3718252 - [ONB1.0 | ONB] Understanding the Onboarding 1.0 Document Migration results

• Need to understand the results of the Onboarding 1.0 Document Migration
• Understanding the meaning of the following sections:
  • Documents migrated and assigned to admin
  • Documents unsupported for migration
  • Documents failed to be migrated
  • Document audits awaiting migration

• SAP SuccessFactors Onboarding 1.0
• SAP SuccessFactors Onboarding

1. Navigate to Onboarding 1.0 > Settings > Feature Usage
2. The results for the following fields is vague which need better explanation.

Documents migrated and assigned to admin:

• Q: What does this mean? Who is the admin they are assigned to, and how do we search for these documents?
• A: The ownership of the documents migrated is based on three possible options. Refer to KBA 3672816 - Ownership of migrated onboarding 1.0 documents to Manage Documents
  1. EmployeeLogin that is associated with the HRDataID of the candidate
  2. User ID found in the OnboardingCandidateInfo object in Manage Data
  3. To the admin user who triggered the migration job, if the first two options are not met. If the system finds that the userId from OnboardingCandidateInfo is not a valid Employee ID in BizX.
• File Search Context Based on Ownership:
  • It's important to recognize the distinction between two different types of users within SAP SuccessFactors: Onboarding 1.0 users and BizX users.
    • Onboarding 1.0 Users: These users are managed through the Onboarding 1.0 Dashboard under Security > Users.
    • BizX Users: These are the regular users who log into the SuccessFactors BizX platform. The user information is stored in the Universal Data File (UDF) and can be viewed in their Employee Central (EC) profile.
  • When you initiate onboarding for an individual, Onboarding 1.0 creates a user entry in its dashboard. However, this user is initially not present in the BizX environment. Depending on system configuration, the user may sync with BizX later, adding them to the BizX user list. Alternatively, you can directly create a BizX user in EC, which won't appear in Onboarding 1.0 unless a user sync is performed.
  • User sync is a configuration task designed to update or create users in Onboarding 1.0; it's a one-way synchronization, sending data only to Onboarding 1.0, not the other way around. Recognizing the existence of these two distinct user types helps illuminate the synchronization process. 
  • Consider a scenario where you have a user named Jack with different usernames between the systems:
    • Example 1:
      • User in Onboarding 1.0: Login "jack123," first name Jack, last name Bauer.
      • User in BizX: Username "jack," first name Jack, last name Bauer.
      • These two are completely different users, which means searches will not work, and documents will have "admin" listed as the owner.
    • Example 2:
      • User in Onboarding 1.0: Login "jack," first name Jack3, last name Bauer3.
      • User in BizX: Username "jack," first name Jack, last name Bauer.
      • These two are the same user. The name differences illustrate that the identifiers "login" and "username" are what matter. Searches will work, and documents will have "Jack" listed as the owner.
  • This distinction is crucial for understanding file management within the system. For files to be searchable under Manage Documents by name, the "login" from Onboarding 1.0 and the "username" from BizX must match; otherwise, the file owner may not be identifiable, hindering file searches.

Documents unsupported for migration:

• Q: What does this mean? How do we get a list of these documents?   
• A: Mostly, failed documents were either corrupted or unavailable in the system if those are custom uploaded. Follow the steps below to see the list of unsupported documents. Try to access random documents by clicking "View PDF" on the Document Center grid, and see if the content is visible or not.
  1. Navigate to ONB 1.0 > Document Center. 
  2. Click on Advanced Options, select "Document Migration Status" and choose "Documents failed to be migrated". 
  3. Click Submit. You should be able to see all the documents that failed on the grid.

Documents failed to be migrated:

• Q: How do we get a list of these documents?
• A: Please follow the same steps provided above.

Document audits awaiting migration:

Context on Audit records: When candidates/users try to view documents from DocCenter or Work Queue, that activity generates an audit record. Those audit records will be migrated as part of the Document Migration activity. In case new audit records got generated in the ONB 1.0 system post Document Migration activity was completed, then those counts will be visible in "Document audits awaiting migration".

• Q1: What does this do?
• A1: There will be no impact of this count on the ONB 1.0 / BizX system. It is just an indication that there is 1 audit record (based on data provided as on date) that is awaiting migration.
• Q2: Where is it migrated?
• A2: Audit records will be migrated to DMS. If you need more details on how to download ONB 1.0 documents audit data from the BizX system, kindly follow the steps below and export the ONB2LegacyONB1FormAudit object.
  1. Navigate to BizX > Import and Export Data.
  2. Select "Export Data" in the action dropdown.
  3. There are two objects related to Document Migration Activity: ONB2LegacyONB1FormData and ONB2LegacyONB1FormAudit.
  4. You will receive a pop-up saying the request has been submitted successfully. Click 'Ok' to close the pop-up.
  5. Then, on the same page, click "View Result". It will land on the 'Scheduled Job Manager' page having your request at the top.
  6. Click on "View Details" against that record, which will open a pop-up
  7. Click "Download Status" available in that pop-up. This will download a zip file.
• Q3: Does it generate a general audit report?
• A3: Just having a count in "Document audits awaiting migration" doesn't create an audit report. As said in #Q2, that process needs to be followed to see the audit details of ONB 1.0 documents in the BizX system.

Steps to migrate pending audit records: 

1. Navigate to Provisioning tool > Manage Scheduled Jobs
2. Choose job type as: "Onboarding 1.0 Historic Audit Data Migration Job" and trigger this.
3. If the count is too low, it will be completed in a matter of minutes.
4. Then, you can observe the count of "Document audits awaiting migration" as 0, and that 1 record will be added to the count of "Document audits migrated".
5. The status of "Document Audit Migration Job Status" in ONB 1.0 > Settings > Features Usage page will be visible as "Done".

• 3672816 - Ownership of migrated onboarding 1.0 documents to Manage Documents
• 3713707 - How to search the ONB 1.0 documents within Manage Documents post migration tool - Onboarding 1.0
• Migrating Documents from Onboarding 1.0
• Decommissioning Onboarding 1.0

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