Reviewing the SAP SuccessFactors Onboarding 2H 2024 Enhancements
Objective
After completing this lesson, you will be able to describe SAP SuccessFactors Onboarding enhancements in the 2H 2024 release
Ability to Initiate Internal Hire Process Using Rule Function
You can now use the new Trigger Onboarding Process rule function to trigger the internal hire process.
The rule can be configured using the Trigger OnPostSave Events for Job Information rule scenario in the Configure Business Rules page. This feature currently supports only the internal hire process.
We recommend that you use either the transfer event or the rule function to trigger the internal hire process.
Note
If your business needs necessitate having both, configure only one rule to trigger either the tranfer event or the rule function. Don't create a separate rule for each.
This enhancement enables you to start the internal hire process without having to trigger a transfer event from Employee Central.
Configuration Requirements
Configure a business rule using the Trigger Onboarding Process rule function. For more details, see the Creating a Business Rule to Trigger the Onboarding Process topic in the Related Information section.
What's Changed
In the current version, you can configure a business rule using the Trigger Onboarding Process rule function or a transfer event to trigger the internal hire process.
In the previous version, the internal hire process could only be triggered via a transfer event.
Using SAP SuccessFactors Onboarding, employees who are assigned with one or more future dated concurrent employments can now view and complete all the assigned onboarding tasks.
To trigger onboarding for employees with a concurrent employment, administrators must ensure that the:
Concurrent employment is triggered from SAP SuccessFactors Employee Central and the condition defined in the Rule to Initiate Onboarding for Concurrent Employmentdecision rule scenario is matching.
Start Date of the employment is set to a date in the future.
Supervisor field is updated while adding the employment in People Profile.
Once the concurrent employment is initiated from Employee Central and the configured workflow (if any) is completed, onboarding is automatically initiated for the corresponding employee with Concurrent Employment as the Hire Type value and Hired as the Hire Status value.
On initiation of the onboarding process, any data modification to the concurrent employment can be done only in Employee Central. Onboarding doesn't allow changes to be made to the employee's profile. Additionally, values for Start Date and Hiring Manager are also fetched from Employee Central. Since values for these fields can be modified only in Employee Central, any changes made automatically reflect in Onboarding.
Responsible users can view the required onboarding tasks related to these employees on the Onboarding Dashboard (using Concurrent Employment as the value for New Hire Type).
Simultaneously, a welcome email is triggered to the employee notifying them to log in to the application using their existing credentials and perform all assigned onboarding tasks. On doing so, using the Context Switcher, the employee can switch from their default active (primary) assignment to their inactive (concurrent) employment profile to view and complete all new hire tasks (as per the Process Variant Manager configuration) that are assigned as part of their Your Onboarding Checklist.
Furthermore, when the employee performs the Provide Personal Data task for the secondary employment and updates the personal non-effective dated fields, then the corresponding field in the primary employment is updated accordingly. Following are the personal non-effective dated fields:
National ID Information
Biographical Information
Work Eligibility
Contact Information
Emergency Contact
Note
The Cancel Onboarding, Restart Onboarding, and New Hire Data options from the Actions menu in the New Hire Details page aren't available (specifically for employees with concurrent employment) even if the responsible user has the required permission to perform these operations. However, if the concurrent employment is canceled or made obsolete (via Report No-Show) before the Start Date from Employee Central, their onboarding process is subsequently canceled and the Process Status in the Manage Data page is updated to Canceled.
Additionally, any restart configured on ONB2Process would be ignored for concurrent employment.
When a concurrent employment is created for an employee in Employee Central, an inactive future dated user (f) is created. If the Initiate Onboarding for Concurrent Employment decision rule is satisfied, then the inactive future dated user (f) is converted to an external user (e). Thereafter, any integrations made based on the user status (f) may not work. If you want the integration to work, ensure to include the (e) user status as well.
If you're using combined instances (Onboarding and Onboarding 1.0) and initiate the onboarding process for a concurrent employment, onboarding is initiated in both the instances. For more information, see the Combined Instances of Onboarding 1.0 and Onboarding topic in the Related Information section.
Finally, if an employees' concurrent employment is terminated in Employee Central, the offboarding process is initiated, if configured.
This enhancement provides employees with a future dated concurrent employment the ability to complete all onboarding tasks using their current login credentials in an easy and simplified manner. This feature is based on the Customer Community Idea 286680.
Configuration Requirements
You need to:
Configure the Trigger Onboarding for Concurrent Employment business rule scenario and ensure that the rule evaluates to true.
Select the instance of the rule for Rule to Initiate Onboarding for Concurrent Employment in Admin Center → Manage Data → Onboarding Configuration → DEFAULT_ONB2_CONFIG (DEFAULT_ONB2_CONFIG).
Configure and enable the new (ONB) Concurrent Employment User Welcome Message Trigger email template from theAdmin Center → Email Services to send the welcome e-mail notification to employees on concurrent employment.
Role-Based Permission Prerequisites
Ensure to:
Assign External User Target Populations to the responsible users’ permission role from Admin → Manage Permission Roles.
Provide the View permission for Process User Task and New Hire Task Summary to allow employees to perform their onboarding task from the Your Onboarding Checklist page.
To do so, select Admin Center → Manage Permission Roles, select the permission role that is associated to the employee, select Permission settings → Permission → Onboarding or Offboarding Object Permissions, and then enable the View permission for Process User Task and New Hire Task Summary.
Search for External Onboarding and Learning Users in the Global Header
You can now search for external users using Onboarding and Learning through the People Search capability in the global header.
Previously, when logged-in users conducted searches in the global header, only external users using 360 Reviews were returned. As of this release, external Onboarding and Learning users can also appear in the search results of Global Header Search, provided it is configured properly.
This enhancement enables users to search for external onboardees and learners in an easier way.
Note
We added the missing information that this enhancement also supports returning external Learning users on October 18, 2024.
Configuration Requirements
Onboarding is enabled in your system.
Learning is enabled in your system.
Role-Based Permission Prerequisites
To display external users in the search results of Global Header Search, you can do as follows:
You have the permission Manage Permission Roles → Administrator Permissions → Manage System Properties → Company System and Logo Settings in Admin Center.
You've deselected the permission Company System and Logo Settings → Hide External Users from search results in Admin Center.
Enhancements to Automatic Hire and Manage Pending Hires
We've introduced a few enhancements to improve the automatic hire process in the Manage Pending Hires tool.
What's Changed
Before
After
New Admin Alerts Category
In the previous version, Admin Alerts for Automatic Hire did not exist.
In the Admin Alerts page, in addition to the Recruiting, Onboarding, and Onboarding 1.0 pending hire alerts, we have added Automatic Hire alerts. You can search for Errors in Automatic Hiring, which are grouped by candidate name.
In the Manage Pending Hires tool, the alerts icon appears if there are any issues in the hiring process, for example, in cases where a user aleady exists in the system or there is a missing value for a mandatory field. You can select the icon to view the error message and continue on to hire the user manually.
New Validation
In the previous version, the system did not check the event reason.
In addition to the existing data validations, the system now also checks the event reason used for rehire scenarios to ensure better data consistency.
Refer to the Related Information section for more information about Data Validation in Hire/Rehire scenarios.
We made these changes to improve any troubleshooting needed as well as to improve data consistency.
Configuration Requirements
You have enabled Automatic Hire in Onboarding and/or Recruiting.
You have enabled Admin Alerts.
Role-Based Permission Prerequisites
You have the Administrator → Admin Alert Object Permissions → Automatic Hire Admin Alert permission. You also have permission to view and edit the Automatic Hire Admin Alert item.
Enhancements to AI-Assisted Writing and Availability in More Areas
AI-assisted writing is available for use in more product areas, and now also includes the Content Translation and Text Analyzer features.
The following modules are adopting AI-assisted writing for the first time in the 2H 2024 release:
Compensation
Rewards and Recognition
Variable Pay
Calibration
Employee Central
Platform
Learning
Onboarding
Dynamic Teams (including Objectives and Key Results)
Latest People Profile
Talent Intelligence Hub
We've also added the following new AI-actions:
Translate: For written text, the user can select this option to choose the target language they'd like it translated to. The following capabilities are supported with this action:
One-directional translation: Translation from en-US (US English) to all 46 languages supported in SAP SuccessFactors
Bi-directional translation: Full translation between the following languages: English (US), German, French, Spanish, Portuguese, Chinese (Simplified), and Japanese
Note
We updated the bullet points under the Translate action to include the terms "one-directional" and "bi-directional" to clarify the difference between translation from en-US (US English) and full translation between select languages.
Analyze Text: With this option, a safety scan is performed on each text box, prompt entry, or Generative AI output in order to detect bias, and remove discriminatory or violent language. Users can choose to accept or reject the suggested text presented for replacement.
Text Analyzer scans for the following safety attributes:
Inclusiveness:
Age Bias
Cultural Bias
Gender Bias
Mental Health Bias
Racial Bias
Religious Bias
Sexual Orientation Bias
Socioeconomic Bias
Ableist/Physical Ability Bias
Harmful Content
Insulting and Offensive Language
Firearms and Weapons
Hate Speech
Slang and Overly Informal Language
Self-Harm
Sexual Content
Toxic and Exclusionary Speech
Violent Speech
War
The table below lists the SAP SuccessFactors product areas that support AI-assisted writing as of the 2H 2024 release.
Note
AI-assisted writing is currently only available on the web version of SAP SuccessFactors applications. Mobile support for this feature is not yet available.
Product
Module
How AI-Assisted Writing Can Help
Performance & Goals
Performance Management
Improve the content provided as comments, such as comments for skills, competencies, and performance and development goals. It can also help improve the email draft for requesting feedback in Team Overview.
Performance & Goals
Continuous Performance Management
Improve the content when responding to feedback or giving a feedback response and assist to make the feedback actionable.
Performance & Goals
360 Reviews
Improve the content provided as comments, such as comments for skills, competencies, and performance and development goals.
Performance & Goals
Goal Managment
Improve the content of performance goals, such as goal name, description, and other content provided in goal fields of text and textarea types.
Employee Central
Process Automation (Workflows)
Improve comments users provided when initiating or processing a workflow request. Note that this feature is not available for Foundation Object (FO) and MDF workflows.
Employee Central
Global Benefits
Improve the description for text fields in Manage Data and Benefits Admin Overview (configuration UI).
Note
The AI-Assisted Writing feature is available for text fields description which has a minimum of 256 characters.
Learning
Learning Administration
Improve the Title and Description fields when creating Items, Curricula, Programs, and Collections.
The AI-assisted writing tool isn't yet supported in the Item and Curricula translation widgets.
Learning
Learning
Improve the Title and Description fields when creating Collections and QuickGuides.
Onboarding
Onboarding
Improve the content for the Welcome Message, Farewell Message, Buddy Messages, and Goals content.
Compensation
Rewards and Recognition
Improve the messages from Award Nominator to award recipients and approvers.
Improve the descriptions of programs, levels and categories that the Administrator provides.
Compensation
Compensation
Variable Pay
Improve the content of Notes and Force Comments for the Compensation Planner in your Compensation, Variable Pay, and the Total Compensation worksheets and Executive Review.
Improve the content of the fields in the column designer for the Administrator when designing Compensation, Variable Pay, and Total Compensation templates.
Succession & Development
Career Development
Improve the content of development goals, such as goal name, description, and other content provided in goal fields of text and textarea types.
The AI-assisted writing tool isn't yet supported in custom learning activities.
Platform
Dynamic Teams
Improve the name and description of a team or a team objective, the description of a key result, and comments on a key result.
Platform
Latest People Profile
Improve the self-description in Profile Preview.
Platform
Talent Intelligence Hub
Improve the description for an attribute and the description for a proficiency level scale in Talent Intelligence Hub.
