SAP SuccessFactors Onboarding Configuration Guide - Getting Started (4N8)

Purpose

This configuration guide describes all activities required before activating Best Practices Onboarding of Internal Hire Global Setup via Upgrade Center.

ℹ️ Note If you are interested in adapting or enhancing this solution package, refer to the product documentation guide in the SAP Help Portal: Implementing Onboarding.

ℹ️ Note As the New Experience for the SAP SuccessFactors Home Page will be pushed to all instances after the 1H2022 release, all descriptions regarding the home page of this solution rely on the new UI experience. Check the SAP SuccessFactors community for the "Migration to Reimagined Home Page Within 1H 2022 Release - Innovation Alert" for details.

Further Info

This document is intended for target groups who already have a sound knowledge of SAP Best Practices implementation, including tools and documentation:

• Business consultants: Evaluate business content/processes, including troubleshooting, FAQ, and further information for extended usage of the package.
• Implementation consultants (application consultants): Implementation of business content and processes.

Solution Overview

The SAP Best Practices for SAP SuccessFactors Onboarding of Internal Hire Global Setup:

• Is based on SAP SuccessFactors Onboarding.
• Provides an accelerated deployment of required configuration settings.
• Offers pre-configured content for the onboarding process, including:
  • Onboarding Process (Internal Hire triggered from EC transfer event reason or RCM)
  • Initiating Onboarding
  • Review new hire data
  • Onboarding Tasks
  • Personal Data Collection
  • Additional Data Collection
  • E-Signature
  • Restart Onboarding process
  • Cancelling onboarding process
  • BPE configuration

ℹ️ Note Do not run this activation in an instance that already has Onboarding configured. The solution assumes the customer has already deployed the SuccessFactors Employee Central solution, which is not part of this solution's scope. For process variants triggered from recruiting management, ensure the customer has activated the best practice recruiting solution and then activate "Best Practices Onboarding/Onboarding of Internal Hire Integration with SuccessFactors Recruiting" on top of it.

Preparation Implementation

4.1 SAP SuccessFactors Provisioning Settings

In the SAP SuccessFactors instance, check the following provisioning switches in the Company Settings:

ℹ️ Note The solution content is translated into multiple languages supported by the product. For the detailed list of languages, check Solution Scope. As a default and at a minimum, the English US (en_US) language pack must be enabled.

Enable the following feature for permission to access SAP Best Practices Upgrade Center:

For the onboarding solution, the main onboarding feature needs to be enabled manually in provisioning. If the instance is auto-provisioning, assume the feature is already enabled.

The following features are part of automation:

ℹ️ Note For the default enabled platform features, check the Appendix chapter.

4.2 Creating a User for Activation of SAP Best Practices Content

Use: In this activity, create a user to run and check the upgrades for the related SAP Best Practices scope if not yet available in the system.

ℹ️ Note Use the User ID UPCAdmin with a valid email address to activate the SAP Best Practices content. This avoids changing ownership during activation. If the same user UPCAdmin was already created for upgrade center automation, you can reuse it and add delta permission to the permission roles as described in the chapter Setup Upgrade Center Admin Role.

Procedure:

1. Log in to SAP SuccessFactors Provisioning for your instance using the following link: https://<server>.successfactors.com/provisioning_login
2. Choose the company by selecting the company name.
3. Access the activity using one of the following navigation options: Menu Path: Edit Company Settings → Company Settings.
4. Search for Admin Username.
5. Enter the following fields:
   • Admin Username: UPCAdmin
   • Admin Password: Enter a password. This password needs to be changed upon first login to one suitable for your company policy.
   • Admin First Name: Enter the first name for the admin user.
   • Admin Last Name: Enter the last name for the admin user.
   • Admin Email: Enter the Admin's email address.

⚠️ Caution Enter a valid email address. All logs and status updates regarding the implementation will be sent via mail to this email address.

6. Flag the box: "I confirm that customer has provided approval of Super Admin user account creation."
7. Enter a valid email address in the "Notify customer by email when the Super Admin user is created" input box.
8. Select Create Admin to create the admin user.
9. Enter your Company ID and select Confirm. The user has been generated.

4.3 Provide Role-Based Permission Access for Activation

Use: This section describes the set-up steps necessary to allow the previously created user to manage role-based permission access.

⚠️ Caution In the Admin Center, if not done yet, select "Switch back to OneAdmin" in the left corner.

