Reviewing the SAP SuccessFactors Onboarding 1H 2025 Enhancements

• Configuration Requirements
• Role-Based Permission Prerequisites
• Technical Details
• Related Information

You can now use Joule, SAP's AI copilot, in SAP SuccessFactors Mobile apps.

Joule supports three types of capabilities: transactional, navigational, and informational. Based on these capabilities, we've been developing the most frequently used cases in Joule. Here are the details:

• In the transactional use cases, Joule can not only provide you with general HR information about yourself and your colleagues, but also help you directly complete common tasks on the chat interface. For example, when you say "I want to request feedback from my manager", Joule collects your questions and then sends the request directly to your manager.
• In the navigational use cases, Joule can direct you to SAP SuccessFactors pages where you can find the information you need or get the job done. For example, if you need to know where to assign team goals,Joule will provide a direct link to the relevant page.
• In the informational use case, Joule can search available documentation and its own knowledge base to find the answer to your query and provides the summarization as the answer to your question, along with the top three search results. For example, when you want to check your organization's HR policies, you can use Joule to retrieve the relevant documents.

To open Joule, tap on the diamond-shaped button (Joule) in the top bar of the home screen or the landing page of a Mobile feature or module (such as Goals).

On iPhone and iPad, you can use Siri to open Joule and send questions to Joule. For example, you can say "Hey Siri, ask Joule in SAP SuccessFactors". Then Siri will respond and you can ask your question which is then directly transferred to Joule.

A list of the use cases available in SAP SuccessFactors Mobile apps can be found in the entry in the What's New Viewer: Joule Available in SAP SuccessFactors Mobile | SAP Help Portal

With Joule available in SAP SuccessFactors Mobile apps, users can access a more intuitive and efficient way to manage daily tasks. Joule allows employees to independently resolve issues and reduces the time spent searching for information, and empowers managers to make data-driven decisions to support team performance and growth.

• Configuration Requirements
• Role-Based Permission Prerequisites
• Technical Details
• Related Information

Based on the new conversational experience, we’ve introduced new use cases and upgraded more existing transactional cases.

The following table lists the newly supported use cases. To learn more about the new experience, refer to New Conversational Experience and Use Cases in Joule in Related Information.

Currently, all the navigational and informational use cases have been upgraded to the new conversational experience, and we've been upgrading the transactional use cases. The following existing transactional use cases have been upgraded to the new conversational experience. Users can access them directly, without any configuration required on your part. To check the other transactional use cases that haven’t been upgraded, you can check the Upgraded to New Conversational Experience? column in the topic Transactional Use Cases in Related Information.

Expanding the range of supported use cases within Joule, we enhance users' experience by streamlining their interactions with SAP SuccessFactors modules.

• Configuration Requirements
• Role-Based Permission Prerequisites
• What's Changed
• Technical Details
• Related Information

The Alumni experience gives former employees access to the system after their employment ends.

When employment ends, business rules define who is eligible for Alumni Access and the duration of that access. This access is configurable based on your companies requirements and is manually revocable. This topic covers the Alumni experience for the following roles:

• Former Employees
• Managers
• Rehires
• Administrators

The Alumni experience begins when the former employee receives an e-mail with a link to activate their Alumni Access account. For information about Alumni Activation e-mail Template configuration, see Configuring the Alumni Activation Email Template in Identity Authentication.

The welcome e-mail is triggered two days after employment ends. Once the Alumni Access account is activated, the alumni user can access the home page and the Alumni Work Zone. For more information, see Alumni Can Now Authenticate into SAP SuccessFactors Using Identity Authentication and Alumni Experience Available in SAP SuccessFactors Work Zone.

From the home page, they can view and edit the following:

• Personal Information
• Biographical Information
• Addresses
• Contact Information
• Emergency Contacts
• Dependents
• Payment information

For more information, see Alumni Experience Is Available on the Home Page.

For Employee Central Payroll customers, Alumni users can view and download payroll information.

Alumni have access to the following payroll information:

• Pay statements

• Payroll and tax-related documents

• Tax and compliance-related information such as the W-2 form or the Superannuation form.

For more information see, Payroll Information Available in Alumni Experience .

When Alumni Access is configured to terminate after a set amount of time, the Alumni will receive an email notification one week before their access expires. The message warns the alumni that their Alumni Access is set to expire. The message prompts the alumni to download any important documents or resources before their access expires. For more information about the new (OFB) Alumni Access Expiring Template, see Preconfigured Email Templates in Offboarding.

For more information about the new (OFB) Alumni Access Expiring trigger, see Email Triggers in Onboarding.

Human Resources (HR) managers now view the names and e-mail addresses of alumni users in Candidate Search results in Global Search and the Offboarding Dashboard when the Closed Process toggle is enabled. This toggle isn't configurable in Dashboard variant views and must be enabled or disabled for each search. The Alumni Access column indicates if the alumni status is Active, Expired, or Revoked.

