Demo Onboarding

Implementation Guide | PUBLIC
Document Version: 2H 2023 – 2024-01-18
Implementing Onboarding
© 2023 SAP SE or an SAP affiliate company. All rights reserved.
THE BEST RUN

Content
1 SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2 Features and Benefits of Using SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . 11
3 Features Supported in SAP SuccessFactors Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4 Combined Instances of Onboarding 1.0 and Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5 Onboarding 1.0 Transformation Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

5.1 Accessing Onboarding 1.0 Feature Usage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
5.2 Migrating Form I-9 Data from Onboarding 1.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
5.3 Migrating Form I-9 Data from a Third-Party System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
6 Onboarding on the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
7 Implementing SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

7.1 Onboarding Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Enabling Onboarding in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Configuring an Applicant Status Set to Initiate Onboarding from Recruiting . . . . . . . . . . . . . . . . . . . 35
Allowing Recruiting Users to Initiate the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Configuring the Day One Conversion Job in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Configuring Additional Onboarding Jobs in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Configuring Goal Management for Onboarding in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Print Forms Generation for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Configuring the Event Reason for New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Events Published by Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Subscribing to Onboarding Cancellation Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Creating Onboarding Option in SourceOfRecord Picklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
7.2 Onboarding Info Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
7.3 Role-Based Permissions for Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Role-Based Permissions for Administrators in Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . 54
Role-Based Permissions for Onboarding and Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Role-Based Permissions for Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Role-Based Permissions for New Hires as External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Role-Based Permissions for New Hire and Internal Hire Data Review. . . . . . . . . . . . . . . . . . . . . . . . . 85
Assigning External User Target Populations to Responsible Users' Permission Role. . . . . . . . . . . . . . 86
7.4 Configuring Onboarding Process Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Setting Up a BPE Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Enabling Proxy Rights From a Service User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
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Editing the Process Flows for Default Onboarding and Offboarding Processes. . . . . . . . . . . . . . . . . . 91
7.5 Configuration of Data Model Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Data Models Used in Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Configuration of Succession Data Model (for Employee Central). . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Synchronizing the Succession Data Model with Business Configuration UI. . . . . . . . . . . . . . . . . . . . 97
Adding HRIS Element Fields Specific to Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adding Country/Region-Specific HRIS Element Fields to the Data Model. . . . . . . . . . . . . . . . . . . . 100
7.6 Data Models in SAP SuccessFactors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
7.7 Integration of Recruiting Systems with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Integrating SAP SuccessFactors Recruiting Management with Onboarding. . . . . . . . . . . . . . . . . . . 104
7.8 Integration of an External Applicant Tracking System with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . 113
Creating an External User Record in the Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Mapping Employee Information with the External User Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
7.9 Integration of an External HRIS with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116
Onboarding Process Restart for External HRIS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Rehire with New and Old Employments in an External HRIS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
7.10 Integrating Goal Management with Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
7.11 Integration of Learning with Onboarding to Enable Access to Courses for New Hires. . . . . . . . . . . . . . . 127
Setting Up Integration Center Report for Learning Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Editing System Configuration for Learning Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
7.12 Initiating the Onboarding Process for External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
7.13 Initiating the Onboarding Process Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
7.14 Configurable New Hire for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Configuring Hire Template for New Hire Data Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Configuring Hire Template for Personal Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Configuring Hire Template for Access New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
7.15 Data Collection Process in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Enabling Enhanced Data Review Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
New Hire Data Review Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Personal Data Collection Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Configuring the Expanded View of Payment Information Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Onboarding Data Collection Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Adding an Onboarding Rule Context for Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
7.16 Managing Onboarding Document Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Configuring a Document Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Previewing New Hire's Data Mapped To a Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
7.17 Setting Object Visibility for New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
8 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

8.1 Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Accessing the Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Preconfigured Email Templates in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
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Business Rules in Email Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Configuring Specific Document Types as Email Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Managing Email Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Using Email Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Configuring Email Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Configuring Email Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Email Tokens in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Adding Custom Tokens in Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Unsubscribing from Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
8.2 Business Rules in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Rule Scenarios in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
8.3 Business Rules for Triggering Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Process Overview for Creating a Business Rule to Trigger Email Notifications. . . . . . . . . . . . . . . . . . 241
Creating a Business Rule to Trigger an Email Notification When the New Hire Data Review Step is In
Progress. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Creating a Business Rule to Trigger an Email Notification When the Manage Pending Hire Step is in
the Ready to Hire Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Creating a Business Rule to Trigger an Email Notification When the Personal Data Collection Step
is Completed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .250
Creating a Business Rule to Trigger an Email Notification When the Custom Data Collection Step is
In Progress. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
8.4 Allowlist Methods for Emails from SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . 258
8.5 Responsible Groups in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260
Creating a Responsible Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260
8.6 Setting Up Compliance for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Compliance Forms for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Setting Up Compliance Form Assignment Using Override Configuration. . . . . . . . . . . . . . . . . . . . . 274
Updating the Default Mapping of Compliance Form Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Adding a New Configuration for Superannuation Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Configuring USCIS Form I-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Configuring E-Verify. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Configuring Federal W4 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Configuring USA State Withholding Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Validating Metadata for Custom Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Adding Custom Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
8.7 Configure Document Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
e-Signature Methods Supported in Onboarding and Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . 311
8.8 Triggering No-Show for a New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Setting Up the Event Reason . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318
Adding a No-Show Picklist Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Adding a Report No-Show Picklist to the Employee-status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
4 PUBLIC Content
Setting Up a Business Rule for Employment Related Mandatory Fields During Cancel Onboarding
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
8.9 Configuring Business Rule for Event Reason. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
8.10 Associating Business Rule for Event Reason with Data Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
8.11 Onboarding Configurations for Instance Sync. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
8.12 Onboarding Configurations for Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
8.13 Creating an Outbound Integration for New Hire Data in Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . 333
8.14 Qualtrics Email Feedback for Onboarding New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .335
8.15 Creating Sequence Object Entity for Custom ID Generation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
8.16 Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding. . . . . . . . . . . . . 337
8.17 Associating Business Rule for Custom User ID and Employee ID with Onboarding Configuration Object
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .340
8.18 Creating a Business Rule to Generate Onboarding User Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
8.19 Configuring New Hire Company Documents in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343
Uploading Company Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Configuring a Business Rule to Select and Display the Uploaded Documents. . . . . . . . . . . . . . . . . .344
Creating a Custom Tile for Company Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
8.20 Stories in People Analytics for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Creating a Story Report for Section 1 and Section 2 on USCIS Form I-9 Process Task Related Data
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Creating a Story Report for Number of New Hires Overdue for Section 2 of USCIS Form I-9 Tasks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Creating a Story Report on USCIS Form I-9 Documents Submitted by New Hires. . . . . . . . . . . . . . . 350
Creating a Story Report on USCIS Form I-9 Reverification for Employees. . . . . . . . . . . . . . . . . . . . .352
Creating a Story Report Having USCIS Form I-9 and E-Verify Details. . . . . . . . . . . . . . . . . . . . . . . . 353
8.21 Enabling Public Sector Management Cost Objects for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . .355
8.22 Enabling Onboarding in Proxy Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .357
8.23 Enabling OnInit Rules for Onboarding Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
8.24 Syncing Employee Central Updates to Start Date and Hiring Manager. . . . . . . . . . . . . . . . . . . . . . . . . 359
9 Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

9.1 Creating a New Equipment Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361
9.2 Creating a Prepare for Day One List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Setting Up a Business Rule to Select the "Prepare for Day One List" Activity. . . . . . . . . . . . . . . . . . 364
9.3 Setting Up Onboarding Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Creating an Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Setting Up a Rule for Selecting the Onboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
9.4 Adding a Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
9.5 Setting Up a Business Rule for the Central Orientation Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
9.6 Recommended Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
9.7 Custom Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Creating a Custom MDF Object for Custom Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
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Creating Generic Object Definitions to Support Generic Object Fields for Custom Tasks. . . . . . . . . . 378
Creating a Custom Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Template Editor Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Adding a Custom Task to an Onboarding or Offboarding Program. . . . . . . . . . . . . . . . . . . . . . . . . . 386
Creating Custom Email Notifications for Custom Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
9.8 Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .388
Setting Up a Business Rule for Archiving Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Creating a Batch Job to Archive Onboarding/Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . 391
10 Onboarding Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393

10.1 Initiating Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Validating the Exception Data in the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .398
10.2 Reviewing New Hire Data for Onboarding a New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
10.3 Onboarding Dashboard without Compliance Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
10.4 Onboarding Dashboard (New). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Permissions for the Onboarding Dashboard (New). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Completing Tasks from New Hire Details Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .413
10.5 Completing New Hire Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
10.6 Delegating Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
10.7 Configuring the Due Date for New Hire Task Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
10.8 Logging into the Application as New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
10.9 Completing Assigned Courses as a New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
10.10 Performing Personal Data Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Completing the Profile Information by New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
10.11 Performing Additional Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
10.12 Reviewing Personal and Additional Data Collection Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
10.13 Viewing New Hire Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Document Upload Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
10.14 Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
10.15 Hiring a Candidate from Manage Pending Hires in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Configuring Employee Files to Include Inactive Users in Search . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
10.16 Running a Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
10.17 USCIS Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Form I-9 Remote Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Completing Form I-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
Creating a Task to Correct USCIS Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Reverifying Form I-9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .448
10.18 E-Verify. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
E-Verify Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Manually Creating an E-Verify Case. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
E-Verify Test Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
10.19 Completing the Compliance Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
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10.20 Activating an Account and Setting New Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
10.21 Activating an Account and Setting New Password After SAP Identity Authentication Service (IAS) Is
Enabled. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
10.22 Accessing New Hire Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .466
11 Restart the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .468

11.1 Restarting the Onboarding Process Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
11.2 Configuring Notifications in Onboarding Restart Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
11.3 Configuring Onboarding Process to Restart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Creating a Business Rule for Restarting the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . 473
11.4 Restarting the Onboarding Process with an External Applicant Tracking System. . . . . . . . . . . . . . . . . . 475
11.5 Restarting Internal Hire Process in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
11.6 Setting Up Data Flow from Recruiting for Onboarding Restart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
12 Canceling an Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479

12.1 Setting up a Business Rule for Closing the Onboarding/Offboarding Processes. . . . . . . . . . . . . . . . . . .482
13 Process Variant Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486

13.1 Onboarding Standard Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
13.2 Cloning a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
13.3 Creating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .489
Setting a Business Rule for a Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
13.4 Deactivating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
13.5 Updating a Process Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
14 Performing Employment Profile Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494

14.1 Creating a Business Rule to Trigger Employment Profile Selection for Internal Hires. . . . . . . . . . . . . . . 495
14.2 Configuring the Rule for Employment Profile Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
15 Internal Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .499

15.1 Internal Hire Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
15.2 Configuring the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Setting Up Notifications for the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Enabling the Enhanced Onboarding Process for Internal Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Setting Up Future Manager Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Setting Up the Event Reason for Internal Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Configuring a Business Rule to Initiate Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Configuring Employee Transfer Event Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Selecting the Transfer Event Reason to Initiate Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . 514
15.3 Initiating Internal Hire Process from SAP SuccessFactors Recruiting. . . . . . . . . . . . . . . . . . . . . . . . . . 515
15.4 Initiating the Internal Hire Process from Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
15.5 Initiating the Internal Hire Process from an External Applicant Tracking System. . . . . . . . . . . . . . . . . . 520
15.6 Adding a Picklist Value for Future Manager Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522
15.7 Removing Future Manager Job Relationship for Internal Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523
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15.8 Setting Up Reporting for the Internal Hire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524
15.9 Qualtrics Email Feedback for Onboarding for Internal Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
15.10 Legal Entity Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting. . . . . . . . . . . . . . . . . . . . . . . . 527
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting Using Employment Profile
Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Initiating Legal Entity Transfer Using an External Applicant Tracking System (ATS). . . . . . . . . . . . . . 531
16 Rehire with New and Old Employments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533

16.1 Permissions to Perform Pre-Onboarding and Onboarding Rehire Verification. . . . . . . . . . . . . . . . . . . . 534
16.2 Configuring Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
16.3 Creating Rehire Coordinator Responsible Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536
16.4 Configuring a Business Rule to Assign Responsible Group for Rehire Check. . . . . . . . . . . . . . . . . . . . . 537
16.5 Enabling Rehire with New and Rehire on Old Employments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
16.6 Entity Merge Logic for Rehire with Old Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
16.7 Configuring a Business Rule to Enforce New Employment on Legal Entity Updates. . . . . . . . . . . . . . . . 544
16.8 Overview of IDs and Changes During Rehire Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .547
16.9 Adding a Picklist Value for Future Manager Role for Rehires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .549
16.10 Setting Up Future Manager Role for Rehire on Old Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .550
16.11 Removing Future Manager Job Relationship for Rehire on Old Employment. . . . . . . . . . . . . . . . . . . . . .551
16.12 Rehire Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 552
Initiating Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553
Performing the First Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556
Reviewing New Hire Data for a Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .558
Logging into the Application as Rehire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
Performing Personal Data Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 562
Performing the Second Rehire Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .565
Performing Additional Data Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .569
Hiring a Candidate from Manage Pending Hires in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . 570
Running a Conversion Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .573
17 Setting up SAP Identity Authentication Service for New Hires Using System for Cross-domain
Identity Management (SCIM) API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
17.1 Configuring Activation Email Template in Identity Authentication Service (IAS) . . . . . . . . . . . . . . . . . . 578
18 Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
18.1 Implementing Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .580
Enabling Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Role-Based Permissions for Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 582
Setting a Business Rule to Configure Offboarding Initiation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
Setting the Rule for Data Review for the Employee Leaving the Company . . . . . . . . . . . . . . . . . . . . 591
Setting a Rule for Data Review by an Employee for the Exiting Employee . . . . . . . . . . . . . . . . . . . . .592
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Configuring a Business Rule for Archiving Offboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593
Configuring Offboarding Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Accessing Email Services in Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
Qualtrics Email Feedback for Offboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .602
18.2 Offboarding Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Initiating Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Reviewing Offboarding Employee Information as an Employer. . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Reviewing the Offboarding Information as an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .606
Completing e-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .607
Creating a Knowledge Transfer Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609
Completing the Knowledge Transfer Tasks Completed by the Assignee/Offboarding Employee
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 610
Scheduling Meetings with the Employee Leaving the Company. . . . . . . . . . . . . . . . . . . . . . . . . . . .610
Listing the Assets that the Employee Leaving the Company has to Return. . . . . . . . . . . . . . . . . . . . 612
Tracking the Return of Assets from Employees Leaving the Company. . . . . . . . . . . . . . . . . . . . . . . 613
Writing a Farewell Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614
Canceling the Offboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615
19 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617

19.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617
19.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617
20 Important Technical Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619

20.1 Onboarding Terminology Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619
20.2 Applicant, New Hire, and Employee Security in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619
20.3 Managing Time Related Data in Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .621
20.4 Address Validation Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 621
20.5 Position Follow-Up Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 622
21 Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623
21.1 Additional Resources for Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623
22 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624
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1 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 simplifies the complexities of the existing Onboarding process. For example, there's a new tool called
Recruit to Hire Data Mapping that replaces the several configuration tools that are currently used. Also, with the
Fiori-based design, users experience more consistency between modules. Integration with vendors will have more
flexibility due to the use of 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 Benefits of Using SAP SuccessFactors Onboarding [page 11]

Features Supported in SAP SuccessFactors Onboarding [page 12]
Features and Benefits of Using SAP SuccessFactors Onboarding [page 11]
Features Supported in SAP SuccessFactors Onboarding [page 12]
10 PUBLIC SAP SuccessFactors Onboarding
2 Features and Benefits of Using SAP
SuccessFactors Onboarding
SAP SuccessFactors Onboarding provides a robust and a simplified experience to Onboarding users.
Some of the major features and benefits of the SAP SuccessFactors Onboarding solution are highlighted below:
• Onboarding is now fully integrated with Employee Central and is built on the SAP SuccessFactors platform. It
now eliminates the need to map the new hire data into the Employee Central database.
 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 configure and administer processes, workflows, and custom
forms.
• Features such as, Personal/Custom Data Collection, New Hire Data Review, New Hire Tasks, Onboarding
Dashboard, and e-Signature (both DocuSign and SAP SuccessFactors eSignature) are available to the new
hires on a mobile device.
 Note
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 configuration tools. New hires can now log
in using the same user credentials for both the SAP SuccessFactors Platform and Onboarding. A streamlined
version of the home page is available and is security and permissions driven.
• Supports the new hire paperwork with SAP Signature Management by DocuSign.
• Onboarding has a new notification framework which is again built on Metadata Framework. In addition to this,
advanced conditions are replaced with the use of business rules.
• A single process flow which covers most of the onboarding scenarios with rules which can be turned on/off to
activate some of the new hire tasks.
Features and Benefits of Using SAP SuccessFactors Onboarding PUBLIC 11
3 Features Supported in SAP SuccessFactors
Onboarding
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 Notifications Supported
ProcessFlow – One Flow OOTB (Out Of The Box) Delivered. Supported
Data Collection –Personal Information Supported
Data Collection – Customer Specific Information Supported
Data Protection and Privacy Functions Supported
Applicant Tracking System Integration Supported
New Hire Tiles Supported
Admin UI for Implementation Supported
12 PUBLIC Features Supported in SAP SuccessFactors Onboarding
4 Combined Instances of Onboarding 1.0 and
Onboarding
As a Recruiting user, you can now initiate onboarding for candidates either through Onboarding or Onboarding 1.0 if
both are configured in the same instance.
Onboarding in Recruiting Management is enabled based on the following conditions that are set in Admin 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 first preference is given to Onboarding, if the rules on Onboarding are satisfied then the onboarding is
initiated through Onboarding. For example if Job Requisition Country/Region is set to the United States (US)
for both Onboarding and Onboarding 1.0, then candidate applying through the Job Requisiont for US will be
part of the Onboarding process.
If both Onboarding and Onboarding 1.0 don't satisfy the conditions, then onboarding is not initiated and the
candidates data directly flows to the Manage Pending Hire process.
 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 Configuration scenario under Onboarding 1.0 and the rule is
evaluated to false.
Here's the list of steps that can be executed in parallel for both Onboarding and Onboarding 1.0:
• Post Hire Verification and Correct New Hire Data steps: Managers can complete these steps successfully for
both Onboarding and Onboarding 1.0.
• New Hire Logon and home page tiles: Onboarding and Onboarding 1.0 New Hires can log on to their respective
onboarding solution depending on where their onboarding was initiated. Similarly, they can view the respective
New Hire titles on the home page.
• New Employee Step and the New Hire paperwork steps: Onboarding and Onboarding 1.0 New Hires can
complete the paperwork from their respective Onboarding application.
Combined Instances of Onboarding 1.0 and Onboarding PUBLIC 13
• 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.
• Employee Logon and home page tiles: Onboarding and Onboarding 1.0 employees can log on to their respective
onboarding solution and view the respective titles on the home page.
Related Information
Allowing Recruiting Users to Enable Onboarding for Job Requisitions [page 39]
Settings for Onboarding 1.0 Integration Setup
14 PUBLIC Combined Instances of Onboarding 1.0 and Onboarding
5 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, configuration templates, and planning tools in the Related Information section.
We encourage you to select a certified implementation partner who has Professional level certification for
Employee Central and legacy Onboarding 1.0, as well as Associate level certification 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 Configuration Templates - You can use this tool to learn about the configuration 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 identified 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 reverification 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 [page 16]

Migrating Form I-9 Data from Onboarding 1.0 [page 17]
Onboarding 1.0 Transformation Resources PUBLIC 15
Migrating Form I-9 Data from a Third-Party System [page 18]
Onboarding Value and Journey Customer Playbook
Understanding the Value and Journey Value Accelerator
Project Team Orientation
Onboarding Migration Workbook
Process Navigator
Best Practices Configuration Templates
Migration service for SAP SuccessFactors Onboarding
Migrating Form I-9 Data from Onboarding 1.0
5.1 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 Notifications
• 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 Configuration
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.
16 PUBLIC Onboarding 1.0 Transformation Resources
Results
You can view the active feature usage data.
5.2 Migrating Form I-9 Data from Onboarding 1.0
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 reverification 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 Reverification process.
• In the latest Onboarding module:
• You've enabled and configured 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 file 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.
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 reverification data into
the latest Onboarding module. When the configured 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.
5.3 Migrating Form I-9 Data from a Third-Party System
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 from the Super Admin. This job
supports Onboarding migration by allowing you to transfer your Form I-9 reverification data from an existing
system into the latest Onboarding module.
Prerequisites
In the latest Onboarding module,
• You've enabled and configured 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 a third-party system, use the Form I-9 Audit Trail REST
API in the SAP API Business Accelerator Hub. To locate the Form I-9 Audit Trail API in the SAP Business
Accelerator Hub, use the link in the Related Information section.
module.
Procedure
1. Go to Business Accelorator Hub SAP SuccessFactors APIs REST Form I-9 Audit Trail
2. Open the Form I-9 Audit Trail API.
3. Run the Form I-9 Audit Trail API.
4. Download the report from the Super Admin. The report provides the following information:
Column Value Description

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

Results
When successful, the Form I-9 Audit Trail Data Migration job and Form I-9 Audit Trail API import your existing Form
I-9 reverification data into the latest Onboarding module. When the configured 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.
Related Information
SAP SuccessFactors Business Accelerator Hub
6 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

Name Description Where Shown When Shown Prerequisites On Mobile App?
Welcome Aboard! Shows you a wel- For You Today Appears on your You are a new hire No
come message in an Onboarding
home page when
from your manager enabled system.
your manager or
or other onboard-
ing participant. onboarding partici-
pant completes the
welcome message
task. Appearance is
based on configu-
rations in the Proc-
ess Variant Man-
ager and according
to configured busi-
ness rules
(ONB2_ProcessClo
surePeriodConfig).
Onboarding on the Home Page PUBLIC 21
Help Us Learn Prompts you to For You Today Appears when you You are a new hire No
About You provide information in an Onboarding
log (after comple-
about themselves enabled system.
tion of the New Hire
during the on-
boarding process. Data Review step, if
The "Help Us configured).
to Know You Bet-
ter" card includes  Note
Personal Data Col-
lection, Additional The Start but-
Data Collection, ton is only
and eSignature available within
tasks. 365 days by
default after
the start date
of the new hire.
The duration is
configurable in
Admin
Center Go to
administration
for the legacy
home page
To-Do Settings
General
Settings .
The card disap-

pears when all
tasks are com-
pleted.
22 PUBLIC Onboarding on the Home Page
Your Compliance Prompts you to re- For You Today Appears when you You are a new hire Yes
Forms view and complete in an Onboarding
have compliance-
your compliance enabled system.
related forms to
forms as well as
e-Signatures during complete as part
the onboarding of the onboarding
process. process.
 Note
The Start but-
ton is only
available within
365 days by
default after
the start date
of the new hire.
The duration is
configurable in
Admin
Center Go to
administration
for the legacy
home page
To-Do Settings
General
Settings .
The card disap-

pears when all
the corresponding
tasks, including
form completion
and electronic sig-
nature (if appli-
cable), are com-
pleted.
Your Onboarding Provides you with For You Today Appears when You are a new hire No
Guide information to in an Onboarding
the manager or
guide them through enabled system.
onboarding partic-
the onboarding
process. The Your ipant triggers at
Onboarding Guide least one new
card includes help- hire activity. (Note:
ful information, This card is based
such as prepara-
on the Onboard-
tion for Day 1, rec-
ing process archival
ommended links,
key people to rule.)
meet, and onboard- The card disap-
ing meetings. It
pears after a con-
links you to the
figured number of
Onboarding guide
landing page. days, as defined in
the rule. The de-
fault duration is 90
days.
Employee Experience
Return Assets Prompts you to For You Today Appears on your You are an em- No
return your equip- ployee leaving
home page when
ment and assets a company with
your manager
before leaving the an Onboarding ena-
company. schedules this task. bled system.
The card disap-

pears after the task
is completed.
Complete Prompts you to For You Today Appears on your You are an em- No
Knowledge Transfer complete your ployee leaving
home page when
Plan knowledge transfer a company with
your manager
task before leaving an Onboarding ena-
the company. schedules this task. bled system.
The card disap-

is completed.
Review offboarding Prompts you to re- For You Today Appears on your You are an em- No
information view your Offboard- ployee leaving
home page when
ing information. a company with
your manager
an Onboarding ena-
schedules this task. bled system.
The card disap-

is completed.
Sign offboarding Prompts you to e- For You Today Appears on your You are an em- No
paperwork sign your offboard- ployee leaving
home page when
ing paperwork. a company with
your manager
an Onboarding ena-
schedules this task. bled system.
The card disap-

is completed.
Manager and Participant Experience

Data Review Prompts you as For You Today Appears when new You are an on- No
hire or employee boarding manager
a manager or a
data needs your re- or participant in
participant to com-
view. an Onboarding ena-
plete the following bled system.
data review tasks The card disap-
for new hires, off- pears after tasks
boarding employ- are completed.
ees, and rehires:
• Review New
Hire Data (To-
Do Category
61)
• Review
Offboarding
Data (To-Do
Category 62)
• Complete
Employment
Profile
Selection (To-
Do Category
68)
Navigates you di-

rectly to the task
page.
List of To-Do Cate-

gories
Compliance Prompts you as For You Today Appears when you You are an on- No
a manager or a need to complete boarding manager
participant to com- a U.S. Form I-9 or or participant in
plete the following E-Verify compliance an Onboarding ena-
compliance tasks: task. bled system.
• Complete The card disap-

Form I-9 pears after tasks
Section 2 (To-
are completed.
Do Category
73)
• Complete
Form I-9
Section 3 (To-
Do Category
73)
• Complete
Form I-9
Signature (To-
Do Category
73)
• Complete E-
Verify: Confirm
Details (To-Do
Category 76)
• Complete E-
Verify: Photo
Match (To-Do
Category 76)
• Complete E-
Verify: Scan
and Upload
(To-Do Cate-
gory 76)
• Complete E-
Verify: Manual
Review (To-Do
Category 76)
• Complete E-
Verify:
Tentative
Nonconfirmati
on (To-Do Cat-
egory 76)
• Complete E-
Verify: Referred
(To-Do Cate-
gory 76)
• Complete E-
Verify: Queued
(To-Do Cate-
gory 76)
• Complete E-
Verify: Final
Nonconfirmati
on (To-Do Cat-
egory 76)
• Complete E-
Verify: Close
and Resubmit
(To-Do Cate-
gory 76)
• Complete E-
Verify: Create
and Submit
(To-Do Cate-
gory 76)
• Complete E-
Verify:
Duplicate (To-
Do Category
76)
Navigates you di-

rectly to the task
page.
Manager Activities Prompts you as a For You Today Appears when you You are an on- No
(onboarding proc- need to complete boarding manager
manager to com-
ess) onboarding tasks in an Onboarding
plete the following
for a new hire. enabled system.
onboarding tasks
for new hires: The card disap-
pears after tasks
• Set Goals for are completed.
New Hires
• Recommend
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
Navigates you di-

rectly to the task
page.
(To-Do Category
53)
Manager Activities Prompts you as a For You Today Appears when you You are an off- No
(offboarding proc- need to complete boarding manager
manager to com-
ess) an offboarding task. in an Onboarding
plete the following
enabled system.
offboarding tasks The card disap-
for offboarding em- pears after tasks
ployees: are completed.
• Announce
Termination to
Coworkers
• Write Farewell
Message
• Create
Knowledge
Transfer Plan
• Complete
Knowledge
Transfer
• List Assets to
Return
• Schedule
Offboarding
Meetings
• E-Sign
Employee
Documents
Navigates you di-

rectly to the task
page.
(To-Do Category
65)
Related Information
Role-Based Permissions for Onboarding and Offboarding [page 52]

Setting Up a BPE Service User [page 89]
List of To-Do Categories
Onboarding Process Overview
Offboarding Process Overview
Rehire Process Overview
7 Implementing SAP SuccessFactors
Onboarding
After enabling Onboarding in Provisioning, and assigning the necessary role-based permissions to the
Administrator you must configure the Onboarding solution in the tenant.
The workflow for implementing Onboarding is a multi-step process as shown below:
• Onboarding Settings [page 32]

• Role-Based Permissions for Onboarding and Offboarding [page 52]
• Configuring Onboarding Process Definition [page 88]
• Configuration of Data Model Onboarding [page 92]
• Integration of Recruiting Systems with Onboarding [page 103]
• Data Collection Process in Onboarding [page 140]
• Managing Onboarding Document Templates [page 174]
Implementation Sequence for Onboarding

To implement... You need to...
Onboarding Settings Perform the following actions in Provisioning:
1. Configuring an Applicant Status Set for Onboarding

2. Enabling Recruiting Users to Initiate Onboarding Process
3. Configuring the Day One Conversion Job
4. Integrating Onboarding with Goal Management
5. Generating Print Forms in Onboarding
6. Enabling Onboarding
30 PUBLIC Implementing SAP SuccessFactors Onboarding
To implement... You need to...
Role-Based Permissions for Onboarding Configure 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 Definition Configure and deploy a process definition to enable Onboard-
ing execute a sequence of interdependent and linked proce-
dures that are a part of its program.
Data Model Configuration for Onboarding Configure the data model in Onboarding by:
1. Synchronizing the Succession Data Model with Metadata

Framework (MDF)
2. Adding Country/Region-Specific HRIS Elements to the
Data Model
3. Adding HRIS Elements Specific to Onboarding
Integration of Recruiting Systems with Onboarding Manage the Onboarding requirements by:
1. Integrating Recruiting Management with Onboarding

2. Mapping the Data from Recruiting Management with Em-
ployee Central entities
3. Integrating an External Applicant Tracking System with
Onboarding
Data Collection Configuration in Onboarding Collect different kinds of information from the new hires by:
• New Hire Data Review by Assigned Participants

• Personal Paperwork Configuration
• Onboarding Paperwork Configuration
Document Template Management in Onboarding Configure document templates to map data collected from
new hires to customer documents required for Onboarding by:
1. Enabling DocuSign for Onboarding

2. Creating a Document Template
Implementing SAP SuccessFactors Onboarding PUBLIC 31
7.1 Onboarding Settings
In order to configure and use Onboarding, there are several settings related to the SAP SuccessFactors HXM Suite
that you must enable in Provisioning.
Prerequisite
To implement Onboarding, you should be an Employee Central certified implementation partner.
Go to Provisioning and configure the settings listed in the table for Onboarding.
 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 per-
missions available in Admin Center.
Enable BPE in UI Make Business Process Engine(BPE) related links visible on

Admin Center UI after permissions are granted.
Employee Central V2 Use Data tables and APIs.
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 re-
quired and grant permissions to each role at a granular level.
Enable Generic Objects Get Create New UI Config on the Manage Business
Configuration Page.
Effective Dated Data Platform
Honor Onboarding data model configuration.
Enable Business Configuration in Admin Tools
Enable Dependents Management
People Profile
Select... To...
Enable DocuSign Adaptor (Requires Enable Generic Objects Handle:

and Enable the Attachment Manager)
• Integration with DocuSign
• Intelligent services events From/To modules integrated
with DocuSign
This allows the Configure docusign esignature permission to

appear in Role-based permissions.
Enable Onboarding Integration BizX Onboarding Enable Initiate Onboarding action item in Recruiting Manage-
ment.
Integration (requires BizX Onboarding)
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 Suc-

cessFactors application instance which has Single Sign-On
(SSO).
 Note
• External users cannot use Single Sign-On (SSO). A
new username and password are created for them to
access the application. On day one, after the conver-
sion 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 cre-
ated from December 9, 2022 as the Identity Authen-
tication is enabled in these tenant. For more informa-
tion, refer toSetting up SAP Identity Authentication
Service for New Hires Using System for Cross-domain
Identity Management (SCIM) API [page 575]
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
Setting up SAP Identity Authentication Service for New Hires Using System for Cross-domain Identity Management
(SCIM) API [page 575]
7.1.1 Enabling Onboarding in Provisioning
The first step in configuring Onboarding is to enable the new interface in Provisioning.
Prerequisites
For Onboarding to work with SAP SuccessFactors HXM Suite, your system must be configured accordingly. For
more information about preparing your system to enable Onboarding, see Onboarding Settings [page 32].
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_DataCollectionConfigSelect Access the Data Collection Configuration
SAP_ONB2_ECDataCollectionCheck Access the Employee Central Data Collection
SAP_ONB2_PreDay1AccessCheck Configure Pre-Day One Access
SAP_ONB2_HMReviewCheck Access New Hire Data Review Configuration
SAP_ONB2_InternalHire_Configuration Access the Internal Hire Configuration
Rule Description
SAP_ONB2_ProcessClosurePeriodConfig Access the Period to Close and Archive Onboarding Proc-

esses and Tasks Configuration
The rules are associated with corresponding rule scenarios, which are also added to the system by default.
The following permission roles are added to the system by default.

• OnboardingBpeAdmin: You can assign this role to a new group, an Admin, or an existing BPE Service User
group.
• OnboardingExternalUser: You can assign this role to new hires.
The following permissions groups are added to the system by default.

• OnboardingBPEServiceUser: The users in this group can execute Business Process Engine tasks.
• SAP_ONB2_ErrorFlowAdmins: The admin users in this group can 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 Definition to DB Sync job. Refer related links for more details.
Related Information
Creating a Job
7.1.2 Configuring an Applicant Status Set to Initiate

Onboarding from Recruiting
Configure an applicant status set for Recruiting and create statuses to initiate the onboarding process from your
recruiting system.
Prerequisites
• Applicant base statuses are set up in Provisioning.
 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.
Context
The integration of your recruiting and onboarding processes involves the definition of a Hireable and Hired
status which you can set using Admin Center. These statuses enable you to initiate the onboarding process for
prospective employees (already hired candidates).
Procedure
1. Go to Admin Center Edit Applicant Status Configuration .

2. To create a status set, click Add New Status.
For more information on how to create an Applicant Status, refer to the Related Information.
3. To edit an existing status set, click Take Action Edit .

4. Select the following Hirable Options: on the Edit Status Settings page:
• Hirable: This option allows you to initiate the Onboarding process and makes the candidate appear on the
Manage Pending Hire page.
• Hired: This option ensures that the conversion job runs successfully and the candidate is converted into an
employee on the start date.
 Note
A status set can contain only one hireable status and only one hired status.
5. Click Save.
Results
After configuring the applicant status set, you will find an option to initiate onboarding for candidates with a
corresponding applicant status as configured.
 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 [page 54]
7.1.3 Allowing Recruiting Users to Initiate the Onboarding

Process
To allow Recruiting users to initiate the onboarding process, add permission settings related to Onboarding in the
Job Requisition template.
Prerequisites
Configuring the applicant status set, to initiate onboarding for candidates with a corresponding applicant status.
Refer to the Related Information.
Context
The permission settings work with the applicant status set that you have configured for Onboarding. Grant
permissions for Onboarding in the Job Requisition Template XML for each applicant status that allows recruiting
users to initiate onboarding.
You can grant the permissions from:
• Admin Center Manage Templates tool.
 Note
This option requires access to the Job Requistion Template.
• Provisioning.
 Remember
Support.
Procedure
1. Go to Provisioning, under Managing Recruiting, select Import/Update/Export Job Requisition Template.
If you have an existing active Job Requisition Template, export the template to make the changes. The template
gets exported in the XML format.
2. To add the permission settings, append the following code in the Job Requisition Template:
 Sample Code
<feature-permission type="onboarding">
<description><![CDATA[R can initiate Onboarding during statuses with a
Hireable category]]></description>
<role-name><![CDATA[S]]></role-name>
<role-name><![CDATA[T]]></role-name>
<role-name><![CDATA[O]]></role-name>
<role-name><![CDATA[R]]></role-name>
<role-name><![CDATA[G]]></role-name>
<role-name><![CDATA[W]]></role-name>
<role-name><![CDATA[Q]]></role-name>
<role-name><![CDATA[GM]]></role-name>
<role-name><![CDATA[GMM]]></role-name>
<role-name><![CDATA[GMMM]]></role-name>
<status><![CDATA[Hireable]]></status>
</feature-permission>
<feature-permission type="onboarding">
<description><![CDATA[R can launch on-boarding emails during statuses
with a Hired category]]></description>
<role-name><![CDATA[S]]></role-name>
<role-name><![CDATA[T]]></role-name>
<role-name><![CDATA[O]]></role-name>
<role-name><![CDATA[R]]></role-name>
<role-name><![CDATA[W]]></role-name>
<role-name><![CDATA[Q]]></role-name>
<role-name><![CDATA[GM]]></role-name>
<role-name><![CDATA[GMM]]></role-name>
<role-name><![CDATA[GMMM]]></role-name>
<status><![CDATA[Hired]]></status>
</feature-permission>
For more information on the Recruiting Operator fields, Designators, and Relational Recruiting Operators refer
to The Recruiting Operators topic in the Related Links.
3. Upload the Job Requisition Template updated with the permission settings.
4. Go to Admin Center Manage Permission Roles .
The Permission Role List page opens.

5. To grant the permission, select all relevant roles that have the authorization to initiate onboarding and click
Permissions.
6. Select Onboarding Initiate Permission under User Permissions Recruiting Permissions .
Results
Recruiting users belonging to the selected role gets an option to initiate onboarding process for eligible candidates.
Next Steps
Configure the Initiate Onboarding button to appear on Job Requisition page.
Related Information
The Recruiting Operators
7.1.3.1 Allowing Recruiting Users to Enable Onboarding for

Job Requisitions
Configure the settings to allow the recruiting user to enable Onboarding for either all Job Requisitions, or only
certain Requisitions.
Prerequisites
Enable Onboarding Initiate Permission. For more information on Permissions, see List of Role-Based Permissions
in Related Links.
Context
The recruiting user can set the criteria for the requisitions, which will have Onboarding applied.
Procedure
1. Go to Admin Center Onboarding Integration Setup .
The Onboarding Integration Setup page opens.

2. Enter the number of days, after which a candidate can be reonboarded in the Restrict the onboarding of
applicants who has been onboarded within past (days) field.
If a recruiting user attempts to re-onboard a candidate before this period expires, a dialog box will display,
notifying the user that the candidate has already been onboarded.
 Note
By default, the Restrict the onboarding of applicants who has been onboarded within past (days) field is set
to 90 days.
3. You can enable Onboarding for either all Job Requisitions, or only certain Requisitions.
 Note
The Apply Onboarding to all Job Requisitions option is enabled by default.
You can choose certain Requisitions by clicking Apply Onboarding to Job Requisitions that meet ANY of
the following criteria. Use the provided dropdown menu to set criteria for the requisitions, which will have
Onboarding applied.
You can only limit Onboarding to Requisitions based on one field or criteria. Selection of multiple criteria is not
possible. For example, a client may only want to onboard hires in the United States, and so could make the
Onboarding options available only on US requisitions.
Results
Initiate Onboarding is visible on all the job applications or the selected applications as per configuration.
Related Information
List of Role-Based Permissions
7.1.4 Configuring the Day One Conversion Job in Provisioning
To convert a new hire to an internal user on their start date, configure the day one conversion job in Provisioning.
Context
New hires can access your SAP SuccessFactors system before their start date as an external user with limited
access. To provide a smooth transition, you must configure a job to convert new hires from external to internal
users on their first day.
 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
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 Configuring Timezone in Employee Central in Related Links.
4. Select a value for the Business Start Hour job parameter.
This parameter checks for the external user's start time in their local time zone. For example, if the parameter
is set to 8 a.m., users located in Germany will be converted to employees before users in the United States, as
both will be converted at 8 a.m. local time.
5. Complete the remaining required information and click Create Job.
6. To submit the job, go back to the job list and under Actions select Submit.
Results
Once the conversion job runs successfully, new hires are converted to internal users on their start date.
Related Information
SAP Note 2090302
7.1.5 Configuring Additional Onboarding Jobs in Provisioning
Set up and run automatic jobs in Provisioning to update compliance metadata records, archive onboarding and
offboarding processes, and find the locations where new hires need to join on their first 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
Context
Configure 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 configura-
tion tasks.
Where To Go Sync Fetches the locations where new hires must join on their first
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 Job Job Type
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
7.1.6 Configuring Goal Management for Onboarding in

Provisioning
As a hiring manager or a participant of the Onboarding process you can include the task of assigning goals to
the new hires in the Onboarding program. If you have SAP SuccessFactors Goal Management configured in your
system, you can create onboarding tasks based on your existing goals template.
Context
To configure Goal Management, you must enable the settings related to Goal Management from Provisioning.
 Remember
On the New Hire Tasks configuration page, you can select a Goal Plan template that meets your requirement. You
can also reuse an existing Goal Plan template.
 Note
Unlike, Onboarding 1.0 where the only goal plan that would integrate was the New Hire plan and it had to have a
specific ID like 101, in Onboarding 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
dropdown is, any user accessing the "goals" or "objectives" hyperlink,
or tab within the application will invoke the Total Goal Man-
agement module.
Project Teams
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 flat file instead of the UI.
Enable Group Goals 2.0 Push-down Update for Inactive Users Enable this option to assign a group goal to inactive users.
 Note
The settings appear in reference to Goal or Objective management depending on the option you choose for
the Change Objective into. The above settings are shown in reference to Goal management.
3. Additionally, you must also configure a Goal template.
Before you start configuring the template for goal plans, under <role-name><![CDATA[*]]></role-name>
section, add the following permissions:
 Sample Code
<permission for="create">
<field-permission type="write">
<field-permission type="read">
When configuring the template for goal plans, edit the goal plan XML file. For more information about
configuring Goal templates, refer to the Related Information section.
Related Information
Configuring Goal templates
7.1.7 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 significant amount of information is gathered from the onboarding candidate.
Although this information is in electronic form, situations can demand a physical copy of new hire data to aid the
onboarding process.
To activate the Enable Print Forms Generation setting in Provisioning, a Print Forms Service (PFS)/ SAP Business
Technology Platform URL and API credentials are required.
 Remember
Related Information
Managing Onboarding Document Templates [page 174]
7.1.7.1 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
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 field is prefilled. 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.
Fields Description
BizX URL * Enter your application URL.
Requestor Email Address * By default this field 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.
• 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 configure 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.
7.1.7.2 Enabling Print Forms Service in Provisioning
Once you obtain the Print Forms Service URL and API credentials, you can configure 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 fields.
5. Click Save Feature.
Results
You can now generate PDF forms with Data coming from ECV2/Go Object fields using the uploaded form
templates.
7.1.8 Configuring the Event Reason for New Hire
Configure the Event Reason to create a new hire user record in Employee Central.
Procedure
1. Go to Admin Center Manage Organization, Pay and Job Structures, and enter Event Reason , and enter
Event Reason in Create New: dropdown box.
2. Provide the Event ID as newHire.
3. Provide a Name and a Description for the Event and set the Status to Active.
4. Select Hire from the Event dropdown and choose Save.
Results
You’ve configured the Event Reason for the new hire. The hiring manager should have Role-Based Permission for
Event Reason. For more information refer to the Role-Based Permissions for Administrators in Onboarding and
Offboarding topic.
Related Information
7.1.9 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 This event is published after Post completion of New Hire Process
the candidate the onboarding is initialized. Data Review.
External User Eligible for Hire This event is raised to Em- Post completion of Process Process
ployee Central to notify the Variant Manager tasks.
Onboarding external user is el-
igible for hire.
Change of Equipment Request This event is raised when When equipment activity sta- ONB2EquipmentActivity
Status equipment request status has tus is changed from Tasks.
been changed.
Event for Restarting Onboard- This event is raised to restart When Onboarding process is Process
ing Process the Onboarding process. restarted manually, or auto-
matically.
Onboarding is cancelled for This event is published after When Onboarding process Process
the candidate the onboarding is cancelled. is cancelled from the Dash-
board.
External User Hiring Com- This event is published to no- When the external user is Process
pleted tify that the hiring process for marked as hired after comple-
an external user is complete. tion of the Manage Pending
Hire step and any approval
workflows in Employee Cen-
tral.
Onboarding Step Complete This event is raised after a On completion of Process Var- Process
step in Onboarding has been iant Manager step.
completed.
Event Name Description Trigger Point Entity
External user to Internal user This event is published after Day one after conversion job. candidate
conversion the external user to internal
user conversion for postday1
data.
Related Information
Intelligent Services
7.1.10 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 field.
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.
7.1.11 Creating Onboarding Option in SourceOfRecord Picklist
Create the Onboarding option in the SourceOfRecord picklist if it isn’t already present.
Context
The SourceOfRecord field is the key field to distinguish if employees are recorded inside or outside of Employee
Central. The customer must define the SourceOfRecord picklist. For Onboarding, onboardees are stored in
Employee Central, and the SourceOfRecord field has the value ‘ONB’. A value of ‘ONB’ 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.
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.
7.2 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 specific
employment.
• Run business rules specifically 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 configure 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.
• New hire is converted to an employee.
• New hire data is purged.
• The ONB2Process close job is completed.
7.3 Role-Based Permissions for Onboarding and Offboarding

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

Identify and grant role-based permissions for administrators.
Role-Based Permissions for Onboarding and Offboarding Tasks [page 65]

You can set permissions for each type of onboarding task separately, allowing you to define who does what
for each step of your onboarding process.
Role-Based Permissions for Email Services [page 78]

You can grant specific permissions to configure and manage email services for Onboarding.
Role-Based Permissions for New Hires as External Users [page 80]

Before their start date, you can grant new hires access to the system as external users.
Role-Based Permissions for New Hire and Internal Hire Data Review [page 85]
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 [page 86]
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
Onboarding on the Home Page [page 21]

What Are Role-Based Permissions?
Adding a New Parameter to a Dynamic Group Filter to Extend Permissions
7.3.1 Role-Based Permissions for Administrators in Onboarding
and Offboarding
Identify and grant role-based permissions for administrators.
As an Admin of Onboarding / Offboarding, you need to enable all the permissions listed in the table. For specific
requirements, refer to the Result column in the table to decide the permissions you want to enable.
 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 Information section.
Under User or Admin-

Solution istrator Permissions? Permission Location Permission Name Result
Onboarding User Compliance Object Per- Compliance Form Data Allows you to view,
missions edit, import, and export
compliance form data.
Onboarding User Compliance Object Per- Compliance Process Allows you to view,
missions Task edit, import, and ex-
port compliance proc-
ess tasks.
Onboarding User Compliance Object Per- Compliance Process Allows you to view,
missions edit, import, and export
compliance processes.
Onboarding User Compliance Object Per- Compliance Form Sig- Allows you to view,
missions nature edit, import, and export
compliance form signa-
tures.
Onboarding User Compliance Object Per- Compliance Document Allows you to view,
missions Flow edit, import, and export
compliance document
flows.
Onboarding User Compliance Object Per- Assigned Compliance Allows you to view,
missions Form edit, import, and ex-
port assigned compli-
ance forms.
Onboarding User Compliance Object Per- I-9 User Data Allows you to view and
missions edit Form I-9 user data.
Onboarding User Compliance Object Per- I-9 User Data.User Data Allows you to view and
missions Documents edit Form I-9 User Data
Documents.
Onboarding User Compliance Object Per- I-9 User Data.Transla- Allows translators to
missions tors view, edit, create, and
adjust the Form I-9.
Onboarding User Compliance Object Per- I-9 Audit Trail Allows you to view I-9
missions Audit Trail.
Onboarding User Onboarding or Off- ONB2EVerifyData Allows you to view and

boarding Object Per- edit E-Verify process-re-
missions lated data.
Onboarding Admin Onboarding or Off- EverifyConfig Allows you to enable E-

boarding Admin Object Verify feature.
Permissions
Onboarding User Recruiting Permissions Recruit-to-Hire Data Allows you to map fields
Mapping for the recruit-to-hire
process.
Onboarding User Recruiting Permissions Onboarding Initiate Per- Allows you to find the
mission option to initiate on-
boarding for the new
hires.
Onboarding User Employee Data First Name Allows you to view

the new hire's first
Last Name
name, last name, and
Status status on the Onboard-
ing dashboard.
Onboarding User Employee Central Effec- Location In Job Information, set

tive Dated Entities the fields for Job Title
Job Classification
and Location to visible
if you use the People
Search in People Profile
enabled systems.
Onboarding User General User Permis- User Search Allows you to view the
sion list of new hires on the
Onboarding dashboard.
Onboarding User Onboarding or Off- Show Compliance Allows you to view

boarding Permissions Forms Status on the the status of the com-
Dashboard pliance forms on the
dashboard.
Onboarding User Onboarding or Off- Show Onboarding Tasks Allows you to view the
boarding Permissions Status on the Dash- status of the onboard-
board ing tasks on the dash-
board.
Onboarding User Onboarding or Off- Show Data Collection Allows you to view the
boarding Permissions Status in Dashboard data collection status
on the dashboard.
Onboarding User Onboarding or Off- Show Form I-9 and E- Allows you to view the
boarding Permissions Verify Status on the status of Form I-9 and
Dashboard E-Verify on the dash-
board.
Onboarding User Onboarding or Off- Hide Onboarding Dash- Allows you to hide the
boarding Permissions board Onboarding Dashboard
tile on the home page.
Onboarding Admin Employee Central API Employee Central Foun- This permission gives a
dation OData API (read- user read access to the
only) Foundation OData API.
Onboarding User Onboarding or Off- View Documents Per- Allows you to view the
boarding Permissions mission documents that are
generated using XDP
and PDF templates.
Onboarding User Onboarding or Off- Document Category Ac- Grants user access to
boarding Permissions cess all document categories
or to specific document
categories.
Platform Admin Manage Document Cat- Document Category Ac- Grants user access to
egories cess all document categories
or to specific document
categories.
Onboarding Admin Manage Business Con- Select the options you This permission allows
figuration need for your scenario you to use the Business
Configuration UI, where
you can make changes
to the Succession Data
Model directly, without
accessing Provisioning.
Onboarding Admin Manage Document Manage Document Allows you to view and
Offboarding Generation Template edit the document tem-
plate.
Onboarding Admin Manage Document Manage Document Allows you to map

Offboarding Generation Template Mapping document template
variables.
Onboarding Admin Manage Hires Rehire Inactive Em- Allows you to perform
ployee with New Em- rehire verification.
ployment (by ‘match’ in
You need this permis-
New Hire)
sion to rehire a former
employee with new em-
ployment.
Onboarding Admin Manage Hires Rehire Inactive Em- Allows you to perform
ployee (by ‘match’ in rehire verification.
New Hire)
sion to rehire a former
employee based on one
of their old employment
records with the com-
pany.
Onboarding User Employee Data Event Reasons Allows the hiring man-
New Hire ager to view the new
(NEW_HIRE) hire user record in Em-

ployee Central.
Onboarding Admin Manage Instance Syn- Sync RBP Permission Allows you to sync Role-
chronization Roles based Permission Roles
between two instances.

sion to sync Onboard-
ing-related permission
roles between instan-
ces.
Onboarding Admin Manage Instance Syn- Sync MDF Picklist Allows you to sync MDF
chronization picklists between two
instances.

sion to trigger email no-
tifications with dynamic
group recipient builder.
Onboarding Admin Manage Instance Syn- Sync RBP Permission Allows you to sync
chronization Groups Role-based Permission
Groups between two in-
stances.

sion to sync Onboard-
ing-related permission
roles between instan-
ces.
Onboarding Admin Manage Document Generate All Docu- Allows you to trigger
Offboarding Generation ments as Admin document generation
for users from the
Document Generation
– Generate Document
page.
Onboarding Admin Manage Onboarding or Administrate Onboard- Allows you to man-

Offboarding Offboarding ing or Offboarding con- age Onboarding and
tent Offboarding content in-
cluding configuration
settings and document
templates.
Onboarding Admin Manage Onboarding or Enable Object Visibility Allows you to make
Offboarding for External Hires objects visible to new
hires during the Per-
sonal Data Collection
step
Onboarding Admin Manage Onboarding or Cancel Onboarding Per- Allows you to cancel on-
Offboarding mission boarding processes.
Onboarding Admin Manage Onboarding or Restart Onboarding Allows you to restart

Offboarding Permission onboarding processes.
Onboarding User Manage Onboarding or Delegate Onboarding Allows you to delegate

Offboarding Task Permission a new hire task or a
custom task from your
queue.
Onboarding Admin Manage Onboarding or Permission to Cancel Allows you to cancel

Offboarding Offboarding Offboarding Offboarding processes.
Onboarding Admin Manage Onboarding or Initiate Onboarding API Allows you to initiate
Offboarding Permission Onboarding through
OData API.
Onboarding Admin Manage Onboarding or Access New Hire Data Allows you to view and
Offboarding Permission edit the new hire data.
Onboarding Admin Manage Onboarding or Update New Hire Data Allows you to use the
Offboarding for External HRIS updateFromExtern
alHrisONB API to up-
sert data.
Onboarding Admin Onboarding or Off- AustraliaSuperannua- Allows you to config-

boarding Admin Object tionConfig ure the superannuation
Permissions fund in the Australia
Compliance flow.
Onboarding Admin Onboarding or Off- FieldMetaOverrideCon- Allows you to override

boarding Admin Object figuration the default configura-
Permissions tions in compliance
forms
Onboarding Admin Onboarding or Off- Onboarding Read Ac- Allows you to configure
boarding Admin Object cess Logging Configura- fields as Sensitive Per-
Permissions tion sonal Data (SPD) fields.
Onboarding Admin Onboarding or Off- ComplianceConfigura- Allows you to enable or

boarding Admin Object tion disable Compliance fea-
Permissions tures.
Onboarding Admin Onboarding or Off- Onboarding Configura- Allows you to configure

tion
boarding Admin Object the e-Signature settings
Permissions and to manage the On-
boarding programs.
Onboarding Admin Onboarding or Off- ONB2OffboardingActi- Allows you to configure

vitiesConfig
Offboarding boarding Admin Object and manage the Off-
Permissions boarding tasks used in
Offboarding programs
in your system.
Onboarding Admin Onboarding or Off- ONB2ProcessVariant Provides you with view

boarding Admin Object and edit permissions to
Permissions manage different busi-
ness processes.
Onboarding Admin Onboarding or Off- ONB2ProcessVariant- Allows you to edit the

boarding Admin Object Step Process Variant Man-
Permissions ager steps.
Onboarding Admin Onboarding or Off- ONB2Responsibility- Allows you to config-

Config
Offboarding boarding Admin Object ure responsible roles for
Permissions the Onboarding and Off-
boarding tasks in your
system.
Onboarding Admin Onboarding or Off- Onboarding Admin Con- Allows you to configure
boarding Admin Object figuration Item if SAP SuccessFactors
Permissions eSignature or DocuSign
must be used for elec-
tronic signature.
Onboarding Admin Onboarding or Off- Onboarding Program Provides you with view
boarding Admin Object and edit permissions
Permissions to manage Onboarding
programs.
Onboarding Admin Onboarding or Off- Trigger I-9 Flow Allows you to trigger the
boarding Admin Object Form I-9 flow.
Permissions
Onboarding Admin Configure DocuSign Configure DocuSign Provides access to the

Offboarding eSignature eSignature admin tool for config-
uring the DocuSign
eSignature.
Onboarding Admin Configure DocuSign Manage DocuSign en- Provides access to the
Offboarding eSignature velopes admin tool for man-
aging DocuSign enve-
lopes.
Onboarding User Onboarding or Off- Select the options that The permissions you
boarding Object Per- best fit your scenario select, determine the
missions level of access for
each type of onboarding
task.
Onboarding User Onboarding or Off- Access Additional On- This permission allows
boarding Permissions boarding Data Permis- you to view the new
sion hire's additional on-
boarding data.
Onboarding User Employee Data Report No-Shows This permission allows

you to set employees as
no-shows.
Onboarding User Onboarding or Off- Complete Data Collec- This permission allows
boarding Permissions tion Tasks you to complete the
data collections tasks
on behalf of the new
hire.
Onboarding User General User Permis- User Login Allows you to log on to
sion the application.
 Note
Required for all
users.
Onboarding User General User Permis- Permission to Create Select the forms you
sion Forms want to provide per-
mission to create. For
administrators in On-
boarding, it is recom-
mended to select All.
Onboarding Admin Metadata Framework Configure Object Defini- Allows you to manage
tions MDF object definitions.
Onboarding Admin Metadata Framework Access to non-secured This permission allows

objects a user to access in-
formation provided by
MDF objects.
Onboarding Admin Metadata Framework Import Permission on Allows a user to import

Metadata Framework data related to the Met-
adata Framework.
Onboarding Admin Metadata Framework Manage Data Allows a user to man-

age data related to the
Metadata Framework.
Onboarding Admin Metadata Framework Configure Business Allows you to configure

Rules business rules related
to MDF objects.
Onboarding Admin Metadata Framework Manage Configuration Provides access to the

UI Manage Configuration
admin tool.
Onboarding Admin Metadata Framework Manage Positions Allows you to manage

the MDF Position ob-
ject.
Onboarding Admin Metadata Framework Manage Sequence Provides access to

required processes re-
lated to MDF objects.
Onboarding Admin Metadata Framework Access to Business Rule Provides access to the
Execution Log business rule execution
log, with the option of
including a permission
for downloading the log.
Onboarding Admin Metadata Framework Manage Mass Changes Provides access to

for Metadata Objects required processes re-
lated to MDF objects in
Onboarding.
Onboarding Admin Metadata Framework Admin access to MDF Provides access read all
the MDF OData API en-
OData API
tities.
Onboarding Admin Configure Document Configure Document Provides access nec-

Offboarding Management Management essary for managing
documents related to
Onboarding and Off-
boarding.
Onboarding Admin Manage Hires Include Inactive Em- Allows you to access
ployees in the search the data of the new
hires.
User HomePage v3 Tile Homepage v3 To-Do tile Provides access to the

Group Permission group home page tiles for to-
do notifications.
To provide access to the

other home page tiles,
select the correspond-
ing permissions.
Onboarding User General User Permis- Permission to Create You can choose from
sion Forms the following templates
to provide permission
to create the forms:
• B1311 -Job Requi-

sition Template
- RCM-OB Integra-
tion Latest
• ECTQA04-Job
Requisition Tem-
plate - RCM-OB-EC
• FO-GO ECTQA04-
Job Requisition
Template - RCM-
OB-EC
• Offer Detail Tem-
plate
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 se-
lect multiple templates.
Onboarding User Goals New Group Goal Crea- Allows you to create
Group Goals.
tion
Onboarding User Goals Goal Plan Permissions Allows you to access

the goal plans.
Onboarding User Compliance Object Per- AssignedCompliance- Allows you to view the
missions Form web forms assigned to
the new hire.
Onboarding User Compliance Object Per- ComplianceDocument- Allows the new hire to
missions Flow access the document
workflow.
Onboarding User Compliance Object Per- ComplianceFormData Allows the new hire to
missions view and sign the com-
pliance forms to gener-
ate PDF documents.
Onboarding User Compliance Object Per- ComplianceProcess Allows you to view

missions and complete the web
forms assigned to the
new hire.
Onboarding User Compliance Object Per- ComplianceUserData Allows the new hire to
missions enter data and save a
compliance form.
Onboarding Admin Manage Business Proc- Process Management Allows you to grant ac-
ess Engine cess to the BPE: Moni-
tor Process.
Onboarding Admin Employee Central API Employee Central HRIS Allows you to view data
OData API (read-only) in the Manage Pending
Hire step.
Parent topic: Role-Based Permissions for Onboarding and Offboarding [page 52]
Related Information

Assigning Permissions to a Role
Assigning Target Populations to a Role
7.3.2 Role-Based Permissions for Onboarding and Offboarding
Tasks
You can set permissions for each type of onboarding task separately, allowing you to define who does what for each
step of your onboarding process.
The permission you grant for an onboarding task determines whether it's an actionable task for that participant or
just a trackable task.
 Example
You assign the hiring manager edit permission for the welcome message task. Users in that role can then write
the message for new hires on their team. You may also assign the view permission to the hiring manager's
manager and your onboarding coordinator, so they can track the progress or send reminders.
Task permissions are used together with onboarding programs, responsibility groups, and the business rules that
control them. Grant permissions to users based on their onboarding programs and the onboarding tasks assigned
to them.
 Note
If a user is assigned to a task for which they have editing permission, that task is added to their Home Page
to-do tiles.
All the permissions required for accomplishing the tasks in Onboarding are listed in the table.

Onboarding Admin Onboarding or Off- Onboarding Program Enables participants to

boarding Object Per- configure the Onboard-
Offboarding
missions ing Program welcome
message. Allows you to
view and edit the de-
fault welcome message.
Full permission recom-
mended for Hiring Man-
ager role.
Onboarding User Onboarding or Off- Custom Task Allows users to create

boarding Object Per- custom tasks.
Offboarding
missionss
You can assign View and
Edit access to this per-
mission.
Onboarding User Onboarding or Off- Custom Task Definition Allows users to define
Offboarding
missionss
mission.
Onboarding User Onboarding or Off- Delegatable Task Allows users to delegate

Offboarding
missionss
You can assign View,
Edit, and Import/Export
access to this permis-
sion.
Onboarding User Compliance Object Per- Compliance Form Allows users to access
missions the compliance form.
You can assign View ac-

cess to this permission.
Onboarding User Compliance Object Per- Compliance Allows users to view the
missions Form.metadataForForm fields in the compliance
Fields form.
(FormFieldMetadata)
Onboarding User Compliance Object Per- Compliance Allows users to access

missions Form.metadataForPDFs the compliance form
(FormPDFMetadata) data in PDF form (form
signature & locale PDF
mapping)


missions Form.metadataForPDFs. the compliance form
formSignatures data in PDF form (form
(FormPDFSignatureMet signature & locale PDF
adata) mapping)


missions Form.metadataForPDFs. the compliance form
pdfMetadataForLocales data in PDF form (form
(FormPDFLocaleMetada signature & locale PDF
ta) mapping)


missions Form.metadataForUi the compliance form
(FormUIMetadata) data in UI form.


missions Form.metadataForUi.m the compliance form
etadataForLocales data in UI form with dif-
(FormUILocaleMetadata ferent locales.
)
Onboarding User Compliance Object Per- Form Group Metadata Allows users to view
missions compliance forms as-
sociated to a specific
country.
Onboarding User Compliance Object Per- FormGlobalFilter Allows users to filter

missions forms by country and
state.

mission.
Onboarding User Compliance Object Per- FormSelectionFilter Allows users to filter

missions forms by version.

Onboarding Admin Compliance Object Per- Compliance Form Data Allows admins to ac-
missions cess compliance form
data.

sion.
Onboarding Admin Compliance Object Per- Compliance Process Allows admins to ac-
missions Task cess compliance proc-
ess tasks..

sion.
Onboarding Admin Compliance Object Per- Compliance Process Allows admins to ac-
missions cess compliance proc-
esses.

sion.
Onboarding Admin Compliance Object Per- Compliance Form Allows admins to ac-
missions cess compliance form
Signature
signatures.

sion.
Onboarding Admin Compliance Object Per- ComplianceDocumentFl Allows admins to ac-

missions cess compliance docu-
ow
ment flows.

sion.
Onboarding Admin Compliance Object Per- AssignedComplianceFor Allows admins to ac-

missions cess assigned compli-
m
ance forms.

sion.
Onboarding User Onboarding or Off- Asset Task Enables participants to

boarding Object Per-
Offboarding list and track the or-
missions
ganization's assets that
the employees leaving
the organization must
return before their last
working day.

mended for:
• Hiring manager
• Hiring manager's
manager
• Onboarding coordi-
nator
• Offboarding coordi-
nator
• HR admin
• System admin
 Note
You should enable
Offboarding for the
Asset task to ap-
pear.
Onboarding User Onboarding or Off- Buddy Task Enables participants to

view or edit Assign a
missions
Buddy activity.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Document Data Enables participants to

Offboarding view or edit New Hire
missions
data.
It also provides View

permission to all the
users who would be us-
ing the e-Signature sol-
ution.
View permission recom-

mended for:
• Hiring manager
manager
nator
• HR admin
Onboarding User Onboarding or Off- Document Template Enables participants to

Offboarding view or edit document
missions
template.
It also provides View

permission to all the
users who would be us-
ing the e-Signature sol-
ution.

mended for:
• Hiring manager
manager
nator
• HR admin
Onboarding User Onboarding or Off- Document Flow Enables participants to

Offboarding view or edit document
missions
collection status.

mended for:
• Hiring manager
manager
nator
• HR admin
Onboarding User Onboarding or Off- Central Orientation Enables participants to

boarding Object Per- Meeting schedule Central Orien-
missions tation meetings.
Onboarding User Onboarding or Off- Checklist Task Enables participants

boarding Object Per- to create a checklist.
missions Full permission recom-
mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Configuration for Enables participants to

boarding Object Per- Prepare for Day One view or modify the con-
missions Task figuration for Prepare
for Day One Task.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Equipment Task Enables participants

boarding Object Per- to view/edit furnished
missions equipment orders.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Equipment Type Enables participants to

Offboarding boarding Object Per- view/edit equipment
missions types.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Equipment Type Value Enables participants to

Offboarding boarding Object Per- view/edit equipment
missions type value.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Meeting Task Enables participants to

Offboarding boarding Object Per- schedule meetings.
missions
mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Goal Task Enables participants to

boarding Object Per- set up goals.
missions
mended for:
• BPE Service user

• Future manager
Onboarding User Onboarding or Off- Message Task Enables participants to

boarding Object Per- view, set, and update
missions the Welcome Message
for the new hire.

mended for:
• Hiring manager
team
• Future manager
Onboarding User Onboarding or Off- ONB2DashboardFilter Enables participants to

boarding Object Per- view or modify the
missions dashboard filter.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Onboarding data Enables participants to

boarding Object Per- collection configuration view or modify data col-
missions lection configurations.

mended for:
• Hiring manager
Onboarding User Onboarding or Off- ONB2I9Data Enables participants to

boarding Object Per- view or modify On-
missions boarding US I-9Forms.

mended for:
• Hiring manager
Onboarding User Onboarding or Off- ONB2ProcessResponsib Enables you to view

boarding Object Per- le and modify ONB2Proc-
missions essResponsible object.
The ONB2ProcessRes-
ponsible object allows
you to set responsible
users for various on-
boarding tasks, for ex-
ample, new hire tasks,
and review new hire
data.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Knowledge Transfer Enables participants to

Offboarding boarding Object Per- Plan view or modify knowl-
missions edge transfer plan.

mended for:
• Hiring manager
Onboarding User Onboarding or Off- Knowledge Transfer Enables participants to

Offboarding boarding Object Per- Task view or modify knowl-
missions edge transfer task ac-
tivity.

mended for:
• Hiring manager
Onboarding User Onboarding or Off- Process Trigger Enables participants

Offboarding boarding Object Per- to trigger Onboarding
missions and Offboarding proc-
ess flow.

mended for:
• Hiring manager
manager
nator
• Offboarding coordi-
nator
• HR admin
• System admin
Onboarding User Onboarding or Off- Process Enables participants to

Offboarding boarding Object Per- access new hire's de-
missions tails on the Dashboard.

mended for:
• Hiring manager
manager
• Future manager
nator
• HR admin
• System admin
Onboarding User Onboarding or Off- ONB2ScheduledMessag Enables participants to

Offboarding boarding Object Per- eActivity view or modify the Fare-
missions well message.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Prepare for Day One Enables participants to
view or edit the supple-
boarding Object Per- Task
mental items. Full per-
missions
mission recommended
for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Checklist Task Enables participants to

boarding Object Per- create a checklist.
missions Full permission recom-
mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Recommended People Enables participants to

boarding Object Per- Task view, add, or remove
missions recommended people
for new hire.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Recommended Link Enables participants to

boarding Object Per- Task view or modify recom-
missions mended links.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- Where To Go Task Enables participants to

boarding Object Per- view or edit supplemen-
missions tal item locations.

mended for:
• Hiring manager
• Future manager
Onboarding User Onboarding or Off- OnboardingInfo Enables participants to

boarding Object Per- view and edit process
missions flows including New
Hire Data Review, Per-
sonal Data Collection,
and Manage Pending
Hires among others.

mended for:
• Hiring manager
Onboarding User Compliance Object Per- I-9 User Data Allows you to view and
missions edit Form I-9 user data.
Onboarding User Compliance Object Per- I-9 User Data.User Data Allows you to view and
missions Documents edit Form I-9 User Data
Documents.
Onboarding User Compliance Object Per- I-9 User Allows translators to

missions Data.Translators view, edit, create and
adjust the Form I-9.
Onboarding User Onboarding or Off- Complete Data This permission allows

Collection Tasks you to complete the
boarding Permissions
data collections tasks
on behalf of the new
hire.
Onboarding User Compliance Object Per- AssignedComplianceFor Allows you to view the
missions m web forms assigned to
the new hire.
Onboarding User Compliance Object Per- ComplianceDocumentFl Allows the new hire to
missions ow access the document
workflow.
Onboarding User Compliance Object Per- ComplianceFormData Allows the new hire to
missions view and sign the com-
pliance forms to gener-
ate PDF documents.
Onboarding User Compliance Object Per- ComplianceProcess Allows you to view

missions and complete the web
forms assigned to the
new hire.
Onboarding User Compliance Object Per- ComplianceUserData Allows the new hire to
missions enter data and save a
compliance form.
Onboarding User Employee Data Employment Details Allow the new hires
Edit
to edit the compliance
forms.
Onboarding User Employee Data Employment Details Allow the new hires
MMS
to view the compliance
forms.
Related Information

7.3.3 Role-Based Permissions for Email Services
You can grant specific permissions to configure and manage email services for Onboarding.
 Note
For those permissions that offer Field Level Overrides, you can restrict a specific field so that users in the
applicable role cannot view or edit that field (not applicable to mandatory fields).

Onboarding Admin Configure Email Frame- Configure Email Cate- Email category repre-
Offboarding work Permissions gories sents a certain email
template group, such
as the Buddy Category:
category for buddy as-
signment and removal.
It also includes rules for
building email message
attributes, such as re-
cipient and content.
Onboarding Admin Configure Email Frame- Configure Email Trig- Triggers can be ap-
Offboarding work Permissions gers plied as rules for send-
ing emails. For exam-
ple, Buddy Assignment
Cancellation Trigger:
Notify the assigned
buddy that the task has
been reassigned to a
different colleague.
Onboarding Admin Configure Email Frame- Configure Email Tem- Email Template pro-
Offboarding work Permissions plates vides a specific email
form generated by cer-
tain conditions and
rules.
Onboarding Admin Configure Email Frame- Configure Audit Trail This allows you to dis-
Offboarding work Permissions play a list of emails sent
by the system. The Ac-
tions you can take in-
clude: View Email, Re-
send, and Display De-
tails.
Onboarding Admin Configure Email Frame- Allow Resend Emails This allows you to
Offboarding work Permissions trigger new reminder
emails and complete
or edit the To and CC
fields.
Onboarding Admin Metadata Framework Configure Business Allows you to configure

the business rules as-
Rules
sociated with your on-
boarding programs.
Onboarding Admin Metadata Framework Configure Object Defini- Allows you to configure
object definitions.
tions
Onboarding Admin Email Framework Ob- EmailMessage Provides access neces-

Offboarding ject Permissions sary for managing email
messages sent by the
system.
Onboarding Admin Email Framework Ob- EmailReminderState Provides access neces-

reminders to be sent
to the New Hire/Em-
ployee. These objects
track an email’s re-
minder status and its
last sent timestamp.
Onboarding Admin Email Framework Ob- EmailTemplate Provides access neces-

forms (or templates)
present in the system.
Onboarding Admin Email Framework Ob- EmailTrigger Provides access neces-

rules used for sending
different types of emails
to the New Hire/Em-
ployee.
Onboarding Admin Email Framework Ob- EmailTriggerCategory Provides access neces-

Offboarding ject Permissions sary for managing cat-
egories of emails that
are triggered by the sys-
tem.
Related Information

7.3.4 Role-Based Permissions for New Hires as External Users
Before their start date, you can grant new hires access to the system as external users.
The OnboardingExternalUser permission role is provided with your Onboarding solution. You can assign this role to
new hires before their start date to grant them limited access to your system.
 Note
As a manager or an admin you should have the authorization for external user group within your role.
Create the External User role by clicking Create New Role for External User in the Permission Role List. Only the
permissions listed in the table are granted to the OnboardingExternalUser role, which you can edit as required.
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
Permissions? Permission Location Permission Name Purpose/Note
User General User Permission User Login Provides access to your sys-
tem.
In addition to external user,

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

for:
• Hiring manager
ager
• HR admin
• System admin
User Homepage v3 Tile Group Per- Homepage v3 Onboarding tile To view all the Onboarding
mission group tiles. For example, all the
meetings that are scheduled
for the new hire, and the wel-
come messages sent to the
new hire by clicking on these
tiles.

for:
• Hiring manager
ager
• HR admin
• System admin
User Employee Data HR Information Select the view and edit field
options that best fit your re-
quirements.
User Employee Data Employment Details Select the view and edit field
options that best fit your re-
quirements.

for:
• Hiring manager
ager
• HR admin
• System admin
User Employee Central Effective Select the options that best fit Determines which effective-
Dated Entities your requirements. dated fields can be viewed or
edited.

for:
• Hiring manager
ager
• HR admin
• System admin
User Onboarding or Offboarding Select the options that best fit The permissions you select,
Object Permissions your scenario. determine the level of access
for each type of onboarding
task.

for:
• Hiring manager
ager
• HR admin
• System admin
Admin Metadata Framework Access to non-secured objects Controls access to any MDF
objects, including onboarding
tasks.

for:
• Hiring manager
ager
• HR admin
• System admin
User Employee Data Allow the new hires to edit the

Employment Details
compliance forms.
Employment Details MSS
Edit
User Employee Data Allow the new hires to view the

Employment Details
compliance forms.
Employment Details MSS
View
User Onboarding or Offboarding Select View for the following Allow new hires to access on-
Object Permissions permissions:
boarding tasks.
• Buddy Task
In addition to external users,
• Checklist Task
these permissions should be
• Equipment Task
assigned to any internal per-
• Goal Task
mission groups that need to
• Knowledge Transfer Task complete onboarding tasks,
• Recommended Link Task for example internal hires.
• Meeting Task
• Message Task
• Recommended People
Task
• Prepare for Day One Task
• Where To Go Task
Related Information

7.3.5 Role-Based Permissions for New Hire and Internal Hire
Data Review
List of permissions that determines what new hire data can be read or edited when peforming the task of reviewing
the new hire data.
For more information on the Employee Central entities that are shown to the manager/coordinator who's
onboarding a new hire or an internal hire, refer to the "Reviewing New Hire Data" topic.

Permissions? Permission Location Permission Name Result
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
ager
• Future manager
• HR admin
• System admin
User Employee Data Employment Details Provides access to view or edit

employment details.

for:
• Hiring manager
ager
• 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 Em-
ployee Central.

for:
• Hiring manager
ager
• Future manager
• HR admin
• System admin
Related Information

Reviewing New Hire Data for Onboarding a New Hire [page 399]
7.3.6 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 [page 52]
Related Information

7.4 Configuring Onboarding Process Definition
As an Administrator, you must configure and deploy a process definition to enable Onboarding to execute a
sequence of interdependent and linked procedures that are a part of its program.
Prerequisites
You should have the following permission:
• Permission Name: Administrate Onboarding or Offboarding content.

• Permission Category: Manage Onboarding or Offboarding.
• Permission Type: Administrator Permission.
Context
Onboarding, in its initial state does not have any process definition configured or deployed in the system. You must
configure the process definition by selecting a service user to update the Business Process Engine. A service user is
a technical API user having permissions to execute the Business Process Engine tasks.
Procedure
1. Go to Admin Center.
2. In the Tools Search field, enter Update Process Flows for Onboarding and Offboarding. Access the
tool by clicking on the search result.
3. Select a service user from the Select Service User dropdown.
If you dont find any options listed in the dropdown, there are no service users setup in your system. For
information about setting up service user, refer to Setting Up a Service User in the Related Information
section.
4. Get proxy permissions for Business Process Engine task execution from the selected service user. For
information about proxy management, see Inheriting Proxy Rights From a Service User in the Related
Information section.
5. Click Update.
Onboarding is now updated with the process definition.
Related Information
Enabling Proxy Rights From a Service User [page 90]
7.4.1 Setting Up a BPE Service User
Before updating your Onboarding/Offboarding instance with a process definition, 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 preconfigured process
definition. For deploying a process definition, a service user is required.
Procedure
1. Go to Admin Center Manage Permission Roles .

