Initiating the Onboarding Process

Onboarding can be initiated using:

• SAP SuccessFactors Recruiting
• External Applicant Tracking System

You can integrate your external Applicant Tracking System with Onboarding using OData APIs. The APIs enable you to pass new hire data from your Applicant Tracking System to Onboarding. An external user record will need to be created in Onboarding, and this is done by using the createOnboardee API in the system.

We initiate Onboarding for a candidate in Recruiting from the list of actions that can be completed for a candidate at the applicable status. The Take Action link will display the list of actions; choose Initiate Onboarding. This is the same with Onboarding 1.0.

For internal hire onboarding processes initiated from SAP SuccessFactors Recruiting, you can utilize functionalities like workflow, cross-entity rule, and position updates for the internal hire. More details are shared in this guide in Exploring the Internal Hire and Rehire Process under the topic Internal Hire Process (Crossboarding) Configuration.

To integrate Onboarding with Recruiting, a few required configurations need to be done apart from mapping data between the two SAP SuccessFactors modules:

• Onboarding Integration is activated in Provisioning
• The applicable status sets in Recruiting have hireable options
• Identify Job Requisitions that will trigger Onboarding (Onboarding Integration Setup)
• Map required fields/data using Recruit-to-Hire Data Mapping

The Onboarding process can be triggered manually or without a recruiting system. This functionality lets you manually onboard new hires when the standard recruiting process doesn’t apply.

In Admin Center → Manage Permission Roles, the Initiate Onboarding API Permission needs to be assigned to designed users. Once the permission is assigned, the Add New Hire to Onboarding feature will be available for those designated users in the Admin Center Tools. The figures below show how to search for the feature after it has been assigned.