Configuring the Rehire Check and Related Permissions

Objective

After completing this lesson, you will be able to configure the Rehire Check with a responsible group.

Configure the Rehire Check

Understanding the Rehire Check

The rehire check in SAP SuccessFactors Onboarding automatically scans inactive employee records to identify potential rehires during the onboarding process. This prevents duplicate records and enables organizations to rehire former employees with either their old employment information or as a new employment, streamlining the hiring process and maintaining data integrity.

Configuring the Rehire Check

You configure the rehire check by creating or modifying the MATCHINGUSERCONFIG record of the Hire/Rehire Configuration object. This is completed through Manage Data.

Screenshot of the Manage Data screen showing the MATCHINGUSERCONFIG record for Hire/Rehire Configuration.

In the configuration, you can make a variety of settings. In general, you can determine the following:

Matching Criteria Scope
Enabling multiple criteria (name, DOB, National ID) increases detection accuracy but may require more data collection during onboarding. Organizations with strong data privacy requirements may limit the criteria to National ID only.
Rehire Type Support
Configure whether to support Rehire with Old Employment (reactivates previous employment record) or Rehire with New Employment (creates new employment under the existing person record). Enable Rehire with Old Employment in Onboarding General Settings if needed.
Data Defaulting Behavior
Determine which information (personal, job, compensation) should auto-populate from previous employment. This streamlines the process but must balance efficiency with data accuracy and compliance requirements.

Target Population Enforcement for Rehire Verification

The SAP SuccessFactors Onboarding system allows administrators to enforce target population restrictions during the rehire verification process. This ensures that the system respects the target population settings defined within SAP SuccessFactors Employee Central permissions for both old and new employment rehire scenarios.

By synchronizing these permissions, the system prevents rehire coordinators from accessing or accepting rehire matches for employees outside of their authorized scope.

Configure the Check for Rehire for Onboarding

Business Example

The organization wants the Onboarding system to scan inactive employee records from Employee Central to identify possible rehires during the onboarding process of new hires.

In this exercise, you will identify pieces of data or information that will be used to scan inactive employee records from Employee Central.

ExerciseStart Exercise

Steps

  1. Navigate to Manage Data using the Action Search.

  2. In the Create New field, enter Hire/Rehire Configuration and, in the results, select Hire/Rehire Configuration.

  3. For the code, enter MATCHINGUSERCONFIG .

  4. Ensure all the Enable Search options are enabled. By default, all conditions are enabled or set to Yes.

  5. To create the new Hire/Rehire Configuration, choose Save.

Example

Note

Only one Hire/Rehire Configuration can be created in the system. If you receive an error while doing the exercise, this usually means that a Hire/Rehire Configuration already exists. Ensure you use the exact code provided.

Create a Rehire Coordinator Group and Assign Rehire Verification Permission

To give an onboarding participant, such as a rehire coordinator, access to carry out the rehire verification task, you need to assign the necessary permissions. If the tasks need to be assigned to multiple rehire coordinators based on different conditions, you may also need to create and define responsible groups and business rules.

In this video, you will learn how to create a group for individuals responsible for rehire verification and assign the rehire verification permissions to that group.

The steps below provide an outline of the task demonstrated in the Creating a Rehire Coordinator Group and Assigning Rehire Verification Permissions video.

Steps

  1. Enter Manage Permission Groups on the Action Search  bar.

  2. Select Manage Permission Groups from the search results.

  3. To create a new permission group, choose + Create New.

  4. For the Group Name, enter Rehire Coordinator.

  5. Under Choose Group Members, add the users or onboarding participants.

  6. To create the Rehire Coordinator group, choose Done.

  7. Enter Manage Permission Roles on the Action Search bar.

  8. Select Manage Permission Roles from the search results.

  9. To create a new permission role, choose + Create New.

  10. For the role name, enter the same name as the group name, Rehire Coordinator.

  11. Select Permission....

  12. Under Administrator Permissions→Manage Hires, select Rehire Inactive Employee with New Employment (by 'match' in New Hire).

  13. Under Administrator Permissions→Manage Hires, select Rehire Inactive Employee (by 'match' in New Hire).

  14. Choose Done.

  15. Grant the role to the Rehire Coordinator permission group and add the Onboarding External User as the target population.

  16. To create the new role assigned to the Rehire Coordinator permission group, choose Save Changes.

Result

A Rehire Coordinator Group has been created and Verification Permissions assigned.

Summary

  • Configure the system to find potential rehires by matching specific employee data.
  • Create a responsible group of users to review and verify potential rehires.
  • Assign permissions to the group to access data and complete rehire tasks.
Learning
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