3764924 - Adding an Approval or Review Step Before Employee Central is Updated in a Crossboarding Process - Onboarding

In SAP SuccessFactors Onboarding for internal hires, an approval or review step is required between the completion of the onboarding activities and the update of the Employee Central record. Guidance is required on the supported mechanisms to introduce this gate and on the configuration steps for each. 

SAP SuccessFactors Onboarding

Two SAP supported mechanisms exist for adding a review or approval point in a crossboarding process. They sit at different stages of the flow, and the choice depends on where the gate is needed.

Mechanism 1: Final Review step inside the Onboarding Process Variant

The Final Review step is added to the crossboarding process variant in Process Variant Manager. It runs after the Personal Data Collection step and gives the responsible user the ability to review, edit, or request a correction to the new hire data before the process completes and propagates to Employee Central.

Use this mechanism when:

1. The reviewer is HR or another responsible user defined within the Onboarding process.
2. The gate must sit before Onboarding finishes, while the data is still inside the Onboarding scope.
3. The expected action is validation, edit, or correction request rather than a structured approval chain.

Configuration steps:

1. Open Process Variant Manager and locate the crossboarding process variant in scope.
2. Add the Final Review step after the Personal Data Collection step. See Help Portal, Performing the Final Review: Performing the Final Review | SAP Help Portal 
3. Save and validate the process variant. See Help Portal, Updating a Process Variant: Updating a Process Variant | SAP Help Portal 
4. Test the flow with an internal hire candidate to confirm the Final Review step appears as expected.

Mechanism 2: Employee Central workflow on the Job Information change

The Employee Central workflow engine can be configured to fire when the Job Information record is updated as part of the crossboarding event. This routes the change through a workflow approver chain and gates the Employee Central record update itself.

Use this mechanism when:

1. The gate must sit at the Employee Central side, after Onboarding has completed.
2. A structured approval chain is required (single approver, parallel approvers, or sequential approvers).
3. The same workflow logic should also apply to other Job Information changes outside crossboarding.

Configuration references:

1. Help Portal, Crossboarding with Employee Central: Crossboarding with Employee Central | SAP Help Portal 
2. Help Portal, Crossboarding with Employee Central Workflow: Crossboarding with Employee Central Workflow | SAP Help Portal 
3. Help Portal, Configuring Crossboarding with Hiring Manager Activities: Configuring Crossboarding with Hiring Manager Activities | SAP Help Portal 

Comparison

• Final Review: gate is inside the Onboarding process, before the data reaches Employee Central. The reviewer can edit or request a correction.
• EC Workflow on Job Information: gate is on the Employee Central record update, after Onboarding completes. Approvers act through the EC workflow approval queue.

What is not standard

A custom approval chain that sits strictly between Onboarding completion and the Employee Central posting, outside the two mechanisms above, with custom routing logic, conditional approvers based on internal hire criteria, or chained approvals across systems, is not a standard out of the box flow. Designing such a chain falls under implementation partner scope rather than SAP supported configuration. To submit a request for this behavior in a future release, follow the enhancement request process documented in KBA 3521269: 3521269 - How to Submit Feature Requests, Ideas or Enhancements for SAP for Me - SAP for Me

• Performing the Final Review | SAP Help Portal
• Creating a Process Variant | SAP Help Portal
• Updating a Process Variant | SAP Help Portal
• Configuring the Internal Hire Process | SAP Help Portal
• Crossboarding with Employee Central | SAP Help Portal
• Crossboarding with Employee Central Workflow | SAP Help Portal
• Configuring Crossboarding with Hiring Manager Activities | SAP Help Portal
• 3521269 - How to Submit Feature Requests, Ideas or Enhancements for SAP for Me - SAP for Me

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