So your organisation has decided to implement (or continue using) a COTS Recruitment solution (like Page Up or Taleo to give an example) to attract talent instead of implementing SuccessFactors Recruitment Management (RCM). Now a key challenge is to integrate it with SuccessFactors Onboarding (henceforth referred to as Onboarding) so that the Candidate’s required details can be onboarded into the organisation, and then sent to SuccessFactors Employee Central (EC) so that an Employee record can be created.
The Onboarding module is an addition to the SuccessFactors suite by means of acquisition. Like with many technology acquisitions although Onboarding and the greater SuccessFactors suite integrate well with one another functionally, however, given that the two products are built on completely different technology platforms with varied underlying architectures, it has left telltale differences in the integration framework, the UI and other functionality (such as import/export data, security etc.).
The lack of documentation poses another challenge when implementing Onboarding. Although having said the quality and richness has improved in leaps and bounds every quarter. For e.g. from there being no in built Data Dictionary in the system (like in EC for OData and SFAPI), and no guide on what the API signatures / schemas look like, to having an Onboarding and Offboarding API guide with API sample schemas feels like a quantum leap!
There are several differences in the APIs used in Onboarding to those in EC. However, the key difference is that the constituting Elements are represented in a CDATA. CDATA is a collection of well pretty much anything – elements, pictures, bytes, words etc. The rules that apply to XML validation don’t apply to CDATA. Thus you can have elements here without a value (which may violate XML rules in your middleware where an element without a value is not permitted).
In this blog we will explore some of the features of the core API – PostNewhireRecord.
It is important to note that the minimum elements that are required in a “skeleton schema” to successfully create an Onboarding record are the Candidate’s First Name and Last Name.
Although the payload has dedicated elements for First Name –
You will get the below error message if either of these elements are missing from the payload (in the below example both
]]> 00000000-0000-0000-0000-000000000000 203 First Name is missing 202 Last Name is missing
The best thing about the PostNewhireRecord API is that it is extremely elastic i.e. you can add any number of fields to it to suit your requirements.
Custom Elements need to be defined in Super Admin (similar to Provisioning for SuccessFactors) and then added to Custom Panels in XpressHR (this is the front end like BizX is for SuccessFactors Employee Central) and finally represented in the API.
Lets start with Super Admin first.
Once you have added all the custom fields click on Import File >> Choose File >> Submit.
First of all the custom fields need to be added to the custom Panels of a custom Process. This is typically done by a Functional Consultant, who then provides the list of the custom fields to the Integration Consultant.
Why would a client want a custom defined Onboarding process?
A key reason could be because the standard Onboarding process is US centric (they represent USA specific taxation I-9 elements, veteran related information etc.) and is non-modifiable (like most standard SAP defined functionality). There are 2 ways to define a custom process –
- One is to copy the standard wizard (aka Steps that constitute a Process) and modify the underlying panels.
- The other (and easier) approach (imho) is to define your custom Process and Steps from the ground-up. You can import standard Panels into your custom Process (for e.g. country compliant Panels – like TFN, Superannuation for Australia).
The below XML snippet shows how a custom Process is represented by a name (Process) and value (My_Onboarding_Process) pair in the PostNewhireRecord payload –
All the custom elements are represented by name and value pairs in the section
A custom Process with custom Elements would look like –
As you have seen even though the schema may look daunting at the start, once you break it down into it’s constituting elements it becomes easier to manage.
A word of thanks to our Onboarding friends at SAP – Kumaran Purushothaman and Harsha Vernekar – for their continued help and support, without which neither an interface to Onboarding nor this blog would have been possible.