3770173 - Available Document Categories for Onboarding Templates and Compliance Forms - Onboarding

SAP SuccessFactors Onboarding supports a fixed set of document categories used to organize and display templates and compliance forms throughout the onboarding process. The available categories differ depending on whether they serve custom document templates or country-specific compliance forms enabled in Compliance Settings. Understanding the complete list of categories and the conditions under which each appears is necessary to correctly configure document templates and ensure proper document visibility during the onboarding flow.

SAP SuccessFactors Onboarding

1. Open Onboarding Dashboard.
2. Select a candidate, then choose Actions > Onboarding Documents.
3. Review the categories displayed for the candidate’s documents.

Document categories in SAP SuccessFactors Onboarding are system-defined and cannot be customized. The set of available categories is divided between standard template categories, which are always present, and country-specific compliance categories, which appear based on the countries enabled in Compliance Settings.

The categories available in Onboarding are organized into three groups: standard template categories, country-specific compliance categories, and a special attachment category. The sections below describe each group, its purpose, and the conditions under which it is available. For instructions on assigning a category when uploading a template, see Uploading a Document Template.

Standard Template Categories

These four categories are always available in Admin Center > Maintain Onboarding and Offboarding Document Templates and are used when configuring custom document templates:

• Administrative
• Custom New Hire
• Policy Agreement
• Compliance

Note: The Compliance category is reserved for system-generated compliance documents. For custom templates, use Administrative, Custom New Hire, or Policy Agreement.

Country-Specific Compliance Categories

These categories appear automatically when the corresponding country is enabled in Compliance Settings. They are system-managed and are not assignable to custom templates.

United States (when U.S. compliance is enabled):

• USA I9 Forms
• USA E-Verify Forms
• USA W-4
• USA State Withholding Forms

Other countries (when the corresponding country is enabled):

• India Compliance Forms
• Spain Compliance Forms
• New Zealand Compliance Forms

Additional country-specific categories follow the pattern [Country] Compliance Forms and appear dynamically as countries are enabled.

Special Category

Custom Data Collection Attachments is a standalone category used for attachments collected during custom data collection tasks. It operates separately from the document template flow.

Assigning a Category to a Document Template

1. Navigate to Admin Center > Maintain Onboarding and Offboarding Document Templates.
2. Select an existing template or upload a new one.
3. In the Category field, select the appropriate category for the template.
4. Save the template.

Note: It is not possible to create new document categories or modify the names of existing ones. Only the standard template categories listed above are available for selection in Maintain Onboarding and Offboarding Document Templates. For information on this limitation, see KBA 3258605.

Permissions

To control which users can access documents by category, configure Document Category Access under Role-Based Permissions. Only the four standard template categories (Administrative, Custom New Hire, Policy Agreement, and Compliance) are supported for permissioning. Country-specific compliance categories are not currently applicable to Document Category Access.

After configuring category assignments on document templates and enabling the required countries in Compliance Settings, documents appear under the correct categories in the Onboarding Dashboard when selecting Actions > Onboarding Documents for a candidate.

• KBA 3258605: Possibility to Change the Document Name and Category for Onboarding Documents
• Viewing New Hire Documents | SAP Help Portal
• Uploading a Document Template | SAP Help Portal

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