SAP Knowledge Base Article - Public

2076599 - Automatic Synchronization of Performance Forms & Goals

Symptom

You can auto-populate goals from a Goal Plan into a Performance Form Goal section, and auto-synchronize goals between the Goal Plan and the Performance form. This article explains the functionality of auto-populate and auto-sync.

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

Environment

  • SAP SuccessFactors Performance Management
  • SAP SuccessFactors Goal Management
  • SAP SuccessFactors Career Development Planning

Resolution

I. Auto-Populate determines if existing goals are pulled into performance forms when the form is created and NOT opened by the user.
  • At the time of Performance Form creation and the form is NOT opened by the user.:
    • If auto-populate is enabled, existing Goals are pulled into the Performance form when the form is created and NOT opened by the user.
    • If auto-populate is disabled, existing Goals are NOT pulled into the Performance form when the form is created and NOT opened by the user.
  • Note: Chang to Auto-populate setting will not be reflected on forms that are already launched. You need to be launch a new form to see the change take place.

How to enable Auto-Populate In Performance Forms

As a customer, you do not have access to Provisioning. Please engage a Certified Partner to assist with this configuration.

The obj-sect-type element indicates how to auto-populate the goal section:

  • Set to custom if you don't want to auto-populate goals to a form when the form is created and NOT opened by the user.

  • Set to plan if you want to auto-populate goals to a form when the form is created and NOT opened by the user.

II. Auto-Sync if set to true the sync happens every time the form is opened.

This feature only applies to the below scenarios:

  1. Deleting a goal from a Performance Form:
    • If auto-sync is enabled, Goal is deleted from BOTH Performance Form and Goal Plan
    • If auto-sync is disabled, Goal is deleted from Performance Form BUT remains on the Goal Plan
  2. Adding a new goal to a Goal Plan:
    • If auto-sync is enabled, Goal is added to BOTH Performance Form and Goal Plan
    • If auto-sync is disabled, the Goal is ONLY in the Goal Plan
  3. Deleting a goal from a Goal Plan:
    • If auto-sync is disabled, Goal is deleted from Goal Plan. Goal remains on Performance Form BUT cannot be edited and will display error message: This goal no longer exists in the goal plan.
    • If auto-sync is enabled, Goal is deleted from BOTH Goal Plan and Performance Form

Behaviors of different combination of auto population and autosync

Autosync

obj-sect-type value

Behavior

true

plan
  • The existing goals in the goal plan will be populated to the form when form is created.
  • The add/remove will be synced.

true

custom

  • When the form is created and not opened by the user, existing goals will not be populated to form.

  • But when the user opens the form, autosync happens and existing goals are synced to form.

  • The add/remove will be synced.

false

plan
  • The existing goals in the goal plan will be populated to the form when form creation.

After form created:

  • Editing exiting goals on the performance form or the goal plan, changes will be reflected on BOTH the performance form and the goal plan.
  • Delete a goal in goal plan, the form will show 'This goal no longer exists in the goal plan.' But the goal is still visible in form.
  • Delete a goal in form, the change won't sync to goal plan. The goal is still active in goal plan.
  • Add a goal in goal plan, the goal won't sync to form. And editing the goal, the change won't sync to form.
  • Add a goal in form, the goal will show in goal plan. And the changes on the form or goal plan will be reflected on BOTH the performance form and the goal plan.

false

custom
  • No existing goal is populated into the form when form is created. Also, existing goals are not synced to form after the form is opened.

After form created:

  • Delete a goal in goal plan, the form will show 'This goal no longer exists in the goal plan.' But the goal is still visible in form.
  • Delete a goal in form, the change won't sync to goal plan. The goal is still active in goal plan.
  • Add a goal in goal plan, the goal won't sync to form. And editing the goal, the change won't sync to form.
  • Add a goal in form, the goal will show in goal plan. And the changes on the form or goal plan will be reflected on BOTH the performance form and the goal plan.

The following behaviors occur regardless of whether auto-sync is true or false:

  • Creating a new goal on the Performance Form will show on the Goal Plan as well irrespective of auto-sync or auto-populate configuration.
  • Editing an existing goal on the Performance Form or the Goal Plan
    • Changes will be reflected on BOTH the Performance Form and the Goal Plan
    • Edits will be included in the Goal Plan audit trail
  • Keep in mind that if you have more than one goal section with "Synchronize objectives from an objective plan and a review form" just one section will be populated.

Additional Notes for Auto-Sync:

  • If you use Latest Goal Management and auto-sync is enabled in Performance Management:
    • Users can delete a goal on a Performance Management form only when they have the Objective Plan Permissions role-based permission for the goal plan of that goal. The goal deleted from the form will also be deleted from the goal plan.
    • Users without the permission can't see the button to delete the goal on the form.
  • When a form is in the modify stage, changes in a goal plan are synced to the form. When the form is in the signature or completion stage, the changes aren't synced to the form.
  • Auto-sync on a form works when the form is saved.
  • If goals are auto-populated to multiple goal sections based on goal categories, we do not recommend you also use auto-sync. This is because changing the category of a goal in the goal plan will move the goal to a different section in the form. While the goal is moved to the new section correctly, any ratings and comments associated to the goal are not moved and get lost.
  • Enabling auto-sync is not dynamic and will not update live forms. You'll need to update the setting and relaunch.

    How to enable Auto-Sync for Performance Goal:

    1. Navigate to Admin Center > Performance Management > Manage Templates
    2. Select Performance Review tab > Select form template

      Autosync 2.1 Performance Review and form.png

    3. Click on Edit Fields and Sections > Select the Goal section you want to edit

      Autosync 3. Edit Fields - Goal Section.png

    4. Click on Show advanced options...

      Autosync 4. Show advanced.png

    5. Check Synchronize goals from an goal plan and a review form > Save

      Autosync 5. Synchronize goals.png

    How to enable Auto-Sync for Development Goal:

    • This feature also works with Career Development Planning.
    • For development goal, the 'Synchronize goals from an goal plan and a review form' option is not available in Manage Templates. The change needs to be made in provisioning.
      XML Sample: <obj-sect-type autosync="true"><![CDATA[plan]]></obj-sect-type>

         As a customer, you do not have access to provisioning. Please engage your Partner or SuccessFactors Product Support to implement the change.

    See Also

    Keywords

    SF, Success Factors, PMGM, PM, GM, CDP, auto sync, objective, objectives, synchronization, auto-populate, auto populate, populating, syncing, KM-15609, auto populate, prevent auto populate, autosync , KBA , sf performance manage template , LOD-SF-PM-GM , Goals in PM Form , LOD-SF-PM-FRM , Forms & Templates , LOD-SF-CDP-INT , CDP Integrations, LMS, PM, EC etc. , LOD-SF-GM-INT , Integrations with PM, CMP, VP, EC, etc. , LOD-SF-PM-ADM , Admin Center, RBP, Permissions and Settings , How To

    Product

    SAP SuccessFactors Performance & Goals all versions