Onboarding New Hires Authentication using SAP Identity Authentication Service (IAS)

[smitajalit]

Overview:

With 2H 2022 Onboarding-IAS integration provides Onboarding new hire authentication and user account management with SAP IAS System using Cross-domain Identity Management (SCIM) API.

Benefits of using SAP Identity Authentication Service for Onboarding New hires:

• Pre-day 1 Onboarding Work zone integration


• It provides a secure and centralized platform for managing user authentication and access control for both Onboarding New hires and Employees.


• Seamless and consistent user experience across different applications and devices


• By providing single sign-on capabilities, users can easily access the other cloud applications and resources they need without having to remember multiple usernames and passwords.


• By integrating with IAS, you can enforce strong authentication methods such as multi-factor authentication and password policies.

Onboarding new hire User Experience with Onboarding-IAS integration

When a new hire is created in SAP SuccessFactors Onboarding, they’re provisioned in Identity Authentication in real-time.

• If the New Hire Data Review step is available in the Onboarding process flow, then the new hire's account is synced to SAP Identity Authentication Service after the New Hire Review Data step is complete.


• If the New Hire Review Data step is not available, then as soon as the Initiate Onboarding step is complete, the new hire's account is synced to SAP Identity Authentication Service.

Onboarding New hire receives IAS Account Activation email to set her/his password in IAS. Onboarding new hires will be able to login using IAS login page and HXM application URL.

             

Going forward Onboarding New hires will be able to perform “forgot password” from IAS login screen once their user record is synced to IAS.

 

Note: Point to remember with regards to Welcome email and password setting link.

Once you have Onboarding-IAS integration, “Reset User Password link” link in Welcome email will not be functional. You can refer to below screenshot “Reset your password using think link” does not show Hyperlink.

 

It is recommended to Disable the following templates in Email Services:

• Template: (ONB) External User Welcome Message Template


• Template: (ONB) Rehire User Welcome Message Template

If you do not disable the welcome email template, the Onboarding new hire will receive two welcome e-mails, one from HXM Suite and one from Identity Authentication Service (IAS).

If you are okay with sending 2 emails, then ensure that you've removed the Reset User Password link from the email template.

Real Time sync configuration: Ensure that you've enabled the Real Time Sync option to trigger real-time sync whenever there’s a new hire account being created, or any changes occur to the onboarding New Hire account status or account type. Refer to the link for configuration setup Manage Real-Time Sync of New Hires from SAP SuccessFactors to Identity Authentication with Identity ...

 

More details about Onboarding -  IAS integration

As of the December 9th, 2022  production release any newly established integration between SuccessFactors BizX instance and SAP Identity Authentication/Identity Provisioning Services (IAS/IPS) will be using the SCIM API.

Let’s understand how this change applies to new and existing HXM instances. For simplicity I am going to use Type 1, Type 2, and Type 3 setups.

• [Type 1] newly provisioned SuccessFactors HXM Instances that have an identify authentication and Identity provisioning tenant bundled together and delivered at the same time, and


• [Type 2] existing SuccessFactors HXM instances performing the Initiate IAS Upgrade or Change IAS tasks through Upgrade Center.

[Type 3] Before December 9th, 2022  if you integrated SAP SuccessFactors HXM suite tenants with Identity Authentication Service (IAS) configured then you are using ODATA IPS Connector and you must upgrade from ODATA IPS Connector to SCIM IPS Connector to authenticate both employees and new hires with Identity Authentication and Identity Provisioning.

For more information, refer to help guide topics:

• Upgrade from ODATA IPS Connector to SCIM IPS Connector with SAP SuccessFactors HXM Suite


• Authenticating New Hires with SAP Cloud Identity Services - Identity Authentication

If you don’t migrate your tenants from ODATA IPS Connector to SCIM IPS Connector then Onboarding new hires will continue to work the same way as before:

• Onboarding a new hire is not synced to IAS


• Onboarding New hire receives Password reset link to set a password in SuccesssFactor HXM.


