3. Table of Contents
Home Page – Overview
Work Queue – Overview
Work Queue – Filtering Activities
Security – Overview
Security – Groups & Roles
Security – Users
Security – Users to Groups
Security – Groups to Users
Security – Role Based Permissions
Notifications
Notifications - Creating / Editing
Notifications – Recipients
Notifications – Reminders
Notifications – Attach Forms
Notifications – Advanced Conditions
Notifications - Resending
Reporting – Overview
Reporting – Advanced Reports
Reporting – Signature Reports
DocumentCenter
DocCenter – Document Purge
Creating Advanced Conditions
Settings – Overview
Settings – Password Security
Settings – Manage Employees
Settings – Data Dictionary
Settings – Panels
Settings – Forms
Settings – PDF Forms
Settings – Mail Queue
Settings – Audit Trail
My Profile
Reference Files – Overview
Reference Files – Corporate Structure
Reference Files – Data Lists & Provisioning
Reference Files – Forms
Reference Files – Banks
4. Home Page - Overview
• Home – Click at anytime to return to the dashboard home page
• Reports – Click to request reports about New Hires and Onboarding data
• DocumentCenter – Click to review documents completed and e-signed during the
Onboarding process.
• Process – Click to begin the New Hire Process if you are manually Onboarding a New
Hire. Also, use to manually start any configured process. i.e. I-9 Verification, E-Verify,
or eWage.
• Notifications – Click here to review, add, modify system Notifications. Also, you can
resend notifications from here.
5. Home Page - Overview
• Security – Click here to manage the Onboarding security. This includes
creating and maintaining Groups and Roles.
• Reference Files – Click here to maintain the Corporate Structure, Data Lists,
Forms, and the EFT Bank List.
• Admin Reports – Click here to view system reports and metrics. Find out the
duration of system activities.
• Settings – Manage logos, password security, employee data, maintain the
data dictionary, build panels, map forms and view the audit trail.
• My Profile - Manage your password and set your user security question.
7. Work Queue - Overview
The Onboarding Work Queue offers a gateway to real-time information about the
status of all New Employees as they step through the onboarding process
• The Work Queue consists of the Onboarding steps plus Notifications. These display
as Activities that are assigned to the user, or Activities the user is monitoring.
• To execute and assigned Activity in the Work Queue, double-click on the Activity.
The appropriate Wizard will be launched.
8. Work Queue - Overview
The Onboarding Work Queue Provides visibility into all outstanding activities assigned to
you or others you may supervise. The Work Queue provides the status due date, and
assignment of the activity and start date of the New Hire. Work Queue columns are
configurable and can be sorted by clicking on the header.
• Assigned To – User responsible for completing the step
• Activity – Organized into groups based on the Process
• Onboarding Activities consists of the following:
The PostHire Verification Step (Due Date is the HireDate plus five days)
The New Employee Step (Due Date is the Date of Orientation or 14 days)
The Orientation Step (Due Date is Date of StartDate plus three days)
The Signature Step
• Due Date – Date upon which the activity is due to be completed
• Start Date- Start Date of the New Hires Employment
• Location and Department – Columns are configurable based on customers unique
Corporate Structure.
10. Work Queue - Overview
View Form - Quick view and full
access to completed forms
View at a Glance – Ability to view
data collected from each process
step
Delete Activity – Ability to delete
Activity from Work Queue (note –
employee data still stays in
Onboarding)
Audit Trail – Ability to view all activities
within each process step
Back to Previous Step – Allows you to
jump back to the beginning of the
step and start over.
11. Work Queue - Filtering Activities
Pane 1- Displays the Work Queue Summary that provides a filtered view of the number of
Activities within each process.
Pane 2 – Displays the number of Activities within each Work Queue Summery Process. If you
change the Process in Pane 1 the Activities in Pane 2 will update and refresh.
Pane 3 – Allows searching Activities by various parameters captured in Onboarding. Most
common are:
– Activity
– Associate
– Assigned To
– Department
– Ethnic Group
– Job Title
– Gender
In addition, you may show all Outstanding Activities, Completed Activities or All Activities related
to these types. You can also do an Advanced Search by any condition or data field within
Onboarding.
12. Work Queue – Filtering Activities
• The filter in Pane 1 reflects each tab that runs across the top of the Filtered Work
Queue Summary. Click once on the tab and Pane 2 will update and refresh.
• Click on the Work Queue Header to sort the desired column
• The Work Queue can also be filtered by clicking on the Show menu which will show
the activities you are responsible for, activities you are monitoring, activities relating
to Notifications, and all outstanding activities.
13. Security - Overview
Both Onboarding and SuccessFactors HCM have security groups and roles to control
permissions and the user access. Onboarding requires the configuration of Role-Based
permissions to control user access.
• Role-Based Permissions is required for Onboarding.
14. Security - Overview
What are Roles?
A Role is assigned to a Group. There are seven role types that can be assigned. Each
of these role types refers to a specific responsibility within Onboarding.
What are Groups and Group Permissions?
Group permissions determine that actions available for a user within the application.
By adding users to a specific group, administrators can restrict the activities of different
types of users on a per-application basis. Group membership controls who can access
Onboarding and what actions can be performed.
For users responsible for the Onboarding processes, group permissions determine in
whose queue and activity is placed. For example, when a new hire is transferred from
an applicant tracking system (ATS) to Onboarding, the new employee can be placed
in the Hiring Manager’s queue or an HR Generalist’s queue.
For users responsible for administration of the site, permissions define the access to the
administrative units. For example, an administrator can have certain access to
manage reference files, account settings and admin reports.
