SF Onb 2.o 01

10/26/2023
Implementing Onboarding
Generated on: 2023-10-26 05:00:09 GMT+0000
SAP SuccessFactors Onboarding | 2H 2023
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Original content: https://help.sap.com/docs/SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c?

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SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding solution allows you to integrate a new hire into the organization and its culture. It also
provides access to tools and information that the new hire requires to become a productive team member.
Onboarding simpli es the complexities of the existing Onboarding process. For example, there's a new tool called Recruit to
Hire Data Mapping that replaces the several con guration tools that are currently used. Also, with the Fiori-based design, users
experience more consistency between modules. Integration with vendors will have more exibility due to the use of standard
data structures along with reduced duplicate functionalities.
New Hires can log in using the same user credentials for both the SAP SuccessFactors Platform and Onboarding. Additionally, a
streamlined version of the home page is available and is security and permissions driven.
 Note
With Onboarding, you can only report on data within the module by using Stories in People Analytics. You cannot use the
legacy reporting tools such as Table, Canvas, Dashboards or Tiles because they don't have access to the Onboarding data
schema.
Related Information
Features and Bene ts of Using SAP SuccessFactors Onboarding
Features Supported in SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding provides a robust and a simpli ed experience to Onboarding users.
Some of the major features and bene ts of the SAP SuccessFactors Onboarding solution are highlighted below:
Onboarding is now fully integrated with Employee Central and is built on the SAP SuccessFactors platform. It now
eliminates the need to map the new hire data into the Employee Central database.
 Note
To use SAP SuccessFactors Onboarding, you must have Employee Central V2 enabled in provisioning.
Onboarding aligns with the rest of the SAP SuccessFactors Application suite much more effectively. With this new
solution, it is easier for the new hires to get started with their goal settings.
The user interface of Onboarding is now based on SAP Fiori User Experience.
The hiring manager tasks are replaced with a comprehensive onboarding tasks dashboard. This allows tracking of new
hire progress through a single glance. Assignment of tasks in onboarding are handled through role-based permissions.
Onboarding has more control and visibility to con gure and administer processes, work ows, and custom forms.
Features such as, Personal/Custom Data Collection, New Hire Data Review, New Hire Tasks, Onboarding Dashboard, and
e-Signature (both DocuSign and SAP SuccessFactors eSignature) are available to the new hires on a mobile device.
 Note
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In case you are using Docusign, an email is sent to the signee. The signee then opens the DocuSign link from the
email, and signs the document on the DocuSign page.
 Note
The new hires can complete the data collection process through the responsive browser on the mobile device.
The Recruit-to-Hire tool in Onboarding replaces the use of several con guration tools. New hires can now log in using the
same user credentials for both the SAP SuccessFactors Platform and Onboarding. A streamlined version of the home
page is available and is security and permissions driven.
Supports the new hire paperwork with SAP Signature Management by DocuSign.
Onboarding has a new noti cation 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 ow which covers most of the onboarding scenarios with rules which can be turned on/off to activate
some of the new hire tasks.

Review the Onboarding features to be aware of what is supported in the new version.
Feature Onboarding
Recruiting Management Integration Supported
Recruit to Hire Mapping Tool Supported
Employee Central 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 Noti cations Supported
ProcessFlow – One Flow OOTB (Out Of The Box) Delivered. Supported
Data Collection –Personal Information Supported
Data Collection – Customer Speci c Information Supported
Data Protection and Privacy Functions Supported
Applicant Tracking System Integration Supported
New Hire Tiles Supported
Admin UI for Implementation Supported
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Combined Instances of Onboarding 1.0 and Onboarding

As a Recruiting user, you can now initiate onboarding for candidates either through Onboarding or Onboarding 1.0 if both are
con gured 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 Integration Setup for Onboarding :
Apply Onboarding to all Job Requisitions
Apply Onboarding to Job Requisitions that meet ANY of the following criteria
For example, if the Job Requisition Country/Region is set to Australia (AU), Canada (CA), Ecuador (EC), United States
(US) for Onboarding 1.0, then the candidate applying through the Job Requisition from any of these four countries will be
a part of the Onboarding 1.0 process. Whereas, for Onboarding if the Job Requisition Country/Region is set to Brazil,
then the candidate applying through this Job Requisition for Brazil will be a part of the Onboarding process.
These conditions determine which Onboarding process is to be initiated for a candidate.
 Note
The rst preference is given to Onboarding, if the rules on Onboarding are satis ed then the onboarding is initiated through
Onboarding. For example if Job Requisition Country/Region is set to the United States (US) for both Onboarding and
Onboarding 1.0, then candidate applying through the Job Requisiont for US will be part of the Onboarding process.
If both Onboarding and Onboarding 1.0 don't satisfy the conditions, then onboarding is not initiated and the candidates data
directly ows to the Manage Pending Hire process.
 Note
Combined instances support all three processes – Onboarding, Internal Hire process, and Offboarding.
In case of Internal Hire process, the Onboarding takes precedence over the Onboarding 1.0 only when you set a rule using the
Initiate Internal Hire Con guration scenario under Onboarding 1.0 and the rule is evaluated to false.
Here's the list of steps that can be executed in parallel for both Onboarding and Onboarding 1.0:
Post Hire Veri cation and Correct New Hire Data steps: Managers can complete these steps successfully for both
Onboarding and Onboarding 1.0.
New Hire Logon and home page tiles: Onboarding and Onboarding 1.0 New Hires can log on to their respective
onboarding solution depending on where their onboarding was initiated. Similarly, they can view the respective New Hire
titles on the home page.
New Employee Step and the New Hire paperwork steps: Onboarding and Onboarding 1.0 New Hires can complete the
paperwork from their respective Onboarding application.
Document Flow and DocuSign: Onboarding 1.0 and Onboarding document generation and DocuSign signature with same
DocuSign account is successful.
Manage Pending Hire: Hiring Managers can hire candidates from both Onboarding and Onboarding 1.0.
 Note
If you have Onboarding enabled, you must enable Enhanced Manage Pending Hires.
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Employee Logon and home page tiles: Onboarding and Onboarding 1.0 employees can log on to their respective
onboarding solution and view the respective titles on the home page.
Related Information
Allowing Recruiting Users to Enable Onboarding for Job Requisitions
Settings for Onboarding 1.0 Integration Setup
Onboarding 1.0 Transformation Resources

Legacy Onboarding 1.0 customers need to complete their Onboarding transformation before the official Onboarding 1.0 sunset
date. While each transformation is unique, there are some resources available to help you with the process.
SAP SuccessFactors is transitioning from legacy Onboarding 1.0 to the latest Onboarding solution. You need to plan a
reimplementation with the latest Onboarding solution, to allow your Onboarding functionality to continue after the official
sunset date.
 Note
Legacy Onboarding 1.0 and the latest Onboarding module are on different platforms and utilize different technology, making
an automated migration not possible. You need to reimplement the Onboarding module before the official Onboarding 1.0
sunset date. To help with the reimplementation process, we have provided links to best practices, con guration templates,
and planning tools in the Related Information section.
We encourage you to select a certi ed implementation partner who has Professional level certi cation for Employee Central
and legacy Onboarding 1.0, as well as Associate level certi cation for the latest Onboarding module. The SAP Partner
ecosystem is ready to assist you, and SAP also offers migration services to support you through this transition. See the
Related Information section for more information about SAP's migration services.
Customers with existing legacy Onboarding 1.0 licenses don’t need new licensing to migrate to the latest Onboarding module.
SAP SuccessFactors has created the following tools to help you with your Onboarding Transformation:
Onboarding Value Accelerator - You can use this tool to understand the value of the latest Onboarding module as well as
learn about implementation challenges, guidance, insights, and resources..
Project Team Orientation - You can use this tool to understand the core functionalities, features, and capabilities of the
software. .
Migration Workbook - You can use this tool to help plan for your transformation.
Best Practices Con guration Templates - You can use this tool to learn about the con guration blocks required for your
transformation project.
Feature Usage Page - You can use this page to assess feature usage in the legacy Onboarding 1.0 module. Once you’ve
identi ed your feature usage, you can use this information to help plan your migration requirements.
I-9 Audit Trail Data Migration Job - You can use this tool to migrate your Form I-9 reveri cation audit trail data from the
legacy Onboarding 1.0 module to the latest Onboarding module.
For more information about these tools, see the links in the Related Information section.
Related Information
Accessing Onboarding 1.0 Feature Usage
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Migrating Form I-9 Data from Onboarding 1.0
Migrating Form I-9 Data from a Third-Party System
Onboarding Value and Journey Customer Playbook
Understanding the Value and Journey Value Accelerator
Project Team Orientation
Onboarding Migration Workbook
Process Navigator
Best Practices Con guration Templates
Migration service for SAP SuccessFactors Onboarding
Accessing Onboarding 1.0 Feature Usage

Access the active feature usage data in the legacy Onboarding 1.0 module to help with planning your migration to the
Onboarding module.
Context
The Feature Usage page provides an overall count of the following features:
Active Noti cations
Active Features
Super Admin Active Features
Custom Panels
Custom Forms
Policy Link Attachments
 Note
The Feature Usage page provides a count of the number of active features. For a detailed list of active features, you can
navigate to the respective sections or contact your Implementation Partner to access the Con guration Migration Tools
page in the Onboarding 1.0 administrator application.
Procedure
1. Login to the Onboarding 1.0 administrator application.
2. Under Settings, select the Feature Usage tab.
Results
You can view the active feature usage data.

Migrate the U.S. Form I-9 Audit Trail data from the SAP SuccessFactors legacy Onboarding 1.0 module into the latest
Onboarding module, by triggering the Form I-9 Audit Trail Data Migration job. This job supports Onboarding migration by
allowing you to transfer your Form I-9 reveri cation data from an existing system into the latest Onboarding module.
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Prerequisites
In the legacy Onboarding 1.0 module:
You have access to Super Admin.
You have the Operations Team (OPS) or Professional Services (PS) user permissions.
You've enabled the SF_BizX_Connection feature.
You've enabled the Form I-9 Reveri cation process.
In the latest Onboarding module:
You've enabled and con gured the Admin Center Compliance Settings United States US I9 settings.
In Admin Center Manage Permission roles you have the Administrator Compliance Object Permissions
I-9 Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.
Context
To migrate your Form I-9 Audit Trail data from Onboarding 1.0, trigger the Form I-9 Audit Trail Data Migration job from the Super
Admin site.
Run this job after you’ve completed your new Onboarding implementation. Best practices recommend that you complete this
job before you begin migrating your documents from the Document Center to the new Onboarding module.
Procedure
1. Go to Super Admin Home Accounts <Name of Instance> Form I-9 Audit Trail Data Migration .
2. Select Submit to run the Form I-9 Audit Trail Data Migration job.
3. Download the report. The report provides the following information:
Value Description
User ID The known user login ID from Platform (also referred to as

BizX).
Status The status of the migration is either Failed or Success.
Initiator The login name or email address of the person who ran the
report.
Audit Trail ID The record of the audit trail, which is found in the Platform
instance (also referred to as BizX) in the I-9 Audit Trail MDF.
Migration Date and Time The date and time when the data migration was completed.
Description The reason the data migration failed.
Session ID The unique ID of the migration run. The SessionID is created

when you select Submit to run the job. The SessionID tracks
how many times the job was run and which records were
included in the run.
4. Open the report and verify that the Status of each le is Successful.
5. If the value in the Status column is Failed, check the Description column to determine what caused the issue.
6. Resolve any issues and run the job again.
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7. Repeat steps 1–6 until all the values in the Status column are successful.
Results
When successful, the Form I-9 Audit Trail Data Migration job imports your existing Form I-9 reveri cation data into the latest
Onboarding module. When the con gured criteria is met, the Complete Form I-9 Section 3 tasks appear in the Compliance card
in the For You Today section of the home page.

Migrate the U.S. Form I-9 Audit Trail data from your existing third-party system into the latest SAP SuccessFactors Onboarding
module, by triggering the Form I-9 Audit Trail Data Migration job. This job supports Onboarding migration by allowing you to
transfer your Form I-9 reveri cation data from an existing system into the latest Onboarding module.
Prerequisites
In the latest Onboarding module,
In Admin Center Manage Permission roles , you have the Administrator Compliance Object Permissions I-9
Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.
Context
To migrate your Form I-9 Audit Trail data from a third-party system, use the i9AuditTrail REST API in the SAP API Business
Accelerator Hub. To locate the i9AuditTrail API in the , use the link in the Related Information section.
Procedure
1. Go to Business Accelorator Hub SAP SuccessFactors APIs REST Form I-9 Audit Trail Data Migration
2. Open the Form I-9 Audit Trail Data Migration.
3. Run the Form I-9 Audit Trail Data Migration API.
Column Value Description

BizX).
report.
Migration Date and Time The date and time when the data migration is completed.
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Results
Related Information
SAP SuccessFactors Business Accelerator Hub
Onboarding on the Home Page

SAP SuccessFactors Onboarding includes the following features on the home page.
 Note
For home page content to show as intended, be sure that new hires, managers, participants, and BPE service users are all
assigned properly, with the required permissions. See related links for details.
Onboarding/Offboarding Dashboards
From the home page, you can access the Onboarding Dashboard (New) or the Offboarding Dashboard by selecting from the
module dropdown list or via the global header search.
 Note
The Offboarding link only appears in the home page module menu list when there’s a pending offboarding task. To view the
Onboarding Dashboard (New) and Offboarding Dashboard the user needs the ONB2_Process permission and one of the
following four permissions:
Show Compliance Forms Status on the Dashboard
Show Onboarding Tasks Status on the Dashboard
Show Data Collection Status on the Dashboard
Show Form I-9 and E-Verify Status on the Dashboard
New Hire Experience
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Name Description Where Shown When Shown Prerequisites On Mobile

App?
Welcome Shows you a For You Today Appears on your home page when your You are a new hire No
Aboard! welcome manager or onboarding participant in an Onboarding
message from completes the welcome message task. enabled system.
your manager or Appearance is based on con gurations
other onboarding in the Process Variant Manager and
participant. according to con gured business rules
(ONB2_ProcessClosurePeriodCon g).
Help Us Learn Prompts you to For You Today Appears when you log (after completion You are a new hire No
About You provide of the New Hire Data Review step, if in an Onboarding
information about con gured). enabled system.
themselves
during the  Note
onboarding
The Start button is only available
process. The
within 365 days by default after the
"Help Us to Know
start date of the new hire. The
You Better" card
duration is con gurable in Admin
includes Personal
Center Go to administration for
Data Collection,
the legacy home page To-Do
Additional Data
Settings General Settings .
Collection, and
eSignature tasks.
The card disappears when all tasks are
completed.
Your Prompts you to For You Today Appears when you have compliance- You are a new hire Yes
Compliance review and related forms to complete as part of in an Onboarding
Forms complete your the onboarding process. enabled system.
compliance forms
as well as e-  Note
Signatures during
The Start button is only available
the onboarding
within 365 days by default after the
process.
start date of the new hire. The
duration is con gurable in Admin
Center Go to administration for
the legacy home page To-Do
Settings General Settings .
The card disappears when all the

corresponding tasks, including form
completion and electronic signature (if
applicable), are completed.
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Name Description Where Shown When Shown Prerequisites On Mobile

App?
Your Provides you with For You Today Appears when the manager or You are a new hire No
Onboarding information to onboarding participant triggers at least in an Onboarding
Guide guide them one new hire activity. (Note: This card enabled system.
through the is based on the Onboarding process
onboarding archival rule.)
process. The
The card disappears after a con gured
Your Onboarding
number of days, as de ned in the rule.
Guide card
The default duration is 90 days.
includes helpful
information, such
as preparation for
Day 1,
recommended
links, key people
to meet, and
onboarding
meetings. It links
you to the
Onboarding guide
landing page.
Employee Experience
Name Description Where Shown When Shown Prerequisites On Mobile App?
Return Assets Prompts you to For You Today Appears on your You are an employee No
return your home page when leaving a company
equipment and your manager with an Onboarding
assets before schedules this task. enabled system.
leaving the
The card
company.
disappears after the
task is completed.
Complete Prompts you to For You Today Appears on your You are an employee No
Knowledge complete your home page when leaving a company
Transfer Plan knowledge transfer your manager with an Onboarding
task before leaving schedules this task. enabled system.
the company.
The card
task is completed.
Review offboarding Prompts you to For You Today Appears on your You are an employee No
information review your home page when leaving a company
Offboarding your manager with an Onboarding
information. schedules this task. enabled system.
The card
task is completed.
Sign offboarding Prompts you to e- For You Today Appears on your You are an employee No
paperwork sign your home page when leaving a company
offboarding your manager with an Onboarding
paperwork. schedules this task. enabled system.
The card
task is completed.
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Manager and Participant Experience
Data Review Prompts you as a For You Today Appears when new You are an No
manager or a participant hire or employee onboarding
to complete the following data needs your manager or
data review tasks for new review. participant in an
hires, offboarding The card Onboarding
employees, and rehires: disappears after enabled system.
tasks are
Review New Hire
completed.
Data (To-Do
Category 61)
Review
Offboarding Data
(To-Do Category
62)
Complete
Employment
Pro le Selection
(To-Do Category
68)
Navigates you directly to

the task page.
List of To-Do Categories
Compliance Prompts you as a For You Today Appears when you You are an No
manager or a participant need to complete a onboarding
to complete the following U.S. Form I-9 or E- manager or
compliance tasks: Verify compliance participant in an
Complete Form I- task. Onboarding
9 Section 2 (To- The card enabled system.
Do Category 73) disappears after
tasks are
Complete Form I-
completed.
9 Section 3 (To-
Do Category 73)
Complete Form I-
9 Signature (To-
Do Category 73)
Complete E-
Verify: Con rm
Details (To-Do
Category 76)
Complete E-
Verify: Photo
Match (To-Do
Category 76)
Complete E-
Verify: Scan and
Upload (To-Do
Category 76)
Complete E-
Verify: Manual
Review (To-Do
Category 76)
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Complete E-
Verify: Tentative
Noncon rmation
(To-Do Category
76)
Complete E-
Verify: Referred
(To-Do Category
76)
Complete E-
Verify: Queued
(To-Do Category
76)
Complete E-
Verify: Final
Noncon rmation
(To-Do Category
76)
Complete E-
Verify: Close and
Resubmit (To-Do
Category 76)
Complete E-
Verify: Create
and Submit (To-
Do Category 76)
Complete E-
Verify: Duplicate
(To-Do Category
76)

the task page.
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Manager Activities Prompts you as a For You Today Appears when you You are an No
(onboarding manager to complete the need to complete onboarding
process) following onboarding onboarding tasks manager in an
tasks for new hires: for a new hire. Onboarding
The card enabled system.
Set Goals for
disappears after
New Hires
tasks are
Recommend completed.
Links for New
Hires
Write Welcome
Message
Assign a Buddy
Schedule
Onboarding
Meetings
Recommend
People for New
Hires
Prepare for New

Hire's Day 1
Update New
Hire's Day 1
Locations
Request
Equipment for
New Hires
E-Sign Employee
Documents

the task page.
(To-Do Category 53)
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Manager Activities Prompts you as a For You Today Appears when you You are an No
(offboarding manager to complete the need to complete offboarding
process) following offboarding an offboarding manager in an
tasks for offboarding task. Onboarding
employees: The card enabled system.
disappears after
Announce
tasks are
Termination to
completed.
Coworkers
Write Farewell
Message
Create
Knowledge
Transfer Plan
Complete
Knowledge
Transfer
List Assets to
Return
Schedule
Offboarding
Meetings
E-Sign Employee
Documents

the task page.
(To-Do Category 65)
Related Information
Role-Based Permissions for Onboarding and Offboarding
Setting Up a BPE Service User
List of To-Do Categories
Onboarding Process Overview
Offboarding Process Overview
Rehire Process Overview
Implementing SAP SuccessFactors Onboarding

After enabling Onboarding in Provisioning, and assigning the necessary role-based permissions to the Administrator you must
con gure the Onboarding solution in the tenant.
The work ow for implementing Onboarding is a multi-step process as shown below:
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Implementation Sequence for Onboarding
To implement... You need to...
Onboarding Settings Perform the following actions in Provisioning:
1. Con guring an Applicant Status Set for Onboarding
2. Enabling Recruiting Users to Initiate Onboarding Process
3. Con guring the Day One Conversion Job
4. Integrating Onboarding with Goal Management
5. Generating Print Forms in Onboarding
6. Enabling Onboarding
Role-Based Permissions for Onboarding Con gure the following:
1. Role-Based Permissions for Administrators in Onboarding
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
Deploying Onboarding Process De nition Con gure and deploy a process de nition to enable Onboarding
execute a sequence of interdependent and linked procedures that
are a part of its program.
Data Model Con guration for Onboarding Con gure the data model in Onboarding by:
1. Synchronizing the Succession Data Model with Metadata

Framework (MDF)
2. Adding Country-Speci c HRIS Elements to the Data Model
3. Adding HRIS Elements Speci c to Onboarding
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To implement... You need to...
Integration of Recruiting Systems with Onboarding Manage the Onboarding requirements by:
1. Integrating Recruiting Management with Onboarding
2. Mapping the Data from Recruiting Management with

Employee Central entities
3. Integrating an External Applicant Tracking System with

Onboarding
Data Collection Con guration in Onboarding Collect different kinds of information from the new hires by:
New Hire Data Review by Assigned Participants
Personal Paperwork Con guration
Onboarding Paperwork Con guration
Document Template Management in Onboarding Con gure 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
Onboarding Settings
In order to con gure and use Onboarding, there are several settings related to the SAP SuccessFactors HXM Suite that you
must enable in Provisioning.
Prerequisite
To implement Onboarding, you should be an Employee Central certi ed implementation partner.
Go to Provisioning and con gure the settings listed in the table for Onboarding.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your implementation
partner or Account Executive. For any non-implementation tasks, contact Product Support.
 Note
Onboarding is included in the SAP SuccessFactors Onboarding license. If you do not have a valid license, contact your SAP
Representative.
Select... To...
Enable Business Process Engine Make Business Process Engine(BPE) related role-based
permissions available in Admin Center.
Enable BPE in UI Make Business Process Engine(BPE) related links visible on Admin
Center UI after permissions are granted.
Employee Central V2 Use Data tables and APIs.
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Select... To...
Enable the Attachment Manager A prerequisite for accessing Manage Documents
Use role based permission model Have as many roles in the SAP SuccessFactors system as required
and grant permissions to each role at a granular level.
Enable Generic Objects Get Create New UI Con g on the Manage Business Con guration
Page.
Effective Dated Data Platform
Honor Onboarding data model con guration.
Enable Business Con guration in Admin Tools
Enable Dependents Management
People Pro le
Enable DocuSign Adaptor (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 Con gure docusign esignature permission to

appear in Role-based permissions.
Enable Onboarding Integration BizX Onboarding Integration Enable Initiate Onboarding action item in Recruiting Management.
(requires BizX Onboarding)
Single Sign-On (SSO) Settings Partial Organization SSO Use Single Sign-On (SSO ) method with Onboarding.
Enable Partial Organization SSO if you are using an SAP

SuccessFactors application instance which has Single Sign-On
(SSO ).
 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).
The Partial Organization SSO switch is not applicable

for new SAP SuccessFactors HXM Suite tenants created
from December 9, 2022 as the Identity Authentication
is enabled in these tenant. For more information, refer
toSetting up SAP Identity Authentication Service for New
Hires Using System for Cross-domain Identity
Management (SCIM) API
Enable Intelligent Services Consume and publish the Intelligent Services events.
 Note
Use Upgrade Center to enable Intelligent Services.
Enable Media Service Features (Show Me, About Me, My Name) Work with compliance forms.
Related Information
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Setting up SAP Identity Authentication Service for New Hires Using System for Cross-domain Identity Management (SCIM) API
Enabling Onboarding in Provisioning

The rst step in con guring Onboarding is to enable the new interface in Provisioning.
Prerequisites
For Onboarding to work with SAP SuccessFactors HXM Suite, your system must be con gured accordingly. For more information
about preparing your system to enable Onboarding, see Onboarding Settings.
Context
 Remember
Procedure
1. Go to Provisioning and select your company from the list of companies.
2. Under Edit Company Settings, click Company Settings.
3. Select Onboarding (including Internal Hire Process).
Step Result:
On select, Onboarding is enabled in your system. The following business rules are added to the system by default.
Rule Description
SAP_ONB2_CustomDataCollectionCheck Access the Custom Data Collection
SAP_ONB2_DataCollectionCon gSelect Access the Data Collection Con guration
SAP_ONB2_ECDataCollectionCheck Access the Employee Central Data Collection
SAP_ONB2_PreDay1AccessCheck Con gure Pre-Day One Access
SAP_ONB2_HMReviewCheck Access New Hire Data Review Con guration
SAP_ONB2_InternalHire_Con guration Access the Internal Hire Con guration
SAP_ONB2_ProcessClosurePeriodCon g Access the Period to Close and Archive Onboarding Processes

and Tasks Con guration
The rules are associated with corresponding rule scenarios, which are also added to the system by default.
The following permission roles are added to the system by default.
OnboardingBpeAdmin: You can assign this role to a new group, an Admin, or an existing BPE Service User group.
OnboardingExternalUser: You can assign this role to new hires.
The following permissions groups are added to the system by default.
OnboardingBPEServiceUser: The users in this group can execute Business Process Engine tasks.
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SAP_ONB2_ErrorFlowAdmins: The admin users in this group can access Business Process within the To Do List
side panel to view errors and take action. This permission group is added from Admin Center Manage
Onboarding Dynamic Groups .
4. Select Enable Intelligent Services.
 Note
Use Upgrade Center to enable Intelligent Services.
Step Result:
Once enabled, Intelligent Services events can be consumed and published.
5. Create a MDF Object De nition to DB Sync job. Refer related links for more details.
Related Information
Creating a Job
Con guring an Applicant Status Set to Initiate Onboarding from

Recruiting
Con gure 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.
 Remember
Context
The integration of your recruiting and onboarding processes involves the de nition 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 Con guration .
2. To create a status set, click Add New Status.
For more information on how to create an Applicant Status, refer to the Related Information.
3. To edit an existing status set, click Take Action Edit .
4. Select the following Hirable Options: on the Edit Status Settings page:
Hirable: This option allows you to initiate the Onboarding process and makes the candidate appear on the
Manage Pending Hire page.
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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 con guring the applicant status set, you will nd an option to initiate onboarding for candidates with a corresponding
applicant status as con gured.
 Note
To view the option to initiate onboarding, Onboarding Initiate Permission must be enabled in Role-Based Permissions. For
more information, on how to enable this permission, refer to the "Role-Based Permissions for Administrators in Onboarding
and Offboarding topic in Related Information section.
Related Information
Creating an Applicant Status Set
Role-Based Permissions for Administrators in Onboarding and Offboarding
Allowing Recruiting Users to Initiate the Onboarding Process

To allow Recruiting users to initiate the onboarding process, add permission settings related to Onboarding in the Job
Requisition template.
Prerequisites
Con guring 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 con gured for Onboarding. Grant permissions for
Onboarding in the Job Requisition Template XML for each applicant status that allows recruiting users to initiate onboarding.
You can grant the permissions from:
Admin Center Manage Templates tool.
 Note
This option requires access to the Job Requistion Template.
Provisioning.
 Remember
10/26/2023
Procedure
1. Go to Provisioning, under Managing Recruiting, select Import/Update/Export Job Requisition Template.
If you have an existing active Job Requisition Template, export the template to make the changes. The template gets
exported in the XML format.
2. To add the permission settings, append the following code in the Job Requisition Template:
 Sample Code
<feature-permission type="onboarding">
<description><![CDATA[R can initiate Onboarding during statuses with a Hireable categ
<role-name><![CDATA[S]]></role-name>
<role-name><![CDATA[T]]></role-name>
<role-name><![CDATA[O]]></role-name>
<role-name><![CDATA[R]]></role-name>
<role-name><![CDATA[G]]></role-name>
<role-name><![CDATA[W]]></role-name>
<role-name><![CDATA[Q]]></role-name>
<role-name><![CDATA[GM]]></role-name>
<role-name><![CDATA[GMM]]></role-name>
<role-name><![CDATA[GMMM]]></role-name>
<status><![CDATA[Hireable]]></status>
</feature-permission>
<feature-permission type="onboarding">
<description><![CDATA[R can launch on-boarding emails during statuses with a Hired ca
<role-name><![CDATA[S]]></role-name>
<role-name><![CDATA[T]]></role-name>
<role-name><![CDATA[O]]></role-name>
<role-name><![CDATA[R]]></role-name>
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<role-name><![CDATA[W]]></role-name>
<role-name><![CDATA[Q]]></role-name>
<role-name><![CDATA[GM]]></role-name>
<role-name><![CDATA[GMM]]></role-name>
<role-name><![CDATA[GMMM]]></role-name>
<status><![CDATA[Hired]]></status>
</feature-permission>
For more information on the Recruiting Operator elds, 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
Con gure the Initiate Onboarding button to appear on Job Requisition page.
Related Information
The Recruiting Operators
Allowing Recruiting Users to Enable Onboarding for Job

Requisitions
Con gure 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
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The recruiting user can set the criteria for the requisitions, which will have Onboarding applied.
Procedure
1. Go to Admin Center Onboarding Integration Setup .
The Onboarding Integration Setup page opens.
2. Enter the number of days, after which a candidate can be reonboarded in the Restrict the onboarding of applicants who
has been onboarded within past (days) eld.
If a recruiting user attempts to re-onboard a candidate before this period expires, a dialog box will display, notifying the
user that the candidate has already been onboarded.
 Note
By default, the Restrict the onboarding of applicants who has been onboarded within past (days) eld 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 eld or criteria. Selection of multiple criteria is not possible.
For example, a client may only want to onboard hires in the United States, and so could make the Onboarding options
available only on US requisitions.
Results
Initiate Onboarding is visible on all the job applications or the selected applications as per con guration.
Related Information
List of Role-Based Permissions
Con guring the Day One Conversion Job in Provisioning

To convert a new hire to an internal user on their start date, con gure 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 con gure a job to convert new hires from external to internal users on their rst day.
 Note
To ensure that this job converts new hires who were hired in an external Human Resources Information System (HRIS) from
external to internal users, use the updateFromExternalHrisONB API to update the hire status in your application.
 Recommendation
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Schedule the day one conversion job to run every day or every hour. The job will run in the time zone of the Onboarding data
center.
 Remember
Procedure
1. Go to Provisioning Manage Scheduled Jobs .
2. Click Create New Job.
3. For the job type, select ConvertExternalUserOnStartDateJob.
 Note
To avoid conversion of external candidates to employees before their start date, ensure that the time zone for the
employee is updated in the Job Information entity. For details on updating the empoyee time zone, refer to
Con guring Timezone in Employee Central in Related Links.
4. Select a value for the Business Start Hour job parameter.
This parameter checks for the external user's start time in their local time zone. For example, if the parameter is set to 8
a.m., users located in Germany will be converted to employees before users in the United States, as both will be
converted at 8 a.m. local time.
5. Complete the remaining required information and click Create Job.
6. To submit the job, go back to the job list and under Actions select Submit.
Results
Once the conversion job runs successfully, new hires are converted to internal users on their start date.
Related Information
SAP Note 2090302
Con guring Additional Onboarding Jobs in Provisioning

Set up and run automatic jobs in Provisioning to update compliance metadata records, archive onboarding and offboarding
processes, and nd the locations where new hires need to join on their rst day at work.
Prerequisites
 Note
This task for setting up and running automatic jobs is applicable for implementing SAP SuccessFactors Onboarding only for
new customers starting from 2H 2022 release.
 Remember
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Context
Con gure the jobs listed in the following table.
Job Description
Compliance Metadata Sync Updates your instance with compliance metadata records and
related compliance settings.
Onboarding Process Closure Archives onboarding and offboarding processes and con guration
tasks.
Where To Go Sync Fetches the locations where new hires must join on their rst day at
work.
Procedure
1. Go to Provisioning Managing Job Scheduler Manage Scheduled Jobs Create New Job .
2. Choose Create New Job.
3. Choose the appropriate job type corresponding to the Onboarding job.
Onboarding Job Job Type
Compliance Metadata Sync Onboarding Compliance Metadata Sync Job
Onboarding Process Closure Close Onboarding Processes Job
Where To Go Sync Where To Go Sync Job
4. Set the job occurrence as Recurring and the recurring pattern.
 Recommendation
For better performance, set the recurring pattern as daily.
5. Complete the remaining required information and choose Create Job.
6. Go back to the job list and choose Actions Submit to submit the job.
7. Use Job Scheduler to monitor the status of the scheduled jobs.
Related Information
Scheduling Jobs
Monitoring Scheduled Jobs
Con guring Goal Management for Onboarding in Provisioning

As a hiring manager or a participant of the Onboarding process you can include the task of assigning goals to the new hires in
the Onboarding program. If you have SAP SuccessFactors Goal Management con gured in your system, you can create
onboarding tasks based on your existing goals template.
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Context
To con gure Goal Management, you must enable the settings related to Goal Management from Provisioning.
 Remember
On the New Hire Tasks con guration 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 speci c ID
like 101, in Onboarding when you upload the Goal Plan template, you can use any ID and Name.
Procedure
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 is,
dropdown any user accessing the "goals" or "objectives" hyperlink, or tab
within the application will invoke the Total Goal Management
module.
Project Teams
TGM Version 10 UI Ensure that customers do not encounter blank page when
loading Goals.
 Note
Not all customers would experience the page loading issue
when the option is not enabled.
TGM/CDP Goal Transfer Wizard Enable this option to transfer goals between users.
My Goals Tab Enable this option to view and edit the goals that are most
important to you.
Enable Group Goals 2.0 Enable this option to assign a group goal to users.
Enable Goal Management V12 Use the upgraded version of the user interface.
Goal Import Create, edit, or delete goals, using a at le instead of the UI.
Enable Group Goals 2.0 Push-down Update for Inactive Enable this option to assign a group goal to inactive users.
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.
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3. Additionally, you must also con gure a Goal template.
Before you start con guring 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 con guring the template for goal plans, edit the goal plan XML le. For more information about con guring Goal
templates, refer to the Related Information section.
Related Information
Con guring Goal templates
Print Forms Generation for Onboarding

Print Forms Generation is a solution in SAP SuccessFactors HXM Suite, which can be used to generate pixel perfect forms.
During the onboarding process, a signi cant 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 Forms Service (PFS)/ SAP Business Technology
Platform URL and API credentials are required.
 Remember
Related Information
Managing Onboarding Document Templates
Requesting Print Forms Service URLs for UI and API Access in

Provisioning
To enable the Print Forms Service, you're required to provide your P-user ID and your SAP SuccessFactors instance details.
Context
The process of setting up the Print Forms service is done by your Implementation Partner.
 Remember
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Procedure
1. Log in to your account and go to Account Settings.
2. Make a note of the User ID, which can be found under Login Settings.
 Tip
The User ID is alphanumeric starting with the letter P.
3. On the right-hand panel of the Support ticketing tool (BCP), go to General Details and click Environment, to obtain the
Tenant ID.
4. Click System ID.
Note the System Number, which corresponds to the tenant ID.
 Tip
The System Number normally begins with the number 7.
 Note
If you're an Implementation partner and don’t have access to BCP, go to the Cloud Reporting tool, search for the
client. Scroll down and select the tenant ID under Productive Tenants for the System ID and System Number.
5. To generate a Print Forms Service URL, go to the SAP SuccessFactors Cloud Operations Portal , and select the PFS
URL Generation link.
On the PFS Generation URL form, enter the following details and click Submit:
Fields Description
Summary * By default this eld is pre lled. However, you can edit it.
P-User ID * Enter the personal user ID that you use with applications on
SAP Business Technology Platform (SAP BTP)
Tenant ID * Enter the unique ID of your tenant.
Company ID * Enter the company ID, which is a unique ID used by the

organization.
Data Center Enter your Data Center.
BizX URL * Enter your application URL.
Requestor Email Address * By default this eld displays your email address.
 Note
Unless you have a valid Onboarding Tenant ID, Company ID or P-user ID, Print Forms Service provisioning can't be
done.
Results
SAP SuccessFactors Operations team generates a URL, which can be used to consume Print Forms Service on SAP BTP, in an
Onboarding instance. After the URL is generated, it’s sent to the requestor's email address.
After processing, the operations team will provide you two URLs for the SAP SuccessFactors system in the following format.
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UI access: https://formsservice<......>.hana.ondemand.com/print-forms-service
API access: https://formsservice<......>.hana.ondemand.com/print-forms-service/odata/PDF
Next Steps
When replying to a customer request, provide both URLs. If one of them is missing, it can be manually constructed by either
adding or removing /odata/PDF.
The API access URL and the P-user ID are used to con gure the SAP SuccessFactors system to access the print forms service.
The UI access URL and the P-user ID can be used to access the service UI.
Enabling Print Forms Service in Provisioning

Once you obtain the Print Forms Service URL and API credentials, you can con gure your application to enable Print Forms
generation.
Context
One of the prerequisites for enabling Print Forms service is to have a Print Forms Service URL and API credentials. The Print
Forms Service can be enabled in the Provisioning tool.
 Remember
Procedure
2. Under Edit Company Settings, click Company Settings.
3. Check Enable Print Form Generation.
4. Enter the Print Forms Service URL and the API credentials in the respective elds.
5. Click Save Feature.
Results
You can now generate PDF forms with Data coming from ECV2/Go Object elds using the uploaded form templates.
Con guring the Event Reason for New Hire

Con gure the Event Reason to create a new hire user record in Employee Central.
Procedure
1. Go to Admin Center Manage Organization, Pay and Job Structures, and enter Event Reason , and enter Event
Reason in Create New: dropdown box.
2. Provide the Event ID as newHire.
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3. Provide a Name and a Description for the Event and set the Status to Active.
4. Select Hire from the Event dropdown and choose Save.
Results
You’ve con gured the Event Reason for the new hire. The hiring manager should have Role-Based Permission for Event Reason.
For more information refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic.
Related Information
Events Published by Onboarding

You can view the events published by Onboarding in Intelligent Services Center. Any SAP SuccessFactors solution or third-party
application can subscribe to these events.
The following table provides the list of Onboarding events.
Event Name Description Trigger Point Entity
Onboarding is initialized for the This event is published after the Post completion of New Hire Process
candidate onboarding is initialized. Data Review.
External User Eligible for Hire This event is raised to Post completion of Process Process
Employee Central to notify the Variant Manager tasks.
Onboarding external user is
eligible for hire.
Change of Equipment Request This event is raised when When equipment activity status ONB2EquipmentActivity
Status equipment request status has is changed from Tasks.
been changed.
Event for Restarting Onboarding This event is raised to restart When Onboarding process is Process
Process the Onboarding process. restarted manually, or
automatically.
Onboarding is cancelled for the This event is published after the When Onboarding process is Process
candidate onboarding is cancelled. cancelled from the Dashboard.
External User Hiring Completed This event is published to notify When the external user is Process
that the hiring process for an marked as hired after
external user is complete. completion of the Manage
Pending Hire step and any
approval work ows in Employee
Central.
Onboarding Step Complete This event is raised after a step On completion of Process Process
in Onboarding has been Variant Manager step.
completed.
External user to Internal user This event is published after the Day one after conversion job. candidate
conversion external user to internal user
conversion for postday1 data.
Related Information
Intelligent Services
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Subscribing to Onboarding Cancellation Event

When Onboarding process is canceled for a new hire from Onboarding Dashboard, the status of the new hire in Recruiting must
appear as Canceled.
Context
For the status to get updated as canceled, you must be subscribed to the Onboarding Cancellation Event. This is enabled by
default for Recruiting subscribers.
Alternatively, you can also manually subscribe to this event from the Intelligent Services Center. To do so, follow the steps
below:
 Note
You can initiate onboarding again if you or an onboarding participant has already canceled the action, that is, Submission
Status must be Canceled in Recruiting.
Procedure
1. Go to Admin Center Intelligent Services Center .
2. Enter cancel in the search eld.
3. Select the Onboarding is cancelled for the candidate event.
 Note
The Cancel event is published after onboarding is canceled.
4. Click Onboarding Cancellation Event Subscriber under Recruiting on the right pane.
5. Click Actions and select Save Flow.
Results
You've subscribed to the Cancel Onboarding event.
Creating Onboarding Option in SourceOfRecord Picklist

Create the Onboarding option in the SourceOfRecord picklist if it isn’t already present.
Context
The SourceOfRecord eld is the key eld to distinguish if employees are recorded inside or outside of Employee Central. The
customer must de ne the SourceOfRecord picklist. For Onboarding, onboardees are stored in Employee Central, and the
SourceOfRecord eld has the value ʻONB’. A value of ʻONB’ must be utilized for non Employee Central customers or a licensing
fee may apply.
 Note
Onboarding participants are NOT audited against the Employee Central license. They are audited only against the
Onboarding license.
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Procedure
1. Go to Admin Center Picklist Center , and search for SourceOfRecord picklist.
2. Select the SourceOfRecord picklist from the search result.
3. Select the Active version of the SourceOfRecord to add the ONB option to this picklist.
4. Select + on the Picklist Values header, on the SourceOfRecord page.
The Add New Value page opens.
5. Enter ONB as the External Code, provide a Label for the Onboarding event, and set the Status to Active.
6. Save the changes.
Results
You’ve added Onboarding option to the SourceOfRecord picklist.
Onboarding Info Object

OnboardingInfo is a read-only MDF object that allows integration with other SAP SuccessFactors modules, such as SAP
SuccessFactors Employee Central to track the details of onboarding, offboarding, internal hiring, or rehiring activities in SAP
SuccessFactors Onboarding.
The OnboardingInfo object is created automatically when you initiate the onboarding process for a candidate. The
OnboardingInfo object is mapped to the employmentInfo entity in Employee Central and stores details of all onboarding
activities related to the candidate. These details can be accessed by any system integrated with Onboarding. The
OnboardingInfo object enables you to perform the following tasks:
View the hiring status of a new hire in Onboarding.
View the status of an onboarding process in Onboarding.
Set alerts for new hires whose start date is approaching but the Manage Pending Hire step is pending.
Identify the type of hire: new hire, internal hire, rehire with new employment, or rehire on old employment.
Find if there’s an active onboarding, internal hiring, or offboarding process in progress for a speci c employment.
Run business rules speci cally for Rehire on Old Employment Data Review page or New Hire Data Review page.
 Note
OnboardingInfo is available via OData API, Compound Employee API, and business rules for managing various
onboarding scenarios.
To use the OnboardingInfo object, ensure that you con gure the User Permissions Onboarding or Offboarding
Object Permissions OnboardingInfo user permission.
The lifecycle of the OnboardingInfo object is maintained in Onboarding and depends on the different stages of the
onboarding processes. It is automatically purged from the system at the end of its lifecycle, which can occur because of one of
the following reasons:
Onboarding process for a candidate is canceled.
A no-show is triggered.
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New hire is converted to an employee.
New hire data is purged.
The ONB2Process close job is completed.

