3211424 - Configure Business Rule for Custom User ID and Employee ID Format for External ATS Integration or Manual Onboarding - Onboarding

To configure custom User ID and Employee ID formats in SAP SuccessFactors Onboarding, the approach depends on the hiring flow in use. For manual onboarding without Recruiting Management, rule-based ID generation is available and requires a business rule assigned in the Onboarding Configuration object. For External ATS integration, the ID is provided directly in the API payload at submission time.

SAP SuccessFactors Onboarding

Scenario 1: Manual Onboarding (without Recruiting Management)

Custom User ID and Employee ID generation during manual onboarding is controlled by a business rule assigned in the Onboarding Configuration object. Without this configuration, the system uses the default sequence from Company System and Logo Settings and leading zeros are not preserved.

NOTE: Pure numeric IDs have leading zeros stripped by alpha conversion by design. See 1960660 - Leading Zeros for Employee IDs are Truncated - SAP for Me. The rule must apply leading zero formatting as part of the ID generation step. User ID cannot be modified once it has been issued, so any formatting applied after generation has no effect.

1. In the Business Rules engine, create a rule using the Generate Employee ID for Hire/Rehire scenario template. Configure the sequence object and include explicit leading zero formatting in the rule logic. See Creating Sequence Object Entity for Custom ID Generation | SAP Help Portal 
2. Navigate to Admin Center > Manage Data. Select Onboarding Configuration in the first dropdown and DEFAULT_ONB2_CONFIG in the second.
3. In the Rule for Onboarding User ID Generation field, assign the rule created in step 1.
4. Confirm that the Respect Rule-Based Generation of User ID During Manual Onboarding setting is enabled in the same configuration object. See Help Portal, Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding:Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding | SAP Help Portal 

Once configured, the rule executes during the ONB initiation flow for all user profiles, regardless of the role of the user who initiates the process.

NOTE: If a separate rule is also assigned in the EC Hire/Rehire Configuration object (MatchingUserConfiguration) under the Rule to generate next employee ID field, the EC-side rule will fail when the candidate is processed through Manage Pending Hires. This is expected behavior: when ID generation is governed by the ONB-side rule, the EC rule does not execute. See 3629167 - Different User id is generated after submitting the candidate in Manage pending Hires/Recruits via Business rule - SAP for Me 

Scenario 2: External ATS Integration

Rule-based User ID and Employee ID generation is not supported for External ATS integration flows. The custom ID must be provided directly in the ATS API payload at the time the candidate record is submitted to Onboarding. If no ID is included in the payload, the system applies the default sequence from Company System and Logo Settings.

• 1960660 - Leading Zeros for Employee IDs are Truncated - SAP for Me
• 2958859 - How to control Employee Id (empId) Generation Via Business Rule - Onboarding - SAP for Me
• 3629167 - Different User id is generated after submitting the candidate in Manage pending Hires/Recruits via Business rule - SAP for Me
• Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding | SAP Help Portal
• Creating Sequence Object Entity for Custom ID Generation | SAP Help Portal
• Initiating the Onboarding Process Manually | SAP Help Portal

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