15. Security – Groups & Roles
• Onboarding contains standard Groups
– User
– HR Admin
– Internal Resource
– External Resource
– Partner Admin
– Document Center
– Employee Portal
• Within the standard Groups there are set Roles
– E-Verify Notifications
– IT Department
– Payroll
– Reverification
– HR Manager
– Hiring Manager
– Recruiter
16. Security – Groups & Roles
An Onboarding role is assigned
to an Onboarding group. There
are ten role types that can be
assigned. Each of these role
types refers to a specific
responsibility within Onboarding.
Roles with access to complete an entire process
Groups assigned to any of the following roles can perform any of steps in the new hire workflow (PostHire Verification, New
Employee, Orientation and Signature), monitor onboarding activities, and receive notifications to perform certain onboarding tasks:
User:
• A User is someone who can onboard a new employee and monitor onboarding tasks. For example, an HR Generalist in the
corporate division can be assigned to onboard employees in a different division. A user group must have specific people
assigned to the group, similar to Windows™ security. Additionally, every person who has used Onboarding , including new
employees who have completed the onboarding process, can be found under the Users tab in the Security section.
Hiring Manager:
• A Hiring Manager is someone who can onboard a new employee, monitor onboarding, and receive notifications. The Hiring
Manager is a named user, meaning Onboarding automatically assigns an activity based on the ID on the new hire record.
Group security can be setup so that an Onboarding activity can be assigned based on the name of the Hiring Manager that is
included in the new employee record created by the ATS vendor, or entered in the PostHire Verification step.
17. Security – Groups & Roles
Roles with access to complete an entire process
Note: By default, the PHV step is assigned to the Hiring Manager named user. To change this you must update the named user
options in Super Admin.
Recruiter:
• A Recruiter is someone who can onboard a new employee, monitor onboarding, and receive notifications. The Recruiter is a
named user, meaning Onboarding automatically assigns an activity based on the ID in the new hire record. Group security can
be setup so that an Onboarding activity can be assigned based on the name of the recruiter that is included in the new
employee record created by the ATS vendor, or entered in the PostHire Verification step.
Roles with access to complete an entire process have the following permissions:
• Activity Permissions: Configurable permission to execute an activity under certain conditions, e.g., location, gender, age, start
date, etc.
• Activity Steps Permissions: Configurable permission to execute any or all steps of a process.
• Monitoring Permissions: Configurable permission to monitor an activity under certain conditions, for example, location, gender,
age, start date, etc.
• Monitoring Steps Permissions: Configurable permission to monitor steps of a process.
• Document Permission: Selectable permission to view documents from Work Queue.
18. Security – Groups & Roles
Roles with access to complete certain assigned activities within a process
Groups assigned to perform one of the following roles can receive notifications to perform certain onboarding tasks. They cannot
perform any of the new hire steps.
Internal
• Internal Resources are resources within the company that are assigned activities that need to be done in order to complete the
new employee’s Onboarding. For example, IT for technology provisioning, or Payroll for employee pay. Internal resources cannot
be assigned to execute new hire steps. They can only view activities assigned to them in their own Work Queue; no hiring
permissions are available.
External
• External Resources are resources outside the company that are assigned activities that need to be done in order to complete
the activities needed to onboard a new employee, such as business cards and uniforms. External resources cannot be assigned
to execute new hire steps. They can only view activities assigned to them in their own Work Queue; no hiring permissions are
available.
Roles with access to the Document Center
Document Center
• This role has permissions for viewing, saving, removing and uploading documents in the Document Center, as well as viewing
and/or updating indexes, viewing the document audit and re-indexing documents.
19. Security – Groups & Roles
Roles with access to the Employee Portal
Employee Portal
• The Employee Portal Group contains users with access to the Employee Portal administration.
Roles with access to administer the application
There are two types of administrator roles that can be assigned:
HR Admin
• HR admins are responsible for maintaining the notifications, security, reference files, and certain account settings . This r ole is
typically reserved for customer administrators.
Partner Admin
• Partner admins are responsible for managing the accounts, maintaining the notifications, security, and reference files that
govern the operations of Onboarding . This role is reserved for Onboarding Principal Consultants and Professional Services
Partners.
20. Security – Groups & Roles
Roles with access to configure Onboarding settings
System Admin
The System Admin group contains users with access to manage Onboarding settings such as wizards, user controls, HR Data, PDF
forms properties, configuration settings. This role is reserved for SuccessFactors Engineering.
Note: Do not manually add users to the System Admin group, and do not repurpose this group. If any users in the permission sync
are assigned to this group, the sync will fail.
21. Security – Groups & Roles
• You have the option of creating and adding Groups. While Roles are fixed.
– Click on Create
– Give the new Group a name
– Assign to a system Role
– Add permissions by using the check boxes
22. Security – Groups & Roles
• Once you create the Group and
assign a Role, click on the Create
and Assign button.
• The next window to open will ask you to select the process for which the Group will
have permissions. You can adjust multiple processes for the Group.
• Onboarding
• I-9 3 Business-Days / I-9 Reverification
• E-Verify / E-Verify Correct Data
• eWage / Pennsylvania Residency
23. Security – Groups & Roles
By selecting the Activity Permissions list
you can allow the Group to only view
certain New Hire Activities based on
chosen criteria and Conditional
Values
Common selections are based on the
Onboarding Corporate Structure:
• Company
• Division
• Department
• Location
• Country
• State
Note: You cannot execute any
process if you do not set Monitoring
Permission. Only setting up Activity
Permissions will NOT allow the User to
view the Activity.
• The User must also have the
assigned Relations added to their
User Profile.
24. Security – Groups & Roles
Select the Activity Steps
Permissions. This allows the Group
to have edit access to the following
steps within the Selected Process.
For Onboarding they would be the
following:
• Post Hire Verification Step
• New Employee Step
• Orientation Step
• Signature
Note: If edit access is provided to a
User they CANNOT e-sign
documents on behalf of a New Hire
or another Users.
25. Security – Groups & Roles
Select the WQ Monitoring Permissions.
This allows the Group to have
Monitoring access based on
Conditional Values set within the
Selected Process. You can allow select
Users to only view certain New Hire
Activities based on set criteria.
Selection of Use User’s PJ Code allows
Users to only see other users with the
same code that is attached to the
New Hire and Users HRData record.
The PJ Code will need to be assigned
in the Security Profile.
26. Security – Groups & Roles
Select the WQ Monitoring Steps
Permissions. This allows the Group to
have Monitoring access only to the
following steps within the Selected
Process.
27. Security – Groups & Roles
Select the View Activity Documents.
This allows the Group to have view
access to the e-signed documents
that appear in the Work Queue.
Note: If a Group is provided with
access to View Activity Documents
they will be able to view all
documents.
28. Security - Users
Anyone with access to Onboarding is considered a User. This would include Corporate Users as well
as New Hires. On the main Users Screen you can manage the following for every User.
• Print out a full User list
• Export to Excel
• Create / Add Users
• Add Relations
• Add Attributes
• Delete Users – This does not delete a New Hires record.
• Audit Trail
• Search for Users
• Mass Import Users
29. Security - Users
When Creating or Editing a Users record the
following criteria is required.
• Login
• Name
• Email
The following criteria is optional.
• Title
• PJ Code
– A code used to assign specific Group security
rights.
• Assign as a Delegate
– Temporarily allow a User to have rights of
another.
• Add to common Groups like Hiring
Manager, Recruiter, and HR Manager.
– Quickly add Users to the most common Groups.
30. Security - Users
Relations allows the User to
only access only specific New
Hires based on Corporate
Level structure.
As an example a Hiring
Manager may only need to
see New Hires within their
own Location.
31. Security - Users
Attributes allows the User to only
access only specific New Hires based
on specific criteria of fields and
values within the New Hires
Onboarding record.
• As an example a Hiring Manager
may only need to see New Hires
within a set pay grade.
32. Security - Users
Mass Import Users with all required
criteria:
• Add Relations
• Add Attributes
• Mass assign HR Manager or
Recruiter Group access
Export the template first by clicking on
the To Excel button. Populate the
data in the Template.
Upload the data by clicking on the
Import button.
Note: Data for Relations and Attributes
MUST match EXACTLY with the data
held within Onboarding.
33. Security - Users
Reset Password for any user in the
system is easy. Select the User and
click Reset Password to update the
password for the User.
Onboarding by default allows you to
enter a password three times with
failed attempts. After three failed
attempts the User is locked out.
By clicking on the Edit button will
allow you to see if the User has been
Lock Out of Onboarding.
Removing the check in the Lock Out
User box will restore the account to
the User’s password. It will NOT tell
you what the password is set too.
34. Security – Users to Groups
Once Roles are established for Groups you can assign Users to them.
Assign Users to Groups – Select this method if you have many Users being assigned to
one Group.
• Select the specific Group you wish to assign Users to.
• Next select the Users on the right side using the search feature. Add the check in
the box next to the Users login.
• Finally, click on the toggle button to move the Users under Group on the left side.
35. Security – Groups to Users
Once Roles are established for Groups you can assign Users to them.
Assign Groups to Users – Select this method if you have many Groups being assigned to just one User.
• Select the specific Users you wish to assign Groups to.
• Next select the Group on the right side by selecting the Type of Group from the drop down. Add
the check in the box next to the left of the Group.
• Finally, click on the toggle button to move the Group under the assigned User on the left side.
36. Security – Role Based Permissions
To use Onboarding, you must configure permissions in both the Onboarding application and
SuccessFactors HCM Role-Based Permissions. Once you have configured these two permission types, the
user and permission syncs allow the two different permission configuration to work together. Both
Onboarding and SAP SuccessFactors HCM have security groups and roles to control permissions and user
access.
RBP Roles in SuccessFactors HCM must named identically to Onboarding security groups.
This includes case and spacing. You cannot create additional Onboarding Security
Groups. Instead, create or updates RBP groups to correspond to the Onboarding groups.
Permissions in Onboarding consist of three parts: Onboarding groups, Onboarding roles,
and RBP roles:
• Onboarding groups are where Onboarding-specific permissions are set, for example
which actions in Onboarding a user has permissions for. Users are assigned to
Onboarding groups.
• Onboarding roles are assigned to an Onboarding group. These roles determine what
specific Onboarding features the group has access to. Each Onboarding role can
only be assigned one Onboarding group. You cannot combine distinct roles like Doc
Center and Employee Portal. If you need a user to have the permissions of multiple
roles, they must be placed in multiple groups. Onboarding roles are NOT adjustable or
customizable
• Roles in role-based permissions give general access to Onboarding or other general
features in SuccessFactors HCM.
37. Security – Role Based Permissions
Specific permission are required to control Onboarding/Offboarding through the Role in RPB.
When setting up a new Onboarding Role in RBP consider what SuccessFactors HCM permissions
might be required.
RPB Permission Result
On/Offboarding
• Manage Onboarding Permission Allows the user to view the Onboarding or On/Offboarding tab in the main SuccessFactors HCM menu. Also
allows access to the Onboarding application work queue.
• Manage Onboarding additional content Grants the user access to the Configure new hire activity planning process, Maintain Central Orientation
Meetings, and Maintain Lists of Items to Bring features in Admin Center.
Recruiting Permissions
• Onboarding Initiate Permission Allows the user to update the Onboarding activity for customers using Recruiting Management - Verifications
Inc. integration.
Note - This permission is not relevant for SuccessFactors HCM Onboarding.
Manage Recruiting
• Manage Onboarding Templates Allows the user to add or edit Recruiting e-mail templates for Onboarding.
• Setup Onboarding Integration Allows the user to define field mappings for the RCM entity templates: Job Requisition, Job Offer, and Job
Application. If a customer is using Intelligent Services, it also allows options for propagating RCM updates to
Onboarding, and reassigning ongoing Onboarding activities.
