Essential Documents - SAP SuccessFactors Onboarding 2.0

[shrutithakkar]

INTRODUCTION:

During the process of hiring new employees using SAP SuccessFactors Onboarding 2.0, three main types of forms are commonly utilized. These forms serve as a means of collecting essential data from candidates, including documents and PDF files. This data is not only stored within the system but can also be exported for internal use, ensuring convenient access and utilization within the organization.

1. Compliance Forms


2. Document Templates


3. Company Documents

Types of Documents in ONB 2.0

 

• 
  

  Compliance Forms

  
  

Compliance forms are a critical part of the Onboarding process. Therefore, a cloud-based compliance form solution is required as part of the Onboarding solution to ease the management of compliance forms for the users.

The compliance forms help us to collect the required data and adhere to government regulations during the onboarding process for new hires.

To establish and customize the compliance settings for Onboarding, we can begin by enabling the necessary forms and specifying the desired Country/Region for configuring the compliance forms. This process involves setting up and configuring the compliance settings by selecting the relevant forms and indicating the specific Country/Region for which we intend to configure the compliance forms.

STEP1 - Enable the following permissions in Role-Based Permissions:

• AssignedComplianceForm


• ComplianceDocumentFlow


• ComplianceFormData


• ComplianceProcess


• ComplianceProcessResponsible


• ComplianceUserData


• ComplianceProcessTask


• Document Category Access


• Employment Details MSS

STEP2 - For the new hires to view the compliance forms, provide read access:

Manage permissions roles →Employee Data →Employment Details→Employment Details MSS→View

 

STEP3 - Schedule Onboarding Compliance Metadata Sync Job job in Provisioning and Run it.

Onboarding Compliance Metadata Sync Job

Once the job is completed, the country/region-specific record appears in the Compliance Settings page.

Compliance Settings - Forms

STEP4 - The forms that are supported are listed here:

Australia:

Tax file number declaration
Superannuation Standard choice form

United Kingdom Forms:

Starter checklist

Canada:

Personal Tax Credits Return Forms

United States of America: 

USCIS Form I-9

E-Verify

W4

State Withholding Forms

STEP5 - Enable the forms as per the business requirements and countries available.

Admin Center→Compliance Settings→Select the Country/Region-Specific for which we want to configure the compliance forms→Slide the toggle button to turn ON the form category.
The preconfigured forms appears on the page→The forms will be enabled.

 

• 
  

  Document Templates

  
  

Configure document templates to map collected data to required Onboarding forms. Business rules determine form relevance based on job role, location, and criteria. After data collection, relevant documents are generated and sent for electronic signature using DocuSign or SAP SuccessFactors eSignature. The Process completes, once all required forms are signed.

We would require Print Forms Generation access to implement this. Print Forms Generation is a solution in SAP SuccessFactors HXM Suite, which can be used to generate pixel-perfect forms.

To activate the Enable Print Forms Generation setting in Provisioning, a Print Form Services (PFS)/ SAP Business Technology Platform URL and API credentials are required.

We can request the access to existing print form service account or request to create a new one by adding a ticket on SAP SuccessFactors Cloud Operations Portal. We would need either P user ID or S user ID for this access.

Please note mapping of the Print form service account to SuccessFactors instance should be 1:1

Once access has been granted, Login to Provisioning →Under Edit Company Settings, click Company Settings→Check Enable Print Form Generation→Enter the Print Forms Service URL and the API credentials in the respective fields.→Click Save Feature.

Print Form Service

Now we can upload the PDF documents to SuccessFactors Instance.

The Steps involved are as follows:

1. Create Document


2. Uploading and Mapping a Third-Party PDF Form


3. Uploading a Document Template


4. Mapping Document Placeholders


5. Mapping Document Template Signature Fields to Onboarding Roles


6. Defining Business Rules for Onboarding Documents


7. Defining Business Rules for Multiple Document Flows

 

STEP1 - Create Document:

To configure a document flow, the first step is to create the desired document format using the Adobe Editor (Adobe LiveCycle Designer tool) in XDP (XML Data Package) format. Add fields to capture the date and signature.

STEP2 - Uploading and Mapping a Third-Party PDF Form:

Policy and Signature forms used in Onboarding can be created, edited, and mapped using a third-party editor tool. To upload a policy form, we must have at least one mapped field in the .pdf file.

