Aasonn ONB Admin Job Aid

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Aasonn Onboarding Admin GuideCurtis

WeldonCoE Leader

Document Version Control

Revision Number

Revision Date Summary of Changes Change Made By

V1.0 10/01/14 Initial version Curtis Weldon

V2.0 04/02/16 Second version Curtis Weldon

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

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.

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.

Dashboard - Overview

Work Queue - OverviewThe 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.

Work Queue - OverviewThe 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.

Work Queue - Overview

• Uncompleted Activity

• Overdue Activity

• Completed Activity (Green Check icon)

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.

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.

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.

Security - OverviewBoth 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.

Security - OverviewWhat 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.

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

Security – Groups & RolesAn 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.

Security – Groups & RolesRoles 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, s tart 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, gende r,

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.

Security – Groups & RolesRoles 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 cannotperform 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.

Security – Groups & RolesRoles 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 applicationThere 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.

Security – Groups & RolesRoles with access to configure Onboarding settings

System AdminThe 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.


• 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

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

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 ValuesCommon 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.

Security – Groups & RolesSelect the Activity Steps Permissions. This allows the Groupto 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.

Security – Groups & RolesSelect 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.


Select the WQ Monitoring Steps Permissions. This allows the Group to have Monitoring access only to the following steps within the Selected Process.

Security – Groups & RolesSelect 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.

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

Security - UsersWhen Creating or Editing a Users record the following criteria is required.• Login• Name• EmailThe 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.

Security - UsersRelations 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.

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.

Security - UsersMass 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 AttributesMUST match EXACTLY with the data held within Onboarding.

Security - UsersReset 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.

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.

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.

Security – Role Based PermissionsTo 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.

Security – Role Based PermissionsSpecific 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 ResultOn/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.

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.


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.

Security – Role Based PermissionsUser 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.

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.


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.

NotificationsWithin 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.

Notifications – Creating / EditingTo 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.

Notifications – Creating / EditingStep 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

Notifications – Creating / EditingStep 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.

Notifications – Creating / EditingStep 5. Choose the point in which you would like to trigger the notification to send.

Notifications – Creating / EditingNotify 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.

Notifications – Creating / EditingStep 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.

Notifications – Creating / EditingStep 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.

Notifications – RecipientsOnboarding 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.

Notifications – RemindersOnboarding 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.

Notifications – Attach FormsYou 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.

Notifications – Advanced ConditionsAdvanced 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

Notifications – ResendingNotifications 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.

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

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.


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.

Reporting – Advanced ReportsStep 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 Processbased on the New Hires Start date being between 01/01/2014 and 09/10/2014 and is Hispanic in Ethnicity.


Step 4. apply a Template name if you wish to save the Template for a future use.

Click the Finish button.


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.

Reporting – Signature Transactions

Reporting on Signature Transactions allows you to see what documents where e-Signedby 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.

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.

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.

DocumentCenter

Once a form or group of forms is selected you can do the following:

Print the selected documentExport selection to Excel View the PDF FormsView and update the document IndicesView and Audit trail of the documentDownload the document to your hard drive or external driveDelete Documents as a group or individually

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.

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

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.

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.

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.

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.

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.

DocCenter – Document PurgeYou 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.

DocCenter – Document PurgeFor 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.

DocCenter – Document PurgeOnce 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.

Advanced ConditionsThe 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.

Advanced ConditionsSetting 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 valueis 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.

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

Settings - Password SecurityPassword 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

Settings - Manage Employees

Using the Manage Employees features you can accomplish the following:

Excel – Export list out to ExcelDelete – This function permanently removes the New Hire from OnboardingSearch – Search for a specific New HireReassign – Reassign the New Hires Activity to another UserRelations – Quick look to see where the New Hire is assigned.Import – Upload and import .xml new hire fileMass Import – Upload and import .xml file (up to 200 records)EV Import – Upload and import E-Verify .xml file

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.

Settings – Data DictionaryThere 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.

Settings – Data DictionaryTags 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.


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

Settings – Data DictionaryYou 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.


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

Settings - PanelsPanels are organized by the process they are contained in. This makes it easy to locate.

• You can determine which panels are editableand which ones are fixed. Panels with paper icon that contains linesare editable. The icon without the lines are fixedpanels.

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.

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

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.

Settings - PanelsThe 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

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.

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.

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, AbortedTo Resend a Notification go to the Notifications Tab, find the specific Notification and search for the New Hire by Name. Click Resend.

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

My ProfileMy 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.

Reference Files - Overview

Reference Files section of Onboarding consists of:

• Corporate Structure• Data Lists• Provisioning• Forms• Banks• Container Forms

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.


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.


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.

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.

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.

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.

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.

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.

Thank you