IMPLEMENTATION GUIDE | PUBLIC

Document Version: Q4 2019 – 2019-11-08

Onboarding 2.0
© 2019 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 What's New in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2 Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3 Major Features and Benefits of Using to Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

4 Features Supported in Onboarding 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

5 Co-Existence of Onboarding 1.0 and 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

6 Implementing Onboarding 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

6.1 Onboarding 2.0 Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Configuring an Applicant Status Set for Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Enabling Recruiting Users to Initiate Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Configuring the Day One Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Configuring Goal Management for Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Generating Print Forms in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Enabling Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
6.2 Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
What Are Role-Based Permissions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0. . . . . . . . . . . . . . 52
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks. . . . . . . . . . . . . . . . . . . . . . .57
Role-Based Permissions for Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Role-Based Permissions for New Hires as External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Role-Based Permissions for New Hire Data Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
6.3 Deploying Onboarding Process Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Up a Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Inheriting Proxy Rights From a Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
6.4 Data Model Configuration for Onboarding 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Data Models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Succession Data Model (for Employee Central). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Synchronizing the Succession Data Model with Metadata Framework (MDF). . . . . . . . . . . . . . . . . . . 76
Adding HRIS Element Fields Specific to Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Adding Country/Region-Specific HRIS Element Fields to the Data Model. . . . . . . . . . . . . . . . . . . . . 80
6.5 Integration of Recruiting Systems with Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Integrating SAP SuccessFactors Recruiting Management with Onboarding 2.0. . . . . . . . . . . . . . . . . 82
Integration of an External Applicant Tracking System with Onboarding 2.0. . . . . . . . . . . . . . . . . . . . 87
6.6 Data Collection Process in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

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 New Hire Data Review Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Personal Paperwork Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Onboarding Paperwork Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Adding an Onboarding Rule Context for Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
6.7 Onboarding Document Template Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Configuring a Document Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

7 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

7.1 Notifications in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Accessing Email Services in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Preconfigured Email Templates in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Business Rules in Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Managing Email Templates in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Working with Email Status in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Configuring Email Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Configuring Email Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Unsubscribing from Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
7.2 Home Page Tiles in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Managing Home Page Tiles for Onboarding Admin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146
Creating Custom Home Page Tile for New Hires Based on Business Rules. . . . . . . . . . . . . . . . . . . . 146
Managing Home Page Tiles for New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
7.3 Responsible Groups in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Creating a Responsible Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

8 Onboarding 2.0 Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

8.1 Configuring Equipment Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
8.2 Preparing the Day One List for New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156
Creating a Prepare for Day One List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Defining a Business Rule to Select the Prepare for Day One List Activity. . . . . . . . . . . . . . . . . . . . . .158
8.3 Configuring Onboarding 2.0 Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Creating an Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Defining a Rule for Selecting the Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
8.4 Adding a Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
8.5 Defining a Business Rule for the Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166
8.6 Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Configuring a Business Rule for Archiving Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Creating a Batch Job to Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . 170

9 Restart Onboarding 2.0 Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

9.1 Restarting the Onboarding Process Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
9.2 Configuring Notifications in Onboarding 2.0 Restart Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
9.3 Configuring Onboarding 2.0 Process to Restart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

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 Creating a Business Rule for Restarting the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . 176
9.4 Restarting Onboarding 2.0 Process with an External Applicant Tracking System. . . . . . . . . . . . . . . . . . 177
9.5 Restarting Internal Hire Process in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

10 Onboarding 2.0 Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

10.1 Initiating Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Handling Exceptions in the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
10.2 Reviewing New Hire Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
10.3 Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Onboarding Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186
10.4 Logging into the Application as New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
10.5 Providing Data for Personal Paperwork. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Reviewing Personal Data Collection Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
10.6 Providing Data for Additional Paperwork. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
10.7 Configure Document Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
e-Signature Methods Supported in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
10.8 Hiring the Candidate from Manage Pending Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Accessing the New Hire Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
10.9 Running a Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
10.10 Receiving the Welcome e-mail and Setting New Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

11 Process Variant Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

11.1 Onboarding Standard Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
11.2 Cloning a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
11.3 Creating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204
Defining Business Rules for the Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

12 Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

12.1 Prerequisites for Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Configuring Notifications for Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Configuring a Business Rule to Initiate Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Configuring Employee Transfer Event Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
12.2 Initiating Internal Hire Process from Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
12.3 Initiating Internal Hire Process from Recruiting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216
12.4 Initiating Internal Hire Process From an External Applicant Tracking System. . . . . . . . . . . . . . . . . . . . . 218

13 Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
13.1 Implementing Offboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Enabling Offboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .221
Role-Based Permissions for Offboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .222
Setting a Business Rule to Configure Offboarding Initiation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Setting the Rule for Data Review for the Employee Leaving the Company . . . . . . . . . . . . . . . . . . . . 225
Setting a Rule for Data Review by an Employee for the Exiting Employee . . . . . . . . . . . . . . . . . . . . . 227

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 Configuring a Business Rule for Archiving Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Configuring Offboarding 2.0 Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .230
Accessing Email Services in Offboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
13.2 Offboarding 2.0 Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Initiating Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Reviewing Offboardee Information as an Employer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Reviewing the Offboarding Information as an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .240
Creating a Knowledge Transfer Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Completing the Knowledge Transfer Tasks Completed by the Assignee/Offboarding Employee
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Scheduling Meetings with the Offboardee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Listing the Assets that Offboardee has to Return. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244
Tracking the Return of Assets from the Offboardee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Writing a Farewell Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Canceling the Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

14 Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
14.1 Permissions to Perform Rehire Verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
14.2 Configuring the Check for Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
14.3 Performing the First Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
14.4 Performing the Second Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

15 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

15.1 Data Protection and Privacy Content is Centralized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
15.2 Data Retention Management Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
15.3 Data Retention Time Management for Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Retrieving an Onboarding 2.0 External User Report During a Data Purge. . . . . . . . . . . . . . . . . . . . . 256

16 Important Technical Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .258

16.1 Using the Adobe LiveCycle Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
16.2 Applicant, New Hire, and Employee Security in Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

17 Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
17.1 Additional Resources for Onboarding 2.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

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1 What's New in Onboarding 2.0

This document describes changes to this guide for the recent releases.

Q4 2019 Release

The following table summarizes changes to this guide for the Q4 2019 release

What's New Description More Info

November 8

This is the initial version of the guide. NA NA

Onboarding 2.0
6 PUBLIC What's New in Onboarding 2.0
2 Onboarding 2.0

SAP SuccessFactors Onboarding 2.0 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.

 Note

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

Onboarding 2.0 simplifies the complexities of the existing Onboarding process. For example, there's a new tool
called “Recruit-to-Hire” 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 SuccessFactors Platform and Onboarding. A
streamlined version of the home page is available and is security and permissions driven.

Related Information

Major Features and Benefits of Using to Onboarding 2.0 [page 8]

Features Supported in Onboarding 2.0 [page 9]

Onboarding 2.0
Onboarding 2.0 PUBLIC 7
3 Major Features and Benefits of Using to
Onboarding 2.0

Onboarding 2.0 provides a robust and a simplified experience to Onboarding 2.0 users.

Some of the major features and benefits of the Onboarding 2.0 solution are highlighted below:

● Onboarding 2.0 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.
● Onboarding 2.0 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 2.0 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 2.0 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, and Onboarding
Dashboard are available to the new hires in the SAP SuccessFactors Mobile Application.
● The Recruit-to-Hire tool in Onboarding 2.0 replaces the use of several configuration tools. New hires can now
log in using the same user credentials for both the 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 2.0 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.

Onboarding 2.0
8 PUBLIC Major Features and Benefits of Using to Onboarding 2.0
4 Features Supported in Onboarding 2.0

Review the features of the Onboarding 2.0 to be aware of what is supported in the new version.

Feature Onboarding 2.0

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, Supported

Remote Signature only

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

Onboarding 2.0
Features Supported in Onboarding 2.0 PUBLIC 9
5 Co-Existence of Onboarding 1.0 and 2.0

As a Recruiting user, you can now initiate onboarding for candidates either through Onboarding 2.0 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 Center
Onboarding Integration Setup for Onboarding 1.0, and Admin Center Onboarding 2.0 Integration Setup for
Onboarding 2.0 :

● Apply Onboarding to all Job Requisitions

● Apply Onboarding to Job Requisitions that meet ANY of the following criteria
For example, for Onboarding 1.0 if the Job Requisition Country/Region is set to the US, then the candidate
applying through this Job Requisition will be a part of the Onboarding 1.0 process. Whereas, for Onboarding 2.0
if the Job Requisition Country/Region is set to Germany, then the candidate applying through this Job
Requisition will be a part of the Onboarding 2.0 process.

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

 Note

The first preference is given to Onboarding 2.0, if the rules on Onboarding 2.0 are satisfied then the onboarding
is initiated through Onboarding 2.0.

If conditions aren't met in Onboarding 2.0, then the initiation of onboarding is done through Onboarding 1.0. If
both Onboarding 2.0 and 1.0 don't satisfy the conditions, then onboarding is not initiated.

 Note

Also, when both Onboarding 2.0 and 1.0 Internal Hire rule is evaluated to "true", Onboarding 2.0 takes
precedence.

Here's the list of steps that can be executed in parallel for both Onboarding 2.0 and Onboarding 1.0:

● Post Hire Verification and Correct New Hire Data steps: Managers can complete these steps successfully for
both Onboarding 2.0 and 1.0.
● New Hire Logon and home page tiles: Onboarding 2.0 and 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 2.0 and 1.0 New Hires can complete the
paperwork from their respective Onboarding application.
● Document Flow and DocuSign: Onboarding 1.0 and 2.0 document generation and DocuSign signature with
same DocuSign account is successful.
● Manage Pending Hire: Hiring Managers can hire candidates from both Onboarding 2.0 and 1.0.

 Note

If you have Onboarding 2.0 enabled, you must enable Enhanced Manage Pending Hires.

Onboarding 2.0
10 PUBLIC Co-Existence of Onboarding 1.0 and 2.0
● Employee Logon and home page tiles: Onboarding 2.0 and 1.0 employees can log on to their respective
onboarding solution and view the respective titles on the home page.

Onboarding 2.0
Co-Existence of Onboarding 1.0 and 2.0 PUBLIC 11
6 Implementing Onboarding 2.0

After enabling Onboarding 2.0 in Provisioning, and assigning the necessary role-based permissions to the
Administrator you must configure the Onboarding 2.0 solution in the tenant.

The workflow for implementing Onboarding 2.0 is a multi-step process as shown below:

● Onboarding 2.0 Settings [page 13]

● Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]
● Deploying Onboarding Process Definition [page 70]
● Data Model Configuration for Onboarding 2.0 [page 72]
● Integration of Recruiting Systems with Onboarding 2.0 [page 81]
● Data Collection Process in Onboarding 2.0 [page 92]
● Onboarding Document Template Management [page 114]

Implementation Sequence for Onboarding 2.0

To implement... You need to...

Onboarding 2.0 Settings Perform the following actions in Provisioning:

1. Configuring an Applicant Status Set for Onboarding 2.0

2. Enabling Recruiting Users to Initiate Onboarding Process
3. Configuring the Day One Conversion Job
4. Integrating Onboarding 2.0 with Goal Management
5. Generating Print Forms in Onboarding 2.0
6. Enabling Onboarding 2.0

Onboarding 2.0
12 PUBLIC Implementing Onboarding 2.0
To implement... You need to...

Role-Based Permissions for Onboarding 2.0 Configure the following:

1. Role-Based Permissions for Administrators in Onboarding

2.0
2. Role-Based Permissions for Onboarding Tasks
3. Role-Based Permissions for Email Services
4. Role-Based Permissions for New Hires as External Users
5. Role-Based Permissions for New Hire Data Review

Deloying Onboarding Process Definition Configure and deploy a process definition to enable Onboard­
ing 2.0 execute a sequence of interdependent and linked pro­
cedures that are a part of its program.

Data Model Configuration for Onboarding 2.0 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 2.0

Integration of Recruiting Systems with Onboarding 2.0 Manage the Onboarding requirements by:

1. Integrating Recruiting Management with Onboarding 2.0

2. Mapping the Data from Recruiting Management with Em­
ployee Central entities
3. Integrating an External Applicant Tracking System with
Onboarding 2.0

Data Collection Configuration in Onboarding 2.0 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 2.0 Configure document templates to map data collected from
new hires to customer documents required for Onboarding by:

1. Enabling DocuSign for Onboarding

2. Creating a Document Template

6.1 Onboarding 2.0 Settings

In order to configure and use Onboarding 2.0, there are several settings related to the SAP SuccessFactors HXM
Suite that you must enable in Provisioning.

Go to Provisioning Company Settings and configure the settings required for Onboarding 2.0.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 13
  Remember

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.

 Note

In case 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 per­
missions available in Admin Center.

Enable BPE in UI Make Business Process Engine(BPE) related links visible on

Admin Center UI after permissions are granted.

Select the permission model: Use role based permission Have as many roles in the SAP SuccessFactors system as re­
model quired and grant permissions to each role at a granular level.

Enable Generic Objects Get Create New UI Config on the Manage Business
Configuration Page.
Effective Dated Data Platform
Honor Onboarding 2.0 data model configuration.
Enable Business Configuration in Admin Tools

Enable Dependents Management

People Profile

Enable Home Page V3

Enable Document Management Service (Requires Enable the Map ECV2/GO Object fields to Form Fields.
Attachment Manager, Enable Generic Objects, Enable RBP)

 Note
To 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 .

Enable DocuSignAdaptor (Requires Enable Generic Objects and Handle:

Enable the Attachment Manager
● 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 Enable Initiate Onboarding action item in Recruiting Manage­
ment.
Integration (requires BizX Onboarding)

Onboarding 2.0
14 PUBLIC Implementing Onboarding 2.0
Select... To...

Single Sign-On (SSO) Settings Partial Organization SSO Use Single Sign On (SSO) method with Onboarding 2.0.

Enable Partial Organization SSO if you are using an SAP Suc­

cessFactors application instance which has Single Sign On
(SSO).

 Note
External 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.

6.1.1 Configuring an Applicant Status Set for Onboarding 2.0

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. For more information, refer to the Related Information
section.

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.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 15
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.

 Note

A 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.

Related Information

Applicant Status

6.1.2 Enabling Recruiting Users to Initiate Onboarding Process

To enable Recruiting users to initiate the onboarding process, add permission settings related to Onboarding 2.0 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 2.0. Grant
permissions for Onboarding 2.0 in the Job Requisition Template XML for each applicant status that allows
recruiting users to initiate onboarding.

Onboarding 2.0
16 PUBLIC Implementing Onboarding 2.0
You can grant the permissions from:

● Admin Center Manage Templates tool.

 Note

This option requires access to the Job Requistion Template.

● Provisioning.

 Remember

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.

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
Hirable 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[Hirable]]></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>

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 17
 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

6.1.2.1 Enabling 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.

Onboarding 2.0
18 PUBLIC Implementing Onboarding 2.0
Procedure

1. Go to Admin Center Onboarding 2.0 Integration Setup .

The Onboarding 2.0 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 reonboard a candidate before this period expires, a dialog box will display,
notifying the user that the candidate has already been onboarded.

 Note

By 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.

 Note

The 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

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

Related Information

List of Role-Based Permissions

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 19
6.1.3 Configuring the Day One Conversion Job

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.

 Recommendation

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

 Remember

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.

Procedure

1. Go to Provisioning Manage Scheduled Jobs .

2. Click Create New Job.
3. For the job type, select ConvertExternalUserOnStartDateJob.
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.

Onboarding 2.0
20 PUBLIC Implementing Onboarding 2.0
6.1.4 Configuring Goal Management for Onboarding 2.0

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.

 Remember

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.

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.

 Note

Unlike, 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 2.0 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.

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

Select... To...

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

Project Teams

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 21
 Select... To...

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

 Note
Not all customers would experience the page loading is­
sue 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.

 Note

The 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

Onboarding 2.0
22 PUBLIC Implementing Onboarding 2.0
6.1.5 Generating Print Forms in Onboarding 2.0

Print Forms Generation is a solution in SAP SuccessFactors HCM 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 Cloud
Platform (SCP) URL and API credentials are required.

1. Requesting Print Form Services URL [page 23]

To enable the Print Forms Service, you are required to provide a technical user ID and your SAP
SuccessFactors instance details.
2. Enabling Print Forms Service [page 25]
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

6.1.5.1 Requesting Print Form Services URL

To enable the Print Forms Service, you are required to provide a technical user ID and your SAP SuccessFactors
instance details.

Context

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

 Note

If you are no longer working with an Implementation Partner, contact SAP Cloud Support.

The technical user ID is an ID that you use with SAP Cloud Platform applications and therefore should not belong to
a personal user.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 23
Procedure

1. To create a technical user in SAP Community Network, register at SAP Community with a non-SAP email
address.
2. Log in to your account and go to Account Settings.
3. Make a note of the User ID, which can be found under Login Settings.

 Tip

The User ID is alphanumeric starting with the letter P.

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

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

 Tip

The System Number normally begins with the number 7.

 Note

If you are an Implementation partner and do not 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.

6. Create a JIRA ticket to request provisioning access. Enter the following details.
○ Project: Central Operations Service Request.
○ Issue Type:: Service Request.
○ Component: PFS for ONB 2.0.
7. Provide the technical User ID as well as the System Number in the JIRA ticket as noted above.

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. Should one of them be missing, it can be manually
constructed by either adding or removing /odata/PDF.

The API access URL and the technical user ID are used to configure the SuccessFactors system to access the print
forms service.

The UI access URL and the technical user ID can be used to access the service UI.

Onboarding 2.0
24 PUBLIC Implementing Onboarding 2.0
Task overview: Generating Print Forms in Onboarding 2.0 [page 23]

Next task: Enabling Print Forms Service [page 25]

6.1.5.2 Enabling Print Forms Service

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.

 Remember

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.

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 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: Generating Print Forms in Onboarding 2.0 [page 23]

Previous task: Requesting Print Form Services URL [page 23]

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 25
6.1.6 Enabling Onboarding 2.0

The first step in configuring Onboarding 2.0 is to enable the new interface in Provisioning.

Prerequisites

For Onboarding 2.0 to work with SAP SuccessFactors HCM Suite, your system must be configured accordingly. For
more information about preparing your system to enable Onboarding 2.0, see Onboarding 2.0 Settings [page 13].

Context

 Remember

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.

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 2.0.
Step Result:

On select, Onboarding 2.0 is enabled in your system. The following 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

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

Onboarding 2.0
26 PUBLIC Implementing Onboarding 2.0
 Rule Description

SAP_ONB2_ProcessClosurePeriodConfig Access the Period to Close and Archive Onboarding Proc­

esses 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 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.

4. Select Enable Intelligent Services.

○ (Optional) You can select Enable Intelligent Services Center.

Step Result:

Once enabled, Intelligent Services events can be consumed and published.

5. Select Enable Document Management Service.
Step Result:

Once enabled, administrators can view signed as well as unsigned documents.

6.2 Role-Based Permissions for Onboarding 2.0 and

Offboarding 2.0

After setting up Onboarding 2.0 / Offboarding 2.0, 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 2.0 / 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 2.0 / Offboarding 2.0, you should set up role-based permissions for Admin
User, Hiring Manager, and New Hires (as External Users). For more information, refer the following sections:

What Are Role-Based Permissions? [page 28]

Role-Based Permissions (RBP) is a security model that allows you to restrict and grant access to your SAP
SuccessFactors HXM Suite. RBP controls access to the applications that employees can see and edit. This
is a suite-wide authorization model that applies to the majority of the SAP SuccessFactors products.

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Identify and grant role-based permissions for administrators.

Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
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.

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 Role-Based Permissions for Email Services [page 63]
You can grant specific permissions to configure and manage email services for Onboarding 2.0.

Role-Based Permissions for New Hires as External Users [page 65]

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

Role-Based Permissions for New Hire Data Review [page 69]

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

6.2.1 What Are Role-Based Permissions?

Role-Based Permissions (RBP) is a security model that allows you to restrict and grant access to your SAP
SuccessFactors HXM Suite. RBP controls access to the applications that employees can see and edit. This is a
suite-wide authorization model that applies to the majority of the SAP SuccessFactors products.

Open this video in a new window

The RBP security authorization model uses groups and roles to organize employees (groups) and permissions
(roles) to control access to your system; By organizing employees into groups and permissions into roles you can
assign a group of employees the same set of permissions by assigning them a role.

 Note

RBP is approved for organizations with up to 1,500,000 employees. We’ll continue to raise this bar in the future.
When in doubt, contact SAP Cloud Support.

Role-based permissions contain three main elements: permission groups, permission roles, and target populations.

● Permission groups are a set of employees who share certain attributes such as City or Job Code and require
access to a similar set of tasks within your system.
● Permission roles are defined as a set of permissions. You can assign the permission roles you define to a
permission group, and if the role requires that you define a target population, meaning a group to perform
tasks for, you assign the target population when you define the role.
● Target populations are groups that are assigned to permission roles when the permission granted is performed
on behalf of other employees.

 Tip

We recommend that you create groups before creating roles so that during role creation, you can select the
group for which to grant the role. In addition, you need defined groups for roles that require a target population.

Permission Groups [page 29]

Permission groups are used to define groups of employees who share specific attributes. You can use
various attributes to select the group members, for example a user's department, country/region, or job
code.

Permission Roles [page 36]

RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you
can assign the role to a group of users, granting them access to certain tasks and features in your system.

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 Grant Permission Roles [page 44]
You can assign a permission role to everyone or to a subset of employees, determined by permission
groups, target populations, or by relationships. When defining a role in RBP, you can assign the role to a
group that you've created or you can assign roles based on hierarchical relationships. Some roles will
require that you also assign target populations, they're only necessary for certain permissions in a role and
your system will notify you when a target population is required.

What are Rules in RBP? [page 51]

Rules in RBP are used to define access to permissions in your system.

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

Related Information

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for New Hire Data Review [page 69]
Creating Dynamic Permission Groups [page 34]
Creating Permission Roles [page 38]
Granting Roles to Groups [page 45]

6.2.1.1 Permission Groups

Permission groups are used to define groups of employees who share specific attributes. You can use various
attributes to select the group members, for example a user's department, country/region, or job code.

 Example

There might be a permission group called "Human Resources in US", which lists all US-based employees who
work in the HR department. To define this group, you would specify that users must match the selection criteria
"Country/Region = United States" and "Department = HR".

 Note

The attributes or selection criteria that are available for defining groups are configurable.

In RBP, you can assign permission roles to permission groups. In addition, you use groups to define the target
population a granted user has access to.

 Example

The group "Human Resources in US" might have access to the group "US Employees".

Groups configured with criteria other than specific user names are called dynamic (as opposed to static),
which means that the assignment of employees into and out of a group is automated. For example, a group of

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 granted users can be “All employees in the Sales department”. As employees are transferred into and out of the
sales department, their permissions will automatically adjust. This automation will save you time and money.
This is especially beneficial for large organizations that need higher levels of administrative efficiency.

Creating Static Permission Groups [page 30]

Static permission groups are created and modified by adding individual user names to a group using an
excel spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria.
Changing user information does not modify group members, you must redefine group members by
importing an updated spreadsheet.

Creating Dynamic Permission Groups [page 34]

Dynamic permission groups are generated automatically when the attributes of employees match the
group selection criteria. Administrators can create and manage dynamic permission groups for both
employees and external users.

View, Edit, Copy, and Delete Permission Groups [page 36]

You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view
the group's change history.

6.2.1.1.1 Creating Static Permission Groups

Static permission groups are created and modified by adding individual user names to a group using an excel
spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria. Changing
user information does not modify group members, you must redefine group members by importing an updated
spreadsheet.

Procedure

1. In the Admin Center, search for Manage Permission Groups.

2. Click Import Static Groups to create or modify a group.
3. Select between Full Replace or Delta Replace.
A full replace, creates or entirely replaces a group, while a delta replace adds members to an already existing
group.

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4. Download a blank CSV template after you've chosen an import type. The Full Replace template has two column
headers, GROUPNAME and USERID. The Delta Replace has an additional Action column.
5. For each user that you add to a group, add the group name to the GROUPNAME column and user's ID to the
USERID column.

 Note

For new users, you can create user IDs in the upload file.

 Note

Character encoding of your file should be Unicode(UTF-8). The maximum file size is 20MB. If your import
file exceeds 20MB, you can either split the file into several smaller files or request Professional Services to
modify the system configuration file.

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6. Select the file with your data by clicking Choose File.
7. Click Validate File to validate file format, file size, etc.
8. If the validation is successful, click Upload to import the static permission groups.

If your file has errors, they display at the top of the Import Static Group window.

 Note

For one group type, a maximum of two jobs can run at the same time.

Results

After the upload completes, the system sends you a notification with success or error messages. Successfully
created groups display in the group list after refreshing your system.

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6.2.1.1.1.1 Adding Individual Members to Static Groups

You can add members to a static group in your system or by importing an excel file to your system.

Procedure

1. In the Admin Center, search for Manage Permission Groups.

2. Click the name of the static group you're updating.

The Permission Group screen displays.

3. To add a user to a static group, click Add User.
4. Search for the users you'd like to add to the group.

Entering keywords in the search field displays user names.

5. Select each user you want to add to the group.

Each user you select automatically displays in the right pane.

6. Click Done.

The users you selected are added to the group immediately.

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6.2.1.1.1.2 Deleting Members from Static Groups

Although you add members to a static group using a spreadsheet, you can delete static group members using the
system.

Procedure

1. In the Admin Center, search for Manage Permission Groups.

2. Click the name of the static group you're updating.

The Permission Group screen displays.

3. Select the users that you want to delete from the group.
4. Click Delete.

The list of users updates immediately.

5. Click Close.

Results

Deleted members will no longer have access to the tasks or data of the group.

6.2.1.1.2 Creating Dynamic Permission Groups

Dynamic permission groups are generated automatically when the attributes of employees match the group
selection criteria. Administrators can create and manage dynamic permission groups for both employees and
external users.

Procedure

1. In the Admin Center, search for Manage Permission Groups.

2. Click Create New to create a new permission group.

The Permission Group page opens.

3. Enter a name for your permission group in the Group Name field.
4. Choose a User Type for your group.

The available user types vary depending on how your system is configured. Possible values may include:
○ Employee (default)
○ External Learning User

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  Note

The External Learning User option is only available if you have Learning enabled in your system.

When defining a dynamic group for an external learning user, you can identify an External Source Channel to
complete the criteria for inclusion. This allows external learning users to be defined based on the source of
origin. The external source channel is only available to SAP SuccessFactors Learning customers. The External
Learning User must be enabled in Provisioning for external learner and external source channel to be available.

 Tip

When defining External Learning User groups in your system, it is recommended that you do not create
more than 50 groups.

5. Choose the group selection criteria from the People Pool, in the Choose Group Members section.

Depending on the complexity of your permission group selection criteria, you can choose multiple people
pools.

6. In the Search Results screen, enter a search term or click the  search, to display all available values.

For some categories, a smaller pop-up window appears where you can enter additional values or information,
such as Time Zone settings. If you select the Team View category, you can use hierarchical relationships to
specify the group. This allows you to apply rules such as: everybody in Carla Grant's team, all levels deep.
7. Make your selection and click Done.
8. If you want to add another condition for defining the people pool, click Add another category and choose a
category and item. If you use two or more categories, this functions as an AND operation, that is, only users are
selected who meet all selection criteria.

 Example

If you want to create a group of sales employees working in the US, you would need to choose the category
Department and select Sales. You add a second category Country and select USA.

9. Complex group definitions may require you to use multiple people pools. If you use two or more people pools,
these people pools functions as an OR operation, that is, all users are selected who fulfill the selection criteria
of at least one pool.

Click Add another People Pool and then add categories and items.

 Example

You have two different offices: An office in Chicago and an office in Boston. Each office has a Sales team and
a Finance team. You only want to include Sales employees from the Chicago office and Finance employees
from the Boston office. You'll need to create two separate pools then.

 Note

The number of people pools in a group is limited to three.

10. If there are employees you'd like to exclude from the Permission Group definition, select them in the Exclude
these people from the group section.
11. If you want to prevent the group being updated automatically when new employees match the selection
criteria, click Lock group.

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12. Click Done to complete the process.

6.2.1.1.3 View, Edit, Copy, and Delete Permission Groups

You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view the
group's change history.

Context

 Note

You can only delete a permission group if it has no associated role.

Procedure

1. Go to the Admin Center Tools and search for Manage Permission Groups.
2. In the Manage Permission Groups screen, click the Take Action dropdown menu next to the permission group
you want to modify.
3. Choose the desired action.

6.2.1.2 Permission Roles

RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you can assign
the role to a group of users, granting them access to certain tasks and features in your system.

Permission roles consist of a set of permissions that give employees access rights to an employee or a group of
employees. As such an employee or a group that has been granted with a permission role has access to certain

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aspects of the SuccessFactors application or to aspects of employee data. With this access, they can perform
functions within the application for other groups of employees.

Role-based permissions allow you to grant a role to a specific employee, a manager, a group, or to all employees in
the company. The roles can provide very granular permissions, as this example illustrates:

 Example

There may be roles such as "HR Compensation and Benefits Manager", "HR Manager for Sales", and "HR
Learning and Development Manager". While all three are HR managers, their roles have been distinctly carved
out — one handling compensation and benefits, another handling the sales team, and the third handling
Learning and Development.

When your permissions roles consist of one or more permissions that require a target population, you'll need to
specify a target to complete creation of the role. Roles that require a target population will contain a permission
that gives a group access to perform actions or view information for other employees.

 Example

A Manager may have a role where one permission allows the manager to modify the salary for all of their direct
reports. In this example, the manager's direct reports represent the target population needed for the
permission role.

 Note

Customers can have as many permission roles as the company requires.

Creating Permission Roles [page 38]

Permission roles can be created for employees and for external users, such as External Learning Users.

Assigning Permissions to a Role [page 39]

After creating groups and roles, you'll need to assign permission roles to your employee groups.

View, Edit, Copy, and Delete Permission Roles [page 41]

You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change
history.

Creating a New Role for External Users [page 41]

Role-based permissions support the role of External User and allows the External Learner User limited
access to complete specific tasks or training.

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6.2.1.2.1 Creating Permission Roles

Permission roles can be created for employees and for external users, such as External Learning Users.

Context

Permission roles contain a group of permissions that can be granted to an employee or a group of employees
known as the Granted Users Circle. In general, it's best practice to define your user groups before defining your
permission roles.

Procedure

1. Go to the Admin Center.

2. In the Tools Search field, select Manage Permission Roles.
3. To add a Permission Role, click the Create New button. The Permission Role Detail page opens.
4. In the Role Name field, type a name describing of what the role allows you to do.
5. In the Description field, provide a statement describing what the role allows an employee to do. Add a note
about when the role was created and by whom.
6. In the Permission Settings section, click the Permission button to specify the permission you want to assign to
the role. The Permission Settings window opens.
7. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal
the different permissions.

The list of permissions associated with this category is displayed.

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8. Select the checkboxes next to the permissions you'd like to grant to the role.
9. Click the Done button when you finish marking your selections.
10. In the Grant this role to section, click the Add button to select the employees to be granted this permission.
11. Grant the permissions and specify the target population according to what you have defined in the workbook.
For a detailed description, see the topic on granting permission roles in the Related Links section.
12. For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to him/herself.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

13. Click the Done button to assign this role to the defined users. You are taken back to the Permission Role Detail
page.
14. Click the Save Changes button to complete creating the role.

Next Steps

Once this role is successfully created, the new role will be listed on the Permission Role List page.

Related Information

Grant Permission Roles [page 44]

6.2.1.2.2 Assigning Permissions to a Role

After creating groups and roles, you'll need to assign permission roles to your employee groups.

Procedure

1. In the Permission Settings section, click the Permission button to specify the permission you want to assign to
the role. The Permission Settings window opens.
2. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal
the different permissions.

The list of permissions associated with this category is displayed.

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3. Select the checkboxes next to the permissions you'd like to grant to the role.
4. Click the Done button when you finish marking your selections.
5. Click Save Changes.

Next Steps

Assign a target population, if your role indicates that a target is needed.

Related Information

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for New Hires as External Users [page 65]

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6.2.1.2.3 View, Edit, Copy, and Delete Permission Roles

You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change history.

Context

When you copy a role, only the permissions get copied over. You will need to manually grant employees access to
this new role.

Procedure

1. Go to the Admin Center Tools and search for Manage Permission Groups.
2. In the Permission Role List screen, click the Take Action dropdown menu next to the permission role you want
to modify.
3. Choose the desired action.

6.2.1.2.4 Creating a New Role for External Users

Role-based permissions support the role of External User and allows the External Learner User limited access to
complete specific tasks or training.

The external user role can be granted to the Everyone (External Learner) group. Permissions for the external user
role can be set to grant access to SAP Jam and SAP SuccessFactors Login, Learning modules, and Mobile.

For complete details about External Learning, please refer to the Offering Learning to the Extended Enterprise
guide.

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6.2.1.2.4.1 Resetting External User Password

If you have external users, consider creating a management system for them so that you can maintain their access.

Prerequisites

Enable the following option from Provisioning:

● Enable External Learning User : This allows the external users to self-register as a user and log in to access
Learning and Onboarding. Also, the option External Users from Onboarding and/or Learning (If enabled) will
appear in Reset User Password only if Enable External Learning User is enabled in Provisioning.

 Remember

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.

Context

When you have external users in your extended enterprise, your plan for maintaining them should include: resetting
user passwords, granting access, and so on. In most cases, you manage external users as you do any other users.

One exception is target populations. External users can be a unique target population. For example, if you want to
manage external users in Onboarding, you must add All(External Onboarding User) to the target population of users
managed by the administrator.

Procedure

1. To reset an external user password, go to Admin Center Reset User Password .

The Resetting User Passwords page appears. From this page you can reset individual user password, or reset
the passwords for a group of users.
2. Select External Users from Onboarding and/or Learning (If enabled) from the Find dropdown.

Enter the First Name, Last Name, or the Username to search for the user whose password you are trying to
reset. You can filter your search further using Starts With or Exact Match.
3. When the user details appear on the screen, select the user and enter the new password in the New Password:
field and confirm the same in the Confirm Password: field.
4. Click Reset User Password.

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Results

You have successfully reset the external user password.

6.2.1.2.4.2 Mapping External Users from Learning Sites to SAP

SuccessFactors Roles

Create a role mapping for external users so that users who log in through SAP SuccessFactors Learning sites are
granted the correct permissions.

Prerequisites

Role Based Permissions (RBP) must be enabled.

Procedure

1. Log in and go to Admin Center.

2. In Tools, click See All.
3. In Search Tools, type Manage Permission Roles and then click Manage Permission Roles.
4. Click Create New Role For External User.
5. In User Type, select External Learner, and then click Done.
6. Type a name and description for the role and then click Permissions.

The Permission Settings page opens.

7. In User Permissions General User Settings , select User Login.

8. In User Permissions Learning , select Learning Access Permission.

You can select additional permissions. For example, you can grant the external users access to SAP Jam.
9. Click Done.

You return to the Permission Role Detail page.

10. Click Add.

The Grant this role to... page opens.

11. In Grant role to, select Everyone (External Learner).
12. Click Done.

You return to the Permission Role Detail page.

13. Click Save Changes.

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6.2.1.3 Grant Permission Roles

You can assign a permission role to everyone or to a subset of employees, determined by permission groups, target
populations, or by relationships. When defining a role in RBP, you can assign the role to a group that you've created
or you can assign roles based on hierarchical relationships. Some roles will require that you also assign target
populations, they're only necessary for certain permissions in a role and your system will notify you when a target
population is required.

● Permission groups: You assign a permission role to a defined group of users. However, relationships can also
play a role here as you can define that the granted user's managers have the same permissions. You can also
define how many levels up in the hierarchy you want this permission to be granted.

 Note

If you want to grant a role to a named user, you first have to create a group and add the user to this group.
Then you can grant the role to the just created group.

● Target Population: Depending on the permissions included in the role, you might also have to define the target
population. Not all permissions require you to define a target population. For example, if the permission
includes just the access to an application (such as the Learning Access Permission), there is no need to add a
target group. For certain permissions, in the Permission settings screen, a target population must be defined.
This is identified by the "t" icon next to the permission name with the following text displayed: t= Target needs
to be defined.

 Note

A target population for an external Learning user can be defined two ways:
○ Select Everyone (External Learner)
○ Select Target population of: and click Select, to select groups

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● Relationships: Access groups can be defined using relationships (for example, manager-employee
relationship) that are derived from the job relationship object. These relationships can be hierarchical or non-
hierarchical. You can find more information in the following chapter Using Relationships to Grant Permissions
[page 48].

●  Note

If you allow the respective managers to have the same permissions, this may have a negative impact on the
performance. The hierarchy then has to be checked whenever such a manager tries to access an element
which was permissioned this way.

6.2.1.3.1 Granting Roles to Groups

After creating your roles, you must assign the role to a group of employees. This ensures that employees are given
access the permissions they need to perform their tasks.

Procedure

1. Go to the Admin Center.

2. In the Tools Search, search for Manage Permission Roles.

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3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click Add.
5. When the Grant this role to screen displays, select Permission Group.

6. Click Select to select the access groups you wish to assign to this permission role.

You can allow managers to have the same permissions and define how many levels up in the hierarchy you want
this permission to be granted. However, allowing respective managers to have the same permissions may have
a negative impact on the performance. The hierarchy then has to be checked whenever such a manager tries to
access an element which was permissioned this way.
7. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.

Next Steps

If required, assign a target population to your role.

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6.2.1.3.2 Assigning Target Populations to a Role

Target populations are assigned to roles that require tasks to be performed on behalf of another employee.

Context

Target populations allow you to give employees such as managers and administrators access to data or tasks that
need to be maintained for other employees. Depending on the permissions included in the role, you may need to
define the target population. Not all permissions require you to define a target population. For example, if the
permission includes just the access to an application (such as the Learning Access Permission), there is no need to
add a target group. For certain permissions, in the Permission settings screen, a target population must be
defined. This is identified by the "t" icon next to the permission name with the following text displayed: t= Target
needs to be defined.

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.
5. Select Everyone or choose Target population of to select a group .

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6. Click Select to select the target groups that you want to assign to this permission role.
7. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.

6.2.1.3.3 Using Relationships to Grant Permission Roles

There are relationships that can be specified through employee fields, and managed through tools, like the
employee data.

General Relationship Types: Hierarchical relationships are characterized by a reporting line between the granted
user and the target user. These are relationships between employees and their managers, and employees and their
second managers or alternate managers. Non-hierarchical relationships on the other hand are single-level
relationships. These include the relationship of an employee to the HR manager, the matrix manager and custom

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manager. While each employee can have only one Manager, one Second Manager and one HR Manager, they can
have multiple Matrix Managers and Custom Managers.

