ctrl+Click to select multiple templates.

Onboarding User Goals New Group Goal Creation

Allows you to create Group Goals.

Onboarding User Goals Goal Plan Permissions Allows you to access the goal plans.


AssignedComplianceForm

Allows you to view the web forms assigned to the new hire.


ComplianceDocumentFlow

Allows the new hire to access the document workflow.





ComplianceFormData Allows the new hire to view and sign the compliance forms to generate PDF documents.


ComplianceProcess Allows you to view and complete the web forms assigned to the new hire.


ComplianceUserData Allows the new hire to enter data and save a compliance form.

Onboarding Admin Manage Business Process Engine

Process Management Allows you to grant access to the BPE: Monitor Process.

Onboarding Admin Employee Central API Employee Central HRIS OData API (read-only)

Allows you to view data in the Manage Pending Hire step.

Parent topic: Role-Based Permissions for Onboarding and Offboarding [page 47]

Related Information

Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]Assigning External User Target Populations to a Role [page 74]Assigning Permissions to a RoleRole-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Assigning Permissions to a RoleRole-Based Permissions for Email Services [page 67]Assigning Permissions to a RoleAssigning Target Populations to a RoleAssigning External User Target Populations to a Role [page 74]


https://help.sap.com/viewer/12be6a11886846cba1de18bf9027a0b6/2105/en-US/f412b2160c2348b8b357fb3f6290d4b8.html



https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/latest/en-US/1353e784b68f4b0398926447416a709f.html

6.2.2 Role-Based Permissions for Onboarding and Offboarding Tasks

You can set permissions for each type of onboarding task separately, allowing you to define who does what for each step of your onboarding process.

The permission you grant for an onboarding task determines whether it's an actionable task for that participant or just a trackable task.

ExampleYou assign the hiring manager edit permission for the welcome message task. Users in that role can then write the message for new hires on their team. You may also assign the view permission to the hiring manager's manager and your onboarding coordinator, so they can track the progress or send reminders.

Task permissions are used together with onboarding programs, responsibility groups, and the business rules that control them. Grant permissions to users based on their onboarding programs and the onboarding tasks assigned to them.

NoteIf a user is assigned to a task for which they have editing permission, that task is added to their Home Page to-do tiles.

All the permissions required for accomplishing the tasks in Onboarding are listed in the table.


Onboarding

Offboarding

Admin Onboarding or Off-boarding Object Permissions

Onboarding Program Enables participants to configure the Onboarding Program welcome message. Allows you to view and edit the default welcome message. Full permission recommended for Hiring Manager role.




Onboarding

OffboardingUser Onboarding or Off-

boarding Object Permissions

Asset Task Enables participants to list and track the organization's assets that the employees leaving the organization must return before their last working day.

Full permission recommended for:

● Hiring manager● Hiring manager's

manager● Onboarding coordi

nator● Offboarding coordi

nator● HR admin● System admin

NoteYou should enable Offboarding for the Asset task to appear.


Buddy Task Enables participants to view or edit Assign a Buddy activity.


● Hiring manager



Onboarding



Document Data Enables participants to view or edit New Hire data.

It also provides View permission to all the users who would be using the e-Signature solution.

View permission recommended for:



nator● HR admin

Onboarding



Document Template Enables participants to view or edit document template.





nator● HR admin




Onboarding



Document Flow Enables participants to view or edit document collection status.




nator● HR admin


Central Orientation Meeting

Enables participants to schedule Central Orientation meetings.


Checklist Task Enables participants to create a checklist. Full permission recommended for:

● Hiring manager


Configuration for Prepare for Day One Task

Enables participants to view or modify the configuration for Prepare for Day One Task.


● Hiring manager


Equipment Task Enables participants to view/edit furnished equipment orders.


● Hiring manager



Onboarding



Equipment Type Enables participants to view/edit equipment types.


● Hiring manager

Onboarding



Equipment Type Value Enables participants to view/edit equipment type value.


● Hiring manager

Onboarding



Meeting Task Enables participants to schedule meetings.


● Hiring manager


Goal Task Enables participants to set up goals.


● BPE Service user


Message Task Enables participants to view, set, and update the Welcome Message for the new hire.



team





ONB2DashboardFilter Enables participants to view or modify the dashboard filter.


● Hiring manager


Onboarding data collection configuration

Enables participants to view or modify data collection configurations.


● Hiring manager


ONB2I9Data Enables participants to view or modify Onboarding US I-9Forms.


● Hiring manager


ONB2ProcessResponsible

Enables you to view and modify ONB2ProcessResponsible object. The ONB2ProcessResponsible object allows you to set responsible users for various onboarding tasks, for example, new hire tasks, and review new hire data.


● Hiring manager

Onboarding



Knowledge Transfer Plan

Enables participants to view or modify knowledge transfer plan.


● Hiring manager



Onboarding



Knowledge Transfer Task

Enables participants to view or modify knowledge transfer task activity.


● Hiring manager

Onboarding



Process Trigger Enables participants to trigger Onboarding and Offboarding process flow.




nator● Offboarding coordi


Onboarding



Process Enables participants to access new hire's details on the Dashboard.








Onboarding



ONB2ScheduledMessageActivity

Enables participants to view or modify the Farewell message.


● Hiring manager


Prepare for Day One Task

Enables participants to view or edit the supplemental items. Full permission recommended for:

● Hiring manager


Checklist Task Enables participants to create a checklist.


● Hiring manager


Recommended People Task

Enables participants to view, add, or remove recommended people for new hire.


● Hiring manager


Recommended Link Task

Enables participants to view or modify recommended links.


● Hiring manager


Where To Go Task Enables participants to view or edit supplemental item locations.


● Hiring manager


I-9 User Data Allows you to view and edit Form I-9 user data.




I-9 User Data.User Data Documents

Allows you to view and edit Form I-9 User Data Documents.


I-9 User Data.Translators

Allows translators to view, edit, create and adjust the Form I-9.


Complete Data Collection Tasks

This permission allows you to complete the data collections tasks on behalf of the new hire.


AssignedComplianceForm

Allows you to view the web forms assigned to the new hire.


ComplianceDocumentFlow

Allows the new hire to access the document workflow.


ComplianceFormData Allows the new hire to view and sign the compliance forms to generate PDF documents.


ComplianceProcess Allows you to view and complete the web forms assigned to the new hire.


ComplianceUserData Allows the new hire to enter data and save a compliance form.


Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]Assigning External User Target Populations to a Role [page 74]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Assigning Permissions to a RoleAssigning Permissions to a RoleRole-Based Permissions for Administrators in Onboarding and Offboarding [page 48]





6.2.3 Role-Based Permissions for Email Services

You can grant specific permissions to configure and manage email services for Onboarding.

NoteFor those permissions that offer Field Level Overrides, you can restrict a specific field so that users in the applicable role cannot view or edit that field (not applicable to mandatory fields).


Onboarding

OffboardingAdmin Configure Email Frame

work PermissionsConfigure Email Categories

Email category represents a certain email template group, such as the Buddy Category: category for buddy assignment and removal. It also includes rules for building email message attributes, such as recipient and content.

Onboarding


work PermissionsConfigure Email Triggers

Triggers can be applied as rules for sending emails. For example, Buddy Assignment Cancellation Trigger: Notify the assigned buddy that the task has been reassigned to a different colleague.

Onboarding


work PermissionsConfigure Email Templates

Email Template provides a specific email form generated by certain conditions and rules.

Onboarding


work PermissionsConfigure Audit Trail This allows you to dis

play a list of emails sent by the system. The Actions you can take include: View Email, Resend, and Display Details.



Onboarding


work PermissionsAllow Resend Emails This allows you to trig

ger new reminder emails and complete or edit the To and CC fields.

Onboarding Admin Metadata Framework Configure Business Rules

Allows you to configure the business rules associated with your onboarding programs.

Onboarding

OffboardingAdmin Email Framework Ob

ject PermissionsEmailMessage Provides access neces

sary for managing email messages sent by the system.

Onboarding


ject PermissionsEmailReminderState Provides access neces

sary for managing email reminders to be sent to the New Hire/Employee. These objects track an email’s reminder status and its last sent timestamp.

Onboarding


ject PermissionsEmailTemplate Provides access neces

sary for managing email forms (or templates) present in the system.

Onboarding


ject PermissionsEmailTrigger Provides access neces

sary for managing email rules used for sending different types of emails to the New Hire/Employee.

Onboarding


ject PermissionsEmailTriggerCategory Provides access neces

sary for managing categories of emails that are triggered by the system.




Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]Assigning External User Target Populations to a Role [page 74]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Assigning Permissions to a RoleAssigning Permissions to a RoleRole-Based Permissions for Administrators in Onboarding and Offboarding [page 48]

6.2.4 Role-Based Permissions for New Hires as External Users

Before their start date, you can grant new hires access to the system as external users.

The OnboardingExternalUser permission role is provided with your Onboarding solution. You can assign this role to new hires before their start date to grant them limited access to your system. If you want new hires to access any of the onboarding tasks, select those options in the Onboarding Object Permissions.

NoteAs a manager or an admin you should have the authorization for external user group within your role.

Create the External User role by clicking Create New Role for External User in the Permission Role List. Only the permissions listed in the table are granted to the OnboardingExternalUser role, which you can edit as required.

NoteThe data that an external user has access to is extremely limited. You can't grant access to permissions that include content that are not part of the external user schema for security reasons.




Under User or Administrator Permissions? Permission Location Permission Name Result

User General User Permission User Login Provides access to your system.

In addition to external user, full permission recommended for:

● Hiring manager● Hiring manager's man

ager● Onboarding coordinator● HR admin● System admin

User Homepage v3 Tile Group Permission

Homepage v3 To-Do tile group For the mandatory user tasks to appear on the To-Do tile. For example, Completing the Paperwork.




User Homepage v3 Tile Group Permission

Homepage v3 Onoardin tile group

To view all the Onboarding tiles. For example, all the meetings that are scheduled for the new hire, and the welcome messages sent to the new hire by clicking on these tiles.







User Employee Data HR Information Select the view and edit field options that best fit your requirements.

User Employee Data Employment Details Select the view and edit field options that best fit your requirements.




User Employee Central Effective Dated Entities

Select the options that best fit your requirements.

Determines which effective-dated fields can be viewed or edited.






User Onboarding or Offboarding Object Permissions

Select the options that best fit your scenario.

The permissions you select, determine the level of access for each type of onboarding task.




Admin Metadata Framework Access to non-secured objects Controls access to any MDF objects, including onboarding tasks.




User Employee DataEmployment Details

Employment Details MSS

View

Allow the new hires to view the compliance forms.


Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]



Assigning External User Target Populations to a Role [page 74]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Assigning Permissions to a RoleAssigning Permissions to a Role

6.2.5 Role-Based Permissions for New Hire and Internal Hire Data Review

List of permissions that determines what new hire data can be read or edited when peforming the task of reviewing the new hire data.

For more information on the Employee Central entities that are shown to the manager/coordinator who's onboarding a new hire or an internal hire, refer to the "Reviewing New Hire Data" topic.


User Employee Data HR Information

NoteEnable all the permissions under HR Information.

Provides access to view or edit HR-related information.




User Employee Data Employment Details Provides access to view or edit employment details.








User Employee Central Effective Dated Entities

Select applicable permissions from the list.

Provides access to view or edit effective dated entities in Employee Central.





Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Assigning External User Target Populations to a Role [page 74]Reviewing New Hire Data [page 303]

6.2.6 Assigning External User Target Populations to a Role

External user target populations are assigned to permission group so that responsible users can view the external users tasks on the Onboarding Dashboard (New) based on department, division, or location.

Procedure

1. Go to the Admin Center.2. In the Tools Search, search for Manage Permission Roles.

3. Select one of the permission roles you created.4. In the Grant this role to section of the Permission Detail screen, click Add External Target Population.



5. Select External Onboarding Users from the User Type dropdown.6. Select Everyone or choose Target population of to select a user group.

In the Grant this role to... page, you can see Granted User's Department, Granted User's Division, and Granted User's Location in the Target population of: dropdown.

7. Click Select to select the target population that you want to assign to this permission role.8. Include access to Granted User (self) - Group of managers whom you assign the Review Offboarding role,

should have this option selected as part of the Granted User's Direct Reports target population. If not selected, the group of managers won't be able to view the offboarding employees in the Review Offboarding tile.

9. Exclude Granted Users:

To exclude the granted users from applying the permissions on themselves, select Exclude Granted User from having the permission access to themselves.

10. Click Done to assign this role to the defined users. You’re taken back to the Permission Role Detail page.11. Click Save Changes to complete creating the role.

Results

You've set the external user target population for the permission group.

Task overview: Role-Based Permissions for Onboarding and Offboarding [page 47]

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]

6.3 Configuring Onboarding Process Definition

As an Administrator, you must configure and deploy a process definition to enable Onboarding to execute a sequence of interdependent and linked procedures that are a part of its program.

Prerequisites

You should have the following permission:


● Permission Name: Administrate Onboarding or Offboarding content.● Permission Category: Manage Onboarding or Offboarding.● Permission Type: Administrator Permission.

Context

Onboarding, in its initial state does not have any process definition configured or deployed in the system. You must configure the process definition by selecting a service user to update the Business Process Engine. A service user is a technical API user having permissions to execute the Business Process Engine tasks.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Update Process Flows for Onboarding and Offboarding. Access the

tool by clicking on the search result.3. Select a service user from the Select Service User dropdown.

If you dont find any options listed in the dropdown, there are no service users setup in your system. For information about setting up service user, refer to Setting Up a Service User in the Related Information section.

4. Get proxy permissions for Business Process Engine task execution from the selected service user. For information about proxy management, see Inheriting Proxy Rights From a Service User in the Related Information section.

5. Click Update.

Onboarding is now updated with the process definition.

Related Information

Setting Up a Service User [page 77]Enabling Proxy Rights From a Service User [page 77]



6.3.1 Setting Up a Service User

Before updating your Onboarding/Offboarding instance with a process definition, you must setup a service user having permissions to execute Business Process Engine tasks.

Context

When Onboarding/Offboarding is enabled, an instance is created in your system without a preconfigured process definition. For deploying a process definition, a service user is required.

To set up a Service User:

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Manage Permission Groups. Access the tool by clicking on the search result.

3. Click OnboardingBPEServiceUser.

This permission group is available in Onboarding by default.4. Add a user to the group.

You can add more than one user to the group.5. Click Finished.

You have successfully setup a service user in your system.

6.3.2 Enabling Proxy Rights From a Service User

As an Administrator, you may not have the rights for Business Process Engine task execution, which is required for updating Onboarding with a process definition. You can enable the proxy rights from a service user.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Proxy Management. Access the tool by clicking on the search result.

3. Under Grant Proxy Who will act as the proxy(username) , enter the username who will inherit the proxy rights.

Select Find Users to search users in the system.


4. Under Grant Proxy Which account holder will the proxy act on behalf of (username) , enter the username of the service user.

Click Find Users to search users in the system.5. Under Get Proxy Rights, select BPE Task Execution.6. Select Save.

You have granted the proxy rights successfully.

6.3.3 Editing the Process Flows for Default Onboarding and Offboarding Processes

You can edit and deploy the default Onboarding and Offboarding process definition (XMLs) in Business Process Engine for the first time.

Context

At every release, whenever there are enhancements made to these default Onboarding and Offboarding process definition (XMLs), you must update the same from Update Process Flows for Onboarding and Offboarding page. You can also update the service user from this page. You also have to update Process Variant every release for instances with Custom Process Variant, for details, refer to the "Updating a Process Variant" link in the "Related Information" section.

Procedure

1. Go to Admin Center Update Process Flows for Onboarding and Offboarding .2. Select the process that you want to update under Select Process Flows.3. Select a service user from the *Select Service User dropdown menu.

NoteThe updated XMLs are deployed to the Business Process Engine.

Results

After the default Onboarding and Offboarding processes are deployed, you can see the default Onboarding workflow in Process Variant Manager.



NoteThe default Offboarding workflow doesn't appear in Process Variant Manager because it is not supported currently. It will be available in a future release.

The new enhancements made on the default workflows that has been already deployed reflect on the updated Onboarding processes.

Related Information

Updating a Process Variant [page 380]

6.4 Configuration of Data Model Onboarding

Configure SAP SuccessFactors Data Model for the data required for the Onboarding process. To do that you must synchronize Succession Data Model with Metadata Framework.

Succession Data Model is the primary data model that creates the data structure related to the employees working for the company. This data model dictates the fields available for configuration using Admin Center Manage Business Configuration .

When setting up Onboarding, the fields configured on the Succession Data Model should be those fields that will become a permanent part of the employee record, for example, address information, phone number, and so on. This data model is sometimes referred to as the Employee Data Model.

For fields that are captured during the Onboarding process (these fields need not be used only for Onboarding), you can add custom HRIS elements to the Succession Data Model. For example, if a company has an on-site gym, they could configure a field asking if the new hire would like to use the gym. Then, if the employee answers yes, the system will generate and send the new hire a waiver for the gym facilities. These types of fields together are sometimes referred to as the Onboarding Data Model.

While configuring the data model in Onboarding, you can start by understanding the concepts of different types of data models and Succession Data Model. You can then synchronize the Succession Data Model with Metadata Framework, add Country/Region-specific HRIS elements to the data model, and add HRIS elements specific to Onboarding. For more information, refer the Related Links section.

RecommendationThe Succession Data Model should be made least restrictive, which means you should set very few fields in this data model as mandatory. When you are mapping the fields from Succession Data Model for Onboarding, the fields that are required by the new hire should only be made mandatory, and rest of the fields should remain optional. When you are mapping the fields from Succession Data Model for Employee, you should configure it as most restrictive by setting most of the HRIS fields required by the employee as mandatory.

It is also recommended that whenever you configure the HRIS fields for Onboarding, you should also configure the HRIS fields for Employee.


NoteTo use SAP SuccessFactors Onboarding, you must have SAP SuccessFactors Employee Central provisioned in your system.

Related Information

Data Models Used in Onboarding [page 80]Configuration of Succession Data Model (for Employee Central) [page 81]Synchronizing the Succession Data Model with Metadata Framework (MDF) [page 84]Adding Country/Region-Specific HRIS Element Fields to the Data Model [page 87]Adding HRIS Element Fields Specific to Onboarding [page 85]

6.4.1 Data Models Used in Onboarding

Data models are used to set up the system in a way that satisfies a company's requirements.

You define how a company's organizational structure is reflected in the system and what entries a user can make to set up company, person, and employment data. You can add customer-specific fields and rename fields.

Here we have listed out some of the data models used in SAP SuccessFactorsHXM Suite:

● Corporate Data ModelThis is where you set up a company's organization, pay, and job structure. The data model refers to data that is used throughout the entire instance of the customer.

● Succession Data ModelThis is where you set up the data structure of data that relates to the people working in a company, such as compensation and address information.

● Country/Region-Specific Corporate Data ModelThis is where you set up fields that are specific to a single country. This data model might be needed if the company has locations in more than one country, for example, to define the corporate address fields for each country.

● Country/Region-Specific Succession Data ModelThis is where you set up international formats and fields, for example, for addresses and national IDs. You might want to set up this data model even if a company operates in only one country, as your employees might live or come from abroad.

NoteThe data models are XML files that you can adjust according to a company's requirements. The XML files have standard elements and fields included, so you need only touch those parts of the data model you want to adjust. You can use the existing XML coding as a guideline, and you also find XML examples and explanations in the following chapters.



6.4.2 Configuration of Succession Data Model (for Employee Central)

You can configure the Succession Data Model to set up data that is related to the people in a company.

This data related to the people in the company can be divided into the following areas:

● Person data:This includes information that is linked to the person and does not depend on the job, such as the employee's address and national ID.

● Employment data:This includes job-related information about a person, such as compensation data and hire date.

You set up this data by defining person objects and employment objects in the XML file for the Succession Data Model. This is where you define what the fields are going to be called on the UI and which fields are hidden. You can also add customer-specific fields. In the following table, you find more information about the person and employment objects included in the standard XML file delivered by SAP SuccessFactors.

Here's a brief description of the columns in the table:

● HRIS element ID: This is the ID that is used to identify the person or employment object in the XML file.● Standard label: This is the label for the HRIS element shown on the UI. You can overwrite this label. If no label is

included in the standard XML file, then the label that appears on the UI is pulled from the back-end system. To overwrite the label, add the corresponding label tags in the XML file below the corresponding HRIS element and put the new label text inside the label tags.

● Block: Each HRIS element and its fields is shown in a block on the UI, that means, in a clearly defined area on the UI. Most HRIS elements have their own block. In this column, you find the block name.

● Data object type: There are two types of data objects you define in the Succession Data Model — person objects and employment objects. Person objects appear on the UI on the Personal Information page in the Employee Files or when adding a new employee. Employment objects appear on the UI on the Employment Information page in the Employee Files or when adding a new employee.

NoteThe fields for the person objects globalInfo and homeAddress are defined in the Country/Region-Specific Succession Data Model. For more information, refer to the Related Information section.

HRIS element ID Standard label block Data object type

personInfo Biographical Information Biographical Information Person object

personalInfo Personal Information Personal Information Person object

globalInfo Global Information Part of Personal Information block (appears when the user adds a country/region in this block)

Person object

All fields for this HRIS element are defined in the Country/Region-Specific Succession Data Model.

nationalIdCard National Id Information National Id Information Person object



homeAddress Home Address Addresses Person object

All fields for this HRIS element are defined in the Country/Region-Specific Succession Data Model.

phoneInfo Phone Information Part of Contact Information block

Person object

emailInfo E-mail Information Part of Contact Information block

Person object

imInfo Social Accounts Information Part of Contact Information block

Person object

emergencyContactPrimary Primary Emergency Contact Primary Emergency Contact Person object

personRelationshipInfo Dependents Dependents Person object

directDeposit Direct Deposit Direct Deposit Person object

paymentInfo Payment Information Payment Information

NoteYou have to activate payroll integration to use this feature.

Person object

employmentInfo Employment Details Employment Details Employment object

jobInfo Job Information Job Information Employment object

compInfo Compensation Information Compensation Information Employment object

payComponentRecurring Compensation Part of Compensation Information block

Employment object

payComponentNonRecurring Spot Bonus Spot Bonus Employment object

jobRelationsInfo Job Relationships Job Relationships Employment object




workPermitInfo Work Permit Info Work Permit Info Employment object

Note that when you have activated the Global Assignments feature, the workPermitInfo block is displayed on the Personal Information page.

globalAssignmentInfo Global Assignment Details Global Assignment Details

NoteYou have to activate global assignments management to use this feature.

Employment object

pensionPayoutsInfo Pension Payout Details Pension Payout Details

NoteYou have to activate pension payouts to use this feature.

Employment object

userAccountInfo Employee Information Employee Information block on the Add New Employee screen

Employment object

Related Information

Country/Region-Specific Data Models


https://help.sap.com/viewer/b05b0831c7a540739a2d19f01fbeadff/latest/en-US/240215cf182a4178965fdeb3f13c83b8.html

6.4.3 Synchronizing the Succession Data Model with Metadata Framework (MDF)

Business Configuration UI (BCUI) provides an interface to update the Succession Data Model. The Succession Data Model contains information about the different MDF elements. It is important that the changes in the UI are propagated to the XML. This is done using a sync job.

Context

Once you've enabled BCUI, you must create a job to sync BCUI with Succession Data Model. This is a one-time task. After the sync runs for the first time, future updates to BCUI are automatically pushed to Succession Data Model.

Once Succession Data Model and BCUI have been synchronized, BCUI displays HRIS and Standard elements even if they have been deleted from the XML. However, these deleted elements appear as disabled.

Caution

BCUI is locked during synchronization. Do not edit the attributes of ActivityListObject using Admin CenterConfigure Object Definitions while sync is in progress. Doing so, may cause differences between BCUI and Succession Data Model. If BCUI and Succession Data Model are not in sync, we suggest importing the data model again.

To have a good understanding of Data Models, Business Rules, HRIS Sync, and Employee Profile, refer to the Before You Get Started with Business Configuration UI (BCUI) section.

Setting up of BCUI sync job is a three-step process.

Procedure

1. Create a Job.

NoteTo create a BCUI sync job, select Synchronize Business Configuration in Job Type.

For detailed steps on how to create a job, refer to the Creating a Job section.2. Run the Job.

RememberBCUI sync job must only be scheduled to run once. After the sync runs for the first time, any subsequent upload of Data Model XML will automatically trigger this job.

For detailed steps on how to run a job, refer to the Running a Job section.



https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/fa3bdae15e5f4d09910d790527a9b62a.html

https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/fa3bdae15e5f4d09910d790527a9b62a.html

https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/f3fb44c564bc41d5b259173a4e34b46a.html

https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/c533dbe195b840678ea26abfe33ecdbb.html

3. Monitor the Job.

For detailed steps on how to monitor a job, refer to the Monitoring a Job section.

Note

If the sync job fails, BCUI is locked. Do not edit the attributes of ActivityListObject using Admin CenterConfigure Object Definitions . Check Details to identify the issue, fix it, and restart the job. If issue still exists, please contact SAP Cloud Support.

Results

You have set up a sync job that will enable you to synchronize Succession Data Model with Metadata Framework (MDF).

6.4.4 Adding HRIS Element Fields Specific to Onboarding

Add onboarding-specific Human Resource Information System (HRIS) element fields to the data model for collecting information from new hires.

Prerequisites

To create and configure an Onboarding data model, the following settings are enabled in Provisioning Company Settings :

● Enable Business Configuration in Admin Tools● Enable Dependents Management


Context

Human Resource Information System (HRIS) is a database of employee information. It stores, processes, and manages employee data, such as names, addresses, national IDs/ Social Security numbers, visa or work permit information, and information about dependents. For collecting information from new hires, which is used during the onboarding process, you can add HRIS element fields specific to onboarding to the data model. For more information, refer to the HRIS Elements and Fields in BCUI topic under Related Links.


https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/dd2609c1fefe47bc8266d80633860236.html

To add HRIS element fields specific to Onboarding, perform the following steps:

Procedure

1. Go to Admin Center Manage Business Configuration .

2. In the left column of the configuration page, go to Employee Central HRIS Elements and click an HRIS element from the list that you want to configure for Onboarding.

3. Click Configure New Person Type.4. Select New hire from the Person Type dropdown.

Person type allows you to define a set of fields specific to a new hire.

NoteThere are HRIS elements that do not have a Person type. You can click on these elements and set the Onboarding field to Yes. If you don't want to use these elements for Onboarding, then set the Onboarding field to No.

The HRIS elements that do not have a Person type are listed below:○ compInfo - Compensation Information○ jobRelationsInfo - Job Relationships○ payComponentNonRecurring - Spot Bonus○ payComponentRecurring - Compensation

RememberIf there is no new hire person type configured for an HRIS element, the entity will use the Succession Data Model by default.

5. Click Save.

The new hire person type element fields become part of the Onboarding 1.0 data model.6. Select the new HRIS compensation element fields for the new hire.

7. Click (Add) to append fields to the new hire person type.

Field Description

Identifier Edit the name of the HRIS element field.

Enabled Enable the HRIS Element Field.

Mandatory Determine if the HRIS element field is mandatory.

Visibility Determine the visibility of an HRIS element field.

8. Click Save.



Results

Onboarding-specific fields are now available for review by the hiring manager and the participants in the onboarding process.

NoteOnboarding-specific fields are only used during data collection. After the new hire becomes an employee, the Employee Central HRIS element fields are used by default.

Related Information

HRIS Elements and Fields in BCUI

6.4.5 Adding Country/Region-Specific HRIS Element Fields to the Data Model

You can configure country-specific information for entities which are used in Onboarding and Employee Central on the Succession Data Model.

Prerequisites

To create and configure an Onboarding data model, the following settings are enabled in Provisioning Company Settings :

● Enable Business Configuration in Admin Tools● Enable Dependents Management

Configure business rules to determine when country-specific fields are displayed to the new hires. In Onboarding, HRIS Element Job Info needs to enable job-title field.

Procedure


2. For the HRIS element field you want to add country-specific information to, click to expand the element options.

NoteNot all HRIS element fields have country-specific options.


https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/ee020dfed37b4ed298c9afa1ce1be1dd.html

3. Click Configure New Country and select the Country from the dropdown menu.4. Select the HRIS element field from the Based on HRIS Element dropdown menu and click Save.5. To add localized HRIS fields and Trigger Rules to the HRIS element, click the country-specific HRIS element

that you have just saved.6. Under the Localized HRIS Fields section, enter the following details to add localized fields to the element:

Field Action

Identifier Select an Identifier from the dropdown menu.

Label Provide a label for the localized HRIS fields.

Enabled Enable the HRIS Element Field.

Mandatory Determine if the HRIS Element Field is mandatory.

7. In the Trigger Rules section, click to add an already-configured business rule.

The business rules evaluate and determine which new hires see the country-specific fields.8. Make sure the Enabled dropdown is set to Yes.

9. Click Save.

Results

The data model is configured to accept country-specific information from the appropriate new hires.

6.5 Data Models in SAP SuccessFactors

This topic is your introduction to the data models used in SAP SuccessFactors HXM Suite.

Data Models describe how data elements are structured in a database. They also define the properties these elements possess and their relationships to each other.

SAP SuccessFactors defines its data using a number of data models. These data elements have impact on all of the modules of the application as well as the company and employee data stored in the system. Initial set up of the data models is done through provisioning.

The SAP SuccessFactors Data Models use XML. You can download these XML files from provisioning. You then work with files in an XML editor of your choice and edit them offline. You upload these modified files back to the company instance you’re working with in provisioning.




NoteOnce the initial implementation is complete, you can also modify the data model files from Admin Center using the Business Configuration UI or BCUI.

Data for any company is of two kinds.

Employee Data This data is employee-related data such as name, date of birth, nationality, as well as employment data such as job title or compensation.

Organization Data Organization-related data such as Department, Division, Legal Entities. This data also includes Job and Pay Structure. The organization-related data objects are also described as Foundation Objects.

SAP SuccessFactors defines this data using the following Data Models:

Corporate Data Model

Corporate Data Model defines the organization-related data in XML, which are also the Foundation Objects. Some of these Foundation Objects can also be defined as MDF Objects. MDF Objects aren’t in scope for this document. This Data Model also has relationship between the foundation objects configured in it.

Country/Region Specific Corporate Data Model

The foundation objects from Corporate Data Model that need to be localized based on the country/region are configured in this data model. In case the configuration for a particular country/region is missing, the definition in the Corporate Data Model is used.

Succession Data Model

This Data Model is the basis for Employee Profile and Employee Central. Fields needed to define employee's data are configured in this data model. The elements defined here are used or referenced in Employee Profile, Matrix Grid reports, Succession Org Chart, Employee Directory, and Employee Scorecard. These fields are also used in Performance Management, Compensation, Recruiting Management, and for user management in a company instance.

Country/Region Specific Succession Data Model

Any fields from the Succession Data Model that need to be localized are defined in this data model. Also, any fields that are specific to a country/region are configured here. In case, there’s no configuration pertaining to a certain country/region in this data model, the field as defined in the Succession Data Model is used.

NoteEmployee Central is required for some of these data elements and data models.

6.6 Integration of Recruiting Systems with Onboarding

Integrating Recruiting Systems with Onboarding facilitates the seamless flow of user data between Recruiting and Onboarding systems. This integration passes the user data that is gathered from the candidates during recruiting to be used in the onboarding process.

You can integrate Onboarding with a minimal impact on your existing system functions,whether you are using SAP SuccessFactors Recruiting Management or an external Applicant Tracking System.


Although Onboarding has inbuilt compatibility to work with SAP SuccessFactors Recruiting Management, it can be integrated with external Applicant Tracking Systems using APIs belonging to Employee Central, Onboarding, and SAP SuccessFactors HXM Suite.

Choose from the following topics for detailed information about integrating Onboarding with SAP SuccessFactors Recruiting Management or an external Applicant Tracking System.

Integrating SAP SuccessFactors Recruiting Management with Onboarding [page 90]If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding to be a part of your hiring process.

6.6.1 Integrating SAP SuccessFactors Recruiting Management with Onboarding

If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding to be a part of your hiring process.

Context

Onboarding is compatible with SAP SuccessFactors Recruiting Management by default. After Onboarding is configured, you can initiate the onboarding process for a given candidate by taking the Initiate Onboarding action from your SAP SuccessFactors Recruiting Management application.

Procedure

1. In Admin Center Manage Permission Roles , ensure that you have [Role] Permission User Permission Recruiting Permissions Onboarding Initiate Permission enabled.

2. In the Application Status Configuration page, check if there is one Hirable and one Hired status in the In-Progress Statuses group. For all other statuses, which includes inactive statuses (if any), check if the Hirable Options setting is set to None.

RememberYou should onboard a candidate in the Hirable status. Once the onboarding is complete, the status is changed to Hired. If you configure the applicant status in any other way, you will face issues during the onboarding process as there cannot be more than one Hirable or Hired status.

Results

Once onboarding is initiated, a portlet appears in SAP SuccessFactors Recruiting Management where you can see details about who initiated the onboarding request.



Task overview: Integration of Recruiting Systems with Onboarding [page 89]

Related Information

Allowing Recruiting Users to Initiate the Onboarding Process [page 33]

6.6.1.1 Mapping Data from Recruiting Management with Employee Central Entities

To pass the new hire data from Recruiting Management to Onboarding, you must map the mandatory Employee Central Data entity fields with the corresponding fields in Recruiting Management.

Prerequisites

● The following modules should be enabled in Provisioning:○ Onboarding○ Recruiting○ Employee Central

RememberAs a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud Support.

NoteAll the three modules should be enabled for the Mandatory Onboarding HRIS Elements and Employee Central HRIS Elements to appear on the Recruit-to-Hire Data Mapping page.

● Employee Central is configured in your system and all the fields required for data mapping are available in the Succession Data Model. For more information about Succession Data Model, see the Related Information section.

● Recruiting Templates are configured in your system.Onboarding supports the following recruiting templates:○ Job Requisition Template○ Candidate Application Template○ Job Offer Template

For more information about the respective recruiting templates, refer to the Related Information section.


Note

In case you don’t see any data on the Recruit-to-Hire Data Mapping page, go to Admin Center OData API Metadata Refresh and Export tool and Refresh the Cache. It’s recommended that you log out from the application and log in back again after refreshing the cache.

Context

Before you map the mandatory Employee Central Data entity fields with the corresponding fields in Recruiting Management, you need to understand how the data in the Succession Data Model should be made least restrictive.

NoteYou should set very few fields in Succession Data Model as mandatory.

When you’re mapping the fields from Succession Data Model for Onboarding, the fields that are required by the new hire should only be made mandatory on the New Hire Data Model. Rest of the fields should remain optional. When you are mapping the fields from Succession Data Model for Employee, you should configure it as most restrictive by setting most of the HRIS fields required by the employee as mandatory.

NoteSuccession Data Model doesn’t allow you to disable mandatory fields.

For example, personalInfo entity by design needs only First Name and Last Name as mandatory fields in Succession Data Model. Therefore, you aren’t allowed to set these fields as nonmandatory.

If you want to set Middle Name as a mandatory field for personalInfo entity for Internal users, then this field should be set as a mandatory field in Employee Data Model. If you want to set Middle Name as a mandatory field for personalInfo entity for an External user, you need to set this as a mandatory field in New Hire Data Model.



In the Recruit-to-Hire Data Mapping tool, the fields that appear as mandatory are the mandatory fields from Succession Data Model.

NoteYou might notice start date as one of the mandatory fields even though it is not available in Succession Data Model. This is because start date is one of the system mandatory fields.


Procedure

1. Go to Admin Center Recruit-to-Hire Data Mapping .2. Select Mandatory Onboarding HRIS Elements to map the mandatory fields that are required for successful

initiation of Onboarding.3. Select Employee Central HRIS Elements to map the required fields.

In the mapping interface, the Employee Central field labels and fields are shown on the left side, whereas the available Recruiting templates and Recruiting fields are shown on the right side.

NoteThe Succession Data Model determines which fields are required and are denoted by a red asterisk.

4. To map an Employee Central field to a Recruiting field, select the Job Requisition Template, Candidate Application Template, or Job Offer Template from the Recruiting Template dropdown menu and select the corresponding fields under Recruiting fields.

NoteClick Clear Changes to remove the modification you've made in the current session.

5. It’s recommended that you map the following mandatory Employee Central entities:

○ personalInfo○ employmentInfo○ jobInfo

NoteMap all the mandatory fields under these entities correctly to avoid data mismatch.

Here’s an example of all the mandatory fields that you can map:○ personalInfo.first-name○ personalInfo.last-name○ employmentInfo.start-date○ jobInfo.company○ jobInfo.manager-id

NoteThe manger info "Job Info - Supervisor" that flows from Recruiting to Employee Central should be same as the manager info set in Position Management.

Other than these fields, there can be other fields from the Employee Central Data Model that are mandatory. It is recommended that you map jobInfo.event-reason and jobInfo.start-date for the process to work seamlessly.

NoteWhether a specific field is mandatory or not in the Employee Central Data Model depend on the configuration in the Data Model.



NoteTime fields should not be mapped for internal hires. For details on mapping time related data, refer to the Managing Time Related Data in Onboarding link in the Related Information section.

NoteEvent Reason isn’t maintained as part of Job Requisition. Currently, the admin must add custom fields for each Job Req or Applicant Tracking System API.

6. To map configured country/region-specific fields, click (Expand) next to the entity and select the country/region-specific entity.

7. Click Validate all Entities to check that all mandatory fields are mapped and all data types are correct.

8. To configure variant fields, select the entity from the list, then click (Add) and choose from the available variants, then map the available fields.

For the variant entities listed below, data from Recruiting to Employee Central is passed only for those variants of an entity that has the Employee Central Key field value (if the field is present) to be same as the variant name. For example, if the variant selected for Email_Info is personal then the value of the field email-type for this variant should be personal. If business is selected as email-type for this variant, then data isn’t passed from Recruiting to Employee Central.

Entity Employee Central Key Field

Email_Info email-type

Phone_Info phone-type

IM_Info domain

Job_Relations_Info relationship-type

Home_Address address-type

Pay_Component_Non_Recurring pay-component-code

Pay_Component_Recurring pay-component

Note○ The variant name shouldn't contain any special characters except "-".○ For Foundation objects not supported by Recruiting, the value passed from Recruiting should be equal

to the external code of the object.

○ For applicable entities in Admin Centre Manage Business Configuration , the Enabled for Onboarding field should be set to Yes for data of an entity to be passed from Recruiting to Employee Central during initiate onboarding.

○ Base objects for entities must be enabled in Admin Centre Manage Permission Roles .○ Employee Central key fields that are of picklist type should be mapped to the same picklist from

Recruitment.


9. Click Validate and Save.

NoteCurrently, only the Employee Central entities listed in the table below, are supported while integrating Onboarding with Employee Central. If you map any other entities apart from these, it is ignored and won’t be saved in Employee Central.

Entity NameEntities in Onboarding Flow

Supported Entities in Internal Hire Portlet

National_ID_Card Supported Not Supported National Id Information

Personal_Info Supported Not Supported Biographical Information

Phone_Info Supported Not Supported Part of Contact Information portlet

Email_Info Supported Not Supported Part of Contact Information portlet

IM_Info Supported Not Supported Part of Contact Information portlet

Pay_Component_Non_Recurring

Supported Supported Spot Bonus

Pay_Component_Recurring Supported Supported Part of Compensation Information portlet

Emergency_Contact Supported Not Supported Emergency Contact

Emergency_Contact_Primary

Supported Not Supported Primary Emergency Contact

Emergency_Contact_Secondary

Supported Not Supported Secondary Emergency Contact

Person_Global_Info Supported Not Supported Part of Personal Information portlet (appears when the user adds a Country/Region in this portlet)

Employment_Info Supported Supported Employment Details

Home_Address Supported Not Supported Addresses

Job_Info Supported Supported Job Information

Comp_Info Supported Supported Compensation Information

Work_Permit_Info Supported Not Supported Work Permit Information

Job_Relations_Info Supported Supported Job Relationships

Per_Person_Info Supported Not Supported Personal Information

Internal Hire flow is always validated against Employee Data Model, unlike Onboarding flow which is validated against the Succession Data Model. For the Internal Hire process to work, the following 6 entities are validated and mapped:○ Job_Info



○ Comp_Info○ Job_Relations_Info○ Employment_Info○ Pay_Component_Non_Recurring○ Pay_Component_Recurring

Rest of the entities' data is ignored even if it is passed from Recruiting. Also, it is not mandatory to map the Termination End Date for internal hire.

NoteIf you remove or disable any fields or entities in Business Configuration UI, it doesn’t remove the existing references of the entities or fields from the "Candidate to Employee Integration" template. You need to make sure that there are no data mismatches between Business Configuration UI and "Candidate to Employee Integration" template.

Results

Once the mapping is complete, data collected during the Recruiting process can pass to the new hire's employee record in Employee Central.

NoteIf you want to check the values passed from Recruiting to Onboarding, you can use the Suite Tool to perform the verification. For more information on how to perform the check, refer to the "Checking the Values Passed from Recruiting to Onboarding" topic in Related Information section.

Related Information

Succession Data ModelConfiguring Job Requisition TemplateConfiguring Candidate Application TemplateConfiguring Job Offer TemplateManaging Time Related Data in OnboardingChecking the Values Passed from Recruiting to Onboarding


https://help.sap.com/viewer/b14dd15ca58f43e0856184a740a4b212/latest/en-US/f0d6e26b92f2449cb53cd0a69064d1d0.html

https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US/1cbb9cd1e2b54f3fab4f0155ee794718.html

https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US/88029a0f8ccb49eb8819ee835796b372.html

https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US/27654f27fecd4c5db4b33401e002ba38.html

https://help.sap.com/viewer/c94ed5fcb5fe4e0281f396556743812c/latest/en-US/92cf4e93439f4875949118c992df34eb.html

https://help.sap.com/viewer/c94ed5fcb5fe4e0281f396556743812c/latest/en-US/634946ff1f5a4b8b99335b99930cc3fc.html

6.6.1.2 Checking the Values Passed from Recruiting to Onboarding

After initiating onboarding, if u want to check the values passed from Recruiting to Onboarding, you can use the Suite Tool to perform the verification in Provisioning.

Context


Procedure

1. Go to Provisioning and choose Suite Integration Test Page.2. Run an Ad hoc report to find out the candidateId, applicationId, and JobReqId for the applicant, or get the

applicant information from Recruiting.3. Enter the candidateId, applicationId, and JobReqId details of the applicant in the Request Parameters:

Sample Code

{ "candidateId" : "216", "appId" : "270", "reqId" : "154", "onboardingId" : "" }

4. Choose Get Data from RCM Or ONB to get the JSON Response.

Results

You can verify the JSON Response to view the data passed from Recruiting to Onboarding.



6.7 Integration of an External Applicant Tracking System with Onboarding

If you are using a Recruiting system other than SAP SuccessFactors Recruiting Management, you can integrate your external Applicant Tracking System withOnboarding to pass the user data that is gathered from the candidates during recruiting to be used in the onboarding process.

Onboarding is extensible and can be integrated with external applications, in this case Application Tracking Systems. You can integrate your external Applicant Tracking System withOnboarding using OData APIs. The APIs enable you to pass new hire data from your Applicant Tracking System toOnboarding for initiating the onboarding process.

RememberNew hire data from your external Applicant Tracking System should be mapped in a format required by the APIs before sending requests from your API Integration tool. Currently, automatic data mapping and transformation of new hire data is not supported. Therefore, you should manually perform data mapping and transformation in your API Integration tool before passing the data with each API to avoid loss of new hire data. For more information about data mapping and transformation, refer to the Related Information section.

In Onboarding, when you onboard new hires through your external Applicant Tracking System, they are considered as external users.

NoteFrom the API client you have to invoke the API Batch file for mass import. Around 30 candidates can be imported through one batch call. For more information on Odata $Batch, refer to the $batch: Upsert and changeset behavior topic in the Related Information section.

The integration process of your external Applicant Tracking System with Onboarding is a three-step process.

1. Creating an External User Record in the Application [page 100]As a first step of integrating your external Applicant Tracking System with Onboarding, you must create an external user record using SAP SuccessFactors HXM Suite OData API.

2. Mapping Employee Information with the External User Record [page 101]After creating the external user record, you should associate employment-related information with the user record using Employee Central OData APIs.

Related Information

Data Object Table in Employee Central$batch: Upsert and changeset Behavior


https://help.sap.com/viewer/213711b5e5a847e2a20dfdd465346252/latest/en-US

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/7613ec6d0d014112b7654085a6b403fb.html

6.7.1 Creating an External User Record in the Application

As a first step of integrating your external Applicant Tracking System with Onboarding, you must create an external user record using SAP SuccessFactors HXM Suite OData API.

Prerequisites

Data mapping and transformation of new hire data is performed in your API Integration Tool. For more information about API data mapping and transformation, please see the Related Information section.

Procedure

Create an external user record in the application using the createOnboardee API. For information about how to create an external user record using the createOnboardee API, refer to the Related Information section.

Results

If successful, the API request will add a new external user record in SAP SuccessFactors HXM Suite and return an Onboarding process ID.

NoteMake a note of the Onboarding process ID for future reference.

Next Steps

The next step is to associate job and employment related information with the user record.

Task overview: Integration of an External Applicant Tracking System with Onboarding [page 99]

Next task: Mapping Employee Information with the External User Record [page 101]

Related Information

API Data Mapping and TransformationCreating an external user record using the createOnboardee API




https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/ae335af892544b29b79040c23606bef3.html

6.7.2 Mapping Employee Information with the External User Record

After creating the external user record, you should associate employment-related information with the user record using Employee Central OData APIs.

Prerequisites

● Ensure that data mapping to convert the data from the external Application Tracking System into the format required by the API is done in your API Integration Tool. For more information about API data mapping and transformation, refer to the Related Information section.

● The external user record exists in SAP SuccessFactors HXM Suite.

Context

After creating an external user record in SAP SuccessFactors HXM Suite, the next step is to update the record with employment-related information using Employee Central OData APIs.

Procedure

1. Associate job information with the external user record using the EmpJob API. For more information about EmpJob entity, refer to the Related Information section.

If successful, the job information will be effective on the start date value included in the API request.2. Associate employment-related information with the external user record using the EmpEmployment API. For

more information about EmpEmploymententity, refer to the Related Information section.

If successful, the default start date value in the external user record is updated with the actual start date value included in the API request.

3. Associate compensation-related information with the external user record using the EmpCompensation API. For more information about EmpCompensation entity, refer to the Related Information section.

If successful, compensation-related information is associated with the selected user record.4. (Optional) Update the external user record with details about recurring components of the compensation plan

using the EmpPayCompRecurring API. For more information about EmpPayCompRecurring entity, refer to the Related Information section.

If successful, compensation-related information is associated with the selected user record.5. (Optional) Update the external user record with details about non-recurring components of the compensation

plan using the EmpPayCompNonRecurring API. For more information about EmpPayCompNonRecurring entity, refer to the Related Information section.


If successful, compensation-related information is associated with the selected user record.

Results

In this topic, we have described the basic process of associating employment-related data with the external user record using Employee Central OData APIs. However, if you wish to update the user record with additional information you can choose from a comprehensive list of APIs. For more information, see Employee Central OData API: Reference Guide in the Related Information section.

Next Steps

The next step is to initiate the onboarding process for the external user.

Task overview: Integration of an External Applicant Tracking System with Onboarding [page 99]

Previous task: Creating an External User Record in the Application [page 100]

Related Information

API Data Mapping and TransformationAssociating job information using the EmpJob APIAssociating employment-related information using the EmpEmployment APIAssociating compensation-related information using the EmpCompensation APIUpdating recurring components of the compensation plan using the EmpPayCompRecurring APIUpdating nonrecurring components of the compensation plan using the EmpPayCompNonRecurring APIEmployee Central OData API Reference Guide

6.8 Integration of an External HRIS with Onboarding

If you're using an external Human Resource Information System (HRIS) to store and manage employee data, you can connect the system with Onboarding. However, Offboarding and Crossboarding processes aren’t supported.

A miniature version of the Employee Central system must be set up as the record system. You can refer to the Migrate from Talent Hybrid Integration to Integration with Employee Central topic in the Related Information section, as an example. The SAP HCM integration mentioned in this topic can be replaced with the external Human Resource Information System integration.

After setting up the system, you'll need to migrate foundation data and employee data from the external system to SAP SuccessFactors data entities using Comma-Separated Values(CSV) files or web services. You can carry out a




https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/11b9cc47b0124b279a353e096da07375.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/d91ecc323849441cb2773fc86f0eff0f.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/22367ec45dbe409aa5f75f36a760ee06.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/003f8d2d95e0437abad34169e4bcc1f4.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/c86bfca9bf03434cbfd2f24d679b4b9b.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/596e2dc8045b4d5d80e5fe69aafe59d2.html

one-time data replication of organizational units, jobs including the relationships between these objects, and of data that refers to employees from the external HRIS. Alternatively, you can use the delta-enabled web service transfer mode.

When using an external HRIS, the steps of the Onboarding process before the hiring step remain the same as the steps when using Employee Central to manage the hiring status. When a new hire is marked as 'Ready to Hire', you need to export the data to the external HRIS. After completing the hiring process in the external system, you can send the new hire status back to Onboarding.

NoteThis topic describes how to integrate an external HRIS with Onboarding, assuming that you have experts who are familiar with the systems involved in integration. It doesn’t describe:

● How to set up and use Employee Central● How to set up and use the middleware

Required Configurations

To... You need to... Things to remember...Refer to the following topics in the Related Information:

Implement External Human Resources Information System

Enable the following permissions in provisioning:

● Onboarding (including Internal Hire Process)

NoteAlthough the permission is labeled ' Onboarding (including Internal Hire Process), the Internal Hire Process isn’t in scope.

● Employee Central V2

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud Support.

When integrating Onboarding with an External HRIS, Employee Central is used to store external HRIS data in Onboarding. While Employee Central is enabled, it does not entitle you or grant you the ability to use Employee Central outside of Onboarding.

Onboarding Settings [page 28]



Configure Role-Based Permissions for External HRIS

Enable the following in Role-Based Permissions:

● Update New Hire Data for External HRIS

● All other Role-Based Permissions for SAP SuccessFactors Onboarding

Remember NOT to enable the Role-Based Permissions for:

● Manage Pending Hire page

● Add New Employee page

They mustn't be enabled because they are Employee Central pages, and only limited access to the Employee Central functionality is provided.

Note that Manage

Onboarding or OffboardingRestart Onboarding

Permission must not be enabled for Admin Users, as the Restart functionality while using an external HRIS isn't supported.





Configure Data Model ● Configure the Minimum Required Entities○ PersonInfo○ PersonalInfo○ Employment info○ JobInfo○ Email Info

● EC Permitted Entities○ Email Info○ Emergency contact

info○ Employment info○ Global Info○ Home Address○ imInfo○ JobInfo○ NationalIDCard○ PersonalInfo○ PersonInfo○ PersonRelationshi

pInfo○ PhoneInfo○ WorkPermitInfo○ CompensationInfo○ payCompNonRecur

ring○ payCompRecurring

Remember to enable the minimum required entities for the Employee Central Data Models. You can choose to add more entities from the list of permitted entities.

Ensure that EmployeePersonType isn’t enabled in Employee Central data models.

Configuration of Data Model Onboarding [page 79]

Import Foundation Data Perform the following steps after you’ve extracted the organizational data from the external HRIS into CSV files:

1. Download the foundation object template.

2. Update the template with the required data.

3. Upload the template.

You can import entities such as:

● Company● Division● Location● Job classification

Importing Foundation Data

Add New Hire Event Reason Configure the event reason to create a new hire user record in Employee Central

Configuring the Event Reason for New Hire [page 44]


https://help.sap.com/viewer/f5c753ba58814ef0ab181747824c41ed/latest/en-US/7250c9e9d2694f0493080791e7d5a6de.html


Import Employee Data using Integration Center

Build an integration using the Integration Center to replicate the employee data (hiring manager, participants of the onboarding process, and candidates) from the external Human Resources Information System to Employee Central for Onboarding.

NoteUpload the full population of your company while importing.

You can import the employee data using the Integration Center or Employee Central OData API. Remember that the EmploymentInfo – SourceOfRecord value must be 'ONB'.


● PersonInfo● PersonalInfo● Employment info● JobInfo● Email Info

Creating Inbound Integrations

Refer to the SourceOfRecord field available for the HRIS element in Employment Information topic.

Import Employee Data using Employee Central OData API

Add or update employee data (hiring manager, participants of the onboarding process, and new hire) using the Employee Central OData API.

Maintain the user (involved in the onboarding process, for example Manager, Buddy) data from external HRIS system in Onboarding.

NoteUpload the full population of your company while importing.

You can import the employee data using the Integration Center or Employee Central OData API. Remember that the EmploymentInfo – SourceOfRecord value must be 'ONB'.


● PersonInfo● PersonalInfo● Employment info● JobInfo● Email Info

Employee Data Import Process

Adding a New Employee

Refer to the SourceOfRecord field available for the HRIS element in Employment Information topic.



https://help.sap.com/viewer/60ba370328e0485797adde67aee846a0/latest/en-US/69b40839604c415c9aa79e9261160a31.html

https://help.sap.com/viewer/213711b5e5a847e2a20dfdd465346252/latest/en-US/7383c506d8994f61bb0244cc63c235f6.html


https://help.sap.com/viewer/f5c753ba58814ef0ab181747824c41ed/2011/en-US/8242131f9dac455db7b08485d7586bbf.html?q=Employee%20Data%20Import%20Process

https://help.sap.com/viewer/f5c753ba58814ef0ab181747824c41ed/2011/en-US/8242131f9dac455db7b08485d7586bbf.html?q=Employee%20Data%20Import%20Process

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/e6c87849f6bf4abba6064e7dc8c3fdf7.html




Export New Hire Data Build an integration using the Integration Center to export the new hire data to the external Human Resources Information System, once the new hire is ready to be hired.

You need to set the filter as: process/hire_status is equal to READY_TO_HIRE to filter out the employees who aren’t yet hired.

You can also set other filters to customize your results.

Sample output for a new hire:

{

"master_id": "2B1E92C189314C34A082C9AA2C3024A2",

"task_status": "OPEN",

"person_id": 1429,

"locale": "en_US",

"hire_status": "READY_TO_HIRE",

"process_status": "OPEN",

"person_id_external": "348",

"user_id": "348",

"per_person_uuid": "73568E5A65B04A48926A701481E5E956",

"email_address": "[email protected]",

"phone_number": "",

"first_name": "George",

"middle_name": "",

"last_name": "S",

}

Creating Outbound Integrations Using Integration Center


https://help.sap.com/viewer/60ba370328e0485797adde67aee846a0/latest/en-US/755f11067c084481b578dfe7cadb89a9.html



Export New Hire Data

NoteWe are deprecating onb2UpdateFromExternalHris function import as we have replaced Process ID with Master ID. The Onboarding Master ID improves the traceability of the new hire data on the external HRIS side, as it provides a reference between the previous ProcessID and the new Process ID in case of a restart. Please use updateFromExternalHrisONB for updating the hiring data from External HRIS system.

Build an integration using the Integration Center to export the new hire data to the external Human Resources Information System, once the new hire is ready to be hired.

You need to set the filter as: process/hire_status is equal to READY_TO_HIRE to filter out the employees who aren’t yet hired.

You can also set other filters to customize your results.

Sample output for a new hire:

{

"process_id": "2B1E92C189314C34A082C9AA2C3024A2",

"task_status": "OPEN",

"person_id": 1429,

"locale": "en_US",

"hire_status": "READY_TO_HIRE",

"process_status": "OPEN",

"person_id_external": "348",

"user_id": "348",

"per_person_uuid": "73568E5A65B04A48926A701481E5E956",

"email_address": "[email protected]",

"phone_number": "",

"first_name": "George",

"middle_name": "",

"last_name": "S",

}

Creating Outbound Integrations Using Integration Center

Complete Hiring Process in the External System

Perform the required steps in the external Human Resources Information System to complete the hiring process.






Send New Hire Data to Onboarding

NoteWe are deprecating onb2UpdateFromExternalHris function import as we have replaced Process ID with Master ID. The Onboarding Master ID improves the traceability of the new hire data on the external HRIS side, as it provides a reference between the previous ProcessID and the new Process ID in case of a restart. Please use updateFromExternalHrisONB for updating the hiring data from External HRIS system.

Use the updateFromExternalHrisONB API and change the status of the new hire to 'Hired' in the system.

You can use Inbound Integration or the Employee Central OData API to update the value in fields such as personidexternal and hire status.

updateFromExternalHrisONB

Run a conversion job for new hires.

NoteChange the SourceOfRecord picklist from ONB to HRIS.

Run a job for ConvertExternalUserOnStartDateJob in Provisioning.


Running a Conversion Job [page 334]

Creating Onboarding Option in SourceOfRecord [page 46]

6.8.1 Onboarding Process Restart for External HRIS

Stable ID is the new Onboarding business key for all external services integrating with Onboarding.

The external Human Resource Information System (HRIS), listens to an event, which gets triggered when an onboarding process for a new hire gets restarted in the SAP SuccessFactors Onboarding Application. The restart event generates an Onboarding Stable ID, which is shared with the external HRIS.


https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/c9c44c74416042ad9766dd6137d55042.html

If the restart happens after the new hire data is exported to the external HRIS, then the external system listens and reacts to the event. The newly started process goes through the onboarding steps, and when the new hire is in Ready-to-Hire state, the external HRIS exports the new hire data once again. At this stage, the Onboarding Stable ID, which is present in the export file, acts as an identifier for the previous Process ID and the new Process ID new hire data.