• Onboarding new hire gets login URL with parameter pm_product_name = ONB in his/her emails.

Once you migrate your tenants from ODATA IPS Connector to SCIM IPS Connector then Onboarding new hires will be authenticated using IAS

• Onboarding new hire sync to IAS


• Onboarding New hire receives IAS Account Activation email to set her/his password in IAS.


• Onboarding new hire gets login URL without parameter pm_product_name = ONB in his/her emails.

We recommend you upgrade your IAS-integrated instances from ODATA IPS Connector to SCIM IPS Connector to have the same IAS version across all your preview and production instances.

Example: Let’s say your Preview instances are using ODATA IPS Connector but production instances are not yet integrated with IAS and if you've upgraded your production instance after December 9, 2022 to SAP Identity Authentication Service (IAS) using the System for Cross-domain Identity Management (SCIM) 2.0 REST API, then in the Preview instance, the new hire receives HXM suite password link to set the password through Onboarding Welcome email and in the Production instance, the new hire receives the SAP Identity Authentication Service (IAS) activation email to set the password.

 

Need to know configuration and Do’s/Don’t

[Type 1] newly provisioned SuccessFactors HXM Instances that have an identity authentication and Identity provisioning tenant bundled together and delivered at the same time.

Newly provisioned instances are provisioned with Talent application. Onboarding Application provisioning switch will be turned On only after the customer has Onboarding License.

When the “Onboarding Application” provisioning switch is OFF following is the expected behavior:

• Provisioning Company setting switch “Onboardee Identity Authentication” is Turned on By default. Do not switch off this setting.


• As Onboarding Application switch is Off, the “Settings” Tab will not be shown in the below screenshot.

 

When “Onboarding Application” provisioning switch is ON following is the expected behavior:

• Provisioning Company setting switch “Onboardee Identity Authentication” is Turned on By default. Do not switch off this setting.


• As Onboarding Application switch is ON, the “Settings” Tab will be shown as below.

You will see Employee and Onboardee Application Completed displayed and grayed out since the option has already been enabled by the tenant provisioning process automatically. This means Onboarding new hires are part of IAS user sync along with Employee using Using System for Cross-domain Identity Management (SCIM) API.

[Type 2] existing SuccessFactors HXM instances performing the Initiate IAS Upgrade or Change IAS tasks through Upgrade Center.

If you have performed IAS upgrade from the Upgrade center after December 9, 2022 then following is the expected behavior for Onboarding Customers:

• Provisioning Company setting switch “Onboardee Identity Authentication” is Turn on By default. Do not switch off this setting.


• As Onboarding Application switch is ON, the “Settings” Tab will be shown as


• You will see Employee and Onboardee Application Completed displayed and grayed out as you have initiated the upgrade to Identity Authentication after December 9, 2022, and the upgrade is complete.

This means Onboarding new hires are part of IAS user sync along with Employee using Using System for Cross-domain Identity Management (SCIM) API.

[Type 3] Before December 9th, 2022  if you integrated SAP SuccessFactors HXM suite tenants with Identity Authentication Service (IAS) configured then you are using ODATA IPS Connector and the Settings tab under Admin Center  Monitoring Tool for Identity Authentication/Identity Provisioning Service Upgrade is unavailable.

You must upgrade from ODATA IPS Connector to SCIM IPS Connector to authenticate both employees and new hires with Identity Authentication and Identity Provisioning.

Steps as below:

• Follow the steps mentioned in Upgrade from ODATA IPS Connector to SCIM IPS Connector with SAP SuccessFactors HXM Suite to upgrade from ODATA IPS Connector to SCIM IPS Connector.


• Enable Provisioning switch “Onboardee Identity Authentication “ from Company Settings.


• Initiated the upgrade to SAP Cloud Identity Services - Identity Authentication, and the upgrade is complete, the option to select Apply to both Employee and Onboardee will be displayed.