Employee Central Only: If employees have global assignments (that is, a job in another country), they have both a
home manager and a host manager. In addition, they have a home HR manager and a host HR manager. All
managers need to have access to both the home jobs of the employees as well as to the host jobs of the employees.
This is covered by the following additional relationship types for global assignments:

Employee Central Only: Relationship Types for Global As­

The Five General Relationship Types signments

Manager Home Managers

Second/Alternate Manager Home HR Managers

HR Manager Host Managers

Matrix Manager Host HR Managers

Custom Manager

6.2.1.3.3.1 Delegate Relationship Assignments

As a delegator you can assign delegates to perform actions on your behalf that affects other employees in your
organization.

As a manager, you can use the Delegate A and Delegate B relationship roles to assign permissions to up to two
individuals for each role, allowing them to act as your delegates. The delegate users, you assign, will have access to
your direct and indirect reports and can perform tasks that have been permitted to you, while acting as your
delegates. You can assign up to two delegates per delegate role and each delegate can be given separate tasks or
permissions to cover different functional or regional areas.

 Note

You must configure Delegate relationship type in the Employee Central Picklist. After you've configured your
delegates, you'll see the option to give permissions to this relationship type in your system. For more
information about how to configure picklists, see the topic Picklist Configuration for Employee Status and Job
Relationship Type.

Why would I want to use delegates?

You might use a delegate when you want to assign delegates permissions in different functional areas.

You can also assign permissions to delegates that separate functionality according to locations.

 Note

For customers still using Oracle, you may have access to configure delegate relationships in Employee Central
but the delegate relationships won't be viewable in Role-Based Permissions.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 49
6.2.1.3.3.2 Specifying the Hierarchy Depth

Understand how to use hiearchy depth when assigning permissions to your users.

When granting permissions using hierarchical relationships, you can specify how many levels down to go in the
hierarchy for the target population. For example, you can indicate that Managers can see performance ratings on
their direct reports (1 level deep), or allow it to go deeper into their team, that is 2 levels down or all levels.

When granting permissions to non-hierarchical relationships (HR, Matrix and Custom Managers), you can follow
this non-hierarchical relationship for only one level. Beyond the first level, you can cross over to the standard
manager hierarchy if desired to go deeper.

Onboarding 2.0
50 PUBLIC Implementing Onboarding 2.0
For example, using the Matrix Manager relationship, you can use hierarchical depth to accomplish the following:

● 1 Level Deep: Matrix Managers can view ratings information for their Matrix Reports.
● 2 Levels Deep: Matrix Managers can view ratings information for their Matrix Reports and the Direct Reports of
their Matrix Reports.
● All Levels Deep: Matrix Managers can view ratings information for their Matrix Reports (1 level deep) and the
Direct Reports, all levels deep of the manager hierarchy of their Matrix Reports.

The following graphic illustrates the different hierarchical depths you can specify when you use the Matrix Manager
relationship:

6.2.1.4 What are Rules in RBP?

Rules in RBP are used to define access to permissions in your system.

Rules are defined by determining which permission roles you’ll assign to your groups or users. From the Permission
Role Detail screen in your system, each rule is represented by a row that contains your list of granted users or
groups and the associated target group. Depending on the complexity of the roles and access or target group
assignments, your roles could have various combinations of access and target group rules.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 51
From your permission role detail screen, where you manage your permission roles, each row represents a rule and
each rule can have multiple access and target group associations, as detailed in the display.

6.2.2 Role-Based Permissions for Administrators in Onboarding

2.0 and Offboarding 2.0

Identify and grant role-based permissions for administrators.

As an Admin of Onboarding 2.0 / Offboarding 2.0, 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.

Under User or Administrator

Permissions? Permission Location Permission Name Result

User Recruiting Permissions Recruit-to-Hire Data Mapping Allows you to map fields for
the recruit-to-hire process.

Admin Manage Business Configura- Select the options you need This permission allows you to
tion for your scenario use the Business Configura-
tion UI, wher you can make
changes to the Succession
Data Model directly, without
accessing Provisioning.

Admin Manage Document Genera­ Manage Document Template Allows you to view and edit the
tion document template.

Admin Manage Document Genera­ Manage Document Template Allows you to map document
tion Mapping template variables.

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52 PUBLIC Implementing Onboarding 2.0
Under User or Administrator
Permissions? Permission Location Permission Name Result

Admin Manage User Rehire Inactive Employee with Allows you to perform rehire
New Employment verification.

Admin Manage User Employee Export Allows you to view the list of
new hires on the Onbaording
dashboard.

Admin Manage Instance Synchroni­ Sync RBP Permission Roles Allows you to sync Role-based
zation Permission Roles between two
instances.

You need this permission to

perform the necessary On­
boarding/Offboarding tasks
from the Dashboard.

Admin Manage Instance Synchroni­ Sync RBP Permission Groups Allows you to sync Role-based
zation Permission Groups between
two instances.

You need this permission to

perform the necessary On­
boarding/Offboarding tasks
from the Dashboard.

Admin Manage Document Genera­ Generate All Documents as Allows you to generate all or
tion Admin selected documents for users.

Admin Configure Document Manage­ Configure Document Manage­ Provides access necessary for
ment ment managing documents related
to Onboarding 2.0.

Admin Manage Onboarding 2.0 or Administrate Onboarding 2.0 Allows you to manage On­
Offboarding 2.0 or Offboarding 2.0 content boarding and Offboarding con­
tent including configuration
settings and document tem­
plates.

Admin Manage Onboarding 2.0 or Cancel Onboarding Permis­ Allows you to cancel onboard­
Offboarding 2.0 sion ing processes.

Admin Manage Onboarding 2.0 or Restart Onboarding Permis­ Allows you to restart onboard­
Offboarding 2.0 sion ing processes.

Admin Manage Onboarding 2.0 or Permission to Cancel Off- Allows you to cancel Offboard-
Offboarding 2.0 boarding ing processes.

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Implementing Onboarding 2.0 PUBLIC 53
Under User or Administrator
Permissions? Permission Location Permission Name Result

Admin Manage Onboarding 2.0 or Initiate Onboarding API Per­ Allows you to initiate Onboard­
Offboarding 2.0 mission ing through Odata API.

Admin Onboarding 2.0 or Offboarding ONB2OffboardingActivities- Allows you to configure and

Config
2.0 Admin Object Permissions manage the Offboarding tasks
used in Offboarding programs
in your system.

Admin Onboarding 2.0 or Offboarding ONB2ProcessVariant

2.0 Admin Object Permissions

Admin Onboarding 2.0 or Offboarding ONB2ResponsibilityConfig Allows you to configure re­

2.0 Admin Object Permissions sponsible roles for the On­
boarding and Offboarding
tasks in your system.

Admin Onboarding 2.0 or Offboarding Onboarding Program Provides you with view and
2.0 Admin Object Permissions edit permissions to manage
Onboarding programs.

Admin Configure DocuSign eSigna­ Configure DocuSign eSigna­ Provides access to the admin
ture ture tool for configuring the Docu­
Sign eSignature.

Admin Configure DocuSign eSigna­ Manage DocuSign envelopes Provides access to the admin
ture tool for managing DocuSign
envelopes.

User Onboarding 2.0 or Offboarding Select the options that best fit The permissions you select,
2.0 Object Permissions your scenario determine the level of access
for each type of onboarding
task.

User General User Permission User Login Allows you to log on to the ap­
plication.

 Note
Required for all users.

User General User Permission Permission to Create Forms Select the forms you want to
provide permission to create.
For administrators in On­
boarding 2.0, it is recom­
mended to select All.

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54 PUBLIC Implementing Onboarding 2.0
Under User or Administrator
Permissions? Permission Location Permission Name Result

Admin Metadata Framework Configure Object Definitions Allows you to manage MDF
object definitions.

Admin Metadata Framework Access to non-secured ob­ This permission allows a user
jects to access information pro­
vided by MDF objects.

Admin Metadata Framework Import Permission on Meta­ Allows a user to import data
data Framework related to the Metadata
Framework.

Admin Metadata Framework Manage Data Allows a user to manage data

related to the Metadata
Framework.

Admin Metadata Framework Configure Business Rules Allows you to configure busi­
ness rules related to MDF ob­
jects.

Admin Metadata Framework Manage Configuration UI Provides access to the Man­

age Configuration admin tool.

Admin Metadata Framework Manage Positions Allows you to manage the

MDF Position object.

Admin Metadata Framework Manage Sequence Provides access to required

processes related to MDF ob­
jects.

Admin Metadata Framework Access to Business Rule Exe­ Provides access to the busi­
cution Log ness rule execution log, with
the option of including a per­
mission for downloading the
log.

Admin Metadata Framework Manage Mass Changes for Provides access to required
Metadata Objects processes related to MDF ob­
jects in Onboarding 2.0.

Admin Metadata Framework Admin access to MDF OData Provides access read all the
MDF OData API entities.
API
.

Admin Configure Document Manage­ Configure Document Manage­ Provides access necessary for
ment ment managing documents related
to Onboarding 2.0 and Off-
boarding 2.0.

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Implementing Onboarding 2.0 PUBLIC 55
Under User or Administrator
Permissions? Permission Location Permission Name Result

Admin Manage Users Include Inactive Employees in Allows you to access the data
the search of the new hires.

User HomePage v3 Tile Group Per­ Homepage v3 To-Do tile group Provides access to the home
mission page tiles for to-do notifica-
tions.

To provide access to the other

home page tiles, select the
corresponding permissions.

User General User Permission Permission to Create Forms You can choose from the fol­
lowing templates to provide
permission to create the
forms:

● B1311 -Job Requisition

Template - RCM-OB Inte­
gration Latest
● ECTQA04-Job Requisition
Template - RCM-OB-EC
● FO-GO ECTQA04-Job
Requisition Template -
RCM-OB-EC
● Offer Detail Template

Select All to provide permis­

sion to create all the forms
listed in the box.

Select Others and click on the

template that you want to pro­
vide permission to create.
Press Ctrl+Click to select mul­
tiple templates.

User Goals New Group Goal Creation Allows you to create Group
Goals.

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

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

Related Information

What Are Role-Based Permissions? [page 28]

Onboarding 2.0
56 PUBLIC Implementing Onboarding 2.0
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for New Hire Data Review [page 69]
Assigning Permissions to a Role [page 39]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Assigning Permissions to a Role [page 39]
Role-Based Permissions for Email Services [page 63]
Assigning Permissions to a Role [page 39]

6.2.3 Role-Based Permissions for Onboarding 2.0 and

Offboarding 2.0 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.

 Example

You 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.

 Note

If 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 2.0
Implementing Onboarding 2.0 PUBLIC 57
Under User or Administrator
Permissions? Permission Location Permission Name Result

User Onboarding 2.0 or Offboarding Asset Task Enables participants to list

2.0 Object Permissions and track the oragnization's
assets that the Offboardee
must return before his last
working day.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

 Note
You should enable Off-
boarding for the Asset
task to `appear.

User Onboarding 2.0 or Offboarding Buddy Task Enables participants to view or

2.0 Object Permissions edit Assign a Buddy activity.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Document Data Enables participants to view or

2.0 Object Permissions edit New Hire data.

It also provides View permis­

sion to all the users who would
be using the e-Signature solu­
tion.

View permission recom­

mended for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin

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58 PUBLIC Implementing Onboarding 2.0
Under User or Administrator
Permissions? Permission Location Permission Name Result

User Onboarding 2.0 or Offboarding Document Template Enables participants to view or

2.0 Object Permissions edit document template.

It also provides View permis­

sion to all the users who would
be using the e-Signature solu­
tion.

View permission recom­

mended for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin

User Onboarding 2.0 or Offboarding Document Flow Enables participants to view or

2.0 Object Permissions edit paperwork status.

View permission recom­

mended for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin

User Onboarding 2.0 or Offboarding Central Orientation Meeting Enables participants to sched­
2.0 Object Permissions ule Central Orientation meet­
ings.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Checklist Task Enables participants to create

2.0 Object Permissions a checklist.

User Onboarding 2.0 or Offboarding Configuration for Prepare for Enables participants to view or
2.0 Object Permissions Day One Task modify the configuration for
Prepare for Day One Task.

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Implementing Onboarding 2.0 PUBLIC 59
Under User or Administrator
Permissions? Permission Location Permission Name Result

User Onboarding 2.0 or Offboarding Equipment Task Enables participants to view/

2.0 Object Permissions edit furnished equipment or­
ders.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Equipment Type Enables participants to view/

2.0 Object Permissions edit equipment types.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Equipment Type Value Enables participants to view/
2.0 Object Permissions edit equipment type value.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Meeting Task Enables participants to sched­

2.0 Object Permissions ule meetings.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Goal Task Enables participants to set up

2.0 Object Permissions goals.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Message Task Enables participants to view,

2.0 Object Permissions set, and update the Welcome
Message for the onboardee.

Full permission recommended

for:

● Hiring manager
● Hiring manager's team

User Onboarding 2.0 or Offboarding ONB2DashboardFilter Enables participants to view or

2.0 Object Permissions modify the dashboard filter.

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60 PUBLIC Implementing Onboarding 2.0
Under User or Administrator
Permissions? Permission Location Permission Name Result

User Onboarding 2.0 or Offboarding ONB2DataCollectionConfig Enables participants to view or

2.0 Object Permissions modify data collection config-
urations.

User Onboarding 2.0 or Offboarding ONB2EVerifyData Enables participants to view or

2.0 Object Permissions modify Onboarding 2.0 E-Ver­
ify Forms.

User Onboarding 2.0 or Offboarding ONB2I9Data Enables participants to view or

2.0 Object Permissions modify Onboarding 2.0
I9Forms.

User Onboarding 2.0 or Offboarding ONB2KnowledgeTransferPlan Enables participants to view or

2.0 Object Permissions Activity modify knowledge transfer
plan.

Full permission recommended

for: Hiring manager

User Onboarding 2.0 or Offboarding ONB2KnowledgeTransferTask Enables participants to view or

2.0 Object Permissions Activity modify knowledge transfer
task activity.

Full permission recommended

for: Hiring manager

User Onboarding 2.0 or Offboarding ONB2ProcessTrigger Enables participants to trigger

2.0 Object Permissions Onboarding and Offboarding
process flow.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● Offboarding coordinator
● HR admin
● System admin

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Implementing Onboarding 2.0 PUBLIC 61
Under User or Administrator
Permissions? Permission Location Permission Name Result

User Onboarding 2.0 or Offboarding ONB2Process Enables participants to close

2.0 Object Permissions Onboarding and Offboarding
process flow.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Onboarding 2.0 or Offboarding ONB2ScheduledMessageActiv Enables participants to view or

2.0 Object Permissions ity modify the Farewell message.

User Onboarding 2.0 or Offboarding Prepare for Day One Task Enables participants to view or
edit the supplemental items.
2.0 Object Permissions

User Onboarding 2.0 or Offboarding Checklist Task Enables participants to create

2.0 Object Permissions a checklist.

User Onboarding 2.0 or Offboarding Recommended People Task Enables participants to view,
2.0 Object Permissions add, or remove recommended
people for Onboardee.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Recommended Link Task Enables participants to view or
2.0 Object Permissions modify recommended links.

Full permission recommended

for:

● Hiring manager

User Onboarding 2.0 or Offboarding Where To Go Task Enables participants to view or

2.0 Object Permissions edit supplemental item loca­
tions.

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

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62 PUBLIC Implementing Onboarding 2.0
Related Information

What Are Role-Based Permissions? [page 28]

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for New Hire Data Review [page 69]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Assigning Permissions to a Role [page 39]
Assigning Permissions to a Role [page 39]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]

6.2.4 Role-Based Permissions for Email Services

You can grant specific permissions to configure and manage email services for Onboarding 2.0.

 Note

For 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).

Under User or Administrator

Permissions? Permission Location Permission Name Result

Admin Configure Email Framework Configure Email Categories Email category represents a
Permissions certain email template group,
such as the Buddy Category:
category for buddy assign­
ment and removal. It also in­
cludes rules for building email
message attributes, such as
recipient and content.

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

Admin Configure Email Framework Configure Email Templates Email Template provides a
Permissions specific email form generated
by certain conditions and
rules.

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Implementing Onboarding 2.0 PUBLIC 63
Under User or Administrator
Permissions? Permission Location Permission Name Result

Admin Configure Email Framework Configure Audit Trail This allows you to display a list
Permissions of emails sent by the system.
The Actions you can take in­
clude: View Email, Resend,
and Display Details.

Admin Configure Email Framework Allow Resend Emails This allows you to trigger new
Permissions reminder emails and complete
or edit the To and CC fields.

Admin Metadata Framework Configure Business Rules Allows you to configure the
business rules associated with
your onboarding programs.

Admin Email Framework Object Per­ EmailMessage Provides access necessary for
missions managing email messages
sent by the system.

Admin Email Framework Object Per­ EmailReminderState Provides access necessary for
missions managing email reminders to
be sent to the New Hire/
Employee. These objects track
an email’s reminder status
and its last sent timestamp.

Admin Email Framework Object Per­ EmailTemplate Provides access necessary for
missions managing email forms (or
templates) present in the sys­
tem.

Admin Email Framework Object Per­ EmailTrigger Provides access necessary for
missions managing email rules used for
sending different types of
emails to the New Hire/
Employee.

Admin Email Framework Object Per­ EmailTriggerCategory Provides access necessary for
missions managing categories of emails
that are triggered by the sys­
tem.

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

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64 PUBLIC Implementing Onboarding 2.0
Related Information

What Are Role-Based Permissions? [page 28]

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for New Hire Data Review [page 69]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Assigning Permissions to a Role [page 39]
Assigning Permissions to a Role [page 39]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]

6.2.5 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 2.0 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.

 Note

As 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.

 Note

The 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.

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 65
Under User or Administrator
Permissions? Permission Location Permission Name Result

User General User Permission User Login Provides access to your sys­
tem.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Homepage v3 Tile Group Per­ Homepage v3 To-Do tile group For the mandatory user tasks
mission to appear on the To-Do tile. For
example, Completing the Pa­
perwork.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Homepage v3 Tile Group Per­ Homepage v3 Onoarding 2.0 To view all the Onboarding 2.0
mission tile group tiles. For example, all the
meetings that are scheduled
for the new hire, and the wel­
come messages sent to the
new hire by clicking on these
tiles.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

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66 PUBLIC Implementing Onboarding 2.0
Under User or Administrator
Permissions? Permission Location Permission Name Result

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

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

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Employee Central Effective Select the options that best fit Determines which effective-
Dated Entities your requirements. dated fields can be viewed or
edited.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Onboarding 2.0 or Offboarding Select the options that best fit The permissions you select,
2.0 Object Permissions your scenario. determine the level of access
for each type of onboarding
task.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

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Implementing Onboarding 2.0 PUBLIC 67
Under User or Administrator
Permissions? Permission Location Permission Name Result

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

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

Related Information

What Are Role-Based Permissions? [page 28]

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hire Data Review [page 69]
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Assigning Permissions to a Role [page 39]
Assigning Permissions to a Role [page 39]

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68 PUBLIC Implementing Onboarding 2.0
6.2.6 Role-Based Permissions for New 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.

Under User or Administrator

Permissions? Permission Location Permission Name Result

User Employee Data HR Information Provides access to view or edit

HR-related information.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Employee Data Employment Details Provides access to view or edit

employment details.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

User Employee Central Effective Select applicable permissions Provides access to view or edit
Dated Entities from the list. effective dated entities in Em­
ployee Central.

Full permission recommended

for:

● Hiring manager
● Hiring manager's man­
ager
● Onboarding coordinator
● HR admin
● System admin

Parent topic: Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 [page 27]

Onboarding 2.0
Implementing Onboarding 2.0 PUBLIC 69
Related Information

What Are Role-Based Permissions? [page 28]

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]

6.3 Deploying Onboarding Process Definition

As an Administrator, you must configure and deploy a process definition to enable Onboarding 2.0 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 2.0 or Offboarding 2.0 content.

