Opentext Extended Ecm For Sap Successfactors Ce - HR Processes

OpenText Extended ECM for SAP
SuccessFactors CE - HR Processes
IDEA2 Online – Demo Storyboard
June 25th, 2022 - Not valid before that date
TMDEMO ID: Version:
EA_XECM_SFACT_HRP 3.0
Click for: Support Latest Version

Legend – color coding of text boxes
User activity (instructions). Story text.
Admin activity which you can show Additional information, such as

in a “read-only” way in IDEA2. You comments, notes, hints or known
can view configurations but cannot issues.
save any changes or execute tasks.
Admin activity which is not

demonstrable in IDEA2. You can
only show the slides.
OpenText Confidential. ©2020 All Rights Reserved. 2

Contents
• Demo use cases

• Clean-up after demo
• Contact & support

Extended ECM for SAP SuccessFactors Storyboards
Storyboard (click link to download) Content (Demo Use Cases)
Feature Set covered
Overview and Preparation Guide
• Solution Overview • Preparing your demo (shortcuts on demo client,
Must-read! Always download latest version when preparing your demo! • Get started with IDEA2 UIs, personas, usernames, passwords, tips, …)
• Clean-up after demo • Behind the scenes
Employee Experiences
• Document Management • (See storyboard)
• Document Generation
HR Experiences
• Document Management • (See storyboard)
• Document Generation
HR Processes
• Relocation Support (Auto relocation confirmation) • #1: Job transfer process
• Termination Process Support • #2a: Termination process – Create termination document
• Generate documents by using pending approval information • #2b: Termination process – Disposition (Records Management)
• Run disposition search to destroy terminated employee (>7 years) records

Demo use cases
#1: Job transfer process #2a: Termination process – Create termination document
An employee will be relocated to another work location. HR Business Partner HR Business Partner generates a termination document (early retirement
assigns new location in SuccessFactors. Confirmation document is confirmation letter) for an employees who was sent to SuccessFactors's
automatically generated by OpenText Document Presentment (PowerDocs) offboarding process.
and saved in the employee workspace. HRBP reviews the document.
Behind the scenes: How does automation work #2b:
Termination process – Disposition (Records Management)
Employee launches the HR policies widget to review policies and uses the Records Manager starts a disposition search and assigns result to HRBP who
discussion forum to ask a question decides about required action (destroy workspace).
Behind the scenes: How does Records Management work
Powered By Records Management: Classifications, Justifications, Record

Series Identifiers (RSI), Dispositions. Controlled by Records Manager.

#1: Job transfer process
An employee will be relocated to another work location. HR Business Partner assigns new location
in SuccessFactors. Confirmation document is automatically generated by OpenText Document
Presentment (PowerDocs) and saved in the employee workspace. HRBP reviews the document.
Features included: Automated document creation process; Missing and required documents

Relocation Process Support
Relocation event to trigger document generation
Job Transfer Event Action Center Create Document Smart Storage Document
Compliance
Employee will be Start the action plan: Relocation confirmation Documents are stored HR Tessa Walker can
relocated by HR Tessa “Relocation” letter is generated automatically in see the new alert
Walker to a new city Generates job automatically by employee’s workspace required documents in
relocation confirmation document generation based on document new location
letter engine type rules. HR Tessa
Walker can review the
result
SAP SuccessFactors Extended ECM for SAP SuccessFactors

General use case information
Why it is useful to show
With this use case, we can relocate an employee to a different work location. We relocate the employee to another work location
(city) available for their country. We are going to modify the organization information in the employee profile in
SuccessFactors, to assign the employee to a different location as of today’s date.
Once we save the change, a confirmation document is automatically created by OpenText Document Presentment
(PowerDocs) and saved in the employee’s workspace.
In customer environments, SuccessFactors would typically have some approval steps before the change takes effect. In order to
streamline the demo, we have removed the approval steps from the respective SuccessFactors workflow. The screenshots reflect
relocating French employee Pauline Fournier from Paris to Lyon, or vice versa. The use case also works for other employees. For
example, Melissa Melo can go from Sao Paulo to Rio de Janeiro, or vice versa.

