2086715 - Transfer Forms to a New Manager in Performance Management

This KBA describes the process by which documents (forms) can be manually transferred from one user account to another, e.g., document routing from an employee's old (previous) manager to their new manager.

SAP SuccessFactors Performance Management

• Documents can be manually transferred from one user to another.
• To have documents transfer automatically based on changes in the user data files, see the Automatic Transfer Options.
• If you need assistance to troubleshoot Document Transfer issues when making a change in the subject's Manager, Matrix Manager, or HR Rep., please refer to our Guided Answers tree about this topic.

Note: For instances with Employee Central, this solution is not recommend. Refer to KBA 2080650.

Manually Transfer Documents

If Document transfer for Matrix Manager change is Disabled, follow these steps:

1. Go to Admin Center > Manage Forms By User section > Transfer Forms to New Manager.
2. In the Transfer Employee field, enter the name of the employee whose documents you want to transfer. 
3. In the Transfer From Manager field, enter the employee's current manager.
4. Check the box Check if transfer from existing manager.
5. In the Transfer To Manager field, enter the employee's new manager.
6. In the Update Employee's Manager field, select Yes to trigger document transfer.

Note: If No is selected, the new manager would still receive copies of the forms. However, the old manager will remain the employee's manager and the owner of the future steps of the form.

7. In the Automatic Manager Transfer option, select the transfer options you want to apply to this employee's documents. Select as many options as you want based upon on your requirement.
8. Click Transfer Employee's Document.
9. Notice the confirmation message:

Document transfer successful and email notifications were sent.

If Document Transfer for Matrix Manager change is Enabled, please follow these steps:

1. Go to Admin Center > Manage Forms By User section > Transfer Forms to New Manager.
2. In the Employee Name field, enter the name of the employee whose documents you want to transfer. 
3. In the Old Manager field, enter the employee's current manager.
4. In the Change Manager option, select either the Direct Manager or Matrix Manager to transfer existing documents from the employee's previous manager to their new manager.
5. In the Manager Name field, enter the employee's new manager, or select No Manager.
6. In the Update Employee's Manager field, select Yes to trigger document transfer.

Note: If No is selected, the new manager would still receive copies of the forms. However, the old manager will remain the employee's manager and the owner of the future steps of the form.

7. In the Form Settings Regarding Manager Transferring field, select the transfer options you want to apply to this employee's documents. Select as many options as you want.
8. Click Send.
9. Notice the confirmation message:

Document transfer successful and email notifications were sent.

Automatic Transfer Options

IMPORTANT The following options, if selected, will override any Change Engine settings you may have in place. In addition, they will only apply to form templates where the settings on the form template match those used in your import.

Automatic insertion of new manager as next document recipient if not already

Reason: Add the new manager as the next person on the approval chain to get the document. Select this option to make the new manager a part of the review process and to remove the old manager from accountability.

When using this option, if the new manager would NOT be the next person to get the form, (maybe the next person the form was going to was the employee or the HR person) then this option explicitly tells the system to insert the new manager into the process at a point the manager was not otherwise going to have been.

It's required to fully understand the logic you are enforcing when enabling this option.

Example: In a signature section, you might force the new manager to now be inserted to sign the form. This might not be desirable if the new manager has had no insight into the history of this form.

Automatic Inbox Document Transfer To New Manager

Reason: Only move documents from the old manager's (EM or EX) Inbox to the new manager's Inbox.

This transfers the live in-progress document out of the old manager's hands into the new manager's. The old manager will retain a "copy" of the form. The old manager's form will not update with any new information. This does NOT apply to other manager roles.

Automatic En Route Document Transfer To New Manager

Reason: Only Move documents from the old manager's En Route folder to the new manager's En Route folder.

This transfers the live in-progress document out of the old manager's hands into the new manager's. The old manager will retain a 'copy' of the form. The old manager's form will not update with any new information. This does NOT apply to other manager roles

Tip: This option is recommended for transferring 360 forms.

Automatic Completed Document Transfer to New Manager

Reason: Move all completed documents about the employee to the new manager's Completed folder.

Note: This sends a copy only of the completed document to the new manager. The old manager will retain the original completed version.

Document Routing Options

For more information on Template and Import Settings for document transfers, see KBA 2077194.

sf, success factors, PMGM, PM, document transfer, transfer forms to new manager, document routing, form transfer, manual, manually, form, transfer, copy, new, old, manager, tool, feature , KBA , sf routing maps , LOD-SF-PM-MAP , Routing, Route Maps & Workflows , How To