In Employee Central, HR managers can rehire Alumni users from an existing employment or with a new employment.

In Employee Central, HR managers can rehire Alumni users from an existing employment or with a new employment.

In Onboarding and Offboarding, they can also hire alumni users from the Profile Match Verification page.

Alumni users are identifiable by an Alumni indicator in their Profile Preview and Full Profile of the latest People Profile. This indicator isn't displayed on the legacy People Profile. For more information, see Enhancements to Data Viewing in Full Profile and Profile Preview and Spotlight of Latest People Profile Universally Available.

When an active alumni user is identified (via e-mail match in the system) as a candidate for Rehire on an Old Employment or a New Employment, they appear in the Profile Match Verificationresults. Alumni users have the Alumni Access Enabled indicator in the Hiring Eligibility section.

When the Rehire on Old Employment (ROOE) option is selected, the AlumniUser Type account is converted to an Onboardee user User Type account. The user receives a welcome email from Identity Authentication Services (IAS). The rehired employee can use their existing credentials to sign in to the system. Upon login, theAlumni and Onboardee user permissions are merged. The employee can view their Alumni role information from their previous employment, such as their latest People Profile and pay statements. They can also view their Onboardee role information for their new employment, such as their Onboarding Checklist and Onboarding Guide.

When the Rehire on New Employment (RONE) option is selected, the AlumniUser Account Type is converted to a OnboardeeAccount Type. The rehired employee can use their existing credentials to sign in to the system. Upon login, the Alumni permissions are revoked and the Onboardee permissions are granted. The employee can only view their Onboardee information for their new employment, such as their Onboarding Checklist andOnboarding Guide. They can no longer view their alumni information from their previous employment, such as their latest People Profile and pay statements. For more information, see Alumni Rehire Process.

Alumni users that are hired during their Alumni Access period are converted to the Onboarding User role. If Onboarding is canceled, the user reverts to the Alumni user role until the Alumni Access expiration date. If Alumni Access is revoked or expires, the user reverts to a Terminated user role and can no longer access the system.

When the feature is enabled, the Alumni role becomes available in the system and can be selected in drop-down menus. Administrators can view Alumni user types a in Global Header search. For more information, see Alumni Experience Available in Global Header Search. Administrators can configure business rule criteria to determine which former employees are eligible for Alumni Access. Administrators can view and can revoke Alumni Access from the Actions menu in the Offboarding Dashboard and disable the feature from General Settings. For more information, see Enabling Alumni Access.

Administrators can configure the welcome e-mail template from Identity Authentication Services(IAS) and Email Services. Alumni users are a secure user that can authenticate with IAS. For more information, see Alumni Can Now Authenticate into SAP SuccessFactors Using Identity Authentication, Configuring the Alumni Activation Email Template in Identity Authentication, and Preconfigured Email Templates in Offboarding .

Administrators can now create consent statements, set statement status, and view audit logs of consent statements for alumni. For more information, see Alumni Experience Is Available in Data Privacy Consent Statement.

Administrators can remove alumni from Internet Protocol (IP) restrictions so that they can access your instance from any IP address. For more information, see Excluding Alumni from IP Restrictions.

Administrators can configure custom home page cards for Alumni users.

There are two Alumni events In the Business Accelerator Hub. The Initiation event and the Revoke event. The Initiate event is triggered when the Alumni Process is initiated and the Revoke event is triggered at the end of alumni process. For more information, see the Business Accelerator Hub link in the Related Informationsection.

For more information on enhancements related to the Alumni Experience, see the topics in the Related Information section or use the "Alumni Experience" feature filter when searching on the What's New Viewerlanding page.

For more information about Role Based Permissions for the Alumni Experience, see:

• Alumni Experience Is Available in Role-Based Permissions
• Role-Based Permissions for Former Employees as Alumni Users
• Alumni Experience Is Available in Manage Login Accounts

For more information about Data Privacy, see Alumni Experience Is Available in Data Privacy Consent Statement.

For more information about Identity Authentication Services for the Alumni Experience, see Alumni Experience Is Available in Manage Login Accounts.

For more information about IP restriction, see Excluding Alumni from IP Restrictions.

For more information about Alumni APIs, see:

• Alumni User Type Supported in SCIM APIs
• Alumni User Type Supported in RBP OData APIs
• New Property isAlumni in User OData V2 API

This feature enables former employees to access their personal information and important documents after leaving the organization. Providing Alumni Access also reduces inquiries to Human Resources and support staff.

• Configuration Requirements
• What's Changed
• Technical Details

We are delivering additional enhancements to various application-specific rule scenarios, rule contexts, and rule functions for various modules in the SAP SuccessFactors HCM suite. We've also made some changes to existing rule functionality.

The new rule scenarios are available in Admin Center> Configure Business Rules> + (Create New Rule) >Rule Category.

Review the table on the What's New Viewer for more information: Enhancements to Business Rules, Scenarios, Contexts, and Functions | SAP Help Portal

You can now experience a more efficient process for Print Forms Service (PFS) generation in SAP SuccessFactors Onboarding.

With the PFS transition to SAP BTP Cloud Foundry environment, the following enhancements are made in the PFS credentialing and provisioning services:

• • P-User ID is no longer required to enable PFS, removing the need to renew its password every six months.
  • Provisioning for PFS tenants is automated, removing the need for manual requests.

After the PFS transition to SAP BTP Cloud Foundry environment, you can only use SAP SuccessFactors Onboarding to manage document templates. The PFS user interface won't be available to access PFS. For more information, refer to the Managing Onboarding Document Templates topic under the Related Information section. This transition in PFS reduces the effort required to maintain the account credentials and change passwords before they expire.

• Role-Based Permission Prerequisites
• Technical Details
• Related Information

As an administrator, you can now restart the compliance process for new hires individually. This option allows you to update changes in the compliance forms based on specific business requirements.

The compliance process can be restarted using the Restart Compliance Process option, available only from theAdmin Center > Manage Data page.

You can now restart the compliance process for only one new hire at a time. For more information, refer to the Restarting Compliance Process topic of the Relation Information section.

You can use the Restart Compliance Process option to address the following scenarios:

• Update a new hire's data after completing the compliance process.
• Include any compliance forms that weren't assigned when the compliance process was initiated.
• Include new versions of the compliance forms after completing the compliance process.
• Re-trigger the compliance process if an issue arises.
• Trigger the compliance process if you missed triggering during the initial onboarding process.

• Configuration Requirements
• Role-Based Permission Prerequisites
• What's Changed
• Technical Details
• Related Information

As an administrator, you can now select a new option called Apply Onboarding to Job Requisitions via Business Rule to Define Eligibility for Onboarding Initiation from the Onboarding Integration Setup page and configure a dedicated business rule to define the eligibility for onboarding initiation.

In addition to the existing options available in the Onboarding Integration Setup page, you can use this new option to make an onboarding initiation decision with greater flexibility using field criteria from job requisition, job application, and job offer.

You can select the new Define Eligibility for Onboarding Initiation business rule scenario from the Recruitingsection of the Admin CenterConfigure Business Rules page and configure it as per your business requirement. Once you've specified the job requisition template, rule criteria, and created the rule, you must associate the rule to a the corresponding job requisition template in the Admin Center> Manage Rules in Recruiting> Job Application> Template-level Rules section.

The rule is executed as soon as the status of candidate moves to Ready to Hire, specifically after the offer is approved.

If the rule evaluation executes to True, the Applicant Workbench displays the Initiate Onboarding option along with the eligibility status. The recruiter can then select the Initiate option to initiate the onboarding process successfully.

If the rule evaluation executes to False, the Applicant Workbench continues to display the Initiate Onboarding option along with the eligibility status. However, on selecting the Initiate option, you will be informed that onboarding can't be initiated as the selected applicant doesn't match the rule criteria. In this scenario, the candidate is moved to the Admin CenterManage Pending Hires (Select Pending Hire must be set to Recruiting), from where the hiring process is completed.

Following is a screenshot of the Applicant Workbench displaying the onboarding initiation status of two candidates based on the rule evaluation results. Be informed that the status of the candidate moves to Ready to Hire once the offer is approved.

Additionally, if there is any data update for inflight Ready to Hire candidates due to the following reasons, you can use the new Onboarding Initiation Eligibility Evaluation Job available in Admin Center >Scheduled Job Manager:

• Mass imports in Recruiting
• Changes to associated entities (for example, offer letter, job requisition, candidate profile, and so on)
• Associating new rules or modifying the existing Define Eligibility for Onboarding Initiation rule

Once the required configuration is completed and onboarding is initiated for a candidate, if there is any change in the rule condition or a new rule is associated, the candidate for whom onboarding is initiated can't be reverted, even if the scheduled job is triggered on-demand. Additionally, if the candidate is hired through the Manage Pending Hires flow and the hiring status is set to Hired, the status can't be reverted.

This enhancement provides administrators and recruiters the flexibility to decide whether an internal or external candidate with an approved offer must be onboarded through SAP SuccessFactors Onboarding or hired throughManage Pending Hires.

What's Changed

Currently, in addition to the Apply to all Job Requisitions and Apply Onboarding to Job Requisitions that meet ANY of the following criteria options, the Apply Onboarding to Job Requisitions via Business Rule to Define Eligibility for Onboarding Initiation option is now available on the Onboarding Integration Setuppage. This option enables recruiting users to activate the Initiate Onboarding option using the Define Eligibility for Onboarding Initiation business rule scenario.

Previously, onboarding could be initiated only through the Apply to all Job Requisitions or Apply Onboarding to Job Requisitions that meet ANY of the following criteria options on the Onboarding Integration Setuppage.

• Technical Details
• Related Information

New hires can now access and personalize their Public Profile. This option is available from the user profile icon that is displayed on the top-right corner of the home page.