Platform
Foundation Management
Improve the description for text fields in Manage Data and Manage Configurable UI pages.
Note
The AI-Assisted Writing feature is available for text fields description which has a minimum of 256 characters.
Platform
Business Rules
Improve the description for text fields in the Configure Business Rules and the Create New Rule pages.
Performance & Goals
Calibration
Improve the comments provided by session reviewers to subjects.
Opportunity Marketplace
Opportunity Marketplace Assignments
Improve the description of assignments when assignment owners create or edit assignments, and the comment of assignment applications when assignment applicants apply for assignments.
When the assignment type is configured with custom fields whose type is Text Area, the AI-assisted writing is also available when assignment owners edit those custom fields for assignments of that type.
With these new enhancements, customers can access content in their native language, reinforce inclusive language, and further enhance the quality of their communication.
Configuration Requirements
You've purchased the AI units license. For more information about the AI units license, please contact your Account Executive.
You've enabled theAI-Services Administration → Assisted Writing with Text Analyzer option in Admin Center.
Role-Based Permission Prerequisites
You have the Administrator → Manage AI Capabilities → AI Services Administration permission.
Employees have the User Permissions → AI Access → Assisted Writing permission.
What's Changed
In the current version of AI-assisted writing, content translation is supported. In this example for Opportunity Marketplace, the Translate action is being used to translate the assignment description into another language.
Text analysis is also supported. In this example, the Analyze Text action is being used to scan the assignment given to an employee to ensure that it is using inclusive language.
In the previous version, the AI-assisted writing tool only supported the following modules:
360 Reviews
Performance Management
Continuous Performance Management
Goal Management
Career Development
Opportunity Marketplace Assignments
The Translate and Analyze Text options were also not available.
The Assisted Writing with Text Analyzer option of the AI-Services Administration page was previously called Assisted Writing.
Enhancements to Personal Data Collection Page for New Hires
New hires can now view their submitted personal data on the Your Onboarding Checklist page.
Once a new hire reviews their personal data, updates any missing information, and submits it in the Provide Personal Data page of the Your Onboarding Checklist, the status of the task (in the left pane) is updated to Completed and the submitted data is available for viewing in the read-only mode.
These enhancements are visible for new hires who are onboarded after the 2H 2024 Production release and isn't available for inflight candidates.
Note
If the new hire is using an effective-dated configurable hire template with custom MDF objects for the personal data collection step, they can't view their submitted data in the Provide Personal Data page. However, a static view of the HRIS entities for which the new hire has access is displayed. Additionally, on submission of the data, they'll continue to see the existing Well Done message on the screen.
If you've enabled the National ID (Restricted to only country/region of legal entity) permission in the Add Permission → Employee Data page, on submission of personal data, only national IDs corresponding to the new hire's legal entity is displayed, irrespective of the IDs added by the new hire while reviewing and entering information in the Personal Data Collection step.
These enhancements continue to enrich the onboarding experience. This feature is based on the Customer Community Idea 286945.
Note
We added details about the specific prerequisite permission that must be enabled under the Enable the Latest People Profile switch. Additionally, we added the permission that must be enabled for new hires with a future Start Date.
Configuration Requirements
As a prerequisite, ensure that the Enable Full Profile for the latest People Profile switch available under Admin Center → Company System and Logo Settings → Enable the Latest People Profile is enabled.
Enable theAdmin Center → Onboarding General Settings → Enable the Latest People Profile → Enable Latest Personal Data Collection View Page for New Hires switch.
Note
If you want new hires to view their submitted personal data, both these switches must be enabled. However, if you want to revert the change in the future, you must disable the Enable Latest Personal Data Collection View Page for New Hires switch.
Role-Based Permission Prerequisites
The View permission for Process User Task and New Hire Task Summary are enabled for new hires by default. This permission is required to access the Your Onboarding Checklist page and is available from the following location:
Admin Center → Manage Permission Roles > the role assigned to the new hire > Permission settings → Permission → Onboarding or Offboarding Object Permissions → Process User Task → View.
Admin Center → Manage Permission Roles [the role assigned to the new hire] Permission settings → Permission → Onboarding or Offboarding Object Permissions → New Hire Task Summary → View.
To ensure that new hires with a future Start Date are able to view their submitted personal data, specifically for effective dated entities, enable the User Permission → Employee Data → Future Dated Transaction Alerts → View.
What's Changed
In the current version, new hires can view their submitted personal data in the Provide Personal Data page of the Your Onboarding Checklist.
In the previous version, a Well Done message was displayed once the new hire submitted and confirmed their personal data.
Additional Enhancements to New Hire Onboarding Journey
New hires can now experience an enhanced Your Onboarding Checklist page enabling them to perform their onboarding tasks in a more effective way.
These enhancements include the availability of a guided tour (enabled by SAP Companion), changes to the Your Onboarding Checklist page, and other related enhancements, which are explained in detail in the What's Changed section below.
Below is a list of enhancements made to the new hires onboarding journey:
Change
How It Looked Before
How It Looks Now
Interaction Pattern
There was no pre-delivered guided tour for new hires on the Your Onboarding Checklist page.
A guided tour, enabled by SAP Companion is now available from the Open Help icon present in the header section of the Your Onboarding Checklist page.
If you wish to auto-start the tour, follow the steps mentioned in the Starting SAP Companion Guided Tours Automatically topic in the Related Information section and use ONB2_JOURNEY as the value for the autoStartTour parameter.
Note
New hires can access the guided tour as of 2H 2024 Production release dated November 15, 2024.
Style
The avatar, name, and the start date wasn't displayed on the left pane of theYour Onboarding Checklist page.
The avatar, name, and the start date of the employment is displayed on the left pane (specifically on the top-left) of the Your Onboarding Checklist page.
Interaction Pattern
If a new hire themselves were the manager and had to perform manager tasks from the dashboard, they could access it by selecting Onboarding from the module picker and then selecting the Onboarding Dashboard option. The dashboard then opened in a different page, making it difficult to access the checklist page again.
