2456957 - How to default National ID Information fields in the Add New Employee wizard

Employees can be hired in the system without National ID data

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 Employee Central

By default system behavior, National ID data is not obligatory during a hire. The system will only check mandatory fields if a new entry has been added for the national id, but you can proceed without adding any entry.

This requirement can be covered with Business Rules.

Go to Configure Business Rules - Employee Central Core

Trigger onInit Rules for Hire/Rehire

• You can use this scenario to create rules that initialize HRIS Elements during all Hire/Rehire processes (for both old and new employments) using the Employee Information Model base object. In Manage Business Configuration, rules created using this scenario can be used only for the onInit event type.

There are two rules which can be set here:

1. A rule to initially start a new record in National ID portlet when this is first initialized, it will allow to request the national id fields in first block when starting the hire, although still the line could be removed with trash can icon and proceed (onInit rule)
2. A rule to give an error message when the employee is saved, if no national id has been introduced. This will trigger at the end of the hire, but it ensures the national id was introduced (onSave rule)

Configuration for rule in option 1

This Business Rule needs to be based on Employee Information object so it will only trigger during the Hire.

The below example will default the "Country", "Card Type" and "Is Primary" fields. Also please take note of the extra IF condition to check whether a Person ID is set or not - this is only an example of how to prevent this rule from triggering if it is a Rehire (i.e. the Person ID already exists). Because the onInit rules will trigger after using "Accept this match". Please note however, if you choose to "Rehire with New Employment" this rule will not trigger because the Person ID already exists.

In Manage Business Configuration, this rule needs to be set as onInit on the nationalIdCard HRIS Element.

As a result, the National ID portlet will already have a line when initially loaded in the hire.

 

Note: For this to work, if nationalIdCard portlet has subsection nationalIdCard_employee, this subsection should be disabled.

Configuration for rule in option 2

This Business Rule needs to be based on Employee Information object so it will only trigger during the Hire.
Also, a message would need to be created with desired text (Manage Data -> Create new -> MessageDefinition)
For example, the rule can be set against the 'Is Primary' field as in below screenshot:

Or alternatively in cases where this field would have been hidden, the rule can also be set against 'Country' field, which is obligatory for the portlet data.

Then later the rule needs to be linked to the NationalIdCard portlet with onSave through 'Manage Business Configuration'

As a result, the system will throw this error message when saving the employee hire if the national id data has not been introduced.

Please note: This logic may not work in Manage Pending Hires for users coming from other modules, like Onboarding, since the onInit rule may conflict with the existing mappings.

Note:

Trigger onInit Rules for Hire/Rehire

• You can use this scenario to create rules that initialize HRIS Elements during all Hire/Rehire processes (for both old and new employments) using the Employee Information Model base object. In Manage Business Configuration, rules created using this scenario can be used only for the onInit event type.

 Rules for Hire/Rehire Processes

• You can use this scenario to create rules for the Hire/Rehire with new employment process using the Employee Information base object.

 Generate Employee ID for Hire/Rehire

• You can use this scenario to create rules that generate an Employee ID from the Metadata Framework (MDF) Sequence and assign it to the User ID field of the Employee Information object during the Hire/Rehire with new employment process. You must first register the rule for the Hire/Rehire Configuration object.
• If you have enabled the Onboarding feature, you must also register the rule for the Onboarding Configuration object.

Also

• OnSave: When clicking save, the system will action the rule
• OnChange: When changing the fields value, the rule will action
• OnInit: Only applies to New Hire wizard process, and will trigger when the page is loaded

Creating a Message Rule

• 2092849 - How to create a Business Rule to validate data on change/save, and provide a Warning 
• 2437420 - Which Portlets Support Cross Portlet Business Rules
• 2331851 - Employee Central Implementation - Business Rules FAQ

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