Assigning Task Permissions for Hiring Managers, Recruiters, and Other Participants

Objective

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

Onboarding Role-Based Permissions for Onboarding Tasks

In this lesson, you will learn how to assign the permissions required to complete the tasks in onboarding processes. You learned about most of these permissions in the previous lesson because they are the same permissions for the Onboarding administrator.

Role-based permissions are necessary for onboarding participants such as hiring managers, HR representatives, and the Information Technology team. Different tasks are performed or completed by different people in the organization for a new hire.

The Permission Categories table is a quick reference of the role-based permissions required to complete onboarding tasks.

Permission Categories

Permission Categories	Description
Employee Data	A list of HRIS fields to which a hiring manager, HR representative, recruiter, or any other Onboarding participants will need access. This is primarily for data access or collection.
Onboarding and Offboarding Object Permissions	A list of MDF objects that represent different features and tasks in the Onboarding processes. It is easier to identify which object permissions an Onboarding participant will need from this category if you understand for which feature the MDF objects are used.
Compliance Object Permissions	A list of object permissions that provides access to compliance forms in Onboarding. It is recommended to provide Edit access to all Onboarding participants who will be involved in completing any compliance form in the system.
Onboarding or Offboarding Permissions	This list of permissions grants different kinds of access within the Onboarding dashboards. This can include completing tasks and accessing new hire data, including generated documents.
Manage Onboarding or Offboarding	This category is under Administrator Permissions but it contains permissions to certain actions that an Onboarding participant can do in the Onboarding dashboards. This is where you will find the required permissions for canceling onboarding and offboarding processes.

Note

If having Proxy Users for the Onboarding Participants (such as hiring managers and recruiters) is a requirement, the proxy users need to be assigned the following proxy permissions:

Employee Central V2 + Employee Profile
Home Page Tab
Onboarding

Assign Permissions for the Onboarding Hiring Manager

In this exercise, you will learn how to assign Onboarding permissions to the hiring manager role. Similar permissions will need to be assigned to other onboarding participants who will be assigned specific tasks during the onboarding process.

Business Example

Role-based permissions must be granted to internal users, such as hiring managers and external users (the new hires) in the instance. In this exercise, you will grant these permissions to hiring managers.

ExerciseStart Exercise

Steps

In the instance, navigate to Manage Permission Roles using Action Search.
Choose Create.
On the Basic Information step:
1. Set the Role Name field to Hiring Manager.
2. Choose Next.

On the Add Permissions step:

Locate and grant (select) the following role-based permissions for your hiring managers:

Permission Group/Category	Permission Name
Manage Onboarding or Offboarding	Cancel Onboarding Permission
Onboarding or Offboarding Object Permissions	Aggregated Details (View)
	Buddy Task (Edit and View)
	Checklist Task (Edit and View)
	Document Data (View)
	Document Flow (View)
	Document Template (View)
	Equipment Task (Edit and View)
	Equipment Type (Edit and View)
	Equipment Type Value (Edit and View)
	Goal Task (Edit and View)
	Meeting Task (Edit and View)
	Message Task (Edit and View)
	ONB2AssignedComplianceForm (View)
	ONB2DashboardFilter (Edit and View)
	Prepare for Day One Task (Edit and View)
	Process (Edit and View)
	Process Responsible (View)
	Process Trigger (Edit and View)
	Recommended Link Task (Edit and View)
	Recommended People Task (Edit and View)
	Where To Go Task (Edit and View)
Employee Data	View access to: First Name Last Name Location Status
Employee Data	Select Edit for ALL HR Information Category.
Employee Data	Select Edit for ALL Employment Details Category.
Employee Central Effective Dated Entities	Provide full access for ALL Entities in every Category.
Manage Hires	Manage Pending Hires
Recruiting Permissions	Onboarding Initiate Permission
Metadata Framework	Access to non-secured objects
General User Permission	Company Info Access > User Search

Choose Next.
Choose Save on the Preview page.

When Prompted to Assign this role, choose Yes.
On the Basic Information step:
1. Leave the Assignment Name the same.
2. Set the Target Population to Employee.
3. Choose Next.
On Grant Access To step:
1. Choose Managers in the Drop Down.
2. Leave as All.
3. Choose Next.
On Define a Target Population, leave the setting as Granted Users' Direct Reports: All and choose Next.
On Define Target Criteria, choose Next.
On Define Data Blocking, choose Next.
On Preview step, choose Save.
Click Add Role Assignment to include a second assignment
On Basic Information page:
1. Leave the Assignment Name the same
2. Change the Target Population to External Onboarding User.
3. choose Next.
On Grant Access To step:
1. Choose Managers in the Drop Down
2. Leave as All.
3. Choose Next.
On Define a Target Population, leave the setting as Granted Users' Direct Reports and choose Next.
On Define Target Criteria, choose Next.
On Define Data Blocking, choose Next.
On Preview step, choose Save.

Summary

Role-based permissions are necessary for onboarding participants such as hiring managers, HR representatives, and the Information Technology team.
The process for assigning permissions is outlined in the exercise included in this lesson.

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