Assigning Consultant and Administrator Permissions

Objective

After completing this lesson, you will be able to assign the permissions for SAP SuccessFactors Onboarding consultants and administrators.

Assign Onboarding Role-Based Permissions for Consultants and Administrators

SAP SuccessFactors Onboarding uses role-based permissions to assign access to all users, including consultants, administrators, and onboarding participants. Having all permissions in one tool makes it easier to manage access.  

Note

Consultants should assign themselves all Onboarding role-based permissions in order to fully set up and implement the solution for customers. Administrators should be assigned the same permissions as well so that they have all necessary permissions to manage and maintain the Onboarding solution after the implementation. 

In this video, you will learn about the following:

  • The different types of permissions for the Onboarding consultant and administrator

  • Which permissions are typically assigned to Onboarding participants

  • How to locate the Onboarding permissions

Note

This video does not describe each Onboarding permission in detail. For a complete list of permissions and descriptions, refer to the Role-Based Permissions for Administrators in Onboarding and Offboarding section of Implementing SAP SuccessFactors Onboarding on the SAP Help Portal. As a learner in this course, it is highly recommended that you review this list and bookmark the link as you will need to reference it during future implementations with your customers.

Steps

  1. Select Permission Role Detail→Permission→User Permissions to assign user permissions.

    User permission categories include the following:

    • Employee Data

    • Onboarding or Offboarding Object Permissions

    • Compliance Object Permissions

    • Onboarding Or Offboarding Permissions

    Additional permissions may be required for integrations with other modules.

  2. Scroll down to Administrator Permissions to assign administrator permissions.

    Administrator Permissions include the following:

    • Employee Central API

    • Manage Hires

    • Configure Document Management

    • Configure DocuSign eSignature

    • Metadata Framework

    • Onboarding or Offboarding Admin Object Permissions

    • Email Framework Object Permissions

    • Manage Business Process Engine

    • Manage Onboarding or Offboarding

    • Configure Email Framework Permissions

    Note

    If having proxy users for the Onboarding administrator is a requirement, the proxy users need to be assigned the following proxy permissions:

    • Admin Center

    • Admin tools

    • Onboarding

Result

You have assigned Onboarding Role-Based Permissions for consultants and administrators.

Assign Onboarding Consultant and Administrator Permissions

Business Example

The organization wants to provide the Onboarding administrator with the same level of access as the consultant had during implementation. This will allow them to make a lot of changes to their setup, including creating a brand new process. This is particularly useful for business process improvements. In this exercise, you will assign all administrator permissions for every feature in the SAP SuccessFactors Onboarding solution.

ExerciseStart Exercise

Steps

  1. In the instance, navigate to Manage Permission Roles using Action Search. 

  2. Choose Create.

  3. On the Basic Information step:

    1. Set the Role Name field to Onboarding Admin.
    2. Choose Next.

  4. On the Add Permissions step:

    1. Locate and grant (select) the following role-based permissions for your administrators:
      Permission Group/CategoryPermission Name
      Manage Business Configuration‘Select All’
      Employee Central API"Select All"
      Manage Integration ToolsAccess to OData API Metadata Refresh and Export
      Manage Document GenerationManage Document Template
      Manage Document Template Mapping
      Generate All Documents as Admin
      Manage Onboarding or OffboardingAdministrate Onboarding or Offboarding content
      Cancel Onboarding Permission
      Onboarding or Offboarding Admin Object PermissionsSelect All
      Onboarding or Offboarding Permissions

      Show Compliance Forms Status on the Dashboard

      Show Onboarding Task Status on the Dashboard

      Show Data Collection Status on the Dashboard

      Show Data Review Status on the Dashboard

      Employee Data

      View access to:

      First Name

      Last Name

      Location

      Status

      Configure DocuSign eSignatureConfigure DocuSign eSignature
      Manage DocuSign envelopes
      Metadata FrameworkSelect ALL
      Manage UserEmployee Export
      Configure Document ManagementConfigure Document Management
      Recruiting PermissionsRecruit-to-Hire Data Mapping
      Onboarding or Offboarding Object PermissionsSelect All
      General User PermissionUser Login
      Permission to Create Forms (All)
      Configure Email Framework PermissionsConfigure Email Categories
      Configure Email Triggers
      Configure Email Templates
      Configure Audit Trail
      Allow Resend Emails
      Email Framework Object PermissionsEmail Message (View and Edit)
      Email Reminder State (View and Edit)
      Email Template (View and Edit)
      Email Template Part (View and Edit)
      Email Trigger (View and Edit)
    2. Choose Next.
    3. Choose Save on the Preview page.