38. Security – Role Based Permissions
System Syncs Jobs
Various back end system jobs run processes between SuccessFactors HCM and Onboarding. These jobs are used to transfer the existing
user data from SuccessFactors Onboarding into the Onboarding system, sync the data using Ad Hoc reports. These reports are only for
data of existing SuccessFactors HCM Suite users – like currently employees, hiring managers or HR personnel. New Hires are managed
separately.
There are three reports required to synchronize data between the systems, in an exact order: User Import File, User Sync, and Permission
Sync. A fourth job, OnStartDate, is only required for customers not integrated with Employee Central, and must be run after the User
Import File. The OnStartDate job and User Import File are scheduled jobs configured and managed in Provisioning.
The Permission Sync report synchronizes the roles and permissions for users between the legacy Onboarding system and the
SuccessFactors HCM Onboarding application.
39. Security – Role Based Permissions
OnStartDate Job - OnStartDateStatusChange job runs nightly at a configured time and must be completed
before the User Sync and Permission Sync reports can run. This is used only for customers without Employee
Central. This job captures the OnStartDateStatusChange job picks up any users who meet either of two
conditions. In these conditions, the creation date corresponds to completion date of the New Employee Step.
The Hire Date corresponds to the WOTCStartDate.
Once the relevant users are picked up by the job, each user ID is checked against the existing SuccessFactors
HCM CandidateInfoObject userID field. If the user is already present, the record is skipped and not updated.
If the user is not present, the user's first name, last name, date of birth (where present), and user ID are sent to
Onboarding. The system searches Onboarding based on the data passed, and fetches the existing user
record. Onboarding updates the user's Employelogin key with the Onboarding user ID, then sends the
KMSUserID field value to SuccessFactors HCM.
Using the KMSUserid, the system checks all CandidateInfoObjects, matches the user ID with the corresponding
object, and updates the object with the user ID.
In instances where the customer has Recruiting Management, the Recruiting user record is updated with the
user ID, and the candidate is moved to Hireable to Hired status.
40. Security – Role Based Permissions
User Sync Job - User Sync reports are required to configure Onboarding. The User Sync report must run and complete
before beginning the Permission Sync report. Users must be in Onboarding prior to being able to access Onboarding.
New Hires are not Users. A New Hires Onboarding record is created within the integration from Recruiting or an ATS.
There are three different unique data ID keys:
• Recruiting ID or Client ID - Unique number generated by the recruiting system or ATS to identify the new hire
• HRData ID – Unique number generated by Onboarding to identify the new hire activity
• Employee ID – Unique number generated by Employee Central or the client's HRIS to identify the new employee
Customers who are not using an integration with SuccessFactors Employee Central must map the HRDataID field to
their HRIS, and from the HRIS to SuccessFactors HCM. Add this field to the standard data export from Onboarding to
the HRIS, and include the OnboardingID field on the user import from the HRIS to SuccessFactors HCM. The HRDataID
populates the OnboardingID field in SuccessFactors HCM.
After completion of the PHV step,the new Hire activity is triggered and new hires are assigned the temporary
SuccessFactors HCM ID. To control this ID, navigate to SuccessFactors HCMAdmin Tools Company Settings Company
System and Logo Settings. The Next Person ID Assigned field dictates the ID assigned to the next candidate who's
New Hire activity is triggered.
After the new hire's start date, the user import process uses the OnboardingID field to associate the temporary ID with
the employee ID.
41. Recruiting
Onboarding
Employee
Central /HRIS
SuccessFactors
Platform
ONB
Candidate
MDF Table
RCM sends “candidateId” and “applicantId” in
the background of integration from the
Candidate Profile.
ONB Manager
Activity Wizard
Upon completion of the ONB PHV step ONB sends the
“HRDataID”, “CandidateId”, and “applicantId” to the MDF Table.
The Manager Activity Process is Started. The Employee can now
view their Home Screen Tiles Pre-Day 1 Employment.
Pre-Day 1 Data
After the New Hire completes the NES step in Onboarding the
“HRDataID” is automatically sent to EC.
EC/HRIS takes the “HRDataID” and places it in the
“OnboardingID” field to send it to the SF platform after the New
Hire Start date. This matches the temporary record with the
permanent record. The two records are then merged.
42. Security – Role Based Permissions
Permission Sync Job - Once all Roles and Groups are established with permissions in both SuccessFactors
HCM and in Onboarding you can set up and run the Permission Sync Job.
The Permission ad hoc report needs to first be set up with two fields (User ID and Role Name). These two fields
sync nightly to Onboarding updating the User and the Roles they are currently in. This allows for the security of
Users to be maintained in one place. Keep in mind that when the nightly permission sync runs it will over write
all existing users in roles within Onboarding.
43. Notifications
Within Onboarding there are over 120 standard system notifications. You have the ability to customize each one
and to create your own required custom notifications. Notifications are designed so that they can be sent internally
to a Group, a User, or to individual assigned to an activity. Notifications can also be sent externally.
Notifications are categorized by folders on the left of the screen. This will help you sort through what is available.
If you know the name or subject of a
specific notification you can also do
a search.
44. Notifications – Creating / Editing
To create a notification simply start by clicking on the “Create” icon.
A window will pop-up with the options to set up your notification.
Editing an existing notification can be done the same way by
clicking “Edit”.
Step 1. Choose the process in which you are attaching
the notification too.
Step 2. Choose the “Type” of notification. This refers to
the type of recipient.
45. Notifications – Creating / Editing
Step 3. Provide a name to the notification. Best Practice: Use the customer
account initials in front of the notification name. Example - ACME_New Hire
Training. This will make searching for custom notifications easier.
