EC Diagnostic Tool :SAP Successfactors Onboarding

[Gopinath]

This Blog was built together with @SanchayitaKundu and @Angela_Romano  .

As you aware Successfactors EC Team has introduced Diagnostic tool analysis for Succesfactors Module in 1H2024 Release. In this blog , we will cover how Diagnostic Blog can be utilized in Onboarding Module.

​This tool enables self-diagnosis and self-analysis of the complete data transaction and workflow processing in a single view, allowing customers or internal users to resolve issues independently and reduce resolution time.

​Supported Transaction Types:

• Workflows
• Centralized Services Save Actions
• Snapshot View
• Rule Execution View

​RBP to enable tool:

• Administrator > Diagnostic Tool > Diagnostics Tracing Configuration
• Administrator > Diagnostic Tool > Workflows Diagnostics Data
• Administrator > Diagnostic Tool > Centralized Services Diagnostics Data
• Administrator > Admin Center Permissions > Access Diagnostic Tool 

​Note:
We recommend creating a permission group to restrict access to this tool to only a few people/admins. This tool does not respect RBP access at field levels therefore the provided admins can see restricted employee's data. To avoid such issues or concerns please create a separate permission role for this access and give the access to few admins/users so that it can be easily monitored and controlled.

Save Action Transaction:

• Snapshot View shows the snapshots or the records starting from the fields that were changed till the related changes, rules, end date corrections, forward propagation and final save action. In each stage a tabular data will be shown for all related cross-entities or sub-entities involved. We can compare the field changes in each stage to get an idea of which stage the field values changed.
• Rule Execution view shows in detail all the records that were filtered out for rule execution with reason, all the rules that were filtered out with reason and all the rules that got executed with timestamp and details of the fields and it's values the rule changed. It gives functionality to search by rule ID or field ID for cases where several rules got executed.
• After enabling the tool, the issue needs to be replicated and then the transaction trace is available for issue analysis.
• Tracing will turn off after 15 minutes. The traced data will auto delete after 10 days.
• The tool doesn't support MDF objects for now.
• Only onSave rules data are captured.
• Mass changes, API and imports save transactions are not traced.

Save Action Configuration: Business Action should be Onboarding.

• In Manage Data, set up the Diagnostics Tracing Configuration MDF object.  You may also use the direct link in diagnostic tool page, where a link to "Enable Tracing" is provided.
• In Diagnostic Trace Configuration, create new or modify existing trace, by entering any code, status= active and Activate Diagnostic Trace = Yes.
• Enter user name of user completing the transaction in Requested By field (if using proxy enter that user's name). 
• Requested For field doesn’t support external onboarding users yet

• Save the object and then replicate the save action on a user.

• Once this object is saved from the start time provided the tracing will be active for 15 minutes.

• Within this time frame, any Save transaction executed by the requested user would be captured and available in the tracing details.

• Business Action enlists all supported ChangeSources.

  • New Hire Data Review / Access New Hire Data / Personal Data Collection/Final Data Review /Hire Template with standard HRIS Element- Onboarding
  • Manage Pending Hires – Hire/Rehire Processes
  • Offboarding / RHDR Pages /MDF pages is not supported

  • For PDC page :

       A) if manager completed PDC on behalf of onboardee ,then we capture this transaction ? - Yes, since the 'Requested By' is an internal employee and searchable on the tool configuration.   
  •    B)If PDC completed by onboardee ,do we support transaction ? - Currently this information is not captured since 'Requested By' doesn't allow search of External Onboarding Users

Workflow Tracing:

• The approval or actions on the workflow should be done only from "workflow details page".
• If the workflows are approved from the "home page quick action" or "mobile device" or "Manage workflow requests" admin tool by taking action on the workflows by admin and changing workflow approvers or status, then such changes will not be traced. In the diagnostic tool for such scenarios only the initiate data with pending workflow status will be shown because other approval or send back actions was not traced.
• Workflows tracing will start and keep capturing from the date the Role-based permission (RBP) is provided to the Diagnostic tool > Workflow Configuration Data. However, after 10 days of no action on the workflow the tracing data will get auto-deleted. If any action is done on the workflow like approval or send back, the tracing data will stay for + 10 days and so on.
• Auto-approval or CC role workflows are supported.
• Workflows based on HRIS Elements are only supported.
• Workflow trace will be only if the workflow is actually submitted. No simulation tracing is available.

Workflow Tracing Transaction

Search fields for Workflow Tracing:

• Requested By = user doing the transaction
• Requested For = user whose data is getting changed in the transaction
• Date Range = Workflow initiate date Or when the changes on employee was done/ issue replication date. At a time only 3 days can be selected and searched.

Thanks,

Gopinath M