Sample Scenario

Consider an external HRIS scenario where a new hire's data is pulled when an Onboarding process reaches the 'Ready-to-Hire' state. External HRIS system stores the Process ID and user ID along with other employment data on to their systems. The external HRIS system starts the hiring process, and once the hiring is completed on the external HRIS system, it uses the Process ID to interact with Onboarding.

There might be a possibility of restarting the onboarding process even after the new hire is in 'Ready-to-Hire' state. For example, changes to start date of an employee triggers a restart. When a restart happens, a new onboarding process object is created, and the previous process object is marked as cancelled. Now when this onboarding process comes to the 'Ready-to-Hire' state, the external HRIS system pulls this data as well. The external system can't correlate that both the onboarding processes are for the same person, and treats them as two different persons.

Related Information

updateFromExternalHrisONB

6.9 Integrating Goal Management with Onboarding

You can create Goal Plan for new hires in Onboarding, using Goal Management.

Prerequisites

● Goal Management v12 and Onboarding must be enabled in Provisioning and configured in your instance.

● Target population or group targets is enabled from Provisioning Complete Settings Enable target population for group targets .

● Target population of view target plan template is enabled from Provisioning Complete SettingsEnable target population of view target plan template

● The Admin user must have the following role-based permissions required for using APIs:○ Enable Access to OData API Audit Log, Access to API Center, Access to OData API Data Dictionary, and

Access to OData API Metadata Refresh and Export under Manage Integration Tools



https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/c9c44c74416042ad9766dd6137d55042.html

○ Enable Manage Data, Read/Write Permission on Metadata Framework, and Admin access to OData API under Metadata Framework

For more information on how to enable these permissions, refer to the "List of Role-Based Permissions" topic in the Related Information section.

Context

You can create a standard New Hire Goal Management template for Onboarding using Goal management, and you can add goals for the new hire using the Set Goals activity in Onboarding. All new hires processed after the Goals activity is configured, will have this activity assigned to their hiring manager.

The objectives aren't restricted to only 30, 60 or 90 day objectives. You can also add a 120 day objective, 150 day objective, and so on.

Procedure

1. Log in to the application as Admin, and go to Admin Center Manage Templates Goal Plan .2. To create the New Hire Goal Plan template, click Add A New Template, select Basic Goal Plan, and click Add to

my instance.3. In Name, enter "New Hire Goal Plan", and click Save.4. In the Manage Templates page, under the Goal Plan tab, click the New Hire Goal Plan template.5. Go to Edit Fields, and retain the existing fields: Objective, Status, Start Date, Due Date, and Tasks.

6. Go to Provisioning Company Import/Update/Export Goal Plan Template . A list of Goal Plan templates appears.

7. Select the template that you've created, click the export icon corresponding to it, and save a copy of the template.

8. Open the downloaded template using Notepad, so you can update it to customize the Goal Plan for new hires in Onboarding.

9. Provide a <obj-plan-id> value and a Goal Plan Name of your choice.

NoteUnlike Onboarding 1.0, where the only goal plan that would integrate was the New Hire plan and it had to have a specific ID like 101, in Onboarding when you upload the Goal Plan template, you can use any Name and use a number in the range of "1–1000" for the ID.

10. Go the category section, and update the categories as 30-Day Objectives, 60-Day Objectives, and 90-Day Objectives.

Sample Code

<category id="30Day"> <category-name>30-Day Objectives</category-name> </category> <category id="60Day">


<category-name>60-Day Objectives</category-name> </category> <category id="90Day"> <category-name>90-Day Objectives</category-name> </category>

11. The Hiring Manager who is processing the Hiring Manager Activity must have permissions to Create Goals. The role name "G" is a Hiring Manager role. Or, you can use the role (*), which, allows the permission to all managers. To grant the necessary permission to these roles, go to the <permission for="create"> section, and add the roles for Hiring Manager (G) and/or for all managers (*) within the section.

Sample Code

<permission for="create"> <description><![CDATA[Only the employee, manager and form reviewer may create goals in a user's plan.]]></description> <role-name><![CDATA[E]]></role-name> <role-name><![CDATA[EM]]></role-name> <role-name><![CDATA[F]]></role-name> <role-name><![CDATA][G]></role-name> <role-name><![CDATA][*]></role-name> </permission>

12. The Hiring Manager (or all the managers) also must have the permission to "Write" to the fields of the goal plan. To grant the necessary permission, go to the <permission for="write"> section, and add the roles for Hiring Manager (G) and/or for all managers (*) within the section.

Sample Code

<field-permission type="write"> <description><![CDATA[The owner and manager may write to all fields for the employee's goals]]></description> <role-name><![CDATA[E]]></role-name> <role-name><![CDATA[EM]]></role-name> <role-name><![CDATA[G]]></role-name> <role-name><![CDATA[*]]></role-name> <field refid="name"/> <field refid="start"/> <field refid="due"/> <field refid="state"/> <field refid="targets"/> </field-permission>

13. Save the template.

14. Go to Provisioning Company Import/Update/Export Goal Plan Template , under Add a new Goal Template or Update an existing one, click Browse, and go the saved template file.

15. Select the template, add a suitable description in Description of changes, and click Upload. A confirmation message appears.

Results

The New Hire Goal Plan template has been customized for use in Onboarding. You can log in to the application as an Admin and use the template for onboarding the new hires.



Related Information


6.10 Initiating the Onboarding Process for External Users

After creating an external user record and associating job and employment related information with the record, you can initiate onboarding process for a new hire using SAP SuccessFactors OData API.

Prerequisites

● Data mapping is performed in your API Integration Tool. For more information about data mapping and transformation, refer to the Related Information section.

● You have created an external user record in the application and updated the record with job and employment related information.

● An Onboarding process ID is generated for the external user.

NoteThe external user's default locale will be set to the company's default locale. To set the external user's default locale to en_US always, contact SAP Cloud Support.

Procedure

Initiate onboarding process for an external user using the initiateOnboardingforUser API. For more information about initiateOnboardingforUser entity, refer to the Related Information section.

Results

If successful, Onboarding process is initiated for the external user. Based on business rules defined in your system, Data review task will be created.

Related Information

Data Mapping and TransformationInitiate onboarding process using initiateOnboardingForUser API


https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/latest/en-US/d77b76e71cf54201a4049906b9d8145a.html


https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/44993f620a224c9f861170d79ef768c1.html

6.11 Initiating the Onboarding Process Manually

The onboarding process can be manually initiated without a recruiting system. This lets you onboard new hires who don't come in through the standard recruiting process.

Prerequisites

Enable Initiate Onboarding API Permission under Admin Permissions in Role-Based Permissions for SAP SuccessFactors Onboarding. For more information, refer to the Related Information section.

Ensure that the Hide Username in the UI permission under Admin Center Platform Feature Settings is disabled.

Context

When new hire data isn’t present in the recruiting system, you can still initiate the onboarding process manually with this feature. For example:

● Onboarding in companies that don't use a recruiting system.● The hiring of a high-level executive that doesn't follow the usual recruiting process to ensure confidentiality.● Employees returning from a sabbatical.

Procedure

1. Go to Admin Center. Under On/Offboarding, select Add New Hire to Onboarding.

The Add New Hire to Onboarding page opens.2. Enter the details for Basic Information.

Note○ Rehire is currently not supported while initiating onboarding manually.

○ First Name - First name of the new hire.○ Last Name - Last name of the new hire.○ Email ID - Email address of the new hire.○ Hire Date - The joining date of the new hire.○ Company - The organization name which the new hire is joining. You can see the code in brackets for each

Company value. If the value is not configured, you can see the code displayed twice.○ Hiring Manager ID - Email addres of the hiring manager.



NoteThe Hiring Manager field does not support numeric search.

○ Event Reason - Select the event reason for adding the new hire. You can see the code in brackets for each Event Reason value. If the value is not configured, you can see the code displayed twice.

○ Locale for New Hire - Provide the locale detail for the external new hire. The new hire can see this updated locale after successfully logging into Onboarding. The welcome email and the password reset page (when opened from the welcome email) will appear in the default language that is set in the Default Language field of Company Settings in Provisioning.To view the welcome email and the password reset page as per the locale selected by the new hire during candidate profile creation, create a rule and include it in the corresponding email templates.

NoteIf you do not provide a value for Locale for New Hire, Onboarding picks the default value from the Default Language field of Company Settings in Provisioning.

○ Add new employee ID - Select this checkbox to define a custom employee ID or a user defined userID/employeeID as per the requirement of the Hiring Manager. If you do not select this check box, the application passes a system generated value.

3. Select Initiate Onboarding to start the Onboarding process for the new hire right away.

An external user is created in the system, and then the Onboarding process is initiated for this user.

NoteTo provide more data about the new hire before initiating the onboarding process, select Provide Additional Data. Ensure that the Manager ID or Supervisor field is not empty.

Results

You’ve successfully initiated the onboarding process for the new hire.

Related Information



6.12 Data Collection Process in Onboarding

Data collection process is a standard data model that allows you to collect personal and onboarding related information from new hires. You can choose to customize the data model as per your requirements and data collection guidelines of your organization.

When you configure the data model for your SAP SuccessFactors implementation, you choose the fields for the standard employee record. These fields are a part of the Succession Data Model. Mandatory fields are configured in the Admin Center Manage Business Configuration tool.

In the Onboarding process, data collected from a candidate during the Recruiting process is compared against the information required in the standard employee record. Should there be any missing or incorrect information, you can configure the application to create a task and assign it to the responsible onboarding participants for reviewing and correcting new hire data. Examples of such missing information can be: Personal Details, National ID, and so on.

NoteThe new hire data review and correction task appear in the Correct New Hire Information tile, on the home page of the assigned participant.

After this task is completed, a welcome message is sent to new hires and Onboarding tasks are created.

The first data collection task begins when the Provide Data For Onboarding tile appears on the new hire's home page.

After the new hire provides the required information, if there are any Onboarding-specific fields configured in the Succession Data Model, another home page tile appears prompting the new hire to provide additional information. You can configure Onboarding paperwork to collect such information. Typically, this information is used only during Onboarding and is not updated in the employee record.

ExampleInformation like equipment preference, certain office waivers, or other information needed only as part of the Onboarding process.

6.12.1 New Hire Data Review Configuration

New hire data review is one of the initial tasks in the onboarding process where you can review new hire data obtained from your recruiting system for accuracy.

There are two circumstances when the system creates a task to review and correct new hire data.

1. As a Hiring Manager or an HR Representative, when you initiate the onboarding process for an external candidate from your recruiting system, the SAP_ONB2_HMReviewCheck rule is executed to check if a task should be created to review new hire data.



NoteThe SAP_ONB2_HMReviewCheck rule is available in onboarding by default, without any preconfigured condition. Therefore, unless you configure this rule, the system will skip this step during the onboarding process.

If the rule is evaluated to true, the system creates the new hire data review and correction task. If the SAP_ONB2_HMReviewCheck rule is set to False, and there are no discrepancies in data, the correction task will not get created and the process goes to next step.This is important to mention because user might be confused if he/she does not get this task.

2. The system compares the new hire data obtained from your recruiting system and compares it with your Onboarding Data Model. If there are any discrepancies, the system creates the new hire data review and correction task.

NoteRule event OnInit is not supported in New Hire Data Review.

You can set up your system to assign this task to whomsoever responsible. The assigned participants can find the task in the New Hire Data Correction tile under the To-Do tile group.

The process of assigning the new hire data review and correction task to responsible participants involves:

6.12.1.1 Configuring Business Rules for New Hire Data Review

To have the new hire data review step in the Onboarding process, you must configure a business rule.

Context

The new hire data review allows the manager or the assigned participant to review and update the personal data of the new hire collected during the recruiting process.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Business Rules. Access the tool by clicking on the search result.

The Business Rules Admin page is opened where all the business rules created in the system are visible.3. In the Search field, enter the rule ID SAP_ONB2_HMReviewCheck and click Go. :

SAP_ONB2_HMReviewCheck rule appears in the search result.4. Click the rule name.

ONB2_HMReviewCheck (SAP_ONB2_HMReviewCheck) rule appears in detail.


5. Go to Take Action and select Make Correction.6. Set the If clause expression as Onboarding Process.processType is equal to Value Onboarding.

NoteYou can set the desired rule by editing the expression in the If clause.

7. Click Save.

Based on the conditions specified a business rule is set for the new hire data review by the manager or the assigned participant. Once the Onboarding process is initiated to the external candidate a task to review the new hire data is assigned to manager or the assigned participant.

6.12.1.2 Assigning the New Hire Data Review Task to a Responsible Group

By creating a business rule, you can set up conditions to assign the new hire data review and correction task to a responsible group.

Prerequisites

You have created responsible groups required for the New Hire data review and correction task. For more information about creating responsible groups, see Creating a Responsible Group in the Related Information section.

Context

Responsibility groups can be many. When there are several conditions to be evaluated before assigning a task to a responsibility group, the process becomes complex. A business rule can help simplify the process of selecting the right responsibility group.

Procedure


The Business Rules Admin page is opened where all the business rules created in the system are visible.

3. To create a new business rule, click (Create New Rule) .4. Select the Assign Responsibility Group for New Hire Data Review scenario available under Onboarding category.5. As per business rule requirements, enter a value for Rule Name, Rule ID, and select a Start Date. Also, select

the Process Type based on whether you are using this rule for Onboarding or Offboarding.



The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.6. Define the business rule by setting up conditions as required.7. Click Save

Example

NoteThere can be complementary scenarios when the assignment of the data review and correction task will differ, such as:○ If there is no business rule created, the task would be assigned to the Hiring Manager by default.○ If a business rule is created but the conditions defined in the business rule are not satisfied, the

process will fail resulting in an error. A remedial task will then be created and assigned to the SAP_ONB2_ErrorFlowAdmins dynamic group in Admin Center Manage Onboarding Dynamic Groups . Any user belonging to the group can pick up the task, rectify the issue, and resume the process.

Related Information

Creating a Responsible Group [page 199]


6.12.1.3 Enabling Mandatory Field Validation for Employee Central Entities

Enable validation of all mandatory Employee Central fields during New Hire Data Review and Personal Data Collection.

Context

You can create the onSave event type to enable mandatory field validation during New Hire Data Review or Personal Data Collection step for the following entities:

● National ID● Phone Information● IM Information● Email Information● Home Address● Pay Component Recurring● Pay Component Non-Recurring● Emergency Contact● Work Permit Information● Job RelationShip

NoteThe procedure shows a sample rule to validate the phone information where an error message pops when phone information isn’t entered by the user. After entering the phone information, at least on one the phone number has to be marked as primary.

Procedure

1. Go to Admin Center Manage Business Configuration .2. Select the phoneInfo entity.3. Select Employee Information from the Base Object on the Trigger Rules section.

4. Select onSave from the Event Type dropdown.5. Select + (Add Rule) next the Rules dropdown.

The Configure Business Rules page opens.6. Select the Basic rule scenario.7. Enter a value for Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.8. Select Employee Information from the Base Object dropdown.



9. Select Continue to move to the Configure Business Rules page.10. Select your If criteria:

Operation and Functions Steps

Left Expression Go to If section, select your left expression, and choose

Phone Information ☰ Is Primary .

Set Expression Field Select is not equal to.

Field Type Select Boolean().

Value Selection Yes

The rule selects one entry from the collection "Phone Information" where...

Set:○ Left Expression to Is Primary.○ Set Expression Field to is not equal to.○ Field Type to Boolean().○ Value Selection to Yes.

11. Add an And expression, by selecting (View Expression). Navigate to Add Expression AND .


Left Expression Select your left expression, and choose Context Current

User .

Set Expression Field Select is equal to

Value Selection Login User()

NoteSet the And expression only for New Hire Data Review so that mandatory fields are validated when hiring managers or Onboarding participants are updating new hire information.

12. Select your Then criteria:


Left Expression 1. Go to the Then section of your business rule and select the Left Expression.

2. Go to left expression menu icon and select pencil picker icon.

3. Go to dropdown menu to select output type to Raise Message.

Set Message Select Phone_Info_Mandatory_Validation.



NoteThis a user defined message.

Severity Select Error.

NoteYou can select either error or warning based on your requirement.

13. Select Save to finish.

Results

A rule is set to raise an error message when phone information isn’t set to primary during the New Hire Data Review or Personal Data Collection step by the new hire. And the new hire is unable to complete Personal Data Collection or the responsible user is unable to complete New Hire Data Review without updating phone information.



6.12.2 Personal Data Collection Configuration

Personal paperwork is an initial task in the Onboarding process where the new hires can review their personal data obtained from recruiting system for accuracy and update the missing information.

For new hires to review their personal data, the business rule SAP_ONB2_ECDataCollectionCheck must be set to Always True. This business rule is available in Onboarding by default and is set to Always True without any preconfigured condition.

If the conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The task appears on the Provide Data For Onboarding tile of the new hire's home page.

The new hire can fill the personal data by clicking the task on the Provide Data For Onboarding tile. Once the new hire clicks the task, Provide Personal Data page opens with some prepopulated data. The prepopulated data appears from the information filled by the new hire during recruitment process. New hires can verify and update their personal information like Data of Birth, Nationality in the Provide Personal Data page.

New hires can view and edit their personal data in the Provide Personal Data page based on role-based permissions. For more information about role-based permissions for new hire data review and correction task, see Role-Based Permissions for New Hire Data Review in the Related Information section.

NoteRule event OnInit is not supported in Personal Data Collection.

NotePersonal Data collection page doesn’t support Employee Central workflows and Employee Central downstream integrations. Disable the workflow rules by setting the onSave and OnPostSave Rule context to No.

Go to Manage Business Configuration PersonInfo Entity- , check for the Workflow Request Rule either for OnSave or for OnPostSave Event Type. Set the Onboarding Rule Contexts for these event types to No if the rule condition has workflow trigger.

Payment information (paymentInfoV3) is an MDF object. Now, if a rule is configured for this object such that it triggers a workflow when an external user tries to add payment-related information, then the rule must be skipped. As the Personal Data Collection page doesn’t support Employee Central workflows, an error occurs if this rule is


executed. Refer the rule configurations created using the Basic scenario and Payment Information as Base Object, as shown in the example below:

In this example, if an external hire logs into the system to update the payment information details, the payment information workflow gets skipped.

NoteAdd the configurations mentioned in the sample rule in the If criteria. The Else criteria can be configured with the content of the existing rule that you’re modifying.

NoteAfter the Personal Data Collection is configured, you must use the External User Visibility tool and update certain objects to be visible to the new hire. For more information, refer to Setting Object Visibility for New Hires topic in the Related Information section.

Related Information

Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]Creating a Responsible Group [page 199]Assigning the New Hire Data Review Task to a Responsible Group [page 118]Configuring Business Rules for New Hire Data Review [page 117]



Setting Object Visibility for New Hires [page 158]

6.12.3 Configuring the Account Owner Name in the Payment Information Section

You can set the first name and last name of the new hire as a default value in the Account Owner field. The field appears in the Payment Information section during the Personal Data Collection process.

Context

Populating the first name and last name as the account owner name avoids "null null" from being populated as the default value.

Procedure

1. Create a business rule for the account owner name in the Payment Information section.2. Assign the rule to the paymentMethod field.

Results

The account owner first name and second name populates after selecting the payment method in the Payment Information section instead of "null null".

6.12.3.1 Creating a Business Rule for the Account Owner Name Available in the Payment Information Section

You can create a business rule to set the first name and second name as the account owner name. Setting this rule avoids the "null null" value to be populated as the account owner name in the Payment Information section.

Context

By default, the account owner value is set by the standard Successfactors Employee Central rule setBankData_PaymentInfoDetails. This rule populates the account owner field with values from the Worker object, which is set after the Compensation portlet is saved. During Onboarding, the Worker object value is not set, meaning the account owner field is populated with the value 'null null'.


Procedure

1. Go to Admin Center Configure Business Rules .

The Business Rules Admin page opens.

2. Select (Create New Rule).3. Select Basic rule scenario under Basic category.4. Enter a value for Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Select Payment Information Detail from the Base Object dropdown menu.6. Select Continue to move to the Configure Business Rules page.7. Select your If criteria:


Left Expression 1. Go to If section, select your left expression, and choose Lookup().

2. Select Base Object as Process.3. Select Output Field as Process Type.


Field Type Leave as Value.

Value Selection Onboarding

8. Leave the Then criteria as blank.9. Select Add Else If to add more details to your business rule.



Payment Information Detail Payment Method .

Set Expression Field Select is equal to.


Value Selection Bank Transfer

10. Select Add Parent And using the dropdown at the end of the expression.11. Choose +, to add the following expression:



Payment Information Detail Bank Country/Region .





Field Type Null

12. Choose +, to another expression:



Payment Information Detail Account Owner .


Field Type Null





3. Go to dropdown menu to select output type to Set that opens up the Select Left Expression dropdown field.

4. From the left expression dropdown menu, select

Payment Information Detail Bank Country/

Region .

Set Expression Field Select to be equal to.

Field Type Payment Information Detail parent Job country/region

14. Choose Add Expression and add the following expression:


Left Expression 1. Go to left expression menu icon and select pencil picker icon.



Payment Information Detail Account Owner .




Field Type Format()

Template %s %s

Argument Payment Information Details parent WorkerPersonal Information First Name

Argument Payment Information Details parent WorkerPersonal Information Last Name


Results

You’ve created a business rule to set the first name and last name as the account owners name for bank details in the Payment Information section.



6.12.3.2 Assigning the Business Rule for Account Owner Name to the Payment Method Field

Replace the existing setBankData_PaymentInfoDetails rule with the rule created to populate the first name and second name of the account owner.

Prerequisites

You've created the rule for populating the first name and second name of the account owner in the Payment Information section.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Object Definitions. Access the tool by clicking the search

result.

The Configure Object Definitions page opens.3. Select Object Definition from the Search dropdown.4. Enter Payment Information Detail as the search key. Select the search result to open the object.5. Under Take Action, select Make Correction.6. Scroll down to the Fields section and choose Details for the paymentMethod field.

The Details dialog opens.7. Scroll down to the Rules section and select the rule created for account owner name to replace the

setBankData_PaymentInfoDetails rule.8. Choose Done.9. Choose Save.

Results

The setBankData_PaymentInfoDetails rule is replaced by the business rule to populate the account owner name in the Payment Information section.


6.12.4 Onboarding Data Collection Configuration

You can collect the data specific to the Onboarding process that you require from the new hire by configuring Onboarding Data Collection.

Context

With Onboarding, you can customize the data collection process as required. These customized data can be created by creating a set of entities. Entities are customized data that a new hire must fill during Onboarding Data Collection step in the Update Onboarding Information page.

For example, if you want to collect data on uniform requirement for new hires, you can create an entity with the name Uniform asking for size of the uniform. You can create an entity with the name Transport Option asking weather the new hire requires office transport or personal vehicle.

You can define your own entity name. You can create entities based on the data required by you and add it to the Update Onboarding Information page.

To configure the onboarding paperwork, the business rules SAP_ONB2_CustomDataCollectionCheck and SAP_ONB2_DataCollectionConfigSelect must be applied. With Onboarding, these rules are available by default and are set to Always True.

There are two ways of configuring Onboarding Data Collection:

Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 130]To collect similar data for all new hires, configure Onboarding paperwork with the default data collection instance. This configuration allows you to have same entities in the Update Onboarding Information page for all new hires.

Configuring Onboarding Data Collection with Customized Data Collection Object Instance [page 139]To collect different data for different new hires based on job location, job code, and so on, you must configure Onboarding paperwork by creating a data collection object instance apart from the default instance. This configuration allows you to have different entities in the Update Onboarding Information page for different new hires.

6.12.4.1 Configuring Onboarding Data Collection with Default Data Collection Object Instance

To collect similar data for all new hires, configure Onboarding paperwork with the default data collection instance. This configuration allows you to have same entities in the Update Onboarding Information page for all new hires.

1. Creating a Data Collection Object Entity [page 131]To collect the required data from new hires during the Onboarding paperwork step you must create data collection object entities.

2. Configuring UI for the Data Collection Object Entity [page 136]Create a configuration UI for the data collection object entity, to have a UI rendering of the entity on the Update Onboarding Information page.



3. Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 137]To make the created object entities available in UI panel, you must map them with the ONB2DataCollectionUserConfig object.

4. Adding the Configuration UI Items to Default Data Collection Object Instance [page 138]To collect different data from new hire's, you can group multiple data collection object entities in a single user interface (UI) with multiple panels, where each entity has its own panel. You can collect these data by adding the configuration UI items to the default instance

Parent topic: Onboarding Data Collection Configuration [page 130]

Related Information

Configuring Onboarding Data Collection with Customized Data Collection Object Instance [page 139]

6.12.4.1.1 Creating a Data Collection Object Entity

To collect the required data from new hires during the Onboarding paperwork step you must create data collection object entities.

Prerequisites

Before create a data collection object entity, make sure you have the enabled the role-based permissions to work with metadata framework.

Go to Admin Center Manage Permission Roles Permission... Administrator Permissions Metadata Framework and enable the following permissions:

● Manage Configuration UI● Configure Object Definitions● Configure Business Rules● Access to Business Rule Execution Log● Manage Data● Admin access to MDF OData API

Context

You can create the entities and make them appear on the Update Onboarding Information page by using the Metadata Framework and Business Configuration UI respectively.

After configuration, associate the entities with a metadata framework object linked to the Process object to map them to Onboarding forms.


Procedure

1. Go to Admin Center Configure Object Definitions .2. From the Create New dropdown menu, select the option Object Definition.

NoteYou use generic objects for settings and information relating to the people working for a business. For example, vacation and position information.

3. Enter a name for the custom object in the Code field.

TipCustom object names must begin with the string cust_.

4. Select None from the Effective Dating dropdown.5. Select Editable from the API Visibility dropdown.6. Under the header Fields, add the fields that will be a part of the data collection object entity.7. To associate the custom object entity with the Onboarding process:

a. Add a custom field under Fields. Enter the name of the field as cust_userConfig.b. Click Details associated with cust_userConfig field.c. Set the Data Type as Generic Object.d. Enter ONB2DataCollectionUserConfig in the Valid Values Source field.e. Click Done.

8. Click Details next to the externalCode field and set * Data Type to Auto Number. To save the changes, click Done.

9. Set the Secured field on the object is set to NO as the object is secured by default.10. Click Save on the Object Definition page.

Results

In the example shown, a data collection object entity is created with the name cust_uniform. It has 2 fields cust_shirtsize, cust_pantsize and a mandatatory field to assosicate it with Onboarding process cust_userConfig. For more information on creating Object defininition, see Implementing the Metadata Framework (MDF) in Related Information section



Next Steps

After creating data collection object entity, you can setup the entity to work with read audit and change audit functionalities as a part of Data Privacy and Protection. You can also configure your custom object to make it visible to external users in the system.

Task overview: Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 130]

Next task: Configuring UI for the Data Collection Object Entity [page 136]

Related Information

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/44d64fea23df4544b6ce7e91587bf1af.html




6.12.4.1.1.1 Configuring Data Collection Object Entities for Read Audit and Change Audit

To enable Data Protection and Privacy for your data collection object entities, you must set the read audit and change audit.

Context

Read Audit and Change Audit are a part of Data Protection and Privacy features of SAP SuccessFactors HXM Suite. The data collection object entities that you create in your system are not configured to work with read audit and change audit by default. However, you can set up your entities to work with read audit and change audit accordingly.

Procedure

1. Go to Admin Center Configure Object Definitions .2. Select a search type as Object Definition and enter the name of your entity in the search field. Open the entity

by clicking on the search result.3. From the Take Action menu, click Make Correction.4. Select Complete History from MDF Version History dropdown.5. Add a custom field under Fields. Enter the name of the field as cust_subjectUser.

NoteThe cust_subjectUser field should be updated to find the details of the custom object created by the Admin. It is also needed to capture the Change Audit Log and Read Audit Log data on the defined custom object, and to link the users for whom the Change Audit Log and Read Audit Log report is to be generated.

a. Click Details associated with cust_subjectUser field.b. Select User from Data Type dropdown.c. Select Read Only from Visibility dropdown.d. Click Done.

6. Create a business rule to set up your entity for read audit and change audit. For information about how to create the rule, refer to the Related Information section.

7. Select the newly created business rule from the Save Rules dropdown.8. Click Save.

Your data collection object entity is now set up for read audit and change audit.



Related Information

Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit [page 135]

6.12.4.1.1.2 Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit

After you set the data collection object entities for Read/Change audit, you must create a business rule for the Data Protection and Privacy to work on these entities.

Prerequisites

You have configured your custom object by:

● Creating the custom field cust_subjectUser.● Setting the value of MDF Version History to Complete History.

NoteFor custom MDF objects, you can set the value for External User Visibilty field. This is only applicable for Onboarding.

Procedure

1. Click (Add Rule) under Save Rules of your data collection object.

The Rules for MDF Based Objects scenario appears preselected under the Metadata Framework category, on the Configure Business Rules page.

2. Enter a Rule Name, Rule ID, and select a Start Date.3. Enter the data collection object entity name in the Base Object field.

The rule will operate on the selected base object. You can assign the rule to the object definition of the base object in Configure Object Definition page.

4. Select the Purpose that defines the intent of a phase in an object's lifecycle.

For example, to define a default value for an object instance, select "Initialize" as the Purpose. This sets the initial value for an object instance. You can always change the default value.

5. Click Continue.6. In the business rule configuration page:

a. Configure the If condition to be Always True.


b. Configure the Then condition.

Examplecust_uniform.subjectUser to be equal to cust_uniform.userConfig.subjectUser.

7. Click Save.

A business rule is now set for the read/change audit on data collection object entity.

Example

A rule is created with to select the If condition as always tru and

6.12.4.1.2 Configuring UI for the Data Collection Object Entity

Create a configuration UI for the data collection object entity, to have a UI rendering of the entity on the Update Onboarding Information page.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Manage Configuration UI. Access the tool by clicking on the search result.

3. Click Create New.4. Provide an ID.

NoteThe ID value must not contain any space characters. For example, use the ID value as Select_Uniform instead of Select Uniform.

5. Select the entity from the Select Base Object dropdown.

All the available fields for the entity are displayed.

6. Click Edit Properties on the Base Object header and select No from the Show Data Links.

NoteYou must set the Show Data Link option to No as currently the support for the workflow is unavailable from Onboarding.

7. Click Edit Properties next to any of the available fields to add a custom label for the field, or change other attributes about the field display.

8. Click Delete to remove the following internal fields from the custom objects:



○ externalName○ externalCode○ userConfig

NoteThe internal fields appearing on your screen depends on the Base Object selected. If you try to configure these fields, there are chances that the values in these fields might get overwritten and create errors.

9. Click Save.

A Configuration UI object is created with the specified ID for the data collection object entity.


Previous task: Creating a Data Collection Object Entity [page 131]

Next task: Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 137]

6.12.4.1.3 Mapping Object Entity to ONB2DataCollectionUserConfig Object

To make the created object entities available in UI panel, you must map them with the ONB2DataCollectionUserConfig object.

Procedure

1. Go to Admin Center Configure Object Definitions .2. Select Object Definition in the first dropdown.3. Select ONB2DataCollectionUserConfig in the second dropdown.

4. Click Take Action Make Correction .5. In the Associations section, enter a name of association for the data collection object entity.6. Set the Multiplicity field to One to One.

NoteOne to Many is not supported as Multiplicity for Custom Data Collection.

7. In the Destination Object field, select the name of the data collection object entity created for Onboarding data collection.

8. Select Type dropdown menu, select the Join By Column value.9. Click the Details link next to the association.

The Details dialog box opens.


10. In the Destination Object Column enter cust_userConfig.

11. Enter internalId in the Source Object Column field.

12. Click Done.13. Click Save in the Object Definition: ONB2DataCollectionUserConfig page.

Results

An association is created with data collection object entity and ONB2DataCollectionUserConfig.


Previous task: Configuring UI for the Data Collection Object Entity [page 136]

Next task: Adding the Configuration UI Items to Default Data Collection Object Instance [page 138]

6.12.4.1.4 Adding the Configuration UI Items to Default Data Collection Object Instance

To collect different data from new hire's, you can group multiple data collection object entities in a single user interface (UI) with multiple panels, where each entity has its own panel. You can collect these data by adding the configuration UI items to the default instance

Context

You can group multiple custom object entities in a single UI, where each entity has its own panel. Each panel can collect the required data for that particular entity. This grouping of entities is achieved using the ONB2DataCollectionConfig MDF object. This object can hold a list of Configuration UI items that can be rendered on the Update Onboarding Information page. You can reorder the entities, add new entities, and delete entities.

A default instance of the data collection object with the external code DEFAULT_DATA_COLLECTION_CONFIG is present when you enable Onboarding.

You can create your own instance of the data collection object and add the Configuration UI items for each instance as required. The instance of data collection object to be rendered can be controlled setting a business rule.

You can create multiple instances of data collection object based on your need and you must select them using the business rule as per the condition.



Procedure

1. Go to Admin Center Tools Employee Files Manage Data .2. Select ONB2DataCollectionConfig in the first dropdown and DEFAULT_DATA_COLLECTION_CONFIG in the

second dropdown.

3. Select Take Action Make Correction .4. Add the required configuration UI items by selecting the ID provided while UI configuration for that entity from

the available objects in the dropdown menu.5. Reorder the fields using the arrow icons.6. Delete fields by clicking the trash can icon.7. Click Save.

Results

The entities added as configuration UI items to the default data collection object instance DEFAULT_DATA_COLLECTION_CONFIG appears on the new hire data collection page of the new hire's.

NoteIf you want to collect different data for different new hires based on job location, job code, and so on. You must have a different data collection page for different new hires. For having different data collection page, you must create another instance of the data collection object and set a business rule.


Previous task: Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 137]

6.12.4.2 Configuring Onboarding Data Collection with Customized Data Collection Object Instance

To collect different data for different new hires based on job location, job code, and so on, you must configure Onboarding paperwork by creating a data collection object instance apart from the default instance. This configuration allows you to have different entities in the Update Onboarding Information page for different new hires.

Out of the box we provide Default Data Collection Config. You can use this Config to add your Config UIs to be shown on Custom Data Collection screen. For example, you can add other Config UIs like Uniform, Transport, and Meal Coupons to the list. You can also create your own Data Collection Configs, for example, Data_Collection_USA_Config and add Config UIs as per your requirement.

NoteYou can set a criteria based on which a Data Collection Config can be selected.


1. Creating a Data Collection Object Instance [page 140]To have different Update New Hire Information page for new hires based on job location, job code, and so on, you must create your own instance of ONB2DataCollectionConfig apart from the default instance DEFAULT_DATA_COLLECTION_CONFIG.

2. Configuring the Business Rule for Customized Onboarding Data Collection [page 141]To have different custom object entities available for different new hires based on the new hire job location, job code, and so on, you must configure a business rule.

3. Configuring a Picklist for Custom Data Collection [page 143]Picklists allow you to define the values specified for a field. Before you create Picklists and Picklist-Values for Custom Data Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.

Parent topic: Onboarding Data Collection Configuration [page 130]

Related Information

Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 130]

6.12.4.2.1 Creating a Data Collection Object Instance

To have different Update New Hire Information page for new hires based on job location, job code, and so on, you must create your own instance of ONB2DataCollectionConfig apart from the default instance DEFAULT_DATA_COLLECTION_CONFIG.

Prerequisites

● Data collection object entities must be created and made visible to new hires.● UI configuration must be done for the data collection object entities.● Business rule for Onboarding paperwork must be set to true.

Procedure

1. Go to Admin Center Manage Data .

The Manage Data page appears.2. Select ONB2DataCollectionConfig in the Create New dropdown list.3. Enter the name of the instance in the metaId text box.



4. Add the required configuration UI items by selecting the ID provided while UI configuration for that entity from the available objects in the dropdown list.

5. Click Save.

Results

An instance of ONB2DataCollectionConfig is available with the name provided in the metaID text box, apart from the default instance.

Task overview: Configuring Onboarding Data Collection with Customized Data Collection Object Instance [page 139]

Next task: Configuring the Business Rule for Customized Onboarding Data Collection [page 141]

Related Information

Creating a Data Collection Object Entity [page 131]Configuring UI for the Data Collection Object Entity [page 136]Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 137]Adding the Configuration UI Items to Default Data Collection Object Instance [page 138]

6.12.4.2.2 Configuring the Business Rule for Customized Onboarding Data Collection

To have different custom object entities available for different new hires based on the new hire job location, job code, and so on, you must configure a business rule.

Prerequisites

You must have created data collection configuration apart from the default instance, DEFAULT_DATA_COLLECTION.

Context

The data collection configuration rule decides which custom object entities should be assigned to the new hire. You can modify this rule and assign any data collection configuration created in the previous step based on certain conditions.


The ONB2_DataCollectionConfigSelect rule is set to Always True and it outputs the object entities in the DEFAULT_DATA_COLLECTION instance. As an admin you can modify the condition based on job location, job code, division, and so on and set the output as required.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Business Rules. Access the tool by clicking on the search result.3. In the Search field, enter the ONB2_DataCollectionConfigSelect rule.4. Click Take Action and select Make Correction.5. Define the condition as per your requirement with the newly create instance and the default instance

DEFAULT_DATA_COLLECTION_CONFIG.

6. Click Save.

Results

Based on the rules set, new hires can see the data collection object entities on the Update Onboarding Information page.


Previous task: Creating a Data Collection Object Instance [page 140]

Next task: Configuring a Picklist for Custom Data Collection [page 143]



6.12.4.2.3 Configuring a Picklist for Custom Data Collection

Picklists allow you to define the values specified for a field. Before you create Picklists and Picklist-Values for Custom Data Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.

Context

You must first set the visibility of the external users (new hires) to Read Only, then set up a rule for the Picklist and the Picklist-Values that decides what options are shown to these external users.

For example, if Uniform size is a Picklist and the different sizes (Small, Medium, Large) are the Picklist-values, you can set a rule for the Picklist and the Picklist-Value to make the required options visible to the new hires.

The following steps enable you to set the visibility of the picklist for external users and create a rule for the picklist.

Procedure

1. Go to Admin Center Configure Object Definitions , in the search field, select Object Definition from the first dropdown and choose PickList from the second dropdown menu.

The Object Definitions page opens.2. To edit the picklist object definition, select Make Correction from the Take Action dropdown menu.3. Scroll down to mdfSystemExternalUserVisibility in the Fields section, click Details.

The Details dialog box appears.4. Set the Visibility for the mdfSystemExternalUserVisibility to Read Only and click Done.5. Click Saveon the Object Definitions.6. Add an OnInit rule for the Picklist and PickList-Values.

You can use this rule to decide which picklist and what values in the picklist can be shown to the external user.

NoteFor existing picklist, you can export the picklist and the picklist values.

7. To create the rule, click (Add Rule) under Initialize Rules of the Picklist object.

The Configure Business Rules page is opened. The Rules for MDF Based Objects scenario is preselected under the Metadata Framework category.

8. Enter the Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.9. Select Picklist from the Base Object dropdown.10. Select the Purpose that defines the intent of a phase in an object's lifecycle.

For example, to define a default value for an object instance, select "Initialize" as the Purpose. This sets the initial value for an object instance. You can always change the default value.


11. Click Continue.12. Select the If condition as Always True so that whenever a new picklist is added it's available for the new hire.

To set the Then condition, click edit icon and select Picklist.mdfSystemExternalUserVisibility from the dropdown menu and set it to Yes.

Results

The new hires can see the picklists, and the picklist-values that you've defined in the rule.

Next Steps

Repeat the same procedure to set the external user visibility for picklist values, and to create a rule for the same. Remember to select Picklist-Values instead of Picklist wherever required.


Previous task: Configuring the Business Rule for Customized Onboarding Data Collection [page 141]



6.12.5 Adding an Onboarding Rule Context for Business Rules

Add Onboarding rules context to onSave and onChange rules in the Business Configuration UI to prevent triggering unnecessary rules in a given context and to improve system performance. If you select specific contexts, the rules will be exclusively triggered in the contexts checked.

Context

You don't have to add contexts to rules. If no contexts are set, then the rules are triggered when the parameters set in the rule are met. By adding context, you limit the situation where rules are triggered.

The contexts are for onSave and onChange rules. If you select specific contexts, the rules will be exclusively triggered in the contexts checked. For example, on the Job Info page if the contract employee field is set to “Yes” then based on this you can trigger an onChange rule to set another field “Is eligible for bonus” to “No”.

NoteThis rule context is applied on Onboarding data collection pages, for example, Personal Data Collection page.

You can limit the triggering of rules to the following contexts:

● Edit● History● Imports● Mass Changes● Hire● Report No-Shows● Off Cycle Event Batch● Termination

Here are some recommendations for what situation the contexts are useful, for example:

The rules for Event Reason Derivation only make sense when making changes in ESS/MSS, so we recommended limiting such rules to the ESS/MSS context by setting it to Yes while switching all other contexts to No.

If validation rules are only made for specific purposes such as in the context of Termination or New Hire, we recommend setting only this exact context to Yes for such a rule.

Context/Rule Type Workflow DerivationEvent Reason Derivation Validation Cross-Portlet

Edit (MSS/ESS) Yes Yes Yes Yes

History No No Yes Yes

Imports No

Only when workflows are disabled for imports.

No Yes Yes


Context/Rule Type Workflow DerivationEvent Reason Derivation Validation Cross-Portlet

Mass Changes No

You would not want to create approval workflows when making the same change for lots of people.

No No No

Hire/Rehire Yes No Yes No

Report No-Shows Yes No Yes No

Off Cycle Event Batch No No No No

Termination Yes No Yes No

Procedure

1. Go to the Admin Center.2. In the Tools search field, enter Manage Business Configuration.

For more information about the BCUI, see the Configuring Context for Business Rules in the Setting Up and Using Business Configuration UI (BCUI) guide on the SAP Help Portal.

3. Under Employee Central, select the relevant HRIS element.4. For onSave rules, in the Trigger Rules section, click the Details link.

For onPostSave rules, find the relevant field and click the Details link. Scroll down to the Trigger Rules section and click the Details link.

5. In the Details pop-up, ensure that the Event Type is either onSave or onPostSave.6. Click the Plus (+) icon to add a context.7. In the Rules Contexts section, for Onboarding context, select Yes or No from the drop-down list.

Only after you add context to the rule, the default for all contexts is Yes, which means that the rules would only be triggered in those screens.

If you change the setting to No, that means that the rule is not processed in that context for the HRIS element.

NoteEmployee Central Workflow and Employee Central Downstream Integration is not supported for Onboarding data collection pages. For the Event Type onPostSave and onSave, in the Rules Contexts section, for Onboarding context, select No from the drop-down list.

8. Click Done to exit the pop-up.9. Save your changes.



https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/de1b35a270314c118ea81afeca812c36.html

6.13 Managing Onboarding Document Templates

You can configure document templates to map data collected from new hires to customer documents required for Onboarding.

This includes mapping candidate-specific data to forms, as well as specifying business rules that define which forms are relevant based on job role, location, and other criteria.

After the completion of the data collection part of the Onboarding process, the business rules associated with document templates are evaluated, and any relevant documents for the new hire are generated. If documents require a signature, those documents are sent to DocuSign or SAP SuccessFactors eSignature for electronic signature by the new hire or manager. Once the required forms are signed, the document process is complete.

6.13.1 Configuring a Document Template

To have customized documents for the data collected during onboarding, you can configure a document by having data based on your requirement. You can save this document as a template and map the onboarding data to it.

Context

You can create the desired document in Acroform PDF format using the Third-Party Designer tool or XDP (XML Data Package) format using Adobe LiveCycle Designer.

NoteIf you already have existing documents in your current system and you want to add it to Onboarding then using the third party designer tools you might have the option to reuse and edit these documents before uploading it into SAP SuccessFactors Onboarding. You can use the Adobe Livecycle Designer to create the document templates from scratch.

1. Creating a Document Template Using Adobe LiveCycle Designer [page 148]To configure a document flow, first step is to create the desired document format using the Adobe Editor.

2. Uploading and Mapping a Third Party PDF Form [page 150]Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third party editor tool.

3. Uploading a Document Template [page 152]Upload a document template for each onboarding form that you would use in your business processes.

4. Mapping Document Placeholders [page 153]Map document placeholders to data objects so that candidate-specific information is populated on generated Onboarding 1.0 forms.

5. Mapping Document Template Signature Fields to Onboarding Roles [page 154]Mapping the signature field in the document template to a role requires configuring the signature. You can map the fields either to a New Hire or a Manager who can sign on the mapped field.


6. Defining Business Rules for Onboarding Documents [page 155]Create business rules in order to assign a document template to a new hire.

7. Defining Business Rules for Multiple Document Flows [page 156]For each Document Flow, you can assign multiple forms by configuring business rules.

6.13.1.1 Creating a Document Template Using Adobe LiveCycle Designer

To configure a document flow, first step is to create the desired document format using the Adobe Editor.

Context

Adobe LiveCycle Designer is a tool that is available to all SAP Partners. It helps you to design your own document in XDP (XML Data Package).

Procedure

1. Open the Adobe LiveCycle Designer tool to create a document template in XDP (XML Data Package) format.2. Click File and select New Style Sheet.

New style sheet opens in the Design View tab.3. Add the required fields from the Object Library window.4. To add fields:

1. Select the corresponding field.2. In the Object window, select Binding tab, and enter a name of your choise in the Name field.

NoteGo to the Binding tab, only if you want these fields to be mapped.

The field names on the form must follow the below-mentioned XML naming rules:○ Field names must be case-sensitive○ Field names must start with a letter or underscore○ Field names must not start with the letters xml (or XML, or Xml, and, so on)○ Field names can contain letters, digits, hyphens, underscores, and periods○ Field names must not contain spaces

5. To add text fields for signature:1. Select the corresponding field.2. In the Object window, select Binding tab.3. Enter the suffix DocuSignSignHere in the Name field.



4. Add two texts fields for signature, and enter the suffix DocuSignDateSigned in the Date field.

NoteThe signature fields used by the manager and the new hire is determined while mapping the PDF form using Adobe Document Cloud. For more information, refer to the "Mapping and Uploading a PDF Form Created Using Adobe Document Cloud topic" in Next task section.

6. Save your template with a Adobe XML Form (*.xdp) type.

NoteFile names should contain no spaces or special characters such as '&'.

Results

A template is saved at the desired location with .xdp type.

Task overview: Configuring a Document Template [page 147]

Next task: Uploading and Mapping a Third Party PDF Form [page 150]

6.13.1.1.1 Downloading Adobe LiveCycle Designer

Use the Adobe LiveCycle Designer to provide your own form templates for the SAP Forms by Adobe REST API.

Context

Adobe LiveCycle Designer helps you to create templates for interactive and print forms by providing a wide set of design functions.


To create templates you must download Adobe LiveCycle Designer, version 11.0.

Procedure

1. Go to https://launchpad.support.sap.com/#/softwarecenter2. On the Software Downloads page, the Downloads option is preselected. Enter the search term Frontend

SuccessFactors ONB1.0 in the corresponding search box.

3. Choose FRONTEND SUCCESSFACTORS ONB1.0 under SOFTWARE CATEGORIES and select ADOBE LIVECYCLE DESIGNER 11.0.

NoteThe number 1.0 in FRONTEND SUCCESSFACTORS ONB1.0 doesn't refer to the 1.0 version of the onboarding solution, this is only applicable for the latest version of onboarding.

Results

You’ve downloaded the ADOBE LIVECYCLE DESIGNER 11.0 version.

Next Steps

Follow the instructions in SAP note 2187332 to install or update the Adobe LiveCycle Designer.

Related Information

Tutorial: Create a Simple Template with Generated Sample Data

6.13.1.2 Uploading and Mapping a Third Party PDF Form

Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third party editor tool.

Prerequisites

To upload a policy form, you must have at least one mapped field in the .pdf file.



http://help.sap.com/disclaimer?site=https%3A%2F%2Flaunchpad.support.sap.com%2F%23%2Fsoftwarecenter

http://help.sap.com/disclaimer?site=https%3A%2F%2Flaunchpad.support.sap.com%2F%23%2Fnotes%2F2187332

https://help.sap.com/viewer/6d3eac5a9e3144a7b43932a1078c7628/Cloud/en-US/4a7a94a707b649cba93c8beacf85552d.html

It's recommended that you either add a name field or a signature field in the policy form itself.

Procedure

1. Open customer policy or signature form using the third party editor tool.2. From the Tools menu, select Prepare Form. This allows you to add fields to the form.3. Place the text field in the desired place within the form.

4. In the field, add the desired field name required to map.

NoteThe field name doesn't have to be the exact Employee Central field name. Add a field name that makes sense to the form.

The filed names on the form should follow these XML naming rules:○ Filed names are case-sensitive○ Filed names must start with a letter or underscore○ Filed names cannot start with the letters xml (or XML, or Xml, and, so on)○ Filed names can contain letters, digits, hyphens, underscores, and periods○ Filed names cannot contain spaces

5. Save your template with a <Third Party Editor> XML Form (*.pdf) type.

NoteFile names should contain no spaces or special characters such as '&'.

6. A signature field must have a suffix DocuSignSignHere for signature and DocuSignDateSignedfor date, regardless of who is signing the form.

7. Go to Admin Center Maintain Onboarding and Offboarding Document Templates , and select Add new Document Templates.

8. On the Add New Document Template dialog box, browse for the form, and enter a unique ID, Locale, Process Type, Name and Category. Click Upload.

Once the form is uploaded, it appears on the Maintain Onboarding and Offboarding Document Templates page.

9. Select the form that you uploaded and click on the Open Mapping icon under the Actions column.

The fields that were added to the form appears on the Manage Document Template Mapping page.

The field name you place on the form earlier appears under Placeholder. Map the Placeholder to the Base Object and the Target Field within Onboarding.

10. When all fields are mapped, click Maintain Signature icon under the Actions column.11. From the Roles dropdown menu, select who will be signing the document.


Results

You've uploaded a PDF document created using a third party editor tool, and have mapped the Placeholder to the Base Object and the Target Field within Onboarding.


Previous task: Creating a Document Template Using Adobe LiveCycle Designer [page 148]

Next task: Uploading a Document Template [page 152]

6.13.1.3 Uploading a Document Template

Upload a document template for each onboarding form that you would use in your business processes.

Prerequisites

Before you can upload a new document template, you must configure the template either by using Adobe LifeCycle and save the document as an .xdp or configure the template using Third Party Designer tool such as Adobe Document Cloud and save the document as .pdf file.

NoteEnsure that the forms that you are uploading have mappings and/or Signature fields. Use this page to upload XDP and PDF templates.

Provide unique IDs to the templates that you are planning to upload. You cannot upload templates with duplicate IDs.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Maintain Onboarding and Offboarding Document Templates. Access the tool by

clicking on the search result.3. Click + Add New Document Template.4. Upload the XDP or PDF file by clicking on Browse.

NoteIf you try to upload an XDP file that exceeds the maximum file-size of 10 MB, the upload might fail. Also, ensure that you use an image of the file format .png on the file.



5. Define the document template parameters Id, Locale, Process Type, Name and Category.

You can select a category based on your requirement:○ Administrative: Use this category if you want to generate a document which has administrative data. For

example, candidates personal details like first name, last name, and start date.○ Compliance: Use this category if you want to generate a document which has compliance forms.○ Custom New Hire: Use this category if you want to generate a document which has new hire data, for

example, uniform details, parking details, and so on.○ Policy Agreement: Use this category if you want to generate a document which has Non-Disclosure

Agreements like asking the new hires to validate the data and add their signature.6. Click Upload.


Previous task: Uploading and Mapping a Third Party PDF Form [page 150]

Next task: Mapping Document Placeholders [page 153]

6.13.1.4 Mapping Document Placeholders

Map document placeholders to data objects so that candidate-specific information is populated on generated Onboarding 1.0 forms.

Prerequisites

If you want to create a rule-based mapping for placeholders, you need to configure a related business rule first.

Procedure

1. Go to Admin Center Maintain Onboarding and Offboarding Document Templates .

The Maintain Onboarding and Offboarding Document Templates page opens.2. Select the document template where you want to map the document placeholders to the data objects, and

click Open Mappingicon under Actions.

NoteIf you receive a document placeholder error while mapping, refresh the Metadata cache to resolve the issue.

3. Select Direct as the mapping type for each placeholder.


4. Select a Base Object.5. Select a Target Field.6. To map fields from Custom Data Collection: and then and expand it to select the required Custom Data

Collection object from the list.

1. Select the Base Object as Process.2. In the Target Field go to toDataColectionUserConfig field, expand it to select the required Custom Data

Collection object from the list.7. If you've selected rule-based mapping, then select the Rule to use.

For details on how to use rule-based mapping, refer to the Related Information section.8. Click Save.


Previous task: Uploading a Document Template [page 152]

Next task: Mapping Document Template Signature Fields to Onboarding Roles [page 154]

Related Information

Rule Mapping

6.13.1.5 Mapping Document Template Signature Fields to Onboarding Roles

Mapping the signature field in the document template to a role requires configuring the signature. You can map the fields either to a New Hire or a Manager who can sign on the mapped field.

Context

Each document template can include placeholders for New Hire and Manager signature. To have the signatures of the New Hire and Manager we must map the signature fields in the document template to these roles.

Procedure




https://help.sap.com/viewer/f4bbdbe72647404fa131d02382d29bc9/latest/en-US/e5e4d9f4f92548cabf8684899dd22eec.html

The Maintain Onboarding and Offboarding Document Templates page opens with the list of uploaded document.

2. For the required document template, click Sign under the Action column.

3. In Signatures for Template Role , select either an Onboardee or Manager role from the dropdown menu for signature fields.

4. Click Done.

Results

The signature fields in the document template are mapped to selected role.


Previous task: Mapping Document Placeholders [page 153]

Next task: Defining Business Rules for Onboarding Documents [page 155]

6.13.1.6 Defining Business Rules for Onboarding Documents

Create business rules in order to assign a document template to a new hire.

Procedure


The Maintain Onboarding and Offboarding Document Templates page opens.2. Select Define Business Rules and click + Add New Rule3. Select the Assign Forms scenario in the Onboarding section.4. Enter a value for Rule Name, Rule ID and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Click Continue.

The business rule configuration screen is opened.6. Define the business rule as per your requirements.

For example, create a rule for document assignment and set the condition such that if the candidate's locale is en_US then Form Data 01 will be assigned to the candidate.


7. Click Save.

Results

After creating a business rule, you can generate an onboarding form and assign it to new hires.


Previous task: Mapping Document Template Signature Fields to Onboarding Roles [page 154]

Next task: Defining Business Rules for Multiple Document Flows [page 156]

6.13.1.7 Defining Business Rules for Multiple Document Flows

For each Document Flow, you can assign multiple forms by configuring business rules.

Procedure


The Maintain Onboarding and Offboarding Document Templates page opens.



2. Select Define Business Rules, and click + Add New Rule3. Select the Assign Forms scenario in the Onboarding section.4. Enter a value for Rule Name, Rule ID, and select a Start Date.


The business rule configuration screen is opened.6. Define the business rule as per your requirements.

For example, create a rule for document assignment and set the condition such that if the Onboardee Document Flow is selected as the Process Variant step, then Direct Deposit form will be assigned to this document flow. Add an Else If condition such that if Additional Document Flow is selected as the Process Variant step, then W4 form is assigned to the Additional Document Flow.

7. Click Save.

Results

You have successfully assigned documents to each document flow.



Previous task: Defining Business Rules for Onboarding Documents [page 155]

6.14 Setting Object Visibility for New Hires

Using the External User Visibility tool, admins can update certain objects to be visible so that the required information is accessible to new hires during the Personal Data Collection step.

Prerequisites

You have the Administrator Manage Onboarding or Offboarding Enable Object Visibility for External Hirespermission.

Context

Use the External User Visibility tool when you setup Onboarding, and when you add a new CustomPayType, CountrySpecificValidationConfiguration, or Message Definition object in Manage Data. If you update the selected objects using the External User Visibility tool, then the new hire can view these objects during Personal Data Collection.

You can update the following objects to be visible through the External User Visibility tool:

● CountrySpecificValidationConfiguration● CustomPayType● emailInfo_dependent● globalInfo_dependent● homeAddress_dependent● MessageDefinition● nationalIdCard_dependent● personalInfo_dependent● personInfo_dependent● phoneInfo_dependent● PickList

NoteIf you don't find an object you're looking for, contact SAP Cloud Support.



Procedure

1. Navigate to Admin Center On/Offboarding External User Visibility .

The External User Visibility tool opens.2. Choose the objects that you want to display to the new hires and select Run.

A job runs to update the object visibility.

Results

You have successfully updated the visibility of the required objects. The respective information is now displayed to the new hires.

Related Information



7 Additional Configurations

After implementing Onboarding, you must enable the e-mail services to send timely notifications, create new e-mail templates, and use preconfigured e-mail templates. Configure the home page to manage content that appears on the home page for new hires with the help of tiles. And create responsible groups as a measure towards effective task management.

7.1 Email Notifications

Email notifications are an integral part of the onboarding process that help channel vital information to onboarding participants, for reference or action or both.

Email Services in Onboarding aim to facilitate a simplified onboarding experience with a consistent communication mechanism.

Email services in Onboarding enable you to:

● Use preconfigured email templates, tailor-made to work with the onboarding process.● Create new email templates with business and locale-specific rules and content.● Send timely email notifications to assigned onboarding participants during different stages of the onboarding

process.● Configure reminder email notifications to control the frequency of reminders messages.● Unsubscribe from email notifications, and so on.