● Permission Category: Manage Onboarding 2.0 or Offboarding 2.0.
● Permission Type: Administrator Permission.

Context

Onboarding 2.0, 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 2.0 and Offboarding 2.0.
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.

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70 PUBLIC Implementing Onboarding 2.0
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 2.0 is now updated with the process definition.

Related Information

Setting Up a Service User [page 71]

Inheriting Proxy Rights From a Service User [page 72]

6.3.1 Setting Up a Service User

Before updating your Onboarding 2.0/Offboarding 2.0 instance with a process definition, you must setup a service
user having permissions to execute Business Process Engine tasks.

Context

When Onboarding 2.0/ Offboarding 2.0 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 2.0 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.

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6.3.2 Inheriting 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 2.0 with a process definition. You can proxy the 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.

Click 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.

6.4 Data Model Configuration for Onboarding 2.0

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 2.0, 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 2.0. For more information, refer the Related Links section.

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  Recommendation

The 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.

Related Information

Data Models [page 73]

Succession Data Model (for Employee Central) [page 74]
Synchronizing the Succession Data Model with Metadata Framework (MDF) [page 76]
Adding Country/Region-Specific HRIS Element Fields to the Data Model [page 80]
Adding HRIS Element Fields Specific to Onboarding 2.0 [page 78]

6.4.1 Data Models

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 Model

This 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 Model
This 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 Model
This 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 Model
This 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.

 Note

The 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

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 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 Succession Data Model (for Employee Central)

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

 Note

The fields for the person objects globalInfo and homeAddress are defined in the Country/Region-specific
Succession Data Model. For more information, see .

HRIS element ID Standard label Portlet Data object type

personInfo Biographical Information Biographical Information Person object

personalInfo Personal Information Personal Information Person object

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HRIS element ID Standard label Portlet Data object type

globalInfo Global Information Part of Personal Information Person object

portlet (appears when the
All fields for this HRIS element
user adds a Country/Region in
are defined in the Country/
this portlet)
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 Person object

portlet

emailInfo E-mail Information Part of Contact Information Person object

portlet

imInfo Social Accounts Information Part of Contact Information Person object

portlet

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 Person object

 Note
You have to activate pay­
roll integration to use this
feature.

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 Employment object

Information portlet

payComponentNonRecurring Spot Bonus Spot Bonus Employment object

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HRIS element ID Standard label Portlet Data object type

jobRelationsInfo Job Relationships Job Relationships Employment object

workPermitInfo Work Permit Info Work Permit Info Employment object

Note that when you have acti­

vated the Global Assignments
feature, the
workPermitInfo portlet is
displayed on the Personal
Information page.

globalAssignmentInfo Global Assignment Details Global Assignment Details Employment object

 Note
You have to activate global
assignments manage­
ment to use this feature.

pensionPayoutsInfo Pension Payout Details Pension Payout Details Employment object

 Note
You have to activate pen­
sion payouts to use this
feature.

userAccountInfo Employee Information Employee Information portlet Employment object

on the Add New Employee
screen

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.

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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 Center
Configure 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.

 Note

To 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.

 Remember

BCUI 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.
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 Center
Configure 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).

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6.4.4 Adding HRIS Element Fields Specific to Onboarding 2.0

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

 Remember

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.

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.

To add HRIS element fields specific to Onboarding 2.0, 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 2.0.
3. Click Configure New Person Type.
4. Select Onboardee from the Person Type dropdown.

Person type allows you to define a set of fields specific to an onboardee.

 Note

There are HRIS elements that do not have a Person type. You can click on these elements and set the
Onboarding field to No. The HRIS elements that do not have a Person type are listed below:

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 ○ compInfo - Compensation Information
○ jobRelationsInfo - Job Relationships
○ payComponentNonRecurring - Spot Bonus
○ payComponentRecurring - Compensation

 Remember

If there is no onboardee 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 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.

 Note

Onboarding-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

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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

1. Go to Admin Center Manage Business Configuration .

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

 Note

Not all HRIS element fields have country-specific options.

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.

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 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 Integration of Recruiting Systems with Onboarding 2.0

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 2.0 with a minimal impact on your existing system functions,whether you are using
SAP SuccessFactors Recruiting Management or an external Application Tracking System.

Although Onboarding 2.0 has inbuilt compatibility to work with SAP SuccessFactors Recruiting Management, it can
be integrated with external Application Tracking Systems using APIs belonging to Employee Central and SAP
SuccessFactors HCM Suite.

Choose from the following topics for detailed information about integrating Onboarding 2.0 with SAP
SuccessFactors Recruiting Management or an external Applicant Tracking System.

Integrating SAP SuccessFactors Recruiting Management with Onboarding 2.0 [page 82]
If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding 2.0
to be a part of your hiring process.

Integration of an External Applicant Tracking System with Onboarding 2.0 [page 87]
If you are using a Recruiting system other than SAP SuccessFactors Recruiting Management, you can
integrate your external Applicant Tracking System with Onboarding 2.0 to pass the user data that is
gathered from the candidates during recruiting to be used in the onboarding process.

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6.5.1 Integrating SAP SuccessFactors Recruiting Management
with Onboarding 2.0

If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding 2.0 to be a
part of your hiring process.

Context

Onboarding 2.0 is compatible with SAP SuccessFactors Recruiting Management by default. After Onboarding 2.0 is
configured, you can initiate the onboarding process for a given candidate by taking the Initiate Onboarding action
from your 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.

 Remember

You 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 Recruiting Management where you can see details about who
initiated the onboarding request.

Task overview: Integration of Recruiting Systems with Onboarding 2.0 [page 81]

Related Information

Integration of an External Applicant Tracking System with Onboarding 2.0 [page 87]
Enabling Recruiting Users to Initiate Onboarding Process [page 16]

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6.5.1.1 Mapping Data from Recruiting Management with
Employee Central Entities

To pass the new hire data from Recruiting Management to Onboarding 2.0, you must map the mandatory Employee
Central Data entity fields with the corresponding fields in Recruiting Management.

Prerequisites

● Ensure that you have access to Admin Center 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.
● Ensure that Recruiting Templates are configured in your system.
Onboarding 2.0 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 do not 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 is recommended that you log out from
the application and log in back again after refreshing the cashe.

 Note

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.

 Note

You should set very few fields in Succession 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 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.

 Note

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

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 For example, personalInfo entity by design needs only First Name and Last Name as mandatory fields in
Succession Data Model. Therefore, you are not allowed to set these fields as non-mandatory.

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.

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  Note

You 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 the EC Data Entities tab.

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.

 Note

The Succession data model determines which fields are required and are denoted by a red asterisk.

3. 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 drop-down menu and select the
corresponding fields under Recruiting fields.
4. It is recommended that you map the following mandatory Onboarding entities:

○ personalInfo
○ employmentInfo
○ jobInfo
○ emailInfo

 Note

Map 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.event-reason
○ jobInfo.manager-id
○ jobInfo.start-date

Other than these fields, there can be other fields from the Employee Central Data Model that are mandatory.

 Note

Whether a specific field is mandatory or not in the Employee Central Data Model, depends on the
configuration in the Data Model.

5. To map configured country-specific fields, click  (Expand) next to the entity and select the country-specific
entity.

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6. Click Validate all Entities to check that all mandatory fields are mapped and all data types are correct.
7. To configure variant fields, select the entity from the list, then click  (Add) and choose from the available
variants, then map the available fields.
8. Click Validate and Save.

 Note

Currently, 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 will be ignored and will
not be saved in Employee Central.

Entity Name Portlet

National_ID_Card National Id Information

Personal_Info Biographical Information

Phone_Info Part of Contact Information portlet

Email_Info Part of Contact Information portlet

IM_Info Part of Contact Information portlet

Pay_Component_Non_Recurring Spot Bonus

Pay_Component_Recurring Part of Compensation Information portlet

Emergency_Contact Emergency Contact

Emergency_Contact_Primary Primary Emergency Contact

Emergency_Contact_Secondary Secondary Emergency Contact

Person_Global_Info Part of Personal Information portlet (appears when the

user adds a country in this portlet)

Employment_Info Employment Details

Home_Address Addresses

Job_Info Job Information

Comp_Info Compensation Information

Work_Permit_Info Work Permit Information

Job_Relations_Info Job Relationships

Results

Once the mapping is complete, data collected during the Recruiting process can pass to the new hire's employee
record in Employee Central.

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Related Information

Succession Data Model

Configuring Job Requisition Template
Configuring Candidate Application Template
Configuring Job Offer Template

6.5.2 Integration of an External Applicant Tracking System with

Onboarding 2.0

If you are using a Recruiting system other than SAP SuccessFactors Recruiting Management, you can integrate
your external Applicant Tracking System with Onboarding 2.0 to pass the user data that is gathered from the
candidates during recruiting to be used in the onboarding process.

Onboarding 2.0 is extensible and can be integrated with external applications, in this case Application Tracking
Systems. You can integrate your external Applicant Tracking System with Onboarding 2.0 using OData APIs. The
APIs enable you to pass new hire data from your Applicant Tracking System to Onboarding 2.0 for initiating the
onboarding process.

 Remember

New 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 2.0, when you onboard new hires through your external Applicant Tracking System, they are
considered as external users. You can onboard new hires one at a time.

 Note

From 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 2.0 is a three-step process.

1. Creating External User Records in the Application [page 88]

As a first step of integrating your external Applicant Tracking System with Onboarding 2.0, you must create
an external user record using SAP SuccessFactors HCM Suite OData API.
2. Associating Employee Information with the External User Record [page 89]
After creating the external user record, you should associate employment-related information with the user
record using Employee Central OData APIs.
3. Initiating the Onboarding process for External Users [page 91]
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.

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Parent topic: Integration of Recruiting Systems with Onboarding 2.0 [page 81]

Related Information

Integrating SAP SuccessFactors Recruiting Management with Onboarding 2.0 [page 82]
Data Object Table in Employee Central
$batch: Upsert and changeset Behavior

6.5.2.1 Creating External User Records in the Application

As a first step of integrating your external Applicant Tracking System with Onboarding 2.0, you must create an
external user record using SAP SuccessFactors HCM 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 HCM Suite and return an
Onboarding process ID.

 Note

Make a note of the Onboarding process ID for future reference.

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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 2.0 [page 87]

Next task: Associating Employee Information with the External User Record [page 89]

Related Information

API Data Mapping and Transformation

Creating an external user record using the createOnboardee API

6.5.2.2 Associating 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 HCM Suite.

Context

After creating an external user record in SAP SuccessFactors HCM 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.

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 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 2.0 [page 87]

Previous task: Creating External User Records in the Application [page 88]

Next task: Initiating the Onboarding process for External Users [page 91]

Related Information

API Data Mapping and Transformation

Associating job information using the EmpJob API

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Associating employment-related information using the EmpEmployment API
Associating compensation-related information using the EmpCompensation API
Updating recurring components of the compensation plan using the EmpPayCompRecurring API
Updating nonrecurring components of the compensation plan using the EmpPayCompNonRecurring API
Employee Central OData API Reference Guide

6.5.2.3 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.

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.

Task overview: Integration of an External Applicant Tracking System with Onboarding 2.0 [page 87]

Previous task: Associating Employee Information with the External User Record [page 89]

Related Information

Data Mapping and Transformation

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Initiate onboarding process using initiateOnboardingForUser API

6.6 Data Collection Process in Onboarding 2.0

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 2.0 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.

 Note

The 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 2.0 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.

 Example

Information like equipment preference, certain office waivers, or other information needed only as part of the
Onboarding process.

6.6.1 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 2.0 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.

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  Note

The SAP_ONB2_HMReviewCheck rule is available in Onboarding 2.0 by default, without any preconfigured
condition. Therefore, unless you configure this rule, the system will skip this step during the Onboarding 2.0
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.

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:

1. Configuring Business Rules for the New Hire Data Review [page 93]
To have the new hire data review step in the Onboarding 2.0 process, you must configure a business rule.
2. Assigning the New Hire Data Review Task to a Responsible Group [page 94]
By creating a business rule, you can set up conditions to assign the new hire data review and correction
task to a responsible group.

Related Information

Configuring Business Rules for the New Hire Data Review [page 93]

6.6.1.1 Configuring Business Rules for the New Hire Data

Review

To have the new hire data review step in the Onboarding 2.0 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.

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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.

 Note

You 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.

Task overview: New Hire Data Review Configuration [page 92]

Next task: Assigning the New Hire Data Review Task to a Responsible Group [page 94]

6.6.1.2 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.

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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

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. 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 2.0
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

 Note

There can be complementary scenarios when the assignment of the data review and correction task will
differ, such as:

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 ○ 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. Any user belonging to the group can pick up the task,
rectify the issue, and resume the process.

Task overview: New Hire Data Review Configuration [page 92]

Previous task: Configuring Business Rules for the New Hire Data Review [page 93]

Related Information

Creating a Responsible Group [page 151]

6.6.2 Personal Paperwork 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 2.0 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.

Related Information

Role-Based Permissions for New Hire Data Review [page 69]

Creating a Responsible Group [page 151]
Assigning the New Hire Data Review Task to a Responsible Group [page 94]
Configuring Business Rules for the New Hire Data Review [page 93]

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6.6.3 Onboarding Paperwork Configuration

You can collect the data specific to the Onboarding process that you require from the onboardee by configuring
Onboarding paperwork.

Context

With Onboarding 2.0, 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 an onboardee must fill during Onboarding
Paperwork 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 onboardee 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 2.0, these rules are available by default
and are set to Always True.

There are two ways of configuring Onboarding Paperwork:

Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]
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 Paperwork with Customized Data Collection Object Instance [page 109]
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.

6.6.3.1 Configuring Onboarding Paperwork 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 98]

To collect the required data from new hires during the Onboarding paperwork step you must create data
collection object entities.
2. Making the Data Collection Object Entity Visible to New Hire [page 103]

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 To collect the required data from new hires, you must make the created data collection object entities
visible to new hires in the system, so that they can fill the required data. Making the entities visible is a two-
step process.
3. Configuring UI for the Data Collection Object Entity [page 106]
Create a configuration UI for the data collection object entity, to have a UI rendering of the entity on the
Update Onboarding Information page.
4. Associating the Data Collection Object Entity to the ONB2DataCollectionUserConfig Object [page 106]
To make the created object entities available in UI panel, you must map them with the
ONB2DataCollectionUserConfig object.
5. Adding the Configuration UI Items to Default Data Collection Object Instance [page 107]
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
6. Configuring the Business Rule for Default Onboarding Paperwork [page 109]
To initiate the Onboaridng paperwork, you must set the SAP_ONB2_CustomDataCollectionCheck to true.

Parent topic: Onboarding Paperwork Configuration [page 97]

Related Information

Configuring Onboarding Paperwork with Customized Data Collection Object Instance [page 109]

6.6.3.1.1 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

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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 ONB2Process 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.

 Note

You 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.

 Tip

Custom 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 Save.

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

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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 Paperwork with Default Data Collection Object Instance [page 97]

Next task: Making the Data Collection Object Entity Visible to New Hire [page 103]

Related Information

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/
44d64fea23df4544b6ce7e91587bf1af.html

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6.6.3.1.1.1 Setting up 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 HCM 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.

 Note

The 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.

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Related Information

Creating Business Rule to Set up Data Collection Object Entities for Read Audit and Change Audit [page 102]

6.6.3.1.1.2 Creating Business Rule to Set up Data Collection

Object Entities 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.

 Note

For custom MDF objects, you can set the value for External User Visibilty field. This is only applicable for
Onboarding 2.0.

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.

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  Example

cust_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

6.6.3.1.2 Making the Data Collection Object Entity Visible to

New Hire

To collect the required data from new hires, you must make the created data collection object entities visible to new
hires in the system, so that they can fill the required data. Making the entities visible is a two-step process.

Context

External users are new hires who are yet to be converted into internal users. The entities that you create are not
visible to external users by default. However, you can configure your entities and apply business rules to make them
visible to external users.

1. Setting the Data Collection Object Entity Visible to New Hire [page 104]
To configure the visibility business rule for the custom object entity, the data collection object entity must
be set to visible. This setting allows the entity to be available for configuring the business rule and making it
visible for the onboardee.
2. Configuring Business Rule to Make Data Collection Object Entity Visible to New Hires [page 105]
After setting the visibility of the data collection object entity, you must apply a business rule to make it
visible to new hires in the system.

Task overview: Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

Previous task: Creating a Data Collection Object Entity [page 98]

Next task: Configuring UI for the Data Collection Object Entity [page 106]

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6.6.3.1.2.1 Setting the Data Collection Object Entity Visible to
New Hire

To configure the visibility business rule for the custom object entity, the data collection object entity must be set to
visible. This setting allows the entity to be available for configuring the business rule and making it visible for the
onboardee.

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. Click Details associated with mdfSystemExternalUserVisibility field.

The mdfSystemExternalUserVisibility field appears after you save the data object for the first time.
5. Select Read Only from the Visibility dropdown.
6. Click Done.
7. Click Save.

Results

The data collection object entity is now available to set the business rule for making it visible to the onboardee.

Task overview: Making the Data Collection Object Entity Visible to New Hire [page 103]

Next task: Configuring Business Rule to Make Data Collection Object Entity Visible to New Hires [page 105]

Related Information

Configuring Business Rule to Make Data Collection Object Entity Visible to New Hires [page 105]

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6.6.3.1.2.2 Configuring Business Rule to Make Data Collection
Object Entity Visible to New Hires

After setting the visibility of the data collection object entity, you must apply a business rule to make it visible to
new hires in the system.

Procedure

1. Go to Admin Center Configure Object Definitions .

2. In the Search field, enter Object Definition and select an object definition from the dropdown menu.

Select Take Action Make Correction once the data collection object entity appers on the page.
3. Scroll down to Save Rules and click  (Add Rule).

The Rules for MDF Based Objects scenario appears preselected under the Metadata Framework category, on
the Configure Business Rules page.
4. Enter a Rule Name, Rule ID, and select a Start Date.
5. Enter the 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.
6. 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.
7. Click Continue.
8. In the business rule configuration page:
a. Configure the If condition to be Always True.
b. Configure the Then condition to set the value of mdfSystemExternalUserVisibility to be Yes.
9. Click Save.

A business rule is now created to make the data collection object entity available to new hires.

Task overview: Making the Data Collection Object Entity Visible to New Hire [page 103]

Previous task: Setting the Data Collection Object Entity Visible to New Hire [page 104]

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6.6.3.1.3 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.
5. Select the entity from the Select Base Object dropdown.

All the available fields for the entity are displayed.

6. Click Edit next to any of the available fields to add a custom label for the field, or change other attributes
about the field display.
7. Click Remove to delete fields.
8. Click Save.

A Configuration UI object is created with the specified ID for the data collection object entity.

Task overview: Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

Previous task: Making the Data Collection Object Entity Visible to New Hire [page 103]

Next task: Associating the Data Collection Object Entity to the ONB2DataCollectionUserConfig Object [page 106]

6.6.3.1.4 Associating the Data Collection Object Entity to the

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.

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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.
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.

Task overview: Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

Previous task: Configuring UI for the Data Collection Object Entity [page 106]

Next task: Adding the Configuration UI Items to Default Data Collection Object Instance [page 107]

6.6.3.1.5 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 2.0.

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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.

 Note

If 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.

Task overview: Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

Previous task: Associating the Data Collection Object Entity to the ONB2DataCollectionUserConfig Object [page
106]

Next task: Configuring the Business Rule for Default Onboarding Paperwork [page 109]

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6.6.3.1.6 Configuring the Business Rule for Default
Onboarding Paperwork
To initiate the Onboaridng paperwork, you must set the SAP_ONB2_CustomDataCollectionCheck to true.