Job Transfer – General use case instructions
We can relocate any of the below mentioned employees from location 1 to location 2, or vice versa.
Country Name Location 1 Location 2
Australia Mari Travers Sydney Brisbane

Australia Zoe McIlveen Sydney Brisbane
Brazil Melissa Melo Sao Paulo Rio de Janeiro
Brazil Renata Gomes Sao Paulo Rio de Janeiro
Brazil Silvia Candido Sao Paulo Rio de Janeiro
China Lin Sun Beijing Shanghai
China Marina Shu Beijing Shanghai
China Tianyang Wang Beijing Shanghai
France Gabrielle Pape Paris Lyon
France Pauline Fournier Paris Lyon
Germany Emma Dorn Berlin Frankfurt
Germany Kathrin Denecken Frankfurt Berlin
United Kingdom Pamela Dornbach London Maidenhead
United Kingdom Zander Lloyd London Maidenhead
United States Faith Marshall New Brunswick Los Angeles
United States Jada Baker New York San Francisco

Job Transfer – General Use Case Instructions
• As IDEA2 is a shared environment, there is a chance
that someone else has already relocated the
employee. If that is the case, simply relocate the
employee in the other direction.
• Before your demo, check where the employee is
currently located:
• Login to SuccessFactors as Tessa Walker; search for the employee and
determine the location as indicated in the screenshot.
• Always choose today’s date as the effective date.
Do not set any past or future dates to avoid conflicts
with other demo sessions that may be going on.
• The step-by-step instructions and screenshots in this
use case reflect the transfer of Pauline Fournier, and
you only need to change the location.

SuccessFactors Login
SuccessFactors URL - Access from democlient:

https://hcm40sales.sapsf.com/login?company=SFPART035780
1. Persona Switch:
If using same browser for new persona:
Clear the browser cache.
Close all browser sessions.
Start a new browser session. Tessa Walker
(HR Business
If prompted for ID, enter Company ID: Partner)
SFPART035780
2. Login as Tessa Walker:

User: twalker
Password: opentext

Search for an employee
1. Search for Pauline and
hover over Pauline
Fournier in the search
result.
2. Hover mouse over the

name to show more
details.
3. Click on Actions

Search for an employee
Click on Change Job

and Compensation
Info.
Tessa is going to change Pauline’s work

location in SuccessFactors.

SuccessFactors: Change job location
When you select Job

1. Check Job
Information, the date
Information.
field appears. Once
you pick a date, the
remaining part of the
form appears.
2. IMPORTANT:
Choose today as the
Pick today’s date.
effective date! Do not
set any past or future
dates to avoid
conflicts with other
demo sessions that
may be going on.

Tessa assigns Pauline to a

different work location. She
changes location from Paris to
Lyon.
1. Use scrollbars to scroll down
to section “Organization
Information”
2. Select location Lyon (2210-

0001)
Do not make any other changes!
3. Click Save

Changes have been saved.
Note: In customer environments,

SuccessFactors would typically have some
approval steps here before the change
takes effect. In order to streamline the
demo, we have removed the approval steps
from the respective SuccessFactors
workflow.

Access Employee Workspace
1. Click on
Actions
2. Click on OpenText
Tessa accesses Pauline’s
Employee Workspace
workspace to verify that a
confirmation has been created.

Verify the Confirmation letter
Click on the Location

Change document to
view it.
From the Activity Log, you
see a new document
“Location Change” is Optional: Or hover over the
created. menu and click on Go to
Location to navigate to the
storage folder of the
document.
A confirmation document has been

created in the workspace.

Verify the Confirmation letter
The new location is

reflected in the generated
document.
Tessa verifies the information in

the document that was
automatically created.

Behind the scenes: How does
automation work
Powered By Event Action Center: Automate document actions by
using events
Controlled by Business Admins

Process integration
Event-based document generation
Event Action Center: automate document actions Event-based document generation
• Event action center is

available in Smart View
UI for business
administrator
• Business administrator
can configure document
centric actions on Smart
View
• Actions are started
automatically upon
receiving the events
from external business
applications or internal
content server
WHO Business Admins

Process integration
Action Plan
Create Document Action:

Document Template: Job
Relocation confirmation
WHO Business Admins

#2: Termination process
HR Business Partner generates a termination document (early retirement confirmation letter) for an
employees who was sent to SuccessFactors's offboarding process. Records Manager starts a
disposition search and assigns result to HRBP who decides about required action (destroy workspace).
Features included: Create documents; Records Management

#2a: Termination process –
Create termination document
HR Business Partner generates a termination document (early retirement confirmation
letter) for an employees who was sent to SuccessFactors's offboarding process
Features included: Create documents

General Use Case Information
Why it is useful to show
HR Business Partner can generate termination documents – such as early retirement confirmation letter, retirement benefits etc. -
for employees who are sent to offboarding process (Termination workflow in Employee Central). There could be multiple reasons
for offboarding e.g. early retirement, extended LOA etc.
HR Business Partners can see all employees who are under termination process in Extended ECM and start generating letters by
using data from the offboarding process – such as effective date, reason etc.
Employers are also asked to meet the document requirements. E.g. Employers must keep employment, payroll and termination
records for 7 years after an employee’s termination. HR Business Partners can see the records details of terminated employees on
the Extended ECM Landing Page.

