Feature Scope Description | PUBLIC 2024-05-01

Feature Scope Description for SAP

SuccessFactors Onboarding

© 2024 SAP SE or an SAP affiliate company. All rights reserved.

Content

1 About This Document ........................................................................................................................................................ 3

2 Features............................................................................................................................................................................. 4

3 Service Availability........................................................................................................................................................... 12

4 Security, Privacy and Compliance .................................................................................................................................... 14

5 Browser Support.............................................................................................................................................................. 15

2 PUBLIC Feature Scope Description for SAP SuccessFactors Onboarding

About This Document
1 About This Document

This document describes the features that are available in SAP SuccessFactors Onboarding. The
availability of some of the features may depend on your license agreement with SAP.

To illustrate integration with other SAP offerings, the product documentation on SAP Help Portal
might include references to features that are not included with SAP SuccessFactors Onboarding.
Features that are not included in this feature scope description might require a separate license.

i Note
This document does not include any information about:

• Packages and pricing available for SAP SuccessFactors Onboarding For more information, see SAP
Discovery Center.

Feature Scope Description for SAP SuccessFactors Onboarding

About This Document PUBLIC 3
 2 Features

This specifications document describes key features and functionalities of our next-generation onboarding capabilities and
rearchitected software delivered through major enhancements to the SAP SuccessFactors Onboarding solution, as of the
1H 2024 release. This solution is named as SAP SuccessFactors Onboarding.

Key Features and Functionalities

Data Collection and Document Generation
Task and Process Management
New Hire Home Page
Document Management
SAP SuccessFactors HCM Suite Integration
Reporting
Third Party Integration

Data Collection and Document Generation

Forms can be created that are populated during the onboarding process by SAP SuccessFactors Onboarding, which can
then be electronically signed.

You can capture the new hire data that is necessary to complete relevant new hire forms, electronically sign the forms, and
track and route the forms to system users.

Key Feature Description

Supports forms for United Kingdom, Australia, Canada, United

States, and New Zealand including:
• United Kingdom: Starter Checklist (including for Welsh
locale) Australia: Superannuation Standard choice form and
Tax File Number Declaration
Standard Forms • Canada: National and provincial Personal Tax Credit form
• United States: Federal Form W-4 and, State Withholding
Forms, CC-305 Voluntary Self-Identification of Disability,
USCIS Form I-9 and E-Verify
• New Zealand: KS2 KiwiSaver deduction form, Tax code
declaration and Tax rate notification for contractors

Custom Forms You can generate customer-specific forms based on data entry.

e-Signature Supports SAP SuccessFactors eSignature to render the embedded e-

Signature functionality to the signatory.

Data Collection You can collect all the unique data necessary to populate forms and
create the files that are necessary to send to other applications (for
example, core HR). These data collection screens help prevent
duplicate data entry across multiple forms and perform data
validation on certain fields.

Document Generation After the completion of the data collection part of the onboarding
process, the business rules associated with document templates are
evaluated, and any relevant documents for the new hire are
generated. If documents require a signature, they are sent to
DocuSign or SAP SuccessFactors eSignature for electronic signature

4 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
Features
 by the new hire or manager. After the required forms are signed,
the document process is complete.

Task and Process Management

Task and process management provides the ability for business rule-specific processes to be enabled and tracks the
progress of each task.

Key Feature Description

Rehire with Old and New Employment You can onboard a rehire which the system detects as a part of
rehire verification. Based on your business requirement you can
rehire leveraging the previous ID (old employment) or separate
the employments leveraging rehire with new employment

Legal Entity Transfer An existing employee can be transferred either within the same
country/region or across countries/regions. Using this feature,
Onboarding is initiated for an existing employee who is
transferred across legal entities or geographies

Email Services Throughout the onboarding process, notifications can be

automatically sent to participants to complete tasks such as
furnish equipment, complete signature, buddy assignment and
more. Notifications can be assigned by group and by process.

Email services enable you to:

• Use preconfigured email templates
• Create new email templates
• Reminder notifications
• Unsubscribe from notifications
• Add custom tokens to notifications
• Add custom triggers to initiate notifications

Notifications can be sent for different steps in the Onboarding

process.

E-Verify E-Verify is an online system that compares information from an

employee's Form I-9 to US government data to confirm an
employment eligibility. E-Verify provides an automated link to
federal databases to help employers determine employment
eligibility of new hires and the validity of their Social Security
numbers.

Hiring Manager Activities Hiring managers can complete their new hire activities
individually or in mass including assign buddy, welcome message,
equipment provisioning, schedule meetings, recommended links,
and goal. The hiring manager activities are available for hiring
managers or other participants as per responsible group
definition.

Custom Tasks Ability to define tasks to meet your unique business

requirements outside of the standard tasks offered. Allows for
further data collection, integrations, and notifications to be
performed.

Crossboarding Onboard internal employees who pursue a new role within your
organization with the Internal Hire process. The intent of the
Internal Hire process is to create an atmosphere conducive for
employees to blend in with their new role, team, and
management. By doing so, you can help them to be productive
quickly and lower the rate of attrition as well.

Feature Scope Description for SAP SuccessFactors Onboarding

FeaturesPUBLIC 5
 Offboarding Offboarding allows you to set up a seamless exit process for
employees leaving the company.

Localization Support The Onboarding user interface is available for localization using
home page options and language selection possibility.

New Hire Home Page

New hire home page is a secure online destination for content and information geared towards the new employee. You can
maintain the information and include key assets like benefits information, policies and procedures, or company values and
cultural information.

Key Feature Description

Permission Access The new hire gets an external user account to access content
from within SAP SuccessFactors HCM Suite, or directly through
an email link.

Content Management The home page can contain content and documents for
external new hires, internal hires, and exiting employees.
The content is uploaded and managed by the customer.

Personalized As configured, content is driven by business rules so that it is

specific to each user, based on the user profile.

Document Management
The document management service facilitates document management by maintaining corporate and employee documents
in a secure online environment.

Key Feature Description

Secure Storage and Access Document category level security allows you to set up specific
groups to determine who can view the documents.

Company Document Upload Organizations can upload company documents, and the new
hire can access these documents using home page card.

Document Purge According to configured customer policy, documents get

deleted automatically on a scheduled basis.

SAP SuccessFactors HCM Suite Integration

SAP SuccessFactors HCM Suite integration incorporates other SAP SuccessFactors HCM processes, if subscribed to, into the
onboarding process and passes data to other SAP SuccessFactors HCM products.

Key Feature Description

Goals Management You can create short term goals within the onboarding workflow.

Recruiting You can create new hire records from SAP SuccessFactors
Recruiting Management, which then initiates the onboarding
process.

Learning You can assign courses for the new hires in SAP SuccessFactors
Leaning to complete as part of the onboarding process.

6 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
Features
 Employee Profile You can grant necessary permissions to the user to see the new
hires’ profile when hired and when they were external user in the
system.

Employee Central Onboarding leverages the same data structures as Employee

Central.

Internal hire and offboarding activities get created automatically.

When hiring manager or job classification data changes in
Employee Central, the changes are maintained in Onboarding.

Pre-Day 1 Access You can grant new hires access to certain areas of SAP
SuccessFactors HCM before their start date.

Intelligent Services Onboarding process steps get restarted automatically based on

the changes made to the key fields (manager and start date
change).
Intelligent Services can also trigger internal hire events in
Employee Central.

Reporting
Customers can use Stories in People Analytics to generate reports for Onboarding. We deliver standard reports related to
form I-9 and E-Verify for audit purposes, but customers can create their own reports to track Onboarding process and
tasks.

Third-Party Integration
Onboarding offers several standard third-party integrations.

Note: This may be subject to additional third-party terms, as applicable.

Key Feature Description

Standard New Hire Integration You can integrate to 3rd party Applicant Tracking System using API.

DocuSign Supports use of DocuSign for remote signing which digitally

captures signatures on forms that require a single signature step.

OpenText Supports use of OpenText for document management of

Onboarding documents that have been collected as part of the
process

External Human Resources Information System If you are using an external Human Resource Information System
(HRIS) to store and manage employee data, you can create a
custom interface to connect the system with Onboarding for the
onboarding process using available APIs and integration center.

Trademark Information
Adobe® PDF and XDP is a registered trademark of Adobe Systems Incorporated.
DocuSign® is a registered trademark of DocuSign.

Disclaimer
SAP retains the right to change, at any time in its sole discretion, the Cloud Service as set forth in the Agreement between
SAP and Customer.

Feature Scope Description for SAP SuccessFactors Onboarding

FeaturesPUBLIC 7
SAP SuccessFactors Onboarding 1.0 - This specifications document describes key features and functionalities of
SAP SuccessFactors Onboarding, as of the 1H 2022 release.

Key Features and Functionalities

Forms Management
Task and Process Management
New Hire Portal
Document Center
Reporting
SAP SuccessFactors HCM Suite Integration
Third Party Integration

Forms Management
Forms Management is the ability to capture the new hire data that is necessary to complete relevant new hire forms,
electronically sign the forms, and track and route the forms to system Users.

Key Feature Description

Standard Forms US State and Federal Compliance forms that are supported by SAP:
Federal Form I-9, Federal Form W-4 and, State Withholding Forms,
NY Wage Theft Prevention Act, CA Wage Theft Prevention Act, PA
Residency Act.

Standard Global Forms Supports forms for India, Canada, the UK, and Australia, including
Canadian national and provincial Personal Tax Credit form,
Australian tax file number declaration and superannuation standard
choice form, UK starter checklist and P45, and Indian Provident
Funds Declaration and Nomination Form and Transfer Claim Form.

Custom Forms Customer-specific forms available for data entry.

e-Signature Supports click-to-sign Adobe PDF forms, including User

authentication.

Smart Data Entry Panels Allows Users to collect all unique data necessary to populate forms
and create the files that are necessary to send to other applications
(for example, core HR). These panels help prevent duplicate data
entry across multiple forms and perform data validation on certain
fields.

Task and Process Management

Key Feature Description

E-Verify E-Verify is an online system that compares information from an

employee's Form I-9 to US government data to confirm an
employment eligibility. E-Verify provides an automated link to
federal databases to help employers determine employment
eligibility of new hires and the validity of their Social Security
numbers.

Notifications Throughout the onboarding process, notifications can be

automatically sent to all internal and external resources to
complete tasks such as access to facility services, badge creation,
and more. Notifications can be assigned by group and by

8 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
SAP SuccessFactors Onboarding 1.0 - This specifications document describes key features and functionalities of SAP SuccessFactors Onboarding,
as of the 1H 2022 release.
 process. There are four functional types of notifications:
• E-mail Notifications
• Work Queue Notifications
• Reminder Notifications
• Notifications Executed by Schedule

Notifications can be sent for different steps in any Onboarding

process.

Hiring Manager Activities Hiring managers can complete their new hire activities including
assign buddy, welcome message, equipment provisioning,
schedule meetings, recommended links, and goal setting either
via an iPad, iPhone, or an android device. The hiring manager
activities are only available for hiring managers.

Localization Support The Onboarding user interface is available for localization via a
drop-down menu in the user interface.

Mobile capabilities for new hire manager Create a list of tasks and people to meet, for your new hires.
(iPad Only)

New Hire Portal

This is a secure online destination for content and information geared towards the new employee (displayed in the ‘About
Us’ tab). Information can be maintained by the Customer and can include things like training content, benefits information,
policies and procedures, or company values and cultural information.

Key Feature Description

Permission Access The “About Us” content* can be accessed either from within
the SAP SuccessFactors HCM suite, or directly (for example,
through an e-mail link).

Content Management The portal can contain content, documents, and videos for new
hires, transferring employees, and exiting employees.
The content is uploaded and managed by the Customer.

Personalized As configured, content is driven by business rules so that it is

specific to each User, based on the User profile.

Mobile Provides useful information for new hires.

* Note: The “About us” tab is not available on Home Page Version 3 and beyond.

Document Center
The document center facilitates document management by maintaining corporate and employee documents in a secure
online environment.

Key Feature Description

Virtual Electronic File Cabinet Ability to access documents via any index, such as last name,
employee ID, or document name.

Secure Storage and Access Document-level security allows the Customer to set up specific
groups to determine who can view which documents.

Feature Scope Description for SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding 1.0 - This specifications document describes key features and functionalities of SAP SuccessFactors Onboarding, as of the 1H
2022 release. PUBLIC 9
 Audit Logs Allows Users to track access of stored documents. Information
retained includes identification of the authenticated party, the
date and time of each access event, records of which
documents were accessed, and action taken.

Document Upload Allows Users to automatically upload and index documents

from SAP SuccessFactors Onboarding. Paper documents can be
scanned, uploaded and indexed by the Customer to the
document center.

Document Download Allows to automatically download all the documents associated

with a new hire or download all documents of the same type.
Using the Onboarding API, Customer can create a scheduled
bulk download job to run at regular intervals.

Document Purge Allows to automatically delete documents on a schedule basis

according to configured Customer policy.

Reporting
SAP SuccessFactors Onboarding includes a report builder that allows the Customer to create reports based on the data
collected during the onboarding process. The Customer can export the reports to a spreadsheet and save them as private
or public templates.

Key Feature Description

Standard Reports Allows for preconfigured reports that can be filtered in various
ways, such as by activity completion status.

Advanced Reports Ability to create customized reports using a report wizard that
allows Customer to build search criteria and determine sort order
of the report results.

EEO Reports Provides three predesigned EEO report templates that can be
used to generate EEO reports based on data collected during the
onboarding process.

Audit Trail Reports Allows Users to create reports on system activities.

Signature Transaction Reports Allows Users to produce reports that display the dates when the
new employee and the corporate representative signed any
onboarding documents.

Ad Hoc reporting for Hiring Manager Activities Enables to configure Ad Hoc reports for different parts of the
Hiring Manager activities.

SAP SuccessFactors HCM Suite Integration

SAP SuccessFactors HCM Suite integration incorporates other SAP SuccessFactors HCM processes, if subscribed to, into the
onboarding workflow and passes data to other SAP SuccessFactors HCM products.

Key Feature Description

Home Page Allows to include onboarding tiles on the home page side by side
with key modules such as SAP SuccessFactors Learning and SAP
Jam, so that employees have a single user experience across the
suite.

Goals Management Ability to create short term goals within the onboarding workflow.

10 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
SAP SuccessFactors Onboarding 1.0 - This specifications document describes key features and functionalities of SAP SuccessFactors Onboarding,
as of the 1H 2022 release.
 Recruiting Allows to create new hire records created from SAP
SuccessFactors Recruiting Management, which then initiate the
onboarding workflow.

Employee Profile Allows to show public profile data of employees in the

organization to the new hire.

SAP HCM (on premise) Allows to create pre-hire and employee records from SAP's on-
premise Onboarding solution, and to initiate offboarding when
terminations occur.

Employee Central Allows to automatically create crossboarding and offboarding

activities. When Hiring Manager or job classification data changes
in Employee Central, the changes are maintained in Onboarding.

Pre-Day 1 Access Ability to grant new hires access to certain areas of SAP
SuccessFactors HCM before their start date.

Intelligent Services Allows Users to automatically reassign or restart steps in

Onboarding based on changes to key fields. Intelligent Services
can also trigger step restart or reassignment for Offboarding
based on changes in Employee Central. Intelligent Services also
trigger crossboarding events in Employee Central.

Foundation Import Supports data population on panels and keeps the corporate
structure up to date. This allows User data to flow from
Onboarding to Employee Central to create the employee (User).

Third-Party Integration

Note: This may be subject to additional third-party terms, as applicable.

Key Feature Description

Standard New Hire Integration Allows for integration to any ATS or HRIS via the standard import/
export template.

Integration to TaxBreak Supports Work Opportunity Tax Credits (WOTC) integration with
SAP's partner - TaxBreak.

Standard Document Management Integration Enables integration to any document management system using
the Document Center standard export.

DocuSign Supports use of DocuSign which digitally captures signatures on

forms that require a single signature step.

Secure FTP for Data Export Allows additional PGP encryption for data transfers to SFTP sites.

Trademark Information
Adobe® PDF is a registered trademark of Adobe Systems Incorporated.
DocuSign® is a registered trademark of DocuSign.
TaxBreak® is a registered trademark of Neon Workforce Technologies, Inc.

Disclaimer
SAP retains the right to change, at any time in its sole discretion, the Cloud Service as set forth in the Agreement between
SAP and Customer.

Feature Scope Description for SAP SuccessFactors Onboarding

SAP SuccessFactors Onboarding 1.0 - This specifications document describes key features and functionalities of SAP SuccessFactors Onboarding, as of the 1H
2022 release. PUBLIC 11
3 Service Availability

This section describes the service availability aspects.

Availability Aspect Description

Regions See SAP Discovery Center

Infrastructure We run on several underlying Infrastructure-as-a-Service technologies and regions. Some are owned by
Regions SAP, and some are owned by our partner infrastructure providers, including Microsoft Azure, Google
Cloud Platform, and Converged Cloud (SAP)

Availability Service Availability is a customer contractual commit that is pegged at 99.7%

This would imply that our services / product will be available for the customer to use with an uptime of
our Core Product for ≥ 99.7% of the times
SAP Trust Center is the trusted document reference for SLA which is also visible to the
customers SERVICE LEVEL AGREEMENT FOR CLOUD SERVICES

Environments Cloud Foundry environment.

Languages The web-based administration user interface is available in the following languages:
• Arabic
• Bulgarian
• Catalan
• Chinese (China - simplified)
• Chinese (Taiwan)
• Croatian
• Czech
• Danish
• Dutch
• English (Great Britain)
• English (United States of America)
• Estonian
• Finnish
• French (France)
• French (Canada)
• German (Germany)
• German (Switzerland)
• Greek
• Hebrew
• Hindi
• Hungarian
• Indonesian

12 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
Service Availability
 • Italian
• Italian (Switzerland)
• Japanese
• Korean
• Latvian
• Lithuanian
• Malay
• Norwegian
• Polish
• Portuguese (Brazil)
• Portuguese (Portugal)
• Romanian
• Russian
• Serbian (Latin)
• Slovak
• Slovenian
• Spanish (Spain)
• Spanish (Mexico)
• Swedish
• Thai
• Turkish
• Ukrainian
• Vietnamese
• Welsh

The SAP SuccessFactors documentation on SAP Help Portal is available in the following
languages:
• English

Accessibility SAP SuccessFactors’ design and development guidelines for its software cover the Web Content
Accessibility Guidelines 2.1 Level A and AA, US Section 508, and the EN 301 549 Chapter 9, 10 and 11.
Additional accessibility information can be found in our Customer Success Accessibility Hub.

Feature Scope Description for SAP SuccessFactors Onboarding

Service Availability PUBLIC 13
4 Security, Privacy and Compliance

SAP fosters trust through responsible actions in the context of security, privacy, compliance, and transparency.
We build secure-by-design solutions, help you meet regulatory and compliance requirements, collect and
process personal data lawfully. SAP SuccessFactors Recruiting ensures cloud compliance, security, and privacy at
multiple levels.

Security

SAP protects businesses’ applications and data by building, running, and maintaining more-secure operations.
See our security measures to help protect your data's integrity, availability, and confidentiality and explore
security products and services from SAP here.
SAP is committed to delivering trustworthy products and cloud services. Secure configuration is essential to
ensuring secure operations and data integrity. We have therefore documented security recommendations that
are consolidated in this one place to help you configure the best in security for your SAP portfolio. You can
access the SAP SuccessFactors HCM Suite Security Recommendations here.

Privacy

SAP SuccessFactors Recruiting follows SAP's global Data Protection and Privacy (DPP) guidelines.
You can find more information on the guidelines here.

SAP constantly improves upon Technical and organizational measures (TOMs) for Cloud Services to protect the
data we process on behalf of customers against unauthorized access, change, or deletions.

Furthermore, you can access the Data Processing Agreement for Cloud Services (DPA) for your region here.

You can also access our Data Transfer Fact Sheets and Sub-processor lists here.

Additionally, you can learn about data protection and privacy capabilities available in the SAP SuccessFactors
HCM Suite here.

Compliance

At SAP, we keep our finger on the pulse of ever-increasing security challenges by building a security foundation
based on industry standards and compliance and regulatory requirements. View SAP’s latest security
compliance offerings and reports.
To access our Certificates, Reports, and Attestations, please visit our SAP Compliance Offerings.

Visit My Trust Center

My Trust Center, an area within SAP Support Portal for SAP Trust Center, extends the public offering by
granting access to additional documentation available only to SAP customers and partners with a valid SAP
user ID. You can access My Trust Center here.

14 PUBLIC Feature Scope Description for SAP

SuccessFactors Onboarding
Security, Privacy and Compliance
5 Browser Support

Overview of the browser support.

For the UIs of the service, the following browsers are supported on Microsoft Windows PCs and,
where mentioned below, on macOS:
Browser Versions

Google Chrome Latest version

Mozilla Firefox Latest version

Microsoft Edge Latest version

i Note
Internet Explorer 11 or lower versions are not supported.

Safari Latest version (for macOS only)

For additional information, please view our Desktop Browsers and Browser Configuration
Requirements support page.

For mobile browsers:

Browser Versions

Google Chrome for Latest version

Android

Google Android default Latest version

browser

Safari for iOS Latest version (for macOS only)

For additional information, please view our Mobile Browser support page.

Feature Scope Description for SAP SuccessFactors Onboarding

Browser Support PUBLIC 15
Important Disclaimers and Legal Information

Hyperlinks

Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:
• Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless
expressly stated otherwise in your agreements with SAP) to this:
• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP
based on this information.
• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability
and correctness. SAP shall not be liable for any damages caused by the use of such content unless damages
have been caused by SAP's gross negligence or willful misconduct.
• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering an
SAP-hosted Web site. By using such links, you agree that (unless expressly stated otherwise in your agreements with SAP)
you may not infer any product claims against SAP based on this information.

Videos Hosted on External Platforms

Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these
platforms. Furthermore, any advertisements or other content hosted on these platforms (for example, suggested videos or by
navigating to other videos hosted on the same site), are not within the control or responsibility of SAP.

Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that
experimental features may be changed by SAP at any time for any reason without notice. Experimental features are not for
productive use. You may not demonstrate, test, examine, evaluate or otherwise use the experimental features in a live operating
environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product
accordingly. By providing your feedback (e.g. in the SAP Community), you accept that intellectual property rights of the contributions
or derivative works shall remain the exclusive property of SAP.

Example Code

Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to
better explain and visualize the syntax and phrasing rules. SAP does not warrant the correctness and completeness of the example
code. SAP shall not be liable for errors or damages caused by the use of example code unless damages have been caused by SAP's
gross negligence or willful misconduct.

Bias-Free Language

SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to
people of all cultures, ethnicities, genders, and abilities.

16 PUBLIC Feature Scope Description for SAP SuccessFactors Onboarding

Browser Support
 www.sap.com/contactsap

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Please see https://www.sap.com/about/legal/trademark.html for additional

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Feature Scope Description for SAP SuccessFactors Onboarding

Important Disclaimers and Legal Information PUBLIC 17