Context

The SAP_ONB2_CustomDataCollectionCheck is set to true by default. You can use this rule to be initiate
onboarding for a specific business criteria like job code.

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 SAP_ONB2_CustomDataCollectionCheck rule.
4. Click the rule from the search result.
5. Click Take Action and select Make Correction.
6. Define the condition as per your requirement with the newly create instance and the default instance
DEFAULT_DATA_COLLECTION_CONFIG.
7. Click Save.

Results

Based on the conditions specified, the Onboarding paperwork is triggered for the new hire.

Task overview: Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

Previous task: Adding the Configuration UI Items to Default Data Collection Object Instance [page 107]

6.6.3.2 Configuring Onboarding Paperwork 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

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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.

 Note

You can set a criteria based on which a Data Collection Config can be selected.

1. Creating a Data Collection Object Instance [page 110]

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 Paperwork [page 111]
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.

Parent topic: Onboarding Paperwork Configuration [page 97]

Related Information

Configuring Onboarding Paperwork with Default Data Collection Object Instance [page 97]

6.6.3.2.1 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.

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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 Paperwork with Customized Data Collection Object Instance [page 109]

Next task: Configuring the Business Rule for Customized Onboarding Paperwork [page 111]

Related Information

Creating a Data Collection Object Entity [page 98]

Making the Data Collection Object Entity Visible to New Hire [page 103]
Configuring UI for the Data Collection Object Entity [page 106]
Associating the Data Collection Object Entity to the ONB2DataCollectionUserConfig Object [page 106]
Adding the Configuration UI Items to Default Data Collection Object Instance [page 107]
Configuring the Business Rule for Default Onboarding Paperwork [page 109]

6.6.3.2.2 Configuring the Business Rule for Customized

Onboarding Paperwork

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.

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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.

Task overview: Configuring Onboarding Paperwork with Customized Data Collection Object Instance [page 109]

Previous task: Creating a Data Collection Object Instance [page 110]

6.6.4 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.

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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”.

 Note

This 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.

Event Reason Deriva­

Context/Rule Type Workflow Derivation tion Validation Cross-Portlet

Edit (MSS/ESS) Yes Yes Yes Yes

History No No Yes Yes

Imports No No Yes Yes

Only when workflows

are disabled for im­
ports.

Mass Changes No No No No

You would not want to

create approval work­
flows when making the
same change for lots of
people.

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

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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 onChange 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 onChange.
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.
8. Click Done to exit the pop-up.
9. Save your changes.

6.7 Onboarding Document Template Management

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 SuccessFactors eSignature for electronic signature
by the new hire or manager. Once the required forms are signed, the document process is complete.

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6.7.1 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.

1. Creating a Document Template Using Adobe LiveCycle Designer [page 115]

To configure a document flow, first step is to create the desired document format using the Adobe Editor.
2. Uploading a Document Template [page 117]
Create a document template for each onboarding form that you would use in your business processes.
3. Mapping Document Placeholders [page 118]
Map document placeholders to data objects so that candidate-specific information is populated on
generated Onboarding forms.
4. Configuring Signature for Document Template [page 119]
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.
5. Defining Business Rules for Onboarding Documents [page 120]
Create business rules in order to assign a document template to a new hire.
6. Defining Business Rules for Multiple Document Flows [page 121]
For each Document Flow, you can assign multiple forms by configuring business rules.

6.7.1.1 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).

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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.

 Note

Go to the Binding tab, only if you want these fields to be mapped.

5. To add signature fields:

1. Select the corresponding field.
2. In the Object window, select Binding tab.
3. Enter the suffix DocuSignSignHere in the Name field.

6. Save your template with a Adobe XML Form (*.xdp) type.

Results

A template is saved at the desired location with .xdp type.

Task overview: Configuring a Document Template [page 115]

Next task: Uploading a Document Template [page 117]

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6.7.1.2 Uploading a Document Template

Create 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 using Adobe LifeCycle and save
the document as an .xdp or configure the template using Third Party Designer tool and save the document as .pdf
file.

 Note

Ensure that the forms that you are uploading have mappings and/or Signature fields. Use this page to upload
XDP and PDF templates.

Procedure

1. Go to Admin Center.
2. In the Tools Search field, enter Maintain Onboarding 2.0 and Offboarding 2.0 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.
5. Define the document template parameters Id, Locale, Process Type, Name and Category.
6. Click Upload.

Next Steps

After uploading a new document template, you can map document fields to data objects, maintain signatures, and
define business rules for the document.

Task overview: Configuring a Document Template [page 115]

Previous task: Creating a Document Template Using Adobe LiveCycle Designer [page 115]

Next task: Mapping Document Placeholders [page 118]

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6.7.1.3 Mapping Document Placeholders

Map document placeholders to data objects so that candidate-specific information is populated on generated
Onboarding 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 2.0 and Offboarding 2.0 Document Templates .

The Maintain Onboarding 2.0 and Offboarding 2.0 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.

 Note

If 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 ONB2Process.

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.

Task overview: Configuring a Document Template [page 115]

Previous task: Uploading a Document Template [page 117]

Next task: Configuring Signature for Document Template [page 119]

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Related Information

Rule Mapping

6.7.1.4 Configuring Signature for Document Template

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

1. Go to Admin Center Maintain Onboarding 2.0 and Offboarding 2.0 Document Templates .

The Maintain Onboarding 2.0 and Offboarding 2.0 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 New Hire 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.

Task overview: Configuring a Document Template [page 115]

Previous task: Mapping Document Placeholders [page 118]

Next task: Defining Business Rules for Onboarding Documents [page 120]

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6.7.1.5 Defining Business Rules for Onboarding Documents

Create business rules in order to assign a document template to a new hire.

Procedure

1. Go to Admin Center Maintain Onboarding 2.0 and Offboarding 2.0 Document Templates .

The Maintain Onboarding 2.0 and Offboarding 2.0 Document Templates page opens.
2. Select Define Business Rules and click + Add New Rule
3. Select the Assign Forms scenario in the Onboarding 2.0 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.

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Results

After creating a business rule, you can generate an onboarding form and assign it to new hires.

Task overview: Configuring a Document Template [page 115]

Previous task: Configuring Signature for Document Template [page 119]

Next task: Defining Business Rules for Multiple Document Flows [page 121]

6.7.1.6 Defining Business Rules for Multiple Document Flows

For each Document Flow, you can assign multiple forms by configuring business rules.

Procedure

1. Go to Admin Center Maintain Onboarding 2.0 and Offboarding 2.0 Document Templates .

The Maintain Onboarding 2.0 and Offboarding 2.0 Document Templates page opens.
2. Select Define Business Rules, and click + Add New Rule
3. Select the Assign Forms scenario in the Onboarding 2.0 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 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.

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7. Click Save.

Results

You have successfully assigned documents to each document flow.

Task overview: Configuring a Document Template [page 115]

Previous task: Defining Business Rules for Onboarding Documents [page 120]

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7 Additional Configurations

After implementing Onboarding 2.0, 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.

Notifications in Onboarding 2.0 [page 123]

Notifications are an integral part of the onboarding process that help channel vital information to
onboarding participants, for reference or action or both.

Home Page Tiles in Onboarding 2.0 [page 145]

Use tiles on the Home Page to categorically group and publish content for new hires.

Responsible Groups in Onboarding 2.0 [page 150]

A responsible group can be defined as a distribution list consisting of people responsible for accomplishing
an assigned task

7.1 Notifications in Onboarding 2.0

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 2.0 aim to facilitate a simplified onboarding experience with a consistent
communication mechanism.

Email services in Onboarding 2.0 enable you to:

● Utilize 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 notifications to assigned onboarding participants during different stages of the onboarding
process.
● Configure reminder notifications to control the frequency of reminders messages.
● Unsubscribe from notifications, and so on.

The topics that are covered as a part of Notifications in Onboarding 2.0 are:

Accessing Email Services in Onboarding 2.0 [page 124]

Email Services provide all the resources you need to setup and manage an effective notification process in
your system.

Preconfigured Email Templates in Onboarding 2.0 [page 125]

Email Templates are pre-formatted files that serve as a starting point in the process of creating email
notifications.

Business Rules in Email Services [page 128]

You can create business rules to setup conditions for selecting the right notification to trigger.

Managing Email Templates in Onboarding 2.0 [page 131]

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 You can perform various operations to manage your email templates that include adding, editing, reusing,
copying or deleting email templates.

Working with Email Status in Onboarding 2.0 [page 139]

Email Status is a part of Email Services in Onboarding 2.0, which contains a historic list of emails sent out
by the system.

Configuring Email Triggers [page 140]

You can configure an email trigger to determine when to send email notifications.

Configuring Email Categories [page 141]

You can configure email categories to represent email template groups and build email attributes, such as
recipient and content.

Unsubscribing from Email Notifications [page 143]

If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the notifications.

Parent topic: Additional Configurations [page 123]

Related Information

Home Page Tiles in Onboarding 2.0 [page 145]

Responsible Groups in Onboarding 2.0 [page 150]

7.1.1 Accessing Email Services in Onboarding 2.0

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.

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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: Notifications in Onboarding 2.0 [page 123]

Related Information

Preconfigured Email Templates in Onboarding 2.0 [page 125]

Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]
Role-Based Permissions for Email Services [page 63]

7.1.2 Preconfigured Email Templates in Onboarding 2.0

Email Templates are pre-formatted files that serve as a starting point in the process of creating email notifications.

Onboarding 2.0 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 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:

S No. Notification Template Name Description

1 Start Onboarding Process (ONB) Start Onboarding Notify new hires to begin
process Template tasks related to the
onboarding process by
providing related information.

2 Continue Onboarding Process (ONB) Continue Onboarding Notify new hires about the
process Template onboarding progress and
prompt them to continue with

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S No. Notification Template Name Description

the remaining tasks by

providing related information.

3 New Buddy Assignment (New (ONB) New Buddy Notify new hires about the
Hire) Assignment Template assignment of a new buddy.

4 New Buddy Assignment (ONB) Buddy Assignment Notify the assigned

(Buddy) Template onboarding participant that
he/she has been selected as a
buddy for the team's new hire,
along with related
information.

5 New Buddy Assignment (ONB) Buddy Assignment Notify the assigned buddy
Cancellation Cancellation Template about reassignment or
cancellation of the buddy
assignment task.

6 Recommended People (ONB) New Recommended Notify new hires about

Assignment (New Hire) People Template reaching out to people
recommended by the Hiring
Manager.

7 Recommended People (ONB) Recommended People Notify the assigned

Assignment (Recommended Assignment Template onboarding participant that
Person) he/she has been
recommended to the new hire
by the Hiring Manager to help
speedup the onboarding
process.

8 Recommended People (ONB) Recommended People Notify the assigned

Cancellation Assignment Cancellation recommended person about
Template cancellation or reassignment
of the recommended people
task.

9 Meeting updated for new (ONB) A meeting updated Notify new hires about
hires Template meeting updates added to the
home page.

10 Meeting updated for (ONB) A meeting updated for Notify assigned onboarding
Participants participants Template participants about new
meeting updates.

11 Suite mapping Error (ONB) Suite mapping error Notify admins about new hire
Template data alignment issues
identified in the suite mapping
with information about
postponement of the
onboarding task.

12 Prepare for New Team (ONB) Prepare for New Team Notify assigned onboarding
Member Member Template participants about pending
onboarding activities for a
new hire with an approaching
start date.

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S No. Notification Template Name Description

 Note
Assigned onboarding
participants will receive
one notfication for each
pending task respectively

13 Furnish Equipment (ONB) Furnish Equipment Notifiy assigned onboarding

Template participant to procure
specified equipment for the
new hire.

14 Furnish Equipment (ONB) Furnish Equipment Notify assigned onboarding

Cancellation Cancellation Template participant about cancellation
of the Furnish Equipment
task.

15 Onboarding Cancelled (ONB) Onboarding Cancelled Notify all onboarding

Template participants about
cancellation of the
onboarding process for a new
hire.

16 Recommended Links (ONB) Recommended Links Notify new hire about updated
Updated Updated Template Recommended Links added
to the new hire home page.

17 New Welcome Message (ONB) New Welcome Message Notify new hire about updated
Added Added Template 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 (ONB) Prepare for New Hire Notify assigned onboarding
(Participant) First Day Template 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 Notify new hires with
Template information about where to go
on their first day at work.

21 Prepare for Day One (New (ONB) Prepare for New Hire Notify new hires with
Hire) First Day updated Template information essential to
prepare for day one.

22 New Goal Assignment (ONB) Goal assignment Notify new hire about updated
updated Template goal information added to the
new hire home page.

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S No. Notification Template Name Description

23 External User Welcome (ONB) External User Welcome Notify new hires that are
Message Message Template external users with a welcome
message as a part of the post
hire task.

24 Nudge Assignment (ONB) Nudge assignment To nudge the assignment

Template

25 New Team Member (ONB) New Team Member Notify new hires that their
Onboarding Restarted Onboarding Restarted onboarding process has been
Template restarted due to reasonable
circumstances.

26 New Team Member (ONB) New Team Member Notify the assigned hiring
Onboarding Restarted - Hiring Onboarding Restarted - Hiring manager that the onboarding
Manager Manager Template process for a given new hire
has been restarted due to
reasonable circumstances.

27 Onboarding Cancelled due to (ONB) Onboarding Cancelled Notify the assigned hiring
Restart - Hiring Manager due to Restart - Hiring manager that a restart to the
Manager Template onboarding process for a new
hire has resulted in the
cancellation of the ongoing
onboarding process.

Parent topic: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]

7.1.3 Business Rules in Email Services

You can create business rules to setup conditions for selecting the right notification to trigger.

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.

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Email Services in Onboarding 2.0 have two business rules available:

● Filter Email Template

● Select Email Message Locale

Parent topic: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]

7.1.3.1 Configuring 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.

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Additional Configurations PUBLIC 129
 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 Configuring 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.

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130 PUBLIC Additional Configurations
Next Steps

After creation, you can assign the business rule to an email template through the email template configuration
wizard.

7.1.4 Managing Email Templates in Onboarding 2.0

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 2.0 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.

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 a part of the active list of templates. To remove a template from the active list of
templates, deselect the respective template.

○ 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.

 Note

While 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.

 Note

You 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.

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 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.

Task overview: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Business Rules in Email Services [page 128]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]

7.1.4.1 Reusing Preconfigured Email Templates

You can reuse preconfigured email templates provided with Onboarding 2.0 that are designed to work with most of
the tasks in the onboarding process.

Context

Onboarding 2.0 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.

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132 PUBLIC Additional Configurations
 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.

 Remember

There cannot be multiple email templates with the same name as email template name is unique.

7.1.4.2 Adding a New Email 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.

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Additional Configurations PUBLIC 133
 Attribute Action

Category Select a category from the dropdown menu. A category rep­

resents a template group and defines rules for email attrib­
utes, such as recipients and content.

Template Title Provide a unique template name.

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 trig­
ger condition for the email notification.

Setup Reminder Check this option to configure reminder messages.

Set reminder before the due date Check this option to configure the process of sending re­
minder messages, before the due date.

 Note
If 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 re­
minders 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, mes­
sages are generated till due date.

Send reminder 1 day before the due date Check this option to send a reminder message one day be­
fore the due date.

Set reminder after due date Check this option to configure the process of sending re­
minder messages, after the due date.

Frequency of reminders in days Enter a numeric value, which is the time span between re­
minder 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.

Onboarding 2.0
134 PUBLIC Additional Configurations
 Attribute Action

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 con­
sidered only with the Set reminder after due date configura-
tion.

Filter Business Rule Select a business rule to evaluate a precondition before trig­
gering a notification. When there are multiple templates with
a same trigger, the business rule acts as a filter to choose
the right template.

 Note
For 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 dynami­
cally set the language of the notification.

 Note
For 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.

 Note

The Onboarding/Offboarding Process and Task e-mails are sent to specific recipients as per the
options selected in the Recipient Builder. This is summarized in the table below:

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Additional Configurations PUBLIC 135
 Email Content

Behavior: Whenever the

defined trigger in Step 2 is
Recipient Builders called...

Dynamic Group Recipient Group Name Onboarding/Offboarding

Builder Process and Task notifica-
tions are sent to the recipi­
ents.

Explicit RecipientBuilder Explicit Recipients Click + Add, and enter the Onboarding/Offboarding
Name and the Email of the Process and Task notifica-
recipient. tions are sent to the recipi­
ents.

Onboarding Simplify Role Roles New Hire Onboarding Process and

Based Recipient Builder Task notifications are sent
to the recipients.

Employee Offboarding Process and

Task notifications are sent
to the recipients.

Onboarding Tasks Assignee Onboarding Task notifica-

tions are sent to the recipi­
ents.

Hiring Manager Onboarding/Offboarding

Process and Task notifica-
tions are sent to the recipi­
ents.

Reporting Manager Onboarding/Offboarding

Process and Task notifica-
tions are sent to the recipi­
ents.

Onboarding Simplify Task Onboarding/Offboarding

Recipient Builder Task notifications are sent
to the recipients.
Refers to task selected in
the Category

Onboarding Simplify User ID Onboarding/Offboarding

Recipients Builder Task notifications are sent
to the recipients.
Picks up participants added
during task creation and
completion

Onboarding 2.0
136 PUBLIC Additional Configurations
 Behavior: Whenever the
defined trigger in Step 2 is
Recipient Builders called...

Onboarding Simplify Task Task Type

Role Based Recipient
Builder  Note
Select task based on
category

Roles New Hire Onboarding Task notifica-

tions are sent to the recipi­
ents.

Employee Offboarding Task notifica-

tions are sent to the recipi­
ents.

Onboarding Tasks Assignee Onboarding/Offboarding

Task notifications are sent
to the recipients.

Hiring Manager Onboarding/Offboarding

Task notifications are sent
to the recipients.

Reporting Manager Onboarding/Offboarding

Task notifications are sent
to the recipients.

Onboarding Simplify Roles New Hire Onboarding Process Task

Process Task Role Based notifications are sent to the
Recipient Builder recipients.

Employee Offboarding Process Task

notifications are sent to the
recipients.

Onboarding Tasks Assignee Onboarding/Offboarding

Process Task notifications
are sent to the recipients.

Hiring Manager Onboarding Process Task

notifications are sent to the
recipients.

Onboarding 2.0
Additional Configurations PUBLIC 137
 Behavior: Whenever the
defined trigger in Step 2 is
Recipient Builders called...

Reporting Manager Offboarding Process Task

notifications are sent to the
recipients.

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.

 Note
Since 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

Configuring Business Rule for Filtering Email Templates [page 129]

Configuring Business Rule for Selecting Message Locale [page 130]
Role-Based Permissions for Email Services [page 63]

Onboarding 2.0
138 PUBLIC Additional Configurations
7.1.4.3 Setting Up 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.

7.1.5 Working with Email Status in Onboarding 2.0

Email Status is a part of Email Services in Onboarding 2.0, which contains a historic list of emails sent out by the
system.

Context

Email Services in Onboarding 2.0 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.

Onboarding 2.0
Additional Configurations PUBLIC 139
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.

 Note

For 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).

Task overview: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]

7.1.6 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 2.0 comes with a set of preconfigured
email triggers that you can use while configuring email notifications.

 Note

Email triggers are not customizable.

Onboarding 2.0
140 PUBLIC Additional Configurations
  Restriction

Email Services in Onboarding 2.0 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).

Task overview: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Categories [page 141]
Unsubscribing from Email Notifications [page 143]

7.1.7 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 2.0 belongs to a particular email category. There can be multiple email
templates that can have same email category. Onboarding 2.0 comes with preconfigured email categories that you
can use while configuring email templates.