2. Create a permission role or find 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 Notification
User Permissions Employee Central Effective Dated Edit/Insert permission for all fields under this category
Entities
Permission Category Permission Name
User Permissions Employee Data View only for the following fields:
• First Name
• Middle Name
• Last Name
• Business Phone
• Email
• Job Title
• Status
Depends on the object definition of Position in Configure View only for Position
Object Definitions
Depends on the object definition of Legal Entity in Configure View only for Legal Entity
Object Definitions
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.
Related Information

7.4.2 Enabling Proxy Rights From a Service User
As an Administrator, you may not have the rights for Business Process Engine task execution, which is required for
updating Onboarding with a process definition. You can enable the proxy rights from a service user.
Procedure
2. In the Tools Search field, enter Proxy Management. Access the tool by clicking on the search result.
3. Under Grant Proxy Who will act as the proxy(username) , enter the username who will inherit the proxy
rights.
Select Find Users to search users in the system.
4. Under Grant Proxy Which account holder will the proxy act on behalf of (username) , enter the username
of the service user.
Click Find Users to search users in the system.

5. Under Get Proxy Rights, select BPE Task Execution.
6. Select Save.
You have granted the proxy rights successfully.
7.4.3 Editing the Process Flows for Default Onboarding and

Offboarding Processes
You can edit and deploy the default Onboarding and Offboarding process definition (XMLs) in Business Process
Engine for the first time.
Context
At every major release or patch release, whenever there are enhancements made to these default Onboarding
and Offboarding process definition (XMLs), they're automatically deployed. Any changes made to the existing
predelivered building blocks or a default flow are overwritten during the upgrade. However, candidates initiated on
the previous flow 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 definitions in the Business Process Engine as this may affect certain functionalities.
Procedure
1. Go to Admin Center Update Process Flows for Onboarding and Offboarding .

2. Select the process that you want to update under Select Process Flows.
3. Select a service user from the Select Service User dropdown menu.
 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
workflow in Process Variant Manager.
 Note
The default Offboarding workflow doesn't appear in Process Variant Manager because it is not supported
currently. It will be available in a future release.
The new enhancements made on the default workflows that has been already deployed reflect on the updated
Onboarding processes.
Related Information
Updating a Process Variant [page 493]
7.5 Configuration of Data Model Onboarding
Configure SAP SuccessFactors Data Model for the data required for the Onboarding process. To do that you must
synchronize Succession Data Model with Metadata Framework.
Succession Data Model is the primary data model that creates the data structure related to the employees working
for the company. This data model dictates the fields available for configuration using Admin Center Manage
Business Configuration .
When setting up Onboarding, the fields configured on the Succession Data Model should be those fields that will
become a permanent part of the employee record, for example, address information, phone number, and so on.
This data model is sometimes referred to as the Employee Data Model.
For fields that are captured during the Onboarding process (these fields need not be used only for Onboarding),
you can add custom HRIS elements to the Succession Data Model. For example, if a company has an on-site gym,
they could configure a field asking if the new hire would like to use the gym. Then, if the employee answers yes,
the system will generate and send the new hire a waiver for the gym facilities. These types of fields together are
sometimes referred to as the Onboarding Data Model.
While configuring the data model in Onboarding, you can start by understanding the concepts of different types
of data models and Succession Data Model. You can then synchronize the Succession Data Model with Metadata
Framework, add Country/Region-specific HRIS elements to the data model, and add HRIS elements specific to
Onboarding. For more information, refer the Related Links section.
 Recommendation
The Succession Data Model should be made least restrictive, which means you should set very few fields in this
data model as mandatory. When you are mapping the fields from Succession Data Model for Onboarding, the
fields that are required by the new hire should only be made mandatory, and rest of the fields should remain
optional. When you are mapping the fields from Succession Data Model for Employee, you should configure it
as most restrictive by setting most of the HRIS fields required by the employee as mandatory.
It is also recommended that whenever you configure the HRIS fields for Onboarding, you should also configure
the HRIS fields for Employee.
 Note
To use SAP SuccessFactors Onboarding, you must have SAP SuccessFactors Employee Central provisioned in
your system.
Related Information
Data Models Used in Onboarding [page 93]

Configuration of Succession Data Model (for Employee Central) [page 94]
Synchronizing the Succession Data Model with Business Configuration UI [page 97]
Adding Country/Region-Specific HRIS Element Fields to the Data Model [page 100]
Adding HRIS Element Fields Specific to Onboarding [page 98]
7.5.1 Data Models Used in Onboarding

Data models are used to set up the system in a way that satisfies a company's requirements.
You define how a company's organizational structure is reflected in the system and what entries a user can make to
set up company, person, and employment data. You can add customer-specific fields and rename fields.
Here we have listed out some of the data models used in SAP SuccessFactorsHXM Suite:
• Corporate Data Model

This is where you set up a company's organization, pay, and job structure. The data model refers to data that is
used throughout the entire instance of the customer.
• Succession Data Model
This is where you set up the data structure of data that relates to the people working in a company, such as
compensation and address information.
• Country/Region-Specific Corporate Data Model
This is where you set up fields that are specific to a single country. This data model might be needed if the
company has locations in more than one country, for example, to define the corporate address fields for each
country.
• Country/Region-Specific Succession Data Model
This is where you set up international formats and fields, for example, for addresses and national IDs. You
might want to set up this data model even if a company operates in only one country, as your employees might
live or come from abroad.
 Note
The data models are XML files that you can adjust according to a company's requirements. The XML files have
standard elements and fields included, so you need only touch those parts of the data model you want to
adjust. You can use the existing XML coding as a guideline, and you also find XML examples and explanations in
the following chapters.
7.5.2 Configuration of Succession Data Model (for Employee

Central)
You can configure the Succession Data Model to set up data that is related to the people in a company.
This data related to the people in the company can be divided into the following areas:
• Person data:
This includes information that is linked to the person and does not depend on the job, such as the employee's
address and national ID.
• Employment data:
This includes job-related information about a person, such as compensation data and hire date.
You set up this data by defining person objects and employment objects in the XML file for the Succession Data
Model. This is where you define what the fields are going to be called on the UI and which fields are hidden.
You can also add customer-specific fields. In the following table, you find more information about the person and
employment objects included in the standard XML file delivered by SAP SuccessFactors.
Here's a brief description of the columns in the table:
• HRIS element ID: This is the ID that is used to identify the person or employment object in the XML file.
• Standard label: This is the label for the HRIS element shown on the UI. You can overwrite this label. If no label
is included in the standard XML file, then the label that appears on the UI is pulled from the back-end system.
To overwrite the label, add the corresponding label tags in the XML file below the corresponding HRIS element
and put the new label text inside the label tags.
• Block: Each HRIS element and its fields is shown in a block on the UI, that means, in a clearly defined area on
the UI. Most HRIS elements have their own block. In this column, you find the block name.
• Data object type: There are two types of data objects you define in the Succession Data Model — person
objects and employment objects. Person objects appear on the UI on the Personal Information page in the
Employee Files or when adding a new employee. Employment objects appear on the UI on the Employment
Information page in the Employee Files or when adding a new employee.
 Note
The fields for the person objects globalInfo and homeAddress are defined in the Country/Region-Specific
Succession Data Model. For more information, refer to the Related Information section.
HRIS element ID Standard label block Data object type
personInfo Biographical Information Biographical Information Person object
personalInfo Personal Information Personal Information Person object
globalInfo Global Information Part of Personal Information Person object

block (appears when the user
All fields for this HRIS element
adds a country/region in this
are defined in the Country/Re-
block)
gion-Specific Succession Data
Model.
nationalIdCard National Id Information National Id Information Person object
homeAddress Home Address Addresses Person object
All fields for this HRIS element

are defined in the Country/Re-
gion-Specific Succession Data
Model.
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 pay-
roll integration to use this
feature.
employmentInfo Employment Details Employment Details Employment object
jobInfo Job Information Job Information Employment object
compInfo Compensation Information Compensation Information Employment object
payComponentRecurring Compensation Part of Compensation Employment object

Information 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 man-
agement to use this fea-
ture.
pensionPayoutsInfo Pension Payout Details Pension Payout Details Employment object
 Note
You have to activate pen-
sion payouts to use this
feature.
userAccountInfo Employee Information Employee Information block Employment object

on the Add New Employee
screen
Related Information
Country/Region-Specific Data Models
7.5.3 Synchronizing the Succession Data Model with Business
Configuration UI
Business Configuration 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 Configuration 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 first 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 Specific Succession Data Model in
Provisioning or create the Synchronize Business Configuration 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 Specific 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-Specific Succession Data Model should be successful before uploading the data model or creating
a new Synchronize Business Configuration job.
 Caution
BCUI is locked during synchronization. Do not edit the attributes of ActivityListObject using Admin Center
Configure Object Definitions while sync is in progress. Doing so, may cause differences between BCUI and
Succession Data Model. If BCUI and Succession Data Model are not in sync, we suggest importing the data
model again.
To have a good understanding of Data Models, Business Rules, HRIS Sync, and Employee Profile, refer to the Before
You Get Started with Business Configuration UI (BCUI) section.
Setting up of BCUI sync job is a three-step process.
Procedure
1. Create a Job.
 Note
To create a BCUI sync job, select Synchronize Business Configuration in Job Type.
For detailed steps on how to create a job, refer to the Creating a Job section.
2. Run the Job.
 Remember
BCUI sync job must only be scheduled to run once. After the sync runs for the first time, any subsequent
upload of Data Model XML will automatically trigger this job.
For detailed steps on how to run a job, refer to the Running a Job section.
3. Monitor the Job.
For detailed steps on how to monitor a job, refer to the Monitoring a Job section.
 Note
If the sync job fails, BCUI is locked. Do not edit the attributes of ActivityListObject using Admin Center
Configure Object Definitions . Check Details to identify the issue, fix it, and restart the job. If issue still
exists, please contact Product Support.
Results
You have set up a sync job that will enable you to synchronize Succession Data Model with Metadata Framework
(MDF).
7.5.4 Adding HRIS Element Fields Specific to Onboarding
Add onboarding-specific Human Resource Information System (HRIS) element fields to the data model for
collecting information from new hires.
Prerequisites
To create and configure an Onboarding data model, the following settings are enabled in Provisioning Company
Settings :
• Enable Business Configuration in Admin Tools

• Enable Dependents Management
 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 fields specific to onboarding to the data model. For more
information, refer to the HRIS Elements and Fields in BCUI topic under Related Links.
To add HRIS element fields specific to Onboarding, perform the following steps:
Procedure
1. Go to Admin Center Manage Business Configuration .
2. In the left column of the configuration page, go to Employee Central HRIS Elements and click  an HRIS
element from the list that you want to configure for Onboarding.
3. Click Configure New Person Type.
4. Select New hire from the Person Type dropdown.
Person type allows you to define a set of fields specific to a new hire.
 Note
There are HRIS elements that do not have a Person type. You can click on these elements and set the
Onboarding field to Yes. If you don't want to use these elements for Onboarding, then set the Onboarding
field to No.
The HRIS elements that do not have a Person type are listed below:
• compInfo - Compensation Information
• jobRelationsInfo - Job Relationships
• payComponentNonRecurring - Spot Bonus
• payComponentRecurring - Compensation
 Remember
If there is no new hire person type configured for an HRIS element, the entity will use the Succession Data
Model by default.
5. Click Save.
The new hire person type element fields become part of the Onboarding 1.0 data model.
6. Select the new HRIS compensation element fields for the new hire.
7. Click  (Add) to append fields to the new hire person type.
Field Description
Identifier Edit the name of the HRIS element field.
Enabled Enable the HRIS Element Field.
Mandatory Determine if the HRIS element field is mandatory.
Visibility Determine the visibility of an HRIS element field.
8. Click Save.
Results
Onboarding-specific fields are now available for review by the hiring manager and the participants in the
onboarding process.
 Note
Onboarding-specific fields are only used during data collection. After the new hire becomes an employee, the
Employee Central HRIS element fields are used by default.
Related Information
HRIS Elements and Fields in BCUI
7.5.5 Adding Country/Region-Specific HRIS Element Fields to

the Data Model
You can configure country-specific information for entities which are used in Onboarding and Employee Central on
the Succession Data Model.
Prerequisites
To create and configure an Onboarding data model, the following settings are enabled in Provisioning Company
Settings :
• Enable Business Configuration in Admin Tools

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

2. For the HRIS element field you want to add country-specific information to, click  to expand the element
options.
 Note
Not all HRIS element fields have country-specific options.
3. Click Configure New Country and select the Country from the dropdown menu.
4. Select the HRIS element field from the Based on HRIS Element dropdown menu and click Save.
5. To add localized HRIS fields and Trigger Rules to the HRIS element, click the country-specific HRIS element
that you have just saved.
6. Under the Localized HRIS Fields section, enter the following details to add localized fields to the element:
Field Action
Identifier Select an Identifier from the dropdown menu.
Label Provide a label for the localized HRIS fields.
Enabled Enable the HRIS Element Field.
Mandatory Determine if the HRIS Element Field is mandatory.
7. In the Trigger Rules section, click  to add an already-configured business rule.
The business rules evaluate and determine which new hires see the country-specific fields.
8. Make sure the Enabled dropdown is set to Yes.
9. Click Save.
Results
The data model is configured to accept country-specific information from the appropriate new hires.
7.6 Data Models in SAP SuccessFactors
This topic is your introduction to the data models used in SAP SuccessFactors HXM Suite.
Data Models describe how data elements are structured in a database. They also define the properties these
elements possess and their relationships to each other.
SAP SuccessFactors defines its data using a number of data models. These data elements have impact on all of
the modules of the application as well as the company and employee data stored in the system. Initial set up of the
data models is done through provisioning.
The SAP SuccessFactors Data Models use XML. You can download these XML files from provisioning. You then
work with files in an XML editor of your choice and edit them offline. You upload these modified files back to the
company instance you’re working with in provisioning.
 Remember
 Note
Once the initial implementation is complete, you can also modify the data model files from Admin Center using
the Business Configuration UI or BCUI.
Data for any company is of two kinds.
Employee Data This data is employee-related data such as name, date of birth, nationality, as well as
employment data such as job title or compensation.
Organization Data Organization-related data such as Department, Division, Legal Entities. This data also
includes Job and Pay Structure. The organization-related data objects are also described as
Foundation Objects.
SAP SuccessFactors defines this data using the following Data Models:
Corporate Data Corporate Data Model defines the organization-related data in XML, which are also the
Model Foundation Objects. Some of these Foundation Objects can also be defined as MDF Objects.
MDF Objects aren’t in scope for this document. This Data Model also has relationship
between the foundation objects configured in it.
Country/Region The foundation objects from Corporate Data Model that need to be localized based on the
Specific country/region are configured in this data model. In case the configuration for a particular
Corporate Data country/region is missing, the definition in the Corporate Data Model is used.
Model
Succession Data This Data Model is the basis for People Profile and Employee Central. Fields needed to
Model define employee's data are configured in this data model. The elements defined here are
used or referenced in People Profile, Matrix Grid reports, Succession Org Chart, Employee
Directory, and Employee Scorecard. These fields are also used in Performance Management,
Compensation, Recruiting Management, and for user management in a company instance.
Country/Region Any fields from the Succession Data Model that need to be localized are defined in this data
Specific model. Also, any fields that are specific to a country/region are configured here. In case,
Succession Data there’s no configuration pertaining to a certain country/region in this data model, the field as
Model defined in the Succession Data Model is used.
 Note
Employee Central is required for some of these data elements and data models.
 Note
All configuration files for Employee Central, for example, master data models, master picklists, as well as
country/region-specific files, have moved from the SAP Help Portal to the Software Download Center .
7.7 Integration of Recruiting Systems with Onboarding
Integrating Recruiting Systems with Onboarding facilitates the seamless flow of user data between Recruiting and
Onboarding systems. This integration passes the user data that is gathered from the candidates during recruiting
to be used in the Onboarding process.
You can integrate Onboarding with a minimal impact on your existing system functions,whether you are using
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 first matching Label in Recruiting is passed to Employee Central.
Integrating SAP SuccessFactors Recruiting Management with Onboarding [page 104]

If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding to
be a part of your hiring process.
7.7.1 Integrating SAP SuccessFactors Recruiting Management
with Onboarding
If you are using SAP SuccessFactors Recruiting Management, you can seamlessly integrate Onboarding to be a
part of your hiring process.
Context
Onboarding is compatible with SAP SuccessFactors Recruiting Management by default. After Onboarding is
configured, you can initiate the onboarding process for a given candidate by taking the Initiate Onboarding action
from your SAP SuccessFactors Recruiting Management application.
Procedure
1. In Admin Center Manage Permission Roles , ensure that you have [Role] Permission User
Permission Recruiting Permissions Onboarding Initiate Permission enabled.
2. In the Application Status Configuration page, check if there is one Hirable and one Hired status in the In-
Progress Statuses group. For all other statuses, which includes inactive statuses (if any), check if the Hirable
Options setting is set to None.
 Remember
You should onboard a candidate in the Hirable status. Once the onboarding is complete, the status is
changed to Hired. If you configure the applicant status in any other way, you will face issues during the
onboarding process as there cannot be more than one Hirable or Hired status.
Results
Once onboarding is initiated, a 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 [page 103]
Related Information
Allowing Recruiting Users to Initiate the Onboarding Process [page 37]
7.7.1.1 Mapping Data from Recruiting Management with
Employee Central Entities
To pass the new hire data from Recruiting Management to Onboarding, you must map the mandatory Employee
Central Data entity fields with the corresponding fields in Recruiting Management.
Prerequisites
• The following modules should be enabled in Provisioning:

• Onboarding
• Recruiting
• Employee Central
 Remember
implementation 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 configured in your system and all the fields required for data mapping are available in
the Succession Data Model. For more information about Succession Data Model, see the Related Information
section.
• Recruiting Templates are configured in your system.
Onboarding supports the following recruiting templates:
• Job Requisition Template
• Candidate Application Template
• Job Offer Template
For more information about the respective recruiting templates, refer to the Related Information section.
 Note
In case you don’t see any data on the Recruit-to-Hire Data Mapping page, go to Admin Center OData
API Metadata Refresh and Export tool and Refresh the Cache. It’s recommended that you log out from the
application and log in back again after refreshing the cache.
Context
Before you map the mandatory Employee Central Data entity fields with the corresponding fields in Recruiting
Management, you need to understand how the data in the Succession Data Model should be made least restrictive.
 Note
You should set very few fields in Succession Data Model as mandatory.
When you’re mapping the fields from Succession Data Model for Onboarding, the fields that are required by the
new hire should only be made mandatory on the New Hire Data Model. Rest of the fields should remain optional.
When you are mapping the fields from Succession Data Model for Employee, you should configure it as most
restrictive by setting most of the HRIS fields required by the employee as mandatory.
 Note
Succession Data Model doesn’t allow you to disable mandatory fields.
For example, personalInfo entity by design needs only First Name and Last Name as mandatory fields in
Succession Data Model. Therefore, you aren’t allowed to set these fields as nonmandatory.
• Mapping is not required for the Pay Component Non-Recurring field pay-component-code and the Pay
Component Recurring field 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).
• 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 fields 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 fields 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) flow when the values for these
mandatory fields 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 field 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 fields in Pay Component Recurring or Pay
Component Non-Recurring even if some fields are mapped in Recruit-to-Hire Data Mapping.
• For the currency-code field, 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 field is taken from the legal entity. If the value is not
available in the legal entity, then the value for the currency-code field is taken from the legal entity country.
• New hires are not lost if the mandatory fields 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 flow if you don't map the fields
to pass values from Recruiting, and no corresponding value is set in the FO.
If you want to set Middle Name as a mandatory field for personalInfo entity for Internal users, then this field should
be set as a mandatory field in Employee Data Model. If you want to set Middle Name as a mandatory field for
personalInfo entity for an External user, you need to set this as a mandatory field in New Hire Data Model.
In the Recruit-to-Hire Data Mapping tool, the fields that appear as mandatory are the mandatory fields from
Succession Data Model.
 Note
You might notice start date as one of the mandatory fields even though it is not available in Succession Data
Model. This is because start date is one of the system mandatory fields.
Procedure
1. Go to Admin Center Recruit-to-Hire Data Mapping .

2. Select Mandatory Onboarding HRIS Elements to map the mandatory fields that are required for successful
initiation of Onboarding.
3. Select Employee Central HRIS Elements to map the required fields.
In the mapping interface, the Employee Central field labels and fields are shown on the left side, whereas the
available Recruiting templates and Recruiting fields are shown on the right side.
 Note
The Succession Data Model determines which fields are required and are denoted by a red asterisk.
4. To map an Employee Central field to a Recruiting field, select the Job Requisition Template, Candidate
Application Template, or Job Offer Template from the Recruiting Template dropdown menu and select the
corresponding fields under Recruiting fields.
 Note
Click Clear Changes to remove the modification you've made in the current session.
5. It’s recommended that you map the following mandatory Employee Central entities:
• personalInfo
• employmentInfo
• jobInfo
 Note
Map all the mandatory fields under these entities correctly to avoid data mismatch.
Here’s an example of all the mandatory fields that you can map:
• personalInfo.first-name
• personalInfo.last-name
• employmentInfo.start-date
• jobInfo.company
• jobInfo.manager-id
 Note
The manger info "Job Info - Supervisor" that flows from Recruiting to Employee Central should be same
as the manager info set in Position Management.
Other than these fields, there can be other fields from the Employee Central Data Model that are mandatory. It
is recommended that you map jobInfo.event-reason and jobInfo.start-date for the process to work
seamlessly.
 Note
Whether a specific field is mandatory or not in the Employee Central Data Model depend on the
configuration in the Data Model.
 Note
Time fields should not be mapped for internal hires. For details on mapping time related data, refer to the
Managing Time Related Data in Onboarding link in the Related Information section.
 Note
Event Reason isn’t maintained as part of Job Requisition. Currently, the admin must add custom fields for
each Job Req or Applicant Tracking System API.
6. To map configured country/region-specific fields, click  (Expand) next to the entity and select the country/
region-specific entity.
7. Click Validate all Entities to check that all mandatory fields are mapped and all data types are correct.
8. To configure variant fields, select the entity from the list, then click  (Add) and choose from the available
variants, then map the available fields.
For the variant entities listed below, data from Recruiting to Employee Central is passed only for those variants
of an entity that has the Employee Central Key field value (if the field is present) to be same as the variant
name. For example, if the variant selected for Email_Info is personal then the value of the field email-type for
this variant should be personal. If business is selected as email-type for this variant, then data isn’t passed
from Recruiting to Employee Central.
Entity Employee Central Key Field
Email_Info email-type
Phone_Info phone-type
IM_Info domain
Job_Relations_Info relationship-type
Home_Address address-type
Pay_Component_Non_Recurring pay-component-code
Pay_Component_Recurring pay-component
 Note
• The variant name shouldn't contain any special characters except "-".
• For Foundation objects not supported by Recruiting, the value passed from Recruiting should be equal
to the external code of the object.
• For applicable entities in Admin Centre Manage Business Configuration , the Enabled for
Onboarding field should be set to Yes for data of an entity to be passed from Recruiting to Employee
Central during initiate onboarding.
• Base objects for entities must be enabled in Admin Centre Manage Permission Roles .
• Employee Central key fields that are of picklist type should be mapped to the same picklist from
Recruitment.
9. Click Validate and Save.
 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.
Entities in Onboarding Supported Entities in In-

Entity Name Flow ternal Hire Block
National_ID_Card Supported Not Supported National Id Information
Personal_Info Supported Not Supported Biographical Information
Phone_Info Supported Not Supported Part of Contact Information

block
Email_Info Supported Not Supported Part of Contact Information

block
IM_Info Supported Not Supported Part of Contact Information

block
Pay_Component_Non_Re- Supported Supported Spot Bonus

curring
Pay_Component_Recurring Supported Supported Part of Compensation Infor-

mation block
Emergency_Contact Supported Not Supported Emergency Contact
Emergency_Contact_Pri- Supported Not Supported Primary Emergency Contact

mary
Emergency_Contact_Sec- Supported Not Supported Secondary Emergency Con-

ondary tact
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 flow is always validated against Employee Data Model, unlike Onboarding flow which is
validated against the Succession Data Model. For the Internal Hire process to work, the following 6 entities
are validated and mapped:
• Job_Info
• Comp_Info
• Job_Relations_Info
• Employment_Info
• Pay_Component_Non_Recurring
• Pay_Component_Recurring
Rest of the entities' data is ignored even if it is passed from Recruiting. Also, it is not mandatory to map the
Termination End Date for internal hire.
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 configured by the OnSave rule or passed from
Recruiting.
 Note
If you remove or disable any fields or entities in Business Configuration UI, it doesn’t remove the existing
references of the entities or fields from the "Candidate to Employee Integration" template. You need to
make sure that there are no data mismatches between Business Configuration UI and "Candidate to
Employee Integration" template.
Results
Once the mapping is complete, data collected during the Recruiting process can pass to the new hire's employee
record in Employee Central.
 Note
If you want to check the values passed from Recruiting to Onboarding, you can use the Suite Tool to perform
the verification. For more information on how to perform the check, refer to the "Checking the Values Passed
from Recruiting to Onboarding" topic in Related Information section.
Related Information
Succession Data Model

Configuring Job Requisition Template
Configuring Candidate Application Template
Configuring Job Offer Template
Managing Time Related Data in Onboarding
Checking the Values Passed from Recruiting to Onboarding
7.7.1.2 Checking the Values Passed from Recruiting to
Onboarding
After initiating onboarding, if u want to check the values passed from Recruiting to Onboarding, you can use the
Suite Tool to perform the verification in Provisioning.
Context
 Remember
Procedure
1. Go to Provisioning and choose Suite Integration Test Page.

2. Run an Ad hoc report to find out the candidateId, applicationId, and JobReqId for the applicant, or get the
applicant information from Recruiting.
3. Enter the candidateId, applicationId, and JobReqId details of the applicant in the Request Parameters:
 Sample Code
{
"candidateId" : "216",
"appId" : "270",
"reqId" : "154",
"onboardingId" : ""
}
4. Choose Get Data from RCM Or ONB to get the JSON Response.
Results
You can verify the JSON Response to view the data passed from Recruiting to Onboarding.
7.8 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 file for mass import. Around 30 candidates can be imported
through one batch call. For more information on OData Batch, refer to the $batch: Upsert and changeset
behavior topic in the Related Information section.
The integration process of your external Applicant Tracking System with Onboarding is a two-step process.
1. Creating an External User Record in the Application [page 114]

As a first step of integrating your external Applicant Tracking System with Onboarding, you must create an
external user record using SAP SuccessFactors HXM Suite OData API.
2. Mapping Employee Information with the External User Record [page 115]
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
7.8.1 Creating an External User Record in the Application
As a first step of integrating your external Applicant Tracking System with Onboarding, you must create an external
user record using SAP SuccessFactors HXM Suite OData API.
Prerequisites
Data mapping and transformation of new hire data is performed in your API Integration Tool. For more information
about API data mapping and transformation, please see the Related Information section.
Procedure
Create an external user record in the application using the createOnboardee API. For information about how to
create an external user record using the createOnboardee API, refer to the Related Information section.
Results
If successful, the API request will add a new external user record in SAP SuccessFactors HXM Suite and return an
Onboarding process ID.
 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 [page 113]
Next task: Mapping Employee Information with the External User Record [page 115]
Related Information
API Data Mapping and Transformation

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

4. (Optional) Update the external user record with details about recurring components of the compensation plan
using the EmpPayCompRecurring API. For more information about EmpPayCompRecurring entity, refer to
the Related Information section.

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 Information section.
Next Steps
The next step is to initiate the onboarding process for the external user.
Task overview: Integration of an External Applicant Tracking System with Onboarding [page 113]
Previous task: Creating an External User Record in the Application [page 114]
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
Employee Central OData API Reference Guide
7.9 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) files 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
Refer to the following topics
To... You need to... Things to remember... in the Related Information:
Implement External Human Enable the following permis- When integrating Onboarding Onboarding Settings [page
Resources Information Sys-
sions in provisioning: with an External HRIS, Em- 32]
tem
ployee Central is used to
• Onboarding (including
store external HRIS data in
Internal Hire Process)
Onboarding. While Employee
Central is enabled, it does not
 Note
entitle you or grant you the
Although the per- ability to use Employee Cen-
mission is la- tral outside of Onboarding.
beled ' Onboarding
(including Internal
Hire Process), the In-
ternal Hire Process
isn’t in scope.
• Employee Central V2
 Remember
As a customer, you don't
have access to Provision-
ing. To complete tasks
in Provisioning, contact
your implementation part-
ner or Account Executive.
For any non-implementa-
tion tasks, contact Prod-
uct Support.
Configure Role-Based Permis- Enable the following in Role- Remember NOT to enable the Role-Based Permissions for
sions for External HRIS
Based Permissions: Role-Based Permissions for: Onboarding and Offboarding
[page 52]
• Update New Hire Data for • Manage Pending Hire
External HRIS page
• All other Role-Based Per- • Add New Employee page
missions for SAP Suc-
They mustn't be enabled be-
cessFactors Onboarding
cause they are Employee Cen-
tral pages, and only limited ac-
cess to the Employee Central
functionality is provided.
Note that Manage

Onboarding or Offboarding
Restart Onboarding
Permission must not be en-

abled for Admin Users, as the
Restart functionality while us-
ing an external HRIS isn't sup-
ported.
Configure Data Model

• Configure the Minimum Remember to enable the mini- Configuration of Data Model
Required Entities mum required entities for the Onboarding [page 92]
• PersonInfo Employee Central Data Mod-

els. You can choose to add
• PersonalInfo
more entities from the list of
• Employment info permitted entities.
• JobInfo
Ensure that EmployeePerson-
• Email Info
Type isn’t enabled in Em-
• EC Permitted Entities ployee Central data models.
• Email Info
• Emergency contact
info
• Employment info
• Global Info
• Home Address
• imInfo
• JobInfo
• NationalIDCard
• PersonalInfo
• PersonInfo
• PersonRelationshi-
pInfo
• PhoneInfo
• WorkPermitInfo
• CompensationInfo
• payCompNonRecur-
ring
• payCompRecurring
Import Foundation Data Perform the following steps You can import entities such Importing Foundation Data
after you’ve extracted the or- as:
ganizational data from the ex-
• Company
ternal HRIS into CSV files:
• Division
1. Download the foundation
• Location
object template.
• Job classification
2. Update the template with
the required data.
3. Upload the template.
Add New Hire Event Reason Configure the event reason to Configuring the Event Reason
create a new hire user record for New Hire [page 48]
in Employee Central
Import Employee Data using Build an integration using You can import the employee Creating Inbound Integrations
Integration Center the Integration Center to rep- data using the Integration
Refer to the SourceOfRecord
licate the employee data (hir- Center or Employee Central
field available for the HRIS ele-
ing manager, participants of OData API. Remember that
ment in Employment Informa-
the onboarding process, and the EmploymentInfo – Sour-
tion topic.
candidates) from the external ceOfRecord value must be
Human Resources Information 'ONB'.
System to Employee Central
You can import entities such
for Onboarding.
as:
 Note • PersonInfo
Upload the full population

• PersonalInfo
of your company while im- • Employment info

porting. • JobInfo
• Email Info
Import Employee Data using Add or update employee data You can import the employee Employee Data Import Proc-
Employee Central OData API (hiring manager, participants data using the Integration ess
of the onboarding process, Center or Employee Central
Adding a New Employee
and new hire) using the Em- OData API. Remember that
ployee Central OData API. the EmploymentInfo – Sour- Refer to the SourceOfRecord
ceOfRecord value must be field available for the HRIS ele-
Maintain the user (involved
'ONB'. ment in Employment Informa-
in the onboarding process,
tion topic.
for example Manager, Buddy) You can import entities such
data from external HRIS sys- as:
tem in Onboarding.
• PersonInfo
 Note • PersonalInfo
Upload the full population

• Employment info
of your company while im- • JobInfo

porting. • Email Info
Export New Hire Data Build an integration using the You need to set the filter as: Creating Outbound Integra-
Integration Center to export process/hire_status is equal tions Using Integration Center
the new hire data to the exter- to READY_TO_HIRE to filter
nal Human Resources Infor- out the employees who aren’t
mation System, once the new yet hired.
hire is ready to be hired.
You can also set other filters to
customize your results.
Sample output for a

new hire:
"stableId":
"2B1E92C189314C34A082C9
AA2C3024A2",
"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":
"73568E5A65B04A48926A70
1481E5E956",
"email_address":
"george.s@gmail.com",
"phone_number": "",
"first_name": "George",
"middle_name": "",
"last_name": "S",
Export New Hire Data Use the You need to set the filter as: Creating Outbound Integra-
updateFromExternalHr process/hire_status is equal tions Using Integration Center
isONB API to update the hir- to READY_TO_HIRE to filter
ing status from the External out the employees who aren’t
HRIS post hiring. yet hired.
You can also set other filters to

customize your results.
Sample output for a

new hire:
"process_id":
"2B1E92C189314C34A082C9
AA2C3024A2",
"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":
"73568E5A65B04A48926A70
1481E5E956",
"email_address":
"george.s@gmail.com",
"phone_number": "",
"first_name": "George",
"middle_name": "",
"last_name": "S",
Complete Hiring Process in Perform the required steps in

the External System the external Human Resour-
ces Information System to
complete the hiring process.
Send Hiring Status of New Use the You can use Inbound Integra- updateFromExternalHrisONB
updateFromExternalHr tion or the Employee Central
Hire to Onboarding
isONB API to update the hir- OData API to update the value
ing status from the External in fields such as personidex-
HRIS system and change the ternal and hire status.
status of the new hire to 'Hir-
ed' in the system.
Run a conversion job for new Run a job for Running a Conversion Job
hires. ConvertExternalUserOnStartD
[page 437]
ateJob in Provisioning.
 Note Creating Onboarding Option in
 Remember SourceOfRecord Picklist [page
Change the
SourceOfRecord picklist As a customer, you don't 51]
have access to Provision-
from ONB to HRIS.
ing. To complete tasks
in Provisioning, contact
your implementation part-
ner or Account Executive.
For any non-implementa-
tion tasks, contact Prod-
uct Support.
Related Information
updateFromExternalHrisONB
7.9.1 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 file, acts as an identifier for the previous Process ID and the new Process ID new
hire data.
Sample Scenario
Consider an external HRIS scenario where a new hire's data is pulled when an Onboarding process reaches the
'Ready-to-Hire' state. External HRIS system stores the Process ID and user ID along with other employment data
on to their systems. The external HRIS system starts the hiring process, and once the hiring is completed on the
external HRIS system, it uses the Process ID to interact with Onboarding.
There might be a possibility of restarting the onboarding process even after the new hire is in 'Ready-to-Hire' state.
For example, changes to start date of an employee triggers a restart. When a restart happens, a new onboarding
process object is created, and the previous process object is marked as cancelled. Now when this onboarding
process comes to the 'Ready-to-Hire' state, the external HRIS system pulls this data as well. The external system
can't correlate that both the onboarding processes are for the same person, and treats them as two different
persons.
Related Information
7.9.2 Rehire with New and Old Employments in an External

HRIS
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 [page 116]

Rehire with New and Old Employments [page 533]
Permissions to Perform Pre-Onboarding and Onboarding Rehire Verification [page 534]
Configuring Rehire Check [page 535]
createOnboardee
7.10 Integrating Goal Management with Onboarding
You can create Goal Plan for new hires in Onboarding, using Goal Management.
Prerequisites
• Goal Management v12 and Onboarding must be enabled in Provisioning and configured in your instance.
 Remember
Support.
• 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
Context
You can create a standard New Hire Goal Management template for Onboarding using Goal management, and you
can add goals for the new hire using the Set Goals activity in Onboarding. All new hires processed after the Goals
activity is configured, will have this activity assigned to their hiring manager.
The objectives aren't restricted to only 30, 60 or 90 day objectives. You can also add a 120 day objective, 150 day
objective, and so on.
Procedure
1. Log in to the application as Admin, and go to Admin Center Manage Templates Goal Plan .
2. To create the New Hire Goal Plan template, click Add A New Template, select Basic Goal Plan, and click Add to
my instance.
3. In Name, enter "New Hire Goal Plan", and click Save.
4. In the Manage Templates page, under the Goal Plan tab, click the New Hire Goal Plan template.
5. Go to Edit Fields, and retain the existing fields: Objective, Status, Start Date, Due Date, and Tasks.
6. Go to Provisioning Company Import/Update/Export Goal Plan Template . A list of Goal Plan templates
appears.
7. Select the template that you've created, click the export icon corresponding to it, and save a copy of the
template.
8. Open the downloaded template using Notepad, so you can update it to customize the Goal Plan for new hires in
Onboarding.
9. Provide a <obj-plan-id> value and a Goal Plan Name of your choice.
 Note
Unlike Onboarding 1.0, where the only goal plan that would integrate was the New Hire plan and it had to
have a specific ID like 101, in Onboarding 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 a user's plan.]]></description>
<role-name><![CDATA[E]]></role-name>
<role-name><![CDATA[EM]]></role-name>
<role-name><![CDATA[F]]></role-name>
<role-name><![CDATA][G]></role-name>
<role-name><![CDATA][*]></role-name>
</permission>
12. The Hiring Manager (or all the managers) also must have the permission to "Write" to the fields of the goal
plan. To grant the necessary permission, go to the <permission for="write"> section, and add the roles
for Hiring Manager (G) and/or for all managers (*) within the section.
 Sample Code
<field-permission type="write">
<description><![CDATA[The owner and manager may write to all fields for
the employee's goals]]></description>
<role-name><![CDATA[E]]></role-name>
<role-name><![CDATA[EM]]></role-name>
<role-name><![CDATA[*]]></role-name>
<field refid="name"/>
<field refid="start"/>
<field refid="due"/>
<field refid="state"/>
<field refid="targets"/>
</field-permission>
13. Save the template.
14. Go to Provisioning Company Import/Update/Export Goal Plan Template , under Add a new Goal
Template or Update an existing one, click Browse, and go the saved template file.
15. Select the template, add a suitable description in Description of changes, and click Upload. A confirmation
message appears.
Results
The New Hire Goal Plan template has been customized for use in Onboarding. You can log in to the application as
an Admin and use the template for onboarding the new hires.
Related Information
List of Role-Based Permissions
7.11 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
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 [page 128]

You need to set up an Integration Center report to export Onboarding new hire data to Learning.
Editing System Configuration for Learning Integration [page 130]

You need to modify the connector properties file to add the Onboarding external user status. This file is
then used to sync the Onboarding data to Learning.
7.11.1 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.
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 file for existing employee integration to Learning using SAP
SuccessFactors User Connector. If you're using Employee Export file with double header and you continue to
use same for Employee Central Integration Center export, then use the double header file for Onboarding new
hire export. If you're using single header file, use single header file for Onboarding new hire export as well.
To configure double header file, 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 field, enter Process (ONB2Process) and select it as the starting entity.
5. Ensure that you have the following mandatory fields 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/firstName)
• LASTNAME (Can be extracted through the path userNav/lastName)
• PERSON_GUID (Can be extracted through the path userNav/personKeyNav/perPersonUuid)
• PERSON_ID_EXTERNAL (Can be extracted through the path userNav/personKeyNav/personIdExternal)
• PROCESS ID
• PROCESS STATUS
 Note
Ensure that date fields are in the MMM-dd-yyyy hh:mm:ss format.
6. Choose Select.
7. Enter the integration name and select Configure Fields tab.
The Configure Fields tab maps the SuccessFactors data model to the output format.
8. Select + above the Section Name and choose Insert Sibling.
The first sibling is added with the first 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 file icon above the table to mark it as a paging or batching node.
12. On the Filter and Sort page, apply the following filters 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 file 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 [page 127]
Related Information
Editing System Configuration for Learning Integration [page 130]

Initial Configuration for User Connector - SF
SAP SuccessFactors Suite: Impact of Implementing Employee Central for LMS Customers
7.11.2 Editing System Configuration for Learning Integration
You need to modify the connector properties file to add the Onboarding external user status. This file is then used
to sync the Onboarding data to Learning.
Prerequisites
You have Learning configured in your system.
Procedure
1. Navigate to Admin Center Learning Administrator System Administration Configuration System

Configuration CONNECTORS .
2. In the system configuration,
• Search for the Configuration Key “sfuser.field.transform.data.NOTACTIVE.N” and add
active_external_suite.
• Search for the Configuration Key “sfuser.field.transform.data.NOTACTIVE.N” and add
inactive_external_suite.
• Search for the Configuration Key “sfuser.field.transform.data.SHOPPING_ACCT_TYPE.INTERNAL” and add
active_external_suite,inactive_external_suite.
• Search for the Configuration Key “sfuser.connector.input.file.multiple.format” and make sure you have this
configuration available TIMESTAMP_BEFORE_EXTENSION.
• If it isn't already available, add sfuser.connector.input.file.header.skip.records.count=0 setting in the Connector
file.
Defining this setting to ‘0’ 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 file 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 [page 127]
Related Information
Setting Up Integration Center Report for Learning Integration [page 128]

SAP SuccessFactors Learning Assignment Profiles
7.12 Initiating the Onboarding Process for External Users
After creating an external user record and associating job and employment related information with the record, you
can initiate onboarding process for a new hire using SAP SuccessFactors OData API.
Prerequisites
• Data mapping is performed in your API Integration Tool. For more information about data mapping and
transformation, refer to the Related Information section.
• You have created an external user record in the application and updated the record with job and employment
related information.
• An Onboarding process ID is generated for the external user.
 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 defined in your system,
Data review task will be created.
Related Information
Data Mapping and Transformation

Initiate onboarding process using initiateOnboardingForUser API
7.13 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:
• Onboarding in companies that don't use a recruiting system.

• The hiring of a high-level executive that doesn't follow the usual recruiting process to ensure confidentiality.
• Employees returning from a sabbatical.
Procedure
1. Go to Admin Center. Under On/Offboarding, select Add New Hire to Onboarding.
The Add New Hire to Onboarding page opens.

2. Enter the details for Basic Information.
• First Name - First name of the new hire.
• Last Name - Last name of the new hire.
• Email ID - Email address of the new hire.
• Hire Date - The joining date of the new hire.
• Company - The organization name which the new hire is joining. You can see the code in brackets for each
Company value. If the value is not configured, you can see the code displayed twice.
• Hiring Manager ID - Email addres of the hiring manager.
 Note
The Hiring Manager field does not support numeric search.
• Event Reason - Select the event reason for adding the new hire. You can see the code in brackets for each
Event Reason value. If the value is not configured, you can see the code displayed twice.
• Locale for New Hire - Provide the locale detail for the external new hire. The new hire can see this updated
locale after successfully logging into Onboarding. The welcome email and the password reset page (when
opened from the welcome email) will appear in the default language that is set in the Default Language field
of Company Settings in Provisioning.
To view the welcome email and the password reset page as per the locale selected by the new hire during
candidate profile creation, create a rule and include it in the corresponding email templates.
 Note
If you do not provide a value for Locale for New Hire, Onboarding picks the default value from the
Default Language field of Company Settings in Provisioning.
• Add new employee ID - Select this checkbox to define a custom employee ID or a user defined userID/
employeeID as per the requirement of the Hiring Manager. If you do not select this check box, the
application passes a system generated value.
3. Select Initiate Onboarding to start the Onboarding process for the new hire right away.
An external user is created in the system, and then the Onboarding process is initiated for this user.
 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 field 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 [page 355].
Results
You’ve successfully initiated the onboarding process for the new hire.
Related Information
7.14 Configurable New Hire for Onboarding
You can flexibly configure the hiring process to cater to different needs for your workforce. You can create effective-
dated templates for specific 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 configuration. Custom
MDF objects allow you to customize the template by adding fields, 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-defined
configuration UIs. The configuration UIs aren’t predelivered - you need to define them yourself.
You can define 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
workflow associated to it isn’t complete.
You need to follow the following process to configure the hire template:
1. Create a Hire Template.

2. Create a Business Rule and Define the conditions to select a Hire Template.
3. Assign the Business Rule to Onboarding Configurations.
 Note
This template is also supported for Industry Feature enabled customers to include employee cost assignments.
 Note
• Once you have configured Configurable New Hire, you don't require to follow the custom data collection
steps. You can remove custom data collection flow 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 Configurable New Hire, have an external code as User. Hence, we can't use the
same custom MDF object configured for both flows. You can configure two object definitions with the same
fields with a difference in external code to be used for Configurable New Hire and Custom Data Collection
flows.
• You can't collect custom MDF object data as part of Configurable 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.
• If you have a custom MDF object which is already on the People Profile, and if the same custom MDF object
is added in the Onboarding template, then you can see the data on the People Profile without any change (If
you have the permission, then you can view the data on the People Profile either after submitting Manage
Pending Hire or from day 1 onwards).
Related Information
Blog on Configurable New Hire for Onboarding

Configuring Hire Template for New Hire Data Review [page 136]
Configuring Hire Template for Personal Data Collection [page 137]
Configuring Hire Template for Access New Hire [page 139]
Configuring Employee Files to Include Inactive Users in Search [page 436]
7.14.1 Configuring Hire Template for New Hire Data Review
You can configure 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 Configuration Hire Template .
Context
In this task you will be configuring 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 Configuration, 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 configured, it must also be included on the first step.

• Job Information is mandatory for a template but isn’t allowed on the first step.
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 Configure 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
configure the rule.
12. Add the required details to configure 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 Configuration
17. In the next search field, choose the configuration available from the drop-down.
18. Choose Take Action Make Correction .

19. Adjacent to the Rule for New Hire Data Review Template field, select the rule you created from the drop-down..
20.Choose Save.
7.14.2 Configuring Hire Template for Personal Data Collection
Prerequisites
Context
In this task you will be configuring a Hire Template for Personal Data Collection.
Procedure

system.
• Template Type: Select Onboarding New Hire.
Information.
and Employment ID.
 Note

Information.
 Note
template is 30.

11. Under Onboarding, select the rule scenario Set Hire Template for New Hireto configure the rule.
15. Choose Save.
19. Adjacent to the Rule for Personal Data Collection Template field, select the rule you created from the drop-
down.
20.Choose Save.
7.14.3 Configuring Hire Template for Access New Hire
You can configure Hire Template for Access New Hire Data.
Prerequisites
Context
In this task you will be configuring a Hire Template for Access New Hire Data.
Procedure

system.
• Template Type: Select Onboarding Manager.
Information.
and Employment ID.
 Note

Information.
 Note
template is 30.

11. Under Onboarding, select the rule scenario Set Hire Template for Onboarding Participant or Responsible Userto
configure the rule.
15. Choose Save.

19. Adjacent to the Rule for Access New Hire Data Template field, select the rule you created from the drop-down..
20.Choose Save.
7.15 Data Collection Process in Onboarding
Data collection process is a standard data model that allows you to collect personal and onboarding related
information from new hires. You can choose to customize the data model as per your requirements and data
collection guidelines of your organization.
When you configure the data model for your SAP SuccessFactors implementation, you choose the fields for the
standard employee record. These fields are a part of the Succession Data Model. Mandatory fields are configured in
the Admin Center Manage Business Configuration tool.
In the Onboarding process, data collected from a candidate during the Recruiting process is compared against the
information required in the standard employee record. Should there be any missing or incorrect information, you
can configure the application to create a task and assign it to the responsible onboarding participants for reviewing
and correcting new hire data. Examples of such missing information can be: Personal Details, National ID, and so
on.
 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 first data collection task begins when the Provide Data For Onboarding tile appears on the new hire's home
page.
After the new hire provides the required information, if there are any Onboarding-specific fields configured in the
Succession Data Model, another home page tile appears prompting the new hire to provide additional information.
You can configure 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.
7.15.1 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
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.
7.15.2 New Hire Data Review Configuration
New hire data review is one of the initial tasks in the onboarding process where you can review new hire data
obtained from your recruiting system for accuracy.
There are two circumstances when the system creates a task to review and correct new hire data.
1. As a Hiring Manager or an HR Representative, when you initiate the onboarding process for an external
candidate from your recruiting system, the SAP_ONB2_HMReviewCheck rule is executed to check if a task
should be created to review new hire data.
 Note
The SAP_ONB2_HMReviewCheck rule is available in onboarding by default, without any preconfigured

condition. Therefore, unless you configure this rule, the system will skip this step during the onboarding
process.
If the rule is evaluated to true, the system creates the new hire data review and correction task. If the
SAP_ONB2_HMReviewCheck rule is set to False, and there are no discrepancies in data, the correction task will
not get created and the process goes to next step.
This is important to mention because user might be confused if he/she does not get this task.
2. The system compares the new hire data obtained from your recruiting system and compares it with your
Onboarding Data Model. If there are any discrepancies, the system creates the new hire data review and
correction task.
 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 find the
task in the New Hire Data Correction tile under the To-Do tile group.
For more information about various rule configurations in data review scenarios, refer to the SAP SuccessFactors
Onboarding Rule Configurations in Data Review Scenarios article.
Related Information
SAP SuccessFactors Onboarding: Onboarding Rule Configurations in Data Review Scenarios
7.15.2.1 Configuring Business Rules for New Hire Data Review
To have the new hire data review step in the Onboarding process, you must configure a business rule.
Context
The new hire data review allows the manager or the assigned participant to review and update the personal data of
the new hire collected during the recruiting process.
Procedure
2. In the Tools Search field, enter Configure Business Rules. Access the tool by clicking on the search result.
The Business Rules Admin page is opened where all the business rules created in the system are visible.
3. In the Search field, enter the rule ID SAP_ONB2_HMReviewCheck and click Go. :
SAP_ONB2_HMReviewCheck rule appears in the search result.

4. Click the rule name.
ONB2_HMReviewCheck (SAP_ONB2_HMReviewCheck) rule appears in detail.

5. Go to Take Action and select Make Correction.
6. Set the If clause expression as Onboarding Process.processType is equal to Value Onboarding.
 Note
You can set the desired rule by editing the expression in the If clause.
7. Click Save.
Based on the conditions specified a business rule is set for the new hire data review by the manager or the
assigned participant. Once the Onboarding process is initiated to the external candidate a task to review the
new hire data is assigned to manager or the assigned participant.
7.15.2.2 Assigning the New Hire Data Review Task to a
Responsible Group
By creating a business rule, you can set up conditions to assign the new hire data review and correction task to a
responsible group.
Prerequisites
You have created responsible groups required for the New Hire data review and correction task. For more
information about creating responsible groups, see Creating a Responsible Group in the Related Information
section.
Context
Responsibility groups can be many. When there are several conditions to be evaluated before assigning a task to a
responsibility group, the process becomes complex. A business rule can help simplify the process of selecting the
right responsibility group.
 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 first 200 are selected as responsible users. These
200 people are fetched in the order in which they’re added.
Procedure
3. To create a new business rule, click  (Create New Rule) .
4. Select the Assign Responsibility Group for New Hire Data Review scenario available under Onboarding category.
5. As per business rule requirements, enter a value for Rule Name, Rule ID, and select a Start Date. Also, select
the Process Type based on whether you are using this rule for Onboarding or Offboarding.
The Rule ID automatically picks up the value entered in the Rule Name. However, it can be changed.
6. Define the business rule by setting up conditions as required.
7. Click Save
 Example
 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 defined in the business rule are not satisfied, the
process will fail resulting in an error. A remedial task will then be created and assigned to the
SAP_ONB2_ErrorFlowAdmins dynamic group in Admin Center Manage Onboarding Dynamic
Groups . Any user belonging to the group can pick up the task, rectify the issue, and resume the
process.
Related Information
Creating a Responsible Group [page 260]
7.15.2.3 Enabling Mandatory Field Validation for Employee
Central Entities
Enable validation of all mandatory Employee Central fields during New Hire Data Review and Personal Data
Collection.
Context
You can create the onSave event type to enable mandatory field validation during New Hire Data Review or Personal
Data Collection step for the following entities:
• National ID
• Phone Information
• IM Information
• Email Information
• Home Address
• Pay Component Recurring
• Pay Component Non-Recurring
• Emergency Contact
• Work Permit Information
• Job RelationShip
 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 Configure Business Rules page opens.

6. Select the Basic rule scenario.
7. Enter a value for Rule Name, Rule ID, and select a Start Date.
8. Select Employee Information from the Base Object dropdown.
9. Select Continue to move to the Configure Business Rules page.
10. Select your If criteria:
Operation and Functions Steps
Left Expression Go to If section, select your left expression, and choose
Phone Information ☰ Is Primary .
Set Expression Field Select is not equal to.
Field Type Select Boolean().
Value Selection Yes
The rule selects one entry from the collection "Phone 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 fields are validated when hiring
managers or Onboarding participants are updating new hire information.
12. Select your Then criteria:
Left Expression 1. Go to the Then section of your business rule and select
the Left Expression.
2. Go to left expression menu icon and select pencil picker
icon.
3. Go to dropdown menu to select output type to Raise
Message.
Set Message Select Phone_Info_Mandatory_Validation.
 Note
This a user defined message.
Severity Select Error.
 Note
You can select either error or warning based on your
requirement.
13. Select Save to finish.
Results
A rule is set to raise an error message when phone information isn’t set to primary during the New Hire Data Review
or Personal Data Collection step by the new hire. And the new hire is unable to complete Personal Data Collection or
the responsible user is unable to complete New Hire Data Review without updating phone information.
7.15.3 Personal Data Collection Configuration
Personal paperwork is an initial task in the Onboarding process where the new hires can review their personal data
obtained from recruiting system for accuracy and update the missing information.
For new hires to review their personal data, the business rule SAP_ONB2_ECDataCollectionCheck must be set
to Always True. This business rule is available in Onboarding by default and is set to Always True without any
preconfigured condition.
If the conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The task appears
on the Provide Data For Onboarding tile of the home page.
 Note
Do not use the compinfo field in rule configuration. The compinfo field is not supported for internal or external
users. Adding this field to rule configuration results in a rule evaluation error.
The new hire can fill the personal data by clicking the task on the Provide Data For Onboarding tile. Once the
new hire clicks the task, Provide Personal Data page opens with some prepopulated data. The prepopulated data
appears from the information filled by the new hire during recruitment process. New hires can verify and update
their personal information like Data of Birth, Nationality in the Provide Personal Data page.
New hires can view and edit their personal data in the Provide Personal Data page based on role-based permissions.
For more information about role-based permissions for new hire data review and correction task, see Role-Based
Permissions for New Hire Data Review in the Related Information section.
 Note
Personal Data collection page doesn’t support Employee Central workflows and Employee Central downstream
integrations. Disable the workflow rules by setting the onSave and OnPostSave Rule context to No.
Go to Manage Business Configuration PersonInfo Entity- , check for the Workflow Request Rule either for
OnSave or for OnPostSave Event Type. Set the Onboarding Rule Contexts for these event types to No if the rule
condition has workflow trigger.
Payment information (paymentInfoV3) is an MDF object. Now, if a rule is configured for this object such that it
triggers a workflow when an external user tries to add payment-related information, then the rule must be skipped.
As the Personal Data Collection page doesn’t support Employee Central workflows, an error occurs if this rule is
executed. Refer the rule configurations created using the Basic scenario and Payment Information as Base
Object, as shown in the example below:
In this example, if an external hire logs into the system to update the payment information details, the payment
information workflow gets skipped.
 Note
Add the configurations mentioned in the sample rule in the If criteria. The Else criteria can be configured with
the content of the existing rule that you’re modifying.
 Note
After the Personal Data Collection is configured, you must use the External User Visibility tool and update
certain objects to be visible to the new hire. For more information, refer to Setting Object Visibility for New Hires
topic in the Related Information section.
For more information about various rule configurations in data review scenarios, refer to the SAP SuccessFactors
Onboarding Rule Configurations in Data Review Scenarios article.
Related Information
SAP SuccessFactors Onboarding: Onboarding Rule Configurations in Data Review Scenarios

Assigning the New Hire Data Review Task to a Responsible Group [page 144]
Configuring Business Rules for New Hire Data Review [page 143]
Setting Object Visibility for New Hires [page 189]
7.15.4 Configuring 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. Configure 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
Configuring a Business Rule to Expand the Payment Information Block [page 151]
Mapping the Rule to the Payment Information Object [page 154]
7.15.4.1 Configuring a Business Rule to Expand the Payment

Information Block
The first step to expand the view of the Payment Information block by default is to configure a business rule.
Procedure
1. Go to Admin Center Configure Business Rules .
The Business Rules Admin page opens.
2. Select  (Create New Rule).
3. Select Basic rule scenario under Basic category.
5. Select Payment Information from the Base Object dropdown menu.
7. Select Add Variable in the Variable section and define it as shown in the table:
Variable Name Enter the variable name as newVar in the left side text box.
1. Select Lookup().
Select Expression
2. Select Process as base object.
3. Select User as output field.
1. Select + to add a new expression.

Add New Expression
2. Select Process Type as left expression.
3. Select Onboarding as value.

Add New Expression
2. Select Process Status as left expression.
3. Select Open as value.

Add New Expression
2. Select User as left expression.
3. Select Login User() as user.
Left Expression 1. Go to the If section of your business rule and select the
Left Expression.
2. Select var_new_Var from the left expression dropdown.
Set Expression Field Select is equal to.
Value Selection Select Login User().
icon.
3. Go to dropdown menu to select output type to Set that
opens up the Select Left Expression dropdown field.
4. From the left expression dropdown menu, select
Payment Information Details Pay Type .
Set Expression Field Select to be equal to.
Field Type Leave as Value.
Value Selection Select Main Payment Method.
Results
The business rule to expand the Payment Information block is configured.
7.15.4.2 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 Configure Object Definitions .
The Configure Object Definitions page is opened.

2. Select Object Definition 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.
7. Click Save.
Results
The Payment Information object is mapped to the selected business rule.
7.15.5 Onboarding Data Collection Configuration
You can collect the data specific to the Onboarding process that you require from the new hire by configuring
Onboarding Data Collection.
Context
With Onboarding, you can customize the data collection process as required. These customized data can be
created by creating a set of entities. Entities are customized data that a new hire must fill during Onboarding Data
Collection step in the Update Onboarding Information page.
For example, if you want to collect data on uniform requirement for new hires, you can create an entity with the
name Uniform asking for size of the uniform. You can create an entity with the name Transport Option asking
weather the new hire requires office transport or personal vehicle.
You can define your own entity name. You can create entities based on the data required by you and add it to the
Update Onboarding Information page.
To configure the onboarding data, the business rules SAP_ONB2_CustomDataCollectionCheck and
SAP_ONB2_DataCollectionConfigSelect must be applied. With Onboarding, these rules are available by default
and are set to Always True.
There are two ways of configuring Onboarding Data Collection:
Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 155]
To collect similar data for all new hires, configure Onboarding data with the default data collection instance.
This configuration allows you to have same entities in the Update Onboarding Information page for all new
hires.
Configuring Onboarding Data Collection with Customized Data Collection Object Instance [page 164]
To collect different data for different new hires based on job location, job code, and so on, you must
configure the Onboarding data by creating a data collection object instance apart from the default instance.
This configuration allows you to have different entities in the Update Onboarding Information page for
different new hires.
7.15.5.1 Configuring Onboarding Data Collection with Default

Data Collection Object Instance
To collect similar data for all new hires, configure Onboarding data with the default data collection instance. This
configuration allows you to have same entities in the Update Onboarding Information page for all new hires.
1. Creating a Data Collection Object Entity [page 156]

To collect the required data from new hires during the Onboarding data step, you must create data
collection object entities.
2. Configuring UI for the Data Collection Object Entity [page 160]
Create a configuration UI for the data collection object entity, to have a UI rendering of the entity on the
Update Onboarding Information page.
3. Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 162]
To make the created object entities available in UI panel, you must map them with the
ONB2DataCollectionUserConfig object.
4. Adding the Configuration UI Items to Default Data Collection Object Instance [page 163]
To collect different data from new hire's, you can group multiple data collection object entities in a single
user interface (UI) with multiple panels, where each entity has its own panel. You can collect these data by
adding the configuration UI items to the default instance
Parent topic: Onboarding Data Collection Configuration [page 154]
Related Information
7.15.5.1.1 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.
Prerequisites
Before create a data collection object entity, make sure you have the enabled the role-based permissions to work
with metadata framework.
Go to Admin Center Manage Permission Roles Permission... Administrator Permissions Metadata

Framework and enable the following permissions:
• Manage Configuration UI
• Configure Object Definitions
• Configure Business Rules
• Access to Business Rule Execution Log
• Manage Data
Context
You can create the entities and make them appear on the Update Onboarding Information page by using the
Metadata Framework and Business Configuration UI respectively.
 Note
Ensure to always create only a single configurable UI object for a metadata framework object definition.
Creating multiple configurable UI objects for the same metadata framework object definition will result in an
error.
After configuration, 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 Definition.
 Note
You use generic objects for settings and information relating to the people working for a business. For
example, vacation and position information.
3. Enter a name for the custom object in the Code field.
 Tip
Custom object names must begin with the string cust_.
4. Select None from the Effective Dating dropdown.

5. Select Editable from the API Visibility dropdown.
6. Set Pending Data as No.
7. Under the header Fields, add the fields 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 field under Fields. Enter the name of the field as cust_userConfig.
b. Click Details associated with cust_userConfig field.
c. Set the Data Type as Generic Object.
d. Enter ONB2DataCollectionUserConfig in the Valid Values Source field.
e. Click Done.
9. Click Details next to the externalCode field and set * Data Type to Auto Number. To save the changes, click
Done.
10. Set the Secured field on the object to NO as the object is secured by default.
11. Click Save on the Object Definition page.
Results
In the example shown, a data collection object entity is created with the name cust_uniform. It has
2 fields cust_shirtsize, cust_pantsize and a mandatory field to associate it with Onboarding process
cust_userConfig. For more information on creating Object definition, see Implementing the Metadata
Framework (MDF) in Related Information section
Next Steps
After creating data collection object entity, you can setup the entity to work with read audit and change audit
functionalities as a part of Data Privacy and Protection. You can also configure your custom object to make it visible
to external users in the system.
Task overview: Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 155]
Next task: Configuring UI for the Data Collection Object Entity [page 160]
Related Information
https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/
44d64fea23df4544b6ce7e91587bf1af.html
7.15.5.1.1.1 Configuring Data Collection Object Entities for Read

Audit and Change Audit
To enable Data Protection and Privacy for your data collection object entities, you must set the read audit and
change audit.
Context
Read Audit and Change Audit are a part of Data Protection and Privacy features of SAP SuccessFactors HXM
Suite. The data collection object entities that you create in your system are not configured to work with read
audit and change audit by default. However, you can set up your entities to work with read audit and change audit
accordingly.
Procedure

2. Select a search type as Object Definition and enter the name of your entity in the search field. Open the entity
by clicking on the search result.
3. From the Take Action menu, click Make Correction.
4. Select Complete History from MDF Version History dropdown.
5. Add a custom field under Fields. Enter the name of the field as cust_subjectUser.
 Note
The cust_subjectUser field should be updated to find the details of the custom object created by the
Admin. It is also needed to capture the Change Audit Log and Read Audit Log data on the defined custom
object, and to link the users for whom the Change Audit Log and Read Audit Log report is to be generated.
a. Click Details associated with cust_subjectUser field.

b. Select User from Data Type dropdown.
c. Select Read Only from Visibility dropdown.
d. Click Done.
6. Create a business rule to set up your entity for read audit and change audit. For information about how to
create the rule, refer to the Related Information section.
7. Select the newly created business rule from the Save Rules dropdown.
8. Click Save.
Your data collection object entity is now set up for read audit and change audit.
Related Information
Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit [page 159]
7.15.5.1.1.2 Creating a Business Rule to Set up a Data Collection

Object Entity for Read Audit and Change Audit
After you set the data collection object entities for Read/Change audit, you must create a business rule for the
Data Protection and Privacy to work on these entities.
Prerequisites
You have configured your custom object by:
• Creating the custom field cust_subjectUser.

• Setting the value of MDF Version History to Complete History.
 Note
For custom MDF objects, you can set the value for External User Visibilty field. This is only applicable for
Onboarding.
Procedure
1. Click  (Add Rule) under Save Rules of your data collection object.
The Rules for MDF Based Objects scenario appears preselected under the Metadata Framework category, on
the Configure Business Rules page.
2. Enter a Rule Name, Rule ID, and select a Start Date.
3. Enter the data collection object entity name in the Base Object field.
The rule will operate on the selected base object. You can assign the rule to the object definition of the base
object in Configure Object Definition page.
4. Select the Purpose that defines the intent of a phase in an object's lifecycle.
For example, to define a default value for an object instance, select "Initialize" as the Purpose. This sets the
initial value for an object instance. You can always change the default value.
5. Click Continue.
6. In the business rule configuration page:
a. Configure the If condition to be Always True.
b. Configure the Then condition.
 Example
cust_uniform.subjectUser to be equal to cust_uniform.userConfig.subjectUser.
7. Click Save.
A business rule is now set for the read/change audit on data collection object entity.
Example
A rule is created with to select the If condition as always tru and
7.15.5.1.2 Configuring UI for the Data Collection Object Entity
Create a configuration UI for the data collection object entity, to have a UI rendering of the entity on the Update
Onboarding Information page.
Procedure
2. In the Tools Search field, enter Manage Configuration UI. Access the tool by clicking on the search result.
3. Click Create New.
4. Provide an ID.
 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 fields 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 workflow is unavailable from
Onboarding.
7. Click  Edit Properties next to any of the available fields to add a custom label for the field, or change other
attributes about the field display.
8. Click  Delete to remove the following internal fields from the custom objects:
• externalName
• externalCode
• userConfig
 Note
The internal fields appearing on your screen depends on the Base Object selected. If you try to configure
these fields, there are chances that the values in these fields might get overwritten and create errors.
9. Click Save.
A Configuration UI object is created with the specified ID for the data collection object entity.
Previous task: Creating a Data Collection Object Entity [page 156]
Next task: Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 162]
7.15.5.1.3 Mapping Object Entity to
ONB2DataCollectionUserConfig Object
To make the created object entities available in UI panel, you must map them with the
ONB2DataCollectionUserConfig object.
Procedure

2. Select Object Definition in the first dropdown.
3. Select ONB2DataCollectionUserConfig in the second dropdown.
4. Click Take Action Make Correction .

5. In the Associations section, enter a name of association for the data collection object entity.
6. Set the Multiplicity field to One to One.
 Note
One to Many is not supported as Multiplicity for Custom Data Collection.
7. In the Destination Object field, select the name of the data collection object entity created for Onboarding data
collection.
8. Select Type dropdown menu, select the Join By Column value.
9. Click the Details link next to the association.
The Details dialog box opens.

10. In the Destination Object Column enter cust_userConfig.
11. Enter internalId in the Source Object Column field.
12. Click Done.
13. Click Save in the Object Definition: ONB2DataCollectionUserConfig page.
Results
An association is created with data collection object entity and ONB2DataCollectionUserConfig.
Previous task: Configuring UI for the Data Collection Object Entity [page 160]
Next task: Adding the Configuration UI Items to Default Data Collection Object Instance [page 163]
7.15.5.1.4 Adding the Configuration UI Items to Default Data
Collection Object Instance
To collect different data from new hire's, you can group multiple data collection object entities in a single user
interface (UI) with multiple panels, where each entity has its own panel. You can collect these data by adding the
configuration UI items to the default instance
Context
You can group multiple custom object entities in a single UI, where each entity has its own panel. Each
panel can collect the required data for that particular entity. This grouping of entities is achieved using the
ONB2DataCollectionConfig MDF object. This object can hold a list of Configuration UI items that can be
rendered on the Update Onboarding Information page. You can reorder the entities, add new entities, and delete
entities.
A default instance of the data collection object with the external code DEFAULT_DATA_COLLECTION_CONFIG is
present when you enable Onboarding.
You can create your own instance of the data collection object and add the Configuration UI items for each instance
as required. The instance of data collection object to be rendered can be controlled setting a business rule.
You can create multiple instances of data collection object based on your need and you must select them using the
business rule as per the condition.
Procedure
1. Go to Admin Center Tools Employee Files Manage Data .

2. Select ONB2DataCollectionConfig in the first dropdown and DEFAULT_DATA_COLLECTION_CONFIG in the
second dropdown.
3. Select Take Action Make Correction .

4. Add the required configuration UI items by selecting the ID provided while UI configuration for that entity from
the available objects in the dropdown menu.
5. Reorder the fields using the arrow icons.
6. Delete fields by clicking the trash can icon.
7. Click Save.
Results
The entities added as configuration UI items to the default data collection object instance
DEFAULT_DATA_COLLECTION_CONFIG appears on the new hire data collection page of the new hire's.
 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 ONB2DataCollectionUserConfig Object [page 162]
7.15.5.2 Configuring Onboarding Data Collection with

Customized Data Collection Object Instance
To collect different data for different new hires based on job location, job code, and so on, you must configure the
Onboarding data by creating a data collection object instance apart from the default instance. This configuration
allows you to have different entities in the Update Onboarding Information page for different new hires.
Out of the box we provide Default Data Collection Config. You can use this Config to add your Config UIs
to be shown on Custom Data Collection screen. For example, you can add other Config UIs like Uniform,
Transport, and Meal Coupons to the list. You can also create your own Data Collection Configs, for example,
Data_Collection_USA_Config and add Config UIs as per your requirement.
 Note
You can set a criteria based on which a Data Collection Config can be selected.
1. Creating a Data Collection Object Instance [page 165]

To have different Update New Hire Information page for new hires based on job location, job code, and
so on, you must create your own instance of ONB2DataCollectionConfig apart from the default instance
DEFAULT_DATA_COLLECTION_CONFIG.
2. Configuring the Business Rule for Customized Onboarding Data Collection [page 166]
To have different custom object entities available for different new hires based on the new hire job location,
job code, and so on, you must configure a business rule.
3. Configuring a Picklist for Custom Data Collection [page 167]
Picklists allow you to define the values specified for a field. Before you create Picklists and Picklist-Values
for Custom Data Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.
4. Configuring the Business Rule to Set mdfSystemExternalUserVisibility to Yes [page 170]
Configure 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 Configuration [page 171]
You must create the Attachment Field Configuration to view attachments uploaded as part of additional
data collection in the Onboarding Dashboard (New).
Parent topic: Onboarding Data Collection Configuration [page 154]
Related Information
Configuring Onboarding Data Collection with Default Data Collection Object Instance [page 155]
7.15.5.2.1 Creating a Data Collection Object Instance
To have different Update New Hire Information page for new hires based on job location, job code, and
so on, you must create your own instance of ONB2DataCollectionConfig apart from the default instance
Prerequisites
• Data collection object entities must be created and made visible to new hires.
• UI configuration must be done for the data collection object entities.
• Business rule for Onboarding data must be set to true.
Procedure
The Manage Data page appears.

2. Select ONB2DataCollectionConfig in the Create New dropdown list.
3. Enter the name of the instance in the metaId
4. Add the required configuration UI items by selecting the ID provided while text box.UI configuration for that
entity from the available objects in the dropdown list.
5. Click Save.
Results
An instance of ONB2DataCollectionConfig text is available with the name provided in the metaID text box, apart
from the default instance.
Task overview: Configuring Onboarding Data Collection with Customized Data Collection Object Instance [page
164]
Next task: Configuring the Business Rule for Customized Onboarding Data Collection [page 166]
Related Information
Creating a Data Collection Object Entity [page 156]

Configuring UI for the Data Collection Object Entity [page 160]
Mapping Object Entity to ONB2DataCollectionUserConfig Object [page 162]
Adding the Configuration UI Items to Default Data Collection Object Instance [page 163]
7.15.5.2.2 Configuring the Business Rule for Customized

Onboarding Data Collection
To have different custom object entities available for different new hires based on the new hire job location, job
code, and so on, you must configure a business rule.
Prerequisites
You must have created data collection configuration apart from the default instance,
DEFAULT_DATA_COLLECTION.
Context
The data collection configuration rule decides which custom object entities should be assigned to the new hire.
You can modify this rule and assign any data collection configuration created in the previous step based on certain
conditions.
The ONB2_DataCollectionConfigSelect rule is set to Always True and it outputs the object entities in the
DEFAULT_DATA_COLLECTION instance. As an admin you can modify the condition based on job location, job code,
division, and so on and set the output as required.
Procedure
3. In the Search field, enter the ONB2_DataCollectionConfigSelect rule.
4. Click Take Action and select Make Correction.
5. Define the condition as per your requirement with the newly create instance and the default instance
6. Click Save.
Results
Based on the rules set, new hires can see the data collection object entities on the Update Onboarding Information
page.
164]
Previous task: Creating a Data Collection Object Instance [page 165]
Next task: Configuring a Picklist for Custom Data Collection [page 167]
7.15.5.2.3 Configuring a Picklist for Custom Data Collection
Picklists allow you to define the values specified for a field. Before you create Picklists and Picklist-Values for
Custom Data Collection, create a rule to allow the new hires to view the Picklist and the Picklist-Values.
Context
You must first set the visibility of the external users (new hires) to Read Only, then set up a rule for the Picklist and
the Picklist-Values that decides what options are shown to these external users.
For example, if Uniform size is a Picklist and the different sizes (Small, Medium, Large) are the Picklist-values, you
can set a rule for the Picklist and the Picklist-Value to make the required options visible to the new hires.
The following steps enable you to set the visibility of the picklist for external users and create a rule for the picklist.
Procedure
1. Go to Admin Center Configure Object Definitions , in the search field, select Object Definition from the
first dropdown and choose PickList from the second dropdown menu.
The Object Definitions page opens.

2. To edit the picklist object definition, select Make Correction from the Take Action dropdown menu.
3. Scroll down to mdfSystemExternalUserVisibility in the Fields section, click Details.
The Details dialog box appears.

4. Set the Visibility for the mdfSystemExternalUserVisibility to Read Only and click Done.
5. Click Saveon the Object Definitions.
6. Add an OnInit rule for the Picklist and PickList-Values.
You can use this rule to decide which picklist and what values in the picklist can be shown to the external user.
 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 Configure Business Rules page is opened. The Rules for MDF Based Objects scenario is preselected under
the Metadata Framework category.
8. Enter the Rule Name, Rule ID, and select a Start Date.
9. Select Picklist from the Base Object dropdown.
For example, to define a default value for an object instance, select "Initialize" as the Purpose. This sets the
11. Click Continue.
12. Select the If condition as Always True so that whenever a new picklist is added it's available for the new hire.
To set the Then condition, click  edit icon and select Picklist.mdfSystemExternalUserVisibility from the
dropdown menu and set it to Yes.
Results
The new hires can see the picklists, and the picklist-values that you've defined in the rule.
Next Steps
Repeat the same procedure to set the external user visibility for picklist values, and to create a rule for the same.
Remember to select Picklist-Values instead of Picklist wherever required.
164]
Previous task: Configuring the Business Rule for Customized Onboarding Data Collection [page 166]
Next task: Configuring the Business Rule to Set mdfSystemExternalUserVisibility to Yes [page 170]
7.15.5.2.4 Configuring the Business Rule to Set
mdfSystemExternalUserVisibility to Yes
Configure 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 definition. To do
so, you must configure this business rule.
Procedure
1. Go to Admin Center Configure Object Definitions , in the search field, select Object Definition from the
first dropdown and then choose the target object definition from the second dropdown menu.
The Object Definitions page opens.