 

 

• Follow the Authenticating New Hires with SAP Cloud Identity Services - Identity Authentication
  
  
  
  • Go to Admin Center Monitoring Tool for Identity Authetication/Identity Provisioning Service Upgrade
  
  
  • Click the Settings tab
  
  
  • Click on Apply to both Employee and Onboardee
  
  
  • Click Approve to confirm your changes.
  
  
  
  

 

Frequently Asked Questions Answers

1. What is the change for new hire before and after Onboarding IAS integration using SCIM API?

Answer:

        Before IAS upgrade Onboarding New hire experience:

• Onboarding new hire is not synced to IAS


• Onboarding New hire receives Password reset link to set password in SuccesssFactor HXM.


• Onboarding new hire gets login URL with parameter pm_product_name = ONB in his/her emails.

          After IAS upgrade Onboarding New Hire experience:

• Onboarding new hire sync to IAS


• Onboarding New hire receives IAS Account Activation email to set her/his password in IAS.


• Onboarding new hire gets login URL without parameter pm_product_name = ONB in his/her emails.

 

2. When will Onboarding New hire Record sync to IAS?

Answer: Onboarding New hire Record will be synced to IAS in real time as soon as it is marked as ready for sync to IAS.

• If the New Hire Data Review step is available in the Onboarding process flow, then the new hire's account is synced to SAP Identity Authentication Service after the New Hire Review Data step is complete.


• If the New Hire Review Data step is not available, then as soon as the Initiate Onboarding step is complete, the new hire's account is synced to SAP Identity Authentication Service.

 

3. What if Real Time sync does not sync Onboarding New hire record to IAS instantly?

Answer: Onboarding Regular scheduled IPS job will sync Onboarding New hires to IAS.

 

 4. At what stage of Onboarding, the activation email from IAS will trigger to Onboarding new hires?

Answer:  IAS activation email will be sent as soon as Onboarding new hire’s account is synced to IAS.

 

5. How to check Onboarding new hire record is marked as Ready to Sync?

Answer: You can check "Extension Status" in "Data inspector" under Admin center.

Extension status represents if onboarding new hire record is ready to sync to IAS.

0 - Active (Sync new hire to IAS as New hire is active external user)

1 - Inactive (Do not sync to IAS as New hire is inactive external user)

2 - Pending (Do not sync to IAS as New hire is not yet ready to sync to IAS.)

Example - "New hire data review step" is Not completed to proceed with next step by New hire "provide personal data collection".

 

 6. Is the activation email from IAS customizable? Can we update the email content?

Answer: Yes. IAS provides a way to customize email template. Please refer Help guide link for additional configuration changes.

Configuring Activation Email Template in Identity Authentication Service (IAS)

Configuring E-Mail Templates

 

7. Can we add Login name/Username in IAS Activation email?

Answer: Yes. Please refer allowed placeholders for IAS email templates.

Allowed Placeholders per E-Mail Template

 

8. What would be the sequence of both emails, activation email from IAS and Welcome email in Onboarding is kept active by removing reset password link. password link?

Ans:  Both emails are Asynchronous and expected to be received by New hire at same time.

 

9. What happens to the IAS user record when Onboarding is Cancelled

Ans: If the admin cancels the new hire's account, then the account created using SAP Identity Authentication Service is deactivated. When the next sync job runs, it will delete the new hire's account created using SAP Identity Authentication Service.

 

10. How to check if Onboarding New hire is synced to IAS in Real Time sync

Ans: Execution Manager  Pre-delivered integration display status of Real Time sync

 

 

 

11. Will the Login URL contains pm_product_name = ONB for Onboarding New hire for ONB-IAS integrated system?

Ans: No, Onboarding New hire will receive emails with Login link without pm_product_name = ONB  parameter in URL.

