3623420 - [Error Code: 3] The provided username is already in use. Choose a different user name for Rehire candidate - Onboarding

• After Rehire candidate was initiated from Recruiting, an error was seen in Business Process tile [Error Code: 3] The provided username is already in use. Choose a different user name. 
• Candidate did not initiate on Onboarding Dashboard.

SAP SuccessFactors Onboarding

Situation 1 – Rehire with new employment:

1. Initiate a Rehire candidate from Recruiting
2. Candidate did not reach to Onboarding Dashboard
3. Upon checking to-do dropdown and Business Process tile, we can see candidate appears with error: [Error Code: 3] The provided username is already in use. Choose a different user name. 
4. Copy the Process Trigger ID
5. Go to Manage Data > Process Trigger > and paste the ID for the affected candidate
6. A incomplete profile appears, few information is available, but Rehire on New Employment is already triggered.
7. Now go to Data Inspector > Table_User_SysInfo > enter the user name being selected > note how there is already an entry for this user name, with valid field as 'f' (inactive employee).

Situation 2 – Rehire with Old Employment, previous cancelled process exists:

1. Initiate Onboarding from RCM.
2. During the “Onboarding Rehire Verification” step, the candidate was identified as a “Rehire with old employment”
3. When the candidate entered the “Manage Pending Hires”, onboarding process was cancelled
4. This candidate was reinitiated onboarding from RCM
5. Data Validation error: [Error Code: 3]The User Name you provided is already in use. Please select another User Name.
6. Now go to Data Inspector > Table_User_SysInfo > enter the user name being selected > note how there is already an entry for this user name, with valid field as 'f' (inactive employee).

Situation 3 - Rehire with Old Employment Accepted in 2nd Rehire Verification:

1. Initiate onboarding from RCM
2. Complete Personal Data Collection
3. Candidate enters second rehire verification
4. Accept as Rehire on Old Employment
5. After accepting as rehire on old employment candidate disappears from onboarding dashboard
6. In BPE Monitor I could see unfinished event has entered exception message
7. Open support case to check cause of exception message

• Cause of situation 1: "When a candidate is onboarded as a rehire on new employment, a new username is generated. Issue is happening once Rehire is triggered as soon as it reaches onboarding side. System recognizes it as already in use as a previous employment exists for this candidate.
• Cause of situation 2: The username currently used by the candidate is the same as the username on the employee profile already in the system from their previous position, causing a data conflict.
• Cause of situation 3: When checked exception message in backend logs: [Error Code: 3]The User Name you provided is already in use. Please select another User Name
  • When reviewed the user id of the rehire already exists as a username for another user in the system
  • In data inspector select the Table_USERS_SYS_INFO & filter with username equals and enter the user id of the rehire user
  • See it displays a different user
  • Due to this data mismatch system is giving error

Solution for situation 1 – Rehire with New Employment:

Implementation guide which better explains how the system behaves for username and rehire on new employment: Overview of IDs and Changes During Rehire Process | SAP Help Portal

At this point, the system will not allow us to proceed using the same username again. What you can do as a workaround: change the Primary email in SuccessFactors Recruiting and then restart the task in BPE.

I'm providing you a KBA where you'll be able to proceed with the Primary Email change if needed for the affected candidates (we can run a script) 3423305 - Data Validation: "The User Name you provided is not valid. Please use the following character types: ['a' to 'z', 'A' to 'Z', '0' to '9', '-', '_', '.', '@']." - Onboarding - SAP for Me 

Solution for situation 2 – Rehire with Old Employment:

1. Change the username on this candidate's old employee profile to another username, for example, change A@123.com to A1@123.com. 
2. Find this error in the BPE error card and click the Restart button.

Solution for situation 3 - Rehire with Old Employment Accepted in 2nd Rehire Verification:

1. Engineering are aware of this issue
2. Permanent fix is being worked on in OBX-43922, there is no timeline for fix date due to the multiple teams involved in the fix. 
3. Please monitor this KBA for updates on the fix date.
4. Workaround: Identify the user which is having username with the same value as user id of the rehire user
5. For example rehire user id is 12345, this value exists in data inspector as username value for a different user
6. Is this different user terminated
7. If yes, then can proceed to update the username of this terminated user to a different value to not interfer with rehire user
8. Then restart the error in Manage Process Tasks once script is completed
9. If the different user is an active user and holding username with same value as user id as rehire user then we cannot update username for an active user and the rehire user will have to be processed manually in EC.

• Overview of IDs and Changes During Rehire Process | SAP Help Portal
• 3423305 - Data Validation: "The User Name you provided is not valid. Please use the following character types: ['a' to 'z', 'A' to 'Z', '0' to '9', '-', '_', '.', '@']." - Onboarding - SAP for Me 

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