2460754 - How users are created in Onboarding - Onboarding 1.0

• How Onboarding creates users?
• Does the "Initiate Onboarding" function create a user in BizX?

SAP SuccessFactors Onboarding 1.0

User Creation

Onboarding has two types of users - new hires and employees. Employees can be a hiring manager, HR administrator, or other employee of the customer. New hires are users moving through the Onboarding process. Once Onboarding is complete, they become employees.

Upload the User Import File to SuccessFactors HXM before any other processes can occur. This file contains all the data for existing employees.

After uploading the User Import File and running the OnStartDate job (if the customer is not using Employee Central), configure the User Sync report. Before running the User Sync report, permissions must be correctly configured for all users. When configuring permissions, the role name in SuccessFactors HXM must match the group name in legacy Onboarding. The User Sync report aligns user IDs between the SuccessFactors Onboarding system and the legacy Onboarding system.

New Hire User Creation Scenarios

With Recruiting Management and Employee Central:

1. User clicks the Initiate Onboarding button on the application.
2. This automatically creates the Onboarding record. The OnboardingCandidateInfo MDF object is created in SAP SuccessFactors HXM and associated with the candidate applicant ID.
3. After the corporate user completes the Post-Hire Verification step, and the New Employee Step is completed by the new hire, the Paperwork Done notifications triggers Employee Central to pick up the new hire record.
4. The corporate user loads the Employee Central PreHire page, automatically triggering Employee Central to pull the Onboarding record.
5. The corporate user completes the Employee Central record, automatically creating the Employee Profile and passing the Employee ID to Onboarding and Recruiting Management. The OnboardingCandidateInfo object updates to include the User ID (employee number).
6. With Recruiting Management and a Third-Party HRIS.
7. User clicks the Initiate Onboarding button on the application
8. This automatically creates the Onboarding record and OnboardingCandidateInfo MDF object is created in SAP SuccessFactors HXM, with the candidate an applicant ID.
9. The corporate user completes the Post-Hire Verification step, and the new hire completes the New Employee Step
10. Run the standard export, or wait for the scheduled standard export job to run. This sends the new hire record to the HRIS and the HRIS record is completed. The HRIS does not need to send the employee number back to Onboarding. It should only be sent to SuccessFactors HXM via the user import/update file.
11. The HRIS sends the user import/update file nightly to SAP SuccessFactors HXM with all employees/users, including the new hire records. This file is separate from the Onboarding file.
12. A new hire sees the home page tile immediately after creation of their Employee Profile inSAP SuccessFactors HXM via the update file. There is no permission or flag corresponding to the ability to view the home page tiles.
13. If you would like new hires to have pre-state date access, you can set the IsOnboardingUser flag for only new hires in the user update file, and use role-based permissions to define a group of users with limited access to the system. Inclusion in this group can be driven by the flag.
14. You can also allow the user to see whatever is available pre-day 1 automatically.
15. Schedule and run the OnStartDate job before the User Sync. This job updates the OnboardingCandidateInfor object with the UserID.

With Third-Party ATS and HRIS (Stand alone Onboarding)

1. The ATS sends the new hire file to Onboarding via the standard import.
2. Once the new hire file is sent to Onboarding, the new hire record is created, and a candidate create notification is triggered in SAP SuccessFactors HXM, creating the OnboardingCandidateInfo MDF object.
3. Completing the first panel of the PHV step triggers the candidate create notification. The candidate create notification and OnboardingCanddiateInfo object are also created if the user is created via the Onboarding Process tab.
4. The corporate user completes the Post-Hire Verification step, and the new hire completes the New Employee Step
5. Run the standard export, or wait for the scheduled standard export job to run. This sends the new hire record to the HRIS and the HRIS record is completed. The HRIS does not need to send the employee number back to Onboarding. It should only be sent to SuccessFactors HXM via the user import/update file.
6. The HRIS sends the user import/update file nightly to SAP SuccessFactors HXM with all employees/users, including the new hire records. This file is separate from the Onboarding file.
7. A new hire sees the home page tile immediately after creation of their Employee Profile in SAP SuccessFactors HXM via the update file. There is no permission or flag corresponding to the ability to view the home page tiles.
8. If you would like new hires to have pre-state date access, you can set the IsOnboardingUser flag for only new hires in the user update file, and use role-based permissions to define a group of users with limited access to the system. Inclusion in this group can be driven by the flag.
9. You can also allow the user to see whatever is available pre-day 1 automatically.
10. Schedule and run the OnStartDate job before the User Sync. This job updates the OnboardingCandidateInfor object with the UserID.

 Pre-Day 1 User Creation

 Customers who want to grant Pre-Day 1 access for new hires may also want to assign new hires a temporary user ID. After completion of the PHV step, the new Hire activity is triggered and new hires are assigned the temporary SuccessFactors HXM ID.

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