3221781 - Workflow do not trigger for future hires for recently added relationships

When triggering a workflow for a future hire profile following behaviors are noted:

• If workflow steps are configured as "Skip The Step" workflow is not triggered in the screen and its automatically approved;
• If workflow steps are configured as "Stop The Workflow" the role names will appear when workflow is triggered but steps might not receive any approval as shown belows:

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 Employee Central

• Hire new employee;
• Change something in the profile that triggers a workflow;
• Only the approver role name will appear in "View Workflow Participants";
• The ones who have a Job Relationship with the employee will not receive any request about the workflow.

The User Data File is updated when the employees are added in the system, but they appear as inactive in the UDF if the hire date is in the future. However, the UDF will only be updated again when the employee effective start date is reached. It means that if a Job Relationship information is added later inside employee profile, and not during hire, the workflow will be triggered but the approvers won't be reached as expected, since the UDF still has Job Relationship empty. 

Example:

• Employee is added in the system on September 1st with no Job Relationship in Add New Employee screen, and the start date is September 3rd. 
• In September 2nd a Job Relationship is added in the employee profile.
• The Job Relationship Information will only be updated in the UDF on September 3rd, the effective start date of the employee.

Because of that, if the workflow is triggered in September 2nd, no approver name will appear, since the UDF is not updated.

More details about the HRIS Sync can be found in the link: 

2080728 - Employee Central: What is HRIS Sync?

In case is needed to trigger workflow for future hires before start date then is recommended that job relationships data is added during hiring step, otherwise changes will be only applied when effective start date of the employee is reached.

2080728 - Employee Central: What is HRIS Sync?

2804058 - Hiring workflow has empty approvers

Enabling Four-Eye Principle for Workflow Approvals

New hire, new, hire, add new employee, workflow, approvers, approver, future, future hire, changes, effective, steps, date, view, , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , LOD-SF-EC-HIR , Hire & Rehire Wizards , LOD-SF-EC-HRS , HRIS Sync , Problem

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions