Setting Up Document Templates in SAP SuccessFactors Onboarding

Objective

After completing this lesson, you will be able to create a document template to be generated in the Document Flow step of the onboarding process.

Onboarding Document Template

After completing the Data Collection steps of the Onboarding process, the next step is Document Flow. Within the Document Flow step, you can use document templates to create standardized, automated documents (such as contracts and forms) that use updated and accurate data throughout the employee onboarding process. You can map candidate-specific data to forms, as well as specify business rules that define which forms are relevant based on job role, location, and other criteria.

During the Document Flow step, the following actions are carried out:

The business rules associated with document templates are evaluated by the system.
Any relevant documents for the new hire are generated.
If documents require a signature, those documents are sent to SAP SuccessFactors e-Signature or DocuSign for the new hire or hiring manager to electronically sign.
All required participants need to sign the relevant forms.

After finishing these steps, the document process is complete.

Create a Document Template

Before you upload a new document template, you must make sure it is configured with form fields and, if required, signature fields. This can be done using PDF and XDP editing software. These fields need to be properly recognized by the system after the upload so they can be mapped to system fields. Both .PDF and .XDP file types are accepted by the system.

Steps

Go to Admin Center→Tools→On/Offboarding→Maintain Onboarding and Offboarding Document Templates.
Choose + Add New Document Template.
To upload an .xdp file, choose Browse.
Enter an ID, locale, process type, category, and name for the document template.
Choose Upload.

Result

You have successfully uploaded a document template. The next step is to map document fields to data objects, maintain signatures, and define business rules for the document.

Create a Document Template and Map Fields

Business Example

In order to have new hires sign a policy document to acknowledge that they have read the company’s Employee Policy Agreement Document, you first need to create a document template and map fields.

ExerciseStart Exercise

Define Business Rules to Assign a Document Template

Business Example

You need to define a business rule to assign the form to new hires to ensure that Employee Policy Agreement Document is generated for specific new hires.

ExerciseStart Exercise

Maintain a Document Signature

A document template can include placeholders for the new hire and hiring manager signatures. These are placeholders for users, such as the new hire, to electronically sign an onboarding form or document.

This is a very common requirement for new hire onboarding processes for most organizations. Typically, they are used to record that the employee agrees or accepts employee policy documents or forms.

The Signatures for Template US New Hire Policy Form dialog box is displayed.

Assign Roles for Signature Fields on Document Template

Business Example

You must identify the new hires who are required to sign the signature field on the Employee Policy Agreement Document.

ExerciseStart Exercise

Document Template Mapping Preview

After creating document templates for document generation in SAP SuccessFactors Onboarding, you may need to test the output PDF form data to make sure it captures the correct data from the onboarding processes, especially for new hires. To do this, you can preview the data mapped using the Document Template Mapping Preview MDF Object before the documents are generated.

Using the Manage Data tool from Admin Center, you can create a record for a new hire and a specific document template with the Document Template Mapping Preview MDF object . Once the record is created, you can view the data on mapped fields in the document template shown in XML format in the Mapped Data XML section.

The Document Template Mapping Preview is displayed on the Manage Data page.

Prerequisites (Permissions)

Onboarding and Offboarding Object Permissions→Document Template Mapping Preview
Onboarding and Offboarding Object Permissions→Document Template

Restart e-Signature Step for Document Flows

In the onboarding process, data changes—such as a legal name correction or an updated start date—often occur after the initial document generation. In SAP SuccessFactors Onboarding, you can restart only the Complete e-Signature step without needing to restart the entire onboarding process. This targeted flexibility ensures data accuracy while maintaining the momentum of the new hire’s journey.

You can grant permission access to the feature using the Restart Onboarding Step for E-Signature in the Onboarding or Offboarding Permission category.

This feature is available for document flows in various states:

In-Progress: The task is currently with the new hire or a participant.
Completed: The task was finished, but the data on the signed forms is now outdated.
Skipped: The task was bypassed because business rules determined no forms were required based on the initial data. If data is corrected (e.g., changing a tax location), restarting allows the system to re-evaluate rules and potentially assign the correct forms.

The restart task is irreversible. You can only initiate a restart for candidates who have an open onboarding process.

The restart process is managed directly from the Onboarding Dashboard.

Navigate to Home > Onboarding Dashboard.
Select the details page for the relevant new hire.
Locate the Complete e-Signature task and select View Details.
In the details window, review the task history, (such as the assigned date or skip reason) and select Restart.
In the Restart Task window, confirm the specific documents within that flow. For Skipped tasks, documents will not be listed initially as they are generated dynamically during the restart based on updated rule evaluations.
Complete the Reason for restart field.
Select Restart.

System Behavior After Restart

Once initiated, the system performs the following actions:

Document Regeneration: Forms are regenerated using the most current data in the system.
Automated Notifications: New hires and participants receive an email with a direct link to the updated task.
Audit Trail: The View Details window is updated with the date, the initiator, and the reason for the restart.
Versioning: Every restart creates a new version of the document. Previous versions are archived and remain accessible via Actions > Onboarding Documents on the New Recruit Details page.

For example, a new hire, Elena Rossi, was initially processed with an incorrect home address. As a result, the system skipped the Complete e-Signature step because no tax forms were applicable to the original (incorrect) location.

To resolve the issue, the HR Administrator updates Elena’s address in the employee profile. Then the administrator restarts the documents in the Onboarding Dashboard for Elena.

The system re-evaluates the assignment rules based on the new address, identifies the required local tax forms, and assigns the Complete e-Signature task to Elena. Elena receives an automated email notification to sign her newly generated tax documents.

Summary

Use document templates to automatically generate onboarding documents based on business rules and mapped candidate data.
Upload PDF or XDP templates with form and signature fields, then map fields and enable electronic signatures.
Preview mapped data using the Document Template Mapping Preview object and ensure required permissions are assigned.
Administrators can restart the Complete e-Signature step for in-progress, completed, or skipped flows to regenerate documents with updated data without restarting the entire onboarding process.

Go to Course