“Automating Signee Name, Designation, Signature, and Date Format in Document Generation: A Guide to Tailored Footer Customization”

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Scenario 1: Default Signee Name and Designation

Auto populate the signing authority’s Name and Designation (Position Title) depending on employees assigned Department in the footer of letter in SAP SuccessFactors using Document Generation.

 

Steps:

  1. Create Custom Object (lookup table): Create below custom MDF object and set the following:

Figure 2: Custom MDF Object Definition

  1. Set the externalCode field’s data type as string and visibility as editable.

Figure 3: external Code field definition

  1. Set the externalName field’s data type as string and visibility as editable.

Figure 4: externalName field definition

 

  • Create Custom field called “HOD Name” and set the data type to user.

Figure 5: Custom field “HOD Name”

  1. Create Custom field called “HOD Job Title” and set the data type to string along with the following field criteria.

Figure 6: Custom field “HOD Job Title”

  1. Create Business Rule to default the Designation: Using “Rules for MDF Based Objects” scenario, create the following Business Rule to default the designation according to the signee’s Position Title.

Figure 7: Business Rule Logic

  1. Assign Business Rule: Upon creation of the rule assign it to:
    1. The Save Rules section in the Custom MDF Object, HOD Sign.
    2. OnChange rule, the custom field, HOD Name, in the Custom Object “HOD Sign”.

Figure 8: Assigning Business Rule

  1. Create Business Rule to Default Signee Name: Using “Basic” scenario, create the following Business Rule to default the Name of the Signee.

Figure 9: Defaulting Signee Name Business Rule

  1. Create Lookup table: Make records for the Custom Object “HOD Sign” by using Manage Data. The Signing authority for this department is mapped in the lookup database based on the Department code (50110003 in our example). Mark Burke, as noted below, is the department’s signing authority. Because of the mapping in the assigned business rule, when his name is entered, the designation in the “HOD Job Title” field is automatically defaulted.

Figure 10: Record of HOD Sign Object

  1. Document Mapping: The solution is designed in document generation, which defaults the signing authority name and designation as per employee’s Position Title.

Assign the Business Rule:

  • Created in step 2 to the Signing Authority’s Designation placeholder in your Document Template using the “Manage Document Template Mapping” tool.
  • Created in step 4 to the Signing Authority’s Name placeholder in your Document.
  • Template using the “Manage Document Template Mapping” tool.

 

  1. Test example: Alex Flowers is an employee in the HR Business Office AU (50110003) and his department has been mapped to Mark Burke as shown previously.

When a letter is generated for Alex Flowers, the footer will display the name and designation of the Signee according to the configuration.

Figure 11: Defaulted Name and Designation

 

 

Scenario 2: Default Signature (Picture)

Auto populate the signing authority’s signature picture depending on employees assigned Department in the footer of letter in SAP SuccessFactors using Document Generation.

Figure 12: Signature Picture

Steps:

  1. Create Business Rule to Default Signature: Using “Basic” scenario, create the following Business Rule to default the Signature of the Signee.

You may configure the “If” condition as per the business requirement or set to always TRUE. And “Then” condition as per below screenshot

Figure 13: Business Rule for Defaulting Signature

 

  1. Map Business Rule in Document Mapping: The solution is designed in document generation, which defaults the signing authority’s signature.

Assign the Business Rule created previously to the Signing Authority’s Signature placeholder in your Document Template using the “Manage Document Template Mapping” tool.

  1. Test example: Alex Flowers is an employee in the HR Business Office AU (50110003) and his department has been mapped to Mark Burke as shown previously.

When a letter is generated for Alex Flowers, the footer will display the signature of the Signee according to the configuration.

 

Figure 14: Signee’s Signature

More information on the aforementioned configuration setup may be found in the blog “how-to-use-dynamic-pictures-on-document-generation/.”

 

 

 

 

Scenario 3: Update the Date Format for today to DD-MMM-YYYY / D-MMM-YYYY

Update the date format in the header of letters generated in SAP SuccessFactors using Document Generation.

 

Figure 15: Date Format

Steps:

  1. Create Business Rule to Update Date Format: Using “Basic” scenario, create the following Business Rule to default the Signature of the Signee.

Figure 16: Business Rule for Updating Date Format

Figure 16: Business Rule for Updating Date Format

Map Business Rule in Document Mapping: The solution is designed in document generation, which updates the Today’s date format in the header of the letter.

Assign the Business Rule created previously to the Date placeholder in your Document Template using the “Manage Document Template Mapping” tool.

  1. Test example: Alex Flowers is an employee in the HR Business Office AU (50110003) and his department has been mapped to Mark Burke as shown previously.

When a letter is generated for Alex Flowers, the header will display the updated date format according to the configuration.

Figure 17: Updated Date Format

 

I hope you found this article helpful. Please leave any further suggestions in the comments section.

 

[This blog was made possible with the valuable contributions of my teammates.

Varun & SriKrishnan]

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