Activating SAP SuccessFactors Onboarding

This video discusses the key features in SAP SuccessFactors HCM Suite that are necessary for Onboarding to function properly and demonstrates how you can enable these features in Company Settings. You will also learn about additional configurations in Admin Center to complete the setup.

There are various features and configurations required for Onboarding in SAP SuccessFactors HCM Suite. Go to Provisioning → Company Settings and complete the following steps: 

1. Enable the Business Process Engine and BPE in UI. Role-based permissions are necessary to access the tools in Admin Center.

2. Enable Employee Central V2, even if the customer does not have an Employee Central license. The same elements and fields of employee profiles in Employee Central are used to build new hire, internal hire, and offboardee profiles. Enabling Employee Central V2 also enables multiple features that are necessary for the core function of Employee Central and onboarding.  

Once all key features have been enabled and set up, SAP SuccessFactors Onboarding can be enabled in Provisioning. As part of Onboarding enablement, some configuration settings come predefined. These default settings are important aspects for the implementation of the product.

1. Log in to Provisioning.

2. Under List of Companies, select your company.

3. Choose Company Settings.

4. Select Onboarding (including Internal Hire Process).

   Once you have completed these steps, Onboarding is enabled in your system. The following rules are added to the system by default: 

   Predefined Business Rules

   Rule	Description
   SAP_ONB2_CustomDataCollectionCheck	This business rule controls whether or not the Additional Data Collection Step is included in the onboarding process.
   SAP_ONB2_DataCollectionConfigSelect	This business rule controls which Custom MDF Objects show during the Additional Data Collection Step.
   SAP_ONB2_ECDataCollectionCheck	This business rule controls whether or not the Personal Data Collection Step is included in the onboarding process.
   SAP_ONB2_PreDay1AccessCheck	This business rule controls when pre-day 1 access is given to a new hire.
   SAP_ONB2_HMReviewCheck	This business rule controls whether or not the Review New Hire Data Step is included in the onboarding process.
   SAP_ONB2_InternalHire_Configuration	This business rule controls when internal hire process is initiated/triggered. This essentially identifies a candidate to be an internal hire and not a new hire.
   SAP_ONB2_ProcessClosurePeriodConfig	This business rule is used to identify the number of days from the Start Date until the onboarding process is closed and archived.

   The rules are associated with corresponding rule scenarios, which are also added to the system by default. 

   When Onboarding is enabled, the following permission roles are added to the system by default: 

   • OnboardingBpeAdmin: You can assign this role to a new group or an existing BPE Service User group. This role has permissions for updating Onboarding process flows in the Business Process Engine. 
   • OnboardingExternalUser: You can assign this role to new hires. 

   When Onboarding is enabled, the following permission groups are added to the system by default: 

   • OnboardingBPEServiceUser

   • SAP_ONB2_ErrorFlowAdmins (Dynamic Group)

   • SAP_ONB2_RehireCoordinator (Dynamic Group)

   Note

   The Onboarding Business Rules and Role-Based Permission (RBP) groups and roles that are automatically created once Onboarding is enabled may take 1 to 6 hours to reflect on the system. If the items still don’t reflect on the system after that time, you may need to disable and re-enable Onboarding in Provisioning to reset the product. 

1. Search for Upgrade Center using Action Search and select it from the results.

2. In Upgrade Center, navigate to Recommended Upgrades and from the list select Intelligent Services. 

3. Select Upgrade Now, then on the pop-up confirmation message, select Yes.  

4. Select OK on the message that indicates that the upgrade is done.

5. Log in to Provisioning.

6. Select your instance account . 

   Note

   If you are taking this course as part of an virtual training course with an instructor or using a training or Live System Access practice instance, select your training demo instance account <SFEDUXXXXXX>

7. Select Company Settings.

8. Validate that the following modules and features are enabled. If any of these are not enabled, select them from the list: 

   • Enable Attachment Manager 
   • Enable Generic Objects 
   • Employee Central V2 
   • Effective Dated Data Platform 
   • Enable Dependents Management 
   • Enable Business Configuration in Admin Tools 
   • People Profile 
   • Enable Document Generation 
   • Enable Business Process Engine 
   • Enable BPE in UI 
   • Enable Intelligent Services 
   • Enable Intelligent Services Center 
   • Enable Document Management Service 
   • Enable DocuSign Adaptor 
   • Onboarding (including Internal Hire Process) 

9. In the top right area of the screen select Save Feature.

10. Enter your instance account ID <SFEDUXXXXXX> and select Confirm. 

There are four document management features in Onboarding. The first three features are mandatory and must be enabled and set up properly for documents to be used in Onboarding. These are:

• Document Generation
• Document Management Service
• Print Forms Generation

The fourth feature is the e-Signature function. This feature is configurable because two e-Signature solutions are available. One of these solutions requires a separate customer subscription and must be enabled in Provisioning.

In this video, we will look at how these four document management features are used in Onboarding and how you can enable them.

1. Select Enable Document Generation in order to allow generation of documents during the onboarding and offboarding processes.

2. Select Enable Document Management Service in order to provide storage for generated documents in onboarding and offboarding processes. Once enabled, select a storage vendor in Admin Center. 

3. Enable Print Forms Generation by entering a URL, User ID, and select Enable Print Forms Generation.

To enable Print Forms Generation in Provisioning, we need to create a Print Form Service URL for each individual instance of SAP SuccessFactors HCM Suite a customer has for SAP SuccessFactors Onboarding. The SAP Print Form Service team will set up the backend for PFS before a URL is generated.

1. To request a Print Forms Service URL, use a request form in HCM Cloud Operations Portal. To access the form, navigate to HCM Cloud Operations Portal → Operations Requests → Request Forms → New ONB 2.0 Print Form Service URL Request. 

   The request form requires the P-User or S-User of the customer, the instance ID, and the data center from the customer’s host server for the instance of SAP SuccessFactors HCM Suite. Once submitted, the SAP PFS team will need 3 to 5 business days to process the request and a notification will be sent once it is completed. 

   

   An SAP P-User or S-User account can be used to set up Print Forms Service for Onboarding. An SAP SuccessFactors HCM Suite customer will already have an S-User account because it is the primary SAP account for SAP SuccessFactors HCM services.

   Note

   Creating an SAP P-User Account:

   A public user (P-User) is created in SAP Community. Register at SAP Community with a non-SAP email address, then an account can be created for or by the customer. It is recommended that the non-SAP email of the company not be tied to a specific employee to avoid the risk of losing access should that employee leave the company.