3196349 - [Hub KBA] Custom Data Collection - Onboarding

How to customize the data collection, apart from the standard Data Collection?

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SAP SuccessFactors Onboarding

Apart from the standard Data Collection, Onboarding allows you to customize the data collection as per your requirement. Customized data can be requested to the new hire in the form of Entities. For example, if you wish to collect data regarding onboardees transportation, you can create an entity called "Mode of Transport" to know if they will need office transport or personal will do.

There are two ways to configure custom data collection:

1. Onboarding data collection with Default Data Collection Object Instance
2. Onboarding data collection with Customized Data Collection Object Instance

Configuration

For Custom data collection step to be triggered, it is a must for the rules 'SAP_ONB2_CustomDataCollectionCheck' and 'SAP_ONB2_DataCollectionConfigSelect' to evaluate to TRUE. With Onboarding, these rules are available by default and are set to Always True.

1. Onboarding data collection with Default Data Collection Object Instance (To collect similar kind of data from all onboardees)
   • Creating a Data Collection Object Entity - First, we must create an object entities through Configure Object Definitions page. Once the object is created, we set the External User Visibility and associate the custom object entity with the Onboarding process.
   • Configuring UI for the Data Collection Object Entity - For the entity to be visible to the candidates, we must create a User Interface (UI). This is done through the Manage Configuration UI page. Please make sure The ID value must not contain any space or special characters.
   • Mapping Object Entity to ONB2DataCollectionUserConfig Object - To associate the created entities with the UI panel, we must map them with the ONB2DataCollectionUserConfig object from Configure Object Definitions. 
   • Adding the Configuration UI Items to Default Data Collection Object Instance - Finally, you must add the entities to the Default Data Collection Object Instance in Manage data. You can group multiple entities and add them. Each entity will have it's own panel in the UI.
     
     
2. Onboarding data collection with Customized Data Collection Object Instance (To collect data based on country, job code, etc)
   
   Similar to the above configurations, (1) Object Entities must be created and (2) UI must be created and configured for the entities. Next,
   
   
3. • Creating a Data Collection Object Instance - We need to create a Data Collection Object Instance to store the entities. Unlike the Default Data Collection Object Instance that is readily available for us, we need to set this up. It is done through Manage Data.
   • Configuring the Business Rule for Customized Onboarding Data Collection - To have different custom object entities available for different new hires based on the new hire job location, job code, and so on, you must configure a business rule. Based on the IF conditions, the rule will evaluate the object instance to be assigned.
   • Configuring a Picklist for Custom Data Collection - We must set up picklists for the fields in data collection objects. Most importantly, we must create a rule to allow the new hires to view the Picklist and the Picklist-Values.

For other customizations you wish to do on the panels, such as display of description texts for fields or hiding/showing fields based on a certain field value, please refer the the blog: Onboarding 2.0 – Additional Onboarding Data Collection UI Configurations

Troubleshooting

Internal Server Error:

• Please ensure the OnboardingExternalUser role has all custom objects view/edit permission and 'Onboarding data collection user configuration object' permission. Also, the target population must be All(External Onboarding User).
• The fields "Title Type User Defined" and "Title Format" are empty. Please populate the fields by navigating to Manage Configuration UI > select your object > Edit Properties.
• The customDataCollectionConfig is empty in Manage Data for the candidate. This shows that no data collection object instance was assigned to this process. This could happen if you have not defined the conditions correctly in rule for custom data collection selection. Please re-check the rule or make correction to the data collection user configuration and add the same.

Is it possible to assign different set of object entities to different onboardees using the DEFAULT DATA COLLECTION object instance only?

No, it is not possible. You must create different object instances to assign based on your requirements. 

Can we have different sets of objects displayed for Onboardee and recruiter to view and complete them?

This cannot be done. It is be noted that this is a candidate task primarily, so the same objects will be shown to both. You can control view/edit through RBP, however, it will throw an error message for the restricted user instead of hiding or disabling the field in UI.

Is it possible to flow data captured in Onboarding additional data collection step(custom data collection step) to EC Employee profile?

Custom data collection step is being skipped/cannot view object

• Hiring Manager name is blank in New Hire Data. Please check via dashboard > Actions > New Hire Data
• The rules 'SAP_ONB2_CustomDataCollectionCheck' and 'SAP_ONB2_DataCollectionConfigSelect'  are not present in the system or conditions are faining.
• mdfSystemExternalUserVisibility is set to No in Configure object definitions > Object Fields. Set it to yes.

Internal Server Error:

• 2928730 - [Onboarding ] Internal Server Error in Custom Data Collection step
• 2968025 - Internal Server Error in Custom Data Collection - Onboarding
• 3132990 - [Onboarding ] Internal Server Error in Custom Data Collection step
• 3131251 - [Onboarding] Internal Server Error in Complete Additional Data Collection Step

CDC skipped:

• 2936487 - Custom data collection step is being skipped - Onboarding
• 3136575 - Additional Data Collection Not Available - Onboarding
• 3135556 - Custom Data Collection is not showing for Onboardee
• 3073960 - [Onboarding]- Custom data collection mandatory section missing

CDC-EC Mapping:

3032812 - [Onboarding] Mapping custom MDF Data Collection object to Employee Central's custom MDF object/Standard portlet

Other KBAs:

• 3156373 - Where to find data from custom or additional data collection - Onboarding
• 3060319 - [Onboarding] Error Message shown up for Bank Details - No Permission in Custom Data Collection
• 2930297 - How to Make Data Collection Object Entity Visible to New Hires - Onboarding

Implementation Guide:

Onboarding Data Collection Configuration

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