NoteThe new hire's username has been added to the login URLs to direct the new hires to the correct login page so that they could complete their new hire activities.

Here's the list of all the email notifications that contains new hire's username as one of the parameters:

● (ONB) Start Onboarding process Template● (ONB) Continue Onboarding process Template● (ONB) Document Signature task creation Template● (ONB) Document Signature task for new hire creation Template

NoteThe links in the email notifications that were sent to the new hires before SAP Identity Authentication Service (IAS) was enabled will no longer work.

The topics that are covered as a part of email notifications in Onboarding are:

Accessing the Email Services [page 161]Email Services provide all the resources you need to setup and manage an effective notification process in your system.


Additional Configurations

Preconfigured Email Templates in Onboarding [page 162]Email Templates are preformatted files that serve as a starting point in the process of creating email notifications.

Business Rules in Email Services [page 167]You can create business rules to setup conditions for filtering the right notification.

Configuring Specific Document Types as Email Attachments [page 175]As an alternative to setting up business rules for email attachments, you can configure only specific document types to be shared with new hires and other stakeholders in the onboarding process.

Managing Email Templates [page 177]You can perform various operations to manage your email templates that include adding, editing, reusing, copying or deleting email templates.

Using Email Status [page 183]Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by the system.

Configuring Email Triggers [page 185]You can configure an email trigger to determine when to send email notifications.

Configuring Email Categories [page 186]You can configure email categories to represent email template groups and build email attributes, such as recipient and content.

Unsubscribing from Email Notifications [page 189]If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the notifications.

7.1.1 Accessing the Email Services

Email Services provide all the resources you need to setup and manage an effective notification process in your system.

Prerequisites

You have the permissions to access Email Services tool in the Admin Center. For more information, see Role-Based Permissions for Email Services in the Related Information section.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Email Services.3. Access the Email Services tool by clicking on the search result.4. On the Email Services page, select Manage Template.

Implementing OnboardingAdditional Configurations PUBLIC 161

5. On the Manage Email template page, click New Template and select Reuse Templates to list out all the existing templates.

To add a new template, select Create New Template.

Task overview: Email Notifications [page 160]

Related Information

Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]Role-Based Permissions for Email Services [page 67]

7.1.2 Preconfigured Email Templates in Onboarding

Email Templates are preformatted files that serve as a starting point in the process of creating email notifications.

Onboarding comes with a set of preconfigured email templates, ready for use. These email templates are designed to seamlessly work throughout the onboarding process. You can choose to use these templates in their existing configuration or customize them according to your requirements.

When you access the Email Services configuration page for the first time, there will be no email templates listed under the Active Templates tab. You can reuse preconfigured email templates or create custom email templates from the Manage Email Template section.

Preconfigured Email Templates:

S No. Notification Template Name Description

1 Start Onboarding Process (ONB) Start Onboarding process Template

Notify new hires to begin tasks related to the onboarding process by providing related information.

2 Continue Onboarding Process (ONB) Continue Onboarding process Template

Notify new hires about the onboarding progress and prompt them to continue with




the remaining tasks by providing related information.

3 New Buddy Assignment (New Hire)

(ONB) New Buddy Assignment Template

Notify new hires about the assignment of a new buddy.

4 New Buddy Assignment (Buddy)

(ONB) Buddy Assignment Template

Notify the assigned onboarding participant that they've been selected as a buddy for the team's new hire, along with related information.

5 New Buddy Assignment Cancellation

(ONB) Buddy Assignment Cancellation Template

Notify the assigned buddy about reassignment or cancellation of the buddy assignment task.

6 Recommended People Assignment (New Hire)

(ONB) New Recommended People Template

Notify new hires about contacting the people recommended by the Hiring Manager.

7 Recommended People Assignment (Recommended Person)

(ONB) Recommended People Assignment Template

Notify the assigned onboarding participant that they’ve been recommended to the new hire by the Hiring Manager to help speedup the onboarding process.

8 Recommended People Cancellation

(ONB) Recommended People Assignment Cancellation Template

Notify the assigned recommended person about cancellation or reassignment of the recommended people task.

9 Meeting updated for new hires

(ONB) A meeting updated Template

Notify new hires about meeting updates added to the home page.

10 Meeting updated for Participants

(ONB) A meeting updated for participants Template

Notify assigned onboarding participants about new meeting updates.

11 Suite mapping Error (ONB) Suite mapping error Template

Notify admins about new hire data alignment issues identified in the suite mapping, and provide information about postponement of the onboarding task.

12 Prepare for New Team Member

(ONB) Prepare for New Team Member Template

Notify assigned onboarding participants that onboarding activities are pending for a new hire with an approaching start date.



NoteAssigned onboarding participants will receive one notification for each pending task respectively.

13 Furnish Equipment (ONB) Furnish Equipment Template

Notify assigned onboarding participant to procure specified equipment for the new hire.

14 Furnish Equipment Cancellation

(ONB) Furnish Equipment Cancellation Template

Notify assigned onboarding participant about cancellation of the Furnish Equipment task.

15 Onboarding Cancelled (ONB) Onboarding Cancelled Template

Notify all onboarding participants about cancellation of the onboarding process for a new hire.

16 Recommended Links Updated

(ONB) Recommended Links Updated Template

Notify new hire about updated Recommended Links added to the new hire home page.

17 New Welcome Message Added

(ONB) New Welcome Message Added Template

Notify new hire about updated Welcome Message added to the new hire home page.

18 Where To Go (Participant) (ONB) Where To Go Template Notify assigned onboarding participants with supplemental information, to help new hires reach their designated work location.

19 Prepare For The First Day (Participant)

(ONB) Prepare for New Hire First Day Template

Notify assigned onboarding participants to provide supplemental information, to help new hires through their first day at work.

20 Where to Go (New Hire) (ONB) Where To Go updated Template

Notify new hires with information about where to go on their first day at work.

21 Prepare for Day One (New Hire)

(ONB) Prepare for New Hire First Day updated Template

Notify new hires with information essential to prepare for day one.

22 New Goal Assignment (ONB) Goal assignment updated Template

Notify new hire about updated goal information added to the new hire home page.

23 External User Welcome Message

(ONB) External User Welcome Message Template

Notify new hires that are external users with a welcome




message as a part of the post hire task.

24 Nudge Assignment (ONB) Nudge assignment Template

To nudge the assignment.

25 New Team Member Onboarding Restarted

(ONB) New Team Member Onboarding Restarted Template

Notify new hires that their onboarding process has been restarted due to reasonable circumstances.

26 New Team Member Onboarding Restarted - Hiring Manager

(ONB) New Team Member Onboarding Restarted - Hiring Manager Template

Notify the assigned hiring manager that the onboarding process for a given new hire has been restarted due to reasonable circumstances.

27 Onboarding Cancelled due to Restart - Hiring Manager

(ONB) Onboarding Cancelled due to Restart - Hiring Manager Template

Notify the assigned hiring manager that a restart to the onboarding process for a new hire has resulted in the cancellation of the ongoing onboarding process.

28 Document signature declined (ONB) Document Signature Declined Message To Participants Template

Notify the participants that a document has been declined for e-signature.

29 Document signature completed

(ONB) Document Signature task completion Template

Notify the employee about completion of document signing.

30 Document signature task created

(ONB) Document Signature task creation Template

Notify the participants that they have documents pending for e-signature.

31 Document signature task created for new hire

(ONB) Document Signature task for new hire creation Template

Notify the new hire that they must sign the documents before their start date.

32 Document signature completed for new hire

(ONB) Documents signed by New Hire Template

Notify the new hire about the completion of document signing.

33 Missing SSN in Form I-9 Section 1

(ONB) I-9 Section 1 Missing SSN

Notify the new hire that they must update their Social Security Number (SSN) in Form I-9.

34 Bring original documents (ONB) Bring Original Documents on Day 1

Notify the new hire to bring original documents on Day 1 to complete Form I-9 section 2.

35 Complete receipt flow (Hiring Manager)

(ONB) Hiring Manager Complete Receipt Flow

Notify the hiring manager to complete the receipt verification flow within 90 days.



NoteThe receipt verification flow is triggered when the hiring manager selects a receipt, instead of original documents, for Form I-9 Section 2 List A, List B, or List C documents.

36 Correct data flow (ONB) New Hire Correct Form I-9 Section 1

Notify the new hire to correct Form I-9 Section 1 data.

37 I-9 Section 1 Reminder (ONB) Hiring Manager I-9 Section 1 Reminder

Notify the hiring manager that the new hire's Form I-9 Section 1 data is overdue.

38 I-9 Section 2 Reminder (ONB) Hiring Manager I-9 Section 2 Reminder

Notify the hiring manager to complete Form I-9 Section 2 within three days of the new hire's Day 1.

39 Complete compliance paperwork

(ONB) Compliance Paperwork Notify the new hire and hiring manager to provide compliance-related information before the start date.

40 Compliance Document Flow created

(ONB) Compliance Document Flow Template


41 Compliance Document signature declined

(ONB) Compliance Document Signature Declined Message Template


42 Compliance Document signature completed

(ONB) Compliance Document Signature task completion Template

Notify the participants that the compliance document has been signed.

43 Reason for E-Verify Duplicate Case

(ONB) E-Verify Duplicate Case Notify the assigned hiring manager that they must provide reason for creating a duplicate E-Verify case.

44 Checklist item changed (ONB) Checklist Item Change Template

Notify the participant that a checklist item has been added, updated, or removed.

Parent topic: Email Notifications [page 160]



Related Information

Accessing the Email Services [page 161]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]

7.1.3 Business Rules in Email Services

You can create business rules to setup conditions for filtering the right notification.

Your onboarding process might have cases when there are multiple notifications eligible to be triggered for a given scenario. There might also be scenarios when you have to dynamically determine the locale of the recipient before sending out notifications. In such cases, you can create business rules with specific conditions and apply these rules to your email templates. Notifications that satisfy the conditions specified in the applied business rules will be triggered.

Email Services in Onboarding has four business rules available:

● Filter Email Template● Select Email Message Locale● Add Static Documents as Email Attachments● Add Dynamic Documents as Email Attachments

NoteBusiness rules aren't required to trigger the preconfigured email templates.

NoteTo add business rules for the (OFB) Manage Assets Updated Message To Employee Category, you must manually update the content builder by reusing the preconfigured template. For more information, refer to the 'Reusing Preconfigured Email Templates' topic in the Related Information section.

Parent topic: Email Notifications [page 160]

Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]


Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]

Reusing Preconfigured Email Templates [page 179]

7.1.3.1 Creating a Business Rule for Filtering Email Templates

You can create a business rule to dynamically filter email templates and trigger the notification that satisfies the specified criteria.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Business Rules.

3. Select the search result to access the Business Rules Admin tool.

4. To create a new business rule, click (Create New Rule) .5. Select Filter Email template rule scenario under Email Services category.6. Enter a value for Rule Name, Rule ID and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.7. Select the Email Category from the drop-down menu.

The business rule will apply to the selected Email Category.8. Click Continue.

The business rule base object is automatically selected as per the base object of the target email category.9. Define only an If condition.

For defining the business rule, all the objects and properties associated with the base object are available.10. Click Save.

A business rule is created as per the specified conditions.

Next Steps

After creation, you can assign the business rule to an email template through the email template configuration wizard.



7.1.3.2 Creating a Business Rule for Selecting Message Locale

You can create a business rule to dynamically set the message language before triggering a notification.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Business Rules.

3. Select the search result to access the Business Rules Admin tool.

4. To create a new business rule, click (Create New Rule) 5. Select Select Email Message Locale rule scenario under Email Services category.6. Enter a value for Rule Name, Rule ID and select a Start Date

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.7. Select the Email Category from the drop-down menu.

The business rule will apply to the selected Email Category.8. Click Continue to create a business rule.

The business rule base object is automatically selected as per the base object of the target email category.9. Define the If condition.

For defining the business rule, all the objects and properties associated with the base object are available.10. Based on the outcome of the If condition, define the Then condition by setting the EmailMessage.locale

attribute to a value that will be the language of the notification.11. Click Save.

Next Steps



7.1.3.3 Configuring Business Rule for Static Documents as Email Attachments

Static documents contain content that remains unchanged. To share static documents with onboarding participants, you can set up the Add Static Documents as Email Attachments rule.

Context

You can share up to 10 static documents as email attachments in a business rule.

NoteThe total size of an email, including the attachments, cannot exceed 20 megabytes.

Procedure



2. Select (Create New Rule).

You’re directed to the Configure Business Rules page.

3. Go to Email Services Add Static Documents as Email Attachments scenario.

When you select Add Static Documents as Email Attachments, the rule scenario form appears.4. Enter the appropriate information in the following fields:

○ Rule Name○ Rule ID○ Start Date

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Select the Email Category from the dropdown menu.

The business rule applies to the selected Email Category.6. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.7. Select your If criteria:



Process Task parent processType .






Value Selection Select Onboarding.







Attachment rule model Attachment 1 .

TipWhen status is selected, the field type is now a Value field by default



Value Selection Select the required document.



Results

When the Add Static Documents as Email Attachments rule runs, the specified static documents are shared with new hires and onboarding participants as attachments in email notifications.

Next Steps

After creation, you can assign the business rule to a customized email template through the email template configuration wizard.



7.1.3.4 Configuring Business Rule for Dynamic Documents as Email Attachments

Dynamic documents contain content that is customized to each new hire. These documents are generated through Print Form Services as a part of the document flow step. To share dynamic documents with onboarding participants, you can set up the Add Dynamic Documents as Email Attachments rule.

Context

You can share up to 10 dynamic documents as email attachments in a business rule. The documents are sent in the form of PDFs.

NoteThe total size of an email, including the attachments, cannot exceed 20 megabytes.

Procedure





3. Go to Email Services Add Dynamic Documents as Email Attachments scenario.

When you select Add Dynamic Documents as Email Attachments, the rule scenario form appears.4. Enter the appropriate information in the following fields:


The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Select the Email Category from the dropdown menu.

The business rule applies to the selected Email Category.6. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.7. Select your If criteria:




Process Task parent processType .










Attachment rule model Attachment 1 .




Value Selection Select the required document.




Results

When the Add Dynamic Documents as Email Attachments rule runs, the specified dynamic documents are shared with new hires and onboarding participants as attachments in email notifications.

Next Steps


7.1.4 Configuring Specific Document Types as Email Attachments

As an alternative to setting up business rules for email attachments, you can configure only specific document types to be shared with new hires and other stakeholders in the onboarding process.

Context

You can configure all documents, only documents with a signature component, or only documents without a signature component to be included as email attachments.


NoteIf business rules are set up along with the configuration for specific document types as attachments, then all documents specified by the rules and the document types configuration are shared as email attachments.

Procedure

1. Go to Admin Center Email Services and choose a customized email template.2. Select Step 2.

The Set Up Rules section is displayed.3. In the Select Attachment Document Type dropdown,

Choose... To...

Signed Include only documents (generated as part of a specific document flow) with a signature component, as email attachments

Unsigned Include only documents (generated as part of the specific document flow) without a signature component, as email attachments

All Include all documents (with and without signature components) generated in the specific document flow as email attachments

4. Update the other fields as required and select Step 3.

The Define Email Content section is displayed.5. Update the email content as required and select Save.

Results

You've configured specific documents generated as a part of the document flow to be shared as email attachments.


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]



Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]

7.1.5 Managing Email Templates

You can perform various operations to manage your email templates that include adding, editing, reusing, copying or deleting email templates.

Context

Email Services in Onboarding provide a set of preconfigured email templates. As an administrator, you can create new templates or reuse preconfigured ones as per your business requirements. You can also activate or deactivate email templates as per your requirements.

NoteThe templates in Email Services have a maximum length of 4000 bytes on the database, the data stored cannot be over 4000 bytes.

It is also important to consider that the templates in Email Services are HTML based, and even though you enter the value "ABC" in the template, we would need to include the HTML tags in the character count. Therefore, we are not adding only 3 characters for the text (ABC), in database the text is stored as <p>abc</p>, including HTML tags.

In addition, Unicode characters are encoded in bytes, where each character in Unicode Transformation Format-8 (UTF-8) uses 1 byte, but special characters from Roman, Greek, Cyrillic, Coptic, Armenian, Hebrew, Arabic languages use 2 bytes, and Chinese and Japanese languages, among others, use 3 bytes per special character. If you are using special characters in the Email templates, the text size may vary from one locale to another.

Procedure

1. Log in to the Admin Center.2. In the Tools Search field, enter Email Services. Access the tool by clicking on the search result.

3. Under the Active Email Templates tab, click Manage Template.

The Manage Email template section displays the entire list of email templates. This list includes templates that are preconfigured, user-defined, active as well as inactive.

4. If a template is selected, it is enabled and a part of the active list of templates. You can deselect a template to disable it. You can also check the box next to Template Title to enable all the templates available.


○ To add a new email template, click (New Template) and select Create New Template from the resultant dropdown.

○ To reuse a preconfigured email template, click (New Template) and select Reuse Template from the resultant dropdown.

○ To create a copy of an email template, click (Copy)corresponding to the template.

NoteWhile creating a copy of a template, you can choose to disable the source template.

○ To delete an email template, click (Delete)corresponding to the template.

NoteYou cannot delete a preconfigured email template. However, you can delete user-defined templates or a copy of a preconfigured email template that you have added to your list of active templates.

If you delete a copy of a preconfigured email template, you can add it to your active list of templates again by reusing the template from the list of preconfigured templates. However, any customizations made to the former template will be lost.

○ To apply a filter criteria to the list of email templates, click (Filter)○ To apply a sort criteria to the list of email templates, click (Sort)○ Open an email template for viewing or editing by clicking on any email template in the list.


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]



7.1.5.1 Reusing Preconfigured Email Templates

You can reuse preconfigured email templates provided with Onboarding that are designed to work with most of the tasks in the onboarding process.

Context

Onboarding provides a few preconfigured email templates that can be directly added into the system, or customized as per your requirements.

Procedure

1. Go to Admin Center in the tools search field, enter Email Services.

The Email Services page opens.2. Click Manage Template, under Active Templates tab.

3. Click and select Reuse Templates from the dropdown menu.

In the Preconfigured Email Templates page, you can see all the preconfigured email templates available in the system.

4. Select the required templates and click Add to Active List.

The selected templates are added to your list of active templates.

5. Click (Preview) under the Action column to view the configuration details of the corresponding template.

Results

Selected email templates will be added to the active email template list of the current account. If the email template already exists in the account, it will be overridden.

RememberThere cannot be multiple email templates with the same name as email template name is unique.


7.1.5.2 Creating a New Email Notification Template

You can send notifications for one-to-many scenarios by creating email templates. The email templates can be unique for each scenario based on the rules and notification content.

Prerequisites

Grant the necessary Role-based permissions to access email services. For more information, refer to the Role-Based Permissions for Email Services topic in the Related Information section.

Procedure

1. Go to Admin Center and in the tools search field, enter Email Services.

The Email Services page opens.2. Click Manage Template, under Active Templates tab.

3. Click to add a new notification template and select Create New Template from the dropdown menu.

A setup wizard appears.4. Click Step 1 and select a category for the email template, provide a template title along with a brief description.

Attribute Action

Category Select a category from the dropdown menu. A category represents a template group and defines rules for email attributes, such as recipients and content.

Template Title Provide a unique template name.

NoteThe template title cannot contain special characters such as # % [ ] , ; ? / \ '

Template Description Provide a template description.

5. Click Step 2, and define the rules for the email template.

Attribute Action

Trigger Select a value from the dropdown menu that serves as a trigger condition for the email notification.

Setup Reminder Check this option to configure reminder messages.



Attribute Action

Set reminder before the due date Check this option to configure the process of sending reminder messages, before the due date.

NoteIf unchecked, reminders are not always sent after the due date. The configuration of Set reminder after due date is independent of Set reminder before the due date.

Frequency of reminders in days Enter a numeric value, which is the time span between reminders sent before due date. This option is considered only if Set reminder before the due date is checked.

Number of reminders to be sent Enter a numeric value, which is the maximum number of generated reminder messages. If this value is set to 0, messages are generated until due date.

Send reminder 1 day before the due date Check this option to send a reminder message one day before the due date.

Set reminder after due date Check this option to configure the process of sending reminder messages, after the due date.

Frequency of reminders in days Enter a numeric value, which is the time span between reminder messages sent after due date.

Until, number of times (count), reminders to be sent Enter a numeric value, which is the maximum number of generated reminders. This option is considered only if Set reminder after due date is checked.

Until number of days, reminder to be sent Enter a numeric value that is the maximum number of days, reminders will be sent after the due date. This option is considered only with the Set reminder after due date configura-tion.

Filter Business Rule Select a business rule to evaluate a precondition before triggering a notification. When there are multiple templates with a same trigger, the business rule acts as a filter to choose the right template.

NoteFor more information about creating filter business rules, see Configuring Business Rule for Filtering Email Templates in the Related Links section.

Language Selection Business Rule Select a business rule from the dropdown menu to dynamically set the language of the notification.


Attribute Action

NoteFor more information about creating business rules for setting message language, see Configuring Business Rule for Selecting Message Locale in the Related Links section.

Priority Select a value that determines the priority of the email. By default, this value is set to LOW.

6. Click Step 3.a. Specify the recipients in the Recipient Builder.

While creating a new email template, the recipients in the Recipient Builder are prefilled with the category details. However, these fields are editable and you can modify them.

NoteThe Onboarding/Offboarding Process and Task e-mails are sent to specific recipients as per the options selected in the Recipient Builder. For more information, refer to "Content and Recipient Builders" topic in the Related Links section.

b. Define the content that will be a part of the email template.

Attribute Action

Email Subject Provide an introduction that defines the intent of the email.

Body Text Provide information that is intended to be shared with the email recipient.

Global Footer Provide an email footer that reflects in all emails globally.

NoteSince the Global Footer is editable, it shows the last modified date value along with the ID of the user who has modified the footer.

You can use tokens (placeholders for a certain value) and configure your your email template to include specific information while generating a notification. Click + Insert Token to get a list of predefined tokens.

You can use tokens in the Email Subject and Body Text of your template.

7. Click Preview to see how a notification generating with the email template will look like.8. Click Save.



Related Information

Creating a Business Rule for Filtering Email Templates [page 168]Creating a Business Rule for Selecting Message Locale [page 169]Role-Based Permissions for Email Services [page 67]Content and Recipient Builders [page 187]

7.1.5.3 Enabling and Using Custom Layout Settings

With custom layout settings, you can define the layout and the background of all the e-mails. If a custom layout isn't configured, the default layout is used.

Procedure

1. Go to Admin Center Email Services , and enable Use Custom Layout.2. Paste a custom HTML content in the text area to customize your e-mail layout.

To view the custom layout before submitting the changes, click Preview.3. Click Submit.4. Click here to view the default layout and customize it.

Results

You've defined the layout and background of the e-mails.

7.1.6 Using Email Status

Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by the system.

Context

Email Services in Onboarding keep track of all the email notifications sent by the system. You can refer to Email Status, which is a part of Email Services to,

● Check details of sent emails.


● Resend emails to additional recipients.● Cancel active email reminder series.● Check recipients who have unsubscribed from receiving emails.

Procedure

1. Log in to Admin Center.2. In the Tools Search field, enter Email Services. Click the search result to access the tool.

3. In the Email Services tool, go to the Email Status tab.

A historical list of messages sent out by the system is displayed.4. Under the Actions column,

○ Click (View Email) to view the sent email.○ Click (Resend) to resend a notification to additional recipients.○ Click (Display Details) to review notification details.

NoteFor a given notification, you can cancel an active reminder series by clicking Cancel Reminder on the notification details popup.

○ In general, click (Refresh) to refresh the list of sent emails.○ To apply a filter criteria, click (Filter).○ To apply a sort criteria, click (Sort).


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]Unsubscribing from Email Notifications [page 189]



7.1.7 Configuring Email Triggers

You can configure an email trigger to determine when to send email notifications.

Context

An email trigger belongs to a corresponding email category. Onboarding comes with a set of preconfigured email triggers that you can use while configuring email notifications.

NoteEmail triggers are not customizable.

RestrictionEmail Services in Onboarding allows you to create an email trigger. However, as of Q4 2018 Release, application of new email triggers to the notification process is not supported.

Procedure

1. Go to Admin Center, in the tools search field, enter Email Services.

The Email Services page opens.2. Under Configure Triggers tab, you can see a list of available triggers.

○ To view the details of an email trigger, click (Details).○ To create an email trigger, click (Add New Trigger).○ To apply a filter criteria, click (Filter).○ To apply a sort criteria, click (Sort).


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Categories [page 186]


Unsubscribing from Email Notifications [page 189]

7.1.8 Configuring Email Categories

You can configure email categories to represent email template groups and build email attributes, such as recipient and content.

Context

Each email template in Onboarding belongs to a particular email category. There can be multiple email templates that can have same email category. Onboarding comes with preconfigured email categories that you can use while configuring email templates.

NoteEmail categories are partially customizable.

RestrictionEmail Services in Onboarding allows you to create an email category. However, application of new email categories to the notification process is not supported.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Email Services. Access the tool by clicking the search result.

3. Under Email Categories tab, you can see a list of email categories available in the system.

○ To edit an existing email category, click (Edit) under the Action column.○ To create an email category, click (New Category).○ To apply a filter criteria, click (Filter).○ To apply a sort criteria, click (Sort).


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]



Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Unsubscribing from Email Notifications [page 189]

7.1.8.1 Content and Recipient Builders

Email Services in Onboarding enables you to create customized content and choose particular recipients for your notifications using content and recipient builders.

Content Builder

Content builder is one of the important attributes of an email category. It is responsible for building token values and attachments before sending an email notification. Custom tokens particular to an email category are a part of the selected content builder.

Recipient Builder

Recipient builder is another important attribute of an email category. It is responsible for evaluating recipients of an email notification. You can add recipients based on recipient type, role, and so on.


List of Recipient Builders

Recipient Builder Description

Onboarding Process Task Role-Based Recipient Builder In the Role field, you can select the onboarding participants as recipients by process task role. The available roles are:

● Onboardee: User field from Onboarding Process object● Offboardee: User field from Offboarding Process object● Onboarding Activities Assignee: The hierarchy for this role

is as follows○ Business Process Engine user task participants○ Responsible users from ONB2ProcessTask○ Default assignee based on task. For example, user is

the default assignee for data review while manager is the default assignee for hiring manager review or employer data review.

● Manager: Manager field from Offboarding Process object● Hiring Manager: Manager field from Onboarding Process

object

Onboarding Activity Role-Based Recipient Builder In the Role field, you can select the onboarding participants as recipients by activity role. The available roles are:

● Onboardee: User field from Onboarding Process object● Offboardee: User field from Offboarding Process object● Onboarding Activities Assignee: Manager, Responsible

user of the activity specified in the user interface● Manager: Manager field from Offboarding Process object● Hiring Manager: Manager field from Onboarding Process

object

Onboarding User ID Recipient Builder The user ID can be passed at the time of email trigger through code.

NoteThis recipient builder can’t be configured from the user interface as the user ID must be dynamically passed.

Onboarding Activity Recipient Builder All responsible users of an activity.

NoteIf there are no responsible users, the manager is the recipient by default.



Recipient Builder Description

Onboarding Role-Based Recipient Builder In the Role field, you can select the onboarding participants as recipients by their role. The available roles are:

● Onboardee: User field from Onboarding Process object● Offboardee: User field from Offboarding Process object● Onboarding Activities Assignee: Manager, Responsible

users of all activities for the process● Manager: Manager field from Offboarding Process object● Hiring Manager: Manager field from Onboarding Process

object

Explicit Recipient Builder Individual recipients can be specified by name and email.

Dynamic Group Recipient Builder All users from a single dynamic user group selected in the template.

Permission groups, Onboarding groups, Employee groups are examples of dynamic user groups which can be selected.

NoteFor email notifications with dynamic group recipient builder to be triggered, Sync MDF Picklists permission must be enabled in Role-Based Permissions. For more information, on how to enable this permission, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic in Related Information section.

Related Information


7.1.9 Unsubscribing from Email Notifications

If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the notifications.

Prerequisites

To be able to unsubscribe from email notifications, your company setting should be configured to allow recipients to unsubscribe from email notifications.

To configure the company setting:


1. Go to Admin Center Company System and Logo Settings .2. Under Company System Setting, verify if the option This option allows a company-wide setting on whether users

will receive Email notifications is unchecked.

Context

Email Services in Onboarding provides an option to unsubscribe from email notifications any time. With each email generated by the system, there will be a link included in the email footer to unsubscribe. Once you unsubscribe, all subsequent emails are stopped, including reminders and emails from other templates.

Procedure

1. As an email recipient, click the unsubscribe here link in your notification email. This will redirect you to the account settings page of the SAP SuccessFactors HXM Suite.

2. In Notifications section, select Read messages in the system.3. Click Save Notification.

Note

If you wish to subscribe to email notifications again, go to Options Notifications from your user profile menu on the Home page. Select Send emails to me and click Save Notification.


Related Information

Accessing the Email Services [page 161]Preconfigured Email Templates in Onboarding [page 162]Business Rules in Email Services [page 167]Configuring Specific Document Types as Email Attachments [page 175]Managing Email Templates [page 177]Using Email Status [page 183]Configuring Email Triggers [page 185]Configuring Email Categories [page 186]



7.1.9.1 Viewing Unsubscribed Recipients of Email Notifications

If you want to get information about recipients who have unsubscribed from email notifications, you can refer to the Email Status section in the Email Services configuration page.

Procedure

1. As an admin, go to Admin Center.2. In the Tools Search field, enter Email Services. Access the tool by clicking the search result.

3. In Email Services configuration page, click the Email Status tab.

Under the Unsubscribed Recipient column, you can view who has unsubscribed from email notifications.

7.2 Home Page Tiles in Onboarding

Use tiles on the Home Page to categorically group and publish content for new hires.

In Onboarding, you can manage content that appears on the home page for new hires with the help of tiles. You can use standard tiles or create custom tiles based on your requirements. You can also govern the visibility of tiles to ensure only relevant information is available to new hires.

Business Process tile must be enabled in Manage Home Page. Which allows any errors from RCM to be visible to the appropriate user.

Home Page tiles are managed using the Manage Home Page configuration tool.

NoteEnsure that you have already configured Onboarding Program wih Tasks which you want to display on the New Hire home page as Tiles. For more information, refer to the "Configuring Onboarding Programs" topic in the Related Information section.

1. Creating Business Process To-Do Tile for Onboarding Admin [page 192]You can view the validation errors that occur during the Onboarding process using the Business Process To-Do tile on the home page.

2. Creating Custom Home Page Tile for New Hires Based on Business Rules [page 193]You can create custom home page tiles driven by specific business rules to manage content shown to new hires on the home page.

3. Setting the Due Date Range for the Pending To-Do Items [page 196]You can set the due date range for your pending To-Do items so that the pending items appear on your home page.

4. Managing Home Page Tiles for New Hires [page 197]You can assign onboarding tasks to new hires through several home page tiles on the Home Page.


5. Disabling the Useful Contact Tile Photo for External Users [page 198]The Useful Contact tile photo is visible to internal and external users.

Related Information

Home Page TilesSetting Up Onboarding Programs [page 283]

7.2.1 Creating Business Process To-Do Tile for Onboarding Admin

You can view the validation errors that occur during the Onboarding process using the Business Process To-Do tile on the home page.

Procedure

1. Go to Admin Center , in the Tools Search field enter Manage Home Page. Access the tool by clicking on the search result.

The Manage Home Page tool appears.2. Go to the To-Do Settings tab, and select Show/Hide To-Do Tiles.

The Show/Hide To-Do Tiles tool appears.3. On the Show/Hide To-Do Tiles dialog box, use the toggle switch next to Business Process tile to set it to Yes.

Results

The Business Process To-Do tile on the home page shows the validation errors that occurred during the Onboarding process, to the assigned users in the SAP_ONB2_ErrorFlowAdmins group.

Task overview: Home Page Tiles in Onboarding [page 191]

Next task: Creating Custom Home Page Tile for New Hires Based on Business Rules [page 193]



https://help.sap.com/viewer/59f821da545a4bdb94f1eb8fa22e4b36/latest/en-US/00c8674252d1461691bec004be68f425.html

7.2.2 Creating Custom Home Page Tile for New Hires Based on Business Rules

You can create custom home page tiles driven by specific business rules to manage content shown to new hires on the home page.

Prerequisites

Go to Admin Center Configure Business Rules , click on + (Create New Rule). Expand Custom Tile (Decision Rules) and create a business rule under the Show New Hire Onboarding Content rule scenario.

Note

To create a business rule, go to Admin Center Configure Business Rules . For more information, refer to the Creating a Rule topic under Related Information.

Context

Custom Home Page tiles enable you to make relevant content available to new hires based on variables such as work country/region, locale, start date and so on.

Onboarding Company documents can be made available to New Hires using Custom home page tile. You have to use Show New Hire Onboarding Content rule scenario while configuring the Custom home page tile for Onboarding documents. Go to Admin Center Configure Business Rules , and set a rule for the Show New Hire Onboarding Content rule scenario.

NoteThe Custom home page tile is visible for ninety days after the new hire’s Start Date. You can configure how long the tile is viewable using the Configure the Period to Close and Archive Onboarding or Offboarding Processes and Tasks rule scenario.


Procedure

1. To create a custom home page tile, go to Admin Center Manage Home Page .2. Click + Add Custom Tile.3. Define a custom home page tile and upload the mandatory Background Image: to get to the Navigation step.4. In the Navigation step, after you select the Target, switch on the Rule-based option. This adds two new fields to

the screen:

1. Select Show New Hire Onboarding Content as the Rule Scenario under Custom Tile.This rule scenario

2. Select a Rule from the dropdown menu.

NoteFor the rule to appear in the dropdown menu, you must first create a rule for the Custom tile.



Based on the rule selected, a tab appears alongside the Default tab. See below:

5. Switch to the Rule tab and draft the content to be included in the custom tile.

Note

You can insert a company document by clicking the Insert Document Link icon. Select the company documents from the list and click Submit.

6. Go to Assignments tab and select Your Onboarding Journey from the Section dropdown.

NoteThe newly created custom tile must be added under Your Onboarding Journey section as the New Hire will not have access to other sections.


Previous task: Creating Business Process To-Do Tile for Onboarding Admin [page 192]

Next task: Setting the Due Date Range for the Pending To-Do Items [page 196]

Related Information

Define Custom Home Page Tiles


https://help.sap.com/viewer/59f821da545a4bdb94f1eb8fa22e4b36/latest/en-US/f3bbc788a26341da9dad51b53ec0dadb.html

Creating A Rule

7.2.3 Setting the Due Date Range for the Pending To-Do Items

You can set the due date range for your pending To-Do items so that the pending items appear on your home page.

Prerequisites

Enable the following permissions in Role-Based Permissions:

● Manage Home Page● To-Do Admin

Context

The due date range that you set in the General Settings applies to all the To-Do tiles for Onboarding, Offboarding, and Rehire.

Procedure

1. Go to Admin Center Manage Home Page .2. Select the To-Do Settings, and choose General Settings from the list.3. Enter the number of days in the blank to show pending to-do items before they're due.

For example, if you want to set the date range of the New Hire Data Review task to 90 days before it’s due, specify the number of days in Show pending to-do items starting___days before they're due as 90.

NoteBy default the due date range for your pending To-Do items is set to 365 days.

Results

You've set the date range for your pending To-Do items.




https://help.sap.com/viewer/DRAFT/b37699fa8054409787a8321c9428aeca/latest/en-US/292d9a1ce7f5451a9a19d6d12f09a181.html

Previous task: Creating Custom Home Page Tile for New Hires Based on Business Rules [page 193]

Next task: Managing Home Page Tiles for New Hires [page 197]

Related Information


7.2.4 Managing Home Page Tiles for New Hires

You can assign onboarding tasks to new hires through several home page tiles on the Home Page.

Context

You can assign an onboarding program, assign permissions, and configure default home page settings to manage the tiles shown to new hires on their Home page.

Procedure

1. Go to Admin Center .2. In the Tools Search field, enter Manage Home Page. Access the tool by clicking on the search result.

The Manage Home Page tool appears. Under the Default tab, all the sections with corresponding tiles are listed.3. Go to the Onboarding2 section.

○ Click (Information)to get information about a tile.○ Click (Edit Onboarding Tile)to adjust Active Dates for a tile.

NoteBy default, active dates for most tiles are set to 30 days before and after the user's start date.

○ Click on the Select Section dropdown if you want to move a given tile to another section.○ Choose an option from the Move To dropdown.

○ Select Tile Catalog, if you want new hires to have the option to add the tile on their own.○ Select Not Used, if you don't want to use the tile on the home page at all.

○ Set a value for the Removable by User switch for each tile.○ If set to Yes, new hires can add or remove the selected tile from their Home Page.○ If set to No, new hires cannot remove the selected tile from their Home Page.

4. Click Preview to validate the changes, if any.


https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/2005/en-US/d77b76e71cf54201a4049906b9d8145a.html

5. Click Save to commit the changes, if any.

Results

The default content of the home page and tile catalog is updated.


Previous task: Setting the Due Date Range for the Pending To-Do Items [page 196]

Next task: Disabling the Useful Contact Tile Photo for External Users [page 198]

7.2.5 Disabling the Useful Contact Tile Photo for External Users

The Useful Contact tile photo is visible to internal and external users.

Prerequisites

To view the useful contact tile, ensure that:

● Onboarding is initiated for the new hire● New Hire Data Review is completed● New hire activities are created for new hire● Recommend People Activity is initiated● User is assigned to Buddy activity

Context

To disable the photo visibility for external users:

Procedure

1. Go to Admin Center Onboarding 2.0 General Settings Photo Access for external users and select Disable.

2. As an external user, verify that photo is not available for useful contacts tile.

External users (new hires before day 1) do not see a photo of the manager in the useful contacts tile.




Previous task: Managing Home Page Tiles for New Hires [page 197]

7.3 Responsible Groups in Onboarding

A responsible group can be defined as a distribution list consisting of people responsible for accomplishing an assigned task.

Onboarding provides a facility to create responsible groups as a measure towards effective task management. For Onboarding to be a smooth and timely process, it is required that all onboarding related tasks are completed on or before their respective due date. A responsible group can help address a scenario when the assignee of a given task unable to make progress due to unforseen circumstances or insufficient information. The main purpose of creating a responsible group is to distribute a task to a selected group of people with an intention of getting the task completed on time. Depending on your requirements, a responsible group may include:

● Individual users● Users belonging to a Role● A dynamic group of users● A combination of the above options

Once you assign a task to a responsible group, anyone in the group can pickup and address the task. If a task progress is offtrack, participants in the corresponding responsible group can nudge the current owner of the task or take ownership of completing the task.

Related Information


7.3.1 Creating a Responsible Group

As an Administrator, you can assign a task to a single user, multiple users, users belonging to a hierarchical role or a dynamic group of users simulataneously by creating a responsible group.

Prerequisites

You should have the following permission:

● Permission Name: Administrate Onboarding or Offboarding content.


● Permission Category: Manage Onboarding or Offboarding● Permission Type: Administrator Permission

Procedure

1. Go to Admin Center, in the tools search field, enter Onboarding General Settings. Access the tool by clicking on the search result.

2. Under Responsible Groups, click New Group.

If you have existing responsibile groups, you can also edit or delete them.3. Enter a group ID and Group Name.

4. To create translated versions of the group name, click (Translations).5. Add participants to the responsible group by:

○ Role: Select a role from the dropdown to add all the users belonging to the selected role.

ExampleManagers or Manager of a manager.

○ User: Search and add individual users to the group.

NoteYou can add a maximum of 20 users per responsible group.

○ Dynamic Group: Select a dynamic group from the dropdown. To create a dynamic group, click Create New Group. For more information about creating dynamic groups, see Creating a Dynamic Group in the Related Links section.

NoteYou can add a maximum of 10 dynamic groups per responsible group.

NoteA responsible group can include individual users, users belonging to a hierarchical role, a dynamic user group or a combination of these options.

6. Click Submit.

Results

A responsible group is successfully created. You can create as many responsible groups as per your requirement.



Next Steps

The next step is to assign a task to your responsible group. You can assign the New Hire data review task (in particular) or any task in your onboarding program to a responsible group. For information about assigning the New Hire data review task to a responsible group , see Assigning the New Hire Data Review Task to a Responsible Group Related Information section. For information about assigning tasks from your onboarding program to a responsible group, see Creating an Onboarding Program in the Related Information section.

Related Information

Creating a Dynamic Group [page 201]Assigning the New Hire Data Review Task to a Responsible Group [page 118]Creating an Onboarding Program [page 284]

7.3.1.1 Creating a Dynamic Group

With a dynamic group, you can create a pool of people capable of coordinating and managing a specific task. A dynamic group can be a part of a responsible group, which can be assigned to a task.

Context

Like a responsible group, a dynamic group consists of people capable of performing tasks common to their expertise. A dynamic group functions as a part of a responsible group and contributes towards widening the scope of participation towards a certain task, thus ensuring the task is completed on time without any delay. You can create as many dynamic groups and include as many members in each dynamic group as you want.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Manage Onboarding Dynamic Group. Access the tool by clicking on the

search result.3. Click Create New Group.4. Enter a Group Name and create a people pool under Choose Group Members.5. (Optional). You can create a people pool to exclude people from the participant group.6. Click Done.

You have successfully created a dynamic group.


Next Steps

You can add your dynamic group to a responsible group before assigning the responsible group to a task. For more information about assigning a dynamic group to a responsible group, see Creating a Responsible Group in the Related Information section.

Related Information


7.4 Setting Up Compliance for Onboarding

Set up and configure the Compliance settings for Onboarding by enabling the forms, and selecting the Country/Region for which you want to configure the compliance forms.

Prerequisites

1. Enable the following permissions in Role-Based Permissions:○ AssignedComplianceForm○ ComplianceDocumentFlow○ ComplianceFormData○ ComplianceProcess○ ComplianceUserData○ Document Category Access○ Employment Details MSS

For more information on how to enable these permissions, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the Related Information section.

2. For the new hires to view the compliance forms, provide read access by enabling Employee DataEmployment Details Employment Details MSS View option in Role-Based Permissions. For more information on how to enable this permission, refer to the Role-Based Permissions for New Hires as External Users topic in the Related Information section.

NoteIf you’re an existing user and have already configured the Onboarding External User role, ensure that you provide only the read access rights for the Employment Details MSS permission.

3. To ensure that United States country record appears in the Compliance Settings page, verify that the BizX Daily Rules Processing Batch job has executed and Compliance Metadata records have been updated. For more information, refer to SAP note 2981870 .



http://help.sap.com/disclaimer?site=https://launchpad.support.sap.com/#/notes/2981870

Context

Compliance forms are a critical part of the Onboarding process. Therefore, a cloud- based compliance form solution is required as part of the Onboarding solution to ease the management of compliance forms for the users. Compliance forms for United Kingdom and Australia are made available in Onboarding.

NoteExisting customers must update the Business Process Engine (BPE) process flow to deploy Compliance. This fetches the new Business Process Engine definitions, including the compliance details.

The forms that are supported are listed here:

● Australia○ Tax file number declaration ○ Superannuation Standard choice form

● United Kingdom Forms○ Starter checklist

● Canada○ Personal Tax Credits Return Forms

● United States of America○ USCIS Form I-9

NoteDue to the legal compliance aspects of USCIS Form I-9, please review the detailed functional features for your specific processes with your HR and Legal team before enabling it in the production environment.

○ E-Verify

NoteCurrently, the E-Verify functionality is available to you as an Early Adopter feature. Get the functionality reviewed by your HR and Legal team before enabling it in the production environment.

○ W4○ State Withholding Forms

The State Withholding forms can be further categorized as:

● Resident State Withholding● Work State Withholding

NoteThe date format displayed in the forms is based on the form locale. If the form locale isn’t available, date format defaults to MM/DD/YYYY. The date formats supported are:

● DD/MM/YYYY● MM/DD/YYYY● YYYY/MM/DD


NoteSAP monitors the new versions of compliance forms published by the Government. We analyze the impact and update the forms accordingly. These changes are then pushed to your instance by a central service.

Procedure

1. Go to Admin Center Compliance Settings .2. Select the Country/Region-Specific for which you want to configure the compliance forms.

On the Compliance Settings/ <Country/Region-Specific> page, the forms are grouped under different categories.

NoteThe categories ensure that the different legal requirements for access authorization and storage are met.

NoteIf you haven't enabled any forms for these countries/region-specific, the status appears as inactive.

3. Slide the toggle button to turn ON the form category.

The preconfigured forms appear on the page.4. You can set one of the forms as your default form and can also perform edit or delete actions on the existing

forms.

NoteFor some forms, no further configuration is required. However, for others you can add a new configuration and define a business rule.

Results

You’ve turned ON the form category for <Country/Region-Specific> compliance forms and have set one of the forms as your default form.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for New Hires as External Users [page 69]ComplianceUserFormData



https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/5bf88cbecf6e4849a2ac4fca8de3add8.html

7.4.1 Compliance Forms for Onboarding

The compliance forms help you collect the required data and adhere to government regulations during the onboarding process for new hires.

NoteThe compliance forms are assigned to the new hire based on the country and state of the work location. If work location isn’t available, the country of the legal entity location (organization's location) is considered. If neither of these locations are available, no forms will appear.

Country State/Province Form ID Form Title

Australia - - Superannuation Standard choice form

Australia - - Tax File Number Declaration

Canada - - TD1 Personal Tax Credits Return

Canada - - TD1 Déclaration des crédits d'impôt personnels

Canada Alberta - TD1AB Alberta Personal Tax Credits Return

Canada Alberta - TD1AB Déclaration des crédits d'impôt personnels de l'Alberta

Canada British Columbia - TD1BC British Columbia Personal Tax Credits Return

Canada British Columbia - TD1BC Déclaration des crédits d'impôt personnels de la Colombie-Britannique

Canada Manitoba - TD1MB Manitoba Personal Tax Credit Return

Canada Manitoba - TD1MB Déclaration des crédits d'impôt personnels du Manitoba

Canada New Brunswick - TD1NB New Brunswick Personal Tax Credits Return

Canada New Brunswick - TD1NB Déclaration des crédits d'impôt personnels du Nouveau-Brunswick

Canada Newfoundland and Labrador - TD1NL Newfoundland and Labrador Personal Tax Credits Return



Canada Newfoundland and Labrador - TD1NL Déclaration des crédits d'impôt de Terre-Neuve-et-Labrador

Canada Northwest Territories - TD1NT Northwest Territories Personal Tax Credits Return

Canada Northwest Territories - TD1NT Déclaration des crédits d'impôt personnels des Territoires du Nord-Ouest

Canada Nova Scotia - TD1NS Nova Scotia Personal Tax Credit Return

Canada Nova Scotia - TD1NS Déclaration des crédits d'impôt personnels de la Nouvelle-Écosse

Canada Nunavut - TD1NU Nunavut Personal Tax Credit Return

Canada Nunavut - TD1NU Déclaration des crédits d'impôt personnels de Nunavut

Canada Ontario - TD1ON Ontario Personal Tax Credits Return

Canada Ontario - TD1ON Déclaration des crédits d'impôt personnels de l'Ontario

Canada Prince Edward Island - TD1PE Prince Edward Island Personal Tax Credits Return

Canada Prince Edward Island - TD1PE Déclaration des crédits d'impôt de l'Île-du-Prince-Édouard

Canada Quebec - TP-1015.3-V Quebec Source Deduction Form

Canada Quebec - TP-1015.3 Québec Déclaration la retenue d’impôt

Canada Saskatchewan - TD1SK Saskatchewan Personal Tax Credit Return

Canada Saskatchewan - TD1SK Déclaration des crédits d'impôt personnels de la Saskatchewan

Canada Yukon - TD1YT Yukon Personal Tax Credit Return

Canada Yukon - TD1YT Déclaration des crédits d'impôt personnels de Yukon




United Kingdom - - Starter checklist

NoteYou need to configure the following fields in the data model for this form:

● First name● Last name● Date of Birth● Gender● National ID● Zipcode● Address1● Address 2● Address 3● Country

United States - USCIS Form I-9 USCIS Form I-9 /Employment Eligibility Verification

United States - Federal Form W-4 Employee’s Withholding Certificate

United States Alabama State Form A4 Employee's Withholding Exemption Certificate

United States Alabama State Form A4 (Spanish version)

Certificado para todo Empleado de Exención de Retencion de Ingresos para Pago de Impuestos

United States Alabama State Form A4-MS Nonresident Military Spouse Withholding Tax Exemption Certificate

United States Arizona State Form A-4 Employee's Arizona Withholding Percentage Election & instructions

United States Arkansas State Form AR4EC Employee's Withholding Exemption Certificate

United States Arkansas State Form ARW-4MS Annual Withholding Tax Exemption Certificate For Military Spouse



United States California State Form DE 4 Employee's Withholding Allowance Certificate

United States Connecticut State Form CT-W4 Employee's Withholding Certificate

United States Delaware State Form W-4 Employee's Withholding Allowance Certificate

United States District of Columbia State Form D-4 D-4 DC Withholding Allowance Certificate

United States District of Columbia State Form D-4A D-4A Certificate of Nonresidence in the District of Columbia

United States Georgia State Form G-4 Employee's Withholding Allowance Certificate

United States Hawaii State Form HW-4 Employee's Withholding Allowance and Status Certificate

United States Idaho State Form ID W-4 Employee’s Withholding Allowance Certificate

United States Illinois State Form IL-W-4 Employee's Illinois Withholding Allowance Certificate

United States Indiana State Form WH-4 Employee's Withholding Exemption and County Status Certificate

United States Iowa State Form IA W-4 Employee Withholding Allowance Certificate

United States Iowa State Form IA W-4 (Spanish version)

Certificado de exenciones para retenciones del empleado

United States Kansas State Form K-4 Kansas Employee’s Withholding Allowance Certificate

United States Kentucky State Form K-4 Kentucky's Withholding Certificate

United States Louisiana State Form L-4 Employee's Withholding Allowance Certificate




United States Maine Form W-4ME Employee's Maine Withholding Allowance Certificate

United States Maryland State Form MW507 Employee's Maryland Withholding Exemption Certificate

United States Maryland State Form MW507M Exemption from Maryland Withholding Tax for a Qualified Civilian Spouse of a U. S. Armed Forces Servicemember

United States Massachusetts State Form M-4 Massachusetts Employee's Withholding Exemption Certificate

United States Michigan State Form MI-W4 Employee's Michigan Withholding Exemption Certificate

United States Minnesota State Form W-4MN Employee's Withholding Allowance Certificate

United States Mississippi State Form 89-350 Mississippi Employee's Withholding Exemption Certificate

United States Missouri State Form MO W-4 Employee's Withholding Allowance Certificate

United States Montana State Form MW-4 Montana Employee’s Withholding Allowance and Exemption Certificate

United States Nebraska State Form W-4N Employee’s Nebraska Withholding Allowance Certificate

United States New Jersey State Form NJ-W4 Employee's Withholding Allowance Certificate

United States New Jersey State Form NJ-165 Employee's Certificate of Nonresidence in New Jersey

United States New York State Form IT-2104 Employee's Withholding Allowance Certificate

United States New York State Form IT-2104-E Certificate of Exemption Withholding (includes Military Spouses)

United States North Carolina State Form NC-4 Employee's Withholding Allowance Certificate



United States North Carolina State Form NC-4EZ Employee’s Withholding Allowance Certificate

United States Ohio State Form IT 4 Employee's Withholding Exemption Certificate

United States Oklahoma State Form OW-9-MSE Annual Withholding Tax Exemption Certification for Military Spouse

United States Oklahoma State Form OK-W-4 Employee’s Withholding Allowance Certificate

United States Oregon State Form OR-W-4 Oregon Employee’s Withholding Statement and Exemption Certificate

United States Oregon State Form OR-W-4 (Spanish version)

Certificado de Declaración de Retención y Exoneración de Oregon

United States Pennsylvania State Form CLGS-32-6 Pennsylvania Residency Certificate

United States Puerto Rico State Form 499 R-4.1 Withholding Exemption Certificate

United States Puerto Rico State Form 499 R-4 Certificado de Exencion para la Retencion

United States Rhode Island State Form RI W-4 Employee's Withholding Allowance Certificate

United States South Carolina State Form SC W-4 Employee’s Withholding Allowance Certificate

United States Vermont State Form W-4VT Employee’s Withholding Allowance Certificate

United States Virginia State Form VA-4 Employee's Virginia Income Tax Withholding Exemption Certificate

United States West Virginia State Form WV/IT-104 West Virginia Employee's Withholding Exemption Certificate

United States West Virginia State Form WV/IT-104R West Virginia Certificate of Nonresidence (page 2 of IT-104)




United States Wisconsin State Form WT-4 Employee's Wisconsin Withholding Exemption Certifi-cate/New Hire Reporting

7.4.2 Setting Up Compliance Form Assignment Using Override Configuration

The override configuration in the global filter is used for assignment of compliance forms to the user. Based on the address field configuration, appropriate paths need to be set for the compliance form assignment.

Prerequisites

Ensure that you have the following role-based permission:

● View and edit permissions for Onboarding or Offboarding Admin Object PermissionsFieldMetaOverrideConfiguration .

Context

Compliance forms are assigned to a user based on work country, work state, home country, and home state.

When the default configuration fails, the form assignment doesn't happen, and the compliance tile doesn’t appear in the new hire home page after the paperwork step is completed.

Procedure

1. Navigate to Admin Center Manage Data .2. Select FieldMetaOverrideConfiguration in the Create New dropdown.3. In the form that appears, enter the following data:

Field Name What to Enter?

overrideFields Yes

metaOverrideType ???EMPLOYEE_HRIS_GO_COMPLIANCEMETAOVERRIDETYPEENUM_GLOBAL_META_OVERRIDE???

4. In the overrideFieldMetadatas section, enter the following data:



id workcountry

source ???EMPLOYEE_HRIS_GO_FIELDMETADATATYPEENUM_EC_FIELD_METADAT???

overrideFieldsMeta {

"entityPath": "jobInfoNav/locationNav/addressNavDEFLT",

"field": "country"

}

NoteTo find the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity. Select the required navigation property from the table and construct the entityPath accordingly.

5. Choose Save.

Results

You've configured the compliance forms to be assigned when the global filter override configuration doesn't match the compliance filtering rules.

7.4.3 Updating the Default Mapping of Compliance Form Fields

You can map the standard Employee Central fields in the Compliance forms to a custom field, or to another standard field.

Prerequisites

You have the Administrator Onboarding or Offboarding Admin Object PermissionsFieldMetaOverrideConfiguration permission.

Context

A standard Employee Central field, which uses basic data type (text or string) can be overridden with a custom field that has the same data type, or of the datatype picklist or countryNav. Similarly, a standard Employee Central field, which uses picklist or countryNav datatype can be overridden with a custom field that uses basic data type. You can choose to override any generic object.



The entities that you can override are:

● EmpEmployment● PerPerson● PerPersonal● PerNationalId● PerEmail● PerAddressDEFLT● PerPhone● EmpJob● EmpWorkPermit● PicklistOption

Procedure

1. Go to Admin Center Manage Data .2. Select FieldMetaDataOverrideConfiguration in the Create New dropdown.3. Enter the following data:

NoteThe example shown is for the Australian compliance form to override certain Employee Central fields.


id Enter a value for the ID.

NoteEnter EC_META_CONFIG as the ID for the configuration to be global and applicable to all forms. When using this ID, you can leave the supportedTypes field blank.


supportedTypes AUS_TFN

NoteIf global and group-specific override configurations are available for a specific field, the group-specific configu-ration is considered.

4. Select Form Metadata Override in the metaOverrideType dropdown.5. In the overrideFieldMetadatas section, enter the following data:

In this example, we're overriding the string field <nationalIdcard> and <city> fields with custom string values.



id nationalIdCard.nationalId

overrideFieldsMeta Sample Code

{ "entity": "PerPerson", "entityPath": "personNav", "fieldPath": "", "fieldType": "", "field": "customString6", "filters": {} }


id homeAddress.city

overrideFieldsMeta Sample Code

{ "entity": "homeAddress", "entityPath": "personNav/homeAddressNavDEFLT", "fieldPath": "", "fieldType": "", "field": "cust_city", "filters": { "addressType": "home" } }

NoteTo find the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity. Select the required navigation property from the table and construct the entityPath accordingly.

6. Choose Save.

NoteAs there may be other field-specific rules affecting the compliance workflow, we recommend that you test the entire flow after creating an override configuration. Verify the following during testing:○ Data for the overridden fields is displayed in the Compliance form filling step.○ PDF generation of the forms with data filled in the PDF during e-signature step.

Results

The overridden custom field is available instead of the Employee Central field in compliance form. The updated field is available in the PDF format on Manage Documents.



7.4.4 Adding a New Configuration for Superannuation Fund

You can create a new configuration for the Superannuation Fund for Australia compliance forms.

Context

Compliance form Super Annuation Fund belongs to Australia.

Procedure

1. Go to Admin Center Compliance Settings .2. Select Australia as the country.3. Slide the toggle button to turn ON the form category.4. Select Add New Configuration, and enter the Configuration Name* and Description.

Provide information for the following fields:○ Business Name○ Name of the Super Fund○ Australian Business Number (ABN)○ Unique Super Annuation Identifier (USI)○ Phone (for product disclosure statement)○ Super fund website address○ Responsible User: This is the person whose name is printed on the form as a signatory.

