3629167 - User ID Generation Conflict Between Onboarding Configuration Rule and Employee Central Hire/Rehire Rule at Manage Pending Hires - Onboarding

In SAP SuccessFactors Onboarding, User ID generation during hiring can be governed by a rule in the Onboarding Configuration object (DEFAULT_ONB2_CONFIG) or by a rule in the Employee Central Hire/Rehire Configuration object (MatchingUserConfiguration). When both objects have rules assigned with separate sequences, only one rule executes at the point of hire submission.

This guide aims to provide information on the system behavior when both rules are present, the correct configuration approach for single-source ID generation, and sequence gap handling when candidates do not complete the hire process.

• SAP Successfactors Onboarding
• SAP Successfactors Employee Central

1. In Manage Data, assign a business rule with a custom sequence (Sequence A) to DEFAULT_ONB2_CONFIG > Rule for Onboarding User ID Generation.
2. In Manage Data, assign a separate business rule with a different sequence (Sequence B) to MatchingUserConfiguration > Rule to generate next employee ID.
3. Initiate a new hire through Onboarding.
4. Proceed to Manage Pending Hires and submit the hire.
5. Observe that the User ID in the hired record comes from Sequence A. The rule trace shows the EC-side rule (Sequence B) failing to execute.

How the system resolves rule priority

When a business rule is assigned to the Rule for Onboarding User ID Generation field in DEFAULT_ONB2_CONFIG, the Onboarding system generates the User ID at ONB initiation. Because User ID is immutable once assigned, the rule configured in MatchingUserConfiguration under Rule to generate next employee ID cannot overwrite it at Manage Pending Hires. The EC-side rule fails at that point by design. This behavior is consistent regardless of whether the two rules reference the same or different sequences.

Recommended configuration: single-source setup

Configure User ID generation in only one of the two objects.

Option 1: ONB-side rule only (recommended for manual onboarding without Recruiting Management)

1. Assign the rule in DEFAULT_ONB2_CONFIG > Rule for Onboarding User ID Generation.
2. Confirm that Respect Rule-Based Generation of User ID During Manual Onboarding is enabled in the same object.
3. Leave the Rule to generate next employee ID field empty in MatchingUserConfiguration.

For full ONB-side setup steps, see KBA 3211424 - Configure Business Rule for Custom User ID and Employee ID Format for External ATS Integration or Manual Onboarding - SAP for Me  and 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 

Option 2: EC-side rule only

1. Leave the Rule for Onboarding User ID Generation field empty in DEFAULT_ONB2_CONFIG.
2. Assign the rule in MatchingUserConfiguration > Rule to generate next employee ID.

In this case, the system uses the default sequence from Company System and Logo Settings during ONB initiation. The EC rule applies at Manage Pending Hires when the hire is submitted.

For EC-side rule configuration steps, see Help Portal, Generating User IDs with Business Rules:Generating User IDs with Business Rules | SAP Help Portal  and KBA 2678155: 2678155 - Rule-based Generation of UserID/Username for Hires & Rehires with New Employment - SAP for Me 

Sequence gap handling

When the ONB-side rule governs ID generation, the sequence value is consumed at ONB initiation. If the candidate does not complete the hire process, the consumed value is not recovered. To close a sequence gap, import a user record carrying the skipped ID to realign the sequence. When using the EC-side rule only, the ID is not generated until hire submission, which reduces exposure to sequence gaps from incomplete processes.

• 2678155 - Rule-based Generation of UserID/Username for Hires & Rehires with New Employment
• 2958859 - How to control Employee Id (empId) Generation Via Business Rule - Onboarding
• Generating User IDs with Business Rules
• Configuring Business Rule for Custom User ID and Employee ID Format in Onboarding

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SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors Onboarding all versions