Termination – Demo Personas & Stories
Employees sent to offboarding process Terminated employees
(Termination Date older than 7 years)
Country Name Termination Date Country Name Termination Date
China Lu Yi 07.Sep.2020 France Andria Lynn

Germany Uwe Rattka 01.Dec.2020 Germany Willa Hase
United States Russell Goddard 01.Dec.2020 United States Amelia Amber
• As HR business partner, you can create documents for • As HR Business Partner (Record Officer for employees), you
employees who are currently sent to SuccessFactors Employee can manage documents from employees, who were already
Center’s offboarding processes terminated from the company in the past.
• These documents are required as part of the offboarding • As per Innovate’s company policies, terminated employee’s
processes. documents need to be kept in system for 7 years (retention
• Please note, these offboarding processes are not completed in period). After the retention period is met, documents shall be
SuccessFactors. It is a major feature to show Extended ECM is deleted from the system through disposition search.
capable to use Employee Center’s pending approval data to
create personalized documents.

Termination
Streamline the Content related process
Termination In Extended ECM Create Document Smart Storage Document

Compliance
HR Business Partner
An employee is sent to HR Business Partner can generate Documents are stored
offboarding process in Alert expired retention
operates all document termination letter automatically in
Employee Central period for terminated
tasks to support the before termination employee’s workspace employees
termination process process is finished in based on document
Employee Center type rules
SAP SuccessFactors Extended ECM for SAP SuccessFactors
No need to initiate the termination

workflows in SuccessFactors. They
are prepared already for your demo.
SuccessFactors Login
SuccessFactors URL - Access from democlient:

https://hcm40sales.sapsf.com/login?company=SFPART035780
1. Persona Switch:
If using same browser for new persona:
Clear the browser cache.
Close all browser sessions.
Start a new browser session. Tessa Walker
(HR Business
If prompted for ID, enter Company ID: Partner)
SFPART035780
2. Login as Tessa Walker:

User: twalker
Password: opentext

Termination Process Support
Validate employment status in SuccessFactors
Search for the employee
Russell Goddard and click
on the name to open the
employee profile
This shows the employment status within SuccessFactors. It

is important to explain to the customer that the termination
process is running in SuccessFactors.

Russell Goddard has been sent to early

retirement. Effective date is December 1, 2020.
This request is pending approval.
HR Business Partner Tessa Walker

checks the file of employee Russell
Goddard in SuccessFactors. The
This shows the employment status within SuccessFactors. It employee has been sent to early
is important to explain to the customer that the termination retirement. Tessa will need to create the
process is running in SuccessFactors. necessary retirement documents.

This shows the employment status within SuccessFactors. It

is important to explain to the customer that the termination
process is running in SuccessFactors.

Extended ECM Web UI
1. Click Extended ECM

Web UI shortcut in the
Extended ECM for SAP
SuccessFactors folder.
Tessa Walker
2. Login as: (HR Business
User: twalker Partner)
Password: opentext

Extended ECM – Create Document Widget
The Create Documents for EC

Workflow widget shows a list of
employees who are sent to termination
process in SuccessFactors. These are
processes running inside SAP
SuccessFactors.
1. Click on Expand button

View SuccessFactors’s process information
Effective date -
Employee Information Termination workflow Retrieved from
SuccessFactors
Show that product is capable to display

information from SuccessFactors!

Create document for a selected process
1. Select a single process 2. Click on Create

from the list Document
From the list of who have been sent

to termination process in
Do not select multiple SuccessFactors SuccessFactors, Tessa selects
workflows. You can only generate Russel Goddard in order to create a
documents for one selected workflow! retirement document.

1. Click on
Create
1. Select a template from

the list. E.g. Early
Retirement Letter
Tessa creates the early retirement letter

for employee Russell Goddard who has
been sent to early retirement.

1. Click on
Create

Create and save documents
1. Expand Finish
2. Click on Save in
Workspace.
Highlighted text indicates

information which was
retrieved from the
SuccesFactors workflow.