2. To edit the picklist object definition, select Make Correction from the Take Action dropdown menu.
3. To add a rule, scroll down to Save Rules and select  (Add Rule).
5. Enter the entity name in the Base Object field.
The rule will operate on the selected base object. You can assign the rule to the object definition of the base
object on the Configure Object Definition page.
For example, to define a default value for an object instance, select Initialize as the Purpose. This sets the initial
value for an object instance. You can always change the default value.
7. Click Continue.
8. Configure the If condition to Always True.
9. To configure the Then condition, click  edit iconand set the value of mdfSystemExternalUserVisibility to Yes.
10. Click Save.
Results
A business rule is now created to make the data collection object entity available for new hires.
164]
Previous task: Configuring a Picklist for Custom Data Collection [page 167]
Next task: Attachment Field Configuration [page 171]
7.15.5.2.5 Attachment Field Configuration
You must create the Attachment Field Configuration to view attachments uploaded as part of additional data
collection in the Onboarding Dashboard (New).
Prerequisites
• Configure Additional Data Collection. For more information, see the Configuring Onboarding Data Collection
with Customized Data Collection Object Instance topic.
• Create a custom field cust_subjectUser. For information about creating a custom field, see the Procedure
section of the Configuring Data Collection Object Entities for Read Audit and Change Audit topic.
• Create an OnSave rule to populate the field along with the new hire user from the additional data collection
user configuration. 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.
• Configure the rule in the custom object definition as an OnSave rule.
Context
Along with documents generated through Onboarding and Compliance document workflows, 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 Configuration from the Create New dropdown list.
3. Select the custom object definition and the corresponding attachment field from the Object Type and
Attachment Field dropdown list respectively.
4. From the dropdown list, select the following values for the corresponding fields:
• 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 configure the Attachment Category
based on your preference.
• ONBOARDING for Module

5. Click Save.
164]
Previous task: Configuring the Business Rule to Set mdfSystemExternalUserVisibility to Yes [page 170]
Related Information
Configuring Attachment Fields for Document Categories
Configuring Data Collection Object Entities for Read Audit and Change Audit [page 158]
Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit [page 159]
7.15.6 Adding an Onboarding Rule Context for Business Rules
Add Onboarding rules context to onSave and onChange rules in the Business Configuration UI to prevent triggering
unnecessary rules in a given context and to improve system performance. If you select specific contexts, the rules
will be exclusively triggered in the contexts checked.
Context
You don't have to add contexts to rules. If no contexts are set, then the rules are triggered when the parameters set
in the rule are met. By adding context, you limit the situation where rules are triggered.
The contexts are for onSave and onChange rules. If you select specific contexts, the rules will be exclusively
triggered in the contexts checked. For example, on the Job Info page if the contract employee field is set to “Yes”
then based on this you can trigger an onChange rule to set another field “Is eligible for bonus” to “No”.
 Note
This rule context is applied on Onboarding data collection pages, for example, Personal Data Collection page.
You can limit the triggering of rules to the following contexts:
• Edit
• History
• Imports
• Mass Changes
• Hire
• Report No-Shows
• Off Cycle Event Batch
• Termination
Here are some recommendations for what situation the contexts are useful, for example:
The rules for Event Reason Derivation only make sense when making changes in ESS/MSS, so we recommended
limiting such rules to the ESS/MSS context by setting it to Yes while switching all other contexts to No.
If validation rules are only made for specific purposes such as in the context of Termination or New Hire, we
recommend setting only this exact context to Yes for such a rule.
Event Reason Deriva-

Context/Rule Type Workflow Derivation tion Validation Cross-Block
Edit (MSS/ESS) Yes Yes Yes Yes
History No No Yes Yes
Imports No No Yes Yes
Only when workflows

are disabled for im-
ports.
Mass Changes No No No No
You would not want to

create approval work-
flows when making the
same change for lots of
people.
Hire/Rehire Yes No Yes No
Report No-Shows Yes No Yes No
Off Cycle Event Batch No No No No
Termination Yes No Yes No
Procedure
1. Go to the Admin Center.

2. In the Tools search field, enter Manage Business Configuration.
For more information about the BCUI, see the Configuring Context for Business Rules in the Setting Up and
Using Business Configuration UI (BCUI) guide on the SAP Help Portal.
3. Under Employee Central, select the relevant HRIS element.
4. For onSave rules, in the Trigger Rules section, click the Details link.
For onPostSave rules, find the relevant field and click the Details link. Scroll down to the Trigger Rules section
and click the Details link.
5. In the Details pop-up, ensure that the Event Type is either onSave or onPostSave.
6. Click the Plus (+) icon to add a context.
7. In the Rules Contexts section, for Onboarding context, select Yes or No from the drop-down list.
Only after you add context to the rule, the default for all contexts is Yes, which means that the rules would only
be triggered in those screens.
If you change the setting to No, that means that the rule is not processed in that context for the HRIS element.
 Note
Employee Central Workflow and Employee Central Downstream Integration is not supported for
Onboarding data collection pages. For the Event Type onPostSave and onSave, in the Rules Contexts
section, for Onboarding context, select No from the drop-down list.
8. Click Done to exit the pop-up.

7.16 Managing Onboarding Document Templates
You can configure document templates to map data collected from new hires and create customized documents
required for Onboarding.
This includes mapping candidate-specific data to forms, as well as specifying business rules that define which
forms are relevant based on job role, location, and other criteria.
After the completion of the data collection part of the onboarding process, the business rules associated with
document templates are evaluated, and any relevant documents for the new hire are generated. If documents
require a signature, 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.
7.16.1 Configuring a Document Template
To have customized documents for the data collected during onboarding, you can configure a document by having
data based on your requirement. You can save this document as a template and map the onboarding data to it.
Context
You can create the desired document in Acroform PDF format using the Third-Party Designer tool or XDP (XML
Data Package) format using Adobe LiveCycle Designer.
 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 [page 176]

To configure a document flow, the first step is to create the desired document format using the Adobe
Editor.
2. Uploading and Mapping a Third Party PDF Form [page 178]
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 [page 180]
Learn about the naming guidelines for fields in Onboarding document templates.
4. Uploading a Document Template [page 182]
Upload a document template for each onboarding form that you would use in your business processes.
5. Mapping Document Placeholders [page 183]
Map document placeholders to data objects so that candidate-specific information is populated when the
Onboarding forms are generated.
6. Mapping Document Template Signature Fields to Onboarding Roles [page 184]
Mapping the signature field in the document template to a role requires configuring the signature. You can
map the fields either to a New Hire or a Manager who can sign on the mapped field.
7. Defining Business Rules for Onboarding Documents [page 185]
Create business rules in order to assign a document template to a new hire.
8. Defining Business Rules for Multiple Document Flows [page 186]
For each Document Flow, you can assign multiple forms by configuring business rules.
7.16.1.1 Creating a Document Template Using Adobe LiveCycle
Designer
To configure a document flow, the first step is to create the desired document format using the Adobe Editor.
Context
Adobe LiveCycle Designer is a tool that is available to all SAP Partners. It helps you to design your own document in
XDP (XML Data Package).
Procedure
1. Open the Adobe LiveCycle Designer tool to create a document template in XDP (XML Data Package) format.
2. Click File and select New Style Sheet.
A new style sheet opens in the Design View tab.

3. Add the required fields from the Object Library.
Ensure that you name the fields 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
4. To add fields:
a. Select the corresponding field.
b. In the Object window, select Binding tab, and enter a name of your choice in the Name field.
 Note
Go to the Binding tab, only if you want the fields to be mapped.
5. To add text fields for signature:

1. Select the corresponding field.
2. In the Object window, select Binding tab.
3. Enter the suffix DocuSignSignHere in the Name field.
4. Add two text fields for signature, and enter the suffix DocuSignDateSigned in the Date field.
 Note
The signature fields used by the manager and the new hire is determined while mapping the PDF form
using Adobe Document Cloud. For more information, refer to the "Mapping and Uploading a PDF Form
Created Using Adobe Document Cloud topic" in Next task section.
6. Save your template with a Adobe XML Form (*.xdp) type.
 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: Configuring a Document Template [page 175]
Next task: Uploading and Mapping a Third Party PDF Form [page 178]
Related Information
Naming Guidelines for Fields in Onboarding Document Templates [page 180]
7.16.1.1.1 Downloading Adobe LiveCycle Designer
Use the Adobe LiveCycle Designer to provide your own form templates for the SAP Forms by Adobe REST API.
Context
Adobe LiveCycle Designer helps you to create templates for interactive and print forms by providing a wide set of
design functions.
To create templates you must download Adobe LiveCycle Designer, version 11.0.
Procedure
1. Go to https://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
Tutorial: Create a Simple Template with Generated Sample Data
7.16.1.2 Uploading and Mapping a Third Party PDF Form
Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third-party editor tool.
Prerequisites
To upload a policy form, you must have at least one mapped field in the .pdf file.
It's recommended that you either add a name field or a signature field in the policy form itself.
Procedure
1. Open customer policy or signature form using the third party editor tool.
2. From the Tools menu, select Prepare Form. This allows you to add fields to the form.
3. Place the text field in the desired place within the form.
4. In the field, add the desired field name required to map.
 Note
Ensure that you name the fields and the placeholders for grid-based fields 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 field 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 fields that were added to the form appears on the Manage Document Template Mapping page.
The field name you place on the form earlier appears under Placeholder. Map the Placeholder to the Base
Object and the Target Field within Onboarding.
10. When all fields are mapped, click  Maintain Signature icon under the Actions column.
11. From the Roles dropdown menu, select who will be signing the document.
Results
You've uploaded a PDF document created using a third party editor tool, and have mapped the Placeholder to the
Base Object and the Target Field in Onboarding.
Previous task: Creating a Document Template Using Adobe LiveCycle Designer [page 176]
Next: Naming Guidelines for Fields in Onboarding Document Templates [page 180]
Related Information
7.16.1.3 Naming Guidelines for Fields in Onboarding Document

Templates
Learn about the naming guidelines for fields in Onboarding document templates.
The names of the fields 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 field names.
Naming Guidelines for Grid-Based Fields to Support Direct Mapping with

Multiple Values
You can configure a grid-based layout (tabular format) in the Onboarding template to create multiple records for
specific types of new hire data. You can include fields such as, text fields, numeric fields, 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 configure direct mapping of the grid-based fields with multiple values. Direct mapping allows
you to map a new hire's data based on the start date of the new hire. To configure direct mapping of the fields in a
grid, ensure that the names of the fields are:
• Prefixed 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 fields under a particular
column. For example, if a grid has three fields for the names of different countries/regions under the "Country/
Region" column, you must use the numbers 0, 1, and 2 as the index values in the names of the fields. Similarly,
you must use the index values 0, 1, and 2 in the names of the fields for the "Document Type" column in the
same grid.
Based on the naming rules, the name of a grid-based field 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 fields for the countries/regions associated with three national ID documents.
 Note
The naming guidelines apply for grid-based fields in both XDP templates and PDF templates.
Parent topic: Configuring a Document Template [page 175]
Previous task: Uploading and Mapping a Third Party PDF Form [page 178]
Next task: Uploading a Document Template [page 182]
Related Information
Configuring a Document Template [page 175]

Creating a Document Template Using Adobe LiveCycle Designer [page 176]
7.16.1.4 Uploading a Document Template
Upload a document template for each onboarding form that you would use in your business processes.
Prerequisites
Before you can upload a new document template, you must configure the template either by using Adobe LifeCycle
and save the document as an .xdp or configure the template using Third Party Designer tool such as Adobe
Document Cloud and save the document as .pdf file.
 Note
Ensure that the forms that you are uploading have mappings and/or Signature fields. Use this page to upload
XDP and PDF templates.
Provide unique IDs to the templates that you are planning to upload. You cannot upload templates with
duplicate IDs.
Procedure
2. In the Tools Search field, enter Maintain Onboarding and Offboarding Document Templates. Access the tool by
clicking on the search result.
3. Click + Add New Document Template.
4. Upload the XDP or PDF file by clicking on Browse.
 Note
If you try to upload an XDP file that exceeds the maximum file-size of 10 MB, the upload might fail. Also,
ensure that you use an image of the file format .png on the file.
5. Define the document template parameters Id, Locale, Process Type, Name and Category.
You can select a category based on your requirement:

• Administrative: Use this category if you want to generate a document which has administrative data. For
example, candidates personal details like first name, last name, and start date.
• Compliance: Use this category if you want to generate a document which has compliance forms.
• Custom New Hire: Use this category if you want to generate a document which has new hire data, for
example, uniform details, parking details, and so on.
• Policy Agreement: Use this category if you want to generate a document which has Non-Disclosure
Agreements like asking the new hires to validate the data and add their signature.
6. Click Upload.
Previous: Naming Guidelines for Fields in Onboarding Document Templates [page 180]
Next task: Mapping Document Placeholders [page 183]
7.16.1.5 Mapping Document Placeholders
Map document placeholders to data objects so that candidate-specific information is populated when the
Onboarding forms are generated.
Prerequisites
If you want to create a rule-based mapping for placeholders, you need to configure a related business rule first.
Procedure
1. Go to Admin Center Maintain Onboarding and Offboarding Document Templates .
The Maintain Onboarding and Offboarding Document Templates page opens.

2. Select the document template where you want to map the document placeholders to the data objects, and
click 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 fields that are configured for direct
mapping, only one field from each set of related fields 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 configured three fields
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 field, the rest of the related fields are
automatically populated when the Onboarding form is generated. For more information about configuring
fields for direct mapping, refer to the Naming Guidelines for Fields in Onboarding Document Templates
4. Select a Base Object.

5. Select a Target Field.
6. To map fields from Custom Data Collection and then and expand it to select the required Custom Data
Collection object from the list:
a. Select the Base Object as Process.
b. In the Target Field, go to the toDataColectionUserConfig field 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
8. Click Save.
Previous task: Uploading a Document Template [page 182]
Next task: Mapping Document Template Signature Fields to Onboarding Roles [page 184]
Related Information
Rule Mapping
7.16.1.6 Mapping Document Template Signature Fields to

Onboarding Roles
Mapping the signature field in the document template to a role requires configuring the signature. You can map the
fields either to a New Hire or a Manager who can sign on the mapped field.
Context
Each document template can include placeholders for New Hire and Manager signatures. To include the signatures
of the New Hire and Manager, you must map the signature fields 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 fields.
4. Click Done.
Results
The signature fields in the document template are mapped to the selected role.
Previous task: Mapping Document Placeholders [page 183]
Next task: Defining Business Rules for Onboarding Documents [page 185]
7.16.1.7 Defining Business Rules for Onboarding Documents
Create business rules in order to assign a document template to a new hire.
Procedure

2. Select Define 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 configuration screen opens.

6. Define 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.
7. Click Save.
Results
After creating a business rule, you can generate an onboarding form and assign it to new hires.
Previous task: Mapping Document Template Signature Fields to Onboarding Roles [page 184]
Next task: Defining Business Rules for Multiple Document Flows [page 186]
7.16.1.8 Defining Business Rules for Multiple Document Flows
For each Document Flow, you can assign multiple forms by configuring business rules.
Procedure
2. Select Define 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 configuration screen opens.

6. Define 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 Onboardee
Document Flow is selected as the Process Variant step, then Direct Deposit form must be assigned to this
document flow. 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 flow.
Previous task: Defining Business Rules for Onboarding Documents [page 185]
7.16.2 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.
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 definition for the on-

boarding 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 in-
cludes mapping candidate-specific data to forms, as well as
specifying business rules that define which forms are rele-
vant based on job role, location, and other criteria.
Mapped Data XML When you enter values in Process and Document Template
Mapping Preview ID fields, the Mapping Data XML field pro-
vides 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.
7.17 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,
CountrySpecificValidationConfiguration, or Message Definition object in Manage Data. If you update the selected
objects using the External User Visibility tool, then the new hire can view these objects during Personal Data
Collection.
You can update the following objects to be visible through the External User Visibility tool:
• CountrySpecificValidationConfiguration
• CustomPayType
• emailInfo: including emailInfo_dependent, emailInfo_onboardee, and emailInfo_employee.
• globalInfo: including globalInfo_dependent, globalInfo_onboardee, and globalInfo_employee.
• homeAddress: including homeAddress_dependent, homeAddress_onboardee, and homeAddress_employee.
• MessageDefinition
• 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
• JobClassification
• AddressValidationConfigurationForEmployeeAddresses
 Note
If you don't find 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
8 Additional Configurations
After implementing Onboarding, you must enable the e-mail services to send timely notifications, create new
e-mail templates, and use preconfigured e-mail templates. Configure the home page to manage content that
appears on the home page for new hires with the help of tiles. And create responsible groups as a measure towards
effective task management.
8.1 Email Notifications
Email notifications are an integral part of the onboarding process that help channel vital information to onboarding
participants, for reference or action or both.
Email Services in Onboarding aim to facilitate a simplified onboarding experience with a consistent communication
mechanism.
Email services in Onboarding enable you to:
• Use preconfigured email templates, tailor-made to work with the onboarding process.
• Create new email templates with business and locale-specific rules and content.
• Send timely email notifications to assigned onboarding participants during different stages of the onboarding
process.
• Configure reminder email notifications to control the frequency of reminders messages.
• Unsubscribe from email notifications, and so on.
 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 notifications that contains new hire's username as one of the parameters:
• (ONB) Start Onboarding process Template

• (ONB) Continue Onboarding process Template
• (ONB) Document Signature task creation Template
• (ONB) Document Signature task for new hire creation Template
 Note
The links in the email notifications 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, spoofing, social engineering, phishing attacks,
and to ensure that your own spam filters don't filter valid messages from SAP SuccessFactors, use an allowlist
Additional Configurations PUBLIC 191
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 notifications in Onboarding are:
Accessing the Email Services [page 193]

Email Services provide all the resources you need to setup and manage an effective notification process in
your system.
Preconfigured Email Templates in Onboarding [page 194]

Email Templates are preformatted files that serve as a starting point in the process of creating email
notifications.
Business Rules in Email Services [page 201]

You can create business rules to setup conditions for filtering the right notification.
Configuring Specific Document Types as Email Attachments [page 209]

As an alternative to setting up business rules for email attachments, you can configure only specific
document types to be shared with new hires and other stakeholders in the onboarding process.
Managing Email Templates [page 211]

You can perform various operations to manage your email templates that include adding, editing, reusing,
copying or deleting email templates.
Using Email Status [page 217]

Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by
the system.
Configuring Email Triggers [page 219]

You can configure an email trigger to determine when to send email notifications.
Configuring Email Categories [page 226]

You can configure email categories to represent email template groups and build email attributes, such as
recipient and content.
Email Tokens in Onboarding [page 229]

Learn about the email tokens you can use to configure Onboarding email templates.
Adding Custom Tokens in Email Notifications [page 233]

You can use custom tokens such as Legal Entity, or Position in the email notification template.
Unsubscribing from Email Notifications [page 235]

If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the notifications.
192 PUBLIC Additional Configurations
8.1.1 Accessing the Email Services
Email Services provide all the resources you need to setup and manage an effective notification process in your
system.
Prerequisites
You have the permissions to access Email Services tool in the Admin Center. For more information, see Role-Based
Permissions for Email Services in the Related Information section.
Procedure
2. In the Tools Search field, enter Email Services.
3. Access the Email Services tool by clicking on the search result.
4. On the Email Services page, select Manage Template.
5. On the Manage Email template page, click  New Template and select Reuse Templates to list out all the
existing templates.
To add a new template, select Create New Template.
Task overview: Email Notifications [page 191]
Related Information

8.1.2 Preconfigured Email Templates in Onboarding
Email Templates are preformatted files that serve as a starting point in the process of creating email notifications.
Onboarding comes with a set of preconfigured email templates, ready for use. These email templates are designed
to seamlessly work throughout the onboarding process. You can choose to use these templates in their existing
configuration or customize them according to your requirements.
When you access the Email Services configuration page for the first time, there will be no email templates listed
under the Active Templates tab. You can reuse preconfigured email templates or create custom email templates
from the Manage Email Template section.
Preconfigured Email Templates
Notification Recipient Template Name Description
Onboarding Custom Task As- New hire (ONB) Custom Onboarding Notify task recipient about as-
signed Onboarding participant Task Initiated Template signed custom tasks.
Onboarding Custom Task New hire (ONB) Custom Onboarding Notify task recipient about
Completed Onboarding participant Task Completed Template custom tasks completion.
Offboarding Custom Task As- Employee (OFB) Custom Offboarding Notify task recipient about as-
signed Onboarding participant Task Initiated Template signed custom tasks.
Offboarding Custom Task Employee (OFB) Custom Offboarding Notify task recipient about
Completed Onboarding participant Task Completion Template custom task completion.
Start Onboarding Process New hire (ONB) Start Onboarding Notify new hires to begin
process Template tasks related to the onboard-
ing process by providing re-
lated information.
Continue Onboarding Process New hire (ONB) Continue Onboarding Notify new hires about the on-
process Template boarding progress and prompt
them to continue with the re-
maining tasks by providing re-
lated information.
New Buddy Assignment (New New hire (ONB) New Buddy Assignment Notify new hires about the as-
Hire) Template signment of a new buddy.
New Buddy Assignment Onboarding participants (ONB) Buddy Assignment Notify the assigned onboard-
(Buddy) Buddy Template ing participants that they've
been selected as a buddy for
the team's new hire, along
with related information.
New Buddy Assignment Can- Buddy (ONB) Buddy Assignment Notify the assigned buddy
cellation Cancellation Template about reassignment or can-
cellation of the buddy assign-
ment task.
Recommended People Assign- New hire (ONB) New Recommended Notify new hires about con-
ment (New Hire) People Template tacting the people recom-
mended by the Hiring Man-
ager.
Recommended People Assign- Onboarding participants (ONB) Recommended People Notify the assigned onboard-
ment (Recommended Person) Assignment Template ing participants that they’ve
been recommended to the
new hire by the hiring man-
ager to help speedup the on-
boarding process.
Recommended People Can- Recommended person (ONB) Recommended People Notify the assigned recom-
cellation Assignment Cancellation mended person about cancel-
Template lation or reassignment of the
recommended people task.
Meeting updated for new hires New hire (ONB) A meeting updated Notify new hires about meet-
Template ing updates added to the
home page.
Meeting updated for Partici- Onboarding participants (ONB) A meeting updated for Notify assigned onboarding
pants participants Template participants about new meet-
ing updates.
Suite-mapping Error Administrator (ONB) Suite mapping error Notify administrators about
Template new hire data alignment is-
sues identified in the suite
mapping, and provide infor-
mation about postponement
of the onboarding task.
Prepare for New Team Mem- Onboarding participants (ONB) Prepare for New Team Notify assigned onboarding
ber Member Template participants that onboarding
activities are pending for a
new hire with an approaching
start date.
 Note
Assigned onboarding par-
ticipants will receive one
notification for each pend-
ing task respectively.
Furnish Equipment Onboarding participants (ONB) Furnish Equipment Notify assigned onboarding
Template participants to procure speci-
fied equipment for the new
hire.
Furnish Equipment Cancella- Onboarding participants (ONB) Furnish Equipment Notify assigned onboarding
tion Cancellation Template participants about cancella-
tion of the Furnish Equipment
task.
Onboarding Cancelled Onboarding participants (ONB) Onboarding Cancelled Notify all onboarding partici-
Template pants 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 supplemen-
tal 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 supple-
mental information, to help
new hires through their first
day at work.
Where to Go (New Hire) New hire (ONB) Where To Go updated Notify new hires with informa-
Template tion about where to go on their
first day at work.
Prepare for Day One (New New hire (ONB) Prepare for New Hire Notify new hires with informa-
Hire) First Day updated Template tion 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 Mes- New hire (ONB) External User Welcome Notify new hires that are ex-
sage Message Template ternal 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 Onboard- New hire (ONB) New Team Member Notify new hires that their on-
ing Restarted Onboarding Restarted boarding process has been re-
Template started due to reasonable cir-
cumstances.
New Team Member Onboard- Hiring manager (ONB) New Team Member Notify the assigned hiring
ing Restarted - Hiring Manager Onboarding Restarted - Hiring manager that the onboarding
Manager Template process for a given new hire
has been restarted due to rea-
sonable circumstances.
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 cancel-
lation of the ongoing onboard-
ing process.
Document signature declined Onboarding participants (ONB) Document Signature Notify the participants that a
Declined Message To document has been declined
Participants Template for e-signature.
Document signature com- New hire (ONB) Document Signature Notify the new hire about
pleted task completion Template completion of document sign-
ing.
Document signature task cre- Onboarding participants (ONB) Document Signature Notify the onboarding partic-
ated task creation Template ipants that they have docu-
ments pending for e-signa-
ture.
Document signature task cre- New hire (ONB) Document Signature Notify the new hire that they
ated for new hire task for new hire creation must sign the documents be-
Template fore their start date.
Document signature com- New hire (ONB) Documents signed by Notify the new hire about the
pleted for new hire New Hire Template completion of document sign-
ing.
Missing SSN in Form I-9 Sec- New hire (ONB) I-9 Section 1 Missing Notify the new hire that they
tion 1 SSN must update their Social Se-
curity 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 flow (Hiring Hiring manager (ONB) Hiring Manager Notify the hiring manager to
Manager) Complete Receipt Flow complete the receipt verifica-
tion flow within 90 days.
 Note
The receipt verification
flow is triggered when the
hiring manager selects a
receipt, instead of original
documents, for Form I-9
Section 2 List A, List B, or
List C documents.
Correct data flow 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 Notify the hiring manager that
I-9 Section 1 Reminder the new hire's Form I-9 Sec-
Template tion 1 data is overdue.
I-9 Section 2 Reminder Hiring manager (ONB) Hiring Manager Form Notify the hiring manager to
I-9 Section 2 Reminder complete Form I-9 Section 2
Template within three days of the new
hire's Day 1.
Complete Section 1 of Form New hire (ONB) Form I-9 Section 1 Notify the new hire to com-
I-9 Awaiting SSN Missing SSN Template plete 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 Activi-
Manager) HM Template ties were cancelled from Man-
age Data.
Form I-9 Activities Cancelled Hiring manager (ONB) Form I-9 Activities Notify the hiring manager that
From Employee Central (Hir- Cancelled From Employee the new hire's Form I-9 Activ-
ing Manager) Central HM Template ities were cancelled from Em-
ployee Central.
Form I-9 Activities Cancelled Responsible group (ONB) Form I-9 Activities Notify the responsible group
From Manage Data (Responsi- Cancelled From Manage Data users that the new hire's Form
ble Group) Responsible Group Template I-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 (Re- Cancelled From Employee users that the new hire's Form
sponsible Group) Central Responsible Group I-9 Activities were cancelled
Template from Employee Central.
Open Tentative Nonconfirma- Hiring manager (ONB) E-Verify TNC Notify the hiring manager that
tion (TNC) Notification Template they need to process open E-
Verify Tentative Nonconfirma-
tions (TNCs).
Complete compliance paper- New hire (ONB) Compliance Paperwork Notify the new hire and hiring
work Hiring manager manager to provide compli-
ance-related information be-
fore the start date.
Compliance Document Flow Onboarding participants (ONB) Compliance Document Notify the onboarding partic-
created Flow Template ipants that they have docu-
ments pending for e-signa-
ture.
Compliance Document signa- Onboarding participants (ONB) Compliance Document Notify the onboarding partic-
ture declined Signature Declined Message ipants that a document has
Template been declined for e-signature.
Compliance Document signa- Onboarding participants (ONB) Compliance Document Notify the onboarding partic-
ture completed Signature task completion ipants that the compliance
Template 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 pro-
vide a reason for creating a
duplicate E-Verify case.
Checklist item changed Onboarding participants (ONB) Checklist Item Change Notify the onboarding partic-
Template ipants that a checklist item
has been added, updated, or
removed.
Rehire welcome message Rehire (ONB) Rehire User Welcome Provide rehired users with
Message Template login information.
User Welcome Message for In- Employee (ONB) Crossboarding - User Notify internal hire that there
ternal Hire Welcome Message Template is an updated Welcome Mes-
sage added to their home
page.
E-Verify Status Update Hiring manager (ONB) E-Verify Status Update Notify the hiring manager and
Responsible group Template responsible group users when
there is an update to a new
hire's E-Verify Status.
Form I-9 Section 2 Correct Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
Data Responsible Group Re- Responsible group Correct Data Responsible Responsible Group Users that
minder 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 Responsi- Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
ble Group Reminder Responsible group Responsible Group Reminder Responsible Group Users that
Template they need to complete the
Form I-9 Section 2 task within
3 Business Days.
Hiring Manager Completes Onboarding participants (ONB) Hiring Manager Notify the onboarding partici-
Form I-9 Section2 Completes I9 Section2 pants that Form I-9 Section 2
Template 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 reverification 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 com-
pleted and provides them with
the date that their work au-
thorization expires.
Form I-9 Section 3 Initiated for Employee (ONB) I9 Section 3 Initiated Notify the employee that their
Employee For Employee Template Form I-9 Section 3 was initi-
ated based on the documents
they shared.
Form I-9 Section Correct Data New hire (ONB) I9 Section1 Correct Notify the new hire that a cor-
Initiated for New Hire Data Initiated For NH Template rect Form I-9 Section 1 task
was initiated.
Form I-9 Section Correct Data Hiring manager (ONB) I9 Section1 Correct Notify the hiring manager that
Initiated for Hiring Manager Data Initiated HM Template a correction in Form I-9 Sec-
tion 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.
New Hire Complete Form I-9 New hire (ONB) New Hire Complete Notify the new hire that they
Reverification (New Hire) Form I-9 Reverification must complete the Form I-9
Template Reverification task.
New Hire Completed Form Hiring manager (ONB) New Hire Completed Notify the hiring manager that
I-9 Reverification (Hiring Man- Form I-9 Reverification the new hire completed their
ager) Template Form I-9 Reverification task.
Onboarding Restarted for New New hire (ONB) Onboarding Restarted Notify the new hire that On-
Hire For NH Template boarding 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 Notify the remote new hire
Completion Notification (New 1 Completion Notification that their Form I-9 Section 1
Hire) Template task is due in 3 days.
I-9 Section 2 Responsible Hiring manager (ONB) Form I-9 Section 2 Notify the Hiring Manager and
Group Reminder for Hire Date Responsible group Responsible Group Reminder Responsible Group Users that
Change 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 em-
Template ployees who are transferred to
a different legal entity within
the same organization.
Task Delegation Message Delegatee (ONB) Task Delegation Notify a delegatee about one
Template or more delegated tasks.
Parent topic: Email Notifications [page 191]
Related Information

8.1.3 Business Rules in Email Services
You can create business rules to setup conditions for filtering the right notification.
Your onboarding process might have cases when there are multiple notifications eligible to be triggered for a given
scenario. There might also be scenarios when you have to dynamically determine the locale of the recipient before
sending out notifications. In such cases, you can create business rules with specific conditions and apply these
rules to your email templates. Notifications that satisfy the conditions specified in the applied business rules will be
triggered.
Email Services in Onboarding has four business rules available:
• Filter Email Template

• Select Email Message Locale
• Add Static Documents as Email Attachments
• Add Dynamic Documents as Email Attachments
 Note
Business rules aren't required to trigger the preconfigured 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 preconfigured template. For more information, refer to the
'Reusing Preconfigured Email Templates' topic in the Related Information section.
Related Information

Reusing Preconfigured Email Templates [page 213]
8.1.3.1 Creating a Business Rule for Filtering Email Templates
You can create a business rule to dynamically filter email templates and trigger the notification that satisfies the
specified criteria.
Procedure
2. In the Tools Search field, enter Configure Business Rules.
3. Select the search result to access the Business Rules Admin tool.
4. To create a new business rule, click  (Create New Rule) .
5. Select Filter Email template rule scenario under Email Services category.
6. Enter a value for Rule Name, Rule ID and select a Start Date.
7. Select the Email Category from the drop-down menu.
The business rule will apply to the selected Email Category.

8. Click Continue.
The business rule base object is automatically selected as per the base object of the target email category.
9. Define only an If condition.
For defining the business rule, all the objects and properties associated with the base object are available.
10. Click Save.
A business rule is created as per the specified conditions.
Next Steps
After creation, you can assign the business rule to an email template through the email template configuration
wizard.
8.1.3.2 Creating a Business Rule for Selecting Message

Locale
You can create a business rule to dynamically set the message language before triggering a notification.
Procedure
2. In the Tools Search field, enter Configure Business Rules.
3. Select the search result to access the Business Rules Admin tool.
4. To create a new business rule, click  (Create New Rule)
5. Select Select Email Message Locale rule scenario under Email Services category.
6. Enter a value for Rule Name, Rule ID and select a Start Date
7. Select the Email Category from the drop-down menu.
The business rule will apply to the selected Email Category.

8. Click Continue to create a business rule.
The business rule base object is automatically selected as per the base object of the target email category.
9. Define the If condition.
10. Based on the outcome of the If condition, define the Then condition by setting the EmailMessage.locale
attribute to a value that will be the language of the notification.
11. Click Save.
Next Steps
wizard.
8.1.3.3 Configuring Business Rule for Static Documents as
Email Attachments
Static documents contain content that remains unchanged. To share static documents with onboarding
participants, you can set up the Add Static Documents as Email Attachments rule.
Context
You can share up to 10 static documents as email attachments in a business rule.
 Note
The total size of an email, including the attachments, cannot exceed 20 megabytes.
Procedure

You’re directed to the Configure Business Rules page.
3. Go to Email Services Add Static Documents as Email Attachments scenario.
When you select Add Static Documents as Email Attachments, the rule scenario form appears.
4. Enter the appropriate information in the following fields:
• Rule Name
• Rule ID
• Start Date
5. Select the Email Category from the dropdown menu.
The business rule applies to the selected Email Category.

6. Select Continue to move to the Configure Business Rules page where you configure your If and Then criteria.
Process Task parent processType .
Value Selection Select Onboarding.
icon.
Attachment rule model Attachment 1 .
 Tip
When status is selected, the field type is now a
Value field by default
Value Selection Select the required document.
Results
When the Add Static Documents as Email Attachments rule runs, the specified static documents are shared with
new hires and onboarding participants as attachments in email notifications.
Next Steps
After creation, you can assign the business rule to a customized email template through the email template
configuration wizard.
8.1.3.4 Configuring Business Rule for Dynamic Documents as
Email Attachments
Dynamic documents contain content that is customized to each new hire. These documents are generated
through Print Forms Service as a part of the document flow step. To share dynamic documents with onboarding
participants, you can set up the Add Dynamic Documents as Email Attachments rule.
Context
You can share up to 10 dynamic documents as email attachments in a business rule. The documents are sent in the
form of PDFs.
 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 .
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 specified dynamic documents are shared
with new hires and onboarding participants as attachments in email notifications.
Next Steps
wizard.
8.1.4 Configuring Specific Document Types as Email

Attachments
As an alternative to setting up business rules for email attachments, you can configure only specific document
types to be shared with new hires and other stakeholders in the onboarding process.
Context
You can configure all documents, only documents with a signature component, or only documents without a
signature component to be included as email attachments.
 Note
If business rules are set up along with the configuration for specific document types as attachments, then all
documents specified by the rules and the document types configuration are shared as email attachments.
Procedure
1. Go to Admin Center Email Services and choose a customized email template.

2. Select Step 2.
The Set Up Rules section is displayed.

3. In the Select Attachment Document Type dropdown,
Choose... To...
Signed Include only documents (generated as part of a specific docu-

ment flow) with a signature component, as email attachments
Unsigned Include only documents (generated as part of the specific

document flow) without a signature component, as email at-
tachments
All Include all documents (with and without signature compo-

nents) generated in the specific document flow as email at-
tachments
4. Update the other fields as required and select Step 3.
The Define Email Content section is displayed.

5. Update the email content as required and select Save.
Results
You've configured specific documents generated as a part of the document flow to be shared as email
attachments.
Related Information

8.1.5 Managing Email Templates
You can perform various operations to manage your email templates that include adding, editing, reusing, copying
or deleting email templates.
Context
Email Services in Onboarding provide a set of preconfigured email templates. As an administrator, you can create
new templates or reuse preconfigured ones as per your business requirements. You can also activate or deactivate
email templates as per your requirements.
 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 field, enter Email Services. Access the tool by clicking on the search result.
3. Under the Active Email Templates tab, click Manage Template.
The Manage Email template section displays the entire list of email templates. This list includes templates that
are preconfigured, user-defined, active as well as inactive.
4. If a template is selected, it is enabled and a part of the active list of templates. You can deselect a template to
disable it. You can also check the box next to Template Title to enable all the templates available.
• To add a new email template, click  (New Template) and select Create New Template from the resultant
dropdown.
• To reuse a preconfigured email template, click  (New Template) and select Reuse Template from the
resultant dropdown.
• To create a copy of an email template, click  (Copy)corresponding to the template.
 Note
While creating a copy of a template, you can choose to disable the source template.
• To delete an email template, click  (Delete)corresponding to the template.
 Note
You cannot delete a preconfigured email template. However, you can delete user-defined templates or
a copy of a preconfigured email template that you have added to your list of active templates.
If you delete a copy of a preconfigured email template, you can add it to your active list of templates
again by reusing the template from the list of preconfigured templates. However, any customizations
made to the former template will be lost.
• To apply a filter criteria to the list of email templates, click  (Filter)

• To apply a sort criteria to the list of email templates, click  (Sort)
• Open an email template for viewing or editing by clicking on any email template in the list.
Related Information

8.1.5.1 Reusing Preconfigured Email Templates
You can reuse preconfigured email templates provided with Onboarding that are designed to work with most of the
tasks in the onboarding process.
Context
Onboarding provides a few preconfigured email templates that can be directly added into the system, or
customized as per your requirements.
Procedure
1. Go to Admin Center in the tools search field, enter Email Services.
The Email Services page opens.

2. Click Manage Template, under Active Templates tab.
3. Click  and select Reuse Templates from the dropdown menu.
In the Preconfigured Email Templates page, you can see all the preconfigured email templates available in the
system.
4. Select the required templates and click Add to Active List.
The selected templates are added to your list of active templates.

5. Click  (Preview) under the Action column to view the configuration details of the corresponding template.
Results
Selected email templates will be added to the active email template list of the current account. If the email
template already exists in the account, it will be overridden.
 Remember
There cannot be multiple email templates with the same name as email template name is unique.
8.1.5.2 Creating a New Email Notification Template
You can send notifications for one-to-many scenarios by creating email templates. The email templates can be
unique for each scenario based on the rules and notification content.
Prerequisites
Grant the necessary Role-based permissions to access email services. For more information, refer to the Role-
Based Permissions for Email Services topic in the Related Information section.
Procedure
1. Go to Admin Center and in the tools search field, enter Email Services.

2. Click Manage Template, under Active Templates tab.
3. Click  to add a new notification template and select Create New Template from the dropdown menu.
A setup wizard appears.

4. Click Step 1 and select a category for the email template, provide a template title along with a brief description.
Attribute Action
Category Select a category from the dropdown menu. A category rep-

resents a template group and defines rules for email attrib-
utes, 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 define the rules for the email template.
Attribute Action
Trigger Select a value from the dropdown menu that serves as a

trigger condition for the email notification.
Setup Reminder Check this option to configure reminder messages.
Attribute Action
Set reminder before the due date Check this option to configure the process of sending re-
minder messages, before the due date.
 Note
If unchecked, reminders are not always sent after the
due date. The configuration of Set reminder after due
date is independent of Set reminder before the due date.
Frequency of reminders in days Enter a numeric value, which is the time span between re-
minders sent before due date. This option is considered only
if Set reminder before the due date is checked.
Number of reminders to be sent Enter a numeric value, which is the maximum number of
generated reminder messages. If this value is set to 0, mes-
sages are generated until due date.
Send reminder 1 day before the due date Check this option to send a reminder message one day be-
fore the due date.
Set reminder after due date Check this option to configure the process of sending re-
minder messages, after the due date.
Frequency of reminders in days Enter a numeric value, which is the time span between re-
minder messages sent after due date.
Until, number of times (count), reminders to be sent Enter a numeric value, which is the maximum number of
generated reminders. This option is considered only if Set
reminder after due date is checked.
Until number of days, reminder to be sent Enter a numeric value that is the maximum number of days,
reminders will be sent after the due date. This option is con-
sidered only with the Set reminder after due date configura-
tion.
Filter Business Rule Select a business rule to evaluate a precondition before trig-
gering a notification. When there are multiple templates with
a same trigger, the business rule acts as a filter to choose
the right template.
 Note
For more information about creating filter business
rules, see Configuring Business Rule for Filtering
Email Templates in the Related Links section.
Language Selection Business Rule Select a business rule from the dropdown menu to dynami-
cally set the language of the notification.
Attribute Action
 Note
For more information about creating business rules for
setting message language, see Configuring Business
Rule for Selecting Message Locale in the Related Links
section.
Priority Select a value that determines the priority of the email. By

default, this value is set to LOW.
6. Click Step 3.
a. Specify the recipients in the Recipient Builder.
While creating a new email template, the recipients in the Recipient Builder are prefilled with the category
details. However, these fields are editable and you can modify them.
 Note
The Onboarding/Offboarding Process and Task e-mails are sent to specific recipients as per the
options selected in the Recipient Builder. For more information, refer to "Content and Recipient
Builders" topic in the Related Links section.
b. Define the content that will be a part of the email template.
Attribute Action
Email Subject Provide an introduction that defines the intent of the email.
Body Text Provide information that is intended to be shared with the

email recipient.
Global Footer Provide an email footer that reflects in all emails globally.
 Note
Since the Global Footer is editable, it shows the last
modified date value along with the ID of the user who
has modified the footer.
You can use tokens (placeholders for a certain value) and configure your your email template to include specific
information while generating a notification. Click + Insert Token to get a list of predefined tokens.
You can use tokens in the Email Subject and Body Text of your template.
7. Click Preview to see how a notification generating with the email template will look like.
8. Click Save.
Related Information
Creating a Business Rule for Filtering Email Templates [page 202]

Creating a Business Rule for Selecting Message Locale [page 203]
Content and Recipient Builders [page 227]
8.1.5.3 Enabling and Using Custom Layout Settings
With custom layout settings, you can define the layout and the background of all the e-mails. If a custom layout isn't
configured, the default layout is used.
Procedure
1. Go to Admin Center Email Services , and enable Use Custom Layout.

2. Paste a custom HTML content in the text area to customize your e-mail layout.
To view the custom layout before submitting the changes, click Preview.
3. Click Submit.
4. Click here to view the default layout and customize it.
Results
You've defined the layout and background of the e-mails.
8.1.6 Using Email Status
Email Status is a part of Email Services in Onboarding, which contains a historic list of emails sent out by the
system.
Context
Email Services in Onboarding keep track of all the email notifications sent by the system. You can refer to Email
Status, which is a part of Email Services to,
• Check details of sent emails.
• Resend emails to additional recipients.
• Cancel active email reminder series.
• Check recipients who have unsubscribed from receiving emails.
Procedure
1. Log in to Admin Center.

2. In the Tools Search field, enter Email Services. Click the search result to access the tool.
3. In the Email Services tool, go to the Email Status tab.
A historical list of messages sent out by the system is displayed.

4. Under the Actions column,
• Click  (View Email) to view the sent email.

• Click  (Resend) to resend a notification to additional recipients.
• Click  (Display Details) to review notification details.
 Note
For a given notification, you can cancel an active reminder series by clicking Cancel Reminder on the
notification details popup.
• In general, click  (Refresh) to refresh the list of sent emails.

• To apply a filter criteria, click  (Filter).
• To apply a sort criteria, click  (Sort).
Related Information

8.1.7 Configuring Email Triggers
You can configure an email trigger to determine when to send email notifications.
Context
An email trigger belongs to a corresponding email category. Onboarding comes with a set of preconfigured email
triggers that you can use while configuring email notifications.
Procedure
1. Go to Admin Center, in the tools search field, enter Email Services.

2. Under Configure Triggers tab, you can see a list of available triggers.
• To view the details of an email trigger, click  (Details).

• To create an email trigger, click  (Add New Trigger).
Related Information

Email Triggers in Onboarding [page 220]
8.1.7.1 Email Triggers in Onboarding
Use the preconfigured email triggers in Onboarding to specify when the system must send email notifications to
the intended recipients.
Available Email Triggers

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 defined 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 defined 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 Trig- (ONB) Onboardee Category Email sent to notify a new hire to con-
ger tinue the paperwork for the onboarding
process (custom data collection) after
the Personal Data Collection step is com-
pleted.
(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
Trigger the buddy assignment is cancelled.
(ONB) New Recommended People Trigger (ONB) Recommended People Category Email sent to a new hire when recom-
mended people are assigned.
(ONB) Recommended People Assignment (ONB) Recommended People Category Email sent to the user who is assigned as
Trigger a 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 partici- Email sent to the participants of a meet-
Trigger pants Category ing for onboarding a new hire.
(ONB) Suite mapping error Trigger (ONB) Suite mapping error Category Email sent to notify error flow admins
about any error that occurred during
HRIS save based on Recruit-to-Hire map-
ping.
(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 procure-
ment of equipment is marked as Re-
quested.
(ONB) Furnish Equipment Cancellation (ONB) Furnish Equipment Category Email sent when a request for procure-
Trigger ment of equipment is marked as Not
Needed.
(ONB) Onboarding Cancelled Trigger (ONB) Onboarding Category Email sent when onboarding is cancelled.
(ONB) Recommended Links Updated (ONB) Recommended Links Updated Email sent when recommended links are
Trigger 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 pro-
Trigger Category vide 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
updated Trigger updated Category is provided for the What To Bring activity.
(ONB) External User Welcome Message (ONB) External User Welcome Message Welcome email sent to notify a candidate
Trigger Category to 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
Message Trigger Message Category sign 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 com-
plete 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 be-
cause of data change.
(ONB) Onboarding Cancelled due to Re- (ONB) Onboarding Cancelled due to Re- Email sent to notify a hiring manager
start - Hiring Manager Trigger start - Hiring Manager Category when onboarding has been cancelled.
This email notification can also be trig-
gered if the hiring manager is changed.
(ONB) Document Signature Declined (ONB) Document Flow Message Cate- Email sent to notify the participants
Message To Participants Trigger gory when one of the participants declines the
documents.
(ONB) Document Signature task creation (ONB) Document Flow Message Cate- Email sent to notify a new hire that docu-
Trigger gory ments are pending for signature.
(ONB) Document Signature task creation (ONB) Document Flow Message Cate- Email sent to notify a new hire that docu-
for new hire Trigger gory ments are pending for signature
(ONB) Document Signature task comple- (ONB) Document Flow Message Cate- An acknowledgment sent to new hire or
tion Trigger gory participants on signing the documents.
(ONB) Documents signed by New Hire (ONB) Document Flow Message Cate- Email sent to notify a manager when
Trigger gory a new hire completes signing the docu-
ments.
(OFB) Farewell Message Trigger (OFB) Farewell Message Category Email sent to notify a terminated em-
ployee when a farewell message is cre-
ated or updated, or when the message
delivery date is changed.
(OFB) Announce Termination Message (OFB) Announce Termination Message Email sent to notify a terminated em-
Trigger Category ployee when a termination message is
created or updated, or when the mes-
sage delivery date or recipients of the
message is changed.
(OFB) Manage Assets Updated Message (OFB) Manage Assets Updated Message Email sent to notify an employee leaving
To Employee Trigger To Employee Category the company on change of assigned as-
sets.
(OFB) Offboarding Cancelled Trigger (OFB) Offboarding Cancelled Category Email sent to notify a terminated em-
ployee that the offboarding activity is
cancelled but termination of employ-
ment is still effective.
(OFB) Resignation Approval Message To (OFB) Resignation Approval Message To Email sent to notify an employee to re-
Employee Trigger Employee Category view the employee's resignation details.
(OFB) Resignation Approval Message To (OFB) Resignation Approval Message To Email sent to notify the participants to
Participants Trigger Participants Category start reviewing the offboarding details
complete employer data review.
(OFB) A meeting updated for participants (OFB) A meeting updated for partici- Email sent to other participants of a
Trigger pants 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 docu-
ments on Day 1 for verification by a cor-
porate representative.
(ONB) Compliance Document Flow Trig- (ONB) Compliance Paperwork Category Email sent to notify the new hire when
ger they have documents pending for signa-
ture that must be e-signed before their
start date.
(ONB) Compliance Signature Declined (ONB) Compliance Document Flow Mes- Email sent to notify the hiring manager
Message Trigger sage Category when an Onboarding participant declines
to e-Sign the compliance documents.
(ONB) Compliance Document Signature (ONB) Compliance Document Flow Cat- Email sent to inform the hiring manager
Task Completed egory that the document signature task is com-
pleted.
(ONB) Compliance Paperwork Trigger (ONB) Compliance Paperwork Category Email sent to prompt the new hire to be-
gin their compliance paperwork.
(ONB) E-Verify Duplicate Case Trigger (ONB) E-Verify Duplicate Case Category Email sent to notify the hiring manager
that the Department of Homeland Secur-
ity (DHS) identified a duplicate case en-
try 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 Nonconfirmation (TNC) case
status that requires action.
(ONB) E-Verify Manager Change Trigger (ONB) E-Verify Category Email sent to notify the new hiring man-
age of E-Verify task.
(ONB) I9 Section 2 Manager Change Trig- (ONB) I9 Hiring Manager Category Email sent to notify the new hiring man-
ger age 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
Central HM Trigger that the new hire's Form I-9 Activities
were cancelled from Employee Central.
(ONB) I9 Activities Cancelled in Employee (ONB) I9 Section2 Responsible Group Email sent to notify the responsible
Central RG Trigger User Notification Category group users that the new hire's employ-
ment was terminated in Employee Cen-
tral 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
Data HM Trigger that the new hire's U.S. Form I-9 Activi-
ties were cancelled from Manage Data.
(ONB) I9 Activities Cancelled in Manage (ONB) I9 Section2 Responsible Group Email sent to alert the responsible group
Data RG Trigger User Notification Category users that the new hire's Form I-9 Activi-
ties were cancelled from Manage Data.
(ONB) I9 Section 1 Completed Without (ONB) I9 External Category Email sent to notify the new hire that
SSN Trigger their 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 Email sent to remind the responsible
Task User Notification Category group 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 Respon- Email sent to notify the hiring manager
Trigger sible Group User Notification Category and responsible group users to correct
Section 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 Email sent to notify the hiring manager
User Notification Category and responsible group users to correct
the new hire's U.S. Form I-9 within 3 busi-
ness days.
(ONB) I9 Section 2 Three Business Days (ONB) I9 Section2 Responsible Group Email sent to remind the hiring manager
Reminder Trigger User Notification Category and responsible group users to complete
Section 2 of the Form I-9 within 3 busi-
ness days.
(ONB) Hiring Manger Complete Receipt (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager
Flow Trigger that Section 2 of the new hire's Form
I-9 was completed with receipts and re-
quires reverification 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 (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager
SSN - HM Trigger that 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 Email sent to remind the hiring manager
User Notification Category to 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 tem- (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager
porary Form I-551 Trigger that 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 Em- (ONB) I9 External Category Email sent to notify new hire that their
ployee Trigger Form I-9 reverification 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
Trigger their Form I-9 reverification was initiated
based on the authorization documents
they provided.
(ONB) I9 Section 1 Correct Data Initiated (ONB) I9 Correct Data External Category Email sent to notify the new hire that
For NH Trigger they need to correct the information in
Section 1 of their Form I-9.
(ONB) I9 Section 1 Correct Data Initiated (ONB) I9 Correct Data Hiring Manager Email sent to notify the hiring manager
HM Trigger Category that the correct data flow 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 Re- (ONB) I9 External Category Email sent to notify the new hire that
verification Trigger they need to complete revalidation after
their authorization documents expire.
(ONB) I9 Reverification Trigger (ONB) I9 Hiring Manager Category Email sent to notify the hiring manager
that the new hire completed their Form
I-9 reverification.
(ONB) I9 Section 1 Data Correction Trig- (ONB) I9 External Category Email sent to notify the new hire that
ger Section 1 of their Form I-9 contains incor-
rect data.
(ONB) Onboarding Cancelled For NH Trig- (ONB) I9 External Category Email sent to notify the new hire when
ger Onboarding is cancelled.
(ONB) Open E-Verify TNCs Required im- (ONB) E-Verify Category Email sent to notify the hiring manager
mediate action that the open Tentative Nonconfirmation
(TNC) cases require immediate action.
(ONB) Remote I9 Section 1 Completion (ONB) I9 Remote External Category Email sent to notify the new hire that
Notification Trigger their Form I-9 Section 1 tasks are due in 3
days.
(ONB) Onboarding Cancelled Responsible (ONB) I9 Section2 Responsible Group Email sent to notify the responsible
Group Trigger User Notification Category group that the Onboarding process and
Form I-9 tasks were cancelled for a new
hire.
(ONB) Onboarding Restarted Responsible (ONB) I9 Section2 Responsible Group Email sent to notify the responsible
Group Trigger User Notification Category group users when Onboarding is re-
started.
(ONB) I9 Section 2 Completion Notifica- (ONB) I9 Section2 Responsible Group Email sent to notify the responsible
tion Trigger User Notification Category group users when Onboarding is com-
pleted.
8.1.8 Configuring Email Categories
You can configure email categories to represent email template groups and build email attributes, such as recipient
and content.
Context
Each email template in Onboarding belongs to a particular email category. There can be multiple email templates
that can have same email category. Onboarding comes with preconfigured email categories that you can use while
configuring email templates.
 Note
Email categories are partially customizable.
Procedure
2. In the Tools Search field, enter Email Services. Access the tool by clicking the search result.
3. Under Email Categories tab, you can see a list of email categories available in the system.
• To edit an existing email category, click  (Edit) under the Action column.
• To create an email category, click  (New Category).
Related Information

8.1.8.1 Content and Recipient Builders
Email Services in Onboarding enables you to create customized content and choose particular recipients for your
notifications using content and recipient builders.
Content Builder
Content builder is one of the important attributes of an email category. It is responsible for building token values
and attachments before sending an email notification. Custom tokens particular to an email category are a part of
the selected content builder.
Recipient Builder
Recipient builder is another important attribute of an email category. It is responsible for evaluating recipients of an
email notification. You can add recipients based on recipient type, role, and so on.
List of Recipient Builders
Recipient Builder Description
Onboarding Process Task Role-Based Recipient Builder In the Role field, you can select the onboarding participants as
recipients by process task role. The available roles are:
• Onboardee: User field from Onboarding Process object

• Offboardee: User field from Offboarding Process object
• Onboarding Activities Assignee: The hierarchy for this role
is as follows
• Business Process Engine user task participants
• Responsible users from ONB2ProcessTask
• Default assignee based on task. For example, user is
the default assignee for data review while manager
is the default assignee for hiring manager review or
employer data review.
• Manager: Manager field from Offboarding Process object
• Hiring Manager: Manager field from Onboarding Process
object
Onboarding Activity Role-Based Recipient Builder In the Role field, you can select the onboarding participants as
recipients by activity role. The available roles are:

• Onboarding Activities Assignee: Manager, Responsible
user of the activity specified 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 configured 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 recipi-
ent by default.
Onboarding Role-Based Recipient Builder In the Role field, 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 specified by name and email.
Dynamic Group Recipient Builder All users from a single dynamic user group selected in the
template.
Permission groups, Onboarding groups, Employee groups are

examples of dynamic user groups which can be selected.
 Note
For email notifications with dynamic group recipient
builder to be triggered, Sync MDF Picklists permission
must be enabled in Role-Based Permissions. For more in-
formation, 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
8.1.9 Email Tokens in Onboarding
Learn about the email tokens you can use to configure Onboarding email templates.
When you're configuring 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 first name of a user from the personal information

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

(personalInfo) entity in Employee Central.
[[FullName]] The combination of the first name and the last name based on
the email message locale.
[[HiringManager]] The full name of the hiring manager, consisting of the first
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 first
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 Informa-
tion (jobInfo) entity in Employee Central.
[[JobLocation]] The Location Foundation Object specifying the company

location from the Job Information (jobInfo) entity in Em-
ployee Central.
[[BusinessUnit]] The BusinessUnit MDF Generic Object from the Job Infor-
mation (jobInfo) entity in Employee Central.
[[JobCode]] The jobCode MDF Generic Object from the Job Information
(jobInfo) entity in Employee Central.
[[JobTitle]] The Job Title string from the Job Information (jobInfo) en-
tity in Employee Central.
[[DayOneLocation]] The designated work location consisting of floor, 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 Infor-
mation (jobInfo) entity in Employee Central.
[[LastWorkingDay]] The LastDateWorked field in the Employment Information

(employmentInfo) element in Employee Central.
[[LastCompensationDay]] The PayrollEndDate field 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.
Token Source
[[I9AlienWorkUntilDate]] The date the new hire's employment authorization document

expires and they’re no longer authorized to work in the Unites
States, taken from the I-9 User Data entity.
 Note
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 up-
date 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 Cate-
gory.
[[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) Recom-
mended People Category.
[[PersonalNote]] An optional note that is provided by the new hire’s hiring man-
ager or onboarding participant. When no message is provided,
the token provides no text in the notification.
 Note
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
employees termination. When no message is provided, the to-
 Note
ken provides no text in the notification.
This token is only available in the (OFB) Farewell Message
Category and the (OFB) Announce Termination Message
Category.
Token Source
[[ScheduledMessageSubject]] An email subject line provided by the employee's manager

or responsible user for an employee's farewell message or to
announce an employees termination. When no subject is pro-
 Note
vided, 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 em-

ployee.
 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

8.1.10 Adding Custom Tokens in Email Notifications
You can use custom tokens such as Legal Entity, or Position in the email notification template.
Prerequisites
Ensure you have the User Manage Document Generation Templates Generate Document role-based
permission.
Context
To add the custom tokens in the email notification, 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 field, 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 prefixed
with EMAIL_CUSTOM_TOKEN_MAPPING. For example, if you create a locale specific template say English US,
then the Template ID should be EMAIL_CUSTOM_TOKEN_MAPPING_EN_US.
6. Enter the relevant details in the fields and choose Save.
You can find a short description regarding each field, as well as the use of tables, in Field Details for Document
Template Screens.
 Note
• Although custom tokens can be added without the prefix CT, we recommend that you add the prefix
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 specific 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 specific 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 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 notifications.
Related Information

8.1.11 Unsubscribing from Email Notifications
If you no longer wish to receive onboarding related emails, you can choose to unsubscribe the notifications.
Prerequisites
To be able to unsubscribe from email notifications, your company setting should be configured to allow recipients
to unsubscribe from email notifications.
To configure the company setting:
1. Go to Admin Center Company System and Logo Settings .

2. Under Company System Setting, verify if the option This option allows a company-wide setting on whether users
will receive Email notifications is unchecked.
Context
Email Services in Onboarding provides an option to unsubscribe from email notifications any time. With each email
generated by the system, there will be a link included in the email footer to unsubscribe. Once you unsubscribe, all
subsequent emails are stopped, including reminders and emails from other templates.
Procedure
1. As an email recipient, click the unsubscribe here link in your notification email. This will redirect you to the
account settings page of the SAP SuccessFactors HXM Suite.
2. In Notifications section, select Read messages in the system.
3. Click Save Notification.
 Note
If you wish to subscribe to email notifications again, go to Options Notifications from your user
profile menu on the Home page. Select Send emails to me and click Save Notification.
Related Information

8.1.11.1 Viewing Unsubscribed Recipients of Email Notifications
If you want to get information about recipients who have unsubscribed from email notifications, you can refer to the
Email Status section in the Email Services configuration page.
Procedure
1. As an admin, go to Admin Center.

2. In the Tools Search field, enter Email Services. Access the tool by clicking the search result.
3. In Email Services configuration page, click the Email Status tab.
Under the Unsubscribed Recipient column, you can view who has unsubscribed from email notifications.
8.2 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 specific field or saving the job information for a newly
hired employee.
The system also has rule scenarios to help configure 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:
• Set default values

You can define default values for specific fields.
Example: The OK to rehire field on the termination screen is always Yes by default.
• Set conditional values
You can define which default value is set when a specific 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 classification is automatically set to
Engineering.
• Set field properties
You can dynamically default a field as visible or required.
Example: If the company is COMP_USA, the phone extension is always required.
 Note
However, hiding all fields 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 field on this object enabled to avoid
inconsistent behavior.
• Display error messages

You can define 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 fields
You can define transient fields that are calculated “on the fly” when the user opens a page. The calculated
values are not meant to be written to the database, as they are not fixed values.
Example: The user can see the employee's current age in the system.
• Validate consistency of fields
You can define that all relevant fields are provided.
Example: If an admin selects a Contract Type with fixed 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 Profile such as
standard and background elements are not supported.
8.2.1 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
Defining Business Rules for Multiple Document Flows For each Document Flow, you can assign multiple forms by
configuring business rules.
Defining Business Rules for Onboarding Documents Create business rules in order to assign a document template
to a new hire.
Setting a Business Rule to Configure Offboarding Initiation To have an Offboarding process, you must set a business rule
that validates the requirement of the process based on termi-
nation reason.
Rule Scenario Description
Setting a Rule for Selecting an Offboarding Program To select the required Offboarding program for the employee,
you must set a rule using the Select Offboarding Task
Configuration scenario.
Setting a Rule for Selecting the Onboarding Program Set up a rule that selects the desired onboarding program for
new hires.
Defining a Business Rule for the Central Orientation Meeting Set up a business rule to select an added Central Orientation
Meeting for the new hires.
Defining a Business Rule to Select the "Prepare for Day One Set up a business rule to select the Prepare for day one list
List" Activity activity.
Configuring a Business Rule for Archiving Offboarding Tasks You can configure business rule to automatically remove com-
pleted or irrelevant offboarding tasks from the dashboard of
the assigned Offboarding participants.
Configuring a Business Rule to Initiate Internal Hire Process To initiate Internal Hiring process for an employee, you must
update the profile of respective employee with job or compen-
sation specific 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 flow that you
created.
Creating a Business Rule to Trigger Employment Review for Create a businss rule to trigger the employment review proc-
Internal Hires ess for internal hires and identify the applicable Onboarding
workflow, which can subsequently be initiated manually.
8.3 Business Rules for Triggering Email Notifications
You can use the Trigger Email Notification for Onboarding Processes rule function in business rules to trigger email
notifications. 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 notifications 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 Notifications
 Note
We recommend that you don't create business rules for triggering email notifications 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 Notification 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.
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 notifications, ensure that
the content builder, recipient builder, and email trigger configured 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 Notifications Content Builder Offboarding process
Content Builder Data Source Type
Onboarding Process Task Content Builder Process task
Onboarding Document Process Task Content Builder Document process task
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 notification, the Onboarding process
which is in progress isn't impacted. However, you can't retrigger the email notification process after the failure.
Related Information
Process Overview for Creating a Business Rule to Trigger Email Notifications [page 241]
Creating a Business Rule to Trigger an Email Notification When the New Hire Data Review Step is In Progress [page
243]
Creating a Business Rule to Trigger an Email Notification When the Manage Pending Hire Step is in the Ready to
Hire Status [page 247]
Creating a Business Rule to Trigger an Email Notification When the Personal Data Collection Step is Completed
[page 250]
8.3.1 Process Overview for Creating a Business Rule to Trigger
Email Notifications
Creating a business rule for triggering an email notification to the Onboarding participants consists of configuring
the email category and the email trigger with the appropriate recipient builder, content builder, and email template
followed by defining 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
notification.
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 Notifications
For more information about creating an email category, refer to

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

the Configuring Email Triggers topic in the Related Informa-
tion section.
3. Go to Admin Center Email Services and create an Ensure that you include the following:
email template under the Active Templates tab. • The email category and the email trigger you created.
• The Recipient Builder configured in the email category.
For more information about creating email templates, refer to

the Managing Email Templates topic in the Related Informa-
tion section.
Step Details
After specifying the conditions for the If statement, ensure that

4. Go to Admin Center Configure Business Rules and
you choose the appropriate parameters while configuring the
create a business rule based on the necessary conditions. Then statement:
• Email Trigger: The email trigger you configured 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 No-
tifications topic in the Related Information section.
• Email Recipients: Email notifications are sent to the recipi-
ents 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 notification.
• For recipient builders other than the Onboarding User
ID Recipient Builder, email notifications are sent only
to the recipients listed in the email template. Any
User IDs of recipients you enter in this field are ig-
nored.
5. Go to Admin Center Configure Object Definitions and

add the rule under the appropriate MDF object as a Post Save
rule to implement the email triggering process.
Related Information
Business Rules for Triggering Email Notifications [page 238]

Creating a Business Rule to Trigger an Email Notification When the Personal Data Collection Step is Completed
[page 250]
Creating a Business Rule to Trigger an Email Notification When the Custom Data Collection Step is In Progress
[page 254]
Creating a Business Rule to Trigger an Email Notification When the Manage Pending Hire Step is in the Ready to
Hire Status [page 247]
Creating a Business Rule to Trigger an Email Notification When the New Hire Data Review Step is In Progress [page
243]
8.3.2 Creating a Business Rule to Trigger an Email Notification
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 notification to the
Onboarding participants when the status of the New Hire Data Review step changes from Scheduled to In Progress.
Prerequisites
• You have configured 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 configuring the email category with the appropriate content builders and recipient
builders, refer to the Business Rules for Triggering Email Notifications topic in the Related Information
section.
• You have created an email trigger. Further, this email trigger must use the email category you configured.
• The email template used for the email notification must use the email category and the email trigger you
configured.
Context
 Note
The procedure contains sample steps to trigger an email notification when the New Hire Data Review step is in
the In Progress status.
Procedure
2. In the Tools Search field, enter Configure 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.
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 field 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.
Set Expression Field Choose Trigger Email Notification for

Onboarding Processes.
Email Trigger Skip the Value field and choose the appropriate email trigger.
This is a mandatory value necessary to fetch the associated
email templates and trigger the notification.
Data Source 1. Choose Process > Process Tasks.

2. 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 tem-
plate, specify the User IDs of the recipients of the email as
follows:

email template, specify the User IDs of the recipients.
ID Recipient Builder, leave this field blank. Email notifi-
cations are sent only to the recipients listed in the email
template.
13. Choose Save to finish creating the rule.

The following image displays the settings after you save the rule.
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 Configure Object Definitions .

b. Choose Object Definition 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 configured to trigger an email notification based on the conditions specified in
the business rule.
Related Information

When the Manage Pending Hire Step is in the Ready to
Hire Status
Onboarding participants when the status of the Manage Pending Hire step changes from Not Started to Ready to
Hire.
Prerequisites
the content builder and the recipient builder can be Onboarding Content Builder and Onboarding Role-Based
Recipient Builder.
section.
configured.
Context
 Note
The procedure contains sample steps to trigger an email notification when the Manage Pending Hire step has
reached the Ready to Hire status.
Procedure
process 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 notification.
Data Source Choose Process.
be triggered.
follows:

template.
11. Choose Save to finish.

triggering process:

e. Choose Save.
the business rule.
Related Information


When the Personal Data Collection Step is Completed
Onboarding participants when the status of the Personal Data Collection step changes from In Progress to
Completed.
Prerequisites
• You have configured 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.
section.
configured.
Context
 Note
The procedure contains sample steps to trigger an email notification when a candidate's Personal Data
Collection step has reached the Completed status.
Procedure
process statuses.
 Note
7. Choose Continue.
Status.
Value Selection Choose Completed as the task status.
Value Selection Choose Provide Personal Data as the task type.

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.
email templates and trigger the email notification.

Process Task Type > Process Tasks and set
its value to be equal to Provide Personal Data.
be triggered.
follows:

template.

triggering process:

e. Choose Save.
the business rule.
Related Information

When the Custom Data Collection Step is In Progress
Onboarding participants when the status of the Custom Data Collection step changes from Scheduled to In
Progress.
Prerequisites
the content builder and the recipient builder can be Onboarding Process Task Content Builder and Onboarding
Process Task Role-Based Recipient Builder.
section.
configured.
Context
 Note
The procedure contains sample steps to trigger an email notification when a candidate's Custom Data
Collection step is in the In Progress status.
Procedure
process statuses.
 Note
7. Choose Continue.
Status.
Value Selection Choose Completed as the task status.
Value Selection Choose Provide Additional Data as the task type.

Value Selection Choose In Progress as the task status.
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 notification.

Process Task Type > Process Tasks and
set its value to be equal to Provide Additional
Data.
be triggered.
follows:

template.

triggering process:

e. Choose Save.
the business rule.
Related Information

8.4 Allowlist Methods for Emails from SAP SuccessFactors
Onboarding
To prevent SAP SuccessFactors Onboarding emails from spam, spoofing, social engineering, phishing attacks, and
to ensure that your own spam filters don't filter 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 filtered into the spam folder and your email servers distinguish valid emails sent by SAP SuccessFactors
Onboarding from social engineering attacks like phishing and spoofing:
 Note
The allowlist methods are also applicable for emails where the recipient is external with public email services
like Gmail, Yahoo, and so on.
• Configure Domain Key Identified Mail (DKIM)

DKIM allows senders to associate a domain name with an email message, thus allowing validation for its
authenticity. SAP SuccessFactors can configure DKIM for your system. For more information about configuring
DKIM, refer to the Requesting a Key for Domain Key Identified Mail (DKIM) topic.
• Add Listings for Sender Policy Framework (SPF)
SPF is an email validation system designed to prevent email spam by detecting email spoofing, 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 configuration, 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 specific SPF depending on the data center you are using. The following table lists the SPF to
be included to the Customer's DNS for specific data centers. Ensure to use one or more of the following include
mechanisms depending on the specific 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)
Data Center SPF to add to the Customer's DNS
DC26 include:_spf-dc26.sapsf.eu
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 Notifications 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
8.5 Responsible Groups in Onboarding
A responsible group can be defined as a distribution list consisting of people responsible for accomplishing an
assigned task.
Onboarding provides a facility to create responsible groups as a measure towards effective task management. For
Onboarding to be a smooth and timely process, it is required that all onboarding related tasks are completed on
or before their respective due date. A responsible group can help address a scenario when the assignee of a given
task unable to make progress due to 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.
 Note
Email notification 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
8.5.1 Creating a Responsible Group
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 first 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.
Related Information
Creating a Dynamic Group [page 262]

Creating an Onboarding Program [page 366]
8.5.1.1 Creating a Dynamic Group
With a dynamic group, you can create a pool of people capable of coordinating and managing a specific task. A
dynamic group can be a part of a responsible group, which can be assigned to a task.
Context
Like a responsible group, a dynamic group consists of people capable of performing tasks common to their
expertise. A dynamic group functions as a part of a responsible group and contributes towards widening the scope
of participation towards a certain task, thus ensuring the task is completed on time without any delay. You can
create as many dynamic groups and include as many members in each dynamic group as you want.
Procedure
2. In the Tools Search field, enter Manage Onboarding Dynamic Group. Access the tool by clicking on the
search result.
3. Click Create New Group.
4. Enter a Group Name and create a people pool under Choose Group Members.
5. (Optional). You can create a people pool to exclude people from the participant group.
6. Click Done.
You have successfully created a dynamic group.
Next Steps
You can add your dynamic group to a responsible group before assigning the responsible group to a task. For more
information about assigning a dynamic group to a responsible group, see Creating a Responsible Group in the
Related Information
8.6 Setting Up Compliance for Onboarding
Set up and configure the Compliance settings for Onboarding by enabling the forms, and selecting the Country/
Region for which you want to configure the compliance forms.
Prerequisites
1. Enable the following permissions in Role-Based Permissions:

• AssignedComplianceForm
• ComplianceDocumentFlow
• ComplianceFormData
• ComplianceProcess
• 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 configured the Onboarding External User role, ensure that you
provide only the read access rights for the Employment Details MSS permission.
3. To ensure that country/region-specific 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 specific 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 Certification 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 flow to deploy Compliance. This
fetches the new Business Process Engine definitions, including the compliance details.
The forms that are supported are listed here:
• Australia
• Tax file number declaration
• Superannuation Standard choice form
• United Kingdom Forms
• Starter checklist
• Canada
• Personal Tax Credits Return Forms
• New Zealand
• KiwiSaver deduction form
• Tax code declaration
• Spain
• Impuesto sobre la Renta de las Personas Físicas
• 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 specific processes with your HR and Legal team before enabling it in the production
environment.
• E-Verify
• Voluntary Self-Identification of Disability
• W4
• State Withholding Forms
 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-Specific for which you want to configure the compliance forms.
On the Compliance Settings/ <Country/Region-Specific> page, the forms are grouped under different
categories.
 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-specific, the status appears as inactive.
3. Slide the toggle switch to turn ON the form category.
The preconfigured form category appears on the page.

4. You can set one of the forms as your default form and can also perform edit or delete actions on the existing
forms.
 Note
For some forms, no further configuration is required. However, for others you can add a new configuration
and define a business rule.
Results
You’ve turned ON the form category for <Country/Region-Specific> compliance forms and have set one of the
forms as your default form.
Related Information

ComplianceUserFormData
8.6.1 Compliance Forms for Onboarding
The compliance forms help you collect the required data and adhere to government regulations during the
onboarding process for new hires.
 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 configuration for compliance form assignment must be set up in case the default configuration
fails. For more information, seeSetting Up Compliance Form Assignment Using Override Configuration [page
274]
Country State/Province Form ID Form Title
Australia - - Superannuation Standard

choice form
Australia - - Tax File Number Declaration
 Note
The
SAP_AU_CorporateABN
and BusinessName fields
in Tax File Number Dec-
laration form PDF are
mapped from the Su-
perannuation form con-
figuration. If you don't
want to enable the Su-
perannuation form, set
up the compliance work-
flow with Superannuation
Form configuration under
Superannuation Standard
choice form in Compliance
Settings.
Canada - - TD1 Personal Tax Credits Re-

turn
Canada - - TD1 Déclaration des crédits

d'impôt personnels
Canada Alberta - TD1AB Alberta Personal Tax

Credits Return
Canada Alberta - TD1AB Déclaration des créd-

its d'impôt personnels de l'Al-
berta
Canada British Columbia - TD1BC British Columbia Per-

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

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

Credit Return
Canada Manitoba - TD1MB Déclaration des créd-

its d'impôt personnels du
Manitoba
Canada New Brunswick - TD1NB New Brunswick Per-

sonal Tax Credits Return
Canada New Brunswick - TD1NB Déclaration des crédits

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

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

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

Personal Tax Credits Return
Canada Northwest Territories - TD1NT Déclaration des crédits

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

Tax Credit Return
Canada Nova Scotia - TD1NS Déclaration des crédits

d'impôt personnels de la Nou-
velle-Écosse
Canada Nunavut - TD1NU Nunavut Personal Tax

Credit Return
Canada Nunavut - TD1NU Déclaration des crédits

d'impôt personnels de Nuna-
vut
Canada Ontario - TD1ON Ontario Personal Tax

Credits Return
Canada Ontario - TD1ON Déclaration des créd-

its d'impôt personnels de l'On-
tario
Canada Prince Edward Island - TD1PE Prince Edward Island

Personal Tax Credits Return
Canada Prince Edward Island - TD1PE Déclaration des créd-

its 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 Per-

sonal Tax Credit Return
Canada Saskatchewan - TD1SK Déclaration des crédits

d'impôt personnels de la Sas-
katchewan
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 notification for con-

tractors
Spain - MOD_145 Impuesto sobre la Renta de las

Personas Físicas
 Note
This form can have two
pages. Using page one
of this form, you can
add details of upto two
ascendents and four de-
scendents. If there are
more than two ascend-
ents (upto four) or four
descendents (upto eight),
page two of the form is
generated.
United Kingdom - - Starter Checklist
 Note
You need to configure the
following fields in the data
model for this form:
• First name
• Last name
• Date of Birth
• Gender
• National ID
• Zipcode
• Address1
• Address 2
• Address 3
• Country
United Kingdom - - Starter Checklist for Welsh lo-

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

Eligibility Verification
United States - Federal Form W-4 Employee’s Withholding Cer-

tificate
United States - Form CC-305 Voluntary Self-Identification of

Disability
United States - Formulario CC-305 Voluntary Self-Identification of

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

emption Certificate
United States Alabama State Form A4 Certificado para todo Em-

pleado de Exención de Reten-
(Spanish version)
cion de Ingresos para Pago de
Impuestos
United States Alabama State Form A4-MS Nonresident Military Spouse

Withholding Tax Exemption
Certificate
United States Arizona State Form A-4 Employee's Arizona Withhold-

ing Percentage Election & in-
structions
United States Arkansas State Form AR4EC Employee's Withholding Ex-

emption Certificate
United States Arkansas State Form ARW-4MS Annual Withholding Tax Ex-
emption Certificate For Mili-
tary Spouse
United States California State Form DE 4 Employee's Withholding Al-

lowance Certificate
United States Colorado Form DR 0004 Colorado Employee Withhold-

ing Certificate
 Note
This form can be filled
only if the Federal W4
form is filled. Therefore,
ensure that you've config-
ured 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 Cer-

tificate
United States Delaware State Form W-4 Employee's Withholding Al-

lowance Certificate
United States District of Columbia State Form D-4 D-4 DC Withholding Allowance
Certificate
United States District of Columbia State Form D-4A D-4A Certificate of Nonresi-
dence in the District of Colum-
bia
United States Georgia State Form G-4 Employee's Withholding Al-

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

lowance and Status Certificate
United States Hawaii Form HW-6 Employee’s Statement to Em-

ployer Concerning Nonresi-
dence in the State of Hawaii
United States Idaho State Form ID W-4 Employee’s Withholding Al-

lowance Certificate
United States Illinois State Form IL-W-4 Employee's Illinois Withhold-

ing Allowance Certificate
 Note
United States Illiniois IL-W-5-NR Employee’s Statement of Non-

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

emption and County Status
Certificate
United States Iowa State Form IA W-4 Employee Withholding Allow-

ance Certificate
United States Iowa State Form IA W-4 (Spanish Certificado de exenciones

version) para retenciones del em-
pleado
United States Kansas State Form K-4 Kansas Employee’s Withhold-

ing Allowance Certificate
United States Kentucky State Form K-4 Kentucky's Withholding Certif-

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

Withholding Tax Exemption
Certificate
United States Louisiana State Form L-4 Employee's Withholding Al-

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

Allowance Certificate
United States Maryland State Form MW507 Employee's Maryland With-

holding Exemption Certificate
United States Maryland State Form MW507M Exemption from Maryland

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

Withholding Exemption Certif-
icate
United States Massachusetts Form M-4-MS Annual Withholding Tax Ex-

emption Certificate for Non-
resident Military Spouse
United States Michigan State Form MI-W4 Employee's Michigan With-

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

lowance Certificate
United States Mississippi State Form 89-350 Mississippi Employee's With-

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

lowance Certificate
United States Montana State Form MW-4 Montana Employee’s With-

holding Allowance and Exemp-
tion Certificate
United States Nebraska State Form W-4N Employee’s Nebraska With-

holding Allowance Certificate
United States New Jersey State Form NJ-W4 Employee's Withholding Al-
lowance Certificate
United States New Jersey State Form NJ-165 Employee's Certificate of Non-
residence in New Jersey
United States New York State Form IT-2104 Employee's Withholding Al-
lowance Certificate
United States New York State Form IT-2104-E Certificate of Exemption With-
holding (includes Military
Spouses)
United States North Carolina State Form NC-4 Employee's Withholding Al-
lowance Certificate
United States North Carolina State Form NC-4EZ Employee’s Withholding Al-
lowance Certificate
United States Ohio State Form IT 4 Employee's Withholding Ex-

emption Certificate
United States Oklahoma State Form OW-9-MSE Annual Withholding Tax Ex-
emption Certification for Mili-
tary Spouse
United States Oklahoma State Form OK-W-4 Employee’s Withholding Al-

lowance Certificate
United States Oregon State Form OR-W-4 Oregon Employee’s Withhold-

ing Statement and Exemption
Certificate
United States Oregon State Form OR-W-4 (Spanish Certificado de Declaración de

version) Retención y Exoneración de
Oregon
United States Pennsylvania State Form CLGS-32-6 Pennsylvania Residency Certif-

icate
United States Puerto Rico State Form 499 R-4.1 Withholding Exemption Certif-
icate
United States Puerto Rico State Form 499 R-4 Certificado de Exencion para
la Retencion
United States Rhode Island State Form RI W-4 Employee's Withholding Al-
lowance Certificate
United States South Carolina State Form SC W-4 Employee’s Withholding Al-
lowance Certificate
 Note
United States Vermont State Form W-4VT Employee’s Withholding Al-

lowance Certificate
United States Virginia State Form VA-4 Employee's Virginia Income

Tax Withholding Exemption
Certificate
United States West Virginia State Form WV/IT-104 West Virginia Employee's
Withholding Exemption Certif-
icate
United States West Virginia State Form WV/IT-104R West Virginia Certificate of
Nonresidence (page 2 of
IT-104)
United States Wisconsin State Form WT-4 Employee's Wisconsin With-

holding Exemption Certifi-
cate/New Hire Reporting
United States Wisconsin Form WI - 221 Nonresident Military Spouse

Withholding Exemption
Related Information
Configuring Federal W4 Forms [page 304]
8.6.2 Setting Up Compliance Form Assignment Using Override

Configuration
The override configuration in the global filter is used for assignment of compliance forms to the user. Based on the
address field configuration, appropriate paths need to be set for the compliance form assignment.
Prerequisites
Ensure that you have the following role-based permission:
• View and edit permissions for Onboarding or Offboarding Admin Object Permissions
FieldMetaOverrideConfiguration .
Context
Compliance forms are assigned to a user based on work country, work state, home country, and home state.
When the default configuration fails, the form assignment doesn't happen, and the compliance tile doesn’t appear
in the new hire home page after the paperwork step is completed.
Procedure
1. Navigate to Admin Center Manage Data .