 

12. How to set up Autogenerated Username for Onboarding IAS account

You've setup Generate Onboarding User Data rule to generate user data such as username while creating an onboarding record. Reference Help Guide - https://help.sap.com/docs/SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c/c116de98fbc...

 

13. How is New hire’s IAS account maintained if new hire exists as External Learner user in IAS?

Ans: Onboarding New hire account and External learner accounts are maintained as 2 separate IAS account with unique personal email id and Username. Once Onboarding New hire is converted as Employee, New hire’s IAS account will be changed from Onboardee user Type IAS account to Employee user Type IAS account with change in personal email to work email and Username (if updates are done during Manage Pending Hire step).

In the Identity Authentication Service (IAS) target system, ensure that there are no existing account in SAP Identity Authentication Service with the e-mail address or username of the new hire. Please follow below guidance if you have IAS account for External Learner and Onboarding New hire.

 

14. How to check if the customer is using IAS with Odata API or SCIM API?

Answer: sf.api.version handles the version of the API which is consumed by the SAP SuccessFactors system.

Possible values:

1 - Indicates that SAP SuccessFactors HCM Suite OData API (in short, OData API) is used.

2 - Indicates that SAP SuccessFactors Workforce SCIM API (in short, SCIM API) is used.

Reference  SAP Cloud Identity Services - Identity Provisioning - SuccessFactors

 

15. What if Onboarding new hire is unable to redirect to Home page once he/she activates IAS account from IAS Activation email?

Answer: Onboarding new hire should be  redirected to the Home URL after activating his/her IAS account. Home URL is expected to be set up automatically once your instance is upgraded to SCIM IAS.

Reference Configure an Application's Home URL

Please check below IAS configuration. Please add Home URL if it’s not  available.

Help Guide references:

Setting up SAP Identity Authentication Service for New Hires Using System for Cross-domain Identity ...

Initiating the Upgrade to SAP Cloud Identity Services - Identity Authentication Service

Help Guide reference for SAP Cloud Identity Services - Identity Provisioning with SuccessFactors

Overview of SAP SuccessFactors Workforce SCIM API 

SAP SuccessFactors IPS Integration

Conclusion:

In conclusion, SAP SuccessFactors IAS integration provides a secure, automated, and user-friendly platform for managing user authentication and access control for Onboarding new hires along with Employees. It helps organizations improve and simplify user management.

 

[Gopinath_Murugaiyan]

Much required blog on IAS smita.jalit  .Thank You!!

[pboulicaut]

Is it the useruuid field which becomes the new-hire unique identifier ?

Can we build some logic in ias to have employee id also initiated at the same time for these account ?

So a new hire would have

useruuid like pre123456

and a

global user id like 123456.

It ‘s not clear in https://lkdin.io/48

[Lbarros]

Hi smita.jalit

 

thank you for the article.

 

Does this apply to ONB 1 as well?

 

thank you

[miskovcikovam]

Dear smita.jalit

I ran into this blog few weeks ago and currently considering bringing it up to my colleagues although beforehand I would like to have following information:

• Are there any side effects which we should pay attention to?


• Is the change reversable? Meaning if we try to set up IAS in testing environment and afterwards realize it´s not meeting our expectations/working as expected can we go back to previous set-up?

Thank you!

Michaela

[kirchernloh]

Hi Smita,

For onboarding New hire receiving IAS Account Activation email to set her/his password in IAS, the login / password screen has unnecessary fields for them to enter "First Name" and "Last Name" (mandatory). We want these 2 name fields to be removed or removed. How is this possible. Thank you.

 

Regards,

Alex Loh

[JeevanKB]

Thanks for sharing this info in this blog, much appreciated. thank you

[Alex_Martin13]

Hi Smita,

Thank you very much for this very detailed and useful article! 

In our case, when a new candidate is initated in Onboarding, the system sends a first welcome email to the candidate. Later in our process, if the candidate is considered to be a rehire after the data collection happened, the candidate receives again the same email, which we find confusing for our candidates in case of rehires.

