Creating and Defining Responsible Groups

Objective

After completing this lesson, you will be able to create responsible groups to assign to onboarding tasks.

Create a Responsible Group

A responsible group must be assigned to all onboarding tasks. Responsible groups contain onboarding participants who are responsible for completing a given task and can include one or many individuals or roles. 

Note

If you cannot access the Onboarding General Settings needed to assign a responsible groups, check the permissions assigned to you. The following permissions are required: 

  • Administrate Onboarding or Offboarding content
  • ONB2ResponsibilityConfig 

To ensure tasks get completed on time, it is best to assign a group of users to a task. In this way, multiple people can track its progress and it is not dependent on one individual. 

Hint

The assignment of Tasks is required, regardless of the Optional or Mandatory status. The benefit of this is to make Task ownership clear.

In the following video, you will learn how to create a responsibility group. 

Steps

  1. In Action Search, enter Onboarding General Settings and navigate to Onboarding General Settings. 

  2. Choose +New Responsible Group.

  3. Enter an ID and Group Name.

  4. To create translated versions of the group name, choose Translations (the globe icon). 

  5. To add all users belonging to a particular role, select a value from the Role dropdown menu. The User field is a dropdown menu with a text field that can be used to manually search for and add one or many users to the group. You can also add users to the responsible group by using Dynamic Groups. 

  6. Choose Submit.

Result

You have created a responsible group that can be assigned to tasks in onboarding programs available under the Onboarding Programs tab. 

A responsible group assigned to a given task is shown under the Responsible Group column of the selected onboarding program. 

You can edit a task and select a responsible group from the Assign To dropdown menu. 

Note

The maximum number of users that can be added to a responsible group is 200.

Create Responsible Groups

Business Example

The organization wants to ensure that onboarding tasks are efficiently distributed among specific teams and stakeholders to avoid delays and make task ownership clear. By defining Responsible Groups, the company can ensure that mandatory tasks—such as requesting IT equipment or verifying HR data—are automatically assigned to the correct personnel rather than defaulting only to the hiring manager.

In this scenario, the IT department requires a Dynamic Group to specifically handle equipment provisioning for the North American region, while other process steps must be routed to the Employee HR role, the Manager, or the Onboarding VP to maintain accountability across different departments.

Steps

  1. Navigate to Manage Onboarding Dynamic Groups using Action Search.

  2. Create a new group with the following configuration:

    NameIT Equipment North America
    Username

    Cara A Campbell (ccampbell)

    Jonathan Marr (jmarr)

    Morris Day (mday)

  3. Navigate to Onboarding General Settings.

  4. Create the following new Responsible Groups:

    IDHR
    NameEmployee HR
    TypeRoles
    SelectionEmployee HR
    IDITNA
    NameIT Equipment NA
    TypeDynamic Group
    SelectionIT Equipment North America
    IDMGR
    NameManager
    TypeRoles
    SelectionManager
    IDONBVP
    NameOnboarding VP
    TypeUsers
    SelectionMarcia Barista

Summary

  • Assign a responsible group to every onboarding task.
  • Define groups by role, individual users, or dynamic groups to include departments, teams, or multiple users.
  • Create groups in Onboarding General Settings, then assign them to tasks in Onboarding Programs.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn