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Setting Up the Internal Hire Process

Objectives

After completing this lesson, you will be able to:

Define conditions for initiating the internal hire process
Assign Onboarding tasks to future managers
Configure notifications for internal hire process

Prerequisites for the Internal Hire Process in Onboarding

The internal hire process can be initiated from SAP SuccessFactors Employee Central, SAP SuccessFactors Recruiting, or an external Applicant Tracking System (ATS). However, before this can be initiated, certain prerequisites must be met.

Prerequisites for the Internal Hire Process is displayed with icons.

Business Rule to Initiate the Internal Hire Process

Once an employee’s job information is changed in Employee Central, a transfer event is triggered. Then, you need to define a business rule to determine if the internal hire process should be initiated for that employee.

An ATS, such as Recruiting, can determine if a candidate is an internal or external hire. Based on this information, the ATS initiates the appropriate onboarding process in Onboarding (either the internal hire process or the onboarding process).

However, you first need to define a business rule so that the ATS initiates the correct process for an internal hire candidate.

Permission for Future Managers to Perform Onboarding Tasks

By default, the onboarding tasks for an internal hire are assigned to the employee’s current manager. Depending on the onboarding tasks configured for the internal hire process, you must assign the necessary permissions to the manager role.

Some organizations might also want the employee’s future manager to be involved in the onboarding process. Others might only want the future manager to be given onboarding tasks.

To meet these requirements, you need to define and assign permissions to the future manager so they can manage Onboarding tasks in the internal hire process.

Notifications for the Internal Hire Process

Notifications can keep all onboarding participants updated with relevant information on the different stages of the internal hire process. It is recommended to configure a set of notifications specifically for the internal hire process. Separating them from the main onboarding process will make it more manageable. There is one preconfigured email template for crossboarding, but you can also create new email templates by copying existing onboarding email templates or creating new ones.

Modify the ONB2_InternalHire_Configuration Business Rule

The internal hire process may not be required for all employees moving to a different job within the company. For this reason, you must define a business rule that will initiate the internal hire process for a transfer event in SAP SuccessFactors Employee Central.

Business Example

The organization would like to initiate the internal hire process in SAP SuccessFactors Onboarding for every transfer event triggered from Employee Central.

In this exercise, you will modify the predefined ONB2_InternalHire_Configuration business rule to set a condition that executes the internal hire process in Onboarding.

ExerciseStart Exercise

Steps

In the Action Search bar, enter ConfigureBusiness Rules, and select it from the search results. The Business Rules Admin screen displays.
In the Scenario field, enter Initiate Internal Hire Configuration and, from the results, select Initiate Internal Hire Configuration (InitiateInternalHireConfigRule).
Choose Go.
The preconfigured business rule, ONB2_InternalHire_Configuration, displays in the search results.
Choose the rule name, ONB2_InternalHire_Configuration.
The configuration details of the business rule display.
Choose Take Action and select Make Correction.
For the If expression, choose Edit (pencil icon) and edit it to :
- Job Information.Event Reason.Event → is equal to → Transfer.
To save the changes to the business rule, choose Save.

Result

The internal hire process is initiated for every transfer event triggered from Employee Central.

Assign Onboarding Tasks Permissions to Future Managers

The permissions to assign an internal hire’s current manager are similar to permissions you would assign a hiring manager. The permissions depend on which Onboarding tasks will be assigned to the current manager in the internal hire process.

If the organization wants the employee’s future manager to be involved in the internal hire process, you must add the role to the jobRelType picklist in the SAP SuccessFactors HCM Suite. Creating the future manager role will allow you to assign Onboarding task permissions to the future managers of employees.

Select Future Manager option from the Grant role to: drop-down menu.

Steps

In the instance, navigate to Picklist Center using the Action Search bar.
Search for the jobRelType picklist and select it from the search results.
Choose the Active picklist.
To add a new value to the picklist, choose Add (plus icon).
For the External Code, enter managers (internal hire).
For the Label, enter Future Manager and choose Save.
Using the Action Search bar, navigate to Manage Permission Roles.
Select the manager role.
To add more permissions, choose Permissions…
Under Grant this role to..., choose Add....
From the Grant role to: dropdown, select Future Manager.
Choose Done and Save Changes.

Result

You have granted onboarding tasks permissions to future managers of internal hires.

Configure Notifications for the Internal Hire Process

SAP SuccessFactors Onboarding provides a preconfigured email template to handle notifications for the internal hire process. However, you must configure the email category of the email template to define recipient information.

Steps

In the Action Search bar, enter Email Services.
From the search results, select Email Services.
On the Active Templates tab, verify if (ONB) Crossboarding - User Welcome Message Template is present in the list. If the email template is missing, to add it to the active templates, choose Manage Template.
Switch to the Email Categories tab.
Choose Edit (the pencil icon) beside the (ONB) Crossboarding - User Welcome Message Category. The email category opens up in edit mode. Verify that the following details are selected.
Field Value
To Recipient Builder Onboarding Simplify Role Based Recipient Builder
Roles Onboardee
To save your settings, choose Save.

Field	Value
To Recipient Builder	Onboarding Simplify Role Based Recipient Builder
Roles	Onboardee

Result

You have configured notifications for the Internal Hire Process.

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