Procedure:

1. Log on to your company's instance and go to the Admin Center from the Home tab.
2. Type Manage Role-Based Permission Access in the tool search box and select the feature/tool from the list. The Manage Role-Based Permission Access page opens.
3. Choose Add User. In the User Name field, enter the admin user name you have created and choose Search.
4. Select the username UPCAdmin in the Search Users portlet and choose Grant Permission. Then choose I'm Done.
5. Log out and log in again as the admin user to refresh the assigned role-based permission. Your admin user now has authorization to maintain role-based permissions.

4.4 Manage Upgrade Center Admin Permission

For implementing the solution, basic permissions are needed to run the activation and check the result. For this purpose, create the SAP Best Practices Upgrade Center Admin role and group as described below. If a permission role already exists, you can modify it to add needed permissions directly.

ℹ️ Note This role and group are only needed for the implementation of the SAP Best Practices scope and can be deleted after finalization.

4.4.1 Create Upgrade Center Admin Group

Procedure:

1. Log on to your company's instance with user UPCAdmin and go to the Admin Center from the Home tab.
2. Type Manage Permission Groups in the tool search box and select the feature/tool from the list. The Manage Permission Groups page opens.
3. Select Create New. The Permission Group page opens.
4. In the Definitions tab, enter SAP BestPractices Upgrade Center Admin for the group name.
5. In the Choose Group Members: People Pool section, in Pick a category, choose User Name.
6. In the Search Results window, select the upgrade center admin name, for example, UPCAdmin.
7. Select Done.

4.4.2 Setup Upgrade Center Admin Role

Procedure:

1. Log on to your company's instance and go to Admin Center from the Home tab.
2. Type Manage Permission Roles in the tool search box and select the feature/tool from the list. The Permission Role List page opens.
3. Select Create New. The Permission Role Detail page opens. Enter SAP BestPractices Upgrade Center Admin for the role name and Upgrade center admin role for the description.
4. In the Permission Settings section, choose Permission.... The Permission settings window opens. Grant the following user permissions:

   User Permissions	Settings	Selection
   General User Permission	User Login	X
   	Live Profile Access	X
   	Company Info Access	X
   	User Search	X
   Onboarding or Offboarding Object Permissions	Onboarding data collection configuration	Import/Export
   	Onboarding data collection user configuration	Import/Export

   For the Administrator Permissions section, enable the following:

   Administrator Permissions	Settings	Selection
   Manage System Properties	Company System and Logo Settings	X
   	Manage Employee Files	X
   Admin Center Permissions	Manage Upgrade Center	X
   	Manage User	X
   Onboarding or Offboarding Admin Object Permissions	ONB2Config	Import/Export
   	Onboarding Program	Import/Export

ℹ️ Note For customers deploying the SAP SuccessFactors Talent solution for the first time and without employee central enabled, select the permission "Employee Import" under "Manage User". Refer to SAP KBA 2187218 Control Employee Import via RBP - HCM Suite.

5. Scroll down to section 3. "Grant this role to..." and select Add. On the "Grant this role to..." page, select Permission Group and the Upgrade Center Admin Group. For the target population, select Everyone.
6. Select Done.
7. Choose Save Changes to update the role.

4.5 Enable Intelligent Services

This section describes the steps necessary to enable the Intelligent Services.

Procedure:

1. Log on to your company's instance and go to Admin Center from the Home tab. Type Upgrade Center in the tool search box and select the feature/tool from the list.
2. Inside the Upgrade center, go to the section Recommended Upgrades and then to Intelligent Services. Choose Learn more & Upgrade Now.
3. You can see the feature details. At the bottom, choose Upgrade Now.
4. On the next screen, choose Yes.

ℹ️ Note It is not recommended to enable/disable this feature via Provisioning. You can Undo the upgrade within 30 days after upgrade.

4.6 Generating Print Forms in Onboarding

1. To create a technical user in SAP Community Network, register at SAP Community with a non-SAP email address.
2. Log in to your account and go to Account Settings.
3. Make a note of the User ID, which can be found under Login Settings.
4. On the right-hand panel of the Support ticketing tool (BCP), go to General Details and click Environment, to obtain the Tenant ID.
5. Choose System ID.

ℹ️ Note Note the System Number, which corresponds to the tenant ID.