2. Select FieldMetaOverrideConfiguration in the Create New dropdown.
3. In the form that appears, enter the following data:
Field Name What to Enter?
overrideFields Yes
metaOverrideType 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",
"field": "country"
 Note
To find the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity.
Select the required navigation property from the table and construct the entityPath accordingly.
5. Choose Save.
Results
You've configured the compliance forms to be assigned when the global filter override configuration doesn't match
the compliance filtering rules.
8.6.3 Updating the Default Mapping of Compliance Form Fields
You can map the standard Employee Central fields in the Compliance forms to a custom field, or to another
standard field.
Prerequisites
You have the Administrator Onboarding or Offboarding Admin Object Permissions

FieldMetaOverrideConfiguration permission.
Context
A standard Employee Central field, which uses basic data type (text or string) can be overridden with a custom field
that has the same data type, or of the datatype picklist or countryNav. Similarly, a standard Employee Central field,
which uses picklist or countryNav datatype can be overridden with a custom field that uses basic data type. You
can choose to override any generic object.
The entities that you can override are:
• EmpEmployment
• PerPerson
• PerPersonal
• PerNationalId
• PerEmail
• PerAddressDEFLT
• PerPhone
• EmpJob
• EmpWorkPermit
• PicklistOption
Procedure

2. Select FieldMetaDataOverrideConfiguration 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 fields.
id Enter a value for the ID.
 Note
Enter EC_META_CONFIG as the ID for the configuration
to be global and applicable to all forms. When using this
ID, you can leave the supportedTypes field blank.
supportedTypes AUS_TFN
 Note
If global and group-specific override configurations are
available for a specific field, the group-specific configu-
ration is considered.
4. Select Form Metadata Override in the metaOverrideType dropdown.

5. In the overrideFieldMetadatas section, enter the following data:
In this example, we're overriding the string field <nationalIdcard> and <city> fields with custom string
values.
id nationalIdCard.nationalId
overrideFieldsMeta  Sample Code
{
"entity": "PerPerson",
"entityPath": "personNav",
"fieldPath": "",
"fieldType": "",
"field": "customString6",
"filters": {}
}
id homeAddress.city
overrideFieldsMeta  Sample Code
{
"entity": "homeAddress",
"entityPath": "personNav/
homeAddressNavDEFLT",
"fieldPath": "",
"fieldType": "",
"field": "cust_city",
"filters":
{
"addressType": "home"
}
}
 Note
To find the entityPath, navigate to the OData API Data Dictionary, and search for EmpEmployment entity.
Select the required navigation property from the table and construct the entityPath accordingly.
6. Choose Save.
 Note
As there may be other field-specific rules affecting the compliance workflow, we recommend that you test
the entire flow after creating an override configuration. Verify the following during testing:
• Data for the overridden fields is displayed in the Compliance form filling step.
• PDF generation of the forms with data filled in the PDF during e-signature step.
Results
The overridden custom field is available instead of the Employee Central field in compliance form. The updated field
is available in the PDF format on Manage Documents.
8.6.4 Adding a New Configuration for Superannuation Fund
You can create a new configuration for the Superannuation Fund for Australia compliance forms.
Context
Compliance form Super Annuation Fund belongs to Australia.
Procedure

2. Select Australia as the country.
3. Slide the toggle button to turn ON the form category.
4. Select Add New Configuration, and enter the Configuration Name* and Description.
Provide information for the following fields:

• Business Name
• Name of the Super Fund
• Australian Business Number (ABN)
• Unique Super Annuation Identifier (USI)
• Phone (for product disclosure statement)
• Super fund website address
• Responsible User: This is the person whose name is printed on the form as a signatory.
5. Click Save.
Results
You’ve created a new configuration for the Superannuation Fund for Australia compliance forms.
Next Steps
Configure the ComplianceSelectAustraliaSuperannuationConfig business rule to select the Superannuation fund

that is proposed for the ongoing onboarding candidate.
8.6.4.1 Creating a Business Rules for Australia

Superannuation Forms
Employer can propose different superannuation funds for different new hires. Create the
ComplianceSelectAustraliaSuperannuationConfig business rule to select the Superannuation fund for the new hire.
Context
Use the Select Australia Compliance Configuration rule scenario to select a configuration to prepopulate data for
the Australia Superannuation form.
Procedure
2. Select Australia as the country as the compliance form Super Annuation Fund belongs to Australia.
3. Slide the toggle button to turn ON the form category.
4. Select Define Business Rules.
You’re directed to the Business Rules Admin page.

5. Select  .
6. Go to Onboarding Select Australia Compliance Configuration scenario.
When you select Select Australia Compliance Configuration, the basic rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODEL_LA
BEL User Job Information Division .
 Note
If criteria can be set on any field in “user”. In this exam-
ple, we have used Job Information.
Value Selection Select ACE AUS (ACE AUS).
icon.
ONB2COMPLIANCE_SELECT_AUS_SA_RULE_MODE
L_LABEL Australia Superannuation .
 Tip
Value Selection Select the Superannuation fund for the new hire.
Results
When you run the ComplianceSelectAustraliaSuperannuationConfig business rule, data for the Australia
Superannuation form that is assigned to a new hire gets prepopulated.
8.6.5 Configuring USCIS Form I-9
Configure the U.S. Form I-9 by defining business rules to trigger/enable the Form I-9 for a new hire, assign a
compliance corporate representative to sign the Form I-9, and assign the signature task to a responsible group.
Prerequisites
Configuration Requirements
To use the U.S. Form I-9, configure the following:
• Configure business rules for triggering the Form I-9.

• Create a responsible group for the Form I-9 signature task.
• Configure a business rule to assign a corporate compliance representative to the Form I-9 signature task.
• Run the Biz Daily Rule job to enable the Compliance Feature and role-based permissions for Form I-9.
• Enable the United States compliance settings toggle for US_I9.
• Enable the mandatory fields in the Employee Central data model by going to Admin Center Manage
Business Configuration and selecting Yes as the Enabled value for the following fields:
• 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
Verification.
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. Configure a Business Rule to assign a Responsible Group to the Form I-9 signature task.
7. Slide the toggle button for I-9 to turn ON the form category.
 Note
Due to the legal compliance aspects of USCIS Form I-9, review the detailed functional features for your
specific 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 [page 438]
8.6.5.1 Configuring Business Rules for Triggering Form I-9
Configure the Configure Compliance Forms business rule to select the Form I-9 for the new hire.
Context
Use the Select United States Compliance Configuration rule scenario to trigger the US Form I-9 for new hires
onboarding with US based companies.
Procedure

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 Configure Compliance Forms scenario.
When you choose Trigger Compliance Forms, the rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
• Select Form I-9 from the Form Type dropdown menu.

Left Expression Go to If section, select your left expression, and
choose Onboarding Process User Job Information
Company .
 Note
ple, we have used Job Information .
 Note
Compliance Process object is no longer available to con-
figure rules for compliance forms. If you have existing
rules configured using the Compliance Process object,
they will not work. You can configure 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 defined, the rule will appear under Select I-9 Enablement in the Compliance Settings page.
When you run the Configure Compliance Form business rule, Form I-9 for the new hire gets triggered.
8.6.5.2 Creating a Responsible Group for the Form I-9

Signature Task
Configure a Responsible Group to assign a corporate representative who is responsible for completing the new
hire's Form I-9. If the Responsible Group is not configured, the hiring manager is assigned this task.
Context
Use the Assign Compliance Corporate Representative rule scenario to assign a corporate representative responsible
for completing the new hire's Form I-9.
Procedure
2. Select + New Responsible Group.
• ID
• Group Name
• Roles
• Users
• Dynamic Groups
4. Select Submit.
Results
The new group is added to the Responsible Groups menu.
 Note
Email reminder notifications are sent to everyone in the responsible group. If there is a manager change, the old
manager may receive a reminder email notification if they are listed in the responsible group.
8.6.5.3 Configuring Business Rules to Select a Corporate

Representative for Signing Form I-9
Set a business rule to select an authorized Corporate Representative to fill out Forms I-9 on behalf of the new hire.
Context
Use the Assign Compliance Corporate Representative rule scenario to select a configuration to prepopulate data for
the US Form I-9.
Procedure

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 Configure Compliance Forms, the rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
Compliance Corporate Representative Rule Model User
Job Information Company .
 Note
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 fill out Form I-9 on behalf of the new hire.
8.6.5.4 Mapping the USCIS Form I-9 Apartment Field to

Employee Central
Map the USCIS Form I-9 Apartment field to the homeAddress entity in the Employee Central Data Model to save
address details for United States (U.S.) new hires.
Context
The Form I-9 Apartment field captures address details for new hires in the U.S. To save this information, you need to
enable fields in the Employee Central data model homeAddress entity.
Procedure
1. Go to Admin Center Manage Business Configuration homeAdress homeAddress_USA .

2. Enable the Address fields based on your system configuration. For example, Address1, Address2, City, State,
and ZIP code.
 Note
In Onboarding, the USCIS Form I-9 Apartment field is mapped to Address2. If this field is already in use
for another purpose, you can map the USCIS Form I-9 Apartment field to Address3 by going to Admin
Center Manage Data Create New and selecting FieldMetaOverrideConfiguration. Enter an id, select
the following:
• For source, select Prepopulated Employee Central Fields Metadata.
• For oldFieldsMeta, select employee_apartmentNumber.
• For overrideFieldsMeta, select personNav/homeAddressNavDEFLT/address3.
Select Save to record your changes.
If you enable the Address 3 field 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 field won’t be replicated in these modules.
8.6.5.5 Migrating Form I-9 Data from Onboarding 1.0
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 reverification 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 Reverification process.
• In the latest Onboarding module:
• You've enabled and configured 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.
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

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

Results
When successful, the Form I-9 Audit Trail Data Migration job imports your existing Form I-9 reverification data into
the latest Onboarding module. Once the migration has been run, reverification for users included in the migration
job will no longer be available in Onboarding 1.0. When the configured 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.
8.6.5.6 Migrating Form I-9 Data from a Third-Party System
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 from the Super Admin. This job
supports Onboarding migration by allowing you to transfer your Form I-9 reverification data from an existing
system into the latest Onboarding module.
Prerequisites
In the latest Onboarding module,
• You've enabled and configured 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 a third-party system, use the Form I-9 Audit Trail REST
API in the SAP API Business Accelerator Hub. To locate the Form I-9 Audit Trail API in the SAP Business
Accelerator Hub, use the link in the Related Information section.
module.
Procedure
1. Go to Business Accelorator Hub SAP SuccessFactors APIs REST Form I-9 Audit Trail
2. Open the Form I-9 Audit Trail API.
3. Run the Form I-9 Audit Trail API.
4. Download the report from Super Admin. The report provides the following information:
Column Value Description

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

Results
When successful, the Form I-9 Audit Trail Data Migration job and Form I-9 Audit Trail API import your existing
Form I-9 reverification data into the latest Onboarding module. When the configured 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.
Related Information
SAP SuccessFactors Business Accelerator Hub
8.6.5.7 Configuring Form USCIS I-9 Reverification
You can create a job to trigger Form I-9 Section 3 for employment reverification.
Context
You can configure a provisioning job that creates a reverification task and notifies the stakeholders, when the
employment authorization of an employee is due for expiry within 240 days.
 Remember
 Note
You can trigger the reverification process manually by navigating to Admin Center Manage Data . In the
Create New dropdown, select Trigger I-9 Flow. Enter the required details and select Save.
To start the reverification process manually, you need the Administrator Onboarding or Offboarding Admin
Object Permissions Trigger I-9 Flow permission.
Procedure
1. Go to Provisioning and select Manage Scheduled Jobs under Managing Job Scheduler.
2. Select Create New Job.
3. Choose Job Type as Trigger I-9 Reverification Job and enter the other required details.
4. Select Create Job.
Results
Your job to trigger Form I-9 Reverification is now scheduled.
8.6.6 Configuring E-Verify
Configure E-Verify, so that employers can enroll to verify employment eligibility status for new hires working in the
United States. This configuration is a one-time task.
Prerequisites
• Configure the U.S. Form I-9.

• Create an Memorandum of Understanding (MOU) wuth the Department of Homeland Security (DHS).
• Enroll company in E-Verify.
• Enable the following permissions:
• Administrator Permissions Onboarding or Offboarding Admin Object Permissions EverifyConfig
• User Permissions Compliance Object Permissions E-Verify Data .
• Run the Onboarding Compliance Sync job in Provisioning to create an E-Verify metadata object.
 Remember
Support.
• Enable the mandatory fields in the Employee Central data model by going to Admin Center Manage
Business Configuration and selecting Yes as the Enabled value for the following fields:
• 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 verification is done by
electronically matching information provided by the new hires on the Form I-9 against the information available to
the Social Security Administration (SSA) and the Department of Homeland Security (DHS).
Procedure

2. Select United States as the country/region.
3. Select E-Verify.
4. Add an E-Verify configuration to enroll the employer.
5. Select the account type.
Account Type Description
Test Allows you to test E-Verify scenarios without actually sending informa-
tion to the E-Verify service.
Production Allows you to create E-verification of live new hires.
6. Optional: Configure a business rule to trigger E-Verify based on the business scenario requirement.
 Note
If the rule isn’t configured, E-Verify is triggered by default for all the U.S. employees/new hires.
7. Select the business configured in the previous step to trigger E-Verify from the Select E-Verify Enablement
dropdown.
8. Optional: Configure a business rule to assign a Corporate Representatives to the E-Verify task and then select
the responsible user group from the Corporate Representative dropdown.
 Note
If the rule isn’t configured, the E-Verify task is assigned to the new hire's manager .
9. Slide the toggle button for E-Verify to turn ON the form category.
Results
You’ve enrolled the employer to verify the new hire's employment eligibility status.
Related Information
E-Verify [page 449]

Adding Employer to Enroll for E-Verification [page 297]
Creating a Responsible Group for the E-Verify Task [page 300]
Configuring Business Rules to Trigger E-Verify [page 299]
Configuring Business Rules to Select Responsible Users for E-Verify Task [page 301]
Configuring USCIS Form I-9 [page 282]
8.6.6.1 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 Identification Number or Federal Employer Identification 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
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 Au-
thority. The Signing Authority is the registered contact per-
son listed as the primary contact in the worksheet.
2. Once you’ve e-signed the MOU, notify SAP E-Verify Enroll-

ment (everify.enrollment@sap.com). They’ll confirm that the
MOU is successfully activated and provide you with the man-
datory 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 misconfiguration.
Once the E-Verify account is active, you can start creating E-Verify cases.
8.6.6.2 Adding Employer to Enroll for E-Verification
Add E-Verify configuration so that you can enroll employer with their contact details to E-Verify their new hires.
Procedure

3. Select E-Verify.
4. Select Add New Configuration.
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 misconfiguration.
6. Select the company using the Legal Entity dropdown.

7. Enter the E-Verify submitter's phone number, extension of the phone number, and email address.
8. Optional: Select Mark as Default Configuration to mark the information as a default configuration.
9. Enable the Select this box to add a new Client Company ID and Legal Entity check-box.
10. Select Save.
Results
The employer details are enrolled in the E-verify configuration.
8.6.6.3 Configuring Business Rules to Trigger E-Verify
To trigger E-Verify based on your requirement, configure the business rule. If the rule isn't configured, E-Verify is
triggered to all the US employees.
Context
You can add business rule in Configure Business Rules using the Trigger Compliance Forms rule scenario to trigger
E-Verify for new hires onboarding with US-based companies.
Procedure

3. Select E-Verify.

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.

choose Onboarding Process User Job Information
Company .
 Note
 Note
Compliance Process object is no longer available to con-
figure rules for compliance forms. If you have existing
rules configured using the Compliance Process object,
they will not work. You can configure new rules using the
Onboarding Process object.
As the configuration is a decision rule, you need not set the Then criteria.
Results
This rule is evaluated during the E-verify flow and E-Verify for new hires is triggered accordingly..
8.6.6.4 Creating a Responsible Group for the E-Verify Task
Configure a responsible group to assign a corporate representative who is responsible for completing the new
hire's E-Verify task. If the Responsible Group isn’t configured, the hiring manager is assigned this task. 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 Nonconfirmation (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
• Dynamic Groups
4. Select Submit.
Results
The new group is added to the Responsible Groups menu.
8.6.6.5 Configuring Business Rules to Select Responsible

Users for E-Verify Task
Set a business rule to select authorized responsible users to complete the E-Verify task of the new hire.
Context
Use the Assign Compliance Corporate Representative rule scenario to select the responsible group created in the
previous task for E-Verify on the Compliance Settings page.
Procedure

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.
choose Compliance Corporate Representative Rule
Model Compliance Process User Job Information
Company .
 Note
icon.
Corporate Representative Group .
 Tip
Value field by default.
Value Selection Select the corporate representative group.
Results
When E-verify is triggered, then the task is assigned to the configured responsible group for action based on this
rule.
8.6.6.6 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:
Issue Solution Related Information
E-Verify is not enabled. Make sure I-9 and E-Verify are enabled in Configuring USCIS Form I-9 [page 282]
compliance settings. Configuring E-Verify [page 293]
E-Verify Account Information is incorrect. For test environments, verify that Com- Adding Employer to Enroll for E-Verifica-
pany ID is correct and account type is set tion [page 297]
to Test. E-Verify Test Account [page 457]
For production environments, verify that
Company ID is correct and account type
is set to Production.
E-Verify process is not included on On- Update process flows for onboarding and Editing the Process Flows for Default
boarding Process Flows. offboarding. Onboarding and Offboarding Processes
[page 91]
E-Verify Metadata Framework (MDF) ob- Run the MDF Object definition to DB sync Sync Artifact for MDF Object Definitions
ject is not synced with database. job in Provisioning.
Issue Solution Related Information
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.
8.6.7 Configuring Federal W4 Forms
Configure W4 to set a business rule and authorize a representative to fill out the form.
Context
Form W4 is an Internal Revenue Service Tax form completed by employees in the United States to indicate their tax
situation to the employer.
Procedure

3. Slide the toggle button for W4 to turn ON the form category.
Results
You've enabled the Federal W4 Form.
8.6.8 Configuring USA State Withholding Forms
Configure USA State Withholding Forms to set a business rule and authorize a representative to fill out the form.
Prerequisites
In order to configure the USA State Withholding Forms, the following fields must be enabled in the Employee
Central data model to ensure proper functioning of all forms:
 Note
These fields 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 fields and could result in errors.
Mandatory on the Form UI for Submis-

Entity Name Field Name sion?
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 field in
the Employee Central data model,
you should map the Address 3 field
to downstream modules such as
Employee Central, Employee Central
Payroll, or On-Premise Payroll, oth-
erwise the data collected from the
Address 3 won’t be replicated in
these modules.
city Yes
state Yes
zipCode Yes
personalInfo title Yes
Mandatory on the Form UI for Submis-
Entity Name Field Name sion?
firstName 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 specific amount on each paycheck
to go towards state taxes.
 Note
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 Profile
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
Configuration of Data Model Onboarding [page 92]

Data Models in SAP SuccessFactors [page 102]
8.6.9 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 fields.
3. Select Render Forms to view the form layout based on the code you've entered.
4. Optionally, edit the code and test the form metadata.
5. Select Submit to view the data that is being captured.
Results
You’ve validated and previewed the metadata for a custom form.
Next Steps
After previewing and validating the custom compliance form, you can add it in the ComplianceBundle object in
Manage Data. For more information, refer to the Related Information section.
Related Information
Adding Custom Compliance Forms [page 308]
8.6.10 Adding Custom Compliance Forms
You can add custom compliance forms that aren’t pre-delivered by uploading the form metadata.
Prerequisites
Validate your custom form's metadata and layout using the Custom Form Validator tool. For more information, refer
to the Related Information section.
Context
You can provide form details, add locales for translation, and upload form attachments in the Compliance Bundle
object in Manage Data.
 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 configure a new compliance bundle.
3. Fill in the details in the general fields to configure a new compliance bundle:
Bundle ID Unique ID for the compliance form.
Fields Metadata JSON structure to hold the fields and their metadata. All
the fields in the compliance form that are used for mapping,
filter and the UI need to be defined in this metadata.
Form Metadata JSON structure to hold the metadata of the compliance

form, like Name, Effective Start Date, End Date, and so on.
Global Filter High level filter for the form.
 Note
You can use the generic global filter 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 filters for the compliance form. Based on this filter,
the PDF is assigned to user for signing.
Order Order that is shown on the UI. This is the order in which the
user fills the form.
Group Metadata There can be only one UI Details object for one form/bundle.
enabled for the customer.
4. Fill in the details in the fields under the User Interface Details section:
User Interface ID Unique ID for the UI details.
 Note
There can be only one UI Details object for one form/
bundle.
User Interface Metadata The JASON metadata that defines all the fields and their
type that are shown on the UI.
User Interface Form Filters Filters based on which it is decided whether the UI should be
shown to user or not.
User Interface Layout Metadata that defines how the fields are displayed and
grouped together on the UI.
User Interface Stakeholders To whom the forms are assigned.
Validations Custom validations of the fields.
Translation This is the child of the UI Details. These are used to provide
the translations for the text which are shown in the UI.
Translation-Locale Locale for which the text is provided in the Translation field.
Translation-Translation Key value pair of the message key and its text in the locale.
The key needs to be provided in the UI Metadata.
Tables This is the child of the UI Details.
The data provided in this table is used in calculation as per

the User Interface Metadata.
Tables-Name Name of the table, which is provided in the UI metadata.
Tables-Type There are two type of table which are supported, range table
and look up table.
Tables-Content Table data in comma-separated values (CSV) file format.
5. Fill in the details in the fields under the Form Details category:
Form Details This is the child of the Compliance Bundle. There can be
multiple form Details (PDF Details) object for one form/bun-
dle.
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
filter the PDF will be assigned to user for Signing.
PDF Templates This is a child of the form details. Use these fields to provide
the details of the PDF templates.
PDF Templates - Locale Locale of the PDF Template.
PDF Templates- Upload Attachment Actual PDF template.
PDF Templates- PDF Form Mappings Mapping of the fields (provided in the fields metadata) and
the PDF fields.
6. Select Save to create the compliance form.
The custom form you've created is visible in Compliance Settings page.
 Note
For a custom compliance form to work for a specific country, User Interface Form Filter and PDF Form Filter
must be defined with the same home and work country fields that are declared in User Interface Metadata,
User Interface Layout and Fields Metadata fields.
Results
You’ve configured a custom compliance form.
Related Information
Validating Metadata for Custom Compliance Forms [page 307]
8.7 Configure Document Process Flow
Once the new hire completes the personal and additional paperwork for the onboarding process, a document gets
generated. As per configuration, if this document requires signatures from the hiring manager and the new hire, it
is sent to the Signature step.
At this stage, Assign Onboarding Forms rule is evaluated to decide which forms should be picked up for the
document flow. If this rule is set to "False", the Document Process Flow is skipped, and the new hire is made
available under "Manage Pending Hire" for the hiring process.
If the rule is set to "True", then the form assignment happens, and the form is generated in Print Forms Service
(PFS). If the form contains any signature field the form goes to DocuSign, and an e-mail is sent to the hiring
manager and the new hire to sign the form.
You can create rules of Scenario Assign Forms in Admin Center Configure Business Rules and set a condition
that a particular form gets generated depending on the Job Code of the new hire. Forms without signature field are
made available under Admin Center Manage Documents . Forms with signature field directly go to DocuSign
or SF e-signature as per the configuration, and appear under Manage Documents only after completion of the
Signature process.
After generating the documents successfully, the new hire status should be updated to Ready to Hire. The new hire
appears under Pending Hires.
During the offboarding process, document flow is triggered after the employee exiting the organization has
reviewed the required details.
8.7.1 e-Signature Methods Supported in Onboarding and

Offboarding
e-Signatures accelerate the Onboarding and Offboarding processes, eliminate manual tasks, and ensure security.
As part of the Onboarding process, the new hire needs to submit multiple documents. Several of these documents
contain critical information about the new hire satisfying specific criteria essential for the job. During the
Offboarding process, the employee exiting the organization needs to review several documents with information
about personal information, job information, last working day.
Therefore, it's essential that all the stakeholders in the Onboarding and Offboarding processes mutually agree on
the key information entered by signing the documents.
As an HR admin, select the electronic signature method that will be used for esignatures, and configure the
esignature process as per specific business requirements.
There are two eSignature methods that used in Onboarding and Offboarding:
Embedded signature: The embedded signature functionality is an in-house application of SAP SuccessFactors
for e-Signatures. It is supported by SAP SuccessFactors eSignature. Using this fuctionality, users can sign
documents from within the Onboarding instance. For users who are familiar with Onboarding 1.0, this is similar
to the Click to Sign feature.
Remote signature: This functionality is supported by DocuSign. With the Remote signature support, you can sign
documents directly in DocuSign, using a web browser or a mobile device. Whenever a signature is required, you will
receive an email with a URL and instructions on how to sign the forms. Click on the URL, to sign the document.
 Note
Customers need to have a DocuSign license to be able to use this.
8.7.1.1 Setting Up DocuSign for Onboarding and Offboarding
Adding DocuSign integration to Onboarding allows onboarding and offboarding participants to sign their
documents electronically.
Prerequisites
• You need a DocuSign corporate account. If you already have a DocuSign corporate account (for example, one
used with Recruiting), it can be used.
• If you don’t have an existing DocuSign Account, contact your SAP SuccessFactors account executive to
purchase a subscription to SAP Signature Management by DocuSign.
• Find your DocuSign user ID and API account ID at Settings Apps and Keys on DocuSign website.
• Customers must configure 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 Configuration Edit
Custom Configuration page.
Section Name Property
Listener Settings • Select Active Connection from the Status drop-down.

• Select the Enable Log and Require Acknowledgement
checkbox.
Section Name Property
Event Settings (Trigger Events Envelope and Select the following checkboxes:
Recipients) • 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 Configure DocuSign eSignature permission to configure DocuSign. To enable the
permission, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding topic in the
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
Support.
2. Go to SAP SuccessFactors HXM Admin Center Configure DocuSign eSignature .
 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 first.
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 confirm 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.
8.7.1.1.1 Managing Sent DocuSign Envelopes
Manage sent DocuSign envelopes to resend emails, refresh the status, cancel, filter and sort envelopes.
Procedure
1. Go to Admin Center Manage DocuSign envelopes .
If there are more than 10 envelopes, click More to continue to the next page.
2. Click  Envelope to resend e-mails for selected envelopes.
3. Click  Refresh to refresh the status of selected envelopes.
4. Click  Remove to cancel selected envelopes.
5. Click  Filter to filter selected envelopes.
• Provide the Envelope ID.

• Provide the Module.
• Select the Last Time Updated using <= or >= of the date and time provided (MMM, d, y, h:mm:ss a).
• Provide the Status.
• Click Apply Filter.
6. Click  Sort to sort selected envelopes.
• Select the sorting criteria. Sorting criteria are:

• Ascending
• Descending
• Envelope Id
• Last Time Updated
• Module
• Status
• Click OK.
7. Click  Export to download envelope details in a CSV file.
8.7.1.2 Configuring SAP SuccessFactors e-Signature
To render the embedded e-Signature functionality to the signatory, configure SAP SuccessFactors e-Signature in
your Onboarding instance.
Prerequisites
• Grant the following permissions from Admin Center Manage Permission Roles <Permission Role>
Permission... User Permissions Miscellaneous Permissions :
• Consent: Provide Edit permission to all the users who would be using the e-Signature solution.
• Signatures : Provide Edit permission to all the users who would be using the e-Signature solution.
 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.
• Configure the document flow step for the relevant Onboarding process in the Process Variant Manager.
• To enable the SAP SuccessFactors e-Signature functionality, go to Admin Center Platform Feature
Settings and select Enable SuccessFactors eSignature.
• To trigger email notifications for SAP SuccessFactors e-Signature, the following default e-mail templates
should be enabled from Admin Center Email Services Manage Email Template + Reuse Template :
• (ONB) Document Signature Declined Message To Participants Template
• (ONB) Document Signature task completion Template
• (ONB) Document Signature task creation Template
• (ONB) Documents signed by New Hire Template
Context
Document Flow is captured in the Business Process Engine (BPE) as part of the process flow. Therefore, form
assignment, form generation, form sent to a user, and completed steps in the document process flow are outlined
as part of Business Process Engine (BPE).
Procedure
1. To use embedded e-Signature, go to Admin Center Onboarding General Settings page.
 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 configuration is incomplete.
2. Switch back to Remote e-Signature by clicking Remote signature on this page if you want to use DocuSign
e-Signature functionality.
Results
After reviewing the new hire data, an email is sent to the signatories. On the home page, Complete e-Signing
of documents To-Do tile appears to alert the signatories to add their electronic signature on the completed
documents.
 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.
8.7.1.2.1 Features Supported in SAP SuccessFactors e-

Signature
SAP SuccessFactors has a secure electronic signature process that follows the best practice guidelines.
Here are some of the features supported in SAP SuccessFactors e-Signature:
• User authentication: SAP SuccessFactors uses single sign-on to authenticate and access the application.
• Unique signature: SAP SuccessFactors e-Signature process is unique to the person using it. After signing the
documents electronically, you can see the name of the signatory along with the date and time in the signer's
timezone.
 Note
The date of the signature appears only if it is configured in the document template.
• Download the signed documents: SAP SuccessFactors e-Signature allows you to download all the signed
documents.
• Validate your documents: If you see that the information in the document is incorrect, you can decline the
e-Signature and enter the reason to decline. The next step is to correct the information and generate new
documents based on the updated information.
• Pause the signature process: You can save and exit the signature process and return later to continue signing
the documents from where you last left. All the documents which were signed before exiting from the signature
process persists after returning to the signature process. SAP SuccessFactors e-Signature also supports
signatures by multiple users.
• Secure encryption of electronically signed documents: SAP SuccessFactors has a secure way of authorizing
electronically signed documents to maintain the authenticity of the documents.
When you sign a document electronically, a non-reversible one-way hash of the document is calculated using
SHA-256 algorithm and the hash is encrypted using RSA.
• Secure document repository: SAP SuccessFactors Document Management Service stores all the signed
documents in a secure configured document repository.
8.8 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 profile and cancel the Onboarding
process for the new hire:
• After Manage Pending Hire (MPH) step prior to the job start date
• Within 30 days of the job start date
 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 [page 318]

Set up and configure the event reason that is to be associated with the No Show event.
2. Adding a No-Show Picklist Value [page 319]
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 [page 320]
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 [page 321]
Set up a rule to configure standard or custom fields marked as mandatory for a No-Show event.
Related Information
8.8.1 Setting Up the Event Reason
Set up and configure the event reason that is to be associated with the No Show event.
Procedure
2. Provide the Event ID as NO_SHOW_EVENT_REPORT or any ID of your choice that you want to associate with
the No-Show event.
4. Select the previously configured No Show picklist from the Event dropdown.
5. Select the Employee Status as Reported No Show, and Save the changes.
Make sure that you enter the effective date on this page. This event reason becomes effective from the date
you enter on this page. Any candidate created before this date cannot view this event reason.
6. After configuring the event reason, in Role-Based Permissions, scroll down to Event Reason and provide edit
permission to the No Show event reason in Employee Data.
Results
You’ve configured the Event Reason for No-Show.
Task overview: Triggering No-Show for a New Hire [page 317]
Next task: Adding a No-Show Picklist Value [page 319]
8.8.2 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.
Previous task: Setting Up the Event Reason [page 318]
Next task: Adding a Report No-Show Picklist to the Employee-status [page 320]
8.8.3 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.
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 [page 319]
Next task: Setting Up a Business Rule for Employment Related Mandatory Fields During Cancel Onboarding [page
321]
8.8.4 Setting Up a Business Rule for Employment Related
Mandatory Fields During Cancel Onboarding
Set up a rule to configure standard or custom fields marked as mandatory for a No-Show event.
Context
You can configure this rule to set default values for mandatory fields during an event of SAP SuccessFactors
Onboarding cancellation.
 Note
In this topic, as an example, we are setting up data for two mandatory fields that include Payroll End Date and
Last Date Worked. However, you can set business rules according to your business requirement for custom
mandatory fields as well.
Procedure
You’re directed to the Business Rules Admin page that contains a list of business rules.
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 Configure Business Rules page to configure your If and two Then criteria.
 Note
In the Configure Business Rules page, define 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:
icon.
opens up the Select Left Expression drop-down field.
Employment Details Payroll End Date Value .
Field Type Leave as Date.
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:
icon.
opens up the Select Left Expression drop-down field.
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 fields.
Previous task: Adding a Report No-Show Picklist to the Employee-status [page 320]
8.9 Configuring Business Rule for Event Reason
You can create a business rule to automatically set the Event Reason field based on the defined conditions.
Context
During the creation of an external user, only rules with the following conditions are executed:
• Rules must be created under the Job Information Model base object.
• Rules must be associated with the event type OnSave.
• The Rule Contexts must be set to Yes only for Onboarding and No for other rule contexts.
For more information on how to associate the business rule with data model and configure conditions, refer to the
 Note
• Similar business rules can be created for other fields in the Job Information Model.
• The procedure shown is a generic example to configure a business rule for event reasons. It shows the
steps to set conditions for external hires and internal hires. You can add or remove conditions as you want
the flow to work.
Procedure

3. Select Basic rule scenario under Basic category.
5. Select Job Information Model from the Base Object dropdown menu.
Matches() .
Field Type Select Boolean().
1. Select Yes.
Value Selection
2. Select Job Information Model Source System for
Onboarding Value from the String to be checked
dropdown.
3. Select Text from the Regular expression dropdown and
enter ^.*Recruiting.*$.
icon.
4. From the left expression dropdown menu, select Job
Information Model Event Reason Value .
Value Selection Select the event reason for internal hire.
9. Select Add Else If to add more details to your business rule.
Matches() .
Field Type Select Boolean.
1. Select No.
Value Selection
2. Select Job Information Model Source System for
Onboarding Value from the String to be checked
dropdown.
3. Select Text from the Regular expression dropdown and
enter ^.*Recruiting.*$.
 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 .
Job Information Model Event Reason Value .
Field Type Select Null.
icon.
4. From the left expression dropdown menu, select Job
Information Model Event Reason Value .
Value Selection Select the event reason for external hire.
Results
You’ve created a business rule to set the Event Reason field automatically.
Next Steps
Associate the rule with the data model and ensure that the required conditions are met for the rule to execute
successfully. For more information, refer to the Related Information section.
Related Information
Associating Business Rule for Event Reason with Data Model [page 327]
8.10 Associating Business Rule for Event Reason with Data

Model
The business rule created to automatically set the Event Reason field must be added to the data model and
configured to meet the conditions required for execution.
Prerequisites
A business rule for setting the event reason must be configured. For more information on configuring the rule, refer
to the Related Information section.
Procedure
2. Select Employee Central jobInfo .

3. Under Trigger Rules, set the Event Type to onSave.
4. Select the created rule in the Rules drop down.
5. Under Details Rule Contexts , set only Onboarding to Yes. Ensure that all other fields are set to No.
 Note
If you’ve mapped a value for the Event Reason field, remove the mapping for the rule to execute.
Results
You have associated the business rule with the required data model. Every time an external user is created, the
Event Reason field is set based on the defined criteria.
Related Information
Configuring Business Rule for Event Reason [page 323]
8.11 Onboarding Configurations for Instance Sync
Use instance synchronization to push Onboarding configurations from the Test instance to Production instance.
Prerequisites
Enable... From... To access the... For more information, refer...
Instance Synchronization Upgrade Center Instance Synchronization Enabling Instance Synchroni-

Wizard Wizard, the Instance zation
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 in-

stance to the target instance
Onboarding in the Target in- Provisioning Onboarding configurations Enabling Onboarding

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

jects data:
• EmailTemplate
• EmailTrigger
• EmailTriggerCategory
 Note
All email templates are uniquely
identified based on the Name. If the
Name is changed, then in the Target
instance a new template is created
instead of overwriting the existing
template.
Data Models Manually sync Succession Data Model Sync Artifact for Data Models
and country/region-specific Succession
Data Model.
 Note
Use a compare tool and manually mi-
grate only the relevant elements.
MDF Object Definitions Sync the following MDF Objects specific Sync Artifact for MDF Object Definitions
to Onboarding tasks:
• ONB2ChecklistActivity
• ONB2ChecklistItem
• ONB2DataCollectionConfig
• ONB2DataCollectionUserConfig
• ONB2GoalActivity
• ONB2GoalCategoryConfig
• ONB2EquipmentActivity
• ONB2LinkActivity
• ONB2MeetingActivity
• ONB2MessageActivity
• ONB2UsefulContactActivity
• ONB2WhatToBringActivity
• ONB2WhereToGoActivity
 Note
Any object definitions linked
to ONB2DataCollectionUserConfig
shouldn’t be synced.
Sync the following Email Services Object

Definitions:
• EmailTemplate
• EmailTrigger
• EmailTriggerCategory
 Note
All email templates are uniquely
identified based on the Name. If the
Name is changed, then in the Target
instance a new template is created
instead of overwriting the existing
template.
 Note
Before syncing the Data of an
MDF Object, the related Email Serv-
ices Object Definitions needs to be
synced.
Sync the following MDF Object Defini-

tions created for Data Collection:
• Custom Objects like Uniform etc.

• ONB2DataCollectionConfig
• ONB2DataCollectionUserConfig
Sync MDF Data for ONB2DataCollection-

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

which isn’t auto-numbered and have
Business Key configured. Most of the
ONB2 Objects don't satisfy this limi-
tation.
Role-Based Permission Groups Sync the Role-Based Permission Groups Sync Artifact for Role-Based Permission
artifact from the source to target in- Groups
stance.
Select the specific 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 in- Roles
stance.
Select the specific r you want to sync.
Data Collection
 Note
Sync the Data Collection isn’t sup-
ported for Instance Sync. Therefore,
while synchronizing MDF object defi-
nitions, remove the Data Collection
object definitions that has been
linked to ONB2DataCollectionUser-
Config.
Related Information
Pairing the Source and Target Instances

Instance Sync Artifacts
Setting Up a Configuration Sync Job
8.12 Onboarding Configurations for Instance Refresh
Use Instance Refresh to copy Onboarding data from Production to Preview instance.
You can use the Instance Refresh tool to create a replication request of SAP SuccessFactors HXM Suite. You can
also monitor the status of the request from the source to target instance. For more information, refer to the "Things
to Know Before Refreshing the Target Instance" topic in the Related Information section.
 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 configurations in the Preview instance is lost.
The instance refresh can’t be triggered for one solution in the SAP SuccessFactors Application Suite. When the
Instance Refresh process gets triggered, it affects the complete SAP SuccessFactors Application Suite.
 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
8.13 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.
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 Configure Fields tab.
11. On the Configure Fields page, choose Add Add Field to associate an output field to a specific SAP
SuccessFactors field.
12. Under Entity Tree View, select userNav and choose the user details that you want to view on the report.
You can decide the Employee Central fields that you want to include in the report. Add Status field from
ONB2Process userNav Status field and choose Add Association "First Name".
Additionally, you can add fields from Employee Central entities, for example, empInfo jonInfoNav
Deparment .
To view the new hire's first name on the report, select First Name and choose Add Association "First Name".
13. Add filter on status field to get data for new hires(external users).
You can focus and filter on a specific set of data by using the Filter and Sort option.
14. On the Destination Settings page, you must enter the endpoint/server settings for the destination of the
integration.
These settings help you send the output of your integration to

• The specified SFTP server location
• A rest service call
• From one ODATA entity to another
15. Choose Save, and save the integration as a new integration with a new name.
Results
You’ve created a report with the new hire data related to the onboarding process.
8.14 Qualtrics Email Feedback for Onboarding New Hires
Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can send
employees surveys in email to find out what they thought about their onboarding experience.
Qualtrics surveys allow you to gain feedback about a new hire's onboarding experience, and ask questions such as:
• How helpful was the onboarding process?

• Do you feel like you got the necessary information before starting your job?
• Was your computer equipment ready for you on your first day?
Using this feature requires a Qualtrics Employee Experience license so that you can create Lifecycle projects. You
also need to integrate SAP SuccessFactors with Qualtrics, and enable Intelligent Services.
You use your Qualtrics account to create surveys and view their results. All the settings to configure the contents
and schedule for the email survey are performed at Qualtrics.
To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system.
Refer to Integrating SAP SuccessFactors with Qualtrics for details.
Related Information
Integrating SAP SucccessFactors with Qualtrics
8.15 Creating Sequence Object Entity for Custom ID
Generation
To set up the generation of user ID and employee ID in custom formats, you must create a sequence object entity.
Context
The sequence object provides a unique sequence of numbers that can be used as a part of the custom IDs.
Procedure
1. Go to Admin Center Employee Files Manage Data .

2. Select Sequence in the Create New dropdown menu.
3. Enter appropriate information in the following fields:
externalCode Sequence object code
externalName Sequence object name
start The first number in the sequence generation
step Interval between consecutive numbers in the sequence
current is a system-generated value that displays the current output of the sequence. The displayed number
will be used by the next ID that is generated.
4. Select Save.
Results
Your sequence object entity is now set up for custom ID generation.
Next Steps
Configure a business rule with necessary conditions and associate this object entity to generate user ID and
employee ID in the required format. For more information, refer to the Related Information section.
Related Information
Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding [page 337]
8.16 Configuring Business Rule for Custom User ID and

Employee ID Format in Onboarding
As an admin, you can set up the User ID and Employee ID to be generated in specific formats that align with your
integration specifications and other business requirements. Use the Generate Employee ID For Hire/Rehire rule
scenario to generate IDs in the required format.
Prerequisites
Ensure that you maintain the data based on which the rules are configured. For example, if you have configured the
rule to generate ID formats based on geographic location, this data must be present in Recruiting.
Context
With the ability to configure the format of the User ID/Employee ID in Onboarding, you can ensure that the
employee subgroups have their own sequencing and ID formats. For example, if the ID formats for employees and
contract workers are different, you can ensure that each subgroup's IDs are sequential.
You can use the existing Employee Central rules or create a new rule based on specific business requirements.
 Note
This business rule is honored only when the new hire is onboarded from SAP SuccessFactors Recruiting.
If you are using an external Applicant Tracking System or if you are onboarding the new hire manually, you'll
need to add the user ID/employee ID manually before initiating onboarding. In case a value for the ID is not
provided, the user ID and employee ID are generated based on the default configuration for the company.
 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 field used in the criteria to be editable.

icon.
Employee ID User ID .
Field Type Select Format Number().
Value Selection 1. Select the Template type as Text and enter the value
as ONB200%d
2. Select the Number type as Get Next Value()
3. Select the Sequence type as Value and choose the
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
specified format.
Next Steps
Associate the business rule with Onboarding Configuration Object. For more information, refer to the Related
Related Information
Associating Business Rule for Custom User ID and Employee ID with Onboarding Configuration Object [page 340]
Generating User IDs with Business Rules
8.17 Associating Business Rule for Custom User ID and

Employee ID with Onboarding Configuration Object
To complete the configuration for generating custom User ID and Employee ID, you must associate the business
rule you've created with the Onboarding Configuration Object.
Procedure
1. Go to Admin Center Employee Files Manage Data .

2. Select Onboarding Configuration in the first 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
Configuration Object.
8.18 Creating a Business Rule to Generate Onboarding User
Data
Configure 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 Configuration 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 Configure Business Rules page where you configure your If and Then criteria.
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. Define the Then statement for the Generate Onboarding User Data business rule.
Set the Username.Value condition.
Left Expression 1. Go to Then section of your business rule, select the Left
Expression, and choose Set.
icon.
Username.Value.
Field Type Select Format Number().
Value Selection 1. Select the Template type as Text and enter the user-
name.
2. Select the Number type as Get Next Value()
3. 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 Configuration 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 configured in the Generate
Onboarding User Data business rule.
8.19 Configuring New Hire Company Documents in Onboarding
To make relevant company details available to the new hires, you can configure a tile, which the new hires can
access the content and their related links.
Context
The company details document covers everything a new hire needs to know about the company. They can read
the company policies at their own pace before the start date. These company documents could be compensation
policy, employee leave policy, workplace regulations, and an overview of benefits. For example, health and life
insurance plan, use of company car, wellness programs, and so on.
Custom home page tiles enable you to make relevant content available to new hires based on variables such as
work country/region, locale, start date, and so on.
New hires can access Company Benefit tile from the home page before the start date under Onboarding section. To
configure the Company Benefit tile, perform the following actions:
8.19.1 Uploading Company Documents
Upload the company documents that you want the new hires to access to know about the company.
Procedure
1. Go to Admin Center Manage Documents and select Upload Document icon.

2. Browse and upload a document.
3. Add a description for the document you uploaded.
4. Select the document category.
5. If applicable for the document, select the country/region and choose OK.
Results
You can see that the document is successfully uploaded in the Document Management System.
8.19.2 Configuring a Business Rule to Select and Display the
Uploaded Documents
Define a business rule to select the documents that you uploaded and display them on the custom tile
configuration page.
Procedure
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
5. Select Continue to move to the Configure Business Rules page where you configure your If criteria based on
Company, or Country/Region.
Set the If criteria:
Left Expression Go to If section and select your left expression and locate
Company or Location under Job Information by expanding
User under Process.
 Note
The criteria mentioned is limited to fields that have ex-
ternal user visibility as "yes" for Job Information.
Value Selection Select the <COMPANY>.
8.19.3 Creating a Custom Tile for Company Documents
Create a custom tile that the new hires can access to view the company documents.
Procedure
1. Go to Admin Center Manage Home Page Add Custom Tile .

2. Enter the tile name and description under the General tab.
3. Fill in the details of the mandatory fields under the Tile tab.
4. Under the Navigation section, toggle the Rule-Based switch to ON and select the Rule Scenario as Show New
Hire Onboarding Content.
5. Select the business rule that you configured for displaying the company documents to the new hires.
 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.
8.20 Stories in People Analytics for Onboarding
You can use Stories in People Analytics to generate reports for Onboarding.
Use Stories in People Analytics to generate reports containing Form USCIS Form I-9 and E-Verify related
information for audit purposes. Some of the Form I-9 details that can be reported include:
• Legal Entity
• Social Security Number
• Task-related data for Section 1 and Section 2 process
• Form I-9 support Documents
• Form I-9 Correction Data Information for Section 1 and Section 2
• Form I-9 Reverification Information
• Number of new hires who completed the Form I-9 process within the due date.
Some of the E-Verify details that can be reported include:
• Legal Entity
• Social Security Number
• E-Verify Status
• E-Verify Case Verification Number
• E-Verify Case Closure Date
• Number of new hires/employees who went through E-Verify process.
 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
8.20.1 Creating a Story Report for Section 1 and Section 2 on

USCIS Form I-9 Process Task Related Data
Use Story in People Analytics, to generate reports that provide details on process task-related data for USCIS Form
I-9. Some of the details are the due date of a task, start date of a task, when the task was completed gives details
on when a task was completed, and so on.
Context
 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 filter for Compliance Process Type as I-9.
3. From the Compliance Process Task table, add the required columns. In this example we’re selecting the
following columns:
Column Description
End Date The date when the task got completed.
Start Date The date when the task was started.
Task Due Date The date when the task is due.
Task Type The type of task. For example, Complete Section 1 of Form I-9, Complete Section 2 of
Form I-9, or Complete e-signature on Compliance Forms.
First Name (Created By) First name of the employee who created the task.
Last Name (Created By) Last name of the employee who created the task.
First Name (Task Completed First name of the employee who completed the task.
By)
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
8.20.2 Creating a Story Report for Number of New Hires

Overdue for Section 2 of USCIS Form I-9 Tasks
As part of Onboarding process, Section 2 of Form I-9 must be completed within 3 business days from the hire
date for a new hire. Use Story in People Analytics, to generate the number of new hires for whom Section 2 was
completed after 3 business days from the hire date.
Context
 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 filter for Compliance Process Type as I-9.
3. From the Compliance Process Task table, add the required columns. In this example, we’re selecting the
following columns:
Columns Description
End Date The date when the task got completed.
Start Date The date when the task was started.
Task Due Date The date when the task is due. It’s the third business day from the hire date.
Task Type The type of task. For example, Complete Section 1 of Form I-9, Complete Section 2 of Form I-9, or
Complete e-signature on Compliance Forms.
Task Status Shows if the task is completed or is in progress.
Task ID The ID of the Task.
4. Set an advanced filter in the Compliance Process Task table with the logical expression = v AND [(w AND x) OR
(y AND z)], where:
Variable Expression
v Task Type Equal to Complete e-Signature on Compliance Forms OR Complete Form I-9 Section 2.
w Task Status Equal to Completed
x End Date Greater than Compliance Process Task. Task Due Date
y Task Status Equal to In Progress
z Task Due Date Lesser than Current Date
For more details on creating advanced filter, refer to the Related Information section.
5. From the Compliance Process Responsible Object table, add the required columns. In this example, we’re
selecting the following fields:
Fields Description
First Name (Responsible User) The first name of the responsible user who completes the task.
Last Name (Responsible User) The last name of the responsible user who completes the task.
6. Preview and save the story.
Use a Chart widget, to view the report in a bar chart structure in the design builder pane. Select the Chart
Orientation as Horizontal, Measure as Count, and add Dimension in the following sequence Task Type and Task
Status.
Results
The report is generated to show the number of new hires for whom employers completed Section 2 of Form I-9
after the due date.
Related Information

Applying an Advanced Filter
8.20.3 Creating a Story Report on USCIS Form I-9 Documents

Submitted by New Hires
New hires have to submit few documents as part of Section 1 Form I-9 task. Use Story in People Analytics, to
generate a report that contains details on the documents submitted by new hires for this task.
Context
 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.
Column Description
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.
List B Document Issuer Name of the issuer of List B Document.
List C Document Issuer Name of the issuer of List C Document.
3. Select a simple filter with Status as SECTION2_SIGNED.
 Note
The status SECTION2_SIGNED filters records that have the e-signature task completed for Section 2 of
Form I-9.
Results
The report is generated containing details of documents submitted by new hires as part of Section 1 Form I-9 task.
Related Information

8.20.4 Creating a Story Report on USCIS Form I-9
Reverification for Employees
You can generate reports containing details of Form I-9 reverification process.
Context
 Note
Procedure
1. Add the I-9 Audit Trial table to the Query Designer.
Column Description
Rehire Date The date when the candidate is rehired.
Reverification List A Document 1 Attachment ID of the reverification List A Document 1 submitted for new hires.
Reverification List A Document 1 Name Name of the reverification List A Document 1 submitted for new hires.
Reverificaion List C Document Expiry date of the List A Document 1.
Reverificaion List C Document Name Name of the reverification List C Document submitted for new hires.
Verification Date Date when the reverification happens.
3. Select a simple filter with Status as SECTION3_SUBMITTED.
 Note
The status SECTION3_SUBMITTED filters records that have the task completed for Section 3 of Form I-9
(Reverification task for Form I-9).
Results
The report is generated containing details of Form I-9 reverification process.
Related Information

8.20.5 Creating a Story Report Having USCIS Form I-9 and

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

8.21 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 configure Configure 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
Percentage The total percentage of all the cost assignments (organiza-

tional and additional) must be 100%. The sum of the per-
centage 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 field is displayed only for the additional cost assign-
ments.
Organizational Assignment Indicates the assignment type. The value can be Yes or No.
The value of Yes indicates that the assignment type is organ-
izational cost assignment. The value of No indicates that the
assignment type is additional cost assignment.
 Note
You can define only one assignment as the organiza-
tional assignment.
Cost Center Master data from Cost Management and Profitability Anal-
ysis for budgetary monitoring and internal controlling at or-
ganizational area level.
 Note
You can configure whether providing the cost center for
additional cost assignments is mandatory or optional.
Funds Center Indicates an organizational unit within the Funds Manage-

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

and reporting on available financial resources.
Budget Period A Budget period classifies 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 financial transactions by their over-

all 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 configurations in “Configure
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.
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 financed 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 workflows will not be triggered during onboarding.
• The Public Sector Management cost objects will not be shown to the new hire.
8.22 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): fields.
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 Profile 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 specific user acts as proxy.
8.23 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.
8.24 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 / Profile tables.
Results
Syncing is enabled and changes to an employee's start date or hiring manager automatically show up in
Onboarding.
 Note
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.
9 Onboarding Tasks
You can create a set of tasks required for the Onboarding process.
Onboarding programs are a collection of tasks. You can define onboarding programs to manage onboarding related
tasks, roles, and responsibilities.
You can set up specific and relevant tasks for your organization and determine responsible user groups for the
tasks based on Employee Central entities like job location or job code.
 Example
You can define one set of Onboarding tasks for new hires located in the USA, and another set of tasks for new
hires located in Germany. You can define different sets of tasks for new hires, by creating Onboarding programs
and setting rules based on your business criteria.
The tasks that can be added to your onboarding program are:
• Write Welcome Message

• Assign a Buddy
• Recommend People
• Recommended Links
 Note
All Hiring Managers can view the Recommended Links that are configured from Manage Onboarding and
Offboarding Tasks Onboarding Program . Additional Suggested Links are only visible to the manager
who added them.
• Checklist
 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 notification is sent to the user whenever an item is added, removed,
or updated in the checklist task.
• Schedule Meetings
• Set Goals
• Prepare for Day One
• Where to Go
 Note
This information is derived from Employee Central Jobinfo.location
360 PUBLIC Onboarding Tasks
• 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 the Related Information section.
 Note
You can select which of these standard delivered tasks you would like to use.
Related Information
Onboarding Furnish Equipment integrationto ExternalApplication
9.1 Creating a New Equipment Category
Equipment categories allow you to manage the equipment you want to make available as part of your onboarding
programs. Add a equipment category so that the new equipment category is listed in the Equipment section.
Prerequisites
Before you add some of the tasks to the Onboarding program, you must create resposible groups, Equipment list,
and configure the prepare for day one activity.
Context
You can include a task for ordering or furnishing equipment in your Onboarding programs. When your new hires
have everything they need on their first day, it projects a positive image, facilitates ramp-up, and limits productivity
loss.
Creating equipment categories enables you to group specific equipment together to ease equipment selection for
users.
 Example
You can create an equipment category for mobile phones with a list that includes different models.
Onboarding Tasks PUBLIC 361
 Note
This equipment must be listed before adding it to the Onboarding program.
Procedure
1. Go to Admin Center and choose On/Offboarding then select Manage Onboarding and Offboarding Tasks.
2. Choose the Task Settings tab then add an Equipment Category by choosing + New Category.
3. Enter an ID and Category Name for the equipment.
 Note
You can enter a numeric or an alphanumeric value in ID and enter a value like Mobile or Laptop in
Category Name.
4. Select or upload an icon based on the equipment category.

5. Add items to the equipment category by choosing + Add.
6. Enter the ID and Item Name.
 Note
If you have added a category for phone, then you can enter the unique ID of the phone in ID and enter the
phone model like, Iphone6, Iphone 6s in the Item Name.
7. Add the required items, and then choose Submit.
Results
The new equipment category is listed in the Equipment section.
9.2 Creating a Prepare for Day One List
Preparing the day one list for new hires allows the admin to list the things the new hire needs to bring when
reporting to work on the joining day. Create a day one list to help new hires come prepared on their first day at
work.
Prerequisites
Before you add some of the tasks to the Onboarding program, you must create resposible groups, Equipment list,
and configure the prepare for day one activity.
The Configuration for Prepare for Day One Task permission must be enabled.
Context
New hires at different offices or in different positions (data analyst opposed to factory inspector) prepare differently
for their first day. Onboarding supports your unique business and processes by allowing you to create separate lists
to suit the different needs of your new hires. Once you have your lists, you can define your onboarding programs
and business rules to display the right list for each new hire. And other onboarding participants, like the manager,
can provide supplemental information to the list.
 Example
Managers can add a reminder that tells the new hire to wear comfortable shoes for the company campus tour.
Procedure
1. Go to Admin Center and choose On/Offboarding then select Manage Onboarding and Offboarding Tasks.
2. Choose the Task Settings tab then scroll to the Prepare for day one lists section.
3. Choose + New List.
 Note
You can also edit or delete existing lists.
4. Enter an ID and List Name.

5. Add translated versions of the list name by choosing  (Translations) .
6. Add items to the list by choosing  (Add).
 Note
Items are free text entry and often include things like a reminder to bring a photo ID, a copy of their offer
letter, or even what's considered appropriate work attire.
7. Choose Submit.
8. Set a rule for the Onboarding process to select the created list by choosing Setup Business Rule.
9. Choose which list is Default.
 Note
The default list ensures there's always a list assigned for new hires. New hires are assigned a day one list
based on business rules. The system assigns the default list to users where no existing rule applies.
Results
You can add the List of things to bring to an onboarding program.
Next Steps
Once you've defined your Prepare day one lists and your onboarding programs, choose Define Business Rules to
define rules based on your business criteria.
9.2.1 Setting Up a Business Rule to Select the "Prepare for Day

One List" Activity
Set up a business rule to select the Prepare for day one list activity.
Context
Creating an activity for the Prepare for day one list enables you to add it to the Onboarding program. You can define
a business rule to set the activity for new hires, and to make the activity available in the Onboarding program.
Procedure
1. Go to Admin Center and enter Configure Business Rules in the Tool Search field.
2. Choose the Configure Business Rules link.
3. Create a new rule by choosing  Create New Rule.
4. Expand the Onboarding 2 menu and choose Select What-To-Bring Configuration.
5. Enter the Rule Name, Rule ID, and Start Date.
6. Choose Continue.
7. Define the business rule on this page as per your requirement and choose Save.
 Example
A rule is set for an already created list with the List Name as List Of Items and ID as ID1.
Results
The Prepare for day one list is available to new hires based on the defined business rule.
9.3 Setting Up Onboarding Programs
You can define a set of tasks for new hires by configuring the onboarding programs.
Context
There are many tasks that can be defined in the onboarding process. You can set up specific and relevant tasks
for your organization and determine responsible groups for the tasks based on Employee Central entities like job
location, or job code.
 Example
You can define one set of onboarding tasks for new hires located in the USA and another set of tasks for new
hires located in Germany. You can define different set of tasks to different new hires by creating an onboarding
program and setting a rule based on your business criteria.
Once you've initiated the onboarding process for a new hire, the system follows the business rules associated
with your onboarding programs to determine which program applies for that particular candidate. Business Rules
provide the flexibility to manage your processes and can be based on criteria like location or job type.
The tasks that can be added to your onboarding program are:
• Write Welcome Message

• Assign a Buddy
• Recommend People for New Hires
• Checklist
• Schedule Onboarding Meettings
• Set Goals
• Prepare for New Hire's Day 1
• Update New Hire's Day 1 Locations
• Request Equipment for New Hires
 Note
Configure onboarding programs with tasks that you want to display on the new hire's home page. As
participants of the onboarding process you must complete those tasks for them to appear on the new hire's
home page.
1. Creating an Onboarding Program [page 366]

Create onboarding programs by adding required tasks. You can define a set of tasks for new hires based on
Employee Central entities like job location or job code.
2. Setting Up a Rule for Selecting the Onboarding Program [page 371]
Set up a rule that selects the desired onboarding program for new hires.
9.3.1 Creating an Onboarding Program
Create onboarding programs by adding required tasks. You can define a set of tasks for new hires based on
Employee Central entities like job location or job code.
Prerequisites
• If you want to make an added task mandatory, responsibility groups must be defined.
• For adding a task as mandatory, setting goals, ordering equipment, and listing day one information, define the
following:
• Responsibility groups
 Note
responsible group contains more than 200 people, only the first 200 are selected as responsible users.
These 200 people are fetched in the order in which they’re added.
• Goal plans
• Equipment list
• Prepare for day one list
• You must have View and Edit permissions to manage onboarding programs.
• Check permissions by going to Administrator Permissions Onboarding or Offboarding Admin Object
Permissions Onboarding Configuration .
Context
Onboarding programs are a collection of tasks. There are many tasks that can be defined in the Onboarding
process. You can set up specific and relevant tasks for your organization and determine responsible groups for the
tasks based on your business criteria.
 Example
You can define one set of Onboarding tasks for new hires located in the USA and a separate set of tasks for new
hires located in Germany.
You can define different set of tasks to different new hires by creating an onboarding program and setting a rule
based on your business criteria.
Once you've initiated the onboarding process for a new hire, the system follows the business rules associated
with your onboarding programs to determine which program applies for that particular candidate. Business Rules
provide the flexibility to manage your processes and can be based on criteria like location or job type.
 Example
Consider a scenario where:
• You have a buddy policy that is location-dependent.

• You also have several job types that require specific sets of equipment.
Based on the scenario-specific requirements, you set up your onboarding programs.
Procedure
1. Go to Admin Center and in the tools search field enter Manage Onboarding and Offboarding Tasks.
2. Create a program by choosing + New Program.
3. Enter the ID and the Program Name.
4. Optional: Enter a Brief Description of the program.
5. Select the onboarding task to add to the program by choosing + Add Task.
6. Define the task attributes that are specific to each task.
Task Additional Information
Write Welcome Message Compose a standard welcome message with the following options:
• Insert tokens to personalize the message for the new hire. The tokens that can
be inserted in the subject and message are:
• First Name
• Last Name
• User ID
• Job Title
• Location
• Manager First Name
• Manager Last Name
• Create localized versions for the languages configured in your system by choos-
ing  (Translate).
• Make this task mandatorily available in onboarding program by setting the
Required task to Yes, enter a due date for the task, and assigning the task to
predefined participants. If the task is set as required, assign it to a responsibility
group and set the Due Date.
Assign a Buddy Add a task for assigning a buddy to the new hires who can guide them for the first few
weeks on the job.
You can make this task mandatory in onboarding program by setting the Required
task to Yes, enter a due date for the task, and assigning the task to predefined
participants.
The responsible person adds a note that is visible to the new hire. This note explains
why they’ve selected that person as a buddy. The new hire can see this note when
they open Your Onboarding Guide Know your key people to meet on the home
page. The responsible person can then optionally write a personal note to the buddy
that will be included in the email to the buddy.
 Note
Only one buddy can be assigned to the new hire at a time. Adding a new buddy
removes the previous buddy.
Recommend People Add a task for recommending important people for the new hires when they join the
organization.
Make this task mandatorily available in onboarding program by setting the Required
task to Yes, enter a due date for the task, and assigning the task to predefined
participants.
The responsible person adds a note that is visible to the new hire and explains why
they’ve recommended that person. The new hire can see this note when they open
Your Onboarding Guide Know your key people to meet on the home page.
Recommend Links Select the Add link button to add important links to websites like company portals
that are important for the new hires to know.
Since this list is made available to the new hire before their start date, links to the
internal portal pages and resources don’t work. The new hire can see this when they
open Your Onboarding Guide Browse through the recommended links on the
home page.
Checklist Select the Add Item button to add your checklist.
The hiring manager and the participants of the onboarding process should prepare a
checklist to welcome the new hires on their first day at work and to set the tone for a
successful collaboration. For example, prepare the new hire’s workstation before they
arrive. Consider decorating their desk with an onboarding kit, employee handbook,
welcome letter and, so on.
Schedule Meetings Select the Add Meeting button to add standard meetings to the task.
The responsible person can set up meetings for the new hire that occurs on or after
their start date. Note that these meetings don’t appear on their outlook calendar but
are visible in Your Onboarding Guide View Onboarding Meetings on the home
page. The meetings are sent using an .ics email to update the outlook calendar of
the new hire. If the meeting is scheduled before start date it goes to the new hire’s
personal email address. If scheduled after the start date it goes to the business email
address.
Set Goals Select a goal plan from the dropdown and enter a due date for each goal category.
Prepare for day one If the task is set as required, assign it to a responsibility group and set the Due Date.
List of things that the new hires should bring on their first day. To list out the items for
the new hire, the Admins can configure this based on business rules. The manager
can then add their own additional personal note with any relevant instructions.
Where to go This indicates that the office location is visible and the manager can input an addi-
tional note.
If the task is set as required, assign it to a responsible group and set the Due Date.
 Note
The Your Onboarding Guide Prepare for Day One Your Venue for Day
One on the home page pulls data from the Central Orientation Meeting first,
then it pulls data from Recruit-to-Hire mapping second.
Furnish Equipment Select equipment from the list.
You can make this task mandatorily available in onboarding program by setting
the Required task to Yes, enter a due date for the task, and assigning the task to
predefined participants.
 Note
If you mark a task as required, you need to assign it to a responsibility group and indicate the Due Date. If
there’s no responsibility group assigned, the Hiring Manager is considered as the responsible owner of the
task by default.
For some tasks, you get additional options only after you mark the task as required. The type of additional
information you can define varies from task to task.
 Note
There are some tasks that require the addition of standard content, like the welcome message or checklist.
Task owners can still edit the content of the tasks assigned to them.
 Example
The hiring manager can modify the welcome message, add items, or remove items before assigning the
checklist to the new hire.
7. Save the program by choosing Submit.

8. Optional: For an existing onboarding program, you can:
Action
 (Edit) Edit an existing onboarding program.
The program ID is read-only and can’t be edited.
 (Copy) Copy an existing onboarding program.
Each program requires a unique ID, but the Program Name

and Brief Description are both copied to the new program.
 Tip
Changing the name and description of the program is
optional. However, it’s recommended to provide a dis-
tinct name and description for each program.
 (Delete) Delete a program.
You can’t delete programs that are marked as active.
Results
The newly created program appears on the Manage Onboarding and Offboarding Tasks page.
 Note
Maximum 99 programs can be diplayed on this page.
Task overview: Setting Up Onboarding Programs [page 365]
Next task: Setting Up a Rule for Selecting the Onboarding Program [page 371]
Related Information
9.3.2 Setting Up a Rule for Selecting the Onboarding Program
Set up a rule that selects the desired onboarding program for new hires.
Context
You can define a rule where the Onboarding process picks the required program for the new hires.
Procedure
1. Go to Admin Center and enter Configure Business Rules in the Tool Search field.
2. Choose  Create New Rule.
3. Choose the Select Onboarding Task Configuration option from the Onboarding section.
5. Choose Continue.
6. Define the business rule as per your requirement.
7. Choose Save.
Results
The selected Onboarding program is triggered when the Onboarding process is initiated based on the set
conditions.
Task overview: Setting Up Onboarding Programs [page 365]
Previous task: Creating an Onboarding Program [page 366]
9.4 Adding a Central Orientation Meeting
A central orientation meeting allows you to provide details about the meeting that new hires are required to attend
for their first day orientation.
Context
You can provide the orientation meeting agenda, start data, end date, and other details by adding a Central
Orientation Meeting.
Procedure
2. Enter Maintain Onboarding Central Orientation Meetings in the Tools Search field. Access the tool
by choosing the search result.
3. Choose + Add Central Orientation Meeting.
4. Enter a unique meeting ID in the ID field.
5. Enter the meeting subject in the Meeting Subject field.
6. Enter the meeting agenda in the Meeting Agenda field.
7. Select the  (Date and Time) start date and time from Start Date and Time.
8. Select the  (Date and Time) end date and time from End Date and Time.
9. Enter the location information for the meeting, including the building name or room if necessary.
10. Choose Submit.
A central orientation meeting is now created.
 Note
The meeting details appear in Your Onboarding Guide View Onboarding Meetings on the home
page for new hires and display until the start date of the meeting. After the meeting start date, the
corresponding meeting details are removed. However, managers can get historic data about the Orietation
meeting.
11. You can search for the orientation meeting by going to the Central Orientation Meetings page. For a given
meeting:
• Choose  (Edit) to edit the meeting.

•  (Copy) to make a copy of the meeting.
 Note
The option to copy a meeting is particularly useful if you wish to create similar meetings with small
modifications such as date, time, or location. However, you must provide a new meeting ID.
If you are copying a meeting that has already occurred, then you must provide valid Start Date and
Time and End Date and Time values.
•  (Delete) to delete a meeting.
Results
The meeting is added to the Central Orientation Meetings list.
9.5 Setting Up a Business Rule for the Central Orientation

Meeting
Set up a business rule to select an added Central Orientation Meeting for the new hires.
Context
After adding a central orientation meeting, you must set a business rule before you can select the central
orientation meeting.
Procedure
1. Go to Admin Center Maintain Onboarding Central Orientation Meetings .

2. Choose Define Business Rules to create a rule for assigning a central orientation meeting to new hires.
3. Choose + Add New Rule.
The Configure Business Rules page is opened. Under the Onboarding scenario, Assign Central Orientation
Meetings rule type is selected by default.
 Note
5. Choose Continue.
6. Configure the rule as per your requirements.
 Example
A rule is set for an already added meeting with Meeting Subject as NEWHIREORIENTATION and ID as A1.
7. Choose Save.
Results
A business rule is created with the specified conditions.
9.6 Recommended Links
The Recommended Links task is added to the Onboarding program to make it easy to share recommended links
with new hires.
Recommended Links are links that are available for the hiring manager to share with new hires. Recommend links
are configured from Manage Onboarding and Offboarding Tasks Onboarding Program . Recommend links are
visible to all hiring managers.
Suggested Links are frequently used links that hiring managers can save to share with new hires. Suggested links
are configured from the <UI screen> page. Suggested links are only visible to the hiring manager who added the
link and the new hire that receives the link.
 Note
If Hiring Manager A adds a link, can see the Suggested Link in addition to the Recommended Links configured
from Manage Onboarding and Offboarding Tasks Onboarding Program . Hiring Manager B can only see the
Recommended Links.
9.7 Custom Tasks
You can create custom tasks for your Onboarding and Offboarding programs.
Custom tasks are specific tasks created by your organization. Custom tasks are used for completing requirements
for your specific Onboarding and Offboarding processes (including the internal hire onboarding process). Examples
of custom tasks include:
• collecting professional license data

• collecting employee health clearance form data
• creating ID badges
• setting up work stations
• triggering background checks
• ordering uniforms
• orientation activities
Before you can create a custom task, you must configure a custom MDF object for the custom task that defines
what fields should be in the form and the type of each field in the form. If there are generic object fields defined to
collect data in a custom task, you must create a generic object definition and define rules to set external visibility
for new hire tasks. After you create the MDF and define any generic object fields, you can create your custom task
and link it to the MDF object. You can use the UI Template Editor to define the UI for the custom task.
After you link the custom task to the MDF object and generic object definitions, you can add the custom task to
an onboarding or offboarding program. You can choose to make the task mandatory or optional, create a due date,
and assign it to a role or responsible group. You can define the custom task as mandatory or optional, set a due
date, and assign it to new hires, employees, managers, or a responsible group.
You can use the customizable email notification templates for custom tasks, to create email notifications that
are automatically sent to the task assignee. The notifications are sent when the task is assigned and when it's
completed.
The custom tasks appear in the following locations:
• The custom Onboarding tasks assigned to hiring managers or onboarding participants appear in the
Administrative Tasks to-do cards.
• The custom Offboarding tasks assigned to hiring managers or onboarding participants appear in the
Offboarding Dashboard and the Administrative Tasks to-do cards on the home page.
• The custom Onboarding tasks assigned to new hires are triggered when new hire tasks are triggered. They
appear in the Your Onboarding Tasks to-do cards in the For You Today section of the new hire's home page.
The hiring manager or onboarding participant can also see these tasks in the New Hire Details page on the
Onboarding Dashboard (New).
• The custom Offboarding tasks assigned to employees leaving the company are triggered after the employer
signs their termination paperwork. They appear in the My Offboarding Tasks to-do cards in the For You Today
section of the employee's home page.
Related Information
Creating a Custom MDF Object for Custom Tasks [page 376]

Creating a Custom Task [page 379]
Adding a Custom Task to an Onboarding or Offboarding Program [page 386]
Creating Generic Object Definitions to Support Generic Object Fields for Custom Tasks [page 378]
Creating a Custom Task [page 379]
Creating Custom Email Notifications for Custom Tasks [page 387]
9.7.1 Creating a Custom MDF Object for Custom Tasks
Create a custom MDF object so you can link it to a custom task for your onboarding and offboarding programs.
Prerequisites
Enable the following permissions:
• User Onboarding or Offboarding Object Permissions Custom Task

• User Onboarding or Offboarding Object Permissions Custom Task Definition
• Administrator Metadata Framework Configure Object Definitions
Context
Before you can create and assign custom tasks, you need to create a Custom Task MDF object that defines what
fields should be in the form and the type of each field in the form.
Procedure
1. In Admin Center, go to Configure Object Definitions.
2. Choose Create New Object Definition based on your business needs.
3. Under the externalCode field, ensure that the Data Type is set to User.
4. Add required fields to the custom object, ensuring that you always enter externalCode as Subject User Field.
 Note
The following field types are supported:

• Boolean
• Date
• DateTime
• Decimal
• Generic Object
• Number
• String
• Time
• User
5. Go to the Manage Data screen and create object definitions and data for any drop down menus for this task.
6. Once you've added all the fields you need, save the object definition.
 Note
If you configure a Generic Object field to be used in forms associated with the New Hire role, you need
to configure business rules to set the ExternalUserVisibility to Y. This ensures the Generic Object values
appear for the new hire.
7. Provide permissions to the custom MDF object definition. Enable the View and Edit settings as needed for each
role that requires access.
Results
The custom task MDF object is available to link to a custom task.
Next Steps
Once you’ve created the custom task MDF object, create a data collection object for the custom task. Then create a
custom task and link it to the MDF object.
9.7.2 Creating Generic Object Definitions to Support Generic
Object Fields for Custom Tasks
If there are generic object fields defined to collect data in a custom task, you mush create a generic object
definition and define rules to set external visibility for new hire tasks.
Prerequisites
Go to Admin Center Manage Permission Roles Permission... Administrator Permissions Metadata

Framework and enable the following permissions:
• Configure Object Definitions

• Configure Business Rules
• Access to Business Rule Execution Log
• Manage Data

Context
Create a generic object to support generic object field types in your custom task generic objects.
Procedure

2. From the Create New dropdown menu, select the option Object Definition.
3. Enter a name for the custom object in the Code field.
 Tip
Custom object names must begin with the string "cust_".
4. Select None from the Effective Dating dropdown.