If a new hire themselves are the manger and want to perform manager tasks from the Onboarding Dashboard, they can access it by selecting Onboarding from the module picker (drop-down in the header section) and then selecting the home page to-do cards, to access the Your Onboarding Checklist page where the onboarding tasks are listed.
Note
In order to allow the new hire to access the dashboard and perform the assigned managerial tasks, ensure that all required permissions are granted in advance.
However, as a new hire, if they want to complete the assigned onboarding tasks, they can use the home page to-do cards as well as module picker to access the Your Onboarding Checklist page, from where the assigned tasks can be completed.
Interaction Pattern
Once the new hire completed a task, subsequent tasks were locked and there was no guidance on the next applicable task. Therefore, the new hire had to wait until the task was made available.
Once the new hire completes a task, a busy/loading indicator is displayed against subsequent pending tasks until the next applicable task is made available. Additionally, an information message is displayed if the task continues to be unavailable.
Interaction Pattern
Email templates, used to inform and nudge new hires about an assigned task, contained a link to the task-specific page.
Note
All earlier emails tokens continue to exist. However, the new OnboardingChecklist token is an additional token introduced to link the new Your Onboarding Checklist page, which is available in the specified triggers.
Email templates, used to inform and nudge new hires about an assigned onboarding task, contain a link to the Your Onboarding Checklist page. This is done using the new OnboardingChecklist email token.
Onboarding Enhancements for the Latest People Profile
Employees can now view all their Onboarding information and documents, created after 1H 2024, by selecting Your Onboarding Checklist from the All Actions menu on the latest People Profile page.
If there is more than one employment, they can select the desired employment from the Onboarding History icon next to the Onboarding Checklist header.
The types of Onboarding information and documents in the Onboarding Checklist include:
Compliance forms such as the U.S. Form I-9 and E-Verify
Information and attachments provided in the Personal Data Collection and Custom Data Collection steps
Documents generated by custom tasks
This feature allows employees to access the information and documents provided during the Onboarding Checklist process from the latest People Profile page. This new feature is from Customer Community Idea 273837, Customer Community Idea276630, and Customer Community Idea 305134.
Note
We removed a role-based permission because the feature is enabled by default.
What's Changed
How It Looks Now
In the current version, Onboarding information and documents from the Onboarding Checklist can be accessed from the All Actions menu in the latest People Profile page. The Onboarding Checklistnow has an Onboarding History icon that allows new hires to view their Onboarding checklist from previous employments.
How It Looked Before
In the previous version, Onboarding documents and information was not accessible after Onboarding was completed.
More Phases Available in Onboarding Guided Experience, Wizard Version
We introduced two new phases Your First Day and Your First Three Months to the Onboarding guided experience (wizard version) of SAP SuccessFactors Work Zone.
Previously, the Onboarding guided experience (wizard version) only contained the first phase Before Your First Day to guide new hires through required pre-onboarding steps with its wizard-like predefined process. As of this release, you can use this wizard to provide your employees with a more comprehensive onboarding experience.
You can enable this wizard after activating the workspace template Employee Onboarding: Wizard Version under Administration Console → Area & Workspace Configuration → Workspace Templates and installing the content package Employee Onboarding (Wizard Version) under Administration Console → UI Integration → Content Packages.
To use default templates of the new phases Your First Day and Your First Three Months, you should enable the cards Item List, Learning Plan, Performance Goals, Qualtrics Survey, Ready to Explore, Track Your Equipment, and Your Career and Mentoring under Administration Console → UI Integration Cards .
The card Qualtrics Survey which was added to the end of the first phase Before Your First Day is now moved to the last phase Your First Three Months.
In-tab navigation is supported in the Onboarding guided experience (wizard version). Users can navigate within SAP SuccessFactors Work Zone by choosing links during the onboarding process.
We made these enhancements to provide an improved onboarding guided experience for SAP SuccessFactors Work Zone users.
Employer Signature Support for Corporate Representative
You can now assign a corporate representative for the employer's signature for all required country compliance forms.
You can define the responsible signatory for the required form bundles in the Compliance Setting → Add Configuration page of the relevant form group.
With this enhancement, we have improved customer experience by allowing employers to assign corporate representatives to sign the compliance forms.
Configuration Requirements
Add the (ONB) Compliance Document Flow Template to the active email template list. For more information, see the Preconfigured Email Templates in Onboarding topic in the Related Information section.
Configure the Assign Corporate Representative User ID as Employer Signatory in Country Compliance Form rule scenario to select a corporate representative signatory for the country compliance forms. For more information, see the Creating a Business Rule to Assign Corporate Representative Signature topic in the Related Information section.
Configure the Select Employer Signature for Country Compliance Configuration rule scenario to select an employer signatory for the country compliance forms. For more information, see the Creating a Business Rule for Employer Signature topic in the Related Information section.
Role-Based Permission Prerequisites
Admin Center → Manager Permission Roles → [Permission Roles] → User Permissions → Compliance Object Permission → Compliance Form Signature
Admin Center → Manager Permission Roles → [Permission Roles] → User Permissions → Compliance Object Permission → ComplianceDocumentFlow
Hiring managers and onboarding participants can now experience an enhanced Onboarding Dashboard which provides additional filters to narrow down new hire results based on specific requirements along with other enhancements that are explained in details below.
We've included an additional role-based permission that must be enabled and added information about the Clear and Reset options.
Role-Based Permission Prerequisites
To allow onboarding participants to view the additional new filters, enable:
User → Onboarding or Offboarding Permissions →
Onboarding or Offboarding Permissions → User Extended Info → Grant all permissions
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
Text changes
The title of the Onboarding dashboard was displayed as Onboarding Dashboard (New).
The title of the Onboarding dashboard is now displayed as Onboarding Dashboard.
Text changes
The title of the filter (on the Onboarding Dashboard) that queried new hires or employees based on their hire type was called New Hire Type.
