SAP Knowledge Base Article - Public

3200902 - Document Management Service: Set Up and Issues with PFS - Onboarding

Symptom

  • How to properly set up PFS.
  • ErrorChangeSet index 1 - ???HCP Account url missing.???;File could not be uploaded to PFS.
  • ERROR: ChangeSet index 1 - ???Exception while reading Provisioning settings for authentication.???;File could not be uploaded to PFS
  • Error in: ChangeSet index 1 - ???HCP upload error: XDP or PDF File Parse Error???;File could not be uploaded to PFS
  • ChangeSet Index 1 - ???Cannot Initialize bean because Object Definition is foun to be null for object type: DoumentGenerationTemplate???
  • ChangeSet index 1 - ???HCP Error Message: Https Status Code 401, Unauthorized???;File could not be uploaded to PFS

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

Cause

Cause 1: The Print Forms Generation feature is not enabled in provisioning, or the account credentials are wrong.

Cause 2: PFS URL & credentials may have been used in another Instance or Company ID

Cause 3: The main cause of this issue is that the document template is not configured correctly.

Cause 4: Enable Document Generation — requires “Enable Generic Objects” and “Enable the Attachment Manager” missing in under company Settings

Cause 5: The PFS credentials maintained are incorrect. The User Id or password has a "space" at the start of the P-User Id/ S-User Id or the credentials has expired.

Resolution

Configuration Steps:

During the onboarding process, a significant amount of information is gathered from the onboarding candidate. Although this information is in electronic form, situations can demand a physical copy of new hire data to aid the onboarding process. This can be achieved by Print form service available for Onboarding.

During the onboarding process, a significant amount of information is gathered from the onboarding candidate. Although this information is in electronic form, situations can demand a physical copy of new hire data to aid the onboarding process.

To set up the PFS You need two things:

  • PFS URL
  • S-User Id or P-User Id account in the SAP community portal

Requesting Print Form Service URLs for UI and API Access in Provisioning:

  1. Log in to your SAP community portal account and go to Account Settings.
  2. Make a note of the User ID, which can be found under Login Settings.
  3. To generate a Print Form Services URL, go to the HXM Cloud Operations Portal (successfactors.com) 
  4. From the above link navigate to Create OPS Request -> New ONB 2.0 Print Form Service URL Request

    (NOTE: If you are the customer with no Implementation Partner, Onboarding Support can internally request it for you. Please open a case with component: LOD-SF-OBX-DM referring for this KBA.)



  5. Fill in all the necessary details and click on submit.

  6.  A request to generate PFS URL is created.
  7. Once you get the PFS URL Go to Provisioning -> Company Settings -> Check Enable Print Form Generation
  8. Enter the Print Forms Service URL, Username is the S- User Id or the P user Id associated with the SAP community portal account and password is the password you use to login the SAP community portal.
  9. Save Feature.

Guide Links for Reference:  

Print Forms Generation for Onboarding | SAP Help Portal

Requesting Print Form Service URLs for UI and API Access in Provisioning | SAP Help Portal

Enabling Print Forms Service in Provisioning | SAP Help Portal

 

Post this You can Configure the Document Template and Upload it in the Maintain Onboarding and offboarding document template page from UI.

Before you can upload a new document template, you must configure the template either by: using Adobe LifeCycle and save the document as .xdp or using a Third-Party Designer tool such as Adobe Document Cloud and saving it as a .pdf file.

Note: Both formats, .pdf and .xdp, are accepted. You just need to make sure you are using the correct tool to create the template, like the ones mentioned above. 

Guide link for complete configuration: Configuring a Document Template | SAP Help Portal 

 

Permissions required:

  • Manage Document Generation -> Manage Document Template
  • Manage Document Generation -> Manage Document Template Mapping
  • Manage Document Generation -> Generate All Documents as Admin
  • Onboarding or Offboarding Permissions -> Document Category Access

 

Troubleshooting from UI:

Note: Please make sure to add odata/PDF at the end of the PFS URL

When you go to Maintain Onboarding and offboarding document template page and try to upload a pdf or XDP form you might get one of the following errors:

  • ErrorChangeSet index 1 - ???HCP Account url missing.???;File could not be uploaded to PFS.

Cause 1: The Print Forms Generation feature is not enabled in provisioning, or the account credentials are wrong.

