Reviewing the SAP SuccessFactors Onboarding 2H 2023 Enhancements

Objectives

After completing this lesson, you will be able to:

  • Describe the 2H 2023 SAP SuccessFactors Onboarding enhancements

Introduction to Stay Certified Information

Stay Certified information refers to the content that was formerly known as the stay current information or the Delta information. Find all new features and enhancements for the release in the What's New Viewer on the SAP Help portal.

If you want more details on a topic, proceed as follows:

  1. Navigate to the SAP SuccessFactors Release Information in the SAP Help portal (https://help.sap.com/viewer/product/SAP_SUCCESSFACTORS_RELEASE_INFORMATION/)

  2. From the drop-down list to the right of the SAP SuccessFactors Release Information title, select the appropriate release

  3. Select What’s New Viewer (English).

  4. Select the filters as required to view the topic.

  5. If the topic contains more information, select See more.

  6. Under the Related Information section, locate further details on the topic.

Additional Application-Specific Rule Scenarios

Description

We are delivering additional application-specific rule scenarios for various modules in the SAP SuccessFactors HXM Suite.

The Basic rule scenario is still available, however, we recommend that you create rules using the new application-specific rule scenarios. The new rule scenarios are available in Admin CenterConfigure Business Rules+ (Create New Rule)Rule Category.

Rule CategoryRule ScenarioDescription
Compensation and Variable PayDefine Eligibility Rule for Variable Pay PlanningUse this rule scenario to define eligibility for variable pay based on employee data in Employee Central as well as for bonus plans. You can use Basic rule scenarios when defining eligibility based on background fields.
OnboardingTrigger Employment Review for Internal HiresUse this rule scenario to trigger the employment review process for internal hires and identify the applicable Onboarding workflow, which can subsequently be initiated manually.
Employee Central CoreTrigger Rules for Off Cycle Event BatchYou can use this scenario to create a rule for an Off Cycle Event Batch object using Job Information Model or Employment Details Model as the base object. This rule is executed during the Off Cycle Event Batch Processing Job.

Rules based on application-specific rule scenarios have reduced risk of misconfiguration and the process of rule creation is simpler.

What's Changed

In the current version, you can define an application specific rule scenario for Variable Pay.

Technical Details

Reference NumberVRP-13476
Product
  • Compensation
  • Onboarding
  • Employee Central
Module
  • Variable Pay
  • Onboarding
  • Process Automation
Feature
  • Business Rules
  • Compensation Eligibility
  • Onboarding
  • Data Import and Export
ActionRecommended
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

New Parameters in createOnboardee Function Import

Description

We’ve added the internalUserId and hireType parameters to the createOnboardee OData API function import.

Based on your requirement, you must select one of the following values for the hireType parameter:

  • NEW_HIRE for New Hire workflow
  • REHIRE_NEW_EMPLOYMENT for Rehire with New Employment workflow
  • REHIRE_OLD_EMPLOYMENT for Rehire with Old Employment workflow
  • LEGAL_ENTITY_TRANSFER_NEW_EMPL for Rehire with New Employment on Legal Entity Transfer workflow
Note

If you've selected LEGAL_ENTITY_TRANSFER_NEW_EMPL as the value for the hireType parameter, ensure to enter the existing User ID of the employee (for whom legal entity transfer is initiated) as the value for the internalUserId parameter.

With this enhancement, you can use an external Applicant Tracking System (ATS) to initiate the transfer of an employee from one legal entity to another within the organization.

Technical Details

Reference NumberOBX-26459
Product
  • Onboarding
Module
  • Onboarding
FeatureAPI
ActionInfo only
EnablementCustomer configured
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Custom Tasks for Onboarding and Offboarding Programs

Description

You can now create and define custom tasks and add them to existing onboarding and offboarding programs. 

You can define the custom task as mandatory or optional, set a due date, and assign it to new hires, employees, managers, or a responsible group.

You can use the customizable Custom Task email notification template to create email notifications that are automatically sent to the task assignee when the task is assigned and when it’s completed.

Note

Custom tasks are available for new processes that are initiated after the custom task is saved to the onboarding or offboarding program.

The custom onboarding tasks assigned to hiring managers or onboarding participants appear in the Administrative Tasks to-do cards on the home page. The custom offboarding tasks assigned to hiring managers or offboarding participants appear in the Offboarding Dashboard and the Administrative Tasks to-do cards on the home page.