6. To generate a Print Form Services URL, go to the SAP SuccessFactors Cloud Operations Portal and select the PFS URL Generation link.
7. On the PFS Generation URL form, enter the following details and choose Submit:

   Fields	Description
   Summary	By default, this field is prefilled. However, you can edit it.
   P-User/Technical User	Enter the technical user ID that you use with SAP Cloud Platform applications.
   Tenant ID	Enter the unique ID of your tenant.
   Company ID	Enter the company ID, which is a unique ID used by the organization.
   Data Center	Enter your Data Center.
   BizX URL	Enter your application URL.
   Requestor Email Address	By default, this field displays your email address.

4.7 Enabling Print Forms Service

1. Go to Provisioning and select your company from the list of companies.
2. Under Edit Company Settings, choose Company Settings.
3. Check Enable Print Forms Generation.
4. Enter the Print Forms Service URL and API credentials in the respective fields.
5. Choose Save.

Implementation

In this step, the solution is implemented by following the content in the Upgrade Center according to the predefined sequence. The Best Practices architecture contains the required onboarding settings, such as onboarding feature enable, business rule settings, manage activities, role-based permissions, etc. After the automated implementation, additional post-processing steps are required, as described in the Post-Processing chapter. Based on the provided workbooks, learn more about detailed pre-delivered values and adapt them to meet customer requirements. In the content library, you can also find Test Scripts, which provide a detailed process step description of the business scenario. Process diagrams offer a graphical overview of the process flow.

5.1 Running Activation

1. Log on to your instance and go to the Admin Center.
2. Type Upgrade Center in the tool search box and select the feature/tool from the list.
3. On the Welcome to the SuccessFactors Upgrade Center page, filter by SAP Best Practices. In the Recommended Upgrades section, find the Best Practices Onboarding of Internal Hire Global Setup.
4. Select Learn More & Upgrade Now.
5. On the Best Practices Onboarding of Internal Hire Global Setup page, select Upgrade Now.
6. In the dialog box, select Yes to confirm: "Are you sure you want to upgrade Best Practices Onboarding of Internal Hire Global Setup?"

ℹ️ Note You will not be able to undo this feature once it is upgraded.

7. A dialog screen confirms the update and that the activation is executed in the background.
8. Track the status of the upgrade as described in the next chapter.

⚠️ Caution

• Do not run several activations in parallel. This ensures an error-free running of each activation.
• Wait for the completion of each activation.

5.2 Tracking Process

The activation schedules several background jobs for executing each single configuration step. After triggering the activation of content, several emails will be sent to the user who triggered the activation in the upgrade center:

• One with the subject "Upgrade Center Notification: Best Practices Onboarding of Internal Hire Global Setup Upgrade Status", which provides the final status of the upgrade.
• One with a detailed log of the different configuration steps and their status.

Post-Processing

6.1 Setup Super Admin

⚠️ Caution The Super admin role SFCC Super Admin (ONB) and group SFCC Super Admin Group are created as part of the automation. The role SFCC Super Admin (ONB) covers all required permissions for configuration and running business processes. Follow the step Create Super Admin User to create a super user who will execute Post-Processing. If a suitable super user already exists in the company, feel free to use them and proceed directly to Assign Super Admin User into Permission Group.

6.1.1 Create Super Admin User

Use: This section describes how to create a super admin user if the customer does not have one. This user will be used for business process execution and further configuration.

Procedure:

1. Log on to your SAP SuccessFactors instance with user UPCAdmin and go to the Admin Center using the following information:
   • Link: https://<server>.successfactors.com/login
   • Menu Path: Home → Admin Center
2. In the Admin Center, use the Employee Import functionality. Follow these steps:
   • Type Employee Import in the tool search box and select the feature/tool from the list.
   • Prepare a CSV file with the following information and format:

     Column Name	Value
     STATUS	active
     USERID	<user id>
     USERNAME	<user name>
     FIRSTNAME	<first name>
     LASTNAME	<last name>
     GENDER	e.g. M
     EMAIL
     MANAGER	NO_MANAGER
     HR	NO_HR
     DEPARTMENT	N/A
     JOBCODE	N/A
     DIVISION	N/A
     LOCATION
     TIMEZONE	e.g. US/Eastern
     DEFAULT_LOCALE	e.g. en_US

   • Save the file.
   • In the Import Users screen, choose the user data file and select Use the Username and Validate Manager and HR fields.
   • Under Specify File Language Format, choose character encoding as Unicode (UTF-8).
   • First, validate the import file before importing it.
3. Type Reset User Passwords in the tool search box and select the feature/tool from the list.
4. On the Resetting User Passwords screen, search for the newly created user. Enter New Password and Confirm Password, then choose Reset User Password.

