Reviewing the SAP SuccessFactors Onboarding 2H 2025 Enhancements

SAP SuccessFactors made numerous minor visual enhancements in 2H 2025. The following enhancements are of particular note, although many less-visible enhancements have been made.

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

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

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

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

What's Changed

Use the Product, Module, Change Type, and Valid as Of filters to get the list of changes you're interested in. Use the text search in Before and After columns to further narrow down the result. To expand an image, click the magnifying glass (ICON).

Note

The Valid as Of column indicates the date when a visual change is effective in your production system. The Valid as Of date in the Technical Details table reflects the latest date in this table.

Product	Module	Change Type	Valid as Of	Before	After
Onboarding	Onboarding	Interaction pattern	2025-11-14	Previously, administrators could use the Take Action option in the Admin CenterManage DataProcess object to edit the Target Dateand Manager field values.	In the latest version, you can't edit the Target Dateand Manager field values in the Admin CenterManage DataProcess object. These values are therefore now read-only.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, you could view and check the following statuses of document migration under Onboarding 1.0Onboarding 1.0 DashboardSettingsFeature usage page: BSS Migration Status Document Migration Storage Space Document Migration Status	In addition to the existing statuses, you can now view and check the following document migration summary status and count, that appears only post the migration job: Documents migrated and mapped to respective users Documents migrated and assigned to admin Documents unsupported for migration Documents failed to be migrated Note We added this entry on October 24, 2025.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, there was no text label before the first text box message for the Assign a Buddy to New Hires and Recommend People for New Hires tasks under HomeOnboarding DashboardNew Hire detailsNew Hire Tasks of a selected New Hire.	Currently, a text label is added before the first text box message for the Assign a Buddy to New Hires and Recommend People for New Hires tasks under HomeOnboarding DashboardNew Hire detailsNew Hire Tasks of a selected New Hire.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, you had to configure theruleToDefineCorpRepForEmployerSignatureand ruleToEnableEmployerSignature objects under Admin CenterManage DataComplianceConfiguration to support employer signature for a required compliance form group.	Currently, these object names are modified toruleToDefineCorpRepForEmployerComplianceTaskand ruleToEnableEmployerComplianceTaskrespectively, to support employer compliance task (in addition to employer signature) for a required compliance form group.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, the Configure Business Rulespage for Onboarding under the Business Rules Admin page had the following business rule names to support employer signature in the compliance forms: Assign Corporate Representative User ID as Employer Signatory in Country Compliance Form Select Employer Signature for Country Compliance Configuration	Currently, the Configure Business Rules page for Onboarding under the Business Rules Admin page has the following modified business rule names to support employer compliance tasks (in addition to employer signature) in the compliance forms: Assign Corporate Representative User ID for Employer Compliance Task and Signatory in Country Compliance Form Select Employer Compliance Task and Signature for Country Compliance Configuration
Onboarding	Onboarding	Interaction pattern	2025-11-14	Previously, the PaymentInformationV3 andAddressValidationConfigurationForCountryobjects weren't available in the External User Visibility tool.	In addition to the existing object list, administrators can now view and select the PaymentInformationV3and AddressValidationConfigurationForCountryobjects in the External User Visibility tool. Selecting these objects to be visible allows the new hire to access the required information during the Personal Data Collection step.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, the default message displayed in the NudgeNudge Assignee dialog, specifically in the Offboarding Dashboardwas different. Additionally, the option that was used to nudge the assignee was called Send.	Currently, the default message displayed is enhanced for better clarity and the option to nudge an assignee is renamed to Share.
Onboarding	Onboarding	Interaction pattern	2025-11-14	The Download All option was visible to all users on the Complete You E-Signaturepage, regardless of the web browser they were using.	The Download All option is no longer displayed for users on iOS Safari, but it remains available in all other web browsers.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, the option to close the Onboarding Documents dialog on the New Hire Detailspage was called Done.	Currently, the option to close the Onboarding Documents dialog on the New Hire Details page is called Close.
Onboarding	Onboarding	Text changes	2025-11-14	Previously, there was no banner on the Onboarding 1.0 administrative screens.	Currently, a banner appears at the top of the Onboarding 1.0 administrator pages that says, "SAP SuccessFactors Onboarding 1.0 reaches end of maintenance with the 2H 2025 Production release, and will be deleted with the 1H 2026 Production release. For more information, please visit the Customer Community Onboarding Transformation page."
Onboarding	Onboarding	Text changes Interaction pattern	2025-11-14	Previously, the hiring manager could submit a case without scanning and uploading the employment eligibility verification documents. When this happened the page would freeze.	Currently, if the hiring manager tries to submit an E-Verify case without scanning and uploading the verification documents, they receive an error message that says, "Upload the employment eligibility verification document to continue. You can upload JPG, PDF, or PNG files under 4MB."
Onboarding	Onboarding	Interaction pattern Text changes	2025-11-14	Previously, when the hiring manager attempted to submit an E-Verify case, without selecting an answer to the photo match question, they receive an error message that says: "An internal error occurred while submitting the case. Please contact Product Support to resolve the issue."	Currently, when the hiring manager attempts to submit an E-Verify case, without selecting an answer to the photo match question,, they receive an error message that says: "You must provide an answer indicating whether the new hire's displayed photo did or did not match the photo on their employment eligibility verification document."
Onboarding	Onboarding	Interaction pattern Text changes	2025-11-14	Previously, there was no error message to inform the administrator that the Hire Templatedoesn't support non-effective dated custom MDF objects.	Currently, an error message informs the administrator that the Hire Templatesupports only non-effective dated custom MDF objects.