The custom tasks assigned to new hires are triggered when new hire tasks are triggered. They appear in the Onboarding Tasks to-do cards in the For You Today section of the new hire's home page. The hiring manager or onboarding participant can also see these tasks in the New Hire Details page on the Onboarding Dashboard (New).

The custom tasks assigned to employees leaving the company are triggered after the employer signs their termination paperwork. They appear in the My Offboarding Tasks to-do cards in the For You Today section of the employee's home page.

Note

We updated this topic to add a link to the Custom Tasks in Onboarding and Offboarding Customer blog post in the SAP Community. We also removed the link to the Linking to an MDF Object demo video, as this information is covered in the blog post and implementation guide links in the Related Information section.

Configuration Requirements

To create a custom task, you must:

  1. Configure a custom MDF object
  2. Create generic object definitions to support generic object fields in the custom task.
  3. Create your custom task.
  4. Use the UI Template Editor to define the UI for the custom task.
  5. Link the custom MDF object to your custom task.
  6. Add the custom task to your onboarding or offboarding program.
  7. Create email notifications for your custom task.

Role-Based Permission Prerequisites

You have the following permissions:

  • UserOnboarding or Offboarding Object PermissionsCustom Task
  • UserOnboarding or Offboarding Object PermissionsCustom Task Definition
  • UserOnboarding or Offboarding Object PermissionsDelegatable Task
  • AdministratorMetadata FrameworkManage Configuration UI
  • AdministratorMetadata FrameworkConfigure Object Definitions
  • AdministratorMetadata FrameworkConfigure Business Rules

Technical Details

Reference NumberOBX-23118
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
  • Offboarding
ActionInfo only
EnablementCustomer configured
Link to DemoCreating a Custom MDF Object for Custom TasksCreating a Custom Task
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Applicant Tracking System Support for Rehire on Legal Entity Transfer

Description

As an administrator, you can use your external Applicant Tracking System (ATS) for the internal hire process or to rehire an employee on legal entity transfer.

Based on your requirement, you can now select one of the following hire types:

  • New Hire

  • Rehire with New Employment

  • Rehire with Old Employment

  • Rehire with New Employment on Legal Entity Transfer

If you select Rehire with New Employment on Legal Entity Transfer as the hire type and the New Hire Data Review step (if applicable) is completed, the employee receives a welcome email notifying them about the future employment. This email is triggered to the employee’s current email ID, and not the email ID that is generated for the future employment (intended for legal entity transfer) from the ATS flow.

Employees undergoing legal entity transfer can then use their existing login credentials and the Context Switcher to view and switch between the current (active) and future (inactive) employment profiles. Using this switcher, employees can complete all new hire tasks (as per the Process Variant Manager configuration) that are assigned as part of their onboarding journey.

This feature provides administrators with the ability to select an appropriate Onboarding workflow for a new hire or initiate a legal entity transfer for an existing employee while using an external ATS.

Configuration Requirements

To enable rehire with new employment on legal entity transfer using an external ATS, we've added two mandatory parameters hireType and internalUserId to the createOnboardee API import function.

Based on the required workflow, ensure to select one of the following options for the hireType parameter:

  • NEW_HIRE
  • REHIRE_NEW_EMPLOYMENT
  • REHIRE_OLD_EMPLOYMENT
  • LEGAL_ENTITY_TRANSFER_NEW_EMPL
Note

If hireType is LEGAL_ENTITY_TRANSFER_NEW_EMPL, you must enter the existing User ID (of the employee for whom legal entity transfer is initiated) as the value for the internalUserId parameter.

For details about these parameters and a use case with a sample code, see thecreateOnboardee topic from the Related Information section.

If you are initiating a legal entity transfer for an employee from your external ATS, ensure that the Start Date of the new employment is always the next immediate day following the Termination Date in the initiateOnboardingForUser API function import.

What's Changed

In the current version, we've introduced legal entity transfer as an additional onboarding workflow that can be initiated using your external ATS along with the other existing workflows. Also, all onboarding workflows can be initiated using the hiretype parameter itself.

In the previous version, you couldn't initiate legal entity transfer from your external ATS. However, you were able to use your external ATS to initiate supported onboarding workflows such as new hire, rehire on new employment, and rehire on old employment by specifying appropriate values in separate fields and parameters in the createOnboardee API function import.