5. Select Editable from the API Visibility dropdown.
6. Set Pending Data as No.
7. Set the Secured field on the object to YES.
8. For custom tasks for new hires, create a rule scenario for MDF-based objects and set the External User Visibility
to Yes.
9. Click Save on the Object Definition page.
10. Go to the custom MDF object definition for the custom task and set the Valid Values Source of the generic
object field with the code of this new object.
Results
The generic object fields are updated to support the custom task.
Next Steps
Go to Admin Center Manage Data to create field values for your generic object.
Related Information
9.7.3 Creating a Custom Task
You can create a custom task and add it to your onboarding or offboarding programs.
Prerequisites
Before you can add custom tasks to an onboarding or offboarding program, you must configure a custom MDF
object for custom tasks and create responsible groups.
To create, define, and assign a custom task, make sure that you have the following permissions enabled:

Context
There are onboarding and offboarding tasks that are unique to your organization. You can create a custom task and
assign it to a new hire, employee, manager, or responsible group.
Procedure
1. Go to Admin Center Manage Onboarding and Offboarding Tasks Task Settings Manage Custom Tasks
and select +New Task.
The Add New Custom Task popup appears.

2. Provide the following information:
Field Value
Module Select Onboarding or Offboarding from the drop-down menu.
 Note
Select the Onboarding program for custom tasks related to the internal
hire process.
Custom Task Name Enter a name for your custom task.
Description Enter a description of the custom task.
Custom MDF Object Select the custom MDF object to use for this task.
3. Select the Open Template Editor button to edit the custom task field properties. You can add instructions,
define the layout of the fields, move the field positions, and edit the field properties. For more information
about using the Template Editor, see the Template Editor Configuration Settings topic in the Related Information
section.
4. Select Done to save your custom task.
Results
When the new custom task is created, it appears in the Manage Custom Tasks section of the Task Settings page.
Next Steps
After you create the custom task, you can create custom email notifications to prompt the task recipient to
complete the task and notify them when the task is completed.
Related Information

Creating Custom Email Notifications for Custom Tasks [page 387]
Template Editor Configuration Settings [page 381]
9.7.4 Template Editor Configuration Settings
Learn about configuration settings available in the template editor.
Overview
The dynamic template editor enables you to design and configure the user experience for form-based web UIs,
based on metadata. The user experience consists of:
• Controls
• Elements
• Layout
You can configure the controls, elements, and layout to create a "UI template" that's used to generate the UI that's
displayed to users when they complete a form.
Controls
A control is a special type of element that's defined by the metadata object that the UI is based on. The way a
control is rendered in the UI depends on the data type that's defined in metadata. For example, if it's a date, the
control is rendered as a date input field with a date picker. Or, if it's an enumerated list of values ("enum"), the
control is rendered as a dropdown menu.
You can't add new controls using the template editor. You can configure aspects of how controls are displayed,
but not which controls are present. To add or remove controls, you need to edit the metadata object.
You can edit the following settings for a control element.
Control Element Settings

Setting Descriptions
Type The type is always set to Control.
Data Reference The data reference can’t be edited. It indicates the metadata
that the control is connected to.
Label Choose the label that's displayed next to the control.
• Show Default Label shows the label that's defined meta-

data.
• Hide Label removes the label next to the control.
• Specify Label enables you to provide a different label and
translate it in different languages.
Enable Rule Toggle this setting on if you want to create a rule that deter-
mines how the control is displayed. To create a rule, you need
to configure two things:
• Effect is what happens if a condition is true. You can create

a rule to hide, show, enable, or disable the control in the
UI.
• Condition is the condition that must be true to trigger the
effect. Define the condition in JSONForms format. A link is
provided to JSONForms documentation.
Other properties You may be able to configure other properties of the control,
based on its data type and metadata.
For example:
• For date fields, you can set the earliest and latest dates
that the user is allowed to select in the control.
• For text boxes, you can provide placeholder text to display
in the box by default, such as "Enter additional informa-
tion."
 Note
Some properties are visible in the editor and appear to be
configurable, but aren't currently supported in the UI or by
that data type. If a configuration has no effect on the UI,
you can ignore it.
Other settings Select or deselect other settings. The settings available for
each control vary based on its data type and metadata.
Some useful settings to consider are:
• Hide Required Asterisk removes the asterisk after the label

for required fields.
• Label Show Colon inserts a colon after the label, before an
input field.
• Read Only makes a control readable but not editable.
 Note
Some settings are visible in the editor and appear to be
configurable, but aren't currently supported in the UI or by
that data type. If a setting has no effect on the UI, you can
ignore it.
Elements
An element is a type of container or content that you can use to configure the display of information in the UI.
An element can be a container or content:
• Containers are a type of element, such as a form or a panel, that can contain other elements. The elements
within the container can be content or other containers.
• Content is a type of element that displays information, such as rich text or an image. Content can be added
within or without a container.
You can configure different properties for each type of element.
 Note
By default, all of the controls defined by metadata are automatically contained within a Form element. You can
move within the default form or move them to another container.
You can add and configure the following element types.
Element Types in the Template Editor
Element Type Description
BBCode BBCode is a type of content. BBCode ( or "Bulletin Board

Code") is a markup language similar to HTML.
To configure it, you can:
• Add content in BBCode format.

• Add a rule.
Image An image is a type of content. Use images to apply branding

and make content more engaging.
• Add an image source (src) URL. If needed, you can add a

different URL for different languages.
• Add alt text for the image, in different languages.
• Set the height and width of the image.
• Add a rule.
 Note
Images can only be added by providing a URL. You can't
upload them in the template editor.
Form A form is a type of container. Use forms to group multiple

elements together, as a block.
• Add a label, displayed as a title at the top of the form, in

different languages.
• Add a rule.
• Change the order of controls and other elements within
the form.
Label A label is a type of content, displayed as plain text. Use labels

to add text, such as instructions, to the template.
• Add a label, displayed as plain text, in different languages.

• Add a rule.
• Select the Heading option to make the text bold and use it
like a heading.
Element Type Description
Message Strip A message strip is a type of content, displaying text in a text

box with semantic colors and styling. Use a message strip to
draw attention to important text.
• Add a message, in different languages.

• Choose a design of the text box: Information, Positive,
Negative, or Warning.
• Add a rule.
Panel A panel is a type of container. Use panels to group multiple

elements together, under a header.
• Add a header, displayed as a title at the top of the panel, in

different languages.
• Add a rule.
• Choose other settings like whether it's Collapsed, Fixed, or
has No Animation when collapsing or expanding.
Rich Text Rich text is a type of content, displayed as rich text. Use the
Rich Text element to create content using the built-in rich text
editor.
• Add content, as rich text.

• Add a rule.
Layout
The layout is how elements are arranged vertically in the UI template. The layout consists of one or more sections.
Each section can consist of a single container element (a form or panel) or a single content element that's not
within a container.
You can:
• Move sections up or down in the layout.

• Move elements up or down within a section (if it's a container).
• Move elements from one section (if it's a container) to another.
9.7.5 Adding a Custom Task to an Onboarding or Offboarding
Program
After creating a custom task, you need to add it to an existing onboarding or offboarding program.
Prerequisites
Before you can add a custom task to an onboarding or offboarding program, you must create a custom MDF object
for custom tasks and create the custom task.
• User Onboarding and Offboarding Object Permissions Custom Task

• User Onboarding and Offboarding Object Permissions Custom Task Definitions
Context
Adding custom tasks to your onboarding or offboarding programs allows you to customize your onboarding and
offboarding programs based on your organizations unique needs.
Procedure
1. Go to the Manage Onboarding and Offboarding Tasks page and select an existing onboarding or offboarding
program.
2. Select the pencil icon to edit the program.
3. Select + Add Custom Task.
When the +Add Custom Task button is selected, the Add a Custom Task popup appears.
4. Choose a task from the Select Task list.
5. Choose if you want the task to be mandatory. If you select Yes for Required Task, provide the following
information:
• Due Date - Enter a due date for the custom task.
 Note
The Due Date value is calculated using the new hire's start date. The value is plus or minus the number
of days based on start date. For example, tasks due 1 week before start date are entered as "7" and
tasks due 3 days after start date are entered as "-3". Tasks due on the start date enter "0"."
• Select Assignee - Select an assignee from the drop-down menu to complete the task. You can select a
responsible group, new hire, or an employee.
If you select No for Required Task, no additional information is presented. This means, by default, the task is not
assigned to a user.
If you would like a task to be optional, first select the option to make the task mandatory and assign the task.
You can then select Not required and to make the assignment optional.
6. When you’re finished, select Done to save the custom task to the onboarding or offboarding program.
7. On the Manage Onboarding Program page, select Submit.
Results
After you add the custom task to an onboarding or offboarding program, the custom tasks will be triggered as
follows:
• In the onboarding program, custom tasks are triggered when new hire tasks are triggered.
• In the offboarding program, custom tasks are triggered after the employer signs their termination paperwork.
 Note
Note: Custom tasks are not support for inflight candidates whose onboarding process was initiated prior to the
custom task being added to the program. In the event of a process restart, newly added custom tasks will be
included as part of the restart.
9.7.6 Creating Custom Email Notifications for Custom Tasks
You can create custom email notifications for your custom onboarding and offboarding tasks.
Context
You can use the following email notification templates to create custom email notifications for your onboarding and
offboarding tasks:
• (OFB) Custom Offboarding Task Initiated Template

• (OFB) Custom Offboarding Task Completion Template
• (ONB) Custom Onboarding Task Initiated Template
• (ONB) Custom Onboarding Task Completed Template
 Note
Task Completed notifications can only be configured for mandatory custom tasks assigned to onboarding
participants and responsible users. They can’t be configured for tasks assigned to new hires and employees
leaving the company.
To create a custom email notification:
Procedure
1. Go to Admin Center Email Services and select the appropriate template for your task.
2. Assign a recipient.
3. Customize the template as needed.
4. Save the template.
Results
You’ve created a custom email notification for your custom task.
9.8 Archive Onboarding/Offboarding Tasks
You can configure your application to remove completed or irrelevant Onboarding tasks from the dashboard of the
assigned Onboarding/Offboarding participants.
Tasks created as a part of the Onboarding/Offboarding process have a specific due date. Once the tasks are
addressed and the Onboarding/Offboarding process is complete, there’s no reason for the tasks to remain on the
dashboard of the assigned Onboarding/Offboarding participants. The reasoning also applies to incomplete tasks
that wont be addressed by the assigned participants due to some reason.
Onboarding facilitates auto archival of Onboarding/Offboarding tasks with the help of:
• A business rule, which identifies the Onboarding/Offboarding tasks to be archived based on a configured
criteria.
• A batch job from Provisioning, which runs periodically to archive Onboarding/Offboarding tasks based on
inputs received from the business rule.
 Remember
Support.
One of the reasons for introducing this feature is to help you organize and manage tasks on your dashboard in a
better way so that priority tasks are duly identified and addressed.
Onboarding allows you to configure conditions to archive Onboarding/Offboarding related tasks as per your
business requirement. You can also manually run the batch job ahead of its schedule to archive tasks. You can
archive tasks by:
 Note
You can only archive the new hire records that are in closed state. It is mandatory that No Show Event Reason
is configured for the new hire records that you’re planning to archive. For for information on how to configure
No Show Event in the business rule for closure of the onboarding processes and tasks, refer to the "Configuring
Business Rules for Closing the Onboarding/Offboarding Processes" topic.
Setting Up a Business Rule for Archiving Onboarding Tasks [page 389]

Set up a business rule to automatically remove completed or irrelevant onboarding tasks from the
dashboard of the assigned Onboarding participants.
Creating a Batch Job to Archive Onboarding/Offboarding Tasks [page 391]

You can create a batch job and configure it to manage the archival of onboarding/offboarding tasks.
Related Information
Setting up a Business Rule for Closing the Onboarding/Offboarding Processes [page 482]
9.8.1 Setting Up a Business Rule for Archiving Onboarding

Tasks
Set up a business rule to automatically remove completed or irrelevant onboarding tasks from the dashboard of the
assigned Onboarding participants.
Context
Onboarding provides a business rule with a preconfigured condition that is applied to the task archival process. The
rule is configured to archive Onboarding tasks, created for new hires, 90 days after their start date. You can choose
to modify the business rule to suit your requirement.
 Example
You can set a business rule to modify the default value of 90 days.
 Remember
• Reuse the default business rule to define your conditions. If the system finds multiple business rules under
this scenario, the default preconfigured condition of the business rule is considered.
• Do NOT leave the value of the closure period blank when you update the business rule.
Procedure
1. Go to Admin Center and enter Configure Business Rules in the Tool Search field. Access the tool by clicking on
the search result.
2. Enter Configure the Period to Close and Archive Onboarding Processes and Tasks in the Scenario field, select the
option, and choose Go.
3. Define the business rule to set up conditions as per your requirement.
 Example
 Note
Ensure to define a valid event reason to successfully cancel onboarding for a new hire.
4. Choose Save.
Based on the conditions provided, the system shortlists onboarding tasks to archive. This data is channeled to
the batch job and the required tasks are archived.
 Note
• Once the activity is completed, the process from Manage Data should be Closed in order to Archive.
• If any of the eligible process has a complaince task in the Open status, the Process Close job won't pick
any such process for closure.
Next Steps
Create a batch job and configure it to archive Onboarding/Offboarding tasks.
Task overview: Archive Onboarding/Offboarding Tasks [page 388]
Related Information
9.8.2 Creating a Batch Job to Archive Onboarding/Offboarding

Tasks
You can create a batch job and configure it to manage the archival of onboarding/offboarding tasks.
Prerequisites
Configure a business rule for archiving onboarding/offboarding tasks.
Context
A batch job is a scheduled background program that runs on a regular basis without any user intervention. You can
configure the batch job to run periodically based on the conditions specified in the business rule, or manually run
the batch job ahead of schedule to archive tasks. You can create a batch job that can interact with a business rule
to fetch data for archiving Onboarding/Offboarding tasks. You can choose to manually execute the job. You can edit
and configure the job as per your requirements.
Procedure
1. Go to Provisioning.
 Remember
Support.
2. Select your company from the List of Companies.

3. Choose Manage Scheduled Jobs, which is grouped under the header Managing Job Scheduler.
4. Choose Create New Job.
5. Find Job Definition and enter the Job Name, Job Owner, and select Close Onboarding Process Job from the Job
Type dropdown.
6. Optional: Use Job Occurance and Notification to define the periodicity of the job and notification parameters.
7. Choose Create Job.
Results
Your batch job is now created. If you have defined the job occurrence parameter, the batch job executes
periodically.
 Note
• This job removes all the pending Offboarding tasks of the candidates whose termination dates, as well
as the number of days mentioned in Configure the Period to Close and Archive Onboarding Processes and
Tasks rule, have also passed.
• By default, Process Close jobs pick 100 processes at a time. If you want to increase the threshold capacity
to process more than 100 jobs, contact Product Support.
Next Steps
To manually execute the job, you can go back to the Manage Scheduled Jobs page, search your batch job, and select
Run It Now from the dropdown under the Actions tab.
Task overview: Archive Onboarding/Offboarding Tasks [page 388]
Related Information
Setting Up a Business Rule for Archiving Onboarding Tasks [page 389]

Scheduling Jobs
10 Onboarding Process Overview
An overview of how the standard onboarding business processes work in synergy from preonboarding
configuration until the start date of the new hire.
Onboarding process can be initiated from:
• SAP SuccessFactors Recruiting Management

• An external Applicant Tracking System
Onboarding process starts with initiating onboarding and ends with the new hire getting converted into an
employee (internal user). After onboarding is initiated, the hiring manager collects the new hire information,
reviews the new hire data, and adds new hire tasks. On completion of these tasks, the new hire gets access to
the application. The new hire performs the tasks assigned by the manager by selecting the tiles under the To-Do
section.
 Note
At this stage, the new hire is still an external user.
Once the new hire completes all the necessary paperwork a document is generated, if applicable. This document is
then sent to the signature step as per the configuration. The manager and the new hire get an email notification 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.
Here's an overview of the different stages in the Onboarding process:
Onboarding Process Overview PUBLIC 393
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.
10.1 Initiating Onboarding
Initiate onboarding for a candidate for the onboarding process flow to start. You can initiate onboarding for a single
or multiple applications of a single Job Requisition.
Prerequisites
To initiate onboarding for single or more than one application at a time, make sure that you have the following
permissions enabled:
394 PUBLIC Onboarding Process Overview
1. BizX Onboarding Integration. In Provisioning, go to Company Settings Recruiting Enable Onboarding
Integration .
2. Setup Onboarding Integration: Go to Admin Center, in the Tools Search field, enter Onboarding Integration
Setup. The settings tab allows you to enable Onboarding for either all Job Requisitions, or only certain
Requisitions. You can use the provided dropdown menu to set criteria for the requisitions which have
Onboarding applied. For more information, scroll down to see Settings for Onboarding Integration Setup in
the Related Links section.
3. Onboarding Initiate Permission role-based permission in Manage Permission Roles Recruiting
Permissions .
4. Grant feature permissions for Onboarding in the Application XML. For more information on feature
permissions, scroll down to see feature-permission Elements in the Related Links section.
At this stage, the SAP_ONB2_ PreDay1AccessCheck rule, which is set to "True" by default, is used to evaluate
whether Onboarding process should start. You can apply your business criteria on any of the Employee Central
entities like Country, Department, Division, and Job Code to evaluate this rule.
Context
The applicants should be placed in one of the application statuses configured to initiate Onboarding. You can
initiate onboarding for single or multiple applications of a single Job Requisition. You can inititate Onboarding for a
single application from the Take Action menu on the Application portlet.
The locale for the external new hire will be updated automatically, when you initiate the onboarding process from
Recruiting Management. The locale provided by the candidate at the time of candidate profile creation is published
by Recruiting Management and the same is consumed by Onboarding.
If you also provide any mapping for the defaultLocale field under the data model (hris-sync mapping), then that
value overrides the locale value that is selected by the new hire as part of the candidate profile.
The welcome email and password reset page (when opened from the welcome email) will appear in the default
language that is set in the Default Language field of Company Settings in Provisioning. To view the welcome email
and the password reset page as per the locale selected by the new hire during candidate profile creation, create a
rule and include it in the corresponding email templates.
 Note
If no locale is set, the external user's default locale is set to the company's default locale.
To initiate onboarding for multiple applications, follow the below steps:
Procedure
1. Go to Recruiting, under Job Requisition the candidates are available for recruiting in Ready-to-Hire state. Click
the Candidates link for the corresponding Job Title, for example HR Analyst.
It lists out all the candidates in the Ready-to-Hire state.
2. Select the candidates for whom you want to initiate onboarding.
 Note
Click the name to view the Application of that candidate. The Click Here link available under the Onboarding
section of a candidate's Application takes you to Onboarding Dashboard instead of Onboarding Dashboard
(New).
3. Click Take Action, and select Initiate Onboarding from the pop-up menu.
Once the onboarding is initiated, there is a one-time send of data based on the Admin Mapping to the
onboarding module.
 Note
1. An error occurs if you try to onboard a candidate more than once.

2. You can initiate onboarding for a maximum of 150 candidates at once.
3. The portlet appears in the Application page and not in the Candidate Summary page. You can initiate
Onboarding from the portlet as well.
A confirmation popup appears with a list of selected candidates.

4. Click Confirm on the Initiate Onboarding dialog box.
5. Select OK on the Onboarding Status dialog box.
Results
You will receive an email notification to know the onboarding initiation status of the candidate. You can also view
the Onboarding Initiation column which displays the status of the candidates (success or failed) in the Candidate
Summary page.
Click Filter options, to filter on the onboarding initiation status. You can filter on statuses such as Cancelled, Failed,
Success and so on.
 Note
Currently, we do not support sorting of Onboarding Initiation column.
 Restriction
• The Initiate Onboarding action is not audited.

• In Recruiting Management, it is not possible to report on the history of Initiate Onboarding action, or see the
action history on the portlet or on the screen.
• Only the latest action details are displayed on the Application portlet.
Next Steps
You can identify and validate Onboarding initiation issues using the checks present in the Initiate Onboarding
from Recruiting area of the Check Tool. You can access these check by navigating to Home Check Tool and
selecting one of the following checks from the System Health and Validation tabs:
Check Name Tab Check Description
BPE process flow exists for initiation from System Health This check validates if Onboarding
Recruiting process flow necessary for initiation
from Recruiting is available and active
in the system. In addition, it proposes a
solution in case of an error.
Data mapping between Recruiting and Validation This check helps you identify the field
Onboarding is consistent or entity that is having the issue and
why the data has not been sent from
Recruiting.
Process trigger object exists for the new Validation This check validates the availability of
hire Process Trigger object and provides the
ability to apply a quick fix.
First rehire verification completed or Validation This check enables you to identify if a
skipped for the new hire new hire isn't present in the Onboarding
Dashboard (New) due to the pending
rehire verification.
Process object exists for the new hire Validation This check identifies and proposes
with a valid status solutions for errors related to Process
object for the new hire.
For optimized check results, ensure to select Onboarding from the Application dropdown list.
For detailed information on using these checks, refer to the Checks to Troubleshoot Issues Related to Initiate
Onboarding from Recruiting blog in the related information section.
Related Information
Settings for Onboarding Integration Setup

Checks to Troubleshoot Issues Related to Initiate Onboarding from Recruiting
10.1.1 Validating the Exception Data in the Onboarding Process
Ensure that Onboarding is successfully initiated by fixing errors arising out of data validations.
Context
After you initiate Onboarding from Recruiting, the new hire data is subjected to several validations to verify that
information is available in the required format. If any discrepancy is found or if a data mismatch occurs, the
Onboarding process is paused and redirected to what is known as an "error flow". To resume the onboarding
process, you must fix all the issues reported by the system and restart the Onboarding process.
When the Onboarding process goes into the "error flow", the system creates a task and assigns to the respective
Hiring Manager.
Procedure
1. Log into the system as a Manager and open Business Process in the to-do side panel on the home page.
 Note
If you come across an error that says "User already exists", this would imply that there is some unused
or obsolete data present in the system for the candidate. For this candidate, you can’t proceed with the
current workflow of creating an External User.
2. Open tasks corresponding to the Onboarding process with reported exceptions.

The Onboarding Process Messages page is shown where you can see all the errors reported by the system.
3. Correct the reported issues in your Recruiting Instance.
4. After all the issues are addressed, return to the Onboarding Process Messages page and choose Restart.
Results
The system validates the data again and if no exceptions are observed, resumes the Onboarding process.
10.2 Reviewing New Hire Data for Onboarding a New Hire
After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire
task.
Context
Data validity checks on personal and job-related data passed from the recruiting system ensures that the new
hire data is correct. It also ensures that the new hire data is complete, properly mapped, and readable. If not, the
system creates a task to review the data and assigns the task to the onboarding participant involved in the process.
Generally, if there’s a mismatch between the Recruiting and Employee Central data fields, the system creates a
task to correct the New Hire data. However, you can set up the system to always create the task to correct the New
Hire data by configuring the SAP_ONB2_ HMReviewCheck rule to "True".
If the task is created, you can find a Review New Hire Data to-do task on the home page.
 Note
This task is created only if there are discrepancies in new hire data.
Procedure
1. Go to Onboarding Dashboard and find your pending data review tasks using the filters.
You can also find data review tasks on the home page.
2. Click Start to begin the data review task.
Hiring mangers are allowed to view and edit a certain set of fields.
 Note
To view these entities, the manager should be granted the respective Role-based permissions for these
entities in Employee Data and Employee Central Effective Dated Entities under User Permission.
Currently, only the SAP SuccessFactors Employee Central entities listed in the table below are shown to the
manager who's onboarding a new hire:
Supported Entities in Inter-

Entity Name Entities in Onboarding Flow nal Hire Portlet

portlet

portlet

portlet

curring

mation portlet

mary
Emergency_Contact_Secon- Supported Not Supported Secondary Emergency Con-

dary tact

portlet (appears when the
in this portlet)
 Note
The following six entities are shown to the manager who's onboarding an internal hire:
• Job_Info
As a hiring manager or the Onboarding participant, ensure that the Hiring Manager's ID is populated
before submitting the Provide Personal Data page for New Hire Data Review.
• Comp_Info
• Employment_Info
 Note
The Public Sector Management (PSM) cost object entities such as funds, grants, budget periods, and
functional area are shown to the participants of onboarding, such as the onboarding manager who is
onboarding a new hire, if the Public Sector Management cost objects are enabled for Onboarding. For
details, see Enabling Public Sector Management Cost Objects for Onboarding [page 355].
The Provide Personal Data page appears. If you find some information prepopulated on this page, it’s the result
of the Recruit-to-Hire-mapping process.
3. After reviewing the data and making corrections, if necessary, click Submit.
On submission of this data, this task for the new hire gets completed and a completion message appears on
the screen. Click Continue to proceed with the new hire tasks.
You can also click Save Draft to save the changes as draft if you plan to work on it later.
 Note
You must update the new hire's username and add the Business email only during the Manage Pending
Hire step and not during the New Hire Data Review step. If the Business email is updated during New Hire
Data Review or mapped from Recruiting, external user emails are sent to the new hire's company mailbox
instead of the personal mailbox. Also, new hires' won’t receive emails prior to day 1.
Results
An welcome email is sent to the new hire and the internal hire. Also, Prepare the New Team Members task gets
created at this stage.
10.3 Onboarding Dashboard without Compliance Tasks
Onboarding participants can access multiple new hires joining their team from Onboarding dashboard, and
perform the necessary tasks for the new hires.
Prerequisites
For the new hires to appear on the Onboarding dashboard, enable the following permissions:
• User Search in General User Permission

• First Name, Last Name, and Status under Employee Data
• Location, and job classification under Employee Central Effective Dated Entities Job Information
 Note
Do not enable the Employee Export permission under Manage Users because this provides admin access to the
Onboarding participants.
To view the new hire data in the Manage Pending Hire step, enable Admin Employee Central API Employee
Central HRIS OData API (read-only)
Tasks Assigned to the Logged in User
On this dashboard, Onboarding participants can see the tasks assigned to the logged in user under My Tasks. The
tasks assigned to other participants, appear under the Assigned to Others column under the All Tasks tab. The task
assignments to different users happen while configuring the Onboarding programs.
 Note
If Onboarding participants are accessing the Onboarding Dashboard from the Prepare for New Team Members
page, the Assigned to Others column doesn't appear.
You can... Things you can do:
Filter the list on the page • Filter the list on the page based on the following criteria:
Tasks, Tasks Status, New Team Member, hiring manager,
New Team Member Starting Date, Review Task for the
New Hire, and Show Tasks. To get a filtered list, select the
appropriate filter criteria, and click Go.
• You can pin the filter header to the page by clicking
 icon. To collapse the header, click  up-arrow.
• Save the filter criteria for future use. Click  down-

arrownext to Onboarding Dashboard, and select Save As
on the My Views pop-up. Provide a name to the search
criteria and click Ok.
You can use Review Task for the New Hire criterion, to obtain
the list of applicants you have to review under My Tasks tab on
the Onboarding Dashboard.
View applicant details and take necessary actions • From the Onboarding dashboard, click the new hire's
name to go to the candidate details page. Here you can
get a consolidated view of the tasks and can take neces-
sary actions for the tasks that are assigned to you by
clicking on the Start button. You can also click the tasks
that aren’t assigned to you to view the details like whom
the task is assigned to, when the task was assigned, due
date of the task, when the assignee was last nudged, and
by whom was the assignee nudged.
 Note
If you have the edit permission, you can go ahead
and complete the task or else you can click Nudge
Assignee to nudge the responsible user to complete
the task. Click Send on the Nudge Assignee popup
to send an email notification to the responsible users
urging them to complete the task. You can also add
your custom message in the e-mail email notification
template to suit your purpose.
• From the applicant details page, you can also perform

several Actions.
• Click  Moreand select Action. For more details, refer the
Actions table.
View the due date to complete the new hire activities • You can view the due date to complete the new hire activi-
ties that appear on this page.
 Note
If the due date is less than three days, it appears color
coded. If any task is overdue, it appears in "red".
See the tasks assigned to the logged in user Onboarding participants can see the tasks assigned to the log-
ged in user under My Tasks. The new hire tasks that you need
to perform are listed here:
• Write a Welcome Message
• Assign a Buddy
• Set Goals
• Where to Go
• Request Mobile (optional)
• Request Laptop (optional)
• Request Access ID (optional)
 Note
The tasks created for a new hire come from the programs
that are already defined in Admin Center Manage
Onboarding and Offboarding Tasks . Therefore, when you

choose a program for the new hire, the new hire tasks
are created accordingly. For example, if you set a business
criteria that the Job Code of the new hire is HR Analyst
then the tasks are picked from the HR Analyst Onboarding
program.
Onboarding tasks are created after evaluating the following

business rules:
• The Select Activities Config: Tasks are created as per On-

boarding Programs on the basis of the Select Activities
Config rule. For example, the conditions set in the rule are
such that if the Onboarding process is generated from a
specific country/region, lets say Germany, then the tasks
are picked from the Germany Onboarding program.
 Note
This rule is complete scenario based.
• The Select What-T-oBring Config rule is always set to

"true" and this rule applies to the Prepare for Day One
task.
• The Central Orientation Meeting rule evaluation happens
for Schedule Meetings task. For example, the rule is set in
such a way that the Central Orientation Meeting is based

on the new hires' location. The Central Orientation Meet-
ing appears for the new hires in Germany location. When
you open the Schedule Meetings task, the central orienta-
tion meeting is picked up from the rule and shows up on
the Schedule Meetings page.
List of Actions that you can perform from the applicant's details page:
Action Details Permissions
Take Action
Complete Personal Data Collection After receiving the welcome message, Complete Data Collection Tasks: This per-
new hires can log in to the onboarding mission allows the user to complete the
home page to check their outstanding data collection task on behalf of the new
tasks. However, this task can be per- hire.
formed by a permitted user.
 Note
This link is available to the permitted
user only when it’s available as a To-
Do task for the new hire.
Before providing the new hire details, en-

sure that the new hire has verified them.
If there's any invalid data, the Onboarding
process would get impacted.
For more information on how to complete

the new hire's personal data collection
task, refer to the "Providing Data for On-
boarding" topic in the Related Informa-
tion section.
Complete Additional Data Collection If there are any Onboarding-specific Complete Data collection Tasks: This per-
fields configured in the Succession Data mission allows the user to complete the
Model, the new hire is prompted to pro- additional data collection tasks on behalf
vide additional information. However, this of the new hire.
task is available to permitted user when
the personal data collection task is com-
pleted.
 Note
This link is available to the permitted
user only when it’s available as a To-
Do task for the new hire.
For more information on how to complete

the new hire's additional data collection
task, refer to the "Providing Data for On-
boarding" topic in the Related Informa-
tion section.
Restart Onboarding With Onboarding, you can restart the

onboarding process for an applicant if
there’s a change in new hire data before
the applicant gets hired.
You can restart the onboarding process

manually or you can configure the sys-
tem to trigger an automatic restart of the
process.
Cancel Onboarding You can also cancel the onboarding proc- To cancel an Onboarding process, the fol-
ess of the applicant. This deletes all the lowing permissions must be granted to
tasks and records created for this appli- you:
cant from the dashboard. Email notifica-
• Cancel Onboarding Permission
tions are sent to all the participants in-
forming them about the cancellation of
• Report no-shows under HR Actions
all the tasks. The candidate status is

marked as Canceled in the Onboarding
process.
Jump To
Data Collection Status You can track the paperwork status, both
personal and additional paperwork, and
the status of the Signature step. This is
the step where both the new hire and
the hiring manager reviews and signs the
document that is generated after the pa-
perwork is completed.
New Hire Data You can search for the new hire and view Access New Hire Data Permission: This
or edit the new hire data based on your permission must be enabled to view the
permissions. New Hire Data option under Jump To.
New Hire Additional Data You can search for the new hire and view Access Additional Onboarding Data
or edit the new hire's additional data. Permission: This permission allows you
to view the new hire's additional on-
This option is available to permitted user
boarding data.
when the additional data collection task
is completed.
 Note
The New Hire Additional Data option
doesn't get displayed to the hiring
manager and the participants of the
onboarding process if the new hire is
already in hired state.
Onboarding Documents The manager and the participants of the

Onboarding process can access new hire
documents throughout the Onboarding
Process as well as after the applicant is
converted as an Internal user, by select-
ing this option.
Related Information

Performing Personal Data Collection [page 422]
Performing Additional Data Collection [page 425]
10.4 Onboarding Dashboard (New)
Onboarding Dashboard presents a consolidated view of all the new hires joining your team, their details, onboarding
process tasks, and the corresponding statuses.
You can access the Onboarding Dashboard (New) using the home page. As a manager, select the global navigation
menu dropdown, and then select Onboarding. The To-Do alerts are accessible from the global page header adjacent
to the user profile icon, when you enable the home page. You can access the Onboarding Dashboard (New), if you
have the required permissions. For more information about the required permissions, see the Permissions for the
Onboarding Dashboard (New) topic in the Related Information section.
You can set permission group for the external user target population based on the granted users department,
division, and location in role-based permissions. The external user target population allows hiring managers and
onboarding participants to view task data of new hires in the dashboard based on their department, division,
and location. For details, refer to Assigning External User Target Populations to a role in the Related Information
section.
Things That You Can Do from the Onboarding Dashboard (New)

You can... Details
View the new hire status and the process restart status. The new hire status details:
•  : The new hire is in hired state.

•  : The new hire is in not hired state.
•  : The onboarding process for the new hire has been
restarted.
View the status of the following tasks assigned to you: Different statuses and how it’s calculated:
• Data Collection • Completed: When the tasks under the respective columns
• Form I-9 and E-Verify are completed.
• Compliance Forms • No Tasks: When there are no tasks configured or a particu-
• New Hire Tasks lar task in not applicable for the new hire.
• Overdue: When the task due date has elapsed. The status
is set to overdue immediately after the due date.
• Needs Attention: If the due date for the task is within the
next 5 days.
• Due Today: When the task is due today.
• On Schedule: When the task due date is more than 5 days
from today.
You can... Details
Apply filters to restrict the dashboard view only with the re- Hiring managers and Onboarding participants can apply filters
quired parameters. on:
• Start Date (From) and Start Date (To) filters new hires
using their start date range.
• Hiring Manager filters new hires using their manager's
name.
• New Hire Type filters new hires based on their type as
internal hire or external hire.
• Process Tasks filters new hires based on their task (for ex-
ample, Data Collection, Compliance Tasks, Form I-9, and
E-Verify tasks).
 Note
The Process Tasks filter appears on the dashboard
only if you have more than one permission mentioned
in the Permissions to View Onboarding Process Sta-
tus on Dashboard section. For details, refer to the Per-
missions for the Onboarding Dashboard (New) link.
• Task Status filters new hires based on their task status (for
example, Overdue, Due Today, or On Schedule).
Select to sort the columns in ascending or descending or- Hiring managers and Onboarding participants can sort entries
der.
in the dashboard by:
• New Hire
• Hiring Manager
• Joining Date
Names are sorted in the order of last name and then first
name.
Access the New Hire Details page. You can complete the tasks from the New Hire Details page by
selecting View Details under Actions column.
Filter the list on the dashboard page based on the New Hire Search by either the first name or the last name.
Name.
 Note
You can pin the filter header to the page by selecting the  pin
Full name search isn’t supported.
icon. You can collapse the header by selecting the

arrowicon.
 up- The new hires on the dashboard are sorted based on their
joining date.
View contact details of hiring managers.
Scan your tasks for new hires on the Onboarding Dashboard Status of onboarding tasks are buttons that can be used to
(New). Notification badges let you know how many tasks you start tasks assigned to you or nudge participants of their tasks.
have for each new hire.
 Note
The Onboarding Dashboard (New) displays the name of the user based on General Display Name settings (if
enabled). For more information, see the Enabling the Adoption of General Display Name in the Related
Permissions for the Onboarding Dashboard (New) [page 410]

You also need permissions to view the new hire details along with the process tasks assigned to you or any
of the responsible users on the Onboarding Dashboard..
Completing Tasks from New Hire Details Page [page 413]

As a hiring manager or a participant of the onboarding process, you can complete all the new hire tasks
assigned to you from the New Hire Details page.
Related Information
Enabling the Adoption of General Display Name
10.4.1 Permissions for the Onboarding Dashboard (New)
You also need permissions to view the new hire details along with the process tasks assigned to you or any of the
responsible users on the Onboarding Dashboard..
Permissions to View New Hire Details on Dashboard
For the new hires to appear on the Onboarding dashboard of a Hiring Manager/Onboarding Participant or an
Administrator:
• Enable the permissions listed in the table:
Permissions Location Permission Name
Employee Data First Name
Employee Data Last Name
Employee Data Status
Employee Data Location
Employee Central Effective Dated Entities Job Information Location
Employee Central Effective Dated Entities Job Information Job Classification
Permissions Location Permission Name
General User Permission Company Info Access User Search
Onboarding or Offboarding Object Permissions View permission for the following fields:
• ONB2Process
• ONB2AggregatedDetails
Manage User Employee Export
 Note
Enable this permission only for the Administrator. Do
not enable this permission for the Hiring Manager/On-
boarding Participant. Ensure that this permission is not
enabled for Hiring Managers/Onboarding Participants
from any other roles.
Metadata Framework Admin Access to MDF OData API
 Note
Enable this permission only for the Administrator. Do
not enable this permission for the Hiring Manager/On-
boarding Participant. Ensure that this permission is not
enabled for Hiring Managers/Onboarding Participants
from any other roles.
This permission overrides the target population set with

the role-based permission role in which it is enabled. Ad-
ditionally, this permission allows users to query and edit
all the Metadata Framework OData entities overriding
all entity-level permissions. Therefore, this permission is
recommended only for integration scenarios.
• Assign external user population based on department, division, or location. For details, refer to Assigning
External User Target Populations to a Role.
• Enable the object permissions based on your business needs for the tasks that you want to see on the
dashboard. For example, Buddy Task and Checklist Task permissions. For the list of all object permissions, refer
to Role-Based Permissions for Onboarding and Offboarding Tasks.
For more information on how to enable the permissions, refer to the "Role-Based Permissions for Administrators in
Onboarding and Offboarding" and "Role-Based Permissions for New Hires as External Users" topics.
Permissions to View Onboarding Process Status on Dashboard
You can set the permissions in such a way that whoever is responsible for performing one process task won’t see
the other tasks on the dashboard. For each column to be visible, the respective permission must be enabled.
• To view the status of the compliance forms on the Dashboard, enable Show Compliance Forms Status on the
Dashboard.
• To view the status of the new hire tasks on the Dashboard, enable Show Onboarding Tasks Status on the
Dashboard.
• To view the data collection status on the Dashboard, enable Show Data Collection Status on the Dashboard.
• To view the status of Form I-9 and E-Verify on the Dashboard, enable Show Form I-9 and E-Verify Status on the
Dashboard.
 Note
To view the Onboarding Dashboard (New) tile on the legacy home page, one of these permissions must be
enabled.
For more information on how to enable the permissions, refer to the "Role-Based Permissions for Administrators in
Onboarding and Offboarding" topic.
Permissions to View and Access the New Hire Tasks, Form I-9, E-Verify, and
Compliance Forms
Set the object permissions required for accomplishing the new hire and compliance tasks. For more information
on how to configure the permissions, refer to the "Role-Based Permissions for Onboarding and Offboarding Tasks"
topic.
Parent topic: Onboarding Dashboard (New) [page 408]
Related Information
Completing Tasks from New Hire Details Page [page 413]

10.4.2 Completing Tasks from New Hire Details Page
As a hiring manager or a participant of the onboarding process, you can complete all the new hire tasks assigned to
you from the New Hire Details page.
Prerequisites
Enable the View permission for ONB2ProcessResponsible under Onboarding or Offboarding Object Permissions in
Role-Based Permissions.
Context
The New Hire Details page can be accessed from Onboarding Dashboard. The dashboard gives you a consolidated
view of all the new hire records, and an overall status of all the Onboarding Process Tasks assigned to you.
Additionally, you can also view the tasks assigned to other participants in the onboarding process on the New Hire
Details page. You can prod the responsible user to complete the task by selecting Nudge. You can choose Send on
the Nudge popup to send an email notification to the responsible users urging them to complete the task.
 Note
Enable the email template (ONB) Nudge Compliance Assignment Category created for Compliance Nudge
task.
 Note
If you're using the embedded signature, which is the in-house application of SAP SuccessFactors for e-
Signatures, a Start button is displayed next to the e-signature task. If you're using DocuSign, the Start button
doesn't appear. You must check your email for DocuSign e-signature instructions and click the link to add your
e-signature.
Procedure
1. Go to Onboarding Dashboard.
2. Select the new hire for whom you want to complete the tasks and choose View Details.
The New Hire Details page displays the details of all Onboarding tasks.
You can view the status of the tasks assigned to you or the participants of the onboarding process by selecting
the following tabs on top of the New Hire Details page:
• Data Collection
• Form I-9 and E-Verify
• Compliance Forms
• New Hire Tasks
Different statuses and how it’s calculated:

• Completed: When the tasks under the respective columns are completed.
• No Task: When there are no tasks configured or a particular task in not applicable for the new hire.
• Overdue: When the task due date has elapsed. The status is set to overdue immediately after the due date.
• Needs Attention: If the due date for the task is within the next 5 days.
• Due Today: When the task is due today.
• On Schedule: When the task due date is more than 5 days from today.
3. Optional: Select the Actions ellipses button and choose the appropriate option.
Option Description
Onboarding Documents Allows you to view documents and their status for a new hire.
Cancel Onboarding Allows you to cancel the Onboarding process for a new hire.
Restart Onboarding Allows you to restart the Onboarding process for a new hire.
New Hire Data Allows you to view the new hire data.
Correct Form I-9 Section 1 Allows you to initiate correction for Form I-9 section 1.
4. Select the task that you want to complete, click Start, and follow the on-screen instructions.
5. Select View Details to see the Due On, Assigned To, Assigned On, Completed on, Completed by, Last Nudged,
Nudged By information for a particular task.
Select Edit Tasks to edit the task details. Select Cancel to navigate back to the New Hire's Details page.
 Note
You can also force complete the personal and additional data collection task on behalf of the new hire by
selecting Complete Tasks on the task popup.
Enable Complete Data Collection Tasks permission in Role-Based Permission. This permission allows the
user to complete the personal and additional data collection task on behalf of the new hire. For more
information on how to enable this permission, refer to the "Role-Based Permissions for Administrators in
Onboarding and Offboarding" topic.
6. You can remind the responsible user to complete the task by selecting Nudge.
Choose Send on the Nudge popup to send an email notification to the responsible users urging them to
complete the task.
 Note
The Last Nudged date and Nudged By information aren't displayed on the email notification that is sent
to the responsible users urging them to complete the task. Also, the Last Nudged date and Nudged By
information are currently not available for Data collection tasks and Compliance tasks.
Results
You've completed the tasks assigned to you from the New Hire Details page, and have nudged the participants to
complete the tasks assigned to them.
Task overview: Onboarding Dashboard (New) [page 408]
Related Information

10.5 Completing New Hire Tasks
Complete New Hire Tasks tile is the entry point to access all the tasks that you need to perform for the new hires
that you’re responsible for.
Context
Additionally, you can complete all the new hire tasks assigned to you from Onboarding Dashboard New Hire
Details .
 Note
The dashboard gives you a consolidated view of all the new hires records so that you can get an overall status of
the Onboarding Tasks for the new hires.
The tasks created for a new hire come from the programs that are already defined in Admin Center Manage
Onboarding and Offboarding Tasks . Therefore, when you choose a program for the new hire, the new hire tasks
are created accordingly. For example, if you set a business criteria that the Job Code of the new hire is HR Analyst
then the tasks are picked from the HR Analyst Onboarding program.
 Note
If the new hire tasks are not visible on the Complete New Hire Tasks tile, configure the Personal Data Collection
step in Process Variant Manager, if not configured and change the SAP_ONB2_ECDataCollectionCheck to skip
the step.
Onboarding tasks are created after evaluating the following business rules:
• The Select Activities Config: Tasks are created as per Onboarding Programs on the basis of the Select Activities
Config rule. For example, the conditions set in the rule are such that if the Onboarding process is generated
from a specific country/region, lets say Germany, then the tasks are picked from the Germany Onboarding
program.
 Note
This rule is complete scenario based.
• The Select What-T-oBring Config rule is always set to "true" and this rule applies to the Prepare for Day One
task.
• The Central Orientation Meeting rule evaluation happens for Schedule Meetings task. For example, the rule
is set in such a way that the Central Orientation Meeting is based on the new hires' location. The Central
Orientation Meeting appears for the new hires in Germany location. When you open the Schedule Meetings
task, the central orientation meeting is picked up from the rule and shows up on the Schedule Meetings page.
Procedure
1. Find new hire tasks in the Manager Activities stack on the home page.
2. Select the new hire for whom you want to complete the Onboarding Tasks and click Start.
3. To complete the tasks, click Start and follow the on-screen instructions.
The new hire tasks that you need to perform are listed here:
• Write a Welcome Message
• Assign a Buddy
• Set Goals
• Where to Go
• Request Mobile (optional)
• Request Laptop (optional)
• Request Access ID (optional)
Results
You've completed the tasks assigned to you.
Related Information
Creating a Process Variant [page 489]
10.6 Delegating Onboarding Tasks
You can now delegate new hire tasks and custom tasks belonging to external users and inflight candidates from the
Onboarding Dashboard (New) or the New Hire Details page.
Prerequisites
You have the:
• Administrator Manage Onboarding or Offboarding Delegate Onboarding Task Permission , which

allows you to perform task delegation.
• You have the User Search permission, which allows you to search for a delegatee among users within the target
population of your permission.
• Configure and enable the (ONB) Task Delegation Template belonging to the (ONB) Task Delegation Category to
send an email notification to a delegatee to inform them about the delegated task.
Context
You can delegate one or more new hire tasks and custom tasks (with the exception of the Checklist task) that are
assigned to you to a delegatee using the mass delegation or individual delegation option. Upon delegation, you can
nudge responsible users or revoke it back to your queue, whenever required.
Upon a new hire’s task delegation, if their Onboarding workflow is cancelled or restarted for any reason, then
the task will be assigned back to primary responsible users and not the person to whom it was delegated before
initiating the cancel or restart operations.
 Note
While this feature provides the flexibility to delegate one or more tasks to a delegatee, it doesn’t transfer any
permission that the delegatee may require to perform the task. You must ensure in advance that the delegatee
has all required permissions to perform and complete the delegated task.
Procedure
1. Go to the Onboarding Dashboarding (New).

2. To perform a mass delegation operation, select the checkbox of all new hires whose tasks must be delegated
and select the Delegate My Onboarding Tasks option.
Alternatively, if you wish to delegate one or more task for only one specific new hire, select the View Details icon
corresponding to the new hire, select the Actions option from the top-right corner of the New Hire Details page,
and then select the Delegate My Tasks option.
3. Enter appropriate values in the following sections of Delegate Task popup:
1. Select one of the following options from the Select Tasks section:
• Select the All My Tasks radio button to delegate all your tasks.
• Select the Select Specific Tasks radio button to delegate specific tasks only. Once you select this
radio button, select the checkbox against specific new hire tasks from the dropdown that you wish to
delegate.
 Note
• If you wish to delegate all your tasks or specific tasks using one of the above-mentioned options
for one or more selected new hires, only tasks that are applicable to the selected new hires are
displayed in the dropdown.
• If you're performing a mass delegation operation and want to delegate specific tasks only, a
consolidated list of all applicable tasks for the selected new hires are displayed upon selection of
the Select Specific Tasks radio button. Note that during delegation, only tasks that are applicable
for each new hire is delegated.
• Once a new hire task for selected new hires is delegated to a delegatee, it is not listed in the
dropdown under Select Specific Tasks any longer.
2. In the Delegate To section, type or select the person you want to delegate the new hire task to.
3. In the Add a Note section, write your message.
4. Click Done.
An email is triggered to the delegatee notifying them about the delegated task.
 Note
The message that you added in the Add a Note section is displayed in the body of this email notification.
Next Steps
You can view the delegatee for each delegated task for a specific new hire by navigating to the New Hire Details page
(by selecting the View Details icon corresponding to the new hire) and hovering over the Assigned To value. A popup
then displays names of the responsible users (primary assignee) and the delegatee.
Additionally, in the same page, you can nudge responsible users using the Nudge option or revoke the task from the
delegatee’s queue to your queue by selecting the Revoke option.
Upon delegation, if you want redelagate the task to a different delegatee, ensure to Revoke it back to your queue
and initiate the delegation process. You need to do this as the primary delegatee can't redelagte the task to another
user.
 Note
These options are listed under the Actions column and can be performed independently for each delegated
task.
Related Information
10.7 Configuring the Due Date for New Hire Task Completion
Administrators can now configure a single custom Due Date for new hire tasks. This configuration defines the due
date to a date before the new hire’s start date.
Context
 Note
• This is an optional configuration. If you want the start date to be the due date for new hire task completion,
then no configuration changes are required to be made.
• This is a global setting. Once the task due date is configured, it is applied to your entire organization.
• The due date can be configured only for new hire tasks and isn't applicable for internal hiring, Offboarding,
Compliance, or hiring manager activities that include writing a welcome message, assigning a buddy,
scheduling meetings, setting goals, and so on.
This configuration is applicable only for new hires who will be onboarded with a start date in the future and not
for new hires with a start date residing in the Overdue status. Additionally, this configuration is not applicable for
inflight candidates whose records already exist in the Onboarding repository unless the process flow is restarted for
them.
As an administrator, you can configure the due date by when the new hire tasks must be completed before the start
date from the Manage Data page.
Procedure

2. Select Onboarding Configuration from the first Search dropdown and then select DEFAULT_ONB2_CONFIG
(DEFAULT_ONB2_CONFIG) from the second Search dropdown.
3. From the Take Action dropdown, select Make Correction.
4. Enter a positive numeric value in the Number of Days Before the Start Date by when the Assigned Task must be
Completed field.
 Note
A numeric value >0 and <999 is permitted. Negative numbers, 0, and any value other than the permissible
integer value will result in an error.
5. Select Save.
 Note
You can implement this configuration when:

• You enter a value in the Number of Days Before the Start Date by when the Assigned Task must be
Completed field as mentioned in the above procedure.
• The start date for an existing candidate is modified. Upon modification, the due date is automatically
calibrated based on the value specified in the configuration.
Results
Based on the numeric value entered in the configuration, the due date is calibrated for the candidate. A valid due
date value will always exist between one day after the new hire tasks are created and the start date of the new hire.
The configured due date is displayed:
• In the Onboarding Dashboard (New):

• For each new hire, you can click on the specific name and view the due date from the Data Collection tab in
the New Hire Details page.
• For all applicable new hire tasks assigned to a new hire, you can view the due date on the Onboarding
Dashboard (New) by clicking the Data Collection status for the corresponding new hire, which displays the
due date in the Complete My Tasks popup.
• For all pending Personal Data Collection, Custom Data Collection, Document Flows, New Hire Data Review,
and Onboarding Rehire Verification related tasks, you can view the due date on the Onboarding Dashboard
(New) itself.
• On the home page:
• In the Review New Hire Data to-do task on the home page.
• In the Help Us to Know You Better Let us know more engagement cards on the home page.
• In Email reminders that nudge or notify users to complete pending tasks.
10.8 Logging into the Application as New Hire
After the Correct New Hire Data task is completed by the hiring manager or the participants of the Onboarding
process, the new hire receives a welcome e-mail with logon credentials and the LoginURL to access the application.
If the Correct New Hire Data step isn’t evaluated for Onboarding process, then the new hire gets an e-mail as soon
as the Onboarding process is initiated.
Context
The new hires can reset the password and then logon to the application to complete tasks related to personal and
additional data.
 Note
As the internal hires can already access the application, the welcome email that they receive doesn't contain
the URL to reset the password. Internal hires can log in using their existing username and password.
 Note
To define the validity of the password reset link, navigate to Admin Center Company Settings Password
& Login Policy Settings . In the Set Welcome Password and Reset Password link expiration (in days) field, enter
the number of days the password reset link must be valid.
To reset the password, and to log in to the application, the new hire must perform the following actions:
Procedure
1. Click LoginURL, on the logon screen, enter the Username and Password that they've received in their welcome
e-mail.
2. On the Reset Your Password page, they need to enter the new password and then confirm by retyping the
password.
3. Click Submit.
A Reset Successful! message is displayed on the screen.

4. Click Back to Log in button, to return to the logon page.
5. Enter the username and the newly reset password and click Login.
Results
On successful logon, the new hires land on the home page, from where they can see all pending to-do tasks.
Related Information
Configuring Password and Login Policy

Password Policy Settings and Predefined Passwords
Resetting Passwords
10.9 Completing Assigned Courses as a New Hire
The learning admin can choose to assign courses to new hires to complete before their start date. The new hires
can access these courses after logging in.
Context
To complete the assigned courses, the new hire must perform the following actions:
Procedure
1. Find the Take Courses task in the To-Do List side panel on the home page.
2. In the dialog box that opens, select a course.
3. Follow the instructions on screen to complete the course.
Results
The new hires have successfully accessed and completed the required courses.
10.10 Performing Personal Data Collection
After logging into the application, the new hires review their personal data obtained from recruiting system for
accuracy and update the missing information.
Prerequisites
At this stage, the SAP_ONB2_ECDataCollectionCheck rule, which is set to "True" by default, is evaluated. If the
conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The to-do task appears
on the new hires' home page.
Context
The task of providing the new hire personal data can also be performed by a permissioned user, from the
candidate's details page accessed from the Onboarding Dashboard. For more information, refer to the "Reviewing
Data Collection Information" topic.
To review the personal data obtained from recruiting system, and to provide the missing information, the new hire's
should perform the following actions:
Procedure
1. Choose Help Us to Know You Better Let us know about you on the home page.
A pop-up message appears on the Provide Personal Data page, asking the new hires to provide personal details
so that the data can be prepared for the onboarding process.
2. On the Provide Personal Data page, the new hires provide their personal details.
In this step, the new hires also validate the prepopulated information that is obtained from the recruiting
system.
 Note
There are limited set of fields that the new hires are allowed to edit. They can’t edit the Hire Date, Company
ID, and the Event Reason fields. Also, they can’t view the Job Information details, Compensation Information
details such as Pay Component Recurring and Pay Component Non-Recurring, and the Public Sector
Management cost objects if the Public Sector Management cost object is enabled for onboarding.
New hires can add their bank details in Payment Information (paymentInfoV3).
3. Click Submit on the Provide Personal Data page.
Once again click Submit on the Submit Paperwork Data pop-up to update the personal information.
4. To update the information for additional onboarding data, click Continue on the Paperwork Data Submitted
pop-up.
Results
The personal information of the new hires' have been updated for the ongoing onboarding process.
Related Information
Enabling the New Hire Content on the Latest Home Page
10.10.1 Completing the Profile Information by New Hires
New hires can use the Complete Profile page to upload a profile photo and provide basic information about
themselves.
Prerequisites
To see the Profile Photo, About Me, and My Name sections on the Complete Profile page, ensure that the
administrator has enabled the following settings in Configure People Profile General Settings :
• Allow employees to edit background image

• Allow employees to upload an audio file for name pronunciation
• Allow employees to upload an About Me video
• Allow employees to enter introductory text
Context
The information that a new hire provides in the Complete Profile page appears in the People Profile page.
 Note
For an internal hire, no to-do task appears on the home page. Internal hires can access the Employee page to
complete their profile information.
Procedure
1. Select the Start Completing Your Profile card on the home page. If the card isn’t available, select to the To-Do
icon to open the side panel then select the Start Completing Your Profile to-do task.
The Complete Profile page appears with the following sections on the side pane:
• Profile Photo
• About Me
• My Name
 Note
You can save the changes as your proceed from one tab to another, or choose Save after you've completed
updating your profile details. Also, you can select the sections from the side panel or choose Next to move
to the next section.
2. Upload your picture to help other people to identify you.
 Note
Upload your photo in JPG/JPEG/PNG format. Ensure that the file size isn’t larger than 2 MB, and the
aspect ratio is 3: 4.
3. In the About Me section, introduce yourself to your colleagues by recording a short video using your webcam.
 Note
A text box is also available to write about yourself.
4. Use the Launch Recorder to record your name as you prefer it to be pronounced.
5. After you're done updating your details, choose Finish.
Results
Your information is accessible in the People Profile page.
Related Information
10.11 Performing Additional Data Collection
After completing the Onboarding data, if there are any Onboarding-specific fields configured in the Succession
Data Model, the new hire is prompted to provide additional information.
Prerequisites
At this stage, the SAP_ONB2_CustomDataCollectionCheck rule is evaluated. If this rule is set to "True", the
Additional Data Collection step is executed. This step is skipped, if this rule is set to "False".
The SAP_ONB2_CustomDataCollectionCheckrule also checks which data collection configuration is to be selected,

by evaluating the SAP_ONB2_DataCollectionConfigSelect rule.
You can set the SAP_ONB2_DataCollectionConfigSelect rule to pick a particular data collection configuration for
a specific Job Code, and define some onboarding specific panels for that Job Code. For example, for the HR
Analyst Job Code you define three panels like work schedules, dress code and parking options. Now, when the
SAP_ONB2_DataCollectionConfigSelect rule is evaluated for HR Analyst, the panels work schedules, dress code,
and parking options are shown to the HR Analyst new hires.
If the conditions specified in the above rules are satisfied, Help Us to Know You Better Let us know more on
the home page is created and assigned to the new hire.
 Note
The data and documents collected during the Additional Data Collection step do not automatically show in the
People Profile.
Context
You can configure the Onboarding data to collect additional information. Typically, this information is used only
during Onboarding and isn’t updated in the employee record.
To provide additional onboarding specific information, the new hires should perform the following actions:
Procedure
1. Choose Help Us to Know You Better Let us know more on the home page.
The Update Onboarding Information page opens, and the previously defined panels for the new hire's Job Code
appears on the screen.
2. Select the first panel on the page, enter the required information, and click Next to go to the next panel.
3. Fill in the details for all the panels and click Done.
Results
The additional information of the new hires has been updated for the onboarding process.
Related Information
10.12 Reviewing Personal and Additional Data Collection
Information
As a manager, you can edit and review the new hire personal data collected during onboarding process.
Prerequisites
• Company Info Access User Search under General User Permission

• First Name, Last Name, Status, and Location under Employee Data
• Location, and job classification under Employee Central Effective Dated Entities Job Information
• ONB2Process under Onboarding or Offboarding Object Permissions
To view and edit the new hire's personal and additional data, and to access new hire documents, enable the
following permission:
• Access New Hire Data Permission under Manage Onboarding or Offboarding

• Access Additional Onboarding Data Permission and Complete Data Collection Tasks under Onboarding or
Offboarding Permissions
• View Documents Permission
To view the data collection status on the Dashboard, enable
• Show Data Collection Status on the Dashboard
Administrators in Onboarding and Offboarding and Role-Based Permissions for New Hire Data Review topics.
Context
The data that is collected from the new hire during the onboarding process includes the following:
• New hire data that is gathered from the candidates during recruiting
• Data added or updated in the Correct New Hire Data step
• Data provided by the new hire during Personal Data Collection step
Updating the new hire data might impact current Onboarding tasks and create a data mismatch in generated
documents. You can restart the Onboarding process to avoid any discrepancies. To Restart the Onboarding process
manually, refer to the Related Links section.
 Note
Onboarding process for a candidate gets restarted if you change their joining date of their manager.
You can force complete the personal and additional data collection task on behalf of the new hire on the
Onboarding Dashboard New Hire Details page.
Procedure
1. Go to Onboarding Dashboard New Hire Details .
The dashboard gives you a consolidated view of all the new hires records so that you can get an overall status
of the Data Collection for the new hires.
2. On the New Hire Details page, under Data Collection section, select Complete Personal Data Collection and click
View Details to Force Complete the task.
Similarly, for reviewing additional data, select Complete Additional Data Collection and click View Details to
Force Complete the task.
Results
You've completed the personal data collection and additional data collection on behalf of the new hire.
Related Information

Restarting the Onboarding Process Manually [page 469]
10.13 Viewing New Hire Documents
As a manager and a participant of the Onboarding process, you can view and access the new hire documents
throughout the Onboarding Process as well as after the applicant is converted into an internal user.
Prerequisites
• User Search in General User Permission

• First Name, Last Name, and Status under Employee Data
• Location, and Job Classification under Employee Central Effective Dated Entities Job Information
Additionally, grant the following permissions in Role-Based Permissions:
• View Documents Permission: Allows you to view the documents that are generated using XDP and PDF
templates.
• Document Category Access: Grants user access to all document categories or to specific document categories.
Select Others under Document Category Access, and choose from the following new hire documents that you
want to view on the new hire's details page:
• [Onboardee] Administrative
• [Onboardee] Custom New Recruit
• [Onboardee] Policy Agreement
• [User] Compliance
The first 3 categories are used for custom onboarding documents. These categories are used while uploading
document templates as XDP or PDF. The last category is used to display the compliance documents.
 Note
Only the 4 categories listed above must be permissioned for onboarding documents and compliance
documents. Other categories under Document Category Access aren’t supported yet.
Administrators in Onboarding and Offboarding and Role-Based Permissions for New Hire Data Review topics.
Context
When a new employee is onboarded the process involves several important documents, tax forms, benefit
enrollments, and employment contracts. It also includes additional documents like non-compete/non-disclosure
agreements, employment eligibility forms, and background checks. This generates a staggering amount of
documentation that starts even before an employee is hired and continues well after a person has left the company.
Procedure
The dashboard gives you a consolidated view of all the new hires records. Select the new hire whose
onboarding documents you want to view.
2. To access the New Hire Details page, click View All Tasks Details.
3. Choose Actions and select Onboarding Documents.
You can view the documents on the Onboarding Documents page.
Results
For the new hire, you can view the onboarding documents that you’ve selected in the document category in
Related Information

10.13.1 Document Upload Locations
Find the details on how and where to upload onboarding documents during various steps of the Onboarding
process.
Accessing the Attach-

Roles Process Steps Process Step Details Attachment Stores ments
Hiring Manager, Partici- New Hire Data Review Upload the attach- Document Manage- The attachments ap-
pants in the Onboarding ments into Employee ment System (DMS) pear on the Employee
process Central using the capa- Profile in the respec-
bilities of the respective Employee Central
tive Employee Central block.
block. For example,
work permit.  Note
You can view and
 Note
access these at-
There’s typically tachments after the
only one attach- Manage Pending
ment per entity. Hire step, prior to
working day in the
organization, only
if you’re granted
the Include Inactive
Employees in the
search option per-
mission in Role-
Based Permissions.
After the new hire's

first working day in
the organization, these
attachments can be
viewed and accessed
by the employee, hiring
manager and the partic-
ipants of the Onboard-
ing process (depending
on permissions).
New Hire New Hire Data Review Upload the attach- Document Manage- The attachments ap-
ments into Employee ment System (DMS) pear on the Employee
Central using the capa- Profile in the respec-
bilities of the respective Employee Central
tive Employee Central block.
block. For example,
work permit.  Note
You can view and
 Note
access these at-
There’s typically tachments after the
only one attach- Manage Pending
ment per entity. Hire step, prior to
working day in the
organization, only
if you’re granted
the Include Inactive
Employees in the
search option per-
mission in Role-
Based Permissions.
After the new hire's

first working day in
the organization, these
attachments can be
viewed and accessed
by the employee, hiring
manager and the partic-
ipants of the Onboard-
ing process (depending
on permissions).
New Hire Additional Data Collec- Add custom MDF ob- Document Manage- You can view and ac-
tion jects to upload document System (DMS) cess the attachments if
ments. you're a permitted ad-
min user in the Docu-
 Note ment Management Sys-
tem (DMS).
One MDF field
can have one at- New hires can't see
tachment only. We these types of attach-
could have multiple ments once this step is
fields to have mul- completed.
tiple attachments
uploaded.
Hiring Manager, Partici- Additional Data Collec- Go to new hire's Document Manage- Hiring manager and
pants in the Onboarding tion by new hire details page, choose ment System (DMS) participants in the On-
process Actions, and select boarding process can
Complete Additional view and access the at-
Data Collection. tachments on the new
hire's details page.
Also, a permitted ad-

min user in the Docu-
ment Management Sys-
tem (DMS) can view
and access the attach-
ments.
10.14 Completing e-Signature
After the completion of the personal and additional data collection step, a document gets generated. As per
configuration, if this document requires signatures from the hiring manager and the new hire, it’s sent to the
e-Signature step.
Context
There are two eSignature methods that are used in Onboarding:
• Embedded signature: The embedded signature functionality is an in-house application of SAP SuccessFactors
for e-Signatures. It’s supported by SAP SuccessFactors eSignature. Using this functionality, users can sign
 Note
Signatures are displayed in the format of <first name> + <last name> for all locales except the Japanese
locale. If your language preference is set to Japanese, your electronic signature using the embedded
eSignature feature is displayed in the <last name> + <first name> format.
• Remote signature: This functionality is supported by DocuSign. With the Remote signature support, you
can sign documents directly in DocuSign, using a web browser or a mobile device. Whenever a signature is
required, you receive an email with a URL and instructions on how to sign the forms. Click on the URL, to sign
the document.
As per configuration, you can add your e-Signature using any of the methods.
The Document Management Service stores all the signed documents in a secure configured document repository.
You can choose your document respository as SuccessFactors or Opentext. For more information on configuring
the document repository, refer to the Enabling Document Management topic in the Related Information section.
Procedure
1. Click Help Us to Know You Better Complete your e-Signature on the home page.
2. To add an e-Signature to the document, select Start and follow the on-screen instructions.
Results
You’ve added your electronic signature on the document.
Related Information

Enabling Document Management
10.15 Hiring a Candidate from Manage Pending Hires in
Onboarding
After the candidate has gone through the onboarding process, you're ready to hire them into Employee Central.
Context
As a final step in the hiring process, to hire the new hire into Employee Central, perform the following actions:
Procedure
1. To view the information for new employees who have completed the Onboarding process, go to Admin
Center Manage Pending Hires Onboarding (number of pending hires) .
You can sort and search based on the filters that are available on this page. You can map the Onboarding
fields to Employee Central fields. This mapping makes the fields available to configure the columns in Manage
Pending Hires.
 Note
The filters are based on the columns displayed on this page and can be configured as per your requirement
from Admin Center Configure Columns for the Manage Pending Hires . For example, Name, Hire Date,
Job Title, Location, Pay Grade, Department, Division, and so on, are some of the columns that you can
configure using Configure Columns for the Manage Pending Hires to appear on the Manage Pending Hires
page.
For hiring managers to see information of pending hires in the columns configured, hiring managers need
View permission to those fields selected in Configure Columns for the Manage Pending Hires, as well as View
Current permission to Employee Central Effective Dated Entities Personal Information Actions . In
addition, hiring mangers need the Employee Data Biographical Information to see names of pending
hires and proceed with the following steps.
2. Click on the candidate's name on the Manage Pending Hires page.
You’re taken to the Add New Employee screen, where the candidate's data from Onboarding is populated.
3. Update *Hire Date and the *User Name field to add the corporate e-mail ID of the candidate.
The hiring manager can fill the Payment Information details and review the information in this section.
 Note
 Note
The hiring manager can view and update the Public Sector Management cost object details such as fund,
grant, budget period, and functional area entered and saved during the new hire data review if the Public
Sector Management cost objects are enabled for Onboarding. For details, see Enabling Public Sector
Management Cost Objects for Onboarding [page 355].
4. Fill in all the mandatory fields and click Submit.
 Note
The information on this page can be mapped from the Recruiting-to-Hire page.
 Note
Ensure that the personIdExternal of the dependent added during user import or using the Applicant
Tracking System is of the syntax personIdExternal_d<integer> . An example of relatedPersonIdExternal is
1234567_d1 where '1234567' is the personIdexternal of the new hire and 'd1' refers to dependent 1.
Results
The new hire disappears from the Pending Hires page.
At this stage, though the new hire can log in to the system and start completing employee's profile. The candidate
can also see the meeting invites, where to go on the first day of joining the company, useful contacts, on the home
page of the onboarding application.
 Note
If the Hiring Manager assigns a buddy to the new hire, the contact details of the buddy appear in the Your
Onboarding Guide Know your key people to meet on the home page. Also, if the hiring manager had
scheduled a central orientation meeting for the new hire, the meeting invite appears in the Your Onboarding
Guide View Onboarding Meetings on the home page.
 Note
• The OnboardingInfo object in Compound Employee API evaluates the indicator property
OnboardingInfo in the EmpEmployment entity in Employee Central. It allows you to track the onboarding
process and find data records of new hires or rehires that didn’t yet complete the Manage Pending Hires
process. OnboardingInfo is supported in the full transmission mode as well as the delta transmission
mode of the API.
• When you restart the Onboarding process for a new hire awaiting workflow approval after the Manage
Pending Hire process, the workflow becomes invalid, but it doesn't get deleted automatically. You have to
delete the invalid workflow manually.
• As a Hiring Manager/Onboarding Participant, to view the profile of an inactive new hire in Employee Profile
after Manage Pending Hire:
• Enable General User Permission Company Info Access User Search permission
• Assign the target population as External Onboarding Users.
Related Information
Select Condition hiringNotCompleted

Pending Hires
10.15.1 Configuring Employee Files to Include Inactive Users in

Search
Configure the search to include inactive external users in the search result.
Prerequisites
Enable the following Role-Based Permission:
• Include Inactive Employees in the search

For more information, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding"
Also, ensure that the target population is set to external user in Role-Based Permissions. This allows you to access
the new hire data after Manage Pending Hire step and before the start date.
Context
After the Manage Pending Hire step and before the new hire's first working day, you can search for the new hire,
who's at this point still an external user and is in inactive state, in the Employee Profile.
Procedure
1. Log on to the SAP SuccessFactors application.

2. On the home page, select Employee Files from the dropdown menu next to the  icon.
3. Click  (arrow) next to the external user profile and select Include inactive users in search option.
Results
You can search for the new hire and display or edit the new hire data based on your permissions.
Related Information

10.16 Running a Conversion Job
The conversion job runs on the start date of the new hire, at this stage the new hire is still an external user.
Context
The conversion job runs to convert the new hire into an Employee.
 Note
The conversion job dosen't run for the internal hires as they are internal users.
 Remember
Procedure
1. Go to Provisioning Manage Schedule Jobs .

2. In the Job Type: field, search for ConvertExternalUserOnStartDateJob, and click Refresh.
The conversion job appears on the screen.

