2974221 - Queries and Known Issues related to Instance Refresh - Onboarding

1. Is it recommended to refresh a SOURCE and TARGET having different Onboarding Versions? (For example, SOURCE – Onboarding and TARGET – Onboarding 1.0)
2. What is the expected result for the scenarios below if the customer proceeds with a refresh via IRT?
3. What Onboarding Related Settings are copied for refreshes via IRT? Onboarding Switch will be copied from SOURCE to TARGET (In a scenario where Onboarding is enabled in SOURCE)?
4. Post Refresh Activities related to Onboarding? Do we need to revert sync jobs in the Target (Ad hoc report exports)? Do we need to configure any Onboarding related switches (PFS, BPE, DocuSign Adapter)?
5. Additional information related to Onboarding Refresh

SAP SuccessFactors Onboarding

1. Is it recommended to refresh a SOURCE and TARGET having different Onboarding Versions? (For example, SOURCE – Onboarding and TARGET – Onboarding 1.0)
   No, we don’t support refresh having different versions, please consider ONB 1.0 and ONB 2.0 as two different features/modules and we should not mix them for instance refresh.
2. What is the expected result for the scenarios below if the customer proceeds with a refresh via IRT?
   As mentioned we should not mix Onboarding 1.0 and Onboarding behavior. In general, Onboarding status will copied from source to target; Onboarding 1.0 status is retained in target and NOT copied from source.
   • SOURCE – Onboarding enabled
     TARGET – Onboarding 1.0 enabled
     RESULT = Target will have Onboarding 1.0 and Onboarding enabled (Onboarding is copied, Onboarding 1.0 is retained)
   • SOURCE – Onboarding enabled
     TARGET – NO Onboarding
     RESULT = Target will have Onboarding enabled (Onboarding is copied)
   • SOURCE – Onboarding 1.0 enabled
     TARGET – Onboarding enabled
     RESULT = Target will have Onboarding 1.0 and Onboarding NOT enabled
   • SOURCE – Both Onboarding 1.0 and Onboarding Enabled
     TARGET – NO Onboarding
     RESULT = Target will have Onboarding enabled (Onboarding is copied)
   • SOURCE – NO Onboarding
     TARGET – BOTH Onboarding 1.0 and Onboarding Enabled
     RESULT = Target will have Onboarding 1.0 enabled
   • SOURCE – NO Onboarding
     TARGET – Onboarding Enabled
     RESULT = Target will have Onboarding NOT enabled
3. What Onboarding Related Settings are copied for refreshes via IRT? Onboarding Switch will be copied from SOURCE to TARGET (In a scenario where Onboarding is enabled in SOURCE)?
   Onboarding status will copied from source to target
4. Post Refresh Activities related to Onboarding? Do we need to revert sync jobs in the Target (Ad hoc report exports)? Do we need to configure any Onboarding related switches (PFS, BPE, DocuSign Adapter)?
   This is mentioned in the documentation of Instance refresh - Things to Know Before Refreshing the Target Instance
   
   1. If your target instance has Onboarding enabled, please execute the pre-refresh activities (done by Implementation Partner / SAP Support):
      
      1. Ensure that you have noted Print Form Services (PFS) details of your target instance before your instance refresh - Such as PFS URL, Username and credentials. As part of the post-refresh activities, you'll need to update this information in your target instance. In case, you don't have the PFS URL and Username, please engage your implementation partner to retrieve this information from Provisioning before perform the instance refresh;
      2. In case, DocuSign is enabled -  Please ensure that you have noted the DocuSign Credentials (you'll find the username in Admin Center > Configure DocuSign eSignature;
   2. If your instance has Onboarding, please perform the below post-refresh activities:
      
      1. Documents in the Print Forms Service (PFS) are not copied to the target instance. Post-instance refresh you must Enable PFS using the same credentials as the target instance [pre-refresh activities]. To enable PFS, see the Enabling Print Forms Service; (SAP Product Support, please see the Internal Memo)
      2. Upload the forms. To upload forms, see the Uploading Company Documents documentation;
      3. Set up DocuSign using the target instance credentials that you noted in pre-refresh activity. To set up DocuSign, see the Setting Up DocuSign for Onboarding and Offboarding documentation;
      4. Deploy BPE schema in your target instance. To deploy BPE schema, see the Editing the Process Flows for Default Onboarding and Offboarding Processes documentation;
         1. (If you have custom process configured - Please activate the process again, to update the process see the Updating a Process Variant documentation;
      5. Clear the OData cache in Admin Center > OData API Metadata Refresh And Export.
5. Additional information related to Onboarding Refresh
   It's important to note the definition of Refresh (A clone of the Source account will be made at the specified Destination. The Source account will be deleted post activity). 
   • SOURCE(Production) – NO Onboarding
     TARGET(Preview) – Onboarding Enabled
     RESULT = Onboarding in the target will be overwritten. So, Onboarding will NOT be enabled in the target
6. What are the known issues related to Onboarding Refresh?

• • Following are the known limitations of the instance refresh as of now

    • The data in the To-Do's would be copied from the source instance. When we click on this to-do in the destination instance, it may redirect us to the source instance.
      --> Engineering Team are targeting to fix this in the upcoming 1H 2023 Release. Please raise a ticket to SAP Support with your approval to remove this stale entry via script.
      
      
    • The data in the Onboarding Cards would be copied from the source instance.
      --> Engineering Team are targeting to fix this in the upcoming 1H 2023 Release. Please raise a ticket to SAP Support with your approval to remove this stale entry via script. 
      
      
    • Compliance PDF Forms may not appear in PFS. 
      --> Engineering Team are targeting to fix this in the upcoming 2H 2023 Release. Please raise a ticket to SAP Support with your approval to fix this via script run.
    • When an instance refresh request is executed Onboarding Email Reminders should not be copied to the Target system. Target system should not send email reminders which were set for the source system.
      --> Engineering Team are targeting to fix this in the upcoming 2H 2023 Release. Please raise a ticket to SAP Support with your approval to fix this via script run.
      
      
    • The existing BPE Process XML would not be copied from the Source to the Destination. 
      --> Engineering Team are targeting to fix this in the upcoming 2H 2023 Release. 
      
      
    • Email ids are not anonymized. There is no option to anonymize the Emails from Source to Destination.
      --> Engineering Team are targeting to fix this in the upcoming 2H 2023 Release.

Note: In case, your company does not have an implementation partner - SAP Cloud Product Support team can help you with the topic related to Print Form Services pre/post refresh activities. Please raise a new case for pre-refresh and post-refresh tasks.

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