Technical Details

Reference NumberOBX-25933
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementCustomer configured
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMinor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

New Employment Profile Selection Page for Rehires and Internal Hires

Description

Using the new Employment Profile Selection page, you can choose a matching employment profile and proceed to onboard an internal hire or rehire an employee on legal entity transfer with a new employment.

Note

The Employment Profile Selection page is only available if you choose the Initiate Onboarding option from SAP SuccessFactors Recruiting.

The following screenshot shows the new Employment Profile Selection page:

You can access this page from the Employment Profile Selection tab or the Employment Profile Selection dialog

The Employment Profile Selection tab (HomeFor You TodayData ReviewView All) continues to display Pre-Onboarding Rehire Verification and Onboarding Rehire Verification To-Do cards that allow you to continue performing rehire verification tasks.

Additionally, this tab also displays the new Employment Profile Selection To-Do card. This card leads you to the Employment Profile Selection page allowing you to rehire with a new employment or proceed with a matching employment for internal hires.

The following screenshot shows the new Employment Profile Selection To-Do card that can be accessed from the Employment Profile Selection tab:

The Employment Profile Selection dialog (Home) also continues to display Pre-Onboarding Rehire Verification and Onboarding Rehire Verification tasks that allow you to continue performing rehire verification tasks.

Additionally, this dialog also displays the newEmployment Profile Selection task. This task leads you to the Employment Profile Selection page allowing you to rehire with a new employment or proceed with a matching employment for internal hires.

The following screenshot shows the new Employment Profile Selection task that can be accessed from the To-Do list on the page header:

You can initiate the Employment Profile Selection page using the Trigger Employment Profile Selection for Internal Hires rule scenario. After doing so, select the instance of this rule as the value in the new Rule for Employment Profile Selection field added to the Onboarding Configuration: Default Onboarding Configuration (Default Onboarding Configuration) object.

The following screenshot shows the new Rule for Employment Profile Selection field:

The Employment Profile Selection page gives you the option to identify the applicable workflow which includes Rehire with New Employment or Proceed as Internal Hire.

Note

Using the Rehire with New Employment option available in the Employment Profile Selection page, you can initiate the transfer of an existing employee from one legal entity to another within the organization (either within the same country/region or across countries/regions) and rehire them with a new employment.

However, if you want to initiate legal entity transfer for an employee without using the user interface option, you can use the Rehire with New Employment workflow. This workflow is automatically triggered when the onboarding process is initiated and a future termination with a start date that is past the termination date is detected. For more information on initiating this workflow, see the Initiating Legal Entity Transfer from SAP SuccessFactors Recruiting topic in the Related Information section.

This enhancement allows you to onboard internal hires and rehires having a new employment from a single page (Employment Profile Selection) itself. Additionally, using the Rehire with New Employment option, you can initiate legal entity transfer by rehiring the employee with a new employment using the user interface, thereby enhancing the legal entity feature and improving the end-user experience.

Configuration Requirements

You need to:

  • Configure the Trigger Employment Profile Selection for Internal Hires business rule scenario and ensure that the rule evaluates to true .
  • Select the instance of the rule for Rule for Employment Profile Selection in Admin CenterManage DataOnboarding ConfigurationDEFAULT_ONB2_CONFIG (DEFAULT_ONB2_CONFIG).
  • Configure and enable the new (ONB) Legal Entity Transfer User Welcome Message Template .

Role-Based Permission Prerequisites

You have the AdministratorManage HiresRehire Inactive Employee with New Employment (by ‘match’ in New Hire) permission.

Technical Details

Reference NumberOBX-25931
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionRecommended
EnablementCustomer configured
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Admin Alert for Identity Authentication Service Sync Failures

Description

You can now use admin alerts to monitor real-time sync failures in SAP Identity Authentication Service (IAS). These failures generally happen when new hire data in Onboarding fails to sync with IAS leading to user account creation failures for new hires.

Note

Admin alerts for real-time sync failures in IAS are of type Failed Domain Events and have a retention period of 10 days. These alerts are automatically deleted after the retention period even if they aren't resolved.

The details for the error along with its event ID appear on the Execution Manager dashboard. You can copy the Event ID from the Execution Manager dashboard to quickly search for the alert on the Admin Alerts page. After you resolve the issue, you can use the Retry option on the Admin Alert page to automatically sync the new hire's user account to IAS.

You can subscribe to admin alerts to get notified of real-time sync issues in IAS and ensure that user accounts for new hires are created before they receive email notifications to complete their onboarding tasks.

Configuration Requirements

You have configured notifications for Pre-Delivered Integrations in the Execution Manager Dashboard .

Role-Based Permission Prerequisites

You have the following role-based permissions:

  • Administrator PermissionsAdmin AlertsAccess Admin Alerts
  • Administrator PermissionsAdmin AlertsConfigure Alert Types
  • Administrator PermissionsAdmin AlertsRead Execution Manager Events
  • Administrator PermissionsAdmin AlertsRead Execution Manager Event Payload or Event Report

Technical Details

Reference NumberOBX-25643
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMinor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Delegation of Onboarding Tasks

Description

As a responsible user, you can now delegate your new hire and custom tasks to another person (delegatee). 

The delegation can be set up for new hires undergoing the onboarding process. As a delegator, you can delegate your new hire or custom tasks to another person using either the mass delegation or the individual delegation option.

Note

You can only delegate new hire and custom tasks. Tasks pertaining to New Hire Data Review, Personal Data Collection, Custom Data Collection, e-Signature, and Compliance (including Form I-9 and E-Verify) can't be delegated.

You can select multiple new hires from the Onboarding Dashboard (New) and perform a mass delegation action using the Delegate My Onboarding Tasks option.

Alternatively, you can select a new hire and delegate all tasks specific to the corresponding new hire or select specific tasks using the Delegate My Tasks option from the Actions menu displayed on the New Recruit Details page.

You can also nudge responsible users to complete the delegated tasks or revert those tasks to yourself, if required.

If the Onboarding workflow is cancelled or restarted, delegated tasks are automatically reverted to the primary responsible user.

This enhancement provides responsible users the flexibility to reassign tasks. This helps in workload balancing and ensures coverage in the event of unplanned absences.

Note

We've updated the value of the Action row in the Technical Details table. The value is changed from Required to Info Only. Additionally, we've removed the Configuration Requirements section as information about the (ONB) Task Delegation Template is covered in the Delegating Onboarding Tasks topic available from the Related Information section.

Role-Based Permission Prerequisites

  • You have the Manage Onboarding or OffboardingDelegate Onboarding Task PermissionDelegate Onboarding Task Permission which allows you to delegate a new hire task or a custom task.
  • You have the User Search permission, which allows you to search for a delegatee within the target population of your permission.
  • You have provided the delegatee all required permissions to complete the delegated task.

Technical Details

Reference NumberOBX-26029
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to DemoDelegation of Onboarding Tasks
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-27

Related Information

Onboarding Document Template Enhancements

Description

Onboarding document template fields in a grid-based layout now support direct mapping with multiple records.

For example, assume you've designed a grid-based layout in the document template to collect the details of the national IDs of new hires. With direct mapping, you can map the fields in the template with the details of multiple national ID documents of a new hire.

Note

Direct mapping allows you to map a new hire's data based on the start date of the new hire while generating the new hire's documents.

This enhancement provides more flexibility to configure grid-based fields using direct or rule-based mappings to generate new hire documents.

Configuration Requirements

To use this enhancement in your existing templates, update the grid-based fields in each of the templates by following the appropriate naming format and upload the templates again. Also, map the document placeholders to data objects to populate data in the Onboarding forms. For more information about the naming format for fields in Onboarding document templates, refer to the topic, Naming Guidelines for Fields in Onboarding Document Templates in the Related Information section.

Technical Details

Reference NumberOBX-9983
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Compliance Metadata Objects Are Now Role-Based Permission Enabled

Description

We have introduced new role-based permissions to access compliance metadata objects.

With this enhancement, the following new compliance metadata object permissions are automatically migrated to your role-based permissions, if you have permission roles with both Access to Non-Secured Objects and Compliance Process permissions enabled. The new compliance permissions are:

  • Compliance Form

  • Compliance Form.metadataForFormFields (FormFieldMetadata)

  • Compliance Form.metadataForPDFs (FormPDFMetadata)

  • Compliance Form.metadataForPDFs.formSignatures (FormPDFSignatureMetadata)

  • Compliance Form.metadataForPDFs.pdfMetadataForLocales (FormPDFLocaleMetadata)

  • Compliance Form.metadataForUi (FormUIMetadata)

  • Compliance Form.metadataForUi.metadataForLocales (FormUILocaleMetadata)

  • Form Group Metadata

  • FormGlobalFilter

  • FormSelectionFilter

Note

The Access to Non-Secured Objects permission is no longer required to complete the compliance process. You may choose to disable this permission if you had enabled it only for this purpose.