5. Click Save.

Results

You’ve created a new configuration for the Superannuation Fund for Australia compliance forms.

Next Steps

Configure the ComplianceSelectAustraliaSuperannuationConfig business rule to select the Superannuation fund that is proposed for the ongoing onboarding candidate.


7.4.4.1 Creating a Business Rules for Australia Superannuation Forms

Employer can propose different superannuation funds for different new hires. Create the ComplianceSelectAustraliaSuperannuationConfig business rule to select the Superannuation fund for the new hire.

Context

Use the Select Australia Compliance Configuration rule scenario to select a configuration to prepopulate data for the Australia Superannuation form.

Procedure

1. Go to Admin Center Compliance Settings .2. Select Australia as the country as the compliance form Super Annuation Fund belongs to Australia.3. Slide the toggle button to turn ON the form category.4. Select Define Business Rules.

You’re directed to the Business Rules Admin page.

5. Select .


6. Go to Onboarding Select Australia Compliance Configuration scenario.

When you select Select Australia Compliance Configuration, the basic rule scenario form appears.7. Enter the appropriate information in the following fields:


8. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.9. Select your If criteria:



ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODEL_LA

BEL User Job Information Division .




NoteIf criteria can be set on any field in “user”. In this example, we have used Job Information.



Value Selection Select ACE AUS (ACE AUS).







ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODE

L_LABEL Australia Superannuation .




Value Selection Select the Superannuation fund for the new hire.



Results

When you run the ComplianceSelectAustraliaSuperannuationConfig business rule, data for the Australia Superannuation form that is assigned to a new hire gets prepopulated.

7.4.5 Configuring USCIS Form I-9

Configure Form I-9 by defining business rules to trigger/enable the Form I-9 for a new hire, assign a compliance corporate representative to sign the Form I-9, and assign the signature task to a responsible group.

Prerequisites

Configuration Requirements

To use the US Form I-9, configure the following:

● Configure business rules for triggering Form I-9.● Create a responsible group for the Form I-9 signature task.● Configure a business rule to assign a corporate compliance representative to the Form I-9 signature task.● Run the Biz Daily Rule job to enable the Compliance Feature and role-based permissions for Form I-9.● Enable the United States compliance settings toggle for US_I9.● Verify that the following fields are enabled in the Employee Central data model:

○ Middle Name○ First Name○ Last Name○ First Name Alt 1

Role-Based Permissions Prerequisites



To view and edit Form I-9, grant the following compliance permissions for the respective user groups:

● For the new hire to view and edit Form I-9 User Data, enable Admin Center Manage Permission Roles<Permission Roles> Permission... User Permissions Compliance Object Permissions I-9 User Data .

● For the hiring manager to view and edit Form I-9 User Data Documents, enable Admin Center Manage Permission Roles <Permission Roles> Permission... User Permissions Compliance Object Permissions

I-9 User Data.User Data Documents (I-9 Document) .

● For the translator to view, edit, create, and adjust the Form I-9, enable Admin Center Manage Permission Roles <Permission Roles> Permission... User Permissions Compliance Object Permissions I-9 User Data.Translators (I-9 Translator) .

● For the assigned responsible group to view I-9 Audit Trail, enable Admin Center Manage Permission Roles<Permission Roles> Permission... User Permissions Compliance Object Permissions I9AuditTrail .

Context

Form I-9 is the official United States Citizenship and Immigration Services form used for Employment Eligibility Verification.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States of America as the country/region.3. Select US_I9. The US_I9 - FromGroupmetadata menu appears.4. Select a Business Rule to trigger the Form I-9 for the new hire.5. Select a Business Rule to authorize a Compliance Corporate Representative to sign the Form I-9.6. Configure a Business Rule to assign a Responsible Group to the Form I-9 signature task.7. Slide the toggle button for I-9 to turn ON the form category.

NoteDue to the legal compliance aspects of USCIS Form I-9, review the detailed functional features for your specific processes with your HR and Legal team before enabling it in the production environment.

Results

You've set business rules to enable/trigger the Form I-9 for the new hire, authorize a Compliance Corporate Representative to sign the form, and assign a responsible group to the Form I-9 signature task.


7.4.5.1 Configuring Business Rules for Triggering Form I-9

Configure the Configure Compliance Forms business rule to select the Form I-9 for the new hire.

Context

Use the Select United States Compliance Configuration rule scenario to trigger the US Form I-9 for new hires onboarding with US based companies.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region, as the compliance Form I-9 belongs to the United States.3. Select Define Business Rules.


4. Select .


5. Go to Onboarding Configure Compliance Forms scenario.

When you choose Trigger Compliance Forms, the rule scenario form appears.6. Enter the appropriate information in the following fields:


○ Select Form I-9 from the Form Type dropdown menu.7. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.8. Select your If criteria:



Compliance Process User Job Information

Company .

NoteIf criteria can be set on any field in “user”. In this example, we have used Job Information .






Value Selection Select SAP_US.

Since this is a decision rule. You need not set the Then criteria.


Results

After the rule is defined, the rule will appear under Select I-9 Enablement in the Compliance Settings page.

When you run the Configure Compliance Form business rule, Form I-9 for the new hire gets triggered.

7.4.5.2 Creating a Responsible Group for the Form I-9 Signature Task

Configure a Responsible Group to assign a corporate representative who is responsible for completing the new hire's Form I-9. If the Responsible Group is not configured, the hiring manager is assigned this task.

Context

Use the Assign Compliance Corporate Representative rule scenario to assign a corporate representative responsible for completing the new hire's Form I-9.

Procedure

1. Go to Admin Center Onboarding General Settings .2. Select + New Responsible Group.3. Enter the appropriate information in the following fields:

○ ID○ Group Name○ Roles○ Users○ Dynamic Groups


4. Select Submit.

Results

The new group is added to the Responsible Groups menu.

7.4.5.3 Configuring Business Rules to Select a Corporate Representative for Signing Form I-9

Set a business rule to select an authorized Corporate Representative to fill out Forms I-9 on behalf of the new hire.

Context

Use the Assign Compliance Corporate Representative rule scenario to select a configuration to prepopulate data for the US Form I-9.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region, as the compliance Form I-9 belongs to the United States.3. Select Define Business Rules.


4. Select .


5. Go to Onboarding Assign Compliance Corporate Representative scenario.

When you choose Configure Compliance Forms, the rule scenario form appears.6. Enter the appropriate information in the following fields:







Compliance Corporate Representative Rule Model User

Job Information Company .










4. From the left expression dropdown menu, select Corporate Representative Group .




Value Selection Select the corporate representative group.


Results

When you run the Assign Compliance Corporate Representative business rule, an authorized Corporate Representative is selected to fill out Form I-9 on behalf of the new hire.


7.4.5.4 Mapping the USCIS Form I-9 Apartment Field to Employee Central

Map the USCIS Form I-9 Apartment field to the homeAddress entity in the Employee Central Data Model to save address details for United States (US) new hires.

Context

The Form I-9 Apartment field captures address details for new hires in the US. To save this information, you need to enable fields in the Employee Central data model homeAddress entity.

Procedure

1. Go to Admin Center Manage Business Configuration homeAdress homeAddress_USA .2. Enable the Address fields based on your system configuration. For example, Address1, Address2, City, State,

and ZIP code.

NoteIn Onboarding, the USCIS Form I-9 Apartment field is mapped to Address2. If this field is already in use for another purpose, you can map the USCIS Form I-9 Apartment field to Address3 by going to Admin Center

Manage Data Create New and selecting FieldMetaOverrideConfiguration. Enter an id, select the following:○ For source, select Prepopulated Employee Central Fields Metadata.○ For oldFieldsMeta, select employee_apartmentNumber.○ For overrideFieldsMeta, select personNav/homeAddressNavDEFLT/address3.

Select Save to record your changes.

7.4.6 Configuring Form USCIS I-9 Reverification

You can create a job to trigger Form I-9 Section 3 for employment reverification.

Context

You can configure a provisioning job that creates a reverification task and notifies the stakeholders, when the employment authorization of an employee is due for expiry within 240 days.




Note

You can trigger the reverification process manually by navigating to Admin Center Manage Data . In the Create New dropdown, select Trigger I-9 Flow. Enter the required details and select Save.

To start the reverification process manually, you need the Administrator Onboarding or Offboarding Admin Object Permissions Trigger I-9 Flow permission.

Procedure

1. Go to Provisioning and select Manage Scheduled Jobs under Managing Job Scheduler.2. Select Create New Job.3. Choose Job Type as Trigger I-9 Reverification Job and enter the other required details.4. Select Create Job.

Results

Your job to trigger Form I-9 Reverification is now scheduled.

7.4.7 Configuring E-Verify

Configure E-Verify, so that employers can enroll to verify employment eligibility status for new hires working in the United States. This configuration is a one-time task.

Prerequisites

● Configure USCIS Form I-9.● Enable the following permissions:

○ Administrator Permissions Onboarding or Offboarding Admin Object Permissions EverifyConfig

○ User Permissions Onboarding or Offboarding Object Permissions ONB2EVerifyData

○ Admin Center Manage Permission Roles <Permission Roles> Permission... User PermissionsCompliance Object Permissions E-Verify Data .


● Run the BizX Daily Rules Processing Batch job in Provisioning to create an E-Verify metadata object.


● Verify that the following fields are enabled in the Employee Central data model:○ Middle Name○ First Name○ Last Name○ First Name Alt 1

Context

Employers have to verify the identity and employment eligibility of the new hires. The verification is done by electronically matching information provided by the new hires on the Form I-9 against the information available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS).


Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region.3. Select E-Verify.4. Add an E-Verify configuration to enroll the employer.5. Select the account type.

Account Type Description

Test Allows you to test E-Verify scenarios without actually sending information to the E-Verify service.

Production Allows you to create E-verification of live new hires.

6. Optional: Configure a business rule to trigger E-Verify based on the business scenario requirement.

NoteIf the rule isn’t configured, E-Verify is triggered by default for all the US employees/new hires.

7. Select the business configured in the previous step to trigger E-Verify from the Select E-Verify Enablement dropdown.



8. Optional: Configure a business rule to assign a Corporate Representatives to the E-Verify task and then select the responsible user group from the Corporate Representative dropdown.

NoteIf the rule isn’t configured, the E-Verify task is assigned to the new hire's manager .

9. Slide the toggle button for E-Verify to turn ON the form category.

Results

You’ve enrolled the employer to verify the new hire's employment eligibility status.

Related Information

Role-Based Permissions for Onboarding and Offboarding [page 47]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Adding Employer to Enroll for E-Verification [page 227]Creating a Responsible Group for the E-Verify Task [page 229]Configuring Business Rules to Trigger E-Verify [page 228]Configuring Business Rules to Select Responsible Users for E-Verify Task [page 230]Configuring USCIS Form I-9 [page 218]

7.4.7.1 Adding Employer to Enroll for E-Verification

Add E-Verify configuration so that you can enroll employer with their contact details to E-Verify their new hires.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region.3. Select E-Verify.4. Select Add New Configuration.5. Enter the client company ID.

NoteThe client ID is from the Department of Homeland Security's (DHS) Memoranda of Understanding (MOU).


6. Select the company using the Legal Entity dropdown.7. Enter the E-Verify submitter's phone number, extension of the phone number, and email address.8. Optional: Select Mark as Default Configuration to mark the information as a default configuration.9. Enable the Select this box to add a new Client Company ID and Legal Entity checkbox.10. Select Save.

Results

The employer details are enrolled in the E-verify configuration.

7.4.7.2 Configuring Business Rules to Trigger E-Verify

To trigger E-Verify based on your requirement, configure the business rule. If the rule isn't configured, E-Verify is triggered to all the US employees.

Context

You can add business rule in Configure Business Rules using the Trigger Compliance Forms rule scenario to trigger E-Verify for new hires onboarding with US-based companies.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region.3. Select E-Verify.4. Select Define Business Rules.


5. Select .


6. Go to Onboarding Trigger Compliance Forms scenario.

When you choose Trigger Compliance Forms, the rule scenario form appears.7. Enter the appropriate information in the following fields:




○ Select E-Verify from the Form Type dropdown menu.8. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.9. Select your If criteria:




Company .





As the configuration is a decision rule, you need not set the Then criteria.


Results

This rule is evaluated during the E-verify flow and E-Verify for new hires is triggered accordingly..

7.4.7.3 Creating a Responsible Group for the E-Verify Task

Configure a responsible group to assign a corporate representative who is responsible for completing the new hire's E-Verify task. If the Responsible Group isn’t configured, the hiring manager is assigned this task.

Context

Use the Assign Compliance Corporate Representative rule scenario to assign a corporate representative responsible for completing the new hire's E-Verify task.


Procedure

1. Go to Admin Center Onboarding General Settings .2. Select + New Responsible Group.3. Enter the appropriate information in the following fields:

○ ID○ Group Name○ Roles○ Users○ Dynamic Groups

4. Select Submit.

Results

The new group is added to the Responsible Groups menu.

7.4.7.4 Configuring Business Rules to Select Responsible Users for E-Verify Task

Set a business rule to select authorized responsible users to complete the E-Verify task of the new hire.

Context

Use the Assign Compliance Corporate Representative rule scenario to select the responsible group created in the previous task for E-Verify on the Compliance Settings page.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States as the country/region, as the compliance E-Verify belongs to the United States.3. Select Define Business Rules.


4. Select .


5. Go to Onboarding Assign Compliance Corporate Representative scenario.



When you choose Assign Compliance Corporate Representative, the rule scenario form appears.6. Enter the appropriate information in the following fields:



NoteThis example show is a sample rule. You can set a rule based on your business requirement.



Compliance Corporate Representative Rule Model


Company .










4. From the left expression dropdown menu, select Corporate Representative Group .

TipWhen status is selected, the field type is now a Value field by default.





Value Selection Select the corporate representative group.


Results

When E-verify is triggered, then the task is assigned to the configured responsible group for action based on this rule.

7.4.7.5 Enabling E-Verify Test Account

The E-Verify Test Account is a mock service used for testing various E-Verify scenarios. When E-Verify is set toTest, the Onboarding program isn’t sending any data to the real E-Verify system. These results are fabricated in the "Test" environment. Using different social security numbers returns different result in the "Test" environment.

Context

You can use the E-Verify Test Account to try E-Verify scenarios without actually sending information to the E-Verify service.

Procedure

Go to Admin Center Compliance Settings United States E-Verify and select Test for the Account Type.



7.4.8 Configuring Federal W4 Forms

Configure W4 to set a business rule and authorize a representative to fill out the form.

Context

Form W4 is an Internal Revenue Service Tax form completed by employees in the United States to indicate their tax situation to the employer.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States of America as the country/region.3. Slide the toggle button for W4 to turn ON the form category.

Results

You've enabled the Federal W4 Form.

7.4.9 Configuring State Withholding Forms

Configure State Withholding form to set a business rule and authorize a representative to fill out the form.

Context

A state W4 Form is a tax form that serves as a guide for employers to withhold a specific amount on each paycheck to go towards state taxes.

NoteCurrently, only the employee details and declarations are populated in the state withholding forms. For successful prepopulation, the details must be entered in the Personal Data Collection step or Employee Profile before the form submission.

Employers’ section details are not populated as they are not required for a withholding declaration in most cases. If needed, the HR Representatives can download the signed forms from the system and process them outside the system.


NoteIt is recommended that you enable both the Federal W4 and the state withholding forms in the system.

Procedure

1. Go to Admin Center Compliance Settings .2. Select United States of America as the country/region.3. Slide the toggle button for State Withholding Forms to turn ON the form category.

NoteIn order to complete most forms, the following fields are required:

○ First Name○ Last Name○ SSN (The SSN must be entered through the National ID portlet before the form submission.)○ Title○ Address Line 1○ City○ State (picklist)○ Zipcode○ Country○ Date of birth

Although Suffix isn’t a required field, it needs to be configured as a picklist.

Results

You've enabled the State Withholding form.

7.4.10 Validating Metadata for Custom Compliance Forms

You can validate and preview the metadata for custom compliance forms using the validator tool.

Context

Before adding the custom compliance form using the ComplianceBundle object, you can preview the changes made.



NoteAuthoring custom compliance forms require expertise in metadata driven development. To author these forms, contact your Implementation Partner.

Procedure

1. Go to Admin Center Custom Form Validator2. Enter your code in the Meta JSON and Layout JSON fields.3. Select Render Forms to view the form layout based on the code you've entered.4. Optionally, edit the code and test the form metadata.5. Select Submit to view the data that is being captured.

Results

You’ve validated and previewed the metadata for a custom form.

Next Steps

After previewing and validating the custom compliance form, you can add it in the ComplianceBundle object in Manage Data. For more information, refer to the Related Information section.

Related Information

Adding Custom Compliance Forms [page 235]

7.4.11 Adding Custom Compliance Forms

You can add custom compliance forms that aren’t pre-delivered by uploading the form metadata.

Prerequisites

Validate your custom form's metadata and layout using the Custom Form Validator tool. For more information, refer to the Related Information section.


Context

You can provide form details, add locales for translation, and upload form attachments in the Compliance Bundle object in Manage Data.

NoteAuthoring custom compliance forms require expertise in metadata driven development. To author these forms, contact your Implementation Partner.

Procedure

1. Go to Admin Center Manage Data .2. In the search bar, type ComplianceBundle.

In the page that opens, you can configure a new compliance bundle.3. Fill in the details in the general fields to configure a new compliance bundle:


Bundle ID Unique ID for the compliance form.

Fields Metadata JSON structure to hold the fields and their metadata. All the fields in the compliance form that are used for mapping, fil-ter and the UI need to be defined in this metadata.

Form Metadata JSON structure to hold the metadata of the compliance form, like Name, Effective Start Date, End Date, and so on.

Global Filter High level filter for the form.

PDF Form Filters PDF form filters for the compliance form. Based on this filter, the PDF is assigned to user for signing.

Order Order that is shown on the UI. This is the order in which the user fills the form.

Group Metadata There can be only one UI Details object for one form/bundle. enabled for the customer.

4. Fill in the details in the fields under the User Interface Details section:


User Interface ID Unique ID for the UI details.

NoteThere can be only one UI Details object for one form/bundle.




User Interface Metadata The JASON metadata that defines all the fields and their type that are shown on the UI.

User Interface Form Filters Filters based on which it is decided whether the UI should be shown to user or not.

User Interface Layout Metadata that defines how the fields are displayed and grouped together on the UI.

User Interface Stakeholders To whom the forms are assigned.

Validations Custom validations of the fields.

Translation This is the child of the UI Details. These are used to provide the translations for the text which are shown in the UI.

Translation-Locale Locale for which the text is provided in the Translation field.

Translation-Translation Key value pair of the message key and its text in the locale. The key needs to be provided in the UI Metadata.

Tables This is the child of the UI Details.

The data provided in this table is used in calculation as per the User Interface Metadata.

Tables-Name Name of the table, which is provided in the UI metadata.

Tables-Type There are two type of table which are supported, range table and look up table.

Tables-Content Table data in comma-separated values (CSV) file format.

5. Fill in the details in the fields under the Form Details category:


Form Details This is the child of the Compliance Bundle. There can be multiple form Details (PDF Details) object for one form/bundle.

PDF ID ID of the PDF, these will be used to later needed for the signing.

PDF Form Stakeholders To whom the PDF will be assigned to.

PDF Form Filters PDF Form Filters for the Compliance Form, based on this fil-ter the PDF will be assigned to user for Signing.

PDF Templates This is a child of the form details. Use these fields to provide the details of the PDF templates.

PDF Templates - Locale Locale of the PDF Template.

PDF Templates- Upload Attachment Actual PDF template.

PDF Templates- PDF Form Mappings Mapping of the fields (provided in the fields metadata) and the PDF fields.

6. Select Save to create the compliance form.

The custom form you've created is visible in Compliance Settings page.


Results

You’ve configured a custom compliance form.

Related Information

Validating Metadata for Custom Compliance Forms [page 234]

7.5 Configure Document Process Flow

Once the new hire completes the personal and additional paperwork for the onboarding process, a document gets generated. As per configuration, if this document requires signatures from the hiring manager and the new hire, it is sent to the Signature step.

At this stage, Assign Onboarding Forms rule is evaluated to decide which forms should be picked up for the document flow. If this rule is set to "False", the Document Process Flow is skipped, and the new hire is made available under "Manage Pending Hire" for the hiring process.

If the rule is set to "True", then the form assignment happens, and the form is generated in Print Form Services (PFS). If the form contains any signature field the form goes to DocuSign, and an e-mail is sent to the hiring manager and the new hire to sign the form.

You can create rules of Scenario Assign Forms in Admin Center Configure Business Rules and set a condition that a particular form gets generated depending on the Job Code of the new hire. Forms without signature field are made available under Admin Center Manage Documents . Forms with signature field directly go to DocuSign or SF e-signature as per the configuration, and appear under Manage Documents only after completion of the Signature process.

After generating the documents successfully, the new hire status should be updated to Ready to Hire. The new hire appears under Pending Hires.

During the offboarding process, document flow is triggered after the employee exiting the organization has reviewed the required details.

7.5.1 e-Signature Methods Supported in Onboarding and Offboarding

e-Signatures accelerate the Onboarding and Offboarding processes, eliminate manual tasks, and ensure security.

As part of the Onboarding process, the new hire needs to submit multiple documents. Several of these documents contain critical information about the new hire satisfying specific criteria essential for the job. During the Offboarding process, the employee exiting the organization needs to review several documents with information about personal information, job information, last working day.



Therefore, it's essential that all the stakeholders in the Onboarding and Offboarding processes mutually agree on the key information entered by signing the documents.

As an HR admin, select the electronic signature method that will be used for esignatures, and configure the esignature process as per specific business requirements.

There are two eSignature methods that used in Onboarding and Offboarding:

Embedded signature: The embedded signature functionality is an in-house application of SAP SuccessFactors for e-Signatures. It is supported by SAP SuccessFactors eSignature. Using this fuctionality, users can sign documents from within the Onboarding instance. For users who are familiar with Onboarding 1.0, this is similar to the Click to Sign feature.

Remote signature: This functionality is supported by DocuSign. With the Remote signature support, you can sign documents directly in DocuSign, using a web browser or a mobile device. Whenever a signature is required, you will receive an email with a URL and instructions on how to sign the forms. Click on the URL, to sign the document.

NoteCustomers need to have a DocuSign license to be able to use this.

7.5.1.1 Setting Up DocuSign for Onboarding and Offboarding

Adding DocuSign integration to Onboarding allows onboarding and offboarding participants to sign their documents electronically.

Prerequisites

● You need a DocuSign corporate account. If you already have a DocuSign corporate account (for example, one used with Recruiting), it can be used.

● If you don’t have an existing DocuSign Account, contact your SAP SuccessFactors account executive to purchase a subscription to SAP Signature Management by DocuSign.

● Only one system administrator e-mail address and password can be associated with the DocuSign account. These are required to enable DocuSign for Onboarding. The admin e-mail address is the primary account for the integration.

● Customers must configure DocuSign Connect in their DocuSign account to use remote signing.● As an admin you should have Configure DocuSign eSignature permission to configure DocuSign. To enable the

permission, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the Related Information section.

Context

DocuSign doesn't support embedded e-Signature method but only supports remote e-Signature method. When a signature is required, you receive an email with a URL and instructions on how to sign the forms. Open the URL to sign the document.


Procedure

1. Go to Provisioning Company Settings and enable the Enable DocuSign Adaptor checkbox.


2. Go to SAP SuccessFactors HXM Admin Center Configure DocuSign eSignature .3. Enter your DocuSign account ID in the Account ID field.4. Enter the e-mail address associated with the integration in the Email field.5. Select an Integration type from the dropdown menu.6. Click Activate.

7. Go to Admin Center Onboarding General Settings page and switch to Remote e-Signature.

When a signature is required, you receive an email with a URL and instructions on how to sign the forms. Click on the URL, to sign the document.

8. Click Switch on the Change to Remote Signature popup.

Results

You have set up DocuSign for Onboarding and Offboarding.

7.5.1.1.1 Managing Sent DocuSign Envelopes

Manage sent DocuSign envelopes to resend emails, refresh the status, cancel, filter and sort envelopes.

Procedure

1. Go to Admin Center Manage DocuSign envelopes .

If there are more than 10 envelopes, click More to continue to the next page.

2. Click Envelope to resend e-mails for selected envelopes.

3. Click Refresh to refresh the status of selected envelopes.

4. Click Remove to cancel selected envelopes.

5. Click Filter to filter selected envelopes.

○ Provide the Envelope ID.



○ Provide the Module.○ Select the Last Time Updated using <= or >= of the date and time provided (MMM, d, y, h:mm:ss a).○ Provide the Status.○ Click Apply Filter.

6. Click Sort to sort selected envelopes.

○ Select the sorting criteria. Sorting criteria are:○ Ascending○ Descending○ Envelope Id○ Last Time Updated○ Module○ Status

○ Click OK.

7. Click Export to download envelope details in a CSV file.

7.5.1.2 Configuring SAP SuccessFactors e-Signature

To render the embedded e-Signature functionality to the signatory, configure SAP SuccessFactors e-Signature in your Onboarding instance.

Prerequisites

● Grant the following permissions from Admin Center Manage Permission Roles <Permission Role>Permission... User Permissions Miscellaneous Permissions :○ Consent: Provide Edit permission to all the users who would be using the e-Signature solution.○ Signatures : Provide Edit permission to all the users who would be using the e-Signature solution.

NoteThe Onboarding external users are granted these permissions by default as part of the OnboardingExternalUser permission role. But for hiring managers and other personas you need to assign the above permissions explicitly.

● Grant the following permissions from Admin Center Manage Permission Roles <Permission Role>Permission... User Permissions Onboarding or Offboarding Object Permissions :○ Document Template: Provide View permission to all the users who would be using the e-Signature solution.○ Document Data : Provide View permission to all the users who would be using the e-Signature solution.

● Configure the document flow step for the relevant Onboarding process in the Process Variant Manager.

● To enable the SAP SuccessFactors e-Signature functionality, go to Admin Center Platform Feature Settings and select Enable SuccessFactors eSignature.

● To trigger email notifications for SAP SuccessFactors e-Signature, the following default e-mail templates should be enabled from Admin Center Email Services Manage Email Template + Reuse Template :


○ (ONB) Document Signature Declined Message To Participants Template○ (ONB) Document Signature task completion Template○ (ONB) Document Signature task creation Template○ (ONB) Documents signed by New Hire Template

Context

Document Flow is captured in the Business Process Engine (BPE) as part of the process flow. Therefore, form assignment, form generation, form sent to a user, and completed steps in the document process flow are outlined as part of Business Process Engine (BPE).

Procedure

1. To use embedded e-Signature, go to Admin Center Onboarding General Settings page.

NoteEmbedded e-Signature is selected by default on the Onboarding General Settings page.

NoteIn case you're trying to switch to embedded e-Signature without enabling SAP SuccessFactors eSignature, an error message appears informing you that your configuration is incomplete.

2. Switch back to Remote e-Signature by clicking Remote signature on this page if you want to use DocuSign e-Signature functionality.

Results

After reviewing the new hire data, an email is sent to the signatories. On the home page, Complete e-Signing of documents To-Do tile appears to alert the signatories to add their electronic signature on the completed documents.

NoteThe Complete e-Signing of documents To-Do tile appears only if there is a requirement to sign the document.

Click Complete e-Signing of documents To-Do tile to get redirected to a page where you need to read and accept the terms and conditions of the Electronic Signature Agreement. Review each form before signing them. To e-Sign, select Click to Sign on the form.



7.5.1.2.1 Features Supported in SAP SuccessFactors e-Signature

SAP SuccessFactors has a secure electronic signature process that follows the best practice guidelines.

Here are some of the features supported in SAP SuccessFactors e-Signature:

● User authentication: SAP SuccessFactors uses single sign-on to authenticate and access the application.● Unique signature: SAP SuccessFactors e-Signature process is unique to the person using it. After signing the

documents electronically, you can see the name of the signatory along with the date and time in the signer's timezone.

NoteThe date of the signature appears only if it is configured in the document template.

● Download the signed documents: SAP SuccessFactors e-Signature allows you to download all the signed documents.

● Validate your documents: If you see that the information in the document is incorrect, you can decline the e-Signature and enter the reason to decline. All the signed documents become invalid and you receive an email notification after you decline the e-Signature. The next step is to correct the information and generate new documents based on the updated information.

● Pause the signature process: You can save and exit the signature process and return later to continue signing the documents from where you last left. All the documents which were signed before exiting from the signature process persists after returning to the signature process. SAP SuccessFactors e-Signature also supports signatures by multiple users.

● Secure encryption of electronically signed documents: SAP SuccessFactors has a secure way of authorizing electronically signed documents to maintain the authenticity of the documents.When you sign a document electronically, a non-reversible one-way hash of the document is calculated using SHA-256 algorithm and the hash is encrypted using RSA.

● Secure document repository: SAP SuccessFactors Document Management Service stores all the signed documents in a secure configured document repository.

NoteThe Document Management Service does not support Open Text integration.

7.6 Triggering No-Show for a New Hire

If the new hire decides not to work for the company after being onboarded, or the company decides not to onboard a new hire, the Onboarding process for the new hire is canceled, and a no-show is triggered.

Prerequisites

Enable the following permissions in Role-Based Permissions:


● Cancel Onboarding Permission under Manage Onboarding or Offboarding: This permission allows you to cancel the onboarding process.

● Employee Central Foundation OData API (read-only) under Employee Central API: This permission gives you read access to the Foundation OData API.

For more information on how to enable these permissions, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic in Related Information section.

Context

When Onboarding is canceled for a new hire, from the Onboarding Dashboard Candidate details page, a no-show is triggered in Employee Central.

In the following scenarios, you can trigger a no-show from the employee's profile and cancel the Onboarding process for the new hire:

● After Manage Pending Hire (MPH) step prior to the job start date● Within 30 days of the job start date

NoteFor the above scenarios, before the start date of the new hire, the active external user is deactivated. Post start date the internal user would be deactivated. In both the cases, the Onboarding process and the tasks are canceled.

No-Show event reasons appear on the Cancel Onboarding dialog box instead of Onboarding cancel reason.

To provide the event reason that is associated with the no-show event, you must perform the following actions:

1. Adding a No-Show Picklist Value [page 245]Add a No-Show picklist value to the event for triggering the No-Show.

2. Adding a Report No-Show Picklist to the Employee-status [page 245]Add a Report No-Show picklist to the employee-status for triggering the No-Show.

3. Setting Up the Event Reason [page 246]Set up and configure the event reason that is to be associated with the No Show event.

Related Information




7.6.1 Adding a No-Show Picklist Value

Add a No-Show picklist value to the event for triggering the No-Show.

Procedure

1. Go to Admin Center Picklist Center , and search for event picklist.2. Select the event picklist from the search result.3. Select the Active version of the event to add the No-Show picklist.4. Select + on the Picklist Values header, on the event page.

The Add New Value page opens.5. Enter NS as the External Code, provide a Label for the No-Show event, and set the Status to Active.6. Save the changes.

Results

You’ve added a new No-Show picklist to the event.

Task overview: Triggering No-Show for a New Hire [page 243]

Next task: Adding a Report No-Show Picklist to the Employee-status [page 245]

7.6.2 Adding a Report No-Show Picklist to the Employee-status

Add a Report No-Show picklist to the employee-status for triggering the No-Show.

Procedure

1. Go to Admin Center Picklist Center , and search for employee-status picklist.2. Select the employee-status picklist from the search result.3. Select the Active version of the employee-status to add the Report No-Show picklist.4. Select + on the Picklist Values header, on the employee-status page.

The Add New Value page opens.5. Enter RNS as the External Code, provide a Label for the ReportNo-Show event, and set the Status to Active.6. Save the changes.


Results

You’ve added a new No-Show picklist to the event.


Previous task: Adding a No-Show Picklist Value [page 245]

Next task: Setting Up the Event Reason [page 246]

7.6.3 Setting Up the Event Reason

Set up and configure the event reason that is to be associated with the No Show event.

Procedure


2. Provide the Event ID as NO_SHOW_EVENT_REPORT or any ID of your choice that you want to associate with the No-Show event.

3. Provide a Name and a Description for the Event and set the Status to Active.4. Select the previously configured No Show picklist from the Event dropdown.5. Select the Employee Status as Reported No Show, and Save the changes.

Make sure that you enter the effective date on this page. This event reason becomes effective from the date you enter on this page. Any candidate created before this date cannot view this event reason.

6. After configuring the event reason, in Role-Based Permissions, scroll down to Event Reason and provide edit permission to the No Show event reason in Employee Data.

Results

You’ve configured the Event Reason for No-Show.


Previous task: Adding a Report No-Show Picklist to the Employee-status [page 245]



7.7 Configuring Business Rule for Event Reason

You can create a business rule to automatically set the Event Reason field based on the defined conditions.

Context

During the creation of an external user, only rules with the following conditions are executed:

● Rules must be created under the Job Information Model base object.● Rules must be associated with the event type OnSave.● The Rule Contexts must be set to Yes only for Onboarding and No for other rule contexts.

For more information on how to associate the business rule with data model and configure conditions, refer to the Related Information section.

Note● Similar business rules can be created for other fields in the Job Information Model.● The procedure shown is a generic example to configure a business rule for event reasons. It shows the

steps to set conditions for external hires and internal hires. You can add or remove conditions as you want the flow to work.

Procedure



2. Select (Create New Rule).3. Select Basic rule scenario under Basic category.4. Enter a value for Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Select Job Information Model from the Base Object dropdown menu.6. Select Continue to move to the Configure Business Rules page.7. Select your If criteria:



Matches() .




Field Type Select Boolean().

Value Selection 1. Select Yes.

2. Select Job Information Model applicationIDValue from the String to be checked dropdown.

3. Select Text from the Regular expression dropdown and enter ^.*Recruiting.*$.






4. From the left expression dropdown menu, select Job

Information Model Event Reason Value .



Value Selection Select the event reason for internal hire.

9. Select Add Else If to add more details to your business rule.



Matches() .


Field Type Select Boolean.

Value Selection 1. Select No.

2. Select Job Information Model applicationIDValue from the String to be checked dropdown.

3. Select Text from the Regular expression dropdown and enter ^.*Recruiting.*$.

NoteIf you miss adding this condition, the event reason value may be updated to "New Hire" by the rule, after the event reason value was updated manually in the New Hire Data Review step.



10. To add another 'If' condition, select the dropdown next to the (View Expression). Navigate to AddExpression AND .



Job Information Model Event Reason Value .


Field Type Select Null.






4. From the left expression dropdown menu, select Job

Information Model Event Reason Value .



Value Selection Select the event reason for external hire.



Results

You have created a business rule to set the Event Reason field automatically.

Next Steps

Associate the rule with the data model and ensure that the required conditions are met for the rule to execute successfully. For more information, refer to the Related Information section.

Related Information

Associating Business Rule for Event Reason with Data Model [page 251]



7.8 Associating Business Rule for Event Reason with Data Model

The business rule created to automatically set the Event Reason field must be added to the data model and configured to meet the conditions required for execution.

Prerequisites

A business rule for setting the event reason must be configured. For more information on configuring the rule, refer to the Related Information section.

Procedure


2. Select Employee Central jobInfo .3. Under Trigger Rules, set the Event Type to onSave.4. Select the created rule in the Rules drop down.

5. Under Details Rule Contexts , set only Onboarding to Yes. Ensure that all other fields are set to No.

NoteIf you’ve mapped a value for the Event Reason field, remove the mapping for the rule to execute.

Results

You have associated the business rule with the required data model. Every time an external user is created, the Event Reason field is set based on the defined criteria.

Related Information



7.9 Onboarding Configurations for Instance Sync

Use instance synchronization to push Onboarding configurations from the Test instance to Production instance.

Prerequisites

Enable... From... To access the... For more information, refer...

Instance Synchronization Wizard

Upgrade Center Instance Synchronization Wizard, the Instance Synchronization Monitor Tool, and the Manage Sync Packages in Admin Center

Enabling Instance Synchronization

Manage Instance Synchronization

Administrative Permissions in Role-Based Permissions

Instance Sync tools and sync artifacts from the source instance to the target instance

Instance Sync Permissions

Onboarding in the Target instances

Provisioning Onboarding configurations Enabling Onboarding

Instance Sync Between Source and Target Instance

After you've enabled Instance Synchronization Wizard in your system, you must pair the source and target instances using the Instance Sync tool. This is a one-time task for initial setup. For more information on how to enable this permission, refer to the "Pairing the Source and Target Instances" in Related Information section.

After instance sync is set up in your system, you can use the Instance Sync tools to create, run, manage, and monitor synchronization jobs.

NoteEvery sync job or sync package includes one or more sync artifacts. During the set-up of a sync job, you select the sync artifacts you want to include in the Instance Synchronization Wizard. Each artifact contains a collection of related configuration settings and has its own separate set-up steps and sync behavior. For the prerequisites, guidelines, considerations, and permissions that apply while syncing the artifacts, refer to the following sections under "Instance Sync Artifacts" in the Related Information section:

● MDF Rules● MDF Object Definitions● MDF Data● Picklists● Role-Based Permission Groups● Role-Based Permission Roles



https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/55adfb6c6b394e1ea8c52c8adb5188dc.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/55adfb6c6b394e1ea8c52c8adb5188dc.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/47e8b9fda1ec41bca3b5964f73d63b46.html

https://help.sap.com/viewer/DRAFT/c94ed5fcb5fe4e0281f396556743812c/latest/en-US/c1a222083c094a128ccbf577e520b238.html

Set up configuration sync job to push the configurations from the source to target instance. For more information, refer to the "Setting Up a Configuration Sync Job" in Related Information section.

While setting up the sync job, configure the following:

To Configure... Perform the following Actions: For more information, refer...

MDF Picklists Select one or more MDF Picklists to include in the sync.

NoteInstance sync dosesn't work for picklists unless both source and target instances' picklists are migrated to the new Picklist Center.

Sync Artifact for MDF Picklists

MDF Rules Select the rules per dependencies and the last edited dates.

Sync Artifact for MDF Rules

MDF Data for Email Objects Sync the data for all the MDF Objects.

Sync the following Email Services Objects data:

● EmailTemplate● EmailTrigger● EmailTriggerCategory

NoteAll email templates are uniquely identified based on the Name. If the Name is changed, then in the Target instance a new template is created instead of overwriting the existing template.

Data Models Manually sync Succession Data Model and country/region-specific Succession Data Model.

NoteUse a compare tool and manually migrate only the relevant elements.

Sync Artifact for Data Models


https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/91b79b446916496299432f4e24e9601a.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/8432ade66a9f4e7086f931556369498a.html?q=MDF%20Rules

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/c7e06131efb04d4ea7d8b93decc4d2e8.html?q=Data%20Models


MDF Object Definitions Sync the following MDF Objects specific to Onboarding tasks:

● ONB2ChecklistActivity● ONB2ChecklistItem● ONB2DataCollectionConfig● ONB2DataCollectionUserConfig● ONB2GoalActivity● ONB2GoalCategoryConfig● ONB2EquipmentActivity● ONB2LinkActivity● ONB2MeetingActivity● ONB2MessageActivity● ONB2UsefulContactActivity● ONB2WhatToBringActivity● ONB2WhereToGoActivity

NoteAny object definitions linked to ONB2DataCollectionUserConfig shouldn’t be synced.

Sync Artifact for MDF Object Definitions

Sync the following Email Services Object Definitions:

● EmailTemplate● EmailTrigger● EmailTriggerCategory

NoteAll email templates are uniquely identified based on the Name. If the Name is changed, then in the Target instance a new template is created instead of overwriting the existing template.

NoteBefore syncing the Data of an MDF Object, the related Email Services Object Definitions needs to be synced.



https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/b5f3b26e532d4d428e9bec434995a6d6.html


Sync the following MDF Object Defini-tions created for Data Collection:

● Custom Objects like Uniform etc.● ONB2DataCollectionConfig● ONB2DataCollectionUserConfig

Sync MDF Data for ONB2DataCollectionConfig.

MDF Data Select entities from MDF Data for which all the data needs to synced.

NoteBefore syncing the data of an MDF Object, the related Object Definition needs to be synced.

Only those MDF entities appear which isn’t auto-numbered and have Business Key configured. Most of the ONB2 Objects don't satisfy this limitation.

Sync Artifact for MDF Data

Role-Based Permission Groups Sync the Role-Based Permission Groups artifact from the source to target instance.

Select the specific Groups you want to sync.

NoteIn the target instance, make sure that the following users exist to allow Group sync to succeed:

● Admin User (for Onboarding Process)

● Admin User Error (for Error Flow)

● Admin User for the permission groups

Necessary users in source and target systems should be similar.

Sync Artifact for Role-Based Permission Groups


https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/0d9098a4cf33451bb2b14d6ed6ddde07.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/26f2aaffe6c447669a55cef357a71c1a.html?q=Role-Based%20Permission%20Groups

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/26f2aaffe6c447669a55cef357a71c1a.html?q=Role-Based%20Permission%20Groups


Role-Based Permission Roles Sync the Role-Based Permission Roles artifact from the source to target instance.

Select the specific r you want to sync.

Sync Artifact for Role-Based Permission Roles

Data Collection NoteSync the Data Collection isn’t supported for Instance Sync. Therefore, while synchronizing MDF object defi-nitions, remove the Data Collection object definitions that has been linked to ONB2DataCollectionUserConfig.

Related Information

Pairing the Source and Target InstancesInstance Sync ArtifactsSetting Up a Configuration Sync Job

7.10 Onboarding Configurations for Instance Refresh

Use Instance Refresh to copy Onboarding data from Production to Preview instance.

You can use the Instance Refresh tool to create a replication request of SAP SuccessFactors HXM Suite. You can also monitor the status of the request from the source to target instance. For more information, refer to the "Things to Know Before Refreshing the Target Instance" topic in the Related Information section.

NoteIf Onboarding is available in Preview instance but doesn't exist in Production instance, and the instance refresh process is run, then the data and the configurations in the Preview instance is lost.

The instance refresh can’t be triggered for one solution in the SAP SuccessFactors Application Suite. When the Instance Refresh process gets triggered, it affects the complete SAP SuccessFactors Application Suite.

NoteYou can’t do a refresh from Onboarding 1.0 (source) to Onboarding (target) or the reverse.



https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/b6235dd775fb4d51a482d56a7c5d4356.html?q=Role-Based%20Permission%20Roles

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/b6235dd775fb4d51a482d56a7c5d4356.html?q=Role-Based%20Permission%20Roles

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/3e8b7959daa74eb5bf1dfdabb56502d1.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/7a5f726a18254235a291a1c3b44c5f37.html

https://help.sap.com/viewer/0194c73837d54910a7a6759da55828b4/latest/en-US/95016ebca4e34b319f5e5f921564c1de.html

Related Information

Things to Know Before Refreshing the Target Instance

7.11 Creating an Outbound Integration for New Hire Data in Onboarding

You can create an outbound integration to view the new hire's data such as name, hire status, hire date or any other information related to onboarding, by creating a new integration using ONB2Process as a starting entity.

Procedure

1. Go to Admin Center Integration Center

You’re directed to the Integration Center Landing Page.2. From the Landing Page, select My Integrations.3. From the My Integrations page, go to +Create menu and select More Integration Types.

NoteFor most integrations, More Integration Types is used.

The Choose Integration Type dialog box appears.4. Select the appropriate options from the Choose Integration Type

a. Select Scheduled as the Trigger Type.b. Select SuccessFactors as the Source Type.c. Select SFTP as the Destination Type.d. Select CSV as the Format.

TipYou can use the Clear All button to clear your selected choices.

5. Select Create.

You’re directed to the Integration Center Entity Search page.

NoteThe title of this page contains destination type that was selected.

6. From the Integration Center Entity Search page, enter ONB2Process as the starting entity.

This is the entity you want to use for your integration in the Search for Entities by Entity Name.7. Select ONB2Process under Other Entities.


https://help.sap.com/viewer/5644466b2c304e45b2e412ded198078b/latest/en-US/f665336f9696411b9a2241d7a23924ed.html

8. On the right-hand side pane, under ONB2Process select the Fields: as per your requirement.

For example, let us select onboardingHireStatus String(255) and processStatus String(255).9. Select user (userNav to User) under Navigations: and choose Select.10. Enter the integration name and select Configure Fields tab.

11. On the Configure Fields page, choose Add Add Field to associate an output field to a specific SAP SuccessFactors field.

12. Under Entity Tree View, select userNav and choose the user details that you want to view on the report.

You can decide the Employee Central fields that you want to include in the report. Add Status field from ONB2Process userNav Status field and choose Add Association "First Name".

Additionally, you can add fields from Employee Central entities, for example, empInfo jonInfoNavDeparment .

To view the new hire's first name on the report, select First Name and choose Add Association "First Name".13. Add filter on status field to get data for new hires(external users).

You can focus and filter on a specific set of data by using the Filter and Sort option.14. On the Destination Settings page, you must enter the endpoint/server settings for the destination of the

integration.

These settings help you send the output of your integration to○ The specified SFTP server location○ A rest service call○ From one ODATA entity to another

15. Choose Save, and save the integration as a new integration with a new name.



Results

You’ve created a report with the new hire data related to the onboarding process.

7.12 Qualtrics Email Feedback for Onboarding New Hires

Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can send employees surveys in email to find out what they thought about their onboarding experience.

Qualtrics surveys allow you to gain feedback about a new hire's onboarding experience, and ask questions such as:

● How helpful was the onboarding process?● Do you feel like you got the necessary information before starting your job?● Was your computer equipment ready for you on your first day?

Using this feature requires a Qualtrics Employee Experience license so that you can create Lifecycle projects. You also need to integrate SAP SuccessFactors with Qualtrics, and enable Intelligent Services.

You use your Qualtrics account to create surveys and view their results. All the settings to configure the contents and schedule for the email survey are performed at Qualtrics.

To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system. Refer to Integrating SAP SuccessFactors with Qualtrics for details.

Related Information

Integrating SAP SucccessFactors with Qualtrics


https://help.sap.com/viewer/c4eca16d79014af4adedde83c9e071b8/latest/en-US

7.13 Creating Sequence Object Entity for Custom ID Generation

To set up the generation of user ID and employee ID in custom formats, you must create a sequence object entity.

Context

The sequence object provides a unique sequence of numbers that can be used as a part of the custom IDs.

Procedure

1. Go to Admin Center Employee Files Manage Data .2. Select Sequence in the Create New dropdown menu.3. Enter appropriate information in the following fields:


externalCode Sequence object code

externalName Sequence object name

start The first number in the sequence generation

step Interval between consecutive numbers in the sequence

current is a system-generated value that displays the current output of the sequence. The displayed number will be used by the next ID that is generated.

4. Select Save.

Results

Your sequence object entity is now set up for custom ID generation.

Next Steps

Configure a business rule with necessary conditions and associate this object entity to generate user ID and employee ID in the required format. For more information, refer to the Related Information section.



Related Information

Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding [page 261]

7.14 Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding

As an admin, you can set up the User ID and Employee ID to be generated in specific formats that align with your integration specifications and other business requirements. Use the Generate Employee ID For Hire/Rehire rule scenario to generate IDs in the required format.

Prerequisites

Ensure that you maintain the data based on which the rules are configured. For example, if you have configured the rule to generate ID formats based on geographic location, this data must be present in Recruiting.

Context

With the ability to configure the format of the User ID/Employee ID in Onboarding, you can ensure that the employee subgroups have their own sequencing and ID formats. For example, if the ID formats for employees and contract workers are different, you can ensure that each subgroup's IDs are sequential.

You can use the existing Employee Central rules or create a new rule based on specific business requirements.

NoteThis business rule is honored only when the new hire is onboarded from SAP SuccessFactors Recruiting.

If you are using an external Applicant Tracking System or if you are onboarding the new hire manually, you'll need to add the user ID/employee ID manually before initiating onboarding. In case a value for the ID is not provided, the user ID and employee ID are generated based on the default configuration for the company.

NoteThe User ID can’t be edited after it has been generated.

NoteIn the case of rehire, the previous employee ID remains the same. Only the user ID is updated.


Procedure





3. Go to Employee Central Core Generate Employee ID For Hire/Rehire scenario.

When you select Generate Employee ID For Hire/Rehire, the rule scenario form appears.4. Enter the appropriate information in the following fields:





Employee Information Job Information Location .



Value Selection Select Bangalore.







Employee ID User ID .


Field Type Select Format Number().




Value Selection 1. Select the Template type as Text and enter the value as ONB200%d

2. Select the Number type as Get Next Value()3. Select the Sequence type as Value and choose the se

quence object entity you have created.


Results

When the Generate Employee ID For Hire/Rehire rule runs, the User ID and Employee ID are generated in the specified format.

Next Steps

Associate the business rule with ONB2Config Object. For more information, refer to the Related Information section.

Related Information

Associating Business Rule for Custom User ID and Employee ID with ONB2Config Object [page 264]


Generating User IDs with Business Rules

7.15 Associating Business Rule for Custom User ID and Employee ID with ONB2Config Object

To complete the configuration for generating custom User ID and Employee ID, you must associate the business rule you've created with the ONB2Config Object.

Procedure

1. Go to Admin Center Employee Files Manage Data .2. Select ONB2Config in the first dropdown and DEFAULT_ONB2_CONFIG in the second dropdown.3. In the onb2UserIdGenRuleConfig dropdown, select the rule that you've created.

Results

You've associated the business rule for custom user ID and employee ID generation with the ONB2Config Object.

7.16 Configuring New Hire Company Documents in Onboarding

To make relevant company details available to the new hires, you can configure a tile, which the new hires can access the content and their related links.

Context

The company details document covers everything a new hire needs to know about the company. They can read the company policies at their own pace before the start date. These company documents could be compensation policy, employee leave policy, workplace regulations, and an overview of benefits. For example, health and life insurance plan, use of company car, wellness programs, and so on.

Custom home page tiles enable you to make relevant content available to new hires based on variables such as work country/region, locale, start date, and so on.

New hires can access Company Benefit tile from the home page before the start date under Onboarding section. To configure the Company Benefit tile, perform the following actions:



https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/ef8362a2cb4a4e308a6e25832dc0e255.html

7.16.1 Uploading Company Documents

Upload the company documents that you want the new hires to access to know about the company.

Procedure

1. Go to Admin Center Manage Documents and select Upload Document icon.2. Browse and upload a document.3. Add a description for the document you uploaded.4. Select the document category.5. If applicable for the document, select the country/region and choose OK.

Results

You can see that the document is successfully uploaded in the Document Management System.

7.16.2 Configuring a Business Rule to Select and Display the Uploaded Documents

Define a business rule to select the documents that you uploaded and display them on the custom tile configuration page.

Procedure


You’re directed to the Business Rules Admin page that contains a list of business rules.

2. Select .


3. Go to Custom Tile (Decision Rules) Show New Hire Onboarding Content scenario.

When you select Show New Hire Onboarding Content, the basic rule scenario form appears.4. Enter the appropriate information in the following fields:



5. Select Continue to move to the Configure Business Rules page where you configure your If criteria based on Company, or Country/Region.

Set the If criteria:


Left Expression Go to If section and select your left expression and locate Company or Location under Job Information by expanding User under Process.

NoteThe criteria mentioned is limited to fields that have external user visibility as "yes" for Job Information.



Value Selection Select the <COMPANY>.




7.16.3 Creating a Custom Tile for Company Documents

Create a custom tile that the new hires can access to view the company documents.

Procedure

1. Go to Admin Center Manage Home Page Add Custom Tile .2. Enter the tile name and description under the General tab.3. Fill in the details of the mandatory fields under the Tile tab.4. Under the Navigation section, toggle the Rule-Based switch to ON and select the Rule Scenario as Show New

Hire Onboarding Content.

5. Select the business rule that you configured for displaying the company documents to the new hires.

NoteYou can choose multiple rules as well.

6. Select Language preference for displaying the UI content.7. Add the content and add the document link by selecting Insert Document Link icon.

NoteThe rich text editor provides you with the options to format the tile popup content.

NoteBased on different rule conditions, same custom tile can be used to display different content for new hires joining in different countries/regions.

8. To display a tile to the new hire under the Onboarding section, select Onboarding from Section dropdown under Assignments tab.

9. Select the User Group and set the start date range.10. Choose Save

Results

You've created a custom tile under Onboarding section on the home page, and have designed UI content of the tile popup.


7.17 Stories in People Analytics for Onboarding

You can use Stories in People Analytics to generate reports for Onboarding.

Use Stories in People Analytics to generate reports containing Form USCIS Form I-9 and E-Verify related information for audit purposes. Some of the Form I-9 details that can be reported include:

● Legal Entity● Social Security Number● Task-related data for Section 1 and Section 2 process● Form I-9 support Documents● Form I-9 Correction Data Information for Section 1 and Section 2● Form I-9 Reverification Information● Number of new hires who completed the Form I-9 process within the due date.

Some of the E-Verify details that can be reported include:

● Legal Entity● Social Security Number● E-Verify Status● E-Verify Case Verification Number● E-Verify Case Closure Date● Number of new hires/employees who went through E-Verify process.

NoteWith Onboarding, you can only report on data within the module by using Stories in People Analytics. You cannot use the legacy reporting tools such as Table, Canvas, Dashboards or Tiles because they don't have access to the Onboarding data schema.

You can also generate reports containing both Form I-9 and E-Verify information. To create a story report, refer to the Related Information section.

NoteFor Limitations and Important Notes for Stories in People Analytics, refer to the Related Information section.

Related Information

Available Data (Schema) in Report - StoryCreating a Story ReportLimitations and Important Notes for Stories in People Analytics



https://help.sap.com/viewer/dad69084edb947e98ebede671ecd26f0/latest/en-US/8b03a3987eb74a5abc4b87a9e155c892.html

https://help.sap.com/viewer/dad69084edb947e98ebede671ecd26f0/latest/en-US/c22895efde8b4b1e855f110732446c6f.html

https://help.sap.com/viewer/dad69084edb947e98ebede671ecd26f0/latest/en-US/f823d7644e714ebbb4c4fdd2f891bfc3.html

7.17.1 Creating a Story Report for Section 1 and Section 2 on USCIS Form I-9 Process Task Related Data

Use Story in People Analytics, to generate reports that provide details on process task-related data for USCIS Form I-9. Some of the details are the due date of a task, start date of a task, when the task was completed gives details on when a task was completed, and so on.

Context

NoteThe procedure contains sample steps based on a particular business case. You can explore Story in People Analytics to create reports based on your business requirements.

Procedure

1. Add the Compliance Process, Compliance Form Data, and Compliance Process Task tables to the Query Designer.

For more details on how to create a Story report, refer the link in the Related Information section.2. From the Compliance Process table, create a simple filter for Compliance Process Type as I-9.3. From the Compliance Process Task table, add the required columns. In this example we’re selecting the

following columns:

Column Description

End Date The date when the task got completed.

Start Date The date when the task was started.

Task Due Date The date when the task is due.

Task Type The type of task. For example, Complete Section 1 of Form I-9, Complete Section 2 of Form I-9, or Complete e-signature on Compliance Forms.

First Name (Created By) First name of the employee who created the task.

Last Name (Created By) Last name of the employee who created the task.

First Name (Task Completed By)

First name of the employee who completed the task.

Last Name (Task Completed By) Last name of the employee who completed the task.

Task Status Shows if the task is completed or is in progress.

4. Preview and save the query.

Use a Table widget, to view the report in a table structure in the design builder pane.


Results

The report is generated containing details on Section 1 and Section 2 of Form I-9 process.

Related Information

Creating a Story ReportApplying a Simple Filter

7.17.2 Creating a Story Report for Number of New Hires Overdue for Section 2 of USCIS Form I-9 Tasks

As part of Onboarding process, Section 2 of Form I-9 must be completed within 3 business days from the hire date for a new hire. Use Story in People Analytics, to generate the number of new hires for whom Section 2 was completed after 3 business days from the hire date.

Context


Procedure

1. Add the Compliance Process, Compliance Process Task, and Compliance Process Responsible Object tables to the Query Designer.

For more details on how to create a Story report, refer the link in the Related Information section.2. From the Compliance Process table, create a simple filter for Compliance Process Type as I-9.3. From the Compliance Process Task table, add the required columns. In this example, we’re selecting the

following columns:

Columns Description

End Date The date when the task got completed.

Start Date The date when the task was started.




https://help.sap.com/viewer/dad69084edb947e98ebede671ecd26f0/latest/en-US/8319af5ee1fb48e8ab319a6b6fc5a298.html

Columns Description

Task Due Date The date when the task is due. It’s the third business day from the hire date.

Task Type The type of task. For example, Complete Section 1 of Form I-9, Complete Section 2 of Form I-9, or Complete e-signature on Compliance Forms.

Task Status Shows if the task is completed or is in progress.

Task ID The ID of the Task.

4. Set an advanced filter in the Compliance Process Task table with the logical expression = v AND [(w AND x) OR (y AND z)], where:

Variable Expression

v Task Type Equal to Complete e-Signature on Compliance Forms OR Complete Form I-9 Section 2.

w Task Status Equal to Completed

x End Date Greater than Compliance Process Task. Task Due Date

y Task Status Equal to In Progress

z Task Due Date Lesser than Current Date

For more details on creating advanced filter, refer to the Related Information section.

5. From the Compliance Process Responsible Object table, add the required columns. In this example, we’re selecting the following fields:

Fields Description

First Name (Responsible User) The first name of the responsible user who completes the task.

Last Name (Responsible User) The last name of the responsible user who completes the task.

