Introduction

SAP Successfactors Onboarding 1.0 is not a source system for HRIS data, hence there are not many documentation or great reporting capabilities within Onboarding 1.0, But It is very important for the integration to be able to run some critical extracts and advance reports for meeting legal and day to day business requirements.

Through this blog, I am trying to explain how a user can create an Onboarding report and schedule data extracts from Onboarding to downstream systems. I will also try to cover common issues that you can face and how to troubleshoot them.

There are couple of KBAs that provide details about Onboarding Reports, but the information is scattered and not connecting the dots from start to end of the process.

Following the below steps in sequence will help in building a successful report/extract

Check Report Permission Download Data Dictionary Validate Keys in Data Dictionary Create Tag and assign keys Create Advance Report Create Data Extract

Procedure

Standard security guideline is to have a permission group specially created for report permission. Onboarding does not support any security based on data elements or panel. Once the user gets access to the onboarding report center, he or she can access new hire onboarding, Crossboarding or Offboarding data. How to create permission group…

I will suggest creating the permission group with role type as User hence it does not get any other administrative permission.

Path: Onboarding > Security > Assign Users to Groups

If Onboarding is integrated with BizX, please use User Sync and Permission Sync report to manage the RBP via one central place.

The Data Dictionary contains all of the fields that are used in SuccessFactors Onboarding and for the Recruiting and Employee Central integrations.

Path to download the data dictionary On/Offboarding > Settings > Data Dictionary > Export All

Please make sure you do not modify the standard delivered Tag and associated data fields.

For reporting create your custom tag as per customer requirements and assign the data fields to the custom tag. Tags function like folders to organize and categorize the fields. Data Fields can appear in multiple tags and can be copied to multiple tags by the Onboarding Administrator.

There are couple of incidents like federal panels, where you cannot find the associated data fields/keys. In such scenarios reach out to your implementation partner or SAP Successfactors and ask for the reference fields/Keys details.

How to find the keys of a data field? Only certified consultant can access this following below steps in super admin Path: Home > Accounts > Manage HRData Search an employee record and should be able to find the Key with value.

Once you have the text of the data fields/Keys, create the field with the same naming convention in the data dictionary. Example: Add data field ‘EmployeeLogin’. This field contains the personnel number of a new hire.

In Data Dictionary, click the new field, a popup window will come, enter the data field name, label and description. Fields are case sensitive hence make sure you have the correct key information.

If the field is already in the data dictionary, the system will give an error message.

I will suggest creating a Tag in Data Dictionary with the report name and assign all data fields to the tag. This will help in the selection of right data fields and only needed keys will be listed while building the report. It will save a lot of energy and time in finding the fields and avoid the errors.

Path: Onboarding Dashboard > Settings > Data Dictionary > Export Categories > New Tag You can create the tag in any namespaces, but I will suggest using Integration. Since this is the only one available for data extracts from onboarding.

Please make a list of all the data fields which you like to report out from Onboarding Application. Make sure you are able to find them in the Data Dictionary. If they are missing, please go back to step #3.

Import Note – As part of the system design, the Advanced Report uses the key names as a header of the generated report. The report does not display the Label or Description of the key in the report header.

Path: Onboarding Dashboard > Reports > Advance Report

Advanced Reports cannot be scheduled and will not run automatically. This is a limitation of the advance reports of the Onboarding Tool.

There is an option to extract the data from Onboarding via schedule job. This option is used for integration with SAP ECC or any other HR system of record. The Custom New Hire Data Export Feature is a job at the back end of Onboarding (Super Admin) which enables the application to send a file with a master data record in a CSV or XML format.

This is a good option to send only the delta file at the place sending the data dump.

Only one file can be sent per hour from the Onboarding system. This is system limitation hence a total of 24 files in a day can be generated.