The new compliance metadata object permissions provide a more granular level of access control for each compliance metadata object.

Role-Based Permission Prerequisites

You must configure the above-mentioned compliance metadata object permissions into the respective role based permissions if you're enabling compliance for the first time. You can enable these permissions on the Admin CenterManage Permission Roles[select a permission role]Compliance Object Permissions page.

Note

The target criteria will be reset to All once the migration is completed. This happens if you modified the object definition of any of the above-mentioned compliance objects or restricted the target criteria in your role-based permissions. If you wish to continue having restricted target criteria access for any of the compliance metadata objects, you must manually perform this action again.

What's Changed

In the current version, compliance objects are secured by role-based permissions and can be enabled manually in the Manage Permission Roles page.

In the previous version, you had to enable the Metadata FrameworkAccess to Non-Secured Objects permission to access these compliance objects.

Technical Details

Reference NumberOBX-13283
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionRequired
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Enhancements to the Rehire Process

Description

You can now include a future manager role and provide a new user name for rehires. Custom data collected using configurable new hire templates is now transferred to the rehire user record during the onboarding process.

These enhancements are applicable for different rehire types as follows:

  • For Rehire on New Employment, rehires can now log in to the Onboarding application using a new user name instead of the old user name from their previous employment. The rehire receives a welcome email on their personal email address with a login URL and a user name. If required, the business rule scenario Generate Onboarding User Data can be used to create a rule and configure the user name.
    Note

    The rehire can continue with the new user name even after Onboarding Rehire Verification is performed. However, the password needs to be reset.

  • For Rehire on Old Employment, you can now set up the future manager role for rehires to allow hiring managers to complete required onboarding tasks before the rehire’s start date.
  • For both Rehire on New Employment and Rehire on Old Employment, additional data from custom MDF objects associated with the configurable new hire templates is now transferred to the rehire user record after Onboarding Rehire Verification.

These enhancements improve the rehire process for managers and participants.

Technical Details

Reference NumberOBX-21991
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Changes to Onboarding Rehire Labels

Description

We've renamed the labels for the Onboarding rehire options on the home page. These labels are displayed on the Data Review page and the To-Do list of the page header.

The following rehire options are renamed:

  • The Rehire tab (HomeFor You TodayData ReviewView All ) is renamed to Employment Profile Selection.

  • The Perform Rehire Verification option (Home→ To-Do ) on the page header is renamed to

    Employment Profile Selection.

In addition to the current workflow that permits onboarding external users, you can now use the renamed options to perform rehire tasks for internal hires as well. These tasks include:

  • Pre-Onboarding Rehire Verification

  • Onboarding Rehire Verification

  • Employment Profile Selection

Note

This enhancement doesn't impact the rehire functionality. You can continue to perform rehire checks such as Pre-Onboarding Rehire Verification and Onboarding Rehire Verification from the Employment Profile Selection tab or the dialog.

We've made these enhancements to improve the user experience

What's Changed

In the current version, rehire options available on the latest home page are renamed.

This screenshot shows the Employment Profile Selection tab in the Data Review page.

This screenshot shows theEmployment Profile Selection task on To-Do list of the page header.

In the previous version, rehire options available on the home page were called Rehire and Perform Rehire Verification.

This screenshot shows the Rehire tab in the Data Review page.

This screenshot shows the Perform Rehire Verification task on the To-Do list of the page header.

Technical Details

Reference NumberOBX-27033
Product
  • Onboarding
Module
  • Onboarding
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Migrating Form I-9 Audit Trail Data to Onboarding

Description

You can now migrate the U.S. Form I-9 audit trail data from your existing system into SAP SuccessFactors's Onboarding. When an employee's authorization documents are expiring within 240 days, the migrated Complete Form I-9 Section 3 tasks appear in the Compliance card in the For You Today section of the home page.

Make sure you've completed your latest Onboarding implementation before running this job. Best practices recommend that you complete this job before you begin migrating your documents from Document Center to the latest Onboarding module.

If you’re migrating your Form I-9 audit trail data from a third-party system, you can use the new i9AuditTrail REST API in the SAP Business Accelerator Hub. The i9AuditTrail API is located from Business Accelerator HubSAP SuccessFactorsAPIsRESTForm I-9 Audit Trail Data Migration.

If you’re migrating your Form I-9 Audit Trail data from the legacy Onboarding 1.0 module, you can trigger the Form I-9 Audit Trail Data Migration job from the Super AdminHomeAccounts[instance name]Form I-9 Audit Trail Data Migration page as seen in the following screen image.

This enhancement supports Onboarding migration by allowing you to transfer your Form I-9 reverification data from an existing system into the latest Onboarding module.

Configuration Requirements

  • You've implemented the Onboarding module.
  • You've enabled and configured the Admin CenterCompliance SettingsUnited StatesUS I9 settings. You've also enabled the Form I-9 Reverification process.
  • For customers migrating Form I-9 reverification data from the legacy Onboarding 1.0 module:
    • You've enabled the SF_BizX_Connection feature in the Super Admin.
    • You've enabled the Form I-9 Reverification process in the Super Admin.

Role-Based Permission Prerequisites

You have the AdministratorCompliance Object PermissionsI-9 Audit Trail permission. You also have View/Edit/Import/Export permission for the I-9 Audit Trail.

For customers migrating Form I-9 Reverification Data from the legacy Onboarding 1.0 module:

  • You have access to Super Admin.
  • You have the Operations Team (OPS) or Professional Services (PS) user permissions.

Technical Details

Reference NumberOBX-22809
Product
  • Onboarding 1.0
  • Onboarding
Module
  • Onboarding 1.0
  • Onboarding
Feature
  • Compliance Forms
ActionRecommended
EnablementCustomer configured
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

U.S.C.I.S Form I-9 Enhancements

Description

You can now use the updated U.S.C.I.S Form I-9.

On August 1, 2023 the United States Citizenship and Immigration Service (U.S.C.I.S.) released a new version of the U.S.C.I.S Form I-9.

Changes to the new Form I-9 include the following:

  • The Sections 1 and Section 2 of the completed Form I-9 PDF form are now a single PDF page.
  • The Preparer/Translator information is now moved to Supplement A. This is a separate, optional, stand-alone supplemental PDF page. You only need to print and use the supplement when required.
  • The Reverification and Rehire Section 3 is now moved to Supplement B. This is a separate, optional, stand-alone supplemental PDF page that provides three separate areas to enter reverifications and rehires within 3 years of the date of the initial execution of an employee’s Form I‑9. You only need to print and use the supplement when required.
  • The List of Acceptable Documents is updated to include some acceptable receipts as well as a link to List C documents issued by Department of Homeland Security. We also added a link to information on automatic extensions of employment authorization documentation.
  • Customers that use E-Verify employment eligibility verification are now eligible to remotely review a new hire's employment eligibility verification documents. We added a new option that you can select when you use the remote verification process. This option requires you to remotely inspect and verify, as well as upload and retain PDF documents used for employment eligibility verification purposes.

Minor text updates to the form include the following:

  • The Apt Number and Middle Initial fields were updated to clarify that they’re optional and now include the text (if any).
  • The term Alien was changed to Noncitizen and the Alien Registration Number/USCIS field was updated to Noncitizen Registration Number (USCIS A-Number).
  • We added help text to the Add another preparer and translator button to advise that you can add up to four preparers or translators.
  • The form updates are available in English and Spanish.

We updated the Form I-9 to reflect the recent U.S.C.I.S updates, so you can start using the new form before November 1, 2023.

Technical Details

Reference NumberOBX-22121
Product
  • Onboarding
  • Onboarding 1.0
Module
  • Onboarding
  • Onboarding 1.0
Feature
  • Compliance Forms
ActionInfo only
EnablementAutomatically on
Link to DemoDHS Authorized Alternative Procedure for Form I-9 Section 2
LifecycleGeneral Availability
TypeChanged
Major or MinorMajor
Business Process Variant
  • Not Applicable
Software Version
  • 1H 2023
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Enhancements to Onboarding, Offboarding, and Internal Hire To-Do Tasks After Instance Refresh

Description

After instance refresh, all the Onboarding, Offboarding, and Internal Hire to-do tasks are marked as completed in the target tenant.

As a best practice, it's recommended that you run the Onboarding Process Closure Job to remove all the Onboarding processes that are copied from the source instance. To reuse the Onboarding processes that are copied from the source instance to the target instance, it's recommended that you restart or cancel the Onboarding process from the Onboarding Dashboard (New) by choosing Restart .

This enhancement improves the user experience by ensuring that there are no pending to-do tasks on the Onboarding Dashboard (New).