6. Preview and save the story.

Use a Chart widget, to view the report in a bar chart structure in the design builder pane. Select the Chart Orientation as Horizontal, Measure as Count, and add Dimension in the following sequence Task Type and Task Status.

Results

The report is generated to show the number of new hires for whom employers completed Section 2 of Form I-9 after the due date.

Related Information

Creating a Story ReportApplying an Advanced Filter



https://help.sap.com/viewer/dad69084edb947e98ebede671ecd26f0/latest/en-US/62685002aeec4711b1605f948ddbf4f9.html

7.17.3 Creating a Story Report on USCIS Form I-9 Documents Submitted by New Hires

New hires have to submit few documents as part of Section 1 Form I-9 task. Use Story in People Analytics, to generate a report that contains details on the documents submitted by new hires for this task.

Context


Procedure

1. Add the I-9 Audit Trial table to the Query Designer.

For more details on how to create a Story report, refer the link in the Related Information section.2. From the I-9 Audit Trial table, add the required columns. In this example we’re selecting the following columns:

Column Description

First Name First name of the new hire.

Last Name Last name of the new hire.

List A Document 1 Name Name of the List A Document 1 submitted for new hires For I-9 process.




List B Document Name Name of the List B Document submitted for new hires For I-9 process.

List C Document Name Name of the List C Document submitted for new hires For I-9 process.

List A Document 1 Expiry Expiry date of the List A Document 1.



List B Document Expiry Expiry date of the List B Document.



Column Description

List C Document Expiry Expiry date of the List C Document.

List A Document 1 Issuer Name of the issuer of List A Document 1.



List B Document Issuer Name of the issuer of List B Document.

List C Document Issuer Name of the issuer of List C Document.

3. Select a simple filter with Status as SECTION2_SIGNED.

NoteThe status SECTION2_SIGNED filters records that have the e-signature task completed for Section 2 of Form I-9.



Results

The report is generated containing details of documents submitted by new hires as part of Section 1 Form I-9 task.

Related Information





7.17.4 Creating a Story Report on USCIS Form I-9 Reverification for Employees

You can generate reports containing details of Form I-9 reverification process.

Context


Procedure

1. Add the I-9 Audit Trial table to the Query Designer.


Column Description



Rehire Date The date when the candidate is rehired.

Reverification List A Document 1 Attachment ID of the reverification List A Document 1 submitted for new hires.



Reverification List A Document 1 Name Name of the reverification List A Document 1 submitted for new hires.



Reverificaion List C Document Expiry date of the List A Document 1.

Reverificaion List C Document Name Name of the reverification List C Document submitted for new hires.

Verification Date Date when the reverification happens.

3. Select a simple filter with Status as SECTION3_SUBMITTED.



NoteThe status SECTION3_SUBMITTED filters records that have the task completed for Section 3 of Form I-9 (Reverification task for Form I-9).



Results

The report is generated containing details of Form I-9 reverification process.

Related Information


7.17.5 Creating a Story Report Having USCIS Form I-9 and E-Verify Details

You can generate reports for employees having both Form I-9 and E-Verify details.

Context


Procedure

1. Add the I-9 Audit Trial, Compliance Process, and E-Verify tables to the Query Designer.





Columns Description



Social Security Number SSN number of the new hire.

Citizenship Type The citizenship type of the new hire.

Employer State The legal entity or employer's state name.

3. Select a simple filter with Status as SECTION2_SIGNED or SECTION3_SUBMITTED based on your business requirement.

NoteThe status SECTION2_SIGNED filters records that have the e-signature task completed for Section 2 of Form I-9. The status SECTION3_SUBMITTED filters records that have the task completed for Section 3 of Form I-9 (Reverification task for Form I-9).

4. From the E-Verify table, add the required columns. In this example we’re selecting the following fields:

Fields Description



Social Security Number SSN number of the new hire.

Citizenship Type The citizenship type of the new hire.

Employer State The legal entity or employer's state name.

Case Closure Date Date when the E-Verify case was closed.

Case Closure Description Description of the E-Verify case closure.

Case Number The ID number of E-Verify case.

Case Status Display The status of the each E-Verify case transaction.

Case Eligibility Status The Eligibility if a new hire is authorized for employment or not.

Reason for Delay Description The description added for delay in E-Verify case submission.

Request Case Status The request status received from the E-Verify case detail for further action. For example, Complete E-Verify: Case status is "Draft".

Response to Case Status The response status received from the E-Verify case details. For example, Complete E-Verify: Case status is "Photo Match".

Final Status The final status of the E-Verify case.





Results

The report is generated containing details on both E-Verify and Form I-9 for employees.

Related Information





8 Onboarding Tasks

You can create a set of tasks required for the Onboarding process.

Onboarding programs are a collection of tasks. You can define onboarding programs to manage onboarding related tasks, roles, and responsibilities.

You can set up specific and relevant tasks for your organization and determine responsible user groups for the tasks based on Employee Central entities like job location or job code.

ExampleYou can define one set of Onboarding tasks for new hires located in the USA, and another set of tasks for new hires located in Germany. You can define different sets of tasks for new hires, by creating Onboarding programs and setting rules based on your business criteria.

The tasks that can be added to your onboarding program are:

● Write Welcome Message● Assign a Buddy● Recommend People● Recommended Links

Note

All Hiring Managers can view the Recommended Links that are configured from Manage Onboarding and Offboarding Tasks Onboarding Program . Additional Suggested Links are only visible to the manager who added them.

● Checklist

NoteIn the Onboarding Dashboard (New) you can:○ View checklist task under New Hire Tasks list as an optional task.○ Add the checklist item and select a user who needs to take action or perform the checklist task using

the Delegated to dropdown.○ Edit the checklist task to add/remove a checklist item or reassign a delegate to a checklist item using

the View Details button. An email notification is sent to the user whenever an item is added, removed, or updated in the checklist task.

● Schedule Meetings● Set Goals● Prepare for Day One● Where to Go

NoteThis information is derived from Employee Central Jobinfo.location


Onboarding Tasks

● Furnish Equipment

NoteThe task for requesting equipment must be integrated into ticketing or a procurement system for further processing. For more information, refer to the "Onboarding Furnish Equipment integration to External Application" document in the Related Information section.

Related Information

Onboarding Furnish Equipment integrationto ExternalApplication

8.1 Creating a New Equipment Category

Equipment categories allow you to manage the equipment you want to make available as part of your onboarding programs. Add a equipment category so that the new equipment category is listed in the Equipment section.

Prerequisites

Before you add some of the tasks to the Onboarding program, you must create resposible groups, Equipment list, and configure the prepare for day one activity.

Context

You can include a task for ordering or furnishing equipment in your Onboarding programs. When your new hires have everything they need on their first day, it projects a positive image, facilitates ramp-up, and limits productivity loss.

Creating equipment categories enables you to group specific equipment together to ease equipment selection for users.

ExampleYou can create an equipment category for mobile phones with a list that includes different models.

NoteThis equipment must be listed before adding it to the Onboarding program.

Implementing OnboardingOnboarding Tasks PUBLIC 279

http://help.sap.com/disclaimer?site=https%3A%2F%2Fd.dam.sap.com%2Fa%2FEBSpVmf%2FONB%25202.0%2520Furnish%2520Equipment%2520Integration%2520to%2520External%2520app.pdf

Procedure

1. Go to Admin Center and choose On/Offboarding then select Manage Onboarding and Offboarding Tasks.2. Choose the Task Settings tab then add an Equipment Category by choosing + New Category.3. Enter an ID and Category Name for the equipment.

NoteYou can enter a numeric or an alphanumeric value in ID and enter a value like Mobile or Laptop in Category Name.

4. Select or upload an icon based on the equipment category.5. Add items to the equipment category by choosing + Add.6. Enter the ID and Item Name.

NoteIf you have added a category for phone, then you can enter the unique ID of the phone in ID and enter the phone model like, Iphone6, Iphone 6s in the Item Name.

7. Add the required items, and then choose Submit.

Results

The new equipment category is listed in the Equipment section.

8.2 Creating a Prepare for Day One List

Preparing the day one list for new hires allows the admin to list the things the new hire needs to bring when reporting to work on the joining day. Create a day one list to help new hires come prepared on their first day at work.

Prerequisites

Before you add some of the tasks to the Onboarding program, you must create resposible groups, Equipment list, and configure the prepare for day one activity.

The Configuration for Prepare for Day One Task permission must be enabled.


Onboarding Tasks

Context

New hires at different offices or in different positions (data analyst opposed to factory inspector) prepare differently for their first day. Onboarding supports your unique business and processes by allowing you to create separate lists to suit the different needs of your new hires. Once you have your lists, you can define your onboarding programs and business rules to display the right list for each new hire. And other onboarding participants, like the manager, can provide supplemental information to the list.

ExampleManagers can add a reminder that tells the new hire to wear comfortable shoes for the company campus tour.

Procedure

1. Go to Admin Center and choose On/Offboarding then select Manage Onboarding and Offboarding Tasks.2. Choose the Task Settings tab then scroll to the Prepare for day one lists section.3. Choose + New List.

NoteYou can also edit or delete existing lists.

4. Enter an ID and List Name.

5. Add translated versions of the list name by choosing (Translations) .

6. Add items to the list by choosing (Add).

NoteItems are free text entry and often include things like a reminder to bring a photo ID, a copy of their offer letter, or even what's considered appropriate work attire.

7. Choose Submit.8. Set a rule for the Onboarding process to select the created list by choosing Setup Business Rule.9. Choose which list is Default.

NoteThe default list ensures there's always a list assigned for new hires. New hires are assigned a day one list based on business rules. The system assigns the default list to users where no existing rule applies.

Results

You can add the List of things to bring to an onboarding program.


Next Steps

Once you've defined your Prepare day one lists and your onboarding programs, choose Define Business Rules to define rules based on your business criteria.

8.2.1 Setting Up a Business Rule to Select the "Prepare for Day One List" Activity

Set up a business rule to select the Prepare for day one list activity.

Context

Creating an activity for the Prepare for day one list enables you to add it to the Onboarding program. You can define a business rule to set the activity for new hires, and to make the activity available in the Onboarding program.

Procedure

1. Go to Admin Center and enter Configure Business Rules in the Tool Search field.

2. Choose the Configure Business Rules link.

3. Create a new rule by choosing Create New Rule.4. Expand the Onboarding 2 menu and choose Select What-To-Bring Configuration.5. Enter the Rule Name, Rule ID, and Start Date.6. Choose Continue.7. Define the business rule on this page as per your requirement and choose Save.

ExampleA rule is set for an already created list with the List Name as List Of Items and ID as ID1.


Onboarding Tasks

Results

The Prepare for day one list is available to new hires based on the defined business rule.

8.3 Setting Up Onboarding Programs

You can define a set of tasks for new hires by configuring the Onboarding programs.

Context

There are many tasks that can be defined in the Onboarding process. You can set up specific and relevant tasks for your organization and determine responsible groups for the tasks based on Employee Central entities like job location, or job code.

ExampleYou can define one set of Onboarding tasks for new hires located in the USA and another set of tasks for new hires located in Germany. You can define different set of tasks to different new hires by creating an Onboarding program and setting a rule based on your business criteria.

Once you've initiated the onboarding process for a new hire, the system follows the business rules associated with your Onboarding programs to determine which program applies for that particular candidate. Business Rules provide the flexibility to manage your processes and can be based on criteria like location or job type.


The tasks that can be added to your onboarding program are:

● Write Welcome Message● Assign a Buddy● Recommend People● Recommended Links● Checklist● Schedule Meetings● Set Goals● Prepare for Day One● Where to Go● Furnish Equipment

NoteConfigure Onboarding Program wih Tasks which you want to display on the New Hire home page as Tiles. As paricipants of the Onboarding process you must complete those tasks for them to appear as tiles on New Hire home page.

1. Creating an Onboarding Program [page 284]Create onboarding programs by adding required tasks. You can define a set of tasks for new hires based on Employee Central entities like job location or job code.

2. Setting Up a Rule for Selecting the Onboarding Program [page 289]Set up a rule that selects the desired onboarding program for new hires.

8.3.1 Creating an Onboarding Program

Create onboarding programs by adding required tasks. You can define a set of tasks for new hires based on Employee Central entities like job location or job code.

Prerequisites

● If you want to make an added task mandatory, responsibility groups must be defined.● For adding a task as mandatory, setting goals, ordering equipment, and listing day one information, define the

following:○ Responsibility groups○ Goal plans○ Equipment list○ Prepare for day one list

● You must have View and Edit permissions to manage Onboarding programs.

● Check permissions by going to Administrator Permissions Onboarding or Offboarding Admin Object Permissions ONB2Config .


Onboarding Tasks

Context

Onboarding programs are a collection of tasks. There are many tasks that can be defined in the Onboarding process. You can set up specific and relevant tasks for your organization and determine responsible groups for the tasks based on your business criteria.

ExampleYou can define one set of Onboarding tasks for new hires located in the USA and a separate set of tasks for new hires located in Germany.

You can define different set of tasks to different new hires by creating an Onboarding program and setting a rule based on your business criteria.

Once you've initiated the onboarding process for a new hire, the system follows the business rules associated with your Onboarding programs to determine which program applies for that particular candidate. Business Rules provide the flexibility to manage your processes and can be based on criteria like location or job type.

ExampleConsider a scenario where:

● You have a buddy policy that is location-dependent.● You also have several job types that require specific sets of equipment.

Based on the scenario-specific requirements, you set up your onboarding programs.

Procedure

1. Go to Admin Center and in the tools search field enter Manage Onboarding and Offboarding Tasks.2. Create a program by choosing + New Program.3. Enter the ID and the Program Name.4. Optional: Enter a Brief Description of the program.5. Select the onboarding task to add to the program by choosing + Add Task.6. Define the task attributes that are specific to each task.

Task Additional Information

Write Welcome Message Compose a standard welcome message with the following options:

○ Insert tokens to personalize the message for the new hire. The tokens that can be inserted in the subject and message are:○ First Name○ Last Name○ User ID○ Job Title○ Location



○ Manager First Name○ Manager Last Name

○ Create localized versions for the languages configured in your system by choosing (Translate).

○ Make this task mandatorily available in Onboarding program by setting the Required task to Yes, enter a due date for the task, and assigning the task to predefined participants. If the task is set as required, assign it to a responsibility group and set the Due Date.

Assign a Buddy Add a task for assigning a buddy to the new hires who can guide them for the first few weeks on the job.

You can make this task mandatory in Onboarding program by setting the Required task to Yes, enter a due date for the task, and assigning the task to predefined participants.

The responsible person adds a note which is visible to the new hire. This note explains why they have selected that person as a buddy. The new hire can see this note when they access the Familiarize with Important People tile under the To Do section on the home page. The responsible person can then optionally write a personal note to the buddy that will be included in the email to the buddy.

NoteOnly one buddy can be assigned to the new hire at a time. Adding a new buddy removes the previous buddy.

Recommend People Add a task for recommending important people for the new hires when they join the organization.

Make this task mandatorily available in Onboarding program by setting the Required task to Yes, enter a due date for the task, and assigning the task to predefined participants.

The responsible person adds a note that is visible to the new hire and explains why they have recommended that person. The new hire can see this note when they access the Familiarize with Important People tile under the To Do section on the home page.

Recommend Links Select the Add link button to add important links to websites like company portals that are important for the new hires to know.

Since this list is made available to the new hire before their start date, links to the internal portal pages and resources do not work. The new hire can see this under the Useful Links tile on the home page.

Checklist Select the Add Item button to add your checklist.

The hiring manager and the participants of the onboarding process should prepare a checklist to welcome the new hires on their first day at work and to set the tone for a


Onboarding Tasks


successful collaboration. For example, prepare the new hire’s workstation before they arrive. Consider decorating their desk with an onboarding kit, employee handbook, welcome letter and, so on.

Schedule Meetings Select the Add Meeting button to add standard meetings to the task.

The responsible person can set up meetings for the new hire that occurs on or after their start date. Note that these meetings do not appear on their outlook calendar but are visible under the Meetings tile on the home page. The meetings are sent using an .ics email to update the outlook calendar of the new hire. If the meeting is scheduled before start date it goes to the new hire’s personal email address. If scheduled after the start date it goes to the business email address.

Set Goals Select a goal plan from the dropdown and enter a due date for each goal category.

Prepare for day one If the task is set as required, assign it to a responsibility group and set the Due Date.

List of things that the new hires should bring on their first day. To list out the items for the new hire, the Admins can configure this based on business rules. The manager can then add their own additional personal note with any relevant instructions.

Where to go This indicates that the office location is visible and the manager can input an additional note.

If the task is set as required, assign it to a responsible group and set the Due Date.

NoteThe Where to go tile pulls data from the Central Orientation Meeting first, then it pulls data from Recruit-to-Hire mapping second.

Furnish Equipment Select equipment from the list.

You can make this task mandatorily available in Onboarding program by setting the Required task to Yes, enter a due date for the task, and assigning the task to predefined participants.

NoteIf you mark a task as required, you need to assign it to a responsibility group and indicate the Due Date. If there is no responsibility group assigned, the Hiring Manager is considered as the responsible owner of the task by default.

For some tasks, you get additional options only after you mark the task as required. The type of additional information you can define varies from task to task.

NoteThere are some tasks that require the addition of standard content, like the welcome message or checklist. Task owners can still edit the content of the tasks assigned to them.


ExampleThe hiring manager can modify the welcome message, add items, or remove items before assigning the checklist to the new hire.

7. Save the program by choosing Submit.8. Optional: For an existing onboarding program, you can:

Action

(Edit) Edit an existing onboarding program.

The program ID is read-only and cannot be edited.

(Copy) Copy an existing onboarding program.

Each program requires a unique ID, but the Program Name and Brief Description are both copied to the new program.

TipChanging the name and description of the program is optional. However, it is recommended to provide a distinct name and description for each program.

(Delete) Delete a program.

You cannot delete programs that are marked as active.

Results

The newly created program appears on the Manage Onboarding and Offboarding Tasks page.

Task overview: Setting Up Onboarding Programs [page 283]

Next task: Setting Up a Rule for Selecting the Onboarding Program [page 289]

Related Information



Onboarding Tasks

8.3.2 Setting Up a Rule for Selecting the Onboarding Program

Set up a rule that selects the desired onboarding program for new hires.

Context

You can define a rule where the Onboarding process picks the required program for the new hires.

Procedure

1. Go to Admin Center and enter Configure Business Rules in the Tool Search field.

2. Choose Create New Rule.3. Choose the Select Onboarding Task Configuration option from the Onboarding section.4. Enter the Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.5. Choose Continue.6. Define the business rule as per your requirement.7. Choose Save.

Results

The selected Onboarding program is triggered when the Onboarding process is initiated based on the set conditions.

Task overview: Setting Up Onboarding Programs [page 283]

Previous task: Creating an Onboarding Program [page 284]


8.4 Adding a Central Orientation MeetingA central orientation meeting allows you to provide details about the meeting that new hires are required to attend for their first day orientation.

Context

You can provide the orientation meeting agenda, start data, end date, and other details by adding a Central Orientation Meeting.

Procedure

1. Go to Admin Center.2. Enter Maintain Onboarding Central Orientation Meetings in the Tools Search field. Access the tool

by choosing the search result.3. Choose + Add Central Orientation Meeting.4. Enter a unique meeting ID in the ID field.5. Enter the meeting subject in the Meeting Subject field.6. Enter the meeting agenda in the Meeting Agenda field.

7. Select the (Date and Time) start date and time from Start Date and Time.

8. Select the (Date and Time) end date and time from End Date and Time.9. Enter the location information for the meeting, including the building name or room if necessary.10. Choose Submit.

A central orientation meeting is now created.

NoteThe meeting details appear in the Meetings tile on the Home Page for new hires and display until the start date of the meeting. After the meeting start date, the corresponding meeting details are removed. However, managers can get historic data about the Orietation meeting.

11. You can search for the orientation meeting by going to the Central Orientation Meetings page. For a given meeting:

○ Choose (Edit) to edit the meeting.○ (Copy) to make a copy of the meeting.

NoteThe option to copy a meeting is particularly useful if you wish to create similar meetings with small modifications such as date, time, or location. However, you must provide a new meeting ID.

If you are copying a meeting that has already occurred, then you must provide valid Start Date and Time and End Date and Time values.


Onboarding Tasks

○ (Delete) to delete a meeting.

Results

The meeting is added to the Central Orientation Meetings list.

8.5 Setting Up a Business Rule for the Central Orientation Meeting

Set up a business rule to select an added Central Orientation Meeting for the new hires.

Context

After adding a central orientation meeting, you must set a business rule before you can select the central orientation meeting.

Procedure

1. Go to Admin Center Maintain Onboarding Central Orientation Meetings .2. Choose Define Business Rules to create a rule for assigning a central orientation meeting to new hires.3. Choose + Add New Rule.

The Configure Business Rules page is opened. Under the Onboarding scenario, Assign Central Orientation Meetings rule type is selected by default.

4. Enter a value for Rule Name, Rule ID, and select a Start Date.

NoteThe Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.

5. Choose Continue.6. Configure the rule as per your requirements.

ExampleA rule is set for an already added meeting with Meeting Subject as NEWHIREORIENTATION and ID as A1.


7. Choose Save.

Results

A business rule is created with the specified conditions.

8.6 Recommended Links

The Recommended Links task is added to the Onboarding program to make it easy to share recommended links with new hires.

Recommended Links are links that are available for the hiring manager to share with new hires. Recommend links are configured from Manage Onboarding and Offboarding Tasks Onboarding Program . Recommend links are visible to all hiring managers.

Suggested Links are frequently used links that hiring managers can save to share with new hires. Suggested links are configured from the <UI screen> page. Suggested links are only visible to the hiring manager who added the link and the new hire that receives the link.

NoteIf Hiring Manager A adds a link, can see the Suggested Link in addition to the Recommended Links configured from Manage Onboarding and Offboarding Tasks Onboarding Program . Hiring Manager B can only see the Recommended Links.


Onboarding Tasks

8.7 Archive Onboarding/Offboarding Tasks

You can configure your application to remove completed or irrelevant Onboarding tasks from the dashboard of the assigned Onboarding/Offboarding participants.

Tasks created as a part of the Onboarding/Offboarding process have a specific due date. Once the tasks are addressed and the Onboarding/Offboarding process is complete, there’s no reason for the tasks to remain on the dashboard of the assigned Onboarding/Offboarding participants. The reasoning also applies to incomplete tasks that wont be addressed by the assigned participants due to some reason.

Onboarding facilitates auto archival of Onboarding/Offboarding tasks with the help of:

● A business rule, which identifies the Onboarding/Offboarding tasks to be archived based on a configured criteria.

● A batch job from Provisioning, which runs periodically to archive Onboarding/Offboarding tasks based on inputs received from the business rule.


One of the reasons for introducing this feature is to help you organize and manage tasks on your dashboard in a better way so that priority tasks are duly identified and addressed.

Onboarding allows you to configure conditions to archive Onboarding/Offboarding related tasks as per your business requirement. You can also manually run the batch job ahead of its schedule to archive tasks. You can archive tasks by:

NoteYou can only archive the new hire records that are in closed state. It is mandatory that No Show Event Reason is configured for the new hire records that you’re planning to archive. For for information on how to configure No Show Event in the business rule for closure of the onboarding processes and tasks, refer to the "Configuring Business Rules for Closing the Onboarding/Offboarding Processes" topic.

Setting Up a Business Rule for Archiving Onboarding Tasks [page 294]Set up a business rule to automatically remove completed or irrelevant onboarding tasks from the dashboard of the assigned Onboarding participants.

Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 296]You can create a batch job and configure it to manage the archival of onboarding/offboarding tasks.

Related Information

Setting Up a Business Rules for Closing the Onboarding/Offboarding Processes [page 369]


8.7.1 Setting Up a Business Rule for Archiving Onboarding Tasks

Set up a business rule to automatically remove completed or irrelevant onboarding tasks from the dashboard of the assigned Onboarding participants.

Context

Onboarding provides a business rule with a preconfigured condition that is applied to the task archival process. The rule is configured to archive Onboarding tasks, created for new hires, 90 days after their start date. You can choose to modify the business rule to suit your requirement.

ExampleYou can set a business rule to modify the default value of 90 days.

RememberReuse the default business rule to define your conditions. If the system finds multiple business rules under this scenario, the default preconfigured condition of the business rule is considered.

Procedure

1. Go to Admin Center and enter Configure Business Rules in the Tool Search field. Access the tool by clicking on the search result.

2. Enter Configure the Period to Close and Archive Onboarding Processes and Tasks in the Scenario field, select the option, and choose Go.

3. Define the business rule to set up conditions as per your requirement.


Onboarding Tasks

Example

4. Choose Save.

Based on the conditions provided, the system shortlists onboarding tasks to archive. This data is channeled to the batch job and the required tasks are archived.

NoteOnce the activity is completed, the process from Manage Data should be Closed in order to Archive.

Next Steps

Create a batch job and configure it to archive Onboarding/Offboarding tasks.

Task overview: Archive Onboarding/Offboarding Tasks [page 293]


Related Information

Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 296]

8.7.2 Creating a Batch Job to Archive Onboarding/Offboarding Tasks

You can create a batch job and configure it to manage the archival of onboarding/offboarding tasks.

Prerequisites

Configure a business rule for archiving onboarding/offboarding tasks.

Context

A batch job is a scheduled background program that runs on a regular basis without any user intervention. You can configure the batch job to run periodically based on the conditions specified in the business rule, or manually run the batch job ahead of schedule to archive tasks. You can create a batch job that can interact with a business rule to fetch data for archiving Onboarding/Offboarding tasks. You can choose to manually execute the job. You can edit and configure the job as per your requirements.

Procedure

1. Go to Provisioning.


2. Select your company from the List of Companies.3. Choose Manage Scheduled Jobs, which is grouped under the header Managing Job Scheduler.4. Choose Create New Job.5. Find Job Definition and enter the Job Name, Job Owner, and select BizX Daily Rules Processing Batch from the

Job Type dropdown.6. Optional: Use Job Occurance and Notification to define the periodicity of the job and notification parameters.7. Choose Create Job.


Onboarding Tasks

Results

Your batch job is now created. If you have defined the job occurrence parameter, the batch job executes periodically.

NoteThis job removes all the pending Offboarding tasks of the candidates whose termination dates, as well as the number of days mentioned in Configure the Period to Close and Archive Onboarding Processes and Tasks rule, have also passed.

Next Steps

To manually execute the job, you can go back to the Manage Scheduled Jobs page, search your batch job, and select Run It Now from the dropdown under the Actions tab.

Task overview: Archive Onboarding/Offboarding Tasks [page 293]

Related Information

Setting Up a Business Rule for Archiving Onboarding Tasks [page 294]Scheduling Jobs


https://help.sap.com/viewer/f7be98f2aa7a4997be1bc122e8cfe7fb/latest/en-US/07da967a098e40d2a738f9f9d5249a98.html

9 Onboarding Process Overview

An overview of how the standard onboarding business processes work in synergy from preonboarding configuration until the start date of the new hire.

Onboarding process can be initiated from:

● SAP SuccessFactors Recruiting Management● An external Applicant Tracking System

Onboarding process starts with initiating onboarding and ends with the new hire getting converted into an employee (internal user). After onboarding is initiated, the hiring manager collects the new hire information, reviews the new hire data, and adds new hire tasks. On completion of these tasks, the new hire gets access to the application. The new hire performs the tasks assigned by the manager by selecting the tiles under the To-Do section.

NoteAt this stage, the new hire is still an external user.

Once the new hire completes all the necessary paperwork a document is generated, if applicable. This document is then sent to the signature step as per the configuration. The manager and the new hire get an email notification to review and sign the document.

NoteFor DocuSign e-signature users, an email with instructions is sent to the user.

For SAP SuccessFactors eSignature users, an e-Signature To-Do tile appears on the home page.

After this step, the new hire is listed under Manage Pending Hire for the manager to hire the new hire. On the start date of the new hire, a conversion job runs to convert the new hire into an employee who’s an internal user.

Here's an overview of the different stages in the Onboarding process:


Onboarding Process Overview

Employees in UK and Australia must complete the compliance forms by day one, as day one is the default due date. The form process must be completed by creating and applying the e-signature.

Employees in the United States must complete Section 1 of Form I-9 on or before day one. The employer must review the employee’s documents and complete Section 2 of Form I-9 within three business days of the day the employee starts work for pay. This is done to verify the identity and employment authorization of individuals hired for employment in the United States.

9.1 Initiating Onboarding

Initiate onboarding for a candidate for the onboarding process flow to start. You can initiate onboarding for a single or multiple applications of a single Job Requisition.

Prerequisites

To initiate onboarding for single or more than one application at a time, make sure that you have the following permissions enabled:

1. BizX Onboarding Integration. In Provisioning, go to Company Settings Recruiting Enable Onboarding Integration .

2. Setup Onboarding Integration: Go to Admin Center, in the Tools Search field, enter Onboarding Integration Setup. The settings tab allows you to enable Onboarding for either all Job Requisitions, or only certain

Implementing OnboardingOnboarding Process Overview PUBLIC 299

Requisitions. You can use the provided dropdown menu to set criteria for the requisitions which have Onboarding applied. For more information, scroll down to see Settings for Onboarding Integration Setup in the Related Links section.

3. Onboarding Initiate Permission role-based permission in Manage Permission Roles Recruiting Permissions .

4. Grant feature permissions for Onboarding in the Application XML. For more information on feature permissions, scroll down to see feature-permission Elements in the Related Links section.

At this stage, the SAP_ONB2_ PreDay1AccessCheck rule, which is set to "True" by default, is used to evaluate whether Onboarding process should start. You can apply your business criteria on any of the Employee Central entities like Country, Department, Division, and Job Code to evaluate this rule.

Context

The applicants should be placed in one of the application statuses configured to initiate Onboarding. You can initiate onboarding for single or multiple applications of a single Job Requisition. You can inititate Onboarding for a single application from the Take Action menu on the Application portlet.

The locale for the external new hire will be updated automatically, when you initiate the onboarding process from Recruiting Management. The locale provided by the candidate at the time of candidate profile creation is published by Recruiting Management and the same is consumed by Onboarding.

If you also provide any mapping for the defaultLocale field under the data model (hris-sync mapping), then that value overrides the locale value that is selected by the new hire as part of the candidate profile.

The welcome email and password reset page (when opened from the welcome email) will appear in the default language that is set in the Default Language field of Company Settings in Provisioning. To view the welcome email and the password reset page as per the locale selected by the new hire during candidate profile creation, create a rule and include it in the corresponding email templates.

NoteIf no locale is set, the external user's default locale is set to the company's default locale.

To initiate onboarding for multiple applications, follow the below steps:

Procedure

1. Click arrow next to the icon on the application home page, and select Recruiting.2. On the Recruiting page, under Job Requisition the candidates are available for recruiting in Ready-to-Hire state.

Click the Candidates link for the corresponding Job Title, for example HR Analyst.

It lists out all the candidates in the Ready-to-Hire state.3. Select the candidates for whom you want to initiate onboarding.



NoteClick the name to view the Application of that candidate. The Click Here link available under the Onboarding section of a candidate's Application takes you to Onboarding Dashboard instead of Onboarding Dashboard (New).

4. Click Take Action, and select Initiate Onboarding from the pop-up menu.

Once the onboarding is initiated, there is a one-time send of data based on the Admin Mapping to the onboarding module.

Note1. An error occurs if you try to onboard a candidate more than once.2. You can initiate onboarding for a maximum of 150 candidates at once.3. The portlet appears in the Application page and not in the Candidate Summary page. You can initiate

Onboarding from the portlet as well.

A confirmation popup appears with a list of selected candidates.5. Click Confirm on the Initiate Onboarding dialog box.6. Select OK on the Onboarding Status dialog box.

Results

You will receive an email notification to know the onboarding initiation status of the candidate. You can also view the Onboarding Initiation column which displays the status of the candidates (success or failed) in the Candidate Summary page.

Click Filter options, to filter on the onboarding initiation status. You can filter on statuses such as Cancelled, Failed, Success and so on.

NoteCurrently, we do not support sorting of Onboarding Initiation column.

Restriction● The Initiate Onboarding action is not audited.● In Recruiting Management, it is not possible to report on the history of Initiate Onboarding action, or see the

action history on the portlet or on the screen.● Only the latest action details are displayed on the Application portlet.

Related Information

Settings for Onboarding Integration Setup


https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US/59f94002edc148cba832a076aefb328c.html

9.1.1 Validating the Exception Data in the Onboarding Process

Ensure that Onboarding is successfully initiated by fixing errors arising out of data validations.

Context

After you initiate Onboarding from Recruiting, the new hire data is subjected to several validations to verify that information is available in the required format. If any discrepancy is found or if a data mismatch occurs, the Onboarding process is paused and redirected to what is known as an "error flow". To resume the onboarding process, you must fix all the issues reported by the system and restart the Onboarding process.

When the Onboarding process goes into the "error flow", the system creates a task and assigns to the respective Hiring Manager.

Procedure

1. Log into the system as a Manager.2. Click the Business Process tile, which is grouped under the To-Do tile group.

NoteIf you come across an error which says "User already exists", this would imply that there is some unused or obsolete data present in the system for the candidate. For this candidate, you cannot proceed with the current workflow of creating an External User.

3. Click on the task corresponding to the Onboarding process with reported exceptions.The Onboarding Process Messages page is shown where you can see all the errors reported by the system.

4. Correct the reported issues in your Recruiting Instance.5. After all the issues are addressed, return to the Onboarding Process Messages page and click Restart.

Results

The system validates the data again and if no exceptions are observed, resumes the Onboarding process.



9.2 Reviewing New Hire Data

After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire task.

Context

Data validity checks on personal and job-related data passed from the recruiting system ensures that the new hire data is correct. It also ensures that the new hire data is complete, properly mapped, and readable. If not, the system creates a task to review the data and assigns the task to the onboarding participant involved in the process.

Generally, if there’s a mismatch between the Recruiting and Employee Central data fields, the system creates a task to correct the New Hire data. However, you can set up the system to always create the task to correct the New Hire data by configuring the SAP_ONB2_ HMReviewCheck rule to "True".

If the task is created, you can find it in the Review New Hire Data tile under the To-Do group on your home page.

NoteThis task is created only if there are discrepancies in new hire data.

Procedure

1. Click New Hire Data Review tile.A list of all the new hires whose data is to be reviewed appear on the Onboarding Data Review dialog box. Details such as the Joining Date, Hiring Manager, Task Due Date is shown for each New Hire in the list.

2. Click Start to begin the data review task.

Hiring mangers are allowed to view and edit a certain set of fields.

NoteTo view these entities, the manager should be granted the respective Role-based permissions for these entities in Employee Data and Employee Central Effective Dated Entities under User Permission.

Currently, only the Employee Central entities listed in the table below are shown to the manager who's onboarding a new hire:

Entity Name Entities in Onboarding FlowSupported Entities in Internal Hire Portlet























NoteThe following six entities are shown to the manager who's onboarding an internal hire:○ Job_Info

As a hiring manager or the Onboarding participant, ensure that the Hiring Manager's ID is populated before submitting the Provide Personal Data page for New Hire Data Review.

○ Comp_Info○ Job_Relations_Info○ Employment_Info○ Pay_Component_Non_Recurring○ Pay_Component_Recurring

The Provide Personal Data page appears. If you find some information prepopulated on this page, it’s the result of the Recruit-to-Hire-mapping process.

3. After reviewing the data and making corrections, if necessary, click Submit.



On submission of this data, the paperwork task for the new hire gets completed. The paperwork has been completed message appears on the screen, click Continue to proceed with the new hire tasks.

You can also click Save Draft to save the changes as draft if you plan to work on it later.

NoteYou must update the new hire's username and add the Business email only during the Manage Pending Hire step and not during the New Hire Data Review step. If the Business email is updated during New Hire Data Review or mapped from Recruiting, external user emails are sent to the new hire's company mailbox instead of the personal mailbox. Also, new hires' won’t receive emails prior to day 1.

Results

An welcome email is sent to the new hire and the internal hire. Also, task under Prepare the New Team Members tile gets created at this stage.

9.3 Onboarding Dashboard without Compliance Tasks

Onboarding participants can access multiple new hires joining their team from Onboarding dashboard, and perform the necessary tasks for the new hires. Onboarding participants can access the Onboarding Dashboard tile under the My Team section on the home page.

Prerequisites

For the new hires to appear on the Onboarding dashboard, enable the following permissions:

● User Search in General User Permission● First Name, Last Name, and Status under Employee Data

● Location, and job classification under Employee Central Effective Dated Entities Job Information

NoteDo not enable the Employee Export permission under Manage Users because this provides admin access to the Onboarding participants.

To view the new hire data in the Manage Pending Hire step, enable Admin Employee Central API Employee Central HRIS OData API (read-only)

For more information on how to enable these permissions, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the Related Information section.


Permissions to Hide Onboarding Dashboard

To hide the Onboarding Dashboard tile that doesn't include the compliance tasks (I-9 form and compliance forms), data collection tasks, and new hire tasks enable User Onboarding or Offboarding Permissions Hide Onboarding Dashboard permission.

NoteThe Hide Onboarding Dashboard permission is disabled by default. Also, the View in Dashboard and View Details button appears on the Complete New Hire Tasks to-do pop-up when the Hide Onboarding Dashboard permission is disabled in Role-Based Permission.

Tasks Assigned to the Logged in User

On this dashboard, Onboarding participants can see the tasks assigned to the logged in user under My Tasks. The tasks assigned to other participants, appear under the Assigned to Others column under the All Tasks tab. The task assignments to different users happen while configuring the Onboarding programs.

NoteIf Onboarding participants are accessing the Onboarding Dashboard from the Prepare for New Team Members page, the Assigned to Others column doesn't appear.

You can... Things you can do:

Filter the list on the page ● Filter the list on the page based on the following criteria: Tasks, Tasks Status, New Team Member, hiring manager, New Team Member Starting Date, Review Task for the New Hire, and Show Tasks. To get a filtered list, select the appropriate filter criteria, and click Go.

● You can pin the filter header to the page by clicking

icon. To collapse the header, click up-arrow.

● Save the filter criteria for future use. Click down-arrownext to Onboarding Dashboard, and select Save As on the My Views pop-up. Provide a name to the search criteria and click Ok.

You can use Review Task for the New Hire criterion, to obtain the list of applicants you have to review under My Tasks tab on the Onboarding Dashboard.




View applicant details and take necessary actions ● From the Onboarding dashboard, click the new hire's name to go to the candidate details page. Here you can get a consolidated view of the tasks and can take necessary actions for the tasks that are assigned to you by clicking on the Start button. You can also click the tasks that aren’t assigned to you to view the details like whom the task is assigned to, when the task was assigned, due date of the task, when the assignee was last nudged, and by whom was the assignee nudged.

NoteIf you have the edit permission, you can go ahead and complete the task or else you can click Nudge Assignee to nudge the responsible user to complete the task. Click Send on the Nudge Assignee popup to send an email notification to the responsible users urging them to complete the task. You can also add your custom message in the e-mail email notification template to suit your purpose.

● From the applicant details page, you can also perform several Actions.

● Click Moreand select Action. For more details, refer the Actions table.

View the due date to complete the new hire activities ● You can view the due date to complete the new hire activities that appear on this page.

NoteIf the due date is less than three days, it appears color coded. If any task is overdue, it appears in "red".



See the tasks assigned to the logged in user Onboarding participants can see the tasks assigned to the logged in user under My Tasks. The new hire tasks that you need to perform are listed here:

● Schedule Meetings● Write a Welcome Message● Prepare for Day One● Assign a Buddy● Set Goals● Where to Go● Recommended People● Recommended Links● Request Mobile (optional)● Request Laptop (optional)● Request Access ID (optional)

NoteThe tasks created for a new hire come from the programs

that are already defined in Admin Center Manage

Onboarding and Offboarding Tasks . Therefore, when you choose a program for the new hire, the new hire tasks are created accordingly. For example, if you set a business criteria that the Job Code of the new hire is HR Analyst then the tasks are picked from the HR Analyst Onboarding program.

Onboarding tasks are created after evaluating the following business rules:

● The Select Activities Config: Tasks are created as per Onboarding Programs on the basis of the Select Activities Config rule. For example, the conditions set in the rule are such that if the Onboarding process is generated from a specific country/region, lets say Germany, then the tasks are picked from the Germany Onboarding program.

NoteThis rule is complete scenario based.

● The Select What-T-oBring Config rule is always set to "true" and this rule applies to the Prepare for Day One task.

● The Central Orientation Meeting rule evaluation happens for Schedule Meetings task. For example, the rule is set in such a way that the Central Orientation Meeting is based




on the new hires' location. The Central Orientation Meeting appears for the new hires in Germany location. When you open the Schedule Meetings task, the central orientation meeting is picked up from the rule and shows up on the Schedule Meetings page.

List of Actions that you can perform from the applicant's details page:

Action Details Permissions

Take Action

Complete Personal Data Collection After receiving the welcome message, new hires can log in to the onboarding home page to check their outstanding tasks. However, this task can be performed by a permitted user.

NoteThis link is available to the permitted user only when it’s available as a To-Do tile for the new hire.

Before providing the new hire details, ensure that the new hire has verified them. If there's any invalid data, the Onboarding process would get impacted.

For more information on how to complete the new hire's personal data collection task, refer to the "Providing Data for Onboarding" topic in the Related Information section.

Complete Data Collection Tasks: This permission allows the user to complete the data collection task on behalf of the new hire.



Complete Additional Data Collection If there are any Onboarding-specific fields configured in the Succession Data Model, the new hire is prompted to provide additional information. However, this task is available to permitted user when the personal data collection task is completed.

NoteThis link is available to the permitted user only when it’s available as a To-Do tile for the new hire.

For more information on how to complete the new hire's additional data collection task, refer to the "Providing Data for Onboarding" topic in the Related Information section.

Complete Data collection Tasks: This permission allows the user to complete the additional data collection tasks on behalf of the new hire.

Restart Onboarding With Onboarding, you can restart the onboarding process for an applicant if there’s a change in new hire data before the applicant gets hired.

You can restart the onboarding process manually or you can configure the system to trigger an automatic restart of the process.

Cancel Onboarding You can also cancel the onboarding process of the applicant. This deletes all the tasks and records created for this applicant from the dashboard. Email notifica-tions are sent to all the participants informing them about the cancellation of all the tasks. The candidate status is marked as Canceled in the Onboarding process.

To cancel an Onboarding process, the following permissions must be granted to you:

● Cancel Onboarding Permission ● Report no-shows under HR Actions

Jump To




Data Collection Status You can track the paperwork status, both personal and additional paperwork, and the status of the Signature step. This is the step where both the new hire and the hiring manager reviews and signs the document that is generated after the paperwork is completed.

New Hire Data You can search for the new hire and view or edit the new hire data based on your permissions.

Access New Hire Data Permission: This permission must be enabled to view the New Hire Data option under Jump To.

New Hire Additional Data You can search for the new hire and view or edit the new hire's additional data.

This option is available to permitted user when the additional data collection task is completed.

NoteThe New Hire Additional Data option doesn't get displayed to the hiring manager and the participants of the onboarding process if the new hire is already in hired state.

Access Additional Onboarding Data Permission: This permission allows you to view the new hire's additional onboarding data.

Onboarding Documents The manager and the participants of the Onboarding process can access new hire documents throughout the Onboarding Process as well as after the applicant is converted as an Internal user, by selecting this option.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Performing Personal Data Collection [page 320]Performing Additional Data Collection [page 323]


9.4 Onboarding Dashboard (New)

Onboarding Dashboard presents a consolidated view of all the new hires joining your team, their details, onboarding process tasks, and the corresponding statuses.

You can access the Onboarding Dashboard (New) as follows:

● Using the legacy home page - As a manager, go to the tile under My Team section on the home page. As the participants of the onboarding process, the Onboarding Dashboard (New) tile is available under the My Specialty section on the home page.

● Using the latest home page - As a manager, select the global navigation menu dropdown, and then select Onboarding. The To-Do alerts are accessible from the global page header adjacent to the user profile icon, when you enable the latest home page. You can access the Onboarding (New) Dashboard if you have the required permissions. For more information, see the Related Information section.

.

You can set permission group for the external user target population based on the granted users department, division, and location in Role-Based Permissions. The external user target population allows hiring managers and onboarding participants to view task data of new hires in the dashboard based on their department, division, and location. For details, refer to Assigning External User Target Populations to a role in the Related Information section.

Things That You Can Do from the Onboarding Dashboard (New)

You can... Details

View the new hire status and the process restart status. The status details:

● : The new hire is in hired state.● : The new hire is in not hired state.

● : The onboarding process for the new hire has been restarted.

View the status of the following tasks assigned to you:

● Data Collection● Form I-9 and E-Verify● Compliance Forms● New Hire Tasks

Different statuses and how it’s calculated:

● Completed: When the tasks under the respective columns are completed.

● No Tasks: When there are no tasks configured or a particular task in not applicable for the new hire.

● Overdue: When the task due date has elapsed. The status is set to overdue immediately after the due date.

● Needs Attention: If the due date for the task is within the next 5 days.

● Due Today: When the task is due today.● On Schedule: When the task due date is more than 5 days

from today.

Access the New Hire Details page. You can complete the tasks from the New Hire Details page by selecting View Details under Actions column.



You can... Details

Filter the list on the dashboard page based on the New Hire Name.

You can pin the filter header to the page by clicking . You can

collapse the header by selecting up-arrow.

Search by either the first name or the last name.

NoteFull name search isn’t supported.

The new hires on the dashboard are sorted based on their joining date.

Access the older Onboarding dashboard. The older Onboarding dashboard is accessible through a link from the Onboarding Dashboard (New) page.

Permissions for the Onboarding Dashboard (New) [page 313]You also need permissions to view the new hire details along with the process tasks assigned to you or any of the responsible users on the Onboarding Dashboard. You also need a permission to hide the Onboarding Dashboard tile without the compliance tasks from the home page.

Completing Tasks from New Hire Details Page [page 315]As a hiring manager or a participant of the onboarding process, you can complete all the new hire tasks assigned to you from the New Hire Details page.

Related Information

Assigning External User Target Populations to a Role [page 74]Permissions for the Onboarding Dashboard (New) [page 313]

9.4.1 Permissions for the Onboarding Dashboard (New)

You also need permissions to view the new hire details along with the process tasks assigned to you or any of the responsible users on the Onboarding Dashboard. You also need a permission to hide the Onboarding Dashboard tile without the compliance tasks from the home page.

NoteYou can hide the Onboarding Dashboard tile that doesn't include the compliance tasks (Form I-9, E-Verify and compliance forms), data collection tasks, and new hire tasks by enabling User Onboarding or Offboarding Permissions Hide Onboarding Dashboard permission in Role-based Permissions.

Also, if Hide Onboarding Dashboard permission is enabled, the Open Dashboard and View Details button doesn't appear on the New Hire Data Review and Complete New Hire Task To-Do popup.


Permissions to View New Hire Details on Dashboard



● Location, and Job Classification under Employee Central Effective Dated Entities Job Information

NoteEmployee Export permission under Manage Users provides admin access to Onboarding. Use this permission only when it is deemed necessary as per your organization requirements.

For more information on how to enable the permissions, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" and "Role-Based Permissions for New Hires as External Users" topics.

Permissions to View Onboarding Process Status on Dashboard

You can set the permissions in such a way that whoever is responsible for performing one process task won’t see the other tasks on the dashboard. For each column to be visible, the respective permission must be enabled.

● To view the status of the compliance forms on the Dashboard, enable Show Compliance Forms Status on the Dashboard.

● To view the status of the new hire tasks on the Dashboard, enable Show Onboarding Tasks Status on the Dashboard.

● To view the data collection status on the Dashboard, enable Show Data Collection Status on the Dashboard.● To view the status of Form I-9 and E-Verify on the Dashboard, enable Show Form I-9 and E-Verify Status on the

Dashboard.

NoteTo view the Onboarding Dashboard (New) tile on the home page, one of these permissions must be enabled.

For more information on how to enable the permissions, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic.

Permissions to View and Access the New Hire Tasks, Form I-9, E-Verify and Compliance Forms

Set the object permissions required for accomplishing the new hire and compliance tasks. For more information on how to configure the permissions, refer to the "Role-Based Permissions for Onboarding and Offboarding Tasks" topic.

Parent topic: Onboarding Dashboard (New) [page 312]



Related Information

Completing Tasks from New Hire Details Page [page 315]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]

9.4.2 Completing Tasks from New Hire Details Page

As a hiring manager or a participant of the onboarding process, you can complete all the new hire tasks assigned to you from the New Hire Details page.

Context

The New Hire Details page can be accessed from Onboarding Dashboard. The dashboard gives you a consolidated view of all the new hire records, and an overall status of all the Onboarding Process Tasks assigned to you.

Additionally, you can also view the tasks assigned to other participants in the onboarding process on the New Hire Details page. You can prod the responsible user to complete the task by selecting Nudge. You can choose Send on the Nudge popup to send an email notification to the responsible users urging them to complete the task.

NoteEnable the email template (ONB) Nudge Compliance Assignment Category created for Compliance Nudge task.

NoteIf you're using the embedded signature, which is the in-house application of SAP SuccessFactors for e-Signatures, a Start button is displayed next to the e-signature task. If you're using DocuSign, the Start button doesn't appear. You must check your email for DocuSign e-signature instructions and click the link to add your e-signature.

Procedure

1. To access the New Hire Details page, select Onboarding Dashboard tile on the home page.2. Select the new hire for whom you want to complete the tasks and choose View Details.

The New Hire Details page displays the details of all Onboarding tasks.

You can view the status of the tasks assigned to you or the participants of the onboarding process by selecting the following tabs on top of the New Hire Details page:


○ Data Collection○ Form I-9 and E-Verify○ Compliance Forms○ New Hire Tasks

Different statuses and how it’s calculated:○ Completed: When the tasks under the respective columns are completed.○ No Task: When there are no tasks configured or a particular task in not applicable for the new hire.○ Overdue: When the task due date has elapsed. The status is set to overdue immediately after the due date.○ Needs Attention: If the due date for the task is within the next 5 days.○ Due Today: When the task is due today.○ On Schedule: When the task due date is more than 5 days from today.

3. Optional: Select the Actions ellipses button and choose the appropriate option.

Option Description

Onboarding Documents Allows you to view documents and their status for a new hire.

Cancel Onboarding Allows you to cancel the Onboarding process for a new hire

Restart Onboarding Allows you to restart the Onboarding process for a new hire.

New Hire Data Allows you to view the new hire data.

Correct Form I-9 Section 1 Allows you to initiate correction for Form I-9 section 1.

4. Select the task that you want to complete, click Start, and follow the on-screen instructions.5. Select View Details to see the Due On, Assigned To, Assigned On, Completed on, Completed by, Last Nudged,

Nudged By information for a particular task.

SelectEdit Tasks to edit the task details. Select Cancel to navigate back to the New Hire's Details page.

NoteYou can also force complete the personal and additional data collection task on behalf of the new hire by selecting Complete Tasks on the task popup.

Enable Complete Data Collection Tasks permission in Role-Based Permission. This permission allows the user to complete the personal and additional data collection task on behalf of the new hire. For more information on how to enable this permission, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic.

6. You can remind the responsible user to complete the task by selecting Nudge.

Choose Send on the Nudge popup to send an email notification to the responsible users urging them to complete the task.

NoteThe Last Nudged date and Nudged By information aren't displayed on the email notification that is sent to the responsible users urging them to complete the task. Also, the Last Nudged date and Nudged By information are currently not available for Data collection tasks and Compliance tasks.



Results

You've completed the tasks assigned to you from the New Hire Details page, and have nudged the participants to complete the tasks assigned to them.

Task overview: Onboarding Dashboard (New) [page 312]

Related Information

Permissions for the Onboarding Dashboard (New) [page 313]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]

9.5 Completing New Hire Tasks

Complete New Hire Tasks tile is the entry point to access all the tasks that you need to perform for the new hires that you’re responsible for.

Context

Additionally, you can complete all the new hire tasks assigned to you from the New Hire Details page. The New Hire Details page can be accessed from Onboarding Dashboard.

NoteThe dashboard gives you a consolidated view of all the new hires records so that you can get an overall status of the Onboarding Tasks for the new hires.

The tasks created for a new hire come from the programs that are already defined in Admin Center Manage Onboarding and Offboarding Tasks . Therefore, when you choose a program for the new hire, the new hire tasks are created accordingly. For example, if you set a business criteria that the Job Code of the new hire is HR Analyst then the tasks are picked from the HR Analyst Onboarding program.

NoteIf the new hire tasks are not visible on the Complete New Hire Tasks tile, configure the Personal Data Collection step in Process Variant Manager, if not configured and change the SAP_ONB2_ECDataCollectionCheck to skip the step.

Onboarding tasks are created after evaluating the following business rules:

● The Select Activities Config: Tasks are created as per Onboarding Programs on the basis of the Select Activities Config rule. For example, the conditions set in the rule are such that if the Onboarding process is generated


from a specific country/region, lets say Germany, then the tasks are picked from the Germany Onboarding program.

NoteThis rule is complete scenario based.

● The Select What-T-oBring Config rule is always set to "true" and this rule applies to the Prepare for Day One task.

● The Central Orientation Meeting rule evaluation happens for Schedule Meetings task. For example, the rule is set in such a way that the Central Orientation Meeting is based on the new hires' location. The Central Orientation Meeting appears for the new hires in Germany location. When you open the Schedule Meetings task, the central orientation meeting is picked up from the rule and shows up on the Schedule Meetings page.

Procedure

1. Select Complete New Hire Tasks tile under the To-Dos section on the home page.2. Select the new hire for whom you want to complete the Onboarding Tasks and click Start.3. To complete the tasks, click Start and follow the on-screen instructions.

The new hire tasks that you need to perform are listed here:○ Schedule Meetings○ Write a Welcome Message○ Prepare for Day One○ Assign a Buddy○ Set Goals○ Where to Go○ Recommended People○ Recommended Links○ Request Mobile (optional)○ Request Laptop (optional)○ Request Access ID (optional)

Results

You've completed the tasks assigned to you.

Related Information

Creating a Process Variant [page 376]



9.6 Logging into the Application as New Hire

After the Correct New Hire Data task is completed by the hiring manager or the participants of the Onboarding process, the new hire receives a welcome e-mail with logon credentials and the LoginURL to access the application. If the Correct New Hire Data step isn’t evaluated for Onboarding process, then the new hire gets an e-mail as soon as the Onboarding process is initiated.

Context

The new hires can reset the password and then logon to the application to complete the personal and additional paperwork.

NoteAs the internal hires can already access the application, the welcome email that they receive doesn't contain the URL to reset the password. Internal hires can log in using their existing username and password.

Note

To define the validity of the password reset link, navigate to Admin Center Company Settings Password & Login Policy Settings . In the Set Welcome Password and Reset Password link expiration (in days) field, enter the number of days the password reset link must be valid.

To reset the password, and to log in to the application, the new hire must perform the following actions:

Procedure

1. Click LoginURL, on the logon screen, enter the Username and Password that they've received in their welcome e-mail.

2. On the Reset Your Password page, they need to enter the new password and then confirm by retyping the password.

3. Click Submit.

A Reset Successful! message is displayed on the screen.4. Click Back to Log in button, to return to the logon page.5. Enter the username and the newly reset password and click Login.

Results

On successful logon, the new hires land on the home page, from where they can see the tiles for personal and additional paperwork under To-Do.


Related Information

Configuring Password and Login PolicyPassword Policy Settings and Predefined PasswordsResetting Passwords

9.7 Performing Personal Data Collection

After logging into the application, the new hires review their personal data obtained from recruiting system for accuracy and update the missing information.

Prerequisites

At this stage, the SAP_ONB2_ECDataCollectionCheck rule, which is set to "True" by default, is evaluated. If the conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The task appears on the Provide Data For Onboarding tile of the new hires' home page.

Context

The task of providing the new hire personal data can also be performed by a permissioned user, from the candidate's details page accessed from the Onboarding Dashboard. For more information, refer to the "Reviewing Data Collection Information" topic.

To review the personal data obtained from recruiting system, and to provide the missing information, the new hire's should perform the following actions:

Procedure

1. Click Provide Data For Onboarding tile of the new hires' home page.

A pop-up message appears on the Provide Personal Data page, asking the new hires to provide personal details so that the paperwork can be prepared for the onboarding process.

2. On the Provide Personal Data page, the new hires provide their personal details.

In this step, the new hires also validate the prepopulated information that is obtained from the recruiting system.



https://help.sap.com/viewer/534356acc0ab4b0e8977ebfb2eb432f7/latest/en-US/83081219423d48299458c3c91244fd2a.html

https://help.sap.com/viewer/534356acc0ab4b0e8977ebfb2eb432f7/latest/en-US/3421d12ffa614e37a26e2ef7247e7fcc.html

https://help.sap.com/viewer/534356acc0ab4b0e8977ebfb2eb432f7/latest/en-US/26209628db9f4f528d128b4f5a855c73.html

NoteThere are limited set of fields that the new hires are allowed to edit. They can’t edit the Hire Date, Company ID, and the Event Reason fields. Also, they can’t view the Job Information details, Compensation Information details such as Pay Component Recurring and Pay Component Non-Recurring.

New hires can add their bank details in Payment Information (paymentInfoV3).

3. Click Submit on the Provide Personal Data page.

Once again click Submit on the Submit Paperwork Data pop-up to update the personal information.4. To update the information for additional onboarding paperwork, click Continue on the Paperwork Data

Submitted pop-up.