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

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

We've added these business rules, scenarios, contexts, and functions to provide more options and flexibility for your business needs.

You can now extend SAP SuccessFactors applications using the SAP Business Technology Platform Extensibility Wizard, thus enabling the in-app and side-by-side extension possibilities.

This feature allows you to:

• Create custom process extensions for the Process Variant Manager page in SAP SuccessFactors Onboarding. The feature automates the processes, thus enhancing scalability and consistency across SAP applications, making it ideal for you to create custom-made solutions for specific business needs. The workflow is shown here:
• Create custom field extensions for an Employee Central standard object on the Configure Latest People Profile page.
• Create custom field extensions for a custom MDF object on the Manage Data page to customize and tailor the user interface to meet specific business needs and requirements. You can add the extensions in the Configure Object Definitions page.

Extensibility in SAP SuccessFactors Modules:

SAP SuccessFactors Module	Use-Case Scenario	User Interface	Navigation	Important Notes
Onboarding	Create custom process extension for new hire background verification.		Create Extension (to the standard SAP SuccessFactors Onboarding process) option is available in Admin Center→Process Variant Manager→User Profile→Action	The Create Extensionoption is now available only for the Process Variant Manager page.
Employee Central	Create custom field extensions on the Configure Latest People Profile page.			For relevant permissions, refer to Role-Based Permission Prerequisitessection.Note If the fields you've added in the Manage Business Configuration page is relevant for SAP SuccessFactorsOnboarding and you've enabled the necessary permission and visibility settings for the same, those fields are reflected in the corresponding Onboarding pages. For more details, refer to Adding HRIS Element Fields Specific to Onboarding in the Related Links section.
Metadata Framework	Create and add custom field to custom MDF object (For example, Position) in Manage Datapage.			For relevant permission, refer to Role-Based Permission Prerequisites section.Note To ensure that the extensions (custom fields or associations) you've added are visible on the screens that use Configurable UI, configure them in theManage Configuration UI page.

With this enhancement, you can create extensions with ease, automate processes based on events or APIs, thus ensuring scalability and consistency across the SAP SuccessFactors application.

We have improved screen-reader accessibility for the U.S.C.I.S. Form I-9 e-signature page and the PDF version of the Form I-9.

This enhancement improves the performance of assistive technology tools.

We updated the Form I-9 terminology, expiration date, and the reverification due date logic for document receipts.

On January 20, 2025, the United States Citizenship and Immigration Services (USCIS) updated the terminology changing "noncitizen" to "alien", and extended the current Form I-9 expiration date from July 31, 2026 to May 31, 2027. We updated the terminology and expiration date of your system's Form I-9 documents to align with the USCIS terminology changes and expiration date extension.

We have also extended the due date logic for triggering the Form I-9 reverification process. When a new hire presents a valid document receipt, their reverification task is now due 90 working days after their date of hire. This change is reflected in the Status column on the New Hire Details page.

