What’s New in Onboarding 2.0 H2 2021

The latest release updates are here! In this article we take a quick look at the latest updates for SAP SuccessFactors Onboarding 2.0. Preview release is October 15 and production is November 19.  You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here. Let’s get started! We’ve categorized the enhancements below for you!

Security Enhancements

In the category of security, there’s been an enhancement to proxy where you now have more granular control over whether or not a person who can proxy has access to onboarding. You can select the check box on the Proxy Management screen.

A screenshot of the Proxy Management page with a box highlighting the new Grant Proxy Rights options.

Compliance Form Updates

There’s been a number of compliance form updates. Form I-9 was enhanced so that the instructions of the form now show up in the system help icon sections. Various popups and warning messages make the form more informative to users. You can view the complete list of enhancements to form I-9 here: https://help.sap.com/doc/62fddbd651204629b46bbccbabf886ba/cloud/en-US/587c828977e84747868fa5125cf38eb9.html

A screenshot of the help text displayed for the First Name field in USCIS Form I-9.

In addition to US I-9, the Canadian TD1form for all provinces is now supported. The New Zealand KS2 KiwiSaver deduction form, Tax code Declaration, and Tax rate notification for contractor forms are now supported.

Qualtrics Integration

SAP continues to further their integrations with Qualtrics across the board. There’s now a new Intelligent Services event to send internal hire information to Qualtrics. This allows you to send email surveys to employees when the internal hire step is completed. There is a new configuration screen that makes this setup easy! It is shown below:

A screenshot of the Add New Integration screen in Manage Qualtrics Integrations shows Onboarding, with Internal Hire Process Completed as the event name.

New Hire Enhancements

A few enhancements have been made to the new hire experience. New Hires can now complete the onboarding process on the homepage. There’s new “To Do” tasks that show up for onboarding here for the new hires such as compliance tasks and completing personal data collection.

New hires can also now access LMS courses before their first day of work as shown below!

A screenshot of the home page where new hires can access the assigned courses.

The complete new hire experience for the home page can now be done on the latest version of the homepage.

Hiring Manager / Admin Enhancements

In addition to new hire experience, the hiring manager and admin experiences have seen some updates as well. Future Managers can also now access information about their new hires in the onboarding dashboard and “To Do” tasks. Role-based permissions also now allow you to assign based on this new future manager relationship.

The Restart process for onboarding has also been enhanced so that you can choose whether or not to retain data or instead reload from recruiting.

The switches to determine the new hire information after restart are available under Restart Settings. The Allow Recruiting Update switch allows you to determine whether values must be updated from Recruiting or the existing values must be retained in Onboarding for auto-restart. The Retain Onboarding Information switch allows you to determine whether to update new hire information from Recruiting or retain the existing value for manual restart.

General Process Enhancements / Behind The Scenes Enhancements

Behind the scenes, there’s been some other updates as well!

When it comes to picklists, the mapping from recruiting to employee central can be a pain. The system has now been updated to map based on a series of potential exact matches rather than just on labels. First, the system will attempt to map based on the option id since this is the most unique identifier. If no exact match is found, then mapping is performed via label using the external code value. If no external code is available, then the label alone is used.

Also behind the scenes, when a major patch/release is deployed to the system, the default onboarding process in the Business Process Engine is now automatically upgraded. Previously, an admin had to manually upgrade the flow.

The upgraded versions of the Default Onboarding Process flow are visible under Process Definitions.

The rehire process has also been enhanced to make life easier for admins managing this process. Values such as date of birth, national id, legal entity, and user records can now be seen as shown below:

Enhanced version of the Rehire Verification screen with date of birth, national ID, legal entity, and last working day.

No shows and rehires are handled better as ell. The value “No Show” has been added as an event reason for cancelling the second rehire check. There is also a new welcome email template specifically designed for rehires.

Conclusion

The SAP SuccessFactors Onboarding product continues to grow and become increasingly more robust! This does not represent all of the enhancements in the H2 2021 release – only the highlights we found most compelling. Check out the What’s New Viewer here for the complete list of enhancements.

See this great article for useful information on how to prepare for a SAP SuccessFactors Regular Release.

Contact info@worklogix.com for any assistance supporting and implementing your SAP SuccessFactors Modules, or download our support services brochure.

What’s New in Onboarding H1 2021

It’s that time of year! As of April 9, 2021, SAP has released the documentation for the H1 2021 release.  The preview release will be April 16 and the move to production will be May 21st.  You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  New to the release process? For tips on how to manage a release, check out our blog here

In the SAP SuccessFactors Onboarding H1 2021 release, we’ve mainly seen updates to compliance forms and processes as well as some user experience enhancements and security Features. Let’s take a look at what’s new in the Onboarding module below!

Compliance Forms & Processes

As expected, SAP continues to expand the number of compliance forms supported. In this release SAP has included these forms:

In addition, reporting information is also now available for I-9 and E-Verify data so that you can create Stories in in People Analytics using the information.