3. To run the conversion job, hover on Select, under Actions header, and click Run It Now.
Results
After the job is completed, the New Hire (External User) gets converted into an Employee (Internal User).
10.17 USCIS Form I-9
Employers must complete a Form I-9 anytime they hire any person to perform labor or services in the United
States.
Form I-9 is a United States compliance form, used by employers to verify the identity and employment
authorization of individuals employed in the United States.
Failing to properly complete a Form I-9 violates section 274A of the INA, and leaves employers subject to civil
money penalties.
 Tip
The  (system help) messages provide guidance taken from the PDF version of the USCIS Form I-9
Instructions.
Section 1 - Employee Information and Attestation
The Form I-9 Section 1 workflow automatically triggers once the new hire has completed the Personal or Additional
Data Collection process. The process variant configuration determines whether the Personal Data Collection or the
Additional Data Collection process proceeds the Compliance step. The new hire receives an email with a link to the
Complete and Sign Form I-9, and their Compliance card to-do tasks appear on the home page. The new hire opens
the link and enters the required information.
The new hire completes Form I-9 Section 1 on or before Day 1, and brings their original employment eligibility
documents with them for verification on Day 1.
New hires can edit the following information in Section 1 of Form I-9:
• Other Last Name Used

• Apartment Number
• Employee's Email Address
• Employee's Phone Number
 Note
A physical United States address is required for all Form I-9 applicants.
Employee Information
The new hire provides the required Personal Information and Employee Address.
 Note
Some personal data fields are prepopulated from Employee Central data and can’t be updated from Section 1.
If the new hire's information is incorrect or incomplete, they can update their Employee Profile on Day 1 and
then complete Section 1.
Type of Citizenship
The new hire selects their citizenship status from the listed options and provides the required information.
 Note
The new hire must bring original documents with them on Day 1 to complete the employment verification
process.
Preparer of Translator Certification
The new hire attests if a preparer or translator assisted in completing Section 1 of the Form I-9.
Employees Consent Statement
The new hire attests that they assisted in the completion of Section 1 and the information is true and correct.
E-signature
For DocuSign users, email instructions are sent to the new hire with a link to create and apply their e-signature.
For e-Signature users, the e-Signature task appears on the Onboarding Dashboard after the new hire confirms their
Section 1 information. Then the new hire creates their e-signature and applies it to the Form I-9.
Section 2 - Employer Review and Attestation
The Form I-9 Section 2 workflow begins when the new hire returns for their in-person physical inspection of
employment eligibility documentation. This inspection is typically done on Day 1. The hiring manager or corporate
representative receives an email notification, prompting them to Complete Section 2 of the new hire's Form I-9 and
a Compliance to-do task appears on the home page. The hiring manager or corporate representative completes
Section 2 within three business days of the new hire's first day of employment. This task is typically done on the
new hire's first day of employment.
During the Form I-9 Section 2 review process, the new hire furnishes their employment eligibility documentation for
the hiring manager or corporate representative to review.
The hiring manager or corporate representative can locate the new hire and view their pending tasks from the
Onboarding dashboard or the Compliance to-do task cards on the home page. On the New Hire Details screen, the
hiring manager or corporate representative can initiate the Complete Form I-9 Section 2 task.
 Note
If Section 2 of Form I-9 is not completed within three business days of the new hire's first day of employment,
the hiring manager or the corporate representative can still submit the form to continue the Onboarding
process by providing a reason for delay. The hiring manager or the corporate representative can provide the
reason for the delay in the Form I-9 Out of Compliance warning dialog when the Complete Form I-9 Section 2
task becomes overdue.
Employer or Authorized Representative Review and Verification
The hiring manager or corporate representative reviews the Employee Information from Section 1.
Review the New Hire Citizenship/Immigration Status
The hiring manager or corporate representative reviews the new hire's documentation and citizenship or
immigration status. If any of the information is missing or incomplete, the hiring manager or corporate
representative triggers the Correct Data process. The Correct Data process is triggered by going to the Onboarding
dashboard, locating and opening the new hire's record, and selecting Actions Correct Form I-9 Section 1 . The
new hire is sent an email notification and a Complete I-9 Correct Data Compliance to-do task appears on the home
page prompting them to correct their Form I-9 information and re-sign Section 1.
 Note
If the new hire did not provide a Social Security Number and the employer is using E-Verify employment
eligibility verification, the Correct I-9 to-do task is triggered. The Complete Form I-9 Section 1 Awaiting SSN task
appears on the home page and the new hire is sent an email notification prompting them to provide their SSN
for employment verification.
Review the Proof of Eligibility Documentation
The hiring manager or corporate representative physically examines the original employment eligibility documents
and determines if the documents appear to be genuine and related to the person presenting it.
 Note
Employers using E-Verify for employment eligibility verification can choose to use the alternative remote
procedure to verify the employees documentation. This procedure allows the new hire to scan and send PDF
copies of their employment eligibility verification documentation to their employer. The employer reviews the
documentation and uploads the PDF documents to Section 2, so they are saved in the system.
The new hire must present 1 document from List A, or 1 document from both List B and List C. If the new hire
presents a combination of List B and List C documents, then the List B document must contain a photograph.
After reviewing the documents, the hiring manager or corporate representative selects which documents the
new hire presented and indicates if the document is a receipt. New hires that present receipts must return for
reverification when the receipt expires. New Hires must provide the hiring manager or corporate representative
with copies of their original documents within 90 days or before the expiration of the receipts, whichever is
earlier. Hiring managers or corporate representatives must complete Section 2 and sign after verifying the original
documents.
Employers Consent Statement
The hiring manager or corporate representative attests that they examined the documents and they appeared to
be genuine and related to the new hire.
E-Signature
For DocuSign users, email instructions are sent to the hiring manager or corporate representative with a link to
create and apply their e-signature.
For e-Signature users, the e-Signature task appears on the Onboarding Dashboard after the hiring manager
or corporate representative confirms their Section 2 information. Then the hiring manager or corporate
representative creates their e-signature and applies it to the Form I-9. The E-Sign Compliance Forms Compliance
task appears on the home page.
When the hiring manager or corporate representative submits the form, their e-signature is applied, and the form is
saved in the Document Management System.
If the new hire does not provide proof of eligibility to work in the United States during the new hire Onboarding
process, then the employer can either stop the process until proof is provided, or continue the process without the
signed Form I-9 and allow the new hire 3 business days to bring in their proof of eligibility.
When the hiring manager or corporate representative selects a new hire's Form I-9 activity from the dashboard, a
popup message indicates that the USCIS Form I-9 is out of compliance. Then the hiring manager or onboarding
representative can choose to continue the onboarding process and provide a reason why the USCIS Form I-9 was
not completed on time.
Related Information

Configuring Form USCIS I-9 Reverification [page 292]
Updating a Process Variant [page 493]
Editing the Process Flows for Default Onboarding and Offboarding Processes [page 91]
10.17.1 Form I-9 Remote Data Collection
Hiring managers can use the Form I-9 remote data collection process to collect data from remote new hires.
This means they can complete Section 2 without physically inspecting the new hire's employment eligibility
documentation.
When enabled, the hiring manager can select the remote flow option to enable the remote data collection process.
The hiring manager must provide a reason for selecting the remote process.
 Note
Employers using E-Verify for employment eligibility verification can choose to use the alternative remote
procedure to verify the employees documentation. This procedure allows the new hire to scan and send PDF
copies of their employment eligibility verification documentation to their employer. The employer reviews the
documentation and uploads the PDF documents to Section 2, so they are saved in the system.
The new hire is sent an email notification prompting them to complete their Form I-9 Section, 1 within three
business days. The email instructs the new hire to have a verification representative review the employment
verification documentation and then sign the Form I-9 Section 2. The signed Form I-9 and the supporting
employment verification documents are scanned by the new hire and then emailed to the hiring manager.
The hiring manager reviews the scanned documents.
If the documents aren’t acceptable, the hiring manager must provide a reason for rejecting the documentation.
These comments are available for audit purposes. The hiring manager emails the new hire to notify them that their
documents were rejected and provides a reason for the rejection. The new hire is asked to resubmit their forms.
The manager can complete the process once they get the updated documents and maintain the reason for the
delay.
If the documents are acceptable, the hiring manager uploads the scanned documents to the Form I-9 Remote Data
Collection page and submits them to E-Verify for electronic verification.
Related Information
Adding the IsRemoteI9 Field to the Employee Central Data Model [page 442]
Adding the Is Remote Field to Recruiting Management [page 444]
Mapping the Remote I-9 Trigger to an External Applicant Tracking System [page 445]
10.17.1.1 Adding the IsRemoteI9 Field to the Employee Central

Data Model
Add the IsRemoteI9 field to the Employee Central Data Model so hiring managers can select the USCIS Form I-9
Remote Data Collection process.
Prerequisites
The following modules are enabled in Provisioning:
• Onboarding
• Recruiting
 Note
All the three modules must be enabled for the Mandatory Onboarding HRIS Elements and Employee Central
HRIS Elements to appear on the Recruit-to-Hire Data-Mapping page.
section.
• Recruiting Templates are configured in your system. Onboarding supports the following recruiting templates:
• Job Requisition Template
• Candidate Application Template
• Job Offer Template
For more information about the respective recruiting templates, refer to the Related Information section.
 Note
In case you don’t see any data on the Recruit-to-Hire Data-Mapping page, go to Admin Center OData
API Metadata Refresh and Export tool, and Refresh the Cache. It’s recommended that you log out from
the application and log in back again after refreshing the cache.
• The US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9 .
• The hiring manager review step is disabled in Recruiting Management.
Context
To trigger the Remote I-9 workflow from Recruit-to-Hire, you must add the Is I9 Remote field with a corresponding
field in Recruiting Management.
Procedure
1. Go to Admin Center Picklist Center and search for I9.

2. Verify that the IsRemoteI9 option is available in the picklist search results.
3. Go to Admin Center Manage Business Configurations Employee Central HRIS Elements and select
jobinfo.
4. Find the custom-string3 Identifier (or any available custom-stringXX field) and select Details.
5. Select the following options:
Field Option
Label Enter a name like Remote I-9 or a phrase like Please select
Yes to use the Remote I-9 process.
Enabled Select Yes.
Type of Reference Object Select Picklist.
Picklist Select IsRemoteI9.
Visibility Select Edit if this occurs during the Hiring Manager Review
step.
6. Select Done to save you selections.
The type of reference is created.
Related Information

Recruiting Configuration Templates
Mapping Fields from Recruiting to Onboarding 1.0

Mapping Fields from Recruiting to Onboarding 1.0
How to Map Picklists and Lookups Using Panel Designer
10.17.1.2 Adding the Is Remote Field to Recruiting Management
Add the Is Remote field to Recruiting Management so hiring managers can select the US Form I-9 Remote Data
Collection process.
Prerequisites
The following modules are enabled in Provisioning:
• Onboarding
• Recruiting
 Note
All the three modules must be enabled for the Mandatory Onboarding HRIS Elements and Employee Central
HRIS Elements to appear on the Recruit-to-Hire Data-Mapping page.
section.
• The US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9 .
Context
To trigger the remote I-9 workflow, you must map the Is I9 Remote field with a corresponding field in the Recruit-to-
Hire Data Mapping.
Procedure
1. To add the Remote I9 Employee Central field custom-string-3 to the Recruiting template from Recruiting
Management, go to Admin Center Recruit-to-Hire Data Mapping Employee Central HRIS Elements
JobInfo Jobinfo_USA and find the Is Remote Initial Entry.
2. Select a Recruiting Template and choose a corresponding Recruiting Field. For more information about the
respective recruiting templates, refer to the Related Information section.
3. Select Validate and Save to add the Remote I9 Employee Central field to the Recruiting template field.
Related Information
10.17.1.3 Mapping the Remote I-9 Trigger to an External
Applicant Tracking System
You can update the Onboarding Data Model to trigger the remote I-9 workflow in instances with an Applicant
Tracking System (ATS).
Prerequisites
• US Form I-9 is enabled from Admin Center Compliance Settings United States US I-9
• ATS enabled
Context
For instances with an External Applicant Tracking System, the remote flag comes from the jobinfo object
Is_Remote.
Procedure
1. Go to Admin Center API Center OData API Data Dictionary and search for Empjob.
2. For the tag, select EC- Employment Info.
3. Find Property Name customString3.
4. Go to Admin Center Manage Business Configurations Employee Central HRIS Elements JobInfo
jobinfo_USA (optional) .
5. Find custom-string3 and click Details.
6. For Mandatory, select Yes.
The Admin Center mapping shows custom-string3 mapped to Remote I9. The fields are marked Yes for
bothEnabled and Mandatory.
10.17.2 Completing Form I-9
As a hiring manager or a corporate representative, you must complete Section 2 of Form I-9 to verify the identity
and employment authorization for anyone hired to perform labor or services in the United States.
Context
Employees may complete Section 1 of Form I-9 on or before day one, but no earlier than acceptance of the job offer.
The hire date in SAP SuccessFactors Onboarding is the day the new hire accepted the offer of employment.
The employer must review the employee’s documents and complete Section 2 of Form I-9 within three business
days of the day the employee starts work for pay (Start Date). The employee must present an original document or
documents that show employment authorization within three business days of the date employment begins.
Procedure
1. Choose Complete Form I-9 on the home page.

2. Select the new hire for whom you want to complete Form I-9 and click Start.
To complete Section 1 of the I-9 Form, log on to the application as a new hire, and select the Your Compliance
Forms card on the home page. You can also select Start Section 1 of Form I-9 on the "Complete Section 1 in I-9
Form" email notification.
 Note
For the hiring manager or a corporate representative, the Complete Form I-9 task appears on the home
page, and on the tile under the New Hire Details page, only after the new hire completes Section 1 of the
Form I-9.
3. Complete Form I-9 and click Confirm and Sign.
 Note
tileRead the instructions defined by the government carefully before completing this form.
4. Add an e-signature to acknowledge the data you've provided on this form is correct.
 Note
As part of I-9 flow, the new hire must mention if they took any external help (preparer) to complete the
form. If the new hire has taken any preparer's help, an email is sent to the perparer with the Verification
Code when the I-9 form is generated. The translator can sign the form only after entering the Verification
Code.
Results
You've completed Form I–9.
10.17.3 Creating a Task to Correct USCIS Form I-9
Creating a task to update incorrect information of the new hire in Section 1 or Section 2 of Form I-9. Data correction
for Section 1 and Section 2 of Form I-9 from the Manage Data page can only be triggered for internal employees.
Data correction for Form I-9 doesn't affect the E-Verify process.
Prerequisites
• Enable the following permissions:

• Administrator Permissions Onboarding or Offboarding Admin Object Permissions Trigger I-9 Flow
• User Permissions Compliance Object Permissions I-9 Audit Trail
• User Permissions Compliance Object Permissions I-9 User Data
• Configure USCIS Form I-9
• Form I-9 Section 1 is completed by the new hire
• To trigger correction from Manage Data page, make sure that the new hire is converted as an employee.
Context
As an administrator, you can initiate correction for Section 1 and Section 2 of Form I-9 from the Manage Data page.
 Note
Responsible users can initiate correction for new hires only for the Section 1 of Form I-9 from the Actions menu
on the New Hire Details Page from Onboarding Dashboard (New). This option is only available when Section 2 is
in progress. Once Section 2 is completed, this option isn’t available.
Procedure

2. Select Trigger I-9 Flow from the Create New dropdown.
3. Select the user name of the new hire in the second dropdown for whom correction has to triggered.
4. Select the correction type from the Trigger Type dropdown.
Correction Type Description
Correct Form I-9 Section 1 Data To trigger correction for Form I-9 Section 1.
Correct Form I-9 Section 2 Data To trigger correction for Form I-9 Section 2.
5. Enter the reason for correction in Correct I-9 Reason.

6. Required: Select an Onboarding process ID from the Process dropdown for the task to appear on the
Onboarding Dashboard (New).
 Note
Make sure you select the correct process ID of the new hire for the correction task to be created.
7. Click Save.
Results
Both the new hire and the corporate representatives are notified by an email when correction is initiated for Form
I-9 section 1. Only the Corporate representatives are notified by an email when correction is initiated for section
2. A To-Do task is created for the new hire if there’s correction triggered for Section 1 and for the corporate
representatives if there’s correction triggered for Section 2.
Related Information
Running a Conversion Job [page 437]

10.17.4 Reverifying Form I-9
As a hiring manager or an authorized representative, you can complete Section 3 of Form I-9 to reverify an
employee's employment authorization.
Prerequisites
You're a part of the responsible group for the reverification process.
Ensure that you have the following permissions:
• User Compliance Object Permissions I-9 Verification

• User Compliance Object Permissions I-9 Verification Document
• User Compliance Object Permissions I-9 Audit Trail
• User Compliance Object Permissions I-9 User Data
• Administrator Onboarding or Offboarding Admin Object Permissions Trigger I-9 Flow (for manually
triggering Form I-9 reverification)
Context
When an employee's authorization documents are expiring within 240 days, the Complete Form I-9 Section 3 task
is added to the home page. You can also choose to trigger the reverification process manually. The employee and
other stakeholders are notified of this update.
Procedure
1. Select View All on the Compliance card on the home page and find the Complete Form I-9 Section 3 to-do task
for the employee.
2. Select Complete Now on the employee's Complete Form I-9 Section 3 to-do task.
3. Complete Section 3 of the Form I-9 and then select Submit.
 Note
Read the instructions published by USCIS carefully before completing this form.
An e-signature task is created and assigned to the person responsible for completing the task.
4. Complete the e-signature step to complete the process of reverification.
Results
You've successfully completed Section 3 of the employee's Form I-9 and authorized the employee to continue their
employment.
10.18 E-Verify
E-Verify is an online system that helps employers in the United States remotely verify employment eligibility for all
its newly hired employees.
E-Verify checks identity and employment eligibility by electronically comparing the information on an employee’s
Form I-9 with records from the following government agencies:
• Social Security Administration (SSA)
• Department of Homeland Security (DHS)
• States that participate in the Records and Information from DMV for E-Verify (RIDE) Program
• United States Citizenship and Immigration Services (USCIS)
SAP SuccessFactors Onboarding is integrated with the DHS E-Verify system, providing real-time verification within
Onboarding. Each case is assigned a case verification number and case result. The employer monitors the case
status and acts accordingly. Most cases receive an Employment Authorized status and are automatically closed.
Cases that provide missing or incorrect information are returned with Pending Referral status and the new hire is
sent a Tentative Nonconfirmation (TNC) Further Action Notice (FAN). All FANs and employment eligibility notices
are electronically signed and stored in the Admin Center Manage Documents . Every case created in E-Verify
receives a final case result before it’s closed, and every case must be closed.
The hiring manager or the Onboarding responsible user must submit an E-Verify request within three business
days of the new hire accepting the employment offer, or the date the new hire starts to work for pay. If the case is
not submitted within three business days the hiring manager or the Onboarding responsible user must provide a
reason for the overdue case. This reason is saved for audit purposes.
 Note
In Onboarding:
• The Offer Date is the date the new hire accepts the employer's offer of employment.
• The Start Date is the date the new hire starts working for pay.
• The E-Verify Creation Date is the day the E-Verify activity is created.
• The Offer Acceptance Date is the Hire Date in the Onboarding system.
If the E-Verify Creation Date is before the Start Date, then the Hire Date is equal to the E-Verify Create Date.
If the E-Verify Creation Date is greater than or equal to the Start Date, then the E-Verify Creation Date is
equal to the Start Date.
Related Information
E-Verify Test Account [page 457]

E-Verify Workflow [page 451]
Configuring E-Verify [page 293]
Manually Creating an E-Verify Case [page 457]
Testing E-Verify Case Status Scenarios [page 459]
E-Verify Workflow [page 451]
10.18.1 E-Verify Workflow
The E-Verify workflow begins when the hiring manager or the Onboarding participant signs and submits a new
hire's Form I-9 Section 2.
Case Creation
An E-Verify case is created automatically when a Form I-9 Section 2 is submitted and the following are true:
• E-Verify is enabled
• the location is set to U.S.
• the Social Security Number (SSN) is provided
Each case is assigned a case verification number and case result.
Initial Verification
The E-Verify initial verification process compares the new hire's Form I-9 information with records available to the
Social Security Administration (SSA) and the Department of Homeland Security (DHS). The updated E-Verify case
status appears next to the new hires name in the Onboarding Dashboard and any related to-do tasks are listed in
the Compliance cards in the For You Today section on the home page.
The onboarding participant can check the new hire's case status by returning to the Onboarding Dashboard
New Hire Details I-9 and E-Verify and find the task status for E-Verify case status. If a case status requires
action, an E-Verify to-do task in listed in the Compliance card on the home page.
Case Status
The hiring manager or the Onboarding participant regularly returns to the Compliance card to-do tasks in the For
You Today section of the home page, or the Onboarding Dashboard to check the case status. Some E-Verify cases
are automatically closed with an Employment Authorized case result and no further action is required.
 Note
You can no longer delete the E-Verify activity from Manage Data, if the E-Verify case is open. We changed the
data object to prevent any E-Verify activities from being deleted before the E-Verify case is closed.
E-Verify cases may receive one or more of the following statuses:
Status Definition
Awaiting response on case created with incorrect information This status means that the case was created with incorrect
information that caused a delay in processing.
Status Definition
Create and Submit This status means that the hiring manager or the Onboarding
participant must manually create and submit a case for this
new hire.
Closed This status means that the case is closed.
Close Case and Resubmit This status means that the hiring manager or the Onboarding
participant must close the E-Verify case and manually create a
new E-Verify case for the new hire.
Draft This status means that the case is saved as a draft and hasn’t
been submitted to the Department of Homeland Security.
Duplicate Case This status means the case details match another case in the
system. The duplicate case should be closed. To continue proc-
essing a duplicate case, the hiring manager or the Onboarding
participant must return to Manage Data and provide reason for
creating the duplicate case.
Employment Authorized This status means the employee’s employment eligibility is

verified and the verification process is complete. Most new
hires are verified and receive this status and the case is closed.
No additional action is required.
Final Nonconfirmation This status means that new hire is not authorized for employ-
ment. The hiring manager or Onboarding participant must
close the case and provide a reason for the case closure. The
employer may terminate employment.
Manual Review This status means that the case is being manually reviewed by
the Department of Homeland Security.
Pending Referral This status means the information submitted to E-Verify

doesn’t initially match Department of Homeland Security re-
cords. A Tentative Nonconfirmation (TNC) Further Action No-
tice (FAN) does not mean that the new hire is not authorized
to work in the United States. The new hire must respond to the
TNC if they wish to continue employment.
Photo Match This status prompts the hiring manager or the Onboarding
participant to compare the new hire’s photo document with
a photo displayed during creation of the E-Verify case. After
comparing the photos, the hiring manager or the Onboarding
participant chooses:
• Photo Matches
• Photo Non-Match
No Photo Displayed indicates that the photo isn’t shown at

all or the photo isn’t of a person (the back of a passport, for
example).
Status Definition
Queued This status means that the case has been received and is in
process. You may receive one of the following notices:
• Pending Referral
• Unconfirmed Data
• Manual Review
• Photo Match
• Scan and Upload
You should return to E-Verify later to check the new hire’s sta-
tus.
Referred This status means that the new hire was given a Tentative
Nonconfirmation (TNC) Further Action Notice (FAN). They are
referred to the Department of Homeland Security or Social Se-
curity Administration to resolve their employment verification
case.
Scan and Upload This status means a new hire presented a Permanent Resident
Card or Alien Registration Receipt card (Form I-551) as the
verification document. This status prompts the hiring manager
or the Onboarding participant to scan the front and back of the
verification document and upload both images in either PDF,
PNG, or JPG format.
Unconfirmed Data This status means that the Department of Homeland Security
couldn’t verify the new hire’s records. One or more of the fields
didn’t match the new hire’s Form I-9.
The status prompts the hiring manager to initiate the Form I-9
reverification process.
Tentative Nonconfirmation Further Action Notice
If the Department of Homeland Security can’t confirm the new hire’s work authorization, then the new hire's case
receives a Pending Referral status.
When a case has a Pending Referral status, the hiring manager or the Onboarding participant:
• Downloads the FAN form in English or Spanish

• Emails the FAN form to the new hire
• Confirms that they notified the new hire of the Pending Referral case status
When a TNC case result is issued, the new hire has 10 federal government work days to respond. The new hire
should reply to the email and indicate how they want to respond. The new hire can choose to:
• take action and contest the TNC

• not take action and accept the TNC status
• resolve the missing or incorrect information
When the new hire responds, the hiring manager or the Onboarding participant returns to the E-Verify Tentative
Nonconfirmation status page, and selects one of the following options based on the new hire's response:
Response Next Steps
Take action The new hire uses the instructions in the FAN to contact the
appropriate government agency within 10 federal government
work days.
Not take action The hiring process ends. Employment can be terminated
without the company being civilly liable for the termination.
Resolve missing or incorrect information The case is closed. The new hire should provide the
missing or incorrect data before the hiring manager or the
Onboarding participant manually creates a new case. For
more information, review the Manually Creating an E-Verify
Case topic in the Related Information section.
 Note
If the new hire doesn't respond to the TNC in 10 federal work days, is no longer employed, or isn’t able to sign
the FAN, and you want to close the case, then you can continue without uploading the FAN form by selecting
Resolve missing or incorrect information. This option closes the case.
 Caution
The Illegal Immigration Reform and Immigrant Responsibility Act of 1996, which established E-Verify, states
that if an individual does not contest a TNC within 10 days it must then be considered a Final Nonconfirmation.
An open TNC suggests that you’re either not referring TNC cases to the Social Security Administration or
Department of Homeland Security (DHS) when the employee chooses to take action to resolve the TNC, or you
aren’t closing the case when an employee chooses not to take action to resolve the TNC.
Cases that remain open for more than 10 days will trigger action from the DHS. The DHS will send you a
notice saying they will terminate your E-Verify account in 30 days for failure to comply with E-Verify legal and
policy requirements.
How to Avoid DHS Action
To avoid this action, please close the cases or refer all remaining open TNC cases that are older than 10 federal
government working days.
If you would like more information on the TNC process, please review the DHS resource topics How to Process
and Refer an E-Verify Tentative Nonconfirmation Case and Process and Refer a Tentative Nonconfirmation
(TNC) Job Aid or refer to the latest E-Verify manuals and guides at e-verify.gov on the Employer Resources
webpage.
How to Prevent Future Issues
Please update your company's E-Verify Point of Contact (POC) contact information for the POCs that no longer
work for your company. You can update your point of contact by sending an email to SAP E-Verify Enrollment
<everify.enrollment@sap.com>. Please include the Point of Contact name, email, and phone number along with
your Client ID.
 Note
When the Account Type for the E-Verify feature is set to Test, the Onboarding program isn’t sending any data
to the real E-Verify system. These results are fabricated in the Test environment. Using different social security
numbers returns different result in the Test environment.
If the new hire provides additional information to the appropriate agency, the new hire's information receives
additional processing.
In rare cases, the Department of Homeland Security may need more than 10 Federal Government working days to
confirm employment eligibility.
 Note
The Onboarding TNC workflow differs from the Onboarding 1.0 TNC workflow.
The major differences between these modules Onboarding 1.0 and Onboarding are as follows:
Onboarding 1.0 Onboarding
The remote flow is initiated on the New Hire Set-Up The remote flow is initiated by selecting the Is I9 Remote op-
Information panel by entering the new hire's job information, tion from the Hiring Manager Review step, Recruiting Man-
and selecting Yes for Is the new hire a remote hire? The agement, or an external Applicant Tracking System, depend-
E-Verify remote flow is initiated by going to Home ing on how your system is configured.
Settings Features E-Verify TNC Options E-Verify TNC

Verification Options and selecting Remote.
If a remote new hire receives a TNC case result, the hiring If a remote new hire receives a TNC, the hiring manager or
manager or the Onboarding participant downloads the FAN the Onboarding participant selects the Send Mail option to
documents and emails them to the new hire. The new hire send the FAN to the new hire. The new hire e-signs the FAN
signs the FAN and returns it the employer. The hiring man- and it’s stored in Manage Documents.
ager or the Onboarding participant scans the signed TNC
and uploads it to the Further Action Notice panel.
If a remote new hire responds to a TNC and they don’t want If a remote new hire responds to a TNC and they don’t want
to contest it, the hiring manager or the Onboarding partici- to contest it, the signed FAN is stored in Manage Documents.
pant scans the signed TNC and uploads it to the Further The case is closed with a Final Nonconfirmation status.
Action Notice page and selects the appropriate option. The
new hire has 10 federal work days to respond. The activity
and the signed FAN form are saved in the Work Queue, as
completed, with a Final Nonconfirmation status.
If a remote new hire responds to a TNC and they want to If a remote new hire responds to a TNC and they want to
contest it, the hiring manager or the Onboarding participant contest it, the signed FAN is stored in Manage Documents.
scans the signed TNC and uploads it to the Further Action The new hire goes to the reporting agency to resolve the
Notice page, and selects the appropriate option. The new TNC.
hire goes to the reporting agency to resolve the TNC.
If a remote new hire responds to a TNC and they want to If a remote new hire responds to a TNC and they want
resolve missing or incorrect data, the hiring manager or the to resolve missing or incorrect data, the hiring manager
Onboarding participant returns to the Further Action Notice or the Onboarding participant returns to the Tentative
page and selects the appropriate option. The case is closed Nonconfirmation page and selects the appropriate option.
with a Not Eligible status and the hiring manager or the This triggers the correct data flow and the new hire is
Onboarding participant creates a new E-Verify case for this prompted to update their Form I-9 information.
employee.
Overdue Case
If the E-Verify case is overdue, the hiring manager or the Onboarding participant can’t automatically submit the
E-Verify case. The hiring manager or the Onboarding participant must provide a reason for delay.
• If the E-Verify case is manually triggered, hiring manager or the Onboarding participant enters the reason for
the delay in the provided field.
• If E-Verify is automatically triggered, the hiring manager or the Onboarding participant goes to the
Onboarding Homepage Complete E-Verify , locates the new hire, and selects View Details to find the
Complete E-Verify task. The hiring manager or the Onboarding participant selects Start/View Details to open
the page where to provide a reason for overdue case and submit the case.
The Department of Homeland Security supports the following overdue reasons:
• Awaiting Social Security Number

• Technical Problems
• Audit Revealed that New Hire Wasn’t Run through E-Verify
• Federal Contractor with E-Verify Clause verifying an existing new hire
• Other
 Note
A case can’t be created in E-Verify without a Social Security Number (SSN). Even though the new hire’s SSN is
required for E-Verify purposes, the new hire isn’t required to show the SSN card to the employer, only record the
number. If a new hire has applied for, but hasn’t yet received their SSN (for example, if they are a newly arrived
immigrant), the employer must delay creating a case until the SSN is available. During this time, the new hire
should be allowed to continue to work.
Related Information
E-Verify [page 449]

Testing E-Verify Case Status Scenarios [page 459]
E-Verify [page 449]
10.18.2 Manually Creating an E-Verify Case
An E-Verify case is usually created by the hiring manager or the Onboarding responsible user when there was an
issue with the initial E-Verify case.
Prerequisites
To allow the hiring manager or Onboarding responsible user to manually create an E-Verify case, enable
theCreate E-Verify Case permission from Admin Center Manage Permission Roles <Permission Roles>
Permission... Administrator Permissions Manage Onboarding or Offboarding .
Context
To manually create an E-Verify case:
Procedure
1. Go to Admin Center On/Offboarding and select Create E-Verify Case.

2. Search for the new hire that you are creating the case for and select Start.
10.18.3 E-Verify Test Account
The E-Verify Test Account allows you to test E-Verify scenarios without sending any data to the E-Verify Production
Account. These results are fabricated in the "Test" environment.
You can enter specific Social Security Number (SSN) combinations to test E-Verify case status scenarios. Each
number positioned in the SSN represents a specific scenario. For example, if you entered 095-11-1611 as the
National ID, you would trigger the Duplicate Case, Unconfirmed, Photo Match, Scan and Upload, Pending Referral,
and Social Security Administration (SSA) Tentative Nonconfirmation (TNC) scenarios. You can enter specific Social
Security Number (SSN) combinations to test the following E-Verify case status scenarios:
Case Status Scenario
Duplicate Case The case details match another case in the system. The dupli-
cate case should be closed. If you want to continue processing
a duplicate case, go to Manage Data and provide reason for
creating the duplicate case.
Case Status Scenario
Queued The case has been received and is in process. You should re-
turn to E-Verify later to check the new hire’s status.
Unconfirmed The Department of Homeland Security (DHS) couldn’t verify

the new hire’s records because 1 or more of the fields didn’t
match the new hire’s Form I-9.
You should initiate the Form I-9 reverification process.
Photo Match E-Verify is asking you to compare the new hire’s photo docu-
ment with a photo displayed during creation of the E-Verify
case. After comparing the photos, select an option to confirm if
both photographs were the same person.
Scan and Upload The new hire presented a Permanent Resident Card or Alien
Registration Receipt card (Form I-551) as the verification docu-
ment. You should scan the front and back of the verification
document and upload both images in either PDF, PNG, or JPG
format.
Manual Review The case is being manually reviewed by the Department of

Homeland Security (DHS). You should return to E-Verify later
to check the new hire’s status.
Pending Referral The information submitted to E-Verify doesn’t match DHS re-
cords.
Social Security Administration Tentative Nonconfirmation The new hire receives a Social Security Administration Tenta-
tive Nonconfirmation Further Action Notice (FAN) and must
decide if they want to respond. You should record the new
hires response in the E-Verify Tentative Nonconfirmation Sta-
tus page.
Department of Homeland Security Tentative Nonconfirmation The new hire receives a Department of Homeland Security
Tentative Nonconfirmation Further Action Notice (FAN) and
must decide if they want to respond. You should record the
new hires response in the E-Verify Tentative Nonconfirmation
Status page.
Social Security Administration Tentative Nonconfirmation + The new hire receives a Department of Homeland Security
Department of Homeland Security Tentative Nonconfirmation and a Social Security Administration Tentative Nonconfirma-
tion Further Action Notice (FAN) and must decide if they want
to respond. You should record the new hires response in the
E-Verify Tentative Nonconfirmation Status page.
Social Security Administration Tentative Nonconfirmation + Fi- The new hire isn’t authorized for employment. You must close
nal Nonconfirmation the case and provide a reason for the case closure.
Social Security Administration Tentative Nonconfirmation + The new hire isn’t authorized for employment. You must close
Department of Homeland Security Tentative Nonconfirmation the case and provide a reason for the case closure.
+ Final Nonconfirmation
10.18.3.1 Testing E-Verify Case Status Scenarios
You can test different E-Verify case status scenarios to get familiar with the E-Verify service.
Prerequisites
The E-Verify test account is enabled from Admin Center Compliance Settings E-Verify Account Type .
Context
You can enter specific Social Security Number (SSN) combinations to test E-Verify case status scenarios. Each
number positioned in the SSN represents a specific scenario.
 Example
If you entered 095-11-1611 as the National ID, you would trigger the Duplicate Case, Unconfirmed, Photo Match,
Scan and Upload, Pending Referral, and Social Security Administration (SSA) Tentative Nonconfirmation (TNC)
scenarios.
Use this table to create specific Social Security Number (SSN) combinations to test the E-Verify case statuses:
Number Position Number Case Status Scenario
1 0 Duplicate Case
2 0 Queued
3 *
5 1 Unconfirmed
6 1 Photo Match
8 1 Scan and Upload
9 1 Manual Review
10 1 Pending Referral
11 *1 Social Security Administration Tentative

Nonconfirmation
Number Position Number Case Status Scenario
*2 Department of Homeland Security Tenta-

tive Nonconfirmation
*3 Social Security Administration Tenta-

tive Nonconfirmation + Department of
Homeland Security Tentative Nonconfir-
mation
*4 Social Security Administration Tentative

Nonconfirmation + Final Nonconfirma-
tion
*5 Department of Homeland Security Tenta-

tive Nonconfirmation + Final Nonconfir-
mation
*6 Social Security Administration Tenta-

tive Nonconfirmation + Department of
Homeland Security Tentative Nonconfir-
mation + Final Nonconfirmation
Example Scenarios
SSN First Status Final Status
11#-00-0000 Employment Authorized
11#-10-0000 Unconfirmed Data
11#–01–0000 Photo Match
11#–00–1000 Scan and Upload
11#–00–0100 Manual review
11#–00–0011 Pending Referral - Social Security Admin- Employment Authorized

istration Tentative Nonconfirmation
11#–00–0012 Pending Referral - Department of Home- Employment Authorized

land Security Tentative Nonconfirmation
11#–00–0013 Pending Referral - Social Security Admin- Employment Authorized

istration + Department of Homeland Se-
curity Tentative Nonconfirmation
11#–00–0014 Pending Referral - Social Security Admin- Final Nonconfirmation

istration Tentative Nonconfirmation
11#–00–0015 Pending Referral - Department of Home- Final Nonconfirmation

land Security Tentative Nonconfirmation
11#–00–0016 Pending Referral - Social Security Ad- Final Nonconfirmation

ministration Tentative Nonconfirmation +
Department of Homeland Security Tenta-
tive Nonconfirmation
SSN First Status Final Status
0##–##–#### Duplicate Case
#0#–##–#### Queued
To test E-Verify case scenarios:
Procedure
1. Go to Admin Center Add New Hire to Onboarding .

2. Complete the required personal data fields using your email address and fictitious information and then select
Initiate Onboarding.
3. Go to the Onboarding Dashboard (New), locate the new hire and select View Details.
4. Go to New Hire Data Review and select Start.
5. In the National ID Information section, enter the SSN combination that triggers the desired E-Verify case
scenarios and then select Continue.
The numbers selected for the SSN determine which case scenarios are triggered.
6. Go to the Onboarding Dashboard (New), locate the new hire and select View Details.
7. View the E-Verify case status and any pending actions.
Related Information
E-Verify [page 449]

10.19 Completing the Compliance Forms
If compliance forms are enabled, the forms get initiated after the new hires have completed the required steps
configured in the Process Variant Manager.
Prerequisites
• Make sure that either SuccessFactors eSignature or DocuSign is configured.

• Compliance form category is turned ON in Admin Center Compliance Settings . For information on how
to enable the forms, refer to the Related Information section.
• Ensure that the Onboarding process for the new hire is initiated, and that the new hire is for a company with the
country/region configured as United Kingdom or Australia.
• Also, ensure that the new hire has completed the Personal Data Collection step. As the compliance forms are
triggered only after the completion of this step.
• To view the status of the compliance forms on the Dashboard, enable Show Compliance Forms Status on the
Dashboard.
Context
Log in to the application as a new hire for filling in the details and submitting the compliance forms. New hires can
access the compliance tasks by selecting the Your Compliance Forms card on the home page.
 Note
On home page, new hires have to click Your Compliance Forms.
Hiring managers can access the compliance tasks on Onboarding Dashboard New Hire Details page.
Procedure
1. Go to Onboarding Dashboard New Hire Details .
The dashboard gives you a consolidated view of all the new hires and the status of their compliance forms.
2. Select the relevant form and fill in all the details.
The country/region-specific compliance forms are displayed on the popup.
The forms that are supported are listed here:

• United Kingdom Forms
• Starter checklist
• Australia
• Tax file number declaration
• Superannuation Standard choice form
• United States of America
• I-9
• US W4
• State Withholding Forms
For the "Australia Superannuation" form, the superannuation options are displayed. The employer specified
superannuation details section auto-populates the information from the configuration specified by the rule or
the default configuration.
For the "Tax File Number" (TFN) declaration form, the Employee details collected in the Personal Data
Collection step is displayed. Personal information like Name, Home Address, DOB, and TFN# is prefilled in
the form.
If you load the UK form, you’re given the option to either upload the P45 form or fill the UK Starter Checklist.
The UK Starter checklist displays the Employee details collected in the Personal Data Collection step. Personal
information like Name, Home Address, DOB are prefilled in the form.
 Note
New hires aren’t required to enter their signatures in their UK forms if you've uploaded their P45 forms.
3. Fill in the details in the forms and choose Submit.
 Note
You can also save the form as a draft and submit it later.
Results
The form gets saved and you're redirected to the home page.
 Note
If there are pending forms to be filled, they appear on the Complete Compliance Tasks To-Do tile on the legacy
home page. The tile isn’t displayed once all the forms are completed and submitted.
 Note
If there’s an update available for an assigned compliance form, the complianceForm field in the Change Audit
Log report for compliance is updated with the old version and new version values in the respective fields. This
change is done by the system due to the version update of the form.
Next Steps
Add your e-Signature to the form depending on the e-signature mode configured.
 Note
If e-Signature is declined, the state of the compliance forms remains unchanged. The saved form drafts and the
forms that weren't filled before declining signature will be available, and the completed compliance forms won't
be triggered.
Related Information
Setting Up Compliance for Onboarding [page 263]
10.20 Activating an Account and Setting New Password
The new employee who's now an internal user receives an autogenerated welcome email on the start date.
Context
The welcome email contains logon Information and a URL to reset the password.
To set the password for the SAP SuccessFactors application, the new employees must perform the following steps:
Procedure
1. Select the URL on the logon page, and enter the Username that the new employees have received in their
welcome email.
2. Enter the password on the login page, and click Login.
Results
The new employees can now see more number of tiles, for example, My Info, and My Peers along with the tiles that
they could see as external users.
Related Information
10.21 Activating an Account and Setting New Password After
SAP Identity Authentication Service (IAS) Is Enabled
When SAP Identity Authentication Service (IAS) is enabled in Onboarding, the new hires are authenticated after
they’re converted to internal users.
Prerequisites
Customize the welcome email by navigating to Admin Centre E-mail Notification Templates Settings . Select
Welcome Message Notification with Reset Password Support and add the following parameters and content to the
email body:
• [[LOGIN_URL]]
• Username: [[EMP_USERNAME]]
• You’ll be receiving another email to reset your password.
For more information on how to send welcome emails to new users, refer to the Sending Welcome Emails Manually
topic in Related Information section.
Context
During the onboarding phase, the new hire access doesn't involve SAP Identity Authentication Service. When the
new hires are converted to active users in SAP SuccessFactors, their data is synced to SAP Identity Authentication
Service.
On day 1, the new employees in non-Single Sign On instances receive an email from SAP Identity Authentication
Service with the username and a URL to access the account. In case of Single Sign On instances, the new
employees receive the activation email from the respective corporate identity provider.
To activate the account and set the password, the new employees must perform the following steps:
Procedure
1. Select Click to activate your account URL, on the activation email.
After the new employees click on the activate account URL, they can reset the password using the same link.
Once the password is changed, the account gets activated.
2. Select the Access Your Account URL, on the welcome email.
3. To log on to the account, enter the username provided in the welcome email, and use the password that was
generated using the account activation URL.
 Note
For instances with a corporate identity provider, an email from SAP Identity Authentication Service (IAS)
isn’t sent. For more information, refer to the Configuring the Corporate Identity Provider in IAS (Video)
Results
The new employees can now see more number of tiles, for example, My Info, and My Peers along with the tiles that
they could see as external users.
Related Information
Sending Welcome E-mails Manually

Configuring the Corporate Identity Provider in IAS (Video)
10.22 Accessing New Hire Data
Access the new hire data on the Provide Personal Data page to view or edit the new hire data after the New Hire
Data Review step.
Prerequisites
For the New Hire Data option to appear under the Actions menu on the New Hire Details page, enable the Access
New Hire Data Permission in Role-Based Permissions to display the New Hire Data option under the Actions menu
on the New Hire Details page
Procedure
The dashboard gives you a consolidated view of all the new hires records.
2. Select the new hire whose onboarding documents you want to view.
3. To access the New Hire Details page, click View All Tasks Details.
4. Choose Actions and select New Hire Data.
5. Edit the details and select Submit.
 Note
You can't edit the new hire data on the New Hire Details page when the pending hire is in draft or is awaiting
workflow approval during the Manage Pending Hire process. You can update the new hire data during these
scenarios only on the Manage Pending Hire page.
Results
You can view the new hire data on the Provide Personal Data page.
 Note
Since you're not responsible for new hire data review, it’s recommended that you don't edit the new hire data on
the Provide Personal Data page.
Related Information

Hiring a Candidate from Manage Pending Hires in Onboarding [page 434]
11 Restart the Onboarding Process
With Onboarding, you can restart the onboarding process for a candidate if there is a change in new hire data
before the candidate gets hired.
You can restart the onboarding process manually or you can configure the system to trigger an automatic restart of
the process.
Manual Restart
You can manually restart the Onboarding process if there is an incorrect data set and if an unhandled error occurs,
and you need to overcome this error. You can manually restart the Offboarding process if the Termination date gets
changed.
Automatic Restart
When you initiate the Onboarding process, you pass new hire data from your recruiting system to Onboarding. If the
value of certain variables in the new hire data change before the candidate is hired, the onboarding process must be
restarted to accommodate the implications on the system behavior.
 Note
• Currently, auto-restart of onboarding process doesn't get initiated if there's a change of hiring manager and
a change in the start date in job offer.
• If the Onboarding process is restarted after Onboarding initiation and before the New Hire Data review
step, then the welcome email notification is sent to new hires after completing the New Hire Data review
step. The welcome email notification is sent only for the default process variant, Welcome Email ((ONB)
External User Welcome Message Trigger. If you wish to send the email notification for customized process
variant, you must configure the change by chosing Save and Validate and then chose Activate. This change
is applicable only for the new onboarding process initiations.
Currently, you can configure a trigger event to restart the Onboarding process, whenever the value changes for any
of the following variables.
• Start Date (targetDate in the Process object)

• Hiring Manager (manager in the Process object)
In the event of restart to the Onboarding process for a new hire:
• The current Onboarding process is cancelled.

• A new onboarding process is initiated.
• An event is written in the change log, for reporting purposes.
• An email notification is sent to the assigned onboarding participants.
468 PUBLIC Restart the Onboarding Process
• A short text highlighting the restart to the Onboarding process is displayed on the participants Dashboard.
 Note
When the onboarding process is restarted or canceled, the compliance workflow is terminated. All compliance
objects, including forms and user data, will be marked as inactive.

You can manually restart the Onboarding process for a candidate from the Onboarding Dashboard.
Configuring Notifications in Onboarding Restart Process [page 470]

You must configure notifications to inform the involved onboarding participants whenever the onboarding
process is restarted because of changes in new hire data.
Configuring Onboarding Process to Restart [page 472]

Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to
the Process MDF object to implement the restart process.
Restarting the Onboarding Process with an External Applicant Tracking System [page 475]
Onboarding is configured to interact with your external Applicant Tracking System to help manage your
onboarding process whenever there are changes to new hire data.
Restarting Internal Hire Process in Onboarding [page 476]

When there is a transfer event created for an internal hire whose onboarding is in progress, the internal hire
process should be restarted.
Setting Up Data Flow from Recruiting for Onboarding Restart [page 477]
You can set the Onboarding restart process to allow or restrict data flow from Recruiting for the manual
restart and auto-restart process. This is a one-time setting.
11.1 Restarting the Onboarding Process Manually
You can manually restart the Onboarding process for a candidate from the Onboarding Dashboard.
Prerequisites
Enable Restart Onboarding Permission from Admin Center Manage Permission Roles <Permission Role>
Permission... Administrator Permissions Manage Onboarding or Offboarding .
Procedure
Restart the Onboarding Process PUBLIC 469
 Note
You can't restart the Onboarding process for a new hire when the pending hire is awaiting workflow
approval during the Manage Pending Hire process. To restart the process, either wait for the workflow to be
completed, rejected, or deleted and try again.
Onboarding Dashboard page opens.

2. Select the View All Tasks link for the candidate for whom you want to restart the Onboarding process manually.
3. On the Candidate's Details page, click on the Actions menu on the Candidate Profile header and select Restart
Onboarding.
Results
The Onboarding process gets restarted for the candidate.
Task overview: Restart the Onboarding Process [page 468]
Related Information

11.2 Configuring Notifications in Onboarding Restart Process
You must configure notifications to inform the involved onboarding participants whenever the onboarding process
is restarted because of changes in new hire data.
Prerequisites
Email Services are configured and enabled in your system.
Context
Onboarding provides a preconfigured email template to handle notifications related to onboarding restart process.
However, you must configure the email category of the email template to define recipient information.
Procedure
2. In the Tools Search field, enter Email Services tool. Click the search result to access the tool.
3. Under the Active Templates tab, verify if (ONB) New Team Member Workflow Restarted Message Template is
present in the list. For more information about managing email templates in Onboarding, refer to the Related
4. Switch to the Email Categories tab.
5. Click  (Edit)to edit the (ONB) New Team Member Workflow Restarted Category.
6. Select Onboarding Simplify Role Based Recipient Builder from the To Recipient Builder dropdown.
7. Select New Hire and Hiring Manager from the Roles dropdown.
8. Click Save.
The (ONB) New Team Member Workflow Restarted Category email category is now configured with recipient
information.
Related Information

11.3 Configuring Onboarding Process to Restart
Setup conditions that require restarting the Onboarding process by creating a business rule and assign it to the
Process MDF object to implement the restart process.
Prerequisites
Onboarding can be restarted only when the process is in progress and the candidate is not hired.
Procedure
2. In the Tools Search field, enter Configure Object Definitions. Access the tool by clicking the search
result.
The Configure Object Definitions page is opened.

3. Select Object Definition from the Search dropdown.
4. Enter Process as the search key. Select the search result to open the object.
5. Under Take Action, select Make Correction.
6. Scroll down to the Post Save Rules section to create a business rule. For information about configuring the
business rule to handle the restart event, refer to the Related Information section.
7. Select the newly created business rule from the Post Save Rules dropdown.
8. Click Save.
The Process object is now configured to handle an event related to restarting the onboarding process based on
the conditions specified in the business rule.
Next Steps
To complete the configuration process, you must update the Onboarding process flow. To do so, go to Admin
Center Update Process Flow for Onboarding and Offboarding and click Update.
Related Information
Creating a Business Rule for Restarting the Onboarding Process [page 473]
11.3.1 Creating a Business Rule for Restarting the Onboarding

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

2. Select Object Definition from the Search dropdown and then, select Process object definition from the next
dropdown menu.
3. To open ONB2Process object definition in edit mode, click Take Action and then select Make Correction.
4. Click  (Add Rule) under Post Save Rules of the Process object.
6. Select ONB2Process from the Base Object dropdown.
For example, to define a default value for an object instance, select "Validate" as the Purpose. This sets the
8. Click Continue.
9. Define the rule with If conditions set on the Start Date (targetDate in the ONB2Process object) and Hiring
Manager (manager in the ONB2Process Object) fields.
10. Click Save.
You have successfully created a business rule.
Next Steps
Update the ONB2Process object with the business rule.
11.4 Restarting the Onboarding Process with an External
Onboarding is configured to interact with your external Applicant Tracking System to help manage your onboarding
process whenever there are changes to new hire data.
Prerequisites
• Onboarding process is initiated for an external onboarding user and the onboarding hire status is not set to
"Hired".
Context
If you’ve initiated the onboarding process through your external Applicant Tracking System and there are changes
to new hire data that require restarting the onboarding process, a restart event can be triggered using OData APIs
belonging to Employee Central and SAP SuccessFactors HXM Suite.
 Note
Data mapping to convert new hire data from the external Applicant Tracking System into the format required
by the API is done in your API Integration Tool. For more information about data mapping and transformation,
refer to Data Object Table in Employee Central in the Related Information section.
Procedure
1. Update the value of Start Date or Hiring Manager (whichever has changed) in the external user record using the
EmpEmployment API. For more information about EmpEmployment entity, refer to the Related Information
section.
2. Update the Process object using the ONB2Process API. The API request initiates a new onboarding process
and cancels the existing onboarding process for the respective new hire. For more information about
ONB2Process entity, refer to the Related Information section.
Related Information
Employee Central OData API: EmpEmployment
SAP SuccessFactors HXM Suite OData API: ONB2Process
11.5 Restarting Internal Hire Process in Onboarding
When there is a transfer event created for an internal hire whose onboarding is in progress, the internal hire process
should be restarted.
Prerequisite for Restarting Internal Hire Process
Internal Hire processes that are still in progress and are initiated from your Employee Central instance or external
Application Tracking System can be restarted.
Context
Internal Hire processes, just like Onboarding processes can be restarted based on certain conditions. The decision
to restart an ongoing Internal Hire process is systematic and requires no special configuration.
Objectively speaking, Internal Hire process is initiated as a result of a transfer event generated in the system
that for an internal hire in conjunction with the conditions being satisfied in the business rule. The business rule
configured in your system to check whether Internal Hire process should be initiated helps the system determine
if the process should be restarted. For information about configuring the business rule to initiate Internal Hire
process, see the Related Information section.
Scenario
When a transfer event is generated and the business rule (invoked as a result of the transfer event) to initiate the
Internal Hire process evaluates to "True", the system checks if there is an ongoing process existing for the internal
hire. If No, a new Internal Hire process is initiated. But if an Internal Hire process already exists and is in progress,
the system cancels the existing process and restarts the Internal Hire process.
When an Internal Hire process is restarted:
• The assigned onboarding participants are required to perform all the associated tasks again.
• The respective new hire record in the Onboarding Dashboard of the assigned participants will show an
additional note about the Onboarding process having restarted. If you click on the note, you will find details
about the possible reasons that might have caused the process to restart.
Parent topic: Restart the Onboarding Process [page 468]
Related Information

11.6 Setting Up Data Flow from Recruiting for Onboarding

Restart
You can set the Onboarding restart process to allow or restrict data flow from Recruiting for the manual restart and
auto-restart process. This is a one-time setting.
Context
Customers can decide if hiring date and/or manager ID changes in Recruiting has to flow into Onboarding or not
based on business requirements. Similarly, when you manually restart the Onboarding process for a new hire you
can decide if the values should again flow from Recruiting to override the existing values or retain the existing
values entered as part of the Onboarding process.
 Note
• This restart enhancement is supported only for new hires and rehires.
• The Onboarding steps need to be completed again after manual and auto-restart. For example, Personal
Data Collection might have been already completed but the new hire again needs to review and complete it
after restart.
Procedure
2. Enable the switch under Restart Settings based on manual or auto-restart.
Switch Description
Allow Recruiting Enable the switch to update the change of start date or hiring manager value in Onboarding from Re-
Updates cruiting. If the switch is disabled the updated start date value or hiring manager value from Recruiting
won’t be updated.
Fetch Recruiting Enable the switch to override all the information from Recruiting to Onboarding when there's a manual
Information restart. If the switch is disabled Onboarding retains the existing data when there's a manual restart in
the New Hire Data Review page that loads after the manual restart, if configured.
Results
Based on your switch selection, data either flows or is restricted from Recruiting to Onboarding.
Related Information

12 Canceling an Onboarding Process
If an external candidate signs the contract but then decides to not work for the company, you can cancel the
onboarding process for that candidate from the Onboarding Dashboard. If an existing employee is terminated
before the onboarding process is complete, any open onboarding processes and tasks including the U.S. Form I-9
Compliance process are canceled.
Prerequisites
• Ensure that <EmpEmploymentTermination> and <okToRehire> are available in the OData API Data
Dictionary. You can enable these fields by navigating to Manage Business Configuration Employment
Info .
• Provide permissions for the following in Role-based Permissions:
• View and edit permissions for Cancel Onboarding Permission under Administrator Permissions
Manage Onboarding or Offboarding . This permission allows you to cancel the onboarding process.
• View permission for Report No-Shows under User Permission Employee Data HR Actions .
This permission allows you to provide the event reason associated with the No-Show event.
• View permission for Event Reason under Manage Foundation Objects Types.
• Configure the no-show event to cancel the onboarding process if the new hire is not being onboarded. For more
information about configuring the no-show event, see the Related Information section.
• Remove the National ID of the candidate from the New Hire Data page to prevent errors related to duplicate
National IDs while rehiring the same candidate in the future.
 Note
SAP SuccessFactors recommends you to define a value in the Event Reason field present in the JobInfo entity
before you initiate the Cancel Onboarding process for a new hire. You can do so by entering a value and
mapping the Event Reason field in the Recruit-to-Hire Data Mapping tool or by configuring the OnSave business
rule for the Event Reason.
To reinforce the same, records that don't have the Event Reason defined can be identified from the Event
Reason Validation for Onboarding Initiated from SAP SuccessFactors Recruiting check available from the Check
Tool. This check is available from Admin Center Check Tool Validation Onboarding Event Reason
Validation for Onboarding Initiated from SAP SuccessFactors Recruiting .
Context
When Onboarding for a new hire is canceled, from the Onboarding Dashboard Candidate details page, a No-Show is
triggered in Employee Central.
Canceling an Onboarding Process PUBLIC 479
In the following scenarios, you can trigger a No-Show from the employee's profile and cancel the Onboarding
process for the candidate:
• After Manage Pending Hire (MPH) step, before the job start date
• Within 30 days of the job start date
 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.
• When the onboarding process is restarted or canceled, the compliance workflow is terminated. All
compliance objects, including forms and user data, will be marked as inactive.
• You can't cancel the Onboarding process for a new hire when the pending hire is awaiting workflow
approval during the Manage Pending Hire process. To cancel the process, either wait for the workflow to be
completed, rejected, or deleted and try again.
When Onboarding is canceled for an existing employee, by terminating employment, all existing processes and
tasks are automatically canceled.
 Note
In this scenario, you can cancel the onboarding process by going to the employee's People Profile and selecting
Actions Report No-Shows . When the employee is terminated, the onboarding process is canceled. All
existing processes and tasks, including the compliance workflow and I-9 task, are canceled.
Procedure
1. From the Onboarding Dashboard, under All Tasks tab, select the candidate whose Onboarding process you want
to delete.
2. From the candidate details page, click  More on the top-right corner of the page and select  Action.
3. Select Cancel Onboarding from the Actions menu.
The Cancel Onboarding for <Candidate's Name> dialog box opens.

4. To cancel Onboarding, select the All Onboarding tasks created will be canceled from the system checkbox to
acknowledge the result of canceling the Onboarding process.
5. Select the event reason for No-Show from the Select cancellation reason dropdown menu.
At this stage, the new hire details are available in the system. You can consider them a No-Show and set their
status to inactive. To report a candidate as No-Show, refer to the "Reporting No-Show New Hires" topic in the
6. Provide additional comment if necessary and select Confirm.
480 PUBLIC Canceling an Onboarding Process
Results
The new hire no longer appears on the Onboarding Dashboard, and the external user turns into inactive external
user. The external user's data is kept in the system in case you want to report on how many No-Shows you had
during the Onboarding process.
 Note
The e-signed documents of the new hires stored in the Document Management System do not get deleted
when the Onboarding process is canceled for them.
 Note
If onboarding is reinitiated for an external user after the onboarding process is cancelled, the new hire details
will appear during rehire selection. In such cases, you can rehire with new employment to avoid duplicate
person records.
Next Steps
Configure ONB2_ProcessClosurePeriodConfig business rule to close and archive onboarding processes and tasks
based on the number of days past, and set the event reason for canceling the Onboarding process.
 Note
Event reason is mandatory for the SAP_ONB2_ProcessPeriodConfig if process is of type Onboarding.
For more information on how to configure the rule scenario, see the Related Information section.
Related Information
Reporting No-Show New Hires

Setting up a Business Rule for Closing the Onboarding/Offboarding Processes [page 482]
Triggering No-Show for a New Hire [page 317]
12.1 Setting up a Business Rule for Closing the Onboarding/
Offboarding Processes
Set up a rule to close and archive onboarding or offboarding processes and tasks based on the number of days past
the start date.
Context
You can also configure this rule to set the event reason for canceling the Onboarding process.
Procedure
2. Select  .
3. Go to Onboarding Configure the Period to Close and Archive Onboarding or Offboarding Processes and
Tasks scenario.
When you choose Configure the Period to Close and Archive Onboarding or Offboarding Processes and Tasks,
the basic rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
5. Choose Continue to move to the Configure Business Rules page to configure your If, Else If, and two Then
criteria.
6. If criteria example:
Left Expression Go to If section and select your left expression and locate
Process Type by expanding Process under Rule Model for
Onboarding Process Closure.
7. Choose a Then criteria.
icon.
4. From the left expression dropdown menu, select Rule
Model for Onboarding Process Closure Closure Period
in Days .
 Tip
Number field by default
Field Type Leave as Number.
Value Selection Enter the number of days past the start date for closure of
the onboarding processes and tasks.
8. Choose an additional Then statement for providing an event reason for canceling the Onboarding process.
Left Expression 1. Go to the first Then criteria, select the last dropdown
arrow on the box, and choose Add Expression
Above .
 Note
To move the newly added Then criteria below the
first Then criteria by selecting Move under Add op-
tion.

icon.
Model for Onboarding Process Closure Event Reason
for Cancelling Onboarding .
 Tip
Value field by default.
Value Selection Select No Show Event Reason.
9. Set up an Else statement for Offboarding Processes and Tasks.
Left Expression 1. Select Add Else.

icon.
Model for Onboarding Process Closure Closure Period
in Days .
 Tip
Number field by default
Field Type Leave as Number.
Value Selection Enter the number of days past the start date for closure of
the offboarding processes and tasks.
Results
When you run the ONB2_ProcessClosurePeriodConfig business rule, onboarding or offboarding processes and
tasks are closed and archived.
13 Process Variant Manager
Process Variant Manager is used to add flexibility into the standard onboarding and internal hire processes.
You can use this functionality to create a business process that better fits your business requirements. Also, gives
you the flexibility to modify your own processes.
Access the Process Variant Manager from Admin Center. To access the Process Variant Manager, you must enable
Administrate Onboarding or Offboarding content permission in Role-based Permissions. For more information, refer
to the Related Information.
From the Process Variant Manager page, you can view all the existing processes for onboarding and internal hire.
You can also add new processes, manage the process flows, and define the business rules for the processes.
 Note
Currently, if the process variant used in the Assign Form rule is redeployed, then the process variant or the
process variant steps mentioned in the Assign Form rule are no longer available. In that case, you must redefine
the Assign Form rule.
On the Process Variant Manager page, you can see one default process for Onboarding, along with all other existing
processes.
 Note
The default processes are indicated by a lock icon next to them. You can't edit the Process Flow Name and
Description of these processes. Also, these processes can't be deleted.
Related Information
13.1 Onboarding Standard Processes
Before you start creating a new process, the default Onboarding and Offboarding standard processes can give you a
starting point from where you can change the process as per your requirements.
The standard Onboarding process is created when Onboarding is enabled in Provisioning.
The Onboarding default process includes the following standard steps or blocks:
• New Hire Data Review: This is the first step in the process. In this step, the new hire’s data gets reviewed by the
permissioned user, either hiring manager or another user as per responsible group configuration.
486 PUBLIC Process Variant Manager
 Note
You can configure the Process Variant Manager to bypass this step even if there are data mismatches
between Recruiting Management and Employee Central fields.
• New Hire Tasks: This step is initiated by the hiring manager. This step is executed in parallel to the New Hire
Data Review step.
• Personal Data Collection: In this step, the new hire provides the personal data. This step is executed after the
New Hire Data Review step.
• Additional Data Collection: In this step, the new hire provides additional data specific to the Onboarding
process.
 Note
The Personal Data Collection and Additional Data Collection steps can be executed in parallel. However, the
Additional Data Collection step cannot be executed before the Personal Data Collection step.
• Compliance: In this step, you can complete the compliance tasks assigned to you. You can add this block as a
child of either Personal Data Collection step or Additional Data Collection step.
Compliance is an independent process and hence you can't configure any other Onboarding blocks post this
block. Also, Process Variant Manager doesn't allow you to configure onboarding steps after the compliance
block is added.
 Note
New Hire Data Review and Personal Data Collection step can’t be added in parallel.
A new hire or a hiring manager can also complete the Compliance tasks even though New Hire Data Review,
Personal Data Collection, or Additional Data Collection steps aren’t applicable.
 Note
If the users want to configure only the Compliance block and doesn't require Personal Data Collection
or Additional Data Collection blocks, they must configure Personal Data Collection block in the
Process Variant Manager. They can later on skip the Personal Data Collection using the business rule
SAP_ONB2_ECDataCollectionCheck.
• Document Flow: In this step, a document gets generated and as per configuration, if this document requires
signatures from the hiring manager and the new hire, it’s sent to the Signature step.
Maximum of two Document Flows can be added to the process. For each Document Flow, you can attach
multiple forms by configuring business rules. More information on how to define business rules for multiple
Document Flows, refer to the Related Information section.
 Note
First activate the Process Variant for Multiple Document flow and then configure the business rules.
 Note
If the Document Flow step is declined by the user, then the user is directed to the Personal Data Collection
step. However, if the custom process doesn’t have the Personal Data Collection step, then the user
continues with the flow.
Process Variant Manager PUBLIC 487
From the Process Variant Manager dashboard, you can create a new process variant by copying an existing process.
You can also create a process variant from scratch.
Related Information
Defining Business Rules for Multiple Document Flows [page 186]
13.2 Cloning a Process Variant
You can clone an existing process variant and modify the existing process flow by adding process steps to suite
your requirement.
Procedure
1. Go to Admin Center and in the tools search field, enter Process Variant Manager.
The Process Variant Manager page opens. The existing processes are displayed on this page.
2. Select the process that you want to clone and click  copy icon.
3. Provide a unique ID, a Name, and a Description for the process flow that you've just copied.
4. Click Save.
The new process variant gets added to the list of processes on the Process Variant Manager page.
 Note
The status of the newly added process variant is inactive. You must deploy the process to change the status
to active.
5. To edit the process flow, click the process variant name and then click the process step block where you want
to add an additional process step.
6. On the process step dialog box, select the process step that you want to add and click Save.
You can also delete an existing process by clicking Delete on the process step dialog box.
7. Click Save and Validate.
The process variant is saved and validated successfully. Click OK to return to the process flow.
8. Click Activate to deploy the process variant in Bussiness Process Engine (BPE).
13.3 Creating a Process Variant
Create a new process variant when your needs are specific and cloning an existing process is not the best option.
Procedure
The Process Variant Manager page opens.

2. To create a process variant from the beginning, click + Process Variant.
The Add Process Variant dialog box opens.

3. Select the process variant type from the Process Type dropdown, and provide a unique ID, a Name, and a
Description for the process flow.
4. Click Save.
The new process variant gets added to the list of processes on the Process Variant Manager page.
 Note
The status of the newly added process variant is inactive. You must deploy the process to change the status
to active.
5. To create the process flow, click the process variant name and then click the Start node to add an additional
process step.
6. On the process step dialog box, select the process step that you want to add and click Save.
 Note
The default Onboarding process includes the standard steps. However, you can add multiple steps to
Document Flow. You can change the sequence of these steps but you can't add multiple steps to the
Onboarding process.
Process steps that you can configure
Process steps Behaviour
Review New Hire Data The participants review the New Hire data.
Personal Data Collection Personal data is an initial task in the Onboarding process
where the new hire's can review their personal data obtained
from recruiting system for accuracy and update the missing
information.
Process steps Behaviour
Additional Onboarding Data Collection After completing the personal data, if there are any On-
boarding-specific fields configured in the Succession Data
Model, the new hire is prompted to provide additional infor-
mation.
Create New Hire Tasks The participants create New Hire tasks.
 Note
If the new hire tasks are not visible on the Complete New
Hire Tasks tile, configure the Personal Data Collection
step in Process Variant Manager, if not configured and
change the SAP_ONB2_ECDataCollectionCheck to skip
the step.
Document Flow Once the new hire completes the personal and additional
data for the onboarding process, a document gets gener-
ated. As per configuration, if this document requires signa-
tures from the hiring manager and the new hire, it is sent to
the Signature step.
 Note
You can also delete an existing process by clicking Delete on the process step dialog box.
The process variant is saved and validated successfully. Click OK to return to the newly created process flow.
8. Click Activate to deploy the process variant in Bussiness Process Engine (BPE).
Results
Go to Admin Center Manage Process Definitions , click on the  filter icon. On the Process Definition Filter
dialog box, enter the ID of the process variant that you just created in the Process Definition Key Like field, and click
Apply. You can see the process blocks that you have created using the Process Variant Manager.
Go back to the Process Variant Manager dashboard, you can see the Process Variant that you created is now in
Active status.
Next Steps
To pick this process flow based on any rule, define the conditions by clicking Define Business Rules on the Process
Variant Manager dashboard.
13.3.1 Setting a Business Rule for a Process Flow
Set a rule that you want to apply on the process flow that you created.
Procedure
1. Click Define Business Rules on the Process Variant Manager dashboard.
It takes you to the Select Onboarding Process Variant.

2. Create a rule to select a process variant for the Onboarding process by entering the Rule Name, Rule ID,
effective Start Date, and Description.
3. Click Continue.
The Scenario: Select Process Variant page opens.

4. Select the rule conditions, and select the process flow for which this rule will be applied as the Value.
5. Click Save.
Example
 Example
Let us assume that you've created a process flow called Quick Onboarding Process. Now, you're setting a rule that
makes the Quick Onboarding Process effective between certain dates. A candidate joining the organization
between those dates goes through the Quick Onboarding Process flow.
13.4 Deactivating a Process Variant
Deactivate a process variant that is not in use by suspending the process variant from BPE: Manage Process
Definitions.
Prerequisites
Copy the process variant ID that you want to suspend from BPE: Manage Process Definitions. You can get the
process variant ID from Admin Center Process Variant Manager .
Context
 Note
Before suspending the process variant, ensure that there are no ongoing Onboarding or Offboarding processes
using this process variant.
Procedure
1. Go to Admin Center BPE: Manage Process Definitions , and choose the  filter icon on the Manage
Process Definitions page.
The Process Definition Filter dialog appears.

2. Paste the process variant ID that you copied from Process Variant Manager in the Process Definition Key Like
field and click Apply.
The process variant shows up in the search result.

3. Select the process variant and click suspend under Change State.
The process variant Status on the Process Variant Manager page now appears Inactive.
4. After suspending the process, go to Admin Center Process Variant Manager , select the process variant,
and click  deleteunder Actions.
Results
You've suspended the process variant and have deleted it from the Process Variant Manager.
13.5 Updating a Process Variant
You can customize the steps and activate the workflow of the newly created processes by updating the process
variant.
Context
After it’s activated from the Process Variant Manager, it gets automatically deployed in Business Process Engine.
After every release, for the enhancements and changes to reflect, you can update the existing active Onboarding
workflows in Process Variant Manager.
 Note
You can still use the existing workflows for the Onboarding processes, without updating the process flows.
Procedure
The Process Variant Manager page opens.

2. Select the process variant, and click on the  edit icon under Actions to modify the Process Variant Name and
Description.
3. To update the process flow, click the process variant name and then click the node to add an additional process
step or modify the existing step.
The process variant is saved and validated. Click OK to return to the newly created process flow.
5. Click Activate to deploy the process variant in Business Process Engine.
Results
After you save and validate the process variant and deploy it, all the enhancements made to the Onboarding and
Offboarding process definition (XMLs) during the release reflect in the updated process.
Related Information
Editing the Process Flows for Default Onboarding and Offboarding Processes [page 91]
14 Performing Employment Profile Selection
As a rehire coordinator, you can use the Employment Profile Selection page to review and onboard internal users or
rehires either with a new employment (for users undergoing legal entity transfer) or a matching employment (for
users undergoing internal hire) respectively.
Prerequisites
• Configure the Trigger Employment Profile Selection for Internal Hires to trigger the employment profile selection
process and ensure that the rule evaluates to true.
• Set the instance of the rule scenario from the Rule for Employment Profile Selection drop-down which is
available from the Onboarding Configuration (Default Onboarding Configuration) object in the Manage Data
page present in the Admin Center.
• Ensure that onboarding is initiated from SAP SuccessFactors Recruiting.
Context
You can access the Employment Profile Selection page by selecting the appropriate To-Do card/task from the home
page.
Procedure
1. Select Employment Profile Selection using one of the following options:
• Select the Employment Profile Selection To-Do card ( Home For You Today Data Review View All
Employment Profile Selection ) and then select the Employment Profile Selection corresponding to the
user you want to onboard.
• Select the Employment Profile Selection task ( Home To-Do Employment Profile Selection )
corresponding to the user you want to onboard.
The Employment Profile Selection page is displayed.
This page displays the user’s personal information and suggests the due date to complete the employment
profile selection.
2. Depending on the Onboarding workflow that best suits the user, you can select one of the following two
options:
• Rehire with New Employment from the New Hire section (select this option to initiate legal entity transfer or
if no matching profiles are displayed).
494 PUBLIC Performing Employment Profile Selection
 Note
If Rehire with New Employment isn't enabled, define a future Termination Date in Employee Central and
refresh the page.
Ensure to review the employment details and then select this option if you want to onboard the user with a
new employment. Upon confirmation, a new employment record is created.
• Proceed as Internal Hire from the Matching Employments section.
 Note
Ensure to select the most appropriate matching employment profile and then select this option if you
want to onboard the users as an internal hire. Upon confirmation, a new transfer record will be created.
3. Review the confirmation message displayed and select Accept.
Results
Depending on the option that you have selected, the applicable page is displayed.
If you wish to cancel onboarding while performing the employment profile selection process, select Cancel
Onboarding from the confirmation message that is displayed.
Related Information
Creating a Business Rule to Trigger Employment Profile Selection for Internal Hires [page 495]
Configuring the Rule for Employment Profile Selection [page 497]
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting Using Employment Profile Selection [page 529]
14.1 Creating a Business Rule to Trigger Employment Profile

Selection for Internal Hires
Configure the Trigger Employment Profile Selection for Internal Hires to trigger the employment profile selection
process for internal hires.
Context
You must assign the Trigger Employment Profile Selection for Internal Hires business rule in the Onboarding
category to trigger the employment profile selection process for internal hires and identify the applicable
Onboarding workflow, which can subsequently be initiated manually.
Performing Employment Profile Selection PUBLIC 495
Once you've created this business rule and the rule evaluates to true, the Employment Profile Selection screen is
displayed thereby providing responsible users the option to rehire with a new employment or proceed as an internal
hire (using a matching employment).
Procedure
You get to the Business Rules Admin page.

2. Choose  (Create New Rule).
3. Go to Onboarding Trigger Employment Profile Selection for Internal Hires scenario.
When you choose Trigger Employment Profile Selection for Internal Hires, the rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
• Description
5. Choose Continue to move to the Configure Business Rules page where you can configure your If criteria.
6. Define the business rule as per your requirements.
 Note
This is a decision rule. Hence, you are required to define only an If condition.
7. Click Save.
Results
Employment profile selection is triggered for the corresponding internal hire enabling responsible users to identify
and initiate the applicable Onboarding workflow.
14.2 Configuring the Rule for Employment Profile Selection
Administrators can choose to configure the Rule for Employment Profile Selection object from the Onboarding
Configuration present in the Manage Data page to initiate the Employment Profile Selection page.
Prerequisites
 Note
This is an optional configuration.
Configure the Trigger Employment Profile Selection for Internal Hires to trigger the employment profile selection
process for internal hires and ensure that the rule evaluates to true.
Context
Configure the Rule for Employment Profile Selection object to enable the Employment Profile Selection page. This
option allows responsible users to perform the employment profile selection process for internal hires and select
the applicable Onboarding workflow.
Procedure

2. Select Onboarding Configuration from the first Search drop-down and then select DEFAULT_ONB2_CONFIG
(DEFAULT_ONB2_CONFIG) from the second Search drop-down.
3. Select the instance of the rule scenario from the Rule for Employment Profile Selection field.
 Note
This drop-down is added to enable legal entity transfer using the Employment Profile Selection page .
4. Select Save.
Results
Performing Employment Profile Selection PUBLIC 497
Related Information
Performing Employment Profile Selection [page 494]

15 Internal Hire
Onboard internal employees who pursue a new role within your organization with the Internal Hire process.
Internal Hire process enables you to provide internal employees an opportunity to seek other roles within your
organization that best suit their capabilities. This initiative provides career growth opportunities to existing
resources with the right skill and talent, and explore ways in which they can positively impact your organization.
Hiring internally also reduces the need to search for prospects outside the organization and potentially lowers costs
arising out of external recruiting.
The intent of the Internal Hire process is to create an atmosphere conducive for employees to blend in with their
new role, team, and management. By doing so, you can help them to be productive quickly and lower the rate of
attrition as well.
Internal Hire Process Overview [page 500]

The onboarding process for an internal hire starts with initiating onboarding, and ends with the internal hire
moving into a new job role within the same organization.
Configuring the Internal Hire Process [page 502]

Learn about the steps to configure the internal hire process.
Initiating Internal Hire Process from SAP SuccessFactors Recruiting [page 515]
Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process
from your SAP SuccessFactors Recruiting instance.
Initiating the Internal Hire Process from Employee Central [page 518]
When an internal employee assumes a new role, there are requirements to onboard the employee because
of a change to their job or compensation plan, management, and so on. To run the Internal Hiring process
for an employee, you must update the profile of respective employee with job or compensation-specific
information that results in the occurrence of a transfer event.
Initiating the Internal Hire Process from an External Applicant Tracking System [page 520]
Onboard current employees pursuing a new role within your organization by initiating the internal hire
process from your external Applicant Tracking System (ATS).
Adding a Picklist Value for Future Manager Role [page 522]

Add a picklist value to set up the future manager role for internal and external hires and ensure that the
future manager has access to complete the Onboarding tasks before the new hire's start date.
Removing Future Manager Job Relationship for Internal Hires [page 523]
When an internal hire manager relationship is created, the relationship remains even after the internal
hire's start date by default. You can remove the future manager job relationship in Employee Files after the
internal hire's start date.
Setting Up Reporting for the Internal Hire Process [page 524]

Set up the triggerType in ONB2ProcessTrigger to generate a report on how many internal hires were
initiated from Recruiting, Applicant Tracking System, and Employee Central.
Qualtrics Email Feedback for Onboarding for Internal Hires [page 525]
Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can
send employees surveys in email to find out how they feel about their internal hire experience.
Legal Entity Transfer [page 526]
Internal Hire PUBLIC 499
Transfer an existing employee from one legal entity to another within the organization using Legal Entity
Transfer.
Related Information
Mapping Data from Recruiting Management with Employee Central Entities [page 105]
15.1 Internal Hire Process Overview
The onboarding process for an internal hire starts with initiating onboarding, and ends with the internal hire moving
into a new job role within the same organization.
 Note
Scenarios that require a terminate and rehire process for an internal employee are not supported. For example:
An internal employee changes their job from one legal entity to another (either within the same country or a
different country).
The internal hire process can be initiated from:
• SAP SuccessFactors Recruiting

• An external Applicant Tracking System (ATS)
• SAP SuccessFactors Employee Central
Whenever a job transfer is triggered for an employee, onboarding is initiated for that employee based on the
configuration.
The internal hire becomes the direct report of the new manager only on the start date. Until then the previous
manager is reflected as the internal hire's manager in the employment record.
 Note
The User ID and Username of the employee remains same for the internal hire.
500 PUBLIC Internal Hire
Here's an overview of the different stages in the internal hiring process when the Internal Hire
process is initiated from SAP SuccessFactors Recruiting or an external Applicant Tracking System:
 Note
The following scenarios are not supported: Task Reassignment, Delegation, Global Assignment, Concurrent
Employment, and Contingent Worker Employee Conversion.
Parent topic: Internal Hire [page 499]
Related Information

15.2 Configuring the Internal Hire Process
Learn about the steps to configure the internal hire process.
Procedure
1. Set up email notifications.