These enhancements ensure that the PDF Form I-9 is up-to-date and the Form I-9 Reverification process triggers according to the U.S.C.I.S guidelines.

New hires can now review their Form I-9 data and use the new Correct My Personal Data button to correct their personal information in their Form I-9 without the help of a hiring manager.

New hires can now review and correct their Form I-9 - Section 1 information within the existing workflow. If the new hire identifies an error in their data, they can select the Correct My Personal Data button to correct their information on the Personal Information page.

After making their updates and saving them, the system returns the new hire to the Section 1 page. The new hire reviews the updated personal information in their Section 1 and then they submit the form. The system triggers a to-do card for the new hire prompting them to sign and submit the updated Form I-9. Upon update, the hiring manager or onboarding participant receives an email notification informing them of the changes to the Form I-9 data. They're asked to review the new hire's information before completing Section 2.

The hiring manager or onboarding participant should review the updated information for data changes such as dependent information, or changes to Country/Region or State that could impact existing compliance forms. If a change was made that could impact existing resources such as compliance forms, the hiring manager or onboarding participant, or a system administrator can utilize the Onboarding Restart functionality. Restarting the Onboarding process ensures that the proper Country/Region and State Compliance Forms are also generated in the event these fields are changed.

Also, we removed the Validate and Save button in Section 2.

This enhancement allows new hires to correct their personal data without having the hiring manager restart the onboarding process.

The new Employment Profile Selection card category further refines Onboarding tasks on both the legacy home page and the latest home page experience.

In the latest home page experience, the Employment Profile Selection card appears in the Needs Attention section. For more information about the latest home page experience, see Latest Home Page User Experience.

In the legacy home page experience, the Employment Profile Selection card appears in the For You Today section. Sub-categories in the Employment Profile Selection to-do card include:

• Pre-Onboarding Rehire Verification
• Onboarding Rehire Verification
• Legal Entity Transfer or Internal Hire

The name of the new card category aligns with the existing Employment Profile Selection to-do task name in the navigation menu on the legacy home page.

This enhancement streamlines the organization of the Onboarding home page cards and makes it easier for the hiring manager or onboarding participant to complete tasks. This enhancement is from Customer Idea 319507.

What's Changed

In the current version, the new Employment Profile Selection card category is available on both the legacy home page and the latest home page experience. This card category includes all new Pre-Onboarding Rehire Verification, Onboarding Rehire Verification, Legal Entity Transfer or Internal Hire cards.

Note

All cards created after the 2H 2025 release appear in the new card category. Cards created before this date remain in the Data Review card category.

In the previous version, all rehire cards were in the Data Review card category.

Administrators can now use the new Auto-Complete functionality to automate the completion of manager tasks for specific new hire activities.

We added the Auto-Complete switch to the following new hire tasks:

• Prepare for Day 1
• Recommended Links
• Write Welcome Message

You can enable and disable the switch from the Task Attributes section of a task when you're adding it to an Onboarding program. This functionality allows you to automate the managers actions for the tasks. When enabled, the task auto-completes upon creation and appears in the Onboarding Dashboard with the Auto-Completed status.

This feature allows administrators to automate the hiring manager actions for the Write Welcome Message, Recommended Links, and Prepare for Day 1 tasks.

Configuration Requirements

You can automate the manager's action for the new hire activities listed earlier by enabling the Auto-Complete switch, as seen in this screen-shot of the Write Welcome Message task message.

Note

When setting up task automation, consider the following:

• For the Write Welcome Message task, you must write a message before you can enable the Auto-Complete functionality.

• For the Recommended Links task, you must provide at least one link before you can enable the Auto-Complete functionality.

• For the Prepare for day one task, you must provide at least one task before you can enable the Auto-Complete functionality. For more information, see Creating a Prepare for Day One List.

Hiring managers or onboarding participants can now use the Show Previously Used toggle to display or clear previously used recommendations.

The Show Previously Used toggle now appears at the top right of the page.

When enabled, the previously used recommendations display.

When disabled, the previously used recommended links disappear and the Recommend Links task moves to an unassigned state. Hiring managers and onboarding participants can add or remove recommended links as needed.

This enhancement improves the hiring manager and onboarding participants user experience by removing clutter and streamlining theRecommended Links task.

Managers and offboarding participants can now experience an enhanced Offboarding Dashboard.

The enhanced Offboarding Dashboard provides:

• Additional filters to narrow down employee results based on business requirements.
• Additional details specific to employees leaving the organization.
• Ability to create and save variants for filters.

The following tables explain the various sections of the enhanced Offboarding Dashboard:

What It Offers?	How It Looks?
By default, the enhanced Offboarding Dashboard displays the following filters: Name Offboarding Status Termination Date Manager Task Type Task Status Task Ownership Alumni Access
The Name filter is a multi-select filter that allows users to filter employees leaving the organization by entering their first name, last name, full name, or other credentials such as e-mail ID, and employee ID.
The Offboarding Status filter represents the offboarding process status and filters employees leaving the organization based on either the Open or Completed process status. By default, the Offboarding Status is in the Open state.
The Termination Date filter allows selecting a single termination date or a termination date range from the calendar displayed. Accordingly, employees leaving the organization in the specified date range are filtered and displayed.
The Manager filter allows filtering employees leaving the organization using their manager name. Additionally, this filter allows users to select one or more managers.
The Task Type filter lists task categories such as All, Data Review, and Offboarding Activities. These categories allow users to filter employees based on the selected task categories.
The Task Status filter allows filtering offboarding tasks by the following statuses: All Due Today On Schedule Overdue Needs Attention
The Task Ownership filter allows users to select and view either All tasks or only those tasks assigned to them using the Assigned to Me option.
The Alumni Access filter allows filtering employees using the alumni access provided to employees leaving the organization. Available statuses include: All Active Not Available Deactivated

What It Offers?	How It Looks?
The Adapt Filters option allows users to view all available search filters (default and additional) and customize filter preferences as per their business requirement. Note To reset filter values, the Reset option in the Adapt Filters dialog can be used. For more information, see the Additional Search Filters for Employees Leaving the Organization topic from the Related Information section.
The variant manager allows users to create multiple views in the Offboarding variant by saving selected filters from the Adapt Filters option. By default, the Manage Employees variant is displayed and the various other saved views are listed in the My Views dialog, which are accessible from the Select View icon displayed next to the variant name. For more information, see the Using Variant Manager in Offboarding Dashboardtopic from the Related Information section.

What It Offers?	How It Looks?
Based on filter criteria, the number of employees leaving the organization are displayed.
The Sort icon allows users to sort the Termination Date of employees leaving the organization in either the ascending or descending order. By default, the Termination Date of employees leaving the organization is sorted in the ascending order.
The Legend icon suggests different task statuses and the colors that they correspond to.
The enhanced Offboarding Dashboard table displays the following columns: Name Termination Date Manager Name Data Review Offboarding Activities Alumni Access
The Name and the Manager Name columns display the View Employee Details and View Manager Details icons next to the employee and corresponding manager names, allowing users to access and view their public profile.
Offboarding tasks that belong to the Data Review or Offboarding Activities category are displayed under the specific columns. Additionally, the status of the various tasks can be inferred by the color that they appear in. The Data Review category includes the following tasks: Employer Data Review Employee Data Review Signature status for offboarding The Offboarding Activities category includes the following tasks: Write Farewell Message Announce Termination to Coworkers Create Knowledge Transfer Plan Knowledge Transfer Task Schedule Offboarding Meetings List Assets to Return Track Return of Assets Custom Tasks (can be configured as per requirement) For more information, see the Custom Tasks topic in the Related Information section.
For each employee leaving the organization, the Data Review or Offboarding Activities column displays one of the following values: A numeric value that suggests the number of tasks that must be completed (if any). These numbers are derived based on the Process Variant configuration of the employee and as part of their offboarding program. A No Open Tasks label is displayed when no open tasks are available or no open tasks are assigned to the logged-in user based on the filter criteria. A Completed label in green, accompanied by a check mark icon is displayed when all the tasks for the employee leaving the organization are performed. The number of tasks that must be completed are displayed in a specific color (signifying the status) and are accompanied by a specific icon. These task colors, icons, and corresponding statuses are explained below: Orange denotes one or more Task Nearing Deadline and are accompanied by a ticking clock icon. Red denotes one or more Overdue Tasks and are accompanied by a warning icon. Grey denotes one or more tasks that Requires Action, but the due date isn't nearing the deadline. On selecting any actionable task under the Data Review or Offboarding Activities column, the Review Tasks dialog is displayed. This dialog displays the task name and its status along with the option to eitherStart or Nudge them based on task ownership.
The >icon displayed at the end of each row allows users to navigate to the Task Details page of the specific employee leaving the organization.

