Future dated onboardees cannot be searched via Inactive search in Employee File

[kumariaayushi]

Hi Everyone,

When we complete the hiring process for any onboardee with the hire date in future, the onboardee does not appear in the Inactive Search done through employee file.

If we uncheck this box - Hide External Users from Search Results through Company and Logo Settings, the onboardees start appearing in the global search header.

Is there a way that the future dated onboardees are searchable only through inactive search and not through global search header?
We do not want the inactive employees or the external onboardees to be visible in the global search header. We only want them to be visible through Inactive search through Employee file.

[karthick_0905]

Hi  ,

Thank you for your follow-up. I understand that you're unable to locate the specific permission under Employee Data in Role-Based Permissions (RBP) to enable searching for inactive employees. Based on the information provided and the available resources, here's the exact permission you need to enable:

Required Permission:

• Permission Name: Include Inactive Employees in the search
• Location: Admin Center > Manage Permission Roles > [Select Role] > Permissions > Manage Hires or Manage Recruits

Enabling this permission allows users with the assigned role to search for inactive employees, including future-dated hires, within the Employee Profile.

Additional Considerations:

• Global Search Header Visibility: If the "Hide External Users from Search Results" option is enabled in Company System and Logo Settings, future-dated hires will not appear in the global search header. However, they can still be searched within the Employee Profile if the above permission is granted.
• Role Assignment: Ensure that the permission is enabled for the appropriate roles (e.g., HR, Admin) and that these roles are assigned to the relevant users.
• Testing: After configuring the permissions, test the functionality by searching for a future-dated hire within the Employee Profile to confirm that the permissions are correctly applied.

If you continue to experience issues or need further assistance, please provide additional details about your current configuration, and I'll be glad to help you troubleshoot further.

Thanks,

kr,

karthick.

[karthick_0905]

Hi @kumariaayushi ,

This is a known behavior in SAP SuccessFactors where future-dated hires (onboardees with a hire date in the future) are considered external users or inactive, and the way they appear in search depends on multiple configuration settings—particularly around Search Settings, Role-Based Permissions (RBP), and Company & Logo Settings.

Explanation of Current Behavior:

When "Hide External Users from Search Results" is checked:

Future-dated onboardees are hidden from global search (as expected).

However, they also do not appear in the Inactive Search in Employee File due to their status as external users or because of insufficient RBP configuration.

When it's unchecked:

Future-dated hires appear in both global search and inactive search — which is not what you want.

Solution Strategy:
There is no out-of-the-box switch to limit visibility to only Inactive Search while hiding users from the global header. However, here’s how you can achieve your desired outcome through a combination of RBP configuration and smart search settings.

Just try below Configuration Steps:

1. Keep "Hide External Users from Search Results" ENABLED
This will prevent future-dated hires from showing in the Global Search Header.

2. Configure Role-Based Permissions (RBP) for Inactive Employee Access
Make sure the users (e.g., HR or Admins) who need to search for future-dated hires have permissions to view Inactive Users in the Employee Profile.

Go to Admin Center > Manage Permission Roles.

Select the relevant permission role (e.g., HR, Recruiter).

Under User Permissions > Employee Data, enable:

"View Inactive User Profile"

Under General User Permissions, enable:

"Search Inactive Employees"

This allows users with this role to use the Inactive Search in Employee Files without exposing these users to global search.

3. Use Employee File > Inactive Search as Standard Process
Train users to always use Employee File > Inactive Search when looking up future-dated hires. This avoids the Global Search entirely.

Note:

There is currently no way to split the visibility so that:

Future-dated hires are only visible in Inactive Search

And not in Global Search, while still being classified as “internal” users

The behavior is either show in all or hide from all depending on the external user flag and the global setting.

Hope this clarifies your query.

Thanks,

kr,

karthick.

[kumariaayushi]

Hi @karthick_0905 

Thank you for your response.
Unfortunately, I do not see the permissions under Employee Data that you are talking about. I have already enabled the "Include Inactive Employees in the Search" in RBP but it doesn't work.

Can you specify the exact permission please? That would be very much helpful.