Create and save documents
Click on
Close

Verify the document storage
Search for “Russell

Goddard” from the
employee workspace tile

Click on the document

name to view the
document.

Close

Navigate to the sub

folder where document
was stored.

#2b: Termination process –
Disposition (Records Management)
Records Manager starts a disposition search and assigns result to
HRBP who decides about required action (destroy workspace).
Features included: Records Management

Monitoring terminated employee records
RECORDS MANAGER HR BUSINESS PARTNERS
Termination process • Pre defined records management Supervising Records Manager

HRBP erases
is done in rule is triggered automatically controls disposition and reassigns
employee
SuccessFactors based on the status change and the record to local HRBP
workspace
calculates the retention period
based on SuccessFactors’s
information “End of Employment”
SuccessFactors Operate in Extended ECM

Extended ECM Web UI

Anne Lewis
2. Login as:
(Records
User: alewis Manager)
Password: opentext

Access Records Management information
Switch to Classic View
Show Records
Management Dashboard
on Smart UI

Select disposition
1. Expand the
Enterprise menu
3. Click on
Dispositions
2. Click on Records
Management 4. Click on Human
Resources
5. Click on Employee
Workspaces for
Deletion

Run “Employee workspace for deletion” disposition –
manually
Important: This would normally be done automatically
by scheduled background tasks. Just for demo
purposes we show it manually here.
Optional: If you want the page to

update automatically set refresh to
5 seconds here…
Select Start Search

from the context menu.
While disposition is running you

see status information here…
Records Manager Anne Lewis starts a

disposition search. This can – and
would typically be – automated.

See Snapshots of Disposition Runs
Click on the latest

snapshot to see the
disposition result.

See Snapshots of Disposition Runs
Click View Results by Disposition

Reviewers in order to reassign the
record to the local HRBP.

Reassign the review task to HR Team
1. Click Reassign and assign to a HR, who has permission to access

employee’s workspace. In our example, we select Tessa Walker as 1st reviewer.
Anne reassigns the disposition result to local HRBP (or

2. Click on Send Notifications global HRBP) to check if there are any reasons for not
deleting the employee file, e.g. if there are documents on
hold.

Extended ECM Web UI

Tessa Walker
2. Login as: (HR Business
User: twalker Partner)
Password: opentext

Select disposition
1. Expand the
Enterprise menu
3. Click on
Dispositions
2. Click on Records
Management 4. Click on Human
Resources
5. Click on Employee
Workspaces for
Deletion

Check snapshots of disposition runs
Click on latest
snapshot.

Review disposition decisions for terminated employees
X
HRBP Tessa Walker reviews the
employee workspace that are up for
Explain the available operations. For Important: Do not perform any „Destroy“ deletion. She checks if there are any
example, you can delete these action! Please do not delete any reasons for not deleting the workspaces
terminated employees as their retention workspaces so other people can still and changes the default review
period has been met. show the same disposition results! decision if required. Tessa does not
perform the actions. Se leaves it to the
Records Manager to do this.

Behind the scenes: How does
Records Management work
Powered By Records Management: Classifications, Justifications,
Record Series Identifiers (RSI), Dispositions. Controlled by
Records Manager.

Records Management – File Plan
WHO Records Manager

Records Management Administration
Click on ”Records
Management” in All RM Settings:
Extended ECM • Classification
Classic UI • Dispositions
• Holds
• …
• RSI
WHO Records Manager

Records Management – Justification
Most fundamentally:
define the
Justifications for RM
rules. Here: GDPR
WHO Records Manager

Records Management – RSI defining the lifecycle
Different RSI for different

lifecycles – RSIs are
assigned to the File plan
elements (RM
classifications). Here:
general GDPR and
employee specific GDPR
WHO Records Manager

RSI - Details
WHO Records Manager

RSI - Schedules
WHO Records Manager

RSI Schedule – Details
1 Time based rule 2 Based on „End of Employment“ Attribute
3 Calculation is triggered when Employment status is set to “retired”
WHO Records Manager

RSI Schedule – Action Details 2
4 Action to perform
WHO Records Manager

Clean-up after demo
• Please clean-up the demo environment after your demo.

• See “Clean-Up after demo” in the Overview and Preparation Guide
• Other users of the demo environment will be thankful.