We would like to be able to differenciate those emails, do we have a way to do this ? if we leave activated under email services the "Template: (ONB) Rehire User Welcome Message Template", would it be an option ?

Thanks a lot for your advices,

Best Regards,

Alexandra

[ernlin]

Dear @smitajalit,

We heard that SAP is going to deprecate basic SF login method for onboardees and force all customers to move to Login to SF via IAS for Onboardees.

I feel this is a huge mistake and was wondering if there any possibility for SAP not to deprecate basic SF login method for onboardees and keep it as an option?

Reasons:

• The IAS account activation and QR code activation itself involves many steps, such as downloading authenticator, scanning QR code, etc. These steps are thus inherently difficult for users, especially if they are not tech savvy.
• Onboardees accessing SF prior to day 1 are not even employees at that point. They do not have the luxury or even knowledge or effort in reaching out for support if they may face difficulties in activating IAS and logging in to SF.
  • They may easily give up and hence fail to complete key Onboarding steps such as Personal Data Collection step, posing challenges to HR teams processing their onboarding.
  • Worse, they may even give up joining the Company due to these difficulties
  • In contrast, employees typically have HR, IT, immediate Supervisor, colleagues who can assist them when they face diffculties in activating IAS account 
    • Our experience with customers also tells us that the IAS account activation does indeed pose difficulties to employees, which is why companies have Guides/FAQs/IT support dedicated to make this as painless for employees as possible.
• I understand that for Employees, there are benefits of IAS in providing SSO to multiple platforms, not just to SuccessFactors. But for Onboardees who has yet to join the company, what multiple platforms are Companies actually giving onboardees access that make the benefits of SSO outweigh the risks caused by the inherent difficulties in account activation and login via IAS?

Overall, I feel there are way more risks than any tangible benefits for Companies to force their Onboardees to use IAS account activation steps to login to SF.

Hi @Gopinath_Murugaiyan, tagging to share this opinion with you as well. Please re-consider this deprecation lest this makes countless Onboardees' pre-day 1 experiences with the SuccessFactors Onboarding product be tarnished by the difficulties in logging in via IAS in the first place.

Thank you!

Best Regards
Ernest Lin

[Gopinath_Murugaiyan]

Hi @ernlin Please find my inline response .

@smitajalit  kindly add if i missed any info:

Reasons:

• The IAS account activation and QR code activation itself involves many steps, such as downloading authenticator, scanning QR code, etc. This steps are thus inherently difficult for users, especially if they are not tech savvy.

Gopi: Onboardee going To receive welcome email from IAS and they just going to set password to activate IAS account. It might be straight forward. i Dont see any difficulty here if IAS has configured properly.

• Onboardees accessing SF prior to day 1 are not even employees at that point. They do not have the luxury or even knowledge or effort in reaching out for support if they may face difficulties in activating IAS and logging in to SF.
  • They may easily give up and hence fail to complete key Onboarding steps such as Personal Data Collection step, posing challenges to HR teams processing their onboarding.
  • Worse, they may even give up joining the Company due to these difficulties
  • In contrast, employees typically have HR, IT, immediate Supervisor, colleagues who can assist then when in activating IAS account 

Gopi :sorry am not understanding why they gonna fail with login .It similar like Gmail login page . Could you please explain bit more on challenges.Only Pre-req you should have IAS setup properly ,then ONB will work seamlessly.

• I understand the for Employees, there are benefits of IAS in providing SSO to multiple platforms, not just to SuccessFactors. But for Onboardees who has yet to join the company, what multiple platforms are Companies actually giving onboardees access that make the benefits of SSO outweigh the risks caused by the inherent difficulties in account activation and login via IAS?

Like workzone ,they can have user experience of company portal 

Thanks,

Gopi

[sunilgr55]

Hi,

How can we continue to use basic authentication for Onboardees/new hires and IAS for employees?

We have IAS enabled and want to use basic authentication for Onboardees.