Also important on the compliance front: Russian Personally Identifiable Information (PII) data will also now be stored in the Russian data center from Day 1. For more details, take a look at the help guide here: https://help.sap.com/viewer/c94ed5fcb5fe4e0281f396556743812c/2105/en-US/d9e6b7923a9049a6a742f13d05b28d5a.html

User Experience

In addition to compliance features, there’s some nice enhancements to user experience. Of all the modules, I think onboarding is one of the more confusing to navigate as an admin user and these enhancements help address this issue. Let’s take a look!

First, users can now navigate directly to the onboarding dashboard from the global navigation (early adoption feature). I personally liked this one because when I first started with Onboarding, I was used to the main page of every module being accessible through the navigation menu – onboarding was the only one where you had to click on a home page tile instead. I think this will provide some nice consistency for users.

In addition to easier navigation to the dashboard, its features have also been enhanced. Here’s a list of the new feaures:

  • New Hire Search – allows onboarding users to type a name to search through new hires
  • Checklist Task – can now be viewed under “New Hire Tasks”, items can be added for a specific user using the “Delegated” drop down (delegates can also be notified via email when the task is assigned to them), and under “View Details” users can edit the checklist tasks,
  • I-9 – corrections to section 1 can now be initiated from the “New Hire Details” action menu
  • E-Verify – view details from the “E-Verify Case Details” link on the “New Hire Details” screen
User Search
Correct I-9 from the Action Menu

Its great to see the dashboard getting some new features to make transitioning between screens easier!

Next, the locale for external users of Onboarding will now be updated automatically based on their recruiting settings. This is a common sense win. Locale can also be set when manually adding users via the “Add New Hire to Onboarding” screen. If no value is specified in either scenario, the locale will default to the default language set in provisioning.

Security Features

In addition to compliance enhancements and improvements to usability, there’s a few cool security features worth mentioning.

First, the target population for the external user target population can now be based on the division, department, and location of the user. This allows organizations to have multiple admins specific to division, department, and/or location rather than just admins who can see the whole new user population.

Next, on the new hire side, the external user visibility tool lets you make objects visible to new hires. This gives a level of flexibility to administrators they previously had to contact SAP to modify. For a full list of objects and how to configure, check out this link: https://help.sap.com/viewer/c94ed5fcb5fe4e0281f396556743812c/2105/en-US/5df8a72caabf4848a145b74f0516cff8.html

Last, read access audit logs for onboarding have been enhanced to show context and reason why sensitive fields were accessed (e.g. through the UI, or APIs, or a downloaded document). This is designed to give auditors better understanding of why data was accessed.

Wrap up

I hope you’ve enjoyed this quick review of the latest Onboarding features available in the H1 2021 release! Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

What’s New for Onboarding in H2 2020

As of October 9, 2020, SAP has released their documentation for the H2 2020 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be October 16 and production will be released November 20th.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out or blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2020 Onboarding below!

Compliance

Not surprisingly for Onboarding, most of the feature enhancements revolve around compliance.  The biggest news is the release of compliance forms for the USA (I-9, E-Verify, W-4. SWF and standard forms).  There were some customers in the USA hesitant to jump into Onboarding 2.0 until this happened.  In addition, you can also create custom compliance forms if any happen to be missing for you country.  Problem solved!

Onboarding is also now included in the platform-wide features of Data Purge, Read Audit, Change Audit, and Information Report.  There was a major overhaul of the Read Audit report screen to assign specific fields as sensitive across most modules (see below screenshot), and onboarding is included in this.  You can use the new screen to pick which fields you deem are sensitive instead of the system only assuming ethnicity, minority, and ssn are sensitive.

New Read Audit Configuration Screen Where you can choose which fields are sensitive

Additionally, there’s a ton of features to organize and enhance compliance usability.  There’s now a way to add a compliance step to your standard workflow for the onboarding process (see below).  Compliance forms can also now be categorized based on document type.  Email notifications can also now be sent based on compliance-related events.

Adding a compliance step to the Process Variant Manager

SAP has also added reporting on compliance in People Analytics that allows you to query on the status of compliance forms.

Business Rules

Business Rules continue to expand their usefulness in Onboarding as well.  You can now directly edit the event reason in onboarding using a business rule (before you had to make a custom recruiting field for event reason).

Another neat new feature is the ability to customize the user id and employee id formats that get generated automatically.  This is accomplished using a business rule and will allow administrators to organize the ids to follow helpful conventions rather than just being entirely up to the system.

Business rules can also be tied to email events for additional categories as well now too (Suite Mapping Error, Nudge Assignment, and Manage Assets Upload Categories).  Attachments can also be added to email notifications as well.

All in all, there’s 16 items being changed/enhanced in this release for Onboarding and we didn’t cover every detail here.  For more information, check out the What’s New Viewer here.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!