The title of the filter that queries new hires or employees based on their hire type is now renamed to Hire Type.
Page layout
The Clear and Go options were displayed. Additionally, the Adapt Filters option wasn’t available previously.
The Clear option is now replaced with Adapt Filters. Using the new Adapt Filters option, you can change the filter preferences to be displayed on the Onboarding Dashboard, as per your business requirement. To reset filter values, use the Reset option in the Adapt Filters dialog.
Page layout
The Onboarding Dashboard displayed the following existing filters:
New Hire
Start Date (From)
Start Date (To)
Hiring Manager
New Hire Type
Process Tasks
Task Status
Process Status
In addition to the list of existing filters, you can select and add the following three filters from the Adapt Filters dialog:
Location
Department
Division
Note
The values for Location, Department, and Division are fetched from SAP SuccessFactors Employee Central.
Page layout
On selecting Onboarding from the module picker on the home page, onboarding participants had to select the Expand Header icon to view the header that listed filters on the Onboarding Dashboard (New).
On selecting Onboarding from the module picker on the home page, onboarding participants can now automatically view the header on the Onboarding Dashboard, without the need to select the Expand Header icon.
The onboarding participant can then decide to collapse, pin, or unpin the header, based on their requirement.
Interaction pattern
The New Hire Type filter allowed you to filter new hires by the following hire type options:
Internal Hire
External Hire
The Hire Type filter displayed on the Onboarding Dashboard and the New Hire Details page now allows you to filter new hires by the following hire type options:
Internal HIre
New Hire
Rehire With New Employment
Hehire With Old Employment
Legal Entity Transfer
Concurrent Employment
Global Assignment
Interaction pattern
On selecting the contact card icon of a hiring manager, the profile and the contact details were displayed beside the contact card icon.
Additionally, this view allowed the hiring manager to add only basic information.
On selecting the contact card icon of a hiring manager, the profile and the contact details of the hiring manager is now displayed on the right side of the dashboard in People Profile.
Additionally, this view now allows the hiring manager to perform various actions and provides an overview of their essential details. For more information, see the Profile Preview of the Latest People Profile topic in the Related Informationsection.
Interaction pattern
A contact card wasn’t available for new hires.
A contact card displaying the profile and the contact details of the new hire is now available on the Onboarding Dashboard. This can be accessed using the contact card icon displayed next to the name of the new hire where the details are then displayed on the right side of the dashboard in People Profile.
Note
If you click the contact card for new hires who are expected to be onboarded on a future date, a (Future) label is displayed accordingly.
Page layout
The New Hire Details page displayed the Name, Job Title, Location, Start Date, and the Hiring Manager details on the header of the page.
The header of the New Hire Details page is redesigned to display additional details of the new hire that include Hire Type, Hire Status, and Process Status.
Note
The Process Status is displayed only if the onboarding process of the new hire is restarted.
Also, the contact card is displayed thereby providing hiring managers the ability to view additional details of the new hire. Additionally, the Job Title is moved to the contact card and isn't displayed in the New Hire Details page anymore.
Interaction pattern
If the Review New Hire Data task was performed from the Onboarding Dashboard (New) or from the New Hire Data option available from the Action menu, the hiring manager was redirected to the home page.
If Review New Hire Data task is performed from the Onboarding Dashboard or from the New Hire Data option available from the Action menu, they’re redirected to the Onboarding Dashboard.
Text changes
If the I-9 and E-Verify or Compliance tasks weren’t applicable for a specific new hire, a blank space was displayed in the Onboarding Dashboard (New).
If the I-9 and E-Verify or Compliance tasks aren’t applicable for a specific new hire, a Not Available label is displayed on the Onboarding Dashboard.
Interaction pattern
The Overdue tasks displayed under Data Collection appeared in red and as plain text. However, under the New Hire Tasks column, it appeared in blue, red, and as plain text or hover-over buttons, depending on the status of the task.
The Overdue tasks displayed under Data Collection and the New Hire Tasks column appear consistently as a hover-over button in blue.
Additionally, if the task is assigned to the logged in user, details of the task is displayed when the user clicks the Overdue task. However, if the task isn't assigned to the logged in user, a No Tasks (0) message is displayed.
Page layout
The Start Date and its corresponding values displayed on the Onboarding Dashboard (New) were left aligned.
The Start Date and its corresponding values displayed on the Onboarding Dashboard are right aligned.
Interacion pattern
The Nudge, View Details, and Refresh options listed under the Actions column in the New Hire Details page appeared as embedded links.
The Nudge, View Details, and Refresh options listed under the Actions column in the New Hire Details page now appear as buttons. However, the Start option continues to be available as an emphasized link.
Offboarding Process Flow Now Available in Process Variant Manager
You can now edit, copy, and delete the offboarding process flow in the Process Variant Manager.
You can add a new process variant with the following tasks for the offboarding process:
Review Employee Information
Review Offboarding Information
Offboarding Tasks
Document Flow
Additionally, you can filter the Process Type by Onboarding or Offboarding on the Process Variant Manager Dashboard.
This enhancement allows you to customize the Offboarding experience and add or remove tasks from the process.
Configuration Requirements
Configure a business rule using the Select Process Variant rule scenario. For more information, see the Setting a Business Rule for a Process Flow topic in the Related Information section.
Configure a business rule using the Assign Form rule scenario to add up to two Document Flow steps to the same process.
What's Changed
In the current version, the Offboarding process can be added by selecting Offboarding from the Process Type dropdown in the Add Process Variant page.
How It Looked Before: In the previous version, the Offboarding process flow wasn't available in the Process Variant Manager.
Crossboarding Guided Experience Available in SAP SuccessFactors Work Zone
We introduced the crossboarding guided experience (wizard version) to help you onboard internal employees who pursue a new role within your organization.
