New Hire Onboarding Survey using Custom Task in Onboarding 2.0

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Introduction:

The purpose of onboarding is much more than policies and paperwork; it’s about acclimating and integrating new hires, so they feel prepared, supported, and connected within your organization. Onboarding surveys, or new hire surveys, are often used by Human Resources and People teams to measure employee satisfaction toward internal onboarding and recruitment processes.

In this blog, we will talk about configuring Onboarding Surveys by creating custom tasks. With the SAP SuccessFactors 2H 2023 release, we can now create and define custom tasks and add them to existing onboarding and offboarding programs. We can define the custom task as mandatory or optional, set a due date, and assign it to new hires, employees, managers, or a responsible group.

Configuration:

1st Step: Creating Custom MDF Object for dropdown values

  1. Go to Configure Object Definitions.
  2. Choose Create New Object Definition
  3. Maintain the code and Lebel for the custom MDF
  4. Effective dating as None
  5. API Visibility as Not Visible
  6. In security section, set Secured as yes and Permission category as Miscellaneous Permission
  7. Click Save

Note: We do not have to create any additional fields.

 

2nd Step: Providing role permission to the Custom MDF

  1. Go to Manage permission roles
  2. In permission, choose miscellaneous permission
  3. Give view & edit permission for the custom object to all required roles.

3rd Step: Create dropdown values for the Onboarding Survey Answer

  1. Go to Manage data
  2. In create new ,select OnbSurveyDropDown
  3. Create value by entering external code and external name
  4. Repeat point no.3 to create more values.

 

4th Step: Creating custom MDF for the Onboarding Survey questions

  1. Go to configure object definition
  2. Choose Create New object definition
  3. Maintain the code and label for the custom MDF
  4. Effective dating as None
  5. API Visibility as Not Visible
  6. Maintain the Subject User Field as externalCode
  7. In the field section, create the Survey questions as per the business need.
  8. For Multiple choice questions set the Data Type as Generic Object and add the code of the custom MDF in the Valid Value Source Field which we created for the dropdown values.
  9. Under the externalCode field, ensure that the Data Type is set to User and visibility as Not Visible
  10. Set externalName visibility as Not Visible
  11. In the security section, set Secured as Yes and Permission Category as Onboarding or Offboarding Object Permission.
  12. For custom tasks for new hires, create a rule scenario for MDF-based objects and set the External User Visibility to Yes.

Note: Only Boolean, Date, Date Time, Decimal, Generic Object, Number, String, Time, User data types are supported for now.

 

5th Step: Providing Role Permission to the Onboarding Survey Custom MDF

  1. Go to Manage Permission Role
  2. In permission,Choose onboarding and Offboarding object permission
  3. Give view & edit permission for the custom object to all required roles along with OnboardingExternalUser.

6th Step: Creating a Custom Task

To create, define, and assign a custom task, enable the following permissions

User Onboarding or Offboarding Object Permissions Custom Task
User Onboarding or Offboarding Object Permissions Custom Task Definition
User Onboarding or Offboarding Object Permissions Delegatable Task

  1. Go to Manage Onboarding and Offboarding Tasks
  2. Click on Task Settings
  3. Under Manage Custom Tasks,select +New Task.
  4. Select the Module as Onboarding
  5. Enter a name for your custom task.
  6. Enter a description of the custom task.
  7. Select the custom MDF object to use for this task.
  8. Select the Open Template Editor button to edit the custom task fields.

7th Step: Adding header Image on the form

  1. Open Template Editor
  2. Add an image source
  3. Add alt text for the image, in different languages.
  4. Set the height and width of the image.
  5. Click on Save

8th Step: Adding Custom Task to an Onboarding Program

  1. Go to the Manage Onboarding Program page and select an existing onboarding program.
  2. Click on Add a Custom Task
  3. Select the task from the list
  4. Choose the task to be mandatory
  5. Enter a due date for the custom task as -7,so that the due date will be 7 days after the start date .You can set the due date as per your business requirement.
  6. Select Assign to Onboardee
  7. Click on Submit

 

9th Step: Test the result

  1. Initiate Onboarding for a candidate
  2. Complete the data Review Step
  3. Onboarding Candidate Completes the Personal Data collection step
  4. Custom task will trigger along with the New Hire Task
  5. Your Onboarding Task Card Created
  6. The form opens up once you click on the card

 

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