  5. When Prompted to Assign this role, choose Yes.

  6. On the Basic Information step:

    1. Leave the Assignment Name the same.
    2. Choose Next.

  7. On Grant Access To step:

    1. Choose Employee in the Drop Down
    2. Set From Groups -> System Administrators
    3. Choose Next.

  8. On Define a Target Population, leave the setting as Everyone and choose Next.

  9. On Define Target Criteria, choose Next.

  10. On Preview step, choose Save.

  11. Click Add Role Assignment to include a second assignment

  12. On Basic Information page:

    1. Leave the Assignment Name the same
    2. Change the Target Population to External Onboarding User.
    3. choose Next.

  13. On Grant Access To step:

    1. Choose Employee in the Drop Down
    2. Set From Groups -> System Administrators
    3. Choose Next.

  14. On Define a Target Population, leave the setting as Everyone and choose Next.

  15. On Define Target Criteria, choose Next.

  16. On Preview step, choose Save.

  17. For the role-based permission changes to take effect, log out and back in to the instance.

Set up a BPE Service Account

As an Administrator, you must set up and deploy a process definition to enable Onboarding to execute a sequence of interdependent and linked procedures that are part of its program.

Initially, onboarding 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 with permissions to execute the Business Process Engine tasks.

When you enable Onboarding, a RBP Group and RBP role are automatically created to help with the necessary setup, making the process smoother for you.

The role OnboardingBpeAdmin is configured with the following Assignments:

  • The group OnboardingBPEServiceUser is the access population with the target of All (External Onboarding Users).
  • The group OnboardingBPEServiceUser is the access population with the target of All (Employees).

The implementation guide: Configuring Onboarding Process Definition | SAP Help Portal details the recommended permissions for the OnboardingBpeAdmin role.

To configure the BPE Service Account, add the appropriate user to the OnboardingBPEServiceUser RBP Group.

To deploy/update the Onboarding Process Definitions:

  1. Navigate to Update Process Flows for Onboarding and Offboarding.
  2. Select the process that you want to update under Select Process Flow.
  3. Select a service user from the Select Service User dropdown.
  4. Click Update.
Updating the process flows for Onboarding and Offboarding

Assign a BPE Admin

Business Example

The organization wants to ensure that the Business Process Engine (BPE) is correctly configured to manage and update onboarding process flows. To achieve this, the administrator must verify that the default OnboardingBPEServiceUser group and the OnboardingBPEAdmin role are properly linked and assigned. This validation ensures that the BPE service has the necessary access to both external onboarding users and current employees to execute process-related tasks across the entire organization.

Steps

  1. In the instance, navigate to Manage Permission Groups using Action Search.

  2. Select OnboardingBPEServiceUser.

  3. Validate the admin is a member of the group.

  4. Choose Cancel to close the window.

  5. Navigate to Manage Permission Roles using Action Search.

  6. Select the Role OnboardingBPEAdmin.

  7. Switch to the Assignments tab.

  8. Verify that the assignments have the Access Population of OnboardingBPEServiceUser group, and the target populations are All (External Onboarding User) and All (employees).

  9. Return to the Admin Center.

Summary

  • SAP SuccessFactors Onboarding uses role-based permissions to assign access to all users, including consultants, administrators, and onboarding participants.
  • Consultants should assign themselves all Onboarding role-based permissions in order to fully set up and implement the solution for customers. Administrators should be assigned the same permissions as well so that they have all necessary permissions to manage and maintain the Onboarding solution after the implementation. 
  • Permissions are assigned in Manage Permission Roles.

Learning

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