After setting up Onboarding / Offboarding, it is important to identify the user groups you want to provide access to, and then
accordingly enable the required role-based permissions for each group.
How you determine which permissions to assign, is based on your Onboarding /Offboarding process and the different
participants involved. Onboarding / Offboarding provides you with the exibility you need to build programs that meet the
needs of your speci c organization using role-based permissions.
To perform tasks related to Onboarding / Offboarding, you should set up role-based permissions for Admin User, Hiring
Manager, and New Hires (as External Users).
 Note
The HR Manager needs Manage Pending Hire authorization for external user population.
 Note
Hiring managers or admins can be provided with access to only certain new hires based on business requirements, using
dynamic group lters. These lters can be applied to the Job Information entity. For example, you can provide a hiring
manager with access to new hires only from a speci c legal entity or division. For more information on how to use dynamic
group lters, refer to the "Adding a New Parameter to a Dynamic Group Filter to Extend Permissions" topic in Related
Information section.
For more information on how to create permission groups, roles and how to grant permission roles, refer to the Related

Identify and grant role-based permissions for administrators.
Role-Based Permissions for Onboarding and Offboarding Tasks
You can set permissions for each type of onboarding task separately, allowing you to de ne who does what for each step
of your onboarding process.
Role-Based Permissions for Email Services
You can grant speci c permissions to con gure and manage email services for Onboarding.
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.
Role-Based Permissions for New Hire and Internal Hire Data Review
List of permissions that determines what new hire data can be read or edited when peforming the task of reviewing the
new hire data.
Assigning External User Target Populations to Responsible Users' Permission Role
The permission role of the responsible users should be assigned with target populations of external users so that
responsible users can view the external users tasks on the Onboarding Dashboard (New) based on department, division,
or location.
Related Information
10/26/2023
What Are Role-Based Permissions?
Adding a New Parameter to a Dynamic Group Filter to Extend Permissions
Role-Based Permissions for Administrators in Onboarding and

Offboarding
Identify and grant role-based permissions for administrators.
As an Admin of Onboarding / Offboarding, you need to enable all the permissions listed in the table. For speci c requirements,
refer to the Result column in the table to decide the permissions you want to enable.
 Note
You can set permission group for the external user target population based on the granted users department, division, and
location in Role-Based Permissions. For details, refer to Assigning External User Target Population to a Role in the Related
Solution Under User or Permission Permission Name Result

Administrator Location
Permissions?
Onboarding User Compliance Object Compliance Form Data Allows you to view, edit, import,
Permissions and export compliance form data.
Onboarding User Compliance Object Compliance Process Task Allows you to view, edit, import,
Permissions and export compliance process
tasks.
Onboarding User Compliance Object Compliance Process Allows you to view, edit, import,
Permissions and export compliance processes.
Onboarding User Compliance Object Compliance Form Signature Allows you to view, edit, import,
Permissions and export compliance form
signatures.
Onboarding User Compliance Object Compliance Document Flow Allows you to view, edit, import,
Permissions and export compliance document
ows.
Onboarding User Compliance Object Assigned Compliance Form Allows you to view, edit, import,
Permissions and export assigned compliance
forms.
Onboarding User Compliance Object I-9 User Data Allows you to view and edit Form I-
Permissions 9 user data.
Onboarding User Compliance Object I-9 User Data.User Data Allows you to view and edit Form I-
Permissions Documents 9 User Data Documents.
Onboarding User Compliance Object I-9 User Data.Translators Allows translators to view, edit,
Permissions create, and adjust the Form I-9.
Onboarding User Compliance Object I-9 Audit Trail Allows you to view I-9 Audit Trail.
Permissions
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Permissions?
Onboarding User Onboarding or ONB2EVerifyData Allows you to view and edit E-

Offboarding Object Verify process-related data.
Permissions
Onboarding Admin Onboarding or EverifyCon g Allows you to enable E-Verify

Offboarding Admin feature.
Object Permissions
Onboarding User Recruiting Recruit-to-Hire Data Mapping Allows you to map elds for the
Permissions recruit-to-hire process.
Onboarding User Recruiting Onboarding Initiate Permission Allows you to nd the option to
Permissions initiate onboarding for the new
hires.
Onboarding User Employee Data First Name Allows you to view the new hire's
rst name, last name, and status
Last Name
on the Onboarding dashboard.
Status
Onboarding User Employee Central Location In Job Information, set the elds
Effective Dated for Job Title and Location to
Job Classi cation
Entities visible if you use the People
Search in People Pro le enabled
systems.
Onboarding User General User User Search Allows you to view the list of new
Permission hires on the Onboarding
dashboard.
Onboarding User Onboarding or Show Compliance Forms Status Allows you to view the status of the
Offboarding on the Dashboard compliance forms on the
Permissions dashboard.
Onboarding User Onboarding or Show Onboarding Tasks Status Allows you to view the status of the
Offboarding on the Dashboard onboarding tasks on the
Onboarding User Onboarding or Show Data Collection Status in Allows you to view the data
Offboarding Dashboard collection status on the dashboard.
Permissions
Onboarding User Onboarding or Show Form I-9 and E-Verify Allows you to view the status of
Offboarding Status on the Dashboard Form I-9 and E-Verify on the
Onboarding User Onboarding or Hide Onboarding Dashboard Allows you to hide the Onboarding
Offboarding Dashboard tile on the home page.
Permissions
Onboarding Admin Employee Central Employee Central Foundation This permission gives a user read
API OData API (read-only) access to the Foundation OData
API.
Onboarding User Onboarding or View Documents Permission Allows you to view the documents
Offboarding that are generated using XDP and
Permissions PDF templates.
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Permissions?
Onboarding User Onboarding or Document Category Access Grants user access to all
Offboarding document categories or to speci c
Permissions document categories.
Platform Admin Manage Document Document Category Access Grants user access to all
Categories document categories or to speci c
document categories.
Onboarding Admin Manage Business Select the options you need for This permission allows you to use
Con guration your scenario the Business Con guration UI,
where you can make changes to
the Succession Data Model
directly, without accessing
Provisioning.
Onboarding Admin Manage Document Manage Document Template Allows you to view and edit the
Generation document template.
Offboarding
Onboarding Admin Manage Document Manage Document Template Allows you to map document
Generation Mapping template variables.
Offboarding
Onboarding Admin Manage Hires Rehire Inactive Employee with Allows you to perform rehire
New Employment (by ʻmatch’ in veri cation.
New Hire)
You need this permission to rehire
a former employee with new
employment.
Onboarding Admin Manage Hires Rehire Inactive Employee (by Allows you to perform rehire
ʻmatch’ in New Hire) veri cation.
You need this permission to rehire

a former employee based on one
of their old employment records
with the company.
Onboarding User Employee Data Event Reasons New Hire Allows the hiring manager to view
(NEW_HIRE) the new hire user record in
Employee Central.
Onboarding Admin Manage Instance Sync RBP Permission Roles Allows you to sync Role-based
Synchronization Permission Roles between two
instances.
You need this permission to sync

Onboarding-related permission
roles between instances.
Onboarding Admin Manage Instance Sync MDF Picklist Allows you to sync MDF picklists
Synchronization between two instances.
You need this permission to trigger

email noti cations with dynamic
group recipient builder.
10/26/2023

Permissions?
Onboarding Admin Manage Instance Sync RBP Permission Groups Allows you to sync Role-based
Synchronization Permission Groups between two
instances.
You need this permission to sync

Onboarding-related permission
roles between instances.
Onboarding Admin Manage Document Generate All Documents as Allows you to trigger document
Generation Admin generation for users from the
Offboarding
Document Generation – Generate
Document page.
Onboarding Admin Manage Onboarding Administrate Onboarding or Allows you to manage Onboarding
or Offboarding Offboarding content and Offboarding content including
Offboarding
con guration settings and
document templates.
Onboarding Admin Manage Onboarding Enable Object Visibility for Allows you to make objects visible
or Offboarding External Hires to new hires during the Personal
Data Collection step
Onboarding Admin Manage Onboarding Cancel Onboarding Permission Allows you to cancel onboarding
or Offboarding processes.
Onboarding Admin Manage Onboarding Restart Onboarding Permission Allows you to restart onboarding
Onboarding User Manage Onboarding Delegate Onboarding Task Allows you to delegate a new hire
or Offboarding Permission task or a custom task from your
queue.
Onboarding Admin Manage Onboarding Permission to Cancel Offboarding Allows you to cancel Offboarding
Offboarding
Onboarding Admin Manage Onboarding Initiate Onboarding API Allows you to initiate Onboarding
or Offboarding Permission through OData API.
Onboarding Admin Manage Onboarding Access New Hire Data Permission Allows you to view and edit the
or Offboarding new hire data.
Onboarding Admin Manage Onboarding Update New Hire Data for Allows you to use the
or Offboarding External HRIS updateFromExternalHrisONB
API to upsert data.
Onboarding Admin Onboarding or AustraliaSuperannuationCon g Allows you to con gure the

Offboarding Admin superannuation fund in the
Object Permissions Australia Compliance ow.
Onboarding Admin Onboarding or FieldMetaOverrideCon guration Allows you to override the default
Offboarding Admin con gurations in compliance forms
Object Permissions
Onboarding Admin Onboarding or Onboarding Read Access Logging Allows you to con gure elds as
Offboarding Admin Con guration Sensitive Personal Data (SPD)
Object Permissions elds.
Onboarding Admin Onboarding or ComplianceCon guration Allows you to enable or disable

Offboarding Admin Compliance features.
Object Permissions
10/26/2023

Permissions?
Onboarding Admin Onboarding or Onboarding Con guration Allows you to con gure the e-
Offboarding Admin Signature settings and to manage
Object Permissions the Onboarding programs.
Onboarding Admin Onboarding or ONB2OffboardingActivitiesCon g Allows you to con gure and

Offboarding Admin manage the Offboarding tasks
Offboarding
Object Permissions used in Offboarding programs in
your system.
Onboarding Admin Onboarding or ONB2ProcessVariant Provides you with view and edit
Offboarding Admin permissions to manage different
Object Permissions business processes.
Onboarding Admin Onboarding or ONB2ProcessVariantStep Allows you to edit the Process

Offboarding Admin Variant Manager steps.
Object Permissions
Onboarding Admin Onboarding or ONB2ResponsibilityCon g Allows you to con gure

Offboarding Admin responsible roles for the
Offboarding
Object Permissions Onboarding and Offboarding tasks
in your system.
Onboarding Admin Onboarding or Onboarding Admin Con guration Allows you to con gure if SAP
Offboarding Admin Item SuccessFactors eSignature or
Object Permissions DocuSign must be used for
electronic signature.
Onboarding Admin Onboarding or Onboarding Program Provides you with view and edit
Offboarding Admin permissions to manage
Object Permissions Onboarding programs.
Onboarding Admin Onboarding or Trigger I-9 Flow Allows you to trigger the Form I-9
Offboarding Admin ow.
Object Permissions
Onboarding Admin Con gure DocuSign Con gure DocuSign eSignature Provides access to the admin tool
eSignature for con guring the DocuSign
Offboarding
eSignature.
Onboarding Admin Con gure DocuSign Manage DocuSign envelopes Provides access to the admin tool
eSignature for managing DocuSign envelopes.
Offboarding
Onboarding User Onboarding or Select the options that best t The permissions you select,
Offboarding Object your scenario determine the level of access for
Permissions each type of onboarding task.
Onboarding User Onboarding or Access Additional Onboarding This permission allows you to view
Offboarding Data Permission the new hire's additional
Permissions onboarding data.
Onboarding User Employee Data Report No-Shows This permission allows you to set
employees as no-shows.
Onboarding User Onboarding or Complete Data Collection Tasks This permission allows you to
Offboarding complete the data collections
Permissions tasks on behalf of the new hire.
10/26/2023

Permissions?
Onboarding User General User User Login Allows you to log on to the
Permission application.
 Note
Required for all users.
Onboarding User General User Permission to Create Forms Select the forms you want to
Permission provide permission to create. For
administrators in Onboarding, it is
recommended to select All.
Onboarding Admin Metadata Con gure Object De nitions Allows you to manage MDF object
Framework de nitions.
Onboarding Admin Metadata Access to non-secured objects This permission allows a user to
Framework access information provided by
MDF objects.
Onboarding Admin Metadata Import Permission on Metadata Allows a user to import data
Framework Framework related to the Metadata
Framework.
Onboarding Admin Metadata Manage Data Allows a user to manage data

Framework related to the Metadata
Framework.
Onboarding Admin Metadata Con gure Business Rules Allows you to con gure business
Framework rules related to MDF objects.
Onboarding Admin Metadata Manage Con guration UI Provides access to the Manage
Framework Con guration admin tool.
Onboarding Admin Metadata Manage Positions Allows you to manage the MDF
Framework Position object.
Onboarding Admin Metadata Manage Sequence Provides access to required

Framework processes related to MDF objects.
Onboarding Admin Metadata Access to Business Rule Provides access to the business
Framework Execution Log rule execution log, with the option
of including a permission for
downloading the log.
Onboarding Admin Metadata Manage Mass Changes for Provides access to required
Framework Metadata Objects processes related to MDF objects
in Onboarding.
Onboarding Admin Metadata Admin access to MDF OData API Provides access read all the MDF
Framework OData API entities.
.
Onboarding Admin Con gure Con gure Document Provides access necessary for
Document Management managing documents related to
Offboarding
Management Onboarding and Offboarding.
Onboarding Admin Manage Hires Include Inactive Employees in the Allows you to access the data of
search the new hires.
10/26/2023

Permissions?
User HomePage v3 Tile Homepage v3 To-Do tile group Provides access to the home page
Group Permission tiles for to-do noti cations.
To provide access to the other

home page tiles, select the
corresponding permissions.
Onboarding User General User Permission to Create Forms You can choose from the following
Permission templates to provide permission
to create the forms:
B1311 -Job Requisition

Template - RCM-OB
Integration Latest
ECTQA04-Job Requisition
Template - RCM-OB-EC
FO-GO ECTQA04-Job
Requisition Template -
RCM-OB-EC
Offer Detail Template
Select All to provide permission to

create all the forms listed in the
box.
Select Others and click on the

template that you want to provide
permission to create. Press
Ctrl+Click to select multiple
templates.
Onboarding User Goals New Group Goal Creation Allows you to create Group Goals.
Onboarding User Goals Goal Plan Permissions Allows you to access the goal
plans.
Onboarding User Compliance Object AssignedComplianceForm Allows you to view the web forms
Permissions assigned to the new hire.
Onboarding User Compliance Object ComplianceDocumentFlow Allows the new hire to access the
Permissions document work ow.
Onboarding User Compliance Object ComplianceFormData Allows the new hire to view and
Permissions sign the compliance forms to
generate PDF documents.
Onboarding User Compliance Object ComplianceProcess Allows you to view and complete
Permissions the web forms assigned to the new
hire.
Onboarding User Compliance Object ComplianceUserData Allows the new hire to enter data
Permissions and save a compliance form.
Onboarding Admin Manage Business Process Management Allows you to grant access to the
Process Engine BPE: Monitor Process.
Onboarding Admin Employee Central Employee Central HRIS OData Allows you to view data in the
API API (read-only) Manage Pending Hire step.
10/26/2023
Parent topic: Role-Based Permissions for Onboarding and Offboarding
Related Information
Assigning Permissions to a Role
Assigning Target Populations to a Role

You can set permissions for each type of onboarding task separately, allowing you to de ne 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.

Permissions?
Onboarding Admin Onboarding or Onboarding Program Enables participants to

Offboarding con gure the Onboarding
Offboarding
Object Program welcome
Permissions message. Allows you to
view and edit the default
welcome message. Full
permission recommended
for Hiring Manager role.
10/26/2023

Permissions?
Onboarding User Onboarding or Custom Task Allows users to create

Offboarding custom tasks.
Offboarding
Object You can assign View and
Permissionss Edit access to this
permission.
Onboarding User Onboarding or Custom Task De nition Allows users to de ne

Offboarding
Object You can assign View and
Permissionss Edit access to this
permission.
Onboarding User Onboarding or Delegatable Task Allows users to delegate

Offboarding
Object You can assign View, Edit,
Permissionss and Import/Export
access to this permission.
Onboarding User Compliance Compliance Form Allows users to access the

Object compliance form.
Permissions You can assign View
Onboarding User Compliance Compliance Form.metadataForFormFields Allows users to view the

Object (FormFieldMetadata) elds in the compliance
Permissions form.
Onboarding User Compliance Compliance Form.metadataForPDFs Allows users to access the

Object (FormPDFMetadata) compliance form data in
Permissions PDF form (form signature
& locale PDF mapping)
You can assign View
Onboarding User Compliance Compliance Allows users to access the

Object Form.metadataForPDFs.formSignatures compliance form data in
Permissions (FormPDFSignatureMetadata) PDF form (form signature
You can assign View

Object Form.metadataForPDFs.pdfMetadataForLocales compliance form data in
Permissions (FormPDFLocaleMetadata) PDF form (form signature
You can assign View
Onboarding User Compliance Compliance Form.metadataForUi Allows users to access the

Object (FormUIMetadata) compliance form data in
Permissions UI form.
You can assign View
10/26/2023

Permissions?

Object Form.metadataForUi.metadataForLocales compliance form data in
Permissions (FormUILocaleMetadata) UI form with different
locales.
You can assign View
Onboarding User Compliance Form Group Metadata Allows users to view

Object compliance forms
Permissions associated to a speci c
country.
Onboarding User Compliance FormGlobalFilter Allows users to lter

Object forms by country and
Permissions state.
You can assign View and
Edit access to this
permission.
Onboarding User Compliance FormSelectionFilter Allows users to lter

Object forms by version.
Permissions You can assign View
Onboarding Admin Compliance Compliance Form Data Allows admins to access

Object compliance form data.
Permissions You can assign View, Edit,
and Import/Export
Onboarding Admin Compliance Compliance Process Task Allows admins to access

Object compliance process
Permissions tasks..
You can assign View, Edit,
and Import/Export
Onboarding Admin Compliance Compliance Process Allows admins to access

Object compliance processes.
Permissions You can assign View, Edit,
and Import/Export
Onboarding Admin Compliance Compliance Form Signature Allows admins to access

Object compliance form
Permissions signatures.
and Import/Export
Onboarding Admin Compliance ComplianceDocumentFlow Allows admins to access

Object compliance document
Permissions ows.
and Import/Export
10/26/2023

Permissions?
Onboarding Admin Compliance AssignedComplianceForm Allows admins to access

Object assigned compliance
Permissions forms.
and Import/Export
Onboarding User Onboarding or Asset Task Enables participants to

Offboarding list and track the
Offboarding
Object organization's assets that
Permissions the employees leaving the
organization must return
before their last working
day.
Full permission
recommended for:
Hiring manager
Hiring manager's
manager
Onboarding
coordinator
Offboarding
coordinator
HR admin
System admin
 Note
You should enable
Offboarding for the
Asset task to appear.
Onboarding User Onboarding or Buddy Task Enables participants to

Offboarding view or edit Assign a
Object Buddy activity.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
10/26/2023

Permissions?
Onboarding User Onboarding or Document Data Enables participants to

Offboarding view or edit New Hire
Offboarding
Object data.
Permissions
It also provides View
permission to all the users
who would be using the e-
Signature solution.
View permission
recommended for:
Hiring manager
Hiring manager's
manager
Onboarding
coordinator
HR admin
Onboarding User Onboarding or Document Template Enables participants to

Offboarding view or edit document
Offboarding
Object template.
Permissions
It also provides View
permission to all the users
who would be using the e-
Signature solution.
View permission
recommended for:
Hiring manager
Hiring manager's
manager
Onboarding
coordinator
HR admin
Onboarding User Onboarding or Document Flow Enables participants to

Offboarding view or edit document
Offboarding
Object collection status.
Permissions
View permission
recommended for:
Hiring manager
Hiring manager's
manager
Onboarding
coordinator
HR admin
10/26/2023

Permissions?
Onboarding User Onboarding or Central Orientation Meeting Enables participants to

Offboarding schedule Central
Object Orientation meetings.
Permissions
Onboarding User Onboarding or Checklist Task Enables participants to

Offboarding create a checklist. Full
Object permission recommended
Permissions for:
Hiring manager
Future manager
Onboarding User Onboarding or Con guration for Prepare for Day One Task Enables participants to
Offboarding view or modify the
Object con guration for Prepare
Permissions for Day One Task.
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Equipment Task Enables participants to

Offboarding view/edit furnished
Object equipment orders.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Equipment Type Enables participants to

Offboarding view/edit equipment
Offboarding
Object types.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Equipment Type Value Enables participants to

Offboarding view/edit equipment type
Offboarding
Object value.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
10/26/2023

Permissions?
Onboarding User Onboarding or Meeting Task Enables participants to

Offboarding schedule meetings.
Offboarding
Object
Full permission
Permissions
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Goal Task Enables participants to

Offboarding set up goals.
Object
Full permission
Permissions
recommended for:
BPE Service user
Future manager
Onboarding User Onboarding or Message Task Enables participants to

Offboarding view, set, and update the
Object Welcome Message for the
Permissions new hire.
Full permission
recommended for:
Hiring manager
Hiring manager's
team
Future manager
Onboarding User Onboarding or ONB2DashboardFilter Enables participants to

Object dashboard lter.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Onboarding data collection con guration Enables participants to
Offboarding view or modify data
Object collection con gurations.
Permissions
Full permission
recommended for:
Hiring manager
10/26/2023

Permissions?
Onboarding User Onboarding or ONB2I9Data Enables participants to

Offboarding view or modify
Object Onboarding US I-9Forms.
Permissions
Full permission
recommended for:
Hiring manager
Onboarding User Onboarding or ONB2ProcessResponsible Enables you to view and

Offboarding modify
Object ONB2ProcessResponsible
Permissions object. The
ONB2ProcessResponsible
object allows you to set
responsible users for
various onboarding tasks,
for example, new hire
tasks, and review new hire
data.
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Knowledge Transfer Plan Enables participants to

Offboarding view or modify knowledge
Offboarding
Object transfer plan.
Permissions
Full permission
recommended for:
Hiring manager
Onboarding User Onboarding or Knowledge Transfer Task Enables participants to

Offboarding view or modify knowledge
Offboarding
Object transfer task activity.
Permissions
Full permission
recommended for:
Hiring manager
10/26/2023

Permissions?
Onboarding User Onboarding or Process Trigger Enables participants to

Offboarding trigger Onboarding and
Offboarding
Object Offboarding process ow.
Permissions
Full permission
recommended for:
Hiring manager
Hiring manager's
manager
Onboarding
coordinator
Offboarding
coordinator
HR admin
System admin
Onboarding User Onboarding or Process Enables participants to

Offboarding access new hire's details
Offboarding
Object on the Dashboard.
Permissions
Full permission
recommended for:
Hiring manager
Hiring manager's
manager
Future manager
Onboarding
coordinator
HR admin
System admin
Onboarding User Onboarding or ONB2ScheduledMessageActivity Enables participants to

Offboarding
Object Farewell message.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Prepare for Day One Task Enables participants to
Offboarding view or edit the
Object supplemental items. Full
Permissions permission recommended
for:
Hiring manager
Future manager
10/26/2023

Permissions?
Onboarding User Onboarding or Checklist Task Enables participants to

Offboarding create a checklist.
Object
Full permission
Permissions
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Recommended People Task Enables participants to

Offboarding view, add, or remove
Object recommended people for
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Recommended Link Task Enables participants to

Offboarding view or modify
Object recommended links.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or Where To Go Task Enables participants to

Offboarding view or edit supplemental
Object item locations.
Permissions
Full permission
recommended for:
Hiring manager
Future manager
Onboarding User Onboarding or OnboardingInfo Enables participants to

Offboarding view and edit process
Object ows including New Hire
Permissions Data Review, Personal
Data Collection, and
Manage Pending Hires
among others.
Full permission
recommended for:
Hiring manager
Onboarding User Compliance I-9 User Data Allows you to view and
Object edit Form I-9 user data.
Permissions
10/26/2023

Permissions?
Onboarding User Compliance I-9 User Data.User Data Documents Allows you to view and
Object edit Form I-9 User Data
Permissions Documents.
Onboarding User Compliance I-9 User Data.Translators Allows translators to view,

Object edit, create and adjust the
Permissions Form I-9.
Onboarding User Onboarding or Complete Data Collection Tasks This permission allows
Offboarding you to complete the data
Permissions collections tasks on
behalf of the new hire.
Onboarding User Compliance AssignedComplianceForm Allows you to view the

Object web forms assigned to the
Onboarding User Compliance ComplianceDocumentFlow Allows the new hire to

Object access the document
Permissions work ow.
Onboarding User Compliance ComplianceFormData Allows the new hire to

Object view and sign the
Permissions compliance forms to
generate PDF documents.
Onboarding User Compliance ComplianceProcess Allows you to view and

Object complete the web forms
Permissions assigned to the new hire.
Onboarding User Compliance ComplianceUserData Allows the new hire to

Object enter data and save a
Permissions compliance form.
Onboarding User Employee Data Employment Details Edit Allow the new hires to edit
the compliance forms.
Onboarding User Employee Data Employment Details MMS Allow the new hires to
view the compliance
forms.
Related Information
10/26/2023
You can grant speci c permissions to con gure and manage email services for Onboarding.
 Note
For those permissions that offer Field Level Overrides, you can restrict a speci c eld so that users in the applicable role
cannot view or edit that eld (not applicable to mandatory elds).
Solution Under User or Permission Location Permission Name Result

Administrator
Permissions?
Onboarding Admin Con gure Email Con gure Email Email category
Framework Permissions Categories represents a certain
Offboarding
email template group,
such as the Buddy
Category: category for
buddy assignment and
removal. It also includes
rules for building email
message attributes,
such as recipient and
content.
Onboarding Admin Con gure Email Con gure Email Triggers Triggers can be applied
Framework Permissions as rules for sending
Offboarding
emails. For example,
Buddy Assignment
Cancellation Trigger:
Notify the assigned
buddy that the task has
been reassigned to a
different colleague.
Onboarding Admin Con gure Email Con gure Email Email Template provides
Framework Permissions Templates a speci c email form
Offboarding
generated by certain
conditions and rules.
Onboarding Admin Con gure Email Con gure Audit Trail This allows you to
Framework Permissions display a list of emails
Offboarding
sent by the system. The
Actions you can take
include: View Email,
Resend, and Display
Details.
Onboarding Admin Con gure Email Allow Resend Emails This allows you to trigger
Framework Permissions new reminder emails and
Offboarding
complete or edit the To
and CC elds.
Onboarding Admin Metadata Framework Con gure Business Allows you to con gure
Rules the business rules
associated with your
onboarding programs.
Onboarding Admin Metadata Framework Con gure Object Allows you to con gure
De nitions object de nitions.
10/26/2023
Solution Under User or Permission Location Permission Name Result

Administrator
Permissions?
Onboarding Admin Email Framework Object EmailMessage Provides access

Permissions necessary for managing
Offboarding
email messages sent by
the system.
Onboarding Admin Email Framework Object EmailReminderState Provides access

Offboarding
email reminders to be
sent to the New
Hire/Employee. These
objects track an email’s
reminder status and its
last sent timestamp.
Onboarding Admin Email Framework Object EmailTemplate Provides access

Offboarding
email forms (or
templates) present in
the system.
Onboarding Admin Email Framework Object EmailTrigger Provides access

Offboarding
email rules used for
sending different types
of emails to the New
Hire/Employee.
Onboarding Admin Email Framework Object EmailTriggerCategory Provides access

Offboarding
categories of emails that
are triggered by the
system.
Related Information

Before their start date, you can grant new hires access to the system as external users.
The OnboardingExternalUser permission role is provided with your Onboarding solution. You can assign this role to new hires
before their start date to grant them limited access to your system.
 Note
10/26/2023
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. Make sure that the target
population of the OnboardingExternalUser role is set to Granted User (Self).
 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.
Under User or Administrator Permission Location Permission Name Purpose/Note

Permissions?
User General User Permission User Login Provides access to your

system.
In addition to external user, full

permission recommended for:
Hiring manager
Hiring manager's
manager
Onboarding coordinator
HR admin
System admin
User Homepage v3 Tile Group Homepage v3 To-Do tile group For the mandatory user tasks to
Permission appear on the To-Do tile. For
example, Completing the
Paperwork.

Hiring manager
Hiring manager's
manager
HR admin
System admin
10/26/2023

Permissions?
User Homepage v3 Tile Group Homepage v3 Onboarding tile To view all the Onboarding tiles.
Permission group For example, all the meetings
that are scheduled for the new
hire, and the welcome
messages sent to the new hire
by clicking on these tiles.

Hiring manager
Hiring manager's
manager
HR admin
System admin
User Employee Data HR Information Select the view and edit eld
options that best t your
requirements.
User Employee Data Employment Details Select the view and edit eld
options that best t your
requirements.

Hiring manager
Hiring manager's
manager
HR admin
System admin
User Employee Central Effective Select the options that best t Determines which effective-
Dated Entities your requirements. dated elds can be viewed or
edited.

Hiring manager
Hiring manager's
manager
HR admin
System admin
10/26/2023

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

Hiring manager
Hiring manager's
manager
HR admin
System admin
Admin Metadata Framework Access to non-secured objects Controls access to any MDF
objects, including onboarding
tasks.

Hiring manager
Hiring manager's
manager
HR admin
System admin
User Employee Data Employment Details Allow the new hires to edit the
Employment Details MSS compliance forms.
Edit
User Employee Data Employment Details Allow the new hires to view the
Employment Details MSS compliance forms.
View
10/26/2023

Permissions?
User Onboarding or Offboarding Select View for the following Allow new hires to access
Object Permissions permissions: onboarding tasks.
Buddy Task In addition to external users,

these permissions should be
Checklist Task
assigned to any internal
Equipment Task permission groups that need to
complete onboarding tasks, for
Goal Task example internal hires.
Knowledge Transfer
Task
Recommended Link
Task
Meeting Task
Message Task
Recommended People
Task
Prepare for Day One

Task
Where To Go Task
Related Information
Role-Based Permissions for New Hire and Internal Hire Data

Review
List of permissions that determines what new hire data can be read or edited when peforming the task of reviewing the new
hire data.
For more information on the Employee Central entities that are shown to the manager/coordinator who's onboarding a new
hire or an internal hire, refer to the "Reviewing New Hire Data" topic.
Under User or Administrator Permission Location Permission Name Result

Permissions?
10/26/2023
Under User or Administrator Permission Location Permission Name Result

Permissions?
User Employee Data HR Information Provides access to view or edit

HR-related information.
 Note
Full permission recommended
Enable all the permissions for:
under HR Information.
Hiring manager
Hiring manager's
manager
Future manager
HR admin
System admin
User Employee Data Employment Details Provides access to view or edit

employment details.

for:
Hiring manager
Hiring manager's
manager
Future manager
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
Employee Central.

for:
Hiring manager
Hiring manager's
manager
Future manager
HR admin
System admin
Related Information
10/26/2023
Reviewing New Hire Data for Onboarding a New Hire
Assigning External User Target Populations to Responsible

Users' Permission Role
The permission role of the responsible users should be assigned with target populations of external users so that responsible
users can view the external users tasks on the Onboarding Dashboard (New) based on department, division, or location.
Procedure
1. Go to the Admin Center Manage Permission Roles .
2. Select the permission role of responsible users.
3. In the Grant this role to section of the Permission Detail screen, choose Add External Target Population.
4. Select External Onboarding Users as the user type.
5. Select Everyone to include all external onboarding users or choose Target population of to further narrow down the
target population.
You can narrow down the external users by only choosing those in the department, division, or location of the responsible
users. Or you can choose external users who are in the target populations of certain permission groups.
6. When you choose the Review Offboarding permission role assigned to the permission group of managers, you should
select Include access to Granted User (self). If not, the group of managers won't be able to view the offboarding
employees in the Review Offboarding to-do tasks in the To-Do List side panel on the home page.
7. To exclude the granted users from applying the permissions on themselves, select Exclude Granted User from having the
permission access to themselves.
8. Save your changes.
Results
You've set the external user target population for the permission group.
Next Steps
Make sure the corresponding internal users' permission group is assigned as the target population of the responsible users'
permission role. This guarantees a smooth experience for the responsible users when an external user is converted to an
internal user.
Task overview: Role-Based Permissions for Onboarding and Offboarding
Related Information
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Con guring Onboarding Process De nition

As an Administrator, you must con gure and deploy a process de nition to enable Onboarding to execute a sequence of
interdependent and linked procedures that are a part of its program.
Prerequisites
You should have the following permission:
Permission Name: Administrate Onboarding or Offboarding content.
Permission Category: Manage Onboarding or Offboarding.
Permission Type: Administrator Permission.
Context
Onboarding, in its initial state does not have any process de nition con gured or deployed in the system. You must con gure
the process de nition 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 eld, enter Update Process Flows for Onboarding and Offboarding. Access the tool by
clicking on the search result.
3. Select a service user from the Select Service User dropdown.
If you dont nd any options listed in the dropdown, there are no service users setup in your system. For information
about setting up service user, refer to Setting Up a Service User in the Related Information section.
4. Get proxy permissions for Business Process Engine task execution from the selected service user. For information about
proxy management, see Inheriting Proxy Rights From a Service User in the Related Information section.
5. Click Update.
Onboarding is now updated with the process de nition.
Related Information
Enabling Proxy Rights From a Service User

Before updating your Onboarding/Offboarding instance with a process de nition, you must set up a service user having
permissions to execute Business Process Engine (BPE) tasks.
Context
When Onboarding/Offboarding is enabled, an instance is created in your system without a precon gured process de nition. For
deploying a process de nition, a service user is required.
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Procedure
1. Go to Admin Center Manage Permission Roles .
2. Create a permission role or nd the existing permission role for BPE service user.
3. Assign the following permissions.
Permission Category Permission Name
Administrator Permissions Manage Hires Add New User
Rehire Inactive Employee with New Employment
Rehire Inactive Employee (by 'match' in New Recruit)
Administrator Permissions Manage Business Process Process Management

Engine
User Permissions Recruiting Permissions Onboarding Update Permission
SFAPI Retrieve Candidate Permission
OData API Candidate Export
Administrator Permissions Manage Onboarding or Administrate Onboarding or Offboarding content

Offboarding
Administrator Permissions Manage User Send System Message Email Noti cation
User Permissions Employee Central Effective Dated Edit/Insert permission for all elds under this category
Entities
User Permissions Employee Data View only for the following elds:
First Name
Middle Name
Last Name
Business Phone
Email
Job Title
Status
Depends on the object de nition of Position in Con gure View only for Position
Object De nitions
Depends on the object de nition of Legal Entity in Con gure View only for Legal Entity
Object De nitions
4. Grant this role to the permission group OnboardingBPEServiceUser.
5. Set the target population to Extenal Onboarding User and in addition choose Everyone (External Onboarding User).
7. Go to Admin Center Manage Permission Groups .
8. Select OnboardingBPEServiceUser.
This permission group is available in Onboarding by default.
9. Add one or more users to the group.

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Related Information
Enabling Proxy Rights From a Service User

As an Administrator, you may not have the rights for Business Process Engine task execution, which is required for updating
Onboarding with a process de nition. You can enable the proxy rights from a service user.
Procedure
2. In the Tools Search eld, enter Proxy Management. Access the tool by clicking on the search result.
3. Under Grant Proxy Who will act as the proxy(username) , enter the username who will inherit the proxy rights.
Select Find Users to search users in the system.
4. Under Grant Proxy Which account holder will the proxy act on behalf of (username) , enter the username of the
service user.
Click Find Users to search users in the system.
5. Under Get Proxy Rights, select BPE Task Execution.
6. Select Save.
You have granted the proxy rights successfully.
Editing the Process Flows for Default Onboarding and

Offboarding Processes
You can edit and deploy the default Onboarding and Offboarding process de nition (XMLs) in Business Process Engine for the
rst time.
Context
At every major release or patch release, whenever there are enhancements made to these default Onboarding and Offboarding
process de nition (XMLs), they're automatically deployed. Any changes made to the existing predelivered building blocks or a
default ow are overwritten during the upgrade. However, candidates initiated on the previous ow versions will remain on the
previous versions itself.
You can update the service user from the Update Process Flows for Onboarding and Offboarding page. You also have to update
Process Variant every release for instances with Custom Process Variant, for details, refer to the "Updating a Process Variant"
link in the "Related Information" section.
 Note
Do not downgrade process de nitions in the Business Process Engine as this may affect certain functionalities.
Procedure
1. Go to Admin Center Update Process Flows for Onboarding and Offboarding .
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2. Select the process that you want to update under Select Process Flows.
3. Select a service user from the Select Service User dropdown menu.
 Note
The updated XMLs are deployed to the Business Process Engine.
Results
After the default Onboarding and Offboarding processes are deployed, you can see the default Onboarding work ow in Process
Variant Manager.
 Note
The default Offboarding work ow doesn't appear in Process Variant Manager because it is not supported currently. It will be
available in a future release.
The new enhancements made on the default work ows that has been already deployed re ect on the updated Onboarding
processes.
Related Information
Updating a Process Variant
Con guration of Data Model Onboarding

Con gure 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 elds available for con guration using Admin Center Manage Business
Con guration .
When setting up Onboarding, the elds con gured on the Succession Data Model should be those elds 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 elds that are captured during the Onboarding process (these elds 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 con gure a eld
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 elds together are sometimes referred to as the Onboarding Data Model.
While con guring 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-speci c HRIS elements to the data model, and add HRIS elements speci c to Onboarding. For more
information, refer the Related Links section.
 Recommendation
The Succession Data Model should be made least restrictive, which means you should set very few elds in this data model
as mandatory. When you are mapping the elds from Succession Data Model for Onboarding, the elds that are required by
the new hire should only be made mandatory, and rest of the elds should remain optional. When you are mapping the elds
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from Succession Data Model for Employee, you should con gure it as most restrictive by setting most of the HRIS elds
required by the employee as mandatory.
It is also recommended that whenever you con gure the HRIS elds for Onboarding, you should also con gure the HRIS
elds for Employee.
 Note
To use SAP SuccessFactors Onboarding, you must have SAP SuccessFactors Employee Central provisioned in your system.
Related Information
Data Models Used in Onboarding
Con guration of Succession Data Model (for Employee Central)
Synchronizing the Succession Data Model with Business Con guration UI
Adding Country/Region-Speci c HRIS Element Fields to the Data Model
Adding HRIS Element Fields Speci c to Onboarding
Data Models Used in Onboarding

Data models are used to set up the system in a way that satis es a company's requirements.
You de ne how a company's organizational structure is re ected in the system and what entries a user can make to set up
company, person, and employment data. You can add customer-speci c elds and rename elds.
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-Speci c Corporate Data Model
This is where you set up elds that are speci c to a single country. This data model might be needed if the company has
locations in more than one country, for example, to de ne the corporate address elds for each country.
Country/Region-Speci c Succession Data Model
This is where you set up international formats and elds, 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 les that you can adjust according to a company's requirements. The XML les have standard
elements and elds included, so you need only touch those parts of the data model you want to adjust. You can use the
existing XML coding as a guideline, and you also nd XML examples and explanations in the following chapters.
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Con guration of Succession Data Model (for Employee Central)

You can con gure 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 de ning person objects and employment objects in the XML le for the Succession Data Model. This is
where you de ne what the elds are going to be called on the UI and which elds are hidden. You can also add customer-speci c
elds. In the following table, you nd more information about the person and employment objects included in the standard XML
le delivered by SAP SuccessFactors.
Here's a brief description of the columns in the table:
HRIS element ID: This is the ID that is used to identify the person or employment object in the XML le.
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 le, 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 le below the corresponding HRIS element and put the new label text inside
the label tags.
Block: Each HRIS element and its elds is shown in a block on the UI, that means, in a clearly de ned area on the UI. Most
HRIS elements have their own block. In this column, you nd the block name.
Data object type: There are two types of data objects you de ne 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 elds for the person objects globalInfo and homeAddress are de ned in the Country/Region-Speci c Succession
Data Model. For more information, refer to the Related Information section.
HRIS element ID Standard label block Data object type
personInfo Biographical Information Biographical Information Person object
personalInfo Personal Information Personal Information Person object
globalInfo Global Information Part of Personal Information Person object

block (appears when the user
All elds for this HRIS element
adds a country/region in this
are de ned in the
block)
Country/Region-Speci c
Succession Data Model.
nationalIdCard National Id Information National Id Information Person object
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homeAddress Home Address Addresses Person object
All elds for this HRIS element

are de ned in the
Country/Region-Speci c
phoneInfo Phone Information Part of Contact Information Person object

block
emailInfo E-mail Information Part of Contact Information Person object

block
imInfo Social Accounts Information Part of Contact Information Person object

block
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 payroll
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 block
payComponentNonRecurring Spot Bonus Spot Bonus Employment object
jobRelationsInfo Job Relationships Job Relationships Employment object
workPermitInfo Work Permit Info Work Permit Info Employment object
Note that when you have

activated the Global
Assignments feature, the
workPermitInfo block is
displayed on the Personal
Information page.
globalAssignmentInfo Global Assignment Details Global Assignment Details Employment object
 Note
You have to activate global
assignments management to
use this feature.
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pensionPayoutsInfo Pension Payout Details Pension Payout Details Employment object
 Note
You have to activate pension
payouts to use this feature.
userAccountInfo Employee Information Employee Information block on Employment object

the Add New Employee screen
Related Information
Country/Region-Speci c Data Models
Synchronizing the Succession Data Model with Business

Con guration UI
Business Con guration UI (BCUI) provides an interface to update the Succession Data Model. It is important that the changes
in the XML are propagated to the Business Con guration UI. 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 rst time, future updates to Succession Data Model is automatically pushed to BCUI.
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.
If you upload either the Succession Data Model or the Country/Region Speci c Succession Data Model in Provisioning or create
the Synchronize Business Con guration job in Scheduled Job Manager in Admin Center, you’re required to ensure that the last
update of the other data model (for the Succession Data Model or the Country/Region Speci c Succession Data Model) is
successful.
We’ve added messages to notify you to ensure that the last upload of either the Succession Data Model or Country/Region-
Speci c Succession Data Model should be successful before uploading the data model or creating a new Synchronize Business
Con guration job.
 Caution
BCUI is locked during synchronization. Do not edit the attributes of ActivityListObject using Admin Center Con gure
Object De nitions 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 Pro le, refer to the Before You Get
Started with Business Con guration UI (BCUI) section.
Setting up of BCUI sync job is a three-step process.
Procedure
1. Create a Job.
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 Note
To create a BCUI sync job, select Synchronize Business Con guration 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 rst 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 Con gure
Object De nitions . Check Details to identify the issue, x it, and restart the job. If issue still exists, please contact
Product Support.
Results
You have set up a sync job that will enable you to synchronize Succession Data Model with Metadata Framework (MDF).
Adding HRIS Element Fields Speci c to Onboarding

Add onboarding-speci c Human Resource Information System (HRIS) element elds to the data model for collecting
information from new hires.
Prerequisites
To create and con gure an Onboarding data model, the following settings are enabled in Provisioning Company Settings :
 Remember
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 elds speci c to onboarding to the data model. For more information, refer to the HRIS Elements and Fields
in BCUI topic under Related Links.
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To add HRIS element elds speci c to Onboarding, perform the following steps:
Procedure
1. Go to Admin Center Manage Business Con guration .
2. In the left column of the con guration page, go to Employee Central HRIS Elements and click an HRIS element
from the list that you want to con gure for Onboarding.
3. Click Con gure New Person Type.
4. Select New hire from the Person Type dropdown.
Person type allows you to de ne a set of elds speci c to a new hire.
 Note
There are HRIS elements that do not have a Person type. You can click on these elements and set the Onboarding
eld to Yes. If you don't want to use these elements for Onboarding, then set the Onboarding eld to No.
The HRIS elements that do not have a Person type are listed below:
compInfo - Compensation Information
jobRelationsInfo - Job Relationships
payComponentNonRecurring - Spot Bonus
payComponentRecurring - Compensation
 Remember
If there is no new hire person type con gured for an HRIS element, the entity will use the Succession Data Model by
default.
5. Click Save.
The new hire person type element elds become part of the Onboarding 1.0 data model.
6. Select the new HRIS compensation element elds for the new hire.
7. Click (Add) to append elds to the new hire person type.
Field Description
Identi er Edit the name of the HRIS element eld.
Enabled Enable the HRIS Element Field.
Mandatory Determine if the HRIS element eld is mandatory.
Visibility Determine the visibility of an HRIS element eld.
8. Click Save.
Results
Onboarding-speci c elds are now available for review by the hiring manager and the participants in the onboarding process.
 Note
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Onboarding-speci c elds are only used during data collection. After the new hire becomes an employee, the Employee
Central HRIS element elds are used by default.
Related Information
HRIS Elements and Fields in BCUI
Adding Country/Region-Speci c HRIS Element Fields to the

Data Model
You can con gure country-speci c information for entities which are used in Onboarding and Employee Central on the
Prerequisites
To create and con gure an Onboarding data model, the following settings are enabled in Provisioning Company Settings :
 Remember
Con gure business rules to determine when country-speci c elds are displayed to the new hires. In Onboarding, HRIS Element
Job Info needs to enable job-title eld.
Procedure
2. For the HRIS element eld you want to add country-speci c information to, click to expand the element options.
 Note
Not all HRIS element elds have country-speci c options.
3. Click Con gure New Country and select the Country from the dropdown menu.
4. Select the HRIS element eld from the Based on HRIS Element dropdown menu and click Save.
5. To add localized HRIS elds and Trigger Rules to the HRIS element, click the country-speci c HRIS element that you have
just saved.
6. Under the Localized HRIS Fields section, enter the following details to add localized elds to the element:
Field Action
Identi er Select an Identi er from the dropdown menu.
Label Provide a label for the localized HRIS elds.
Enabled Enable the HRIS Element Field.
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Field Action
Mandatory Determine if the HRIS Element Field is mandatory.
7. In the Trigger Rules section, click to add an already-con gured business rule.
The business rules evaluate and determine which new hires see the country-speci c elds.
8. Make sure the Enabled dropdown is set to Yes.
9. Click Save.
Results
The data model is con gured to accept country-speci c information from the appropriate new hires.
Data Models in SAP SuccessFactors

This topic is your introduction to the data models used in SAP SuccessFactors HXM Suite.
Data Models describe how data elements are structured in a database. They also de ne the properties these elements possess
and their relationships to each other.
SAP SuccessFactors de nes its data using a number of data models. These data elements have impact on all of the modules of
the application as well as the company and employee data stored in the system. Initial set up of the data models is done
through provisioning.
The SAP SuccessFactors Data Models use XML. You can download these XML les from provisioning. You then work with les in
an XML editor of your choice and edit them offline. You upload these modi ed les back to the company instance you’re working
with in provisioning.
 Remember
 Note
Once the initial implementation is complete, you can also modify the data model les from Admin Center using the Business
Con guration UI or BCUI.
Data for any company is of two kinds.
Employee Data
This data is employee-related data such as name, date of birth, nationality, as well as employment data such as job title or
compensation.
Organization Data
Organization-related data such as Department, Division, Legal Entities. This data also includes Job and Pay Structure. The
organization-related data objects are also described as Foundation Objects.
SAP SuccessFactors de nes this data using the following Data Models:
Corporate Data Model
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Corporate Data Model de nes the organization-related data in XML, which are also the Foundation Objects. Some of these
Foundation Objects can also be de ned as MDF Objects. MDF Objects aren’t in scope for this document. This Data Model also
has relationship between the foundation objects con gured in it.
Country/Region Speci c Corporate Data Model
The foundation objects from Corporate Data Model that need to be localized based on the country/region are con gured in this
data model. In case the con guration for a particular country/region is missing, the de nition in the Corporate Data Model is
used.
This Data Model is the basis for People Pro le and Employee Central. Fields needed to de ne employee's data are con gured in
this data model. The elements de ned here are used or referenced in People Pro le, Matrix Grid reports, Succession Org Chart,
Employee Directory, and Employee Scorecard. These elds are also used in Performance Management, Compensation,
Recruiting Management, and for user management in a company instance.
Country/Region Speci c Succession Data Model
Any elds from the Succession Data Model that need to be localized are de ned in this data model. Also, any elds that are
speci c to a country/region are con gured here. In case, there’s no con guration pertaining to a certain country/region in this
data model, the eld as de ned in the Succession Data Model is used.
 Note
Employee Central is required for some of these data elements and data models.
 Note
All con guration les for Employee Central, for example, master data models, master picklists, as well as country/region-
speci c les, have moved from the SAP Help Portal to the Software Download Center .
Integration of Recruiting Systems with Onboarding

Integrating Recruiting Systems with Onboarding facilitates the seamless ow of user data between Recruiting and Onboarding
systems. This integration passes the user data that is gathered from the candidates during recruiting to be used in the
Onboarding process.
You can integrate Onboarding with a minimal impact on your existing system functions,whether you are using Recruiting or an
external Applicant Tracking System.
Although Onboarding has inbuilt compatibility to work with Recruiting, it can be integrated with external Applicant Tracking
Systems using APIs belonging to Employee Central, Onboarding, and SAP SuccessFactors HXM Suite.
Choose from the following topics for detailed information about integrating Onboarding with Recruiting or an external Applicant
Tracking System.
 Note
Mapping for the Recruiting picklist is done using Option ID if there’s an exact match in Employee Central. If there isn't an
exact match, mapping is done using the Label in Employee Central with the picklist Label fetched from Recruiting. The
matched labels are mapped again with the external code. If the external code for the picklist doesn't match, then the rst
matching Label in Recruiting is passed to Employee Central.
Integrating SAP SuccessFactors Recruiting Management with Onboarding

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

Onboarding
If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding to be a part of your
hiring process.
Context
Onboarding is compatible with SAP SuccessFactors Recruiting Management by default. After Onboarding is con gured, you can
initiate the onboarding process for a given candidate by taking the Initiate Onboarding action from your SAP SuccessFactors
Recruiting Management application.
Procedure
1. In Admin Center Manage Permission Roles , ensure that you have [Role] Permission User Permission
Recruiting Permissions Onboarding Initiate Permission enabled.
2. In the Application Status Con guration 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 con gure 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 block appears in SAP SuccessFactors Recruiting Management where you can see details about
who initiated the onboarding request.
Task overview: Integration of Recruiting Systems with Onboarding
Related Information
Allowing Recruiting Users to Initiate the Onboarding Process
Mapping Data from Recruiting Management with Employee

Central Entities
To pass the new hire data from Recruiting Management to Onboarding, you must map the mandatory Employee Central Data
entity elds with the corresponding elds in Recruiting Management.
Prerequisites
The following modules should be enabled in Provisioning:
Onboarding
Recruiting
Employee Central
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 Remember
partner. If you're no longer working with an implementation partner, contact Product Support.
 Note
All the three modules should be enabled for the Mandatory Onboarding HRIS Elements and Employee Central HRIS
Elements to appear on the Recruit-to-Hire Data Mapping page.
Employee Central is con gured in your system and all the elds required for data mapping are available in the
Succession Data Model. For more information about Succession Data Model, see the Related Information section.
Recruiting Templates are con gured in your system.
Onboarding supports the following recruiting templates:
Job Requisition Template
Candidate Application Template
Job Offer Template
For more information about the respective recruiting templates, refer to the Related Information section.
 Note
In case you don’t see any data on the Recruit-to-Hire Data Mapping page, go to Admin Center OData API
Metadata Refresh and Export tool and Refresh the Cache. It’s recommended that you log out from the application
and log in back again after refreshing the cache.
Context
Before you map the mandatory Employee Central Data entity elds with the corresponding elds 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 elds in Succession Data Model as mandatory.
When you’re mapping the elds from Succession Data Model for Onboarding, the elds that are required by the new hire should
only be made mandatory on the New Hire Data Model. Rest of the elds should remain optional. When you are mapping the
elds from Succession Data Model for Employee, you should con gure it as most restrictive by setting most of the HRIS elds
required by the employee as mandatory.
 Note
Succession Data Model doesn’t allow you to disable mandatory elds.
For example, personalInfo entity by design needs only First Name and Last Name as mandatory elds in Succession Data
Model. Therefore, you aren’t allowed to set these elds as nonmandatory.
Mapping is not required for the Pay Component Non-Recurring eld pay-component-code and the Pay Component
Recurring eld pay-component in Recruit-to-Hire Data Mapping. If the value isn’t mapped, it is taken from context based
on the variant name of Pay Component Recurring or Pay Component Non-Recurring (Example, for the Base salary
variant mapped in Recruit-to-Hire Data Mapping its Pay Component ID is taken as the Pay Component code).
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When the Can Override value is set to Yes in the Foundation Object (FO), the values for the Pay Component Recurring
and Pay Component Non-Recurring elds are populated from the FO on the New Hire Data Review page and the Manage
Pending Hire page when the values aren’t mapped from Recruiting.
When the Can Override value is set to No in the FO, all the values for the Pay Component Recurring and Pay Component
Non-Recurring elds are populated from FO on the New Hire Data Review page and the Manage Pending Hire. An error is
created in the Business Process Engine (BPE) ow when the values for these mandatory elds are different from the
values in the FO, when this happens you must map the Recruiting values to similar values in the FO.
Skip logic implemented based on your business requirements are used in the following scenarios to skip passing the Pay
Component variant from Onboarding to the New Hire Data Review page and the Manage Pending Hire leaving the eld
values empty:
When Pay Component code is mapped in Recruit-to-Hire Data Mapping and null value is passed for this from
Recruiting.
When Pay Component code is mapped in Recruit-to-Hire Data Mapping and a value different from that of the
variant name is passed for this from Recruiting.
When values are not passed from Recruiting for any of the elds in Pay Component Recurring or Pay Component
Non-Recurring even if some elds are mapped in Recruit-to-Hire Data Mapping.
For the currency-code eld, the value is taken from the FO if you don't map in Recruit-to-Hire Data Mapping. If the value
is not available in FO, then the value for the eld is taken from the legal entity. If the value is not available in the legal
entity, then the value for the currency-code eld is taken from the legal entity country.
New hires are not lost if the mandatory elds of Pay Component Recurring and Pay Component Non-Recurring are not
mapped in Recruit-to-Hire Data Mapping to pass their value from Recruiting to the New Hire Data Review page and the
Manage Pending Hire page. An error is created in the BPE ow if you don't map the elds to pass values from Recruiting,
and no corresponding value is set in the FO.
If you want to set Middle Name as a mandatory eld for personalInfo entity for Internal users, then this eld should be set as a
mandatory eld in Employee Data Model. If you want to set Middle Name as a mandatory eld for personalInfo entity for an
External user, you need to set this as a mandatory eld in New Hire Data Model.
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In the Recruit-to-Hire Data Mapping tool, the elds that appear as mandatory are the mandatory elds from Succession Data
Model.
 Note
You might notice start date as one of the mandatory elds even though it is not available in Succession Data Model. This is
because start date is one of the system mandatory elds.
Procedure
1. Go to Admin Center Recruit-to-Hire Data Mapping .
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2. Select Mandatory Onboarding HRIS Elements to map the mandatory elds that are required for successful initiation of
Onboarding.
3. Select Employee Central HRIS Elements to map the required elds.
In the mapping interface, the Employee Central eld labels and elds are shown on the left side, whereas the available
Recruiting templates and Recruiting elds are shown on the right side.
 Note
The Succession Data Model determines which elds are required and are denoted by a red asterisk.
4. To map an Employee Central eld to a Recruiting eld, select the Job Requisition Template, Candidate Application
Template, or Job Offer Template from the Recruiting Template dropdown menu and select the corresponding elds
under Recruiting elds.
 Note
Click Clear Changes to remove the modi cation you've made in the current session.
5. It’s recommended that you map the following mandatory Employee Central entities:
personalInfo
employmentInfo
jobInfo
 Note
Map all the mandatory elds under these entities correctly to avoid data mismatch.
Here’s an example of all the mandatory elds that you can map:
personalInfo.first-name
personalInfo.last-name
employmentInfo.start-date
jobInfo.company
jobInfo.manager-id
 Note
The manger info "Job Info - Supervisor" that ows from Recruiting to Employee Central should be same as the
manager info set in Position Management.
Other than these elds, there can be other elds from the Employee Central Data Model that are mandatory. It is
recommended that you map jobInfo.event-reason and jobInfo.start-date for the process to work
seamlessly.
 Note
Whether a speci c eld is mandatory or not in the Employee Central Data Model depend on the con guration in the
Data Model.
 Note
Time elds should not be mapped for internal hires. For details on mapping time related data, refer to the Managing
Time Related Data in Onboarding link in the Related Information section.
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 Note
Event Reason isn’t maintained as part of Job Requisition. Currently, the admin must add custom elds for each Job
Req or Applicant Tracking System API.
6. To map con gured country/region-speci c elds, click (Expand) next to the entity and select the country/region-
speci c entity.
7. Click Validate all Entities to check that all mandatory elds are mapped and all data types are correct.
8. To con gure variant elds, select the entity from the list, then click (Add) and choose from the available variants, then
map the available elds.
For the variant entities listed below, data from Recruiting to Employee Central is passed only for those variants of an
entity that has the Employee Central Key eld value (if the eld is present) to be same as the variant name. For example,
if the variant selected for Email_Info is personal then the value of the eld email-type for this variant should be personal.
If business is selected as email-type for this variant, then data isn’t passed from Recruiting to Employee Central.
Entity Employee Central Key Field
Email_Info email-type
Phone_Info phone-type
IM_Info domain
Job_Relations_Info relationship-type
Home_Address address-type
Pay_Component_Non_Recurring pay-component-code
Pay_Component_Recurring pay-component
 Note
The variant name shouldn't contain any special characters except "-".
For Foundation objects not supported by Recruiting, the value passed from Recruiting should be equal to the
external code of the object.
For applicable entities in Admin Centre Manage Business Con guration , the Enabled for Onboarding eld
should be set to Yes for data of an entity to be passed from Recruiting to Employee Central during initiate
onboarding.
Base objects for entities must be enabled in Admin Centre Manage Permission Roles .
Employee Central key elds that are of picklist type should be mapped to the same picklist from Recruitment.
9. 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 is ignored and won’t be saved in Employee
Central.
Entity Name Entities in Onboarding Supported Entities in Block

Flow Internal Hire
National_ID_Card Supported Not Supported National Id Information
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Entity Name Entities in Onboarding Supported Entities in Block

Flow Internal Hire
Personal_Info Supported Not Supported Biographical Information
Phone_Info Supported Not Supported Part of Contact Information

block
Email_Info Supported Not Supported Part of Contact Information

block
IM_Info Supported Not Supported Part of Contact Information

block
Pay_Component_Non_Recurring Supported Supported Spot Bonus
Pay_Component_Recurring Supported Supported Part of Compensation

Information block
Emergency_Contact Supported Not Supported Emergency Contact
Emergency_Contact_Primary Supported Not Supported Primary Emergency Contact
Emergency_Contact_Secondary Supported Not Supported Secondary Emergency

Contact
Person_Global_Info Supported Not Supported Part of Personal Information

block (appears when the
user adds a Country/Region
in this block)
Employment_Info Supported Supported Employment Details
Home_Address Supported Not Supported Addresses
Job_Info Supported Supported Job Information
Comp_Info Supported Supported Compensation Information
Work_Permit_Info Supported Not Supported Work Permit Information
Job_Relations_Info Supported Supported Job Relationships
Per_Person_Info Supported Not Supported Personal Information
Internal Hire ow is always validated against Employee Data Model, unlike Onboarding ow which is validated against
the Succession Data Model. For the Internal Hire process to work, the following 6 entities are validated and mapped:
Job_Info
Comp_Info
Job_Relations_Info
Employment_Info
Pay_Component_Non_Recurring
Pay_Component_Recurring
Rest of the entities' data is ignored even if it is passed from Recruiting. Also, it is not mandatory to map the
Termination End Date for internal hire.
If you don't map the event reason value for Comp_Info using Recruit-to-Hire Data Mapping the value is taken from
the event reason of Job_Info which is either con gured by the OnSave rule or passed from Recruiting.
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 Note
If you remove or disable any elds or entities in Business Con guration UI, it doesn’t remove the existing references
of the entities or elds from the "Candidate to Employee Integration" template. You need to make sure that there are
no data mismatches between Business Con guration UI and "Candidate to Employee Integration" template.
Results
Once the mapping is complete, data collected during the Recruiting process can pass to the new hire's employee record in
Employee Central.
 Note
If you want to check the values passed from Recruiting to Onboarding, you can use the Suite Tool to perform the veri cation.
For more information on how to perform the check, refer to the "Checking the Values Passed from Recruiting to Onboarding"
topic in Related Information section.
Related Information
Con guring Job Requisition Template
Con guring Candidate Application Template
Con guring Job Offer Template
Managing Time Related Data in Onboarding
Checking the Values Passed from Recruiting to Onboarding
Checking the Values Passed from Recruiting to Onboarding

After initiating onboarding, if u want to check the values passed from Recruiting to Onboarding, you can use the Suite Tool to
perform the veri cation in Provisioning.
Context
 Remember
Procedure
1. Go to Provisioning and choose Suite Integration Test Page.
2. Run an Ad hoc report to nd out the candidateId, applicationId, and JobReqId for the applicant, or get the applicant
information from Recruiting.
3. Enter the candidateId, applicationId, and JobReqId details of the applicant in the Request Parameters:
 Sample Code
{
"candidateId" : "216",
"appId" : "270",
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"reqId" : "154",
"onboardingId" : ""
}
4. Choose Get Data from RCM Or ONB to get the JSON Response.
Results
You can verify the JSON Response to view the data passed from Recruiting to Onboarding.
Integration of an External Applicant Tracking System with

Onboarding
If you’re using a Recruiting system other than SAP SuccessFactors Recruiting, you can integrate your external Applicant
Tracking System with Onboarding to pass the user data that is gathered from the candidates during recruiting to be used in the
onboarding process.
Onboarding is extensible and can be integrated with external applications, in this case Application Tracking Systems. You can
integrate your external Applicant Tracking System with Onboarding using OData APIs. The APIs enable you to pass new hire
data from your Applicant Tracking System to Onboarding for initiating the onboarding process.
 Remember
New hire data from your external Applicant Tracking System must 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
isn’t supported. Therefore, you must manually perform data mapping and transformation in your API Integration tool before
passing the data with each API to avoid loss of new hire data. For more information about data mapping and transformation,
refer to the Related Information section.
In Onboarding, when you onboard new hires through your external Applicant Tracking System, they’re considered as external
users.
 Note
From the API client, you must invoke the API Batch le 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
The integration process of your external Applicant Tracking System with Onboarding is a two-step process.
1. Creating an External User Record in the Application

As a rst step of integrating your external Applicant Tracking System with Onboarding, you must create an external user
record using SAP SuccessFactors HXM Suite OData API.
2. Mapping Employee Information with the External User Record

After creating the external user record, you should associate employment-related information with the user record using
Employee Central OData APIs.
Related Information
Data Object Table in Employee Central
$batch: Upsert and changeset Behavior
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Creating an External User Record in the Application

As a rst step of integrating your external Applicant Tracking System with Onboarding, you must create an external user record
using SAP SuccessFactors HXM Suite OData API.
Prerequisites
Data mapping and transformation of new hire data is performed in your API Integration Tool. For more information about API
data mapping and transformation, please see the Related Information section.
Procedure
Create an external user record in the application using the createOnboardee API. For information about how to create an
external user record using the createOnboardee API, refer to the Related Information section.
Results
If successful, the API request will add a new external user record in SAP SuccessFactors HXM Suite and return an Onboarding
process ID.
 Note
Make a note of the Onboarding process ID for future reference.
Next Steps
The next step is to associate job and employment related information with the user record.
Task overview: Integration of an External Applicant Tracking System with Onboarding
Next task: Mapping Employee Information with the External User Record
Related Information
API Data Mapping and Transformation
Creating an external user record using the createOnboardee API
Mapping Employee Information with the External User Record

After creating the external user record, you should associate employment-related information with the user record using
Employee Central OData APIs.
Prerequisites
Ensure that data mapping to convert the data from the external Application Tracking System into the format required by
the API is done in your API Integration Tool. For more information about API data mapping and transformation, refer to
the Related Information section.
The external user record exists in SAP SuccessFactors HXM Suite.
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Context
After creating an external user record in SAP SuccessFactors HXM Suite, the next step is to update the record with
employment-related information using Employee Central OData APIs.
Procedure
1. Associate job information with the external user record using the EmpJob API. For more information about EmpJob
entity, refer to the Related Information section.
If successful, the job information will be effective on the start date value included in the API request.
2. Associate employment-related information with the external user record using the EmpEmployment API. For more
information about EmpEmploymententity, refer to the Related Information section.
If successful, the default start date value in the external user record is updated with the actual start date value included
in the API request.
3. Associate compensation-related information with the external user record using the EmpCompensation API. For more
information about EmpCompensation entity, refer to the Related Information section.
If successful, compensation-related information is associated with the selected user record.
4. (Optional) Update the external user record with details about recurring components of the compensation plan using the
EmpPayCompRecurring API. For more information about EmpPayCompRecurring entity, refer to the Related
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.
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
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
Previous task: Creating an External User Record in the Application
Related Information
API Data Mapping and Transformation
Associating job information using the EmpJob API
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
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Employee Central OData API Reference Guide
Integration of an External HRIS with Onboarding

If you're using an external Human Resource Information System (HRIS) to store and manage employee data, you can connect
the system with Onboarding. However, Offboarding and Internal Hire processes aren’t supported.
A miniature version of the Employee Central system must be set up as the record system. You can refer to the Migrate from
Talent Hybrid Integration to Integration with Employee Central topic in the Related Information section, as an example. The
SAP HCM integration mentioned in this topic can be replaced with the external Human Resource Information System
integration.
After setting up the system, you'll need to migrate foundation data and employee data from the external system to SAP
SuccessFactors data entities using Comma-Separated Values(CSV) les or web services. You can carry out a one-time data
replication of organizational units, jobs including the relationships between these objects, and of data that refers to employees
from the external HRIS. Alternatively, you can use the delta-enabled web service transfer mode.
When using an external HRIS, the steps of the Onboarding process before the hiring step remain the same as the steps when
using Employee Central to manage the hiring status. When a new hire is marked as 'Ready to Hire', you need to export the data
to the external HRIS. After completing the hiring process in the external system, you can send the new hire status back to
Onboarding.
 Note
This topic describes how to integrate an external HRIS with Onboarding, assuming that you have experts who are familiar
with the systems involved in integration. It doesn’t describe:
How to set up and use Employee Central
How to set up and use the middleware
Required Configurations
To... You need to... Things to remember... Refer to the following

topics in the Related
Information:
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Information:
Implement External Enable the following permissions in When integrating Onboarding with an External Onboarding Settings
Human Resources provisioning: HRIS, Employee Central is used to store
Information System external HRIS data in Onboarding. While
Onboarding (including
Employee Central is enabled, it does not
Internal Hire Process)
entitle you or grant you the ability to use
Employee Central outside of Onboarding.
 Note
Although the permission is
labeled ' Onboarding
(including Internal Hire
Process), the Internal Hire
Process isn’t in scope.
Employee Central V2
 Remember
As a customer, you don't have
access to Provisioning. To
complete tasks in Provisioning,
contact your implementation
partner or Account Executive. For
any non-implementation tasks,
contact Product Support.
Con gure Role- Enable the following in Role-Based Remember NOT to enable the Role-Based Role-Based Permissions f
Based Permissions Permissions: Permissions for: Onboarding and Offboard
for External HRIS
Update New Hire Data for Manage Pending Hire page
External HRIS
Add New Employee page
All other Role-Based
They mustn't be enabled because they are
Permissions for SAP
Employee Central pages, and only limited
SuccessFactors Onboarding
access to the Employee Central functionality
is provided.
Note that Manage Onboarding or

Offboarding Restart Onboarding
Permission must not be enabled for Admin
Users, as the Restart functionality while using
an external HRIS isn't supported.
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Information:
Con gure Data Remember to enable the minimum required Con guration of Data Mo
Con gure the Minimum
Model entities for the Employee Central Data Onboarding
Required Entities
Models. You can choose to add more entities
PersonInfo from the list of permitted entities.
PersonalInfo Ensure that EmployeePersonType isn’t

enabled in Employee Central data models.
Employment info
JobInfo
Email Info
EC Permitted Entities
Email Info
Emergency contact
info
Employment info
Global Info
Home Address
imInfo
JobInfo
NationalIDCard
PersonalInfo
PersonInfo
PersonRelationshipInfo
PhoneInfo
WorkPermitInfo
CompensationInfo
payCompNonRecurring
payCompRecurring
Import Foundation Perform the following steps after You can import entities such as: Importing Foundation Dat
Data you’ve extracted the organizational
Company
data from the external HRIS into CSV
les: Division
1. Download the foundation Location

object template.
Job classi cation
2. Update the template with the
required data.
3. Upload the template.
Add New Hire Event Con gure the event reason to create a Con guring the Event
Reason new hire user record in Employee Reason for New Hire
Central
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Information:
Import Employee Build an integration using the You can import the employee data using the Creating Inbound
Data using Integration Center to replicate the Integration Center or Employee Central OData Integrations
Integration Center employee data (hiring manager, API. Remember that the EmploymentInfo –
Refer to the SourceOfRec
participants of the onboarding SourceOfRecord value must be 'ONB'.
eld available for the HRI
process, and candidates) from the
You can import entities such as: element in Employment
external Human Resources Information
Information topic.
System to Employee Central for PersonInfo
Onboarding.
PersonalInfo
 Note
Employment info
Upload the full population of your
company while importing. JobInfo
Email Info
Import Employee Add or update employee data (hiring You can import the employee data using the Employee Data Import
Data using manager, participants of the Integration Center or Employee Central OData Process
Employee Central onboarding process, and new hire) API. Remember that the EmploymentInfo –
Adding a New Employee
OData API using the Employee Central OData API. SourceOfRecord value must be 'ONB'.
Refer to the SourceOfRec
Maintain the user (involved in the You can import entities such as:
eld available for the HRI
onboarding process, for example
PersonInfo element in Employment
Manager, Buddy) data from external
Information topic.
HRIS system in Onboarding. PersonalInfo
 Note Employment info
Upload the full population of your JobInfo

company while importing.
Email Info
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Information:
Export New Hire Build an integration using the You need to set the lter as: Creating Outbound
Data Integration Center to export the new process/hire_status is equal to Integrations Using
hire data to the external Human READY_TO_HIRE to lter out the employees Integration Center
Resources Information System, once who aren’t yet hired.
the new hire is ready to be hired.
You can also set other lters to customize
your results.
Sample output for a new hire:
"stableId":
"2B1E92C189314C34A082C9AA2C3024A2",
"task_status": "OPEN",
"person_id": 1429,
"locale": "en_US",
"hire_status": "READY_TO_HIRE",
"process_status": "OPEN",
"person_id_external": "348",
"user_id": "348",
"per_person_uuid":
"73568E5A65B04A48926A701481E5E956",
"email_address": "george.s@gmail.com",
"phone_number": "",
" rst_name": "George",
"middle_name": "",
"last_name": "S",
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Information:
Export New Hire Use the You need to set the lter as: Creating Outbound
Data updateFromExternalHrisONB process/hire_status is equal to Integrations Using
API to update the hiring status from READY_TO_HIRE to lter out the employees Integration Center
the External HRIS post hiring. who aren’t yet hired.
You can also set other lters to customize

your results.
Sample output for a new hire:
"process_id":
"2B1E92C189314C34A082C9AA2C3024A2",
"task_status": "OPEN",
"person_id": 1429,
"locale": "en_US",
"hire_status": "READY_TO_HIRE",
"process_status": "OPEN",
"person_id_external": "348",
"user_id": "348",
"per_person_uuid":
"73568E5A65B04A48926A701481E5E956",
"email_address": "george.s@gmail.com",
"phone_number": "",
" rst_name": "George",
"middle_name": "",
"last_name": "S",
Complete Hiring Perform the required steps in the

Process in the external Human Resources Information
External System System to complete the hiring
process.
Send Hiring Status Use the You can use Inbound Integration or the updateFromExternalHrisO
of New Hire to updateFromExternalHrisONB Employee Central OData API to update the
Onboarding API to update the hiring status from value in elds such as personidexternal and
the External HRIS system and change hire status.
the status of the new hire to 'Hired' in
the system.
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Information:
Run a conversion job Run a job for Running a Conversion Job

for new hires. ConvertExternalUserOnStartDateJob
Creating Onboarding Opt
in Provisioning.
 Note in SourceOfRecord Picklis
Change the
 Remember
SourceOfRecord
As a customer, you don't have
picklist from ONB
access to Provisioning. To
to HRIS.
complete tasks in Provisioning,
contact your implementation
partner or Account Executive. For
any non-implementation tasks,
contact Product Support.
Related Information
updateFromExternalHrisONB
Onboarding Process Restart for External HRIS

Stable ID is the new Onboarding business key for all external services integrating with SAP SuccessFactors Onboarding.
The external Human Resource Information System (HRIS), listens to an event, which gets triggered when an onboarding
process for a new hire gets restarted in Onboarding. The restart event generates an Onboarding Stable ID, which is shared with
the external HRIS.
If the restart happens after the new hire data is exported to the external HRIS, then the external system listens and reacts to
the event. The newly started process goes through the onboarding steps, and when the new hire is in Ready-to-Hire state, the
external HRIS exports the new hire data once again. At this stage, the Onboarding Stable ID, which is present in the export le,
acts as an identi er for the previous Process ID and the new Process ID new hire data.
Sample Scenario
Consider an external HRIS scenario where a new hire's data is pulled when an Onboarding process reaches the 'Ready-to-Hire'
state. External HRIS system stores the Process ID and user ID along with other employment data on to their systems. The
external HRIS system starts the hiring process, and once the hiring is completed on the external HRIS system, it uses the
Process ID to interact with Onboarding.
There might be a possibility of restarting the onboarding process even after the new hire is in 'Ready-to-Hire' state. For
example, changes to start date of an employee triggers a restart. When a restart happens, a new onboarding process object is
created, and the previous process object is marked as cancelled. Now when this onboarding process comes to the 'Ready-to-
Hire' state, the external HRIS system pulls this data as well. The external system can't correlate that both the onboarding
processes are for the same person, and treats them as two different persons.
Related Information
Rehire with New and Old Employments in an External HRIS

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If you're using an external Human Resource Information System (HRIS) integrated with Onboarding to manage the onboarding
processes, you can rehire a former employee using either Rehire with New Employment or Rehire with Old Employment.
 Note
For more information about integrating an external HRIS with Onboarding, refer to the Integration of an External HRIS with
Onboarding topic in the Related Information section.
When using an external HRIS to rehire former employees, the steps for the onboarding process before the hiring step remain
the same as the steps when using Employee Central to manage the hiring status. When the rehire is marked as 'Ready to Hire',
export the data to the external HRIS. After the hiring process is complete in the external HRIS system, use the
updateFromExternalHrisONB API to change the status of the rehire to Hired in Onboarding.
Related Information
Integration of an External HRIS with Onboarding
Rehire with New and Old Employments
Permissions to Perform Pre-Onboarding and Onboarding Rehire Veri cation
Con guring Rehire Check
createOnboardee
Integrating Goal Management with Onboarding

You can create Goal Plan for new hires in Onboarding, using Goal Management.
Prerequisites
Goal Management v12 and Onboarding must be enabled in Provisioning and con gured in your instance.
 Remember
Target population or group targets is enabled from Provisioning Complete Settings Enable target population for
group targets .
Target population of view target plan template is enabled from Provisioning Complete Settings Enable target
population of view target plan template
The Admin user must have the following role-based permissions required for using APIs:
Enable Access to OData API Audit Log, Access to API Center, Access to OData API Data Dictionary, and Access
to OData API Metadata Refresh and Export under Manage Integration Tools
Enable Manage Data, Read/Write Permission on Metadata Framework, and Admin access to OData API under
Metadata Framework
For more information on how to enable these permissions, refer to the "List of Role-Based Permissions" topic in the Related
Context
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You can create a standard New Hire Goal Management template for Onboarding using Goal management, and you can add
goals for the new hire using the Set Goals activity in Onboarding. All new hires processed after the Goals activity is con gured,
will have this activity assigned to their hiring manager.
The objectives aren't restricted to only 30, 60 or 90 day objectives. You can also add a 120 day objective, 150 day objective, and
so on.
Procedure
1. Log in to the application as Admin, and go to Admin Center Manage Templates Goal Plan .
2. To create the New Hire Goal Plan template, click Add A New Template, select Basic Goal Plan, and click Add to my
instance.
3. In Name, enter "New Hire Goal Plan", and click Save.
4. In the Manage Templates page, under the Goal Plan tab, click the New Hire Goal Plan template.
5. Go to Edit Fields, and retain the existing elds: Objective, Status, Start Date, Due Date, and Tasks.
6. Go to Provisioning Company Import/Update/Export Goal Plan Template . A list of Goal Plan templates appears.
7. Select the template that you've created, click the export icon corresponding to it, and save a copy of the template.
8. Open the downloaded template using Notepad, so you can update it to customize the Goal Plan for new hires in
Onboarding.
9. Provide a <obj-plan-id> value and a Goal Plan Name of your choice.
 Note
Unlike Onboarding 1.0, where the only goal plan that would integrate was the New Hire plan and it had to have a
speci c ID like 101, in Onboarding when you upload the Goal Plan template, you can use any Name and use a number
in the range of "1–1000" for the ID.
10. Go the category section, and update the categories as 30-Day Objectives, 60-Day Objectives, and 90-Day Objectives.
 Sample Code
<category id="30Day">
<category-name>30-Day Objectives</category-name>
</category>
</category>
</category>
11. The Hiring Manager who is processing the Hiring Manager Activity must have permissions to Create Goals. The role
name "G" is a Hiring Manager role. Or, you can use the role (*), which, allows the permission to all managers. To grant the
necessary permission to these roles, go to the <permission for="create"> section, and add the roles for Hiring
Manager (G) and/or for all managers (*) within the section.
 Sample Code
<permission for="create">
<description><![CDATA[Only the employee, manager and form reviewer may create goals in
<role-name><![CDATA[E]]></role-name>
<role-name><![CDATA[EM]]></role-name>
<role-name><![CDATA[F]]></role-name>
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<role-name><![CDATA][G]></role-name>
<role-name><![CDATA][*]></role-name>
</permission>
12. The Hiring Manager (or all the managers) also must have the permission to "Write" to the elds of the goal plan. To
grant the necessary permission, go to the <permission for="write"> section, and add the roles for Hiring
Manager (G) and/or for all managers (*) within the section.
 Sample Code
<field-permission type="write">
<description><![CDATA[The owner and manager may write to all fields for the employee's
<role-name><![CDATA[E]]></role-name>
<role-name><![CDATA[EM]]></role-name>
<role-name><![CDATA[*]]></role-name>
<field refid="name"/>
<field refid="start"/>
<field refid="due"/>
<field refid="state"/>
<field refid="targets"/>
</field-permission>
13. Save the template.
14. Go to Provisioning Company Import/Update/Export Goal Plan Template , under Add a new Goal Template or
Update an existing one, click Browse, and go the saved template le.
15. Select the template, add a suitable description in Description of changes, and click Upload. A con rmation message
appears.
Results
The New Hire Goal Plan template has been customized for use in Onboarding. You can log in to the application as an Admin and
use the template for onboarding the new hires.
Related Information
List of Role-Based Permissions
Integration of Learning with Onboarding to Enable Access to

Courses for New Hires
If you require new hires to access and complete assigned courses before their start date, you can integrate Learning with
Onboarding.
Once you've set up this integration, data from Onboarding is exported to Learning in the time period of your choice. This allows
learning admins to assign courses for the new hires.
The new hires can log in to the home page before the start date and access the Take Courses to-do tile. New hires can also
navigate to Learning from home page menu drop-down.
 Note
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This section describes how to integrate Learning with Onboarding, assuming you have a fully set up Learning environment.
You can integrate Learning with Onboarding by:
Setting Up Integration Center Report for Learning Integration

You need to set up an Integration Center report to export Onboarding new hire data to Learning.
Editing System Con guration for Learning Integration
You need to modify the connector properties le to add the Onboarding external user status. This le is then used to
sync the Onboarding data to Learning.

You need to set up an Integration Center report to export Onboarding new hire data to Learning.
Prerequisites
You have the User Learning Learning Access Permission . This permission is available for External Onboarding User.
You have set up Learning in your system.
 Note
You can use the single header or double header le for existing employee integration to Learning using SAP SuccessFactors
User Connector. If you're using Employee Export le with double header and you continue to use same for Employee Central
Integration Center export, then use the double header le for Onboarding new hire export. If you're using single header le,
use single header le for Onboarding new hire export as well.
To con gure double header le, follow the steps below:
Procedure
1. Go to Admin Centre Integration Centre .
You’re directed to the Integration Center Landing Page.
2. Select My Integrations.
3. In the My Integrations page that opens, select +Create menu and select Scheduled EDI/Stacked File Output
Integration.
The Create New Scheduled CSV File Output Integration page opens.
4. In the Search for Entities by Entity Name eld, enter Process (ONB2Process) and select it as the starting entity.
5. Ensure that you have the following mandatory elds on the right-hand side pane, under Process (ONB2Process).
STATUS (Can be extracted through the path userNav/status)
USERID
FIRSTNAME (Can be extracted through the path userNav/ rstName)
LASTNAME (Can be extracted through the path userNav/lastName)
PERSON_GUID (Can be extracted through the path userNav/personKeyNav/perPersonUuid)
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PERSON_ID_EXTERNAL (Can be extracted through the path userNav/personKeyNav/personIdExternal)
PROCESS ID
PROCESS STATUS
 Note
Ensure that date elds are in the MMM-dd-yyyy hh:mm:ss format.
6. Choose Select.
7. Enter the integration name and select Con gure Fields tab.
The Con gure Fields tab maps the SuccessFactors data model to the output format.
8. Select + above the Section Name and choose Insert Sibling.
The rst sibling is added with the rst data element given by default.
9. Select New Element under column 1 to rename the header and set a default value.
10. Repeat steps 8 and 9 to create and rename the second header.
11. Select the body element and choose the le icon above the table to mark it as a paging or batching node.
12. On the Filter and Sort page, apply the following lters to obtain the data of onboarding active external users and inactive
external users.
13. On the Destination Settings page, enter the endpoint/server settings for the destination of the integration.
14. Select Next and choose the schedule from the dropdown.
15. Choose Save, and save the integration as a new integration with a new name.
You'll receive an import le that will be consumed by SAP SuccessFactors Connector to sync new hire with the Learning
management system.
Results
You've set up an Integration Center report to export Onboarding new hire data to Learning.
Task overview: Integration of Learning with Onboarding to Enable Access to Courses for New Hires
Related Information
Initial Con guration for User Connector - SF
SAP SuccessFactors Suite: Impact of Implementing Employee Central for LMS Customers
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You need to modify the connector properties le to add the Onboarding external user status. This le is then used to sync the
Onboarding data to Learning.
Prerequisites
You have Learning con gured in your system.
Procedure
1. Navigate to Admin Center Learning Administrator System Administration Con guration System
Con guration CONNECTORS .
2. In the system con guration,
Search for the Con guration Key “sfuser. eld.transform.data.NOTACTIVE.N” and add active_external_suite.
Search for the Con guration Key “sfuser. eld.transform.data.NOTACTIVE.N” and add inactive_external_suite.
Search for the Con guration Key “sfuser. eld.transform.data.SHOPPING_ACCT_TYPE.INTERNAL” and add
active_external_suite,inactive_external_suite.
Search for the Con guration Key “sfuser.connector.input. le.multiple.format” and make sure you have this con guration
available TIMESTAMP_BEFORE_EXTENSION.
If it isn't already available, add sfuser.connector.input. le.header.skip.records.count=0 setting in the Connector le.
De ning this setting to ʻ0’ ensures that Learning considers the data imported as user data, and doesn’t skip the second
line.
3. Select Apply Changes.
Results
You’ve edited the connector properties le to add the Onboarding external user status.
Next Steps
Schedule a Learning job to ensure that learning assignments are set up for onboarding new hires according to your business
criteria. Refer to the Related Information section for more details.
Task overview: Integration of Learning with Onboarding to Enable Access to Courses for New Hires
Related Information
SAP SuccessFactors Learning Assignment Pro les
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.
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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.
 Note
The external user's default locale will be set to the company's default locale. To set the external user's default locale to
en_US always, contact Product Support.
Procedure
Initiate onboarding process for an external user using the initiateOnboardingforUser API. For more information about
initiateOnboardingforUser entity, refer to the Related Information section.
Results
If successful, Onboarding process is initiated for the external user. Based on business rules de ned in your system, Data review
task will be created.
Related Information
Data Mapping and Transformation
Initiate onboarding process using initiateOnboardingForUser API
Initiating the Onboarding Process Manually

The onboarding process can be manually initiated without a recruiting system. This lets you onboard rehires and new hires who
don't come in through the standard recruiting process.
Prerequisites
 Note
The onboarding process can only be initiated manually for new hires and rehires. Internal hire process cannot be initiated
manually.
Enable Initiate Onboarding API Permission under Admin Permissions in Role-Based Permissions for SAP SuccessFactors
Onboarding. For more information, refer to the Related Information section.
Ensure that the Hide Username in the UI permission under Admin Center Platform Feature Settings is disabled.
Context
When new hire data isn’t present in the recruiting system, you can still initiate the onboarding process manually with this
feature. For example:
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Onboarding in companies that don't use a recruiting system.
The hiring of a high-level executive that doesn't follow the usual recruiting process to ensure con dentiality.
Employees returning from a sabbatical.
Procedure
1. Go to Admin Center. Under On/Offboarding, select Add New Hire to Onboarding.
The Add New Hire to Onboarding page opens.
2. Enter the details for Basic Information.
First Name - First name of the new hire.
Last Name - Last name of the new hire.
Email ID - Email address of the new hire.
Hire Date - The joining date of the new hire.
Company - The organization name which the new hire is joining. You can see the code in brackets for each
Company value. If the value is not con gured, you can see the code displayed twice.
Hiring Manager ID - Email addres of the hiring manager.
 Note
The Hiring Manager eld does not support numeric search.
Event Reason - Select the event reason for adding the new hire. You can see the code in brackets for each Event
Reason value. If the value is not con gured, you can see the code displayed twice.
Locale for New Hire - Provide the locale detail for the external new hire. The new hire can see this updated locale
after successfully logging into Onboarding. The welcome email and the password reset page (when opened from
the welcome email) will appear in the default language that is set in the Default Language eld of Company
Settings in Provisioning.
To view the welcome email and the password reset page as per the locale selected by the new hire during
candidate pro le creation, create a rule and include it in the corresponding email templates.
 Note
If you do not provide a value for Locale for New Hire, Onboarding picks the default value from the Default
Language eld of Company Settings in Provisioning.
Add new employee ID - Select this checkbox to de ne a custom employee ID or a user de ned userID/employeeID
as per the requirement of the Hiring Manager. If you do not select this check box, the application passes a system
generated value.
3. Select Initiate Onboarding to start the Onboarding process for the new hire right away.
An external user is created in the system, and then the Onboarding process is initiated for this user.
 Note
To provide more data about the new hire before initiating the onboarding process, select Provide Additional Data.
Ensure that the Manager ID or Supervisor eld is not empty.
 Note
You can also provide information about the Public Sector Management cost object entities such as fund, grant,
budget period, and functional area if the Public Sector Management cost objects are enabled for Onboarding. For
details, see Enabling Public Sector Management Cost Objects for Onboarding.
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Results
You’ve successfully initiated the onboarding process for the new hire.
Related Information
Con gurable New Hire for Onboarding

You can exibly con gure the hiring process to cater to different needs for your workforce. You can create effective-dated
templates for speci c hiring scenarios, for example, for seasonal workers, interns, or full-time employees.
To simplify the hiring process, you can create templates with only the blocks needed for the type of employment you’re hiring
for. The template allows you to add standard and custom MDF objects to the con guration. Custom MDF objects allow you to
customize the template by adding elds, for example, to record uniform or shoe sizes.
The template is a collection of pages, where each page is a collection of HRIS elements and/or user-de ned con guration UIs.
The con guration UIs aren’t predelivered - you need to de ne them yourself.
You can de ne the order of the objects and even remove some entities that aren't required for the template. The template can
hold only a maximum of 30 standard and custom MDF objects and Employee Central HRIS elements - in total - contained
between 2 and 10 pages. One-page templates aren’t allowed by the system.
Once a template is created, you can have set the status to active or inactive, as needed. You can also delete templates if they’re
no longer necessary. However, a template can’t be deleted if the hiring process, saved drafts, or work ow associated to it isn’t
complete.
You need to follow the following process to con gure the hire template:
1. Create a Hire Template.
2. Create a Business Rule and De ne the conditions to select a Hire Template.
3. Assign the Business Rule to Onboarding Con gurations.
 Note
This template is also supported for Industry Feature enabled customers to include employee cost assignments.
 Note
Once you have con gured Con gurable New Hire, you don't require to follow the custom data collection steps. You
can remove custom data collection ow through Process Variant Management.
Custom objects used in Custom Data Collection have external code as auto number whereas in the case of custom
MDF objects used in Con gurable New Hire, have an external code as User. Hence, we can't use the same custom
MDF object con gured for both ows. You can con gure two object de nitions with the same elds with a difference
in external code to be used for Con gurable New Hire and Custom Data Collection ows.
You can't collect custom MDF object data as part of Con gurable New Hire for Rehire with Old Employment. Only non
effective dated custom MDF objects are supported. You must follow the Custom Data Collection process to capture
that data.
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If you have a custom MDF object which is already on the People Pro le, and if the same custom MDF object is added
in the Onboarding template, then you can see the data on the People Pro le without any change (If you have the
permission, then you can view the data on the People Pro le either after submitting Manage Pending Hire or from
day 1 onwards).
Related Information
Blog on Con gurable New Hire for Onboarding
Con guring Hire Template for New Hire Data Review
Con guring Hire Template for Personal Data Collection
Con guring Hire Template for Access New Hire
Con guring Employee Files to Include Inactive Users in Search
Con guring Hire Template for New Hire Data Review

You can con gure a hire template for New Hire Data Review.
Prerequisites
You have all permissions for the Hire Template MDF object found in Manage Permission Roles Administrator Permissions
Manage Business Con guration Hire Template .
Context
In this task you will be con guring a Hire Template for New Hire Data Review.
Procedure
1. Go to Admin Center Manage Data .
2. Select Create New Hire Template .
3. Add the required information:
Template ID: Add an ID for the template. You can’t use the term "Standard" since that is taken by the system.
Effective Start Date: Select the date on which the template is to be effective.
Effective Status: Select Active or Inactive
Name: Add a name for the template. Generally, this name can be the same name as the template ID.
Template Type: Select Onboarding Manager.
4. Under the Section Con guration, you can add blocks as per your requirement. First you need to create Identity
Information.
5. Select Details for the identity step to add the HRIS blocks.
6. Add the blocks to be included, for example, Name Information, Biographical Information, Person Information, and
Employment ID.
 Note
If national ID is con gured, it must also be included on the rst step.
Job Information is mandatory for a template but isn’t allowed on the rst step.
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7. Add other steps and blocks as per your required data, for example, for Employment Information and Job Information.
 Note
Remember that each step can contain a maximum of 10 blocks. The total number of blocks for the entire template is
30.
9. Go to Admin Center Con gure Business Rules
10. Choose to add a new rule.
11. Under Onboarding, select the rule scenario Set Hire Template for Onboarding Participant or Responsible Userto
con gure the rule.
12. Add the required details to con gure the rule:
Rule Name: Add a name to the rule. This step is Mandatory.
Rule ID: Add an ID to the rule. This step is Mandatory.
Start Date: Add a start date to the rule. This step is Mandatory.
Description: Add a description of the rule.
13. Choose Continue.
14. Add conditions to the rule as per your requirement.
15. Choose Save.
16. To Assign the rule created to the Hire Template, go to Manage Data and search for Onboarding Con guration
17. In the next search eld, choose the con guration available from the drop-down.
18. Choose Take Action Make Correction .
19. Adjacent to the Rule for New Hire Data Review Template eld, select the rule you created from the drop-down..
20. Choose Save.
Con guring Hire Template for Personal Data Collection
Prerequisites
Context
In this task you will be con guring a Hire Template for Personal Data Collection.
Procedure
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Template Type: Select Onboarding New Hire.
Information.
Employment ID.
 Note
 Note
30.
11. Under Onboarding, select the rule scenario Set Hire Template for New Hireto con gure the rule.
15. Choose Save.
19. Adjacent to the Rule for Personal Data Collection Template eld, select the rule you created from the drop-down.
20. Choose Save.
Con guring Hire Template for Access New Hire

You can con gure Hire Template for Access New Hire Data.
Prerequisites
10/26/2023
Context
In this task you will be con guring a Hire Template for Access New Hire Data.
Procedure
Template Type: Select Onboarding Manager.
Information.
Employment ID.
 Note
 Note
30.
11. Under Onboarding, select the rule scenario Set Hire Template for Onboarding Participant or Responsible Userto
con gure the rule.
15. Choose Save.
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19. Adjacent to the Rule for Access New Hire Data Template eld, select the rule you created from the drop-down..
20. Choose Save.
Data Collection Process in Onboarding

Data collection process is a standard data model that allows you to collect personal and onboarding related information from
new hires. You can choose to customize the data model as per your requirements and data collection guidelines of your
organization.
When you con gure the data model for your SAP SuccessFactors implementation, you choose the elds for the standard
employee record. These elds are a part of the Succession Data Model. Mandatory elds are con gured in the Admin Center
Manage Business Con guration tool.
In the Onboarding process, data collected from a candidate during the Recruiting process is compared against the information
required in the standard employee record. Should there be any missing or incorrect information, you can con gure 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.
 Note
You can save your new hire data review task as a draft. Only you can view your drafts created by you. Multiple drafts can be
created for the task but once the new hire data review is submitted, all the saved drafts are deleted.
After this task is completed, a welcome message is sent to new hires and Onboarding tasks are created.
The rst 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-speci c elds con gured in the Succession
Data Model, another home page tile appears prompting the new hire to provide additional information. You can con gure the
Onboarding da 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.
Enabling Enhanced Data Review Processes

The enhanced data review process for Manage Pending Hires, Personal Data Collection, and New Hire Data Review steps in
Onboarding leverages the functionalities of Centralized Services in Employee Central to improve consistency in system
behavior, validations, and functionalities across UIs and APIs.
Prerequisites
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The Admin Center Company and Logo Settings Enable Centralized Services to Add New Employee, Add New Employee for
Fixed Term, and Rehire Inactive Employee switch is enabled in Employee Central.
Procedure
1. Go to Admin Center Onboarding General Settings .
2. Enable the Submit Onboarding Data Using Centralized Services switch.
New Hire Data Review Con guration

New hire data review is one of the initial tasks in the onboarding process where you can review new hire data obtained from
your recruiting system for accuracy.
There are two circumstances when the system creates a task to review and correct new hire data.
1. As a Hiring Manager or an HR Representative, when you initiate the onboarding process for an external candidate from
your recruiting system, the SAP_ONB2_HMReviewCheck rule is executed to check if a task should be created to review
new hire data.
 Note
The SAP_ONB2_HMReviewCheck rule is available in onboarding by default, without any precon gured condition.
Therefore, unless you con gure this rule, the system will skip this step during the onboarding process.
If the rule is evaluated to true, the system creates the new hire data review and correction task. If the
SAP_ONB2_HMReviewCheck rule is set to False, and there are no discrepancies in data, the correction task will not get
created and the process goes to next step.
This is important to mention because user might be confused if he/she does not get this task.
2. The system compares the new hire data obtained from your recruiting system and compares it with your Onboarding
Data Model. If there are any discrepancies, the system creates the new hire data review and correction task.
 Note
Rule event OnInit is not supported in New Hire Data Review.
You can set up your system to assign this task to whomsoever responsible. The assigned participants can nd the task in the
New Hire Data Correction tile under the To-Do tile group.
For more information about various rule con gurations in data review scenarios, refer to the SAP SuccessFactors Onboarding
Rule Con gurations in Data Review Scenarios article.
Related Information
SAP SuccessFactors Onboarding: Onboarding Rule Con gurations in Data Review Scenarios
Con guring Business Rules for New Hire Data Review

To have the new hire data review step in the Onboarding process, you must con gure a business rule.
Context
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The new hire data review allows the manager or the assigned participant to review and update the personal data of the new
hire collected during the recruiting process.
Procedure
2. In the Tools Search eld, enter Con gure 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 eld, 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 speci ed 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.
Assigning the New Hire Data Review Task to a Responsible Group

By creating a business rule, you can set up conditions to assign the new hire data review and correction task to a responsible
group.
Prerequisites
You have created responsible groups required for the New Hire data review and correction task. For more information about
creating responsible groups, see Creating a Responsible Group in the Related Information section.
Context
Responsibility groups can be many. When there are several conditions to be evaluated before assigning a task to a responsibility
group, the process becomes complex. A business rule can help simplify the process of selecting the right responsibility group.
 Note
Maximum 200 people are selected from a responsibility group to be assigned with the tasks. When a responsible group
contains more than 200 people, only the rst 200 are selected as responsible users. These 200 people are fetched in the
order in which they’re added.
Procedure
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2. In the Tools Search eld, 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 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. De ne 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:
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 de ned in the business rule are not satis ed, the process will
fail resulting in an error. A remedial task will then be created and assigned to the SAP_ONB2_ErrorFlowAdmins
dynamic group in Admin Center Manage Onboarding Dynamic Groups . Any user belonging to the group
can pick up the task, rectify the issue, and resume the process.
Related Information
Creating a Responsible Group
Enabling Mandatory Field Validation for Employee Central

Entities
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Enable validation of all mandatory Employee Central elds during New Hire Data Review and Personal Data Collection.
Context
You can create the onSave event type to enable mandatory eld validation during New Hire Data Review or Personal Data
Collection step for the following entities:
National ID
Phone Information
IM Information
Email Information
Home Address
Pay Component Recurring
Pay Component Non-Recurring
Emergency Contact
Work Permit Information
Job RelationShip
 Note
The procedure shows a sample rule to validate the phone information where an error message pops when phone information
isn’t entered by the user. After entering the phone information, at least on one the phone number has to be marked as
primary.
Procedure
2. Select the phoneInfo entity.
3. Select Employee Information from the Base Object on the Trigger Rules section.
4. Select onSave from the Event Type dropdown.
5. Select + (Add Rule) next the Rules dropdown.
The Con gure Business Rules page opens.
6. Select the Basic rule scenario.
7. Enter a value for Rule Name, Rule ID, and select a Start Date.
8. Select Employee Information from the Base Object dropdown.
9. Select Continue to move to the Con gure Business Rules page.
10. Select your If criteria:
Operation and Functions Steps
Left Expression Go to If section, select your left expression, and choose

Phone Information ☰ Is Primary .
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Set Expression Field Select is not equal to.
Field Type Select Boolean().
Value Selection Yes
The rule selects one entry from the collection "Phone Set:
Information" where... Left Expression to Is Primary.
Set Expression Field to is not equal to.
Field Type to Boolean().
Value Selection to Yes.
11. Add an And expression, by selecting (View Expression). Navigate to Add Expression AND .
Left Expression Select your left expression, and choose Context Current
User .
Set Expression Field Select is equal to
Value Selection Login User()
 Note
Set the And expression only for New Hire Data Review so that mandatory elds are validated when hiring managers
or Onboarding participants are updating new hire information.
12. Select your Then criteria:
Left Expression
a. Go to the Then section of your business rule and select
the Left Expression.
b. Go to left expression menu icon and select pencil

picker icon.
c. Go to dropdown menu to select output type to Raise

Message.
Set Message Select Phone_Info_Mandatory_Validation.
 Note
This a user de ned message.
Severity Select Error.
 Note
You can select either error or warning based on your
requirement.
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13. Select Save to nish.
Results
A rule is set to raise an error message when phone information isn’t set to primary during the New Hire Data Review or
Personal Data Collection step by the new hire. And the new hire is unable to complete Personal Data Collection or the
responsible user is unable to complete New Hire Data Review without updating phone information.
Personal Data Collection Con guration

Personal paperwork is an initial task in the Onboarding process where the new hires can review their personal data obtained
from recruiting system for accuracy and update the missing information.
For new hires to review their personal data, the business rule SAP_ONB2_ECDataCollectionCheck must be set to Always True.
This business rule is available in Onboarding by default and is set to Always True without any precon gured condition.
If the conditions speci ed in the rule are satis ed, a task is created and assigned to the new hire. The task appears on the
Provide Data For Onboarding tile of the home page.
 Note
Do not use the compinfo eld in rule con guration. The compinfo eld is not supported for internal or external users. Adding
this eld to rule con guration results in a rule evaluation error.
The new hire can ll 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
lled 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
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Hire Data Review in the Related Information section.
 Note
Personal Data collection page doesn’t support Employee Central work ows and Employee Central downstream integrations.
Disable the work ow rules by setting the onSave and OnPostSave Rule context to No.
Go to Manage Business Con guration PersonInfo Entity- , check for the Work ow Request Rule either for OnSave or for
OnPostSave Event Type. Set the Onboarding Rule Contexts for these event types to No if the rule condition has work ow
trigger.
Payment information (paymentInfoV3) is an MDF object. Now, if a rule is con gured for this object such that it triggers a
work ow when an external user tries to add payment-related information, then the rule must be skipped. As the Personal Data
Collection page doesn’t support Employee Central work ows, an error occurs if this rule is executed. Refer the rule
con gurations created using the Basic scenario and Payment Information as Base Object, as shown in the example below:
In this example, if an external hire logs into the system to update the payment information details, the payment information
work ow gets skipped.
 Note
Add the con gurations mentioned in the sample rule in the If criteria. The Else criteria can be con gured with the content of
the existing rule that you’re modifying.
 Note
After the Personal Data Collection is con gured, you must use the External User Visibility tool and update certain objects to
be visible to the new hire. For more information, refer to Setting Object Visibility for New Hires topic in the Related
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For more information about various rule con gurations in data review scenarios, refer to the SAP SuccessFactors Onboarding
Rule Con gurations in Data Review Scenarios article.
Related Information
SAP SuccessFactors Onboarding: Onboarding Rule Con gurations in Data Review Scenarios
Con guring Business Rules for New Hire Data Review
Setting Object Visibility for New Hires
Con guring the Expanded View of Payment Information Block

Expand the view of the Payment Information block by default so that the information is viewed with ease.
Procedure
1. Con gure the business rule to have an expanded view of the Payment Information block.
2. Map the rule created in the previous step with the Payment Information object.
Results
You can see that the Payment Information block view is expanded.
Related Information
Con guring a Business Rule to Expand the Payment Information Block
Mapping the Rule to the Payment Information Object
Con guring a Business Rule to Expand the Payment Information

Block
The rst step to expand the view of the Payment Information block by default is to con gure a business rule.
Procedure
1. Go to Admin Center Con gure Business Rules .
The Business Rules Admin page opens.
2. Select (Create New Rule).
3. Select Basic rule scenario under Basic category.
5. Select Payment Information from the Base Object dropdown menu.
7. Select Add Variable in the Variable section and de ne it as shown in the table:
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Variable Name Enter the variable name as newVar in the left side text box.
Select Expression a. Select Lookup().
b. Select Process as base object.
c. Select User as output eld.
Add New Expression a. Select + to add a new expression.
b. Select Process Type as left expression.
c. Select Onboarding as value.
b. Select Process Status as left expression.
c. Select Open as value.
b. Select User as left expression.
c. Select Login User() as user.
Left Expression
a. Go to the If section of your business rule and select the
Left Expression.
b. Select var_new_Var from the left expression

dropdown.
Set Expression Field Select is equal to.
Value Selection Select Login User().
Left Expression

picker icon.
c. Go to dropdown menu to select output type to Set that

opens up the Select Left Expression dropdown eld.
d. From the left expression dropdown menu, select

Payment Information Details Pay Type .
Set Expression Field Select to be equal to.
Field Type Leave as Value.
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Value Selection Select Main Payment Method.
Results
The business rule to expand the Payment Information block is con gured.
Mapping the Rule to the Payment Information Object

The business rule created previously should be mapped to the Payment Information object to expand the Payment Information
block view by default.
Procedure
1. Go to Admin Center Con gure Object De nitions .
The Con gure Object De nitions page is opened.
2. Select Object De nition from the Search dropdown.
3. Enter Payment Information as the search key in the 2nd dropdown. Select the search result to open the object.
4. Under Take Action, select Make Correction.
5. Scroll down to the Rules section.
6. Select the newly created business rule from the Initialize Rules dropdown.
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7. Click Save.
Results
The Payment Information object is mapped to the selected business rule.
Onboarding Data Collection Con guration

You can collect the data speci c to the Onboarding process that you require from the new hire by con guring Onboarding Data
Collection.
Context
With Onboarding, you can customize the data collection process as required. These customized data can be created by creating
a set of entities. Entities are customized data that a new hire must ll during Onboarding Data Collection step in the Update
Onboarding Information page.
For example, if you want to collect data on uniform requirement for new hires, you can create an entity with the name Uniform
asking for size of the uniform. You can create an entity with the name Transport Option asking weather the new hire requires
office transport or personal vehicle.
You can de ne your own entity name. You can create entities based on the data required by you and add it to the Update
To con gure the onboarding data, the business rules SAP_ONB2_CustomDataCollectionCheck and
SAP_ONB2_DataCollectionCon gSelect must be applied. With Onboarding, these rules are available by default and are set to
Always True.
There are two ways of con guring Onboarding Data Collection:
Con guring Onboarding Data Collection with Default Data Collection Object Instance
To collect similar data for all new hires, con gure Onboarding data with the default data collection instance. This
con guration allows you to have same entities in the Update Onboarding Information page for all new hires.
Con guring Onboarding Data Collection with Customized Data Collection Object Instance
To collect different data for different new hires based on job location, job code, and so on, you must con gure the
Onboarding data by creating a data collection object instance apart from the default instance. This con guration allows
you to have different entities in the Update Onboarding Information page for different new hires.
Con guring Onboarding Data Collection with Default Data

Collection Object Instance
To collect similar data for all new hires, con gure Onboarding data with the default data collection instance. This con guration
allows you to have same entities in the Update Onboarding Information page for all new hires.
1. Creating a Data Collection Object Entity

To collect the required data from new hires during the Onboarding data step, you must create data collection object
entities.
2. Con guring UI for the Data Collection Object Entity

Create a con guration UI for the data collection object entity, to have a UI rendering of the entity on the Update
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3. Mapping Object Entity to ONB2DataCollectionUserCon g Object
To make the created object entities available in UI panel, you must map them with the ONB2DataCollectionUserCon g
object.
4. Adding the Con guration 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 con guration UI
items to the default instance
Parent topic: Onboarding Data Collection Con guration
Related Information
Creating a Data Collection Object Entity

To collect the required data from new hires during the Onboarding data 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 Con guration UI
Con gure Object De nitions
Con gure Business Rules
Access to Business Rule Execution Log
Manage Data
Context
You can create the entities and make them appear on the Update Onboarding Information page by using the Metadata
Framework and Business Con guration UI respectively.
 Note
Ensure to always create only a single con gurable UI object for a metadata framework object de nition. Creating multiple
con gurable UI objects for the same metadata framework object de nition will result in an error.
After con guration, associate the entities with a metadata framework object linked to the Process object to map them to
Onboarding forms.
Procedure
2. From the Create New dropdown menu, select the option Object De nition.
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 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 eld.
 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. Set Pending Data as No.
7. Under the header Fields, add the elds that will be a part of the data collection object entity.
8. To associate the custom object entity with the Onboarding process:
a. Add a custom eld under Fields. Enter the name of the eld as cust_userConfig.
b. Click Details associated with cust_userCon g eld.
c. Set the Data Type as Generic Object.
d. Enter ONB2DataCollectionUserConfig in the Valid Values Source eld.
e. Click Done.
9. Click Details next to the externalCode eld and set * Data Type to Auto Number. To save the changes, click Done.
10. Set the Secured eld on the object to NO as the object is secured by default.
11. Click Save on the Object De nition page.
Results
In the example shown, a data collection object entity is created with the name cust_uniform. It has 2 elds cust_shirtsize,
cust_pantsize and a mandatory eld to associate it with Onboarding process cust_userConfig. For more information on
creating Object de nition, see Implementing the Metadata Framework (MDF) in Related Information section
Next Steps
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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 con gure your custom object to make it visible to external users in the
system.
Task overview: Con guring Onboarding Data Collection with Default Data Collection Object Instance
Next task: Con guring UI for the Data Collection Object Entity
Related Information
https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/44d64fea23df4544b6ce7e91587bf1af.html
Con guring Data Collection Object Entities for Read Audit and
Change Audit
To enable Data Protection and Privacy for your data collection object entities, you must set the read audit and change audit.
Context
Read Audit and Change Audit are a part of Data Protection and Privacy features of SAP SuccessFactors HXM Suite. The data
collection object entities that you create in your system are not con gured 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
2. Select a search type as Object De nition and enter the name of your entity in the search eld. 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 eld under Fields. Enter the name of the eld as cust_subjectUser.
 Note
The cust_subjectUser eld should be updated to nd 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 de ned 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 eld.
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 a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit
Creating a Business Rule to Set up a Data Collection Object

Entity for Read Audit and Change Audit
After you set the data collection object entities for Read/Change audit, you must create a business rule for the Data Protection
and Privacy to work on these entities.
Prerequisites
You have con gured your custom object by:
Creating the custom eld 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 eld. This is only applicable for Onboarding.
Procedure
1. Click (Add Rule) under Save Rules of your data collection object.
The Rules for MDF Based Objects scenario appears preselected under the Metadata Framework category, on the
Con gure 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 eld.
The rule will operate on the selected base object. You can assign the rule to the object de nition of the base object in
Con gure Object De nition page.
4. Select the Purpose that de nes the intent of a phase in an object's lifecycle.
For example, to de ne 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 con guration page:
a. Con gure the If condition to be Always True.
b. Con gure the Then condition.
 Example
cust_uniform.subjectUser to be equal to cust_uniform.userCon g.subjectUser.
7. Click Save.
A business rule is now set for the read/change audit on data collection object entity.
Example
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A rule is created with to select the If condition as always tru and
Con guring UI for the Data Collection Object Entity

Create a con guration UI for the data collection object entity, to have a UI rendering of the entity on the Update Onboarding
Information page.
Procedure
2. In the Tools Search eld, enter Manage Configuration UI. Access the tool by clicking on the search result.
3. Click Create New.
4. Provide an ID.
 Note
The ID value must not contain any space characters. For example, use the ID value as Select_Uniform instead of
Select Uniform.
5. Select the entity from the Select Base Object dropdown.
All the available elds for the entity are displayed.
6. Click Edit Properties on the Base Object header and select No from the Show Data Links.
 Note
You must set the Show Data Link option to No as currently the support for the work ow is unavailable from
Onboarding.
7. Click Edit Properties next to any of the available elds to add a custom label for the eld, or change other attributes
about the eld display.
8. Click Delete to remove the following internal elds from the custom objects:
externalName
externalCode
userCon g
 Note
The internal elds appearing on your screen depends on the Base Object selected. If you try to con gure these elds,
there are chances that the values in these elds might get overwritten and create errors.
9. Click Save.
A Con guration UI object is created with the speci ed ID for the data collection object entity.
Previous task: Creating a Data Collection Object Entity
Next task: Mapping Object Entity to ONB2DataCollectionUserCon g Object
Mapping Object Entity to ONB2DataCollectionUserCon g Object

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To make the created object entities available in UI panel, you must map them with the ONB2DataCollectionUserCon g object.
Procedure
2. Select Object De nition in the rst dropdown.
3. Select ONB2DataCollectionUserCon g in the second dropdown.
4. Click Take Action Make Correction .
5. In the Associations section, enter a name of association for the data collection object entity.
6. Set the Multiplicity eld to One to One.
 Note
One to Many is not supported as Multiplicity for Custom Data Collection.
7. In the Destination Object eld, 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 eld.
12. Click Done.
13. Click Save in the Object De nition: ONB2DataCollectionUserCon g page.
Results
An association is created with data collection object entity and ONB2DataCollectionUserCon g.
Previous task: Con guring UI for the Data Collection Object Entity
Next task: Adding the Con guration UI Items to Default Data Collection Object Instance
Adding the Con guration 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 con guration 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 Con guration UI items that can be rendered on the Update Onboarding Information page.
You can reorder the entities, add new entities, and delete entities.
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A default instance of the data collection object with the external code DEFAULT_DATA_COLLECTION_CONFIG is present when
you enable Onboarding.
You can create your own instance of the data collection object and add the Con guration 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 ONB2DataCollectionCon g in the rst dropdown and DEFAULT_DATA_COLLECTION_CONFIG in the second

dropdown.
3. Select Take Action Make Correction .
4. Add the required con guration UI items by selecting the ID provided while UI con guration for that entity from the
available objects in the dropdown menu.
5. Reorder the elds using the arrow icons.
6. Delete elds by clicking the trash can icon.
7. Click Save.
Results
The entities added as con guration 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.
Previous task: Mapping Object Entity to ONB2DataCollectionUserCon g Object
Con guring Onboarding Data Collection with Customized Data

Collection Object Instance
To collect different data for different new hires based on job location, job code, and so on, you must con gure the Onboarding
data by creating a data collection object instance apart from the default instance. This con guration 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 Con g. You can use this Con g to add your Con g UIs to be shown on Custom
Data Collection screen. For example, you can add other Con g UIs like Uniform, Transport, and Meal Coupons to the list. You can
also create your own Data Collection Con gs, for example, Data_Collection_USA_Con g and add Con g UIs as per your
requirement.
 Note
You can set a criteria based on which a Data Collection Con g can be selected.
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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 ONB2DataCollectionCon g apart from the default instance
DEFAULT_DATA_COLLECTION_CONFIG.
2. Con guring the Business Rule for Customized Onboarding Data Collection
To have different custom object entities available for different new hires based on the new hire job location, job code, and
so on, you must con gure a business rule.
3. Con guring a Picklist for Custom Data Collection

Picklists allow you to de ne the values speci ed for a eld. Before you create Picklists and Picklist-Values for Custom
Data Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.
4. Con guring the Business Rule to Set mdfSystemExternalUserVisibility to Yes

Con gure this business rule to set the value of mdfSystemExternalUserVisibility to Yes and make the data collection
object entity available for new hires.
5. Attachment Field Con guration

You must create the Attachment Field Con guration to view attachments uploaded as part of additional data collection
in the Onboarding Dashboard (New).
Parent topic: Onboarding Data Collection Con guration
Related Information
Con guring Onboarding Data Collection with Default Data Collection Object Instance
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 ONB2DataCollectionCon g apart from the default instance DEFAULT_DATA_COLLECTION_CONFIG.
Prerequisites
Data collection object entities must be created and made visible to new hires.
UI con guration must be done for the data collection object entities.
Business rule for Onboarding data must be set to true.
Procedure
The Manage Data page appears.
2. Select ONB2DataCollectionCon g in the Create New dropdown list.
3. Enter the name of the instance in the metaId
4. Add the required con guration UI items by selecting the ID provided while text box.UI con guration for that entity from
the available objects in the dropdown list.
5. Click Save.
Results
An instance of ONB2DataCollectionCon g text is available with the name provided in the metaID text box, apart from the
default instance.
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Task overview: Con guring Onboarding Data Collection with Customized Data Collection Object Instance
Next task: Con guring the Business Rule for Customized Onboarding Data Collection
Related Information
Creating a Data Collection Object Entity
Con guring UI for the Data Collection Object Entity
Mapping Object Entity to ONB2DataCollectionUserCon g Object
Adding the Con guration UI Items to Default Data Collection Object Instance
Con guring the Business Rule for Customized Onboarding Data

Collection
To have different custom object entities available for different new hires based on the new hire job location, job code, and so on,
you must con gure a business rule.
Prerequisites
You must have created data collection con guration apart from the default instance, DEFAULT_DATA_COLLECTION.
Context
The data collection con guration rule decides which custom object entities should be assigned to the new hire. You can modify
this rule and assign any data collection con guration created in the previous step based on certain conditions.
The ONB2_DataCollectionCon gSelect 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
2. In the Tools Search eld, enter Con gure Business Rules. Access the tool by clicking on the search result.
3. In the Search eld, enter the ONB2_DataCollectionCon gSelect rule.
4. Click Take Action and select Make Correction.
5. De ne the condition as per your requirement with the newly create instance and the default instance
DEFAULT_DATA_COLLECTION_CONFIG.
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6. Click Save.
Results
Based on the rules set, new hires can see the data collection object entities on the Update Onboarding Information page.
Previous task: Creating a Data Collection Object Instance
Next task: Con guring a Picklist for Custom Data Collection
Con guring a Picklist for Custom Data Collection

Picklists allow you to de ne the values speci ed for a eld. Before you create Picklists and Picklist-Values for Custom Data
Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.
Context
You must rst set the visibility of the external users (new hires) to Read Only, then set up a rule for the Picklist and the Picklist-
Values that decides what options are shown to these external users.
For example, if Uniform size is a Picklist and the different sizes (Small, Medium, Large) are the Picklist-values, you can set a rule
for the Picklist and the Picklist-Value to make the required options visible to the new hires.
The following steps enable you to set the visibility of the picklist for external users and create a rule for the picklist.
Procedure
1. Go to Admin Center Con gure Object De nitions , in the search eld, select Object De nition from the rst
dropdown and choose PickList from the second dropdown menu.
The Object De nitions page opens.
2. To edit the picklist object de nition, select Make Correction from the Take Action dropdown menu.
3. Scroll down to mdfSystemExternalUserVisibility in the Fields section, click Details.
The Details dialog box appears.
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4. Set the Visibility for the mdfSystemExternalUserVisibility to Read Only and click Done.
5. Click Saveon the Object De nitions.
6. Add an OnInit rule for the Picklist and PickList-Values.
You can use this rule to decide which picklist and what values in the picklist can be shown to the external user.
 Note
For existing picklist, you can export the picklist and the picklist values.
7. To create the rule, click (Add Rule) under Initialize Rules of the Picklist object.
The Con gure Business Rules page is opened. The Rules for MDF Based Objects scenario is preselected under the
Metadata Framework category.
8. Enter the Rule Name, Rule ID, and select a Start Date.
9. Select Picklist from the Base Object dropdown.
For example, to de ne a default value for an object instance, select "Initialize" as the Purpose. This sets the initial value
for an object instance. You can always change the default value.
11. Click Continue.
12. Select the If condition as Always True so that whenever a new picklist is added it's available for the new hire.
To set the Then condition, click edit icon and select Picklist.mdfSystemExternalUserVisibility from the dropdown menu
and set it to Yes.
Results
The new hires can see the picklists, and the picklist-values that you've de ned in the rule.
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Next Steps
Repeat the same procedure to set the external user visibility for picklist values, and to create a rule for the same. Remember to
select Picklist-Values instead of Picklist wherever required.
Previous task: Con guring the Business Rule for Customized Onboarding Data Collection
Next task: Con guring the Business Rule to Set mdfSystemExternalUserVisibility to Yes
Con guring the Business Rule to Set

mdfSystemExternalUserVisibility to Yes
Con gure this business rule to set the value of mdfSystemExternalUserVisibility to Yes and make the data collection object
entity available for new hires.
Context
 Note
You won't be able to modify the value of mdfSystemExternalUserVisibility directly in the object de nition. To do so, you must
con gure this business rule.
Procedure
1. Go to Admin Center Con gure Object De nitions , in the search eld, select Object De nition from the rst
dropdown and then choose the target object de nition from the second dropdown menu.
The Object De nitions page opens.
2. To edit the picklist object de nition, select Make Correction from the Take Action dropdown menu.
3. To add a rule, scroll down to Save Rules and select (Add Rule).
The Con gure Business Rules page is opened. The Rules for MDF Based Objects scenario is preselected under the
Metadata Framework category.
4. Enter the Rule Name, Rule ID, and select a Start Date.
5. Enter the entity name in the Base Object eld.
The rule will operate on the selected base object. You can assign the rule to the object de nition of the base object on
the Con gure Object De nition page.
For example, to de ne 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. Con gure the If condition to Always True.
9. To con gure the Then condition, click edit iconand set the value of mdfSystemExternalUserVisibility to Yes.
10. Click Save.
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Results
A business rule is now created to make the data collection object entity available for new hires.
Previous task: Con guring a Picklist for Custom Data Collection
Next task: Attachment Field Con guration
Attachment Field Con guration

You must create the Attachment Field Con guration to view attachments uploaded as part of additional data collection in the
Onboarding Dashboard (New).
Prerequisites
Con gure Additional Data Collection. For more information, see the Con guring Onboarding Data Collection with
Customized Data Collection Object Instance topic.
Create a custom eld cust_subjectUser. For information about creating a custom eld, see the Procedure section of the
Con guring Data Collection Object Entities for Read Audit and Change Audit topic.
Create an OnSave rule to populate the eld along with the new hire user from the additional data collection user
con guration. For information about creating this rule, see the Creating a Business Rule to Set up a Data Collection
Object Entity for Read Audit and Change Audit topic.
Con gure the rule in the custom object de nition as an OnSave rule.
Context
Along with documents generated through Onboarding and Compliance document work ows, candidates can access and
download all documents uploaded as part of additional data collection from Onboarding Dashboard (New) New Hire Details
Actions Onboarding Documents Download .
Procedure
2. Select Attachment Field Con guration from the Create New dropdown list.
3. Select the custom object de nition and the corresponding attachment eld from the Object Type and Attachment Field
dropdown list respectively.
4. From the dropdown list, select the following values for the corresponding elds:
cust_subjectUser for Entity ID
Custom New Hire for Attachment Category
 Note
In this procedure, Custom New Hire is used as an example. You can con gure the Attachment Category based
on your preference.
ONBOARDING for Module
5. Click Save.
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Previous task: Con guring the Business Rule to Set mdfSystemExternalUserVisibility to Yes
Related Information
Con guring Attachment Fields for Document Categories
Con guring Data Collection Object Entities for Read Audit and Change Audit
Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit
Adding an Onboarding Rule Context for Business Rules

Add Onboarding rules context to onSave and onChange rules in the Business Con guration UI to prevent triggering
unnecessary rules in a given context and to improve system performance. If you select speci c contexts, the rules will be
exclusively triggered in the contexts checked.
Context
You don't have to add contexts to rules. If no contexts are set, then the rules are triggered when the parameters set in the rule
are met. By adding context, you limit the situation where rules are triggered.
The contexts are for onSave and onChange rules. If you select speci c contexts, the rules will be exclusively triggered in the
contexts checked. For example, on the Job Info page if the contract employee eld is set to “Yes” then based on this you can
trigger an onChange rule to set another eld “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 speci c purposes such as in the context of Termination or New Hire, we recommend setting
only this exact context to Yes for such a rule.
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Context/Rule Type Work ow Derivation Event Reason Validation Cross-Block

Derivation
Edit (MSS/ESS) Yes Yes Yes Yes
History No No Yes Yes
Imports No No Yes Yes

Only when work ows are
disabled for imports.
Mass Changes No No No No
You would not want to
create approval
work ows 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
Procedure
1. Go to the Admin Center.
2. In the Tools search eld, enter Manage Business Con guration.
For more information about the BCUI, see the Con guring Context for Business Rules in the Setting Up and Using
Business Con guration UI (BCUI) guide on the SAP Help Portal.
3. Under Employee Central, select the relevant HRIS element.
4. For onSave rules, in the Trigger Rules section, click the Details link.
For onPostSave rules, nd the relevant eld and click the Details link. Scroll down to the Trigger Rules section and click
the Details link.
5. In the Details pop-up, ensure that the Event Type is either onSave or onPostSave.
6. Click the Plus (+) icon to add a context.
7. In the Rules Contexts section, for Onboarding context, select Yes or No from the drop-down list.
Only after you add context to the rule, the default for all contexts is Yes, which means that the rules would only be
triggered in those screens.
If you change the setting to No, that means that the rule is not processed in that context for the HRIS element.
 Note
Employee Central Work ow and Employee Central Downstream Integration is not supported for Onboarding data
collection pages. For the Event Type onPostSave and onSave, in the Rules Contexts section, for Onboarding context,
select No from the drop-down list.
8. Click Done to exit the pop-up.
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Managing Onboarding Document Templates

You can con gure document templates to map data collected from new hires and create customized documents required for
Onboarding.
This includes mapping candidate-speci c data to forms, as well as specifying business rules that de ne 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, they
are sent to DocuSign or SAP SuccessFactors eSignature for electronic signature by the new hire or manager. After the required
forms are signed, the document process is complete.
Con guring a Document Template

To have customized documents for the data collected during onboarding, you can con gure 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.
 Note
If you already have existing documents in your current system and you want to add it to Onboarding then using the third
party designer tools you might have the option to reuse and edit these documents before uploading it into SAP
SuccessFactors Onboarding. You can use the Adobe Livecycle Designer to create the document templates from scratch.
1. Creating a Document Template Using Adobe LiveCycle Designer

To con gure a document ow, the rst step is to create the desired document format using the Adobe Editor.
2. Uploading and Mapping a Third Party PDF Form

Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third-party editor tool.
3. Naming Guidelines for Fields in Onboarding Document Templates

Learn about the naming guidelines for elds in Onboarding document templates.
4. Uploading a Document Template

Upload a document template for each onboarding form that you would use in your business processes.
5. Mapping Document Placeholders

Map document placeholders to data objects so that candidate-speci c information is populated when the Onboarding
forms are generated.
6. Mapping Document Template Signature Fields to Onboarding Roles

Mapping the signature eld in the document template to a role requires con guring the signature. You can map the
elds either to a New Hire or a Manager who can sign on the mapped eld.
7. De ning Business Rules for Onboarding Documents

Create business rules in order to assign a document template to a new hire.
8. De ning Business Rules for Multiple Document Flows

For each Document Flow, you can assign multiple forms by con guring business rules.
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Creating a Document Template Using Adobe LiveCycle Designer

To con gure a document ow, the rst step is to create the desired document format using the Adobe Editor.
Context
Adobe LiveCycle Designer is a tool that is available to all SAP Partners. It helps you to design your own document in XDP (XML
Data Package).
Procedure
1. Open the Adobe LiveCycle Designer tool to create a document template in XDP (XML Data Package) format.
2. Click File and select New Style Sheet.
A new style sheet opens in the Design View tab.
3. Add the required elds from the Object Library.
Ensure that you name the elds by following the appropriate naming guidelines. For more information, refer to the
Naming Guidelines for Fields and Placeholders in Onboarding Document Templates topic in the Related Information
section.
4. To add elds:
a. Select the corresponding eld.
b. In the Object window, select Binding tab, and enter a name of your choice in the Name eld.
 Note
Go to the Binding tab, only if you want the elds to be mapped.
5. To add text elds for signature:
a. Select the corresponding eld.
b. In the Object window, select Binding tab.
c. Enter the suffix DocuSignSignHere in the Name eld.
d. Add two text elds for signature, and enter the suffix DocuSignDateSigned in the Date eld.
 Note
The signature elds used by the manager and the new hire is determined while mapping the PDF form using Adobe
Document Cloud. For more information, refer to the "Mapping and Uploading a PDF Form Created Using Adobe
Document Cloud topic" in Next task section.
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6. Save your template with a Adobe XML Form (*.xdp) type.
 Note
File names must not contain spaces or special characters, such as '&'.
Results
The template is saved at the desired location with .xdp type.
Task overview: Con guring a Document Template
Next task: Uploading and Mapping a Third Party PDF Form
Related Information
Naming Guidelines for Fields in Onboarding Document Templates
Downloading Adobe LiveCycle Designer

Use the Adobe LiveCycle Designer to provide your own form templates for the SAP Forms by Adobe REST API.
Context
Adobe LiveCycle Designer helps you to create templates for interactive and print forms by providing a wide set of design
functions.
To create templates you must download Adobe LiveCycle Designer, version 11.0.
Procedure
1. Go to https://me.sap.com/softwarecenter
2. On the Software Downloads page, the Downloads option is preselected. Enter the search term Frontend
SuccessFactors ONB1.0 in the corresponding search box.
3. Choose FRONTEND SUCCESSFACTORS ONB1.0 under SOFTWARE CATEGORIES and select ADOBE LIVECYCLE
DESIGNER 11.0.
 Note
The number 1.0 in FRONTEND SUCCESSFACTORS ONB1.0 doesn't refer to the 1.0 version of the onboarding solution,
this is only applicable for the latest version of onboarding.
Results
You’ve downloaded the ADOBE LIVECYCLE DESIGNER 11.0 version.
Next Steps
Follow the instructions in SAP note 2187332 to install or update the Adobe LiveCycle Designer.
Related Information
10/26/2023
Tutorial: Create a Simple Template with Generated Sample Data
Uploading and Mapping a Third Party PDF Form

Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third-party editor tool.
Prerequisites
To upload a policy form, you must have at least one mapped eld in the .pdf le.
It's recommended that you either add a name eld or a signature eld in the policy form itself.
Procedure
1. Open customer policy or signature form using the third party editor tool.
2. From the Tools menu, select Prepare Form. This allows you to add elds to the form.
3. Place the text eld in the desired place within the form.
4. In the eld, add the desired eld name required to map.
 Note
Ensure that you name the elds and the placeholders for grid-based elds by following the appropriate naming
guidelines. For more information, refer to the Naming Guidelines for Fields and Placeholders in Onboarding
Document Templates topic in the Related Information section.
5. Save your template with a <Third Party Editor> XML Form (*.pdf) type.
 Note
File names should contain no spaces or special characters such as '&'.
6. A signature eld must have a suffix DocuSignSignHere for signature and DocuSignDateSigned for date, regardless of
who is signing the form.
7. Go to Admin Center Maintain Onboarding and Offboarding Document Templates , and select Add new Document
Templates.
8. On the Add New Document Template dialog box, browse for the form, and enter a unique ID, Locale, Process Type, Name
and Category. Click Upload.
Once the form is uploaded, it appears on the Maintain Onboarding and Offboarding Document Templates page.
9. Select the form that you uploaded and click on the Open Mapping icon under the Actions column.
The elds that were added to the form appears on the Manage Document Template Mapping page.
The eld name you place on the form earlier appears under Placeholder. Map the Placeholder to the Base Object and
the Target Field within Onboarding.
10. When all elds are mapped, click Maintain Signature icon under the Actions column.
11. From the Roles dropdown menu, select who will be signing the document.
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Results
You've uploaded a PDF document created using a third party editor tool, and have mapped the Placeholder to the Base Object
and the Target Field in Onboarding.
Previous task: Creating a Document Template Using Adobe LiveCycle Designer
Next: Naming Guidelines for Fields in Onboarding Document Templates
Related Information
Naming Guidelines for Fields in Onboarding Document

Templates
Learn about the naming guidelines for elds in Onboarding document templates.
The names of the elds in the Onboarding template must follow these general XML naming guidelines:
Field names are case-sensitive.
Field names must start with a letter or underscore.
Field names must not start with the letters xml (or XML, Xml, and, so on).
Field names can contain letters, digits, hyphens, underscores, and periods.
Field names must not contain spaces.
 Note
Field names in templates don't need to be the exact Employee Central eld names.
Naming Guidelines for Grid-Based Fields to Support Direct Mapping with Multiple
Values
You can con gure a grid-based layout (tabular format) in the Onboarding template to create multiple records for speci c types
of new hire data. You can include elds such as, text elds, numeric elds, and dropdown lists in the grid. For example, you can
use a grid-based layout to display or print records for different types of national ID documents that a new hire can have. These
records can include details such as the type of the national ID document (example: passport), the ID number, and the
country/region where the document has been issued.
If required, you can con gure direct mapping of the grid-based elds with multiple values. Direct mapping allows you to map a
new hire's data based on the start date of the new hire. To con gure direct mapping of the elds in a grid, ensure that the
names of the elds are:
Pre xed with the label, GridEntityDirectMapping followed by an underscore.
Suffixed with an underscore followed by a numeric index value.
The index values must start with the digit 0 and continue in a sequential order for all elds under a particular column. For
example, if a grid has three elds for the names of different countries/regions under the "Country/Region" column, you
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must use the numbers 0, 1, and 2 as the index values in the names of the elds. Similarly, you must use the index values
0, 1, and 2 in the names of the elds for the "Document Type" column in the same grid.
Based on the naming rules, the name of a grid-based eld must follow the format as:
GridEntityDirectMapping_<PlaceholderName>_<index>.
Examples: GridEntityDirectMapping_CountryRegion_0, GridEntityDirectMapping_CardType_0, and

GridEntityDirectMapping_CardType_1.
The following image shows a grid-based layout in an XML Data Package (XDP) template that is created using Adobe LiveCycle
Designer. This example includes a sample of the naming format for the grid-based elds for the countries/regions associated
with three national ID documents.
 Note
The naming guidelines apply for grid-based elds in both XDP templates and PDF templates.
Parent topic: Con guring a Document Template
Previous task: Uploading and Mapping a Third Party PDF Form
Next task: Uploading a Document Template
Related Information
Con guring a Document Template
Creating a Document Template Using Adobe LiveCycle Designer
Uploading a Document Template

Upload a document template for each onboarding form that you would use in your business processes.
Prerequisites
Before you can upload a new document template, you must con gure the template either by using Adobe LifeCycle and save
the document as an .xdp or con gure the template using Third Party Designer tool such as Adobe Document Cloud and save the
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document as .pdf le.
 Note
Ensure that the forms that you are uploading have mappings and/or Signature elds. Use this page to upload XDP and PDF
templates.
Provide unique IDs to the templates that you are planning to upload. You cannot upload templates with duplicate IDs.
Procedure
2. In the Tools Search eld, enter Maintain Onboarding and Offboarding Document Templates. Access the tool by clicking
on the search result.
3. Click + Add New Document Template.
4. Upload the XDP or PDF le by clicking on Browse.
 Note
If you try to upload an XDP le that exceeds the maximum le-size of 10 MB, the upload might fail. Also, ensure that
you use an image of the le format .png on the le.
5. De ne the document template parameters Id, Locale, Process Type, Name and Category.
You can select a category based on your requirement:
Administrative: Use this category if you want to generate a document which has administrative data. For
example, candidates personal details like rst name, last name, and start date.
Compliance: Use this category if you want to generate a document which has compliance forms.
Custom New Hire: Use this category if you want to generate a document which has new hire data, for example,
uniform details, parking details, and so on.
Policy Agreement: Use this category if you want to generate a document which has Non-Disclosure Agreements
like asking the new hires to validate the data and add their signature.
6. Click Upload.
Previous: Naming Guidelines for Fields in Onboarding Document Templates
Next task: Mapping Document Placeholders
Mapping Document Placeholders

Map document placeholders to data objects so that candidate-speci c information is populated when the Onboarding forms are
generated.
Prerequisites
If you want to create a rule-based mapping for placeholders, you need to con gure a related business rule rst.
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Procedure
1. Go to Admin Center Maintain Onboarding and Offboarding Document Templates .
The Maintain Onboarding and Offboarding Document Templates page opens.
2. Select the document template where you want to map the document placeholders to the data objects, and click the
Open Mapping icon 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.
 Note
If the document template you uploaded consists of grid-based elds that are con gured for direct mapping, only one
eld from each set of related elds is available as a placeholder. Also, the name of the placeholder doesn't include the
numeric index value in its name. For example, if you con gured three elds to list the countries/regions related to
three national ID documents in your template, only one placeholder is available for mapping all the countries/regions.
After you map the placeholder to the corresponding target eld, the rest of the related elds are automatically
populated when the Onboarding form is generated. For more information about con guring elds for direct mapping,
refer to the Naming Guidelines for Fields in Onboarding Document Templates topic in the Related Information
section.
4. Select a Base Object.
5. Select a Target Field.
6. To map elds from Custom Data Collection and then and expand it to select the required Custom Data Collection object
from the list:
a. Select the Base Object as Process.
b. In the Target Field, go to the toDataColectionUserCon g eld and expand it to select the required Custom Data
Collection object from the list.
7. If you've selected rule-based mapping, then select the appropriate Rule.
For information about how to use rule-based mapping, refer to the Rule Mapping topic in the Related Information
section.
8. Click Save.
Previous task: Uploading a Document Template
Next task: Mapping Document Template Signature Fields to Onboarding Roles
Related Information
Rule Mapping
Mapping Document Template Signature Fields to Onboarding

Roles
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Mapping the signature eld in the document template to a role requires con guring the signature. You can map the elds either
to a New Hire or a Manager who can sign on the mapped eld.
Context
Each document template can include placeholders for New Hire and Manager signatures. To include the signatures of the New
Hire and Manager, you must map the signature elds to these roles in the document template.
Procedure
The Maintain Onboarding and Offboarding Document Templates page opens with the list of uploaded documents.
2. For the required document template, click Sign under the Action column.
3. In Signatures for Template Role , select either an Onboardee or Manager role from the dropdown menu for
signature elds.
4. Click Done.
Results
The signature elds in the document template are mapped to the selected role.
Previous task: Mapping Document Placeholders
Next task: De ning Business Rules for Onboarding Documents
De ning Business Rules for Onboarding Documents

Create business rules in order to assign a document template to a new hire.
Procedure
2. Select De ne Business Rules and click + Add New Rule.
3. Select the Assign Forms scenario in the Onboarding section.
4. Enter a value for Rule Name, Rule ID and select a Start Date.
The Rule ID automatically picks up the value entered in the Rule Name. However, you can edit this value.
5. Click Continue.
The business rule con guration screen opens.
6. De ne the business rule based on your requirements.
For example, you can create a rule for document assignment and set the condition such that if the candidate's locale is
en_US, then Form Data 01 must be assigned to the candidate.
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7. Click Save.
Results
After creating a business rule, you can generate an onboarding form and assign it to new hires.
Previous task: Mapping Document Template Signature Fields to Onboarding Roles
Next task: De ning Business Rules for Multiple Document Flows
De ning Business Rules for Multiple Document Flows

For each Document Flow, you can assign multiple forms by con guring business rules.
Procedure
2. Select De ne Business Rules, and click + Add New Rule.
3. Select the Assign Forms scenario in the Onboarding section.
The Rule ID automatically picks up the value entered in the Rule Name. However, you can edit this value.
5. Click Continue.
The business rule con guration screen opens.
6. De ne the business rule based on your requirements.
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For example, you can 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 must be assigned to this document ow. You can
also add an Else If condition such that if Additional Document Flow is selected as the Process Variant step, then W4 form
is assigned to the Additional Document Flow.
7. Click Save.
Results
You have successfully assigned documents to each document ow.
Previous task: De ning Business Rules for Onboarding Documents
Previewing New Hire's Data Mapped To a Form

You can preview the new hire's data mapped to a form using the Document Template Mapping Preview MDF entity without the
need to contact Implementation Partners or Product Support.
Prerequisites
Ensure you have the User Onboarding and Offboarding Object Permissions Document Template Mapping Preview
permission. You also have permission to edit/view the Document Template Mapping Preview item.
Ensure you have the User Onboarding and Offboarding Object Permissions Document Template permission. You
also have permission to edit/view the Document Template Mapping Preview item.
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Procedure
2. In the Tools Search, enter Manage Data.
3. Go to Create New and search for Document Template Mapping Preview.
4. Enter the Document Template Mapping Preview ID
Field Name What to enter?
Document Template Mapping Preview ID Enter a unique ID.
Process Choose the required process.

Process is the ONB2Process object de nition for the
onboarding new hire.
Document Template Choose the required document template.

The document template maps data collected from new hires to
customer documents required for Onboarding. This includes
mapping candidate-speci c data to forms, as well as
specifying business rules that de ne which forms are relevant
based on job role, location, and other criteria.
Mapped Data XML When you enter values in Process and Document Template
Mapping Preview ID elds, the Mapping Data XML eld
provides the necessary information for troubleshooting issues
related to the new hire's data.
Results
You can view the necessary information for troubleshooting issues related to the new hire's data.
Setting Object Visibility for New Hires

Using the External User Visibility tool, admins can update certain objects to be visible so that the required information is
accessible to new hires during the Personal Data Collection step.
Prerequisites
You have the Administrator Manage Onboarding or Offboarding Enable Object Visibility for External Hires permission.
Context
Use the External User Visibility tool when you setup Onboarding, and when you add a new CustomPayType,
CountrySpeci cValidationCon guration, or Message De nition object in Manage Data. If you update the selected objects using
the External User Visibility tool, then the new hire can view these objects during Personal Data Collection.
You can update the following objects to be visible through the External User Visibility tool:
CountrySpeci cValidationCon guration
CustomPayType
emailInfo: including emailInfo_dependent, emailInfo_onboardee, and emailInfo_employee.
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globalInfo: including globalInfo_dependent, globalInfo_onboardee, and globalInfo_employee.
homeAddress: including homeAddress_dependent, homeAddress_onboardee, and homeAddress_employee.
MessageDe nition
nationalIdCard: including nationalIdCard_dependent, nationalIdCard_onboardee, and nationalIdCard_employee.
personalInfo: including personalInfo_dependent, personalInfo_onboardee, and personalInfo_employee.
personInfo: including personInfo_dependent, personInfo_onboardee, and personInfo_employee.
phoneInfo: including phoneInfo_dependent, phoneInfo_onboardee, and phoneInfo_employee.
PickList
Division
BusinessUnit
PayScaleType
PayScaleArea
EmployeeGroup
PersonnelArea
JobClassi cation
AddressValidationCon gurationForEmployeeAddresses
 Note
If you don't nd an object you're looking for, contact Product Support.
Procedure
1. Navigate to Admin Center On/Offboarding External User Visibility .
The External User Visibility tool opens.
2. Choose the objects that you want to display to the new hires and select Run.
A job runs to update the object visibility.
Results
You have successfully updated the visibility of the required objects. The respective information is now displayed to the new hires.
Related Information
Additional Con gurations

After implementing Onboarding, you must enable the e-mail services to send timely noti cations, create new e-mail templates,
and use precon gured e-mail templates. Con gure 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.
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Email Noti cations

Email noti cations are an integral part of the onboarding process that help channel vital information to onboarding participants,
for reference or action or both.
Email Services in Onboarding aim to facilitate a simpli ed onboarding experience with a consistent communication mechanism.
Email services in Onboarding enable you to:
Use precon gured email templates, tailor-made to work with the onboarding process.
Create new email templates with business and locale-speci c rules and content.
Send timely email noti cations to assigned onboarding participants during different stages of the onboarding process.
Con gure reminder email noti cations to control the frequency of reminders messages.
Unsubscribe from email noti cations, and so on.
 Note
The new hire's username has been added to the login URLs to direct the new hires to the correct login page so that they
could complete their new hire activities.
Here's the list of all the email noti cations that contains new hire's username as one of the parameters:
(ONB) Start Onboarding process Template
(ONB) Continue Onboarding process Template
(ONB) Document Signature task creation Template
(ONB) Document Signature task for new hire creation Template
 Note
The links in the email noti cations that were sent to the new hires before SAP Identity Authentication Service (IAS) was
enabled will no longer work.
 Note
To prevent SAP SuccessFactors Onboarding emails from spam, spoo ng, social engineering, phishing attacks, and to ensure
that your own spam lters don't lter valid messages from SAP SuccessFactors, use an allowlist method for the email
senders. For more information, refer to the Allowlist Methods for Emails from SAP SuccessFactors Onboarding topic.
The topics that are covered as a part of email noti cations in Onboarding are:
Accessing the Email Services

Email Services provide all the resources you need to setup and manage an effective noti cation process in your system.
Precon gured Email Templates in Onboarding
Email Templates are preformatted les that serve as a starting point in the process of creating email noti cations.
Business Rules in Email Services
You can create business rules to setup conditions for ltering the right noti cation.
Con guring Speci c Document Types as Email Attachments
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As an alternative to setting up business rules for email attachments, you can con gure only speci c document types to
be shared with new hires and other stakeholders in the onboarding process.
Managing Email Templates
You can perform various operations to manage your email templates that include adding, editing, reusing, copying or
deleting email templates.
Using Email Status
Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by the system.
Con guring Email Triggers
You can con gure an email trigger to determine when to send email noti cations.
Con guring Email Categories
You can con gure email categories to represent email template groups and build email attributes, such as recipient and
content.
Email Tokens in Onboarding
Learn about the email tokens you can use to con gure Onboarding email templates.
Adding Custom Tokens in Email Noti cations
You can use custom tokens such as Legal Entity, or Position in the email noti cation template.
Unsubscribing from Email Noti cations
If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the noti cations.

Email Services provide all the resources you need to setup and manage an effective noti cation 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
2. In the Tools Search eld, enter Email Services.
3. Access the Email Services tool by clicking on the search result.
4. On the Email Services page, select Manage Template.
5. On the Manage Email template page, click New Template and select Reuse Templates to list out all the existing
templates.
To add a new template, select Create New Template.
Task overview: Email Noti cations
Related Information
Using Email Status
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Email Templates are preformatted les that serve as a starting point in the process of creating email noti cations.
Onboarding comes with a set of precon gured email templates, ready for use. These email templates are designed to
seamlessly work throughout the onboarding process. You can choose to use these templates in their existing con guration or
customize them according to your requirements.
When you access the Email Services con guration page for the rst time, there will be no email templates listed under the
Active Templates tab. You can reuse precon gured email templates or create custom email templates from the Manage Email
Template section.
Precon gured Email Templates
Noti cation Recipient Template Name Description
Onboarding Custom Task New hire (ONB) Custom Onboarding Notify task recipient about
Assigned Task Initiated Template assigned custom tasks.
Onboarding participant
Onboarding Custom Task New hire (ONB) Custom Onboarding Notify task recipient about
Completed Task Completed Template custom tasks completion.
Offboarding Custom Task Employee (OFB) Custom Offboarding Notify task recipient about
Assigned Task Initiated Template assigned custom tasks.
Offboarding Custom Task Employee (OFB) Custom Offboarding Notify task recipient about
Completed Task Completion Template custom task completion.
Start Onboarding Process New hire (ONB) Start Onboarding Notify new hires to begin tasks
process Template related to the onboarding
process by providing related
information.
Continue Onboarding Process New hire (ONB) Continue Onboarding Notify new hires about the
process Template onboarding progress and
prompt them to continue with
the remaining tasks by
providing related information.
New Buddy Assignment (New New hire (ONB) New Buddy Assignment Notify new hires about the
Hire) Template assignment of a new buddy.
New Buddy Assignment Onboarding participants (ONB) Buddy Assignment Notify the assigned onboarding
(Buddy) Template participants that they've been
Buddy
selected as a buddy for the
team's new hire, along with
related information.
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New Buddy Assignment Buddy (ONB) Buddy Assignment Notify the assigned buddy
Cancellation Cancellation Template about reassignment or
cancellation of the buddy
assignment task.
Recommended People New hire (ONB) New Recommended Notify new hires about
Assignment (New Hire) People Template contacting the people
recommended by the Hiring
Manager.
Recommended People Onboarding participants (ONB) Recommended People Notify the assigned onboarding
Assignment (Recommended Assignment Template participants that they’ve been
Person) recommended to the new hire
by the hiring manager to help
speedup the onboarding
process.
Recommended People Recommended person (ONB) Recommended People Notify the assigned
Cancellation Assignment Cancellation recommended person about
Template cancellation or reassignment of
the recommended people task.
Meeting updated for new hires New hire (ONB) A meeting updated Notify new hires about meeting
Template updates added to the home
page.
Meeting updated for Onboarding participants (ONB) A meeting updated for Notify assigned onboarding
Participants participants Template participants about new meeting
updates.
Suite-mapping Error Administrator (ONB) Suite mapping error Notify administrators about new
Template hire data alignment issues
identi ed in the suite mapping,
and provide information about
postponement of the
onboarding task.
Prepare for New Team Member Onboarding participants (ONB) Prepare for New Team Notify assigned onboarding
Member Template participants that onboarding
activities are pending for a new
hire with an approaching start
date.
 Note
Assigned onboarding
participants will receive one
noti cation for each pending
task respectively.
Furnish Equipment Onboarding participants (ONB) Furnish Equipment Notify assigned onboarding
Template participants to procure
speci ed equipment for the
new hire.
Furnish Equipment Cancellation Onboarding participants (ONB) Furnish Equipment Notify assigned onboarding
Cancellation Template participants about cancellation
of the Furnish Equipment task.
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Onboarding Cancelled Onboarding participants (ONB) Onboarding Cancelled Notify all onboarding
Template participants about cancellation
of the onboarding process for a
new hire.
Recommended Links Updated New hire (ONB) Recommended Links Notify new hire about updated
Updated Template Recommended Links added to
the new hire home page.
New Welcome Message Added New hire (ONB) New Welcome Message Notify new hire about updated
Added Template Welcome Message added to the
new hire home page.
Where To Go (Participant) Onboarding participants (ONB) Where To Go Template Notify assigned onboarding
participants with supplemental
information, to help new hires
reach their designated work
location.
Prepare For The First Day Onboarding participants (ONB) Prepare for New Hire Notify assigned onboarding
(Participant) First Day Template participants to provide
supplemental information, to
help new hires through their rst
day at work.
Where to Go (New Hire) New hire (ONB) Where To Go updated Notify new hires with
Template information about where to go
on their rst day at work.
Prepare for Day One (New Hire) New hire (ONB) Prepare for New Hire Notify new hires with
First Day updated Template information essential to prepare
for day one.
New Goal Assignment New hire (ONB) Goal assignment Notify new hire about updated
updated Template goal information added to the
new hire home page.
External User Welcome New hire (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.
Nudge Assignment Responsible user (ONB) Nudge assignment To nudge the assignment.
Template
New Team Member Onboarding New hire (ONB) New Team Member Notify new hires that their
Restarted Onboarding Restarted onboarding process has been
Template restarted due to reasonable
circumstances.
New Team Member Onboarding Hiring manager (ONB) New Team Member Notify the assigned hiring
Restarted - Hiring Manager Onboarding Restarted - Hiring manager that the onboarding
Manager Template process for a given new hire has
been restarted due to
reasonable circumstances.
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Onboarding Cancelled due to Hiring manager (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.
Document signature declined Onboarding participants (ONB) Document Signature Notify the participants that a
Declined Message To document has been declined for
Participants Template e-signature.
Document signature completed New hire (ONB) Document Signature Notify the new hire about
task completion Template completion of document
signing.
Document signature task Onboarding participants (ONB) Document Signature Notify the onboarding
created task creation Template participants that they have
documents pending for e-
signature.
Document signature task New hire (ONB) Document Signature Notify the new hire that they
created for new hire task for new hire creation must sign the documents
Template before their start date.
Document signature completed New hire (ONB) Documents signed by Notify the new hire about the
for new hire New Hire Template completion of document
signing.
Missing SSN in Form I-9 Section New hire (ONB) I-9 Section 1 Missing Notify the new hire that they
1 SSN must update their Social
Security Number (SSN) in Form
I-9.
Bring original documents New hire (ONB) Bring Original Notify the new hire to bring
Documents on Day 1 original documents on Day 1 to
complete Form I-9 section 2.
Complete receipt ow (Hiring Hiring manager (ONB) Hiring Manager Notify the hiring manager to
Manager) Complete Receipt Flow complete the receipt
veri cation ow within 90 days.
 Note
The receipt veri cation ow
is triggered when the hiring
manager selects a receipt,
instead of original
documents, for Form I-9
Section 2 List A, List B, or
List C documents.
Correct data ow New hire (ONB) New Hire Correct Form Notify the new hire to correct
I-9 Section 1 Template Form I-9 Section 1 data.
I-9 Section 1 Reminder Hiring manager (ONB) Hiring Manager Form I-9 Notify the hiring manager that
Section 1 Reminder Template the new hire's Form I-9 Section 1
data is overdue.
I-9 Section 2 Reminder Hiring manager (ONB) Hiring Manager Form I-9 Notify the hiring manager to
Section 2 Reminder Template complete Form I-9 Section 2
within three days of the new
hire's Day 1.
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Complete Section 1 of Form I-9 New hire (ONB) Form I-9 Section 1 Notify the new hire to complete
Awaiting SSN Missing SSN Template Form I-9 Section 1 by providing
their missing SSN.
Form I-9 Activities Cancelled Hiring manager (ONB) Form I-9 Activities Notify the hiring manager that
From Manage Data (Hiring Cancelled From Manage Data the new hire's Form I-9
Manager) HM Template Activities were cancelled from
Manage Data.
Form I-9 Activities Cancelled Hiring manager (ONB) Form I-9 Activities Notify the hiring manager that
From Employee Central (Hiring Cancelled From Employee the new hire's Form I-9
Manager) Central HM Template Activities were cancelled from
Employee Central.
Form I-9 Activities Cancelled Responsible group (ONB) Form I-9 Activities Notify the responsible group
From Manage Data (Responsible Cancelled From Manage Data users that the new hire's Form I-
Group) Responsible Group Template 9 Activities were cancelled from
Manage Data.
Form I-9 Activities Cancelled Responsible group (ONB) Form I-9 Activities Notify the responsible group
From Employee Central Cancelled From Employee users that the new hire's Form I-
(Responsible Group) Central Responsible Group 9 Activities were cancelled from
Template Employee Central.
Open Tentative Noncon rmation Hiring manager (ONB) E-Verify TNC Notify the hiring manager that
(TNC) Noti cation Template they need to process open E-
Verify Tentative
Noncon rmations (TNCs).
Complete compliance New hire (ONB) Compliance Paperwork Notify the new hire and hiring
paperwork manager to provide
Hiring manager
compliance-related information
before the start date.
Compliance Document Flow Onboarding participants (ONB) Compliance Document Notify the onboarding
created Flow Template participants that they have
documents pending for e-
signature.
Compliance Document Onboarding participants (ONB) Compliance Document Notify the onboarding
signature declined Signature Declined Message participants that a document
Template has been declined for e-
signature.
Compliance Document Onboarding participants (ONB) Compliance Document Notify the onboarding
signature completed Signature task completion participants that the
Template compliance document has been
signed.
Reason for E-Verify Duplicate Hiring manager (ONB) E-Verify Duplicate Case Notify the assigned hiring
Case Template manager that they must provide
a reason for creating a duplicate
E-Verify case.
Checklist item changed Onboarding participants (ONB) Checklist Item Change Notify the onboarding
Template participants that a checklist
item has been added, updated,
or removed.
Rehire welcome message Rehire (ONB) Rehire User Welcome Provide rehired users with login
Message Template information.
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User Welcome Message for Employee (ONB) Crossboarding - User Notify internal hire that there is
Internal Hire Welcome Message Template an updated Welcome Message
added to their home page.
E-Verify Status Update Hiring manager (ONB) E-Verify Status Update Notify the hiring manager and
Template responsible group users when
Responsible group
there is an update to a new
hire's E-Verify Status.
Form I-9 Section 2 Correct Data Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
Responsible Group Reminder Correct Data Responsible Responsible Group Users that
Responsible group
Group Reminder Template they need to complete the Form
I-9 Section 2 Correct Data task
within 3 Business Days.
Form I-9 Section 2 Responsible Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
Group Reminder Responsible Group Reminder Responsible Group Users that
Responsible group
Template they need to complete the Form
I-9 Section 2 task within 3
Business Days.
Hiring Manager Completes Form Onboarding participants (ONB) Hiring Manager Notify the onboarding
I-9 Section2 Completes I9 Section2 participants that Form I-9
Template Section 2 was completed by the
hiring manager.
Form I-9 Section 2 Completed Hiring manager (ONB) I9 Section 2 completed Notify the hiring manager that
with Temporary Form I-551 with temporary Form I-551 Section 2 of the Form I-9 was
completed with a temporary
Form I-551 and reveri cation is
required.
Form I-9 Section 3 Completed Employee (ONB) I9 Section 3 Completed Notify the new hire that their
For Employee For Employee Template Form I-9 Section 3 is completed
and provides them with the
date that their work
authorization expires.
Form I-9 Section 3 Initiated for Employee (ONB) I9 Section 3 Initiated For Notify the employee that their
Employee Employee Template Form I-9 Section 3 was initiated
based on the documents they
shared.
Form I-9 Section Correct Data New hire (ONB) I9 Section1 Correct Data Notify the new hire that a
Initiated for New Hire Initiated For NH Template correct Form I-9 Section 1 task
was initiated.
Form I-9 Section Correct Data Hiring manager (ONB) I9 Section1 Correct Data Notify the hiring manager that a
Initiated for Hiring Manager Initiated HM Template correction in Form I-9 Section 1
was initiated.
Form I-9 Section 1 Initiated for New hire (ONB) I9 Section1 Initiated For Notify the new hire that their
New Hire NH Template Form I-9 Section 1 task is due
on Day 1.
Form I-9 Section 1 Initiated for Hiring manager (ONB) I9 Section1 Initiated HM Notify the hiring manager that
Hiring Manager Template the Form I-9 Section 1 task was
initiated for the new hire.
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New Hire Complete Form I-9 New hire (ONB) New Hire Complete Notify the new hire that they
Reveri cation (New Hire) Form I-9 Reveri cation must complete the Form I-9
Template Reveri cation task.
New Hire Completed Form I-9 Hiring manager (ONB) New Hire Completed Notify the hiring manager that
Reveri cation (Hiring Manager) Form I-9 Reveri cation the new hire completed their
Template Form I-9 Reveri cation task.
Onboarding Restarted for New New hire (ONB) Onboarding Restarted Notify the new hire that
Hire For NH Template Onboarding was restarted and
their Form I-9 Section 1 task is
due on Day 1.
Prepare for New Hire First Day Hiring manager (ONB) Prepare for Onboardee Notify the hiring manager to
First Day Template prepare for new hire's Day 1.
Remote Form I-9 Section 1 New hire (ONB) Remote I9 Section 1 Notify the remote new hire that
Completion Noti cation (New Completion Noti cation their Form I-9 Section 1 task is
Hire) Template due in 3 days.
I-9 Section 2 Responsible Group Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
Reminder for Hire Date Change Responsible Group Reminder Responsible Group Users that
Responsible group
for Hire Date Change Template they need to complete the Form
I-9 Section 2 task within 3
Business Days of the new start
date.
Legal Entity Transfer Welcome Rehire (ONB) Legal Entity Transfer Notify and provide information
Message User Welcome Message about login credentials to
Template employees who are transferred
to a different legal entity within
the same organization.
Task Delegation Message Delegatee (ONB) Task Delegation Notify a delegatee about one or
Template more delegated tasks.
Parent topic: Email Noti cations
Related Information
Using Email Status

You can create business rules to setup conditions for ltering the right noti cation.
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Your onboarding process might have cases when there are multiple noti cations 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
noti cations. In such cases, you can create business rules with speci c conditions and apply these rules to your email templates.
Noti cations that satisfy the conditions speci ed in the applied business rules will be triggered.
Email Services in Onboarding has four business rules available:
Filter Email Template
Select Email Message Locale
Add Static Documents as Email Attachments
Add Dynamic Documents as Email Attachments
 Note
Business rules aren't required to trigger the precon gured email templates.
 Note
To add business rules for the (OFB) Manage Assets Updated Message To Employee Category, you must manually update the
content builder by reusing the precon gured template. For more information, refer to the 'Reusing Precon gured Email
Templates' topic in the Related Information section.
Related Information
Using Email Status
Reusing Precon gured Email Templates
Creating a Business Rule for Filtering Email Templates

You can create a business rule to dynamically lter email templates and trigger the noti cation that satis es the speci ed
criteria.
Procedure
2. In the Tools Search eld, enter Configure Business Rules.
3. Select the search result to access the Business Rules Admin tool.
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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.
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. De ne only an If condition.
For de ning 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 speci ed conditions.
Next Steps
After creation, you can assign the business rule to an email template through the email template con guration wizard.
Creating a Business Rule for Selecting Message Locale

You can create a business rule to dynamically set the message language before triggering a noti cation.
Procedure
2. In the Tools Search eld, 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
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. De ne the If condition.
For de ning the business rule, all the objects and properties associated with the base object are available.
10. Based on the outcome of the If condition, de ne the Then condition by setting the EmailMessage.locale attribute to
a value that will be the language of the noti cation.
11. Click Save.
Next Steps
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Con guring Business Rule for Static Documents as Email

Attachments
Static documents contain content that remains unchanged. To share static documents with onboarding participants, you can
set up the Add Static Documents as Email Attachments rule.
Context
You can share up to 10 static documents as email attachments in a business rule.
 Note
The total size of an email, including the attachments, cannot exceed 20 megabytes.
Procedure
You’re directed to the Con gure Business Rules page.
3. Go to Email Services Add Static Documents as Email Attachments scenario.
When you select Add Static Documents as Email Attachments, the rule scenario form appears.
4. Enter the appropriate information in the following elds:
Rule Name
Rule ID
Start Date
5. Select the Email Category from the dropdown menu.
The business rule applies to the selected Email Category.
6. Select Continue to move to the Con gure Business Rules page where you con gure your If and Then criteria.

Process Task parent processType .
Value Selection Select Onboarding.
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Left Expression

picker icon.


Attachment rule model Attachment 1 .
 Tip
When status is selected, the eld type is now a
Value eld by default
Value Selection Select the required document.
Results
When the Add Static Documents as Email Attachments rule runs, the speci ed static documents are shared with new hires and
onboarding participants as attachments in email noti cations.
Next Steps
After creation, you can assign the business rule to a customized email template through the email template con guration
wizard.
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Con guring Business Rule for Dynamic Documents as Email

Attachments
Dynamic documents contain content that is customized to each new hire. These documents are generated through Print Forms
Service as a part of the document ow step. To share dynamic documents with onboarding participants, you can set up the Add
Dynamic Documents as Email Attachments rule.
Context
You can share up to 10 dynamic documents as email attachments in a business rule. The documents are sent in the form of
PDFs.
 Note
The total size of an email, including the attachments, cannot exceed 20 megabytes.
Procedure
3. Go to Email Services Add Dynamic Documents as Email Attachments scenario.
When you select Add Dynamic Documents as Email Attachments, the rule scenario form appears.
Rule Name
Rule ID
Start Date
5. Select the Email Category from the dropdown menu.
The business rule applies to the selected Email Category.

Process Task parent processType .
Value Selection Select Onboarding.
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Left Expression

picker icon.


Attachment rule model Attachment 1 .
 Tip
Value Selection Select the required document.
Results
When the Add Dynamic Documents as Email Attachments rule runs, the speci ed dynamic documents are shared with new
hires and onboarding participants as attachments in email noti cations.
Next Steps
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As an alternative to setting up business rules for email attachments, you can con gure only speci c document types to be
shared with new hires and other stakeholders in the onboarding process.
Context
You can con gure all documents, only documents with a signature component, or only documents without a signature
component to be included as email attachments.
 Note
If business rules are set up along with the con guration for speci c document types as attachments, then all documents
speci ed by the rules and the document types con guration are shared as email attachments.
Procedure
1. Go to Admin Center Email Services and choose a customized email template.
2. Select Step 2.
The Set Up Rules section is displayed.
3. In the Select Attachment Document Type dropdown,
Choose... To...
Signed Include only documents (generated as part of a speci c document

ow) with a signature component, as email attachments
Unsigned Include only documents (generated as part of the speci c

document ow) without a signature component, as email
attachments
All Include all documents (with and without signature components)

generated in the speci c document ow as email attachments
4. Update the other elds as required and select Step 3.
The De ne Email Content section is displayed.
5. Update the email content as required and select Save.
Results
You've con gured speci c documents generated as a part of the document ow to be shared as email attachments.
Related Information
Using Email Status
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You can perform various operations to manage your email templates that include adding, editing, reusing, copying or deleting
email templates.
Context
Email Services in Onboarding provide a set of precon gured email templates. As an administrator, you can create new
templates or reuse precon gured ones as per your business requirements. You can also activate or deactivate email templates
as per your requirements.
 Note
The templates in Email Services have a maximum length of 4000 bytes on the database, the data stored cannot be over
4000 bytes.
It is also important to consider that the templates in Email Services are HTML based, and even though you enter the value
"ABC" in the template, we would need to include the HTML tags in the character count. Therefore, we are not adding only 3
characters for the text (ABC), in database the text is stored as <p>abc</p>, including HTML tags.
In addition, Unicode characters are encoded in bytes, where each character in Unicode Transformation Format-8 (UTF-8)
uses 1 byte, but special characters from Roman, Greek, Cyrillic, Coptic, Armenian, Hebrew, Arabic languages use 2 bytes, and
Chinese and Japanese languages, among others, use 3 bytes per special character. If you are using special characters in the
Email templates, the text size may vary from one locale to another.
Procedure
1. Log in to the Admin Center.
2. In the Tools Search eld, 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
precon gured, user-de ned, active as well as inactive.
4. If a template is selected, it is enabled and a part of the active list of templates. You can deselect a template to disable it.
You can also check the box next to Template Title to enable all the templates available.
To add a new email template, click (New Template) and select Create New Template from the resultant
dropdown.
To reuse a precon gured 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.
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 Note
You cannot delete a precon gured email template. However, you can delete user-de ned templates or a copy
of a precon gured email template that you have added to your list of active templates.
If you delete a copy of a precon gured email template, you can add it to your active list of templates again by
reusing the template from the list of precon gured templates. However, any customizations made to the
former template will be lost.
To apply a lter criteria to the list of email templates, click (Filter)
To apply a sort criteria to the list of email templates, click (Sort)
Open an email template for viewing or editing by clicking on any email template in the list.
Related Information
Using Email Status
Reusing Precon gured Email Templates

You can reuse precon gured email templates provided with Onboarding that are designed to work with most of the tasks in the
onboarding process.
Context
Onboarding provides a few precon gured 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 eld, enter Email Services.
The Email Services page opens.
2. Click Manage Template, under Active Templates tab.
3. Click and select Reuse Templates from the dropdown menu.
In the Precon gured Email Templates page, you can see all the precon gured 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 con guration details of the corresponding template.
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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.
Creating a New Email Noti cation Template

You can send noti cations for one-to-many scenarios by creating email templates. The email templates can be unique for each
scenario based on the rules and noti cation 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 eld, enter Email Services.
2. Click Manage Template, under Active Templates tab.
3. Click to add a new noti cation template and select Create New Template from the dropdown menu.
A setup wizard appears.
4. Click Step 1 and select a category for the email template, provide a template title along with a brief description.
Attribute Action
Category Select a category from the dropdown menu. A category

represents a template group and de nes rules for email
attributes, such as recipients and content.
Template Title Provide a unique template name.
 Note
The template title cannot contain special characters such as
#% [ ] ,;?/ \'
Template Description Provide a template description.
5. Click Step 2, and de ne the rules for the email template.
Attribute Action
Trigger Select a value from the dropdown menu that serves as a trigger
condition for the email noti cation.
Setup Reminder Check this option to con gure reminder messages.
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Attribute Action
Set reminder before the due date Check this option to con gure the process of sending reminder
messages, before the due date.
 Note
If unchecked, reminders are not always sent after the due
date. The con guration of Set reminder after due date is
independent of Set reminder before the due date.
Frequency of reminders in days Enter a numeric value, which is the time span between
reminders sent before due date. This option is considered only
if Set reminder before the due date is checked.
Number of reminders to be sent Enter a numeric value, which is the maximum number of
generated reminder messages. If this value is set to 0,
messages are generated until due date.
Send reminder 1 day before the due date Check this option to send a reminder message one day before
the due date.
Set reminder after due date Check this option to con gure the process of sending reminder
messages, after the due date.
Frequency of reminders in days Enter a numeric value, which is the time span between
reminder messages sent after due date.
Until, number of times (count), reminders to be sent Enter a numeric value, which is the maximum number of
generated reminders. This option is considered only if Set
reminder after due date is checked.
Until number of days, reminder to be sent Enter a numeric value that is the maximum number of days,
reminders will be sent after the due date. This option is
considered only with the Set reminder after due date
con guration.
Filter Business Rule Select a business rule to evaluate a precondition before

triggering a noti cation. When there are multiple templates with
a same trigger, the business rule acts as a lter to choose the
right template.
 Note
For more information about creating lter business rules,
see Con guring Business Rule for Filtering Email
Templates in the Related Links section.
Language Selection Business Rule Select a business rule from the dropdown menu to dynamically
set the language of the noti cation.
 Note
For more information about creating business rules for
setting message language, see Con guring 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.

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While creating a new email template, the recipients in the Recipient Builder are pre lled with the category
details. However, these elds are editable and you can modify them.
 Note
The Onboarding/Offboarding Process and Task e-mails are sent to speci c recipients as per the options
selected in the Recipient Builder. For more information, refer to "Content and Recipient Builders" topic in the
Related Links section.
b. De ne the content that will be a part of the email template.
Attribute Action
Email Subject Provide an introduction that de nes 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 re ects in all emails globally.
 Note
Since the Global Footer is editable, it shows the last
modi ed date value along with the ID of the user who has
modi ed the footer.
You can use tokens (placeholders for a certain value) and con gure your your email template to include speci c
information while generating a noti cation. Click + Insert Token to get a list of prede ned tokens.
You can use tokens in the Email Subject and Body Text of your template.
7. Click Preview to see how a noti cation generating with the email template will look like.
8. Click Save.
Related Information
Creating a Business Rule for Filtering Email Templates
Creating a Business Rule for Selecting Message Locale
Content and Recipient Builders
Enabling and Using Custom Layout Settings

With custom layout settings, you can de ne the layout and the background of all the e-mails. If a custom layout isn't con gured,
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.

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Results
You've de ned the layout and background of the e-mails.
Using Email Status

Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by the system.
Context
Email Services in Onboarding keep track of all the email noti cations sent by the system. You can refer to Email Status, which is
a part of Email Services to,
Check details of sent emails.
Resend emails to additional recipients.
Cancel active email reminder series.
Check recipients who have unsubscribed from receiving emails.
Procedure
1. Log in to Admin Center.
2. In the Tools Search eld, 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 noti cation to additional recipients.
Click (Display Details) to review noti cation details.
 Note
For a given noti cation, you can cancel an active reminder series by clicking Cancel Reminder on the
noti cation details popup.
In general, click (Refresh) to refresh the list of sent emails.
To apply a lter criteria, click (Filter).
To apply a sort criteria, click (Sort).
Related Information
10/26/2023

You can con gure an email trigger to determine when to send email noti cations.
Context
An email trigger belongs to a corresponding email category. Onboarding comes with a set of precon gured email triggers that
you can use while con guring email noti cations.
Procedure
1. Go to Admin Center, in the tools search eld, enter Email Services.
2. Under Con gure 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).
Related Information
Using Email Status
Email Triggers in Onboarding
Email Triggers in Onboarding

Use the precon gured email triggers in Onboarding to specify when the system must send email noti cations to the intended
recipients.
Available Email Triggers
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Email Trigger Category Trigger Point
(ONB) Custom Task Assignment Trigger (ONB) Custom Task Category Email sent to notify the task recipient to
complete a custom task de ned by the
administrator.
(ONB) Custom Task Completion Trigger (ONB) Custom Task Category Email sent to notify the task recipient that
their custom task is completed.
(OFB) Custom Task Assignment Trigger (OFB) Custom Task Category Email sent to notify the task recipient to
complete a custom task de ned by the
administrator.
(OFB) Custom Task Completion Trigger (OFB) Custom Task Category Email sent to notify the task recipient that
their custom task is completed.
(ONB) Start Onboarding process Trigger (ONB) Onboardee Category Email sent to notify a new hire to provide
personal data after the Personal Data
Collection step is created
(ONB) Continue Onboarding process Trigger (ONB) Onboardee Category Email sent to notify a new hire to continue
the paperwork for the onboarding process
(custom data collection) after the Personal
Data Collection step is completed.
(ONB) New Buddy Assignment Trigger (ONB) Buddy Category Email sent to a new hire when a buddy is
assigned or updated.
(ONB) Buddy Assignment Trigger (ONB) Buddy Category Email sent to a user when assigned as the
buddy for a new hire.
(ONB) Buddy Assignment Cancellation (ONB) Buddy Category Email sent to the previous buddy when the
Trigger buddy assignment is cancelled.
(ONB) New Recommended People Trigger (ONB) Recommended People Category Email sent to a new hire when
recommended people are assigned.
(ONB) Recommended People Assignment (ONB) Recommended People Category Email sent to the user who is assigned as a
Trigger recommended person.
(ONB) Recommended People Assignment (ONB) Recommended People Category Email sent to the previous user after the
Cancellation Trigger user's assignment as a recommended
person is cancelled.
(ONB) A meeting updated Trigger (ONB) A meeting updated Category Email sent to a new hire when a meeting is
created or updated.
(ONB) A meeting updated for participants (ONB) A meeting updated for participants Email sent to the participants of a meeting
Trigger Category for onboarding a new hire.
(ONB) Suite mapping error Trigger (ONB) Suite mapping error Category Email sent to notify error ow admins about
any error that occurred during HRIS save
based on Recruit-to-Hire mapping.
(ONB) Prepare for New Team Member (ONB) NHA Category Email sent to notify responsible users or
Trigger participants when onboarding tasks are
created for them.
(ONB) Furnish Equipment Trigger (ONB) Furnish Equipment Category Email sent when a request for procurement
of equipment is marked as Requested.
(ONB) Furnish Equipment Cancellation (ONB) Furnish Equipment Category Email sent when a request for procurement
Trigger of equipment is marked as Not Needed.
(ONB) Onboarding Cancelled Trigger (ONB) Onboarding Category Email sent when onboarding is cancelled.
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(ONB) Recommended Links Updated Trigger (ONB) Recommended Links Updated Email sent when recommended links are
Category updated.
(ONB) Rehire User Welcome Message (ONB) External User Welcome Message Welcome email consisting of the logon
Trigger Category credentials, LoginURL, and the password
reset link to notify a rehire to access the
application and reset the password.
(ONB) New Welcome Message Added (ONB) New Welcome Message Added Email sent when a welcome message
Trigger Category added.
(ONB) Where To Go Trigger (ONB) Where To Go Category Email sent to notify the participants to
provide data for the Where To Go activity.
(ONB) Where To Go updated Trigger (ONB) Where To Go updated Category Email sent to notify a new hire when data is
provided for the Where To Go location.
(ONB) Prepare for Onboardee First Day (ONB) Prepare for Onboardee First Day Email sent to notify participants to provide
Trigger Category data for What To Bring activity.
(ONB) Prepare for Onboardee First Day (ONB) Prepare for Onboardee First Day Email sent to notify a new hire after data is
updated Trigger updated Category provided for the What To Bring activity.
(ONB) External User Welcome Message (ONB) External User Welcome Message Welcome email sent to notify a candidate to
Trigger Category access the application after there’s a
change in the new hire data.
(ONB) Crossboarding - User Welcome (ONB) Crossboarding - User Welcome Email sent to notify an internal hire to sign
Message Trigger Message Category in to the application.
(ONB) Goal assignment updated Trigger (ONB) Goal assignment Category Email sent to notify a new hire when goals
are updated.
(ONB) Nudge assignment Trigger (ONB) Nudge assignment Category Email sent to nudge an assignee to
complete an activity.
(ONB) New Team Member Onboarding (ONB) New Team Member Onboarding Email sent to notify an onboardee about
Restarted Trigger Restarted Category restart of the onboarding process because
of data change.
(ONB) Onboarding Cancelled due to Restart (ONB) Onboarding Cancelled due to Email sent to notify a hiring manager when
- Hiring Manager Trigger Restart - Hiring Manager Category onboarding has been cancelled. This email
noti cation can also be triggered if the
hiring manager is changed.
(ONB) Document Signature Declined (ONB) Document Flow Message Category Email sent to notify the participants when
Message To Participants Trigger one of the participants declines the
documents.
(ONB) Document Signature task creation (ONB) Document Flow Message Category Email sent to notify a new hire that
Trigger documents are pending for signature.
(ONB) Document Signature task creation for (ONB) Document Flow Message Category Email sent to notify a new hire that
new hire Trigger documents are pending for signature
(ONB) Document Signature task completion (ONB) Document Flow Message Category An acknowledgment sent to new hire or
Trigger participants on signing the documents.
(ONB) Documents signed by New Hire (ONB) Document Flow Message Category Email sent to notify a manager when a new
Trigger hire completes signing the documents.
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(OFB) Farewell Message Trigger (OFB) Farewell Message Category Email sent to notify a terminated employee
when a farewell message is created or
updated, or when the message delivery
date is changed.
(OFB) Announce Termination Message (OFB) Announce Termination Message Email sent to notify a terminated employee
Trigger Category when a termination message is created or
updated, or when the message delivery
date or recipients of the message is
changed.
(OFB) Manage Assets Updated Message To (OFB) Manage Assets Updated Message To Email sent to notify an employee leaving
Employee Trigger Employee Category the company on change of assigned assets.
(OFB) Offboarding Cancelled Trigger (OFB) Offboarding Cancelled Category Email sent to notify a terminated employee
that the offboarding activity is cancelled
but termination of employment is still
effective.
(OFB) Resignation Approval Message To (OFB) Resignation Approval Message To Email sent to notify an employee to review
Employee Trigger Employee Category the employee's resignation details.
(OFB) Resignation Approval Message To (OFB) Resignation Approval Message To Email sent to notify the participants to start
Participants Trigger Participants Category reviewing the offboarding details complete
employer data review.
(OFB) A meeting updated for participants (OFB) A meeting updated for participants Email sent to other participants of a
Trigger Category meeting for offboarding an employee.
(OFB) KT Task Receive Trigger (OFB) KT Task Trigger Category Email sent to the participants when a new
Knowledge Transfer task is created.
(OFB) KT Task Update Trigger (OFB) KT Task Trigger Category Email sent to the participants when a
Knowledge Transfer task is updated.
(OFB) KT Task Complete Trigger (OFB) KT Task Trigger Category Email sent to the participants when a
Knowledge Transfer task is marked as
complete.
(OFB) KT Task Cancel Trigger (OFB) KT Task Trigger Category Email sent to the participants when a
Knowledge Transfer task is cancelled.
(ONB) I9 Section 1 Completed Trigger (ONB) I9 Section 1 Completed Category Email sent to remind the new hire to bring
their employment eligibility documents on
Day 1 for veri cation by a corporate
representative.
(ONB) Compliance Document Flow Trigger (ONB) Compliance Paperwork Category Email sent to notify the new hire when they
have documents pending for signature that
must be e-signed before their start date.
(ONB) Compliance Signature Declined (ONB) Compliance Document Flow Email sent to notify the hiring manager
Message Trigger Message Category when an Onboarding participant declines to
e-Sign the compliance documents.
(ONB) Compliance Document Signature Task (ONB) Compliance Document Flow Email sent to inform the hiring manager that
Completed Category the document signature task is completed.
(ONB) Compliance Paperwork Trigger (ONB) Compliance Paperwork Category Email sent to prompt the new hire to begin
their compliance paperwork.
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(ONB) E-Verify Duplicate Case Trigger (ONB) E-Verify Duplicate Case Category Email sent to notify the hiring manager that
the Department of Homeland Security
(DHS) identi ed a duplicate case entry
created for the new hire.
(ONB) E-Verify Status Update Trigger (ONB) E-Verify Category Email sent to notify the hiring manager and
responsible group users that the new hire's
E-Verify status was updated.
(ONB) E-Verify TNC Status Trigger (ONB) E-Verify Category Email sent to notify the hiring manager that
the new hire's E-Verify case has a Tentative
Noncon rmation (TNC) case status that
requires action.
(ONB) E-Verify Manager Change Trigger (ONB) E-Verify Category Email sent to notify the new hiring manage
of E-Verify task.
(ONB) I9 Section 2 Manager Change Trigger (ONB) I9 Hiring Manager Category Email sent to notify the new hiring manage
of Form I-9 Section 2 task.
(ONB) I9 Activities Cancelled in Employee (ONB) I9 Hiring Manager Category Email sent to alert the hiring manager that
Central HM Trigger the new hire's Form I-9 Activities were
cancelled from Employee Central.
(ONB) I9 Activities Cancelled in Employee (ONB) I9 Section2 Responsible Group User Email sent to notify the responsible group
Central RG Trigger Noti cation Category users that the new hire's employment was
terminated in Employee Central and their
U.S. Form I-9 activities are cancelled.
(ONB) I9 Activities Cancelled in Manage (ONB) I9 Hiring Manager Category Email sent to alert the hiring manager that
Data HM Trigger the new hire's U.S. Form I-9 Activities were
cancelled from Manage Data.
(ONB) I9 Activities Cancelled in Manage (ONB) I9 Section2 Responsible Group User Email sent to alert the responsible group
Data RG Trigger Noti cation Category users that the new hire's Form I-9 Activities
were cancelled from Manage Data.
(ONB) I9 Section 1 Completed Without SSN (ONB) I9 External Category Email sent to notify the new hire that their
Trigger U.S. Form I-9 is incomplete because they
didn’t provide a Social Security Number.
(ONB) Due Date Change for I9 Section 2 (ONB) I9 Section2 Responsible Group User Email sent to remind the responsible group
Task Noti cation Category users to complete Section 2 of the Form I-9
within 3 business days.
(ONB) I9 Correct Data 3 Business Days (ONB) I9 Section2 Correct Data Email sent to notify the hiring manager and
Trigger Responsible Group User Noti cation responsible group users to correct Section
Category 2 of the new hire's U.S. Form I-9 within 3
Business Days.
(ONB) I9 3 Business Days Trigger (ONB) I9 Section2 Responsible Group User Email sent to notify the hiring manager and
Noti cation Category responsible group users to correct the new
hire's U.S. Form I-9 within 3 business days.
(ONB) I9 Section 2 Three Business Days (ONB) I9 Section2 Responsible Group User Email sent to remind the hiring manager
Reminder Trigger Noti cation Category and responsible group users to complete
Section 2 of the Form I-9 within 3 business
days.
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(ONB) Hiring Manger Complete Receipt Flow (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
Trigger Section 2 of the new hire's Form I-9 was
completed with receipts and requires
reveri cation within 90 days.
(ONB) I9 Section 2 Completed HM Trigger (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
the new hire's Form I-9 Section 2
Onboarding task is completed.
(ONB) I9 Section 1 Completed without SSN - (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
HM Trigger the new hire's Form I-9 Section 1 completed
without their Social Security Number.
(ONB) I9 3 Business Days Trigger (ONB) I9 Section2 Responsible Group User Email sent to remind the hiring manager to
Noti cation Category complete Section 2 of the Form I-9 within 3
business days.
(ONB) Onboarding Cancelled HM Trigger (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager
when Onboarding is cancelled for a new
hire.
(ONB) Onboarding Restarted HM Trigger (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
the Onboarding task was restarted for the
new hire.
(ONB) I9 Section 2 completed with (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
temporary Form I-551 Trigger the new hire completed Section 2 of their
Form I-9 using a temporary Form I-551
instead of an original Form I-551.
(ONB) I9 Section 3 Completed For Employee (ONB) I9 External Category Email sent to notify new hire that their Form
Trigger I-9 reveri cation is complete and provides
then with their new I9 Alien Work Until Date.
(ONB) I9 Section 3 Initiated For Employee (ONB) I9 External Category Email sent to notify the new hire that their
Trigger Form I-9 reveri cation was initiated based
on the authorization documents they
provided.
(ONB) I9 Section 1 Correct Data Initiated For (ONB) I9 Correct Data External Category Email sent to notify the new hire that they
NH Trigger need to correct the information in Section 1
of their Form I-9.
(ONB) I9 Section 1 Correct Data Initiated HM (ONB) I9 Correct Data Hiring Manager Email sent to notify the hiring manager that
Trigger Category the correct data ow is initiated for the new
hire.
(ONB) I9 Section 1 Initiated for NH Trigger (ONB) I9 External Category Email sent to notify the new hire that they
have a new Onboarding task and they must
complete Section 1 of their Form I-9 by Day
1.
(ONB) New Hire Complete Form I-9 (ONB) I9 External Category Email sent to notify the new hire that they
Reveri cation Trigger need to complete revalidation after their
authorization documents expire.
(ONB) I9 Reveri cation Trigger (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager that
the new hire completed their Form I-9
reveri cation.
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(ONB) I9 Section 1 Data Correction Trigger (ONB) I9 External Category Email sent to notify the new hire that
Section 1 of their Form I-9 contains
incorrect data.
(ONB) Onboarding Cancelled For NH Trigger (ONB) I9 External Category Email sent to notify the new hire when
Onboarding is cancelled.
(ONB) Open E-Verify TNCs Required (ONB) E-Verify Category Email sent to notify the hiring manager that
immediate action the open Tentative Noncon rmation (TNC)
cases require immediate action.
(ONB) Remote I9 Section 1 Completion (ONB) I9 Remote External Category Email sent to notify the new hire that their
Noti cation Trigger Form I-9 Section 1 tasks are due in 3 days.
(ONB) Onboarding Cancelled Responsible (ONB) I9 Section2 Responsible Group User Email sent to notify the responsible group
Group Trigger Noti cation Category that the Onboarding process and Form I-9
tasks were cancelled for a new hire.
(ONB) Onboarding Restarted Responsible (ONB) I9 Section2 Responsible Group User Email sent to notify the responsible group
Group Trigger Noti cation Category users when Onboarding is restarted.
(ONB) I9 Section 2 Completion Noti cation (ONB) I9 Section2 Responsible Group User Email sent to notify the responsible group
Trigger Noti cation Category users when Onboarding is completed.

You can con gure email categories to represent email template groups and build email attributes, such as recipient and
content.
Context
Each email template in Onboarding belongs to a particular email category. There can be multiple email templates that can have
same email category. Onboarding comes with precon gured email categories that you can use while con guring email
templates.
 Note
Email categories are partially customizable.
Procedure
2. In the Tools Search eld, 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).
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Related Information
Using Email Status
Content and Recipient Builders

Email Services in Onboarding enables you to create customized content and choose particular recipients for your noti cations
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 noti cation. Custom tokens particular to an email category are a part of the selected
content builder.
Recipient Builder
Recipient builder is another important attribute of an email category. It is responsible for evaluating recipients of an email
noti cation. You can add recipients based on recipient type, role, and so on.
List of Recipient Builders
Recipient Builder Description
Onboarding Process Task Role-Based Recipient Builder In the Role eld, you can select the onboarding participants as
recipients by process task role. The available roles are:
Onboardee: User eld from Onboarding Process object
Offboardee: User eld from Offboarding Process object
Onboarding Activities Assignee: The hierarchy for this role

is as follows
Business Process Engine user task participants
Responsible users from ONB2ProcessTask
Default assignee based on task. For example, user

is the default assignee for data review while
manager is the default assignee for hiring manager
review or employer data review.
Manager: Manager eld from Offboarding Process object
Hiring Manager: Manager eld from Onboarding Process

object
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Recipient Builder Description
Onboarding Activity Role-Based Recipient Builder In the Role eld, you can select the onboarding participants as
recipients by activity role. The available roles are:
Onboarding Activities Assignee: Manager, Responsible

user of the activity speci ed in the user interface

object
Onboarding User ID Recipients Builder The user ID can be passed at the time of email trigger through
code.
 Note
This recipient builder can’t be con gured from the user
interface as the user ID must be dynamically passed.
Onboarding Activity Recipient Builder All responsible users of an activity.
 Note
If there are no responsible users, the manager is the recipient
by default.
Onboarding Role-Based Recipient Builder In the Role eld, you can select the onboarding participants as
recipients by their role. The available roles are:
Onboarding Activities Assignee: Manager, Responsible

users of all activities for the process

object
Explicit Recipient Builder Individual recipients can be speci ed by name and email.
Dynamic Group Recipient Builder All users from a single dynamic user group selected in the
template.
Permission groups, Onboarding groups, Employee groups are

examples of dynamic user groups which can be selected.
 Note
For email noti cations with dynamic group recipient builder to
be triggered, Sync MDF Picklists permission must be enabled
in Role-Based Permissions. For more information, on how to
enable this permission, refer to the "Role-Based Permissions for
Administrators in Onboarding and Offboarding" topic in Related
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Related Information

Learn about the email tokens you can use to con gure Onboarding email templates.
When you're con guring an email template, you can insert tokens with the Rich Text editor. The Rich Text editor also enables you
to edit the HTML source of the email.
The following table provides a list of email tokens used in Onboarding and the source from which data is populated when the
tokens are resolved.
Available Email Tokens
Token Source
[[CustomTaskResponsibleName]] The name of the person that is assigned the custom task.
[[CustomTaskName]] The name of the custom task.
[[FullName\{Onboardee/Offboardee}]] The full name of the new hire or employee.
[[CustomTaskDueDate]], The due date for the custom task.
[[CustomTaskURL]] The URL associated with the custom task.
[[FirstName]] The rst name of a user from the personal information

(personalInfo) entity in Employee Central.
[[LastName]] The last name of a user from the personal information

(personalInfo) entity in Employee Central.
[[FullName]] The combination of the rst name and the last name based on the
email message locale.
[[HiringManager]] The full name of the hiring manager, consisting of the rst name
and the last name, based on the manager's user ID in
ONB2Process.
[[ReportingManager]] The full name of the hiring manager consisting of the rst name and
the last name taken from the user name.
[[StartDate]] The target date from a process from EmploymentInfo start date.
If the target date isn't available, the system considers the current
date as the start date.
For internal hire, this token resolves to the process target date. If
the target date isn't available, the token doesn't resolve to the
current date.
[[TerminationDate]] The target date from a process. If the target date isn't available,
the system considers the current date as the termination date.
[[Department]] The Department MDF Generic Object from the Job Information
(jobInfo) entity in Employee Central.
[[JobLocation]] The Location Foundation Object specifying the company location

from the Job Information (jobInfo) entity in Employee Central.
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Token Source
[[BusinessUnit]] The BusinessUnit MDF Generic Object from the Job Information
[[JobCode]] The jobCode MDF Generic Object from the Job Information
[[JobTitle]] The Job Title string from the Job Information (jobInfo) entity in
Employee Central.
[[DayOneLocation]] The designated work location consisting of oor, address 1,

address 2, and city for a new hire if the Where to Go task is
created. Otherwise, the system considers the external name of the
Location Foundation Object taken from the Job Information
[[LastWorkingDay]] The LastDateWorked eld in the Employment Information

(employmentInfo) element in Employee Central.
[[LastCompensationDay]] The PayrollEndDate eld in the Employment Information

(employmentInfo) element in Employee Central.
[[CaseNumber]] The E-verify case number assigned by the Department of

Homeland Security taken from the E-Verify entity.
 Note
This token is only available for E-Verify triggers categories.
[[I9AlienWorkUntilDate]] The date the new hire's employment authorization document

expires and they’re no longer authorized to work in the Unites
 Note
States, taken from the I-9 User Data entity.
This token isn’t available in E-Verify trigger categories.
[[I9CorrectDataReason]] The reason the new hire must correct their Form I-9 Section 1
information, taken from the I-9 User Data entity.
 Note
This token is only for compliance trigger categories.
[[I9Section2DueDate]] The Form I-9 Section 2 to-do task due date based on the update
start date in Employee Central.
[[JobLocation]] The location that work will take place when the new hire starts
working, taken from the Job Information (jobInfo) entity in
Employee Central.
[[HiringManagerEmail]] The hiring manager's email address.
[[BuddyReason]] A mandatory note that is provided by the new hire’s hiring manager
or onboarding participant.
 Note
Note: This token is only available in the (ONB) Buddy Category.
[[RecommendedReason]] A mandatory note that is provided by the new hire’s hiring manager
or onboarding participant.
 Note
Note: This token is only available in the (ONB) Recommended
People Category.
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Token Source
[[PersonalNote]] An optional note that is provided by the new hire’s hiring manager
or onboarding participant. When no message is provided, the token
 Note
provides no text in the noti cation.
This token is only available in the (ONB) Buddy Category and
the (ONB) Recommended People Category.
[[ScheduledMessageBody]] A message provided by the employee's manager or responsible

user for an employee's farewell message or to announce an
 Note
employees termination. When no message is provided, the token
This token is only available in the (OFB) Farewell Message provides no text in the noti cation.
Category and the (OFB) Announce Termination Message
Category.
[[ScheduledMessageSubject]] An email subject line provided by the employee's manager or

responsible user for an employee's farewell message or to
 Note announce an employees termination. When no subject is provided,
the token provides no text in the subject line.
This token is only available in the (OFB) Farewell Message
Category and the (OFB) Announce Termination Message
Category.
[[KnowledgeTransferTask]] The name of the knowledge transfer task assigned to an employee.
 Note
This token is only available in the (OFB) KT Task Trigger
Category.
[[TaskName]] An activity name for New Hire Activities and Offboarding tasks.
Related Information
Using Email Status

You can use custom tokens such as Legal Entity, or Position in the email noti cation template.
Prerequisites
Ensure you have the User Manage Document Generation Templates Generate Document role-based permission.
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Context
To add the custom tokens in the email noti cation, you must:
Create the custom token template content using Document Generation- Manage Document Template.
Map the custom tokens using Document Generation- Manage Document Template Mapping.
Insert the custom tokens in the email template in Email Services.
Procedure
2. In the Tools Search eld, enter Document Generation- Manage Document Template.
3. Search for Document Generation Template.
4. Choose Create New.
5. Enter the Template ID as EMAIL_CUSTOM_TOKEN_MAPPING.
The standard Template ID for a document template is EMAIL_CUSTOM_TOKEN_MAPPING. When you create a new
template in Document Generation- Manage Document Template, ensure that the Template ID is pre xed with
EMAIL_CUSTOM_TOKEN_MAPPING. For example, if you create a locale speci c template say English US, then the
Template ID should be EMAIL_CUSTOM_TOKEN_MAPPING_EN_US.
6. Enter the relevant details in the elds and choose Save.
You can nd a short description regarding each eld, as well as the use of tables, in Field Details for Document Template
Screens.
 Note
Although custom tokens can be added without the pre x CT, we recommend that you add the pre x to avoid
confusion between the standard email tokens and the custom tokens. For example, to create a custom token
for Position, add the custom token as CT_Position in the Template Content.
Ensure that the custom tokens added for the standard template and locale speci c template is the same. For
example if the tokens added in the standard template (EMAIL_CUSTOM_TOKEN_MAPPING) is CT_Username
and CT_UserID, then the same tokens should be added in locale speci c template (For example, in
EMAIL_CUSTOM_TOKEN_MAPPING_EN_US).
7. Choose Save.
Results
You've successfully created the custom token template.
Next Steps
After creating the custom token template, you must map the custom tokens using Document Generation- Manage Document
Template Mapping. For information on mapping document template, refer to Managing Document Template Mapping in the
Related Link section. After mapping the custom tokens, you can insert the custom tokens in the email template in Email
Services.
 Note
After creating the custom token in Document Generation- Manage Document Template, ensure that you've mapped
these custom tokens in Document Generation- Manage Document Template Mapping, so that you can choose these
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custom tokens from the email template token list in Email Services. Only the tokens that are mapped in Document
Generation- Manage Document Template Mapping will appear in the email template token list.
Fields from custom MDF objects cannot be mapped to custom tokens.
Custom tokens are not supported in templates with trigger (ONB) Suite mapping error Trigger.
Custom tokens are not supported in Nudge email noti cations.
Related Information
Using Email Status

If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the noti cations.
Prerequisites
To be able to unsubscribe from email noti cations, your company setting should be con gured to allow recipients to unsubscribe
from email noti cations.
To con gure 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 noti cations is unchecked.
Context
Email Services in Onboarding provides an option to unsubscribe from email noti cations any time. With each email generated by
the system, there will be a link included in the email footer to unsubscribe. Once you unsubscribe, all subsequent emails are
stopped, including reminders and emails from other templates.
Procedure
1. As an email recipient, click the unsubscribe here link in your noti cation email. This will redirect you to the account
settings page of the SAP SuccessFactors HXM Suite.
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2. In Noti cations section, select Read messages in the system.
3. Click Save Noti cation.
 Note
If you wish to subscribe to email noti cations again, go to Options Noti cations from your user pro le menu on
the Home page. Select Send emails to me and click Save Noti cation.
Related Information
Using Email Status
Viewing Unsubscribed Recipients of Email Noti cations

If you want to get information about recipients who have unsubscribed from email noti cations, you can refer to the Email
Status section in the Email Services con guration page.
Procedure
1. As an admin, go to Admin Center.
2. In the Tools Search eld, enter Email Services. Access the tool by clicking the search result.
3. In Email Services con guration page, click the Email Status tab.
Under the Unsubscribed Recipient column, you can view who has unsubscribed from email noti cations.
Business Rules in Onboarding

Business rules are a way to add application logic to determine the outcome of a change made to particular data in the system.
This means that business rules can be set up to trigger certain actions when data is added, changed, or deleted from the
system.
You can also set up business rules in Onboarding. Rules follow the logic 'If this data is changed in a certain way, then the system
reacts in this way', for example, when changing a speci c eld or saving the job information for a newly hired employee.
The system also has rule scenarios to help con gure the business rule in the correct way for certain scenarios. For example, for
a rule for a hire or rehire, the rule scenario limits the base object to only either Employment Information or Employment
Information model. This helps avoid issues later.
You can set up business rules to do the following:
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Set default values
You can de ne default values for speci c elds.
Example: The OK to rehire eld on the termination screen is always Yes by default.
Set conditional values
You can de ne which default value is set when a speci c condition is met: IF this condition is met, THEN this is how the
system should react.
Example: When the admin selects the business unit ENG, the job classi cation is automatically set to Engineering.
Set eld properties
You can dynamically default a eld as visible or required.
Example: If the company is COMP_USA, the phone extension is always required.
 Note
However, hiding all elds in a block using a business rule is not supported and will potentially cause unexpected
behavior in the system. You must have at least one eld on this object enabled to avoid inconsistent behavior.
Display error messages
You can de ne that an error message is displayed.
Example: The admin forgot to maintain the national ID for a new employee; the error message National ID is required is
displayed.
Calculate transient elds
You can de ne transient elds that are calculated “on the y” when the user opens a page. The calculated values are not
meant to be written to the database, as they are not xed values.
Example: The user can see the employee's current age in the system.
Validate consistency of elds
You can de ne that all relevant elds are provided.
Example: If an admin selects a Contract Type with xed term validity, the Contract End Date needs to be provided. This
is automatically checked.
 Note
Business rules only work for HRIS elements and MDF objects. Elements for the Employee Pro le such as standard and
background elements are not supported.
Rule Scenarios in Onboarding

Rule scenarios help you create rules correctly, based on the rule context and parameters for a given scenario.
Rule Scenario Description
De ning Business Rules for Multiple Document Flows For each Document Flow, you can assign multiple forms by
con guring business rules.
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Rule Scenario Description
De ning Business Rules for Onboarding Documents Create business rules in order to assign a document template to a
new hire.
Setting a Business Rule to Con gure Offboarding Initiation To have an Offboarding process, you must set a business rule that
validates the requirement of the process based on termination
reason.
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 Con guration
scenario.
Setting a Rule for Selecting the Onboarding Program Set up a rule that selects the desired onboarding program for new
hires.
De ning a Business Rule for the Central Orientation Meeting Set up a business rule to select an added Central Orientation
Meeting for the new hires.
De ning a Business Rule to Select the "Prepare for Day One List" Set up a business rule to select the Prepare for day one list activity.
Activity
Con guring a Business Rule for Archiving Offboarding Tasks You can con gure business rule to automatically remove completed
or irrelevant offboarding tasks from the dashboard of the assigned
Offboarding participants.
Con guring a Business Rule to Initiate Internal Hire Process To initiate Internal Hiring process for an employee, you must update
the pro le of respective employee with job or compensation
speci c information that results in the occurrence of a transfer
event.
Setting a Business Rule for a Process Flow Set a rule that you want to apply on the process ow that you
created.
Creating a Business Rule to Trigger Employment Review for Internal Create a businss rule to trigger the employment review process for
Hires internal hires and identify the applicable Onboarding work ow,
which can subsequently be initiated manually.
Business Rules for Triggering Email Noti cations

You can use the Trigger Email Noti cation for Onboarding Processes rule function in business rules to trigger email
noti cations. This function is available when you choose the Execute action as part of the Then statement in your business
rule.
Examples of Onboarding processes for which you can use business rules to trigger email noti cations are new hire and rehire
data review tasks, manage pending hires, personal data collection, and custom data collection.
Guidelines for Setting Up Business Rules to Trigger Email Noti cations
 Note
We recommend that you don't create business rules for triggering email noti cations for batch update processes, such as
cancel onboarding or initiate onboarding processes. Triggering emails for batch update processes can impact system
performance, especially if the emails include attachments.
When you use the Trigger Email Noti cation for Onboarding Processes rule function, you need to specify a set of optional and
required input parameters for the Then statement based on which emails are triggered. The optional parameters are the email
recipients and the due date of the task. The required parameters are the Email Trigger and the Data Source.
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The Data Source, as a parameter, refers to the source from which data about the User IDs of recipients and the email content is
retrieved to build the content of the email. The different types of Data Sources are Process, Process Task, Activity, and
Compliance Process. To prevent failures while triggering email noti cations, ensure that the content builder, recipient builder,
and email trigger con gured in the email category and the email template match the type of Data Source parameter in the
Then statement of the business rule. For example, if the recipient builder, content builder, and email trigger are based on
Process, the data source must also be related to Process. Likewise, if the recipient builder, content builder, and email trigger
are based on Activity, the data source must also be related to Activity.
Example: If your email category and email template uses Compliance Process Task Based Recipient Builder, Compliance
Content Builder, and the (ONB) Compliance Document Flow Trigger, you can choose a data source based on Compliance
process, for example, Process.toComplianceProcess.
The following table provides the list of recipient builders and the matching data source types.
Recipient Builder Data Source Type
Dynamic Group Recipient builder Any data source
Explicit Recipient Builder Any data source
I-9 Recipient Builder Compliance process
Compliance Process Task Based Recipient Builder Compliance process task
Compliance Role-Based Recipient Builder Compliance process
E-Verify Recipient Builder Compliance process
Compliance Document Flow Recipient Builder Compliance process
Onboarding Role-Based Recipient Builder Onboarding process
Onboarding Activity Recipient Builder Activity
Onboarding User ID Recipient Builder Any data source
Onboarding Activity Role-Based Recipient Builder The chosen activity type's activity
Onboarding Process Task Role-Based Recipient Builder Process task
The following table provides a list of content builders and the matching data source types.
Content Builder Data Source Type
Compliance Content Builder Compliance process
E-verify content builder Compliance process
I-9 correct data content builder Compliance process
Onboarding content builder Onboarding process
Onboarding Nudge assignee content builder Process task
Onboarding Welcome Message Content Builder Onboarding process
Onboarding Restarted Message Content Builder Onboarding process
Offboarding Noti cations Content Builder Offboarding process
Onboarding Process Task Content Builder Process task
Onboarding Document Process Task Content Builder Document process task
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Content Builder Data Source Type
Onboarding Buddy Activity Content Builder Buddy task activity
Onboarding Checklist Activity Content Builder Checklist task activity
Onboarding Furnish Equipment Activity Content Builder Furnish Equipment task activity
Onboarding Recommended Links Activity Content Builder Recommended Links task activity
Onboarding Meeting Activity Content Builder Meeting task activity
Onboarding Useful Contact Activity Content Builder Useful Contact task activity
Onboarding Useful Contact Activity Content Builder Useful Contact task activity
Onboarding Where To Go Activity Content Builder Where To Go task activity
Onboarding What To Bring Activity Content Builder What To Bring task activity
Onboarding Set Goals Activity Content Builder Set Goals task activity
Onboarding Asset Activity Content Builder Asset task activity
Onboarding Knowledge Transfer Activity Content Builder Knowledge Transfer task activity
Onboarding Activity Content Builder Activity
 Note
If a business rule evaluates to false or if the rule fails to trigger an email noti cation, the Onboarding process which is in
progress isn't impacted. However, you can't retrigger the email noti cation process after the failure.
Related Information
Process Overview for Creating a Business Rule to Trigger Email Noti cations
Creating a Business Rule to Trigger an Email Noti cation When the New Hire Data Review Step is In Progress
Creating a Business Rule to Trigger an Email Noti cation When the Manage Pending Hire Step is in the Ready to Hire Status
Creating a Business Rule to Trigger an Email Noti cation When the Personal Data Collection Step is Completed
Process Overview for Creating a Business Rule to Trigger Email

Noti cations
Creating a business rule for triggering an email noti cation to the Onboarding participants consists of con guring the email
category and the email trigger with the appropriate recipient builder, content builder, and email template followed by de ning
the conditions that trigger the rule.
The following is a high-level overview of the steps involved in creating a business rule to trigger an email noti cation.
Step Details
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Step Details
1. Create a new email category or use an existing category in Ensure that you choose the compatible content builder and
Admin Center Email Services . recipient builder in the email category. For more information, refer
to the Business Rules for Triggering Email Noti cations topic in
For more information about creating an email category, refer to the

Con guring Email Categories topic in the Related Information
section.
2. Go to Admin Center Email Triggers and create an email Ensure that you include the email category you created or use an
trigger. existing email category, as appropriate.
For more information about creating an email trigger, refer to the

Con guring Email Triggers topic in the Related Information
section.
3. Go to Admin Center Email Services and create an email Ensure that you include the following:
template under the Active Templates tab.
The email category and the email trigger you created.
The Recipient Builder con gured in the email category.
For more information about creating email templates, refer to the

Managing Email Templates topic in the Related Information
section.
4. Go to Admin Center Con gure Business Rules and create After specifying the conditions for the If statement, ensure that you
a business rule based on the necessary conditions. choose the appropriate parameters while con guring the Then
statement:
Email Trigger: The email trigger you con gured in the email
template.
Data Source: Ensure that you choose the Data Source

matching with the content builder and recipient builder in
the email category. For more information, refer to the
guidelines in the Business Rules for Triggering Email
Noti cations topic in the Related Information section.
Email Recipients: Email noti cations are sent to the

recipients based on the recipient builder used in the
template, as follows:
If Onboarding User ID Recipient Builder is used in

the email template, provide the User IDs of
recipients who must receive the email noti cation.
For recipient builders other than the Onboarding

User ID Recipient Builder, email noti cations are
sent only to the recipients listed in the email
template. Any User IDs of recipients you enter in
this eld are ignored.
5. Go to Admin Center Con gure Object De nitions and add

the rule under the appropriate MDF object as a Post Save rule to
implement the email triggering process.
Related Information
10/26/2023
Creating a Business Rule to Trigger an Email Noti cation When the Personal Data Collection Step is Completed
Creating a Business Rule to Trigger an Email Noti cation When the Custom Data Collection Step is In Progress
Creating a Business Rule to Trigger an Email Noti cation When the Manage Pending Hire Step is in the Ready to Hire Status
Creating a Business Rule to Trigger an Email Noti cation When the New Hire Data Review Step is In Progress
Creating a Business Rule to Trigger an Email Noti cation When

the New Hire Data Review Step is In Progress
Learn how to create a business rule and set the appropriate conditions to trigger an email noti cation to the Onboarding
participants when the status of the New Hire Data Review step changes from Scheduled to In Progress.
Prerequisites
You have con gured the email category with the appropriate content builder and recipient builder. For example, the
content builder and the recipient builder can be Onboarding Process Task Content Builder and Onboarding Process Task
Role-Based Recipient Builder.
For guidelines about con guring the email category with the appropriate content builders and recipient builders, refer to
the Business Rules for Triggering Email Noti cations topic in the Related Information section.
You have created an email trigger. Further, this email trigger must use the email category you con gured.
The email template used for the email noti cation must use the email category and the email trigger you con gured.
Context
 Note
The procedure contains sample steps to trigger an email noti cation when the New Hire Data Review step is in the In
Progress status.
Procedure
2. In the Tools Search eld, enter Con gure Business Rules. Access the tool by choosing the search result.
The Business Rules Admin page appears where all the business rules created in the system are displayed.
3. Choose + (Create New Rule).
4. Choose the appropriate scenario.
We recommend choosing the Rules for MDF based objects scenario since it provides the option to choose process
statuses.
5. Enter a value for Rule Name, Rule ID, and Start Date.
 Note
6. For MDF-based object scenario, choose the Base Object as Process and Purpose as Alert.
7. Choose Continue.
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8. Go to the If section and choose your criteria:
Left Expression Choose Process > Process Tasks > Process Task
Status.
Set Expression Field Choose is equal to.
Value Leave the eld as Value.
Value Selection Choose In progress as the task status.
9. Add details for the second expression to specify the process task type:
Left Expression Choose Process Task Type.
Value Selection Choose Review New Hire Data as the task type.
10. From the dropdown on the top right corner of the box, choose Add Expression , and then choose AND as the logical
condition to add another expression.
Left Expression Choose Original Record > Process Tasks > Process
Task Status.
Value Selection Choose Scheduled to specify the process status.
Value Selection Choose Review New Hire Data as the task type.
12. Go to the Then section and choose your criteria:
Left Expression Choose the Execute action.
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Set Expression Field Choose Trigger Email Notification for

Onboarding Processes.
Email Trigger Skip the Value eld and choose the appropriate email trigger.
This is a mandatory value necessary to fetch the associated
email templates and trigger the noti cation.
Data Source
a. Choose Process > Process Tasks.
b. To specify the process task type, add details for the

second expression by choosing the left expression as
Process Task Type > Process Tasks and set its
value to be equal to Review New Hire Data.
Task Due Date Set the due date of the task based on which the email must
be triggered.
Email Recipient Depending on the recipient builder used in your email template,
specify the User IDs of the recipients of the email as follows:
If Onboarding User ID Recipient Builder is used in the

email template, specify the User IDs of the recipients.
For recipient builders other than the Onboarding User

ID Recipient Builder, leave this eld blank. Email
noti cations are sent only to the recipients listed in the
email template.
13. Choose Save to nish creating the rule.
The following image displays the settings after you save the rule.
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14. Complete these steps to add the rule under the Process object as a Post Save rule to implement the email triggering
process:
a. Go to Admin Center Con gure Object De nitions .
b. Choose Object De nition from the Search dropdown and then choose Process from the next dropdown.
c. Under Take Action, choose Make Correction.
d. Under the Post Save Rules section, choose the newly created business rule from the dropdown.
e. Choose Save.
The Process object is now con gured to trigger an email noti cation based on the conditions speci ed in the
business rule.
Related Information

the Manage Pending Hire Step is in the Ready to Hire Status
participants when the status of the Manage Pending Hire step changes from Not Started to Ready to Hire.
Prerequisites
content builder and the recipient builder can be Onboarding Content Builder and Onboarding Role-Based Recipient
Builder.
Context
 Note
The procedure contains sample steps to trigger an email noti cation when the Manage Pending Hire step has reached the
Ready to Hire status.
Procedure
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statuses.
 Note
7. Choose Continue.
Left Expression Choose Process > Hire Status.
Value Selection Choose Ready To Hire as the hiring status.
Left Expression Choose Original Record > Hire Status.
Value Selection Choose Not Started as the task status.
Set Expression Field Choose Trigger Email Notification for

Onboarding Processes.
email templates and trigger the noti cation.
Data Source Choose Process.
be triggered.
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email template.
11. Choose Save to nish.
process:
e. Choose Save.
business rule.
Related Information
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the Personal Data Collection Step is Completed
participants when the status of the Personal Data Collection step changes from In Progress to Completed.
Prerequisites
Context
 Note
The procedure contains sample steps to trigger an email noti cation when a candidate's Personal Data Collection step has
reached the Completed status.
Procedure
statuses.
 Note
7. Choose Continue.
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Status.
Value Selection Choose Completed as the task status.
Value Selection Choose Provide Personal Data as the task type.
Task Status.
Value Selection Choose In Progress as the task status.
Value Selection Choose Provide Personal Data as the task type.
Set Expression Field Choose the rule function as Trigger Email

Notification for Onboarding Processes.
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email templates and trigger the email noti cation.
Data Source

value to be equal to Provide Personal Data.
be triggered.


email template.
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process:
e. Choose Save.
business rule.
Related Information

the Custom Data Collection Step is In Progress
participants when the status of the Custom Data Collection step changes from Scheduled to In Progress.
Prerequisites
Context
 Note
The procedure contains sample steps to trigger an email noti cation when a candidate's Custom Data Collection step is in
the In Progress status.
Procedure
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statuses.
 Note
7. Choose Continue.
Status.
Value Selection Choose Completed as the task status.
Value Selection Choose Provide Additional Data as the task type.
Task Status.
Value Selection Choose In Progress as the task status.
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Value Selection Choose Provide Additional Data as the task type.
Set Expression Field Choose the rule function as Trigger Email

Notification for Onboarding Processes.
email templates and trigger the email noti cation.
Data Source

value to be equal to Provide Additional Data.
be triggered.


email template.
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process:
e. Choose Save.
business rule.
Related Information
Allowlist Methods for Emails from SAP SuccessFactors

Onboarding
To prevent SAP SuccessFactors Onboarding emails from spam, spoo ng, social engineering, phishing attacks, and to ensure
that your own spam lters don't lter valid messages from SAP SuccessFactors, use an allowlist method for the email senders.
Use one of the following allowlist methods to ensure that the SAP SuccessFactors Onboarding emails do not get ltered into
the spam folder and your email servers distinguish valid emails sent by SAP SuccessFactors Onboarding from social engineering
attacks like phishing and spoo ng:
 Note
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The allowlist methods are also applicable for emails where the recipient is external with public email services like Gmail,
Yahoo, and so on.
Con gure Domain Key Identi ed Mail (DKIM)
DKIM allows senders to associate a domain name with an email message, thus allowing validation for its authenticity.
SAP SuccessFactors can con gure DKIM for your system. For more information about con guring DKIM, refer to the
Requesting a Key for Domain Key Identi ed Mail (DKIM) topic.
Add Listings for Sender Policy Framework (SPF)
SPF is an email validation system designed to prevent email spam by detecting email spoo ng, a common vulnerability,
by verifying sender IP addresses. To leverage SPF, SAP SuccessFactors sends email from a set list of IP addresses. When
you add them to your SPF con guration, you verify that the SAP SuccessFactors is the true sender of email from SAP
SuccessFactors domains. For more information, refer to the Adding Listings for Sender Policy Framework topic.
You must add the speci c SPF depending on the data center you are using. The following table lists the SPF to be
included to the Customer's DNS for speci c data centers. Ensure to use one or more of the following include
mechanisms depending on the speci c data center that you are using.
Data Center-Specific SPF
Data Center SPF to add to the Customer's DNS
DC2/DC57 include:_spf-dc2.successfactors.com
DC4/DC68 include:_spf-dc4.sapsf.com
DC11 include:_spf-dc11.sapsf.com
DC12/DC33 include:_spf-dc12.successfactors.com
DC13 Not applicable (decommissioned)
DC15/DC30 include:_spf-dc15.sapsf.cn
DC16 Not applicable (decommissioned)
DC 18 Not applicable (decommissioned)
DC26 include:_spf-dc26.sapsf.eu
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Data Center SPF to add to the Customer's DNS
For example, if you are using the DC2 SPF data center and your email administrator wants to add an accurate SAP
SuccessFactors SPF entry to the sender domain's DNS SPF record with the include parameter, they can do so using
v=spf1 include:_spf-dc2.successfactors.com ~all.
 Note
Do not use big SPF entries such as _spf-sfdc.successfactors.com for any of the data centers.
Integrate SuccessFactors Email Noti cations Externally
SAP SuccessFactors can relay outgoing emails to the customers own SMTP service if the condition (recipient domain),
customer's SMTP server's IP address and port, and the SMTP authorized user and password (if required only) are
provided.
Related Information
Allowlist Methods for Email from SAP SuccessFactors
Responsible Groups in Onboarding

A responsible group can be de ned as a distribution list consisting of people responsible for accomplishing an assigned task.
Onboarding provides a facility to create responsible groups as a measure towards effective task management. For Onboarding
to be a smooth and timely process, it is required that all onboarding related tasks are completed on or before their respective
due date. A responsible group can help address a scenario when the assignee of a given task unable to make progress due to
unforeseen 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 pick up and address the task. If a task progress is off
track, participants in the corresponding responsible group can nudge the current owner of the task or take ownership of
completing the task.
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 Note
Email noti cation reminders are sent to everyone in the responsible group. If there’s a manager change, the old manager
might still get reminders if they are listed in the responsible group.
Related Information

Create a responsible group that consists of individual users, users belonging to a hierarchical role, or users from a dynamic user
group for tasks in onboarding or offboarding programs.
Prerequisites
You should have the Administrator Permission Manage Onboarding or Offboarding Administrate Onboarding or
Offboarding content permission.
Procedure
2. Under Responsible Groups, choose to create a new responsible group.
If you have existing responsible groups, you can also edit or delete them.
3. Enter a group ID and Group Name.
You can add translations of the group name.
4. Add people to the responsible group.
 Note
You can add up to 200 people from roles, static users, and dynamic groups.
If the selection criteria contain more than 200 people, only the rst 200 are added as responsible users for tasks
including New hire data review, New hire activities, Form I-9 signature task, E-Verify task, Offboarding data review, and
Offboarding activities. These 200 people are fetched in the order in which they are added.
5. Submit and save your changes.
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.
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Related Information
Creating a Dynamic Group
Creating an Onboarding Program
Creating a Dynamic Group

With a dynamic group, you can create a pool of people capable of coordinating and managing a speci c task. A dynamic group
can be a part of a responsible group, which can be assigned to a task.
Context
Like a responsible group, a dynamic group consists of people capable of performing tasks common to their expertise. A dynamic
group functions as a part of a responsible group and contributes towards widening the scope of participation towards a certain
task, thus ensuring the task is completed on time without any delay. You can create as many dynamic groups and include as
many members in each dynamic group as you want.
Procedure
2. In the Tools Search eld, enter Manage Onboarding Dynamic Group. Access the tool by clicking on the search
result.
3. Click Create New Group.
4. Enter a Group Name and create a people pool under Choose Group Members.
5. (Optional). You can create a people pool to exclude people from the participant group.
6. Click Done.
You have successfully created a dynamic group.
Next Steps
You can add your dynamic group to a responsible group before assigning the responsible group to a task. For more information
about assigning a dynamic group to a responsible group, see Creating a Responsible Group in the Related Information section.
Related Information
Setting Up Compliance for Onboarding

Set up and con gure the Compliance settings for Onboarding by enabling the forms, and selecting the Country/Region for
which you want to con gure the compliance forms.
Prerequisites
1. Enable the following permissions in Role-Based Permissions:
AssignedComplianceForm
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ComplianceDocumentFlow
ComplianceFormData
ComplianceProcess
ComplianceProcessResponsible
ComplianceUserData
ComplianceProcessTask
Document Category Access
Employment Details MSS
For more information on how to enable these permissions, refer to the Role-Based Permissions for Administrators in
Onboarding and Offboarding topic in the Related Information section.
2. For the new hires to view the compliance forms, provide read access by enabling Employee Data Employment
Details Employment Details MSS View option in Role-Based Permissions. For more information on how to enable
this permission, refer to the Role-Based Permissions for New Hires as External Users topic in the Related Information
section.
 Note
If you’re an existing user and have already con gured the Onboarding External User role, ensure that you provide only
the read access rights for the Employment Details MSS permission.
3. To ensure that country/region-speci c record appears in the Compliance Settings page, verify that the Compliance
Metadata Sync job has run and Compliance Metadata records have been updated. For more information, refer to SAP
note 2981870 .
4. For compliance forms speci c to the United States, use the Import and Export Data task to import certain mandatory
picklists, such as country, state, and US county picklists. In addition, use this task to import the school district and
municipality picklists for the Pennsylvania Residency Certi cation form. For more information, refer to SAP note 2981174
.
Context
Compliance forms are a critical part of the Onboarding process. Therefore, a cloud-based compliance form solution is required
as part of the Onboarding solution to ease the management of compliance forms for the users. Compliance forms for United
Kingdom and Australia are made available in Onboarding.
 Note
Existing customers must update the Business Process Engine (BPE) process ow to deploy Compliance. This fetches the new
Business Process Engine de nitions, including the compliance details.
The forms that are supported are listed here:
Australia
Tax le number declaration
Superannuation Standard choice form
United Kingdom Forms
Starter checklist
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Canada
Personal Tax Credits Return Forms
United States of America
USCIS Form I-9
 Note
Due to the legal compliance aspects of USCIS Form I-9, please review the detailed functional features for your
speci c processes with your HR and Legal team before enabling it in the production environment.
E-Verify
W4
State Withholding Forms
The State Withholding forms can be further categorized as:
Resident State Withholding
Work State Withholding
 Note
The date format displayed in the forms is based on the form locale. If the form locale isn’t available, date format defaults to
MM/DD/YYYY. The date formats supported are:
DD/MM/YYYY
MM/DD/YYYY
YYYY/MM/DD
 Note
SAP monitors the new versions of compliance forms published by the Government. We analyze the impact and update the
forms accordingly. These changes are then pushed to your instance by a central service.
Procedure
1. Go to Admin Center Compliance Settings .
2. Select the Country/Region-Speci c for which you want to con gure the compliance forms.
On the Compliance Settings/ <Country/Region-Speci c> page, the forms are grouped under different categories.
 Note
The categories ensure that the different legal requirements for access authorization and storage are met.
 Note
If you haven't enabled any forms for these countries/region-speci c, the status appears as inactive.
3. Slide the toggle button to turn ON the form category.
The precon gured forms appear on the page.