Here's a screenshot of the Public Profile option available from the drop-down:

Selecting this option redirects new hires to the Profile Preview (the left pane of Public Profile), allowing them to view and edit their profile. While this page provides a quick overview of the users essential details, it also allows them to:

• Edit their profile picture
• Edit their profile preview, that includes name pronunciation and self-description

On selecting Spotlight, the right pane presents dynamic information from where new hires can upload their video in the About Me Video card. Other Spotlight cards are displayed depending on prerequisites met after day one of their employment. For more information about the prerequisites, see the Spotlight of the Latest People Profile topic in the Related Information section.

Here’s how the Public Profile looks:

These enhancements allow new hires to boost self-branding by making their information available to HR managers and other responsible users (depending on permissions granted to the latter), in turn fostering internal connections.

• What's Changed
• Technical Details
• Related Information

SAP SuccessFactors made numerous minor visual enhancements in 1H 2025. The following enhancements are of particular note, although many less-visible enhancements have been made.

The entries in the table are of four visual change types:

• Text changes (labels, error messages, roll-over text)
• Iconography (new or changed icons)
• Interaction pattern (new position of interaction, new order of list, new or changed buttons)
• Styling (design treatment, changes to themes, adopting an SAP style)

Each entry may contain one or more change types. Please note that the list is not exhaustive.

We want to provide customers a detailed list of visual changes in each release.

• What's Changed
• Technical Details
• Related Information

The E-Verify Further Action Notice (FAN) process is now fully integrated into the Onboarding module.

When there's an information mismatch resulting in an E-Verify Tentative Nonconfirmation (TNC) employment verification case result, hiring managers can now choose to complete the FAN process within the onboarding program or use the pre-existing offline process (such as in person).

After reviewing the FAN, the manager can now select the Correct. Create an onboarding task for the New Hireoption to complete the FAN process within the Onboarding module.

When this new option is select, the New Hire Tentative Nonconfirmation Task Status section now appears. The manager can now cancel the onboarding task for the new hire up until the signed FAN is uploaded.

The new hire receives an email notification notifying them of their E-Verify TNC case result and prompts them to respond to the Further Action Notice. They also receive the new Respond to Tentative Nonconfirmation task on their Onboarding Checklist.

When responding, if the new hire chooses to take action, a new Complete e-Signature on Tax Forms task appears in their Onboarding Checklist. This task displays the Further Action Notice and allows the new hire to choose a response and type their name in the signature field to sign the form before submitting it.

When the new hire submits the signed TNC, the hiring manager is sent a notification prompting them to complete the new hire's TNC. The manager can now download and view the new hire's TNC, before confirming their response in the system and submitting the case. The confirmed case is submitted to the E-Verify service and moves into "Referred" status. The manager is prompted to deliver the Referral Date Confirmation (RDC) form to the new hire. The RDC provides the final deadline for an employee to contact the Social Security Administration (SSA) or Department of Homeland Security (DHS) to resolve a mismatch TNC case result.

This features provides a more secure and streamlined user experience for the Tentative Nonconfirmation case result and Further Action Notice process for hiring managers and new hires.

• Configuration Requirements
• Technical Details
• Related Information

The alumni experience is now supported in SAP SuccessFactors Work Zone for SAP SuccessFactors alumni users to access personal information and complete relevant tasks in an alumni workspace.

The alumni experience allows former employees that have been assigned the new alumni role to access the system after their employment ends. As of 1H 2025, the alumni users who have the post-employment system access can view certain personal information and complete their offboarding tasks using our UI integration cards and Home Page quick actions after proper configuration. For now, the alumni experience in SAP SuccessFactors Work Zone supports the following cards:

• Offboarding Tasks: Reminds alumni users to complete offboarding and custom tasks before their access expires.
• Quick Actions: Allows alumni users to initiate home page quick actions in SAP SuccessFactors Work Zone. For this card, the number of quick actions alumni users can see may vary, depending on the quick actions supported in SAP SuccessFactors Work Zone, and what permissions the alumni users have in SAP SuccessFactors.

We introduce this new experience for alumni users to access their personal information and complete offboarding tasks directly in SAP SuccessFactors Work Zone.

• Configuration Requirements
• Technical Details
• Related Information

We introduced SAP Build Process Automation (SBPA) templates to provide new wizard-like onboarding and crossboarding guided experiences for you to onboard employees in SAP SuccessFactors Work Zone.

Previously, you could onboard external or internal employees with guided experiences (wizard versions) after enabling corresponding workspace templates and content packages. With this release, SAP Build Process Automation onboarding and crossboarding templates are now available. You can select these templates when setting up the onboarding and crossboarding guided experiences for SAP SuccessFactors Work Zone, ensuring greater flexibility in defining your processes. Below are the highlights that you need to know:

• You can enable this new onboarding or crossboarding wizard after configuring the Employee Onboarding with SAP SuccessFactors or Employee Crossboarding with SAP SuccessFactors template in SAP Build Process Automation. No workspace templates or content packages are required.