These enhancements include changes to page layout, interaction pattern, and text changes, thereby improving the user experience. Additionally, you can filter new hires at a granular level, obtain their data swiftly, thus saving time and effort. This feature is based on Customer Community Idea 282701, 318638, 328169, and 334419.

As an administrator, you can now trigger automated email notifications to remind responsible users to complete the pre-onboarding rehire verification tasks.

A new email template titled (ONB) Pre-Onboarding Rehire Template is added to the list of preconfigured templates. For more information on reusing the preconfigured template, refer to the Reusing Preconfigured Email Templates topic in the Related Information section.

For more information related to email services, refer to the Email Notifications topic in the Related Informationsection.

This enhancement is implemented based on Customer Community Idea 319965 and ensures timely completion of tasks by notifying the responsible users, improving efficiency and reducing the need for manual checks on the home page.

What's Changed

In the current version, an email is sent to all the responsible users, prompting them to complete the pre-onboarding rehire verification tasks. This email notifies users about the task to be completed and navigates them to the task page.

In the previous version, the responsible users had to periodically visit the home page, review the notifications for tasks related to rehire verification.

As an administrator, you can now manage employer compliance tasks for country-specific forms, ensuring accurate employee-specific details are filled by the employer.

The country compliance forms have certain employee details that need to be filled by an employer. The fields for these specific details might not be available as part of the Personal Data Collection or the New Hire Details pages. The Enable employer compliance task for filling and/or signing the compliance forms option in the Compliance Settings page enables you to support employer specific compliance tasks. You can identify a responsible user to complete these employer tasks.

The responsible user can access the employer compliance tasks (form filling and signature task) from Complete Compliance Tasks in the To-Do list side panel. A new Hiring Manager column has been added to the Complete Compliance Tasks> To-do list. This column helps the responsible user identify the hiring manager for a new hire, serving as an identifier to complete employer compliance tasks.

The workflow follows a predefined order and can't be customized. Employees fill out the form first, followed by the employer who is designated as the responsible user. Employees then sign the form, followed by employer signature from the same designated user. Notifications can be triggered upon completion of each user task (employee and employer tasks) for timely updates.

This feature ensures that sensitive data is securely managed by a designated responsible user, maintaining confidentiality and accuracy in the employee compliance forms. These enhancements are implemented based on Customer Community Idea 350559, 350442.

What's Changed

In the current version, you can enable the Enable employer compliance task for filling and/or signing the compliance forms option and identify a responsible user for the same. This option is used by the selected responsible user to fill employee-specific details, verify the employee details and sign the compliance forms.

In the previous version, you could enable the Enable employer signature for country/region compliance formoption and identify a responsible user for the same. This option was used by the selected responsible to verify the employee details and sign the compliance forms.

With this enhancement, you can now track the validity of National ID information with the new entry fields valid-from and valid-to to enhance data accuracy.

You can now have multiple national ID records under one card type or across multiple card types with SAP SuccessFactors Onboarding supporting the new fields record-id, valid-from, and valid-to added by Employee Central. These fields are added to the nationalIdCard HRIS element in Business Configuration UI (BCUI) for each National ID records in National ID Information. For more information on enabling these fields in BCUI, refer to the Enabling Fields in BCUI for National ID with Validity Period topic in the Related Informationsection.

Once these new fields are enabled in BCUI, they appear in the following pages in Onboarding:

• Recruit-to-Hire Data Mapping - For more information on mapping the entities in Employee Central, see the Mapping Data from Recruiting Management with Employee Central Entities topic in the Related Information section.

• Personal Data Collection
• New Hire Data Review
• Final Review Step

• Rehire Data Review:

This enhancement ensures accurate tracking and management of national ID data, in case of multiple nation ID records especially for rehires, by automatically generating a unique record ID for each national ID.

What's Changed

In the current version, the fields valid to, valid from, and record ID fields for national ID information are available in the data collection pages.