10/26/2023
4. You can set one of the forms as your default form and can also perform edit or delete actions on the existing forms.
 Note
For some forms, no further con guration is required. However, for others you can add a new con guration and de ne
a business rule.
Results
You’ve turned ON the form category for <Country/Region-Speci c> compliance forms and have set one of the forms as your
default form.
Related Information
ComplianceUserFormData
Compliance Forms for Onboarding

The compliance forms help you collect the required data and adhere to government regulations during the onboarding process
for new hires.
 Note
The compliance forms are assigned to the new hire based on the country and state of the work location. If work location isn’t
available, the country of the legal entity location (organization's location) is considered. If neither of these locations are
available, no forms will appear.
The override con guration for compliance form assignment must be set up in case the default con guration fails. For more
information, seeSetting Up Compliance Form Assignment Using Override Con guration
Country State/Province Form ID Form Title
Australia - - Superannuation Standard

choice form
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Australia - - Tax File Number Declaration
 Note
The
SAP_AU_CorporateABN
and BusinessName elds in
Tax File Number Declaration
form PDF are mapped from
the Superannuation form
con guration. If you don't
want to enable the
Superannuation form, set up
the compliance work ow
with Superannuation Form
con guration under
Superannuation Standard
choice form in Compliance
Settings.
Canada - - TD1 Personal Tax Credits Return
Canada - - TD1 Déclaration des crédits

d'impôt personnels
Canada Alberta - TD1AB Alberta Personal Tax

Credits Return
Canada Alberta - TD1AB Déclaration des crédits

d'impôt personnels de l'Alberta
Canada British Columbia - TD1BC British Columbia

Personal Tax Credits Return
Canada British Columbia - TD1BC Déclaration des crédits

d'impôt personnels de la
Colombie-Britannique
Canada Manitoba - TD1MB Manitoba Personal Tax

Credit Return
Canada Manitoba - TD1MB Déclaration des crédits

d'impôt personnels du
Manitoba
Canada New Brunswick - TD1NB New Brunswick Personal

Tax Credits Return
Canada New Brunswick - TD1NB Déclaration des crédits

d'impôt personnels du
Nouveau-Brunswick
Canada Newfoundland and Labrador - TD1NL Newfoundland and

Labrador Personal Tax Credits
Return
Canada Newfoundland and Labrador - TD1NL Déclaration des crédits

d'impôt de Terre-Neuve-et-
Labrador
Canada Northwest Territories - TD1NT Northwest Territories

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Canada Northwest Territories - TD1NT Déclaration des crédits

d'impôt personnels des
Territoires du Nord-Ouest
Canada Nova Scotia - TD1NS Nova Scotia Personal

Tax Credit Return
Canada Nova Scotia - TD1NS Déclaration des crédits

Nouvelle-Écosse
Canada Nunavut - TD1NU Nunavut Personal Tax

Credit Return
Canada Nunavut - TD1NU Déclaration des crédits

d'impôt personnels de Nunavut
Canada Ontario - TD1ON Ontario Personal Tax

Credits Return
Canada Ontario - TD1ON Déclaration des crédits

d'impôt personnels de l'Ontario
Canada Prince Edward Island - TD1PE Prince Edward Island

Canada Prince Edward Island - TD1PE Déclaration des crédits

d'impôt de l'Île-du-Prince-
Édouard
Canada Quebec - TP-1015.3-V Quebec Source

Deduction Form
Canada Quebec - TP-1015.3 Québec Déclaration

la retenue d’impôt
Canada Saskatchewan - TD1SK Saskatchewan Personal

Tax Credit Return
Canada Saskatchewan - TD1SK Déclaration des crédits

Saskatchewan
Canada Yukon - TD1YT Yukon Personal Tax

Credit Return
Canada Yukon - TD1YT Déclaration des crédits

d'impôt personnels de Yukon
New Zealand - KS2 KiwiSaver deduction form
New Zealand - IR330 Tax code declaration
New Zealand - IR330C Tax rate noti cation for

contractors
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United Kingdom - - Starter Checklist
 Note
You need to con gure the
following elds in the data
model for this form:
First name
Last name
Date of Birth
Gender
National ID
Zipcode
Address1
Address 2
Address 3
Country
United Kingdom - - Starter Checklist for Welsh

locale
United States - USCIS Form I-9 USCIS Form I-9 /Employment

Eligibility Veri cation
United States - Federal Form W-4 Employee’s Withholding

Certi cate
United States - Form CC-305 Voluntary Self-Identi cation of

Disability
United States - Formulario CC-305 Voluntary Self-Identi cation of

Disability
(Spanish locale)
United States Alabama State Form A4 Employee's Withholding

Exemption Certi cate
United States Alabama State Form A4 Certi cado para todo Empleado
de Exención de Retencion de
(Spanish version)
Ingresos para Pago de
Impuestos
United States Alabama State Form A4-MS Nonresident Military Spouse

Withholding Tax Exemption
Certi cate
United States Arizona State Form A-4 Employee's Arizona Withholding

Percentage Election &
instructions
United States Arkansas State Form AR4EC Employee's Withholding

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United States Arkansas State Form ARW-4MS Annual Withholding Tax

Exemption Certi cate For
Military Spouse
United States California State Form DE 4 Employee's Withholding

Allowance Certi cate
United States Colorado Form DR 0004 Colorado Employee Withholding

Certi cate
 Note
This form can be lled only
if the Federal W4 form is
lled. Therefore, ensure that
you've con gured Federal
W4 forms.
United States Colorado DR 1059 Affidavit of Exemption for the

Nonresident Spouse of a U.S.
Servicemember
United States Connecticut State Form CT-W4 Employee's Withholding

Certi cate
United States Delaware State Form W-4 Employee's Withholding

United States District of Columbia State Form D-4 D-4 DC Withholding Allowance
Certi cate
United States District of Columbia State Form D-4A D-4A Certi cate of
Nonresidence in the District of
Columbia
United States Georgia State Form G-4 Employee's Withholding

United States Hawaii State Form HW-4 Employee's Withholding

Allowance and Status
Certi cate
United States Hawaii Form HW-6 Employee’s Statement to

Employer Concerning
Nonresidence in the State of
Hawaii
United States Idaho State Form ID W-4 Employee’s Withholding

United States Illinois State Form IL-W-4 Employee's Illinois Withholding

 Note
W4 forms.
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United States Illiniois IL-W-5-NR Employee’s Statement of

Nonresidence in Illinois
United States Indiana State Form WH-4 Employee's Withholding

Exemption and County Status
Certi cate
United States Iowa State Form IA W-4 Employee Withholding

United States Iowa State Form IA W-4 (Spanish Certi cado de exenciones para
version) retenciones del empleado
United States Kansas State Form K-4 Kansas Employee’s Withholding

United States Kentucky State Form K-4 Kentucky's Withholding

Certi cate
United States Kentucky Revenue Form K–4M Nonresident Military Spouse

Withholding Tax Exemption
Certi cate
United States Louisiana State Form L-4 Employee's Withholding

United States Maine Form W-4ME Employee's Maine Withholding

United States Maryland State Form MW507 Employee's Maryland

Withholding Exemption
Certi cate
United States Maryland State Form MW507M Exemption from Maryland

Withholding Tax for a Quali ed
Civilian Spouse of a U. S.
Armed Forces Servicemember
United States Massachusetts State Form M-4 Massachusetts Employee's

Certi cate
United States Massachusetts Form M-4-MS Annual Withholding Tax

Exemption Certi cate for
Nonresident Military Spouse
United States Michigan State Form MI-W4 Employee's Michigan

Certi cate
United States Minnesota State Form W-4MN Employee's Withholding

United States Mississippi State Form 89-350 Mississippi Employee's

Certi cate
United States Missouri State Form MO W-4 Employee's Withholding

United States Montana State Form MW-4 Montana Employee’s

Withholding Allowance and
10/26/2023
United States Nebraska State Form W-4N Employee’s Nebraska

Withholding Allowance
Certi cate
United States New Jersey State Form NJ-W4 Employee's Withholding

United States New Jersey State Form NJ-165 Employee's Certi cate of
Nonresidence in New Jersey
United States New York State Form IT-2104 Employee's Withholding

United States New York State Form IT-2104-E Certi cate of Exemption
Withholding (includes Military
Spouses)
United States North Carolina State Form NC-4 Employee's Withholding

United States North Carolina State Form NC-4EZ Employee’s Withholding

United States Ohio State Form IT 4 Employee's Withholding

United States Oklahoma State Form OW-9-MSE Annual Withholding Tax

Exemption Certi cation for
Military Spouse
United States Oklahoma State Form OK-W-4 Employee’s Withholding

United States Oregon State Form OR-W-4 Oregon Employee’s Withholding

Statement and Exemption
Certi cate
United States Oregon State Form OR-W-4 (Spanish Certi cado de Declaración de
version) Retención y Exoneración de
Oregon
United States Pennsylvania State Form CLGS-32-6 Pennsylvania Residency

Certi cate
United States Puerto Rico State Form 499 R-4.1 Withholding Exemption
Certi cate
United States Puerto Rico State Form 499 R-4 Certi cado de Exencion para la
Retencion
United States Rhode Island State Form RI W-4 Employee's Withholding

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United States South Carolina State Form SC W-4 Employee’s Withholding

 Note
W4 forms.
United States Vermont State Form W-4VT Employee’s Withholding

United States Virginia State Form VA-4 Employee's Virginia Income Tax
Certi cate
United States West Virginia State Form WV/IT-104 West Virginia Employee's
Certi cate
United States West Virginia State Form WV/IT-104R West Virginia Certi cate of
Nonresidence (page 2 of IT-104)
United States Wisconsin State Form WT-4 Employee's Wisconsin

Certi cate/New Hire Reporting
United States Wisconsin Form WI - 221 Nonresident Military Spouse

Related Information
Con guring Federal W4 Forms
Setting Up Compliance Form Assignment Using Override

Con guration
The override con guration in the global lter is used for assignment of compliance forms to the user. Based on the address eld
con guration, appropriate paths need to be set for the compliance form assignment.
Prerequisites
Ensure that you have the following role-based permission:
View and edit permissions for Onboarding or Offboarding Admin Object Permissions
FieldMetaOverrideCon guration .
Context
Compliance forms are assigned to a user based on work country, work state, home country, and home state.
10/26/2023
When the default con guration fails, the form assignment doesn't happen, and the compliance tile doesn’t appear in the new
hire home page after the paperwork step is completed.
Procedure
1. Navigate to Admin Center Manage Data .
2. Select FieldMetaOverrideCon guration in the Create New dropdown.
3. In the form that appears, enter the following data:
Field Name What to Enter?
overrideFields Yes
metaOverrideType Global Filter Metadata Override
4. In the overrideFieldMetadatas section, enter the following data:
id workcountry
source Prepopulated Employee Central Fields Metadata
overrideFieldsMeta {
"entityPath": "jobInfoNav/locationNav/addressNavDEFLT",
" eld": "country"
 Note
To nd the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity. Select the
required navigation property from the table and construct the entityPath accordingly.
5. Choose Save.
Results
You've con gured the compliance forms to be assigned when the global lter override con guration doesn't match the
compliance ltering rules.
Updating the Default Mapping of Compliance Form Fields

You can map the standard Employee Central elds in the Compliance forms to a custom eld, or to another standard eld.
Prerequisites
You have the Administrator Onboarding or Offboarding Admin Object Permissions FieldMetaOverrideCon guration
permission.
Context
10/26/2023
A standard Employee Central eld, which uses basic data type (text or string) can be overridden with a custom eld that has the
same data type, or of the datatype picklist or countryNav. Similarly, a standard Employee Central eld, which uses picklist or
countryNav datatype can be overridden with a custom eld that uses basic data type. You can choose to override any generic
object.
The entities that you can override are:
EmpEmployment
PerPerson
PerPersonal
PerNationalId
PerEmail
PerAddressDEFLT
PerPhone
EmpJob
EmpWorkPermit
PicklistOption
Procedure
2. Select FieldMetaDataOverrideCon guration in the Create New dropdown.
3. Enter the following data:
 Note
The example shown is for the Australian compliance form to override certain Employee Central elds.
id Enter a value for the ID.
 Note
Enter EC_META_CONFIG as the ID for the con guration to
be global and applicable to all forms. When using this ID,
you can leave the supportedTypes eld blank.
supportedTypes AUS_TFN
 Note
If global and group-speci c override con gurations are
available for a speci c eld, the group-speci c
con guration is considered.
10/26/2023
4. Select Form Metadata Override in the metaOverrideType dropdown.
5. In the overrideFieldMetadatas section, enter the following data:
In this example, we're overriding the string eld <nationalIdcard> and <city> elds with custom string values.
id nationalIdCard.nationalId
overrideFieldsMeta
 Sample Code
{
"entity": "PerPerson",
"entityPath": "personNav",
"fieldPath": "",
"fieldType": "",
"field": "customString6",
"filters": {}
}
id homeAddress.city
overrideFieldsMeta
 Sample Code
{
"entity": "homeAddress",
"entityPath": "personNav/homeAddressNavDEFLT",
"fieldPath": "",
"fieldType": "",
"field": "cust_city",
"filters":
{
"addressType": "home"
}
}
 Note
To nd the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity. Select the
required navigation property from the table and construct the entityPath accordingly.
6. Choose Save.
 Note
As there may be other eld-speci c rules affecting the compliance work ow, we recommend that you test the entire
ow after creating an override con guration. Verify the following during testing:
Data for the overridden elds is displayed in the Compliance form lling step.
PDF generation of the forms with data lled in the PDF during e-signature step.
10/26/2023
Results
The overridden custom eld is available instead of the Employee Central eld in compliance form. The updated eld is available
in the PDF format on Manage Documents.
Adding a New Con guration for Superannuation Fund

You can create a new con guration for the Superannuation Fund for Australia compliance forms.
Context
Compliance form Super Annuation Fund belongs to Australia.
Procedure
2. Select Australia as the country.
4. Select Add New Con guration, and enter the Con guration Name* and Description.
Provide information for the following elds:
Business Name
Name of the Super Fund
Australian Business Number (ABN)
Unique Super Annuation Identi er (USI)
Phone (for product disclosure statement)
Super fund website address
Responsible User: This is the person whose name is printed on the form as a signatory.
5. Click Save.
Results
You’ve created a new con guration for the Superannuation Fund for Australia compliance forms.
Next Steps
Con gure the ComplianceSelectAustraliaSuperannuationCon g business rule to select the Superannuation fund that is
proposed for the ongoing onboarding candidate.
Creating a Business Rules for Australia Superannuation Forms

Employer can propose different superannuation funds for different new hires. Create the
ComplianceSelectAustraliaSuperannuationCon g business rule to select the Superannuation fund for the new hire.
Context
10/26/2023
Use the Select Australia Compliance Con guration rule scenario to select a con guration to prepopulate data for the Australia
Superannuation form.
Procedure
2. Select Australia as the country as the compliance form Super Annuation Fund belongs to Australia.
4. Select De ne Business Rules.
You’re directed to the Business Rules Admin page.
5. Select .
6. Go to Onboarding Select Australia Compliance Con guration scenario.
When you select Select Australia Compliance Con guration, the basic rule scenario form appears.
Rule Name
Rule ID
Start Date

ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODEL_LABEL
User Job Information Division .
 Note
If criteria can be set on any eld in “user”. In this example,
we have used Job Information.
Value Selection Select ACE AUS (ACE AUS).
10/26/2023
Left Expression
a. Go to the Then section of your business rule and select the Left
Expression.
b. Go to left expression menu icon and select pencil picker icon.
c. Go to dropdown menu to select output type to Set that opens

up the Select Left Expression dropdown eld.

ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODEL_LABEL
Australia Superannuation .
 Tip
When status is selected, the eld type is now a Value eld
by default
Value Selection Select the Superannuation fund for the new hire.
Results
When you run the ComplianceSelectAustraliaSuperannuationCon g business rule, data for the Australia Superannuation form
that is assigned to a new hire gets prepopulated.
Con guring USCIS Form I-9

Con gure the U.S. Form I-9 by de ning business rules to trigger/enable the Form I-9 for a new hire, assign a compliance
corporate representative to sign the Form I-9, and assign the signature task to a responsible group.
Prerequisites
Con guration Requirements
10/26/2023
To use the U.S. Form I-9, con gure the following:
Con gure business rules for triggering the Form I-9.
Create a responsible group for the Form I-9 signature task.
Con gure a business rule to assign a corporate compliance representative to the Form I-9 signature task.
Run the Biz Daily Rule job to enable the Compliance Feature and role-based permissions for Form I-9.
Enable the United States compliance settings toggle for US_I9.
Enable the mandatory elds in the Employee Central data model by going to Admin Center Manage Business
Con guration and selecting Yes as the Enabled value for the following elds:
First Name
Middle Name
Last Name
Address Line 1
City
State
Zip Code
Phone Number
Area Code
Role-based permissions Prerequisites
To view and edit the Form I-9, grant the following compliance permissions for the respective user groups:
For the new hire to view and edit Form I-9 User Data, enable Admin Center Manage Permission Roles <Permission
Roles> Permission... User Permissions Compliance Object Permissions I-9 User Data .
For the hiring manager to view and edit Form I-9 User Data Documents, enable Admin Center Manage Permission
Roles <Permission Roles> Permission... User Permissions Compliance Object Permissions I-9 User Data.User
Data Documents (I-9 Document) .
For the translator to view, edit, create, and adjust the Form I-9, enable Admin Center Manage Permission Roles
<Permission Roles> Permission... User Permissions Compliance Object Permissions I-9 User Data.Translators
(I-9 Translator) .
For the assigned responsible group to view I-9 Audit Trail, enable Admin Center Manage Permission Roles
<Permission Roles> Permission... User Permissions Compliance Object Permissions I9AuditTrail .
For the new hire to view their employee data on the Form I-9, enable Admin Center Manage Permission Roles
<Permission Roles> Permission... User Permissions Employee Data Employment Details MSS .
For the new hire to edit their employee data on the Form I-9, enable Admin Center Manage Permission Roles
<Permission Roles> Permission... User Permissions Employee Data Employment Details Edit .
Context
Form I-9 is the official United States Citizenship and Immigration Services form used for Employment Eligibility Veri cation.
10/26/2023
Procedure
2. Select United States of America as the country/region.
3. Select US_I9. The US_I9 - FromGroupmetadata menu appears.
4. Select a Business Rule to trigger the Form I-9 for the new hire.
5. Select a Business Rule to authorize a Compliance Corporate Representative to sign the Form I-9.
6. Con gure a Business Rule to assign a Responsible Group to the Form I-9 signature task.
7. Slide the toggle button for I-9 to turn ON the form category.
 Note
Due to the legal compliance aspects of USCIS Form I-9, review the detailed functional features for your speci c
processes with your H.R. and legal team before enabling it in the production environment.
Results
You've set business rules to enable/trigger the Form I-9 for the new hire, authorized a Compliance Corporate Representative to
sign the form, and assigned a responsible group to the Form I-9 signature task.
Related Information
USCIS Form I-9
Con guring Business Rules for Triggering Form I-9

Con gure the Con gure Compliance Forms business rule to select the Form I-9 for the new hire.
Context
Use the Select United States Compliance Con guration rule scenario to trigger the US Form I-9 for new hires onboarding with
US based companies.
Procedure
2. Select United States as the country/region, as the compliance Form I-9 belongs to the United States.
4. Select .
5. Go to Onboarding Con gure Compliance Forms scenario.
When you choose Trigger Compliance Forms, the rule scenario form appears.
Rule Name
Rule ID
10/26/2023
Start Date
Select Form I-9 from the Form Type dropdown menu.

Onboarding Process User Job Information Company .
 Note
we have used Job Information .
 Note
Compliance Process object is no longer available to
con gure rules for compliance forms. If you have existing
rules con gured using the Compliance Process object, they
will not work. You can con gure new rules using the
Onboarding Process object.
Value Selection Select SAP_US.
Since this is a decision rule. You need not set the Then criteria.
Results
After the rule is de ned, the rule will appear under Select I-9 Enablement in the Compliance Settings page.
When you run the Con gure Compliance Form business rule, Form I-9 for the new hire gets triggered.
Creating a Responsible Group for the Form I-9 Signature Task

Con gure a Responsible Group to assign a corporate representative who is responsible for completing the new hire's Form I-9. If
the Responsible Group is not con gured, the hiring manager is assigned this task.
Context
Use the Assign Compliance Corporate Representative rule scenario to assign a corporate representative responsible for
completing the new hire's Form I-9.
Procedure
2. Select + New Responsible Group.
10/26/2023
ID
Group Name
Roles
Users
Dynamic Groups
4. Select Submit.
Results
The new group is added to the Responsible Groups menu.
 Note
Email reminder noti cations are sent to everyone in the responsible group. If there is a manager change, the old manager
may receive a reminder email noti cation if they are listed in the responsible group.
Con guring Business Rules to Select a Corporate Representative

for Signing Form I-9
Set a business rule to select an authorized Corporate Representative to ll out Forms I-9 on behalf of the new hire.
Context
Use the Assign Compliance Corporate Representative rule scenario to select a con guration to prepopulate data for the US
Form I-9.
Procedure
2. Select United States as the country/region, as the compliance Form I-9 belongs to the United States.
4. Select .
5. Go to Onboarding Assign Compliance Corporate Representative scenario.
When you choose Con gure Compliance Forms, the rule scenario form appears.
Rule Name
Rule ID
Start Date
10/26/2023

Compliance Corporate Representative Rule Model User
Job Information Company .
 Note
Left Expression

picker icon.


Corporate Representative Group .
 Tip
Value Selection Select the corporate representative group.
Results
When you run the Assign Compliance Corporate Representative business rule, an authorized Corporate Representative is
selected to ll out Form I-9 on behalf of the new hire.
Mapping the USCIS Form I-9 Apartment Field to Employee

Central
Map the USCIS Form I-9 Apartment eld to the homeAddress entity in the Employee Central Data Model to save address
details for United States (U.S.) new hires.
10/26/2023
Context
The Form I-9 Apartment eld captures address details for new hires in the U.S. To save this information, you need to enable
elds in the Employee Central data model homeAddress entity.
Procedure
1. Go to Admin Center Manage Business Con guration homeAdress homeAddress_USA .
2. Enable the Address elds based on your system con guration. For example, Address1, Address2, City, State, and ZIP
code.
 Note
In Onboarding, the USCIS Form I-9 Apartment eld is mapped to Address2. If this eld is already in use for another
purpose, you can map the USCIS Form I-9 Apartment eld to Address3 by going to Admin Center Manage Data
Create New and selecting FieldMetaOverrideCon guration. Enter an id, select the following:
For source, select Prepopulated Employee Central Fields Metadata.
For oldFieldsMeta, select employee_apartmentNumber.
For overrideFieldsMeta, select personNav/homeAddressNavDEFLT/address3.
Select Save to record your changes.
If you enable the Address 3 eld in the Employee Central data model, you should map Address 3 to downstream
modules, such as Employee Central, Employee Central Payroll, or On-Premise Payroll, otherwise the data collected
from the Address 3 eld won’t be replicated in these modules.

Migrate the U.S. Form I-9 Audit Trail data from the SAP SuccessFactors legacy Onboarding 1.0 module into the latest
Onboarding module, by triggering the Form I-9 Audit Trail Data Migration job. This job supports Onboarding migration by
allowing you to transfer your Form I-9 reveri cation data from an existing system into the latest Onboarding module.
Prerequisites
In the legacy Onboarding 1.0 module:
You have access to Super Admin.
You have the Operations Team (OPS) or Professional Services (PS) user permissions.
You've enabled the SF_BizX_Connection feature.
You've enabled the Form I-9 Reveri cation process.
In the latest Onboarding module:
In Admin Center Manage Permission roles you have the Administrator Compliance Object Permissions
I-9 Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.
Context
10/26/2023
To migrate your Form I-9 Audit Trail data from Onboarding 1.0, trigger the Form I-9 Audit Trail Data Migration job from the Super
Admin site.
Procedure
1. Go to Super Admin Home Accounts <Name of Instance> Form I-9 Audit Trail Data Migration .
2. Select Submit to run the Form I-9 Audit Trail Data Migration job.
Value Description

BizX).
report.
Migration Date and Time The date and time when the data migration was completed.

Results
Onboarding module. Once the migration has been run, reveri cation for users included in the migration job will no longer be
available in Onboarding 1.0. When the con gured criteria is met, the Complete Form I-9 Section 3 tasks appear in the
Compliance card in the For You Today section of the home page.

Migrate the U.S. Form I-9 Audit Trail data from your existing third-party system into the latest SAP SuccessFactors Onboarding
module, by triggering the Form I-9 Audit Trail Data Migration job. This job supports Onboarding migration by allowing you to
transfer your Form I-9 reveri cation data from an existing system into the latest Onboarding module.
Prerequisites
10/26/2023
In the latest Onboarding module,
In Admin Center Manage Permission roles , you have the Administrator Compliance Object Permissions I-9
Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.
Context
To migrate your Form I-9 Audit Trail data from a third-party system, use the i9AuditTrail REST API in the SAP API Business
Accelerator Hub. To locate the i9AuditTrail API in the , use the link in the Related Information section.
Procedure
1. Go to Business Accelorator Hub SAP SuccessFactors APIs REST Form I-9 Audit Trail Data Migration
2. Open the Form I-9 Audit Trail Data Migration.
3. Run the Form I-9 Audit Trail Data Migration API.

BizX).
report.
Migration Date and Time The date and time when the data migration is completed.

Results
10/26/2023
Related Information
SAP SuccessFactors Business Accelerator Hub
Con guring Form USCIS I-9 Reveri cation

You can create a job to trigger Form I-9 Section 3 for employment reveri cation.
Context
You can con gure a provisioning job that creates a reveri cation task and noti es the stakeholders, when the employment
authorization of an employee is due for expiry within 240 days.
 Remember
 Note
You can trigger the reveri cation process manually by navigating to Admin Center Manage Data . In the Create New
dropdown, select Trigger I-9 Flow. Enter the required details and select Save.
To start the reveri cation process manually, you need the Administrator Onboarding or Offboarding Admin Object
Permissions Trigger I-9 Flow permission.
Procedure
1. Go to Provisioning and select Manage Scheduled Jobs under Managing Job Scheduler.
2. Select Create New Job.
3. Choose Job Type as Trigger I-9 Reveri cation Job and enter the other required details.
4. Select Create Job.
Results
Your job to trigger Form I-9 Reveri cation is now scheduled.
Con guring E-Verify

Con gure E-Verify, so that employers can enroll to verify employment eligibility status for new hires working in the United
States. This con guration is a one-time task.
Prerequisites
Con gure USCIS Form I-9.
Enable the following permissions:
Administrator Permissions Onboarding or Offboarding Admin Object Permissions EverifyCon g
User Permissions Compliance Object Permissions E-Verify Data .
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Run the BizX Daily Rules Processing Batch job in Provisioning to create an E-Verify metadata object.
 Remember
Enable the mandatory elds in the Employee Central data model by going to Admin Center Manage Business
Con guration and selecting Yes as the Enabled value for the following elds:
First Name
Middle Name
Last Name
Address Line 1
City
State
Zip Code
Phone Number
Area Code
Context
Employers have to verify the identity and employment eligibility of the new hires. The veri cation is done by electronically
matching information provided by the new hires on the Form I-9 against the information available to the Social Security
Administration (SSA) and the Department of Homeland Security (DHS).
Procedure
2. Select United States as the country/region.
3. Select E-Verify .
4. Add an E-Verify con guration to enroll the employer.
5. Select the account type.
Account Type Description
Test Allows you to test E-Verify scenarios without actually sending information to
the E-Verify service.
Production Allows you to create E-veri cation of live new hires.
6. Optional: Con gure a business rule to trigger E-Verify based on the business scenario requirement.
 Note
If the rule isn’t con gured, E-Verify is triggered by default for all the U.S. employees/new hires.
7. Select the business con gured in the previous step to trigger E-Verify from the Select E-Verify Enablement dropdown.
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8. Optional: Con gure a business rule to assign a Corporate Representatives to the E-Verify task and then select the
responsible user group from the Corporate Representative dropdown.
 Note
If the rule isn’t con gured, the E-Verify task is assigned to the new hire's manager .
9. Slide the toggle button for E-Verify to turn ON the form category.
Results
You’ve enrolled the employer to verify the new hire's employment eligibility status.
Related Information
E-Verify
Adding Employer to Enroll for E-Veri cation
Creating a Responsible Group for the E-Verify Task
Con guring Business Rules to Trigger E-Verify
Con guring Business Rules to Select Responsible Users for E-Verify Task
Con guring USCIS Form I-9
Creating a Memorandum of Understanding for E-Verify

Create a new Memorandum of Understanding (MOU) with the Department of Homeland Security (DHS), so you can enroll your
company in E-Verify with SuccessFactors as the employer agent.
Context
To avoid a delay in the implementation process, complete this process at least two weeks before your company's go-live.
 Note
As of January 5, 2018, new federal contractors and subcontractors with a Federal Acquisition Regulation (FAR) requirement
must provide their Data Universal Numbering System (DUNS) number during the E-Verify enrollment process.
Procedure
1. Download and complete the worksheet attached to SAP Note 2421435 . Complete one worksheet per Employer
Identi cation Number or Federal Employer Identi cation Number (EIN/FEIN). Be sure to provide all the required
information in both the E-Verify Account Set Up and Hiring Locations sections.
2. Email the completed worksheet to everify.enrollment@sap.com.
The SAP E-Verify Enrollment team sends you the newly created MOU.
3. Sign the MOU signature pages. You have two options for signing and returning the MOU document:
Option Instructions
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Option Instructions
Wet Signature 1. Provide a wet signature and email a signed PDF copy of the
MOU signature page to everify.enrollment@sap.com.
2. The SAP E-Verify Enrollment team receives the signature

page, and submits it for DHS revision.
3. After DHS revision, you’ll receive the activation status of

your E-Verify account.
Electronic Signature 1. Follow the instructions emailed to the MOU Signing Authority.
The Signing Authority is the registered contact person listed as
the primary contact in the worksheet.
2. Once you’ve e-signed the MOU, notify SAP E-Verify

Enrollment (everify.enrollment@sap.com). They’ll con rm that
the MOU is successfully activated and provide you with the
mandatory E-Verify posters and manuals.
4. Go to Admin Center Compliance SettingsUS Compliance E-Verify to register the Client Company ID Number.
The Client Company ID Number is the six or seven-digit number found in the top right of the DHS's MOU document.
 Caution
Do not use the SuccessFactors Company ID Number: 667047 located on the top left of the MOU document as this
results in a miscon guration.
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Once the E-Verify account is active, you can start creating E-Verify cases.
Adding Employer to Enroll for E-Veri cation

Add E-Verify con guration so that you can enroll employer with their contact details to E-Verify their new hires.
Procedure
4. Select Add New Con guration.
5. Enter the Client Company ID Number.
 Note
The Client Company ID is from the Department of Homeland Security's (DHS) Memorandum of Understanding
(MOU). The Client Company ID is the six or seven digit Company ID Number that is mentioned on the top right of the
E-Verify MOU document.
Do not use the SuccessFactor's Company ID Number: 667047, as this will result in a miscon guration.
6. Select the company using the Legal Entity dropdown.

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7. Enter the E-Verify submitter's phone number, extension of the phone number, and email address.
8. Optional: Select Mark as Default Con guration to mark the information as a default con guration.
9. Enable the Select this box to add a new Client Company ID and Legal Entity check-box.
10. Select Save.
Results
The employer details are enrolled in the E-verify con guration.
Con guring Business Rules to Trigger E-Verify

To trigger E-Verify based on your requirement, con gure the business rule. If the rule isn't con gured, E-Verify is triggered to all
the US employees.
Context
You can add business rule in Con gure Business Rules using the Trigger Compliance Forms rule scenario to trigger E-Verify for
new hires onboarding with US-based companies.
Procedure
5. Select .
6. Go to Onboarding Trigger Compliance Forms scenario.
When you choose Trigger Compliance Forms, the rule scenario form appears.
Rule Name
Rule ID
Start Date
Select E-Verify from the Form Type dropdown menu.
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Onboarding Process User Job Information Company .
 Note
 Note
Compliance Process object is no longer available to
con gure rules for compliance forms. If you have existing
rules con gured using the Compliance Process object, they
will not work. You can con gure new rules using the
Onboarding Process object.
As the con guration is a decision rule, you need not set the Then criteria.
Results
This rule is evaluated during the E-verify ow and E-Verify for new hires is triggered accordingly..
Creating a Responsible Group for the E-Verify Task

Con gure a responsible group to assign a corporate representative who is responsible for completing the new hire's E-Verify
task. If the Responsible Group isn’t con gured, the hiring manager is assigned this task. You need to update the users in the
Responsible Group when you have a change of personnel. Failure to update the users in the Responsible Group can result in
missed Tentative Noncon rmation (TNC) notices that will trigger Department of Homeland Security action if they are not
resolved.
Context
Use the Assign Compliance Corporate Representative rule scenario to assign a corporate representative responsible for
completing the new hire's E-Verify task.
Procedure
2. Select + New Responsible Group.
ID
Group Name
Roles
Users
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Dynamic Groups
4. Select Submit.
Results
The new group is added to the Responsible Groups menu.
Con guring Business Rules to Select Responsible Users for E-

Verify Task
Set a business rule to select authorized responsible users to complete the E-Verify task of the new hire.
Context
Use the Assign Compliance Corporate Representative rule scenario to select the responsible group created in the previous
task for E-Verify on the Compliance Settings page.
Procedure
2. Select United States as the country/region, as the compliance E-Verify belongs to the United States.
4. Select .
5. Go to Onboarding Assign Compliance Corporate Representative scenario.
When you choose Assign Compliance Corporate Representative, the rule scenario form appears.
Rule Name
Rule ID
Start Date
 Note
This example show is a sample rule. You can set a rule based on your business requirement.
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Compliance Corporate Representative Rule Model
Compliance Process User Job Information Company
.
 Note
Left Expression

picker icon.


Corporate Representative Group .
 Tip
Value eld by default.
Value Selection Select the corporate representative group.
Results
When E-verify is triggered, then the task is assigned to the con gured responsible group for action based on this rule.
USCIS Form I-9 and E-Verify Trigger Troubleshooting Tips

Suggestions for how to troubleshoot issues when triggering USCIS Form I-9 and E-Verify.
For general troubleshooting, check the following settings:
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Issue Solution Related Information
E-Verify is not enabled. Make sure I-9 and E-Verify are enabled in Con guring USCIS Form I-9
compliance settings.
Con guring E-Verify
E-Verify Account Information is incorrect. For test environments, verify that Company Adding Employer to Enroll for E-Veri cation
ID is correct and account type is set to Test.
E-Verify Test Account
For production environments, verify that
Company ID is correct and account type is
set to Production.
E-Verify process is not included on Update process ows for onboarding and Editing the Process Flows for Default
Onboarding Process Flows. offboarding. Onboarding and Offboarding Processes
E-Verify Metadata Framework (MDF) object Run the MDF Object de nition to DB sync Sync Artifact for MDF Object De nitions
is not synced with database. job in Provisioning.
Metadata cache is full. Refresh the meta data cache. Go to Admin Center OData API
Metadata Refresh and Export tool , and
Refresh the Cache. It’s recommended that
you log out from the application and log in
back again after refreshing the cache.
Con guring Federal W4 Forms

Con gure W4 to set a business rule and authorize a representative to ll out the form.
Context
Form W4 is an Internal Revenue Service Tax form completed by employees in the United States to indicate their tax situation to
the employer.
Procedure
3. Slide the toggle button for W4 to turn ON the form category.
Results
You've enabled the Federal W4 Form.
Con guring USA State Withholding Forms

Con gure USA State Withholding Forms to set a business rule and authorize a representative to ll out the form.
Prerequisites
In order to con gure the USA State Withholding Forms, the following elds must be enabled in the Employee Central data
model to ensure proper functioning of all forms:
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 Note
These elds are present on different forms and are mapped to prepopulate the data on the forms. Additionally, the USA
State Withholding Forms can’t be used without enabling these elds and could result in errors.
Entity Name Field Name Mandatory on the Form UI for

Submission?
PhoneInfo countryCode No
areaCode No
phoneNumber No
extension No
emailInfo emailAddress No
nationalIdCard nationalId Yes
homeAddress address1 Yes
address2 No
address3 No
 Caution
If you enable the Address 3 eld in the
Employee Central data model, you
should map the Address 3 eld to
downstream modules such as Employee
Central, Employee Central Payroll, or
On-Premise Payroll, otherwise the data
collected from the Address 3 won’t be
replicated in these modules.
city Yes
state Yes
zipCode Yes
personalInfo title Yes
rstName Yes
middleName No
lastName Yes
suffix No
personInfo dateOfBirth No
Context
A state W4 Form is a tax form that serves as a guide for employers to withhold a speci c amount on each paycheck to go
towards state taxes.
 Note
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Currently, only the employee details and declarations are populated in the USA State Withholding Forms. For successful
prepopulation, the details must be entered in the Personal Data Collection step or Employee Pro le before the form
submission.
Employers’ section details are not populated as they aren’t required for a withholding declaration in most cases. If needed,
the HR Representatives can download the signed forms from the system and process them outside the system.
 Note
It’s recommended that you enable both the Federal W-4 and the USA State Withholding Forms in the system.
Procedure
3. Slide the toggle button for USA State Withholding Forms to turn ON the form category.
Results
You've enabled the USA State Withholding Forms.
Related Information
Con guration of Data Model Onboarding
Data Models in SAP SuccessFactors
Validating Metadata for Custom Compliance Forms

You can validate and preview the metadata for custom compliance forms using the validator tool.
Context
Before adding the custom compliance form using the ComplianceBundle object, you can preview the changes made.
 Note
Authoring custom compliance forms require expertise in metadata driven development. To author these forms, contact your
Implementation Partner.
Procedure
1. Go to Admin Center Custom Form Validator
2. Enter your code in the Meta JSON and Layout JSON elds.
3. Select Render Forms to view the form layout based on the code you've entered.
4. Optionally, edit the code and test the form metadata.
5. Select Submit to view the data that is being captured.
Results
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You’ve validated and previewed the metadata for a custom form.
Next Steps
After previewing and validating the custom compliance form, you can add it in the ComplianceBundle object in Manage Data.
For more information, refer to the Related Information section.
Related Information
Adding Custom Compliance Forms
Adding Custom Compliance Forms

You can add custom compliance forms that aren’t pre-delivered by uploading the form metadata.
Prerequisites
Validate your custom form's metadata and layout using the Custom Form Validator tool. For more information, refer to the
Context
You can provide form details, add locales for translation, and upload form attachments in the Compliance Bundle object in
Manage Data.
 Note
Authoring custom compliance forms require expertise in metadata driven development. To author these forms, contact your
Implementation Partner.
Procedure
2. In the search bar, type ComplianceBundle.
In the page that opens, you can con gure a new compliance bundle.
3. Fill in the details in the general elds to con gure a new compliance bundle:
Bundle ID Unique ID for the compliance form.
Fields Metadata JSON structure to hold the elds and their metadata. All the
elds in the compliance form that are used for mapping, lter
and the UI need to be de ned in this metadata.
Form Metadata JSON structure to hold the metadata of the compliance form,
like Name, Effective Start Date, End Date, and so on.
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Global Filter High level lter for the form.
 Note
You can use the generic global lter COUNTRY_XX for all
countries when creating custom compliance forms based on
either the new hire’s home country or their work country.
PDF Form Filters PDF form lters for the compliance form. Based on this lter,
the PDF is assigned to user for signing.
Order Order that is shown on the UI. This is the order in which the user
lls the form.
Group Metadata There can be only one UI Details object for one form/bundle.
enabled for the customer.
4. Fill in the details in the elds under the User Interface Details section:
User Interface ID Unique ID for the UI details.
 Note
There can be only one UI Details object for one
form/bundle.
User Interface Metadata The JASON metadata that de nes all the elds and their type
that are shown on the UI.
User Interface Form Filters Filters based on which it is decided whether the UI should be
shown to user or not.
User Interface Layout Metadata that de nes how the elds are displayed and
grouped together on the UI.
User Interface Stakeholders To whom the forms are assigned.
Validations Custom validations of the elds.
Translation This is the child of the UI Details. These are used to provide the
translations for the text which are shown in the UI.
Translation-Locale Locale for which the text is provided in the Translation eld.
Translation-Translation Key value pair of the message key and its text in the locale. The
key needs to be provided in the UI Metadata.
Tables This is the child of the UI Details.

The data provided in this table is used in calculation as per the
User Interface Metadata.
Tables-Name Name of the table, which is provided in the UI metadata.
Tables-Type There are two type of table which are supported, range table
and look up table.
Tables-Content Table data in comma-separated values (CSV) le format.
5. Fill in the details in the elds under the Form Details category:
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Form Details This is the child of the Compliance Bundle. There can be
multiple form Details (PDF Details) object for one form/bundle.
PDF ID ID of the PDF, these will be used to later needed for the signing.
PDF Form Stakeholders To whom the PDF will be assigned to.
PDF Form Filters PDF Form Filters for the Compliance Form, based on this lter
the PDF will be assigned to user for Signing.
PDF Templates This is a child of the form details. Use these elds to provide
the details of the PDF templates.
PDF Templates - Locale Locale of the PDF Template.
PDF Templates- Upload Attachment Actual PDF template.
PDF Templates- PDF Form Mappings Mapping of the elds (provided in the elds metadata) and the
PDF elds.
6. Select Save to create the compliance form.
The custom form you've created is visible in Compliance Settings page.
 Note
For a custom compliance form to work for a speci c country, User Interface Form Filter and PDF Form Filter must be
de ned with the same home and work country elds that are declared in User Interface Metadata, User Interface
Layout and Fields Metadata elds.
Results
You’ve con gured a custom compliance form.
Related Information
Validating Metadata for Custom Compliance Forms
Con gure Document Process Flow

Once the new hire completes the personal and additional paperwork for the onboarding process, a document gets generated.
As per con guration, 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 ow. 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 Forms Service (PFS). If the
form contains any signature eld 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 Con gure Business Rules and set a condition that a
particular form gets generated depending on the Job Code of the new hire. Forms without signature eld are made available
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under Admin Center Manage Documents . Forms with signature eld directly go to DocuSign or SF e-signature as per the
con guration, and appear under Manage Documents only after completion of the Signature process.
After generating the documents successfully, the new hire status should be updated to Ready to Hire. The new hire appears
under Pending Hires.
During the offboarding process, document ow is triggered after the employee exiting the organization has reviewed the
required details.
e-Signature Methods Supported in Onboarding and Offboarding

e-Signatures accelerate the Onboarding and Offboarding processes, eliminate manual tasks, and ensure security.
As part of the Onboarding process, the new hire needs to submit multiple documents. Several of these documents contain
critical information about the new hire satisfying speci c criteria essential for the job. During the Offboarding process, the
employee exiting the organization needs to review several documents with information about personal information, job
information, last working day.
Therefore, it's essential that all the stakeholders in the Onboarding and Offboarding processes mutually agree on the key
information entered by signing the documents.
As an HR admin, select the electronic signature method that will be used for esignatures, and con gure the esignature process
as per speci c business requirements.
There are two eSignature methods that used in Onboarding and Offboarding:
Embedded signature: The embedded signature functionality is an in-house application of SAP SuccessFactors for e-Signatures.
It is supported by SAP SuccessFactors eSignature. Using this fuctionality, users can sign documents from within the
Onboarding instance. For users who are familiar with Onboarding 1.0, this is similar to the Click to Sign feature.
Remote signature: This functionality is supported by DocuSign. With the Remote signature support, you can sign documents
directly in DocuSign, using a web browser or a mobile device. Whenever a signature is required, you will receive an email with a
URL and instructions on how to sign the forms. Click on the URL, to sign the document.
 Note
Customers need to have a DocuSign license to be able to use this.
Setting Up DocuSign for Onboarding and Offboarding

Adding DocuSign integration to Onboarding allows onboarding and offboarding participants to sign their documents
electronically.
Prerequisites
You need a DocuSign corporate account. If you already have a DocuSign corporate account (for example, one used with
Recruiting), it can be used.
If you don’t have an existing DocuSign Account, contact your SAP SuccessFactors account executive to purchase a
subscription to SAP Signature Management by DocuSign.
Find your DocuSign user ID and API account ID at Settings Apps and Keys on DocuSign website.
10/26/2023
Customers must con gure DocuSign Connect in their DocuSign account to use remote signing.
 Note
If you cannot access the Admin page in your DocuSign account, you can activate the integration with DocuSign, by
going to Integrations and clicking Connect.
Ensure that only the following DocuSign Connect properties are enabled in the Connect Con guration Edit Custom
Con guration page.
Section Name Property
Listener Settings
Select Active Connection from the Status drop-down.
Select the Enable Log and Require Acknowledgement

checkbox.
Event Settings (Trigger Events Envelope and Recipients) Select the following checkboxes:
Envelope Delivered
Envelope Signed/Completed
Envelope Declined
Envelope Voided
Recipient Delivered
Recipient Signed/Completed
Recipient Declined
Associated Users Select the All users radio button.
As an admin you should have Con gure DocuSign eSignature permission to con gure DocuSign. To enable the
permission, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the Related
Context
Onboarding supports DocuSign remote e-signature method. When a signature is required, you receive an email with a URL and
instructions on how to sign the forms. Open the URL to sign the document.
 Caution
DocuSign is deprecating legacy basic authentication. Existing customers using DocuSign need to switch to JWT Grant
authentication.
Procedure
1. Go to Provisioning Company Settings and enable the Enable DocuSign Adaptor checkbox.
 Remember
2. Go to SAP SuccessFactors HXM Admin Center Con gure DocuSign eSignature .
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 Note
Both existing and new customers go directly to the JWT Grant Authentication section to activate DocuSign. Existing
customers don't need to deactivate legacy basic authentication rst.
3. Enter your DocuSign user ID and API account ID.
4. Select an environment.
5. Required: Follow the consent agreement link to read and accept DocuSign consent agreement.
6. Choose the checkbox to con rm that you have read and accepted the agreement.
7. Activate DocuSign.
8. Go to Admin Center Onboarding General Settings page and switch to Remote e-Signature.
When a signature is required, you receive an email with a URL and instructions on how to sign the forms. Click on the
URL, to sign the document.
9. Click Switch on the Change to Remote Signature popup.
Results
You have set up DocuSign for Onboarding and Offboarding. For existing customers who have used legacy basic authentication,
the Legacy Basic Authentication section is hidden after you successfully activate DocuSign using JWT Grant authentication.
Managing Sent DocuSign Envelopes

Manage sent DocuSign envelopes to resend emails, refresh the status, cancel, lter 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 lter 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
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Module
Status
Click OK.
7. Click Export to download envelope details in a CSV le.
Con guring SAP SuccessFactors e-Signature

To render the embedded e-Signature functionality to the signatory, con gure SAP SuccessFactors e-Signature in your
Onboarding instance.
Prerequisites
Grant the following permissions from Admin Center Manage Permission Roles <Permission Role> Permission...
User Permissions Miscellaneous Permissions :
Consent: Provide Edit permission to all the users who would be using the e-Signature solution.
Signatures : Provide Edit permission to all the users who would be using the e-Signature solution.
 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 or Offboarding Object Permissions :
Document Template: Provide View permission to all the users who would be using the e-Signature solution.
Document Data : Provide View permission to all the users who would be using the e-Signature solution.
Con gure the document ow step for the relevant Onboarding process in the Process Variant Manager.
To enable the SAP SuccessFactors e-Signature functionality, go to Admin Center Platform Feature Settings and
select Enable SuccessFactors eSignature.
To trigger email noti cations for SAP SuccessFactors e-Signature, the following default e-mail templates should be
enabled from Admin Center Email Services Manage Email Template + Reuse Template :
(ONB) Document Signature Declined Message To Participants Template
(ONB) Document Signature task completion Template
(ONB) Document Signature task creation Template
(ONB) Documents signed by New Hire Template
Context
Document Flow is captured in the Business Process Engine (BPE) as part of the process ow. Therefore, form assignment, form
generation, form sent to a user, and completed steps in the document process ow are outlined as part of Business Process
Engine (BPE).
Procedure
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1. To use embedded e-Signature, go to Admin Center Onboarding General Settings page.
 Note
Embedded e-Signature is selected by default on the Onboarding General Settings page.
 Note
In case you're trying to switch to embedded e-Signature without enabling SAP SuccessFactors eSignature, an error
message appears informing you that your con guration is incomplete.
2. Switch back to Remote e-Signature by clicking Remote signature on this page if you want to use DocuSign e-Signature
functionality.
Results
After reviewing the new hire data, an email is sent to the signatories. On the home page, Complete e-Signing of documents To-
Do tile appears to alert the signatories to add their electronic signature on the completed documents.
 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.
Features Supported in SAP SuccessFactors e-Signature

SAP SuccessFactors has a secure electronic signature process that follows the best practice guidelines.
Here are some of the features supported in SAP SuccessFactors e-Signature:
User authentication: SAP SuccessFactors uses single sign-on to authenticate and access the application.
Unique signature: SAP SuccessFactors e-Signature process is unique to the person using it. After signing the documents
electronically, you can see the name of the signatory along with the date and time in the signer's timezone.
 Note
The date of the signature appears only if it is con gured 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. 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 con gured document repository.
Triggering No-Show for a New Hire

If the new hire decides not to work for the company after being onboarded, or the company decides not to onboard a new hire,
the Onboarding process for the new hire is canceled, and a no-show is triggered.
Prerequisites
Enable the following permissions in Role-Based Permissions:
Cancel Onboarding Permission under Manage Onboarding or Offboarding: This permission allows you to cancel the
onboarding process.
For more information on how to enable these permissions, refer to the "Role-Based Permissions for Administrators in
Onboarding and Offboarding" topic in Related Information section.
Context
When Onboarding is canceled for a new hire, from the Onboarding Dashboard Candidate details page, a no-show is triggered in
Employee Central.
In the following scenarios, you can trigger a no-show from the employee's pro le and cancel the Onboarding process for the new
hire:
After Manage Pending Hire (MPH) step prior to the job start date
Within 30 days of the job start date
 Note
For the above scenarios, before the start date of the new hire, the active external user is deactivated. Post start date the
internal user would be deactivated. In both the cases, the Onboarding process and the tasks are canceled.
No-Show event reasons appear on the Cancel Onboarding dialog box instead of Onboarding cancel reason.
To provide the event reason that is associated with the no-show event, you must perform the following actions:
1. Setting Up the Event Reason

Set up and con gure the event reason that is to be associated with the No Show event.
2. Adding a No-Show Picklist Value

Add a No-Show picklist value to the event for triggering the No-Show.
3. Adding a Report No-Show Picklist to the Employee-status

Add a Report No-Show picklist to the employee-status for triggering the No-Show.
4. Setting Up a Business Rule for Employment Related Mandatory Fields During Cancel Onboarding
Set up a rule to con gure standard or custom elds marked as mandatory for a No-Show event.
Related Information
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Setting Up the Event Reason

Set up and con gure the event reason that is to be associated with the No Show event.
Procedure
1. Go to Admin Center Manage Organization, Pay and Job Structures, and enter Event Reason , and enter Event
Reason in Create New: dropdown box.
2. Provide the Event ID as NO_SHOW_EVENT_REPORT or any ID of your choice that you want to associate with the No-
Show event.
3. Provide a Name and a Description for the Event and set the Status to Active.
4. Select the previously con gured No Show picklist from the Event dropdown.
5. Select the Employee Status as Reported No Show, and Save the changes.
Make sure that you enter the effective date on this page. This event reason becomes effective from the date you enter
on this page. Any candidate created before this date cannot view this event reason.
6. After con guring the event reason, in Role-Based Permissions, scroll down to Event Reason and provide edit permission
to the No Show event reason in Employee Data.
Results
You’ve con gured the Event Reason for No-Show.
Task overview: Triggering No-Show for a New Hire
Next task: Adding a No-Show Picklist Value
Adding a No-Show Picklist Value

Add a No-Show picklist value to the event for triggering the No-Show.
Procedure
1. Go to Admin Center Picklist Center , and search for event picklist.
2. Select the event picklist from the search result.
3. Select the Active version of the event to add the No-Show picklist.
4. Select + on the Picklist Values header, on the event page.
5. Enter NS as the External Code, provide a Label for the No-Show event, and set the Status to Active.
Results
You’ve added a new No-Show picklist to the event.
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Previous task: Setting Up the Event Reason
Next task: Adding a Report No-Show Picklist to the Employee-status
Adding a Report No-Show Picklist to the Employee-status

Add a Report No-Show picklist to the employee-status for triggering the No-Show.
Procedure
1. Go to Admin Center Picklist Center , and search for employee-status picklist.
2. Select the employee-status picklist from the search result.
3. Select the Active version of the employee-status to add the Report No-Show picklist.
4. Select + on the Picklist Values header, on the employee-status page.
5. Enter RNS as the External Code, provide a Label for the ReportNo-Show event, and set the Status to Active.
Results
You’ve added a new No-Show picklist to the event.
Previous task: Adding a No-Show Picklist Value
Next task: Setting Up a Business Rule for Employment Related Mandatory Fields During Cancel Onboarding
Setting Up a Business Rule for Employment Related Mandatory

Fields During Cancel Onboarding
Set up a rule to con gure standard or custom elds marked as mandatory for a No-Show event.
Context
You can con gure this rule to set default values for mandatory elds during an event of SAP SuccessFactors Onboarding
cancellation.
 Note
In this topic, as an example, we are setting up data for two mandatory elds that include Payroll End Date and Last Date
Worked. However, you can set business rules according to your business requirement for custom mandatory elds as well.
Procedure
You’re directed to the Business Rules Admin page that contains a list of business rules.
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2. Select .
3. Select the Basic rule scenario under the Basic category.
Rule Name
Rule ID
Start Date
5. Enter OnSave for Rule Type.
6. Select Employee Information Model from the Base Object drop-down menu.
7. Choose Continue to move to the Con gure Business Rules page to con gure your If and two Then criteria.
 Note
In the Con gure Business Rules page, de ne the business rule as per your requirement. Steps 8-10 of this topic must
be treated as an example only.
8. Choose a If criteria:
Left Expression Go to If section and select your left expression and choose
Matches() .
Value Selection Select New Hire (HIRNEW).
 Note
Ensure to select an event reason value for Onboarding new
hire's event reason.
9. Choose a Then criteria:
Left Expression

picker icon.

opens up the Select Left Expression drop-down eld.