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Additional Configurations PUBLIC 141
  Note

Email categories are partially customizable.

 Restriction

Email Services in Onboarding 2.0 allows you to create an email category. However, as of Q4 2018 Release,
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).

Task overview: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Unsubscribing from Email Notifications [page 143]

Onboarding 2.0
142 PUBLIC Additional Configurations
7.1.7.1 Content and Recipient Builders

Email Services in Onboarding 2.0 enable 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 cateogory. It is responsible for evaluating recipients of
an email notification. You can add recipients based on recipient type, role and so on.

7.1.8 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 2.0 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.

Onboarding 2.0
Additional Configurations PUBLIC 143
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 HCM 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.

Task overview: Notifications in Onboarding 2.0 [page 123]

Related Information

Accessing Email Services in Onboarding 2.0 [page 124]

Preconfigured Email Templates in Onboarding 2.0 [page 125]
Business Rules in Email Services [page 128]
Managing Email Templates in Onboarding 2.0 [page 131]
Working with Email Status in Onboarding 2.0 [page 139]
Configuring Email Triggers [page 140]
Configuring Email Categories [page 141]

7.1.8.1 Checking 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.

Onboarding 2.0
144 PUBLIC Additional Configurations
7.2 Home Page Tiles in Onboarding 2.0

Use tiles on the Home Page to categorically group and publish content for new hires.

In Onboarding 2.0, 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.

 Note

Ensure 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 2.0 Programs" topic in the
Related Information section.

1. Managing Home Page Tiles for Onboarding Admin [page 146]

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 146]
You can create custom home page tiles driven by specific business rules to manage content shown to new
hires on the home page.
3. Managing Home Page Tiles for New Hires [page 149]
You can assign onboarding tasks to new hires through several home page tiles on the Home Page.

Parent topic: Additional Configurations [page 123]

Related Information

Notifications in Onboarding 2.0 [page 123]

Responsible Groups in Onboarding 2.0 [page 150]
Home Page Tiles
Configuring Onboarding 2.0 Programs [page 159]

Onboarding 2.0
Additional Configurations PUBLIC 145
7.2.1 Managing Home Page Tiles 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 2.0 [page 145]

Next task: Creating Custom Home Page Tile for New Hires Based on Business Rules [page 146]

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

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 Ruletopic under Related Information.

Onboarding 2.0
146 PUBLIC Additional Configurations
Context

Custom Home Page tiles enable you to make relevant content available to new hires based on variables such as
work country, 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.

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.

 Note

For the rule to appear in the dropdown menu, you must first create a rule for the Custom tile.

Onboarding 2.0
Additional Configurations PUBLIC 147
 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 Onboarding 2.0 from the Section drop-down.

 Note

The newly created custom tile must be added under Onboarding 2.0 section as the New Hire will not have
access to other sections.

Task overview: Home Page Tiles in Onboarding 2.0 [page 145]

Previous task: Managing Home Page Tiles for Onboarding Admin [page 146]

Next task: Managing Home Page Tiles for New Hires [page 149]

Related Information

Define Custom Home Page Tiles

Onboarding 2.0
148 PUBLIC Additional Configurations
Creating A Rule

7.2.3 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.

 Note

By 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.
5. Click Save to commit the changes, if any.

Results

The default content of the home page and tile catalog is updated.

Onboarding 2.0
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Task overview: Home Page Tiles in Onboarding 2.0 [page 145]

Previous task: Creating Custom Home Page Tile for New Hires Based on Business Rules [page 146]

7.3 Responsible Groups in Onboarding 2.0

A responsible group can be defined as a distribution list consisting of people responsible for accomplishing an
assigned task

Onboarding 2.0 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.

Parent topic: Additional Configurations [page 123]

Related Information

Notifications in Onboarding 2.0 [page 123]

Home Page Tiles in Onboarding 2.0 [page 145]
Creating a Responsible Group [page 151]

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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 2.0 or Offboarding 2.0 content.

● Permission Category: Manage Onboarding 2.0 or Offboarding 2.0
● Permission Type: Administrator Permission

Procedure

1. Go to Admin Center, in the tools search field, enter Onboarding 2.0 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.

 Example

Managers or Manager of a manager.

○ User: Search and add individual users to the group.

 Note

You can add a maximum of 10 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.

 Note

You can add a maximum of 10 dynamic groups per responsible group.

 Note

A responsible group can include individual users, users belonging to a hierarchical role, a dynamic user
group or a combination of these options.

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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 152]

Assigning the New Hire Data Review Task to a Responsible Group [page 94]
Creating an Onboarding Program [page 160]

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.

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Procedure

1. Go to Admin Center.
2. In the Tools Search field, enter Manage Onboarding 2.0 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

Creating a Responsible Group [page 151]

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8 Onboarding 2.0 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 groups for the tasks
based on Employee Central entities like job location or job code.

 Example

You 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
● Checklist
● Schedule Meetings
● Set Goals
● Prepare for Day One
● Where to Go
● Furnish Equipment

8.1 Configuring Equipment Categories

Equipment categories allow you to manage the equipment you want to make available as part of your onboarding
programs. This equipment must be listed before adding it to the Onboarding 2.0 program.

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.

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Context

You can include a task for ordering or furnishing equipment in your Onboarding 2.0 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.

 Example

You can create an equipment category for mobile phones with a list that includes different models.

Procedure

1. Go to Admin Center and choose On/Offboarding then select Manage Onboarding 2.0 and Offboarding 2.0 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.

 Note

You 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.

 Note

If 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.

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8.2 Preparing the Day One List for New Hires

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.

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

New Hires at different offices or in different positions (data analyst opposed to factory inspector) may need to
prepare differently for their first day. Onboarding 2.0 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. For example, they might remind
the new hire to get his education certificate, passport photographs, offer letter, and so on.

1. Creating a Prepare for Day One List [page 156]

Create a day one list to help new hires come prepared on their first day at work.
2. Defining a Business Rule to Select the Prepare for Day One List Activity [page 158]
Define a business rule to select the Prepare for day one list activity.

8.2.1 Creating a Prepare for Day One List

Create a day one list to help new hires come prepared on their first day at work.

Prerequisites

The Configuration for Prepare for Day One Task permission must be enabled.

Context

New hires at different offices or in different positions (data analyst opposed to factory inspector) prepare differently
for their first day. Onboarding 2.0 supports your unique business and processes by allowing you to create separate

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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.

 Example

Managers 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 2.0 and Offboarding 2.0 Tasks.
2. Choose the Task Settings tab then scroll to the Prepare for day one lists section.
3. Choose + New List.

 Note

You 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).

 Note

Items 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.

 Note

The 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.

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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.

Task overview: Preparing the Day One List for New Hires [page 156]

Next task: Defining a Business Rule to Select the Prepare for Day One List Activity [page 158]

8.2.2 Defining a Business Rule to Select the Prepare for Day

One List Activity

Define a business rule to select the Prepare for day one list activity.

Prerequisites

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 2.0 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.

 Example

A rule is set for an already created list with the List Name as List Of Items and ID as ID1.

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Results

The Prepare for day one list is available to new hires based on the defined business rule.

Task overview: Preparing the Day One List for New Hires [page 156]

Previous task: Creating a Prepare for Day One List [page 156]

8.3 Configuring Onboarding 2.0 Programs

You can define a set of tasks for new hires by configuring the Onboarding 2.0 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.

 Example

You 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.

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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

 Note

Configure 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 160]

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. Defining a Rule for Selecting the Onboarding Program [page 164]
Define 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

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● You must have View and Edit permissions to manage Onboarding programs.
● Check permissions by going to Onboarding Admin Object Permissions ONB2ActivitesConfig .

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.

 Example

You 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.

 Example

Consider 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 2.0 and Offboarding 2.0 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.

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 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 choos­
ing  (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 pre­
defined participants.

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 partici­
pants.

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 partici­
pants.

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.

Checklist Select the Add Item button to add your checklist.

Schedule Meetings Select the Add Meeting button to add standard meetings to the task.

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.

Where to go If the task is set as required, assign it to a responsibility group and set the Due Date.

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 prede­
fined participants.

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  Note

If 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.

 Note

There 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.

 Example

The 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 Description

 (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.

 Tip
Changing the name and description of the program is
optional. However, it is recommended to provide a dis­
tinct 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 2.0 and Offboarding 2.0 Tasks page.

Task overview: Configuring Onboarding 2.0 Programs [page 159]

Next task: Defining a Rule for Selecting the Onboarding Program [page 164]

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8.3.2 Defining a Rule for Selecting the Onboarding Program

Define 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 2.0 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: Configuring Onboarding 2.0 Programs [page 159]

Previous task: Creating an Onboarding Program [page 160]

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8.4 Adding a Central Orientation Meeting
A 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 2.0 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.

 Note

The 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.

 Note

The 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.

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 ○  (Delete) to delete a meeting.

Results

The meeting is added to the Central Orientation Meetings list.

8.5 Defining a Business Rule for the Central Orientation

Meeting

Define 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 2.0 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 2.0 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.

 Note

The 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.

 Example

A rule is set for an already added meeting with Meeting Subject as NEWHIREORIENTATION and ID as A1.

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7. Choose Save.

Results

A business rule is created with the specified conditions.

8.6 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 is 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 2.0 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.

 Remember

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.

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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 2.0 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:

Configuring a Business Rule for Archiving Onboarding Tasks [page 168]

You can configure 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 170]

You can create a batch job and configure it to manage the archival of onboarding/offboarding tasks.

8.6.1 Configuring a Business Rule for Archiving Onboarding

Tasks

You can configure business rule to automatically remove completed or irrelevant onboarding tasks from the
dashboard of the assigned Onboarding participants.

Context

Onboarding 2.0 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.

 Example

You can set a business rule to modify the default value of 90 days.

 Remember

Reuse 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.

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  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.

Next Steps

Create a batch job and configure it to archive Onboarding/Offboarding tasks.

Task overview: Archive Onboarding/Offboarding Tasks [page 167]

Related Information

Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 170]

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8.6.2 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.

 Remember

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.

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.

Results

Your batch job is now created. If you have defined the job occurrence parameter, the batch job executes
periodically.

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  Note

This 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 167]

Related Information

Configuring a Business Rule for Archiving Onboarding Tasks [page 168]

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9 Restart Onboarding 2.0 Process

With Onboarding 2.0, 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 Offborading 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 2.0. 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.

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 ONB2Process object)

● Hiring Manager (manager in the ONB2Process 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.

Restarting the Onboarding Process Manually [page 173]

You can manually restart the Onboarding process for a candidate from the Onboarding Dashboard.

Configuring Notifications in Onboarding 2.0 Restart Process [page 174]

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 2.0 Process to Restart [page 175]

Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to
the ONB2Process MDF object to implement the restart process.

Restarting Onboarding 2.0 Process with an External Applicant Tracking System [page 177]

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 Onboarding 2.0 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 2.0 [page 178]

When there is a transfer event created for an internal hire whose onboarding is in progress, the internal hire
process should be restarted.

9.1 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 2.0 or Offboarding 2.0 .

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.

Task overview: Restart Onboarding 2.0 Process [page 172]

Related Information

Configuring Notifications in Onboarding 2.0 Restart Process [page 174]

Configuring Onboarding 2.0 Process to Restart [page 175]
Restarting Onboarding 2.0 Process with an External Applicant Tracking System [page 177]

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Restarting Internal Hire Process in Onboarding 2.0 [page 178]

9.2 Configuring Notifications in Onboarding 2.0 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 2.0 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 2.0, 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.

Task overview: Restart Onboarding 2.0 Process [page 172]

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Related Information

Restarting the Onboarding Process Manually [page 173]

Configuring Onboarding 2.0 Process to Restart [page 175]
Restarting Onboarding 2.0 Process with an External Applicant Tracking System [page 177]
Restarting Internal Hire Process in Onboarding 2.0 [page 178]
Managing Email Templates in Onboarding 2.0 [page 131]
Accessing Email Services in Onboarding 2.0 [page 124]

9.3 Configuring Onboarding 2.0 Process to Restart

Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to the
ONB2Process 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 ONB2Process 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 ONB2Process object is now configured to handle an event related to restarting the onboarding process
based on the conditions specified in the business rule.

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Next Steps

To complete the configuration process, you must update the Onboarding 2.0 process flow. To do so, go to Admin
Center Update Process Flow for Onboarding 2.0 and Offboarding 2.0 and click Update.

Task overview: Restart Onboarding 2.0 Process [page 172]

Related Information

Restarting the Onboarding Process Manually [page 173]

Configuring Notifications in Onboarding 2.0 Restart Process [page 174]
Restarting Onboarding 2.0 Process with an External Applicant Tracking System [page 177]
Restarting Internal Hire Process in Onboarding 2.0 [page 178]
Creating a Business Rule for Restarting the Onboarding Process [page 176]

9.3.1 Creating a Business Rule for Restarting the Onboarding

Process

To configure Onboarding 2.0 to handle an event to restart the onboarding process, you must create a business rule
to apply on the ONB2Process object definition.

Prerequisites

Procedure

1. Go to Admin Center Configure Object Definitions .

2. Select Object Definition from the Search dropdown and then, select ONB2Process 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 ONB2Process 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.

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6. Select ONB2Process from the Base Object dropdown.
7. Click Continue.
8. 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.
9. Click Save.

You have successfully created a business rule.

Next Steps

Update the ONB2Process object with the business rule.

9.4 Restarting Onboarding 2.0 Process with an External

Applicant Tracking System

Onboarding 2.0 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

● Onboarding 2.0 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 HCM Suite.

 Note

Data 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.

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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 ONB2Process 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.

Task overview: Restart Onboarding 2.0 Process [page 172]

Related Information

Restarting the Onboarding Process Manually [page 173]

Configuring Notifications in Onboarding 2.0 Restart Process [page 174]
Configuring Onboarding 2.0 Process to Restart [page 175]
Restarting Internal Hire Process in Onboarding 2.0 [page 178]
Data Object Table in Employee Central
Employee Central OData API: EmpEmployment
SAP SuccessFactors HCM Suite OData API: ONB2Process

9.5 Restarting Internal Hire Process in Onboarding 2.0

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 2.0 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

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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:

● The assigned onboarding participants are required to perform all the associated tasks again.
● The respective onboardee 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 Onboarding 2.0 Process [page 172]

Related Information

Restarting the Onboarding Process Manually [page 173]

Configuring Notifications in Onboarding 2.0 Restart Process [page 174]
Configuring Onboarding 2.0 Process to Restart [page 175]
Restarting Onboarding 2.0 Process with an External Applicant Tracking System [page 177]

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10 Onboarding 2.0 Process Overview

An overview of how the standard onboarding business processes work in synergy from pre-onboarding
configuration till the start date of the new hire.

Onboarding 2.0 process can be initiated from:

● SAP SuccessFactors Recruiting Management

● An external Applicant Tracking System

Onboarding 2.0 Process starts with Initiate Onboarding and ends with the new hire getting converted into an
employee (internal user). After Onboarding is initiated, the Manager collects the new hire information, reviews the
data and adds a new hire task. On completion of this task the new hire gets access to the application from where
the new hire can access the paperwork tile, the To-Do tile and the tasks that the manager has assigned to the new
hire.

 Note

At 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 gets an email notification to
review and sign the document. 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 candidate, 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:

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Review New Hire Data:

Data validity checks on the 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.

 Note

This task is created only if there are discrepancies in new hire data.

Task Creation:

While onboarding tasks are initiated, a welcome message is sent to new hires with information about accessing the
system and getting started with onboarding related activities. These events occur simultaneously.

After setting up the onboarding tasks, participants in the onboarding process receive notifications. New hires get
access to the onboarding Home page and hiring managers or other onboarding participants get access to
information for processing the new hire.

Personal Data Collection:

After receiving the welcome message, new hires can log in to the onboarding home page to check their outstanding
tasks. Business rules configured in the system determine the accessibility of various tiles on the home page to the
new hires.

 Example

The visibility of Provide Personal Data tile on the home page is based on business rules. Therefore, If the Provide
Personal Data tile is accessible, new hires can provide information that the application does not already have
from the recruiting process and required by Employee Central.

After the personal data collection process is complete, the application checks for additional data requirements
from onboarding extensions. Based on the evaluation of configured business rules, additional task can be assigned
to new hires for onboarding data collection.

Document Collection Process:

In the document collection process, all the documents required in the onboarding process are gathered.
Documents that require a signature are sent to DocuSign. DocuSign notifies new hires about any documents that
require a signature. The status of the signed document availability is trackable from the onboarding dashboard.

After new hires furnish all the documents with signature, wherever required, the hire status is updated accordingly
and the new hires are placed in the Manage Pending Hires phase.

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  Example

New hires can complete their onboarding tasks a month before their start date and be in the pending hires
queue in Employee Central. An administrator can go ahead and hire the candidates. The hired candidates are
marked for conversion. During this time, new hires are still external users, even though they are hired as internal
users. New hires remain an external user until their start date is reached. During this phase, new hires can
access the home page as non-employees to view onboarding content.

A batch process converts new hires, who are external users to internal users on their start date.

10.1 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 2.0 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.

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

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single application from the Take Action menu on the Application portlet. 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.

 Note

1. 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.

 Note

Currently, 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.

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 ● Only the latest action details are displayed on the Application portlet.

Related Information

Settings for Onboarding Integration Setup

10.1.1 Handling Exceptions 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.

 Note

If you make any corrections to the candidate data and the mapping using the Recruit-to-Hire tool, you
might come across an error in the External User creation step. 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.

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Results

The system validates the data again and if no exceptions are observed, resumes the Onboarding process.

10.2 Reviewing New Hire Data

After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire
task.

Context

Generally, if there is a mismatch between the Recruiting and Employee Central data fields, the system creates a
task to correct the New Hire data. However, you can setup 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 tile group on your home page.

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 to begin the data review task.
The Provide Personal Data page appears. If you find some informatio pre-populated on this page, it is the result
of the Recruit-to-Hire mapping process.
3. After reviewing the data and making corrections, if required, 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.

Results

An email is sent to the new hire notifying them about the changes you've made. Also, task under Prepare the New
Team Members tile gets created at this stage.

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10.3 Onboarding Tasks

As a hiring manager you can access the new hire task list from the Prepare for New Team Members tile under the
To-Do, and Onboarding Dashboard tile under My Team section on the home page.

Prepare for New Team Members tile is the entry point to access all the tasks that you need to perform for the new
hire that you are responsible for.

 Note

You can view the details of the Prepare for New Team Members on a dashboard by clicking View in Dashboard. To
come back to the home page, click Done.

You can also access all the tasks that are assigned to you to onboard the new hire from the Onboarding Dashboard
tile. Additionally, you can also view the tasks assigned to other participants in the onboarding process on this
dashboard.

10.3.1 Onboarding Dashboard

You can access multiple new hires joining your team from the Onboarding dashboard, and perform the necessary
onboarding tasks for the new hires.

For the new hires to appear on the Onboarding dashboard, Employee Export permission must be enabled under
Manage User in Admin Center Manage Permission Roles <Permission Role> Permission... Administrator
Permissions .

On this dashboard, you can see the tasks assigned to the logged in user under My Tasks. The tasks assigned to
other participants, appear under Assigned to Others column under All Tasks tab. The task assignments to different
users happen while configuring the Onboarding programs.

 Note

If you are accessing the Onboarding Dashboard from the Prepare for New Team Members page, the Assigned to
Others column doesn't appear.

Tasks that you can perform from this dashboard:

● You can filter the list on the page based on the following criteria: Tasks, Tasks Status, New Team Member,
Hiring Manager, New Team Member Starting Date, 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.

 Note

You can save the filter criteria for future use. Click down-arrow next to Onboarding Dashboard 2*, and
select Save As on the My Views pop-up. Provide a name to the search criteria and click Ok.