Step 4. Provide a Subject for the notification. This is the subject that will
appear in the email subject line. Note: you can include field tokens (data
keys) within the subject line. Example: Set Up New Hire
{FirstName}{LastName} for Training
46. Notifications – Creating / Editing
Step 4. Choose the Wizard in which you are attaching the notification too.
You may want to use one of the standard Wizards. But you might have also
created a custom process flow in which you need to attach the notification.
47. Notifications – Creating / Editing
Step 5. Choose the point in which you would like to trigger the notification
to send.
48. Notifications – Creating / Editing
Notify At Definition
Post Hire Step Triggers at end of PHV
New Employee Step Triggers at end of NES
Orientation Step Triggers at end of OS
On Post Hire Step Triggers at Start of PHV
On New Employee Step Triggers at Start of NES
On Orientation Step Triggers at Start of OS
On Notification Step Triggers at Start of Custom Sub-Process
Signature Step Triggers at end of Signature Step
Create Activity Triggers Prior to the Start of PHV (upon record creation)
Activity Deleted Triggers when any record is deleted
Email Failed Triggers when any email fails
Email Undelivered Triggers when any email is undelivered
Hiring Manager Change Triggers when there is a change with Hiring Manager
These are the most
commonly used selections
for “Notify At” in
notifications and their
definitions.
49. Notifications – Creating / Editing
Step 6. Choose the point in which you would like the associated activity to
be due by. Some notifications may not require this. Only notifications that
contain an actual Onboarding activity require this.
50. Notifications – Creating / Editing
Step 7. Choose the remainder of your selections.
• Create Activity in Work Queue - if there is an attached Sub-Process or
associated activity to the notification this can display on the work queue.
• Remove Parent Activity - if there are multiple Sub-Processes or activities
working together where they must be completed in order you can
remove the parent activity off the work queue when completed.
• Hide Parent Activity – with multiple Sub-Processes you can hide the
parent activity but display the child activities.
• Secured Wizard – used to create a secure user login to start the Sub-
Process.
• Attach Logo – Attach customers custom uploaded logo to email
• Send email - ability not to send email. Used mostly for Sub-Process where
the activity is only displayed on the work queue.
• Print - Force print the email. Email contain print option.
• Don’t attach forms to email – option to ensure forms are not attached to
email. Used for emails that might contain PII (personal identifiable
information).
• Prevent duplicates – helps prevent the recipient form receiving multiple
emails. Not suggest for use as you cannot use the resend function.
• Use Business Days – used when setting up reminders. Business days vs.
Calendar days.
51. Notifications – Recipients
Onboarding notifications can go to an internal company
resource, group, individual, new hire, or they can also go to an
external resource.
Notification recipients work with the Onboarding security
groups. Think of them as cousins. The group must first be set up
and the individual must be assigned to the group in order to
receive the notification.
Some notifications are designed to go directly to a specific
source. An “Employee Notification” will always go to the
assigned new hire. A “Hiring Manager Notification” will always
go to the assigned Hiring Manager on the Job Req from
Recruiting.
A “Data Driven” notification can go to a specific email address
or group of addresses. Up to 25 email addresses can be used.
Separate address with a comma and no space.
You can also Specify a CC recipient for any of the same type
of main recipient.
52. Notifications – Reminders
Onboarding notification reminders can easily be set up on any
email.
You can assign a reminder based on the activity due date.
Provide a number of days before or after the due date.
And allow a stop status for the reminder.
53. Notifications – Attach Forms
You can attach any form in Onboarding to a
Notification. Once the notification is created
click on the “Attach” icon. A pop-up
window will open with a list of loaded forms
(custom and standard). Select the form on
the right and highlight in blue. Using the
toggle arrow move the form to the left side
box.
The form will be attached as a document to
the email notification. You can send
complete and signed forms as well.
Best Practice: Do not send forms that
contain Personal Identifiable Information
such as Name, Address, DOB, SSN and Phone
Number. The email server is NOT secure and
the is NOT encrypted.
54. Notifications – Advanced Conditions
Advanced Conditions allow you to set parameters of how a
notification should react based on the selection of a select
field within Onboarding.
Different operators are available to create the correct
“And” or “Or” statements.
Conditions can be driven off of any field within Onboarding.
You must know what the exact data key is to the field you
are wanting to drive the condition off of.
Example: I want only employees in a specific location to
receive a notification. I first need to know what the data
key is for the Corporate Structure Location Level. In this
case it is the standard data key (DeptCode). Choose the
Operator of “Equal” and the “Conditional Value” would be
the EXACT value of the “Client ID” field in the Level 4
Corporate Structure. Note: Advanced Conditions are used throughout
Onboarding and can be found and used for
Forms, Panels, Fields, Security, and Corporate
Structure
55. Notifications – Resending
Notifications can be resent to any recipient of an email. From the Notification tab you can select any notification and highlight the
desired one in blue. Once highlighted, the “Re-Send” icon will appear.
Select the User or New Hire from the pop-up and choose
the Message Type. This may be the Initial Email or a
Reminder.
You can send the email to the original default address or to
an alternate email address.
You can always check to see if a notification was sent by
checking the Mail Queue under Settings.
56. Reporting – Overview
Here you can pull pre-determined
templates based on any configured
Process and Activity within the
Onboarding application.
• Filter using a list of standard
Onboarding fields
• Filter using a date range
• Filter by Activity status
• Print Report
• Export to Excel
57. Reporting – Advanced Reports
Advanced Reports allows you to create reports based on templates previously created
in Onboarding or based off select system housed EEO templates.
Reports can be made Private, where as only you are able to see them. Or, they can be
Public where as any user with Reporting access can see the report.
***NOTE – Users who have access to Reports can view ALL system data.
58. Reporting – Advanced Reports
Step 1. allows you to create a report based on a current report already in the system.
