SAP Knowledge Base Article - Public

3767370 - Multiple Country-Specific Onboarding Permission Roles Into a Single Role Using Target Population - Onboarding

Symptom

In SAP SuccessFactors Onboarding, permission roles are often created at a country-specific level, resulting in multiple admin roles (such as ONB 2.0 Admin - US, ONB 2.0 Admin - IN, ONB 2.0 Admin - JP) and multiple external user roles (such as OnboardingExternalUsers-US, OnboardingExternalUsers-CA, OnboardingExternalUsers-SG). 

This document is created to guide on whether these roles can be consolidated into a single role per category, with country differentiation managed through target population configuration.

Environment

SAP SuccessFactors Onboarding

Resolution

The standard SAP Role-Based Permissions (RBP) model supports consolidating country-specific Onboarding roles into a single role per category. The recommended approach is to minimize the number of roles and manage access scope through target populations.

Admin roles (ONB 2.0 Admin)

  1. Identify all permissions currently granted across the country-specific admin roles.
  2. Create or designate a single consolidated admin role in Manage Permission Roles.
  3. In the Assignments tab of the role, assign the relevant permission group and define a target population scoped by country, location, department, or division as required.
  4. Validate that the consolidated role covers the access previously granted by all individual country roles.

For the full list of required permissions for Onboarding administrators, see Help Portal, Role-Based Permissions for Administrators in Onboarding and Offboarding:  Role-Based Permissions for Administrators in Onboarding and Offboarding | SAP Help Portal 

For a full overview of Onboarding RBP configuration, see KBA 3196136, Onboarding Role-Based Permission - Main KBA:  3196136 - Onboarding Role-Based Permission- Main KBA - SAP for Me 

External user roles (OnboardingExternalUsers)

External user roles follow a dedicated target population procedure that differs from the standard RBP target population assignment.

  1. Create or designate a single external user role using Create New Role for External User in Manage Permission Roles.
  2. Assign the required permissions for new hires as external users to this role. See Help Portal, Role-Based Permissions for New Hires as External Users:  Role-Based Permissions for New Hires as External Users | SAP Help Portal 
  3. To scope the role to specific countries or groups of onboardees, assign external user target populations following Help Portal, Assigning External User Target Populations to Responsible Users' Permission Role:  Assigning External User Target Populations to Responsible Users' Permission Role | SAP Help Portal 
  4. The Granted User (Self) option is a supported target population setting for external user roles and can be used as an alternative to All External Users when the configuration requires it.

For additional reference, see KBA 3072281, Assigning External User Target Populations to a Role:  3072281 - Assigning External User Target Populations to a Role - Onboarding - SAP for Me 

NOTE: The end-to-end role redesign, including decisions on which permissions to retain, how to model target populations for a specific instance, and how to migrate existing role assignments, is a configuration design activity outside the scope of SAP Product Support. Engaging an implementation partner for this work is recommended.

See Also

Keywords

SAP SuccessFactors Onboarding, OBX, ONB, ONB 2.0, role consolidation, country-specific roles, ONB 2.0 Admin, OnboardingExternalUsers, external user role, target population, RBP, Role-Based Permissions, permission role, single role, role management, Granted User Self, merge roles, minimize roles , KBA , LOD-SF-OBX-ADM , Admin UI , How To

Product

SAP SuccessFactors Onboarding all versions