2. Optional: Enable the enhanced onboarding process for internal hires.
 Note
We recommend that you enable the enhanced onboarding process for internal hires. This feature provides
improved backend data validation processes using the functionalities of Centralized Services in Employee
Central. For more information, refer to Enabling the Enhanced Onboarding Process for Internal Hires in
3. Set up the future manager job relationship to allow the manager to complete certain onboarding tasks before
the internal hire’s start date.
4. Set up the event reason to trigger the internal hire process from SAP SuccessFactors Recruiting using one of
the following three options, as applicable:
• Set up a business rule to set the Event Reason for internal hires initiated from SAP SuccessFactors
Recruiting. For more information, see Configuring Business Rule for Event Reason in the Related
 Note
We recommend you to pass the event reason using the business rule configuration when you only have
the mapping set up for Job Information and you don’t have the mapping set up for Compensation
Information.
• Pass the event reason by mapping SAP SuccessFactors Recruiting custom fields by using the Recruit-to-
Hire Data Mapping tool.
Use this option when you have the mapping set up for Job Information with event reason as a mandatory
or a non-mandatory field and Compensation Information with event reason as a mandatory field.
• For internal hiring process from Recruiting, set up the event reason derivation rule using Onsave Job info
ONB context rule.
 Note
This option is available only if you’ve enabled the Enable Enhanced Internal Hire Process switch in
Admin Center to enable enhanced internal hiring process.
5. If you’re initiating the internal hire process from your SAP SuccessFactors Recruiting instance, ensure that
Recruit-to-Hire Data Mapping is in sync with the Employee data model.
Internal hire flow is always validated against Employee Data Model for Job Information and Employment
Information, and against Succession Data Model for Compensation Information, unlike Onboarding flow, which
is validated against the Succession Data Model. For the Internal Hire process to work, the following six entities
are validated and mapped during Recruit-to-Hire data mapping:
• Job Information
• Compensation Information
• Job Relations Information
• Employment Information
 Note
• The data passed through Recruit-to-Hire Data Mapping are updated in the Employee Central data for all
the above mentioned entities.
• The mandatory fields that aren’t passed from Recruit-to-Hire Data Mapping either because they aren’t
mapped or they’re mapped with no value to send, then the existing data from the employee's record is
passed to the New Hire Data Review page. These mandatory fields are:
• Job information fields in Employee Data Model
• Compensation information fields in Succession Data Model
• If no data is passed through Recruit-to-Hire Data Mapping, then the existing data from the employee's
record is retained for pay component non-recurring, and pay component recurring entities.
• The Termination fields of Employment Information in Employee Data Model that are set as Mandatory
need to be mapped with dummy fields. For example, if last date worked is mandatory in Employee
Data Model then set up mapping with dummy fields with value as “01/01/9999”. Perform this action
only if you haven't enabled the enhanced onboarding process for internal hires by enabling the Enable
Enhanced Internal Hire Process switch in Admin Center.
• Rest of the entities' data is ignored even if it’s passed from Recruiting. Also, it isn’t mandatory to map
the Termination End Date for internal hire. For more information on Employee Central entities that
are supported while integrating Onboarding with Employee Central, refer to the "Mapping Data from
Recruiting Management with Employee Central Entities" topic.
 Note
The internal hire process doesn't support workflow rules configured using the following entities during the
transfer process:
• Job Information
• Compensation Information
• Job Relations Information
• Employment Information
6. Configure a business rule to initiate internal hire process.

7. Configure Employee Central event rule.
Results
You've configured the internal hire process for employees.
Next Steps
Remove the future manager job relationship record after the internal hire's start date when the internal hire
becomes the direct report of the new manager.
Task overview: Internal Hire [page 499]
Related Information

Enabling the Enhanced Onboarding Process for Internal Hires [page 508]
15.2.1 Setting Up Notifications for the Internal Hire Process
By setting up the notifications, you can keep all the involved onboarding participants updated with information
relevant to different stages of the Internal Hire process.
Prerequisites
Access to Admin Center Email Services tool. For information about accessing Email Services in Onboarding,
refer to the Related Information section.
Context
Onboarding provides a preconfigured email template to handle notifications related to Internal Hire process.
However, you must configure the email category of the email template to define recipient information.
 Note
All the email templates configured in your system for Onboarding are also applicable to Internal Hire
Process. However, you can maintain email templates that are specific to your Internal Hire process. For more
information, refer to the Related Information section.
Procedure
1. Go to Admin Center Email Services .

2. Under the Active Templates tab, verify if (ONB) - Crossboarding User Welcome Message is present in the list. If
the template isn’t present, you can add it to the list. For more information about managing email templates in
Onboarding, refer to the Related Information section.
3. Switch to the Email Categories tab.
4. Click  (Edit) to edit the (ONB) Crossboarding - User Welcome Message Category.
• The email category opens up in edit mode.

• Onboarding Role-Based Recipient Builder is selected from the To Recipient Builder dropdown menu.
• Onboardee is selected from the Roles dropdown menu. You can select additional roles from the Roles
dropdown menu, if necessary.
5. (Optional) Configure the CC Recipient Builder and BCC Recipient Builder.
6. Click Save.
The (ONB) Crossboarding - User Welcome Message Category email category is now configured with recipient
information.
Related Information

15.2.1.1 Changing Email Templates Specific to Internal Hire
Process
Create a copy of onboarding email templates to customize notifications specific to your internal hire process.
Prerequisites
• Create a business rule to filter email templates for internal hire process.
 Remember
While creating a business rule for Internal Hire process, one of the conditions must be to check if the value
ONB2Process.onboardingInternalHire is set to Yes. You can include additional conditions as per your
requirement.
• Create a business rule to filter email templates for Onboarding.
 Remember
While creating a business rule for regular Onboarding, one of the conditions must be to check if the value
ONB2Process.onboardingInternalHire is set to No. You can include additional conditions as per your
requirement.
For information about creating a business rule for filtering email templates, refer to the Related Information
section.
Context
Email templates for onboarding are generally applicable to your Internal Hire process as well. However, you can
maintain separate email templates to communicate information specific to your internal hire process by creating a
copy of an existing email template for onboarding and customizing it as per your requirement.
When you copy an email template that is currently in service for onboarding, you must ensure the system is able to
dynamically select the right email template for generating notifications for onboarding and internal hire processes
respectively. You can do so with the help of business rules.
Procedure
1. Go to Admin Center Email Services .

2. Under Active Templates tab, click Manage Template.
The Manage Email template section displays the entire list of email templates. This list includes templates that
are preconfigured, user-defined, active as well as inactive.
3. To copy an email template, under the Action column, choose  (Copy)corresponding to the template in the
list.
 Note
While creating a copy of a template, ensure that you don't disable the source template.
A copy of the template is created and added to your list of active templates.
4. Click on the template copy.
The template opens up in edit mode.
5. Go to the Define rules tab.
In the Title and Description tab, you can specify Template Title and Template Description as per your
requirement.
6. Select the business rule from the Filter Business Rule dropdown.
 Note
If a custom email is to be triggered, a Business rule that satisfies a condition in the Internal Hire process
flow must run and evaluate to "True". Business Rules in the original template must evaluate to "False".
Complete this action to ensure that only one email notification is triggered.
7. Define content specific to your Internal Hire process in the Email Content tab.
8. Click Save.
You’ve created an email template specific to your Internal Hire process.
Similarly, apply a business rule on the parent template (which was copied) so that it’s used only for Onboarding
processes.
9. Click on the parent email template.
The template opens up in edit mode.
10. Go to the Define rules tab.
11. Select the business rule from the Filter Business Rule dropdown.
12. Click Save.
Related Information
Creating a Business Rule for Filtering Email Templates [page 202]
15.2.2 Enabling the Enhanced Onboarding Process for Internal
Hires
The enhanced onboarding process for internal hires leverages the functionalities of Centralized Services in
Employee Central to improve the backend data validation processes in Onboarding.
Prerequisites
Ensure that the parent fields in cascading picklists are mapped from Recruiting to Employee Central and contain
the appropriate values. When you pass child picklist values from Recruiting to Onboarding, ensure that you also
pass the corresponding parent picklist values. For example, if the parent picklist is Business Unit and has the value
as Research and Engineering, and the corresponding child picklist is Department with value as Production, you
must pass both Business Unit and Department picklist fields along with their values.
Context
The enhanced onboarding process for internal hires supports the following:
• Automatic update of event reasons based on Event Reason Derivation rules in Employee Central when the
internal hiring process is initiated from Recruiting.
• Rule support for the following:
• onChange and onSave events for theJob_Info, Comp_Info, Employment_Info, Job_Relations_Info,
Pay_Component_Recurring, and Pay_Component_Non_Recurring entities in Employee Central.
• onPostSave event for the Job_Info entity.
• Better maintenance of job relationships in the employee profile of an internal hire by eliminating duplicate
entries when new job relationship is passed from Recruiting using the Recruit-to-Hire Data Mapping tool.
• Country/region-specific field mapping for data entity fields mapped between Recruiting and Employee Central.
• Exclude mandatory validations for termination-related fields, such as Termination Date and Last Working Day
to allow completion of the validation process without manually passing blank field values.
• Retain the values of the mandatory employment information fields based on the original hire records to
allow completion of the internal hire process without having to pass dummy values from Recruiting. The
employment information fields that retain the original values are Original Start Date, Hire Date, Service Date,
Seniority Start Date, First Date Worked, Previous Employment ID, Professional Service Date, Employee’s First
Employment, and Assignment ID.
 Note
The values of these fields are not retained and can be mapped from Recruiting: Benefits Eligibility Start
Date, Eligible for Stock, Initial Stock Grant, Initial Option Grant, and any custom field.
 Note
Cross-portlet rules aren't supported with the enhanced onboarding process for internal hires.
Procedure
1. Go to Admin Center and enter Onboarding General Settings in the tools search field.
2. Choose the Onboarding General Settings tool from the search results.
3. Under Process Settings, choose Enable Enhanced Internal Hire Process .
Results
You've enabled the enhanced onboarding process for internal hires.
15.2.3 Setting Up Future Manager Role
You can set up the future manager role to allow managers to complete certain onboarding tasks such as Schedule
Meetings, Recommend People, Recommend Links among others before the internal hire's start date.
Prerequisites
You've added a picklist value to set up the future manager role for new hires.
Context
The internal hire becomes the direct report of the new manager only on the start date. Until then, the previous
manager is reflected as the internal hire's manager in the employment record. Similarly, the new manager being
the default assignee for reviewing the internal hire data, sees an increase in the count of the candidates in the
pending Review New Hire Data task.
On start date, the new manager is updated in the employment record as the internal hire's manager, as this is
effective dated.
 Note
The internal hire manager relationship is applicable for internal hires from SAP SAP SuccessFactors Recruiting,
SAP SuccessFactors Employee Central, and external Applicant Tracking System.
Procedure
1. Navigate to Admin Centre Manage Permission Roles .

2. Choose Create New Role.
3. Enter the Role Name and Description.
4. Grant the required permissions for the role.
5. Choose Add... under Grant this role to...
6. In the Grant role to: dropdown, choose Future Manager (Internal Hire)
7. You can grant this role to all future managers or specify permission groups.
8. Choose Finished.
Results
You've set up a new role for the future manager that allows them to complete certain onboarding tasks before the
start date.
Related Information
15.2.4 Setting Up the Event Reason for Internal Hire
Set up and configure the event reason so that it can be used in the business rule to trigger the internal hire process.
Context
Event reasons are user defined. They are used to define more specifically the reason why an event has taken
place. When the manager or admin changes an employee’s data, for example, by increasing the salary or changing
the department information, the reason behind this change is normally that an event has taken place in that
employee’s professional life.
 Note
Transfer is the only Event Reason that is supported for internal hires. Promotion is not a supported Event
Reason.
Procedure
2. Provide the Event ID as Transfer - Department Change or any ID of your choice that you want to
associate with the Transfer event.
4. Select Transfer from the Event dropdown.
5. Select the Employee Status as Active, and Save the changes.
Results
You’ve configured an event reason for internal hire when an employee changes department.
15.2.5 Configuring a Business Rule to Initiate Internal Hire

Process
To initiate Internal Hiring process for an employee, you must update the profile of respective employee with job or
compensation specific information that results in the occurrence of a transfer event.
Context
If a change to the job information of an employee has resulted in a transfer event, there can be various reasons for
it. Considering scenarios when a transfer event does not require Internal Hire process to be initiated, a business
rule can help determine which employees are eligible for internal hiring.
Procedure
3. Enter Initiate Internal Hire Configuration, in the Scenario field, select the option, and click Go.
Define the business rule to set up conditions as per your requirement. In this example, Transfer - Department
Change is set as Event ID. Internal Hire process is initiated for an employee who's department is changed.
 Note
You must set Event Reason that has Event ID with Event type as Transfer.
 Example
Results
You have successfully created a business rule to evaluate a condition when an employee changes department to
initiate the Internal Hire process.
15.2.6 Configuring Employee Transfer Event Rule
Configure a business rule to evaluate if a transfer event is triggered due to a change in the job information of an
employee.
Prerequisites
Set the event reason for the internal hire process.
Procedure
3. Click + to create a new rule.
The Configure Business Rule page opens.
4. Select Basic rule scenario.
5. Enter the Rule Name, Rule ID, and select a Start Date and enter Job Information Model as the Base Object and
click Continue.
Define the business rule to set up conditions as per your requirement.
 Note
Example shows, Event ID as Transfer - Bus. Unit Change, Transfer - Department Change, Transfer with Pay
Change, Transfer - Division Change, Transfer - Location, Transfer w/Pay Change <= 5% or > 5%, Transfer -
w/o Pay Change, Data Change / Dept Name Change.
 Example
6. Choose Save.
Results
You've configured a business rule to evaluate if a transfer event is triggered due to a change by one of the reasons
given in the Event ID.
Next Steps
Go to Manage Business Configuration, under HRIS Elements select jobInfo. Scroll down to trigger rules section,
and set the Transfer rule for the Event Type as onPostSave.
Related Information
Setting Up the Event Reason for Internal Hire [page 510]
15.2.7 Selecting the Transfer Event Reason to Initiate Internal

Hire Process
To trigger internal hire for an employee, configure the transfer event reason.
Prerequisites
• In Role-based permissions, go to User Permission Employee Data Event Reasons and enable
TRANSFER.
• Set the event reason for the internal hire process.
Context
You can trigger transfer event on change of job or change of company information.
Procedure
1. Choose Employee Files from the home page dropdown.

2. Select Change Job and Compensation Info from the Actions menu.
3. Select the Change Job and Compensation Info checkbox and set the date when you want the changes to take
effect.
4. Select Change Job from the Event dropdown menu.
5. Select Transfer as the *Event Reason.
6. Change the job and compensation info as per the requirement and choose Save.
Results
You have configured the transfer event reason for triggering internal hire for an employee.
Related Information
Setting Up the Event Reason for Internal Hire [page 510]
15.3 Initiating Internal Hire Process from SAP SuccessFactors

Recruiting
Onboard existing employees pursuing a new role within your organization by initiating Internal Hire process from
your SAP SuccessFactors Recruiting instance.
Prerequisites
• Recruit-to-Hire mapping must be in sync with the Employee data model. This is done to ensure that
the mandatory Employee Central Data entity fields are mapped correctly with the corresponding fields in
Recruiting, in order to pass the new hire data from Recruiting to Onboarding.
 Note
Country Specific Data Model mapping for the Job Info and Employment Info entities isn't supported for the
Internal Hire process.
• Ensure that the parent fields in cascading picklists are mapped from Recruiting to Employee Central and
contain the appropriate values. When you pass child picklist values from Recruiting to Onboarding, ensure that
you also pass the corresponding parent picklist values. For example, if the parent picklist is Business Unit and
has the value as Research and Engineering, and the corresponding child picklist is Department with value as
Production, you must pass both Business Unit and Department picklist fields along with their values.
• Configure Employee transfer event in your system. For more information about configuring an employee
transfer event, refer to the Configuring an Employee Transfer Event Rule topic.
• A business rule is configured to evaluate conditions to initiate Internal Hire process as per your business
requirement. For information about configuring a business rule to initiate the Internal Hire process, refer to the
Configuring a Business Rule to Initiate Internal Hire Process topic.
• Ensure that you pass the event reason by using one of the following options:
• Set up a business rule to set the Event Reason for internal hires initiated from SAP SuccessFactors
Recruiting. For more information, see Configuring Business Rule for Event Reason in the Related
 Note
We recommend you to pass the event reason using the business rule configuration when you only have
Information.
• Pass the event reason by mapping SAP SuccessFactors Recruiting custom fields by using the Recruit-to-
Hire Data Mapping tool.
Use this option when you have the mapping set up for Job Information with event reason as a mandatory
or a non-mandatory field and Compensation Information with event reason as a mandatory field.
• For internal hiring process from Recruiting, set up the event reason derivation rule using Onsave Job info
ONB context rule.
 Note
This option is available only if you have enabled the Enable Enhanced Internal Hire Process switch in
Admin Center to enable enhanced internal hiring process.
 Note
• We recommend you to pass the event reason using the business rule configuration when you only have
Information.
• Pass the event reason by mapping the SAP SuccessFactors Recruiting custom fields using Recruit-to-
Hire Data Mapping when you have the mapping set up for Job Information with event reason as a
mandatory or a non-mandatory field and Compensation Information with event reason as a mandatory
field.
• Ensure that reporting for the Internal Hire process is set up. For details, refer to the "Setting Up Reporting for
the Internal Hire Process" topic.
• Ensure that the event reason is mapped to a custom field in job requisition. Go to Admin Center Recruit-to-
Hire Data Mapping , and select compInfo from the left navigation pane. Set the Recruiting Template for event
reason to Job Requisition Template or Job Offer Template. Also, select the custom field from the Recruiting Field
dropdown.
 Note
This prerequisite is applicable only for the compensation information entity.
• Ensure that the mapped custom field in the job requisition/ job offer template have the string value or the
event picklist value configured in the employee transfer event rule. For more information on how to configure
the rule, refer to the "Configuring Employee Transfer Event Rule" topic.
Procedure
1. Log into the application as a Recruiting user.

2. Go to the Job Requisition dashboard of your Recruiting instance.
3. Initiate Onboarding process for the internal hire. For information about how to initiate Onboarding, refer to the
"Initiating Onboarding" topic.
New hire validation begins. Any discrepancies found in the data results in an error. For information about
handling exceptions reported in the Onboarding process, see the "Handling Exceptions in the Onboarding
Process" topic.
After data validation is successful, the system updates the employee data in Employee Central and generates
a transfer event on the basis of employee transfer event configuration. Thereafter, the candidate status is
updated from Ready to Hire to Hired. Based on the business rule configured in the system, Internal Hire process
is initiated.
 Note
The ID and Name attributes in the employee record remain the same.
Results
Once Internal Hire process is initiated, the system procures the existing user ID of the internal hire. Based on the
existing user ID, employee data is fetched from your Recruiting instance and validated against the Employee data
model.
 Remember
Proper mapping of the fields in the Recruit-to-Hire Mapping tool in accordance with the Employee Data Model
ensures a seamless Internal Hiring process.
 Note
If there are failures in the mapping, the flow enters an error flow sequence. Make the necessary corrections and
restart the mapping process. On successful completion of the Recruit-to-Hire mapping, the onboarding process
can be retriggered.
Data review task is created, based on your business rule definitions in the system. For more information about the
data collection process in Onboarding, refer to the Related Information section. If data review task is created, the
assigned participants find the task in the To-Do List side panel on the home page. Alternatively, they can also find
the data review task on their Onboarding Dashboard. After the data review task is completed, a welcome message
is sent to the internal hire.
The rest of the Internal Hire process is exactly identical to Onboarding with the only exception that the Manage
Pending Hires step isn’t a part of the Internal Hire process.
Related Information

Initiating Onboarding [page 394]
Data Collection Process in Onboarding [page 140]
Validating the Exception Data in the Onboarding Process [page 398]
Configuring Employee Transfer Event Rule [page 512]
Configuring a Business Rule to Initiate Internal Hire Process [page 511]
Configuring Business Rule for Event Reason [page 323]
15.4 Initiating the Internal Hire Process from Employee Central
When an internal employee assumes a new role, there are requirements to onboard the employee because of
a change to their job or compensation plan, management, and so on. To run the Internal Hiring process for an
employee, you must update the profile of respective employee with job or compensation-specific information that
results in the occurrence of a transfer event.
Prerequisites
• Employee transfer event configured in your system. For more information about configuring an employee
transfer event, refer to the Related Information section.
 Note
When a bulk transfer event is triggered for multiple internal hires, the hiring process is initiated
simultaneously for each internal hire candidate.
• If you prefer to use event derivation rule to set event reasons for internal transfer, ensure that you've configured
an event derivation rule in Employee Central. Otherwise, users can choose an event reason while performing
the transfer action from the employee's profile.
• A business rule is configured to evaluate conditions to initiate Internal Hire process as per your business
requirement. For information about how to configure the business rule, refer to the Related Information
section.
• The future manager job relationship is set up to allow the new manager to complete certain onboarding tasks
before the internal hire’s start date.
Context
The profile of an employee holds all the information related to their job, compensation, job relationships and so on.
When an internal employee pursues another opportunity within your organization, the current manager or the HR
Representative must update the profile of the respective employee to initiate a transfer event.
 Note
Transfer events are created only for changes made to the job or compensation information of an employee.
Procedure
1. Log into the application.

2. In the Search for actions or People field, enter the ID or Name of the employee whose job information you wish
to modify. Access the employee profile by clicking on the search result.
3. Go to Actions Change Job and Compensation info .

4. Under Choose what you want to change, select Job Information or Compensation Information, as applicable.
5. Select a date when you want the changes to take effect.
6. Update the employee profile with information related to the new job or the associated compensation.
Edit the Job Information fields such that the Transfer Event is published.
7. Click Save.
Based on the employee transfer event configuration in your system, a transfer event is triggered.
Results
Internal Hire process is initiated subject to the conditions specified in the business rule.
 Note
The ID and Name attributes in the employee record remains the same.
The rest of the Internal Hire process is exactly identical to Onboarding with the only exception that the Manage
Pending Hires step isn’t a part of the Internal Hire process.
Related Information

Data Collection Process in Onboarding [page 140]
Configuring Employee Transfer Event Rule [page 512]
Setting Up Future Manager Role [page 509]
15.5 Initiating the Internal Hire Process from an External

Onboard current employees pursuing a new role within your organization by initiating the internal hire process from
your external Applicant Tracking System (ATS).
Prerequisites
• Ensure that data mapping to convert the data from the external ATS into the format required by the API is done
in your API Integration Tool. For information about API data mapping and transformation, refer to the Related
• Employee transfer event is configured in your system. For more information about configuring an employee
transfer event, refer to the Related Information section.
 Note
When a bulk transfer event is triggered for multiple internal hires, the hiring process is initiated
simultaneously for each internal hire candidate.
• A business rule is configured to evaluate conditions to initiate internal hire process depending on your business
requirement. For information about configuring a business rule to initiate the internal hire process, refer to the
Context
With Onboarding integrated with your external ATS, you can onboard existing employees pursuing a new role within
your organization.
For information about how to integrate your external ATS with Onboarding, refer to the Related Information
section.
Procedure
1. Update the internal employee record and create a transfer event using the EmpJob API. For more information
about EmpJob entity, refer to the Related Information section.
 Remember
While configuring the API payload, ensure that you pass information that aligns with the business logic,
which governs the occurrence of a transfer event in Employee Central. To review the business logic included
in your Employee Central transfer rule, refer to the Related Information section.
If successful, the employee profile is updated, and a transfer event is created.

2. (Optional) Update the user record with additional information by choosing from a comprehensive list of
Employee Central entities. For more information about the OData entities available in Employee Central, refer
to Related Information section.
Results
Internal Hire process is initiated subject to the conditions specified in the business rule.
 Note
The ID and Name attributes in the employee record remains the same.
The rest of the internal hiring process is identical to Onboarding with the only exception that the Internal Hiring
process doesn't include the Manage Pending Hires step.
Related Information

Configuring an Employee Transfer Event
Integration of an External Applicant Tracking System with Onboarding [page 113]
Employee Central OData API Reference Guide
15.6 Adding a Picklist Value for Future Manager Role
Add a picklist value to set up the future manager role for internal and external hires and ensure that the future
manager has access to complete the Onboarding tasks before the new hire's start date.
Procedure
1. Navigate to Admin Center Picklist Center and search for jobRelType picklist.
2. Select the jobRelType picklist from the search results.
3. Select the Active version.
4. Select + on the Picklist Values header, on the jobRelType page.

5. Enter managers (internal hire) as the External Code, provide the Label as Future Manager, and set
the Status to Active.
 Note
The label name is customizable and can be updated according to your business needs.
Results
You've added a new picklist value to set up the future manager role for new hires.
Related Information
15.7 Removing Future Manager Job Relationship for Internal

Hires
When an internal hire manager relationship is created, the relationship remains even after the internal hire's start
date by default. You can remove the future manager job relationship in Employee Files after the internal hire's start
date.
Procedure
1. Navigate to Employee Files and choose the internal hire from the dropdown.
2. Go to Employment Information Job Relationships and select the pencil picker icon.
3. Select the date when the changes must take effect in the dialog box that opens.
4. Delete the job relationship by clicking the trash can icon.
5. Select Save.
Results
You've removed the future manager job relationship in Employee Files.
Related Information

Employee Data Imports
15.8 Setting Up Reporting for the Internal Hire Process

Set up the triggerType in ONB2ProcessTrigger to generate a report on how many internal hires were initiated from
Recruiting, Applicant Tracking System, and Employee Central.
Context
Employee Central gives you a provision to add a custom field for jobInfo and set the label to Source System
for Onboarding. Whenever the internal hire process is initiated from Recruiting, Applicant Tracking System, and
Employee Central, the triggerType automatically displays the application from where the process was triggered.
 Note
If you don't configure the custom string field, then by default the triggerType is displayed as "Internal Hire
Initiated from Employee Central" for Recruiting and Applicant Tracking System.
Procedure
1. To set up the configuration for the custom field under JobInfo entity, perform the following actions:
a. Go to Admin Center Manage Business Configuration .

b. Select jobInfo under HRIS Elements.
c. To create a new entry, scroll to the bottom of the HRIS Fields and select the dropdown button where No
Selection is marked in the Identifier column. From the Identifier dropdown, select any custom-string.
Enter the following in the Details page:
• Enter Source System for Onboarding in the Label field.

• Set the Enabled field to Yes.
• Enter Source System for Onboarding in the Default Label field.
• Click Done.
d. Save the changes you've made to the HRIS fields.
 Note
The triggerType in ONB2ProcessTrigger is set by the code based on this configuration.
2. Set the "customstring" value to "other", whenever the Internal Hire process is initiated from an External
Applicant Tracking System.
Results
You can use the triggerType to generate a report, where triggerType is a field in the MDF Object
ONB2ProcessTrigger.
Related Information

15.9 Qualtrics Email Feedback for Onboarding for Internal

Hires
employees surveys in email to find out how they feel about their internal hire experience.
and schedule for the email survey are performed in Qualtrics.
Related Information

Integrating SAP SucccessFactors with Qualtrics
15.10 Legal Entity Transfer
Transfer an existing employee from one legal entity to another within the organization using Legal Entity Transfer.
An existing employee can be transferred either within the same country/region or across countries/regions. Using
this feature, Onboarding is initiated for an existing employee who is transferred across legal entities or geographies.
You can initiate the legal entity transfer in one of the following ways:
• From SAP SuccessFactors Recruiting using the Rehire with New Employment workflow for internal hires.
 Note
This workflow can be automatically initiated in the following ways:

• Automatically initiated when onboarding is initiated and a future termination with a new start date that
is past the termination date is detected.
• Manually initiated from the Employment Profile Selection page.
• From your external Applicant Tracking System (ATS).
Related Information

Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting [page 527]
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting Using Employment Profile Selection [page
529]
Initiating Legal Entity Transfer Using an External Applicant Tracking System (ATS) [page 531]
15.10.1 Initiating Legal Entity Transfer from SAP

SuccessFactors Recruiting
Transfer an existing employee from one legal entity to another within the organization (either within the same
country/region or across countries/regions) by terminating the employee's employment and rehiring them with a
new employment.
Prerequisites
Before you initiate the transfer of an employee (internal hire) from one legal entity to another using Rehire with New
Employment from Recruiting, you must have:
• A future Termination Date in Employee Central.

• A Start Date in Recruiting, which is the next immediate day after the Termination Date in Employee Central.
• Enabled the Rehire Inactive Employee with New Employment (by ‘match’ in New Hire) permission.
• Configured and enabled the new (ONB) Legal Entity Transfer User Welcome Message Template to send the
welcome email notification and provide information about login credentials to employees whose employment
is being transferred from one legal entity to another.
 Note
Ensure that the business email address of the rehire is specified before you initiate onboarding for a legal entity
transfer.
Context
Here's an overview of the workflow that is initiated for legal entity

transfer using Rehire with New Employment from SAP SuccessFactors Recruiting:
The Rehire with New Employment workflow is automatically initiated when onboarding is initiated and a future
termination with a new start date that is past the termination date is detected. To support this workflow, the
process of rehire check is skipped for legal entity transfer and other minor changes like the inclusion of a new email
template and validation for a future termination date are introduced.
 Note
Rehire with New Employment for legal entity transfer is supported only when onboarding is initiated from SAP
SuccessFactors Recruiting for internal hires, specifically after adding a Termination Date for the employee's
current employment.
Upon completion of the New Hire Data Review step (if applicable), a welcome email is triggered to the employee,
notifying them about the future employment.
This feature allows employees with a new employment to complete all new hire tasks using their current login
credentials when they’re entitled to a national or international employment transfer (employment with change in
legal entity).
Next Steps
Using their existing login credentials, employees with a new employment can login to the home page. The Context
Switcher then helps them switch between their current (active) and future (inactive) employment profiles and
complete all new hire tasks. The content displayed on the future (inactive) employment profile page depends on
the home page configuration. Additional information like job classification, title, and location are also displayed
for both employment profiles. Using this switcher, employees can complete all new hire tasks (as per the Process
Variant Manager configuration) that are assigned as part of their Onboarding Journey.
 Note
Employees can access the Context Switcher icon from the employee profile page to perform their onboarding
tasks. However, administrators can access the switcher only after the Manage Pending Hire step is completed.
Additionally, upon initiating legal entity transfer, as an onboarding participant, if you want to use the Onboarding
Dashboard (New) to search for an employee who is undergoing a legal entity transfer, enter an appropriate value in
any one of the following filters:
• Start Date (From)

• Start Date (To)
• Hiring Manager
• New Hire Type
• Process Tasks
• Task Statuses
 Note
Don't use the New Hire filter to perform a search operation. This filter narrows down the search results only to
the active employment and not the future employment for which onboarding is initiated.
Related Information
15.10.2 Initiating Legal Entity Transfer from SAP

SuccessFactors Recruiting Using Employment Profile
Selection
As a rehire coordinator, you can transfer an existing employee from one legal entity to another within the
organization (either within the same country/region or across countries/regions) by terminating the employee's
employment and rehiring them with a new employment.
Prerequisites
 Note
This is an optional configuration. If you don’t wish to opt-in and use the Employment Profile Selection page to
initiate legal entity transfer for an employee (internal hire), you can continue to trigger the legal entity transfer
process using the Rehire with New Employment workflow, which is automatically initiated when onboarding is
initiated and a future termination with a new start date that is past the termination date is detected.
Before you initiate the transfer of an employee (internal hire) from one legal entity to another using the Rehire with
New Employment option from the Employment Profile Selection page, you must have:
• A future Termination Date in Employee Central.

• Enabled the Administrator Manage Hires Rehire Inactive Employee with New Employment (by ‘match’ in
New Hire) and the Administrator Manage Onboarding or Offboarding Employment Profile Selection API
Permission .
• Configured and enabled the new (ONB) Legal Entity Transfer User Welcome Message Template to send the
welcome email notification and provide information about login credentials to employees whose employment
is being transferred from one legal entity to another.
• Configured the Trigger Employment Profile Selection for Internal Hires to trigger the employment profile
selection process for internal hires and ensure that the rule evaluates to true.
• Set the instance of the rule scenario from the Rule for Employment Profile Selection drop-down which is
available from the Onboarding Configuration object in the Manage Data page present in the Admin Center.
Context
Using the Rehire with New Employment option from the Employment Profile Selection page, you can initiate the
legal entity transfer process for an employee.
Procedure
1. Select the Employment Profile Selection to-do card or task from the Data Review cards section or the shell
bar respectively. For more details, see the Performing Employment Profile Selection topic from the Related
2. Select the Rehire with New Employment option from the New Hire section.
 Note
Ensure to review the employment details and then select this option if you want to onboard the employee
with a new employment. Upon confirmation, a new employment record will be created.
3. Review the confirmation message displayed and select Accept.
Results
Legal entity transfer is initiated for the selected employee. Once initiated, the Rehire with New Employment
workflow is triggered.
Upon completion of the New Hire Data Review step (if applicable), a welcome email is triggered to the employee,
notifying them about the future employment.
Next Steps
Using their existing login credentials, employees with a new employment can login to the home page and complete
all complete all new hire tasks (as per the Process Variant Manager configuration) that are assigned as part of their
Onboarding journey.
 Note
Using the Context Switcher, employees can switch between their current (active) and future (inactive)
employment profiles as required.
Related Information
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting [page 527]
Performing Employment Profile Selection [page 494]
Configuring the Rule for Employment Profile Selection [page 497]
15.10.3 Initiating Legal Entity Transfer Using an External

Applicant Tracking System (ATS)
Transfer an existing employee (internal hire) from one legal entity to another within the organization (either within
the same country/region or across countries/regions) through an external ATS.
Prerequisites
If you are initiating legal entity transfer for an employee from your external ATS, ensure to validate the following in
the initiateOnboardingForUser API function import:
• A termination record (Termination Date) for the user for whom legal entity transfer is being initiated exists in
the system.
• The Start Date of the new employment is always the next immediate day following the Termination Date.
 Note
If the gap between the Termination Date and the Start Date is more then one day, a warning message is
displayed on the New Hire Data Review page and not on the API itself.
Context
Using the internalUserId and hireType parameters, two new parameters added in the createOnboardee API
function import, an employee can be transferred using legal entity transfer.
To initiate legal entity transfer from your external ATS, in thecreateOnboardee API function import, select
LEGAL_ENTITY_TRANSFER_NEW_EMPL_ as the value for hireType and mandatorily enter a valid internal user
ID for which legal entity transfer is intended in the internalUserId field.
For details about these parameters and a use case with a sample code, see the createOnboardee topic from the
Results
The createOnboardee API is passed and a trigger is created to validate onboardee or employee information from
the Process Trigger object available in the Admin Center Manage Data page.
Next Steps
Once legal entity transfer is initiated for an employee from your external ATS and the New Hire Data Review
step (if applicable) is completed, a welcome email is triggered to the employee, notifying them about the future
employment. This email is triggered to the employee’s current email ID, and not the email ID that is generated for
the future employment (intended for legal entity transfer) from the ATS flow.
Employees can then use their existing login credentials and the Context Switcher to view and switch between the
current (active) and future (inactive) employment profiles. Using this switcher, employees can complete all new
hire tasks (as per the Process Variant Manager configuration) that are assigned as part of their Onboarding Journey.
Related Information
createOnboardee
16 Rehire with New and Old Employments
You can use the rehiring process to rehire an employee who left the organization. You can onboard a rehire which
the system detects as a part of rehire verification.
The details like employment record, person information, and so on, for the employee to be rehired are taken from
Employee Central, while initiating onboarding from SAP SuccessFactors Recruiting and Applicant Tracking System.
You can use one of these options to rehire a former employee:
• Rehire with new employment

• Rehire with old employment
Rehire with New Employment
Rehire coordinators can rehire a former employee by initiating a new employment. In this flow, a new employment
entity is added to the Old Person entity. The Employee Central personal entities, such as National ID, Person ID,
and Employee ID continue from the previous employment, but other entities such as User ID and Employment ID
are generated again and are different from the previous employment. The employee profile of the rehired employee
includes separate records of the new and previous employments with the company.
Rehire with Old Employment
Rehire coordinators can rehire a former employee based on one of their old employment records with the company.
Every old employment is available as a profile to choose during the rehire process.
Rehiring a previous employee with an existing employment allows customized hiring processes, such as seasonal
hiring. Rehiring former employees with their old employment information is possible if onboarding is initiated either
manually, through SAP SuccessFactors Recruiting, or using an external Applicant Tracking System (ATS).
 Note
• You need to manually configure a business rule to enforce new employment. For more information, refer to
• Profile inactive user search can already display the rehire after rehire on old employment is chosen before
the Manage Pending Hire step.
• Future dated terminations aren’t currently supported when rehiring with old employment. Future dated
terminations refer to situations where the last working day is planned for a future date.
• New hires may be listed as supervisors or workflow approvers, before they have completed the onboarding
process. This may cause delays in workflow approvals and task completions.
Rehire with New and Old Employments PUBLIC 533
 Note
For an industry feature-enabled company, you can enable and provide Public Sector Management cost
assignments having fund, grant, functional area, fund center, budget period, and Work Breakdown Structure
(WBS) element for Rehire with Old Employment.
 Note
The Rehire with Old Employment functionality may suit specific business scenarios, such as seasonal hiring.
However, as a best practice, we recommend you use the Rehire with New Employment functionality wherever
possible.
Related Information
Configuring a Business Rule to Enforce New Employment on Legal Entity Updates [page 544]
Rehire with New and Old Employments in an External HRIS [page 124]
16.1 Permissions to Perform Pre-Onboarding and Onboarding

Rehire Verification
The Hiring Manager or the Administrator performs the rehire Pre-Onboarding and Onboarding Rehire Verification
for the new hire.
You can configure the Hire/Rehire parameters to decide which fields are matched to indicate the potential rehires.
Usually it’s a combination of first name, last name, date of birth, and national ID. You can use the same Employee
Central configurations in Onboarding for rehire check. For example, rehire an employee as new employment if
the employee's country/region or legal entity is changed. For more information, refer to the Related Information
section.
To perform the rehire tasks:
• Configure a dynamic group, SAP_ONB2_RehireCoordinator in Role-Based Permissions, and add the users
who must perform the rehire verification task from to-do tasks on the home page, to this group. For more
information on creating a dynamic group, refer to the Related Information section.
• For rehire with new employment, provide the following permissions to the users in the dynamic group:
• All the permissions under User Employee Data HR Information permission.
• User Employee Data Employment Details permission.
• Required permissions under User Employee Central Effective Dated Entities HR Information
permission.
• Rehire Inactive Employee with New Employment (by ‘match’ in New Hire).
• For rehire with old employment, provide the Rehire Inactive Employee (by ‘match’ in New Hire) permission to
the users in the dynamic group.
534 PUBLIC Rehire with New and Old Employments
 Note
Both, Rehire Inactive Employee with New Employment (by ‘match’ in New Hire) and Rehire Inactive Employee
(by ‘match’ in New Hire) permissions allow you to view the details of former employees who are identified as
potential matches for rehire. These permissions also allow you to view the details of rehires on the Manage
Pending Hires page.
For more information on how to provide role-based permissions, refer to the Role-Based Permissions for
Related Information
Creating Dynamic Permission Groups

16.2 Configuring Rehire Check
Configure a check using the Hire/Rehire Configuration generic object to verify whether an employee already exists
in the system. This check is applicable for both rehire with new and rehire on old employments.
Procedure
1. Navigate to Admin Center Manage Data .

In the Create New box, select Hire/Rehire Configuration, and enter a Code and a Title for the check, and set the
Status to "Active".
2. Set the following Rehire conditions to Yes or No depending on your requirements:
• Enable search for employees using first name and last name
• Enable search for employees using first name and date of birth
• Enable search for employees using last name and date of birth
• Enable search for employees using first name, last name, and date of birth
• Enable search for employees using national ID
• Default Personal Information during rehire (Applicable only for rehiring with old employment details)
• Default Job Information during rehire (Applicable only for rehiring with old employment details)
• Default Compensation Information during rehire (Applicable only for rehiring with old employment details)
Results
You've configured the Rehire conditions for performing the first Rehire check and the second Rehire check.
16.3 Creating Rehire Coordinator Responsible Group
You can create a responsible group called the rehire coordinator and assign all tasks related to the rehiring process
to the group of users. This allows you to maintain separate groups for the new hire and rehire processes. Admins
assigned to the Rehire Coordinator group are those with permissions to complete rehiring and access related
information. They review rehire data and decide whether to rehire with old employment, new employment, or as a
new hire.
Prerequisites
You must have the Administrate Onboarding or Offboarding content permission with the following properties:
• Permission Category: Manage Onboarding or Offboarding

• Permission Type: Administrator Permission
Procedure
1. Go to Admin Center and enter Onboarding General Settings in the tools search field.
2. Choose the Onboarding General Settings tool from the search results.
3. Under Responsible Groups, select  New Group.
4. Enter a group ID and Group Name.
5. To create translated versions of the group name, select  (Translations).
6. Add participants to the responsible group by:
• Role: Select a role from the dropdown to add all the users belonging to the selected role.
 Example
Managers, or Managers Manager.
• User: Search and add individual users to the group.
 Note
You can add a maximum of 20 users per responsible group.
• Dynamic Group: Select a dynamic group from the dropdown. To create a dynamic group, click Create
New Group. For more information about creating dynamic groups, see Creating a Dynamic Group in the
Related Links section.
 Note
You can add a maximum of 10 dynamic groups per responsible group.
7. Click Submit.
Results
You've successfully created a responsible group called Rehire Coordinator.
Related Information
Creating a Dynamic Group [page 262]
16.4 Configuring a Business Rule to Assign Responsible Group

for Rehire Check
To fetch and assign a responsible user group to complete the rehire verification, you can configure the Assigning
Responsible Group for Rehire Check rule. This rule can be configured for both rehire with new and rehire on old
employments.
Prerequisites
You've created a responsible group named Rehire Coordinator Group. The rehire coordinators are granted
permissions to complete the rehire process and access employee data. For more details on creating a responsible
group, refer to the Related Information section.
Procedure

3. Go to Onboarding Assign Responsible Group for Onboarding Rehire Check scenario.
When you select Assign Responsible Group for Onboarding Rehire Check, the rule scenario form appears.
• Rule Name
• Rule ID
• Start Date

Employee Information.Job Information.Company.
Field Type Select Value.
Value Selection Select Company GBR(1110).
 Note
If Employee Data Model is applicable, set the visibility of the field used in the criteria to be editable.
Select Output Type Go to Then section of your business rule, select the Left
Expression, and choose Set.
Left Expression Select Responsible Group in

Onboarding.Responsible Group
Value Selection Select the responsible group from the list.
 Note
You can assign rehire coordinators based on country,
region, or other business requirements. For example,
you can choose to have a rehire coordinators who are
responsible globally. If this doesn't suit your business
needs, you could have the rehire coordinators in the
United States access only the potential rehire matches
onboarded in the United States.
 Note
You can set up multiple responsible groups each with a maximum of 200 users. If a responsible group has
more than 200 users, then it will follow following logic to pick 200 responsible users and assign them as
reviewers:
1. First, add all role based users till a limit of 200.
2. Add all static users. The number of static users is limited to 10 in each responsible group.
3. Pick random users from dynamic group till a limit of 200.
9. Complete these steps to associate the rule with the Onboarding Configuration object:
a. Go to Admin Center Manage Data .

b. Choose Onboarding Configuration in the first dropdown list and DEFAULT_ONB2_CONFIG in the second
dropdown list.
c. Choose Take Action Make Correction , and choose the rule from the Rule for Rehire Coordinator
Group Configuration dropdown list.
Related Information
16.5 Enabling Rehire with New and Rehire on Old Employments
Configure the settings to allow rehire coordinators to initiate the rehiring process to rehire former employees.
Prerequisites
• As a rehire coordinator, you have the permissions specified in the 'Role-Based Permissions for New Hire and
Internal Hire Data Review' topic. For more information, refer to the Related Information section.
• To be able to perform the New Hire Data Review step and BPE service tasks for rehires, configure the Admin
Center Onboarding or Offboarding Object Permissions OnboardingInfo permission.
• For rehire on new employment, you have the Administrator Manage Hires Rehire Inactive Employee
with New Employment (by ‘match’ in New Hire) permission.
• For rehire with old employment, you have the Administrator Manage Hires Rehire Inactive Employee
(by ‘match’ in New Hire) permission.
 Note
Both, Rehire Inactive Employee with New Employment (by ‘match’ in New Hire) and Rehire Inactive
Employee (by ‘match’ in New Hire) permissions allow you to view the details of former employees who
are identified as potential matches for rehire.
 Caution
Ensure that you don't inadvertently include new hires for payroll processing if the Manage Pending Hires
process isn't finished yet.
Update the integration with payroll systems and use the Onboarding Info MDF object to ensure that
data records of new hires that haven't finished the Manage Pending Hires process aren't included for payroll
processing.
Context
During the rehire check, the system displays potential profile matches based on the Employee Central
configurations. For more details, refer to the 'Creating the Hire/Rehire Configuration Object' topic in the Related
Procedure
2. Enable the Allow Rehire with Old Employment switch.
 Note
The Allow Rehire with Old Employment switch allows you to enable the option to rehire candidates based on
their previous employment with the company. No additional settings are required to enable rehire on new
employment.
Results
You’ve successfully enabled the option to rehire candidates with one of their previous employment details.
Related Information
Creating the Hire/Rehire Configuration Object
16.6 Entity Merge Logic for Rehire with Old Employment
When the Pre-Onboarding Rehire Verification (first rehire check) or Onboarding Rehire Verification (second rehire
check) is successful, and the rehire coordinator clicks on Rehire with Old Employment, the Rehire Data Review page
is displayed. This screen displays data for different entities from different records.
 Note
Starting from 1H 2023 release, the First and Second rehire checks were renamed to Pre-Onboarding Rehire
Verification and Onboarding Rehire Verification respectively.
The following table describes the source of data for the entities when rehire is performed in the Pre-Onboarding
Rehire Verification (first rehire check) or Onboarding Rehire Verification (second rehire check).
Pre-Onboarding Rehire Verification Onboarding Rehire Verification (Second

Entity (First Rehire Check) Rehire Check)
Effective dated entities
Job info Data from SAP SuccessFactors Recruit- Data from:

ing and previous employment records
• SAP SuccessFactors Recruiting, Ap-
plicant Tracking System (ATS), or
manual onboarding process, as ap-
plicable
• Previous employment records
Comp info Data from SAP SuccessFactors Recruit- Data from:

ing
• SAP SuccessFactors Recruiting,
ATS, or manual onboarding process,
as applicable
• Current onboarding process
Pay component recurring Data from SAP SuccessFactors Recruit- Data from:
ing
as applicable
Address info Data from SAP SuccessFactors Recruit- Data from:

as applicable
Dependent Data from SAP SuccessFactors Recruit- Data from:

as applicable
Personal info Data from SAP SuccessFactors Recruit- Data from:

ing
as applicable
Job relationships Data from SAP SuccessFactors Recruit- Data from:

ing
as applicable
Position Data from SAP SuccessFactors Recruit- Data from SAP SuccessFactors Recruit-
ing ing, ATS, or manual onboarding process,
as applicable
Non Effective Dated Entities
Email info Data from SAP SuccessFactors Recruit- Data from:

as applicable
Phone info Data from SAP SuccessFactors Recruit- Data from:

as applicable
Biographical info Data from SAP SuccessFactors Recruit- Data from:

ing
as applicable
Pay component non-recurring Data from SAP SuccessFactors Recruit- Data from:
as applicable
 Note
Pre-Onboarding Rehire Verification (first rehire check) is not applicable to ATS and manual onboarding process.
16.7 Configuring a Business Rule to Enforce New Employment
on Legal Entity Updates
To prevent legal entity changes on the Manage Pending Hire and Data Review for Rehire pages, you can set up a
business rule that enforces new employment when any change is made to the existing legal entity.
Prerequisites
Update your Employee Central integration by extending the Compound Employee API with the OnboardingInfo
MDF object. Refer to the Related Information section for more details.
Procedure

3. Go to Employee Central Core Enforce New Employment for Rehire scenario.
When you select Enforce New Employment for Rehire, the rule scenario form appears.
• Rule Name
• Rule ID
• Start Date
5. Select Continue to move to the Configure Business Rules page where you configure your Variables, If, and Then
criteria.
6. Select Add Variable under Variables:
var? Enter var_IsRehire
Select Expression Select Lookup() that opens the Set Base Object dropdown
field.
Set Base Object Select OnboardingInfo that opens the Select Output
Field and a new expression.
 Note
OnboardingInfo is a user-based MDF object.
Select Output Field Select processSubType.
Add New Expression 1. In the Select Left expression dropdown, select user.
2. Select is equal to in the next dropdown.
3. Select Job Information Model.User
ID.Value.
Select the plus icon to add another expression.
1. In the Select Left expression dropdown, select
processHireStatus.
2. Select is not equal to in the next dropdown.
3. Select Hired.
Select the plus icon to add another expression.

1. In the Select Left expression dropdown, select
processStatus.
2. Select is not equal to in the next dropdown.
3. Select Cancelled.
var_IsRehire .
Value Selection Select Rehire For Old Employment.
8. To add another 'If' condition, select the dropdown next to the  (View Expression). Navigate to Add
Expression AND .
Job Information Model Company Value .
Set Expression Field Select is not equal to.
Field Type Select Job Information Model Company Previous
Value .
icon.
3. Go to dropdown menu to select output type to Raise
Message that opens up the Message and Severity
dropdown fields.
Message Select
enforceRehireAsNew(enforceRehireAsNew).
Severity Select Error

12. Complete these steps to add the rule you've created under the Job Information Model base object as a onSave
rule, and set a context for the rule so that it runs for both Onboarding and Manage Pending Hire sections:
a. Choose Employee Central jobInfo .

b. Under Trigger Rules, set the Event Type to onSave.
c. Click Details in the row for the rule.
d. In the Rule Contexts section, choose Yes for the Onboarding dropdown list.
Next Steps
Create a similar rule for the Manage Pending Hires section and provide the necessary rule context to ensure that
the new employment is enforced when the legal entity is changed.
Related Information
Extending the API with MDF Objects
16.8 Overview of IDs and Changes During Rehire Process
The following tables describe the ID behaviors when a candidate is onboarded as rehire in the first or second rehire
check:
First Rehire Check

Onboarded as Rehire
in First Rehire Check
(also known as Pre-On- Onboarded as New
boarding Rehire Verifi- Hire in First Rehire Behavior on Selecting
Entity Previous Employment cation) Check as Rehire
User (User System ID / User System ID 1 / User User System ID 2 / User User System ID 2 / User New ID is generated for
User ID) each employment.
ID 1 ID 2 ID 2
If rehired with the
Example: 50001 Example: 50040 Example: 50040
same employment, ID
If rehired with same em- remains the same for
ployment: User System old employment and re-
ID 1 / User ID 1 hire.
Example: 50001
Employment ID (Not Employment ID 1 Employment ID 2 Employment ID 2 New ID is generated for

Used Externally) each employment.
If rehired with same em- If rehired with the
ployment: Employment same employment, ID
ID 1 remains the same for
old employment and re-
hire.
Assignment ID External Assignment ID 1 Assignment ID 2 Assignment ID 2 New ID is generated for

each employment.
If rehired with the
If rehired with same em- same employment, ID
ployment: Assignment remains the same for
ID 1 old employment and re-

hire.
Example: 60001
Employee ID (Person ID Person ID External 1 Person ID External 1 Person ID External 2 Person ID remains the
External) same for old employ-
Example: 50001 Example: 50001 Example: 50002 ment and rehire.
Onboarded as Rehire
in First Rehire Check
(also known as Pre-On- Onboarded as New
boarding Rehire Verifi- Hire in First Rehire Behavior on Selecting
Entity Previous Employment cation) Check as Rehire
Person (Person ID) (In- Person ID 1 Person ID 1 Person ID 2 Person ID remains the
ternal Usage) same for old employ-
ment and rehire.
User Name (During On- User Name 1 User Name 2 User Name 2 User Name remains
boarding process) the same for rehire on
Example: UName 1 Example: UName 1 Example: UName 2 old employment. (User
Name 1)
User Name (Post em- User Name 1 User Name 2 User Name 2 When a candidate is on-
ployment) boarded as a rehire on
Example: UName 1 Example: UName 2 Example: UName 2 new employment, a new
username is generated.
Second Rehire Check

First Rehire Check
Skipped or Onboarded
as New Hire in First
Rehire Check (New Onboarded as Rehire
Person and User cre- in Second Rehire Behavior on Selecting
Entity Previous Employment ated) Check as Rehire
User (User System ID / User System ID 1 / User User System ID 2 / User User System ID 3 / User New ID is generated for
User ID) each employment.
ID 1 ID 2 ID 3
If rehired with the
same employment, ID
If rehired with same em- remains the same for

ployment: User System old employment and re-
ID 1 / User ID 1 hire.
Example: 50001
Employment ID (Not Employment ID 1 Employment ID 2 Employment ID 3 New ID is generated for

Used Externally) each employment.
If rehired with same em- If rehired with the
ployment: Employment same employment, ID
ID 1 remains the same for
old employment and re-
hire.
Assignment ID External Assignment ID 1 Assignment ID 2 Assignment ID 3 New ID is generated for

each employment.
If rehired with the
If rehired with same em- same employment, ID

ployment: Assignment remains the same for
ID 1 old employment and re-
hire.
Example: 60001
First Rehire Check
Skipped or Onboarded
as New Hire in First
Rehire Check (New Onboarded as Rehire
Person and User cre- in Second Rehire Behavior on Selecting
Entity Previous Employment ated) Check as Rehire
Employee ID (Person ID Person ID External 1 Person ID External 2 Person ID External 1 Person ID remains the
External) same for old employ-
Example: 50001 Example: 50002 Example: 50001 ment and second re-
hire.
Person (Person ID) (In- Person ID 1 Person ID 2 Person ID 1 Person ID remains the
ternal Usage) same for old employ-
ment and rehire.
User Name (During On- User Name 1 User Name 2 User Name 2 User Name remains
boarding process) the same for rehire on
Example: UName 1 Example: UName 2 Example: UName 1 old employment. (User
Name 1)
User Name (Post em- User Name 1 User Name 2 User Name 2 When a candidate is on-
ployee conversion) boarded as a rehire on
Example: UName 1 Example: UName 2 Example: UName 2 new employment, a new
username is generated.
16.9 Adding a Picklist Value for Future Manager Role for

Rehires
Add a picklist value to set up the future manager role for rehires and ensure that the future manager has access to
complete the Onboarding tasks before the rehire's start date.
Procedure
1. Navigate to Admin Center Picklist Center and search for jobRelType picklist.
2. Select the jobRelType picklist from the search results.
3. Select the Active version.
4. Select + on the Picklist Values header, on the jobRelType page.

5. Enter managers (internal hire) as the External Code, provide the Label as Future Manager, and set
the Status to Active.
 Note
The label name is customizable and can be updated according to your business needs.
Results
You've added a new picklist value to set up the future manager role for rehires.
16.10 Setting Up Future Manager Role for Rehire on Old

Employment
You can set up the future manager role to allow managers to complete certain onboarding tasks such as Schedule
Meetings, Recommend People, Recommend Links among others before the rehire's start date.
Prerequisites
You've added a picklist value to set up the future manager role for new hires.
Context
The rehire becomes the direct report of the new manager only on the start date. Until then, the previous manager is
reflected as the rehire's manager in the employment record. Similarly, the new manager being the default assignee
for reviewing the rehire data, sees an increase in the count of the candidates in the pending Review New Hire Data
task.
On start date, the new manager is updated in the employment record as the rehire's manager, as this is effective
dated.
Procedure
1. Navigate to Admin Centre Manage Permission Roles .

2. Choose Create New Role.
3. Enter the Role Name and Description.
4. Grant the required permissions for the role.
5. Choose Add For External Target Population under Grant this role to...
6. In the Grant role to: dropdown, choose Future Manager (Rehire).
7. In the User Type: dropdown, choose External Onboarding User.
8. You can grant this role to all future managers or specify permission groups.
9. Choose Finished.
Results
You've set up a new role for the future manager that allows them to complete certain onboarding tasks before the
start date.
Related Information
Adding a Picklist Value for Future Manager Role for Rehires [page 549]
Removing Future Manager Job Relationship for Rehire on Old Employment [page 551]
16.11 Removing Future Manager Job Relationship for Rehire on

Old Employment
When an rehire manager relationship is created, the relationship remains even after the rehire's start date by
default. You can remove the future manager job relationship in Employee Files after the rehire's start date.
Procedure
1. Navigate to Employee Files and choose the rehire from the dropdown.
2. Go to Employment Information Job Relationships and select the pencil picker icon.
3. Select the date when the changes must take effect in the dialog box that opens.
4. Delete the job relationship by clicking the trash can icon.
5. Select Save.
Results
You've removed the future manager job relationship in Employee Files.
Related Information
Employee Data Imports
16.12 Rehire Process Overview
The first rehire check (also known as Pre-Onboarding Rehire Verification) is run before creating any person,
employment, or user records for a new hire. You can perform this check when onboarding is initiated for a
candidate from SAP SuccessFactors Recruiting for rehiring with new or old employment.
The Rehire can be identified when the data comes from Recruiting to Onboarding, or after the paperwork is done by
the rehire coordinator and the New Hire. The data from Recruiting may not contain details such as National ID card
details and Date of Birth of the New Hire. These fields can be set as the check to identify rehires.
The Rehire or the rehire coordinator can enter these fields to identify a rehire. The initial check is done so that the
onboarding is cancelled before it has started.
 Note
Rehire is supported only for candidates with status as 'Terminated'.
After onboarding is initiated, the first rehire check is done. If the new hire is identified as a rehire, onboarding is
initiated with new employment under the old Person details. The hiring manager collects the rehire information,
reviews the rehire data, and adds tasks. The rehire receives a welcome email with old username. They can reset the
password and proceed to the Personal Data Collection step.
If the new hire isn’t identified as a rehire in the first rehire check, the second rehire check is triggered after the
Personal Data Collection step. If the new hire is identified as a rehire after the second rehire check, one of the
following apply for rehire with new and old employments:
• Rehire with new employment: The onboarding process as rehire is cancelled and restarted with new
employment under the old Person Details.
• Rehire with old employment: After a rehire coordinator chooses one of the previous employment profiles
during the rehire process, the previous employment under the same Person Details is reactivated.
 Note
To avoid creating duplicate records, the data isn't cleared if you choose to Cancel Onboarding during the rehire
process.
After the new hire completes all the necessary paperwork, a document is generated, if applicable. This document
is then sent for the signature step depending on the configuration. The manager and the new hire get an email
notification to review and sign the document.
 Note
For DocuSign e-signature users, an email with instructions is sent to the user.
For 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.
Here's an overview of the different stages in the rehiring process:
16.12.1 Initiating Onboarding
Initiate onboarding for a candidate for the onboarding process flow to start. You can initiate onboarding for a single
or multiple applications of a single Job Requisition.
Prerequisites
To initiate onboarding for single or more than one application at a time, ensure that you have completed the
following:
• BizX Onboarding Integration. In Provisioning, go to Company Settings Recruiting Enable Onboarding

Integration .
 Remember
Support.
• Setup Onboarding Integration: Go to Admin Center, in the Tools Search field, enter Onboarding Integration
Setup. The settings tab allows you to enable Onboarding for either all Job Requisitions, or only certain
Requisitions. You can use the provided dropdown menu to set criteria for the requisitions which have
Onboarding applied. For more information, scroll down to see Settings for Onboarding Integration Setup in
the Related Links section.
• Onboarding Initiate Permission role-based permission in Manage Permission Roles Recruiting
Permissions .
• Grant feature permissions for Onboarding in the Application XML. For more information on feature
permissions, scroll down to see feature-permission Elements in the Related Links section.
At this stage, the SAP_ONB2_ PreDay1AccessCheck rule, which is set to "True" by default, is used to evaluate
whether Onboarding process should start. You can apply your business criteria on any of the Employee Central
entities like Country, Department, Division, and Job Code to evaluate this rule.
Context
The applicants should be placed in one of the application statuses configured to initiate Onboarding. You can
initiate onboarding for single or multiple applications of a single Job Requisition. You can inititate Onboarding for a
single application from the Take Action menu on the Application portlet.
The locale for the external new hire will be updated automatically, when you initiate the onboarding process from
Recruiting Management. The locale provided by the candidate at the time of candidate profile creation is published
by Recruiting Management and the same is consumed by Onboarding.
If you also provide any mapping for the defaultLocale field under the data model (hris-sync mapping), then that
value overrides the locale value that is selected by the new hire as part of the candidate profile.
The welcome email and password reset page (when opened from the welcome email) will appear in the default
language that is set in the Default Language field of Company Settings in Provisioning. To view the welcome email
and the password reset page as per the locale selected by the new hire during candidate profile creation, create a
rule and include it in the corresponding email templates.
 Note
If no locale is set, the external user's default locale is set to the company's default locale.
To initiate onboarding for multiple applications, follow the below steps:
Procedure
1. Go to Recruiting. Under Job Requisition the candidates are available for recruiting in Ready-to-Hire state. Click
the Candidates link for the corresponding Job Title, for example HR Analyst.
It lists out all the candidates in the Ready-to-Hire state.

2. Select the candidates for whom you want to initiate onboarding.
3. Click Take Action, and select Initiate Onboarding from the pop-up menu.
Once the onboarding is initiated, there is a one-time send of data based on the Admin Mapping to the
onboarding module.
 Note
1. An error occurs if you try to onboard a candidate more than once.
2. You can initiate onboarding for a maximum of 150 candidates at once.
3. The portlet appears in the Application page and not in the Candidate Summary page. You can initiate
Onboarding from the portlet as well.
A confirmation popup appears with a list of selected candidates.

4. Click Confirm on the Initiate Onboarding dialog box.
5. Select OK on the Onboarding Status dialog box.
Results
You will receive an email notification to know the onboarding initiation status of the candidate. You can also view
the Onboarding Initiation column which displays the status of the candidates (success or failed) in the Candidate
Summary page.
Click Filter options, to filter on the onboarding initiation status. You can filter on statuses such as Cancelled, Failed,
Success and so on.
 Note
Currently, we do not support sorting of Onboarding Initiation column.
 Restriction
• The Initiate Onboarding action is not audited.

• In Recruiting Management, it is not possible to report on the history of Initiate Onboarding action, or see the
action history on the portlet or on the screen.
• Only the latest action details are displayed on the Application portlet.
Related Information
Settings for Onboarding Integration Setup
16.12.1.1 Validating the Exception Data in the Onboarding

Process
Ensure that Onboarding is successfully initiated by fixing errors arising out of data validations.
Context
After you initiate Onboarding from Recruiting, the new hire data is subjected to several validations to verify that
information is available in the required format. If any discrepancy is found or if a data mismatch occurs, the
Onboarding process is paused and redirected to what is known as an "error flow". To resume the onboarding
process, you must fix all the issues reported by the system and restart the Onboarding process.
When the Onboarding process goes into the "error flow", the system creates a task and assigns to the respective
Hiring Manager.
Procedure
1. Log into the system as a Manager and open Business Process in the to-do side panel on the home page.
 Note
If you come across an error that says "User already exists", this would imply that there is some unused
or obsolete data present in the system for the candidate. For this candidate, you can’t proceed with the
current workflow of creating an External User.
2. Choose tasks corresponding to the Onboarding process with reported exceptions.

The Onboarding Process Messages page is shown where you can see all the errors reported by the system.
3. Correct the reported issues in your Recruiting Instance.
4. After all the issues are addressed, return to the Onboarding Process Messages page and choose Restart.
Results
The system validates the data again and if no exceptions are observed, resumes the Onboarding process.
16.12.2 Performing the First Rehire Check
This first rehire check (also known as Pre-Onboarding Rehire Verification) is executed before creating any person,
employment, or user records for the new hire. You can perform this check when onboarding is initiated for a
candidate from Recruiting and Applicant Tracking System (ATS).
Prerequisites
 Note
Starting from 1H 2023 release, the First and Second rehire checks are renamed to Pre-Onboarding Rehire
To initiate rehire verification, enable the following permissions in Role-based Permissions, as applicable:
• Rehire Inactive Employee with New Employment (by ‘match’ in New Hire) permission. This permission is
applicable to rehire with new employment.
• Rehire Inactive Employee (by ‘match’ in New Hire) permission. This permission is applicable to rehire on old
employment.
Context
During the first rehire check, the data that has been collected in Recruiting is available and can be used for rehire
verification. At this stage limited information about the candidate like first name, last name, date of birth, National
ID, Industry, and Country is available to run the rehire check. At times, these details aren't sufficient to decide
whether the candidate is a rehire, as multiple candidates can exist with the same name. To narrow the rehire
verification results, you can use more specific parameters to identify if the candidate is a rehire.
 Note
While initiating onboarding from Applicant Tracking System and to perform the rehire verification, refer to the
CreateOnboardee OData API topic in Related Information.
The details like employment record, person information, and so on, for the employee to be rehired are taken from
Employee Central, while initiating onboarding from Recruiting and Applicant Tracking System.
Procedure
1. Choose Data Review Complete Rehire Verification on the home page.
The Employment Profile Selection dialog box opens.
 Note
The to-do task is displayed to the Hiring Manager if during initiation of onboarding process the candidate is
identified as a Rehire.
2. Select the Start button next to the Rehire Verification task, for the candidate for whom who want to run a rehire
verification check.
The Rehire Verification for "Candidate" page opens. Based on the rehire check parameters, this page displays
the profile matches of the candidate with ex-employee profiles and cancelled new hire profiles.
3. Select the profile that matches with the candidate's profile and click Rehire with New Employment or Rehire
with Old Employment.
 Note
Consider onboarding the candidate as a new hire by choosing Rehire with New Employment in the following
scenarios:
• None of the profiles match with that of the candidate.
• The matched profile displays the Onboarding Cancelled label. The Onboarding Cancelled label indicates
that the onboarding process for the candidate had been cancelled earlier.
 Note
Ensure that the data for the profile matches is available in the following fields. You can verify this in the
Manage Business Configuration section.
• personalInfo.first-name (Applicable for manager and matching rehire)

• personalInfo.last-name (Applicable for manager and matching rehire)
• jobInfo.location (Applicable for manager and matching rehire)
• jobInfo.job-title (Applicable for manager and matching rehire)
• emailInfo.email-address.B (Applicable for manager only)
• phoneInfo.phone-number.B (Applicable for manager only)
• personInfo.date-of-birth (Applicable for matching rehire only)
• employmentInfo.start-date (Applicable for current user only)
Related Information
createOnboardee
16.12.3 Reviewing New Hire Data for a Rehire
After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire
task.
Context
Data validity checks on personal and job-related data passed from the recruiting system ensures that the new
hire data is correct. It also ensures that the new hire data is complete, properly mapped, and readable. If not, the
system creates a task to review the data and assigns the task to the onboarding participant involved in the process.
 Note
During the rehire process, the personal email address available in the new hire data is automatically set as the
primary email address of a candidate. If necessary, this email address can be changed during the Data Review
step (if configured) or during the Personal Data Collection step. This is applicable to both rehire with new and
rehire on old employments.
Generally, if there’s a mismatch between the Recruiting and Employee Central data fields, the system creates a
task to correct the New Hire data. However, you can set up the system to always create the task to correct the New
Hire data by configuring the SAP_ONB2_ HMReviewCheck rule to "True".
If the task is created, you can find a Review New Hire Data to-do task on the home page.
 Note
This task is created only if there are discrepancies in new hire data.
Procedure
1. Go to Onboarding Dashboard and find your pending data review tasks using the filters.
You can also find data review tasks on the home page.
2. Click Start to begin the data review task.
Hiring mangers are allowed to view and edit a certain set of fields.
 Note
To view these entities, the manager should be granted the respective Role-based permissions for these
entities in Employee Data and Employee Central Effective Dated Entities under User Permission.
Currently, only the SAP SuccessFactors Employee Central entities listed in the table below are shown to the
manager who's onboarding a new hire:


portlet

portlet

portlet

curring

mation portlet

mary
Emergency_Contact_Secon- Supported Not Supported Secondary Emergency Con-

dary tact

portlet (appears when the
in this portlet)
 Note
The following six entities are shown to the manager who's onboarding an internal hire:
• Job_Info
• Comp_Info
• Employment_Info
 Note
The Public Sector Management cost object entities, such as fund, grant, budget period, or functional area,
can be provided by the participants of onboarding, such as a hiring manager who is onboarding a rehire,
if the Public Sector Management cost objects are enabled for Onboarding. For details, see Enabling Public
Sector Management Cost Objects for Onboarding [page 355].
The Provide Personal Data page appears. If you find some information prepopulated on this page, it’s the result
of the Recruit-to-Hire-mapping process.
3. After reviewing the data and making corrections, if necessary, click Submit.
On submission of this data, the paperwork task for the new hire gets completed. The paperwork has been
completed message appears on the screen, click Continue to proceed with the new hire tasks.
You can also click Save Draft to save the changes as draft if you plan to work on it later.
 Note
Results
A welcome email is sent to the new hire and the internal hire. Also, Prepare the New Team Members task gets
created at this stage.
16.12.4 Logging into the Application as Rehire
After the Correct New Hire Data task is completed by the hiring manager or the participants of the Onboarding
process, the new hire receives a welcome email with logon credentials and the Login URL to access the application.
If the Correct New Hire Data step isn’t evaluated for the Onboarding process, then the new hire gets an email as
soon as the Onboarding process is initiated.
Prerequisites
The Rehire User Welcome Message Template email notification must be enabled for new hires to receive the right
email notification when they’re selected as rehires.
Context
The new hires can reset the password and then logon to the application to complete the personal and additional
data. When onboarding as a new hire, the login name is the email address.
When onboarding as a rehire on new employment, login name is the rehire's personal email address or the new
username that is included in the welcome email. If configured, the username is created based on the Onboarding
username generation rule. This information is also included in the welcome email that is sent again after new hire
data review, if the second rehire check (also known as Onboarding Rehire Verification) is performed.
 Note
• For onboarding as a rehire on old employment, the login username is the old username.
• The rehire can continue with the new user name even after Onboarding Rehire Verification is performed.
However, the password needs to be reset.
 Note
As the internal hires can already access the application, the welcome email that they receive doesn't contain
the URL to reset the password. Internal hires can log in using their existing username and password.
 Note
To define the validity of the password reset link, navigate to Admin Center Company Settings Password
& Login Policy Settings . In the Set Welcome Password and Reset Password link expiration (in days) field, enter
the number of days the password reset link must be valid.
To reset the password, and to log in to the application, the new hire must perform the following actions:
Procedure
1. Click LoginURL, on the logon screen, enter the Username and Password that they've received in their welcome
email.
2. On the Reset Your Password page, they need to enter the new password and then confirm by retyping the
password.
3. Click Submit.
A Reset Successful! message is displayed on the screen.

