Adding and Modifying Route Maps

Route Maps establish the workflow and steps that employees follow during the performance review process. Route maps must be associated with a form template, and multiple form templates can use the same route map. Administrators may create a custom route map, copy an existing route map, or add an editable template from the SuccessStore.

1. Navigate to Manage Route Maps using Action Search. Click on the View your route map list option to start creating the route map.
2. Click the green plus icon to either Build Your Own or Choose from Library. Selecting the Choose from Library option will allow you to create a route map based on some existing models of route map from the SuccessStore.
3. If you selected the option to Build Your Own, you will need to create at least one step in the Modify Stage. Click the green plus icon next to the Modify Stage header to add your first step. Type a Step Name and click OK.
4. Associate a role or roles to define who will have access to the performance form when the form is at that step. Click the new step and find the field titled Roles with a dropdown list. You may select any role from this list or add custom roles. Roles are discussed in detail later in this lesson, but to save the new route map, you must select at least one role from the list. Create additional steps as needed.
5. Once the step in the modify stage is created and assigned to a role, you may give the route map a new title and click the Save button in the upper left-hand corner of the window.
6. Back to Manage Route Maps, the route map created becomes visible in the route map list. Clicking on the "magnifying glass" icon is going to provide a preview of the workflow of that route map.

Please review the table below for a description of each column on the main landing page after navigating to Manage Route Maps.

A stage specifies the type of action employees can perform. Forms go through three main stages: Modify, Signature, and Completion. Each stage can include multiple steps. For example, you can specify two steps in a Modify stage: a Planning Step, which allows employees to review and update the content of the form, and a Review Step, which allows employees to evaluate the content on the form.

At each stage, you may add a step to the workflow. You may also reorder the steps in your workflow. However, the signature step is always the step before completion. You can also edit any step in the workflow by clicking the name of that step.

• In the Modify Stage, you can add steps where various roles are involved in editing the form, whether that means providing a performance rating on goals and/or competencies, adding comments to goals and/or competencies, or both rating and commenting on goals and/or competencies.
• In the Signature Stage, you can add steps where various roles are involved in signing off on the performance form. Form signers can also add a comment along with their electronic signature.
• In the Completion Stage, you can change the Step Name, and select Carbon Copy Roles, which determine who is copied on the form when it is completed.

Using steps within each stage, you specify which employees receive the form and what the employee is expected to accomplish. In the Modify Stage, you may edit the Step Name, Step Description, Step Type, Reviewer Roles, and Dates.

• Step Name: Name that is displayed on the route map within a form.
• Step Description: Description that end users see in the engagement card of the Home Page. The description gives more context about the step. If this field is left blank, the Step Name is used for the engagement card.
• Reviewer Roles: Roles associated with employees when they are added SAP SuccessFactors system. The route map you define is going to use roles assigned to these users to determine who to send the process form to. Standard roles include Employee, Manager, 2nd Level Manager, First Matrix Manager, All Matrix Managers, HR Rep, HR Rep’s Manager, or a specific User. You may also define a custom role.
• Start Date: When a step begins.
• Exit Date: The form cannot be completed until this date has passed.
• Due Date: The date the step is due.
• Enforce start date: To lock the form in a read-only mode until the start date is reached. Users cannot edit the form until the specified start date.
• Automatic send on the due date: To automatically route the form to the next step on the due date.

After adding a route map, open the route to define a name and description. To add additional steps to the route map, click the green plus within the Stage section on the left-hand side of the screen. This allows you to name the new step and add it to a stage.

After adding a new step, you can delete or move the step within the stage. To change the order of the steps, hover over a step and drag the six dots that appear on the left to the location where you would like to place the step.

Choose a step to define the name, description, step type, roles, and dates. Step types allow you to configure how many users are involved in that step before moving on to the next step in the route map.

• Single Role: Assigns the form to a single user before moving on to the next step.
• Iterative: Within the step, the form loops between two or more people before moving on to the next step. With iterative steps, it is possible to identify an entry user and one or more exit users.
  • The entry user specifies who gets the form first.
  • The exit user specifies who is assigned to route the form to the next step.
• Collaborative: With this step type, the form is within all the collaborative step participants’ inbox at the same time. However, only one user can make edits at a time. If the form is being edited by one of the collaborative steps, participants or if it has not been closed using the Save & Close button and another participant tries to open the form, a lock out message is presented to the user. The lockout period is 60 minutes.

  With collaborative steps, it is also possible to define one or more exit users but there is no need for entry user.

For testing purposes, it is not recommended to set start, end, and due dates in the route map. In a live performance cycle, these dates are very helpful with managing the process and keeping all employees on the same schedule.

If the Enforce start date box is checked, the form is not going to be available to edit by users until that date has been reached. If the Automatic send on due date box is checked, the form automatically pushes to the next step in the route map on that date, regardless of whether ratings have been completed.

After the start, edit, and due date fields, there is a link to Show advanced options. You may use this area to edit the text that is displayed when a user hovers over a step in the route map with a cursor, or to provide text that the user is going to see when pushing the form from one route step to the next. You can also check the box for the Step Exit Reminder. This feature allows an administrator to configure a message using a rich text editor that is going to be displayed to the end user as a pop-up window when the user attempts to exit the step. Although similar to the Step Exit Text, the Step Exit Reminder is more versatile because the rich text editor allows both additional text formatting options and support for hyperlinks.

When completing a performance review, the end user can view the route map on the performance form. The user can see who the next recipient of the form is and can forward the form to the next step when they have completed the review.