6.1.2 Provide Role-Based Permission Access for Super Admin

Use: This section describes the set-up steps necessary to allow the previously created super admin to manage role-based permission access.

Procedure:

1. Log on to your company's instance with user UPCAdmin and go to the Admin Center from the Home tab.
2. Type Manage Role-Based Permission Access in the tool search box and select the feature/tool from the list. The Manage Role-Based Permission Access page opens.
3. Select the Role-Based Permission Admin checkbox for the super admin user you have created.
4. Log out and log in again as the super admin user to refresh the assigned role-based permission. Your super admin user now has authorization to maintain role-based permissions.

6.1.3 Assign Super Admin User into Permission Group

Use: This section describes how to assign the super admin user into the super admin group SFCC Super Admin Group, which is delivered in automation.

Procedure:

1. Log on to your SAP SuccessFactors instance and go to the Admin Center using the following information:
   • Link: https://<server>.successfactors.com/login
   • Menu Path: Home → Admin Center
2. Type Manage Permission Groups in the tool search box and select the feature/tool from the list. The Manage Permission Groups page opens, then select group SFCC Super Admin Group.
3. In the Choose Group Members: People Pool section, in Pick a category, choose User name.
4. In the Search Results window, select the super admin user created in the previous step.
5. Select Done.

6.2 Assign Manager to Permission Group

Use: When performing onboarding business processes, you need to grant your managers with appropriate permissions to execute onboarding-related tasks. Follow the below instructions to assign your managers into the pre-delivered permission/dynamic groups.

6.2.1 Assign Manager to Permission Group SFCC Hiring Manager (ONB)

Procedure:

1. Log on to the instance and choose the Admin Center under the Home menu.
2. Type Manage Permission Groups in the tool search box and select the feature/tool from the list. The Manage Permission Groups page opens, then select group SFCC Hiring Manager (ONB).
3. In the Choose Group Members: People Pool section, in Pick a category, choose User name.
4. In the Search Results window, select the hiring manager(s) who is(are) going to perform onboarding tasks.
5. Select Done.

6.2.2 Assign Manager to Dynamic Group SAP_ONB2_RehireCoordinator

Procedure:

1. Log on to the instance and choose the Admin Center under the Home menu.
2. Type Manage Onboarding Dynamic Groups in the tool search box and select the feature/tool from the list. The Manage Onboarding Dynamic Groups page opens, then select group SAP_ONB2_RehireCoordinator.
3. In the Choose Group Members: People Pool section, in Pick a category, choose User name.
4. In the Search Results window, select the hiring manager(s) who is(are) going to perform rehiring verification tasks.
5. Select Done.

6.3 Setting Up Onboarding Document Template

The SAP Best Practices Onboarding of Internal Hire package provides a sample template for your signature process. If you configure the print forms service as described in chapter Generating Print Forms in Onboarding and Enabling Print Forms Service before activating this building block, you will get this template in your instance upon successful activation. If you haven't maintained the print forms service before activation, you need to first follow the instructions in chapter Generating Print Forms in Onboarding and Enabling Print Forms Service to maintain the print forms service, then create your own signature template. To do this, follow the steps below to create and upload the template via Admin Center. Type Maintain Onboarding and Offboarding Document Templates in the tool search box and select the feature/tool from the list.

1. Create document template using Adobe LiveCycle Designer.
2. Upload and map the placeholders created in the PDF form.
3. Configure Signature for document template.
4. Define business rules for these documents.
5. Define Business Rules for Multiple Document Flows.

ℹ️ Note For detailed instructions on creating your own signature template, refer to the chapter "Configuring a Document Template" in the Handbook.

6.4 Setting up DocuSign for Onboarding of Internal Hire

There are two eSignature methods used in Onboarding of Internal Hire. The embedded signature, supported by SAP SuccessFactors eSignature, enables users to sign documents from within the Onboarding of Internal Hire instance. The remote signature, supported by DocuSign, enables users to sign documents directly in DocuSign, using a web browser or a mobile device.

In this SAP Best Practices package, eSignature is used by default for Onboarding of Internal Hire signatures. If you want to use DocuSign, go to the Onboarding Handbook, check the related chapter "Setting Up DocuSign for Onboarding and Offboarding", and configure your instance accordingly.

Appendix

7.1 Platform Default Enabled Features

For your reference, verify that the below status is maintained for these switches. Default switches related to platform:

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