3026274 - Candidate Profile Still Inactive After Start Date (Main KBA) - Onboarding

The candidate is still inactive even after start date is passed. The hired candidate is still showing inactive in employee profile.

SAP SuccessFactors Onboarding

1. Login to BizX
2. Navigate to employee Profile
3. Search for Candidate
4. View Candidate status is inactive even after Start Date

• Cause 1: The Process status in Manage Data > Process object is not set to OPEN. It is possible that the status is set to completed by the process closure Job. 
• Cause 2: The ConvertExternalUseronStartDate Job is not configured in provisioning / HRIS Sync and ConvertExternalUserOnStartDate running at the same time.
• Cause 3: Hire status is not set to Hired in Process object and event type is not set to Hire.
• Cause 4: Candidate's Hire Date is after the Target Date.
• Cause 5: The issue may be caused by a stale index on the SOLR search database.

Solution 1: Work around for list of affected user is to:

1. Navigate to Manage Data
2. Process
3. Search for candidate 
4. Take action
5. Change Process Status to Open
6. Change Tasks Status  to Open
7. Run the  ConvertExternalUserOnStartDateJob in Provisioning 
8. 15 mins later run the HRIS Sync job 

If the closure Job is picking the candidate and setting the process status to Completed, then you can modify the Archive onboarding and offboarding process business rule so that the future candidates are not affected. Follow below steps to modify the rule: 

1. Navigate to Configure Business Rules
2. Search for rule SAP_ONB2_ProcessClosurePeriodConfig
3. Take action > Make Correction
4. Set the Closure Period days to a minimum of 30 days to give the convert job a chance to pick up the candidates.
   
   

Solution 2: Go to Provisioning -> Manage scheduled Job. Check and validate if the ConvertExternalUseronStartDate is configured. If not, please configure the Job. Also please validate under Monitor Job section if this Job is running successfully. KBA how to: 2895988 - Setup Day 1 Conversion Job Concept - Onboarding - SAP for Me 

IMPORTANT TO NOTE: HRIS sync Job and ConvertExternalUserOnStartDateJob both SHOULD NOT be running parallelly. Please keep intervals between the Jobs. 

It is recommended to keep time gap when HRIS SYNC_Recurring job/ConvertExternalUserOnStartDateJob is running. (maybe run at hour+30min - can keep in 1h intervals).

For affected candidates, please open a case with Onboarding Support team once a script will be required:

• Open case within component: LOD-SF-OBX-JCN
• Information needed: Company ID, Support Access and User ID/Users Sys ID of affected candidates
• Your approval to run script for candidates not converted
  
  

Solution 3: Following are the criteria which needs to be met to pick candidate for conversion job:

1. Active Event from the Event Reason from job history, it must be Hire
2. Process status it must be OPEN
3. Hire Status it must be HIRED

If one of the conditions not meet as above the conversion job will not convert the user.

Solution 4: In Manage Data check with the Process ID of affected candidate, note that the Hire Date is after the Target Date.

In order to solve this problem for affected candidates, please follow steps:

1. Open candidate's page in EC.
2. In Employment Information section go to "Job Information".
3. Click on the Clock icon.
4. After page is opened click on "Edit" bottom.
5. Edit any information in this page (like Location), and save it.
6. After that, reopen this section and change it back.
7. Job will run and convert it.

Be mindful, the Process Status (in Manage Data > Process > Process ID of affected candidate), must be "Opened". If it's already Completed/Closed, it's necessary to manually update it. Take Action >  Make correction.

To avoid this issue to happen again, Hire Date must always be before or the same date as Target Date.

Solution 5: We need to rebuild the SOLR Index. Please reach out to Platform Team and raise ticket with component (LOD-SF-PLT). Refer to internal KBA to PLT team.

NOTE: Support Engineers please check the internal Memo for additional troubleshooting steps

• • 2895988 - Setup Day 1 Conversion Job Concept - Onboarding - SAP for Me
  • 3306658 - User is not being converted to internal user (active) after conversion jobs runs - Onboarding - SAP for Me

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