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Author's profile photo Shuba Natarajan

SAP RPA 2.0 Challenge Submission: Automate Document Generation feature in SuccessFactors Employee Central


Shubha Natarajan (SAP SuccessFactors Consultant)

Akanksha Jha(SAP SuccessFactors Consultant)

Sureshkumar Ramaswamy(SAP Technical Consultant)


This blog post is a part of the SAPRPA2.0_TutorialChallenge2021.We want to demonstrate as to how iRPA can be repurposed to automate Document Generation in SAP SuccessFactors

Use Case:

Document Generation is one of the most frequently used feature in SAP SuccessFactors Employee Central. It enables admins to generate the documents such as Address proof, Proof of employment, letter of reference etc. in a timely and efficient manner.

Based on the employee’s request, HR admin can generate these documents and share it via email or download it.

Though it is one of the sought-after transaction, it is also a pain area for most of the HR Admins. It is a convoluted task for the admins to generate and share the documents based on employee’s request. SAP Intelligent Robotic Process Automation(SAP iRPA) will be the solution to this issue.

SAP iRPA helps to automate the regular repetitive tasks performed for the business processes. It helps remove redundant tasks and brings about greater efficiency in addition to being more accurate.

who would benefit from this tutorial : SAP SuccessFactors HR admins would benefit from this Tutorial.

Main Part:




Step-by-Step flow of automating the process is given below:

Mail box of the admin:  Configure the outlook rule to receive the mail in a specific folder. For the use case we created a folder 02 RPA in the outlook.




Format of the mail:  Subject line should have Admin Center, Letter Name and User as given below



Create a project from the SAP iRPA cloud factory: Projects>New Project





Application Creation: Create the application and capture the screenshot from SuccessFactors> Generate document and declare the elements




Automation: Go to automation and start creating the flow chart.

Open Outlook Instance: This will open the outlook instance



Open outlook


Search email(Outlook): This will enable the tool to go to the folder (folder name: 02 RPA) with in outlook and search for mail with Admin center as subject .Here the folder name and the subject name has to be added in the parameter.



Search email


Forever condition: If the above condition is not met (i.e. if the Admin center is not found in the outlook folder) the loop will be terminated




Get Mail subject: If the condition is met, Subject is captured from the Outlook.


Mail Subject

Custom Script: Using custom script, get template name from the subject




Custom Script2: Using custom script2, get user from the subject





Generate Document SF: Based on the declared elements, values are populated by calling the SuccessFactors Application(Generate Documents)


Document Generation


Note: Within SuccessFactors application, two options are available as given in the screenshot below (Generate & Email/Download). This document covers the procedure for download. This same process applies to both the options.



Get Next Email: Used for processing the next user.


Next User

Overall workflow Process:


Workflow Process


Document generation screen in SuccessFactors


Document Generation

Post automation, documents are downloaded as given below



Demo Video:


The above mentioned steps minimize the amount of the time and effort required to generate the documents in employee central.

It’s utility is humongous incase where multitude of such documents need to be generated on a daily basis.

Automation will reduce the manhours to 5-10mins for 100 documents which would otherwise have taken 1 full day.

PS: I wish to thank you for taking your time out for reviewing our blogpost and I invite you to share any comments/thoughts/feedback/observations which would help us improve future content.


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      Author's profile photo Charles Jose
      Charles Jose

      This is really helpful.

      It will have a cascading benefit when considering that it directly speeds up the turnaround time and process flow for each employee using the system.

      Author's profile photo Nalla Chakravarthy
      Nalla Chakravarthy

      Great blog

      Author's profile photo Mohankumar Rengaraju
      Mohankumar Rengaraju

      Great work. The process look very and smart. All the best.

      Author's profile photo Mohankumar Rengaraju
      Mohankumar Rengaraju

      Great work guys, The process looks very and smart. All the best.

      Author's profile photo Meenakshi Sundaram Prabhu
      Meenakshi Sundaram Prabhu

      Well explained with simple steps


      Author's profile photo Nitish Arora
      Nitish Arora

      Great Work. This is really informative

      Author's profile photo Viveknandan Perumal
      Viveknandan Perumal

      Well described with proper steps. A good starting point for people to use the iRPA. Thanks for the blog  !!

      Author's profile photo Mohd Shahvez
      Mohd Shahvez

      Very well enunciated & explained.

      Author's profile photo Harisankar Mohanakumar
      Harisankar Mohanakumar

      Really good attempt, Informative too!

      Author's profile photo Sachin Pachauri
      Sachin Pachauri

      Really Good One Shuba..!!

      Author's profile photo Mallikarjuna Cherlopalle
      Mallikarjuna Cherlopalle

      Great Work. Clearly explained step by step.

      Author's profile photo Shanker Duraibabu Shanker D
      Shanker Duraibabu Shanker D

      Very informative and detailed. Thanks for this wonderful blog Shuba.

      Author's profile photo NOC Monitoring
      NOC Monitoring

      Great Work Shubha, Akanksha and Suresh. Keep helping!