3770331 - manual onboarding initiation with same email address appears to allow duplicates - SAP SuccessFactors Onboarding

• Manual onboarding can be initiated twice using the same user's email, resulting in two onboarding processes for the same person.
• In other cases, an error prevents adding a new hire when the email is already used as a username: "There’s already a user with username or email ID in the system. Enter a different email ID and try again."

• SAP SuccessFactors Onboarding

1. Open Add New Hire to Onboarding and initiate manual onboarding using the user's email.
2. Complete Manage Pending Hire for the person so the user is hired and the username changes from the email to another value.
3. Initiate manual onboarding again using the same user's email.
4. Observe that onboarding starts successfully without a duplicate-username error, creating a second onboarding record for the same email.
5. Alternatively, attempt to initiate manual onboarding using an email that is currently stored as the user's username and observe the error: "There’s already a user with username or email ID in the system. Enter a different email ID and try again."

• Expected behavior: During manual initiation, the system assigns the email as the username, and username is unique in users_sysInfo.
• After Manage Pending Hire, the username can be changed from the email to another value (for example, by configuration or rule). Once the username is no longer the email, initiating onboarding again with the same email does not violate the unique-username constraint and proceeds.
• Two profiles with the same contact email can exist because multiple employments for the same person are supported.

1. Verify the current username stored for the person in Admin Center > Data Inspector > users_sysInfo.
2. If the username equals the user's email, manual onboarding with that email will be blocked and the error will display as designed.
3. If the username has changed from the email (for example, after Manage Pending Hire), manual onboarding with the same email will be allowed by design and may create an additional onboarding process.
4. To avoid unintended duplicates, review the Manage Pending Hire and username assignment logic and adjust internal procedures to prevent initiating onboarding a second time for the same email when a prior process exists.

From UI, it is not possible for normal user to see if candidate with same email was initiated or added in the system. If HR/user does not have access Data Inspector -> Table_USERS_SYSINFO, they can verify the email in Integration center--> create--> Email Information--> add a filter on email address that you want to verify if any record already exist with this email or not.  

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