• The SBPA onboarding guided experience contains three stages Before Your First Day, Your First Day, andYour First Three Months, while the SBPA crossboarding guided experience only has the former two. In addition, all steps under these stages are split into corresponding cards, allowing you to add, delete or reorder steps.

• To use default steps of these two different guided experiences, you should enable the following cards:
  • For the SBPA onboarding guided experience, you should enable Compliance Forms, Item List, Learning Plan, Performance Goals, Track Your Equipment, Your Career and MentoringHelp Us Learn About You, and Qualtrics Survey under Administration Console → UI Integration → Cards.
  • For the SBPA crossboarding guided experience, you should enable Help Us Learn About You,Compliance Forms, Your Onboarding Tasks, Item List, Learning Plan, Performance Goals, Track Your Equipment, Learning Recommendations, and Qualtrics Survey under Administration Console → UI Integration → Cards.

• You can also customize default steps. However, the translation for these customizations needs to be handled by your organization.

We introduced the SAP Build Process Automation templates to provide you with new onboarding and crossboarding experiences in SAP SuccessFactors Work Zone.

• Role-Based Permission Prerequisites
• What's Changed
• Technical Details
• Related Information

As a hiring manager or an onboarding participant, you can now experience an enhanced Onboarding Dashboard.

Some of the major enhancements include:

• Creating and saving variants for filters in the Onboarding Dashboard.
• Using two additional filters to narrow down new hire results based on business requirements.
• Viewing only the current assignee of the Complete e-Signature task, specifically from the New Hire Detailspage.
• Redirection of all URLs and navigations from the legacy Onboarding Dashboard to the new Onboarding Dashboard.

These enhancements include changes to page layout, interaction pattern, and text changes, thereby improving the user experience. This feature is based on Customer Community Idea 262604, 295857, 315948, and 304962

What's Changed

Below is a detailed list of all enhancements made to the Onboarding Dashboard:

Change Type	How It Looked Before	How It Looks Now
Page Layout	The Onboarding Dashboarddisplayed standard default filters along with additional filters that could be selected from the Adapt Filters option.	You can now create a dashboard variant by saving the selected filter(s) from the Adapt Filters option. After selecting your filter preferences, you can save the view from the Save Asoption available from the drop-down, which is displayed next to the variant name.
Page Layout	The Onboarding Dashboarddisplayed the following existing filters: New Hire Start Date (From) Start Date (To) Hiring Manager New Hire Type Process Tasks Task Status Process Status Location Department Division	In addition to the list of existing filters, you can select and add the following two filters from the Adapt Filters dialog: Business Unit Legal Entity
Text Changes	When the Complete e-Signaturetask was assigned to a new hire or the manager from the New Hire Details page, the task displayed an aggregate of all onboarding participants in the Assigned To list.	When the Complete e-Signaturetask is assigned to a new hire or a manager from the New Hire Detailspage, the task displays only the name of the current assignee in the Assigned To list.
Interaction Pattern	You could access the legacy Onboarding Dashboard through saved or bookmarked links.	You're now permitted to only access the new Onboarding Dashboard. Trying to access the legacy Onboarding Dashboard through saved or bookmarked links automatically redirects you to the Onboarding Dashboard.
Interaction Pattern	On selecting an applicant (upon successful initiation of onboarding) from the Job Requisitions page in SAP SuccessFactors Recruiting and subsequently selecting the Activitytab, the View Details link present in the page redirected you to the legacy Onboarding Dashboard page.	When you select the View Detailslink to view an applicant’s onboarding initiation details, you're now redirected to the new Onboarding Dashboard page.

• What's Changed
• Technical Details
• Related Information

New hires can now experience an enhanced onboarding journey using the updated Your Onboarding Checklistpage.

These enhancements enrich the users onboarding experience.

What's Changed

Below is a list of enhancements made to the new hires onboarding journey:

Change Type	How It Looked Before	How It Looks After
Interaction Pattern	When an extension point was enabled, a message regarding the background process was displayed on the left pane of the Your Onboarding Checklist page, specifically below the new hire details.	If an extension point is enabled on completion of the Provide Personal Data task, subsequent new hire tasks are locked. While the message about the background process continues to be available on the left pane, selecting any of the locked tasks now displays a message on the right pane as well. This new message informs new hires that a background task maybe in progress and all sequential tasks will be available on completion of the background task by the assigned user.
Interaction Pattern	When Onboarding Rehire Verification was initiated for a new hire, related tasks were assigned to the rehire coordinator or the assigned participant. Until these tasks were completed, other sequential tasks were locked on the Your Onboarding Checklist page.	When the Onboarding Rehire Verification task is initiated for a new hire, subsequent tasks are locked. While a message is displayed on the left pane, selecting any of these locked tasks displays a message on the right pane as well. This new message on the right informs new hires that a background task maybe in progress and all sequential tasks will be available on completion of the background task by the assigned user.
Interaction Pattern	New hires couldn't perform translator or preparer verification for Section 1 of Form I-9 from the Your Onboarding Checklist page.	Using the Form I-9 Translator or Preparer Verification option, new hires can now perform translator or preparer verification for Section 1 of Form I-9 as part of completing their compliance task from the Your Onboarding Checklist page itself.
Interaction Pattern	On completion of a custom task by the new hire, a read-only version of the task wasn’t displayed in the right pane of the Your Onboarding Checklist pane.	On completion of a custom task, a read-only version of the task is displayed in the right pane. Additionally, you can’t modify the field values or make any changes to the previously submitted data.
Text Changes	On selecting a custom task from the left pane, the specific name of the task wasn’t displayed as the title on the right pane. Instead, the category name, that is, Additional Onboarding Tasks was displayed as the title and subsequently custom task details such as task name, due date, new hire name, and assignee name was displayed on the pane.	On selecting a custom task from the left pane, the specific name of the task is displayed. The category name, that is, Additional Onboarding Tasks and subsequent details such as task name, due date, new hire name, and assignee that were previously displayed are now unavailable to the new hire.
Text Changes	On completion of the onboarding process for a new hire, selectingYour Onboarding Checklist from the Actions option in SAP SuccessFactors Employee Central or selecting the module picker icon on the Your Onboarding Checklistpage displayed an empty screen on the right pane.	On completion of the onboarding process for a new hire, selectingYour Onboarding Checklist from the Actions option in SAP SuccessFactors Employee Central or selecting the module picker icon on the Your Onboarding Checklistpage displays a Task Completedmessage guiding the new hire to take an action based on their requirement.
Text Changes	The First Name and the Last Nameof the new hire entered in the personal data collection task is displayed in the First Name → Last Name format on the left pane of Your Onboarding Checklist page.	The Display Name entered in the personal data collection task is displayed on the left pane of Your Onboarding Checklist page. Note: If no data is available in the Display Name field, the new hire name is displayed in the First Name> Last Name format itself.
Text Changes	If you had previously provided your consent for the e-signature task, a message stating that the consent form was already signed wasn't displayed on the Complete Your E-Signature page.	If you had previously provided consent for the e-signature task, a message stating that the consent form is already signed is displayed on the Complete Your E-Signaturetask.

• What's Changed
• Technical Details
• Related Information

We changed how the manager's phone number displays in the new hire's welcome message.

The manager's phone number is now selected from Employee Central based on the following priority order:

1. Business Phone (code "B")
2. Cell Phone (code "C")
3. Home Phone (code "H")
4. Fax (code "F")

If there are no configured values for the four number types listed earlier, then no number displays.

This enhancement prioritizes the manager's business phone number over other numbers in Employee Central.

SAP SuccessFactors Onboarding now efficiently supports multiple onboarding processes.

Based on specific business requirements, you may encounter the following multiple onboarding processes:

• Onboarding processes for new hire and internal hire

  While the onboarding process for a new hire is open, organizational changes may lead to the initiation of an internal hire process simultaneously. In this scenario, tasks specific to both onboarding processes are displayed under the For You Today section of the Home Page.

  The internal hire process now displays tasks with the label Internal Transfer (only when there is an ongoing onboarding process) to distinguish them from the onboarding tasks for a new hire. This label helps users easily identify specific internal hire tasks, improving efficiency and clarity.

• Onboarding process for rehire with old employment shortly after termination of a new hire

  In a scenario where a candidate is terminated shortly after being hired and then very quickly rehired with old employment, two onboarding processes were open. One for the terminated new hire and another for rehire with old employment.

  With this enhancement the initial onboarding process of the terminated new hire automatically closes after the employee's termination date, which is the immediate next day of the employee's last working day. This omits the existence of multiple open onboarding processes when an employee is quickly rehired.

These enhancements ensure clear visibility and integration, making the onboarding process more efficient for both the administrator and the employee. The mapping of documents and navigating the Your Onboarding Checklist page to the appropriate processes are also implemented based on Customer Community Idea 321676, 299953.

• Configuration Requirements
• What's Changed
• Technical Details
• Related Information

You can now clear stale to-do tasks and home page cards using the Quick Fix option in the new Onboarding check tools.

You can use the following new checks to identify stale tasks and cards:

• Stale To-Do tasks and employee home page cards are cleared
• Stale Onboarding home page cards are cleared

Then you can use the Quick Fix option to remove stale to-do tasks and home page cards.

For guidance on using the new checks to clear the stale to-do tasks and home page cards, see Knowledge Base Article (KBA) 3567801 in the Related Information section. This new process allows customers to remove their stale Onboarding home page cards and to-do tasks without needing to file a Requested Item (RITM) ticket with customer support.

