Explaining the Additional Configurations and Features of Onboarding

Business Rules in SAP SuccessFactors Onboarding replace the SAP SuccessFactors Onboarding 1.0 Advanced Conditions. These IF/THEN expressions determine what content is required of your new hires and Onboarding users. These include: Onboarding Tasks, Notifications, Personal Data Collection, Additional Onboarding Data Collection, Documents/Forms, and Process Variants.

• Customers can configure custom MDF Objects tied specifically to Onboarding and add them to their respective interfaces.
• Some examples include gym membership, insurance, other benefits, equipment, uniforms, new hire-related compliance, etc.
• Configuration involves creating the MDF objects, associating them to the Onboarding interface, and assigning business rules to trigger when they appear.

• New Hire Templates for Onboarding allows you to create a set of blocks that will be used primarily for data collection (New Hire Data Review, Personal Data Collection, and Additional Data Collection).
• Business Rules are used in the Onboarding system to select the correct new hire template for a specific new hire for the onboarding process.
• These Onboarding new hire templates allow you to use custom MDF objects for the content of blocks. This function means you can combine the content of the Personal Data Collection and Additional Data Collection steps, simplifying the data collection process for the new hire.
• This is a sample view from a new hire or employee profile after the onboarding process that shows Additional Data Collection entities.
• These can be collected at the same step – Personal Data Collection.

• The customer may configure item Document templates with mapped data for compliance, company policy, or other needs. Documents may then be designated to have a signature collected, but it is not required for all forms.
• Business Rules will drive which forms are reviewed and electronically signed by the new hire.
• Documentation can be configured using a supplied XDP editor tool. If exported, these files will revert to their original PDF format. Existing customer PDF forms can also be uploaded to Onboarding.
• MDF Objects will be mapped to fields added to the XDP/PDF form for data collection. The actual mapping is configured in Admin Center.
• PDF forms can also be uploaded into the system for Document Templates apart from XDP forms.

• The Onboarding Dashboard is a UI that organizes all Onboarding Tasks required to be completed by various Onboarding users and new hires.
• Tasks include new hire buddy assignments, scheduled meetings, provisioning equipment, creating security badges, and even new hire goals through SAP SuccessFactors Goal Management integration.
• Role-Based Permissions and Responsible Groups are used to determine which Onboarding user/s each task is assigned to. IT could issue laptops and mobile devices while the hiring manager assigns the new hire buddy.
• Business Rules can trigger specific types of tasks depending on location, job type, or other criteria.
• Onboarding also has a feature that automatically archives tasks based on a certain number of days after the start date of a new hire. This is set by default to 90 days after the start date but is configurable by modifying the business rule associated with this feature.
• Different filters are available on the Onboarding Dashboard to help Onboarding participants easily navigate through and search for new hires, internal hires, and offboardees.
• Contact card icons are available next to the names of hiring managers and new hires; when selected, the contact details are displayed on the right side of the dashboard in People Profile. This contact card view also allows the hiring manager to perform various actions.

• Customers may create email notifications from Email Services in Admin Center. These notifications are then driven by defined Business Rules/triggers to determine who receives them and when.
• Customers may view the sent message history through an Admin Center tool. Emails searched this way may be filtered and may be resent if necessary.
• Email templates are organized through categories that contain a description of the category, type of content, and recipients (e.g., To, cc, bcc).
• In some cases, you may need to set an unsubscribe link; this is configured individually per email template and shows as a hyperlink in the body of the email.
• The layout of the email templates can also be customized or personalized using HTML code.
• Documents completed, generated, or signed during the Onboarding process can also be attached to email notifications triggered in the process at any given point configurable using business rules.

• The Complete Personal Data Collection and the Complete Additional Data Collection tasks can be performed by a new hire or a permitted user. These options of completing New Hire Data Collection tasks on behalf of a new hire appear in the Action menu from details of a new hire from the Onboarding Dashboard.
• The Complete Personal Data Collection and the Complete Additional Data Collection tasks are only available to the permitted user when listed as a To-Do action for the new hire.

• A No-Show is triggered in SAP SuccessFactors Employee Central when Onboarding is canceled from a new hire's details page.
• You can access the new hire's details page from the Onboarding Dashboard to cancel the Onboarding process.
• If the new hire decides not to work for the company after being onboarded, or the company chooses not to onboard a new hire, the Onboarding process for the new hire is canceled, and a No-Show is triggered.
• You can trigger a No-Show from the employee's profile and cancel the Onboarding process for the new hire in the following scenarios:
  • After Manage Pending Hire (MPH) step, before the job start date
  • Within 30 days of the job start date

• A few configuration checks have been introduced in the Check Tool for Onboarding.
• This allows customers to troubleshoot issues in their Onboarding setup and possibly fix them too.

• Embedded Signature - The embedded signature functionality is supported by SAP SuccessFactors e-Signature. Using this functionality, users can sign documents from within the Onboarding instance. For users familiar with Onboarding 1.0, this is similar to the Click to Sign feature. SAP SuccessFactors e-Signature tool also supports mobile devices, especially using mobile browsers.
• Remote Signature - This functionality is supported by DocuSign. With Remote signature support, you can sign documents directly in DocuSign using a web browser or a mobile device. Whenever a signature is required, you will receive an email with a URL and instructions on how to sign the forms. Click on the URL to sign the document.