Setting Up Document Templates in SAP SuccessFactors Onboarding

Objectives

After completing this lesson, you will be able to:
  • Create a document template to be generated in the Document Flow step of the onboarding process
  • Preview new hire data mapped to a document before it is generated in the Document Flow step

Onboarding Document Template

After completing the Data Collection steps of the Onboarding process, the next step is Document Flow. Within the Document Flow step, you can use document templates to create standardized, automated documents (such as contracts and forms) that use updated and accurate data throughout the employee onboarding process. You can map candidate-specific data to forms, as well as specify business rules that define which forms are relevant based on job role, location, and other criteria.

During the Document Flow step, the following actions are carried out:

  1. The business rules associated with document templates are evaluated by the system.
  2. Any relevant documents for the new hire are generated.
  3. If documents require a signature, those documents are sent to SAP SuccessFactors e-Signature or DocuSign for the new hire or hiring manager to electronically sign.
  4. All required participants need to sign the relevant forms.

After finishing these steps, the document process is complete.

Create a Document Template

Before you upload a new document template, you must make sure it is configured with form fields and, if required, signature fields. This can be done using PDF and XDP editing software. These fields need to be properly recognized by the system after the upload so they can be mapped to system fields. Both .PDF and .XDP file types are accepted by the system.

Steps

  1. Go to Admin Center → Tools → On/Offboarding → Maintain Onboarding and Offboarding Document Templates.

  2. Choose + Add New Document Template.

    The Maintain Document Templates page is displayed.

  3. To upload an .xdp file, choose Browse.

  4. Enter an ID, locale, category, and name for the document template.

  5. Choose Upload.

    The Add New Document Template dialog box is displayed.

Result

You have successfully uploaded a document template. The next step is to map document fields to data objects, maintain signatures, and define business rules for the document.

Create a Document Template and Map Fields

Note

If you purchased SAP Learning System Access for this course, please consult the System Setup Guide for important information regarding the completion of the exercises in this lesson.

Business Example

In order to have new hires sign a policy document to acknowledge that they have read the company’s Employee Policy Agreement Document, you first need to create a document template and map fields.

ExerciseStart Exercise

Steps

  1. In the instance, navigate to Maintain Onboarding and Offboarding Document Templates using the Action Search bar.

  2. Choose + Add New Document Template.

  3. To upload the New Hire Policy Form XDP file from the "Master Configuration Files" you downloaded at the beginning of the course, choose Browse.

  4. Enter the following details:

    IDNEWHIREPOLICYFORM
    LocaleEnglish
    Process TypeOnboarding
    NameUS New Hire Policy Form
    CategoryPolicy Agreement

  5. Choose Upload.

  6. Under Actions, choose the Open Mapping icon.

  7. For the Base Object of FirstName placeholder, select Personal Information, and for the Target Field, choose First Name.

  8. For the Base Object of LastName placeholder, select Personal Information, and for the Target Field, choose Last Name.

  9. To save the mapping, choose Save.

Define Business Rules to Assign Document Template

Business Example

You need to define a business rule to assign the form to new hires to ensure that Employee Policy Agreement Document is generated for specific new hires.

ExerciseStart Exercise

Steps

  1. Navigate to Maintain Onboarding and Offboarding Document Templates using the Action Search bar.

  2. Choose Define Business Rules and choose + Add New Rule. The Configure Business Rules page displays and, under the Onboarding category, the Assign Forms scenario is automatically selected.

  3. In the Rule Name field, enter US New Hires Forms. The Rule ID automatically picks up the value entered in the Rule Name.

  4. Leave the Start Date and Process Type default values and choose Continue.

  5. In the If area of the rule, choose Process Rule Model.Process.Process Type→ is equal to→ Onboarding.

  6. Add another If expression by choosing the Add → Parent Add option.

  7. For the second If expression, choose Process Rule Model.Process.User.Job Information.Country/Region→ is equal to→ United States.

  8. For the Then expression, choose Set→ Process Rule Model.Form Data 1→ is equal to→ US New Hire Policy Form.

  9. Choose Save.

Maintain a Document Signature

A document template can include placeholders for the new hire and hiring manager signatures. These are placeholders for users, such as the new hire, to electronically sign an onboarding form or document.

This is a very common requirement for new hire onboarding processes for most organizations. Typically, they are used to record that the employee agrees or accepts employee policy documents or forms.

The Signatures for Template US New Hire Policy Form dialog box is displayed.

Assign Roles for Signature Fields on Document Template

Business Example

You must identify the new hires who are required to sign the signature field on the Employee Policy Agreement Document.

ExerciseStart Exercise

Steps

  1. Navigate to Maintain Onboarding and Offboarding Document Templates using the Action Search bar.

  2. Under Actions, choose the Maintain Signatures icon for the US New Hire Policy Form. The icon image changes depending on whether there are assigned roles for the signature fields:

    • If the template is newly uploaded and there are NO assigned roles for all signature fields, the icon is a circle with an X. The color of the circle depends on the theme of the SAP SuccessFactors HCM Suite. This is the icon you see for the US New Hire Policy Form.
    • If there is an assigned role for ALL signature fields on the document template, the icon is a pen

  3. For the EmployeeDocusignSignHere field name, under Role, choose Onboardee.

  4. To save the configuration, choose Done.

Document Template Mapping Preview

After creating document templates for document generation in SAP SuccessFactors Onboarding, you may need to test the output PDF form data to make sure it captures the correct data from the onboarding processes, especially for new hires. To do this, you can preview the data mapped using the Document Template Mapping Preview MDF Object before the documents are generated.

Using the Manage Data tool from Admin Center, you can create a record for a new hire and a specific document template with the Document Template Mapping Preview MDF object . Once the record is created, you can view the data on mapped fields in the document template shown in XML format in the Mapped Data XML section.

The Document Template Mapping Preview is displayed on the Manage Data page.

Prerequisites (Permissions)

  • Onboarding and Offboarding Object Permissions → Document Template Mapping Preview
  • Onboarding and Offboarding Object Permissions → Document Template

Log in to track your progress & complete quizzes

Learning

SAP FacebookSAP YoutubeSAP LinkedIn