Results

The personal information of the new hires' have been updated for the ongoing onboarding process.

9.7.1 Completing the Profile Information by New Hires

The new hires can use this page to upload a profile photo and provide basic information about themselves.

Prerequisites

Enable Homepage v3 To-Do tile group in Role-Based Permission. For more information on how to enable this permission, refer to the "Role-Based Permissions for New Hires as External Users" topic.

To see the Profile Photo, About Me, and My Name sections on the Complete Profile page, ensure that the following settings are enabled:

● Go to Admin Center Manage Home Page To-Do Settings Show/Hide To-Do Tiles and set Completing Your Profile to Yes.

● Scroll down to Your Onboarding Journey section on the Manage Home Page and ensure that Start My Profile is NOT set to Not Used.

● Ensure that the following options are enabled in Configure People Profile General Settings :○ Allow employees to edit background image○ Allow employees to record pronunciation of name○ Allow employees to record About me video○ Allow employees to enter introductory text


Context

NoteFor an internal hire, Start Completing Your Profile tile doesn't appear on the home page under the To-Do tile. Internal hires can access the Employee page to complete their profile information.

Procedure

1. Select Start Completing Your Profile under To-Do section on your home page.

The Complete Profile page appears with the following sections on the side pane:○ Profile Photo○ About Me○ My Name

NoteYou can save the changes as your proceed from one tab to another, or choose Save after you've completed updating your profile details. Also, you can select the sections from the side panel or choose Next to move to the next section.

2. Upload your picture to help other people to identify you.

NoteUpload your photo in JPG/JPEG/PNG format. Ensure that the file size isn’t larger than 2 MB, and the aspect ratio is 3: 4.

3. In the About Me section, introduce yourself to your colleagues by recording a short video using your webcam.

NoteA text box is also available to write about yourself.

4. Use the Launch Recorder to record your name as you prefer it to be pronounced.5. After you're done updating your details, choose Finish.

Results

This tile is moved to 'Onboarding' section in the home page as My Profile tile.



Related Information

Role-Based Permissions for New Hires as External Users [page 69]

9.8 Performing Additional Data Collection

After completing the Onboarding data, if there are any Onboarding-specific fields configured in the Succession Data Model, the new hire is prompted to provide additional information.

Prerequisites

At this stage, the SAP_ONB2_CustomDataCollectionCheck rule is evaluated. If this rule is set to "True", the Additional Data Collection step is executed. This step is skipped, if this rule is set to "False".

The SAP_ONB2_CustomDataCollectionCheckrule also checks which data collection configuration is to be selected, by evaluating the SAP_ONB2_DataCollectionConfigSelect rule.

You can set the SAP_ONB2_DataCollectionConfigSelect rule to pick a particular data collection configuration for a specific Job Code, and define some onboarding specific panels for that Job Code. For example, for the HR Analyst Job Code you define three panels like work schedules, dress code and parking options. Now, when the SAP_ONB2_DataCollectionConfigSelect rule is evaluated for HR Analyst, the panels work schedules, dress code, and parking options are shown to the HR Analyst new hires.

If the conditions specified in the above rules are satisfied, Complete Additional Onboarding Tasks tile is created and assigned to the new hire.

Context

You can configure Onboarding paperwork to collect additional information. Typically, this information is used only during Onboarding and is not updated in the employee record.

To provide additional onboarding specific information, the new hires should perform the following actions:

Procedure

1. Click Complete Additional Onboarding Tasks tile of the new hire's home page.

The Update Onboarding Information page opens, and the previously defined panels for the new hire's Job Code appears on the screen.

2. Select the first panel on the page, enter the required information, and click Next to go to the next panel.


3. Fill in the details for all the panels and click Done.

Results

The additional information of the new hires have been updated for the onboarding process.

9.9 Reviewing Personal and Additional Data Collection Information

As a manager, you can edit and review the new hire personal data collected during onboarding process.

Prerequisites


● Company Info Access User Search under General User Permission● First Name, Last Name, Status, and Location under Employee Data

● Location, and job classification under Employee Central Effective Dated Entities Job Information● Employee Central Foundation SOAP API, Employee Central Foundation OData API (read-only), Employee Central

HRIS OData API (read-only), Employee Central Foundation OData API (editable), and Employee Central HRIS OData API (editable) under Employee Central API

● ONB2Process under Onboarding or Offboarding Object Permissions

To view and edit the new hire's personal and additional data, and to access new hire documents, enable the following permission:

● Access New Hire Data Permission under Manage Onboarding or Offboarding● Access Additional Onboarding Data Permission and Complete Data Collection Tasks under Onboarding or

Offboarding Permissions● View Documents Permission

To view the data collection status on the Dashboard, enable

● Show Data Collection Status on the Dashboard

For more information on how to enable these permissions, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding and Role-Based Permissions for New Hire Data Review topics.

Context

The data that is collected from the new hire during the onboarding process includes the following:



● New hire data that is gathered from the candidates during recruiting● Data added or updated in the Correct New Hire Data step● Data provided by the new hire during Personal Data Collection step

Updating the new hire data might impact current Onboarding tasks and create a data mismatch in generated documents. You can restart the Onboarding process to avoid any discrepancies. To Restart the Onboarding process manually, refer to the Related Links section.

NoteOnboarding process for a candidate gets restarted if you change their joining date of their manager.

You can force complete the personal and additional data collection task on behalf of the new hire by selecting Onboard New Team Members tile from the home page. You can also complete the same task from the New Hire Details page.

Procedure

1. To access the New Hire Details page, select Onboarding Dashboard tile on the home page.

The dashboard gives you a consolidated view of all the new hires records so that you can get an overall status of the Data Collection for the new hires.

2. On the New Hire Details page, under Data Collection section, select Complete Personal Data Collection and click View Details to Force Complete the task.

Similarly, for reviewing additional data, select Complete Additional Data Collection and click View Details to Force Complete the task.

Results

You've completed the personal data collection and additional data collection on behalf of the new hire.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for New Hires as External Users [page 69]Restarting the Onboarding Process Manually [page 359]


9.10 Viewing New Hire Documents

As a manager and a participant of the Onboarding process, you can view and access the new hire documents throughout the Onboarding Process as well as after the applicant is converted into an internal user.

Prerequisites



● Location, and Job Classification under Employee Central Effective Dated Entities Job Information

Additionally, grant the following permissions in Role-Based Permissions:

● View Documents Permission: Allows you to view the documents that are generated using XDP and PDF templates.

● Document Category Access: Grants user access to all document categories or to specific document categories.Select Others under Document Category Access, and choose from the following new hire documents that you want to view on the new hire's details page:○ [Onboardee] Administrative○ [Onboardee] Custom New Recruit○ [Onboardee] Policy Agreement○ [User] Compliance

The first 3 categories are used for custom onboarding documents. These categories are used while uploading document templates as XDP or PDF. The last category is used to display the compliance documents.

NoteOnly the 4 categories listed above must be permissioned for onboarding documents and compliance documents. Other categories under Document Category Access aren’t supported yet.

For more information on how to enable these permissions, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding and Role-Based Permissions for New Hire Data Review topics.

Context

When a new employee is onboarded the process involves several important documents, tax forms, benefit enrollments, and employment contracts. It also includes additional documents like non-compete/non-disclosure agreements, employment eligibility forms, and background checks. This generates a staggering amount of documentation that starts even before an employee is hired and continues well after a person has left the company.



Procedure

1. Select Onboarding Dashboard tile on the home page.

The dashboard gives you a consolidated view of all the new hires records. Select the new hire whose onboarding documents you want to view.

2. To access the New Hire Details page, click View All Tasks Details.3. Choose Actions and select Onboarding Documents.

You can view the documents on the Onboarding Documents page.

Results

For the new hire, you can view the onboarding documents that you’ve selected in the document category in Role-Based Permissions.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for New Hires as External Users [page 69]


9.10.1 Document Upload Locations

Find the details on how and where to upload onboarding documents during various steps of the Onboarding process.

Roles Process Steps Process Step Details Attachment StoresAccessing the Attachments

Hiring Manager, Participants in the Onboarding process

New Hire Data Review Upload the attachments into Employee Central using the capabilities of the respective Employee Central portlet. For example, work permit.

NoteThere’s typically only one attachment per entity.

Document Management System (DMS)

The attachments appear on the Employee Profile in the respective Employee Central portlet.

NoteYou can view and access these attachments after the Manage Pending Hire step, prior to the new hire's first working day in the organization, only if you’re granted the Include Inactive Employees in the search option permission in Role-Based Permissions.

After the new hire's first working day in the organization, these attachments can be viewed and accessed by the employee, hiring manager and the participants of the Onboarding process (depending on permissions).




New Hire New Hire Data Review Upload the attachments into Employee Central using the capabilities of the respective Employee Central portlet. For example, work permit.

NoteThere’s typically only one attachment per entity.


The attachments appear on the Employee Profile in the respective Employee Central portlet.

NoteYou can view and access these attachments after the Manage Pending Hire step, prior to the new hire's first working day in the organization, only if you’re granted the Include Inactive Employees in the search option permission in Role-Based Permissions.

After the new hire's first working day in the organization, these attachments can be viewed and accessed by the employee, hiring manager and the participants of the Onboarding process (depending on permissions).



New Hire Additional Data Collection

Add custom MDF objects to upload documents.

NoteOne MDF field can have one attachment only. We could have multiple fields to have multiple attachments uploaded.


You can view and access the attachments if you're a permitted admin user in the Document Management System (DMS).

New hires can't see these types of attachments once this step is completed.

Hiring Manager, Participants in the Onboarding process

Additional Data Collection by new hire

Go to new hire's details page, choose Actions, and select Complete Additional Data Collection.


Hiring manager and participants in the Onboarding process can view and access the attachments on the new hire's details page.

Also, a permitted admin user in the Document Management System (DMS) can view and access the attachments.

9.11 Completing e-Signature

After the completion of the personal and additional data collection step, a document gets generated. As per configuration, if this document requires signatures from the hiring manager and the new hire, it’s sent to the e-Signature step.

Context

There are two eSignature methods that are used in Onboarding:

Embedded signature: The embedded signature functionality is an in-house application of SAP SuccessFactors for e-Signatures. It’s supported by SAP SuccessFactors eSignature. Using this functionality, users can sign documents from within the Onboarding instance. For users who are familiar with Onboarding 1.0, this is similar to the Click to Sign feature.



Remote signature: This functionality is supported by DocuSign. With the Remote signature support, you can sign documents directly in DocuSign, using a web browser or a mobile device. Whenever a signature is required, you receive an email with a URL and instructions on how to sign the forms. Click on the URL, to sign the document.

As per configuration, you can add your e-Signature using any of the methods.

Procedure

1. Select Complete e-Signature tile under the To-Do section on the home page.

The page opens.2. To add an e-Signature to the document, select Start and follow the on-screen instructions.

Results

You’ve added your electronic signature on the document.

9.12 Hiring a Candidate from Manage Pending Hires in Onboarding

After the candidate has gone through the onboarding process, you're ready to hire them into Employee Central.

Context

As a final step in the hiring process, to hire the new hire into Employee Central, perform the following actions:

Procedure

1. To view the information for new employees who have completed the Onboarding process, go to Admin Center Manage Pending Hires Onboarding (number of pending hires) .

You can sort and search based on the filters that are available on this page. You can map the Onboarding fields to Employee Central fields. This mapping makes the fields available to configure the columns in Manage Pending Hires.

NoteThe filters are based on the columns displayed on this page and can be configured as per your requirement from Admin Center Configure Columns for the Manage Pending Hires . For example, Name, Hire Date,


Job Title, Location, Pay Grade, Department, Division, and so on, are some of the columns that you can configure using Configure Columns for the Manage Pending Hires to appear on the Manage Pending Hires page.

2. Click on the candidate's name on the Manage Pending Hires page.

You’re taken to the Add New Employee screen, where the candidate's data from Onboarding is populated.3. Update *Hire Date and the *User Name field to add the corporate e-mail ID of the candidate.

The hiring manager can fill the Payment Information details and review the information in this section.


4. Fill in all the mandatory fields and click Submit.

NoteThe information on this page can be mapped from the Recruiting-to-Hire page.

NoteEnsure that the personIdExternal of the dependent added during user import or using the Applicant Tracking System is of the syntax personIdExternal_d<integer> . An example of relatedPersonIdExternal is 1234567_d1 where '1234567' is the personIdexternal of the onboardee and 'd1' refers to dependent 1.

Results

The new hire disappears from the Pending Hires page.

At this stage, though the new hire can log in to the system and view the "Start Completing Your Profile" tiles under To Do. The candidate can also see the meeting invites, where to go on the first day of joining the company, useful contacts, on the home page of the onboarding application.

NoteIf the Hiring Manager assigns a buddy to the new hire, the contact details of the buddy appear under the Useful Contacts title. Also, if the hiring manager had scheduled a central orientation meeting for the new hire, the meeting invite appears when the new hire clicks on the Meeting tile.

NoteThe hiringNotCompleted parameter in Compound Employee API evaluates the indicator property hiringNotCompleted in the EmpEmployment entity in Employee Central. This parameter allows you to differentiate data records of the new hires that didn’t yet complete the Manage Pending Hires process. If hiringNotCompleted is set to False, then the API returns only data of hired employees. Also,



hiringNotCompleted is supported in the full transmission mode as well as the delta transmission mode of the API.

Related Information

Select Condition hiringNotCompletedPending Hires

9.12.1 Configuring Employee Files to Include Inactive Users in Search

Configure the search to include inactive external users in the search result.

Prerequisites

Enable the following Role-Based Permission:

● Include Inactive Employees in the searchFor more information, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic in the Related Information section.

Also, ensure that the target population is set to external user in Role-Based Permissions. This allows you to access the new hire data after Manage Pending Hire step and before the start date.

Context

After the Manage Pending Hire step and before the new hire's first working day, you can search for the new hire, who's at this point still an external user and is in inactive state, in the Employee Profile.

Procedure

1. Log on to the SAP SuccessFactors application.

2. On the home page, select Employee Files from the dropdown menu next to the icon.

3. Click (arrow) next to the external user profile and select Include inactive users in search option.


https://help.sap.com/viewer/9b997ab9e29e4ffc9859688b076d91de/latest/en-US/6165b0b83c65456789c156385ced72be.html

https://help.sap.com/viewer/11888ce8119846ecab730236b601aeb4/latest/en-US/f2b337b63f9c46a6835f661bea9dfb8c.html

Results

You can search for the new hire and display or edit the new hire data based on your permissions.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Assigning Target Populations to a Role

9.13 Running a Conversion Job

The conversion job runs on the start date of the new hire, at this stage the new hire is still an external user.

Context

The conversion job runs to convert the new hire into an Employee.

NoteThe conversion job dosen't run for the internal hires as they are internal users.

Procedure

1. Go to Provisioning Manage Schedule Jobs .2. In the Job Type: field, search for ConvertExternalUserOnStartDateJob, and click Refresh.

The conversion job appears on the screen.3. To run the conversion job, hover on Select, under Actions header, and click Run It Now.

Results

After the job is completed, the New Hire (External User) gets converted into an Employee (Internal User).




9.14 USCIS Form I-9

Employers must complete a Form I-9 anytime they hire any person to perform labor or services in the United States.

Form I-9 is a United States compliance form, used by employers to verify the identity and employment authorization of individuals employed in the United States.

Failing to properly complete a Form I-9 violates section 274A of the INA, and leaves employers subject to civil money penalties.

Section 1 - Employee Information and Attestation

The Form I-9 Section 1 workflow automatically triggers once the new hire has completed the Personal or Additional Data Collection process. The process variant configuration determines whether the Personal Data Collection or the Additional Data Collection process proceeds the Compliance step. The new hire receives an email with a link to the Complete and Sign Form I-9. When the new hire clicks the tile, the Form I-9 opens. The new hire enters the required information.

The new hire completes Form I-9 Section 1 on or before Day 1, and brings their original employment eligibility documents with them for verification on Day 1.

NoteA physical United States address is required for all Form I-9 applicants.

Employee Information

The new hire provides the required Personal Information and Employee Address.

NoteSome personal data fields are prepopulated from Employee Central data and can’t be updated from Section 1. If the new hire's information is incorrect or incomplete, they can update their Employee Profile on Day 1 and then complete Section 1.

Type of Citizenship

The new hire selects their citizenship status from the listed options and provides the required information.

NoteThe new hire must bring original documents with them on Day 1 to complete the employment verification process.

Preparer of Translator Certification

The new hire attests if a preparer or translator assisted in completing Section 1 of the Form I-9.

Employees Consent Statement

The new hire attests that they assisted in the completion of Section 1 and the information is true and correct.


E-signature

For DocuSign users, email instructions are sent to the new hire with a link to create and apply their e-signature.

For e-Signature users, the e-Signature tile appears on the Onboarding Dashboard after the new hire confirms their Section 1 information. When the new hire clicks the tile, the eSignature form opens, the new hire creates their e-signature and applies it to the Form I-9.

Section 2 - Employer Review and Attestation

The Form I-9 Section 2 workflow begins when the new hire returns for their in-person physical inspection of employment eligibility documentation. This inspection is typically done on Day 1. The hiring manager or corporate representative receives a To-Do tile email notification, prompting them to Complete Section 2 of the new hire's Form I-9. The hiring manager or corporate representative completes Section 2 within 3 business days of the new hire's first day of employment. This task is typically done on the new hire's first day of employment.

During the Form I-9 Section 2 review process, the new hire furnishes their employment eligibility documentation for the hiring manager or corporate representative to review.

The hiring manager or corporate representative can locate the new hire and view their pending tasks from the Onboarding Dashboard. On the New Hire Details screen, the hiring manager or corporate representative can initiate the Complete Form I-9 Section 2 task.

Employer or Authorized Representative Review and Verification

The hiring manager or corporate representative reviews the Employee Information from Section 1.

Review the New Hire Citizenship/Immigration Status

The hiring manager or corporate representative reviews the new hire's documentation and citizenship or immigration status. If any of the information is missing or incomplete, the hiring manager or corporate representative triggers the Correct Data process. The Correct Data process is triggered by going to the Dashboard, locating and opening the new hire's record, and selecting Actions Correct Form I-9 Section 1 .

Review the Proof of Eligibility Documentation

The hiring manager or corporate representative physically examines the original employment eligibility documents and determines if the documents appear to be genuine and related to the person presenting it.

The new hire must present 1 document from List A, or 1 document from both List B and List C. If the new hire presents a combination of List B and List C documents, then the List B document must contain a photograph.

After reviewing the documents, the hiring manager or corporate representative selects which documents the new hire presented and indicates if the document is a receipt. New hires that present receipts must return for reverification when the receipt expires. New Hires must provide the hiring manager or corporate representative with copies of their original documents within 90 days or before the expiration of the receipts, whichever is earlier. Hiring managers or corporate representatives must complete Section 2 and sign after verifying the original documents.

Employers Consent Statement

The hiring manager or corporate representative attests that they examined the documents and they appeared to be genuine and related to the new hire.

E-signature



For DocuSign users, email instructions are sent to the hiring manager or corporate representative with a link to create and apply their e-signature.

For e-Signature users, the e-Signature tile appears on the Onboarding Dashboard after the hiring manager or corporate representative confirms their Section 2 information. When the manager clicks the tile, the eSignature form opens, the hiring manager or corporate representative creates their e-signature and applies it to the Form I-9.

When the hiring manager or corporate representative submits the form, their e-signature is applied, and the form is saved in the Document Management System.

If the new hire does not provide proof of eligibility to work in the United States during the New Hire Onboarding process, then the employer can either stop the process until proof is provided, or continue the process without the signed Form I-9 and allow the new hire 3 business days to bring in the proof of authorization.

The hiring manager or corporate representative can view the Onboarding Dashboard to see if the employer is out of compliance.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Updating a Process Variant [page 380]Editing the Process Flows for Default Onboarding and Offboarding Processes [page 78]

9.14.1 Form I-9 Remote Data Collection

Hiring managers can use the Form I-9 remote data collection process to collect data from remote new hires. This means they can now complete Section 2 without physically inspecting the new hire's employment eligibility documentation.

When enabled, the hiring manager can select the remote flow option to enable the remote data collection process. The hiring manager must provide a reason for selecting the remote process.

The new hire is sent an email notification prompting them to complete their Form I-9 Section, 1 within 3 business days. The email instructs the new hire to have a verification representative review the employment verification documentation and then sign the Form I-9 Section 2. The signed Form I-9 and the supporting employment verification documents are scanned by the new hire and then emailed to the hiring manager.

The hiring manager reviews the scanned documents.

If the documents aren’t acceptable, the hiring manager must provide a reason for rejecting the documentation. These comments are available for audit purposes. The new hire receives an email notification with the reason for rejection. The new hire is asked to resubmit their forms.

If the documents are acceptable, the hiring manager uploads the scanned documents to the Form I-9 Remote Data Collection page and submits them to E-Verify for electronic verification.


Related Information

Adding the IsRemoteI9 Field to the Employee Central Data Model [page 338]Adding the Is Remote Field to Recruiting Management [page 340]Mapping the Remote I-9 Trigger to an External Applicant Tracking System [page 341]

9.14.1.1 Adding the IsRemoteI9 Field to the Employee Central Data Model

Add the IsRemoteI9 field to the Employee Central Data Model so hiring managers can select the USCIS Form I-9 Remote Data Collection process.

Prerequisites

The following modules are enabled in Provisioning:

● Onboarding● Recruiting● Employee Central

NoteAll the three modules must be enabled for the Mandatory Onboarding HRIS Elements and Employee Central HRIS Elements to appear on the Recruit-to-Hire Data-Mapping page.


● Recruiting Templates are configured in your system. Onboarding supports the following recruiting templates:○ Job Requisition Template○ Candidate Application Template○ Job Offer Template

For more information about the respective recruiting templates, refer to the Related Information section.

Note

In case you don’t see any data on the Recruit-to-Hire Data-Mapping page, go to Admin Center OData API Metadata Refresh and Export tool, and Refresh the Cache. It’s recommended that you log out from the application and log in back again after refreshing the cache.

● The US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9 .● The hiring manager review step is disabled in Recruiting Management.



Context

To trigger the Remote I-9 workflow from Recruit-to-Hire, you must add the Is I9 Remote field with a corresponding field in Recruiting Management.

Procedure

1. Go to Admin Center Picklist Center and search for I9.2. Verify that the IsRemoteI9 option is available in the picklist search results.

3. Go to Admin Center Manage Business Configurations Employee Central HRIS Elements and select jobinfo.

4. Find the custom-string3 Identifier (or any available custom-stringXX field) and select Details.5. Select the following options:

Field Option

Label Enter a name like Remote I-9 or a phrase like Please select Yes to use the Remote I-9 process.

Enabled Select Yes.

Type of Reference Object Select Picklist.

Picklist Select IsRemoteI9.

Visibility Select Edit if this occurs during the Hiring Manager Review step.

6. Select Done to save you selections.

The type of reference is created.

Related Information

Data Models Used in Onboarding [page 80]Recruiting Configuration TemplatesMapping Fields from Recruiting to Onboarding 1.0

Recruiting Configuration TemplatesMapping Fields from Recruiting to Onboarding 1.0How to Map Picklists and Lookups Using Panel DesignerData Models Used in Onboarding [page 80]


https://help.sap.com/viewer/8477193265ea4172a1dda118505ca631/2105/en-US/b0de68d11d6445d9bc7dd1c95abcc5dc.html

https://help.sap.com/viewer/8aa1d20dc4ce44f6b41c352a6700e8d2/2105/en-US/5d59b00a858944b59b6a26d0df0de499.html

https://help.sap.com/viewer/8aa1d20dc4ce44f6b41c352a6700e8d2/2105/en-US/cab004bca58b4ef9b65b939b520ee9ae.html


https://help.sap.com/viewer/12be6a11886846cba1de18bf9027a0b6/2105/en-US/5d59b00a858944b59b6a26d0df0de499.html

https://help.sap.com/viewer/12be6a11886846cba1de18bf9027a0b6/2105/en-US/cab004bca58b4ef9b65b939b520ee9ae.html

9.14.1.2 Adding the Is Remote Field to Recruiting Management

Add the Is Remote field to Recruiting Management so hiring managers can select the US Form I-9 Remote Data Collection process.

Prerequisites

The following modules are enabled in Provisioning:

● Onboarding● Recruiting● Employee Central

NoteAll the three modules must be enabled for the Mandatory Onboarding HRIS Elements and Employee Central HRIS Elements to appear on the Recruit-to-Hire Data-Mapping page.


● The US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9 .

Context

To trigger the remote I-9 workflow, you must map the Is I9 Remote field with a corresponding field in the Recruit-to-Hire Data Mapping.

Procedure

1. To add the Remote I9 Employee Central field custom-string-3 to the Recruiting template from Recruiting Management, go to Admin Center Recruit-to-Hire Data Mapping Employee Central HRIS ElementsJobInfo Jobinfo_USA and find the Is Remote Initial Entry.

2. Select a Recruiting Template and choose a corresponding Recruiting Field. For more information about the respective recruiting templates, refer to the Related Information section.

3. Select Validate and Save to add the Remote I9 Employee Central field to the Recruiting template field.

Related Information

Recruiting Configuration Templates




9.14.1.3 Mapping the Remote I-9 Trigger to an External Applicant Tracking System

You can update the Onboarding Data Model to trigger the remote I-9 workflow in instances with an Applicant Tracking System (ATS).

Prerequisites

● US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9● ATS enabled

Context

For instances with an External Applicant Tracking System, the remote flag comes from the jobinfo object Is_Remote.

Procedure

1. Go to Admin Center API Center OData API Data Dictionary and search for Empjob.2. For the tag, select EC- Employment Info.3. Find Property Name customString3.

4. Go to Admin Center Manage Business Configurations Employee Central HRIS Elements JobInfojobinfo_USA (optional) .

5. Find custom-string3 and click Details.6. For Mandatory, select Yes.

The Admin Center mapping shows custom-string3 mapped to Remote I9. The fields are marked Yes for bothEnabled and Mandatory.


9.14.2 Completing Form I-9

As a hiring manager or a corporate representative, you must complete Section 2 of Form I-9 to verify the identity and employment authorization for anyone hired to perform labor or services in the United States.

Context

Employees may complete Section 1 of Form I-9 on or before day one, but no earlier than acceptance of the job offer. The hire date in SAP SuccessFactors Onboarding is the day the new hire accepted the offer of employment.

The employer must review the employee’s documents and complete Section 2 of Form I-9 within three business days of the day the employee starts work for pay (Start Date). The employee must present an original document or documents that show employment authorization within three business days of the date employment begins.

Procedure

1. Select Complete Form I-9 tile under the To-Dos section on the home page.2. Select the new hire for whom you want to complete Form I-9 and click Start.

To complete Section 1 of the I-9 Form, log on to the application as a new hire, and select the Complete Form I-9 tile under the To-Do section on the home page. You can also select Start Section 1 of Form I-9 on the "Complete Section 1 in I-9 Form" email notification.

NoteFor the hiring manager or a corporate representative, the Complete Form I-9 tile appears on the To-Do section, and on the New Hire Details page, only after the new hire completes Section 1 of the Form I-9.

3. Complete Form I-9 and click Confirm and Sign.

NoteRead the instructions defined by the government carefully before completing this form.

4. Add an e-signature to acknowledge the data you've provided on this form is correct.

NoteAs part of I-9 flow, the new hire must mention if they took any external help (preparer) to complete the form. If the new hire has taken any preparer's help, an email is sent to the perparer with the Verification Code when the I-9 form is generated. The translator can sign the form only after entering the Verification Code.



Results

You've completed Form I–9.

9.14.3 Creating a Task to Correct USCIS Form I-9

To update incorrect information of the new hire in Section 1 or Section 2 of Form I-9, you can create a task to correct the Form I-9 information.

Prerequisites

● Enable the following permissions:

○ Administrator Permissions Onboarding or Offboarding Admin Object Permissions Trigger I-9 Flow

○ User Permissions Compliance Object Permissions I-9 Audit Trail

○ User Permissions Compliance Object Permissions I-9 User Data● Configure USCIS Form I-9● Form I-9 Section 1 is completed by the new hire● To trigger correction from Manage Data page, make sure that the new hire is converted as an employee.

Context

As an administrator, you can initiate correction for Section 1 and Section 2 of Form I-9 from the Manage Data page. Data correction for Section 1 and Section 2 of Form I-9 from the Manage Data page can only be triggered for internal employees. Data correction for Form I-9 doesn't affect the E-Verify process.

NoteResponsible users can initiate correction for new hires only for the Section 1 of Form I-9 from the Actions menu on the New Hire Details Page from Onboarding Dashboard (New). This option is only available when Section 2 is in progress. Once Section 2 is completed, this option isn’t available.

Procedure

1. Go to Admin Center Manage Data .2. Select Trigger I-9 Flow from the Create New dropdown.3. Select the user name of the new hire in the second dropdown for whom correction has to triggered.


4. Select the correction type from the Trigger Type dropdown.

Correction Type Description

Correct Form I-9 Section 1 Data To trigger correction for Form I-9 Section 1.

Correct Form I-9 Section 2 Data To trigger correction for Form I-9 Section 2.

5. Enter the reason for correction in Correct I-9 Reason.6. Optional: Select an Onboarding process ID from the Process dropdown for the task to appear on the

Onboarding Dashboard (New).

NoteMake sure you select the correct process ID of the new hire for the correction task to be created.

7. Click Save.

Results

Both the new hire and the corporate representatives are notified by an email when correction is initiated for Form I-9 section 1. Only the Corporate representatives are notified by an email when correction is initiated for section 2. A To-Do task is created for the new hire if there’s correction triggered for Section 1 and for the corporate representatives if there’s correction triggered for Section 2.

Related Information

Running a Conversion Job [page 334]Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Configuring USCIS Form I-9 [page 218]

9.14.4 Reverifying Form I-9

As a hiring manager or an authorized representative, you can complete Section 3 of Form I-9 to reverify an employee's employment authorization.

Prerequisites

You're a part of the responsible group for the reverification process.

Ensure that you have the following permissions:

● User Compliance Object Permissions I-9 Verification



● User Compliance Object Permissions I-9 Verification Document

● User Compliance Object Permissions I-9 Audit Trail

● User Compliance Object Permissions I-9 User Data

● Administrator Onboarding or Offboarding Admin Object Permissions Trigger I-9 Flow (for manually triggering Form I-9 reverification)

Context

When an employee's authorization documents are expiring within 240 days, a To-Do is created for the employer to complete section 3 of Form I-9. You can also choose to trigger the reverification process manually. The employee and other stakeholders are notified of this update.

Procedure

1. Select Complete Section 2 and Section 3 of Form I-9 tile under the To-Dos section on the home page.2. Select the employee for whom you want to complete section 3 of Form I-9 and select Start.3. Complete Form I-9 and select Submit.

NoteRead the instructions published by USCIS carefully before completing this form.

An e-signature task is created and assigned to the person responsible for completing the task.4. Complete the e-signature step to complete the process of reverification.

Results

You've successfully completed section 3 of Form I-9 and authorized the employee to continue their employment.

9.15 E-Verify

E-Verify is an online system that helps employers in the United States remotely verify employment eligibility for all its newly hired employees.

E-Verify checks identity and employment eligibility by electronically comparing the information on an employee’s Form I-9 with records from the following government agencies:

● Social Security Administration (SSA)


● Department of Homeland Security (DHS)● States that participate in the Records and Information from DMV for E-Verify (RIDE) Program● United States Citizenship and Immigration Services (USCIS)

SAP SuccessFactors Onboarding is integrated with the DHS E-Verify system, providing real-time verification within Onboarding. Each case is assigned a case verification number and case result. The employer monitors the case status and acts accordingly. Most cases receive an Employment Authorized status and are automatically closed. Cases that provide missing or incorrect information are returned with Pending Referral status and the new hire is sent a Tentative Nonconfirmation (TNC) Further Action Notice (FAN). All TNC FANs and employment eligibility notices are electronically signed and stored in the Admin Center Manage Documents . Every case created in E-Verify receives a final case result before it’s closed, and every case must be closed.


The hiring manager or the Onboarding responsible user must submit an E-Verify request within three business days of the new hire accepting the employment offer, or the date the new hire starts to work for pay. If the case is not submitted within three business days the hiring manager or the Onboarding responsible user must provide a reason for the overdue case. This reason is saved for audit purposes.

NoteIn Onboarding:

● Offer Date = the date the new hire accepts the employer's offer of employment.● Start Date = the date the new hire starts work for pay.● E-Verify Creation Date = the day the E-Verify activity is created.● Offer Acceptance Date = the Hire Date in the Onboarding system.

If the E-Verify Create Date is < the Start Date, then the Hire Date = E-Verify Create Date.

If the E-Verify Create Date is ≥ the Start Date, then the E-Verify Create Date = the Start Date.

Related Information

E-Verify Workflow [page 347]Manually Creating an E-Verify Case [page 352]Configuring E-Verify [page 225]



9.15.1 E-Verify Workflow

The E-Verify workflow begins when the hiring manager or the Onboarding responsible user signs and submits a new hire's Form I-9 Section 2. If E-Verify is enabled, the location is set to US, and the SSN is provided, then an E-Verify case is automatically created for the new hire.

Case Creation

An E-Verify case is automatically created when the hiring manager or the Onboarding responsible user submits a new hire's Form I-9 Section 2. Each case is assigned a case verification number and case result.


Initial Verification

The E-Verify initial verification process compares the information in the new hire's Form I-9 with information in records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS). The case status is updated by E-Verify and appears next to the new hires name in the Onboarding Dashboard.

The onboarding participant can check the new hire's case status by returning to the Onboarding DashboardNew Hire Details I-9 and E-Verify and find the task status for E-Verify case status. If a case status requires action, a To-Do tile for Complete E-Verify appears on the home page.

Case Status

The hiring manager or the Onboarding responsible user returns to the Onboarding Dashboard regularly to check the case status. Some E-Verify cases are automatically closed with an Employment Authorized case result and no further action is required. Cases may receive one or more of the following statuses:

Status Definition

Create and Submit This status means that the hiring manager or the Onboarding responsible user must manually create and submit a case for this new hire.

Closed This status means that the case is closed.

Close Case and Resubmit This status means that the hiring manager or the Onboarding responsible user must close the E-Verify case and manually create a new E-Verify case for the new hire.


Status Definition

Draft This status means that the case is saved as a draft and has not been submitted to the DHS.

Duplicate Case This status means the case details match another case in the system. The duplicate case should be closed. To continue processing a duplicate case, the hiring manager or the Onboarding responsible user must return to Manage Data and provide reason for creating the duplicate case.

Employment Authorized This status means the employee’s employment eligibility is verified and the verification process is complete. Most new hires are verified and receive this status and the case is closed. No additional action is required.

Final Nonconfirmation This status means that new hire is not authorized for employment. The hiring manager or Onboarding responsible user must close the case and provide a reason for the case closure. The employer may terminate employment.

Manual Review This status means that the case is being manually reviewed by the DHS.

Pending Referral This status means the information submitted to E-Verify doesn’t initially match DHS records. A Tentative Nonconfirma-tion (TNC) Further Action Notice (FAN) does not mean that the new hire is not authorized to work in the United States. The new hire must respond to the TNC if they wish to continue employment.

Photo Match This status prompts the hiring manager or the Onboarding responsible user to compare the new hire’s photo document with a photo displayed during creation of the E-Verify case. After comparing the photos, the hiring manager or the Onboarding responsible user chooses:

● Photo Matches● Photo Non-Match

No Photo Displayed indicates that the photo isn’t shown at all or the photo isn’t of a person (the back of a passport, for example).

Queued This status means that the case has been received and is in process. You may receive one of the following notices:

● Pending Referral● Unconfirmed Data● Manual Review● Photo Match● Scan and Upload

You should return to E-Verify later to check the new hire’s status.



Status Definition

Referred This status means that the new hire was given a Tentative Nonconfirmation (TNC) Further Action Notice (FAN), and was referred to the DHS or Social Security Administration (SSA) to resolve their employment verification case.

Scan and Upload This status means a new hire presented a Permanent Resident Card or Alien Registration Receipt card (Form I-551) as the verification document. This status prompts the hiring manager or the Onboarding responsible user to scan the front and back of the verification document and upload both images in either PDF, PNG, or JPG format.

Unconfirmed Data This status means that the DHS couldn’t verify the new hire’s records. One or more of the fields didn’t match the new hire’s Form I-9.

The status prompts the hiring manager to initiate the Form I-9 reverification process.

Tentative Nonconfirmation Further Action Notice

If the DHS cannot confirm the new hire’s work authorization, then the new hire's case receives a Pending Referral status.

When a case has a Pending Referral status, the hiring manager or the Onboarding responsible user:

● Downloads the FAN form in English or Spanish● Emails the FAN form to the new hire● Confirms that they notified the new hire of the Pending Referral case status

When a TNC case result is issued, the new hire has 10 federal government work days to respond. The new hire should reply to the email and indicate how they want to respond. The new hire can choose to take action and contest the TNC, to not take action and accept the TNC status, or to resolve the missing or incorrect information.

When the new hire responds, the hiring manager or the Onboarding responsible user returns to the E-Verify Tentative Nonconfirmation status page, and selects one of the following options based on the new hire's response:

Response Next Steps

Take action The new hire uses the instructions in the FAN to contact the appropriate government agency within 10 federal government work days.

Not take action The hiring process ends. Employment can be terminated without the company being civilly liable for the termination.

Resolve missing or incorrect information The case is closed. The new hire should provide the missing or incorrect data before the hiring manager or the Onboarding responsible user creates a new case.


NoteIf the new hire doesn't respond to the TNC in 10 federal work days, is no longer employed, or isn’t able to sign the FAN, and you want to close the case, then you can continue without uploading the FAN form by selecting Resolve missing or incorrect information. This option closes the case.

NoteWhen the Account Type for the E-Verify feature is set toTest, the Onboarding program isn’t sending any data to the real E-Verify system. These results are fabricated in the Test environment. Using different social security numbers returns different result in the Test environment.

If the new hire provides additional information to the appropriate agency, the new hire's information receives additional processing.

In rare cases, the DHS may need more than 10 Federal Government working days to confirm employment eligibility.

NoteThe Onboarding TNC workflow differs from the Onboarding 1.0 TNC workflow.

The major differences between these modules Onboarding 1.0 and Onboarding are as follows:

Onboarding 1.0 Onboarding

The remote flow is initiated on the New Hire Set-Up Information panel by entering the new hire's job information, and selecting Yes for Is the new hire a remote hire? The E-Ver

ify remote flow is initiated by going to Home Settings

Features E-Verify TNC Options E-Verify TNC

Verification Options and selecting Remote.

The remote flow is initiated by selecting the Is I9 Remote option from the Hiring Manager Review step, Recruiting Management, or an external applicant tracking system, depending on how your system is configured.

If a remote new hire receives a TNC case result, the hiring manager or the Onboarding responsible user downloads the FAN documents and emails them to the new hire. The new hire signs the FAN and returns it the employer. The hiring manager or the Onboarding responsible user scans the signed TNC and uploads it to the Further Action Notice panel.

If a remote new hire receives a TNC, the hiring manager or the Onboarding responsible user selects the Send Mail option to send the FAN to the new hire. The new hire e-signs the FAN and it is stored in Manage Documents.

If a remote new hire responds to a TNC and they do not want to contest it, the hiring manager or the Onboarding responsible user scans the signed TNC and uploads it to the Further Action Notice page and selects the appropriate option. The new hire has 10 federal work days to respond. The activity and the signed FAN form are saved in the Work Queue, as completed, with a Final Nonconfirmation status.

If a remote new hire responds to a TNC and they do not want to contest it, the signed FAN is stored in Manage Documents. The case is closed with a Final Nonconfirmation status.

If a remote new hire responds to a TNC and they want to contest it, the hiring manager or the Onboarding responsible user scans the signed TNC and uploads it to the Further Action Notice page and selects the appropriate option. The new hire goes to the reporting agency to resolve the TNC.

If a remote new hire responds to a TNC and they want to contest it, the signed FAN is stored in Manage Documents. The new hire goes to the reporting agency to resolve the TNC.



Onboarding 1.0 Onboarding

If a remote new hire responds to a TNC and they want to resolve missing or incorrect data, the hiring manager or the Onboarding responsible user returns to the Further Action Notice page and selects the appropriate option. The case is closed with a Not Eligible status and the hiring manager or the Onboarding responsible user creates a new E-Verify case for this employee.

If a remote new hire responds to a TNC and they want to resolve missing or incorrect data, the hiring manager or the Onboarding responsible user returns to the Tentative Nonconfirmation page and selects the appropriate option. This triggers the correct data flow and the new hire is prompted to update their Form I-9 information.

Overdue Case

If the E-Verify case is overdue in the Complete E-Verify To-Do tile, the hiring manager or the Onboarding responsible user cannot automatically submit the E-Verify case. The hiring manager or the Onboarding responsible user must provide a reason for delay.

● If the E-Verify case is manually triggered, hiring manager or the Onboarding responsible user enters the reason for the delay in the provided field.

● If E-Verify is automatically triggered, the hiring manager or the Onboarding responsible user goes to the Onboarding Homepage Complete E-Verify , locates the new hire, and selects View Details to find the

Complete E-Verify task. The hiring manager or the Onboarding responsible user selects Start/View Details to open the page where to provide a reason for overdue case and submit the case.

The DHS supports the following overdue reasons:

● Awaiting Social Security Number● Technical Problems● Audit Revealed that New Hire Wasn’t Run through E-Verify● Federal Contractor with E-Verify Clause verifying an existing new hire● Other

NoteA case can’t be created in E-Verify without a Social Security Number (SSN). Even though the new hire’s SSN is required for E-Verify purposes, the new hire isn’t required to show the SSN card to the employer, only record the number. If a new hire has applied for, but hasn’t yet received their SSN (for example, if they are a newly arrived immigrant), the employer must delay creating a case until the SSN is available. During this time, the new hire should be allowed to continue to work.

Related Information

E-Verify [page 345]Configuring E-Verify [page 225]Manually Creating an E-Verify Case [page 352]


9.15.2 Manually Creating an E-Verify Case

An E-Verify case is usually created by the hiring manager or the Onboarding responsible user when there was an issue with the initial E-Verify case.

Prerequisites

To allow the hiring manager or Onboarding responsible user to manually create an E-Verify case, enable theCreate E-Verify Case permission from Admin Center Manage Permission Roles <Permission Roles>Permission... Administrator Permissions Manage Onboarding or Offboarding .

Context


To manually create an E-Verify case:

Procedure

1. Go to Admin Center On/Offboarding and select Create E-Verify Case.2. Search for the new hire that you are creating the case for and select Start.

9.16 Completing the Compliance Forms

If compliance forms are enabled, the forms get initiated after the new hires have completed the required steps configured in the Process Variant Manager.

Prerequisites

● Make sure that either SuccessFactors eSignature or DocuSign is configured.

● Compliance form category is turned ON in Admin Center Compliance Settings . For information on how to enable the forms, see the Related Information section.



● Ensure that the Onboarding process for the new hire is initiated, and that the new hire is for a company with the country configured as United Kingdom or Australia.

● Also, ensure that the new hire has completed the Personal Data Collection step. As the compliance forms are triggered only after the completion of this step.

● To view the status of the compliance forms on the Dashboard, enable Show Compliance Forms Status on the Dashboard.

Context

Log in to the application as a new hire for filling in the details and submitting the compliance forms. New hires can access the compliance tasks by selecting the Complete Compliance Tasks To-Do tile on the home page.

Hiring managers can access the compliance tasks either from the Complete Compliance Tasks To-Do tile on the home page or New Hire Details page.

Procedure

1. To access the New Hire Details page, select Onboarding Dashboard tile on the home page.

The dashboard gives you a consolidated view of all the new hires and the status of their compliance forms.2. Select the relevant form and fill in all the details.

The Country/ Region-specific compliance forms are displayed on the popup.

The forms that are supported are listed here:○ United Kingdom Forms

○ Starter checklist ○ Australia

○ Tax file number declaration ○ Superannuation Standard choice form

○ United States of America○ I-9○ US W4○ State Withholding Forms

For the "Australia Superannuation" form, the superannuation options are displayed. The employer specified superannuation details section auto-populates the information from the configuration specified by the rule or the default configuration.

For the "Tax File Number" (TFN) declaration form, the Employee details collected in the Personal Data Collection step is displayed. Personal information like Name, HomeAddress, DOB, and TFN# is prefilled in the form.

If you load the UK form, you’re given the option to either upload the P45 form or fill the UK Starter Checklist. The UK Starter checklist displays the Employee details collected in the Personal Data Collection step. Personal information like Name, HomeAddress, DOB are prefilled in the form.

3. Fill in the details in the forms and choose Submit.


NoteYou can also save the form as a draft and submit it later.

Results

The form gets saved and you're redirected to the home page.

NoteIf there are pending forms to be filled, they appear on the Complete Compliance Tasks To-Do tile. The tile isn’t displayed once all the forms are completed and submitted.

NoteIf there is an update available for an assigned compliance form, the complianceForm field in the Change Audit Log report for compliance is updated with the old version and new version values in the respective fields. This change is done by the system due to the version update of the form.

Next Steps

Add your e-Signature to the form depending on the e-signature mode configured.

Related Information


9.17 Activating an Account and Setting New Password

The new employee who's now an internal user receives an autogenerated welcome email on the start date.

Context

The welcome email contains logon Information and a URL to reset the password.



To set the password for the SAP SuccessFactors application, the new employees must perform the following steps:

Procedure

1. Select the URL on the logon page, and enter the Username that the new employees have received in their welcome email.

2. Enter the password on the login page, and click Login.

Results

The new employees can now see more number of tiles, for example, My Info, and My Peers along with the tiles that they could see as external users. For more information on how to manage home page tile for new employees, refer to the Managing Home Page Tiles for New Hires in Related Information section.

Related Information

Managing Home Page Tiles for New Hires [page 197]

9.18 Activating an Account and Setting New Password After SAP Identity Authentication Service (IAS) Is Enabled

When SAP Identity Authentication Service (IAS) is enabled in Onboarding, the new hires are authenticated after they’re converted to internal users.

Prerequisites

Customize the welcome email by navigating to Admin Centre E-mail Notification Templates Settings . Select Welcome Message Notification with Reset Password Support and add the following parameters and content to the email body:

● [[LOGIN_URL]]● Username: [[EMP_USERNAME]]● You’ll be receiving another email to reset your password.

For more information on how to send welcome emails to new users, refer to the Sending Welcome Emails Manually topic in Related Information section.


Context

During the onboarding phase, the onboardee access doesn't involve SAP Identity Authentication Service. When the onboardees are converted to active users in SAP SuccessFactors, their data is synced to SAP Identity Authentication Service.

On day 1, the new employees in non-Single Sign On instances receive an email from SAP Identity Authentication Service with the username and a URL to access the account. In case of Single Sign On instances, the new employees receive the activation email from the respective corporate identity provider.

To activate the account and set the password, the new employees must perform the following steps:

Procedure

1. Select Click to activate your account URL, on the activation email.

After the new employees click on the activate account URL, they can reset the password using the same link. Once the password is changed, the account gets activated.

2. Select the Access Your Account URL, on the welcome email.3. To log on to the account, enter the username provided in the welcome email, and use the password that was

generated using the account activation URL.

NoteFor instances with a corporate identity provider, an email from SAP Identity Authentication Service (IAS) isn’t sent. For more information, refer to the Configuring the Corporate Identity Provider in IAS (Video) topic in the Related Information section.

Results

The new employees can now see more number of tiles, for example, My Info, and My Peers along with the tiles that they could see as external users. For more information on how to manage home page tile for new employees, refer to the Managing Home Page Tiles for New Hires in Related Information section.

Related Information

Sending Welcome E-mails ManuallyManaging Home Page Tiles for New Hires [page 197]Configuring the Corporate Identity Provider in IAS (Video)



https://help.sap.com/viewer/534356acc0ab4b0e8977ebfb2eb432f7/latest/en-US/4b08a94b930a4c56bb7395c86b809655.html

https://help.sap.com/viewer/568fdf1f14f14fd089a3cd15194d19cc/latest/en-US/aa2c9efe68c6446a84094a84907e7f9f.html

9.19 Accessing New Hire Data

If you're not part of the user group responsible for new hire data review, yet you want to view the new hire data, you can access it from the new hire details page.

Prerequisites

For the New Hire Data option to appear under the Actions menu on the New Hire Details page, enable Access New Hire Data Permission in Role-Based Permissions.

Procedure

1. Select Onboarding Dashboard tile on the home page.

The dashboard gives you a consolidated view of all the new hires records. Select the new hire whose onboarding documents you want to view.

2. To access the New Hire Details page, click View All Tasks Details.3. Choose Actions and select New Hire Data.

Results

You can view the new hire data on the Provide Personal Data page.

NoteSince you're not responsible for new hire data review, it’s recommended that you don't edit the new hire data on the Provide Personal Data page.

Related Information



10 Restart the Onboarding Process

With Onboarding, you can restart the onboarding process for a candidate if there is a change in new hire data before the candidate gets hired.

You can restart the onboarding process manually or you can configure the system to trigger an automatic restart of the process.

Manual Restart

You can manually restart the Onboarding process if there is an incorrect data set and if an unhandled error occurs, and you need to overcome this error. You can manually restart the Offboarding process if the Termination date gets changed.

Automatic Restart

When you initiate the Onboarding process, you pass new hire data from your recruiting system to Onboarding. If the value of certain variables in the new hire data change before the candidate is hired, the onboarding process must be restarted to accommodate the implications on the system behavior.

NoteCurrently, auto-restart of onboarding process doesn't get initiated if there's a change of hiring manager and a change in the start date in job offer.

Currently, you can configure a trigger event to restart the Onboarding process, whenever the value changes for any of the following variables.

● Start Date (targetDate in the Process object)● Hiring Manager (manager in the Process object)

In the event of restart to the Onboarding process for a new hire:

● The current Onboarding process is cancelled.● A new onboarding process is initiated.● An event is written in the change log, for reporting purposes.● An email notification is sent to the assigned onboarding participants.● A short text highlighting the restart to the Onboarding process is displayed on the participants Dashboard.

NoteWhen the onboarding process is restarted or canceled, the compliance workflow is terminated. All compliance objects, including forms and user data, will be marked as inactive.


Restart the Onboarding Process

Restarting the Onboarding Process Manually [page 359]You can manually restart the Onboarding process for a candidate from the Onboarding Dashboard.

Configuring Notifications in Onboarding Restart Process [page 360]You must configure notifications to inform the involved onboarding participants whenever the onboarding process is restarted because of changes in new hire data.

Configuring Onboarding Process to Restart [page 361]Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to the Process MDF object to implement the restart process.

Restarting the Onboarding Process with an External Applicant Tracking System [page 364]Onboarding is configured to interact with your external Applicant Tracking System to help manage your onboarding process whenever there are changes to new hire data.

Restarting Internal Hire Process in Onboarding [page 365]When there is a transfer event created for an internal hire whose onboarding is in progress, the internal hire process should be restarted.

10.1 Restarting the Onboarding Process Manually

You can manually restart the Onboarding process for a candidate from the Onboarding Dashboard.

Prerequisites

Enable Restart Onboarding Permission from Admin Center Manage Permission Roles <Permission Role>Permission... Administrator Permissions Manage Onboarding or Offboarding .

Procedure

1. Select Onboarding Dashboard tile from the home page.

Onboarding Dashboard page opens.2. Select the View All Tasks link for the candidate for whom you want to restart the Onboarding process manually.3. On the Candidate's Details page, click on the Actions menu on the Candidate Profile header and select Restart

Onboarding.

Results

The Onboarding process gets restarted for the candidate.

Implementing OnboardingRestart the Onboarding Process PUBLIC 359

Task overview: Restart the Onboarding Process [page 358]

Related Information

Configuring Notifications in Onboarding Restart Process [page 360]Configuring Onboarding Process to Restart [page 361]Restarting the Onboarding Process with an External Applicant Tracking System [page 364]Restarting Internal Hire Process in Onboarding [page 365]

10.2 Configuring Notifications in Onboarding Restart Process

You must configure notifications to inform the involved onboarding participants whenever the onboarding process is restarted because of changes in new hire data.

Prerequisites

Email Services are configured and enabled in your system.

Context

Onboarding provides a preconfigured email template to handle notifications related to onboarding restart process. However, you must configure the email category of the email template to define recipient information.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Email Services tool. Click the search result to access the tool.

3. Under the Active Templates tab, verify if (ONB) New Team Member Workflow Restarted Message Template is present in the list. For more information about managing email templates in Onboarding, refer to the Related Information section.

4. Switch to the Email Categories tab.

5. Click (Edit)to edit the (ONB) New Team Member Workflow Restarted Category.6. Select Onboarding Simplify Role Based Recipient Builder from the To Recipient Builder dropdown.7. Select New Hire and Hiring Manager from the Roles dropdown.



8. Click Save.

The (ONB) New Team Member Workflow Restarted Category email category is now configured with recipient information.


Related Information

Restarting the Onboarding Process Manually [page 359]Configuring Onboarding Process to Restart [page 361]Restarting the Onboarding Process with an External Applicant Tracking System [page 364]Restarting Internal Hire Process in Onboarding [page 365]Managing Email Templates [page 177]Accessing the Email Services [page 161]

10.3 Configuring Onboarding Process to Restart

Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to the Process MDF object to implement the restart process.

Prerequisites

Onboarding can be restarted only when the process is in progress and the candidate is not hired.

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Configure Object Definitions. Access the tool by clicking the search

result.

The Configure Object Definitions page is opened.3. Select Object Definition from the Search dropdown.4. Enter Process as the search key. Select the search result to open the object.5. Under Take Action, select Make Correction.6. Scroll down to the Post Save Rules section to create a business rule. For information about configuring the

business rule to handle the restart event, refer to the Related Information section.


7. Select the newly created business rule from the Post Save Rules dropdown.8. Click Save.

The Process object is now configured to handle an event related to restarting the onboarding process based on the conditions specified in the business rule.

Next Steps

To complete the configuration process, you must update the Onboarding process flow. To do so, go to Admin Center Update Process Flow for Onboarding and Offboarding and click Update.


Related Information

Restarting the Onboarding Process Manually [page 359]Configuring Notifications in Onboarding Restart Process [page 360]Restarting the Onboarding Process with an External Applicant Tracking System [page 364]Restarting Internal Hire Process in Onboarding [page 365]

Creating a Business Rule for Restarting the Onboarding Process [page 362]

10.3.1 Creating a Business Rule for Restarting the Onboarding Process

To configure Onboarding to handle an event to restart the onboarding process, you must create a business rule to apply on the ONB2Process object definition.

Procedure

1. Go to Admin Center Configure Object Definitions .2. Select Object Definition from the Search dropdown and then, select Process object definition from the next

dropdown menu.3. To open ONB2Process object definition in edit mode, click Take Action and then select Make Correction.

4. Click (Add Rule) under Post Save Rules of the Process object.

The Configure Business Rules page is opened. The Rules for MDF Based Objects scenario is preselected under the Metadata Framework category.



5. Enter the Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.6. Select ONB2Process from the Base Object dropdown.7. Select the Purpose that defines the intent of a phase in an object's lifecycle.

For example, to define a default value for an object instance, select "Validate" as the Purpose. This sets the initial value for an object instance. You can always change the default value.

8. Click Continue.9. Define the rule with If conditions set on the Start Date (targetDate in the ONB2Process object) and Hiring

Manager (manager in the ONB2Process Object) fields.

10. Click Save.

You have successfully created a business rule.


Next Steps

Update the ONB2Process object with the business rule.

10.4 Restarting the Onboarding Process with an External Applicant Tracking System

Onboarding is configured to interact with your external Applicant Tracking System to help manage your onboarding process whenever there are changes to new hire data.

Prerequisites

● Onboardin process is initiated for an external onboarding user and the onboarding hire status is not set to "Hired".

Context

If you have initiated the onboarding process through your external Applicant Tracking System and there are changes to new hire data that require restarting the onboarding process, a restart event can be triggered using OData APIs belonging to Employee Central and SAP SuccessFactors HXM Suite.

NoteData mapping to convert new hire data from the external Applicant Tracking System into the format required by the API is done in your API Integration Tool. For more information about data mapping and transformation, refer to Data Object Table in Employee Central in the Related Information section.

Procedure

1. Update the value of Start Date or Hiring Manager (whichever has changed) in the external user record using the EmpEmployment API. For more information about EmpEmployment entity, refer to the Related Information section.

2. Update the Process object using the ONB2Process API. The API request initiates a new onboarding process and cancels the existing onboarding process for the respective new hire. For more information about ONB2Process entity, refer to the Related Information section.




Related Information

Restarting the Onboarding Process Manually [page 359]Configuring Notifications in Onboarding Restart Process [page 360]Configuring Onboarding Process to Restart [page 361]Restarting Internal Hire Process in Onboarding [page 365]Data Object Table in Employee CentralEmployee Central OData API: EmpEmploymentSAP SuccessFactors HXM Suite OData API: ONB2Process

10.5 Restarting Internal Hire Process in Onboarding

When there is a transfer event created for an internal hire whose onboarding is in progress, the internal hire process should be restarted.

Prerequisite for Restarting Internal Hire Process

Internal Hire processes that are still in progress and are initiated from your Employee Central instance or external Application Tracking System can be restarted.

Context

Internal Hire processes, just like Onboarding processes can be restarted based on certain conditions. The decision to restart an ongoing Internal Hire process is systematic and requires no special configuration.

Objectively speaking, Internal Hire process is initiated as a result of a transfer event generated in the system that for an internal hire in conjunction with the conditions being satisfied in the business rule. The business rule configured in your system to check whether Internal Hire process should be initiated helps the system determine if the process should be restarted. For information about configuring the business rule to initiate Internal Hire process, see the Related Information section.

Scenario

When a transfer event is generated and the business rule (invoked as a result of the transfer event) to initiate the Internal Hire process evaluates to "True", the system checks if there is an ongoing process existing for the internal hire. If No, a new Internal Hire process is initiated. But if an Internal Hire process already exists and is in progress, the system cancels the existing process and restarts the Internal Hire process.

When an Internal Hire process is restarted:



https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/d91ecc323849441cb2773fc86f0eff0f.html

https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/9cf7d6a9d0624fdd9dc48f9efc66582f.html

● The assigned onboarding participants are required to perform all the associated tasks again.● The respective new hire record in the Onboarding Dashboard of the assigned participants will show an

additional note about the Onboarding process having restarted. If you click on the note, you will find details about the possible reasons that might have caused the process to restart.

Parent topic: Restart the Onboarding Process [page 358]

Related Information

Restarting the Onboarding Process Manually [page 359]Configuring Notifications in Onboarding Restart Process [page 360]Configuring Onboarding Process to Restart [page 361]Restarting the Onboarding Process with an External Applicant Tracking System [page 364]



11 Canceling an Onboarding Process

If an external candidate signs the contract but then decides to not work for the company, you can cancel the onboarding process for that candidate from the Onboarding Dashboard. Canceling the onboarding process for a new hire deletes all the tasks and records created for this new hire.

Prerequisites

Ensure that <EmpEmploymentTermination> and <okToRehire> are available in the OData API Data Dictionary. You can enable these fields by navigating to Manage Business Configuration Employment Info .

Provide view and edit permissions for the following in Role-based Permissions:

● Cancel Onboarding Permission under Administrator Permissions Manage Onboarding or Offboarding . This permission allows you to cancel the onboarding process.

● Report No-Shows under User Permission Employee Data HR Actions .

This permission allows you to provide the event reason associated with the No-Show event.

Context

When Onboarding is canceled, from the Onboarding Dashboard Candidate details page, a No-Show is triggered in Employee Central.

In the following scenarios, you can trigger a No-Show from the employee's profile and cancel the Onboarding process for the candidate:

● After Manage Pending Hire (MPH) step before the job start date● Within 30 days of the job start date

NoteFor the above scenarios, before the start date of the new hire, the active external user is deactivated. Post start date the internal user would be deactivated. In both the cases, the Onboarding process and the tasks are canceled.

No-Show event reasons appear on the Cancel Onboarding dialog box instead of Onboarding cancel reason.

NoteWhen the onboarding process is restarted or canceled, the compliance workflow is terminated. All compliance objects, including forms and user data, will be marked as inactive.

Implementing OnboardingCanceling an Onboarding Process PUBLIC 367

Procedure

1. From the Onboarding Dashboard, under All Tasks tab, select the candidate whose Onboarding process you want to delete.

2. From the candidate details page, click Moreon the top-right corner of the page and select Action.3. Select Cancel Onboarding from the Actions menu.

The Cancel Onboarding for <Candidate's Name> dialog box opens.4. To cancel Onboarding, select the All Onboarding tasks created will be canceled from the system checkbox to

acknowledge the result of canceling the Onboarding process.5. Select the event reason for No-Show from the Select cancellation reason dropdown menu.

At this stage, the new hire details are available in the system. You can consider them a No-Show and set their status to inactive. To report a candidate as No-Show, refer to the "Reporting No-Show New Hires" topic in the Related Information section.

6. Provide additional comment if necessary and select Confirm.

Results

The new hire no longer appears on the Onboarding Dashboard, and the external user turns into inactive external user. The external user's data is kept in the system in case you want to report on how many No-Shows you had during the Onboarding process.

NoteThe e-signed documents of the new hires stored in the Document Management System do not get deleted when the Onboarding process is canceled for them.

Next Steps

Configure ONB2_ProcessClosurePeriodConfig business rule to close and archive onboarding processes and tasks based on the number of days past, and set the event reason for canceling the Onboarding process.

NoteEvent reason is mandatory for the SAP_ONB2_ProcessPeriodConfig if process is of type Onboarding.

For more information on how to configure the rule scenario, see the Related Information section.

Related Information

Reporting No-Show New Hires


Canceling an Onboarding Process

https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/767e5e62917a40da8fecd0f53cf6ece8.html

Setting Up a Business Rules for Closing the Onboarding/Offboarding Processes [page 369]

11.1 Setting Up a Business Rules for Closing the Onboarding/Offboarding Processes

Set up a rule to close and archive onboarding or offboarding processes and tasks based on the number of days past the start date.

Context

You can also configure this rule to set the event reson for canceling the Onboarding process.

Procedure


You’re directed to the Business Rules Admin page that contains a list of business rules.

2. Select .


3. Go to Onboarding Configure the Period to Close and Archive Onboarding or Offboarding Processes and Tasks scenario.

When you select Configure the Period to Close and Archive Onboarding or Offboarding Processes and Tasks, the basic rule scenario form appears.

4. Enter the appropriate information in the following fields:


5. Select Continue to move to the Configure Business Rules page where you configure your If, Else If, and two Then criteria.

6. If criteria example:


Left Expression Go to If section and select your left expression and locate Process Type by expanding Process under Rule Model for Onboarding Process Closure.











4. From the left expression dropdown menu, select Rule

Model for Onboarding Process Closure Closure Period

in Days .

TipWhen status is selected, the field type is now a Number field by default


Field Type Leave as Number.

Value Selection Enter the number of days past the start date for closure of the onboarding processes and tasks.

8. Select up an additional Then statement for the providing the event reason for canceling the Onboarding process.


Left Expression 1. Go to the first Then criteria, select the last dropdown ar

row on the box, and choose Add Expression

Above .

NoteTo move the newly added Then criteria below the first Then criteria by selecting Move under Add option.








in Days .

TipWhen status is selected, the field type is now a Value field by default.



Value Selection Select No Show Event Reason.

9. Set up Else statement for Offboarding Processes and Tasks:


Left Expression 1. Select Add Else.2. Go to left expression menu icon and select pencil picker

icon.




in Days .

TipWhen status is selected, the field type is now a Number field by default


Field Type Leave as Number.

Value Selection Enter the number of days past the start date for closure of the offboarding processes and tasks.



Results

When you run the ONB2_ProcessClosurePeriodConfig business rule, onboarding or offboarding processes and tasks are closed and archived.



12 Process Variant Manager

Process Variant Manager is used to add flexibility into the standard onboarding and internal hire processes.

You can use this functionality to create a business process that better fits your business requirements. Also, gives you the flexibility to modify your own processes.

Access the Process Variant Manager from Admin Center. To access the Process Variant Manager, you must enable Administrate Onboarding or Offboarding content permission in Role-based Permissions. For more information, refer to the Related Information.

From the Process Variant Manager page, you can view all the existing processes for onboarding, internal hire, and offboarding. You can also add new processes, manage the process flows, and define the business rules for the processes.

NoteCurrently, if the process variant used in the Assign Form rule is redeployed, then the process variant or the process variant steps mentioned in the Assign Form rule are no longer available. In that case, you must redefine the Assign Form rule.

On the Process Variant Manager page, you can see one default process for Onboarding and one for Offboarding, along with all other existing processes.

NoteThe default processes are indicated by a lock icon next to them. You can't edit the Process Flow Name and Description of these processes. Also, these processes can't be deleted.

Related Information


12.1 Onboarding Standard Processes

Before you start creating a new process, the default Onboarding and Offboarding standard processes can give you a starting point from where you can change the process as per your requirements.

The standard Onboarding process is created when Onboarding is enabled in Provisioning.

The Onboarding default process includes the following standard steps or blocks:

● New Hire Data Review: This is the first step in the process. In this step, the new hire’s data gets reviewed by the permissioned user, either hiring manager or another user as per responsible group configuration.

Implementing OnboardingProcess Variant Manager PUBLIC 373

NoteYou can configure the Process Variant Manager to bypass this step even if there are data mismatches between Recruiting Management and Employee Central fields.

● New Hire Tasks: This step is initiated by the hiring manager. This step is executed in parallel to the New Hire Data Review step.

● Personal Data Collection: In this step, the new hire provides the personal data. This step is executed after the New Hire Data Review step.

● Additional Data Collection: In this step, the new hire provides additional data specific to the Onboarding process.

NoteThe Personal Data Collection and Additional Data Collection steps can be executed in parallel. However, the Additional Data Collection step cannot be executed before the Personal Data Collection step.

● Compliance: In this step, you can complete the compliance tasks assigned to you. You can add this block as a child of either Personal Data Collection step or Additional Data Collection step.Compliance is an independent process and hence you can't configure any other Onboarding blocks post this block. Also, Process Variant Manager doesn't allow you to configure onboarding steps after the compliance block is added.

NoteNew Hire Data Review and Personal Data Collection step can’t be added in parallel.

A new hire or a hiring manager can also complete the Compliance tasks even though New Hire Data Review, Personal Data Collection, or Additional Data Collection steps aren’t applicable.

NoteIf the users want to configure only the Compliance block and doesn't require Personal Data Collection or Additional Data Collection blocks, they must configure Personal Data Collection block in the Process Variant Manager. They can later on skip the Personal Data Collection using the business rule SAP_ONB2_ECDataCollectionCheck.

● Document Flow: In this step, a document gets generated and as per configuration, if this document requires signatures from the hiring manager and the new hire, it’s sent to the Signature step.Maximum of two Document Flows can be added to the process. For each Document Flow, you can attach multiple forms by configuring business rules. More information on how to define business rules for multiple Document Flows, refer to the Related Information section.

NoteFirst activate the Process Variant for Multiple Document flow and then configure the business rules.

NoteIf the Document Flow step is declined by the user, then the user is directed to the Personal Data Collection step. However, if the custom process doesn’t have the Personal Data Collection step, then the user continues with the flow.

374 PUBLICImplementing OnboardingProcess Variant Manager

From the Process Variant Manager dashboard, you can create a new process variant by copying an existing process. You can also create a process variant from scratch.

Related Information

Defining Business Rules for Multiple Document Flows [page 156]

12.2 Cloning a Process Variant

You can clone an existing process variant and modify the existing process flow by adding process steps to suite your requirement.

Procedure

1. Go to Admin Center and in the tools search field, enter Process Variant Manager.

The Process Variant Manager page opens. The existing processes are displayed on this page.

2. Select the process that you want to clone and click copy icon.3. Provide a unique ID, a Name, and a Description for the process flow that you've just copied.4. Click Save.

The new process variant gets added to the list of processes on the Process Variant Manager page.

NoteThe status of the newly added process variant is inactive. You must deploy the process to change the status to active.

5. To edit the process flow, click the process variant name and then click the process step block where you want to add an additional process step.

6. On the process step dialog box, select the process step that you want to add and click Save.

You can also delete an existing process by clicking Delete on the process step dialog box.7. Click Save and Validate.

The process variant is saved and validated successfully. Click OK to return to the process flow.8. Click Activate to deploy the process variant in Bussiness Process Engine (BPE).


12.3 Creating a Process Variant

Create a new process variant when your needs are specific and cloning an existing process is not the best option.

Procedure


The Process Variant Manager page opens.2. To create a process variant from the beginning, click + Process Variant.

The Add Process Variant dialog box opens.3. Select the process variant type from the Process Type dropdown, and provide a unique ID, a Name, and a

Description for the process flow.4. Click Save.

The new process variant gets added to the list of processes on the Process Variant Manager page.

NoteThe status of the newly added process variant is inactive. You must deploy the process to change the status to active.

5. To create the process flow, click the process variant name and then click the Start node to add an additional process step.

6. On the process step dialog box, select the process step that you want to add and click Save.

NoteThe default Onboarding process includes the standard steps. However, you can add multiple steps to Document Flow. You can change the sequence of these steps but you can't add multiple steps to the Onboarding process.

Process steps that you can configure

Process steps Behaviour

Review New Hire Data The participants review the New Hire data.

Personal Data Collection Personal paperwork is an initial task in the Onboarding process where the new hire's can review their personal data obtained from recruiting system for accuracy and update the missing information.


Process steps Behaviour

Additional Onboarding Data Collection After completing the personal paperwork, if there are any Onboarding-specific fields configured in the Succession Data Model, the new hire is prompted to provide additional information.

Create New Hire Tasks The participants create New Hire tasks.

NoteIf the new hire tasks are not visible on the Complete New Hire Tasks tile, configure the Personal Data Collection step in Process Variant Manager, if not configured and change the SAP_ONB2_ECDataCollectionCheck to skip the step.

Document Flow Once the new hire completes the personal and additional paperwork for the onboarding process, a document gets generated. As per configuration, if this document requires signatures from the hiring manager and the new hire, it is sent to the Signature step.

NoteYou can also delete an existing process by clicking Delete on the process step dialog box.

7. Click Save and Validate.

The process variant is saved and validated successfully. Click OK to return to the newly created process flow.8. Click Activate to deploy the process variant in Bussiness Process Engine (BPE).

Results

Go to Admin Center Manage Process Definitions , click on the filter icon. On the Process Definition Filter dialog box, enter the ID of the process variant that you just created in the Process Definition Key Like field, and click Apply. You can see the process blocks that you have created using the Process Variant Manager.

Go back to the Process Variant Manager dashboard, you can see the Process Variant that you created is now in Active status.

Next Steps

To pick this process flow based on any rule, define the conditions by clicking Define Business Rules on the Process Variant Manager dashboard.


12.3.1 Setting a Business Rule for a Process Flow

Set a rule that you want to apply on the process flow that you created.

Procedure

1. Click Define Business Rules on the Process Variant Manager dashboard.

It takes you to the Select Onboarding Process Variant.2. Create a rule to select a process variant for the Onboarding process by entering the Rule Name, Rule ID,

effective Start Date, and Description.3. Click Continue.

The Scenario: Select Process Variant page opens.4. Select the rule conditions, and select the process flow for which this rule will be applied as the Value.5. Click Save.

Example

Example

Let us assume that you've created a process flow called Quick Onboarding Process. Now, you're setting a rule that makes the Quick Onboarding Process effective between certain dates. A candidate joining the organization between those dates goes through the Quick Onboarding Process flow.


12.4 Deactivating a Process Variant

Deactivate a process variant that is not in use by suspending the process variant from BPE: Manage Process Definitions.

Prerequisites

Copy the process variant ID that you want to suspend from BPE: Manage Process Definitions. You can get the process variant ID from Admin Center Process Variant Manager .

Context

NoteBefore suspending the process variant, ensure that there are no ongoing Onboarding or Offboarding processes using this process variant.

Procedure

1. Go to Admin Center BPE: Manage Process Definitions , and choose the filter icon on the Manage Process Definitions page.

The Process Definition Filter dialog appears.2. Paste the process variant ID that you copied from Process Variant Manager in the Process Definition Key Like

field and click Apply.

The process variant shows up in the search result.3. Select the process variant and click suspend under Change State.

The process variant Status on the Process Variant Manager page now appears Inactive.

4. After suspending the process, go to Admin Center Process Variant Manager , select the process variant, and click deleteunder Actions.

Results

You've suspended the process variant and have deleted it from the Process Variant Manager.


12.5 Updating a Process Variant

You can customize the steps and activate the workflow of the newly created processes by updating the process variant.

Context

After it’s activated from the Process Variant Manager, it gets automatically deployed in Business Process Engine.

After every release, for the enhancements and changes to reflect, you can update the existing active Onboarding workflows in Process Variant Manager.

NoteYou can still use the existing workflows for the Onboarding processes, without updating the process flows.

Procedure


The Process Variant Manager page opens.

2. Select the process variant, and click on the edit icon under Actions to modify the Process Variant Name and Description.

3. To update the process flow, click the process variant name and then click the node to add an additional process step or modify the existing step.

4. Click Save and Validate.

The process variant is saved and validated. Click OK to return to the newly created process flow.5. Click Activate to deploy the process variant in Business Process Engine.

Results

After you save and validate the process variant and deploy it, all the enhancements made to the Onboarding and Offboarding process definition (XMLs) during the release reflect in the updated process.

Related Information

Editing the Process Flows for Default Onboarding and Offboarding Processes [page 78]


13 Internal Hire

Onboard internal employees who pursue a new role within your organization with the Internal Hire process.

Internal Hire process enables you to provide internal employees an opportunity to seek other roles within your organization that best suit their capabilities. This initiative provides career growth opportunities to existing resources with the right skill and talent, and explore ways in which they can positively impact your organization.

Hiring internally also reduces the need to search for prospects outside the organization and potentially lowers costs arising out of external recruiting.

The intent of the Internal Hire process is to create an atmosphere conducive for employees to blend in with their new role, team, and management. By doing so, you can help them to be productive quickly and lower the rate of attrition as well.

When an internal employee assumes a new role, there are requirement to onboard the employee because of a change to their job or compensation plan, management, and so on. You can initiate a fresh onboarding process by configuring your application to monitor transfer events occurring because of job information changes to an employee profile in Employee Central.

Internal hire flow is always validated against Employee Data Model for Job Information and Employment Information, and against Succession Data Model for Compensation Information, unlike Onboarding flow, which is validated against the Succession Data Model. For the Internal Hire process to work, the following 6 entities are validated and mapped during Recruit to Hire mapping:

● Job Information● Compensation Information● Pay Component Non-Recurring● Pay Component Recurring● Job Relations Information● Employment Information

Note● The data passed through Recruit-to-Hire Data Mapping are updated in the Employee Central data for all the

above mentioned entities.● The mandatory fields that aren’t passed from Recruit-to-Hire Data Mapping either because they aren’t

mapped or they’re mapped with no value to send, then the existing data from the employee's record is passed to the New Hire Data Review page. These mandatory fields are:○ Job information fields in Employee Data Model○ Compensation information fields in Succession Data Model

● If no data is passed through Recruit-to-Hire Data Mapping, then the existing data from the employee's record is retained for pay component non-recurring, and pay component recurring entities.

● The Termination fields of Employment Information in Employee Data Model that are set as Mandatory has to be mapped with dummy fields. For example, if last date worked is mandatory in Employee Data Model then set up mapping with dummy fields with value as “01/01/9999”.

● Rest of the entities' data is ignored even if it’s passed from Recruiting. Also, it isn’t mandatory to map the Termination End Date for internal hire. For more information on Employee Central entities that are

Implementing OnboardingInternal Hire PUBLIC 381

supported while integrating Onboarding with Employee Central, refer to the "Mapping Data from Recruiting Management with Employee Central Entities" topic.

Also, the User ID and Username of the employee remains same for the internal hire .

You can configure your application and setup conditions for Internal Hire process by:

Configuring the Internal Hire Process [page 382]For the implementation of the internal hire process, certain prerequisites must be met.

Running the Internal Hire Process from Employee Central [page 392]To run the Internal Hiring process for an employee, you must update the profile of respective employee with job or compensation specific information that results in the occurrence of a transfer event.

Initiating Internal Hire Process from Recruiting Management [page 394]Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process from your Recruiting Management instance.

Running the Internal Hire Process From an External Applicant Tracking System [page 397]Onboard existing employees pursuing a new role within your organization by running the Internal Hire process from your external Applicant Tracking System.

Internal Hire Process Overview [page 399]The onboarding process for an internal hire starts with initiating onboarding, and ends with the internal hire moving into a new job role within the same organization.

Related Information


13.1 Configuring the Internal Hire Process

For the implementation of the internal hire process, certain prerequisites must be met.

Procedure

1. Set up email notifications.2. Set up event reason.3. Configure a business rule to initiate internal hire process.4. Configure Employee Central event rule.5. Select the transfer event reason.


Internal Hire

Results

Internal hire process is set for employees.

Setting Up Notifications for the Internal Hire Process [page 383]By setting up the notifications, you can keep all the involved onboarding participants updated with information relevant to different stages of the Internal Hire process.

Setting Up the Event Reason for Internal Hire [page 387]Set up and configure the event reason so that it can be used in the business rule to trigger the internal hire process.

Configuring a Business Rule to Initiate Internal Hire Process [page 388]To initiate Internal Hiring process for an employee, you must update the profile of respective employee with job or compensation specific information that results in the occurrence of a transfer event.

Configuring Employee Transfer Event Rule [page 389]Configure a business rule to evaluate if a transfer event is triggered due to a change in the job information of an employee.

Selecting the Transfer Event Reason to Initiate Internal Hire Process [page 391]To trigger internal hire for an employee, configure the transfer event reason.

Task overview: Internal Hire [page 381]

Related Information

Running the Internal Hire Process from Employee Central [page 392]Initiating Internal Hire Process from Recruiting Management [page 394]Running the Internal Hire Process From an External Applicant Tracking System [page 397]Internal Hire Process Overview [page 399]

13.1.1 Setting Up Notifications for the Internal Hire Process

By setting up the notifications, you can keep all the involved onboarding participants updated with information relevant to different stages of the Internal Hire process.

Prerequisites

Access to Admin Center Email Services tool. For information about accessing Email Services in Onboarding, refer to the Related Information section.


Context

Onboarding provides a preconfigured email template to handle notifications related to Internal Hire process. However, you must configure the email category of the email template to define recipient information.

NoteAll the email templates configured in your system for Onboarding will be applicable to Internal Hire Process as well. But you can maintain email templates that are specific to your Internal Hire process. For more information, refer to the Related Information section.

Procedure

1. Go to Admin Center Email Services .2. Under the Active Templates tab, verify if (ONB) - Crossboarding User Welcome Message is present in the list. If

the template is not present, you can add it to the list. For more information about managing email templates in Onboarding, refer to the Related Information section.

3. Switch to the Email Categories tab.

4. Click (Edit)to edit the (ONB) Crossboarding - User Welcome Message Category.

○ The email category opens up in edit mode.○ Onboarding Simplify Role Based Recipient Builder is selected from the To Recipient Builder dropdown.○ New Hire is selected from the Roles dropdown. You can select additional roles from the Roles dropdown, if

required.5. (Optional) You can configure the CC Recipient Builder and BCC Recipient Builder.6. Click Save.

The (ONB) Crossboarding - User Welcome Message Category email category is now configured with recipient information.

Task overview: Configuring the Internal Hire Process [page 382]

Related Information

Setting Up the Event Reason for Internal Hire [page 387]Configuring a Business Rule to Initiate Internal Hire Process [page 388]Configuring Employee Transfer Event Rule [page 389]Selecting the Transfer Event Reason to Initiate Internal Hire Process [page 391]

Accessing the Email Services [page 161]Managing Email Templates [page 177]


Internal Hire

13.1.1.1 Changing Email Templates Specific to Internal Hire Process

Create a copy of onboarding email templates to customize notifications specific to your internal hire process.

Prerequisites

● Create a business rule to filter email templates for internal hire process.

RememberWhile creating a business rule for Internal Hire process, one of the conditions must be to check if the value ONB2Process.onboardingInternalHire is set to Yes. You can include additional conditions as per your requirement.

● Create a business rule to filer email templates for Onboarding.

RememberWhile creating a business rule for regular Onboarding, one of the conditions must be to check if the value ONB2Process.onboardingInternalHire is set to No. You can include additional conditions as per your requirement.

For information about creating a business rule for filtering email templates, refer to the Related Information section.

Context

Email templates for onboarding are generally applicable to your Internal Hire process as well. However, you can maintain separate email templates to communicate information specific to your internal hire process by creating a copy of an existing email template for onboarding and customizing it as per your requirement.

When you copy an email template that is currently in service for onboarding, you must ensure the system is able to dynamically select the right email template for generating notifiations for onboarding and internal hire processes respectively. You can do so with the help of business rules.

Procedure

1. Go to Admin Center Email Services .2. Under Active Templates tab, click Manage Template.

The Manage Email template section displays the entire list of email templates. This list includes templates that are preconfigured, user-defined, active as well as inactive.


3. To copy an email template, click (Copy)corresponding to the template in the list.

NoteWhile creating a copy of a template, ensure that you dont disable the source template.

A copy of the template is created and added to your list of active templates.4. Click on the template copy.

The template opens up in edit mode.5. Go to the Define rules tab.

In the Title and Description tab, you can specify Template Title and Template Description as per your requirement.

6. Select the business rule from the Filter Business Rule dropdown.

NoteIf a custom e-mail is to be triggered, a Business rule that satisfies a condition in the Crossboarding flow should execute and evaluate to "True". Business Rules in the original template should evaluate to "False". You should do this to ensure that only one email notification is triggred.

7. Define content specific to your Internal Hire process in the Email Content tab.8. Click Save.

You have created an email template specific to your Internal Hire process.

Similarly, apply a business rule on the parent template (which was copied) so that it will be used only for Onboarding processes.

9. Click on the parent email template.The template opens up in edit mode.

10. Go to the Define rules tab.11. Select the business rule from the Filter Business Rule dropdown.12. Click Save.

Related Information

Creating a Business Rule for Filtering Email Templates [page 168]


Internal Hire

13.1.2 Setting Up the Event Reason for Internal Hire

Set up and configure the event reason so that it can be used in the business rule to trigger the internal hire process.

Context

Event reasons are user defined. They are used to define more specifically the reason why an event has taken place. When the manager or admin changes an employee’s data, for example, by increasing the salary or changing the department information, the reason behind this change is normally that an event has taken place in that employee’s professional life. For example, an event could be a promotion or a transfer to another department.

Procedure


2. Provide the Event ID as Transfer - Department Change or any ID of your choice that you want to associate with the Transfer event.

3. Provide a Name and a Description for the Event and set the Status to Active.4. Select Transfer from the Event dropdown.5. Select the Employee Status as Active, and Save the changes.

Results

You’ve configured an event reason for internal hire when an employee changes department.


Related Information

Setting Up Notifications for the Internal Hire Process [page 383]Configuring a Business Rule to Initiate Internal Hire Process [page 388]Configuring Employee Transfer Event Rule [page 389]Selecting the Transfer Event Reason to Initiate Internal Hire Process [page 391]


13.1.3 Configuring a Business Rule to Initiate Internal Hire Process

To initiate Internal Hiring process for an employee, you must update the profile of respective employee with job or compensation specific information that results in the occurrence of a transfer event.

Context

If a change to the job information of an employee has resulted in a transfer event, there can be various reasons for it. Considering scenarios when a transfer event does not require Internal Hire process to be initiated, a business rule can help determine which employees are eligible for internal hiring.

Procedure


The Business Rules Admin page is opened where all the business rules created in the system are visible.3. Enter Initiate Internal Hire Configuration, in the Scenario field, select the option, and click Go.

Define the business rule to set up conditions as per your requirement. In this example, Transfer - Department Change is set as Event ID. Internal Hire process is initiated for an employee who's department is changed.

NoteYou must set Event Reason that has Event ID with Event type as Transfer.

Example


Internal Hire

Results

You have successfully created a business rule to evaluate a condition when an employee changes department to initiate the Internal Hire process.


Related Information

Setting Up Notifications for the Internal Hire Process [page 383]Setting Up the Event Reason for Internal Hire [page 387]Configuring Employee Transfer Event Rule [page 389]Selecting the Transfer Event Reason to Initiate Internal Hire Process [page 391]

13.1.4 Configuring Employee Transfer Event Rule

Configure a business rule to evaluate if a transfer event is triggered due to a change in the job information of an employee.

Prerequisites

Set the event reason for the internal hire process.

Procedure


The Business Rules Admin page is opened where all the business rules created in the system are visible.3. Click + to create a new rule.

The Configure Business Rule page opens.4. Select Basic rule scenario.5. Enter the Rule Name, Rule ID, and select a Start Date and enter Job Information Model as the Base Object and

click Continue.

The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.

Define the business rule to set up conditions as per your requirement.


NoteExample shows, Event ID as Transfer - Bus. Unit Change, Transfer - Department Change, Transfer with Pay Change, Transfer - Division Change, Transfer - Location, Transfer w/Pay Change <= 5% or > 5%, Transfer - w/o Pay Change, Data Change / Dept Name Change.

Example

6. Choose Save.

Results

You've configured a business rule to evaluate if a transfer event is triggered due to a change by one of the reasons given in the Event ID.

Next Steps

Go to Manage Business Configuration, under HRIS Elements select jobInfo. Scroll down to trigger rules section, and set the Transfer rule for the Event Type as onPostSave.



Internal Hire

Related Information

Setting Up Notifications for the Internal Hire Process [page 383]Setting Up the Event Reason for Internal Hire [page 387]Configuring a Business Rule to Initiate Internal Hire Process [page 388]Selecting the Transfer Event Reason to Initiate Internal Hire Process [page 391]Setting Up the Event Reason for Internal Hire [page 387]

13.1.5 Selecting the Transfer Event Reason to Initiate Internal Hire Process

To trigger internal hire for an employee, configure the transfer event reason.

Prerequisites

● In Role-based permissions, go to User Permission Employee Data Event Reasons and enable TRANSFER.

● Set the event reason for the internal hire process.

Context

You can trigger transfer event on change of job or change of company information.

Procedure

1. Choose Employee Files from the home page dropdown.2. Select Change Job and Compensation Info from the Actions menu.3. Select the Change Job and Compensation Info checkbox and set the date when you want the changes to take

effect.4. Select Change Job from the Event dropdown menu.5. Select Transfer as the *Event Reason.6. Change the job and compensation info as per the requirement and choose Save.


Results

You have configured the transfer event reason for triggering internal hire for an employee.


Related Information

Setting Up Notifications for the Internal Hire Process [page 383]Setting Up the Event Reason for Internal Hire [page 387]Configuring a Business Rule to Initiate Internal Hire Process [page 388]Configuring Employee Transfer Event Rule [page 389]Setting Up the Event Reason for Internal Hire [page 387]

13.2 Running the Internal Hire Process from Employee Central

To run the Internal Hiring process for an employee, you must update the profile of respective employee with job or compensation specific information that results in the occurrence of a transfer event.

Prerequisites

● Employee transfer event configured in your system. For more information about configuring an employee transfer event, refer to the Related Information section.

● A business rule is configured to evaluate conditions to initiate Internal Hire process as per your business requirement. For information about how to configure the business rule, refer to the Related Information section.

Context

The profile of an employee holds all the information related to their job, compensation, job relationships and so on. When an internal employee pursues another opportunity within your organization, the current manager or the HR Representative should update the profile of the respective employee to initiate a transfer event.

NoteTransfer events are created only for changes made to the job or compensation information of an employee.


Internal Hire

Procedure

1. Log into the application.2. In the Search for actions or People field, enter the ID or Name of the employee whose job information you wish

to modify. Access the employee profile by clicking on the search result.

3. Go to Actions Change Job and Compensation info .4. Under Choose what you want to change, select Job Information or Compensation Information, as applicable.5. Select a date when you want the changes to take effect.6. Update the employee profile with information related to the new job or the associated compensation.

Make changes to the Job Information fields such that the Transfer Event is published.7. Click Save.

Based on the employee transfer event configuration in your system, a transfer event will be triggered.

Results

Internal Hire process is initiated subject to the conditions specified in the business rule.

NoteThe ID and Name attributes in the employee record will remain the same.

Data review task will be created, based on your business rule definitions in the system. For more information about the data collection process in Onboarding, refer to the Related Information section. If data review task is created, the assigned participants will find the task under the Correct New Hire Data tile on their Home Page . Alternatively, they can also find the data review task on their Onboarding Dashboard. After the data review task is completed, a welcome message is sent to the internal hire.

The rest of the Internal Hire process is exactly identical to Onboarding with the only exception that the Manage Pending Hires step is not a part of the Internal Hire process.


Related Information

Configuring the Internal Hire Process [page 382]Initiating Internal Hire Process from Recruiting Management [page 394]Running the Internal Hire Process From an External Applicant Tracking System [page 397]Internal Hire Process Overview [page 399]Data Collection Process in Onboarding [page 116]Configuring Employee Transfer Event Rule [page 389]Configuring a Business Rule to Initiate Internal Hire Process [page 388]


13.3 Initiating Internal Hire Process from Recruiting Management

Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process from your Recruiting Management instance.

Prerequisites

● Recruit to Hire mapping must be in sync with the Employee data model. This is done to ensure that the mandatory Employee Central Data entity fields are mapped correctly with the corresponding fields in Recruiting Management, in order to pass the new hire data from Recruiting Management to Onboarding.

NoteCountry Specific Data Model mapping for the Job Info and Employment Info entities isn't supported for the Internal Hire process.

● Configured Employee transfer event in your system. For more information about configuring an employee transfer event, refer to the "Configuring an Employee Transfer Event" topic.

● A business rule is configured to evaluate conditions to initiate Internal Hire process as per your business requirement. For information about configuring a business rule to initiate the Internal Hire process, refer to the "Configuring a Business Rule to Initiate Internal Hire Process" topic.

● Ensure that you pass the event reason by configuring a business rule. For more information on configuring a business rule for event reason, refer to the "Configuring Business Rule for Event Reason" topic.

NoteYou can pass event reason using two methods:○ Configuring a business rule○ Mapping the RCM custom field

We recommend you to pass the event reason using the business rule configuration when you only have the mapping set up for Job Information and you don’t have the mapping set up for Compensation Information.

And pass the event reason by mapping the SAP SuccessFactors Recruiting custom fields using Recruit-to-Hire Data Mapping when you have the mapping set up for Job Information with event reason as a mandatory or a non-mandatory field and Compensation Information with event reason as a mandatory field.

● Ensure that reporting for the Internal Hire process is set up. For details, refer to the "Setting Up Reporting for the Internal Hire Process" topic.

● Ensure that the event reason is mapped to a custom field in job requisition. Go to Admin Center Recruit-to-Hire Data Mapping , and select compInfo from the left navigation pane. Set the Recruiting Template for event reason to Job Requisition Template or Job Offer Template. Also, select the custom field from the Recruiting Field dropdown.

NoteThis prerequisite is applicable only for the compensation information entity.


Internal Hire

● Ensure that the mapped custom field in the job requisition/ job offer template have the string value or the event picklist value configured in the employee transfer event rule. For more information on how to configure the rule, refer to the "Configuring Employee Transfer Event Rule" topic.

Procedure

1. Log into the application as a Recruiting user.2. Go to the Job Requisition dashboard of your Recruiting instance.3. Initiate Onboarding process for the internal hire. For information about how to initiate Onboarding, refer to the

"Initiating Onboarding" topic.New hire validation begins. Any discrepancies found in the data results in an error. For information about handling exceptions reported in the Onboarding process, see the "Handling Exceptions in the Onboarding Process" topic.

After data validation is successful, the system updates the employee data in Employee Central and generates a transfer event on the basis of employee transfer event configuration. Thereafter, the candidate status is updated from Ready to Hire to Hired. Based on the business rule configured in the system, Internal Hire process is initiated.

NoteThe ID and Name attributes in the employee record remain the same.

Results

Once Internal Hire process is initiated, the system procures the existing user ID of the internal hire. Based on the existing user ID, employee data is fetched from your Recruiting instance and validated against the Employee data model.

RememberProper mapping of the fields in the Recruit to Hire Mapping tool in accordance with the Employee Data Model ensures a seamless Internal Hiring process.

NoteIf there are failures in the mapping, the flow enters an error flow sequence. Make the necessary corrections and restart the mapping process. On successful completion of the Recruit to Hire mapping, the onboarding process can be retriggered.

Data review task is created, based on your business rule definitions in the system. For more information about the data collection process in Onboarding, refer to the Related Information section. If data review task is created, the assigned participants find the task under the Correct New Hire Data tile on their Home Page. Alternatively, they can also find the data review task on their Onboarding Dashboard. After the data review task is completed, a welcome message is sent to the internal hire.


The rest of the Internal Hire process is exactly identical to Onboarding with the only exception that the Manage Pending Hires step isn’t a part of the Internal Hire process.


Related Information

Configuring the Internal Hire Process [page 382]Running the Internal Hire Process from Employee Central [page 392]Running the Internal Hire Process From an External Applicant Tracking System [page 397]Internal Hire Process Overview [page 399]

Initiating Onboarding [page 299]Data Collection Process in Onboarding [page 116]Validating the Exception Data in the Onboarding Process [page 302]Configuring Employee Transfer Event Rule [page 389]Configuring a Business Rule to Initiate Internal Hire Process [page 388]Setting Up Reporting for the Internal Hire Process [page 396]Configuring Business Rule for Event Reason [page 247]

13.3.1 Setting Up Reporting for the Internal Hire Process

Set up the triggerType in ONB2ProcessTrigger to generate a report on how many internal hires were initiated from Recruiting, Applicant Tracking System, and Employee Central.

Context

Employee Central gives you a provision to add a custom field for jobInfo and set the label to Source System for Onboarding. Whenever the internal hire process is initiated from Recruiting, Applicant Tracking System, and Employee Central, the triggerType automatically displays the application from where the process was triggered.

NoteIf you don't configure the custom string field, then by default the triggerType is displayed as "Internal Hire Initiated from Employee Central" for Recruiting and Applicant Tracking System.

Procedure

1. To set up the configuration for the custom field under JobInfo entity, perform the following actions:


Internal Hire

a. Go to Admin Center Manage Business Configuration .b. Select jobInfo under HRIS Elements.c. To create a new entry, scroll to the bottom of the HRIS Fields and select the dropdown button where No

Selection is marked in the Identifier column. From the Identifier dropdown, select any custom-string.

Enter the following in the Details page:

○ Enter Source System for Onboarding in the Label field.○ Set the Enabled field to Yes.○ Enter Source System for Onboarding in the Default Label field.○ Click Done.

d. Save the changes you've made to the HRIS fields.

NoteThe triggerType in ONB2ProcessTrigger is set by the code based on this configuration.

2. Set the "customstring" value to "other", whenever the Internal Hire process is initiated from an External Applicant Tracking System.

Results

You can use the triggerType to generate a report, where triggerType is a field in the MDF Object ONB2ProcessTrigger.

13.4 Running the Internal Hire Process From an External Applicant Tracking System

Onboard existing employees pursuing a new role within your organization by running the Internal Hire process from your external Applicant Tracking System.

Prerequisites

● Ensure that data mapping to convert the data from the external Application Tracking System into the format required by the API is done in your API Integration Tool. For information about API data mapping and transformation, refer to the Related Information section

● Employee transfer event configured in your system. For more information about configuring an employee transfer event, refer to the Related Information section.

● A business rule is configured to evaluate conditions to initiate Internal Hire process as per your business requirement. For information about configuring a business rule to initiate the Internal Hire process, refer to the Related Information section.


Context

With Onboarding integrated with your external Applicant Tracking System, you can onboard existing employees pursuing a new role within your organization.

For information about how to integrate your external Applicant Tracking System with Onboarding refer to the Related Information section.

Procedure

1. Update the internal employee record and create a transfer event using the EmpJob API. For more information about EmpJob entity, refer to the Related Information section.

RememberWhile configuring the API payload, ensure that you pass information that aligns with the business logic which governs the occurance of a transfer event in Employee Central. To review the business logic included in your Employee Central transfer rule, refer to the Related Information section.

If successful, the employee profile is updated, and a transfer event is created.2. (Optional) Update the user record with additional information by choosing from a comprehensive list of

Employee Central entities. For more information about the OData entitites available in Employee Central, refer to Related Information section.

Results

Internal Hire process is initiated subject to the conditions specified in the business rule.

NoteThe ID and Name attributes in the employee record will remain the same.

Data review task will be created, based on your business rule definitions in the system. For more information about the data collection process in Onboarding, refer to the Related Information section. If data review task is created, the assigned participants will find the task under the Correct New Hire Data tile on their Home Page . Alternatively, they can also find the data review task on their Onboarding Dashboard. After the data review task is completed, a welcome message is sent to the internal hire.

The rest of the internal hiring process is identical to Onboarding with the only exception that the Internal Hiring process doesnt include the Manage Pending Hires step.



Internal Hire

Related Information

Configuring the Internal Hire Process [page 382]Running the Internal Hire Process from Employee Central [page 392]Initiating Internal Hire Process from Recruiting Management [page 394]Internal Hire Process Overview [page 399]Data Object Table in Employee CentralConfiguring an Employee Transfer EventIntegration of an External Applicant Tracking System with Onboarding [page 99]Employee Central OData API Reference GuideConfiguring a Business Rule to Initiate Internal Hire Process [page 388]

13.5 Internal Hire Process Overview

The onboarding process for an internal hire starts with initiating onboarding, and ends with the internal hire moving into a new job role within the same organization.

Whenever a job transfer is triggered for an employee, onboarding is initiated for that employee based on the configuration.

NoteThe internal hire process goes through the same stages as the onboarding process. For more details, refer to the "Onboarding Process Overview" topic.

The internal hire becomes the direct report of the new manager only on the start date. Until then the old manager is reflected as the internal hire's manager in the employment record.

On start date, the new manager is updated in the employment record as the internal hire's manager, as this is effective dated. Only then the new manager can see the internal hire on the dashboard.

Similarly, the new manager being the default assignee for reviewing the internal hire data, sees an increase in the count of the candidates in the pending Review New Hire Data To-do tile. However, the details of the internal hire appear on the Review New Hire Data To-do tile, only on the start date of the internal hire.

NoteThe new managers' target population is set to their direct reports, this means that based on the role-based permissions, they can only see the data of their direct reports only after the start date. For more information, on how to grant access to a permission group, refer to the "Granting Access to a Permission Group to Access Future Organizational Changes" topic.

Parent topic: Internal Hire [page 381]



https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/a715827792a74300b67fa6b450dcbda4.html

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/596e2dc8045b4d5d80e5fe69aafe59d2.html

Related Information

Configuring the Internal Hire Process [page 382]Running the Internal Hire Process from Employee Central [page 392]Initiating Internal Hire Process from Recruiting Management [page 394]Running the Internal Hire Process From an External Applicant Tracking System [page 397]Onboarding Process Overview [page 298]Granting Access to a Permission Group to Access Future Organizational Changes


Internal Hire

https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/218c4e254a70487a888e78b4bdb35f0b.html

14 Offboarding

Offboarding allows you to set up a seamless exit process for employees leaving the company.

Termination can be voluntary (that is, a resignation), involuntary (a layoff or dismissal), or a result of retirement. Offboarding gathers all termination-related information and triggers time-sensitive activities like:

● Conducting meetings with the employee who's leaving the company● Creating and tracking knowledge transfer task by employee who's leaving the company to existing employees● Tracking the company assets possessed by the employee who's leaving the company● Notifying peers about employee's exit● Activities related to Offboarding paperwork for example, review of information by manager and the employee

leaving the company

You can implement Offboarding together with Onboarding, or as a stand-alone product within SAP SuccessFactors HXM Suite.

14.1 Implementing Offboarding

Before using Offboarding, you must enable it in Provisioning, assign the necessary role-based permissions, configure certain settings.

The workflow for implementing Offboarding can be broadly described as shown below:

Implement Offboarding by:

1. Enabling Offboarding [page 402]To use the Offboarding application in your instance, you must enable Offboarding from provisioning.

2. Role-Based Permissions for Offboarding [page 403]After you enable Offboarding, identify the user groups you want to provide access to, and then accordingly enable the required role-based permissions for each group.

3. Setting a Business Rule to Configure Offboarding Initiation [page 410]To have an Offboarding process, you must set a business rule that validates the requirement of the process based on termination reason.

4. Setting the Rule for Data Review for the Employee Leaving the Company [page 412]To have a task for reviewing theinformation of the employee leaving the company, you must set the ONB2_OFB_ManagerReviewCheck rule based on your requirement.

5. Setting a Rule for Data Review by an Employee for the Exiting Employee [page 413]To have a task for reviewing the information of the employee leaving the company by an existing employee, you must set the ONB2_OFB_EmployeeReviewCheck rule based on your requirement.

6. Configuring a Business Rule for Archiving Offboarding Tasks [page 414]You can configure business rule to automatically remove completed or irrelevant offboarding tasks from the dashboard of the assigned Offboarding participants.

Implementing OnboardingOffboarding PUBLIC 401

7. Configuring Offboarding Programs [page 416]You can define a set of tasks to employees leaving the company based on entities like job location, job code by configuring the Offboarding programs.

8. Accessing Email Services in Offboarding [page 421]You can access the preconfigured email templates for Offboarding to help channel vital information to the participants of the Offboarding process, for reference or action or both.

9. Qualtrics Email Feedback for Offboarding [page 423]Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can send employees surveys when you to set up an offboarding process for them to leave the company.

14.1.1 Enabling Offboarding

To use the Offboarding application in your instance, you must enable Offboarding from provisioning.

Prerequisites

● The following switches must be enabled from Provisioning:


○ Enable Generic Objects○ Version 12 UI framework (Revolution)○ Enable Business Process Engine○ Enable Intelligent Services○ Enable the Attachment Manager

Procedure

1. Login in to Provisioning.2. Select your company under List of Companies.3. Click Company Settings.4. Select Offboarding.5. Click Save and enter your company Id to confirm changes.

NoteAfter enabling Offboarding, ensure that the Business Process Engine (BPE) process flow for Onboarding and Offboarding is updated. This triggers the offboarding process successfully.


Offboarding

Results

Offboarding is enabled in your system. The following rules added to the system by default.

Rule Name Description

ONB2_OFB_EmployeeReviewCheck Allows offboarding employee to review the offboarding information.

ONB2_OFB_ManagerReviewCheck Allows manager to review the offboarding information.

NoteThe rule is set to false by default.

Task overview: Implementing Offboarding [page 401]

Next: Role-Based Permissions for Offboarding [page 403]

14.1.2 Role-Based Permissions for Offboarding

After you enable Offboarding, identify the user groups you want to provide access to, and then accordingly enable the required role-based permissions for each group.

To perform tasks related to Offboarding, you should set up role-based permissions for Admin User, Manager, and employees leaving the company (as External Users).

All the permissions required for accomplishing the tasks in Offboarding are listed in the table.

NoteIf you’re implementing only Offboarding without Onboarding, you must create a service user role with the name OnboardingBpeAdmin, and then assign all the Employee Profile permissions for Employee Data and Personal Information permission for Employee Central Effective Dated Entities. This role and permission are required for Offboarding document flow and tasks. To create a role and assign permissions, see Creating Permission Roles and Assigning Permissions to a Role topics in the Related Information section.


Admin Manage Onboarding or Off-boarding

Administrate Onboarding or Offboarding content

Allows you to manage Onboarding and Offboarding content including configuration settings and document templates.



Admin Manage Onboarding or Off-boarding

Permission to Cancel Offboarding

Allows you to cancel Offboard-ing processes.

User Onboarding or Offboarding Admin Object Permissions

Document Template Enables participants to view or edit document template.




ager● Onboarding coordinator● HR admin

Admin Onboarding or Offboarding Admin Object Permissions

ONB2OffboardingActivitiesConfig

Allows you to configure and manage the Offboarding tasks used in Offboarding programs in your system.

Admin Onboarding or Offboarding Admin Object Permissions

ONB2ResponsibilityConfig Allows you to configure responsible roles for the Onboarding and Offboarding tasks in your system.


Offboarding



Asset Task Enables participants to list and track the organization's assets that the employees leaving the organization must return before their last working day.



ager● Onboarding coordinator● Offboarding coordinator● HR admin● System admin

NoteYou should enable Off-boarding for the Asset task to appear.


Document Flow Enables participants to view or edit paperwork status.







Document Data Enables participants to view or edit New Hire data.






Knowledge Transfer Plan Enables participants to view or modify knowledge transfer plan.


● Hiring manager


Knowledge Transfer Task Enables participants to view or modify knowledge transfer task activity.


● Hiring manager


Meeting Task Enables participants to schedule meetings.


● Hiring manager


Offboarding



Process Enables participants to access new hire's details on the Dashboard.





ONB2ScheduledMessageActivity

Enables participants to view or modify the Farewell message.


● Hiring manager


Equipment Type Enables participants to view/edit equipment types.


● Hiring manager


Equipment Type Value Enables participants to view/edit equipment type value.


● Hiring manager




Process Trigger Enables participants to trigger Onboarding and Offboarding process flow.



ager● Onboarding coordinator● Offboarding coordinator● HR admin● System admin

Admin Configure Email Framework Permissions

Configure Email Categories Email category represents a certain email template group, such as the Buddy Category: category for buddy assignment and removal. It also includes rules for building email message attributes, such as recipient and content.


Configure Email Triggers Triggers can be applied as rules for sending emails. For example, Buddy Assignment Cancellation Trigger: Notify the assigned buddy that the task has been reassigned to a different colleague.


Configure Email Templates Email Template provides a specific email form generated by certain conditions and rules.


Configure Audit Trail This allows you to display a list of emails sent by the system. The Actions you can take include: View Email, Resend, and Display Details.


Allow Resend Emails This allows you to trigger new reminder emails and complete or edit the To and CC fields.


Offboarding



Manage Document Template Allows you to view and edit the document template.


Manage Document Template Mapping

Allows you to map document template variables.


Generate All Documents as Admin

Allows you to trigger document generation for users from the Document Generation – Generate Document page.

User Manage Document Generation Templates

Generate Documents(All) Allows you to trigger document generation in the Generate Document dialog of Take Action for a target user.

Admin Configure Document Management

Configure Document Management

Provides access necessary for managing documents related to Onboarding and Offboard-ing.


Configure DocuSign eSignature

Provides access to the admin tool for configuring the DocuSign eSignature.


Manage DocuSign envelopes Provides access to the admin tool for managing DocuSign envelopes.

Admin Email Framework Object Permissions

EmailMessage Provides access necessary for managing email messages sent by the system.


EmailReminderState Provides access necessary for managing email reminders to be sent to the New Hire/Employee. These objects track an email’s reminder status and its last sent timestamp.


EmailTemplate Provides access necessary for managing email forms (or templates) present in the system.




EmailTrigger Provides access necessary for managing email rules used for sending different types of emails to the New Hire/Employee.


EmailTriggerCategory Provides access necessary for managing categories of emails that are triggered by the system.

Parent topic: Implementing Offboarding [page 401]

Previous task: Enabling Offboarding [page 402]

Next task: Setting a Business Rule to Configure Offboarding Initiation [page 410]

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for Email Services [page 67]Role-Based Permissions for New Hires as External Users [page 69]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]Assigning Permissions to a RoleCreating Permission Roles

14.1.3 Setting a Business Rule to Configure Offboarding Initiation

To have an Offboarding process, you must set a business rule that validates the requirement of the process based on termination reason.

Context

You can initiate the Offboarding process for the employees when they are terminated from Employee Central. For the process to be initiated, you must set a rule for a single or multiple termination reasons or you can also set the


Offboarding


https://help.sap.com/viewer/12be6a11886846cba1de18bf9027a0b6/2105/en-US/6d8998d9504843a58fe299ff6935a268.html

rule as always true which triggers Offboarding process for any of the termination reasons. You can apply the rule based on any field belonging to job information or employment details.

Procedure



2. Click Create New Rule.

The Configure Business Rule page opens.3. Select Initiate Offboarding Configuration from the Onboarding section.

The Initiate Offboarding Configuration dialog opens.4. Enter the Rule Name, Rule ID, and select a Start Date.


The business rule configuration page opens.6. Define the business rule as per your requirement.7. Click Save.

Results

Offboarding process is triggered based on the rule set once the employee is terminated from Employee Central.


Previous: Role-Based Permissions for Offboarding [page 403]

Next task: Setting the Rule for Data Review for the Employee Leaving the Company [page 412]

Related Information

Initiating Offboarding Process [page 424]


14.1.4 Setting the Rule for Data Review for the Employee Leaving the Company

To have a task for reviewing theinformation of the employee leaving the company, you must set the ONB2_OFB_ManagerReviewCheck rule based on your requirement.

Context

When the Offboarding process is initiated to an employee, the manager can view and edit some of the details like personal information, job information, and employment information of the employee who's leaving the company. The managers task to review this information is activated only when the ONB2_OFB_ManagerReviewCheck is evaluated to true by the Offboarding process.

Procedure


The Business Rules Admin page opens.2. Enter ONB2_OFB_ManagerReviewCheck in the Search box, and then click Go.

The ONB2_OFB_ManagerReviewCheck rule appears in the search result.3. Click the search result.

The ONB2_OFB_ManagerReviewCheck rule opens in the Configure Business Rules page.4. Define the business rule as per your requirements.5. Click Save.

Results

The managers task to review the Offboarding data is triggered when the Offboarding process evaluates the ONB2_OFB_ManagerReviewCheck rule to true for the set condition.


Previous task: Setting a Business Rule to Configure Offboarding Initiation [page 410]

Next task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 413]


Offboarding

Related Information

Reviewing Offboardee Information as an Employer [page 425]

14.1.5 Setting a Rule for Data Review by an Employee for the Exiting Employee

To have a task for reviewing the information of the employee leaving the company by an existing employee, you must set the ONB2_OFB_EmployeeReviewCheck rule based on your requirement.

Context

When the Offboarding process is initiated to an employee, the employee can review some of the information like personal information, job information, and employment information. The employee task to review this information is activated only when the ONB2_OFB_EmployeeReviewCheck is evaluated to true by the Offboarding process.

Procedure


The Business Rules Admin page opens.2. Enter ONB2_OFB_EmployeeReviewCheck in the Search box, and then click Go.

The ONB2_OFB_EmployeeReviewCheck rule appears in the search result.3. Click the search result.

The ONB2_OFB_EmployeeReviewCheck rule opens in the Configure Business Rules page.4. Define the business rule as per your requirements.5. Click Save.

Results

The employee task to review the Offboarding data is triggered when the Offboarding process evaluates the ONB2_OFB_EmployeeReviewCheck rule to true for the set condition.


Previous task: Setting the Rule for Data Review for the Employee Leaving the Company [page 412]


Next task: Configuring a Business Rule for Archiving Offboarding Tasks [page 414]

Related Information

Reviewing the Offboarding Information as an Employee [page 427]

14.1.6 Configuring a Business Rule for Archiving Offboarding Tasks

You can configure business rule to automatically remove completed or irrelevant offboarding tasks from the dashboard of the assigned Offboarding participants.

Context

Onboarding provides a business rule with a preconfigured condition that is applied to the task archival process. The rule is configured to archive Offboarding tasks, created for employees leaving the company, and gets triggered 75 days after leaving the company. You can choose to modify the business rule to suit your requirement.

ExampleYou can set a business rule to modify the default value of 90 days.

RememberReuse the default business rule to define your conditions. If the system finds multiple business rules under this scenario, the default preconfigured condition of the business rule is considered.

For more information on Archiving Onboarding/Offboarding Tasks and Creating a Batch Job to Archive Onboarding/Offboarding Tasks, refer to the Related Information Setion.

Procedure

1. Go to Admin Center and enter Configure Business Rules in the Tool Search field. Access the tool by clicking on the search result.

2. Enter Configure the Period to Close and Archive Onboarding Processes and Tasks in the Scenario field, select the option, and choose Go.

3. Define the business rule to set up conditions as per your requirement.


Offboarding

Example

4. Choose Save.

Based on the conditions provided, the system shortlists Offboarding tasks to archive. This data is channeled to the batch job and the required tasks are archived.


Previous task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 413]

Next task: Configuring Offboarding Programs [page 416]

Related Information

Archive Onboarding/Offboarding Tasks [page 293]Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 296]


14.1.7 Configuring Offboarding Programs

You can define a set of tasks to employees leaving the company based on entities like job location, job code by configuring the Offboarding programs.

Context

Offboarding programs are a collection of tasks that are performed by the employees leaving the company. There are many tasks that can be defined in the Offboarding process. You can assign different set of tasks to different employees by creating an Offboarding program, and setting a rule based on your business criteria.

The tasks that can be added to your offboarding program are:

● Knowledge Transfer task● Meeting Activity● Farewell message to the employee leaving the company● Announcing Employee termination to the team● Collecting the assets of the employee leaving the company

1. Creating an Offboarding Program [page 416]To add the task required for the Offboarding process, you must create an Offboarding program. The Offboarding program is a set of tasks that you want in the Offboarding process.

2. Setting a Rule for Selecting an Offboarding Program [page 420]To select the required Offboarding program for the employee, you must set a rule using the Select Offboarding Task Configuration scenario.


Previous task: Configuring a Business Rule for Archiving Offboarding Tasks [page 414]

Next task: Accessing Email Services in Offboarding [page 421]

14.1.7.1 Creating an Offboarding Program

To add the task required for the Offboarding process, you must create an Offboarding program. The Offboarding program is a set of tasks that you want in the Offboarding process.

Prerequisites

● ONB2OffboardingActivitiesConfig permission must be enabled.


Offboarding

● Responsible groups must be created.

Context

You can define the program by adding the tasks that you require in your Offboarding process using the Manage Onboarding and Offboarding Tasks tool. You can add the following tasks to your Offboarding process:

● Write Farewell Message● Announce Termination to Coworkers● Create Knowledge Transfer Plan● Schedule Meetings● Manage Assets

Procedure

1. Go to Admin Center.2. In the Tools Search field, enter Manage Onboarding and Offboarding Tasks. Access the tool by clicking

on the search result.

The Manage Onboarding and Offboarding Tasks page opens and the Offboarding Programs tab is active.3. To create a program, click + New Program.

The Manage Offboarding Program page opens.4. Enter the ID and the Program Name.5. Click + Add Task and select an offboarding task to add to the program.6. Define the task attributes that are particular to each task.