4. Click Back to Log in button, to return to the logon page.
5. Enter the username and the newly reset password and click Login.
Results
On successful logon, the new hires land on the home page, from where they can see to-do tasks for personal and
additional data.
Related Information
Creating a Business Rule to Generate Onboarding User Data [page 341]
16.12.5 Performing Personal Data Collection
After logging into the application, the new hires review their personal data obtained from recruiting system for
accuracy and update the missing information.
Prerequisites
At this stage, the SAP_ONB2_ECDataCollectionCheck rule, which is set to "True" by default, is evaluated. If the
conditions specified in the rule are satisfied, a task is created and assigned to the new hire. The to-do task appears
on the new hires' home page.
Context
The task of providing the new hire personal data can also be performed by a permissioned user, from the
candidate's details page accessed from the Onboarding Dashboard. For more information, refer to the "Reviewing
Data Collection Information" topic.
 Note
If you're initiating the onboarding process manually as an admin, configure the personal data collection step in
the Process Variant Manager for the second rehire check to trigger.
To review the personal data obtained from recruiting system, and to provide the missing information, the new hire's
should perform the following actions:
Procedure
1. Choose Help Us to Know You Better Let us know about you on the home page.
A pop-up message appears on the Provide Personal Data page, asking the new hires to provide personal details
so that the paperwork can be prepared for the onboarding process.
2. On the Provide Personal Data page, the new hires provide their personal details.
In this step, the new hires also validate the prepopulated information that is obtained from the recruiting
system.
 Note
There are limited set of fields that the new hires are allowed to edit. They can’t edit the Hire Date, Company
ID, and the Event Reason fields. Also, they can’t view the Job Information details.
 Note
The Provide Personal Data page does not support additional workflows. For example, maintaining National
ID and Work Permit cannot trigger additional workflow approvals.
3. Click Submit on the Provide Personal Data page.
Once again click Submit on the Submit Paperwork Data pop-up to update the personal information.
4. To update the information for additional onboarding paperwork, click Continue on the Paperwork Data
Submitted pop-up.
Results
The personal information of the new hires' have been updated for the ongoing onboarding process.
16.12.5.1 Completing the Profile Information by New Hires
The new hires can use this page to upload a profile photo and provide basic information about themselves.
Prerequisites
To see the Profile Photo, About Me, and My Name sections on the Complete Profile page, ensure that the following
settings are enabled:
• Ensure that the following options are enabled in Configure People Profile General Settings :
• Allow employees to edit background image
• Allow employees to record pronunciation of name
• Allow employees to record About me video
• Allow employees to enter introductory text
Context
 Note
For an internal hire, no to-do task appears on the home page. Internal hires can access the Employee page to
complete their profile information.
Procedure
1. Select Start Completing Your Profile in the To-Do List side panel on the home page.
The Complete Profile page appears with the following sections on the side pane:
• Profile Photo
• About Me
• My Name
 Note
You can save the changes as your proceed from one tab to another, or choose Save after you've completed
updating your profile details. Also, you can select the sections from the side panel or choose Next to move
to the next section.
2. Upload your picture to help other people to identify you.
 Note
Upload your photo in JPG/JPEG/PNG format. Ensure that the file size isn’t larger than 2 MB, and the
aspect ratio is 3: 4.
3. In the About Me section, introduce yourself to your colleagues by recording a short video using your webcam.
 Note
A text box is also available to write about yourself.
4. Use the Launch Recorder to record your name as you prefer it to be pronounced.
5. After you're done updating your details, choose Finish.
Results
Your information is accessible via the My Profile tile in the Onboarding section on the My Profile card in the Quick
Actions section on the home page.
Related Information
16.12.6 Performing the Second Rehire Check
The second rehire check (also known as Onboarding Rehire Verification) is executed if a potential match doesn’t
get identified in the first rehire check. This check is performed after the Personal Data Collection step is completed.
Prerequisites
 Note
Starting from 1H 2023 release, the First and Second rehire checks are renamed to Pre-Onboarding Rehire
Enable the Data Retention Management feature. This is required as the temporary user data gets purged. For
information on how to enable this feature, refer to the Related Links section.
Context
To find out whether an employee already exists in the system, configure a check using the Hire/Rehire
Configuration generic object. For more information on how to configure the check, refer to the Related Information
section.
Procedure
1. Choose Complete Employment Profile Selection on the home page.
The Employment Profile Selection for "Candidate" opens. Based on the Hire/Rehire Configuration, this page
displays the profile matches of the candidate with ex-employee profiles and cancelled new hire profiles.
2. Select the profile that matches with the candidate's profile and click Rehire with New Employment.
The workflow gets restarted and a new user is created in the system.
 Note
If none of the profiles match with that of the candidate, consider onboarding the candidate as a new hire by
clicking Rehire with New Employment. The First Rehire Check happens automatically during the New Hire
creation. The hiring manager decides whether the candidate should be hired as a New Hire or a Rehire.
 Note
Ensure that the data for the profile matches is available in the following fields. You can verify this in the
Manage Business Configuration section.
• personalInfo.first-name (Applicable for manager and matching rehire)

• personalInfo.last-name (Applicable for manager and matching rehire)
• jobInfo.location (Applicable for manager and matching rehire)
• jobInfo.job-title (Applicable for manager and matching rehire)
• emailInfo.email-address.B (Applicable for manager only)
• phoneInfo.phone-number.B (Applicable for manager only)
• personInfo.date-of-birth (Applicable for matching rehire only)
• employmentInfo.start-date (Applicable for current user only)
Results
The second rehire check is performed for the candidate.
 Note
After the second rehire check, you can search for the candidate’s payment details documents in the Manage
Documents page by entering the rehire candidate’s name in the user id field.
Related Information
Configuring Rehire Check [page 535]

Enabling Data Retention Management
16.12.6.1 First and Second Rehire Checks for Rehire with Old
Employment Details
Learn about the different steps involved in the rehire checks when you rehire an employee based on one of the
previous employments of the employee.
The following image provides an overview of the different stages of rehiring with old employment
when the first rehire check (also known as Pre-Onboarding Rehire Verification) is successful.
The following image provides an overview of the different stages of rehiring with old employment when the second
rehire check is successful.
Related Information
Rehire with New and Old Employments [page 533]

Performing the First Rehire Check [page 556]
Performing the Second Rehire Check [page 565]
16.12.7 Performing Additional Data Collection
After completing the Onboarding data, if there are any Onboarding-specific fields configured in the Succession
Data Model, the new hire is prompted to provide additional information.
Prerequisites
At this stage, the SAP_ONB2_CustomDataCollectionCheck rule is evaluated. If this rule is set to "True", the
Additional Data Collection step is executed. This step is skipped, if this rule is set to "False".
The SAP_ONB2_CustomDataCollectionCheckrule also checks which data collection configuration is to be selected,

by evaluating the SAP_ONB2_DataCollectionConfigSelect rule.
You can set the SAP_ONB2_DataCollectionConfigSelect rule to pick a particular data collection configuration for
a specific Job Code, and define some onboarding specific panels for that Job Code. For example, for the HR
Analyst Job Code you define three panels like work schedules, dress code and parking options. Now, when the
SAP_ONB2_DataCollectionConfigSelect rule is evaluated for HR Analyst, the panels work schedules, dress code,
and parking options are shown to the HR Analyst new hires.
If the conditions specified in the above rules are satisfied, Help Us to Know You Better Let us know more on
the home page is created and assigned to the new hire.
Context
You can configure Onboarding paperwork to collect additional information. Typically, this information is used only
during Onboarding and isn’t updated in the employee record.
To provide additional onboarding specific information, the new hires should perform the following actions:
Procedure
1. Choose Help Us to Know You Better Let us know more on the home page.
The Update Onboarding Information page opens, and the previously defined panels for the new hire's Job Code
appears on the screen.
2. Select the first panel on the page, enter the required information, and click Next to go to the next panel.
3. Fill in the details for all the panels and click Done.
Results
The additional information of the new hires has been updated for the onboarding process.
16.12.8 Completing e-Signature
After the completion of the personal and additional data collection step, a document gets generated. As per
configuration, if this document requires signatures from the hiring manager and the new hire, it’s sent to the
e-Signature step.
Context
 Note
the document.
Procedure
1. Click Help Us to Know You Better Complete your e-Signature on the home page.
Results
16.12.9 Hiring a Candidate from Manage Pending Hires in
Onboarding
After the candidate has gone through the onboarding process, you're ready to hire them into Employee Central.
Context
As a final step in the hiring process, to hire the new hire into Employee Central, perform the following actions:
Procedure
1. To view the information for new employees who have completed the Onboarding process, go to Admin
Center Manage Pending Hires Onboarding (number of pending hires) .
You can sort and search based on the filters that are available on this page. You can map the Onboarding
fields to Employee Central fields. This mapping makes the fields available to configure the columns in Manage
Pending Hires.
 Note
The filters are based on the columns displayed on this page and can be configured as per your requirement
from Admin Center Configure Columns for the Manage Pending Hires . For example, Name, Hire Date,
Job Title, Location, Pay Grade, Department, Division, and so on, are some of the columns that you can
configure using Configure Columns for the Manage Pending Hires to appear on the Manage Pending Hires
page.
For hiring managers to see information of pending hires in the columns configured, hiring managers need
View permission to those fields selected in Configure Columns for the Manage Pending Hires. In addition,
hiring mangers need the Employee Data Biographical Information to see names of pending hires and
proceed with the following steps.
2. Click on the candidate's name on the Manage Pending Hires page.
You’re taken to the Add New Employee screen, where the candidate's data from Onboarding is populated.
3. Update *Hire Date and the *User Name field to add the corporate e-mail ID of the candidate.
The hiring manager can fill the Payment Information details and review the information in this section.
 Note
 Note
The hiring manager can view and update the Public Sector Management cost object details such as fund,
grant, budget period, and functional area entered and saved during the new hire data review if the Public
Sector Management cost objects are enabled for Onboarding. For details, see Enabling Public Sector
Management Cost Objects for Onboarding [page 355].
4. Fill in all the mandatory fields and click Submit.
 Note
The information on this page can be mapped from the Recruiting-to-Hire page.
 Note
Ensure that the personIdExternal of the dependent added during user import or using the Applicant
Tracking System is of the syntax personIdExternal_d<integer> . An example of relatedPersonIdExternal is
1234567_d1 where '1234567' is the personIdexternal of the new hire and 'd1' refers to dependent 1.
Results
The new hire disappears from the Pending Hires page.
At this stage, though the new hire can log in to the system and start completing employee's profile. The candidate
can also see the meeting invites, where to go on the first day of joining the company, useful contacts, on the home
page of the onboarding application.
 Note
If the Hiring Manager assigns a buddy to the new hire, the contact details of the buddy appear in the Your
Onboarding Guide Know your key people to meet on the home page. Also, if the hiring manager had
scheduled a central orientation meeting for the new hire, the meeting invite appears in the Your Onboarding
Guide View Onboarding Meetings on the home page.
 Note
• The OnboardingInfo object in Compound Employee API evaluates the indicator property
OnboardingInfo in the EmpEmployment entity in Employee Central. It allows you to track the onboarding
process and find data records of new hires or rehires that didn’t yet complete the Manage Pending Hires
process. OnboardingInfo is supported in the full transmission mode as well as the delta transmission
mode of the API.
• When you restart the onboarding process for a new hire awaiting workflow approval after the Manage
Pending Hire process, the workflow becomes invalid, but it doesn't get deleted automatically. You have to
delete the invalid workflow manually.
• As a Hiring Manager/Onboarding Participant, to view the profile of an inactive new hire in Employee Profile
after Manage Pending Hire:
• Enable General User Permission Company Info Access User Search permission
• Assign the target population as External Onboarding Users.
Related Information
Select Condition hiringNotCompleted
16.12.9.1 Configuring Employee Files to Include Inactive Users

in Search
Configure the search to include inactive external users in the search result.
Prerequisites
Enable the following Role-Based Permission:
• To include inactive employees in the search, go to Administrator Permissions Manage Hires and select
Include Inactive Employees in the search.
For more information, refer to the "Role-Based Permissions for Administrators in Onboarding and Offboarding"
Also, ensure that the target population is set to external user in Role-Based Permissions. This allows you to access
the new hire data after the Manage Pending Hire step and before the start date.
Context
After the Manage Pending Hire step and before the new hire's first working day, you can search for the new hire,
who's at this point still an external user and is in inactive state, in the Employee Profile.
Procedure
1. Log on to the SAP SuccessFactors application.

2. On the home page, select Employee Files from the dropdown menu next to the  icon.
3. Click  (arrow) next to the external user profile and select Include inactive users in search option.
Results
You can search for the new hire and display or edit the new hire data based on your permissions.
Related Information

16.12.10 Running a Conversion Job
The Conversion job runs on the start date of the new hire, at this stage the new hire is still an external user.
Context
The conversion job runs to convert the new hire into an employee.
 Note
The conversion job dosen't run for the internal hires as they are internal users.
 Remember
Procedure
1. Go to Provisioning Manage Schedule Jobs .

2. In the Job Type: field, search for ConvertExternalUserOnStartDateJob, and click Refresh.
The conversion job appears on the screen.

3. To run the conversion job, hover on Select, under Actions header, and click Run It Now.
Results
After the job is completed, the new hire (External User) gets converted into an Employee (Internal User).
17 Setting up SAP Identity Authentication
Service for New Hires Using System for
Cross-domain Identity Management (SCIM)
API
New hires in SAP SuccessFactors Onboarding are authenticated using SAP Identity Authentication Service (IAS)
before joining the organization, if the SAP SuccessFactors HXM suite tenant is created after December 9, 2022,
or if you've upgraded to the SAP Identity Authentication Service (IAS) from the Upgrade Center after December 9,
2022 using System for Cross-domain Identity Management (SCIM) 2.0 REST API.
Prerequisites
If the SAP SuccessFactors HXM suite tenant is created after December 9 2022, or if you've upgraded to the Identity
Authentication service from Upgrade Center after December 9 2022, then by default, Identity Authentication
Service is enabled for new hires and employees in SAP SuccessFactors Onboarding using System for Cross-domain
Identity Management (SCIM) 2.0 Rest API. For more information, refer to the Getting Started With Identity
Authentication Already Enabled topic in the Related Information section.
• You've completed the upgrade to SAP Cloud Identity Services - Identity Authentication using System for Cross-
domain Identity Management (SCIM) 2.0 REST API.
• Ensure that all the tasks are complete in the Authenticating New Hires with SAP Cloud Identity Services -
Identity Authentication topic. Refer to the Related Information section of this topic.
• Ensure that you've enabled the Enable Real Time Sync option to trigger real time sync whenever there’s a
new hire account being created, or any changes occurs to the new hire account status or account type. For
more information, refer to the Manage Real-Time Sync of New Hires from SAP SuccessFactors to Identity
Authentication topic.
• Ensure that you've configured notifications for Pre-Delivered Integrations in the Execution Manager Dashboard
to receive alerts on the status of the real time sync. For more information, refer to the Configuring Notifications
to Users for Scheduled Jobs and Integrations topic.
• Disable the following templates in Email Services to prevent two welcome emails from being sent to the new
hire (one from HXM Suite and one from Identity Authentication Service):
• (ONB) External User Welcome Message Template
• (ONB) Rehire User Welcome Message Template
Configure an Onboarding-specific account activation email template for onboarding new hires in SAP Identity
Authentication Service. By default, the activation email is based on this template and sent to new hires to
activate their account and set the initial password. For more information about configuring the activation email
template, refer to the Configuring Activation Email Template in Identity Authentication Service (IAS) topic.
 Note
• The activation email does not contain the reset password link.
• If you prefer to use the existing welcome email template to send a customized welcome message, ensure
that you remove the Reset User Password link from the email template.
Setting up SAP Identity Authentication Service for New Hires Using System for Cross-
domain Identity Management (SCIM) API PUBLIC 575
• If a hiring manager changes the email address of a new hire during the New Hire Data Review step, the
activation email is sent to the updated email address and not the previously maintained email address of
the new hire.
• In the Identity Authentication Service (IAS) target system, ensure that there are no existing account in SAP
Identity Authentication Service with the email address or username of the new hire.
• You have set up the Generate Onboarding User Data rule to generate user data such as username while creating
an onboarding record.
If you are an existing customer with Identity Authentication Service (IAS) configured in your tenant and the SAP
SuccessFactors HXM suite tenants were created before December 9 2022, then:
• You must upgrade from ODATA IPS Connector to SCIM IPS Connector to authenticate both employees and
new hires with Identity Authentication and Identity Provisioning. For more information, refer to Upgrade from
ODATA IPS Connector to SCIM IPS Connector with SAP SuccessFactors HXM Suite topic.
• You must choose Apply to both Employee and Onboardee option from Monitoring Tool for the Upgrade to SAP
Cloud Identity - Identity Authentication Service Settings tab, to authenticate both employees and new hires
with SAP Cloud Identity Services - Identity Authentication. For more information, refer to the Authenticating
New Hires with SAP Cloud Identity Services - Identity Authentication topic.
 Note
Ensure that the Onboardee Identity Authentication option is enabled in Provisioning.
 Remember
Support.
 Note
• If you've not upgraded from ODATA IPS Connector to SCIM IPS connector, then:
• For Employee: You must continue to use the existing OData V2 connector for employee user sync to
Identity Provisioning Service and authentication using SAP Identity Authentication Service (IAS).
• For new hires in SAP SuccessFactors Onboarding: You must continue to use SAP SuccessFactors HXM
suite login authentication. The new hires in SAP SuccessFactors Onboarding will not be synced to SAP
Identity Authentication Service (IAS). The new hire's login URL in the email template should contain
pm_product_name=ONB.
 Recommendation
• After migrating to SCIM, ensure that you've migrated the Onboarding new hire's password from SAP
SuccessFactors to the SAP Cloud Identity Services - Identity Authentication Service, so that the new
hires don't need to create new passwords once the integration is complete. For more information, refer
to the Migrating Passwords from SAP SuccessFactors to the SAP Cloud Identity Services - Identity
Authentication Service topic.
• Deactivate the IAS Account Activation email template and can run a full user sync, so that the Onboarding
new hires do not receive any activation email if they've already set the password in SAP SuccessFactors
HXM Suite before upgrading to SCIM. After completing the full user sync job, you can activate the IAS
Account Activation email template.
576 PUBLIC domain Identity Management (SCIM) API
• New hires can use the Forgot Password option to set the password in Identity Authentication Service
provided they have a valid email address for the Onboarding process.
• If your Preview instances are not upgraded to SAP Identity Authentication Service (IAS) using the System
for Cross-domain Identity Management (SCIM) 2.0 REST API, but you've upgraded your production
instance after December 9, 2022 to SAP Identity Authentication Service (IAS) using the System for Cross-
domain Identity Management (SCIM) 2.0 REST API, then in the Preview instance, the new hire receives
HXM suite password link to set the password through Onboarding Welcome email and in the Production
instance, the new hire receives the SAP Identity Authentication Service (IAS) activation email to set the
password.
Ugrade the Preview instance to SAP Identity Authentication Service (IAS) using the System for Cross-
domain Identity Management (SCIM) 2.0 REST API to maintain the same IAS version between the Preview
and the Production instances.
Context
When a new hire is created in SAP SuccessFactors Onboarding, they’re provisioned in Identity Authentication and
the provisioned users receive an activation email that they can use to set the password and access their SAP
SuccessFactors application.
A new hire's account is synced to SAP Identity Authentication Service depending on the Onboarding process flow,
as follows:
• If the New Hire Data Review step is available in the Onboarding process flow, then the new hire's account is
synced to SAP Identity Authentication Service using the Enable Real Time Sync option after the New Hire Review
Data step is complete.
• If the New Hire Review Data step is not available in the Onboarding process flow, then the new hire's account is
synced to SAP Identity Authentication Service after the Initiate Onboarding step is complete.
If the admin cancels the new hire's account, then the account created using SAP Identity Authentication Service
is deactivated. When the next sync job runs, it deletes the cancelled account using SAP Identity Authentication
Service.
 Note
To authenticate new hires using SAP Identity Authentication Service, remove pm_product_name=ONB query
parameter and all the hard coded URLs from the existing customized templates.
Procedure
1. The new hire receives an email to activate the account. Choose Click here to activate your account.
2. Enter your details and set the password.
3. Choose Continue.
 Note
The new hire in SAP SuccessFactors Onboarding will not be able to access login page if the instance has
been enabled with Restrict access to IP range setting in Provisioning.
Results
The new hire can login to the Home page after resetting the password.
Related Information
Getting Started with Identity Authentication and SAP SuccessFactors

Getting Started With Identity Authentication Already Enabled
Initiating the Upgrade to SAP Cloud Identity Services - Identity Authentication Service
Authenticating New Hires with SAP Cloud Identity Services - Identity Authentication
Overview of SAP SuccessFactors Workforce System for Cross-Domain Identity Management API
Creating a Business Rule to Generate Onboarding User Data [page 341]
Configuring Activation Email Template in Identity Authentication Service (IAS) [page 578]
Manage Real-Time Sync of New Hires from SAP SuccessFactors to Identity Authentication with Identity
Provisioning
Upgrade from ODATA IPS Connector to SCIM IPS Connector with SAP SuccessFactors HXM Suite
Migrating Passwords from SAP SuccessFactors to the SAP Cloud Identity Services - Identity Authentication Service
Configuring Notifications to Users for Scheduled Jobs and Integrations
17.1 Configuring Activation Email Template in Identity

Authentication Service (IAS)
As an SAP SuccessFactors administrator, configure the Onboarding activation email template in Identity
Authentication Services (IAS).
Prerequisites
• Employee authentication is configured in your existing Identity Authentication Service (IAS) configuration.
• You've disabled the (HXM Suite) welcome email template for new hire and rehire in Onboarding to prevent two
welcome emails from being sent to the new hire.
Context
By default, the SAP Identity Authentication Service activation email template is used for Onboarding
activation email. To configure Onboarding specific account activation email template for onboarding new hires
in SAP Identity Authentication Service, you need to create a new welcome email template in SAP Identity
Authentication Service and configure the template for use in Onboarding.
578 PUBLIC domain Identity Management (SCIM) API
Procedure
1. To configure the On-Behalf Registration e-mail template set, go to IAS Administration Console (IPS
Administration Target Systems IAS configuration and follow the instructions outlined in the Configuring
Email Templates topic. For more information, refer to the Configuring E-Mail Templates link in the Related
link section.
2. To specify the email template set that should be used for Onboarding, go to IPS Administration Target
Systems IAS configuration Transformation and add this fragment to the template:
 Sample Code
{
"condition": "$.userType == 'ONBOARDEE'",
"constant": "%ias.onboardee.email.template.id.attribute%",
"targetPath": "$.emailTemplateSetId",
"scope": "createEntity"
},
 Note
You can locate the value for the constant, by opening the corresponding activation email template set
in IAS Administration console Application and Resources Email Templates Sets select the Email
Template Sets On-Behalf Registration . Click on the template, then copy the value found in the URL after
TemplateSets/.
3. Go to IPS Administration Target Systems IAS configuration Properties .

4. Choose add.
5. Add ias.application.id.attribute as the name and add the value.
Results
The Identity Authentication Service (IAS) welcome email template is triggered when the Identity Authentication
Service (IAS) sync job adds the new hire to Identity Authentication Service (IAS).
Related Information
Configuring E-Mail Templates
18 Offboarding
Offboarding allows you to set up a seamless exit process for employees leaving the company.
Termination can be voluntary (that is, a resignation), involuntary (a layoff or dismissal), or a result of retirement.
Offboarding gathers all termination-related information and triggers time-sensitive activities like:
• Conducting meetings with the employee who's leaving the company

• Creating and tracking knowledge transfer task by employee who's leaving the company to existing employees
• Tracking the company assets possessed by the employee who's leaving the company
• Notifying peers about employee's exit
• Activities related to Offboarding data for example, review of information by manager and the employee leaving
the company
You can implement Offboarding together with Onboarding, or as a stand-alone product within SAP SuccessFactors
HXM Suite.
18.1 Implementing Offboarding
Before using Offboarding, you must enable it in Provisioning, assign the necessary role-based permissions,
configure certain settings.
 Remember
The workflow for implementing Offboarding can be broadly described as shown below:
Implement Offboarding by:
1. Enabling Offboarding [page 581]

To use the Offboarding application in your instance, you must enable Offboarding from provisioning.
2. Role-Based Permissions for Offboarding [page 582]
After you enable Offboarding, identify the user groups you want to provide access to, and then accordingly
enable the required role-based permissions for each group.
3. Setting a Business Rule to Configure Offboarding Initiation [page 589]
To have an Offboarding process, you must set a business rule that validates the requirement of the process
based on termination reason.
4. Setting the Rule for Data Review for the Employee Leaving the Company [page 591]
To have a task for reviewing theinformation of the employee leaving the company, you must set the
ONB2_OFB_ManagerReviewCheck rule based on your requirement.
5. Setting a Rule for Data Review by an Employee for the Exiting Employee [page 592]
580 PUBLIC Offboarding
To have a task for reviewing the information of the employee leaving the company by an existing employee,
you must set the ONB2_OFB_EmployeeReviewCheck rule based on your requirement.
6. Configuring a Business Rule for Archiving Offboarding Tasks [page 593]
You can configure business rule to automatically remove completed or irrelevant offboarding tasks from the
dashboard of the assigned Offboarding participants.
7. Configuring Offboarding Programs [page 595]
You can define a set of tasks to employees leaving the company based on entities like job location, job code
by configuring the Offboarding programs.
8. Accessing Email Services in Offboarding [page 600]
You can access the preconfigured email templates for Offboarding to help channel vital information to the
participants of the Offboarding process, for reference or action or both.
9. Qualtrics Email Feedback for Offboarding [page 602]
Configure Onboarding and Intelligent Services to send employee information to Qualtrics, so that you can
send employees surveys when you to set up an offboarding process for them to leave the company.
18.1.1 Enabling Offboarding
To use the Offboarding application in your instance, you must enable Offboarding from provisioning.
Prerequisites
• The following switches must be enabled from Provisioning:
 Remember
Support.
• Enable Generic Objects

• Enable Business Process Engine
• Enable Intelligent Services
• Enable the Attachment Manager
Procedure
1. Login in to Provisioning.
2. Select your company under List of Companies.
3. Click Company Settings.
4. Select Offboarding.
5. Click Save and enter your company Id to confirm changes.
Offboarding PUBLIC 581
 Note
After enabling Offboarding, ensure that the Business Process Engine (BPE) process flow for Onboarding
and Offboarding is updated. This triggers the offboarding process successfully.
Results
Offboarding is enabled in your system. The following rules added to the system by default.
Rule Name Description
ONB2_OFB_EmployeeReviewCheck Allows offboarding employee to review the offboarding

information.
ONB2_OFB_ManagerReviewCheck Allows manager to review the offboarding information.
 Note
The rule is set to false by default.
Task overview: Implementing Offboarding [page 580]
Next: Role-Based Permissions for Offboarding [page 582]
18.1.2 Role-Based Permissions for Offboarding
After you enable Offboarding, identify the user groups you want to provide access to, and then accordingly enable
the required role-based permissions for each group.
To perform tasks related to Offboarding, you should set up role-based permissions for Admin User, Manager, and
employees leaving the company.
All the permissions required for accomplishing the tasks in Offboarding are listed in the table.
 Note
If you’re implementing only Offboarding without Onboarding, you must create a service user role with the name
OnboardingBpeAdmin, and then assign all the Employee Profile permissions for Employee Data and Personal
Information permission for Employee Central Effective Dated Entities. This role and permission are required for
Offboarding document flow and tasks. To create a role and assign permissions, see Creating Permission Roles
and Assigning Permissions to a Role topics in the Related Information section.
Admin Manage Onboarding or Off- Administrate Onboarding or Allows you to manage On-
boarding Offboarding content
boarding and Offboarding con-
tent including configuration
settings and document tem-
plates.
Admin Manage Onboarding or Off- Permission to Cancel Allows you to cancel Offboard-
boarding Offboarding
ing processes.
User Onboarding or Offboarding Document Template Enables participants to view or

Admin Object Permissions
edit document template.
It also provides View permis-

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

mended for:
• Hiring manager
ager
• HR admin
Admin Onboarding or Offboarding ONB2OffboardingActivitiesCo Allows you to configure and

Admin Object Permissions nfig
manage the Offboarding tasks
used in Offboarding programs
in your system.
Admin Onboarding or Offboarding ONB2ResponsibilityConfig Allows you to configure re-

Admin Object Permissions
sponsible roles for the On-
boarding and Offboarding
tasks in your system.
User Onboarding or Offboarding Asset Task Enables participants to list

Object Permissions
and track the organization's
assets that the employees
leaving the organization must
return before their last work-
ing day.

for:
• Hiring manager
ager
• Offboarding coordinator
• HR admin
• System admin
 Note
You should enable Off-
boarding for the Asset
task to appear.
User Onboarding or Offboarding Document Flow Enables participants to view or

Object Permissions
edit paperwork status.

mended for:
• Hiring manager
ager
• HR admin
User Onboarding or Offboarding Document Data Enables participants to view or

Object Permissions
edit New Hire data.
It also provides View permis-

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

mended for:
• Hiring manager
ager
• HR admin
User Onboarding or Offboarding Knowledge Transfer Plan Enables participants to view

Object Permissions
or modify knowledge transfer
plan.

for:
• Hiring manager
User Onboarding or Offboarding Knowledge Transfer Task Enables participants to view

Object Permissions
or modify knowledge transfer
task activity.

for:
• Hiring manager
User Onboarding or Offboarding Meeting Task Enables participants to sched-

Object Permissions
ule meetings.

for:
• Hiring manager
User Onboarding or Offboarding Process Enables participants to access

Object Permissions
new hire's details on the Dash-
board.

for:
• Hiring manager
ager
• HR admin
• System admin
User Onboarding or Offboarding ONB2ScheduledMessageActiv Enables participants to view or

Object Permissions ity
modify the Farewell message.

for:
• Hiring manager
User Onboarding or Offboarding Equipment Type Enables participants to view/

Object Permissions
edit equipment types.

for:
• Hiring manager
User Onboarding or Offboarding Equipment Type Value Enables participants to view/

Object Permissions
edit equipment type value.

for:
• Hiring manager
User Onboarding or Offboarding Process Trigger Enables participants to trigger

Object Permissions
Onboarding and Offboarding
process flow.

for:
• Hiring manager
ager
• Offboarding coordinator
• HR admin
• System admin
Admin Configure Email Framework Configure Email Categories Email category represents a
Permissions
certain email template group,
such as the Buddy Category:
category for buddy assign-
ment and removal. It also in-
cludes rules for building email
message attributes, such as
recipient and content.
Admin Configure Email Framework Configure Email Triggers Triggers can be applied as
Permissions
rules for sending emails. For
example, Buddy Assignment
Cancellation Trigger: Notify
the assigned buddy that the
task has been reassigned to a
different colleague.
Admin Configure Email Framework Configure Email Templates Email Template provides a
Permissions
specific email form generated
by certain conditions and
rules.
Admin Configure Email Framework Configure Audit Trail This allows you to display a
Permissions
list of emails sent by the sys-
tem. The Actions you can take
include: View Email, Resend,
and Display Details.
Admin Configure Email Framework Allow Resend Emails This allows you to trigger new
Permissions
reminder emails and complete
or edit the To and CC fields.
Admin Manage Document Genera- Manage Document Template Allows you to view and edit the
tion
document template.
Admin Manage Document Genera- Manage Document Template Allows you to map document
tion Mapping
template variables.
Admin Manage Document Genera- Generate All Documents as Allows you to trigger
tion Admin
document generation for
users from the Document
Generation – Generate
Document page.
User Manage Document Genera- Generate Documents(All) Allows you to trigger docu-
tion Templates
ment generation in the
Generate Document dialog of
Take Action for a target user.
Admin Configure Document Manage- Configure Document Provides access necessary for
ment Management
managing documents related
to Onboarding and Offboard-
ing.
Admin Configure DocuSign eSigna- Configure DocuSign Provides access to the admin
ture eSignature
tool for configuring the Docu-
Sign eSignature.
Admin Configure DocuSign eSigna- Manage DocuSign envelopes Provides access to the admin
ture
tool for managing DocuSign
envelopes.
Admin Email Framework Object Per- EmailMessage Provides access necessary

missions for managing email messages
sent by the system.
Admin Email Framework Object Per- EmailReminderState Provides access necessary for
missions managing email reminders to
be sent to the New Hire/Em-
ployee. These objects track an
email’s reminder status and
its last sent timestamp.
Admin Email Framework Object Per- EmailTemplate Provides access necessary for
missions managing email forms (or
templates) present in the sys-
tem.
Admin Email Framework Object Per- EmailTrigger Provides access necessary for
missions managing email rules used
for sending different types of
emails to the New Hire/Em-
ployee.
Admin Email Framework Object Per- EmailTriggerCategory Provides access necessary for
missions managing categories of emails
that are triggered by the sys-
tem.
Parent topic: Implementing Offboarding [page 580]
Previous task: Enabling Offboarding [page 581]
Next task: Setting a Business Rule to Configure Offboarding Initiation [page 589]
Related Information

Creating Permission Roles
18.1.3 Setting a Business Rule to Configure Offboarding

Initiation
To have an Offboarding process, you must set a business rule that validates the requirement of the process based
on termination reason.
Context
You can initiate the Offboarding process for the employees when they are terminated from Employee Central. For
the process to be initiated, you must set a rule for a single or multiple termination reasons or you can also set the
rule as always true which triggers Offboarding process for any of the termination reasons. You can apply the rule
based on any field belonging to job information or employment details.
Procedure

2. Click  Create New Rule.

3. Select Initiate Offboarding Configuration from the Onboarding section.
The Initiate Offboarding Configuration dialog opens.

5. Click Continue.
The business rule configuration page opens.

For example, create a new rule under the Initiate Offboarding Configuration scenario. Based on your business
requirement, if the rule that you created evalutes to True, then the offboarding process is initiated. Note that
this is a decision rule. Hence, you need not specify an action.
7. Click Save.
Results
Offboarding process is triggered based on the rule set once the employee is terminated from Employee Central.
Previous: Role-Based Permissions for Offboarding [page 582]
Next task: Setting the Rule for Data Review for the Employee Leaving the Company [page 591]
Related Information
Initiating Offboarding Process [page 603]
18.1.4 Setting the Rule for Data Review for the Employee
Leaving the Company
To have a task for reviewing theinformation of the employee leaving the company, you must set the
ONB2_OFB_ManagerReviewCheck rule based on your requirement.
Context
When the Offboarding process is initiated to an employee, the manager can view and edit some of the details like
personal information, job information, and employment information of the employee who's leaving the company.
The managers task to review this information is activated only when the ONB2_OFB_ManagerReviewCheck is
evaluated to true by the Offboarding process.
Procedure

2. Enter ONB2_OFB_ManagerReviewCheck in the Search box, and then click Go.
The ONB2_OFB_ManagerReviewCheck rule appears in the search result.

3. Click the search result.
The ONB2_OFB_ManagerReviewCheck rule opens in the Configure Business Rules page.
5. Click Save.
Results
The managers task to review the Offboarding data is triggered when the Offboarding process evaluates the
ONB2_OFB_ManagerReviewCheck rule to true for the set condition.
Previous task: Setting a Business Rule to Configure Offboarding Initiation [page 589]
Next task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 592]
Related Information
Reviewing Offboarding Employee Information as an Employer [page 604]
18.1.5 Setting a Rule for Data Review by an Employee for the

Exiting Employee
To have a task for reviewing the information of the employee leaving the company by an existing employee, you
must set the ONB2_OFB_EmployeeReviewCheck rule based on your requirement.
Context
When the Offboarding process is initiated to an employee, the employee can review some of the information like
personal information, job information, and employment information. The employee task to review this information
is activated only when the ONB2_OFB_EmployeeReviewCheck is evaluated to true by the Offboarding process.
Procedure

2. Enter ONB2_OFB_EmployeeReviewCheck in the Search box, and then click Go.
The ONB2_OFB_EmployeeReviewCheck rule appears in the search result.

3. Click the search result.
The ONB2_OFB_EmployeeReviewCheck rule opens in the Configure Business Rules page.
5. Click Save.
Results
The employee task to review the Offboarding data is triggered when the Offboarding process evaluates the
ONB2_OFB_EmployeeReviewCheck rule to true for the set condition.
Previous task: Setting the Rule for Data Review for the Employee Leaving the Company [page 591]
Next task: Configuring a Business Rule for Archiving Offboarding Tasks [page 593]
Related Information
Reviewing the Offboarding Information as an Employee [page 606]
18.1.6 Configuring a Business Rule for Archiving Offboarding

Tasks
You can configure business rule to automatically remove completed or irrelevant offboarding tasks from the
dashboard of the assigned Offboarding participants.
Context
Onboarding provides a business rule with a preconfigured condition that is applied to the task archival process. The
rule is configured to archive Offboarding tasks, created for employees leaving the company, and gets triggered 75
days after leaving the company. You can choose to modify the business rule to suit your requirement.
 Example
You can set a business rule to modify the default value of 90 days.
 Remember
Reuse the default business rule to define your conditions. If the system finds multiple business rules under this
scenario, the default preconfigured condition of the business rule is considered.
For more information on Archiving Onboarding/Offboarding Tasks and Creating a Batch Job to Archive Onboarding/
Offboarding Tasks, refer to the Related Information Setion.
Procedure
1. Go to Admin Center and enter Configure Business Rules in the Tool Search field. Access the tool by clicking on
the search result.
2. Enter Configure the Period to Close and Archive Onboarding Processes and Tasks in the Scenario field, select the
option, and choose Go.
3. Define the business rule to set up conditions as per your requirement.
 Example
4. Choose Save.
Based on the conditions provided, the system shortlists Offboarding tasks to archive. This data is channeled to
the batch job and the required tasks are archived.
Previous task: Setting a Rule for Data Review by an Employee for the Exiting Employee [page 592]
Next task: Configuring Offboarding Programs [page 595]
Related Information
Archive Onboarding/Offboarding Tasks [page 388]

18.1.7 Configuring Offboarding Programs
You can define a set of tasks to employees leaving the company based on entities like job location, job code by
configuring the Offboarding programs.
Context
Offboarding programs are a collection of tasks that are performed by the employees leaving the company. There
are many tasks that can be defined in the Offboarding process. You can assign different set of tasks to different
employees by creating an Offboarding program, and setting a rule based on your business criteria.
The tasks that can be added to your offboarding program are:
• Knowledge Transfer task

• Meeting Activity
• Farewell message to the employee leaving the company
• Announcing Employee termination to the team
• Collecting the assets of the employee leaving the company
1. Creating an Offboarding Program [page 595]

To add the task required for the Offboarding process, you must create an Offboarding program. The
Offboarding program is a set of tasks that you want in the Offboarding process.
2. Setting a Rule for Selecting an Offboarding Program [page 599]
To select the required Offboarding program for the employee, you must set a rule using the Select
Offboarding Task Configuration scenario.
Previous task: Configuring a Business Rule for Archiving Offboarding Tasks [page 593]
Next task: Accessing Email Services in Offboarding [page 600]
18.1.7.1 Creating an Offboarding Program
To add the task required for the Offboarding process, you must create an Offboarding program. The Offboarding
program is a set of tasks that you want in the Offboarding process.
Prerequisites
• ONB2OffboardingActivitiesConfig permission must be enabled.
• Responsible groups must be created.
 Note
responsible group contains more than 200 people, only the first 200 are selected as responsible users.
These 200 people are fetched in the order in which they’re added.
Context
You can define the program by adding the tasks that you require in your Offboarding process using the Manage
Onboarding and Offboarding Tasks tool. You can add the following tasks to your Offboarding process:
• Write Farewell Message

• Announce Termination to Coworkers
• Create Knowledge Transfer Plan
• Manage Assets
Procedure
2. In the Tools Search field, enter Manage Onboarding and Offboarding Tasks. Access the tool by clicking
on the search result.
The Manage Onboarding and Offboarding Tasks page opens and the Offboarding Programs tab is active.
3. To create a program, click + New Program.
The Manage Offboarding Program page opens.

4. Enter the ID and the Program Name.
5. Click + Add Task and select an offboarding task to add to the program.
6. Define the task attributes that are particular to each task.
Create Knowledge Transfer Plan Create a knowledge transfer plan
• To make this task mandatorily available in Offboarding program, set the

Required task to Yes, enter a due date for the task, and assigning the
task to predefined participants.
Schedule Meetings To add standard meetings to the task, click  Add Meeting and add meeting
subject and agenda for the ones that should schedule.
• You can also create localized versions for the languages configured in
your system by clicking  (Translate).
Write Farewell Message Allows you to compose a standard farewell message.
For this task, you can:

• Insert tokens (placeholders) to personalize the message for the em-
ployee who's leaving the company. The tokens that can be inserted in
the subject and message are:
• First Name
• Last Name
• User ID
• Termination Date
• Job Title
• Location
Announcing Employee termination to the Allows you to add a default text that participants can use while writing the
team announced termination message to coworkers.
For this task, you can:

• Insert tokens (placeholders) to personalize the message for the em-
ployee who's leaving the company. The tokens that can be inserted in
the subject and message are:
• First Name
• Last Name
• User ID
• Termination Date
• Job Title
• Location

Manage Assets Use this task for tracking the return of the assets by the employee who's
leaving the company.
task to predefined participants for List Asset task and Track Asset task.
 Note
If you mark a task as required, you need to assign it to a responsibility group and indicate the Due Date. If
there is no responsibility group assigned, the Manager of the employee who is leaving the company will be
considered as the responsible owner of the task by default.
For some tasks, you only get additional options only after you mark the task as required. The type of additional
information you can define varies from task to task.
 Note
There are some tasks that require addition of standard content, like the farewell message. Task owners can
still edit the content of the tasks assigned to them.
Example: The manager can modify the farewell message.
7. After adding the tasks, save the program by clicking Submit.

8. (Optional) For an existing onboarding program, you can:
Action Description
 (Edit) Use this option to edit an existing offboarding program.
The program ID is read-only and cannot be edited.
 (Copy) Use this option to copy an existing offboarding program.
Each program requires a unique ID, but the Program Name

and Brief Description are both copied to the new program.
 Tip
Changing the name and description of the program is
optional. However, it is recommended to provide a dis-
tinct name and description for each program.
 (Delete) Use this option to delete a program.
You cannot delete programs that are marked as active.
Results
The newly created program appears on the Manage Onboarding and Offboarding Tasks page.
Task overview: Configuring Offboarding Programs [page 595]
Next task: Setting a Rule for Selecting an Offboarding Program [page 599]
Related Information
Responsible Groups in Onboarding [page 260]
18.1.7.2 Setting a Rule for Selecting an Offboarding Program
To select the required Offboarding program for the employee, you must set a rule using the Select Offboarding Task
Configuration scenario.
Context
As you can create multiple Offboarding programs, where each program has its own set of activities, you can define
a rule such that you can select the required program for your Offboarding process.
Procedure

2. Click  Create New Rule.

3. Select Select Offboarding Task Configuration from the Onboarding section.
The Select Offboarding Task Configuration dialog opens.

5. Click Continue.
The business rule configuration page opens.
7. Click Save.
Results
The selected Offboarding program is triggered when the Offboarding is initiated based on the set conditions.
Task overview: Configuring Offboarding Programs [page 595]
Previous task: Creating an Offboarding Program [page 595]
18.1.8 Accessing Email Services in Offboarding
You can access the preconfigured email templates for Offboarding to help channel vital information to the
participants of the Offboarding process, for reference or action or both.
Prerequisites
You should have the permissions to access Email Services tool in the Admin Center. For more information, see
Role-Based Permissions for Email Services in the Related Information section.
Procedure
1. To access the preconfigured email templates for Offboarding, go to Admin Center, and in the Tools Search field,
enter Email Services.
2. Select Manage Template, on the Email Services page.
3. Click  New Template, on the Manage Email template page, and select Reuse Templates to list out all the
existing templates.
To add a new template, select Create New Template.
Previous task: Configuring Offboarding Programs [page 595]
Next: Qualtrics Email Feedback for Offboarding [page 602]
Related Information
18.1.8.1 Preconfigured Email Templates in Offboarding
Email Templates are pre-formatted files that serve as a starting point in the process of creating email notifications.
Offboarding comes with a set of preconfigured email templates, ready for use. These email templates are designed
to seamlessly work throughout the offboarding process. You can choose to utilize these templates in their existing
configuration or customize them according to your requirements.
When you access the Email Services configuration page for the first time, there will be no email templates listed
under the Active Templates tab. You can reuse preconfigured email templates or create custom email templates
from the Manage Email Template section.
Preconfigured Email Templates:
S No. Notification Template Name Description
1 Meeting updated for (OFB) A meeting updated for Notify assigned offboarding
participants participants Template participants about meeting
updates.
2 Announce the Termination of (OFB) Announce Termination Notify the coworkers about
an employee Message Template the termination of employee.
3 Farewell message Added (OFB) Farewell Message Notify the employee about the
Template updated farewell message.
4 Knowledge Transfer task (OFB) KT Task Cancel Notify the participants about
Cancellation Template cancellation of the Knowledge
Transfer task.
5 Knowledge Transfer task (OFB) KT Task Complete Notify the participants about
Completion completion of the Knowledge
Transfer task.
6 Knowledge Transfer task (OFB) KT Task Receipt Notify the participants when
Assigned Template the Knowledge Transfer task
is assigned.
7 Knowledge Transfer task (OFB) KT Task Update Notify the participants when
Updated Template the Knowledge Transfer task
is updated.
8 Assets are Updated (OFB) Manage Assets Notify the employee to return
Updated Message To the assets.
Employee Template
9 Offboarding Process (OFB) Offboarding Cancelled Notify the offboarding

Cancellation Template participants about
S No. Notification Template Name Description
cancellation of the
offboarding process for an
employee.
10 Resignation Approval sent to (OFB) Resignation Approval Notify the employee that
Employee Message To Employee the resignation has been
Template approved.
11 Resignation Approval sent to (OFB) Resignation Approval Notify the offboarding

Participants Message To Participants participants that the
Template resignation has been
approved for an employee.
12 Document signature declined (ONB) Document Signature Notify the participants that a
Declined Message To document has been declined
Participants Template for e-signature.
13 Document signature (ONB) Document Signature Notify the employee about

completed task completion Template completion of document
signing .
14 Document signature task (ONB) Document Signature Notify the participants that
created task creation Template they have documents pending
for e-signature.
15 Document signature task (ONB) Document Signature Notify the employee exiting
created for employee exiting task for new hire creation the organization that they
the organization Template must sign the documents
before their termination date.
16 Document signature (ONB) Documents signed by Notify the employee exiting

completed for employee New Hire Template the organization about the
exiting the organization completion of document
signing.
18.1.9 Qualtrics Email Feedback for Offboarding
employees surveys when you to set up an offboarding process for them to leave the company.
Qualtrics surveys allow you to gain feedback about the employee's offboarding process, and ask questions such as:
• How helpful was the offboarding process?

• How can the process be improved?
and schedule for the email survey are performed at Qualtrics.
Parent topic: Implementing Offboarding [page 580]
Previous task: Accessing Email Services in Offboarding [page 600]
Related Information
Integrating SAP SuccessFactors with Qualtrics

Email Survey Integrations for Offboarding
18.2 Offboarding Process Overview
An overview of how the Offboarding business processes work in synergy after employee resignation till the exit of
the employee.
Offboarding process can be initiated from SAP SuccessFactors Employee Central.
Offboarding process starts with Initiate Offboarding and ends with the employee exit. After Offboarding is initiated,
the Manager collects the employee's information, reviews the data only if cetain rules are set. On completion of this
task the employee gets a task to review his personal information, job information, last working day. Managers and
Offboarding particpants can create certain activitites for the employee leaving the company and track the status of
each activity.
18.2.1 Initiating Offboarding Process
To initiate the Offboarding process, you must terminate the employee from the Employee Central.
Procedure
1. Search the name of the employee for whom Offboarding must be initiated.
 Note
You can also terminate by selecting an employee from the Manage My Team tile. The tile is visible only when
you’ve configured it as Default in the Home Page. For details see, Configuring Standard Tiles on the New
Home Page in Related Information.
2. Bring the cursor on the employee name when it appears on the search field.
A dialog box appears with the employee details.
3. Click Take Action Terminate .
Terminate dialog box opens.
4. Enter the Termination Date, select the Termination Reason, and fill all the other applicable details.
 Note
For more information on filling termination details, see Terminating an Employee in Related Information.
5. Click Save.
 Note
When Offboarding is initiated, all Employee Central records are fetched based on the effective Termination
Date which is the immediate next day of the employee's last working day.
Results
An email notification is sent to the manager with details of the employee like, termination date, last working day,
and the home page link to review the Offboarding information of the employee.
 Note
If Manager Review rule is evaluated to false, then Manager review step is skipped, and an email notification to
the manager is also skipped. Directly the employee review business rule is evaluated.
Related Information
Terminating an Employee
Configuring Standard Tiles on the New Home Page
18.2.2 Reviewing Offboarding Employee Information as an

Employer
As a manager and as a participant of the Offboarding process you can verify or edit the details like job information,
personal information, last working day, and compensation of the offboarding employee based on your permissions
as a manager.
Prerequisites
• Set the ONB2_OFB_ManagerReviewCheck business rule to true.
 Note
If the ONB2_OFB_ManagerReviewCheck business rule is set to false, the review employee information as an
employee step is skipped.
• All the permission must be enabled under:

• Employee Central Effective Dated Entities
• Employee Views
• Enable Onboarding or Offboarding Object Permission ONB2Process
Assign the new hire data review and correction task to a responsible group. For more information, see the Related
Context
As a manager, you can view and edit based on the permission for the following employee data model entities:
• Employment information (employmentInfo)

• Job information (jobInfo)
• Personal information (personalInfo)
Procedure
1. Choose the Review Offboarding Information task in the To-Do List side panel on the home page.
The Review Offboarding Information dialog box opens.

2. Click Start for the corresponding employee.
The Review Offboardee Information page opens.

3. Verify the employee information and if necessary, edit the information using  .
4. Click Confirm.
The Success dialog box appears.

5. Click OK.
Results
A new activity is created in Business Process Monitoring Tool for employee review, on the same day when the
manager review is confirmed. An email notification is sent to the employee leaving the company with details of the
employee like, termination date, last working day, and the home page link to review the Offboarding information.
 Note
The activity is created only when the Employee review business rule is evaluated to true by the Offboarding
process. If Employee review is evaluated to false, then Employee review step is skipped, and email is also
skipped. The Offboarding process flows to the next step where document flow and tasks are triggered.
Related Information
Role-Based Permissions for Offboarding [page 582]

18.2.3 Reviewing the Offboarding Information as an Employee
As an employee exiting the organization, you can verify and update your details like job information, personal
information, and last working day.
Prerequisites
Your administrator has enabled the following settings:
• Enable the View and Edit permissions for ONB2Process under Onboarding or Offboarding Object Permissions in
• ONB2_OFB_EmployeeReviewCheck business rule must be evaluated to true by the Offboarding process.
• The following permissions must be enabled:
• Employee Central Effective Dated Entities
• Employee Views
• Select Exclude granted users from having the permission access to themselves under Target Population for the
role of the Onboarding employee.
For more information on enabling Role-Based Permissions, refer to the Related Information section.
Context
As an employee exiting the organization, you can review based on the permission for the following employee data
model entities:
• Employment information (employmentInfo)

• Personal information (personalInfo)
• Contact information (contactInfo)
• Address information (addressInfo)
• Dependent information (dependentInfo)
• Compensation information (compInfo)
• Payment information (paymentInfoV3)
Procedure
1. Choose the Review Your Offboarding Information card on the home page to open the Offboarding experience
page.
The Review Offboarding Information page opens.

2. Verify the offboarding information and if necessary, edit the information using  .
3. Click Confirm.
The Success dialog box appears.

4. Click OK.
Results
Document flow and Offboarding task activities are triggered as configured.
Related Information

18.2.4 Completing e-Signature
After the completion of the reviewing the offboarding information as an employee, a document gets generated. As
per configuration, if this document requires signatures from the manager and the employee leaving the company,
it’s sent to the e-Signature step.
Context
 Note
the document.
The Document Management Service stores all the signed documents in a secure configured document repository.
You can choose your document respository as SuccessFactors or Opentext. For more information on configuring
the document repository, refer to the Enabling Document Management topic in the Related Information section.
Procedure
1. Choose the Manager Activities E-Sign Employee Documents task on the home page.
Results
Related Information
Enabling Document Management
18.2.5 Creating a Knowledge Transfer Plan
To capture, store, and share critical knowledge of the employees within the organization before they leave, you can
create the knowledge transfer plan so that all the knowledge is shared to existing employees.
Prerequisites
• Reviewing the offboarding information by the employee is complete.

• Knowledge Transfer task must be configured in the Offboarding Program.
• The Knowledge Transfer Plan and Knowledge Transfer Task permission is enabled.
• View permission for ONB2Process is enabled.
Procedure
1. Choose Manager Activities Create Knowledge Transfer Plan on the home page.
The Create Knowledge Transfer Plan page opens.

2. Click + Add Task.
The Add Task dialog box opens.

3. Enter the title in the Knowledge Transfer Task Title text box.
4. Select the date by which knowledge transfer must be completed from the Complete By date picker.
5. Search and add the assignee to whom the employee must provide knowledge transfer in the Assigned To
dropdown.
6. Add a note in the Note to Participants text box.
7. Click Add Task.
The Create Knowledge Transfer Plan page appears with the task added to it.
8. Click Submit.
Results
The Assignee and offboarding employee get an email notification with the Knowledge transfer details and the
completion date. A task is added to the To-Do list for the assignee on the home page. The KT details are sent
through email to both the KT task assignee and the employee leaving the company.
Related Information
18.2.6 Completing the Knowledge Transfer Tasks Completed by
the Assignee/Offboarding Employee
To update the completion status of the knowledge transfer task activity created by the manager, the assignee must
close the activity.
Procedure
1. Log in to the application.

2. Choose the Complete Knowledge Transfer Tasks task the To-Do side panel on the home page.
The Complete Knowledge Transfer Tasks dialog box opens.

3. Click Start for the task that you want to close and update the status.
4. To update the status, click + Add Note, enter your updates in the Add Note dialog box, and click Add Note.
5. To complete the task, select the Yes, this task is now complete checkbox.
6. Click Submit.
Results
Email notification is sent to the manager, employee leaving the company, and assignee about the updated notes
and task completion. The status of the task is changed to Completed.
Related Information
18.2.7 Scheduling Meetings with the Employee Leaving the

Company
As a manager you can schedule meetings with the employee leaving the company to discuss and complete the
entire Offboarding process.
Prerequisites
• Reviewing the offboarding information by the employee is completed.
• Meetings must be configured in the Offboarding program.
• The status of the Schedule Meeting task is ON TRACK or OFF TRACK.
Procedure
1. Choose Manager Activities Schedule Offboarding Meetings on the home page.
The Schedule Meetings page opens.

2. To add a meeting, click + Add Meeting.
 Note
You also have some recommended meetings like Meeting with manager and Default. To add these meetings
click  against the recommended meeting required.
The Add Meeting dialog box opens.

3. Enter the subject of the meeting in the Meeting Subject text box.
4. Enter the location of the meeting in the Meeting Location text box.
5. Set the start date and time for the meeting from Start Date and Time.
6. Set the end date and time for the meeting from End Date and Time.
7. Enter the agenda of the meeting in the Agenda text box.
8. Search and add the participants required for the meeting from the Participants dropdown list.
9. Click Add.
The meeting is listed in the Schedule Meeting page.

10. Repeat the steps to schedule additional meetings.
11. Click Submit.
The Schedule Meeting task dissapears from the list of the employee.
Results
An email notification is sent to the Offboarding employee and the meeting participants with all the meeting details.
The notification also has an iCalendar (.ics) attachment which syncs to the external calendar system like Outlook or
Google. The attachment includes details of the meeting including the date, time, and location.
18.2.8 Listing the Assets that the Employee Leaving the
Company has to Return
As an Offboarding participant, you can track the company assets that the employee leaving the company must
return before the termination date. Onboarding participants can be the concerned department like IT or Finance
who maintain the assets.
Prerequisites
• The Edit permissions must be enabled for Equipment Type, Equipment Type Value, and Asset Task.
• Asset task must be configured in the Offboarding Program.
Procedure
1. Choose Manager Activities List Assets to Return on the home page.
The List Asset to be Returned page opens.
 Note
If there are no assets that the employee has to return, you can select No for the Does Offboardee have asset
to return option.
2. Click + Add Asset.
The Add Asset dialog box opens.

3. Select the Asset Type, Model, Serial Number, and Return Status.
 Note
If you select the Return Status as Return Waived, you must give the Waiver Reason.
4. Click Add.
The asset is added to the List of Assets.

5. Repeat the steps to add more assets.
You can also select No for the Does Offboardee have asset to return option after adding a list of assets. When
you select No, a Warning – Assets Present dialog box appears. You can add a comment and click Confirm, to
delete all the assets that have been added for tracking.
6. Click Confirm.
Results
The Asset to be Returned task status changes to Completed. A new task Track Return of Assets is added with the
status ON TRACK. An email notification is sent to the employee when the list is created or edited for tracking the
assets. When you set No for the Does Offboardee have asset to return option, then the task is completed without
creating a Track Return of Assets task.
 Note
You can also track the assets to be returned in the Your Offboarding Task tile.
18.2.9 Tracking the Return of Assets from Employees Leaving

the Company
The Offboarding participants must keep a track of assets that employees leaving the company must return before
their last working day.
Prerequisites
• Assets are listed for the employee.

• The Edit permissions must be enabled for Equipment Type, Equipment Type Value, and Asset Task.
Procedure
1. Choose Manager Activities Track Return of Assets on the home page.
The Track Return of Assets page opens with the list of assets that employee must return before their last
working day.
2. Select Returned from the Return Status dropdown for the corresponding asset.
 Note
If it isn’t required to return the listed asset by the employee, you can set Return Status as Return Waived
and enter the Waiver Reason.
3. Select + Add Asset, to add more assets in the Track Return of Assets page.
4. Select Save to update the return status and addition of new assets.
 Note
You can still edit the return status and add new assets when you click Save. You can nudge the participant
to complete the Asset Task.
5. To complete the task, select the Yes, this task is now complete checkbox.
6. Select Confirm.
Results
The status of Track Return of Assets is Completed. You can’t update the return status or add assets any further. An
email notification is sent to the employee every time the return status is updated.
 Note
No email notification is sent to the employee when the tracking return of assets task is complete, as no action is
required from the employee.
18.2.10 Writing a Farewell Message
As a manager you can write a farewell message to the offboarding employee.
Prerequisites
• Farewell message must be configured in the Offboarding Program.

• You should enable the ONB2ScheduledMessageActivity permission. For more information, see the Related
Procedure
1. Choose the Manager Activities Write Farewell Message on the home page.
The Write a Farewell Message page opens.

2. Select the date when the message should be delivered to the offboarding employee from the Date of Message
Delivery date picker.
3. Enter a subject for the farewell message in the Subject text box.
 Note
Click + Insert token, to insert tokens in the subject. Some of the tokens are First Name, Last Name, User ID,
Termination Date, Job Title, Location, Manager First Name, and Manager Last Name.
4. Enter the farewell message in Your Message text box.

5. Click Submit.
Results
The farewell message is saved, and status of the Write a Farewell Message task is Completed. The email is sent to
the offboarding employee on the scheduled delivery date.
Related Information
18.2.11 Canceling the Offboarding Process
As a manager you can skip the Offboarding process, when the Offboarding process is initiated for an employee.
Prerequisites
Permission to Cancel Offboarding permission must be enabled.
Context
You can cancel the Offboarding process for several reasons like:
• Insufficient Time
• Change in Timelines
• Change of Decision
• Mutual Consent
• Illness/Unavailability
• Other
Procedure
1. Log in to the application.

2. On the home page, select Offboard Team Members tile under the To-Do section.
The Offboard Team Members dialog box opens.

3. Select the name of the employee from the Offboardee column.
The list of tasks for the employee leaving the company appears.
4. Select the Action menu and then select Cancel Offboarding.
The Cancel Offboarding dialog box opens for the selected employee.
5. Select the acknowledgment for the outcomes of canceling offboarding.
6. Select the reason for canceling Offboarding process from the Select Cancellation Reason dropdown.
7. Optional: You can add a note in Additional Comments.
8. Click Confirm.
Results
An email notification about the Offboarding cancellation is sent to all the participants of the Offboarding process.
All the Offboarding tasks and Offboarding documents are canceled for the Offboarding Employee.
19 Data Protection and Privacy
19.1 Centralized Data Protection and Privacy
Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this
reason, they’re documented centrally.
The Implementing and Managing Data Protection and Privacy guide provides instructions for setting up and using
data protection and privacy features throughout the SAP SuccessFactors HXM Suite. Please refer to the central
guide for details.
 Note
SAP SuccessFactors values data protection as essential and is fully committed to help customers complying
with applicable regulations – including the requirements imposed by the General Data Protection Regulation
(GDPR).
By delivering features and functionalities that are designed to strengthen data protection and security,
customers get valuable support in their compliance efforts. However, it remains each customer’s responsibility
to evaluate legal requirements and implement, configure, and use the features provided by SAP SuccessFactors
in compliance with all applicable regulations.
Related Information
Implementing and Managing Data Protection and Privacy
19.2 Data Retention Management
Identify which data purge function in the Data Retention Management tool meets your data protection and privacy
requirements.
The Data Retention Management tool supports two different data purge functions: the newer data retention time
management (DRTM) function and legacy non-DRTM function.
 Remember
We encourage all customers to stop using the legacy purge function and start using data retention time
management (DRTM) instead. To get started using this and other data protection and privacy features, refer to
the Data Protection and Privacy guide.
Data Protection and Privacy PUBLIC 617
If you already use the legacy data purge function as part of your current business process and you are sure that it
meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware
of the differences between the two.
 Note
If you are using the legacy data purge function, you can only purge a calibration session when there is at least
one facilitator assigned to the session.
 Restriction
Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries
or legal entities.
In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use
legacy data purge, please refer to the guide here.
618 PUBLIC Data Protection and Privacy
20 Important Technical Notices
20.1 Onboarding Terminology Changes
The Onboarding product version available prior to Q4 2019, referred to as Onboarding in existing documentation,
will be referred to as Onboarding 1.0 going forward. The Onboarding product version that was generally available in
Q4 2019, referred to as Onboarding 2.0 in existing documentation, will be referred to as Onboarding going forward.
These changes are also replicated in the system to distinguish between the two versions.
The changes are visible on the user interface pages of both Onboarding 1.0 and Onboarding. For more information,
refer to the community blog link in the Related Information section.
We also updated the terminology in the Manage Pending Hires tool to comply with the new naming strategy for the
two Onboarding product versions.
Related Information
Community Blog for Onboarding

Community Blog for Onboarding 1.0
20.2 Applicant, New Hire, and Employee Security in

Onboarding
The key security aspect to be considered during the transition of the candidate from an applicant to a new hire, and
from a new hire to an employee, is the data separation between these three stages.
Accessing Onboarding is different for applicants, new hires, and employees.
Applicants Accessing Recruiting Management
• The applicant registers through email.
 Note
There's no overlap in server functionality and data with employee access.
• Access is provided through a separate Web Application Server (career-URL).

• For applicants, access is provided only to certain sections of the SAP SuccessFactors Recruiting Management
that are necessary for the applicant for the application process.
Important Technical Notices PUBLIC 619
New Hires Accessing Onboarding
• When the candidate’s status changes from applicant to new hire during the hiring process, the applicant is
created as an external user who has limited access to the system and is not an employee yet.
Note:
• The new hire is granted access to certain parts of the Employee Self-Service (ESS) portal to modify recruiting
process data, like personal information. The new hire can also access basic information like first name,
last name, email, phone number, and photo of manager and the peer where permitted, using Role-based
Permissions.
 Note
Data of other employees is made visible to the new hires through preconfigured views. This limits the
possible exposure of the employee data and access to this data is further controlled by Role-based
Permissions.
Employees Accessing Onboarding
Post the hiring process, the new hire is converted to an employee from an external user. At this stage, they can
access to the data based on Role-based Permissions. From this moment on, the new hire is treated as an internal
employee with the same logon and access privileges like a normal employee.
External and Internal User in Onboarding
External users can access the SAP SuccessFactors Onboarding Application using the Username and Password that
they have received over email.
 Note
Internal users, i.e. Employees, log on using Single Sign-On.
The WEB UI and Application Logic user access layers are the same for both external users and internal users.
However, Role-based Permissions are granted as per external roles created for the external users while for internal
users Role-based Permissions are granted as per internal roles.
Suite-wide Security Measures for External Users
Here's the list of suite-wide security measures that are applicable for external users:
• Only secure protocols (https) are used

• Data is encrypted at rest (AES-256)
• Each instance is separated through distinct DB-schemas
620 PUBLIC Important Technical Notices
• External users are restricted at the data level.
• Application is designed such that the new hire data never gets written into the Employee data schema
• Only the Employee schema can pull data from the External schema
• Separate roles and permissions are set for External Users with limited permissions
20.3 Managing Time Related Data in Onboarding
You can use time-related information to record and evaluate the work schedule of employees in your organization.
As part of the Onboarding process you can map time-related information from Recruiting Management to
Onboarding so that the time-related information is shown on the New Hire Data Review page. You can also add
or update time-related information on the New Hire Data Review page either manually or by using the onChange/
onSave rule. Time-related information can also be added or updated on the Manage Pending Hire page.
 Note
• Do not map any time-related information from an external Applicant Tracking System to Onboarding.
• For Internal Hire process, time-related information can't be mapped, updated, or added on the New Hire
Data Review page and the Manage Pending Hire page.
20.4 Address Validation Service
Address as a service is also supported in Onboarding. Address checks determine if address data such as Country/
Region, region, and postal code length is consistent.
Address Validation Service is used in Onboarding to validate the address information entered by the new hires
during the Onboarding process. It also helps in validating the employee and employee’s dependents address. For
more information on how to enable the Address Validation for new hires, refer to the Related links section.
Related Information
Enabling Address Validation Service in Onboarding
Important Technical Notices PUBLIC 621
20.5 Position Follow-Up Activities
Position follow-up activities refer to position reclassification and position transfer in Employee Central Position
Management.
Position follow-up activities take place only after the Manage Pending Hire (MPH) step and not during the
onboarding process for new hires, internal hires, and rehires.
Related Information
Set Follow-Up Activity in Position Field

Position Reclassification and Position Transfer
622 PUBLIC Important Technical Notices
21 Appendix
21.1 Additional Resources for Onboarding
During the implementation or configuration of Onboarding, you may find it useful to refer to guides related to other
SAP SuccessFactors HXM Suite solutions.
Solution More Information
Metadata Framework Implementing the Metadata Framework
Recruiting Management Recruiting Management (Implementation)
Employee Central Implementing Business Rules in SAP SuccessFactors
People Profile People Profile
Home Page Home Page
Role-Based Permissions SAP SuccessFactors Role-Based Permissions
Migrating to Role-Based Permissions
Data Protection and Privacy Setting Up and Using Data Protection and Privacy
Goal Management Goal Management
Appendix PUBLIC 623
22 Change History
Learn about changes to the documentation for Implementing Onboarding in recent releases.
2H 2023
Type of Change Description More Info
November 17, 2023
Changed Add information about changes to the re- Entity Merge Logic for Rehire with Old
hire with old employment process. Employment [page 541]
Changed Added information about the newly de- Compliance Forms for Onboarding [page
veloped Spain form MOD_145. 266]
Setting Up Compliance for Onboarding

[page 263]
October 13, 2023
Changed We have moved the Change History to SAP SuccessFactors Onboarding [page
the end of the guide. 10]
Added We added the Onboarding Transforma- Onboarding 1.0 Transformation Resour-

tion Resources section to assist with your ces [page 15]
Onboarding transformation.
Added Added role-based permissions for the Role-Based Permissions for Administra-
compliance APIs. tors in Onboarding and Offboarding
[page 54]
Added Added role-based permissions for cus- Role-Based Permissions for Onboarding
tom tasks. and Offboarding Tasks [page 65]
Changed Added a note about mapping the Address Mapping the USCIS Form I-9 Apartment
3 field to downstream modules when en- Field to Employee Central [page 288]
abling this field in the Employee Central Configuring USA State Withholding
data model. Forms [page 305]
Added Added a topic to provide information Delegating Onboarding Tasks [page 417]
about delegating new hire and custom
tasks.
Added Added a section for Business Rules in Business Rules in Onboarding [page 236]
Onboarding.
New Added new topics about migrating Form Migrating Form I-9 Data from Onboarding
I-9 reverification data from Onboarding 1.0 [page 289]
1.0 and third-party systems to the On- Migrating Form I-9 Data from a Third-
boarding module. Party System [page 290]
624 PUBLIC Change History
Added Added a new topic on initiating the trans- Initiating Legal Entity Transfer from
fer of an employee from one legal entity SAP SuccessFactors Recruiting Using
to another using the Rehire with New Em- Employment Profile Selection [page 529]
ployment workflow from the Employment
Review page.
Changed Added information about the available Legal Entity Transfer [page 526]
options to initiate legal entity transfer for
an employee.
Added Added new topics to provide informa- Performing Employment Profile Selection
tion about the performing employment
[page 494]
review.
Creating a Business Rule to Trigger Em-
ployment Profile Selection for Internal
Hires [page 495]
Configuring the Rule for Employment

Profile Selection [page 497]
Added Added information about initiating legal Initiating Legal Entity Transfer Using
entity transfer through an external Appli- an External Applicant Tracking System
cant Tracking System (ATS). (ATS) [page 531]
Added Added a new permission for users: Role-Based Permissions for Administra-
Manage Onboarding or Offboarding tors in Onboarding and Offboarding
[page 54]
Delegate Onboarding Task Permission
Added Added a new template to notify a delega- Preconfigured Email Templates in On-
tee about the delegated tasks. boarding [page 194]
New Added a new section to provide informa- Custom Tasks [page 375]
tion about custom tasks.
Added Added a note about defining an Event Canceling an Onboarding Process [page
Reason before initiating the cancel on- 479]
boarding process for a new hire.
Changed The Perform Rehire Verification label Onboarding on the Home Page [page
is renamed as Employment Profile 21]Performing the Second Rehire Check
Selection. We updated the relevant rehire [page 565]Performing the First Rehire
related topics with this information. Check [page 556]
Changed Added additional information about de- Creating Onboarding Option in SourceO-
fining the SourceOfRecord picklist. fRecord Picklist [page 51]
Added Added new topic to provide naming Naming Guidelines for Fields in Onboard-
guidelines for fields in Onboarding docu- ing Document Templates [page 180]
ment templates.
Changed Added a note to explain that only one Mapping Document Placeholders [page
placeholder appears for a set of related 183]
fields that are configured for direct map-
ping in the Onboarding document tem-
plate.
Change History PUBLIC 625
Added Added new topics to provide information Adding a Picklist Value for Future Man-
about Future Manager role for rehires. ager Role for Rehires [page 549]
Setting Up Future Manager Role for Re-

hire on Old Employment [page 550]
Removing Future Manager Job Relation-

ship for Rehire on Old Employment [page
551]
Changed Updated the topic to add information Logging into the Application as Rehire
about logging in using a new username [page 561]
for rehire on new employment.
Changed Updated the topic to add information Creating a Batch Job to Archive On-
about the threshold capacity of Process boarding/Offboarding Tasks [page 391]
Close jobs.
Changed Updated the topic to add information Setting Up a Business Rule for Archiving
about the implication of Compliance task Onboarding Tasks [page 389]
on closure of Process Close jobs.
Added Updated the topic to add information Form I-9 Remote Data Collection [page
about the alternative remote examination
441]
process for Form I-9 employment eligibil-
ity verification. USCIS Form I-9 [page 438]
USCIS Form I-9 for Onboarding 1.0
Added Added this topic to provide information Configuring the Business Rule to Set
on configuring a business rule to make mdfSystemExternalUserVisibility to Yes
the data collection object entity available [page 170]
to new hires
Added Added a note about entering a business Initiating Legal Entity Transfer from SAP
email address for an employee. SuccessFactors Recruiting [page 527]
Changed Updated the screenshot and added a Setting Up a Business Rule for Archiving
note about defining a valid event reason. Onboarding Tasks [page 389]
Added Added a note about the Termination Date Initiating Offboarding Process [page 603]
that is fetched during the Offboarding
process.
Changed Removed information about AZ_WEC Compliance Forms for Onboarding [page
form as it is not currently supported. 266]
Added Added role-based permissions for com- List of Role-Based Permissions

pliance metdata objects.
Role-Based Permissions for Onboarding
and Offboarding Tasks [page 65]
Added Added a role-based permission for event Canceling an Onboarding Process [page
reason that must be enabled before the 479]
cancel onboarding process.
Added Added Employment Profile Selection API Initiating Legal Entity Transfer from
Permission to the list of required new SAP SuccessFactors Recruiting Using
role-based permissions. Employment Profile Selection [page 529]
Added Added additional information about the Permissions for the Onboarding Dash-
Admin Access to MDF OData API permis- board (New) [page 410]
sion.
1H 2023
July 21, 2023
Changed Removed information about configuring N/A

the Account Owner Name in the Payment
Added Added information about legal entity Legal Entity Transfer [page 526]
transfer, specifically about initiating legal
entity transfer using rehire with new em- Initiating Legal Entity Transfer from SAP
ployment. SuccessFactors Recruiting [page 527]
Changed Updated the images to show that the Re- First and Second Rehire Checks for Re-
hire Data Review step is only available for hire with Old Employment Details [page
Rehire on Old Employment. 567]
June 02, 2023
Added Added a new template that notifies and Preconfigured Email Templates in On-
provides information about login creden- boarding [page 194]
tials to employees who are transferred to
a different legal entity within the same
organization.
Added Added information about ena- Completing Tasks from New Hire Details
bling the View permission for Page [page 413]
ONB2ProcessResponsible under the
Onboarding or Offboarding Object
Permissions.
Changed Updated the list of Prerequisites and Completing the Profile Information by
where the Complete Profile information New Hires [page 424]
appears in the UI.
New You can now enable the syncing of Em- Syncing Employee Central Updates to
ployee Central updates to the start date Start Date and Hiring Manager [page
and hiring manager. 359]
Added Added a note about email notifications Creating a Responsible Group for the
when there is a manager change. Form I-9 Signature Task [page 285]
Reviewing the Offboarding Information as
an Employee [page 606]
Changed Updated a note to recommend users to Performing the First Rehire Check [page
Rehire with New Employment for candi- 556]
dates with Onboarding Cancelled label.
Added Added new Compliance and Offboard- Onboarding on the Home Page [page 21]
ing cards. Reformatted tables to sep-
arate New Hire Experience, Employee
Experience, and Manager and Participant
Experience.
Added Added information about the new Com- E-Verify Workflow [page 451]
pliance cards on the latest home page Reverifying Form I-9 [page 448]
USCIS Form I-9 [page 438]
Added Added email triggers for manager Email Triggers in Onboarding [page 220]
changes and start date change.
Added We updated the prerequisites section to Configuring E-Verify [page 293]

include additional mandatory fields.
Added Added a note about email notifications Responsible Groups in Onboarding [page
when there’s a manager change. 260]
Added Added a new token for due date changes Email Tokens in Onboarding [page 229]
to Section 2 of the U.S. Form I-9. Added
token source information for compliance
tokens.
Added Added a new template that reminds re- Preconfigured Email Templates in On-
sponsible group users to complete Sec- boarding [page 194]
tion 2 of the U.S. Form I-9 when there is a
change to the new hire's start date.
Added Added a new topic on configuring the due Configuring the Due Date for New Hire
date for new hire task completion. Task Completion [page 419]
Added Added a new topic on Attachment Field Attachment Field Configuration [page
configuration. 171]
Added Added a new topic on configuring the due Configuring the Due Date for New Hire
date for new hire task completion. Task Completion [page 419]
Changed Updated the Prerequisites section to en- Canceling an Onboarding Process [page
courage users to remove the National ID 479]
of cancelled new hires to avoid errors.
Changed Updated the topic to specify that P-user Requesting Print Forms Service URLs for
ID is required for enabling Print Forms UI and API Access in Provisioning [page
Service. 45]
Changed Changed the permission name Creating an Onboarding Program [page

ONB2Config to Onboarding
366]
Configuration.
Role-Based Permissions for Administra-
tors in Onboarding and Offboarding
[page 54]
Configuring Business Rule for Custom

User ID and Employee ID Format in On-
boarding [page 337]
Changed Changed the permission name Associating Business Rule for Custom
ONB2Config to Onboarding Configuration User ID and Employee ID with Onboard-
and onb2UserIdGenRuleConfig to Rule for ing Configuration Object [page 340]
Onboarding User ID Generation.
Changed Changed the permission Configuring a Business Rule to Assign

name ONB2Config to Responsible Group for Rehire Check
Onboarding Configuration and [page 537]
onb2RehireCoordinatorGroupRuleConfig
to Rule for Rehire Coordinator Group
Configuration.
Changed Changed the permission name Creating a Business Rule to Generate On-
ONB2Config to Onboarding Configuration boarding User Data [page 341]
and onb2GenerateUsernameRuleConfig
to Rule for Onboarding Username
Generation.
Changed Updated the Context section to clar- Subscribing to Onboarding Cancellation

ify that Onboarding cancellation event Event [page 50]
is now automatically subscribed for Re-
cruiting users by default.
Added Added new topics for creating business Business Rules for Triggering Email Noti-
rules for triggering email notifications.
fications [page 238]
Process Overview for Creating a Business

Rule to Trigger Email Notifications [page
241]
Creating a Business Rule to Trigger an

Email Notification When the New Hire
Data Review Step is In Progress [page
243]

Email Notification When the Manage
Pending Hire Step is in the Ready to Hire
Status [page 247]

Email Notification When the Personal
Data Collection Step is Completed [page
250]

Email Notification When the Custom
Data Collection Step is In Progress [page
254]
Changed The First and Second rehire checks Performing the First Rehire Check [page
are renamed as Pre-Onboarding Rehire
556]
Verification and Onboarding Rehire
Verification respectively. We updated all Performing the Second Rehire Check
the relevant topics with this information. [page 565]
Entity Merge Logic for Rehire with Old

Employment [page 541]
First and Second Rehire Checks for Re-

hire with Old Employment Details [page
567]
Overview of IDs and Changes During Re-

hire Process [page 547]
Rehire Process Overview [page 552]
Logging into the Application as Rehire

[page 561]
Changed Added a section on the new validation Initiating Onboarding [page 394]
checks introduced to identify issues that
occur during Onboarding initiation.
Added Added a note on how the Onboarding Onboarding Dashboard (New) [page
Dashboard (New) displays the name of 408]
the user based on General Display Name
settings (if enabled).
Added Updated the title. Synchronizing the Succession Data

Model with Business Configuration UI
[page 97]
New Added a topic on Configurable New Hire Configurable New Hire for Onboarding
in Onboarding [page 134]Configuring Hire Template for
New Hire Data Review [page 136]Config-
uring Hire Template for Personal Data
Collection [page 137]Configuring Hire
Template for Access New Hire [page 139]
Changed Added a note introducing a generic global Adding Custom Compliance Forms [page
filter and a note on how the home and 308]
work country/region of the new hire
must be consistent across fields.
Changed Modified information regarding the Ex- Integration of an External HRIS with On-
port New Hire Data configuration. boarding [page 116]
Added Added new topic about rehire process in Rehire with New and Old Employments in
an external HRIS. an External HRIS [page 124]
Added Added information about the DocuSign Setting Up DocuSign for Onboarding and
Connect configuration. Offboarding [page 312]
Added Added an example business rule to con- Setting a Business Rule to Configure Off-
figure Offboarding Initiation. boarding Initiation [page 589]
Changed Updated an existing Related Information Hiring a Candidate from Manage Pending
link. Hires in Onboarding [page 434]Hiring a
Candidate from Manage Pending Hires in
Onboarding [page 570]
Related Information
Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting Using Employment Profile Selection [page 529]
Important Disclaimers and Legal Information
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Implementation Guide | PUBLIC

Document Version: 2H 2023 – 2024-01-18

THE BEST RUN

1 SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2 Features and Benefits of Using SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . 11

3 Features Supported in SAP SuccessFactors Onboarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

4 Combined Instances of Onboarding 1.0 and Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

5 Onboarding 1.0 Transformation Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

6 Onboarding on the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

7 Implementing SAP SuccessFactors Onboarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

8 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

9 Onboarding Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

10 Onboarding Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393

11 Restart the Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .468

12 Canceling an Onboarding Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479

13 Process Variant Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486

14 Performing Employment Profile Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494

15 Internal Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .499

16 Rehire with New and Old Employments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533

19 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617

20 Important Technical Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619

22 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624

Features and Benefits of Using SAP SuccessFactors Onboarding [page 11]

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 Notifications Supported

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

Data Collection –Personal Information Supported

Data Collection – Customer Specific Information Supported

Data Protection and Privacy Functions Supported

Applicant Tracking System Integration Supported

New Hire Tiles Supported

Admin UI for Implementation Supported

• Apply Onboarding to all Job Requisitions

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

Accessing Onboarding 1.0 Feature Usage [page 16]

Migrating Form I-9 Data from Onboarding 1.0

5.1 Accessing Onboarding 1.0 Feature Usage

1. Login to the Onboarding 1.0 administrator application.

You can view the active feature usage data.

5.2 Migrating Form I-9 Data from Onboarding 1.0

• In the legacy Onboarding 1.0 module:

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

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

In the latest Onboarding module,

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.

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

SAP SuccessFactors Business Accelerator Hub

• Show Compliance Forms Status on the Dashboard

New Hire Experience