Creating a Document Distribution

Objective

After completing this lesson, you will be able to create effective document distribution strategies within SAP SuccessFactors Incentive Management.

Compensation Plan Documents

The Document Distribution tool allows an administrator to create and distribute documents to payees using a basic workflow. You can create two types of documents to distribute:

Plan documents are dynamic documents that can be distributed to each individual payee to communicate details of their individualized plan. To create a Plan document, set the form type to Plan. This will allow them to pull plan data into the document to make the document creation process easier, faster, and more accurate.
Other documents allow you to distribute static documents, such as employee manuals or non-disclosure agreements, to your payees for acceptance. Usually these documents are distributed as PDF files. To create a static document, set the form type to Other. This will prompt the user to attach a PDF or other static file. Use this option to send static documents such as Non-Disclosure Agreements.

Document Distribution has three sections:

Documents
Distributions
Distributions Tracking

To create a document distribution:

Create the document
Create the distribution and workflow settings
Distribute the document
Track the distribution

Creating a Plan Document

When creating a document using the Plan form type, the Document workspace works much like a text editor.

Use the toolbar to customize the form, insert a logo, and change the formatting.
Once you select a compensation plan, it populates compensation elements that are used within that plan. The administrator can then insert those values into the document.

The Document Content section of the Documents workspace. The document appears as a combination of static text and placeholders.

Creating a Distribution

Now that you have created one or more documents, you can set up a Distribution. A distribution is used to package multiple documents and configure the workflow before distributing them to your payees. You can add up to five documents to a distribution.

The workflow feature in Plan Communicator is designed to allow business users to easily configure a process in which a set of documents is approved and distributed to each payee for acceptance before a plan is put into effect each fiscal year.

The Distributions workspace can be found under Manage Plans – Plan Communicator – Distributions.

The Incentive Management home page, with the Plan Communicator menu selected and the Distributions workspace link highlighted.

Generating and Distributing the Plan Documents

Now that the distribution has been configured, you can generate and distribute the plan document to your payees.

Generating the document creates a draft of the plan document for each individual payee. This can be run separately or together with the actual distribution, which sends the document to payees.

Tracking the Distribution

Once the distribution is complete, administrators can view the status in the Distributions Tracking workspace. This list can be filtered by distribution, status, position, or participant.

The Distributions workspace, displaying a distribution record for each recipient.

Exercise: Create and Distribute a Plan Document

Business Example:

In this exercise, you will create a plan document and distribute it to one of our payees, Amy Whitton. You will then proxy as Amy to see what the experience will be like for her.

Steps

Return to Incentive Management Admin using the application picker in the upper right.
Create the Plan Document.
Choose Plan Communicator → Documents in the Manage Plans tile.
Choose Create New Document.
Set the Effective Dates from January 2026 through December 2026.
Type 2026 Sales Rep Compensation in the Name field.
Select Plan in the Form Type drop down.
Select BikesInMotion in the Business Unit field.
Select the Plan in the Select Plan drop down (Choose 2026 Sales Representative Plan).
In the text box on the right side, enter the following text:
Welcome to your 2026 Compensation Plan!
Your quarterly quota is:
Place the cursor on the next line in the text box and use the following steps to add the fixed value that contains the quarterly quota:
- In the Document Content section, click Fixed Value.
- Click the link with the fixed value FV_Quarterly_Sales_Quota:quarter to add the fixed value as a placeholder.
Optionally, add other fields from the plan details.
Choose Save.
To preview the document for Amy Whitton:
1. Select the Preview link in the upper right.
2. Select the link for SR-EMEA1.
3. To return to the document editor, click Go to edit view.

Summary

Use the Document Distribution tool to create and distribute Plan documents or Other documents to payees.
Plan documents are dynamic and individualized, while Other documents are static documents such as employee manuals.
Document distribution involves creating the document, setting the distribution and workflow, distributing the document, and tracking the distribution.
Once a document has been distributed, administrators can track the status in the Distribution Tracking workspace.

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