Fix: Go to Provisioning -> Company settings -> Enable the Print Forms Generation. If the switch is enabled, please check the credentials maintained.

 

  • ERROR: ChangeSet index 1 - ???Exception while reading Provisioning settings for authentication.???;File could not be uploaded to PFS

Cause 2: PFS URL & credentials may have been used in another Instance or Company ID

Fix: PFS URL & credentials should be unique to one Instance or Company ID

Please refer to the Requesting Print Form Service URLs for UI and API Access in Provisioning section of Onboarding implementation guide.

 

  • Error in: ChangeSet index 1 - ???HCP upload error: XDP or PDF File Parse Error???;File could not be uploaded to PFS

Cause 3: The main cause of this issue is that the document template is not configured correctly.

Fix: Please use the guide link to configure the document correctly: Uploading and Mapping a Third Party PDF Form | SAP Help Portal 

Check if the Signature placeholder has suffix DocuSignSignHere in the field label.

 

  • ChangeSet Index 1 - ???Cannot Initialize bean because Object Definition is foun to be null for object type: DoumentGenerationTemplate???

Cause 4: Enable Document Generation — requires “Enable Generic Objects” and “Enable the Attachment Manager” missing in under company Settings

Fix: Go to Provisioning -> Company Settings -> Enable Document Generation — requires “Enable Generic Objects” and “Enable the Attachment Manager” and Save Feature

 

  • ChangeSet index 1 - ???HCP Error Message: Https Status Code 401, Unauthorized???;File could not be uploaded to PFS

Cause 5: The PFS credentials maintained are incorrect. The User Id or password has a "space" at the start of the P-User Id/ S-User Id or the credentials has expired.

Fix:

  1. Go to Provisioning >> Company Settings.
  2. Search for Enable Print Forms Generation.
  3. Enter the API credentials to be used in PFS. Make sure that there is no space at the start of the P-User Id credential.
  4. Save the changes.

If the issue still persists, please change the password associated with the S/P User Id maintained in provisioning for the print form service account from the SAP community portal. Once the password reset is done, re save the credentials again in the provisioning.

 

If You wish to add the document without E-Signature step follow the steps maintained in the KBA:  3084806 - [Onboarding] Configure document without e-Signature - SAP for Me 

 

See Also

HXM Cloud Operations Portal (successfactors.com) 

Print Forms Generation for Onboarding | SAP Help Portal

Requesting Print Form Service URLs for UI and API Access in Provisioning | SAP Help Portal

Enabling Print Forms Service in Provisioning | SAP Help Portal

Configuring a Document Template | SAP Help Portal 

Uploading and Mapping a Third Party PDF Form | SAP Help Portal 

3084806 - [Onboarding] Configure document without e-Signature - SAP for Me 


Further knowledge:

3066677 - [Onboarding]Error- (ChangeSet Index 1 - ???Cannot Initialize bean because Object Definition is foun to be null for object type: DoumentGenerationTemplate???) - SAP ONE Support Launchpad

3107525 - Error in: ChangeSet index 1 - ???HCP upload error: XDP or PDF File Parse Error???;File could not be uploaded to PFS - Onboarding - SAP for Me

3069839 - ERROR: ChangeSet index 1 - ???Exception while reading Provisioning settings for authentication.???;File could not be uploaded to PFS - Onboarding - SAP for Me

2935079 - Mapping picklist as checkboxes in ONB Document Template Mapping - Onboarding - SAP for Me

2922830 - How to Map national ID fields for document template - Onboarding - SAP for Me

3075701 - Error message while accessing Docusign settings or uploading document - Onboarding - SAP for Me

3095948 - Custom objects cannot be found when mapping document placeholders - Onboarding - SAP for Me

2871143 - How to Request Print Form Services URL - Onboarding - SAP for Me

2873673 - Issue while uploading XDP files - Onboarding - SAP for Me

Keywords

Onboarding, PFS, DMS, Document, Management, Service, OBX, File could not be uploaded to PFS, error, 401, URL, missing, file, doc, document, upload , KBA , LOD-SF-OBX-DM , Document Management , Problem

Product

SAP SuccessFactors Onboarding all versions

Attachments

c0279b78c382315ce4c36ecd2b013173