3764235 - Permissions required to initiate Onboarding Process - Onboarding

To initiate Onboarding in SAP SuccessFactors, the required role based permissions depend on the entry point used. Onboarding can be initiated from Recruiting Management (Take Action > Initiate Onboarding), from a third party Applicant Tracking System (ATS) through the ExternalUser / ExternalLearner OData APIs, or directly from Admin Center using the Add New Hire to Onboarding page. Each entry point requires a different combination of provisioning settings, RBP permissions, and configuration. Guidance is required on the full set of prerequisites and permissions for each scenario, and on how to distinguish between the Onboarding Initiate Permission under Recruiting Permissions and the Initiate Onboarding API permission under Manage Onboarding or Offboarding.

• SAP SuccessFactors Onboarding
• SAP SuccessFactors Recruiting

Tenant prerequisite (applies to all scenarios)

1. In Provisioning, go to Company Settings > Enable Onboarding Integration and enable BizX Onboarding Integration (requires BizX Onboarding). Without this setting, the Onboarding RBP permissions described below are not exposed in Manage Permission Roles. For details see KBA 2283344, Initiate Onboarding permission is missing in RBP  2283344 - Initiate Onboarding permission is missing in RBP - Onboarding 1.0 - SAP for Me . If you do not have access to Provisioning, contact your implementation partner or SAP Support.

Scenario 1: Initiate Onboarding from Recruiting Management (Take Action > Initiate Onboarding)

Reference:  3057076 - How to Initiate Onboarding and its Prerequisites - Recruiting Management - SAP for Me 

In Admin Center > Manage Permission Roles > [Role] > Permissions, grant:

1. Manage Recruiting > Setup Onboarding Integration (Onboarding 1.0).
2. Recruiting Permissions > Recruit-to-Hire Data Mapping (Onboarding 2.0).
3. Recruiting Permissions > Onboarding Initiate Permission.
4. Recruiting Permissions > Onboarding Update Permission.

Configure the Job Requisition Template:

1. Add a feature-permission type="onboarding" section listing the role and the application status from which the Initiate Onboarding action is allowed. See 2430029 - Initiate Onboarding portlet/button missing in candidate's application - Recruiting Management - SAP for Me.
2. Ensure the application status used in the feature permission has Hireable Options > Hireable enabled in the Applicant Status Configuration.

Scenario 2: Initiate Onboarding through the ExternalUser / ExternalLearner OData APIs (third party ATS)

Reference: KBA 3282705, Post 2H 2022 release, Initiate onboarding from 3rd party ATS Error: Permission employee_import_user_admin is required for creating or updating a user 3282705 - Post 2H 2022 release, Initiate onboarding from 3rd party ATS Error: Permission employee_import_user_admin is required for creating or updating a user - SAP for Me.

The internal user authenticating the API call needs both User Search and User Import permissions:

1. Manage Permission Roles > [Role] > Permissions > User Permissions > General User Permission > User Search.
2. On Employee Central instances: Manage Permission Roles > [Role] > Permissions > Employee Central Import Settings > Import Employee Data.
3. On non Employee Central instances: Manage Permission Roles > [Role] > Permissions > Manage User > Employee Import.

Scenario 3: Initiate Onboarding directly from Admin Center (Add New Hire to Onboarding)

The Add New Hire to Onboarding page is controlled by a different permission than the one used in the Recruiting flow.

1. Manage Permission Roles > [Role] > Permissions > Manage Onboarding or Offboarding > Initiate Onboarding API. This permission controls the visibility of the Add New Hire to Onboarding page. To remove the page from a role, disable this permission. See 3082969 - Remove Add new hire to Onboarding access - Onboarding - SAP for Me.
2. Manage Permission Roles > [Role] > Permissions > Manage Hires > Add New User.
3. Manage Permission Roles > [Role] > Permissions > Manage Hires > Rehire Inactive Employee (only when the scenario is rehire).
4. Manage Permission Roles > [Role] > Permissions > MDF Foundation Objects > Company with View, edit, create, and at least View permission for the other Foundation Objects referenced in the data model (Legal Entity, Business Unit, Department, Division, Location, etc.). See 3113126 - Error in Add New Hire - Onboarding - SAP for Me.
5. The user initiating Onboarding must have a default locale defined in Settings > Change Language. The Legal Entity selected for the candidate must have a Country configured in Manage Data > Legal Entity.

Distinguishing the two "Initiate" permissions

The two permissions below sound similar but control different actions:

• Recruiting Permissions > Onboarding Initiate Permission: enables the Take Action > Initiate Onboarding button on the application in Recruiting Management (Scenario 1).
• Manage Onboarding or Offboarding > Initiate Onboarding API: enables the Add New Hire to Onboarding page in Admin Center and the Initiate Onboarding API / Mass Initiate Onboarding API endpoints (Scenario 3).

A role may require one, the other, or both, depending on which entry points it is expected to use.

• 2283344 - Initiate Onboarding permission is missing in RBP - Onboarding 1.0 - SAP for Me
• 3057076 - How to Initiate Onboarding and its Prerequisites - Recruiting Management - SAP for Me
• 2430029 - Initiate Onboarding portlet/button missing in candidate's application - Recruiting Management - SAP for Me
• 3282705 - Post 2H 2022 release, Initiate onboarding from 3rd party ATS Error: Permission employee_import_user_admin is required for creating or updating a user - SAP for Me
• 3082969 - Remove Add new hire to Onboarding access - Onboarding - SAP for Me
• 3113126 - Error in Add New Hire - Onboarding - SAP for Me 
• 3740329 - Cannot control permissions for the "initiate onboarding" action; configuration not available - SAP for Me
• Help Portal - Mass Initiation of Onboarding via API

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