Or you can create a report from scratch simply by clicking the Next button.
Step 2. allows you to add, delete or move fields within the current report selection.
59. Reporting – Advanced Reports
Step 3. apply Advanced
Conditions to the report to
narrow down to specific data
required.
Filter By:
• Process
• Date Type
• Date Range
• Specific Field Values
• Choose any field in the
Data Dictionary and add
an Operator and
Conditional Value to it.
• Example – Select the
“EthnicGroup” field that is
“Equal” to the value of
“Hispanic”..
This filter will pull all data within the E-Verify Process
based on the New Hires Start date being between
01/01/2014 and 09/10/2014 and
is Hispanic in Ethnicity.
60. Reporting – Advanced Reports
Step 4. apply a Template
name if you wish to save the
Template for a future use.
Click the Finish button.
61. Reporting – Advanced Reports
Once you are navigated back to the Report Home Screen, click and highlight the
report you wish to open. A pop-up will appear notifying that sensitive data will be
cached.
A secondary pop-up will appear to view the actual report.
Open the file in Excel.
62. Reporting – Signature Transactions
Reporting on Signature Transactions allows you to see what documents where e-Signed
by whom and when.
You can select an Activity Step within the Onboarding Process to search. You can
search by a single New Hire or all New Hires based on a determined date range.
You can print out the results and export them out into Excel.
63. DocumentCenter
DocumentCenter contains robust search and find capabilities.
• Search by First and Last Name
• Search by Document Name
• Uses Advance Search features in the same Advanced Condition user type interface
that is contained in other Admin sections of Onboarding.
Note: DocumentCenter will store documents until they are manually removed.
Note: DocumentCenter contains unlimited file storage.
64. DocumentCenter
Use Advanced Search to narrow
down forms search based on the
indices associated with each New
Hire and form.
Save your search method as a
Search Template for future use.
65. DocumentCenter
Once a form or group of forms is selected you can do the following:
Print the selected document
Export selection to Excel
View the PDF Forms
View and update the document Indices
View and Audit trail of the document
Download the document to your hard drive or external drive
Delete Documents as a group or individually
66. DocumentCenter
Updating the Document Indices means that
you can adjust how the form is searched
upon.
• Choose the New Hire Document to view
the detailed indices.
• Simply update the data in the field that
needs to be adjusted and click Submit.
67. DocumentCenter
Auditing the document means
that you can see the activity of the
stored document.
• View the exact time and date
• View the User
• View the event of the
document
68. DocumentCenter
The Delete document function
should be carefully granted to
system users. Best practice would
be to only provide the functionality
to Super Users or Admin Users.
Choose the document(s) you wish
to delete. You must provide a
reason for removing the document.
This notation will be stored in the
Audit Trail.
Note: Once a document is deleted
you cannot reverse the action.
69. DocumentCenter
Because of document retention rules, multiple
documents can be deleted at once by using the
Advanced Search feature.
Enter in the Document Name you wish to do an
Advanced Search for.
Once you click on Advanced Search button the
Advanced Conditions box opens. Add the necessary
criteria to and operators to pull up the list of desired
documents.
Best Practice would be to carefully review the
document list by exporting to Excel first.
Note: Always seek guidance with legal counsel for
specific document retention rules.
70. DocumentCenter
Documents that are not completed within the Onboarding process can be added to
the DocumentCenter by selecting Bulk Upload.
With the Bulk Upload feature multiple actions can be created.
• Upload many documents for one employee
• Upload one document for many employees
When uploading documents you will need to provide an index file mapping to the
document. The instruction link in the process provides the details of the required .csv
index file as well as a sample file.
71. DocumentCenter
Browse and Upload documents to
be stored. Click on the Instructions
link on the top right corner of the
pop-up window.
A secondary window will pop-up
with instructions and a template for
the required .csv index file.
The index file allows the specific
document to be attached to the
employees record and makes it
searchable.
72. DocumentCenter
Bulk Download allows you to mass download documents for the purpose of audits.
Select the name of the specific document and use the Advanced Search button to
refine the criterial, such as date range.
• Click Bulk Download
• You can download to a computer or external hard drive
• Documents can also be downloaded to an FTP site if this has been previously set
up.
73. DocCenter – Document Purge
You can enhance the DocumentCenter by turning on the Purge functionality. This allows you to set
rules to auto purge selected documents over a set period of time
An Admin can turn the functionality on by navigating to
Settings>Features>Document Purge. Then the
configuration of the takes place in the
DocumentCenter.
74. DocCenter – Document Purge
For security purposes only and HR Admin can set up purge rules and have access to Document Purge
in the DocumentCenter. First the HR Admin must add access for themselves.
Navigate to
Security>Groups>HRAdmin>
Edit. Click on the Document
Purge button and click
Update. This will allow an HR
Admin to have access. If
you do not want an admin
to have access you might
need to set up multiple
Admins.
75. DocCenter – Document Purge
Once you have turned on the
feature and added the proper
access to the HR Admin Group you
can begin configuring the forms
under Settings>Document Purge.
You must enter at least two
conditions, one specifying the form
name, and another related to a
date.
Note: All conditions must be satisfied
in order to delete a document. The
“AND” operator is used between
conditions. If “OR” conditions are
needed, configure multiple rules for
the same Form Name.
Note: The Document Purge is a
complete delete. Once documents
have been deleted they cannot be
retrieved. Make sure you test your
rules.
76. Advanced Conditions
The Onboarding Administrator can create conditions for Forms Groups and Forms to control the workflow in a process. For example, a
form might only be applicable to employees who are in a union, or employees in a particular country.
All conditions are created with the Advanced Conditions tool, which is used throughout SuccessFactors Onboarding. Conditions on
Forms Groups apply to all of the forms in that group. Conditions on Forms apply only to that particular form. Onboarding
Administrators must take care that the conditions do not conflict if a Forms Group and a Form in that group both have conditions.