IDEA2 Status and Known Issues
Please check here for current issues before
your customer presentation:
https://tm-support.opentext.com/issues/
• You can search that web page for keywords and filter by
product
• The list is always up-to-date and reflects all relevant identified

issues which could impact your demos. The data is pulled
directly from our issue tracking and project management
system
• A shortcut pointing there is available on the IDEA2 Online

demo client’s desktop in the “Support” folder
• The site navigation also includes links to our demo roadmap

and release history
• If you would like to report additional issues which are not

covered there yet, please raise a demo support ticket via
tm-support@opentext.com
• OpenText Confidential. ©2020 All Rights Reserved. 67

Getting support for IDEA2 Online
• When can I get support?

 Monday through Friday at European business hours
 How can I get support?

 Open support ticket by sending email to:
tm-support@opentext.com
 Create, view, or update tickets via helpdesk web interface:
https://tm-support.opentext.com.
 What can I receive support for?

 Only released demo scenarios are supported Please always
include this
 What information do I need to provide? information when
 Clearly mention that it is about IDEA2 Online opening a ticket
with Technical
 Demo guide & scenario (= “TM Demo ID” and version
Marketing!
number from first slide of this storyboard, plus use case
and/or slide numbers.)
 Detailed description of issue(s) including users, and
screenshot(s)

Thank you
twitter.com/opentext
linkedin.com/company/opentext
opentext.com

Opentext Extended Ecm For Sap Successfactors Ce - HR Processes

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Opentext Extended Ecm For Sap Successfactors Ce - HR Processes

Uploaded by

Copyright:

Available Formats

OpenText Extended ECM for SAP

Click for: Support Latest Version

User activity (instructions). Story text.

Admin activity which you can show Additional information, such as

Admin activity which is not

OpenText Confidential. ©2020 All Rights Reserved. 2

• Demo use cases

OpenText Confidential. ©2020 All Rights Reserved. 3

OpenText Confidential. ©2020 All Rights Reserved. 4

Behind the scenes: How does Records Management work

Powered By Records Management: Classifications, Justifications, Record

OpenText Confidential. ©2020 All Rights Reserved. 5

OpenText Confidential. ©2020 All Rights Reserved. 6

SAP SuccessFactors Extended ECM for SAP SuccessFactors

OpenText Confidential. ©2020 All Rights Reserved. 8

Australia Mari Travers Sydney Brisbane

OpenText Confidential. ©2020 All Rights Reserved. 9

OpenText Confidential. ©2020 All Rights Reserved. 10

SuccessFactors URL - Access from democlient:

2. Login as Tessa Walker:

OpenText Confidential. ©2020 All Rights Reserved. 11

2. Hover mouse over the

OpenText Confidential. ©2020 All Rights Reserved. 12

Click on Change Job

Tessa is going to change Pauline’s work

OpenText Confidential. ©2020 All Rights Reserved. 13

When you select Job

OpenText Confidential. ©2020 All Rights Reserved. 14

Tessa assigns Pauline to a

2. Select location Lyon (2210-

Do not make any other changes!

OpenText Confidential. ©2020 All Rights Reserved. 15

Changes have been saved.

Note: In customer environments,

OpenText Confidential. ©2020 All Rights Reserved. 16

OpenText Confidential. ©2020 All Rights Reserved. 17

Click on the Location

A confirmation document has been

OpenText Confidential. ©2020 All Rights Reserved. 18

The new location is

Tessa verifies the information in

OpenText Confidential. ©2020 All Rights Reserved. 19

OpenText Confidential. ©2020 All Rights Reserved. 20

• Event action center is

WHO Business Admins

OpenText Confidential. ©2020 All Rights Reserved. 21

Create Document Action:

WHO Business Admins

OpenText Confidential. ©2020 All Rights Reserved. 22

OpenText Confidential. ©2020 All Rights Reserved. 23

OpenText Confidential. ©2020 All Rights Reserved. 24

OpenText Confidential. ©2020 All Rights Reserved. 25

China Lu Yi 07.Sep.2020 France Andria Lynn

OpenText Confidential. ©2020 All Rights Reserved. 26

Termination In Extended ECM Create Document Smart Storage Document

SAP SuccessFactors Extended ECM for SAP SuccessFactors

No need to initiate the termination

SuccessFactors URL - Access from democlient:

2. Login as Tessa Walker:

OpenText Confidential. ©2020 All Rights Reserved. 28

This shows the employment status within SuccessFactors. It

OpenText Confidential. ©2020 All Rights Reserved. 29

Russell Goddard has been sent to early