Integrating Attachments from Custom Data Collection Object to Onboarding Dashboard in Onboarding 2.0

[Sumanan_Sivan]

With Onboarding 2.0, we can use MDF objects to collect additional information from the candidate during the Onboarding Process and custom attachment fields can be added to these MDF Data collection object. Customers would like to have the attachments uploaded by the candidates in the additional data collection step to be downloaded from the Onboarding Dashboard Documents Section, providing a centralized repository for all candidate Onboarding documents. Let's dive into the configuration steps to meet this requirement.

Pre-requisites:

• Onboarding 2.0 should be enabled
• Custom Data Collection Object created and attachment fields are added. (For more details creating custom data collection object please refer to the reference blog link at the end of this blog)
• Basic configuration and Permission should be in place for the Custom Data collection Object.

In this example I have taken one Custom MDF Object with two attachment fields and added it as a custom data collection object for the candidates in the additional data collection step.

          

Step 1: Configuring Data Collection Object Entities for Read Audit and Change Audit

1.  Go to Admin Center> In the search tool search for > Configure Object Definition> Search for your MDF Object in this case cust_testdatacollection
2.  From the Take Action menu, click Make Correction.
3.  Select Complete History from MDF Version History dropdown.

         

     d. In the Field Section, add a custom field with field name as cust_subjectUser. This field should have Data type as User and Visibility as Read only, please refer below screenshot

          

     e. Now save the MDF Object.

Step 2 : Creating a Business Rule to Set up a Data Collection Object Entity for Read Audit and Change Audit 

1.  Go to Admin Center> Configure Business Rule>Create New Rule
2.  In the scenario select Rules for MDF Based Objects
3.  You can provide any name for Rule Name and ID. In this example, I am  providing 'TDC_Read_Audit_and_Change_Audit' as the ID and 'Read Audit and Change Audit Test Data Collection' as the Name.
4.  Base Object Select your MDF Object, in this case Test Data Collection
5.  Select 'Evaluate' as the purpose, so you can assign it in the Save Rules section of the MDF     
6.  In the business rule configuration page configure IF condition always true and in then condition configuration same as in the screenshot based on your MDF object.

           

      g. Save the Business Rule

      h. Associate the business rule in the Save Rules section of your custom MDF data collection object                    

Step 3 : Attachment Field Configuration

1.  Go to Admin Center > Manage Data> Create New> Search for Attachment Field Configuration
2.  In the configuration screen select ,  Object Type : Your MDF Data collection Object

                 Attachment Field : Select an attachment field of your Object

                 Attachment Category : Custom New Hire

                 Entity ID : cust_subjectuser

                 Module : ONBOARDING

                 

Note that we can select only one attachment per configuration, if you have multiple attachments you have to configure another attachment field configuration similar to the below screenshot

        

Once all the configuration is done, candidates can upload documents in the additional Onboarding data collection step.

       

       

Now the HR Onboarding Admins with necessary permissions to the Onboarding dashboard can download the document uploaded by the candidates in the Onboarding Dashboard (New)>Actions>Onboarding Documents

        

For Creating Custom Data Collection Object in Onboarding 2.0 you can refer to this Blog : https://community.sap.com/t5/human-capital-management-blogs-by-sap/creating-custom-data-collection-o...

[h_britto]

Hi Sumanan, 

thanks for the step-by-step. 
I've followed all Steps and unfortunately when i go to the Dashboard it shows me "no Documents" even tho i've uploaded one and i also can see it in Manage Documents. 

Please check below my BR and my attachment field config. 

Do you know by any chance what else i can check? 

[Sumanan_Sivan]

Hi @h_britto , just want to check if you have associated the business rule with the MDF object and this is on save rule , also have you completed Additional data collection step as a candidate, you might not see the documents if you are not having enough permissions , please check your permissions and let me know if you still facing the issue, you can refer these KBAs,

https://me.sap.com/notes/0003192196

https://me.sap.com/notes/0003203679

Regards,

Sumanan

[Prashant]

@Sumanan_Sivan  Thanks for the step by step explanation! Great Blog! 

[Januskanth]

@Sumanan_Sivan Such a great blog. Thanks for the detailed explanation.