Configuration Requirements

Enable the following Check Tool permissions from Basic Information:Add PermissionsCheck Tool:

• Access Check Tool
• Allow Check Tool Quick Fix

• What's Changed
• Technical Details
• Related Information

The enhanced internal hire process, which is based on the functionalities of Centralized Services in Employee Central, is now enabled by default for all customers.

With the removal of the Enable Enhanced Internal Hire Process switch, supporting functionalities such as rule support, enhanced data validation, and data save for Employee Central entities are now available when the Enable Additional Internal Hire Activities switch is OFF. For more information, refer the Supporting Functions when Enable Additional Internal Hire Activities Switch is OFF topic in the Related Information section. However, only the Enable Additional Internal Hire Activities switch continues to be available under Admin Center> Onboarding General Settings> Process Settings. This switch when enabled continues to provide additional functionalities like workflow support, crossportlet rule, and position updates for the internal hire onboarding process initiated from SAP SuccessFactors Recruiting. For more information, refer the Supporting Functions when Enable Additional Internal Hire Activities Switch is ON topic in the Related Informationsection.

You can also refer to the community blog in the Related Information section for more details about this topic.

The Enhanced Internal Hire Process switch, now enabled by default, streamlines onboarding for internal hires with enhanced functionalities.

What's Changed

In the current version, only the Enable Additional Internal Hire Activities switch is available under Admin Center → Onboarding General Settings → Process Settings.

In the previous version, both the Enable Enhanced Internal Hire Process and Enable Additional Internal Hire Activities switches were available under Admin Center → Onboarding General Settings → Process Settings.

• What's Changed
• Technical Details
• Related Information

An employee transferred from one legal entity to another within the organization using Legal Entity Transfer can now begin their new employment on the Start Date only after completion of Manage Pending Hire.

Using this feature, employees who are transferred on legal entity transfer are prohibited from being available in downstream integrations too soon, thereby mitigating unwarranted custom intervention.

• Technical Details
• Related Information

As a new hire, you can now opt out from filling the Work Opportunity Tax Credit (WOTC) form.

The WOTC form 8850 is now redesigned to include the Check here if you don’t wish to submit the form or if none of the following statements are applicable option. With this option new hires can choose not to complete the form if none of the seven conditions apply or if they prefer not to fill it.

For more information on accessing the WOTC form 8850, refer to Setting Up Compliance for Onboarding topic in the Related Information section.

This update provides flexibility and respects personal choice, making it easier for new hires to navigate through the process without the mandatory selection of the conditions in the WOTC form.

• Configuration Requirements
• What's Changed
• Technical Details
• Related Information

  As an administrator, you can now enable the option for new hires to opt out of choosing a super fund in the Australia Superannuation standard choice form.

  Based on your requirement, the I don't want to choose a super fund right now option can be enabled besides to the existing options. For more information on enabling the option, refer to the Adding a New Configuration for Superannuation Fund topic in the Related Information section.

  Note

  Ensure that the compliance settings for Onboarding is already configured and you have the necessary permissions. For more information, refer to Setting Up Compliance for Onboardingtopic in the Related Information section.

  This feature provides flexibility for employers and employees, accommodating specific business requirements and enhancing the onboarding process.

What's Changed

In the current version, the fourth option (when enabled) appears in the Australia Superannuation standard choice form in addition to the existing options of super fund.

In the previous version only three options of super fund were available in the Australia Superannuation standard choice form.

• Role-Based Permission Prerequisites
• Technical Details
• Related Information

However, when the default compliance-filtering rule for global assignment doesn't match the specific requirements of a compliance form assignment, you can use the overrides configuration. This overrides configuration is implemented using the FieldMetaOverrideConfiguration object available in Admin CenterManage data. This object has two metaOverrideType options. One is Global Filter Metadata Override and the other is Form Metadata Override. To support global assignment, the following enhancements are made to each of the meta override type:

• Global Filter Metadata Override - This meta override type is used to assign compliance forms to an address type other than the default address type. Two new filter IDs, namely hostcountry and hoststate, are introduced to support override functionality.

• Form Metadata Override - This meta override type is used to override the new hire personal data reporting in form. For example, to override address information which is by default mapped to host address type. Under this type, a new hireTypeEnum field is introduced with the Onboarding and Onboarding for global assignment hire types. Each hire type maintains a distinct and active group-specific override configuration.

For more information on creating active overrides configuration for global assignment, refer to Supporting Compliance Forms for Global Assignments in the Related Information section.

This enhancement ensures a structured approach to configuration overrides based on hire type, providing flexibility and precision in managing candidate data.

• Role-Based Permission Prerequisites
• What's Changed
• Technical Details
• Related Information

You can now onboard multiple candidates at once using the Mass Initiate Onboarding REST API.

While the API is primarily used for mass initiation of onboarding processess, it also:

• Creates an onboarding journey for external users by assigning relevant tasks.
• Allows mass cancellation of onboarding processes.