In the previous version, these fields weren't available, and administrators had to delete existing national IDs to update new ones.

We've improved the rehire verification process by implementing early data validation to prevent errors caused by identical national IDs.

This functionality is available on the Rehire Verification page within the onboarding process. When a new hire's national ID matches an existing record during Onboarding Rehire Verification, the system now prevents proceeding as a new hire, thereby avoiding duplicate entries. The button to proceed as new hire is grayed out, ensuring that you can't select it when a national ID match is detected.

This enhancement, based on Customer Community Idea 313996, improves data accuracy, reduces hiring time and minimizes errors in Employee Central.

What's Changed

In the current version, the system validates national IDs earlier in the rehire process, preventing users from proceeding with duplicate entries.

In the previous version, users could proceed as a new hire even if the national ID matched an existing record.

The updated personal data of the new hire is now retained during the automatic restart of the onboarding process.

Administrators can now trigger automatic restart of onboarding, without canceling the entire process and initiating onboarding all over again, when a new hire's start date is preponed or postponed in SAP SuccessFactors Recruiting.

In addition to retaining user employment-based such as the Job Information, Compensation Information, Pay Component Non-Recurring, Pay Component Recurring, Job Relationships Information and Employment Information, the automatic onboarding restart process now retains the following personal data for new hires:

• Personal Information
• Address
• Dependents

This enhancement ensures that the updated data for person-based entities are now retained, improving the efficiency and providing greater flexibility for scheduled changes in the onboarding process.

You can now configure and enable the availability of the Localized Biographical Information section for new hires, rehires with new employment, and onboarding participants.

This Localized Biographical Information section displays configured countries/regions and when a Country/Region is selected, the fields configured for it, such as Region of Birth and Place of Birth are also displayed. Additionally, users can add multiple Localized Biographical Information sections as well.

Using this section, users can view their configured countries/regions in the Localized Biographical Informationsection, which is within the Biographical Information.

In SuccessFactors Onboarding, you can configure and have the Localized Biographical Information section to be displayed while performing the following tasks:

• New Hire Data Review
• Access New Hire Data Review
• Personal Data Collection (performed by new hire)
• Personal Data Collection (performed on behalf of new hire)
• Automatic Hiring from Manage Pending Hires
• Final Review
• Rehire on New Employment

If the fields Region of Birth and Place of Birth are replicated, the system uses the values entered in the Localized Biographical Information over the Biographical Information block.

For more information about this, see Knowledge Base Article (KBA) 3649636 in the Related Information section.

This enhancement helps users easily localize their biographical information, thereby improving their user experience during the onboarding process.

As an administrator, it's now mandatory that you send the event reason upon initiating the onboarding process.

Ensure that you send the event reason using one of the existing following options:

• Configure a business rule to set the event reason for new hires whose onboarding is initiated from SAP SuccessFactors Recruiting. For more information, refer to Configuring Business Rule for Event Reason topic in the Related Information section.
• Send the event reason by mapping SAP SuccessFactors Recruiting custom field using the Recruit-to-Hire Data Mapping tool.

If the event reason isn't sent and the onboarding process is initiated, the process fails, resulting in a Business Process error in the To-Do side panel of the home page. Selecting the error redirects you to the Onboarding Process Messages page from where the details of the error are displayed. To resolve, ensure to map the event reason and restart the onboarding process using the Restart option available in the Onboarding Process Messagespage. For more information about fixing errors arising out of data validations in the Business Process Engine page, refer to the Validating the Exception Data in the Onboarding Process topic in the Related Information section.

Mandatory sending of the event reason ensures a smooth onboarding process and prevents errors, improving the overall user experience.

Hiring managers and onboarding participants can now use the action icon to open the Onboarding Dashboard from the manager's home page cards.

We added the View Complete List of TasksAction icon to the Onboarding Compliance home page card category.

When selected, the View Complete List of Tasks Action icon opens the Onboarding Dashboard.

We added this icon to give the managers and onboarding participants a quick way to view all tasks.

SAP Document AI, embedded edition automates the information extraction process for National IDs during the onboarding process.