Thank you,

Sunil

[ernlin]

Hello @Gopinath_Murugaiyan ,

Fundamentally what I was trying to get at is the real world human impact of requiring Onboardees to login to SF via IAS.

No doubt the IAS login should be configured correctly so there’s no errors when logging in.

However correct configuration doesn’t change the fact that the real world steps that the Onboardees need to take just to login via IAS are *numerous and by definition inherently difficult*.

Absolutely every Onboardee in the world has to somehow know exactly what to do in sequence, just to login to SuccessFactors: Receive email, Activate IAS, download authenticator with their mobile device, scan QR code etc. Failure to complete any step will result in inability to login to SuccessFactors.

What I was saying is also the fact that Onboardees are not even employees at the time of doing this login to SF. Technical support may not be readily accessible to help them to even login in the SF. This is a risk factor as they may even give up trying to login to SF.

Of course you or any one in SAP won’t find any difficulty in activating IAS and logging in to SF. After all, you are an expert from SAP.

But here we are talking about countless Onboardees around the world, with different experiences with technology (let alone SAP IAS), different education level, etc, all forced to somehow know the required steps to login to SF via IAS. Also you mention logging in to Gmail etc: Gmail does not require users to download an Authenticator app, scan QR code etc.

Think about the real world human impact on the ground

Best Regards

Ernest Lin

[ernlin]

hello @sunilgr55,

Just curious what are your reasons for the preferences to use basic SF login for Onboardees despite having IAS setup for SF?

Best Regards

Ernest Lin

[sunilgr55]

Agree with you Ernest. It makes a huge difference in the user experience and also the frustration if they are unable to complete onboarding on time. System needs to be easy to access, navigate and mobile friendly yet secure.

[sunilgr55]

@ernlin -just a client preference. They want to keep it simple ,hassle free and low maintenance.

[ernlin]

@sunilgr55  Exactly! It should be hassle free. But soon SAP is going to sunset this basic SF login for Onboardees.

Imagine the HR teams that will be bombarded by how-to questions from Onboardees.

Worse, Onboardees can just ghost the company due to these technical difficulties and give up joining the company!

As anyone can imagine, first impressions are important. The SF Onboarding product team of all people should fully appreciate this. Any adverse interaction that the new hire or pre-joiner has with the company has an outsized impact on their impression of the company due to the limited interactions they have had with the company thus far.

Companies need to treat pre-joiners with care as pre-joiners by definition have inherent flight-risks or risk of no show. The last thing anyone wants is for the technical hassles of login via IAS to be a contributing factor to their frustrations and decision not to join the company.

[Gopinath_Murugaiyan]

Hi @ernlin 

Please find steps for onboardee to login:

1.onboardee recieve welcome email from IAS .

2.candidate will set his pwd on register page:

3.Once they click on continue ,it will show account activated:

4.Once they further click on continue ,it take them to PDC page.

I dont find any technical challenges here from onboardee perspective . @smitajalit kindly correct me if my understanding is wrong. As per erlnin ,they need authenticator app by onboardee and am not familiar with this login type by onboardee

Thanks,

Gopi

[ernlin]

Hi @Gopinath_Murugaiyan,

Let’s assume that for employee login via IAS, 2FA is imposed as per best practice.

So are you saying there is separate configuration in IAS to turn off 2FA by default for Onboardees while keeping 2FA for employees?

In that case, what happens to Onboardee’s login after they become Employees on day 1?

Is there a separate IAS activation triggered that they have to do as Employees, this time with 2FA?

Do they use their business email to login to IAS as an employee?

This blog doesn’t close the loop to explain what happens after onboarding. All Onboardees become employees eventually.

[Gopinath_Murugaiyan]

@ernlin per my understanding 2FA is not yet supported for onboardee . Informed @smitajalit to provide her expert advise on this topic once.please wait for her inputs

[ernlin]

@Gopinath_Murugaiyan not true, when I was enabling IAS for Onboardees for a customer back in 2023 after it was released, 2FA steps were required from Onboardees.

