3192452 - Archive Onboarding/Offboarding Process/Task - Onboarding - Main KBA

• Processes are not getting archived
• Candidates still available in dashboard but should be archived
• Process status not changed to completed

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 Onboarding

1. You have archive rule in place
2. Candidate is 90 days past start date
3. Candidate should no longer be available in dashboard

Prerequisites:

1. Follow implementation guide here
   
2. Archive rule must exist in system
   
   1. Scenario must be "Configure the Period to Close and Archive Onboarding Processes and Tasks"
   2. If a rule does not exist, follow the guide to create. Click here
   3. Example below from my demo
      
      
3. Onboarding Process Close job exists in provisioning and is running
   
   1. Please follow guide to create job if does not exist
4. Onboarding Process Close job in provisioning should be running without error
   
   1. To check this, navigate to Provisioning
   2. Monitor Jobs
   3. In Job Type select Close Onboarding Processes Job
   4. ONBOARDING2_PROCESSES_CLOSE_JOB is section of this job responsible for archiving
   5. This must have completed status not failed
5. Job owner of the job has Cancel Onboarding Permission
   
   1. To check this, navigate to view user permission
   2. Search for name of user listed as job owner for BizX Daily Rules job in provisioning
   3. Click view permissions for the user
   4. Ensure Cancel Onboarding Permission exists under Manage Onboarding or Offboarding
   5. If it does not exist, please grant the permission to onboarding role which job owner is a member of.
6. Event Reason No Show exists with effective date of 01/01/1900
   
   1. Please see guide here for more information on how to configure No Show event if it does not exist

How it Works:

1. Initiate Onboarding for a candidate
2. As per my screenshot above my rule will archive processes after 90 days from start date
3. My candidate Archive Test1 has a start date of 01/01/2022
4. Onboarding steps, NHDR, PDC are completed for the candidate and the candidate is hired
5. 90 days from 01/01/2022 is 01/04/2022
6. Close Onboarding Process job is the job responsible for updating the processes, it runs daily and available in Provisioning.
7. On 01/04/2022 rule is evaluated and candidate Archive Test1 meets the criteria of the rule therefore Close job updates the process status to “Completed”
8. If candidate was not hired therefore has Hire Status of “Ready to Hire” or “Not Started” in Process object
9. Then after the 90 days Process status is updated to Cancelled
10. Processes can also be marked as closed or completed before Process Closure run if all the tasks for the processes are completed individually, the candidate is hired and the ConvertExternalUserOnStartDate is ran.

Common Issues:

• Candidate meets criteria of the rule and Hire Status is Hired – why is the candidate not archived?
  
  • Does Compliance step exist for the candidate?
  • You can check this in Manage Data > ComplianceProcess
  • Search with user id
  • Compliance Process Status of Compliance process started will cause activity not to be archived
    
  • Ask candidate to complete compliance step
  • Workaround if candidate is not required to complete compliance step is to click Take Action and manually update status to Compliance process completed or Compliance process cancelled 
• Candidate meets criteria of the rule and Hire Status is Not Started or Ready to Hire – Why is the candidate not archived?
  
  • Please open support ticket for support to check logs
  • Support please see internal memo
• Candidate meets criteria of the rule and but process are not archived
  • Offboarding was enabled in the system at one point
  • Later it was disabled
  • In this period some offboarding processes were created and now job is failing as offboarding is not enabled and it is trying to archive the offboarding processes
  • Solution: Identify the offboarding process, you can do this by running a report in integration center with filter Process Type Equals Offboarding
  • Navigate to Manage Data > Process > Search each ID
  • When process id open 
  • Click Take Action
  • Change Process Status to "Completed"
  • Task Status to "Closed"
  • Once all offboarding processes have been closed manually job should work to archive onboarding processes
  • Or else enable offboarding again so job can archive the processes
  • Support see internal memo on how to identify this cause
• Onboarding tasks are getting archived but not the offboarding tasks. This could be because the candidates in offboarding dashboard are still active in the system. If the offboarding user is still active in EC, they won't be picked up by the archival Job even after the closure period. For such candidates offboarding has to be manually cancelled. 

NOTE: 

• By default, Process Close jobs pick 100 processes at a time. If you want to increase the threshold capacity to process more than 100 jobs, contact Product Support.
  @Product Support, refer to the internal notes.

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