To learn more about SAP Document AI, embedded edition's capabilities, see:

• What Is SAP Document AI?
• Subscribing to the SAP Document AI Workspace With the Identity Authentication Service

When enabled for SAP SuccessFactors Onboarding, SAP Document AI, embedded edition extracts information uploaded from a new hire's National ID and imports it into the system. This extraction occurs when a new hire uploads a copy of their National ID as part of the Personal Data Collections step, or by the hiring manager during the New Hire Data Review step.

SAP Document AI, embedded edition can extract the following information from the National ID:

• Country/Region
• National ID Card Type
• National ID (Number)
• Valid to
• Valid from

The system prompts the new hire to validate their information to ensure it's correct before submitting it. If an extraction error occurs, the new hire can manually enter the correct data before submitting it.

As a Premium AI feature, the use of SAP Document AI, embedded edition consumes AI units when used for information extraction in Onboarding. For more information see, Reviewing Consumption Summary of AI Units.

For more information about the SAP Document AI, embedded edition in Onboarding, see SAP Document AI, Embedded Edition in Onboarding.

For information about data center availability, see Discovery Center - SAP Document AI Regions.

For information about pricing and usage, visit SAP Discovery Center AI Feature - SAP Document AI, embedded edition.

SAP Document AI, embedded edition efficiently extracts key data from attached documents - saving time, reducing errors, and accelerating onboarding.

As an administrator, you can now use Story reports to generate reports of SAP SuccessFactors Onboarding tasks based on its due date.

You can use the Aggregated Details table in Story reports to generate reports for the following task types based on the latest due date for task completion:

Onboarding Task Types:

• Data Collection includes data review tasks such as New Hire Data Review, Personal Data Collection, and E-signature.
• Onboarding Tasks includes tasks such as Write Welcome Message, Assign a Buddy, Recommend Peopleand so on.
• Compliance Forms includes tasks related to global compliance.
• Form I-9 and E-Verify includes tasks related to the USCIS form.

Offboarding Task Types:

• Offboarding Tasks includes tasks such as Write Farewell Message, Announce Termination to Coworkers, Create Knowledge Transfer Plan, and so on.
• Offboarding Data Review includes tasks such as Employer Data Review, Employee Data Review, and Signature status for offboarding tasks.

Using the Process table available in the Onboarding schema, you can view the Aggregated Details related table.

Using this table, you can select the columns that must be displayed in the report. Some of the columns that can be selected include Due Date, Last Modified Date, process, status, type, and so on.

The due date reflects the actual due date for task completion. Additionally, you can create calculated columns if you wish to view the task status that's generated based on the due date. See the below screenshot for reference and refer the Creating Calculated Columns for Story Reports topic in the Related Information section for more information about creating calculated columns.

These status reports help organizations effectively identify and segregate onboarding tasks based on its due date, saving time and effort required to classify them manually.

We've added a new featured card that appears at the top of the latest home page.

The featured card is a dynamic card that highlights useful information in the latest home page. The featured card functionality isn't available in the legacy home page. For 2H 2025, we're releasing two featured cards for the Onboarding module:

• The Welcome a New Teammate featured card prompts a manager or employee to welcome a new team-member.
• The Connect With Your Buddy card prompts an employee to connect with their buddy.

These cards disappear 30 days after the hire date.

We added the featured card to offer a more personalized end user experience.

As an administrator, you can now automatically initiate the onboarding process for candidates who are ready to be hired from SAP SuccessFactors Recruiting.

In addition to the existing options available in the Onboarding Integration Setup page, you can select the new Enable Automatic Initiation for Onboarding checkbox to ensure that the onboarding process is automatically initiated for all candidates who are eligible for onboarding from Recruiting. Selecting this automatically initiates onboarding for all job requisitions based on the onboarding initiation eligibility defined.

Depending on your business requirement, if you choose to use a combination of automatic onboarding initiation and manual onboarding initiation, then you must use the new Trigger Automatic Initiation of Onboarding business rule scenario from the Recruiting section of the Admin Center> Configure Business Rules page and configure it as per the requirement.

Once you've specified the job requisition template, rule criteria, and created the rule, assign the rule to the corresponding job requisition template in the Admin Center> Manage Rules in Recruiting >Job Applicationsection. For more information about configuring the business rule and associating it to a job requisition template, see the Related Information section.

If the rule evaluates to True, the onboarding process is automatically initiated for all candidates belonging to the selected job application template. If the rule evaluates to False, the onboarding process must be manually initiated for candidates belonging to the specified template.

If the candidate isn't eligible for onboarding, the hiring process is completed through Admin Center >Manage Pending Hires, depending on the automatic or manual hiring configuration specified.

Automatic initiation of onboarding enables an easier and more efficient process by avoiding the need for manual steps, thereby reducing the time required to onboard candidates. This feature is based on Customer Community Idea 275599.

What's Changed

In the current version, depending on the requirement, you can choose to automatically initiate the onboarding process for candidates using the Enable Automatic Initiation for Onboarding option from the Onboarding Integration Setup page.

Previously, the option to automatically initiate the onboarding process for candidates wasn't available.

Upon initiating an onboarding process from SAP SuccessFactors Recruiting, you can now view comprehensive statuses and get redirected to specific pages that provide more details, enabling you to initiate the onboarding process successfully.

These enhancements enrich the user's onboarding experience. This feature is based on Customer Community Idea 319507.

What's Changed

Enhancements to Onboarding Initiation Status

Change Type	How It Looked Before	How It Looked After
Interaction Pattern	Once the onboarding process was successfully initiated for an internal hire or a new hire in Recruiting, there was no indication to suggest that the process was in progress. Instead, the status immediately displayed that the process was successfully initiated.	Once the onboarding process is successfully initiated, a Pendingstatus is displayed, which then changes to Failed, Success, or Employment Profile Selectionbased on the response received.
Interaction Pattern	When an onboarding process was successfully initiated from Recruiting and failed due to a data error (in Onboarding), a status along with a link indicating that the process was successfully initiated was displayed. On clicking the link, you were redirected to the Onboarding Dashboard page.	When an onboarding process is successfully initiated and fails due to a data error, a Failed - Data Error status, the reason for failure, and a View Details link is displayed. This status indicates that the onboarding process initiated for a specific new hire or internal hire has failed, resulting in a Business Process error. The View Detailslink redirects you to theOnboarding Process Messagespage which provides details of the error, using which necessary action can be taken in Recruiting. Once resolved, select the Restart option displayed on the Onboarding Process Messages page to proceed with the onboarding initiation process. However, ensure that the user to whom the Business Process error is assigned belongs to theSAP_ONB2_ErrorFlowAdminsdynamic group in the Admin Center > Manage Onboarding Dynamic Groups page.
Interaction Pattern	If a rehire match was found when the onboarding process was initiated from Recruiting (for a user existing in the system), the Employment Profile Sectionstatus wasn't displayed and a redirection to the necessary page wasn't provided to perform the next steps. Instead, a status was displayed indicating that the process was successfully initiated. On clicking the corresponding link, you were redirected to the Onboarding Dashboard page.	When an onboarding process is initiated from Recruiting, specifically for a user already existing in the system, the system performs a rehire check. If a match is found, the Employment Profile Sectionstatus along with a View Detailslink is displayed. Selecting View Details redirects you to the specific page from where subsequent steps can be performed for successful onboarding initiation. Note The logged-in user can access the View Details page only if they are the assigned user of the Employment Profile Sectiontask.
Interaction Pattern	When an onboarding process was successfully initiated, the corresponding link redirected you to the Onboarding Dashboard, from where you had to manually search for the candidate.	When an onboarding process is successfully initiated, a Successstatus along with a View Detailslink is displayed. This link redirects you directly to the New Hire Details page from where you can gather all the details about the candidate and their process. However, to access the New Hire Details page, required permissions must be enabled. For more information about these permissions, see the Completing Tasks from New Hire Details Pagetopic in the Related Information section.

We added a warning message in Section 2 of the U.S. Form I-9 that appears for the hiring manager when the Work Authorization Expiration Date in Section 2 doesn't match the date in Section 1.

The new message warns the hiring manager of the date discrepancy and tells them to review and update the dates if needed, otherwise they must provide a reason for the date mismatch. There's a text entry field where the hiring manager can provide the reason for the different dates.

This guardrail message prevents date inaccuracies by ensuring the date provided by the new hire matches the date provided by the hiring manger. If the dates don't match, the hiring manager must fix the dates or provide a reason for the different dates, before they can submit Section 2.