The crossboarding guided experience which has adopted the low-code/no-code (LCNC) solution is now supported in SAP SuccessFactors Work Zone. It currently contains two phases Before Your First Day and Your First Day, providing internal employees an opportunity to seek other roles within the organization that best suit their capabilities. Below are the highlights that you need to know:
You can enable this wizard after activating the workspace template Employee Crossboarding: Wizard Version under Administration Console → Area & Workspace Configuration → Workspace Templates and installing the content package Employee Crossboarding (Wizard Version) under Administration Console → UI Integration → Content Packages.
All steps under the phases Before Your First Day and Your First Day are split into corresponding cards, allowing you to add, delete or reorder steps.
To use the default templates of two phases, you should enable the cards Help Us Learn About You, Compliance Forms, Your Onboarding Checklist, Item List, Learning Plan, Ready to Explore, Performance Goals, Track Your Equipment, Learning Recommendations, and Qualtrics Survey under Administration Console → UI Integration → Cards.
In addition to the predefined templates designed for those steps, you can also customize them. However, the translation for these customizations needs to be handled by your organization.
We introduced this new guided experience to help you onboard internal hires directly in SAP SuccessFactors Work Zone.
Termination Date and Manager Changes Recorded in Offboarding
Changes made to an employee's Termination Date or Supervisor fields in SAP SuccessFactors Employee Central is automatically reflected in Offboarding, while the offboarding process is already active in the system.
Managers and offboarding participants can now view the updated values in the Offboarding Dashboard and the following related tasks, even if the offboarding process is already initiated:
Manager Data Review
Employee Data Review
Offboarding Activities
Offboarding Custom Tasks
Once the modified Termination Date is available in the offboarding process flow, all corresponding tasks with the earlier date are automatically updated with the latest termination date. Similarly, once the modified Supervisor value is available in offboarding, applicable to-do cards are reassigned to the new manager while tasks assigned to the earlier manager become inactive.
Note
When the Supervisor value is updated in the offboarding process, in addition to reassignment of to-do cards, a notification is triggered to the new manager if the Manager Data Review task is open.
Using this enhancement, the termination date and hiring manager details in Employee Central are in sync with the offboarding process, therefore maintaining consistent data and avoiding information mismatch. This enhancement is from Customer Community Idea 274729 and 316138.
What's Changed
In the current release, any changes made to the Termination Date and Supervisor fields in Employee Central are automatically reflected in Offboarding, even if the offboarding process is already initiated.
In the previous release, any changes made to the Termination Date and Supervisor fields in Employee Central weren’t reflected in Offboarding.
Enhancements to Onboarding specific home page to-do cards provides a better user experience to new hires.
Following are the changes made to the home page cards, which are discussed in detail in the What’s Changed section below:
Change in availability and accessibility of the Welcome Aboard! card
Addition of object status to the Your Onboarding Checklist and Your Onboarding Tasks cards
Change in the ordering of the to-do cards
Addition of a description to the Your Onboarding Guide card
Style changes to the Offboarding Tasks cards.
These enhancements are visible for new hires, rehires, employees with global assignments, concurrent employments, and internal hires who are onboarded after the 2H 2024 Production release. However, this isn’t available for inflight candidates.
These enhancements continue to enrich the onboarding experience. This feature is based on the Customer Community Idea 326240.
What's Changed
Below is a detailed list of all enhancements made to Onboarding specific home page cards:
Change Type
How It Looked Before
How It Looks Now
Interaction pattern
The Welcome Aboard! card was displayed on the home page for an extended duration. Additionally, it wasn't available from the Your Onboarding Checklist page.
The Welcome Aboard! message is now available from the Your Onboarding Checklist page as well. Once the new hire views the welcome message from the to-do card, the Welcome Aboard! to-do card disappears from the home page.
Interaction pattern
Onboarding to-do cards weren’t displayed in any specific order. Below is a screenshot of the to-do cards that were displayed in no specific order.
Onboarding to-do cards are now displayed in the following order:
The Welcome Aboard! to-do card displays a welcome message and is available until the new hire accesses it from the home page.
Depending on the due date for task completion, the Your Onboarding Checklist and Your Onboarding Tasks to-do cards are displayed in a chronological order.
The Your Onboarding Guide to-do card provides helpful resources for new hires through the onboarding process.
Note
If you've configured a date by when the Your Onboarding Tasks and Your Onboarding Checklist to-do cards must appear on the home page, the specified configuration will be obeyed and the standard ordering won't be followed.
Interaction pattern
The Your Onboarding Tasks to-do cards weren't stacked.
The Your Onboarding Tasks to-do cards are now stacked on the home page. When the new hire selects View All, the Your Onboarding Tasks popup displays all the pending to-do cards.
Interaction pattern
On selecting the Your Onboarding Tasks to-do card on the home page, the new hire was redirected to the task specific page.
On selecting the Your Onboarding Tasks to-do card on the home page, the new hire is redirected to the corresponding task listed under the Additional Onboarding Tasks section of the Your Onboarding Checklist page.
Text changes
The Your Onboarding Checklist to-do card didn’t have any label to suggest that the task was mandatory.
A new object status labeled Required Task is added to the Your Onboarding Checklist to-do card. This label suggests the task is mandatory in order to proceed with the onboarding journey.
Text changes
Previously, the Your Onboarding Guide to-do card didn't display a description.
A new description is added to the Your Onboarding Guide to-do card.
Note
This description appears only for new hires, rehires, employees with global assignments, concurrent employments, and internal hires who are onboarded after the 2H 2024 Production release and isn’t available for inflight candidates.
Style
The Due Today and Due Tomorrow labels were displayed in plain text.
New Due Today and Due Tomorrow labels highlighted in orange are displayed on the Your Onboarding Checklist and Your Onboarding Tasks to-do cards for tasks that are due the same day or the next day.
Style
The Offboarding Tasks to-do cards on the home page previously did not include the assignee's information.
The Offboarding Tasks to-do cards on the home page now display the first assignee's avatar, in a circle under the task name, when there is more than one assignee. If there are more than three assignees, the first two assignee avatars appear on the card.