Conditions are used for Forms, Notifications, Panels, Fields, and Security.
All Advanced Conditions though out
Onboarding are controlled by a box
setting such as this one.
77. Advanced Conditions
Setting up your conditions is easy. Start by selecting
your data key to base your condition off from. Add the Operator you expect
to use.
Example: I want a notification
or form to go to all employee’s
except for those with a job
code of CS-68157. So I will
select “Not Equal”. This will
disqualify this job code from
getting the notification or form.
Add the EXACT value of the desired job code. If the exact value
is not used, Onboarding will not perform as you are expecting.
A simple statement should look like the
above. Don’t forget to use your “And”
or “Or” controls for multiple conditions.
78. Settings - Overview
Settings encompasses several options to help optimize the Onboarding system.
• Password Security – Define the signature password length and requirements
• Manage Employees – Mass import employee to start the Onboarding or E-Verify
Process
• Data Dictionary – Define and add Onboarding fields, add and remove fields for SF
module integrations, imports and exports
• Data Lists – Create smart pick lists with dependences on other fields or pick lists
• Panels – Create, modify, and edit Onboarding panels and wizards
• Forms – View the existing forms within the Onboarding system
• PDF Forms – Load new PDF forms into Onboarding
• Mail Queue – Search and view the status of all email Notifications
• Audit Trail – Search and view events, processes and new hires
79. Settings - Password Security
Password Security enables
you to adjust the password
strength of the Signature
Password.
The Signature Password is used
to e-sign documents for both
Corporate Reps and New
Hires.
• Adjust length
• Password expiration
• Enforce uppercase
• Enforce numbers
• Enforce symbols
• Recover password by
email
80. Settings - Manage Employees
Using the Manage Employees features you can accomplish the
following:
Excel – Export list out to Excel
Delete – This function permanently removes the New Hire from
Onboarding
Search – Search for a specific New Hire
Reassign – Reassign the New Hires Activity to another User
Relations – Quick look to see where the New Hire is assigned.
Import – Upload and import .xml new hire file
Mass Import – Upload and import .xml file (up to 200 records)
EV Import – Upload and import E-Verify .xml file
81. Settings – Data Dictionary
The Data Dictionary is where all system standard
and custom fields are stored. You can create fields
and add fields to integrations and exports.
To add a field to the Data Dictionary – Click on All
fields and then New Field.
• Best Practice – when adding a new field and
creating the field name use your company
initials and then the field name you choose
(ACME_NewHireNumber). This allows you to
quickly identify that it is a custom field.
• Provide a description and choose the field
type.
82. Settings – Data Dictionary
There are three components in the Data Dictionary. They are Namespaces, Tags, and Fields.
Namespaces organize and categorize the fields that are used in Onboarding, in the Recruiting and
Employee Central integrations, for exports, and in the Panel Designer, and Virtual Forms tools.
• The default Namespaces are:
– Entities – Tags and fields for ATS integrations
– ExportCategores – Tags and fields for exports
– Integrations – Tags and fields for integrations
– PanelDesigner Panels – Tags and fields for use in the Panel Designer tool
– VirtualForms Group – Tags and fields for use in the Virtual Forms tool.
83. Settings – Data Dictionary
Tags function like folders to organize
and categorize the fields. Fields can
appear in multiple tags and can be
copied to multiple tags.
Note – Standard Tags which were
delivered with the Onboarding product
should NOT be removed or modified.
This could have an adverse effect on
integrations and or Onboarding
functions.
84. Settings – Data Dictionary
A Field is a data element. The fields are
organized in various tags. When you
choose All Fields, all of the fields in the
Onboarding product are displayed.
Each field has properties. You can modify
basic field properties by highlighting the
field in blue and clicking on the Edit Field
button.
Here you can change the field type to be a
• String
• Date Time
• Date
• Time
• Number
• Lookup
• SF HCM Picklist
85. Settings – Data Dictionary
You can copy a Field to a Tag by
selecting the Namespace and Tag.
Click on Fields to open the
Available fields. Select the fields on
the left and move them over to the
right using the arrow buttons.
You can select multiple fields using
the Shift and Ctrl keys on your
keyboard.
Note - Use this function to add or
remove fields within the Recruiting
and Employee Central integrations.
86. Settings – Data Dictionary
If using SuccessFactors Recruiting you can adjust
the fields that you use in the SuccessFactors HCM
Suite Admin Mapping Tool for Recruiting.
In Onboarding you can select a field to add to
the built-in integration.
In the Data Dictionary choose where you would
like to add the field
87. Settings - Panels
Panels are
organized by the
process they are
contained in. This
makes it easy to
locate.
• You can
determine
which panels
are editable
and which
ones are fixed.
Panels with
paper icon that
contains lines
are editable.
The icon
without the
lines are fixed
panels.
Best Practice – Before changing any panel
stop to think about how the change will
effect the entire process. Consider
integrations, forms, notifications, imports,
and exports. Do you have multiple
workflows? What task will you need to follow
up on to make the whole process work.
• Warning - Fixed Panels are associated
with a Federal or State compliance
process. Or contain a field that is
required for such a process to work
(example – State). Changing or deleting
this field will break many standard system
processes.
88. Settings - Panels
Once the list of panels is open for a particular process, you can:
• Copy – Copy an existing panel to use as a template for a new Panel
• Oder – Change the order in which the panels appear in a process.
• Create – Build a new panel within the process
• Export / Import Translations – allows you to export / Import the HTML code to translate
panel in another language
89. Settings - Panels
Click on an editable panel that contains the three lines in the paper icon. The panel will
the Panel Designer Tool will open up in the window to the right.
• Best Practice – When designing or editing a panel try to keep the overall panel
format consistent with the other panels in the Onboarding tool.
