Skip to Content
Technical Articles
Author's profile photo Smita Jalit

Onboarding (2.0) with an External HRIS



You can connect with Onboarding (2.0), if you’re using an external Human Resource Information System (HRIS) to store and manage employee data. This topic describes how to integrate an external HRIS with Onboarding (2.0) and what considerations need to be taken care during configuration.

A miniature version of the Employee Central system must be set up as the record system. Employee Central is used to store external HRIS data for Onboarding (2.0) purpose. Employee Central is set up with data models, foundation objects, role-based permission in accordance with the configuration work book. To ensure that data is imported successfully from the external HRIS system, it’s imperative that you have a thorough knowledge of the Employee Central import functionality.


Import Foundation Data

Foundation Data consists of information that defines your company, and everything else related to it such as the organization, job structures, and so on. Foundation Data is commonly shared across the company. Therefore, it’s important to import foundation data before importing employee data. Corporate Data Model must be configured to include the required Foundation Object definitions. You can use pre-configured templates available in Employee Central to import Foundation Data. Each template corresponds to a data object, also known as a Foundation Object (FO). Each Foundation Object stores a specific type of foundation data.

In general, the organization structure is composed of the following Foundation Objects:

Legal Entity (Company)

  • Business Unit
  • Division
  • Department
  • Location
  • Cost Center


Import Employee Data

Replicate the employee data in EC data structure for existing HRIS users for Onboarding purpose. Employee data from HRIS system should be synced on a regular basis to EC data structures. Import of User population for Onboarding (2.0) purpose (Example – Admin, hiring manager, participants of the onboarding process), New Hire created using Onboarding (2.0) and Hired in External HRIS system will be part of this employee import as well. You can either use API integration or EC import using upload templates to replicate employee data in EC.

These are the minimum of entities (using upload templates/APIs) required to replicate employee data in Employee Central tables:

  • User
  • PerPerson
  • EmpEmployment
  • EmpJob
  • PerPersonal


Note: Make sure you set “Source of Record” field value = “ONB”

Data HRIS Synchronization Job

In a SuccessFactors environment (BizX instance) without EC, Employee Profile (EP) is updated directly during user updates or is being fed with data from the master data source system through an integration interface.

For Employee Central customers, EP is fed with data from EC Database tables through the use of BizX “HRIS Synchronization job”.  “Manage Business Configuration” page allows you to configure sync mapping.

You can refer to the existing process to replicate data from External HRIS to Employee central. Please make sure you are setting up minimal EC configuration for Onboarding 2.0 purpose only.


Export the new hire data once process is set to Hire status = Ready To Hire

  • Build the Outbound integration using Integration Center to export the new hire data to the external Human Resources Information System, once the new hire is ready to be hired.
  • Outbound integration can be set up as file export to SFTP location or by API.
  • Include Process Id field in Export New hire data file to identify New hire uniquely for integration purpose.
  • Make sure you add filter “User-Status” = e so that only Onboarding 2.0 External Users are exported.
  • Schedule regular export using setting available in integration center.
  • You can restrict new hire data export in next run once it is exported using Time based filter “Modified Since”. You can always do a Modified Since Last runtime filter which will fetch only records that have been changed since the last run time.

Note: Data is exported from Bizx to External HRIS system only for the Hiring Process of New hire (who is still an External User in Bizx) into External HRIS system.


Example of Data Export using Integration Center:




Complete Hiring Process and Generate ID in External HRIS system

Hiring can be completed in external HRIS system once New hire data is exported. Below is the example of data used to generate user record in the Master system.


Send Hiring completion information back to Onboarding using API

Once Hiring is completed in External HRIS system, hiring information needs to be sent back to Onboarding (2.0). For this purpose, “onb2UpdateFromExternalHris” API can be used to send the data back to Onboarding (2.0). ONB Process ID should be set correctly while invoking this API.HRIS system primary id should be mapped to PersonIdExternal in BizX and userStatus must be set to ‘Hired’.

API name – onb2UpdateFromExternalHris

Reference API link –

Post hiring in External HRIS

  • New hire’s Onboarding process.Hire Status would be set as “Hired” after execution of above API.
  • New Hire will be converted from External User to Internal user on day one by conversion job.
  • After day 1, New hire should be added in regular data import from External HRIS to Bizx.
  • New hire should be able to login with new username set using the API “onb2UpdateFromExternalHris”.


In conclusion, integration of Onboarding (2.0) with External HRIS system can be set up by custom integration. Integration center, Employee Central API’s or Import functionality can be used to build this integration. Onboarding (2.0) process steps remains same prior to candidate is ready to hire in External HRIS system.

I hope, you find this information useful to get started with Onboarding 2.0 integration with External HRIS system.

For more details please check out our product documentation SAP Help Portal .

