3192452 - Main KBA Archive Onboarding/Offboarding Process Task

Symptom

Processes are not getting archived
Candidates still available in dashboard but should be archived
Process status not changed to completed
How to remove process from dashboard for hired or terminated candidates

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental

Environment

SAP SuccessFactors Onboarding

Reproducing the Issue

Ensure an archive rule is configured in the system as per Guide (number of days past the start date).
Create or identify an onboardee whose start date has passed.
Wait until the configured number of days beyond the start date is exceeded.
Observe that the onboarding process is automatically moved to Process Status: Completed.
Check the dashboard with the process toggle set to Open, the candidate will not be visible.
Change the process toggle from Open to Closed in onboarding dashboard.
Verify that the candidate now appears in the closed processes list.

Resolution

Prerequisites:

Follow implementation guide here
Archival 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 a demo system
Onboarding Process Close job exists in provisioning and is running
1. Please follow guide to create job if does not exist
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
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.
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:

Initiate Onboarding for a candidate
Based on the rule in the screenshot above, processes will be archived 90 days after they begin
The start date for Example Candidate Archive Test1 is January 1, 2022.
Onboarding steps, NHDR, PDC are completed for the candidate and the candidate is hired
90 days from 01/01/2022 is 01/04/2022
Close Onboarding Process job is the job responsible for updating the processes, it runs daily and available in Provisioning.
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”
If candidate was not hired therefore has Hire Status of “Ready to Hire” or “Not Started” in Process object
Then after the 90 days Process status is updated to Cancelled
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.
- This only works if the archival rule and job are not in place.

Common Scenarios for not archiving:

Scenario one: Candidate meets rule criteria, and the process Hire Status is Hired – why is the candidate not archived
- Does Compliance step exist for the candidate?
- You can check this in Manage Data > Compliance Process
- 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
Scenario two: Candidate meets rule criteria, and the process 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
Scenario three: Candidate meets rule criteria, but process still not archived – Why is the candidate 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 or 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 alternative enable offboarding again in provisioning temporarily so job can archive the processes
- Support see internal memo on how to identify this cause
Scenario four: Candidate meets rule criteria, but process still not archived – Why is the candidate not archived?
- Candidate was originally initiated using a company/legal entity value which today is no longer available or active in the system
- Company/Legal entity is a mandatory field and must hold a valid value
- Error in backend logs for this scenario: "[jobInfo : The value for field “Company” in this Job Information record does not exist. Please select a valid value for field “Company”.]"
- Cancel onboarding manually
- OR
- Enter a valid, active company value for the candidate in actions > new hire data and submit
- Then cancel onboarding should be successful
Scenario five: 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 or process status marked as completed in manage data > process

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.
After marking the process object status as completed, the candidate will move within the dashboard status from the open state to the completed state.
Upon marking the process object status as Completed or Archived, the candidate will still remain in the onboarding dashboard and will be visible when toggling from Open to Completed on the dashboard.
A Termination event (from Employee Central People Profile), will set Process Status: Completed & Tasks Status: Closed in Manage Data > Process, even though the configured days after start date are not yet reached in the Archiving business rule. This is expected system behavior.
@Product Support, refer to the internal notes.

Keywords

Archive, onboarding, tasks close, process close, process completed, tasks completed, archive task, archive process, ONB2ProcessesCloseJob, ONB2_ProcessClosurePeriodConfig, Configure the Period to Close and Archive Onboarding Processes and Tasks, ONBOARDING2_PROCESSES_CLOSE_JOB , batch update, maximum job, increase capacity job, Object Definition is Null for provided Object Type. Please ensure that the corresponding feature is enabled via Upgrade Center or Provisioning. , KBA , LOD-SF-OBX-JPC , Process close job , LOD-SF-OBD-ADM , Admin Tools, Settings, Permissions , Problem

Product

SAP SuccessFactors Onboarding all versions

Attachments

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