Employment Details Payroll End Date Value .
Field Type Leave as Date.
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Value Selection Using the date picker, select the last date of the payroll.
10. To add an additional Then statement for the last worked date, click Add Expression in the Then section:
Left Expression

picker icon.

opens up the Select Left Expression drop-down eld.

Employment Details Last Date Worked Value .
Field Type Leave as Date.
Value Selection Using the date picker, select the last worked date.
 Note
Similarly, you can choose a Then criteria for any of the custom mandatory elds.
This screenshot displays the business rule for mandatory elds during employment termination.
Previous task: Adding a Report No-Show Picklist to the Employee-status
Con guring Business Rule for Event Reason

You can create a business rule to automatically set the Event Reason eld based on the de ned conditions.
Context
During the creation of an external user, only rules with the following conditions are executed:
Rules must be created under the Job Information Model base object.
Rules must be associated with the event type OnSave.
The Rule Contexts must be set to Yes only for Onboarding and No for other rule contexts.
For more information on how to associate the business rule with data model and con gure conditions, refer to the Related
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 Note
Similar business rules can be created for other elds in the Job Information Model.
The procedure shown is a generic example to con gure a business rule for event reasons. It shows the steps to set
conditions for external hires and internal hires. You can add or remove conditions as you want the ow to work.
Procedure
3. Select Basic rule scenario under Basic category.
5. Select Job Information Model from the Base Object dropdown menu.

Matches() .
Field Type Select Boolean().
Value Selection a. Select Yes.
b. Select Job Information Model Source System for

Onboarding Value from the String to be checked
dropdown.
c. Select Text from the Regular expression dropdown

and enter ^.*Recruiting.*$.
Left Expression

picker icon.

d. From the left expression dropdown menu, select Job

Information Model Event Reason Value .
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Value Selection Select the event reason for internal hire.
9. Select Add Else If to add more details to your business rule.

Matches() .
Field Type Select Boolean.
Value Selection a. Select No.
b. Select Job Information Model Source System for

Onboarding Value from the String to be checked
dropdown.
c. Select Text from the Regular expression dropdown

and enter ^.*Recruiting.*$.
 Note
If you miss adding this condition, the event reason value may be updated to "New Hire" by the rule, after the event
reason value was updated manually in the New Hire Data Review step.
10. To add another 'If' condition, select the dropdown next to the (View Expression). Navigate to Add Expression AND
.
Left Expression Go to If section, select your left expression, and choose Job
Field Type Select Null.
Left Expression

picker icon.

d. From the left expression dropdown menu, select Job

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Value Selection Select the event reason for external hire.
Results
You’ve created a business rule to set the Event Reason eld automatically.
Next Steps
Associate the rule with the data model and ensure that the required conditions are met for the rule to execute successfully. For
more information, refer to the Related Information section.
Related Information
Associating Business Rule for Event Reason with Data Model
Associating Business Rule for Event Reason with Data Model

The business rule created to automatically set the Event Reason eld must be added to the data model and con gured to meet
the conditions required for execution.
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Prerequisites
A business rule for setting the event reason must be con gured. For more information on con guring the rule, refer to the
Procedure
2. Select Employee Central jobInfo .
3. Under Trigger Rules, set the Event Type to onSave.
4. Select the created rule in the Rules drop down.
5. Under Details Rule Contexts , set only Onboarding to Yes. Ensure that all other elds are set to No.
 Note
If you’ve mapped a value for the Event Reason eld, remove the mapping for the rule to execute.
Results
You have associated the business rule with the required data model. Every time an external user is created, the Event Reason
eld is set based on the de ned criteria.
Related Information
Con guring Business Rule for Event Reason
Onboarding Con gurations for Instance Sync

Use instance synchronization to push Onboarding con gurations from the Test instance to Production instance.
Prerequisites
Enable... From... To access the... For more information, refer...
Instance Synchronization Upgrade Center Instance Synchronization Enabling Instance

Wizard Wizard, the Instance Synchronization
Synchronization Monitor Tool,
and the Manage Sync Packages
in Admin Center
Manage Instance Administrative Permissions in Instance Sync tools and sync Instance Sync Permissions
Synchronization Role-Based Permissions artifacts from the source
instance to the target instance
Onboarding in the Target Provisioning Onboarding con gurations Enabling Onboarding

instances
Instance Sync Between Source and Target Instance

After you've enabled Instance Synchronization Wizard in your system, you must pair the source and target instances using the
Instance Sync tool. This is a one-time task for initial setup. For more information on how to enable this permission, refer to the
"Pairing the Source and Target Instances" in Related Information section.
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After instance sync is set up in your system, you can use the Instance Sync tools to create, run, manage, and monitor
synchronization jobs.
 Note
Every sync job or sync package includes one or more sync artifacts. During the set-up of a sync job, you select the sync
artifacts you want to include in the Instance Synchronization Wizard. Each artifact contains a collection of related
con guration settings and has its own separate set-up steps and sync behavior. For the prerequisites, guidelines,
considerations, and permissions that apply while syncing the artifacts, refer to the following sections under "Instance Sync
Artifacts" in the Related Information section:
MDF Rules
MDF Object De nitions
MDF Data
Picklists
Role-Based Permission Groups
Role-Based Permission Roles
Set up con guration sync job to push the con gurations from the source to target instance. For more information, refer to the
"Setting Up a Con guration Sync Job" in Related Information section.
While setting up the sync job, con gure the following:
To Con gure... Perform the following Actions: For more information, refer...
MDF Picklists Select one or more MDF Picklists to include Sync Artifact for MDF Picklists
in the sync.
 Note
Instance sync dosesn't work for picklists
unless both source and target instances'
picklists are migrated to the new Picklist
Center.
MDF Rules Select the rules per dependencies and the Sync Artifact for MDF Rules
last edited dates.
MDF Data for Email Objects Sync the data for all the MDF Objects.
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Sync the following Email Services Objects

data:
EmailTemplate
EmailTrigger
EmailTriggerCategory
 Note
All email templates are uniquely
identi ed based on the Name. If the
Name is changed, then in the Target
instance a new template is created
instead of overwriting the existing
template.
Data Models Manually sync Succession Data Model and Sync Artifact for Data Models
country/region-speci c Succession Data
Model.
 Note
Use a compare tool and manually
migrate only the relevant elements.
MDF Object De nitions Sync the following MDF Objects speci c to Sync Artifact for MDF Object De nitions
Onboarding tasks:
ONB2ChecklistActivity
ONB2ChecklistItem
ONB2DataCollectionCon g
ONB2DataCollectionUserCon g
ONB2GoalActivity
ONB2GoalCategoryCon g
ONB2EquipmentActivity
ONB2LinkActivity
ONB2MeetingActivity
ONB2MessageActivity
ONB2UsefulContactActivity
ONB2WhatToBringActivity
ONB2WhereToGoActivity
 Note
Any object de nitions linked to
shouldn’t be synced.
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Sync the following Email Services Object

De nitions:
EmailTemplate
EmailTrigger
EmailTriggerCategory
 Note
All email templates are uniquely
identi ed based on the Name. If the
Name is changed, then in the Target
instance a new template is created
instead of overwriting the existing
template.
 Note
Before syncing the Data of an MDF
Object, the related Email Services
Object De nitions needs to be synced.
Sync the following MDF Object De nitions

created for Data Collection:
Custom Objects like Uniform etc.
ONB2DataCollectionCon g
Sync MDF Data for

ONB2DataCollectionCon g.
MDF Data Select entities from MDF Data for which all Sync Artifact for MDF Data
the data needs to synced.
 Note
Before syncing the data of an MDF
Object, the related Object De nition
needs to be synced.
Only those MDF entities appear which

isn’t auto-numbered and have Business
Key con gured. Most of the ONB2
Objects don't satisfy this limitation.
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Role-Based Permission Groups Sync the Role-Based Permission Groups Sync Artifact for Role-Based Permission
artifact from the source to target instance. Groups
Select the speci c Groups you want to

sync.
 Note
In the target instance, make sure that the
following users exist to allow Group sync
to succeed:
Admin User (for Onboarding

Process)
Admin User Error (for Error Flow)
Admin User for the permission

groups
Necessary users in source and target

systems should be similar.
Role-Based Permission Roles Sync the Role-Based Permission Roles Sync Artifact for Role-Based Permission
artifact from the source to target instance. Roles
Select the speci c r you want to sync.
Data Collection
 Note
Sync the Data Collection isn’t supported
for Instance Sync. Therefore, while
synchronizing MDF object de nitions,
remove the Data Collection object
de nitions that has been linked to
ONB2DataCollectionUserCon g.
Related Information
Pairing the Source and Target Instances
Instance Sync Artifacts
Setting Up a Con guration Sync Job
Onboarding Con gurations for Instance Refresh

Use Instance Refresh to copy Onboarding data from Production to Preview instance.
You can use the Instance Refresh tool to create a replication request of SAP SuccessFactors HXM Suite. You can also monitor
the status of the request from the source to target instance. For more information, refer to the "Things to Know Before
Refreshing the Target Instance" topic in the Related Information section.
 Note
If Onboarding is available in Preview instance but doesn't exist in Production instance, and the instance refresh process is
run, then the data and the con gurations in the Preview instance is lost.
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The instance refresh can’t be triggered for one solution in the SAP SuccessFactors Application Suite. When the Instance
Refresh process gets triggered, it affects the complete SAP SuccessFactors Application Suite.
 Note
You can’t do a refresh from Onboarding 1.0 (source) to Onboarding (target) or the reverse.
Related Information
Things to Know Before Refreshing the Target Instance
Creating an Outbound Integration for New Hire Data in

Onboarding
You can create an outbound integration to view the new hire's data such as name, hire status, hire date, job information, or
employment related information, by creating a new integration using ONB2Process as a starting entity. Onboarding Custom
Data Collection objects, New Hire Tasks, or responsible user related data cannot be exported in Integration Center. You can
use SAP Cloud Analytics for reports.
Procedure
1. Go to Admin Center Integration Center
You’re directed to the Integration Center Landing Page.
2. From the Landing Page, select My Integrations.
3. From the My Integrations page, go to +Create menu and select More Integration Types.
 Note
For most integrations, More Integration Types is used.
The Choose Integration Type dialog box appears.
4. Select the appropriate options from the Choose Integration Type
a. Select Scheduled as the Trigger Type.
b. Select SuccessFactors as the Source Type.
c. Select SFTP as the Destination Type.
d. Select CSV as the Format.
 Tip
You can use the Clear All button to clear your selected choices.
5. Select Create.
You’re directed to the Integration Center Entity Search page.
 Note
The title of this page contains destination type that was selected.
6. From the Integration Center Entity Search page, enter ONB2Process as the starting entity.
This is the entity you want to use for your integration in the Search for Entities by Entity Name.
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7. Select ONB2Process under Other Entities.
8. On the right-hand side pane, under ONB2Process select the Fields: as per your requirement.
For example, let us select onboardingHireStatus String(255) and processStatus String(255).
9. Select user (userNav to User) under Navigations: and choose Select.
10. Enter the integration name and select Con gure Fields tab.
11. On the Con gure Fields page, choose Add Add Field to associate an output eld to a speci c SAP SuccessFactors
eld.
12. Under Entity Tree View, select userNav and choose the user details that you want to view on the report.
You can decide the Employee Central elds that you want to include in the report. Add Status eld from ONB2Process
userNav Status eld and choose Add Association "First Name".
Additionally, you can add elds from Employee Central entities, for example, empInfo jonInfoNav Deparment .
To view the new hire's rst name on the report, select First Name and choose Add Association "First Name".
13. Add lter on status eld to get data for new hires(external users).
You can focus and lter on a speci c set of data by using the Filter and Sort option.
14. On the Destination Settings page, you must enter the endpoint/server settings for the destination of the integration.
These settings help you send the output of your integration to
The speci ed SFTP server location
A rest service call
From one ODATA entity to another
15. Choose Save, and save the integration as a new integration with a new name.
Results
You’ve created a report with the new hire data related to the onboarding process.
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Qualtrics Email Feedback for Onboarding New Hires

Con gure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can send employees
surveys in email to nd out what they thought about their onboarding experience.
Qualtrics surveys allow you to gain feedback about a new hire's onboarding experience, and ask questions such as:
How helpful was the onboarding process?
Do you feel like you got the necessary information before starting your job?
Was your computer equipment ready for you on your rst day?
Using this feature requires a Qualtrics Employee Experience license so that you can create Lifecycle projects. You also need to
integrate SAP SuccessFactors with Qualtrics, and enable Intelligent Services.
You use your Qualtrics account to create surveys and view their results. All the settings to con gure the contents and schedule
for the email survey are performed at Qualtrics.
To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system. Refer to
Integrating SAP SuccessFactors with Qualtrics for details.
Related Information
Integrating SAP SucccessFactors with Qualtrics
Creating Sequence Object Entity for Custom ID Generation

To set up the generation of user ID and employee ID in custom formats, you must create a sequence object entity.
Context
The sequence object provides a unique sequence of numbers that can be used as a part of the custom IDs.
Procedure
1. Go to Admin Center Employee Files Manage Data .
2. Select Sequence in the Create New dropdown menu.
3. Enter appropriate information in the following elds:
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externalCode Sequence object code
externalName Sequence object name
start The rst number in the sequence generation
step Interval between consecutive numbers in the sequence
current is a system-generated value that displays the current output of the sequence. The displayed number will be used
by the next ID that is generated.
4. Select Save.
Results
Your sequence object entity is now set up for custom ID generation.
Next Steps
Con gure a business rule with necessary conditions and associate this object entity to generate user ID and employee ID in the
required format. For more information, refer to the Related Information section.
Related Information
Con guring Business Rule for Custom User ID and Employee ID Format in Onboarding
Con guring Business Rule for Custom User ID and Employee ID

Format in Onboarding
As an admin, you can set up the User ID and Employee ID to be generated in speci c formats that align with your integration
speci cations and other business requirements. Use the Generate Employee ID For Hire/Rehire rule scenario to generate IDs
in the required format.
Prerequisites
Ensure that you maintain the data based on which the rules are con gured. For example, if you have con gured the rule to
generate ID formats based on geographic location, this data must be present in Recruiting.
Context
With the ability to con gure the format of the User ID/Employee ID in Onboarding, you can ensure that the employee subgroups
have their own sequencing and ID formats. For example, if the ID formats for employees and contract workers are different, you
can ensure that each subgroup's IDs are sequential.
You can use the existing Employee Central rules or create a new rule based on speci c business requirements.
 Note
This business rule is honored only when the new hire is onboarded from SAP SuccessFactors Recruiting.
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If you are using an external Applicant Tracking System or if you are onboarding the new hire manually, you'll need to add the
user ID/employee ID manually before initiating onboarding. In case a value for the ID is not provided, the user ID and
employee ID are generated based on the default con guration for the company.
 Note
The User ID can’t be edited after it has been generated.
 Note
In the case of rehire, the previous employee ID remains the same. Only the user ID is updated.
 Note
Please use the following valid character types: Upper case letters (A-Z), lower case letters (a-z), numbers (0-9), dashes (-),
underscores ( _ ), periods (.), and the at symbol (@).
Procedure
3. Go to Employee Central Core Generate Employee ID For Hire/Rehire scenario.
When you select Generate Employee ID For Hire/Rehire, the rule scenario form appears.
Rule Name
Rule ID
Start Date

Employee Information Job Information Location .
Value Selection Select Bangalore.
 Note
If Employee Data Model is applicable, set the visibility of the eld used in the criteria to be editable.
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Left Expression

picker icon.


Employee ID User ID .
Field Type Select Format Number().
Value Selection
a. Select the Template type as Text and enter the value
as ONB200%d
b. Select the Number type as Get Next Value()
c. Select the Sequence type as Value and choose the

sequence object entity you have created.
Results
When the Generate Employee ID For Hire/Rehire rule runs, the User ID and Employee ID are generated in the speci ed format.
Next Steps
Associate the business rule with Onboarding Con guration Object. For more information, refer to the Related Information
section.
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Related Information
Associating Business Rule for Custom User ID and Employee ID with Onboarding Con guration Object
Generating User IDs with Business Rules
Associating Business Rule for Custom User ID and Employee ID

with Onboarding Con guration Object
To complete the con guration for generating custom User ID and Employee ID, you must associate the business rule you've
created with the Onboarding Con guration Object.
Procedure
1. Go to Admin Center Employee Files Manage Data .
2. Select Onboarding Con guration in the rst dropdown and DEFAULT_ONB2_CONFIG in the second dropdown.
3. In the Rule for Onboarding User ID Generation dropdown, select the rule that you've created.
Results
You've associated the business rule for custom user ID and employee ID generation with the Onboarding Con guration Object.
Creating a Business Rule to Generate Onboarding User Data

Con gure the Generate Onboarding User Data business rule to generate user data, such as, username while creating an
onboarding record.
Context
You must assign Generate Onboarding User Data business rule in Onboarding Con guration enity, so that you can get the
username instead of email id.
Procedure
You get to the Business Rules Admin page.
2. Choose (Create New Rule).
3. Go to Onboarding Generate Onboarding User Data scenario.
When you choose Generate Onboarding User Data, the rule scenario form appears.
Rule Name
Rule ID
Start Date
Description
Choose Username from the Property Name dropdown menu.
5. Choose Continue to move to the Con gure Business Rules page where you con gure your If and Then criteria.
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6. Select your If criteria to Always True.
Set the condition to Always True when you want the statements of a rule to be executed when any change is made to
the object or entity the rule is assigned to.
With Always True selected, no more input is required in the If section and you can proceed to create the Then
statement.
7. De ne the Then statement for the Generate Onboarding User Data business rule.
Set the Username.Value condition.
Left Expression
a. Go to Then section of your business rule, select the
Left Expression, and choose Set.

picker icon.


Username.Value.
Field Type Select Format Number().
Value Selection
a. Select the Template type as Text and enter the
username.
b. Select the Number type as Get Next Value()
c. Select the Sequence type as Value and choose the

sequence object entity you have created.
Results
You've created the Generate Onboarding User Data business rule.
Next Steps
Go to Manage Data and search for Onboarding Con guration DEFAULT_ONB2_CONFIG . Assign the business rule
with the Rule for Onboarding Username Generation parameter. The rule will be trigerred post completion of New Hire Data
Review process and the username is changed as con gured in the Generate Onboarding User Data business rule.
Con guring New Hire Company Documents in Onboarding

To make relevant company details available to the new hires, you can con gure a tile, which the new hires can access the
content and their related links.
Context
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The company details document covers everything a new hire needs to know about the company. They can read the company
policies at their own pace before the start date. These company documents could be compensation policy, employee leave
policy, workplace regulations, and an overview of bene ts. For example, health and life insurance plan, use of company car,
wellness programs, and so on.
Custom home page tiles enable you to make relevant content available to new hires based on variables such as work
country/region, locale, start date, and so on.
New hires can access Company Bene t tile from the home page before the start date under Onboarding section. To con gure
the Company Bene t tile, perform the following actions:
Uploading Company Documents

Upload the company documents that you want the new hires to access to know about the company.
Procedure
1. Go to Admin Center Manage Documents and select Upload Document icon.
2. Browse and upload a document.
3. Add a description for the document you uploaded.
4. Select the document category.
5. If applicable for the document, select the country/region and choose OK.
Results
You can see that the document is successfully uploaded in the Document Management System.
Con guring a Business Rule to Select and Display the Uploaded

Documents
De ne a business rule to select the documents that you uploaded and display them on the custom tile con guration page.
Procedure
You’re directed to the Business Rules Admin page that contains a list of business rules.
2. Select .
3. Go to Custom Tile (Decision Rules) Show New Hire Onboarding Content scenario.
When you select Show New Hire Onboarding Content, the basic rule scenario form appears.
Rule Name
Rule ID
Start Date
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5. Select Continue to move to the Con gure Business Rules page where you con gure your If criteria based on Company,
or Country/Region.
Set the If criteria:
Left Expression Go to If section and select your left expression and locate
Company or Location under Job Information by expanding
User under Process.
 Note
The criteria mentioned is limited to elds that have external
user visibility as "yes" for Job Information.
Value Selection Select the <COMPANY>.
Creating a Custom Tile for Company Documents

Create a custom tile that the new hires can access to view the company documents.
Procedure
1. Go to Admin Center Manage Home Page Add Custom Tile .
2. Enter the tile name and description under the General tab.
3. Fill in the details of the mandatory elds under the Tile tab.
4. Under the Navigation section, toggle the Rule-Based switch to ON and select the Rule Scenario as Show New Hire
Onboarding Content.
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5. Select the business rule that you con gured for displaying the company documents to the new hires.
 Note
You can choose multiple rules as well.
6. Select Language preference for displaying the UI content.
7. Add the content and add the document link by selecting Insert Document Link icon.
 Note
The rich text editor provides you with the options to format the tile popup content.
 Note
Based on different rule conditions, same custom tile can be used to display different content for new hires joining in
different countries/regions.
8. To display a tile to the new hire under the Onboarding section, select Onboarding from Section dropdown under
Assignments tab.
9. Select the User Group and set the start date range.
10. Choose Save
Results
You've created a custom tile under Onboarding section on the home page, and have designed UI content of the tile popup.
Stories in People Analytics for Onboarding

You can use Stories in People Analytics to generate reports for Onboarding.
Use Stories in People Analytics to generate reports containing Form USCIS Form I-9 and E-Verify related information for audit
purposes. Some of the Form I-9 details that can be reported include:
Legal Entity
Social Security Number
Task-related data for Section 1 and Section 2 process
Form I-9 support Documents
Form I-9 Correction Data Information for Section 1 and Section 2
Form I-9 Reveri cation Information
Number of new hires who completed the Form I-9 process within the due date.
Some of the E-Verify details that can be reported include:
Legal Entity
Social Security Number
E-Verify Status
E-Verify Case Veri cation Number
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E-Verify Case Closure Date
Number of new hires/employees who went through E-Verify process.
 Note
With Onboarding, you can only report on data within the module by using Stories in People Analytics. You cannot use the
legacy reporting tools such as Table, Canvas, Dashboards or Tiles because they don't have access to the Onboarding data
schema.
You can also generate reports containing both Form I-9 and E-Verify information. You can also use the standard story reports
available for USCIS Form I-9 and E-Verify analysis and for Form I-9 overdue tasks.
 Note
For Limitations and Important Notes for Stories in People Analytics, refer to the Related Information section.
Related Information
Available Data (Schema) in Report - Story
Creating a Story Report
Limitations and Important Notes for Stories in People Analytics
USCIS Form I-9 and E-Verify Analysis
USCIS Form I-9 Overdue Tasks
Creating a Story Report for Section 1 and Section 2 on USCIS

Form I-9 Process Task Related Data
Use Story in People Analytics, to generate reports that provide details on process task-related data for USCIS Form I-9. Some of
the details are the due date of a task, start date of a task, when the task was completed gives details on when a task was
completed, and so on.
Context
 Note
The procedure contains sample steps based on a particular business case. You can explore Story in People Analytics to
create reports based on your business requirements.
Procedure
1. Add the Compliance Process, Compliance Form Data, and Compliance Process Task tables to the Query Designer.
For more details on how to create a Story report, refer the link in the Related Information section.
2. From the Compliance Process table, create a simple lter for Compliance Process Type as I-9.
3. From the Compliance Process Task table, add the required columns. In this example we’re selecting the following
columns:
Column Description
End Date The date when the task got completed.
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Column Description
Start Date The date when the task was started.
Task Due Date The date when the task is due.
Task Type The type of task. For example, Complete Section 1 of Form I-9,
Complete Section 2 of Form I-9, or Complete e-signature on
Compliance Forms.
First Name (Created By) First name of the employee who created the task.
Last Name (Created By) Last name of the employee who created the task.
First Name (Task Completed By) First name of the employee who completed the task.
Last Name (Task Completed By) Last name of the employee who completed the task.
Task Status Shows if the task is completed or is in progress.
4. Preview and save the query.
Use a Table widget, to view the report in a table structure in the design builder pane.
Results
The report is generated containing details on Section 1 and Section 2 of Form I-9 process.
Related Information
Applying a Simple Filter
Creating a Story Report for Number of New Hires Overdue for

Section 2 of USCIS Form I-9 Tasks
As part of Onboarding process, Section 2 of Form I-9 must be completed within 3 business days from the hire date for a new
hire. Use Story in People Analytics, to generate the number of new hires for whom Section 2 was completed after 3 business
days from the hire date.
Context
 Note
Procedure
1. Add the Compliance Process, Compliance Process Task, and Compliance Process Responsible Object tables to the
Query Designer.
2. From the Compliance Process table, create a simple lter for Compliance Process Type as I-9.
10/26/2023
3. From the Compliance Process Task table, add the required columns. In this example, we’re selecting the following
columns:
Columns Description
End Date The date when the task got completed.
Start Date The date when the task was started.
Task Due Date The date when the task is due. It’s the third business day from
the hire date.
Task Type The type of task. For example, Complete Section 1 of Form I-9,
Complete Section 2 of Form I-9, or Complete e-signature on
Compliance Forms.
Task Status Shows if the task is completed or is in progress.
Task ID The ID of the Task.
4. Set an advanced lter in the Compliance Process Task table with the logical expression = v AND [(w AND x) OR (y AND
z)], where:
Variable Expression
v Task Type Equal to Complete e-Signature on Compliance

Forms OR Complete Form I-9 Section 2.
w Task Status Equal to Completed
x End Date Greater than Compliance Process Task. Task

Due Date
y Task Status Equal to In Progress
z Task Due Date Lesser than Current Date
For more details on creating advanced lter, refer to the Related Information section.
5. From the Compliance Process Responsible Object table, add the required columns. In this example, we’re selecting the
following elds:
Fields Description
First Name (Responsible User) The rst name of the responsible user who completes the task.
Last Name (Responsible User) The last name of the responsible user who completes the task.
6. Preview and save the story.
Use a Chart widget, to view the report in a bar chart structure in the design builder pane. Select the Chart Orientation
as Horizontal, Measure as Count, and add Dimension in the following sequence Task Type and Task Status.
Results
The report is generated to show the number of new hires for whom employers completed Section 2 of Form I-9 after the due
date.
Related Information
10/26/2023
Applying an Advanced Filter
Creating a Story Report on USCIS Form I-9 Documents

Submitted by New Hires
New hires have to submit few documents as part of Section 1 Form I-9 task. Use Story in People Analytics, to generate a report
that contains details on the documents submitted by new hires for this task.
Context
 Note
Procedure
1. Add the I-9 Audit Trial table to the Query Designer.
2. From the I-9 Audit Trial table, add the required columns. In this example we’re selecting the following columns:
Column Description
First Name First name of the new hire.
Last Name Last name of the new hire.
List A Document 1 Name Name of the List A Document 1 submitted for new hires For I-9
process.
process.
process.
process.
List B Document Name Name of the List B Document submitted for new hires For I-9
process.
List C Document Name Name of the List C Document submitted for new hires For I-9
process.
List A Document 1 Expiry Expiry date of the List A Document 1.
List B Document Expiry Expiry date of the List B Document.
List C Document Expiry Expiry date of the List C Document.
List A Document 1 Issuer Name of the issuer of List A Document 1.
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Column Description
List B Document Issuer Name of the issuer of List B Document.
List C Document Issuer Name of the issuer of List C Document.
3. Select a simple lter with Status as SECTION2_SIGNED.
 Note
The status SECTION2_SIGNED lters records that have the e-signature task completed for Section 2 of Form I-9.
Results
The report is generated containing details of documents submitted by new hires as part of Section 1 Form I-9 task.
Related Information
Creating a Story Report on USCIS Form I-9 Reveri cation for

Employees
You can generate reports containing details of Form I-9 reveri cation process.
Context
 Note
Procedure
1. Add the I-9 Audit Trial table to the Query Designer.
Column Description
10/26/2023
Column Description
Rehire Date The date when the candidate is rehired.
Reveri cation List A Document 1 Attachment ID of the reveri cation List A Document 1
submitted for new hires.
Reveri cation List A Document 1 Name Name of the reveri cation List A Document 1 submitted for new
hires.
Reveri cation List A Document 2 Name Name of the reveri cation List A Document 2 submitted for
new hires.
Reveri cation List A Document 3 Name Name of the reveri cation List A Document 3 submitted for
new hires.
Reveri caion List C Document Expiry date of the List A Document 1.
Reveri caion List C Document Name Name of the reveri cation List C Document submitted for new
hires.
Veri cation Date Date when the reveri cation happens.
3. Select a simple lter with Status as SECTION3_SUBMITTED.
 Note
The status SECTION3_SUBMITTED lters records that have the task completed for Section 3 of Form I-9
(Reveri cation task for Form I-9).
Results
The report is generated containing details of Form I-9 reveri cation process.
Related Information
Creating a Story Report Having USCIS Form I-9 and E-Verify

Details
You can generate reports for employees having both Form I-9 and E-Verify details.
Context
 Note
10/26/2023
Procedure
1. Add the I-9 Audit Trial, Compliance Process, and E-Verify tables to the Query Designer.
Columns Description
Social Security Number SSN number of the new hire.
Citizenship Type The citizenship type of the new hire.
Employer State The legal entity or employer's state name.
3. Select a simple lter with Status as SECTION2_SIGNED or SECTION3_SUBMITTED based on your business
requirement.
 Note
The status SECTION2_SIGNED lters records that have the e-signature task completed for Section 2 of Form I-9. The
status SECTION3_SUBMITTED lters records that have the task completed for Section 3 of Form I-9 (Reveri cation
task for Form I-9).
4. From the E-Verify table, add the required columns. In this example we’re selecting the following elds:
Fields Description
Social Security Number SSN number of the new hire.
Citizenship Type The citizenship type of the new hire.
Employer State The legal entity or employer's state name.
Case Closure Date Date when the E-Verify case was closed.
Case Closure Description Description of the E-Verify case closure.
Case Number The ID number of E-Verify case.
Case Status Display The status of the each E-Verify case transaction.
Case Eligibility Status The Eligibility if a new hire is authorized for employment or not.
Reason for Delay Description The description added for delay in E-Verify case submission.
Request Case Status The request status received from the E-Verify case detail for
further action. For example, Complete E-Verify: Case status is
"Draft".
10/26/2023
Fields Description
Response to Case Status The response status received from the E-Verify case details.
For example, Complete E-Verify: Case status is "Photo Match".
Final Status The nal status of the E-Verify case.
Results
The report is generated containing details on both E-Verify and Form I-9 for employees.
Related Information
Enabling Public Sector Management Cost Objects for

Onboarding
For an Industry feature enabled company, you can enable Public Sector Management Cost Assignment for onboarding.
Prerequisites
In provisioning, edit the the company settings for your company, and select Industry Features and Public Sector
Management Cost Objects.
Ensure that master data related to Public Sector Management Cost Objects is available in SAP SuccessFactors
Employee Central as standard MDF entities.
Enable and con gure Con gure Public Sector Management Cost Object Assignments in SAP SuccessFactors Employee
Central.
Context
You can enable and use Public Sector Management cost objects fund, grant, functional area, fund center or budget period in
Onboarding. Ensure that you have Industry MDF Permissions applied for the participants of onboarding to view and modify the
Public Sector Management cost objects.
Procedure
2. Under Public Sector Management Cost Object Settings, click Enable Public Sector Management Cost Assignment.
3. If you are a manager who's doing a New Hire Data Review, Managing Pending Hires, or Additional Data Collection
through Manual Onboarding, you will see the following Public Sector Management cost object entities.
Field Entry
10/26/2023
Field Entry
Percentage The total percentage of all the cost assignments (organizational

and additional) must be 100%. The sum of the percentage
value of additional cost assignments can be less than or equal
to 100%. The remaining percentage is added to the default
organizational assignment.
 Note
This eld is displayed only for the additional cost
assignments.
Organizational Assignment Indicates the assignment type. The value can be Yes or No. The
value of Yes indicates that the assignment type is
organizational cost assignment. The value of No indicates that
the assignment type is additional cost assignment.
 Note
You can de ne only one assignment as the organizational
assignment.
Cost Center Master data from Cost Management and Pro tability Analysis
for budgetary monitoring and internal controlling at
organizational area level.
 Note
You can con gure whether providing the cost center for
additional cost assignments is mandatory or optional.
Funds Center Indicates an organizational unit within the Funds Management

module that controls a Budget.
 Note
Funds Center is available only for SAP S/4HANA On-
Premise con guration.
Fund A fund is the source of funding used for tracking, controlling,

and reporting on available nancial resources.
Budget Period A Budget period classi es the timescale for available Budget
data.
Grant A grant is a funding instrument to document, control, and report

on the results of an agreement between a sponsor and the
organization.
Functional Area Functional areas classify nancial transactions by their overall

purpose, objective, function, mission for accomplishing on-
going, operational services, or regulatory responsibilities.
WBS Element Work Breakdown Structure Element
Results
Enabling Public Sector Management Cost Objects in Onboarding ensures that the con gurations in “Con gure Public Sector
Management Cost Object Assignments” in SAP SuccessFactors Employee Central are applied and that you can provide the
Public Sector Management organizational and cost assignment using cost objects such as fund, grant, budget period, or
functional area for a new hire during onboarding.
10/26/2023
The hiring manager can view and update the Public Sector Management cost object details during New Hire Data Review,
Managing Pending Hires, or Additional Data Collection through Manual Onboarding.
Assigning each cost object to a new hire can have multiple cost assignments along with the percentage split for each cost
object. For example, you can distribute a cost to an employee using percentage split to allocate a cost center nanced by a fund
or a grant.
If validation/derivation is enabled, then account assignment values are validated and triggered from an integrated Public
Sector Management solution when you submit or save the data. Only 12 cost assignments and distributions can be assigned.
If Position Cost Assignment to Employee Cost Assignment sync is enabled, then the position cost assignments are
synchronized to employee cost assignments.
SAP SuccessFactors Employee Central work ows will not be triggered during onboarding.
The Public Sector Management cost objects will not be shown to the new hire.
Enabling Onboarding in Proxy Management

You can allow users who will act as proxy to access Onboarding. This additional setting adds a layer of granular control.
Context
Only users with Onboarding enabled in the proxy management setting can access the Onboarding pages.
 Note
Users with proxy rights can access Onboarding pages irrespective of the Role-Based Permissions they have.
Procedure
1. Go to Admin Center Proxy Management .
2. In the Grant Proxy: section, select the user for Who will act as the proxy(username): and Which account holder will the
proxy act on behalf of (username): elds.
3. In the Grant Proxy Rights: section, check the box next to Onboarding and select Save.
 Note
In order to access most Onboarding pages, the Employee Central V2 + Employee Pro le and Onboarding
proxy permissions must be enabled.
In order to access Onboarding admin pages from the Admin Center, Admin tools and Onboarding proxy
permissions must be enabled.
In order to access Onboarding To-do tiles on the home page, Home Page Tab and Onboarding proxy
permissions must be enabled.
Results
You've enabled access to Onboarding module when a speci c user acts as proxy.
10/26/2023
Enabling OnInit Rules for Onboarding Pages

Enable onInit rules to improve the customization ability of Onboarding pages.
Context
After completing the following task, you can apply onInit rules to Onboarding pages including New Hire Data Review, Personal
Data Collection, and Rehire Data Review. You can also apply onInit rules on the Provide Additional Data page when the
onboarding process is initiated from the Add New Hire to Onboarding page.
Procedure
1. Go to Admin Center Onboarding General Settings Business Rules Settings .
2. Turn on the switch Allow onInit Rules for Onboarding Pages.
Results
Rule context isn't supported for onInit rules. So all existing onInit rules will take effect on Onboarding pages only after the switch
is turned on.
Syncing Employee Central Updates to Start Date and Hiring

Manager
Enable the syncing of Employee Central updates to the start date and hiring manager with Onboarding.
Context
After enabling the Sync Employee Central Updates to Start Date and Hiring Manager toggle, changes to an employee's start
date or hiring manager that are made from Employee Central using the Manage Pending Hires tool or the Start Date
Correction tool, and which are made after the manage pending hires step is completed, automatically show up in Onboarding.
 Note
The new manager is assigned the new hire's open tasks. The old manager retains the new hire's open and completed tasks.
Procedure
1. Go to Admin Center Onboarding Settings .
2. Enable the Sync Employee Central Updates to Start Date and Hiring Manager toggle.
 Caution
You risk data corruption if you enable this toggle while you have an external integration that is directly updating start
date or hiring manager changes in the User / Pro le tables.
Results
Syncing is enabled and changes to an employee's start date or hiring manager automatically show up in Onboarding.
 Note
10/26/2023
If the start date is updated while the new hire's Form I-9 Section 2 is waiting to be signed, the signature task should be
declined. When the signature task is declined, the Section 2 tasks is retriggered with the new start date.
Onboarding Tasks
You can create a set of tasks required for the Onboarding process.
Onboarding programs are a collection of tasks. You can de ne onboarding programs to manage onboarding related tasks, roles,
and responsibilities.
You can set up speci c and relevant tasks for your organization and determine responsible user groups for the tasks based on
Employee Central entities like job location or job code.
 Example
You can de ne 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 de ne different sets of tasks for new hires, by creating Onboarding programs and setting rules based on
your business criteria.
The tasks that can be added to your onboarding program are:
Write Welcome Message
Assign a Buddy
Recommend People
Recommended Links
 Note
All Hiring Managers can view the Recommended Links that are con gured from Manage Onboarding and
Offboarding Tasks Onboarding Program . Additional Suggested Links are only visible to the manager who added
them.
Checklist
 Note
In the Onboarding Dashboard (New) you can:
View checklist task under New Hire Tasks list as an optional task.
Add the checklist item and select a user who needs to take action or perform the checklist task using the
Delegated to dropdown.
Edit the checklist task to add/remove a checklist item or reassign a delegate to a checklist item using the View
Details button. An email noti cation is sent to the user whenever an item is added, removed, or updated in the
checklist task.
Schedule Meetings
Set Goals
Prepare for Day One
Where to Go
10/26/2023
 Note
This information is derived from Employee Central Jobinfo.location
Furnish Equipment
 Note
The task for requesting equipment must be integrated into ticketing or a procurement system for further processing.
For more information, refer to the "Onboarding Furnish Equipment integration to External Application" document in
 Note
You can select which of these standard delivered tasks you would like to use.
Related Information
Onboarding Furnish Equipment integrationto ExternalApplication
Onboarding Process Overview

An overview of how the standard onboarding business processes work in synergy from preonboarding con guration until the
start date of the new hire.
Onboarding process can be initiated from:
SAP SuccessFactors Recruiting Management
An external Applicant Tracking System
Onboarding process starts with initiating onboarding and ends with the new hire getting converted into an employee (internal
user). After onboarding is initiated, the hiring manager collects the new hire information, reviews the new hire data, and adds
new hire tasks. On completion of these tasks, the new hire gets access to the application. The new hire performs the tasks
assigned by the manager by selecting the tiles under the To-Do section.
 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 con guration. The manager and the new hire get an email noti cation to review and sign the
document.
 Note
For DocuSign e-signature users, an email with instructions is sent to the user.
For SAP SuccessFactors eSignature users, a Complete your e-Signature to-do task in the Your Compliance Forms card
appears on the home page.
After this step, the new hire is listed under Manage Pending Hire for the manager to hire the new hire. On the start date of the
new hire, a conversion job runs to convert the new hire into an employee who’s an internal user.
10/26/2023
Here's an overview of the different stages in the Onboarding process:
Employees in UK and Australia must complete the compliance forms by day one, as day one is the default due date. The form
process must be completed by creating and applying the e-signature.
Employees in the United States must complete Section 1 of Form I-9 on or before day one. The employer must review the
employee’s documents and complete Section 2 of Form I-9 within three business days of the day the employee starts work for
pay. This is done to verify the identity and employment authorization of individuals hired for employment in the United States.
 Note
The following scenarios are not supported: Task Reassignment, Delegation, Global Assignment, Concurrent Employment, and
Contingent Worker Employee Conversion.

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10/26/2023

SAP SuccessFactors Onboarding | 2H 2023

Original content: https://help.sap.com/docs/SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c?

For more information, please visit the https://help.sap.com/docs/disclaimer.

SAP SuccessFactors Onboarding

Features and Bene ts of Using SAP SuccessFactors Onboarding

Features Supported in SAP SuccessFactors Onboarding

Recruiting Management Integration Supported

Recruit to Hire Mapping Tool Supported

Employee Central 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

Conversion of New Hire to Employee Interaction with PFS Supported

Admin Tool for Managing Onboarding Programs Supported

Email Noti cations Supported

ProcessFlow – One Flow OOTB (Out Of The Box) Delivered. Supported

Data Collection –Personal Information Supported

Data Collection – Customer Speci c Information Supported

Data Protection and Privacy Functions Supported

Applicant Tracking System Integration Supported

New Hire Tiles Supported

Admin UI for Implementation Supported

Combined Instances of Onboarding 1.0 and Onboarding

Apply Onboarding to all Job Requisitions

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

Onboarding 1.0 Transformation Resources

Accessing Onboarding 1.0 Feature Usage

Active Noti cations

Super Admin Active Features

Policy Link Attachments

2. Under Settings, select the Feature Usage tab.

Migrating Form I-9 Data from Onboarding 1.0

You have access to Super Admin.

You've enabled the SF_BizX_Connection feature.

You've enabled the Form I-9 Reveri cation process.

In the latest Onboarding module:

3. Download the report. The report provides the following information:

User ID The known user login ID from Platform (also referred to as

Status The status of the migration is either Failed or Success.

Description The reason the data migration failed.

Session ID The unique ID of the migration run. The SessionID is created

6. Resolve any issues and run the job again.

Migrating Form I-9 Data from a Third-Party System

2. Open the Form I-9 Audit Trail Data Migration.

3. Run the Form I-9 Audit Trail Data Migration API.

4. Download the report. The report provides the following information:

Column Value Description

User ID The known user login ID from Platform (also referred to as

Status The status of the migration is either Failed or Success.

Description The reason the data migration failed.

Column Value Description

Session ID The unique ID of the migration run. The SessionID is created

7. Resolve any issues and run the job again.

Onboarding on the Home Page

Show Compliance Forms Status on the Dashboard

Show Onboarding Tasks Status on the Dashboard

Show Data Collection Status on the Dashboard

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

New Hire Experience

Name Description Where Shown When Shown Prerequisites On Mobile