• Panel Title – At the top of the panel in blue.
• Section Title – Above each new section of the panel. Placed above the Section
Box.
• Section Box – The light grey box that fields are added into.
90. Settings - Panels
The Panel Designer Tool contains tools to edit and build
panels with a variety of function.
Consider where the data on the panel is being
collected. Will it be completing fields on a form or will
the data be placed on the New Hire Export?
• Will it need to be in a specific format for EC, an HRIS
or Payroll system?
Customers can map fields to a form using a PDF editor
and create panels to map fields to the form.
• Best Practice – It is recommended to use Acrobat XI
Pro as a PDF editor. Other PDF editors don’t always
function well with Onboarding.
• Date and Currency Fields can be utilized to various
formats and global currencies.
• Apply Advanced Conditions to any fields
• Create fields on the fly or add them in the Data
Dictionary first
91. Settings - Forms
The Forms Tab in Settings allows you to view and print all Standard Onboarding Forms
housed in the system even if you do not utilize them in your current process flows.
• Forms include all U.S. State and Federal Withholding and E-Verify.
92. Settings – PDF Forms
The PDF Forms Tab allows you to edit the view of the form in the system. When the forms
is to be displayed and by what conditions.
• In addition you can view the current field mapping to the form and make limited
modifications to it without the need to re-map and re-load the form again.
93. Settings – Mail Queue
The Mail Queue allows you to search and find any Email Notification that Onboarding would have
sent out automatically.
Search by:
• Date Range
• Subject
• Recipients
• Attributes such as First Name, Last Name, Process, HRDataID
• Email Status such as Awaiting, Failed, Sent, Undelivered, Aborted
To Resend a Notification go to the Notifications Tab, find the specific Notification and search for the
New Hire by Name. Click Resend.
94. Settings – Audit Trail
The Audit Trail allows you to view all transactions within Onboarding using various
search filters to find the needed data.
Search by:
• Date Range
• Type
• Process
Export data out using Excel
95. My Profile
My Profile allows a New Hire
to update their existing
Password that was created
when they first logged into
Onboarding.
Corporate Users can
update their Signature
Password. SuccessFactors
HCM Suite contains SSO for
assigned Corporate Users to
log into Onboarding from
the Home Drop Down list.
The Signature Password is
always a separate
password to ensure the
individual signing the forms
is actually who is logged
into Onboarding.
96. Reference Files - Overview
Reference Files section of
Onboarding consists of:
• Corporate Structure
• Data Lists
• Provisioning
• Forms
• Banks
• Container Forms
97. Reference Files – Corporate
Structure
When Onboarding is integrated with an Applicant Tracking System, the New Hire record
may contain data about where the New Hire will work and in what position. However a
Corporate Structure will also be needed for the following:
• There is an ATS but the Corporate Representatives need to select or edit the work
location.
• There is no ATS and the job location or position must be choose in the Onboarding
process.
• To assign activities to a corporate user. This can ensure only the Corporate User can
see or execute the New Hires Activity if the proper security is established.
• Assigning the correct corporate address to Federal and State forms.
98. Reference Files – Corporate
Structure
The Corporate Structure in Onboarding can have up to 9 levels that can be
independent of each other. Note that SuccessFactors HCM Suite can only hold 4 levels.
New Hire data passed from RCM or to EC can only hold data from the first 4 levels.
The Corporate Structure in Onboarding can be auto-synched with and ATS or an HRIS
system or manually created/maintained in Onboarding.
Organizational levels can be hierarchical, where each level is dependent on the
previous level, non-hierarchical, where all levels are independent of each other; or
mixed, which can include both dependent and independent levels.
99. Reference Files – Corporate
Structure
You can add to, or modify your existing
corporate structure by using any of the tools
offered.
• For large corporate structures you can
export and re-import changes by clicking
on the “import” icon.
• For small changes to a specific Level Entity
you can click on the “Edit” button to bring
up the property values as shown on the
right.
• You can add Parent or Child Relations to
each Entity within a Level.
• Best Practice – work with your Aasonn
Consultant for large changes to your
corporate structure to ensure stability with
mapping between modules and or
Imports/Exports.
100. Reference Files – Data Lists &
Provisioning
Data Lists are all the lists that re used in
drop down lists and combo boxes on
panels.
The data lists functionality allows the ONB
Admin to create any flat, localized list and
use it on a panel.
• Lists – All of the data lists re stored on
the same table.
• Global DB – This list type will display
countries and other global lists
• Table Mapped – This list will display
table-mapped lists such as countries
and states. It will also display custom
tables and custom data lists.
Once the Data List is created under
Settings->Data List then you can create
relations under Reference files.
101. Reference Files – Data Lists &
Provisioning
Provisioning allows you to
manage the standard drop down
lists such as bank codes, gender,
and marital status.
Here you can create and
maintain all system data lists.
• Add, edit, delete values and
codes
• Move them up or down
• Best Practice – While you can
do some management of lists
in Data Lists it’s better to
maintain them using
Provisioning.
• Note – You CANNOT update
the U.S. State list. This will break
W4, SWH, I-9, E-Verify, eWage
system processes.
102. Reference Files – Forms
In Forms you can add or edit rules and conditions
around forms that have been loaded to the system
through Settings -> PDF Forms.
• Choose who e-signs the form
• Does it get printed the end of the step
• Choose the order the form is viewed in
• Add Advanced Conditions to the form based on
key fields within Onboarding.
103. Reference Files - Banks
The Bank table allows you
to add banks to the
existing list or edit the
ones currently present.
Onboarding comes U.S.
FDIC Insured banks only.
Note: Currently, you
cannot mass upload
banks. They must be
individually added to the
table.
104. Thank You!
Aasonn offers My Consultant Hours if you
need specific help on certain functions of
Onboarding. Please contact your Sales
Representative for more information on
pricing.