Open the customer policy or signature form using the third-party editor tool→From the Tools menu, and select Prepare Form. This allows us to add fields to the form→Place the text field in the desired place within the form→Update the fields →Save

A Signature field must have a suffix DocuSignSignHere for signature and DocuSignDateSignedfor date, regardless of who is signing the form.

STEP3 - Uploading a Document Template

Navigate to Maintain Onboarding and Offboarding Document Templates ->Click + Add New Document Template →Fill the details →Upload

Maintain Onboarding and Offboarding Document Templates

Upload Document Template

 

STEP4 - Mapping Document Placeholders:

Maintain Onboarding and Offboarding Document Templates→Select the document template where we want to map the document placeholders to the data objects, and click the Open Mapping icon under Actions

Document Placeholders

A new page opens up where we can map the fields in the document.

Manage Document Template Mapping

Update the mapping as per business requirements and save.

STEP5 - Mapping Document Template Signature Fields to Onboarding Roles:

Each document template can include placeholders for New Hire and the Manager signature. To have the signatures of the New Hire and Manager we must map the signature fields in the document template to these roles.

Maintain Onboarding and Offboarding Document Templates→For the required document template, click cross under the Action column.

 

Signature Placeholder

Select Role

Select either an Onboardee or Manager role from the dropdown menu for signature fields and click finish.

STEP6 - Defining Business Rules for Onboarding Documents:

Create business rules to assign a document template to a new hire.

Maintain Onboarding and Offboarding Document Templates→Select Define Business Rules and click + Add New Rule→Select the Assign Forms scenario in the Onboarding section→Define the business rule as per our requirements and save.

Define Business Rules

Create business rule

STEP7- Defining Business Rules for Multiple Document Flows

For each Document Flow, We can assign multiple forms by configuring business rules that trigger all candidates.

Assign Forms - Document Flow

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  Company Documents

  
  

Company Documents include policy forms, PDFs, etc which do not have any fields populated from the ONB process and no signatures needed.

Within the ONB system, it is possible to configure Policy Forms as Custom Tiles. By creating Custom Tiles and associating the forms with them, we can make these policy forms easily accessible to Onboardees during the ONB process.

STEP1 - Upload document under Manage Documents

Navigate to Manage Document→Click on Upload →and upload the file and details→Click Ok

Upload Company Document

STEP2 - Create a Custom Card

Navigate to Manage Home Page →Click on Organizational Updates→Click on Add Card

Add Custom Card

Enter Name and Card Icon →Navigation→Click on 3 dots→Select Insert Document Link

Insert Document Link

The page displays the policy documents uploaded under Manage Documents.

Documents

Select the document and Submit →The link will be created and available on the card.

Document Link on Card

Select that document link and click on the insert/edit link as highlighted and we will get the URL.

Link of the Document

 

Switch the Rule-based option to ‘Yes’, because we need to create a Business Rule to differentiate the External Onboarding Users from already existing employees.

Create a rule with Rule Scenario as ‘Show New Hire Onboarding Content’, need to assign a Rule in the Rule Field.

Show New Hire Onboarding Content

Business Rule attached to custom card

We can update any content as per business requirements before adding the document.

For Assignments, create a new group, especially for external Onboarding Users.

Group - External Users

Assign this group to the card:

Assignment to the card

and click on save. The custom card will be available for the external users population as defined. Once the Review New hire data step is completed, the candidate can see the tile on the Homepage and access the documents.

STEP3- Document URL can be used for MDF objects

This URL of the policy document created on the tile can be used and defined in other custom MDF objects or UI and made available in the data collection step for external users during the onboarding process.

URL used under Manage Configuration UI

 

CONCLUSION

SAP SuccessFactors Onboarding 2.0 provides diverse documents to streamline the onboarding process. It supports data collection in various formats, including PDFs, catering to customer preferences. Compliance settings can be configured for different regions, ensuring legal adherence. Document templates enable mapping collected data to required forms based on job roles and locations. Integration with electronic signature solutions allows for seamless signing of documents. Custom tiles make policy forms easily accessible to onboarded.

By leveraging the capabilities of Onboarding 2.0, organizations can optimize their onboarding processes, improve compliance adherence, and foster a positive onboarding experience for new employees.

Hope this helps 🙂

Thank you for reading the blog, I appreciate your time!

If you have any questions or suggestions, please add up a comment below. I hope you found this blog post informative and helpful. Please feel free to also share your experiences, it would be helpful to learn and explore more!

If you're interested, you can also delve into blogs discussing Offboarding and Crossboarding.

Happy learning 🙂 Thanks!