Assigned Tags

      You must be Logged on to comment or reply to a post.
      Author's profile photo Claudio Palladino
      Claudio Palladino

      Hi Smita Jalit,

      thanks for sharing.
      I just have a question, so per my understanding the Integration between Successfactors OnBoarding 2.0 and HRIS is done without the Middleware Cloud Platform Integration, but only through Intelligent Services and Integration Center on Successfactors, is it correct?

      Thanks in advance.

      Author's profile photo Smita Jalit
      Smita Jalit
      Blog Post Author

      Hi Claudio,

      Custom integration needs to be set up using Intelligent Services and API provided by Onboarding. You can use integration center but updating Hiring status from External system hris to onboarding (step mentioned in this document "Send Hiring completion information back to Onboarding using API" ) needs to have middle ware integration.



      Author's profile photo Claudio Palladino
      Claudio Palladino

      Hi Smita,

      Please is there any references document for the integration that I can follow?
      If exist, please can u refer here?


      Author's profile photo Ana Oliveira
      Ana Oliveira

      Hi Smita,

      My client has Onb 1.0 live and is currently starting the EC implementation. They are planning to start the migration to Onb 2.0 once the EC implementation is in a stable phase and also once the migration tools are available.

      They'd like to know if it's possible to send the documents stored in the new Document Management System to the SAP EPP. Currently, with the Onb 1.0 solution, they are doing so, via the Super Admin Document Center Standard Export Job and they want to continue sending the documents to EPF once they migrate to Onb 2.0.

      Could you advise on the best way to do it? I checked that the Document Management allows to do bulk downloads, but can we do it in a scheduled way, to an SFTP folder?



      Rita Oliveira

      Author's profile photo Emily Nagengast
      Emily Nagengast

      Hi Rita- It is possible to schedule a bulk download to an SFTP. It is driven by user though meaning it is not recurring and an administrator would need to initiate. You can schedule the download using the scheduled job manager and once placed in queue will be executed.

      Please see documentation as well

      Author's profile photo Gábor Nagy
      Gábor Nagy

      Hi Smita,

      One of our client would like to integrate  3rd party RECR system (ATS) to ONB 2.0. The outbound connection/integration is working properly but we are trouble with the inbound direction. We collect the Onbordee data from the ATS via provider APIs then we should import the data in a sequence which is not documented by SAP or we still could not find the proper documentation.

      In Step1 we've created an external UserID in the system via createOnboardee API

      In Step2 we inserted EC information based on the external ID

      In Step3 we use initiateOnboardingForUser API in order to import the onboarding process from the ATS - the  Onbordee appears in SF on the  onboarding dashboard.  But the person does not appear on the New Hire Data Review tile.

      the following KBAs are available 2877929, 2671907 but unfortunetly these did not solve our issue while SAP support can not really give us advices, but our time is running...  I would really appreciate if there would be idea at your side which can help for us.

      Thanks in advance.

      Gabor Nagy

      Author's profile photo SURYA ALLURI

      Hi Smita,

      I'm struggling to fetch the Onboarding data in Integration centre report, I can see only process ID and Process status but rest of all the fields comes as blank. Any suggestions.




      Author's profile photo SURYA ALLURI

      Hi Smita Jalit,


      Thanks to you, we have successfully implemented this version.

      But I still have one area Set Goals which is not linked to the New Hire (After day 1, New hire should be added in regular data import from External HRIS to Bizx) What is the behaviour of Set Goals in Non-EC version? Please help.




      Author's profile photo Manjunath BK
      Manjunath BK

      Hi Smita Jalit  thank you so much for the details Blog. Can we maintain the Employee data in EC data structures after candidate is Hired in External HRIS system. If yes, will not cause EC license issues ?

      Author's profile photo Abhishek Gupta
      Abhishek Gupta

      Hi Team,


      thanks for this blog.

      You mentioned in this blog that, when onboarding is done without EC, external hris system can send back existing employees back to onboarding (SF) using api’s.

      my question is - Do we send all existing employee data from external hris back to onboarding or only specific to onboarding? If we dont send all existing employee data back so when does employee data get created in successfactors for other talent modules to consume.




      Author's profile photo Smita Jalit
      Smita Jalit
      Blog Post Author

      Hi Abhishek,

      Existing employees are expected to be synced to SF using regular sync via jobs/APIs which you would already have before enabling this integration for Onboarding New hires.


      Author's profile photo Abhishek Gupta
      Abhishek Gupta

      Thanks Smita this is very helpful!


      One small clarification.

      1. EC elements to Configure - In this scenario where there are limited EC elements available, I believe position management, Event reasons/Events and custom MDFs for FO and are not in scope ? As this is not full fledged EC.

      However, I  believe there will be flexibility for country specific field level configuration for job info, address etc

      2) For new hires using onboarding when candidates are reflected in manage pending hire, do they get reflected in mini EC as normal process ? As usually once we complete manage pending hire the candidate becomes employee automatically ..


      do we have to send onb data to external hris only and leave the onb process in successfactors for new hire before manage pending hire ?

      Please suggest .

      Kind regards