2076566 - Mass Route Documents from Inbox Using Send to Next Step or Send to Previous Step - Performance Management

• How to mass route documents?
• What is the Send to Next Step Button?
• Can I route multiple forms from my inbox?
• How do I setup permissions to enable multiple form routing?
• What is Mass Route Document?
• What forms can be mass routed?
• What are the limitations of mass routing forms?

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP SuccessFactors Performance Management

Inbox: If you regularly route multiple forms from your Inbox, you have the option to do the routing or approvals all at once with a single click. You can search for all the forms you'd like to work with and make changes, such as approve the forms, in a single click. With this option enabled, the user will see a "Mass Route Options" in the inbox.

Supported Form Types

The system supports mass route for additional form template types other than PM:

Setting Permissions for Administrators

• To get the right permission, go to Admin Tools > Manage Security > Administrative Privileges > Manage Documents > select the Mass Route Document checkbox.
• For RBP instances, go to Admin Center > Manage Permission Roles > [Select the role] > Permission.. > Administrator Permissions > Manage Documents > Select Mass Route Document Forward and Mass Route Document Backward.
• The Form Templates may also need to be updated if you wish to include permissions on which roles can route forms and at which step they can mass route (to prevent users from mass routing past required steps for example).

How to Mass Route Documents as a User

If the user has the mass route permission, they will be able to see a Mass Route Options selection on top of the form list. Similar to the HR Inbox, the Inbox will support filter capabilities to narrow down the list of forms displayed in the Inbox using the following filters:

• Templates - Distinct list of form templates made up of all forms in a user's Inbox.
• Steps - Distinct list of route map steps made up of forms in a user's Inbox. Note the step shows all by default; if 1 form template is selected, it only shows those for that template.
• Employee - Search for specific employee forms.
• Department - List of department values the user has access to based on Admin > Form Template Administration > Target Population.
• Division - List of division values the user has access to based on Admin > Form Template Administration > Target Population.
• Location - List of location values the user has access to based on Admin > Form Template Administration > Target Population.
• Customizable Field 1-15 - One list for each custom 1-15 user field that is configured as reportable/searchable. Each list has values based on the user's access rights.

NOTE: A checkbox will be shown for the form only

• If a user has form permission to mass route the form at the current step, the system will check mass-route-permission in the XML to see if the user has permission to do that.
• The user first selects an option from the Mass Route Option dropdown list.

 

If a user does not meet these 2 conditions, they will not see checkboxes in the list of forms and wil not be able to select any forms to move. 

After the user selects Send to Next Step or Send to Previous Step and clicks the Go button, the system will prompt the user with a confirmation dialog to confirm they want to mass route all the selected forms, display the count of selected forms, and routing comments.

After clicking Send to Next Step or Send to Previous Step, the user will get a message indicating the number of forms successfully routed and the number of forms that were selected but not routed as below.

Common Questions

[Q] If I don't configure any Mass Route permissions for a form template, can I mass route the documents already created based on that template?

[A] Yes. The form validation is "true". The Mass Route function will treat the form template as having no roles or steps constrained.

 

[Q] There is already a Mass Route permission configured in one form template. If I modify "validation" from "true" to "false", will it impact the existing documents for that template?

[A] Yes. Mass Route Options ALWAYS reads the configuration from the form template instead of each document. When you modify this permission in a form template, it will impact all documents already created.

 

[Q] In the search filter, when I enter the first or last name of an employee in the "Employee" field, why can't I see the full name auto-completed? Or when I click the "search" button, why can't I see any documents in the Inbox?

[A] The "Employee" input box is only for the USERNAME of the employee.

 

[Q] When I select one form template, why don't I see any step (Only "All") of this form template in the "Steps" box? But when I click the "search" button, I see some documents with steps show up in the list?

[A] This is because there is no Step ID for that step. The Step ID is critical for the mass inbox approve permission.

 

[Q] Does the Mass Route Options support other form types like 360 and compensation?

[A] Yes, we support all form types including performance management, 360, compensation, and succession.

[Q] Are there limitations on the number of forms that can be routed using Mass Route Options?

[A] Yes, there is a limitation of routing 20 forms at a time. If you need to route more forms, you can use the Route Form tool.

 

[Q] When I add the mass route permission to the "fm-meta" section of a form template and click save, why does it show an error?

[A] Confirm your permission XML matches the order of <mass-route-route> in sf-form.dtd, especially the order of the "fm-meta" elements after button-permission i.e. button-permission*, mass-route-permission*, meta-form-rating-calc?. For more detailed information, please reference the latest sf-form.dtd. Note: As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your Implementation Partner. For our list of supported configuration changes, please refer to this article 2250186.

 

[Q] How do I know if a document is sent by Mass Route Options?

[A] You can open the document and check the audit trail for comments like Mass Route.

[Q] Is the "O" role supported in a Mass Route permission setting?

[A] Yes, we support "O". Example is below:

<mass-route-permission type="enabled" validation="true">

<role-name>O</role-name>

<route-step stepid="*"/>

</mass-route-permission>

 

[Q] Why can't we route the form to a previous step when the Send to Previous Step button is disabled?

[A] This is expected behavior. The dropdown option respects the permission of the form. Ensure the Send to Previous Step button is enabled in Manage Templates or Form Template Settings.

Information for Partners & Support  - What to Check In Form Templates for Correct Permissions:

Add a new permission similar to button-permission or rater-id-permission in the Meta section. Here is an example:

<mass-route-permission type="enable" validation="true">
<role-name>*</role-name>
<route-step stepid="*"/>
</ mass-route-permission >

Note: as the mass-route-permission is someting that is configured in the XML, please contact your Implementation Partner. If you don't have a Partner, you can find for SAP Certified Partners via the SAP Partner Finder or, alternatively, speak with your Account Executive or Customer Engagement Executive about Professional Services options. On this specific scenario, you can also contact SAP Cloud Support via case requesting to enable or disable the Mass Route option. For more information on Software Change Requests, please kindly refer to KB Article 2250186 - SCR Form: XML Software Change Requests for PM / 360 Reviews Performance Processes / Templates.

Partners, please refer to this Performance Management Implementation Guide section.

KBA 2250186 - SCR Form: XML Software Change Requests for PM / 360 Reviews Performance Processes / Templates

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