Enhancements to Onboarding, Offboarding, and Internal Hire To-Do Tasks After Instance Refresh

In the current version, post refresh, all the Onboarding, Offboarding, and Internal Hire to-do tasks are marked as completed.

Technical Details

Reference NumberOBX-25265
Product
  • Onboarding
  • Platform
Module
  • Onboarding
  • Platform
Feature
  • Instance Refresh
  • Onboarding
  • Offboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMinor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Role-Based Permissions Supports Relationships for Target Population of External New Hires

Description:

As a Role-Based Permissions administrator, when you grant employees permissions to access the data of external new hires, you don't have to create permission groups for each job relationship type anymore. You can now use job relationships directly. Newly supported relationship types are HR Managers, Matrix Managers, Future Managers, Custom Managers, and Second Mangers. Previously, the only supported relationship type was Managers.

By extending these relationships to external new hires, future managers can process onboarding tasks before day one.

Configuration Requirements

Previously, the label for future managers in the relationship dropdown is Future Managers (Internal Hire) . It's based on your configuration under Admin CenterPicklist CenterjobRelType. You can update the label according to your business needs in Picklist Center. For example, you can update it into "Future Managers".

What's Changed

Technical Details

Reference NumberPLA-14017
Product
  • Platform
  • Onboarding
Module
  • Platform
  • Onboarding
Feature
  • Role-Based Permissions
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeChanged
Major or MinorMajor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Enhancements to the Onboarding Home Page Cards in SAP SuccessFactors Work Zone

Description

We've added a new Onboarding card and display more onboarding details and actions on existing Onboarding cards in SAP SuccessFactors Work Zone.

First, we add a new Onboarding card named "Welcome Aboard!" to our existing content package "HR Cards from Home Page". Second, as of 2H 2023, the following Onboarding Home Page cards show more onboarding details and supported actions on the card interfaces.

  • Your Compliance Forms

  • Help Us Learn About You

These enhancements enrich users' onboarding experience.

Configuration Requirements

You've enabled Onboarding.

What's Changed

In the current version, these Onboarding cards have shown more onboarding details and actions.

In the previous version, the cards "Your Compliance Forms" and "Help Us Learn About You" only included limited information. In addition, the card "Welcome Aboard!" wasn’t available.

Technical Details

Reference NumberSWZ-5716
Product
  • SAP SuccessFactors Work Zone
  • Platform
  • Onboarding
Module
  • Platform
  • Onboarding
Feature
  • Work Zone Content
  • Home Page
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMajor
Business Process Variant
  • Hire to Retire
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Feature Usage Count in Onboarding 1.0

Description

You can now view a consolidated list of active features using the Feature Usage page.

This page provides an overall count of the following features in Onboarding 1.0:

  • Active Notifications

  • Active Features

  • Super Admin Active Features

  • Custom Panels

  • Custom Forms

  • Policy Link Attachments

The Feature Usage page in the following screenshot indicates that the user has 189 active notifications, 11 active features, and so on.

Note

The Feature Usage page provides a count of the number of active features. For a detailed list of active features, you can navigate to the respective sections or contact your Implementation Partner to access the Configuration Migration Tools page in the Onboarding 1.0 administrator application.

We've made this enhancement to help with planning your migration to the Onboarding module by providing a centralized view of the usage count of features across the legacy Onboarding 1.0 module.

Configuration Requirements

You must have access to theSettings page in Onboarding 1.0.

Technical Details

Reference NumberONB-33878
Product
  • Onboarding 1.0
Module
  • Onboarding 1.0
Feature
  • Onboarding
ActionInfo only
EnablementAutomatically on
Link to Demo 
LifecycleGeneral Availability
TypeNew
Major or MinorMinor
Business Process Variant
  • Not Applicable
Software Version
  • 2H 2023
Valid as Of2023-11-17
Latest Document Revision2023-10-13

Related Information

Supplementary Resources

The following are useful supplementary resources for the 2H 2023 release:

Stay Informed! Second Half 2023 SAP SuccessFactors Release Details. This blog post is dedicated to keeping Partners informed about the 2H 2023 Release.

SAP SuccessFactors 2H 2023 Release Highlights. Note that you might need to register to access the following content: Discover key innovations in the SAP SuccessFactors second half 2023 release.

Monthly Global Delivery Enablement Highlights

Log in to track your progress & complete quizzes