3737975 - Documents Assigned to Admin User After Migration from Onboarding 1.0 - Onboarding

A percentage of documents are being assigned to the default Job Admin user, making it difficult for customers to accurately track and manage document ownership.

SAP SuccessFactors Onboarding

During the Document Migration Job, the system attempts to map documents to their respective users. In some cases, the system is unable to determine the correct owner due to insufficient or unclear data, resulting in those documents being assigned to the default Admin user.

More information is shared here: Document Migration: Understanding User Difference Between Onboarding 1.0 and BizX

Resolution

To address this issue, the following enhancements are being introduced in an upcoming patch (tentatively planned for end of April, 2026):

1. Improved User-to-Document Mapping
   An enhanced mapping mechanism will reduce the number of documents incorrectly assigned to the Admin user.
2. Downloadable Final Report
   A report will be available after the migration job is re-run, allowing customers to audit and identify documents still assigned to the Admin user.

Re-running the Migration Job

Customers can re-run the Document Migration Job with the improved mapping logic. Please note:

• The upload process will not be triggered again
• Only the user-to-document mapping will be updated

Final Report Details

The Final Report helps identify the correct ownership of documents that remain assigned to Admin. It includes:

• Document Name
  Matches exactly with the document uploaded in Manage Documents
• Onboardee Details
  Includes key identifiers such as First Name, Last Name, DOB, SSN, Hire Date, etc.

This information allows customers to cross-check and audit documents for a specific employee/onboardee directly in the Manage Documents page.

Note on Suggested Enhancement

The suggestion to include the onboardee name in the document name was evaluated but not implemented due to:

• GDPR compliance concerns
• Limited support for localization of document names

As a result, the report-based approach was selected as a more compliant and practical solution.

Accounts with High Admin Document Percentage

For accounts experiencing a high percentage of documents assigned to Admin, it is recommended to:

• Request a migration job re-run
• Use the Final Report for auditing and reconciliation

Tracking & Support

Customers can monitor the status of this enhancement request by contacting their Account Executive or Customer Engagement Executive and referencing: PTCH-49525

• Document Migration: Understanding User Difference Between Onboarding 1.0 and BizX
• 3672816 - Ownership of migrated onboarding 1.0 documents to Manage Documents

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