Describing the Administrator Tools available in SAP SuccessFactors

Intelligent Services simplifies the user experience for employees, managers, and business partners by integrating into a single experience the individual transactions in a multi-step HR process that cross the traditional boundaries of HCM applications and organizational departments. Intelligent Services links with external systems that allow seamless integration with third-party applications. For example, if a hiring manager goes on leave, not only does the core HR system requires updates, but potentially other systems such as the Applicant Tracking System, performance management system, learning system, Payroll system, benefits carrier, and more.

With Intelligent Services, changes publish as events raise such as Employee Hire, Change in Manager, Employee Time Off, and more. The list can show events raised on the last day, 7 days or 15 days (older data is purged regularly for data protection and privacy reasons). You can publish events from any SAP SuccessFactors application, and subscribe to these events using SAP SuccessFactors or third party applications. Intelligent Services are designed to connect—and predict—transactions resulting from a change. Intelligent Services give users more end-to-end control over events. This efficiency significantly reduces the involvement and the expense of HR shared services within an organization.

To enable Intelligent Services:

1. Navigate to Upgrade Center and locate Intelligent Services on the recommended upgrades.
2. Choose Learn More & Upgrade Now→Upgrade Now→Yes.
3. Navigate to Scheduled Job Manager and verify that the SuccessStore rules are imported successfully. This is triggered when upgrading the feature, and the job type is MDF Data Import. The Job Name will be MDFZIpImport_Rule_[INSTANCE NAME]_[DATE]. Example: MDFIPImport_Rule_ECSReport1_2025-05-10
4. An administrator will require access to Intelligent Event Services tool, which can be granted in RBP, in Administrator Permissions→Intelligent Service Tools→Intelligent Services Center (ISC)
5. Before accessing Intelligent Services Center for the first time, make sure to run an OData Metadata Refresh. Navigate to OData API Metadata Refresh and Export and select Refresh.

As part of the MDF Data Import, a set of Prepackaged business rules, used for most Intelligent Services events, will be imported. Some examples are the Employee Hire, Job Transfer or Change in Business Unit, which are typical events in Employee Central. You can check the complete list of ISC Event rules from SuccessStore here: Prepackaged Rules for Intelligent Services

The following steps show an example of using ISC tool.

1. Navigate to Intelligent Services Center (ISC) using Action Search. Alternatively, the Admin Center will show an Intelligent Services tile which serves as an overview of the last events raised in the tool.
2. A list of the ISC Events, such as Job Transfer, Update on a Job Requisition or Creation of an Activity in Continuous Performance Management will display. If any event was raised, there will be an X number of events of this type raised recently.
3. The period can be changed on the menu into Past 1 day, 7 days or 15 days.
4. When opening the details, you can see an Event Monitoring that shows the events raised within the period of the last 15 days maximum.
5. Other details, like the Flows would show up. The flow indicates when the event is being published, and depending on which event it can be rule-based. The activity type is indicated by a vertical line at the start of the row:
   • A blue dotted line indicates a preconfigured activity that can only be switched on or off. Most activities have this type and appear when the event is published.
   • A blue solid line indicates a configurable activity. Rules, timing and recipient can be configured and added multiple times to the same event, appearing in an On Effective Date section.
   • A gray solid line indicates a custom activity for third-party subscribers, which appear on the Event Connector or Integration section.

Administrators can also perform these actions, whenever are available:

• Configure a third-party subscription, choosing the Event Connector activity, selecting from some of the available connectors, like SAP Fieldglass, SAP Ariba or Concur, as well as creating a new event connector.
• From Integration activity, you can select an existing Intelligent Services based integration or create a new one using the Integration Center tool.
• Create business rules to apply to the Flow or Flows in the ISC Event details. On the business rule, you can determine the conditions as to when the flow or activity associated with the rule should be triggered.

• In addition, the administrator can use the Event Center dashboard to view event details and monitor event status. Administrators can also configure and manage the external event notifications to facilitate data integration with third-party systems. For each of the Events in Intelligent Services, an administrator can navigate to Event Subscription Manager to add new third-party endpoint URL subscriptions as needed:

  Note

  A maximum of 6 subscriptions for an event, including those maintained from the Event Connector in ISC as well as the ones created in Event Subscription Manager are allowed. More information is available in

  Adding and Managing Event Subscriptions

The Execution Manager Dashboard shows you the status of scheduled jobs and integrations to quickly identify and troubleshoot errors. You can view the number of jobs and integrations that have occurred in the past twenty-four hours, seven days, or fifteen days and whether they resulted in success or error.

The Execution Manager logs are retained for a duration of 15 days, by default. Logs that are older than the retention period are automatically removed from the system. The dashboard shows the following tabs:

• Scheduled Jobs. You can view the status of recent jobs from the Scheduled Job Manager, and display information within a time frame on how many successful or failed jobs occurred.
• Integration Center. The status for custom outbound integrations defined in the Integration Center will be displayed, including the execution status, date and time and other event details.
• Middleware Integrations
• Pre-Delivered Integrations. When the endpoint is triggered for an event subscription which is created in Event Subscription Management or Intelligent Services Center, you can monitor the integration in Execution Manager under the Pre-Delivered Integrations tab. You can check using the name of the event subscription.

The Data Inspector tool can be used to view and download raw data in CSV files, to review entity tables accessed previously by different tools in SAP SuccessFactors. This feature is based on OData API.

To enable Data Inspector, follow these steps:

1. In Provisioning→Company Settings→Web Services, the option Disable OData API should NOT be enabled.
2. In RBP, the administrator will require these permissions on the Manage Integration Tools category:
   • Access to OData API Metadata Refresh and Export
   • Access to OData API Dictionary
3. In RBP, make sure to enable the following permission on the Manage System Properties category: Data Inspector.

Data Inspector only allows to view and download the table but the content cannot be modified. Anything identified as PII (Personally Identifiable Information) will not be shown in the data.

How to check User Status via Data Inspector

In the following steps, you will use Data Inspector to check the User Status of the employees with UserID containing admin, from the raw data generated in the tool.

1. Navigate to Data Inspector using Action Search.
2. On the Entity dropdown list, select the entity Table_USERS_SYSINFO.
3. On the Define Filter Criteria, select +Add Filter Criteria, and include these details: User Sys ID Contains admin.
4. Select Show Data. If the option is greyed out, click anywhere on the page and the button should be editable.
5. From the results, review the Valid column, which shows the status. The valid values are:
   • t = Active
   • f = Inactive
   • T = active_external
   • F = inactive_external
   • e = active_external_suite
   • d = inactive_external_suite
   • x = Purged
   • v = Vacant

Some of the key takeways for this lesson are:

• Intelligent Services publishes events happening in SAP SuccessFactors, such as an employee hire or a manager change, and links with external systems to notify third party systems, to connect and predict transactions as a result of these changes.

• The Execution Manager Dashboard shows the status of scheduled jobs and integrations to quickly identify and troubleshoot any errors.

• The Data Inspector is another administrator tool used to view and download raw data in CSV files and review entity tables accessed by different tools in SAP SuccessFactors.