Create Knowledge Transfer Plan Create a knowledge transfer plan

○ To make this task mandatorily available in Offboarding program, set the Required task to Yes, enter a due date for the task, and assigning the task to predefined participants.

Schedule Meetings To add standard meetings to the task, click Add Meeting and add meeting subject and agenda for the ones that should schedule.

○ You can also create localized versions for the languages configured in your system by clicking (Translate).


Write Farewell Message Allows you to compose a standard farewell message.



For this task, you can:○ Insert tokens (placeholders) to personalize the message for the em

ployee who's leaving the company. The tokens that can be inserted in the subject and message are:○ First Name○ Last Name○ User ID○ Termination Date○ Job Title○ Location○ Manager First Name○ Manager Last Name



Announcing Employee termination to the team

Allows you to add a default text that participants can use while writing the announced termination message to coworkers.

For this task, you can:○ Insert tokens (placeholders) to personalize the message for the em

ployee who's leaving the company. The tokens that can be inserted in the subject and message are:○ First Name○ Last Name○ User ID○ Termination Date○ Job Title○ Location○ Manager First Name○ Manager Last Name



Manage Assets Use this task for tracking the return of the assets by the employee who's leaving the company.○ To make this task mandatorily available in Offboarding program, set the

Required task to Yes, enter a due date for the task, and assigning the task to predefined participants for List Asset task and Track Asset task.


Offboarding

NoteIf you mark a task as required, you need to assign it to a responsibility group and indicate the Due Date. If there is no responsibility group assigned, the Manager of the employee who is leaving the company will be considered as the responsible owner of the task by default.

For some tasks, you only get additional options only after you mark the task as required. The type of additional information you can define varies from task to task.

NoteThere are some tasks that require addition of standard content, like the farewell message. Task owners can still edit the content of the tasks assigned to them.

Example: The manager can modify the farewell message.

7. After adding the tasks, save the program by clicking Submit.8. (Optional) For an existing onboarding program, you can:

Action Description

(Edit) Use this option to edit an existing offboarding program.

The program ID is read-only and cannot be edited.

(Copy) Use this option to copy an existing offboarding program.

Each program requires a unique ID, but the Program Name and Brief Description are both copied to the new program.

TipChanging the name and description of the program is optional. However, it is recommended to provide a distinct name and description for each program.

(Delete) Use this option to delete a program.

You cannot delete programs that are marked as active.

Results

The newly created program appears on the Manage Onboarding and Offboarding Tasks page.

Task overview: Configuring Offboarding Programs [page 416]

Next task: Setting a Rule for Selecting an Offboarding Program [page 420]


Related Information

Responsible Groups in Onboarding [page 199]

14.1.7.2 Setting a Rule for Selecting an Offboarding Program

To select the required Offboarding program for the employee, you must set a rule using the Select Offboarding Task Configuration scenario.

Context

As you can create multiple Offboarding programs, where each program has its own set of activities, you can define a rule such that you can select the required program for your Offboarding process.

Procedure



2. Click Create New Rule.

The Configure Business Rule page opens.3. Select Select Offboarding Task Configuration from the Onboarding section.

The Select Offboarding Task Configuration dialog opens.4. Enter the Rule Name, Rule ID, and select a Start Date.


The business rule configuration page opens.6. Define the business rule as per your requirement.7. Click Save.

Results

The selected Offboarding program is triggered when the Offboarding is initiated based on the set conditions.

Task overview: Configuring Offboarding Programs [page 416]


Offboarding

Previous task: Creating an Offboarding Program [page 416]

14.1.8 Accessing Email Services in Offboarding

You can access the preconfigured email templates for Offboarding to help channel vital information to the participants of the Offboarding process, for reference or action or both.

Prerequisites

You should have the permissions to access Email Services tool in the Admin Center. For more information, see Role-Based Permissions for Email Services in the Related Information section.

Procedure

1. To access the preconfigured email templates for Offboarding, go to Admin Center, and in the Tools Search field, enter Email Services.

2. Select Manage Template, on the Email Services page.

3. Click New Template, on the Manage Email template page, and select Reuse Templates to list out all the existing templates.

To add a new template, select Create New Template.


Previous task: Configuring Offboarding Programs [page 416]

Next: Qualtrics Email Feedback for Offboarding [page 423]

Related Information

Role-Based Permissions for Email Services [page 67]


14.1.8.1 Preconfigured Email Templates in Offboarding

Email Templates are pre-formatted files that serve as a starting point in the process of creating email notifications.

Offboarding comes with a set of preconfigured email templates, ready for use. These email templates are designed to seamlessly work throughout the offboarding process. You can choose to utilize these templates in their existing configuration or customize them according to your requirements.

When you access the Email Services configuration page for the first time, there will be no email templates listed under the Active Templates tab. You can reuse preconfigured email templates or create custom email templates from the Manage Email Template section.

Preconfigured Email Templates:


1 Meeting updated for participants

(OFB) A meeting updated for participants Template

Notify assigned offboarding participants about meeting updates.

2 Announce the Termination of an employee

(OFB) Announce Termination Message Template

Notify the coworkers about the termination of employee.

3 Farewell message Added (OFB) Farewell Message Template

Notify the employee about the updated farewell message.

4 Knowledge Transfer task Cancellation

(OFB) KT Task Cancel Template

Notify the participants about cancellation of the Knowledge Transfer task.

5 Knowledge Transfer task Completion

(OFB) KT Task Complete Notify the participants about completion of the Knowledge Transfer task.

6 Knowledge Transfer task Assigned

(OFB) KT Task Receipt Template

Notify the participants when the Knowledge Transfer task is assigned.

7 Knowledge Transfer task Updated

(OFB) KT Task Update Template

Notify the participants when the Knowledge Transfer task is updated.

8 Assets are Updated (OFB) Manage Assets Updated Message To Employee Template

Notify the employee to return the assets.

9 Offboarding Process Cancellation

(OFB) Offboarding Cancelled Template

Notify the offboarding participants about cancellation of the offboarding process for an employee.

10 Resignation Approval sent to Employee

(OFB) Resignation Approval Message To Employee Template

Notify the employee that the resignation has been approved.


Offboarding


11 Resignation Approval sent to Participants

(OFB) Resignation Approval Message To Participants Template

Notify the offboarding participants that the resignation has been approved for an employee.

12 Document signature declined (ONB) Document Signature Declined Message To Participants Template


13 Document signature completed

(ONB) Document Signature task completion Template

Notify the employee about completion of document signing .

14 Document signature task created

(ONB) Document Signature task creation Template


15 Document signature task created for employee exiting the organization

(ONB) Document Signature task for new hire creation Template

Notify the employee exiting the organization that they must sign the documents before their termination date.

16 Document signature completed for employee exiting the organization

(ONB) Documents signed by New Hire Template

Notify the employee exiting the organization about the completion of document signing.

14.1.9 Qualtrics Email Feedback for Offboarding

Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can send employees surveys when you to set up an offboarding process for them to leave the company.

Qualtrics surveys allow you to gain feedback about the employee's offboarding process, and ask questions such as:

● How helpful was the offboarding process?● How can the process be improved?

Using this feature requires a Qualtrics Employee Experience license so that you can create Lifecycle projects. You also need to integrate SAP SuccessFactors with Qualtrics, and enable Intelligent Services.

You use your Qualtrics account to create surveys and view their results. All the settings to configure the contents and schedule for the email survey are performed at Qualtrics.

To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system. Refer to Integrating SAP SuccessFactors with Qualtrics for details.

Parent topic: Implementing Offboarding [page 401]

Previous task: Accessing Email Services in Offboarding [page 421]


Related Information

14.2 Offboarding Process Overview

An overview of how the Offboarding business processes work in synergy after employee resignation till the exit of the employee.

Offboarding process can be initiated from SAP SuccessFactors Employee Central.

Offboarding process starts with Initiate Offboarding and ends with the employee exit. After Offboarding is initiated, the Manager collects the Offboardee information, reviews the data only if cetain rules are set. On completion of this task the Offboardee gets a task to review his personal information, job information, last working day. Managers and Offboarding particpants can create certain activitites for the Offboardee and track the status of each activity.

14.2.1 Initiating Offboarding Process

To initiate the Offboarding process, you must terminate the employee from the Employee Central.

Procedure

1. Log in to the application.2. On the home page, enter the name of the employee for whom Offboarding must be initiated in the search field.

NoteYou can also terminate by selecting an employee from the Manage My Team tile. The tile is visible only when you have configured it as Default in the Home Page. For details see, Configuring Standard Tiles on the New Home Page in Related Information.

3. Bring the cursor on the employee name when it appears on the search field.

A dialog box appears with the employee details.

4. Click Take Action Terminate .

Terminate dialog box opens.5. Enter the Termination Date, select the Termination Reason, and fill all the other applicable details.

NoteFor more information on filling termination details, see Terminating an Employee in Related Information.

6. Click Save.


Offboarding

Results

An email notification is sent to the manager with details of the employee like, termination date, last working day, and the home page link to review the Offboarding information of the employee.

NoteIf Manager Review rule is evaluated to false, then Manager review step is skipped, and an email notification to the manager is also skipped. Directly the employee review business rule is evaluated.

Related Information

Terminating an EmployeeConfiguring Standard Tiles on the New Home Page

14.2.2 Reviewing Offboardee Information as an Employer

As a manager and as a participant of the Offboarding process you can verify or edit the details like job information, personal information, last working day, and compensation of the offboarding employee based on your permissions as a manager.

Prerequisites

● Set the ONB2_OFB_ManagerReviewCheck business rule to true.

NoteIf the ONB2_OFB_ManagerReviewCheck business rule is set to false, the review Offboardee information as an employee step is skipped.

● The following permission must be enabled:○ Employee Central Effective Dated Entities○ Employee Views

Assign the new hire data review and correction task to a responsible group. For more information, see the Related Information section.

Context

As a manager, you can view and edit based on the permission for the following employee data model entities:


https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/24244da1ff914a4183acbe91f98c77f0.html

https://help.sap.com/viewer/59f821da545a4bdb94f1eb8fa22e4b36/latest/en-US/75969fbb2c0847c9abd65a61bb36eca6.html

● Employment information (employmentInfo)● Job information (jobInfo)● Personal information (personalInfo)

Procedure

1. Log in to the application.2. On the home page, click the Review Offboarding Information tile under the To-Do section.

The Review Offboarding Information dialog box opens.3. Click Start for the corresponding employee.

The Review Offboardee Information page opens.

4. Verify the Offboardee information and if necessary, edit the information using .5. Click Confirm.

The Success dialog box appears.6. Click OK.

Results

A new activity is created in Business Process Monitoring Tool for employee review, on the same day when the manager review is confirmed. An email notification is sent to the offboardee with details of the employee like, termination date, last working day, and the home page link to review the Offboarding information.

NoteThe activity is created only when the Employee review business rule is evaluated to true by the Offboarding process. If Employee review is evaluated to false, then Employee review step is skipped, and email is also skipped. The Offboarding process flows to the next step where document flow and tasks are triggered.

Related Information

Assigning the New Hire Data Review Task to a Responsible Group [page 118]


Offboarding

14.2.3 Reviewing the Offboarding Information as an Employee

As an employee exiting the organization, you can verify and update your details like job information, personal information, last working day, and compensation.

Prerequisites

● Enable View and Edit permission for Process under Onboarding or Offboarding Object Permissions in Role-Based Permissions.

● ONB2_OFB_EmployeeReviewCheck business rule must be evaluated to true by the Offboarding process.● The following permissions must be enabled:

○ Employee Central Effective Dated Entities○ Employee Views

For more information on enabling Role-Based Permissions, refer to the Related Information section.

Context

As an employee exiting the organization, you can review based on the permission for the following employee data model entities:

● Employment information (employmentInfo)● Personal information (personalInfo)● Contact information (contactInfo)● Address information (addressInfo)● Dependent information (dependentInfo)● Compensation information (compInfo)● Payment information (paymentInfoV3)

Procedure

1. Log in to the application.2. On the home page, click the Review Offboarding Information tile under the To-Do section.

The Review Offboarding Information page opens.

3. Verify the offboarding information and if necessary, edit the information using .4. Click Confirm.

The Success dialog box appears.5. Click OK.


Results

Document flow and Offboarding task activities are triggered.

Related Information

Role-Based Permissions for Onboarding and Offboarding Tasks [page 58]Role-Based Permissions for New Hire and Internal Hire Data Review [page 73]

14.2.4 Completing e-Signature

After the completion of the reviewing the offboarding information as an employee, a document gets generated. As per configuration, if this document requires signatures from the manager and the offboardee, it’s sent to the e-Signature step.

Context





Procedure




Offboarding

Results


14.2.5 Creating a Knowledge Transfer Plan

To capture, store, and share critical knowledge of the offboardees within the organization before they leave, you can create the knowledge transfer plan so that all the knowledge is shared to existing employees.

Prerequisites

● Reviewing the offboarding information by the employee is complete.● Knowledge Transfer task must be configured in the Offboarding Program.● The Knowledge Transfer Plan and Knowledge Transfer Task permission is enabled.● View permission for Process is enabled.

Procedure

1. Log in to the application.2. On the home page, click Offboard Team Members from the To-Do tile group.

The Offboard Team Members dialog box opens.3. Click Start for Create Knowledge Transfer Plan under the My Tasks column for the desired offboarding

employee.

The Create Knowledge Transfer Plan page opens.4. Click + Add Task.

The Add Task dialog box opens.5. Enter the title in the Knowledge Transfer Task Title text box.6. Select the date by which knowledge transfer must be completed from the Complete By date picker.7. Search and add the assignee to whom the Offboardee must provide knowledge transfer in the Assigned To

dropdown.8. Add a note in the Note to Participants text box.9. Click Add Task.

The Create Knowledge Transfer Plan page appears with the task added to it.10. Click Submit.


Results

The Assignee and offboarding employee get an email notification with the Knowledge transfer details and the completion date. A task is added in the Complete Knowledge Transfer Tasks tile under the To-Do list for the assignee in the home page. The KT details are sent through email to both the KT task assignee and the offboardee.

Related Information


14.2.6 Completing the Knowledge Transfer Tasks Completed by the Assignee/Offboarding Employee

To update the completion status of the knowledge transfer task activity created by the manager, the assignee must close the activity.

Procedure

1. Log in to the application.2. On the home page, click the Complete Knowledge Transfer Tasks tile under the To-Do list.

The Complete Knowledge Transfer Tasks dialog box opens.3. Click Start for the task that you want to close and update the status.4. To update the status, click + Add Note, enter your updates in the Add Note dialog box, and click Add Note.5. To complete the task, select the Yes, this task is now complete checkbox.6. Click Submit.

Results

Email notification is sent to the manager, Offboardee, and assignee about the updated notes and task completion. The status of the task is changed to Completed.

Related Information



Offboarding

14.2.7 Scheduling Meetings with the Offboardee

As a manager you can schedule meetings with the Offboardee to discuss and complete the entire Offboarding process.

Prerequisites

● Reviewing the offboarding information by the employee is completed.● Meetings must be configured in the Offboarding program.● The status of the Schedule Meeting task is ON TRACK or OFF TRACK.

Procedure

1. Log in to the application.2. On the home page, click the Offboard Team Members tile under the To Do section.

NoteYou can also find the tasks in the Offboarding Dashboard tile under the My Team section.

The Offboard Team Members dialog box opens.3. Click the name of the offboarding employee from the Offboardees column.

All the tasks related to the offboarding employee are listed.4. Click Start for the Schedule Meetings task.

The Schedule Meetings page opens.5. To add a meeting, click + Add Meeting.

NoteYou also have some recommended meetings like Meeting with manager and Default. To add these meetings click against the recommended meeting required.

The Add Meeting dialog box opens.6. Enter the subject of the meeting in the Meeting Subject text box.7. Enter the location of the meeting in the Meeting Location text box.8. Set the start date and time for the meeting from Start Date and Time.9. Set the end date and time for the meeting from End Date and Time.10. Enter the agenda of the meeting in the Agenda text box.11. Search and add the participants required for the meeting from the Participants dropdown list.12. Click Add.

The meeting is listed in the Schedule Meeting page.


13. Repeat the steps to schedule additional meetings.14. Click Submit.

The Schedule Meeting task dissapears from the list of the Offboardee.

Results

An email notification is sent to the Offboarding employee and the meeting participants with all the meeting details. The notification also has an iCalendar (.ics) attachment which syncs to the external calendar system like Outlook or Google. The attachment includes details of the meeting including the date, time, and location.

14.2.8 Listing the Assets that Offboardee has to Return

As an Offboarding participant, you can track the company assets that Offboardee must return before the termination date. Onboarding participants can be the concerned department like IT or Finance who maintain the assets.

Prerequisites

● The Edit permissions must be enabled for Equipment Type, Equipment Type Value, and Asset Task.● Asset task must be configured in the Offboarding Program.

Procedure

1. Log in to the application.2. On the home page, click Offboard Team Members tile under the My Team section.


The list of tasks for the offboarding employee appears4. Click Start for the List Assets to be Returned task.

The List Asset to be Returned page opens.

NoteIf there are no assets that Offboardee has to return, you can select No for the Does Offboardee have asset to return option.

5. Click + Add Asset.

The Add Asset dialog box opens.


Offboarding

6. Select the Asset Type, Model, Serial Number, and Return Status.

NoteIf you select the Return Status as Return Waived, you must give the Waiver Reason.

7. Click Add.

The asset is added to the List of Assets.8. Repeat the steps to add more assets.

You can also select No for the Does Offboardee have asset to return option after adding a list of assets. When you select No, a Warning – Assets Present dialog box appears. You can add a comment and click Confirm, to delete all the assets that have been added for tracking.

9. Click Confirm.

Results

The Asset to be Returned task status changes to Completed. A new task Track Return of Assets is added with the status ON TRACK. An email notification is sent to the Offboardee when the list is created or edited for tracking the assets. When you set No for the Does Offboardee have asset to return option, then the task is completed without creating a Track Return of Assets task.

NoteYou can also track the assets to be returned in the Your Offboarding Task tile.

14.2.9 Tracking the Return of Assets from the Offboardee

The Offboarding participants must keep a track of assets that the Offboardee must return before the last working day.

Prerequisites

● Assets are listed for the offboarding employee.● The Edit permissions must be enabled for Equipment Type, Equipment Type Value, and Asset Task.

Procedure

1. Log in to the application.2. On the home page, click Offboard Team Members tile under the To-Do section.


The Offboard Team Members dialog box opens.3. Click the name of the Offboardee from the Offboardees column.

The list of tasks for the Offboardee appears.4. Click Start for the Track Return of Assets task.

The Track Return of Assets page opens with the list of assets that Offboardee must return before the last working day.

5. Select Returned from the Return Status dropdown for the corresponding asset.

NoteIf it is not required to return the listed asset by the Offboardee, you can set Return Status as Return Waived and enter the Waiver Reason.

6. Click + Add Asset, to add more assets in the Track Return of Assets page.7. Click Save to update the return status and addition of new assets.

NoteYou can still edit the return status and add new assets when you click Save. You can nudge the participant to complete the Asset Task.

8. To complete the task, select the Yes, this task is now complete checkbox.9. Click Confirm.

Results

The status of Track Return of Assets task changes to Completed. You cannot update the return status or add assets any further. An email notification is sent to the Offboardee every time when the return status is updated.

NoteNo email notification is sent to the Offboardee when the tracking return of assets task is complete, as no action is required from Offboardee.

14.2.10 Writing a Farewell Message

As a manager you can write a farewell message to the offboarding employee.

Prerequisites

● Farewell message must be configured in the Offboarding Program.


Offboarding

● You should enable the ONB2ScheduledMessageActivity permission. For more information, see the Related Information section.

Procedure



The list of tasks for the Offboardee appears.4. Click Start for the Write a Farewell Message task.

The Write a Farewell Message page opens.5. Select the date when the message should be delivered to the offboarding employee from the Date of Message

Delivery date picker.6. Enter a subject for the farewell message in the Subject text box.

NoteClick + Insert token, to insert tokens in the subject. Some of the tokens are First Name, Last Name, User ID, Termination Date, Job Title, Location, Manager First Name, and Manager Last Name.

7. Enter the farewell message in Your Message text box.8. Click Submit.

Results

The farewell message is saved, and status of the Write a Farewell Message task is Completed. The email is sent to the offboarding employee on the scheduled delivery date.

Related Information

Role-Based Permissions for Offboarding [page 403]


14.2.11 Canceling the Offboarding Process

As a manager you can skip the Offboarding process, when the Offboarding process is initiated for an employee.

Prerequisites

Permission to Cancel Offboarding permission must be enabled.

Context

You can cancel the Offboarding process for several reasons like:

● Insufficient Time● Change in Timelines● Change of Decision● Mutual Consent● Illness/Unavailability● Other

Procedure


The Offboard Team Members dialog box opens.3. Click the name of the Offboardee from the Offboardee column.

The list of tasks for the Offboardee appears.4. Click the Action menu and then select Cancel Offboarding.

The Cancel Offboarding dialog box opens for the selected Offboardee.5. Select the acknowledgment for the outcomes of canceling offbaording.6. Select the reason for canceling Offboarding process from the Select Cancellation Reason dropdown.7. Optional: You can add a note in Additional Comments.8. Click Confirm.


Offboarding

Results

An email notification about the Offboarding cancellation is sent to all the participants of the Offboarding process. All the Offboarding tasks and Offboarding documents are canceled for the Offboarding Employee.


15 Rehire

You can use the rehiring process to rehire an employee who left the organization. You can onboard a rehire which the system detects as a part of rehire verification.

The details like employment record, person information, and so on, for the employee to be rehired are taken from Employee Central, while initiating onboarding from Recruiting Management and Applicant Tracking System.

NoteWe only allow for Rehire on New Employment.

15.1 Permissions to Perform Rehire Verification

The hiring manager or the participants of the rehire process perform the rehire verification for the new hire.

You can configure the Hire/Rehire parameters to decide which fields are matched to indicate potential rehires. Usually it is a combination of first name, last name, date of birth, and national ID. You can use the same Employee Central configurations in Onboarding for rehire check. For example, rehire an employee as new employment if the employee's country or legal entity is changed. For more information, refer to the Related Information.

To perform the rehire tasks, configure a dynamic group SAP_ONB2_RehireCoordinator in Role-based Permissions, and add the users who will perform the rehire verification task from the To Do tile on the Onboarding home page, to this group. For more information on creating a dynamic group, refer to the Related Information.

After the group is created, provide Rehire Inactive Employee with New Employment permission to the users in that group. For more information on how to provide this permission, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the Related Information.

Related Information

Rehiring an EmployeeCreating Dynamic Permission GroupsRole-Based Permissions for Administrators in Onboarding and Offboarding [page 48]


Rehire

https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/latest/en-US/f7ba417021e34902b3862737f7907b5e.html

https://help.sap.com/viewer/b569eee64d3f4159b2b5272ba7d6b127/latest/en-US/6adf50f40a86406a917a54ce7fd2131b.html

15.2 Configuring the Check for Rehire

Configure a check using the Hire/Rehire Configuration generic object.

Context

This check allows you to see whether an employee already exists in the system.

Procedure

1. Navigate to Admin Center Manage Data .In the Create New box, select Hire/Rehire Configuration, and enter a Code and a Title for the check, and set the Status to "Active".

2. Set the following Rehire conditions to Yes:

○ Enable search for employees using first name and last name○ Enable search for employees using first name and date of birth○ Enable search for employees using last name and date of birth○ Enable search for employees using first name, last name, and date of birth○ Enable search for employees using national ID

Results

You've configured the Rehire conditions for performing the first Rehire check and the second Rehire check.

15.3 Overview of IDs and Changes During Rehire Process

During the Rehire process, a new employment entity is added to the Old Person entity. The following tables describe the ID behaviors when a candidate is onboarded as rehire in the first or second rehire check:

First Rehire Check

Entity Previous EmploymentOnboarded as Rehire in First Rehire Check

Onboarded as New Hire in First Rehire Check

Behavior on Selecting as Rehire

User (User System ID / User ID)

User System ID 1 / User ID 1



New ID is generated for each employment.

Implementing OnboardingRehire PUBLIC 439

Entity Previous EmploymentOnboarded as Rehire in First Rehire Check

Onboarded as New Hire in First Rehire Check


Employment ID (Not Used Externally)

Employment ID 1 Employment ID 2 Employment ID 2 New ID is generated for each employment.

Assignment ID External Assignment ID 1 Assignment ID 2 Assignment ID 2 New ID is generated for each employment.

Employee ID (Person ID External)

Person ID External 1 Person ID External 1 Person ID External 2 Person ID remains the same for previous employment and rehire.

Person (Person ID) (Internal Usage)

Person ID 1 Person ID 1 Person ID 2 Person ID remains the same for previous employment and rehire.

User Name User Name 1 User Name 1 User Name 2 User Name remains the same for previous employment and rehire.

Second Rehire Check

Entity Previous Employment

First Rehire Check Skipped or Onboarded as New Hire in First Rehire Check (New Person and User created)

Onboarded as Rehire in Second Rehire Check


User (User System ID / User ID)




New ID is generated for each employment.

Employment ID (Not Used Externally)

Employment ID 1 Employment ID 2 Employment ID 3 New ID is generated for each employment.

Assignment ID External Assignment ID 1 Assignment ID 2 Assignment ID 3 New ID is generated for each employment.

Employee ID (Person ID External)

Person ID External 1 Person ID External 2 Person ID External 1 Person ID remains the same for previous employment and second rehire.

Person (Person ID) (Internal Usage)

Person ID 1 Person ID 2 Person ID 1 Person ID remains the same for previous employment and rehire.

User Name User Name 1 User Name 2 User Name 1 User Name remains the same for previous employment and rehire.


Rehire

15.4 Rehire Process Overview

An overview of how the Rehiring business processes work in synergy after rehire identification till the start date of the rehire.

The Rehire can be identified as soon as the data comes from the Recruiting to Onboarding, or after the paperwork is done by the Hiring Manager and the New Hire. The data from Recruiting might not contain details such as National ID card details and Date of Birth of the New Hire. These fields can be set as the check to identify rehires.

The Rehire or the Hiring Manager can enter these fields to identify a rehire. The initial check is done so that the onboarding is cancelled before it has started.

NoteSAP SuccessFactors Onboarding only supports Rehire on New Employment.

After onboarding is initiated, the first rehire check is done. In case the new hire is identified as a rehire, onboarding is initiated with new employment under the old Person details. The hiring manager collects the rehire information, reviews the rehire data, and adds tasks. The rehire receives a welcome email with old username. They can reset the password and proceed to the Personal Data Collection step.

If the new hire wasn’t identified as a rehire in the first rehire check, the second rehire check is triggered after the Personal Data Collection step. In case the new hire is identified as a rehire in this step, onboarding as rehire is cancelled and restarted with new employment under the old Person details.

Once the new hire completes all the necessary paperwork a document is generated, if applicable. This document is then sent to the signature step as per the configuration. The manager and the new hire get an email notification to review and sign the document.

NoteFor DocuSign e-signature users, an email with instructions is sent to the user.

For SAP SuccessFactors eSignature users, an e-Signature To-Do tile appears on the home page.

After this step, the new hire is listed under Manage Pending Hire for the manager to hire the new hire. On the start date of the new hire, a conversion job runs to convert the new hire into an employee who’s an internal user.


Here's an overview of the different stages in the Rehiring process:

15.4.1 Initiating Onboarding

Initiate onboarding for a candidate for the onboarding process flow to start. You can initiate onboarding for a single or multiple applications of a single Job Requisition.

Prerequisites

To initiate onboarding for single or more than one application at a time, make sure that you have the following permissions enabled:

1. BizX Onboarding Integration. In Provisioning, go to Company Settings Recruiting Enable Onboarding Integration .

2. Setup Onboarding Integration: Go to Admin Center, in the Tools Search field, enter Onboarding Integration Setup. The settings tab allows you to enable Onboarding for either all Job Requisitions, or only certain Requisitions. You can use the provided dropdown menu to set criteria for the requisitions which have Onboarding applied. For more information, scroll down to see Settings for Onboarding Integration Setup in the Related Links section.

3. Onboarding Initiate Permission role-based permission in Manage Permission Roles Recruiting Permissions .

4. Grant feature permissions for Onboarding in the Application XML. For more information on feature permissions, scroll down to see feature-permission Elements in the Related Links section.

At this stage, the SAP_ONB2_ PreDay1AccessCheck rule, which is set to "True" by default, is used to evaluate whether Onboarding process should start. You can apply your business criteria on any of the Employee Central entities like Country, Department, Division, and Job Code to evaluate this rule.


Rehire

Context

The applicants should be placed in one of the application statuses configured to initiate Onboarding. You can initiate onboarding for single or multiple applications of a single Job Requisition. You can inititate Onboarding for a single application from the Take Action menu on the Application portlet.

The locale for the external new hire will be updated automatically, when you initiate the onboarding process from Recruiting Management. The locale provided by the candidate at the time of candidate profile creation is published by Recruiting Management and the same is consumed by Onboarding.

If you also provide any mapping for the defaultLocale field under the data model (hris-sync mapping), then that value overrides the locale value that is selected by the new hire as part of the candidate profile.

The welcome email and password reset page (when opened from the welcome email) will appear in the default language that is set in the Default Language field of Company Settings in Provisioning. To view the welcome email and the password reset page as per the locale selected by the new hire during candidate profile creation, create a rule and include it in the corresponding email templates.

NoteIf no locale is set, the external user's default locale is set to the company's default locale.

To initiate onboarding for multiple applications, follow the below steps:

Procedure

1. Click arrow next to the icon on the application home page, and select Recruiting.2. On the Recruiting page, under Job Requisition the candidates are available for recruiting in Ready-to-Hire state.

Click the Candidates link for the corresponding Job Title, for example HR Analyst.

It lists out all the candidates in the Ready-to-Hire state.3. Select the candidates for whom you want to initiate onboarding.4. Click Take Action, and select Initiate Onboarding from the pop-up menu.

Once the onboarding is initiated, there is a one-time send of data based on the Admin Mapping to the onboarding module.

Note1. An error occurs if you try to onboard a candidate more than once.2. You can initiate onboarding for a maximum of 150 candidates at once.3. The portlet appears in the Application page and not in the Candidate Summary page. You can initiate

Onboarding from the portlet as well.

A confirmation popup appears with a list of selected candidates.5. Click Confirm on the Initiate Onboarding dialog box.6. Select OK on the Onboarding Status dialog box.


Results

You will receive an email notification to know the onboarding initiation status of the candidate. You can also view the Onboarding Initiation column which displays the status of the candidates (success or failed) in the Candidate Summary page.

Click Filter options, to filter on the onboarding initiation status. You can filter on statuses such as Cancelled, Failed, Success and so on.

NoteCurrently, we do not support sorting of Onboarding Initiation column.

Restriction● The Initiate Onboarding action is not audited.● In Recruiting Management, it is not possible to report on the history of Initiate Onboarding action, or see the

action history on the portlet or on the screen.● Only the latest action details are displayed on the Application portlet.

Related Information

Settings for Onboarding Integration Setup

15.4.1.1 Validating the Exception Data in the Onboarding Process

Ensure that Onboarding is successfully initiated by fixing errors arising out of data validations.

Context

After you initiate Onboarding from Recruiting, the new hire data is subjected to several validations to verify that information is available in the required format. If any discrepancy is found or if a data mismatch occurs, the Onboarding process is paused and redirected to what is known as an "error flow". To resume the onboarding process, you must fix all the issues reported by the system and restart the Onboarding process.

When the Onboarding process goes into the "error flow", the system creates a task and assigns to the respective Hiring Manager.


Rehire

https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US/59f94002edc148cba832a076aefb328c.html

Procedure

1. Log into the system as a Manager.2. Click the Business Process tile, which is grouped under the To-Do tile group.

NoteIf you come across an error which says "User already exists", this would imply that there is some unused or obsolete data present in the system for the candidate. For this candidate, you cannot proceed with the current workflow of creating an External User.

3. Click on the task corresponding to the Onboarding process with reported exceptions.The Onboarding Process Messages page is shown where you can see all the errors reported by the system.

4. Correct the reported issues in your Recruiting Instance.5. After all the issues are addressed, return to the Onboarding Process Messages page and click Restart.

Results

The system validates the data again and if no exceptions are observed, resumes the Onboarding process.

15.4.2 Performing the First Rehire Check

This first rehire check is executed before creating any person, employment, or user records for the new hire. You can perform this check when Onboarding is initiated for a candidate from Recruiting Management and Applicant Tracking System (ATS).

Prerequisites

To initiate rehire verification, enable Rehire Inactive Employee with New Employment in Role-based Permissions.

Context

During the first rehire check, the data that has been collected in recruiting is available and can be used for rehire verification. At this stage limited information about the candidate like first name, last name, date of birth, National ID, Industry, and Country is available to run the rehire check. At times, these details aren't sufficient to decide whether the candidate is a rehire, as multiple candidates can exist with the same name. To narrow the rehire verification results, you can use more specific parameters to identify if the candidate is a rehire.


NoteWhile initiating onboarding from Applicant Tracking System and to perform the rehire verification, refer to the CreateOnboardee OData API topic in Related Information.

The details like employment record, person information, and so on, for the employee to be rehired are taken from Employee Central, while initiating onboarding from Recruiting Management and Applicant Tracking System.

Procedure

1. Log on to the SAP SuccessFactors Application and click Perform Rehire Verification To-Do tile.

The Perform Rehire Verification dialog box opens.

NoteThe Perform Rehire Verification To Do tile is displayed to the Hiring Manager if during initiation of Onboarding process the candidate is identified as a Rehire.

2. Select the Start button next to the Rehire Verification task, for the candidate for whom who want to run a rehire verification check.

The Rehire Verification for "Candidate" opens. Based on the rehire check parameters, this page displays the profile matches of the candidate with ex-employee profiles.

3. Select the ex-employee profile that matches with the candidate's profile and click Onboard as Rehire.

NoteIf none of the profiles match with that of the candidate, consider onboarding the candidate as a new hire by clicking Onboard as New Hire.

Related Information

createOnboardee


Rehire

https://help.sap.com/viewer/28bc3c8e3f214ab487ec51b1b8709adc/latest/en-US/ae335af892544b29b79040c23606bef3.html

15.4.3 Reviewing New Hire Data

After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire task.

Context

Data validity checks on personal and job-related data passed from the recruiting system ensures that the new hire data is correct. It also ensures that the new hire data is complete, properly mapped, and readable. If not, the system creates a task to review the data and assigns the task to the onboarding participant involved in the process.

Generally, if there’s a mismatch between the Recruiting and Employee Central data fields, the system creates a task to correct the New Hire data. However, you can set up the system to always create the task to correct the New Hire data by configuring the SAP_ONB2_ HMReviewCheck rule to "True".

If the task is created, you can find it in the Review New Hire Data tile under the To-Do group on your home page.

NoteThis task is created only if there are discrepancies in new hire data.

Procedure

1. Click New Hire Data Review tile.A list of all the new hires whose data is to be reviewed appear on the Onboarding Data Review dialog box. Details such as the Joining Date, Hiring Manager, Task Due Date is shown for each New Hire in the list.

2. Click Start to begin the data review task.

Hiring mangers are allowed to view and edit a certain set of fields.

NoteTo view these entities, the manager should be granted the respective Role-based permissions for these entities in Employee Data and Employee Central Effective Dated Entities under User Permission.

Currently, only the Employee Central entities listed in the table below are shown to the manager who's onboarding a new hire:
























NoteThe following six entities are shown to the manager who's onboarding an internal hire:○ Job_Info○ Comp_Info○ Job_Relations_Info○ Employment_Info○ Pay_Component_Non_Recurring○ Pay_Component_Recurring

The Provide Personal Data page appears. If you find some information prepopulated on this page, it’s the result of the Recruit-to-Hire-mapping process.

3. After reviewing the data and making corrections, if necessary, click Submit.

On submission of this data, the paperwork task for the new hire gets completed. The paperwork has been completed message appears on the screen, click Continue to proceed with the new hire tasks.

You can also click Save Draft to save the changes as draft if you plan to work on it later.


Rehire


Results

An welcome email is sent to the new hire and the internal hire. Also, task under Prepare the New Team Members tile gets created at this stage.

15.4.4 Logging into the Application as Rehire

After the Correct New Hire Data task is completed by the hiring manager or the participants of the Onboarding process, the new hire receives a welcome e-mail with logon credentials and the LoginURL to access the application. If the Correct New Hire Data step isn’t evaluated for Onboarding process, then the new hire gets an e-mail as soon as the Onboarding process is initiated.

Context

The new hires can reset the password and then logon to the application to complete the personal and additional paperwork. When onboarding as a new hire, the login name is the email address.

When onboarding as rehire, login name is the old username. This is sent in the welcome email that gets sent again after new hire data review, in case of second rehire check.

NoteAs the internal hires can already access the application, the welcome email that they receive doesn't contain the URL to reset the password. Internal hires can log in using their existing username and password.

Note

To define the validity of the password reset link, navigate to Admin Center Company Settings Password & Login Policy Settings . In the Set Welcome Password and Reset Password link expiration (in days) field, enter the number of days the password reset link must be valid.


To reset the password, and to log in to the application, the new hire must perform the following actions:

Procedure

1. Click LoginURL, on the logon screen, enter the Username and Password that they've received in their welcome e-mail.

2. On the Reset Your Password page, they need to enter the new password and then confirm by retyping the password.

3. Click Submit.

A Reset Successful! message is displayed on the screen.4. Click Back to Log in button, to return to the logon page.5. Enter the username and the newly reset password and click Login.

Results

On successful logon, the new hires land on the home page, from where they can see the tiles for personal and additional paperwork under To-Do.

15.4.5 Performing Personal Data Collection

After logging into the application, the new hires review their personal data obtained from recruiting system for accuracy and update the missing information.

Prerequisites

At this stage, the SAP_ONB2_ECDataCollectionCheck rule, which is set to "True" by default, is evaluated. If the conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The task appears on the Provide Data For Onboarding tile of the new hires' home page.

Context

The task of providing the new hire personal data can also be performed by a permissioned user, from the candidate's details page accessed from the Onboarding Dashboard. For more information, refer to the "Reviewing Data Collection Information" topic.


Rehire

To review the personal data obtained from recruiting system, and to provide the missing information, the new hire's should perform the following actions:

Procedure

1. Click Provide Data For Onboarding tile of the new hires' home page.

A pop-up message appears on the Provide Personal Data page, asking the new hires to provide personal details so that the paperwork can be prepared for the onboarding process.

2. On the Provide Personal Data page, the new hires provide their personal details.

In this step, the new hires also validate the prepopulated information that is obtained from the recruiting system.

NoteThere are limited set of fields that the new hires are allowed to edit. They can’t edit the Hire Date, Company ID, and the Event Reason fields. Also, they can’t view the Job Information details.

3. Click Submit on the Provide Personal Data page.

Once again click Submit on the Submit Paperwork Data pop-up to update the personal information.4. To update the information for additional onboarding paperwork, click Continue on the Paperwork Data

Submitted pop-up.

Results

The personal information of the new hires' have been updated for the ongoing onboarding process.

15.4.5.1 Completing the Profile Information by New Hires

The new hires can use this page to upload a profile photo and provide basic information about themselves.

Prerequisites

Enable Homepage v3 To-Do tile group in Role-Based Permission. For more information on how to enable this permission, refer to the "Role-Based Permissions for New Hires as External Users" topic.

To see the Profile Photo, About Me, and My Name sections on the Complete Profile page, ensure that the following settings are enabled:

● Go to Admin Center Manage Home Page To-Do Settings Show/Hide To-Do Tiles and set Completing Your Profile to Yes.


● Scroll down to Your Onboarding Journey section on the Manage Home Page and ensure that Start My Profile is NOT set to Not Used.

● Ensure that the following options are enabled in Configure People Profile General Settings :○ Allow employees to edit background image○ Allow employees to record pronunciation of name○ Allow employees to record About me video○ Allow employees to enter introductory text

Context

NoteFor an internal hire, Start Completing Your Profile tile doesn't appear on the home page under the To-Do tile. Internal hires can access the Employee page to complete their profile information.

Procedure

1. Select Start Completing Your Profile under To-Do section on your home page.

The Complete Profile page appears with the following sections on the side pane:○ Profile Photo○ About Me○ My Name

NoteYou can save the changes as your proceed from one tab to another, or choose Save after you've completed updating your profile details. Also, you can select the sections from the side panel or choose Next to move to the next section.

2. Upload your picture to help other people to identify you.

NoteUpload your photo in JPG/JPEG/PNG format. Ensure that the file size isn’t larger than 2 MB, and the aspect ratio is 3: 4.

3. In the About Me section, introduce yourself to your colleagues by recording a short video using your webcam.

NoteA text box is also available to write about yourself.

4. Use the Launch Recorder to record your name as you prefer it to be pronounced.5. After you're done updating your details, choose Finish.


Rehire

Results

This tile is moved to 'Onboarding' section in the home page as My Profile tile.

Related Information

Role-Based Permissions for New Hires as External Users [page 69]

15.4.6 Performing the Second Rehire Check

The second rehire check is executed if a potential match does not get identified in the first rehire check. This check is performed after the Personal Data Collection step is completed.

Context

To find out whether an employee already exists in the system, configure a check using the Hire/Rehire Configuration generic object. For more information on how to configure the check, refer to the Related Information section.

Procedure

1. Log on to the SAP SuccessFactors application and click Personal Data Collection To Do tile.

The Rehire Verification for "Candidate" opens. Based on the Hire/Rehire Configuration, this page displays the profile matches of the candidate with ex-employee profiles.

2. Select the ex-employee profile that matches with the candidate's profile and click Onboard as Rehire.

The workflow gets restarted and a new user is created in the system.

NoteIf none of the profiles match with that of the candidate, consider onboarding the candidate as a new hire by clicking Onboard as New Hire. The First Rehire Check happens automatically during the New Hire creation. The hiring manager decides whether the candidate should be hired as a New Hire or a Rehire.

Related Information

Configuring the Check for Rehire [page 439]


15.4.7 Performing Additional Data Collection

After completing the Onboarding data, if there are any Onboarding-specific fields configured in the Succession Data Model, the new hire is prompted to provide additional information.

Prerequisites

At this stage, the SAP_ONB2_CustomDataCollectionCheck rule is evaluated. If this rule is set to "True", the Additional Data Collection step is executed. This step is skipped, if this rule is set to "False".

The SAP_ONB2_CustomDataCollectionCheckrule also checks which data collection configuration is to be selected, by evaluating the SAP_ONB2_DataCollectionConfigSelect rule.

You can set the SAP_ONB2_DataCollectionConfigSelect rule to pick a particular data collection configuration for a specific Job Code, and define some onboarding specific panels for that Job Code. For example, for the HR Analyst Job Code you define three panels like work schedules, dress code and parking options. Now, when the SAP_ONB2_DataCollectionConfigSelect rule is evaluated for HR Analyst, the panels work schedules, dress code, and parking options are shown to the HR Analyst new hires.

If the conditions specified in the above rules are satisfied, Complete Additional Onboarding Tasks tile is created and assigned to the new hire.

Context

You can configure Onboarding paperwork to collect additional information. Typically, this information is used only during Onboarding and is not updated in the employee record.

To provide additional onboarding specific information, the new hires should perform the following actions:

Procedure

1. Click Complete Additional Onboarding Tasks tile of the new hire's home page.

The Update Onboarding Information page opens, and the previously defined panels for the new hire's Job Code appears on the screen.

2. Select the first panel on the page, enter the required information, and click Next to go to the next panel.3. Fill in the details for all the panels and click Done.

Results

The additional information of the new hires have been updated for the onboarding process.


Rehire

15.4.8 Completing e-Signature

After the completion of the personal and additional data collection step, a document gets generated. As per configuration, if this document requires signatures from the hiring manager and the new hire, it’s sent to the e-Signature step.

Context





Procedure



Results



15.4.9 Hiring a Candidate from Manage Pending Hires in Onboarding

After the candidate has gone through the onboarding process, you're ready to hire them into Employee Central.

Context

As a final step in the hiring process, to hire the new hire into Employee Central, perform the following actions:

Procedure

1. To view the information for new employees who have completed the Onboarding process, go to Admin Center Manage Pending Hires Onboarding (number of pending hires) .

You can sort and search based on the filters that are available on this page. You can map the Onboarding fields to Employee Central fields. This mapping makes the fields available to configure the columns in Manage Pending Hires.

NoteThe filters are based on the columns displayed on this page and can be configured as per your requirement from Admin Center Configure Columns for the Manage Pending Hires . For example, Name, Hire Date, Job Title, Location, Pay Grade, Department, Division, and so on, are some of the columns that you can configure using Configure Columns for the Manage Pending Hires to appear on the Manage Pending Hires page.

2. Click on the candidate's name on the Manage Pending Hires page.

You’re taken to the Add New Employee screen, where the candidate's data from Onboarding is populated.3. Update *Hire Date and the *User Name field to add the corporate e-mail ID of the candidate.

The hiring manager can fill the Payment Information details and review the information in this section.


4. Fill in all the mandatory fields and click Submit.

NoteThe information on this page can be mapped from the Recruiting-to-Hire page.


Rehire

Results

The new hire disappears from the Pending Hires page.

At this stage, though the new hire can log in to the system and view the "Start Completing Your Profile" tiles under To Do. The candidate can also see the meeting invites, where to go on the first day of joining the company, useful contacts, on the home page of the onboarding application.

NoteIf the Hiring Manager assigns a buddy to the new hire, the contact details of the buddy appear under the Useful Contacts title. Also, if the hiring manager had scheduled a central orientation meeting for the new hire, the meeting invite appears when the new hire clicks on the Meeting tile.

NoteThe hiringNotCompleted parameter in Compound Employee API evaluates the indicator property hiringNotCompleted in the EmpEmployment entity in Employee Central. This parameter allows you to differentiate data records of the new hires that didn’t yet complete the Manage Pending Hires process. If hiringNotCompleted is set to False, then the API returns only data of hired employees. Also, hiringNotCompleted is supported in the full transmission mode as well as the delta transmission mode of the API.

Related Information

Select Condition hiringNotCompleted

15.4.9.1 Configuring Employee Files to Include Inactive Users in Search

Configure the search to include inactive external users in the search result.

Prerequisites

Enable the following Role-Based Permission:

● Include Inactive Employees in the searchFor more information, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding" topic in the Related Information section.

Also, ensure that the target population is set to external user in Role-Based Permissions. This allows you to access the new hire data after Manage Pending Hire step and before the start date.


https://help.sap.com/viewer/9b997ab9e29e4ffc9859688b076d91de/latest/en-US/6165b0b83c65456789c156385ced72be.html

Context

After the Manage Pending Hire step and before the new hire's first working day, you can search for the new hire, who's at this point still an external user and is in inactive state, in the Employee Profile.

Procedure

1. Log on to the SAP SuccessFactors application.

2. On the home page, select Employee Files from the dropdown menu next to the icon.

3. Click (arrow) next to the external user profile and select Include inactive users in search option.

Results

You can search for the new hire and display or edit the new hire data based on your permissions.

Related Information

Role-Based Permissions for Administrators in Onboarding and Offboarding [page 48]Assigning Target Populations to a Role

15.4.10 Running a Conversion Job

The Conversion job runs on the start date of the new hire, at this stage the new hire is still an external user.

Context

The conversion job runs to convert the new hire into an Employee.

NoteThe conversion job dosen't run for the internal hires as they are internal users.


Rehire


Procedure

1. Go to Provisioning Manage Schedule Jobs .2. In the Job Type: field, search for ConvertExternalUserOnStartDateJob, and click Refresh.

The conversion job appears on the screen.3. To run the conversion job, hover on Select, under Actions header, and click Run It Now.

Results

After the job is completed, the new hire (External User) gets converted into an Employee (Internal User).


16 Data Protection and Privacy

16.1 Centralized Data Protection and Privacy

Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this reason, they are documented centrally.

The Setting Up and Using Data Protection and Privacy guide provides instructions for setting up and using data protection and privacy features throughout the SAP SuccessFactors HXM Suite. Please refer to the central guide for details.

NoteSAP SuccessFactors values data protection as essential and is fully committed to help customers complying with applicable regulations – including the requirements imposed by the General Data Protection Regulation (GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security customers get valuable support in their compliance efforts. However it remains customer’s responsibility to evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in compliance with all applicable regulations.

Related Information

Setting Up and Using Data Protection and Privacy

16.2 Data Retention Management

Identify which data purge function in the Data Retention Management tool meets your data protection and privacy requirements.

The Data Retention Management tool supports two different data purge functions: the newer data retention time management (DRTM) function and legacy non-DRTM function.

RememberWe encourage all customers to stop using the legacy purge function and start using data retention time management (DRTM) instead. To get started using this and other data protection and privacy features, refer to the Data Protection and Privacy guide.


Data Protection and Privacy

https://help.sap.com/viewer/2becac773fcf4f84a993f0556160d3de/latest/en-US

https://help.sap.com/viewer/2becac773fcf4f84a993f0556160d3de/LATEST/

If you already use the legacy data purge function as part of your current business process and you are sure that it meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware of its limitations.

NoteIf you are using the legacy data purge function, you can only purge a calibration session when there is at least one facilitator assigned to the session.

RestrictionBe aware that the legacy data purge function may not meet your data protection and privacy requirements. It doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries or legal entities.

In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use legacy data purge, please refer to the guide here.

16.3 Russia Data Residency Solution

The Initiate Onboarding, New Hire Data Review, Personal Data Collection, and Manage Pending Hire process steps in Onboarding will save the new hire's Personally Identifiable Information (PII) data from Day 1 onwards in the Russian Data Center.

Custom scenarios including Custom Data Collection, Custom Compliance, and Document Flow are not supported.

NoteAs a configuration requirement, enable Russia Data Residency Solution in Provisioning.


For more information, see the Russia Data Residency Solution guide in the Related Information section.

Related Information

Russia Data Residency Solution

Implementing OnboardingData Protection and Privacy PUBLIC 461

https://help.sap.com/viewer/dbdeaf664f894726b21680e3ebaf26d8/LATEST/en-US

https://help.sap.com/viewer/latest/d77bbd6114ba432482b847a8c7f959ac/2105/en-US/753e2f9ae7294d96a7d5ebd88e405a8d.html

17 Important Technical Notices

17.1 Onboarding Terminology Changes

The Onboarding product version available prior to Q4 2019, referred to as Onboarding in existing documentation, will be referred to as Onboarding 1.0 going forward. The Onboarding product version that was generally available in Q4 2019, referred to as Onboarding 2.0 in existing documentation, will be referred to as Onboarding going forward. These changes are also replicated in the system to distinguish between the two versions.

The changes are visible on the user interface pages of both Onboarding 1.0 and Onboarding. For more information, refer to the community blog link in the Related Information section.

We also updated the terminology in the Manage Pending Hires tool to comply with the new naming strategy for the two Onboarding product versions.

Related Information

Community Blog for OnboardingCommunity Blog for Onboarding 1.0

17.2 Applicant, New Hire, and Employee Security in Onboarding

The key security aspect to be considered during the transition of the candidate from an applicant to a new hire, and from a new hire to an employee, is the data separation between these three stages.

Accessing Onboarding is different for applicants, new hires, and employees.

Applicants Accessing Recruiting Management

● The applicant registers through email.

NoteThere's no overlap in server functionality and data with employee access.

● Access is provided through a separate Web Application Server (career-URL).● For applicants, access is provided only to certain sections of the SAP SuccessFactors Recruiting Management

that are necessary for the applicant for the application process.


Important Technical Notices

http://help.sap.com/disclaimer?site=https%3A%2F%2Fcommunity.successfactors.com%2Ft5%2FOnboarding-2-0-Resources%2FTerminology-Changes-Coming-for-SAP-SuccessFactors-Onboarding%2Fba-p%2F267802

http://help.sap.com/disclaimer?site=https%3A%2F%2Fcommunity.successfactors.com%2Ft5%2FOnboarding-1-0-Resources-Blog%2FTerminology-Changes-Coming-for-SAP-SuccessFactors-Onboarding-1-0%2Fba-p%2F267794

New Hires Accessing Onboarding

● When the candidate’s status changes from applicant to new hire during the hiring process, the applicant is created as an external user who has limited access to the system and is not an employee yet.Note:

● The new hire is granted access to certain parts of the Employee Self-Service (ESS) portal to modify recruiting process data, like personal information. The new hire can also access basic information like first name, last name, email, phone number, and photo of manager and the peer where permitted, using Role-based Permissions.

NoteData of other employees is made visible to the new hires through preconfigured views. This limits the possible exposure of the employee data and access to this data is further controlled by Role-based Permissions.

Employees Accessing Onboarding

Post the hiring process, the new hire is converted to an employee from an external user. At this stage, they can access to the data based on Role-based Permissions. From this moment on, the new hire is treated as an internal employee with the same logon and access privileges like a normal employee.

External and Internal User in Onboarding

External users can access the SAP SuccessFactors Onboarding Application using the Username and Password that they have received over email.

NoteInternal users, i.e. Employees, log on using Single Sign-On.

The WEB UI and Application Logic user access layers are the same for both external users and internal users. However, Role-based Permissions are granted as per external roles created for the external users while for internal users Role-based Permissions are granted as per internal roles.

Suite-wide Security Measures for External Users

Here's the list of suite-wide security measures that are applicable for external users:

● Only secure protocols (https) are used● Data is encrypted at rest (AES-256)● Each instance is separated through distinct DB-schemas

Implementing OnboardingImportant Technical Notices PUBLIC 463

● External users are restricted at the data level.● Application is designed such that the new hire data never gets written into the Employee data schema● Only the Employee schema can pull data from the External schema● Separate roles and permissions are set for External Users with limited permissions

17.3 Managing Time Related Data in Onboarding

You can use time-related information to record and evaluate the work schedule of employees in your organization.

As part of the Onboarding process you can map time-related information from Recruiting Management to Onboarding so that the time-related information is shown on the New Hire Data Review page. You can also add or update time-related information on the New Hire Data Review page either manually or by using the onChange/onSave rule. Time-related information can also be added or updated on the Manage Pending Hire page.

Note● Do not map any time-related information from an external Applicant Tracking System to Onboarding.● For Internal Hire process, time-related information can't be mapped, updated, or added on the New Hire

Data Review page and the Manage Pending Hire page.

17.4 Address Validation Service

Address as a service is also supported in Onboarding. Address checks determine if address data such as Country/Region, region, and postal code length is consistent.

Address Validation Service is used in Onboarding to validate the address information entered by the new hires during the Onboarding process. It also helps in validating the employee and employee’s dependents address. For more information on how to enable the Address Validation for new hires, refer to the Related links section.

Related Information

Enabling Address Validation Service in Onboarding


Important Technical Notices

https://help.sap.com/viewer/a4776e2c28af4204bdd0543db7dccd0e/latest/en-US/e1e68c98bb61416a8ae25837887049fe.html

18 Appendix

18.1 Additional Resources for Onboarding

During the implementation or configuration of Onboarding, you may find it useful to refer to guides related to other SAP SuccessFactors HXM Suite solutions.

Solution More Information

Metadata Framework Implementing the Metadata Framework

Recruiting Management Recruiting Management (Implementation)

Employee Central Implementing Business Rules in SAP SuccessFactors

People Profile People Profile

Home Page Home Page

Role-Based Permissions SAP SuccessFactors Role-Based Permissions

Migrating to Role-Based Permissions

Data Protection and Privacy Setting Up and Using Data Protection and Privacy

Goal Management Goal Management

Implementing OnboardingAppendix PUBLIC 465

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US

https://help.sap.com/viewer/8e41a3b5b38c43cf9b67da13d7b39470/latest/en-US

https://help.sap.com/viewer/5c8943cb39424a1e946171e5737f40eb/latest/en-US

https://help.sap.com/viewer/f775e49022204867a916fc625faa1c94/latest/en-US

https://help.sap.com/viewer/59f821da545a4bdb94f1eb8fa22e4b36/latest/en-US

https://help.sap.com/viewer/3aa9b06d9387410ba9a991b95e80e1c2/latest/en-US/3fdd1d73b422454586034df00c04e20b.html

https://help.sap.com/viewer/576de919e7ec400fa7ca69954ef97a7c/latest/en-US

https://help.sap.com/viewer/2becac773fcf4f84a993f0556160d3de/latest/en-US

https://help.sap.com/viewer/4a24e48b5c384b18a81f6b661305021e/latest/en-US

Important Disclaimers and Legal Information

HyperlinksSome links are classified by an icon and/or a mouseover text. These links provide additional information.About the icons:

● Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your agreements with SAP) to this:

● The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.● SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any

damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

● Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering a SAP-hosted Web site. By using such links, you agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this information.

Videos Hosted on External PlatformsSome videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within the control or responsibility of SAP.

Beta and Other Experimental FeaturesExperimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the experimental features in a live operating environment or with data that has not been sufficiently backed up.The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback (e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example CodeAny software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example code unless damages have been caused by SAP's gross negligence or willful misconduct.

Gender-Related LanguageWe try not to use gender-specific word forms and formulations. As appropriate for context and readability, SAP may use masculine word forms to refer to all genders.


Important Disclaimers and Legal Information

Implementing OnboardingImportant Disclaimers and Legal Information PUBLIC 467

www.sap.com/contactsap

© 2021 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice.

Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies.

Please see https://www.sap.com/about/legal/trademark.html for additional trademark information and notices.

THE BEST RUN

https://www.sap.com/about/legal/trademark.html

Date post:	04-Feb-2022
Category:	Documents
Upload:	others
View:	8 times
Download:	0 times