Which is why the customer decided it was too much of a hassle and risk and decided to turn IAS off for Onboardee and revert back to basic SF login.

That experience with my customer back in 2023 is also the basis for the comments I shared above.

[Gopinath_Murugaiyan]

@ernlin  discussed with @smitajalit  and please find below :

If customer Requirement is :

• to allow TFA for Employee
• Onboardee login via IAS Username/Password screen and NOT by TFA.

SAP Response:

TFA can be applied to onboardees, but also RBA rules can also be configured to require TFA for employees while exempting onboardees.

In summary, the SCI administrator has the flexibility to configure required TFA for different set of users ( for example differentiating them based on their types).

Please let us know any further details

Thanks,

Gopi

[ernlin]

Thanks @Gopinath_Murugaiyan 

This is better, not to impose TFA for Onboardees.

Can you thus share the configurations on how the TFA can be  exempted for Onboardees?

Best Regards

Ernest Lin

[Gopinath_Murugaiyan]

@ernlin please get in touch with IAS consultants .

[mafaldacandeias]

Hi @Gopinath_Murugaiyan,

Could you please explain how it works after the Onboardee hire process is complete?

Will the Employee Type change from "Onboardee" to "Employee" in IAS automatically on their First day? 

Another question I have is, if we have a IAS tenant integrated with SF before 2022, do we have to upgrade to SCIM IPS Connector as of now? Despite the recommendation, is it mandatory? Or only if we want to integrate Onboardees with IAS?

Thank you in advance!

Best Regards,

Mafalda

[LilyL]

Hi there.

Can you please explain what field(s) from the ONB 2.0 Review new hire data is used to set the IAS login email/username? If it's the onboardee's personal email, what happens to the IAS login if the onboardee updates/changes their personal email during the personal data collection. Will they need to now login to Onboarding using the new personal email or will they still use the original email? 

Also, after they complete onboarding but prior to first day, can they still log into Onboarding using their IAS login info? Often times our new hires are onboarded a few weeks before start date, and hired into EC right away with future start date.  

Thanks.

[josealbertov]

@Alex_Martin13 did you get any solution for the Rehire scenario?

Regards

[Alex_Martin13]

Hi @josealbertov 

Unfortunately, we still not have found any solution on this for now.

Our candidates (considered as new hires at first) receive the first welcome email from IAS and they log in to do the personal data collection step. If they happen to be previous employees (so considered a rehire), they don't receive any new welcome message after that from IAS again that could mention them their login info might have changed because of the fact that they are rehired through onboarding.

For now, we only expect candidates to log in and provide their personal data so it's not yet an issue for us = We don't need them to have to come back to the external portal to do any specific tasks prior their arrival.

But when we will have tasks, I guess we will need to find a solution for this. I hope it makes sense.

Best, 

Alex

[oludareolutun]

Is there a way to inactivate an Onboardee account in IAS when they become an Employee? Can we automate this process?

[Damian_Kolanek]

Hi @Gopinath_Murugaiyan, 

Is it possible that Onboardee can lock user account if we have IAS enabled? How it can be unlocked? Only by admin via IAS? Or Onboardee can unlock it via self-service?

Thanks,

Damian

[Gopinath_Murugaiyan]

@Damian_Kolanek 

Account can be locked as per the IAS configuration like multiple wrong attempts. and can be unlocked by IAS Admin.

[sunilgr55]

Hello @Gopinath_Murugaiyan -is there an option to setup reminder email if the onboardee has not activated the account ?

Thank you,

Sunil

[sunilgr55]

Hi @Gopinath_Murugaiyan @smitajalit 

What is the setting required to direct the onboardees to PDC step when they click on 'Continue'? For us it takes to the login page where the onboardee needs to enter the username and password to proceed with the PDC step.

Thank you,

Sunil