3583398 - Are documents uploaded in Onboarding Process available in Manage Documents after Onboarding is terminated? - Onboarding

• Does Manage Documents retain documents from Hired candidates?
• Does Manage Documents retain documents from Terminated Employees who previously signed these forms in Onboarding?
• I cannot find some documents in Manage Documents for some Onboarding candidates.

SAP SuccessFactors Onboarding

Onboarding documents are stored in Manage Documents even after the onboarding process ends or when an employee is terminated. If a candidate has completed Onboarding and signed these forms, they remain stored in the system.

However, locating documents uploaded by onboardees (candidates) can sometimes be challenging. This is because searching by fields like "Uploaded By" using the candidate’s name may not always return the expected documents. The reason is that these forms might not have been uploaded directly by the candidate but instead by the user who initiated the process. As a result, some customers find it difficult to locate these forms.

Recommended Approach: To efficiently find onboarding documents, we recommend filtering by "Document Name" instead.

A useful tip is to check the Onboarding Dashboard for existing candidates who have signed these forms. You can do this by navigating to: Actions > Onboarding Documents → Here, you can view the exact document name as stored in Manage Documents.

Keep in mind that document names vary by candidate, as they typically follow a naming pattern based on the candidate’s initials. For example, if the candidate’s name is John Williams, a stored document might appear as: "WilliJoh_CA_TD1...".

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