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  Note

Currently, the filter criteria "Review Task for the New Hire", and "Review Task for the Employee Who's
Exiting the Company", are not supported under My Tasks filter.

● From the Onboard New Team Members dashboard, click the candidate'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 are not 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.

 Note

If 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 e-mail notification to the responsible users urging them to complete the task.

You can also add your custom message in the e-mail notification template to suit your purpose.

From the candidate details page, you can also perform the following actions by clicking Actions:
○ You can send an e-mail to the new hire.
○ 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.
○ You can also cancel the onboarding process of the candidate. This deletes all the tasks and records created
for this candidate from the dashboard. E-mail notifications are sent to all the participants informing them
about the cancellation of all the tasks. The candidate status is marked as Cancelled in the Onboarding
process.

● You can view the due date to complete the new hire activities that appear on this page.

 Note

If the due date is less than three days, it appears color coded. If any task is overdue, it appears in "red".

● You can also see the tasks assigned to the logged in user under My Tasks.
The new hire tasks that you need to perform are listed below:
○ Schedule Meetings
○ Write a Welcome Message
○ Prepare for Day One
○ Assign a Buddy
○ Set Goals
○ Where to Go
○ Recommended People
○ Recommended Links

 Note

The new hire tasks created for a new hire come from the programs that are already defined in Admin
Center Manage Onboarding 2.0 Tasks . Therefore, when you choose a program for the new hire, and 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.

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 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, lets say Germany, then the tasks are picked from the Germany
Onboarding program.

 Note

This 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 will only appear 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.

10.4 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 is not 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.

To reset the password, and to log in to the application, the new hire should 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 should 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.

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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.

10.5 Providing Data for Personal Paperwork

After logging into the application, the onboardees 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 onboardee. The task appears on
the Provide Data For Onboarding tile of the onboardees' home page.

Context

To review the personal data obtained from recruiting system, and to provide the missing information, the
onboardees should perform the following actions:

Procedure

1. Click Provide Data For Onboarding tile of the onboardees' home page.

A pop-up message appears on the Provide Personal Data page, asking the onboardees to provide personal
details so that the paperwork can be prepared for the onboarding process.
2. On the Provide Personal Data page, the onboardees provide their personal details, for example, first name, last
name, contact details, home address, and, so on. They also validate the pre-populated information that is
obtained from the recruiting system.

 Note

There are very limited set of fields that the onboardees are allowed to edit. They cannot edit the Hire Date,
Company ID, and the Event Reason fields. Also, they cannot view the Job Information details.

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3. Click Submit on the Provide Personal Data page. Once again clickSubmit 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 onboardees' have been updated for the ongoing onboarding process.

10.5.1 Reviewing Personal Data Collection Information

As a manager, you can edit and review the new hire personal data collected during onboarding process. This
includes data sent using Recruiting Management through mapping fields with Employee Central, data added or
updated in the Correct New Hire Data step, or data provided by the new hire during Personal paperwork.

Prerequisites

Enable the following permissions from Admin Center Manage Permission Roles <Permission Role>
Permission... Administrator Permissions Manage Onboarding 2.0 or Offboarding 2.0 :

● Permission to View and Edit Personal Data

● Permission to View and Edit Additional Onboarding Data
● Permission to View Onboarding Documents

Procedure

1. Select Onboard New Team Members tile from the home page.

Onboard New Team Members page opens.

2. Select the View All Tasks link for the candidate for whom you want to access new hire data, access additional
Onboarding data, or view Onboarding documents.
3. On the candidate details page, click Actions menu on the Candidate Profile header and perform the following
review actions:

○ Select Access New Hire Data to view and edit new hire data.
○ SelectAccess Additional Onboarding Data to view and edit additional new hire data.
○ 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.

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 The manager and the participants of the Onboarding process can access New Hire documents throughout
the Onboarding Process as well as after the candidate is converted as an Internal user, by selecting View
Documents.

 Note

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 discrepencies. To Restart the
Onboarding process manually, refer to the Related Links section.

Also, note that the Onboarding process for a candidates will get restarted if you change their joining date of
their manager.

Related Information

Restarting the Onboarding Process Manually [page 173]

10.6 Providing Data for Additional Paperwork

After completing the personal paperwork, if there are any Onboarding-specific fields configured in the Succession
Data Model, the onboardee 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 Paperwork 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 onboardees.

If the conditions specified in the above rules are satisfied, Complete Additional Onboarding Tasks tile is created and
assigned to the onboardee.

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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 onboardees 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.

10.7 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 Maintain Document Templates . Forms with signature field directly go to
DocuSign, 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.

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10.7.1 e-Signature Methods Supported in Onboarding 2.0

e-Signatures accelerate the Onboarding process, 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. Therefore, it's
essential that the new hire as well as the hiring manager/participants in the hiring process, mutually agree on key
information entered during the Onboarding process 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 2.0:

● Embedded signature: The embedded signature functionality is supported by 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.

 Note

SuccessFactors eSignature is an in-house application of SAP SuccessFactors for e-Signatures.

 Note

Currently, e-Signature functionality is not supported on mobile. Also, e-Signature is supported on Chrome,
Firefox, and Safari. It is not supported on Interner Explorer.

● 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.

 Note

Customers need to have a DocuSign license to be able to use this.

10.7.1.1 Setting Up DocuSign for Onboarding

Adding DocuSign integration to Onboarding allows onboarding participants to sign their documents electronically.

Prerequisites

● Customers need a DocuSign corporate account. If a customer already has a DocuSign corporate account (for
example, one used with Recruiting), it can also be used for Onboarding.
● If you do not have an existing DocuSign Account, contact your SuccessFactors account executive to purchase a
subscription to SAP Signature Management by DocuSign.

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● 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.
● Once the account is created, DocuSign provides the account ID.
● 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
Configure DocuSign eSignature permission, go to Admin Center Manage Permission Roles <Permission
Role> Permission... Administrator Permissions Configure DocuSign eSignature .

Context

DocuSign doesn't support embedded e-Signature method but only supports remote e-Signature method.
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.

Procedure

1. Go to Provisioning Company Settings and enable the Enable DocuSign Adaptor checkbox.

 Remember

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.

2. Go to SAP SuccessFactors HCM 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. To use DocuSign e-Signature functionality, go to Admin Center Onboarding 2.0 General Settings page
and switch to Remote e-Signature.

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.
8. Click Switch on the Change to Remote Signature popup.

 Note

In case you're trying to switch to Remote e-Signature without enabling DocuSign Adaptor in Provisioning,
or without maintaining the DocuSign account details in Admin Center, an error message appears informing
you that your configuration is incomplete and you should contact SAP Cloud Support to enable DocuSign
in Provisioning.

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Results

10.7.1.1.1 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.

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10.7.1.2 Setting Up SuccessFactors e-Signature

To render the embedded e-Signature functionality to the signatory, configure 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.

 Note

The 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 2.0 or Offboarding 2.0 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 SuccessFactors e-Signature functionality, go to Admin Center Platform Feature Settings
and select Enable SuccessFactors eSignature.
● To trigger email notifications for 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 Trigger
○ (ONB) Documents signed by New Hire Template

Procedure

1. To use embedded e-Signature, go to Admin Center Onboarding 2.0 General Settings page.

 Note

Embeded e-Signature is selected by default on the Onboarding 2.0 General Settings page.

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  Note

In case you're trying to switch to embedded e-Signature without enabling 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

When the document flow is initiated after the data collection, the Complete e-Signing of documents To-Do tile
appears on the home page.

 Note

The 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.

10.7.1.2.1 Features Supported in SAP SuccessFactors Electronic

Verification of Documents

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 and the date of the signature.

 Note

The 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.

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 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.

10.8 Hiring the Candidate from Manage Pending Hires

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 2.0 (number of pending hires) .

You can sort and search based on the filters that are available on this page. You can map the Onboarding 2.0
fields to Employee Central fields. This mapping makes the fields available to configure the columns in Manage
Pending Hires.

 Note

The 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.

 Note

The information on this page can be mapped from the Recruiting-to-Hire page.

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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.

 Note

If 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.

 Note

The 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

10.8.1 Accessing the New Hire Data

After the Manage Pending Hire step and prior to the new hire's first working day in the organization, you can search
for the new hire and access the new hire data.

Prerequisites

Enable Include Inactive Employees in the search option in Admin Center Manage Permission Roles . For more
information, refer to the Related Information.

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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 2.0 and Offboarding 2.0 [page 52]

10.9 Running a Conversion Job

The Conversion job runs on the start date of the candidate, at this stage the candidate is still an external user. The
conversion job runs to convert the candidate into an Employee.

Context

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).

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10.10 Receiving the Welcome e-mail and Setting New Password

The new hire who's now an internal user gets an autogenerated Welcome e-mail on the start date.

Context

The Welcome e-mail contains logon Information and a URL to reset the password.

To set the password for the SAP SuccessFactors application, the employee should perform the following steps:

Procedure

1. Click the URL, on the logon page, enter the Username that you received in your welcome e-mail.
2. Enter your password, click Login.

Results

The employee can now see more number of tiles, for example, My Info, My Peers along with the tiles that the
employee could view an external user. For more information on how to manage Home page tile for new employees,
refer to the Related Links section.

Related Information

Managing Home Page Tiles for New Hires [page 149]

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11 Process Variant Manager

You can use the Process Variant Manager to add flexibility into the standard onboarding and offboarding
processes.

You can use this functionality to create a business process that better fits your business requirements. You will also
have the flexibility to modify your own processes.

You can access the Process Variant Manager from Admin Center. To access the Process Variant Manager , you must
enable Administrate Onboarding 2.0 or Offboarding 2.0 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, Crossboarding,
and Offboarding. You can also add new processes, manage the process flows, and define the business rules for the
processes.

On the Process Variant Manager page, you can see one default process for Onboarding and one for Offboarding,
along with all other existing processes.

 Note

The default processes are indicated by a lock icon next to them. You cannot edit the Process Flow Name and
Description of these processes. Also, these processes cannot be deleted.

Related Information

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]

11.1 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 2.0 is enabled in Provisioning.

The Onboarding default process includes the following standard steps:

● Correct New Hire Data: This is the first step in the process. In this step, the new hire verifies the personal
information.
● New Hire Tasks: This step is initiated by the hiring manager. This step is executed in parallel to the Correct New
Hire Data step.
● Personal Data Collection: In this step, the new hire provides the personal data. This step is executed after the
Correct New Hire Data step.

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● Onboarding Data Collection: In this step, the new hire provides the data specific to the Onboarding process.
● 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 is 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 more information on how to define business rules for
multiple Document Flows, refer to the Related Information section.

 Note

First activate the Process Variant for Multiple Document flow and then configure the business rules.

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 121]

11.2 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.

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Process Variant Manager PUBLIC 203
  Note

The 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).

11.3 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

1. Go to Admin Center and in the tools search field, enter Process Variant Manager.

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.

 Note

The 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.

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 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 proc­
ess where the new hire's can review their personal data ob­
tained from recruiting system for accuracy and update the
missing information.

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.

Document Flow Once the new hire completes the personal and additional pa­
perwork for the onboarding process, a document gets gener­
ated. As per configuration, if this document requires signa­
tures from the hiring manager and the new hire, it is sent to
the Signature step.

 Note

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 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.

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11.3.1 Defining Business Rules for the Process Flow

Create 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
the Quick Onboarding Process will be effective between certain dates and whoever joins the organization between
those dates will be going through the Quick Onboarding Process flow.

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12 Internal Hire Process

Onboard internal employees who will 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 condusive 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 may be a 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.

You can configure your application and setup conditions for Internal Hire process by:

Prerequisites for Internal Hire Process [page 207]

For a seamless implementation of the Internal Hire process, certain prerequisites must be met.

Initiating Internal Hire Process from Employee Central [page 214]

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.

Initiating Internal Hire Process from Recruiting Management [page 216]

Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process
from your Recruiting Management instance.

Initiating Internal Hire Process From an External Applicant Tracking System [page 218]
Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process
from your external Applicant Tracking System.

12.1 Prerequisites for Internal Hire Process

For a seamless implementation of the Internal Hire process, certain prerequisites must be met.

Here's a list of prerequisites that you should configure:

Configuring Notifications for Internal Hire Process [page 208]

By configuring notifications, you can keep all the involved onboarding participants updated with
information relevant to different stages of the Internal Hire process.

Configuring a Business Rule to Initiate Internal Hire Process [page 211]

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.

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 Configuring Employee Transfer Event Rule [page 213]
Configure a business rule to evaluate if a transfer event is triggered due to a change in the job information
of an employee.

Parent topic: Internal Hire Process [page 207]

Related Information

Initiating Internal Hire Process from Employee Central [page 214]

Initiating Internal Hire Process from Recruiting Management [page 216]
Initiating Internal Hire Process From an External Applicant Tracking System [page 218]

12.1.1 Configuring Notifications for Internal Hire Process

By configuring 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
2.0, refer to the Related Information section.

Context

Onboarding 2.0 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.

 Note

All 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 .

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 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 2.0, 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: Prerequisites for Internal Hire Process [page 207]

Related Information

Configuring a Business Rule to Initiate Internal Hire Process [page 211]

Configuring Employee Transfer Event Rule [page 213]
Accessing Email Services in Onboarding 2.0 [page 124]
Managing Email Templates in Onboarding 2.0 [page 131]

12.1.1.1 Maintaining Email Templates Specific to Internal Hire

Process

Create a copy of Onboarding 2.0 email templates to customize notifications specific to your Internal Hire process.

Prerequisites

● Create a business rule to filter email templates for Internal Hire process.

 Remember

While 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 2.0.

Onboarding 2.0
Internal Hire Process PUBLIC 209
  Remember

While 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 2.0 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 2.0 and customizing it as per your requirement.

When you copy an email template that is currently in service for Onboarding 2.0, you must ensure the system is
able to dynamically select the right email template for generating notifiations for Onboarding 2.0 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.

 Note

While 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.

 Note

If 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.

Onboarding 2.0
210 PUBLIC Internal Hire Process
 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 2.0 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

Configuring Business Rule for Filtering Email Templates [page 129]

12.1.2 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

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. 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.

Onboarding 2.0
Internal Hire Process PUBLIC 211
  Example

Results

You have successfully created a business rule to evaluate conditions for Internal Hire process.

Task overview: Prerequisites for Internal Hire Process [page 207]

Related Information

Configuring Notifications for Internal Hire Process [page 208]

Configuring Employee Transfer Event Rule [page 213]

Onboarding 2.0
212 PUBLIC Internal Hire Process
12.1.3 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.

Context

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. 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.

 Example

Onboarding 2.0
Internal Hire Process PUBLIC 213
Task overview: Prerequisites for Internal Hire Process [page 207]

Related Information

Configuring Notifications for Internal Hire Process [page 208]

Configuring a Business Rule to Initiate Internal Hire Process [page 211]

12.2 Initiating Internal Hire Process from Employee Central

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.

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.

 Note

Transfer events are created only for changes made to the job or compensation information of an employee.

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.

Onboarding 2.0
214 PUBLIC Internal Hire Process
 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.

 Note

The 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 2.0, 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 2.0 with the only exception that the Manage
Pending Hires step is not a part of the Internal Hire process.

Task overview: Internal Hire Process [page 207]

Related Information

Prerequisites for Internal Hire Process [page 207]

Initiating Internal Hire Process from Recruiting Management [page 216]
Initiating Internal Hire Process From an External Applicant Tracking System [page 218]
Data Collection Process in Onboarding 2.0 [page 92]
Configuring Employee Transfer Event Rule [page 213]
Configuring a Business Rule to Initiate Internal Hire Process [page 211]

Onboarding 2.0
Internal Hire Process PUBLIC 215
12.3 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 should 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 2.0.
● Employee transfer event should be configured in your system. For more information about configuring an
employee transfer event, refer to the "Configuring an Employee Transfer Event" topic 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.

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
Related Information section.
New hire validation begins. Any discrepancies found in the data will result in an error. For information about
handling exceptions reported in the Onboarding process, see the Related Information section.

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.

 Note

The 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.

Onboarding 2.0
216 PUBLIC Internal Hire Process
  Remember

Proper mapping of the fields in the Recruit to Hire Mapping tool in accordance with the Employee Data Model
ensures a seamless Internal Hiring process.

 Note

If 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 re-triggered.

Data review task is created, based on your business rule definitions in the system. For more information about the
data collection process in Onboarding 2.0, 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.

Task overview: Internal Hire Process [page 207]

Related Information

Prerequisites for Internal Hire Process [page 207]

Initiating Internal Hire Process from Employee Central [page 214]
Initiating Internal Hire Process From an External Applicant Tracking System [page 218]
Initiating Onboarding [page 182]
Data Collection Process in Onboarding 2.0 [page 92]
Handling Exceptions in the Onboarding Process [page 184]
Configuring Employee Transfer Event Rule [page 213]

Onboarding 2.0
Internal Hire Process PUBLIC 217
12.4 Initiating Internal Hire Process From an External
Applicant Tracking System

Onboard existing employees pursuing a new role within your organization by initiating 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 2.0 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 2.0 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.

 Remember

While 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.

Onboarding 2.0
218 PUBLIC Internal Hire Process
Results

Internal Hire process is initiated subject to the conditions specified in the business rule.

 Note

The 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 2.0, 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 2.0 with the only exception that the Internal Hiring
process doesnt include the Manage Pending Hires step.

Task overview: Internal Hire Process [page 207]

Related Information

Prerequisites for Internal Hire Process [page 207]

Initiating Internal Hire Process from Employee Central [page 214]
Initiating Internal Hire Process from Recruiting Management [page 216]
Data Object Table in Employee Central
Configuring an Employee Transfer Event
Integration of an External Applicant Tracking System with Onboarding 2.0 [page 87]
Employee Central OData API Reference Guide

Onboarding 2.0
Internal Hire Process PUBLIC 219
13 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 2.0 together with Onboarding 2.0, or as a stand-alone product within SAP
SuccessFactors HCM Suite.

13.1 Implementing Offboarding 2.0

Before using Offboarding 2.0, you must enable it in Provisioning, assign the necessary role-based permissions,
configure certain settings.

The workflow for implementing Offboarding 2.0 can be broadly described as shown below:

Implement Offboarding by:

1. Enabling Offboarding 2.0 [page 221]

To use the Offboarding application in your instance you must enable Offboarding 2.0 from provisioning.
2. Role-Based Permissions for Offboarding 2.0 [page 222]
After you enable Offboarding 2.0, 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 224]
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 225]
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 227]
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 228]
You can configure business rule to automatically remove completed or irrelevant offboarding tasks from the
dashboard of the assigned Offboarding participants.

Onboarding 2.0
220 PUBLIC Offboarding
7. Configuring Offboarding 2.0 Programs [page 230]
You can define a set of tasks to employees leaving the company based on entities like job location, job code
by configuring the Offboarding 2.0 programs.
8. Accessing Email Services in Offboarding 2.0 [page 235]
You can access the preconfigured email templates for Offboarding 2.0 to help channel vital information to
the participants of the Offboarding process, for reference or action or both.

13.1.1 Enabling Offboarding 2.0

To use the Offboarding application in your instance you must enable Offboarding 2.0 from provisioning.

Prerequisites

● The following switches must be enabled from Provisioning:

 Remember

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.

○ 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 2.0.
5. Click Save and enter your company Id to confirm changes.

Results

Offboarding 2.0 is enabled in your system. The following rules added to the system by default.

Onboarding 2.0
Offboarding PUBLIC 221
Rule Name Description

ONB2_OFB_EmployeeReviewCheck Allows offboarding employee to review the offboarding

information.

ONB2_OFB_ManagerReviewCheck Allows manager to review the offboarding information

 Note
The rule is set to false by default.

Task overview: Implementing Offboarding 2.0 [page 220]

Next: Role-Based Permissions for Offboarding 2.0 [page 222]

13.1.2 Role-Based Permissions for Offboarding 2.0

After you enable Offboarding 2.0, 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 2.0, you should set up role-based permissions for Admin User, Hiring
Manager, and employees leaving the company (as External Users).

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

 Note

If you are implementing only Offboarding 2.0 without Onboarding 2.0, 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.

Under User or Administrator Permis­

sions? Permission Location Permission Name

Admin Manage Onboarding 2.0 or Offboarding Administrate Onboarding 2.0 or

2.0 Offboarding 2.0 content

Admin Manage Onboarding 2.0 or Offboarding Permission to Cancel Offboarding

2.0

Admin Onboarding 2.0 or Offboarding 2.0 Admin Document Template

Object Permissions

Admin Onboarding 2.0 or Offboarding 2.0 Admin ONB2OffboardingActivitiesConfig

Object Permissions

Admin Onboarding 2.0 or Offboarding 2.0 Admin ONB2ResponsibilityConfig

Object Permissions

Onboarding 2.0
222 PUBLIC Offboarding
Under User or Administrator Permis­
sions? Permission Location Permission Name

User Onboarding 2.0 or Offboarding 2.0 Object Asset Task

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object Document Flow

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object Document Data

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object ONB2KnowledgeTransferPlanActivity

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object ONB2KnowledgeTransferTaskActivity

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object "Meeting" Task

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object ONB2Process

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object ONB2ScheduledMessageActivity

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object Equipment Type

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object Equipment Type Value

Permissions

User Onboarding 2.0 or Offboarding 2.0 Object ONB2ProcessTrigger

Permissions

Admin Configure Email Framework Permissions Configure Email Categories

Admin Configure Email Framework Permissions Configure Email Triggers

Admin Configure Email Framework Permissions Configure Email Templates

Admin Configure Email Framework Permissions Configure Audit Trail

Admin Configure Email Framework Permissions Allow Resend Emails

Admin Manage Document Generation Manage Document Template

Admin Manage Document Generation Manage Document Template Mapping

Admin Manage Document Generation Generate All Documents as Admin

User Manage Document Generation Tem­ Generate Documents(All)

plates

Admin Configure Document Management Configure Document Management

Admin Configure DocuSign eSignature Configure DocuSign eSignature

Onboarding 2.0
Offboarding PUBLIC 223
Under User or Administrator Permis­
sions? Permission Location Permission Name

Admin Configure DocuSign eSignature Manage DocuSign envelope

Parent topic: Implementing Offboarding 2.0 [page 220]

Previous task: Enabling Offboarding 2.0 [page 221]

Next task: Setting a Business Rule to Configure Offboarding Initiation [page 224]

Related Information

Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]
Role-Based Permissions for Onboarding 2.0 and Offboarding 2.0 Tasks [page 57]
Role-Based Permissions for Email Services [page 63]
Role-Based Permissions for New Hires as External Users [page 65]
Role-Based Permissions for New Hire Data Review [page 69]
Assigning Permissions to a Role [page 39]

13.1.3 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
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

1. Go to Admin Center Configure Business Rules .

Onboarding 2.0
224 PUBLIC Offboarding
 The Business Rules Admin page opens.
2. Click  Create New Rule.

The Configure Business Rule page opens.

3. Select Initiate Offboarding Configuration from the Onboarding 2.0 section.

The Initiate Offboarding Configuration dialog opens.

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. Click Continue.

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.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous: Role-Based Permissions for Offboarding 2.0 [page 222]

Next task: Setting the Rule for Data Review for the Employee Leaving the Company [page 225]

Related Information

Initiating Offboarding Process [page 237]

13.1.4 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.

Onboarding 2.0
Offboarding PUBLIC 225
The managers task to review this information is activated only when the ONB2_OFB_ManagerReviewCheck is
evaluated to true by the Offboarding process.

Procedure

1. Go to Admin Center Configure Business Rules .

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.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous task: Setting a Business Rule to Configure Offboarding Initiation [page 224]

Next task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 227]

Related Information

Reviewing Offboardee Information as an Employer [page 238]

Onboarding 2.0
226 PUBLIC Offboarding
13.1.5 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

1. Go to Admin Center Configure Business Rules .

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.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous task: Setting the Rule for Data Review for the Employee Leaving the Company [page 225]

Next task: Configuring a Business Rule for Archiving Offboarding Tasks [page 228]

Related Information

Onboarding 2.0
Offboarding PUBLIC 227
Reviewing the Offboarding Information as an Employee [page 240]

13.1.6 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 2.0 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.

 Example

You can set a business rule to modify the default value of 90 days.

 Remember

Reuse 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.

Onboarding 2.0
228 PUBLIC 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.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 227]

Next task: Configuring Offboarding 2.0 Programs [page 230]

Related Information

Archive Onboarding/Offboarding Tasks [page 167]

Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 170]

Onboarding 2.0
Offboarding PUBLIC 229
13.1.7 Configuring Offboarding 2.0 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 2.0 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 onboarding 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 230]

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 234]
To select the required Offboarding program for the employee, you must set a rule using the Select
Offboarding Task Configuration scenario.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous task: Configuring a Business Rule for Archiving Offboarding Tasks [page 228]

Next task: Accessing Email Services in Offboarding 2.0 [page 235]

13.1.7.1 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.

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● 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 2.0 and Offboarding 2.0 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 2.0 and Offboarding 2.0 Tasks. Access the tool
by clicking on the search result.

The Manage Onboarding 2.0 and Offboarding 2.0 Tasks page opens and the Offboarding 2.0 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.

Task Additional Information

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).
○ 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.

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 Task Additional Information

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
○ You can also create localized versions for the languages configured in
your system by clicking  (Translate).
○ 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.

Announcing Employee termination to the Allows you to add a default text that participants can use while writing the
team 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
○ You can also create localized versions for the languages configured in
your system by clicking  (Translate).
○ 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.

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.

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  Note

If 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.

 Note

There 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.

 Tip
Changing the name and description of the program is
optional. However, it is recommended to provide a dis­
tinct 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 Offboarding 2.0 Tasks page.

Task overview: Configuring Offboarding 2.0 Programs [page 230]

Next task: Setting a Rule for Selecting an Offboarding Program [page 234]

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Related Information

Responsible Groups in Onboarding 2.0 [page 150]

13.1.7.2 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

1. Go to Admin Center Configure Business Rules .

The Business Rules Admin page opens.

2. Click  Create New Rule.

The Configure Business Rule page opens.

3. Select Select Offboarding Task Configuration from the Onboarding 2.0 section.

The Select Offboarding Task Configuration dialog opens.

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. Click Continue.

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 2.0 Programs [page 230]

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Previous task: Creating an Offboarding Program [page 230]

13.1.8 Accessing Email Services in Offboarding 2.0

You can access the preconfigured email templates for Offboarding 2.0 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 2.0, 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.

Task overview: Implementing Offboarding 2.0 [page 220]

Previous task: Configuring Offboarding 2.0 Programs [page 230]

Related Information

Role-Based Permissions for Email Services [page 63]

13.1.8.1 Preconfigured Email Templates in Offboarding 2.0

Email Templates are pre-formatted files that serve as a starting point in the process of creating email notifications.

Offboarding 2.0 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.

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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 Meeting updated for (OFB) A meeting updated for Notify assigned offboarding
participants participants Template participants about meeting
updates.

2 Announce the Termination of (OFB) Announce Termination Notify the coworkers about
an employee Message Template the termination of employee.

3 Farewell message Added (OFB) Farewell Message Notify the employee about the
Template updated farewell message.

4 Knowledge Transfer task (OFB) KT Task Cancel Notify the participants about
Cancellation Template cancellation of the Knowledge
Transfer task.

5 Knowledge Transfer task (OFB) KT Task Complete Notify the participants about
Completion completion of the Knowledge
Transfer task.

6 Knowledge Transfer task (OFB) KT Task Receipt Notify the participants when
Assigned Template the Knowledge Transfer task
is assigned.

7 Knowledge Transfer task (OFB) KT Task Update Notify the participants when
Updated Template the Knowledge Transfer task
is updated.

8 Assets are Updated (OFB) Manage Assets Notify the employee to return
Updated Message To the assets.
Employee Template

9 Offboarding Process (OFB) Offboarding Cancelled Notify the offboarding

Cancellation Template participants about
cancellation of the
offboarding process for an
employee.

10 Resignation Approval sent to (OFB) Resignation Approval Notify the employee that the
Employee Message To Employee resignation has been
Template approved.

11 Resignation Approval sent to (OFB) Resignation Approval Notify the offboarding

Participants Message To Participants participants that the
Template resignation has been
approved for an employee.

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13.2 Offboarding 2.0 Process Overview

An overview of how the Offboarding business processes work in synergy after employee resignation till the exit of
the employee.

Offboarding 2.0 process can be initiated from SAP SuccessFactors Employee Central.

Offboarding 2.0 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.

13.2.1 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.

 Note

You 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.

 Note

For more information on filling termination details, see Terminating an Employee in Related Information.

6. Click Save.

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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.

 Note

If 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 Employee
Configuring Standard Tiles on the New Home Page

13.2.2 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.

 Note

If 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 onboardee 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:

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● 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.

 Note

The 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 94]

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13.2.3 Reviewing the Offboarding Information as an Employee

As an Offboardee, you can verify and update your details like job information, personal information, last working
day, and compensation.

Prerequisites

● ONB2_OFB_EmployeeReviewCheck business rule must be evaluated to true by the Offboarding process.

● The following permission must be enabled:
○ Employee Central Effective Dated Entities
○ Employee Views

Context

As an Offboardee 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.

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13.2.4 Creating a Knowledge Transfer Plan

To capture, store, and share critical knowledge of the offboardees within the organization before they leave, you
must 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 ONB2KnowledgeTransferPlanActivity and ONB2KnowledgeTransferTaskActivity permission is enabled.

Procedure

1. Log in to the application.

2. On the home page, click Offboard Team Members tile under the My Team section.

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
and the offboarding employee in the home page.

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13.2.5 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 or update the status and notify the hiring manager.
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 or task completion.
The status of the task is changed to Completed.

13.2.6 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.

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Procedure

1. Log in to the application.

2. On the home page, click the Offboard Team Members tile under the To Do section.

 Note

You 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.

 Note

You 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.

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13.2.7 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 Offboard Team Members dialog box opens.

3. Click the name of the offboarding employee from the Offboardees column.

The list of tasks for the offboarding employee appears

4. Click Start for the List Assets to be Returned task.

The List Asset to be Returned page opens.

 Note

If 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.

6. Select the Asset Type, Model, Serial Number, and Return Status.

 Note

If 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.

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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.

 Note

You can also track the assets to be returned in the Your Offboarding Task tile.

13.2.8 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.

 Note

If 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.

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7. Click Save to update the return status and addition of new assets.

 Note

You 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.

 Note

No email notification is sent to the Offboardee when the tracking return of assets task is complete, as no action
is required from Offboardee.

13.2.9 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.

● You should enable the ONB2ScheduledMessageActivity permission. For more information, see the Related
Information section.

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 offboarding employee from the Offboardees column.

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.

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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.

 Note

Click + 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 2.0 [page 222]

13.2.10 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

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● Other

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 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.

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.

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14 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.

 Note

We only allow for Rehire on New Employment.

14.1 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 2.0 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 2.0 and Offboarding 2.0 topic in the Related Information.

Related Information

Rehiring an Employee
Creating Dynamic Permission Groups
Role-Based Permissions for Administrators in Onboarding 2.0 and Offboarding 2.0 [page 52]

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14.2 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.

14.3 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.

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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.

 Note

While 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.

 Note

The 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.

 Note

If 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

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14.4 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.

 Note

If 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 250]

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15 Data Protection and Privacy

15.1 Data Protection and Privacy Content is Centralized

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.

 Note

SAP 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

15.2 Data Retention Management Options

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.

 Remember

We 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.

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Data Protection and Privacy PUBLIC 253
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.

 Note

If 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.

 Restriction

Be 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.

15.3 Data Retention Time Management for Onboarding 2.0

Learn how to use Data Retention Time Management with Onboarding 2.0.

In Onboarding 2.0, you can purge data captured during the onboarding process for internal as well as external users
by creating a purge request under Admin Center Data Retention Management tool using the DRTM
Onboarding 2.0 Purge purge group. Internal users are those who have been converted to employees whereas
external users are those who have not yet been converted to employees.

There are three types of Data purge:

● Data Retention Time Management (DRTM) Onboarding 2.0 purge: The DRTM Onboarding 2.0 purge is used to
remove all data related to Onboarding which has been captured during the Onboarding process.
● Data Retention Time Management (DRTM) Audit Data purge: The DRTM Audit Data purge removes data from
audit logs for that are used to generate personal data audit reports for data protection and privacy. You can use
DRTM to purge audit data for external onboarding users. When you include external onboarding users in a
DRTM Audit Data purge request, all of the audit data for the external users can be successfully purged.
● Data Retention Time Management (DRTM) Master data purge: The DRTM Master Data purge is used to fully
purge inactive users and their associated data based on a single, common retention time.

The following objects are included under the DRTM Onboarding 2.0 Purge purge request type:

Object Description

Data Collection Extension Purging all the information of User collected as part of
Custom Data Collection and its Notifications.

Documents All the documents of user and specific notifications are

purged.

Process and User Data Purging all user specific data like Employee Data, MDF Data,
BPE Data, email notifications.

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Object Description

Tasks/Activities New Hire activities data and specific email notifications are
purged.

If the onboarding process is canceled, then the new hire is marked as Inactive. In this case, the data purge happens
in two stages:

1. You must purge data captured during the onboarding process by creating a purge request under Admin
Center Data Retention Management tool using the DRTM Onboarding 2.0 purge group
2. You can purge the inactive user by creating a purge request under Admin Center Data Retention
Management tool using the DTRM Inactive User Purge purge group.

For more information about purging inactive users and all data, refer to the Related Information section.

Manage data retention and purge activities for documents stored in DocuSign directly through DocuSign.

For detailed information about how data purge works in the SAP SuccessFactors HXM Suite, refer to the Related
Information section.

Data Retention Time

In Onboarding 2.0, you can configure different retention times for different objects of the onboarding process. The
exact end date of the retention period is determined by a base date, which is the date from which retention time is
calculated. In Onboarding 2.0, the base date is the new hire's start date.

 Example

If you configure the retention time for new hire data to be seven years, the retention time for a given form would
be seven years after the respective new hire's start date.

 Note

For canceled onboarding scenarios, the base date would be the date when onboarding is canceled.

For more information about configuring data retention times, refer to the Related Information section.

Related Information

Retrieving an Onboarding 2.0 External User Report During a Data Purge [page 256]

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Data Protection and Privacy PUBLIC 255
15.3.1 Retrieving an Onboarding 2.0 External User Report
During a Data Purge
Generate or extract external user IDs based on PersonType while performing a data purge.

Context

When the Onboarding process is cancelled for an external user, you must purge the external user's personal data.
To purge external user data, upload a list of external user IDs in an inactive user purge.

To upload the .csv file to the inactive data purge, remove all information from the file except the user ID. The
inactive user purge excludes any users not in an inactive status.

 Caution

Users who have a legal holding must be excluded from a data purge, otherwise known as a purge freeze. It is
important that these users are manually excluded from the inactive user file.

Procedure

1. Go to Admin Center Integration Center My Integrations and click Create to create a new integration
such as a Scheduled Simple File Output Integration to retrieve a report through an SFTP transfer.
2. In Create New Scheduled CSV File Output Integration, type "PerPersonal" in the Search for Entities by Entity
Name field, to access the Personal Information (Per Personal) entity.
3. Select the initial necessary personal information attributes to distinguish the user record in Data Preview such
as First Name, Middle Name, Last Name, and Gender and then click Select.

 Note

Person ID External and Start Date are enabled by default.

4. In Create New Scheduled CSV File Output Integration, under Options, provide the file name for your new
integration, output file type, file delimiter, header type, and footer type.
5. Click Next to go to Configure Fields, where you can view your selected entities from Data Preview as columns in
your CSV File Output Integration table.

6. In Configure Fields, click Add Add Field .

7. To add personType in PersonTypeUsage column to the Personal Information (PerPersonal) table, perform the
following actions:

a. In Configure Fields, click Add Add Field .

b. In Find Field Starting From Personal Information, create an additional column to filter the record based on
PersonTypeUsage by entering personType in PersonTypeUsage in the search field.
c. Click Add Association "User ID".
8. To add User ID-Employee Details column to the Personal Information (PerPersonal) table, perform the following
actions:

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256 PUBLIC Data Protection and Privacy
 a. In Configure Fields, click Add Add Field .
b. In Find Field Starting From Personal Information, create an additional column to filter the record based on
PersonTypeUsage by entering personType in PersonTypeUsage in the search field.
c. In Entity Tree View, navigate to select personNav, employmentNav, and User ID.
d. Click Add Association "User ID".

User ID is part of the employment data.

You now have some personal information associated with the User ID.
9. Click Next.

10. In Filter & Sort Advanced Filters , add the condition on the personType-PersonTypeUsage field to be equal
to the Onboardee value and click Next.
11. Click Save and select Download Preview to view the CSV File Export preview file.
12. Click Next to advance to Destination Settings.
13. In Destination Settings, provide details such as SFTP Server Host Address, SFTP User Name, SFTP Password,
File Name Prefix, and File Folder in the File Server Settings.
14. Click Next to advance to Scheduling.

15. In Scheduling Scheduled Version Occurs , determine how often you generate the report, such as once,
daily, weekly, monthly, or yearly.

You also have the Suspended/Not Scheduled option to stop generating the report.
16. If you select Weekly, you can determine the day of the week, the Start Time, Ending on Date, and designate e-
mail recipients of the report in the Email To field.
17. Click Save.
18. Click Set Schedule.
19. In Confirm, click Save and Continue.
20.In Save Integration, provide the integration name and a brief description.
21. Click Save.

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16 Important Technical Notices

16.1 Using the Adobe LiveCycle Designer

Use the Adobe LiveCycle Designer to provide your own form templates for the SAP Forms by Adobe REST API.

Adobe LiveCycle Designer supports you in creating templates for interactive and print forms by providing a wide set
of design functions.

Find more information in this section how to install and use the Adobe LiveCycle Designer.

Download and Installation

To download and install or update the Adobe LiveCycle Designer, follow the instructions in SAP note 2187332
(download and installation of version 11.0).

Related Information

Tutorial: Create a Simple Template with Generated Sample Data

16.2 Applicant, New Hire, and Employee Security in

Onboarding 2.0

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 2.0 is different for applicants, new hires, and employees.

Applicants Accessing Recruiting Management

● The applicant registers through email.

 Note

There's no overlap in server functionality and data with employee access.

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258 PUBLIC Important Technical Notices
● 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.

New Hires Accessing Onboarding 2.0

● 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.

 Note

Data 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.

● There is a restriction at the Data level, new hires....

Employees Accessing Onboarding 2.0

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 2.0

External users can access the SAP SuccessFactors Onboarding Application using the Username and Password that
they have received over email.

 Note

Internal 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.

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Important Technical Notices PUBLIC 259
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
● 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

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260 PUBLIC Important Technical Notices
17 Appendix

17.1 Additional Resources for Onboarding 2.0

During the implementation or configuration of Onboarding 2.0, 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

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Important Disclaimers and Legal Information

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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
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Onboarding 2.0
Important Disclaimers and Legal Information PUBLIC 263
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