The API supports partial success by initiating a separate transaction for each onboarding request, ensuring that any failure remains isolated to the specific transaction without affecting the overall bulk onboarding process. When partial success occurs, the response payload includes the status of each record, clearly indicating which record succeeded and which encountered issues.

Using this feature, organizations can initiate mass onboarding during acquisitions, mergers, rehires, and restructuring thereby providing flexibility, efficiency, and scalability, allowing them to manage complex onboarding scenarios with minimal manual intervention. This feature is based on the Customer Community Idea 253582

• Role-Based Permission Prerequisites
• Technical Details
• Related Information

As an Onboarding 1.0 administrator, you can now migrate all your documents to the latest Onboarding solution before the sunset of Onboarding 1.0.

In Onboarding 1.0, the documents are stored in Document Centre (DC). Whereas in Onboarding, the documents are stored in Document Management System (DMS). Before transitioning to the Onboarding solution, you can initiate a migration job to transfer all required library of documents (onboarding documents and audit data), forms, attachments, and uploads from DC to DMS.

Administrators can use the new Initiate Onboarding 1.0 Document Migration Job to initiate the document migration. This job type is available under Create Job Request in Admin Centre> Scheduled Job Manager >Job Scheduler.

By default, the DMS provides 500 GB of storage space. Ensure you have enough storage in the DMS for the documents being migrated. This helps prevent migration errors and disruptions to other platform operations due to a shortage of storage space. If needed, you can purchase additional storage. For details on purchasing extra storage, refer to the Request for Additional Storage topic in the Related Information section.

You can check the storage space and the migration status of the documents to be migrated under Onboarding 1.0> Onboarding 1.0 Dashboard> Settings> Feature usage.

For more information on initiating the migration job, refer to the Migrating documents from Onboarding 1.0topic under the Related Information section.

This feature is essential for ensuring a smooth transition to the latest Onboarding solution, preserving important onboarding documents and audit data.

• What's Changed
• Technical Details
• Related Information

You can now access revised documents generated after data correction in Final Review.

When a data correction is requested in the Final Review, the Document Flow now regenerates documents with the corrected data. This applies even when the Final Review is added after the Document Flow in a custom Process Variant.

As an administrator, you can view and download the required version of the document for a new hire from Onboarding Dashboard> New Hire Details> Actions> Onboarding Documents. The following screenshot shows various versions of the generated documents.

However, new hires can view and download only the recently signed version of the corrected documents from the Complete Your E-Signature task in the Your Onboarding Checklist page.

For more information on Final Review, refer to the Performing Final Review topic in the Relation Informationsection.

This enhancement is crucial for maintaining the integrity of document flow and ensuring accuracy in the documents generated post data correction.

• What's Changed
• Technical Details
• Related Information

Documents uploaded to custom tasks are now visible from Onboarding Documents in the New Hire Detailspage.

When a new hire uploads an attachment such as a photo or PDF, the hiring manager or onboarding participant can now view the attachment from Onboarding Documents in the New Hire Details page.

This enhancement improves the hiring manager and onboarding participants user experience by allowing them to easily view uploaded attachments.

• What's Changed
• Technical Details
• Related Information

We updated the landing page where users are directed when they complete several Onboarding actions.

The following redirect flows have changed:

• Personal Data Collection

• New Hire Tasks

• U.S. Form I-9 Section 2

• E-Verify

This user experience enhancement improves the users workflow by directing them to an optimal page.

• Configuration Requirements
• What's Changed
• Technical Details
• Related Information

Rehires can now log in to the Onboarding application using the newly generated username instead of the old username from their previous employment.

The rehire receives a welcome email on their personal email address along with a login URL and a username (derived from the personal email address provided during the recruitment process), using which they can complete their onboarding tasks.

The rehire can continue to use the newly generated username to perform their onboarding tasks, even after the completion of Onboarding Rehire Verification and until the employment Start Date. However, the username is automatically reset after day one of their employment.

This enhancement allows rehires to use their newly generated username to perform the assigned tasks without any interruption, thereby improving the rehire process.

• What's Changed
• Technical Details
• Related Information

Administrators can now assign multiple Role-Based Permission (poly RBP) roles to custom tasks.

Poly RBP supports setting target criteria for Custom Tasks. You can create a target population such as "New Hires", "Managers", and "Onboarding Participants" and add a target criteria restriction based on the custom task type. This allows you to customize individual access for who can view, edit, and complete custom tasks.

This enhancement allows you to restrict and grant access to custom tasks for more than one permission role.

What's Changed

Currently, custom task access can be restricted within a permission role-based target criteria. This ensures that only the assigned tasks appear for users assigned to particular roles.

For example, you can create and assign a role such as the "Offboarding Survey Permission Role" to a custom task for Completing the Offboarding Survey. You can define the target criteria for this role based on the custom task definition MDF object (in this example the Offboarding Survey object). Only users assigned to this role can see the Offboarding Survey.

Previously, you could assign a custom task to a single role or person without any restriction, so all configured custom tasks would be visible to the assigned person or role.