Text changes
Interaction pattern
Previously, Knowledge Transfer tasks, assigned to employees leaving the company, appeared on the home page under the Manager Activities to-do card type.
Currently, Knowledge Transfer tasks, assigned to employees leaving the company, appear on the home page under the My Offboarding Tasks to-do card type.
Text changes
Interaction pattern
Previously, Knowledge Transfer tasks, assigned to employees leaving the company, always appeared on the home page under the Offboarding Tasks to-do card type.
Currently, Knowledge Transfer tasks, assigned to employees leaving the company, appear on the home page under the My Offboarding Tasks to-do card type. Knowledge Transfer tasks, assigned to other employees, now appear under the Offboarding Tasks to-do card type.
Text changes
Interaction pattern
The Your Compliance Forms to-do card and the Your Onboarding Checklist - Provide Personal Details to-do cards were separate to-do cards on the home page.
The Onboarding Compliance Forms and Your Onboarding Checklist - Provide Personal Details to-do cards have been consolidated into the Your Onboarding Checklist card.
We updated the redirect when an internal user cancels an Onboarding action or closes the action with no action taken.
When an internal user, such as a hiring manager or new hire, cancels or closes an action from the Onboarding Dashboard or the New Hire Details page, they are now redirected back to the page they were working on.
This feature improves user experience by redirecting the user back to the page they were working on.
What's Changed
How It Looks Now: In the current version, internal users canceling or closing an action from the Onboarding Dashboard or the New Hire Details page, are now redirected back to the page they were working on.
How It Looked Before: In the previous version, when internal users canceled or closed an action from the Onboarding Dashboard or the New Hire Details page, they were redirected back to the home page.
Primary and Secondary New Hire Tasks Steps for the Process Variant Manager
Administrators can now associate custom tasks with the updated Primary New Hire Tasks step and the new Secondary New Hire Tasks step in the Process Variant Manager.
The Primary New Hire Tasks (previously named Create New Hire Tasks) and Secondary New Hire Tasks steps can be added to the Process Variant Manager. They customize where standard and custom tasks appear in the onboarding process. These steps can be added in parallel with (and don't block) the New Hire Data Review, Personal Data Collection, Additional Data Collection, Compliance, and Document Flow (e-Signature) steps. The Secondary New Hire Tasks steps can't be added before the Personal Data Collection step, after the Final Review Step, or after the Primary New Hire Tasks step.
The Document Flow for New Hire Tasks (e-Signature) step can be added to either the Primary New Hire Tasks step or the Secondary New Hire Tasks step to collect signatures required for the tasks defined in this step. Custom tasks that require a signature must be added to the Primary New Hire Tasks or Secondary New Hire Tasks step that is attached to the Document Flow for New Hire Tasks. The Document Flow for New Hire Tasks step triggers upon completion of the custom tasks assigned in this step. The new Complete e-Signature for New Hire Tasks to-do card appears on the new hire's home page when they have a document to sign.
Custom tasks can also be combined with standard tasks, such as the Welcome Message, in the Primary New Hire Tasks, or Secondary New Hire Tasks steps.
Administrators can add a task to a particular onboarding program and associate the task with either the Primary New Hire Tasks step or the Secondary New Hire Tasks step in the Process Variant Manager. You can move the tasks between the steps by dragging them to the desired step. The order of the tasks in the step defines the order that the tasks appear in the program.
For hiring managers, the new hire tasks appear in the Onboarding Dashboard.
For new hires, the tasks appear in the For You Today home page to-do cards. Onboarding tasks also appear on the new hire's Onboarding Checklist page.
Configuration Requirements
To enable this feature, administrators need to create or adjust their custom Onboarding process variant by adding the Primary New Hire Tasks and Secondary New Hire Tasks steps.
If the onboarding program has custom tasks defined for that step, you can also configure a Document Flow for New Hire Tasks step for either the Primary New Hire Tasks or the Secondary New Hire Tasks step. If you've attached a Document Flow for New Hire Tasks step to either the Primary New Hire Tasks step, or the Secondary New Hire Tasks step, you must create or adjust the Assign Forms (OnboardingAssignFormRule) rule to ensure that the forms are assigned based on the step with the attached Document Flow for New Hire Tasks.
What's Changed
How It Looks Now
In the current version, administrators can now create Primary New Hire Tasks and Secondary New Hire Tasks steps for standard and custom tasks in the Process Variant Manager. You can also drag the tasks to the desired order that they appear in the onboarding program from the Manage Onboarding Programs page.
The New Hire Tasks Document Flow step triggers the new Complete e-Signature for New Hire Tasks to-do card on the new hire's home page when they have a document to sign.
You can also update the business rules to adjust the Assign Forms (OnboardingAssignFormRule) rule to ensure that the forms are assigned.
How It Looked Before
In the previous version, you could only add the Create New Hire Tasks step to the Process Variant Manager. This step could be either all standard tasks, all custom tasks, or a mix of both standard and custom tasks. This step was triggered when the new hire tasks were triggered.
Pre-Migration Report for Form I-9 Audit Trail Data
You can now run a Pre-Migration report for your Form I-9 Audit Trail data as part of your Onboarding transformation preparation.
The report can be downloaded as a CSV Excel file.
This enhancement allows you to identify errors that can be resolved before running the Form I-9 Audit Trail data job to migrate your Form I-9 Audit Trail data from the legacy Onboarding 1.0 to the new Onboarding module.
Role-Based Permission Prerequisites
In the legacy Onboarding 1.0 module:
You have access to Super Admin.
You have the Operations Team (OPS) or Professional Services (PS) user permissions.
You've enabled the SF_BizX_Connection feature.
You've enabled the Form I-9 Reverification process.
In the latest Onboarding module:
You've enabled and configured the Admin Center → → Compliance Settings → United States → US I9 settings.
In Admin Center → Manage Permission roles you have the Administrator → Compliance Object Permissions → I-9 Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.
What's Changed
In the current version, you can download the Pre-Migration report to identify errors before migrating the Form I-9 Audit Trail data. You can also download the Post-Migration report after you migrate the Form I-9 Audit Trail data to verify that your data migration was successful.
In the previous version, you could only download the Post-Migration report after you migrated the Form I-9 Audit Trail data to verify that your data migration was successful.
You can now utilize functionalities like workflow, cross-entity rule, and position updates for the internal hire onboarding process initiated from SAP SuccessFactors Recruiting.
As a part of this enhancement, you can set up a workflow to manage changes for internal hires whose onboarding is initiated from Recruiting. Additionally, you can leverage the existing workflow rules which are used in Employee Central MSS data updates.
When a recruiter initiates onboarding for an internal hire, the configured workflow rule is evaluated. Based on the rule, the workflow is triggered. Once the workflow participants take the necessary action, the workflow status is updated in Recruiting.
The following labels are displayed in Recruiting depending on the workflow status:
Workflow Pending
Workflow Cancelled
Workflow Returned
Workflow Rejected
Workflow Completed
With this enhancement, the internal hire process also supports cross-entity rules for base entities like job information, recurring pay component, non-recurring pay component, employment details (active employment), compensation information, and job relationship. You can leverage the existing cross-entity rules which are used in Employee Central MSS data updates. For more details on the supported combinations of cross-entity rules, see the Cross-Entity Rules topic in the Related Information section.
Additionally, position updates including position to job info sync, matrix job relationship population, and To Be Hired flag update are now available for the internal hire process.
This feature provides improved functionalities that enhance the onboarding process for internal hires.
Configuration Requirements
Enable Process Settings → Onboarding General Settings → Enable Enhanced Internal Hire Process → Enable Additional Internal Hire Activities switch.
You must define the approvers, triggers, and notifications in order to configure the workflow. For more information, see the Setting Up Workflows topic in the Related Information section.
Availability of Extension Points in the Onboarding Process
As a responsible user, you can now enable extension points to facilitate the completion of necessary onboarding tasks that are beyond the standard SAP SuccessFactors Onboarding tasks.
Using the extension point, several third-party background tasks can be added to the New Hire Data Review or Personal Data Collection blocks available in the configured process available in the Process Variant Manager. Once the extension point is enabled in any of these blocks, all sequential tasks are paused and remain inaccessible until the background task is completed.
Note
Only after the task corresponding to the extension point is completed by the assignee, subsequent applicable tasks are available for the new hire and the HR participants.
You can enable an extension point in the Process Variant Manager using the Select Extension Point checkbox in the New Hire Data Review or Personal Data Collection step, as required. You can also add a suitable label for the extension point which is displayed in the applicable block, specifically under the task description.
Once the extension point is configured and initiated, a New Hire Data Review Completion event or Personal Data Collection event is published in the payload. These events inform the users that the extension point is enabled in the corresponding steps.
Note
These events are available through the Event Broker. For more information, see the Use SAP Event Broker Application topic from the SAP Event Broker Service Guide.
Depending on the extension point configured, a Background Task label is displayed on the New Hire Details page to inform responsible users that a third-party task is currently in progress and all subsequent tasks will be available on completion of the background task.
Simultaneously, a message is displayed on the left pane of the Your Onboarding Checklist page to inform new hires that a background task is currently in progress.
Once the background task assigned to the extension point is completed, the task is marked as Completed on the New Hire Details page. Additionally, the message is removed from the Your Onboarding Checklistpage after which all subsequent sequential tasks are made available.
For example, if you wish to generate an employment contract using an external system and get it signed by the new hire, you can do so by introducing an extension point in the New Hire Data Review step, specifically after completion of data review and before the username and password is generated. Once configured, a contract is generated and until it’s reviewed and signed by the new hire, the username and password aren't generated, thereby pausing the onboarding process indefinitely.
Note
If you want to retrieve or process a new hire's extension task at any given point in time, specifically using a Process ID, you can do so using the APIs which are discussed in the REST API to Retrieve Extension Task and REST API to Process Extension Task topics in the Related Information section.
Using this enhancement, you can include various external tasks that are performed by third party vendors, specifically those outside the scope of standard SAP SuccessFactors Onboarding. This expands the scope and provides the ability to manage all tasks within a single system.
Configuration Requirements
Ensure that you've configured a process variant and set a rule that you want to apply to the process flow.
Role-Based Permission Prerequisites
Before using the APIs to retrieve or process a new hire's extension task, ensure to enable the Manage Onboarding or Offboarding → Extension Task API permission.
What's Changed
How It Looks Now: In the current version, you can enable an extension point in the New Hire Data Review or Personal Data Collection steps present in the process variant.
How It Looked Before: In the previous version, the Select Extension Points checkbox didn’t exist in the process variant.
We made several changes to the cards for SAP SuccessFactors Work Zone.
A new card titled Your Onboarding Checklist is now available in the HR Cards from Home Page content package for new hires to provide information about themselves during the onboarding process. And, we've moved the previous Compliance Forms and Help Us Learn About You cards from this content package to Administration Console → UI Integration → Cards. In addition, we've also added a short description for the card Onboarding Guide.
The cards Learning Assignments and Team Tasks (equivalent to the card My Team on Home Page) are now supported. After administrators activate them in Administration Console → UI Integration → Cards, employees can get notifications to complete assigned learning courses, and review their direct reports' pending tasks that are overdue or due in the next 7 days.
A new item called Title has been added to the Show Fields dropdown list under Job Relationships Section and Organizational Details Section for the cards My Profile and My Team.
We made these changes to provide a better card experience for SAP SuccessFactors Work Zone and respect the same card logic of Home Page.
Configuration Requirements
You've enabled Onboarding and the Onboarding guided experience before using the cards Your Onboarding Checklist, Compliance Forms, and Help Us Learn About You.
You've enabled Learning and the upgrade Learning Assignment Tasks on the Latest Home Page is completed in Upgrade Center before using the card Learning Assignments.
You've enabled People Profile before using the card My Profile.
You've enabled Organization Chart before using the card My Team.