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How to convert Login Method from PWD to SSO automatically for New Users hired from Onboarding [Pre-Day 1] [Integration with BizX] – Onboarding 1.0 / Onboarding 2.0

Context:

While using Onboarding 1.0 or Onboarding 2.0 with Pre-Day 1 feature enabled, the default login method for new hires is PWD. When a customer is using SSO, the system and designed behaviour is that the login method for the new employee remains as PWD and not changed to SSO, even after the new hire is hired in Employee Central. For a permanent resolution an enhancement request is submitted to SAP SuccessFactors Onboarding 1.0 Product Management team. There is no specific date when this will be added to the system.

This post explains about the workaround solution that can be implemented to automatically convert the login method from PWD to SSO on completion of New Hire action in Employee Central. This is achieved by leveraging Intelligent Services for ‘Employee Recruitment’ Event and Integration Centre.

Prerequisites:

  1. Enable Employee Central
  2. Enable Intelligent Services Centre using the Upgrade Centre(ISC)
  3. Integration Centre

Configuration:

  1. Configure a business rule in Job Information portlet – To trigger Intelligence Service during New Hire
    • Create a Basic rule with ‘Job Information Model’ as the Base Object.

    • Set the rule condition to execute ‘Trigger New Hire Event’

2. Assign the Business rule

    • Navigate to Admin Center> Manage Business Configuration> ‘jobInfo’ element

    • Scroll all the way down to the ‘Trigger Rules’ section
    • Add the business rule as a ‘onPostSave’under ‘Job Information Model’ and Save

 

  1. Configure Intelligent Services for ‘Employee Recruitment’ event – Create and assign Integration Centre flow
    • Navigate to Admin Center> Intelligent Services Centre (ISC)
    • Search and select the Event> Employee Recruitment

    • Under ‘Activities’, Select ‘Integration’ tab

    • Click ‘OK’ and ‘Create a new integration’ in the pop-up window

    • In the ‘Choose Integration Type’ pop-up, select the following:
      • Destination Type: SuccessFactors
      • Format: OData v2
    • Click ‘Create’
    • The system redirects to the Integration Centre

    • Enter an Integration Name and Description
    • Click ‘Next’

    • Click ‘+’
    • Search, and Select ‘User’ as starting Node in Integration Centre

    • Switch to Field Mapping view

    • Assign data in these 4 fields
      • User/userId > userNav/userId
      • User/gender > userNav/gender
      • User/status > userNav/status
      • User/loginMethod > Fix as ‘SSO’
    • This is completed by drag and drop from Source Fields to Destination Fields

 

 

 

    • To set the fixed value for User/loginMethod > Fix as ‘SSO’, switch to Details View

    • Set the Default Value to ‘SSO’

    • Switch back to Field Mapping view to preview the integration
    • Click ‘Next’

    • Skip ‘Filter’, Click ‘Next’ and move to ‘Review and Run’

    • Click Save> Save

 

 

 

4. Set the Intelligent Services Flow Rule

    • Navigate to Admin Center> Intelligent Services Centre (ISC)
    • Search and select the Event> Employee Recruitment

    • Under ‘Activities’, Select ‘Integration’ tab

    • In the pop-up window, Select the integration definition configured and click ‘Add Integration’

    • This adds the new integration to the Flow Rule.
    • Set the ‘Timing’ to ‘When event is published’

 

    • Make sure you have saved the changes under Actions> Save Flow

 

  • Once the flow is successfully saved, this overrides default login method from PWD to SSO for a New User hired from Onboarding automatically.

 

Additional Notes:

  1. Gender is a required field as per the oData API Metadata and cannot be Null or Blank while triggering a upsert. KBA: 2819591 Hence the gender field needs to be added in the Integration  Center Field mapping.
  2. The event flow is triggered after the New Hire action is completed in Employee Central and a Employee Profile is created in Successfactors. Hence, this solution can be implemented in both Pre-Day1 and Non Pre-Day1 scenario.
  3. If Employee Central is not in scope, then the loginMethod can be updated in BizX through the daily employee import job.
17 Comments
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  • Awesome demo of the power of integration centre!

    Is there no way that you can just not have the login method not populated for onboardees or automatically reset to blank when they are hired?

    Noting that with IAS/IPS this should become something that isn’t needed as the change to whether password is needed vs using SSO should be something that we can configure in IAS  (based on whatever attributes we want to use in IPS mapping)

    However, does sound very reasonable to put out this solution for those people staying on ONB1.0!

    Thanks,

    great post!

  • I echo Chris’s Kudos about the demo of a use case for using intelligent services/integration center for dealing with a gap in the product.  Thanks for sharing!!!

  • It is something that I had been waiting for ages for this Login Method related issue related with hiring On-boarded candidates (ONB1.0). And since SAP had not committed to providing a solution within any fixed time frame, we were manually changing the login method to SSO for newly hired candidates- whiuch was tedious & time consuming to say the least.

    Ajeesh has provided this beautiful workaround solution utilizing the powers of both Intelligent Services & Integration Centre. I have implemented this solution for my organization & it works like a charm!!

    It now frees up the BAU support resources to do something more productive…

    Thanks, Ajeesh!

  • Ajeesh Nair , Great blog and well presented. I love to play around with Intelligent Service Center, and its good to see a nice use case that can be achieved with both ISC and IC. This is a good solution for customers staying with  ONB1.0.

  • Hi Ajeesh,  great article very detailed and clearly articulated.  Can we use the same logic to have this configured for only ONB2.0 customers by triggering this well in advance when hiring manager completes the data validation because in ONB2.0 new hires receives welcome email and reset password link as soon as the hiring manager completes the data validation?

    • Thanks Praveen.

      This event flow will get triggered only after the new hire is hired in Employee Central from Manage Pending Recruits dashboard.

  • Hi Ajeesh,

    Could you let us know the reason why ‘When event is published’? Can we also use ‘On effective date’? Just needed some clarification. I feel we can use but just wanted to check any specific reason ‘When event is published’ if so.

    • Hello Praveen,

      I think ‘Event is published’ will become an issue if you hire employee with future hire date. I believe employee should remain PWD (preday1 user) untill became hired, therefore ‘On effective date’ makes more sense to me.

    • Hi Praveen,

      Yes, ‘On effective date’ is supported and can be used if the client wants to complete the hire in Employee Central before the start date, but then want to retain PWD as the login method till the start date.

      • Hi Ajeesh, I had set this value to ‘on effective date’ and noticed some issues where this integration was not triggered – the user remained PWD even after MPH was completed.  My theory is that the issue is because the MPH was processed AFTER the effective date, i.e. the Hire Date was 8/10 but MPH wasn’t completed until 8/13.  Just wanted to mention this in case others may have the same issue.

  • Hi Ajeesh,

    Most of us waiting for this solution form a long time, thanks for your time and effort preparing this demo.

    Can you please advise below scenarios:

    1. Can I re-use the event trigger business rules such as “EVENT_NEWHIRE (SAP_EVENT_NEWHIRE)”
    2. Some reason I am not getting Intelligent Services Centre rule type; can I ignore this and solution still works when I add the business rule as a ‘onPostSave’ under ‘Job Information Model’.

    With regards