SAP SuccessFactors Onboarding provides a variety of forms to capture data pertaining to new hires, however, there is also an option to upload your own unique/custom policies. Forms that used to be completed via pen and paper, can be completed online as part of your onboarding process using custom forms.
The process of custom forms is as follows:
- Prep and create the custom form.
- Create custom panels if the information is not already captured in Onboarding.
- Upload the form in Onboarding and map the keys to the right values.
- Add the form to the process where it needs to appear. You can also add advanced conditions for when the form should appear.
Now let's take a detailed look at each of the steps.
Prep and Create the Custom Form
You need to have a PDF editor to prepare the form. The forms that can upload has to be PDF and less than 4 MB in size.
Open the form in the PDF editor and the form, depending on the editor you will need to add the data capturing tools, like text field, checkbox etc. on the place that you want to capture the data.
Add the fields and provide an appropriate name for the field. It is good to have the name same or like the key that you are planning to map it to in Onboarding as it helps avoid confusion.
Do it for all the fields. The signature field should also be text fields.
Save the form.
Create Custom Panels if Information is Not Already Captured in Onboarding
The first name and the last name are already being captured in Onboarding so we don’t really need a custom panel to capture it. However, the sweatshirt field does not exist, so we’ll create a new custom panel to capture it (Read this blog to learn how to create a custom panel).
Upload the Form in Onboarding and Map the Keys to the Right Values
Go to Onboarding -> Settings -> PDF Form -> <Your company ID> -> Upload the form -> Create
Your form should have come up in the company ID in the PDF forms now. Click on the + sign and the fields from the form should come up. You can now map them to the keys.
You need to map the Onboarding keys to the form fields. The Input Value will have the Onboarding Key. Click on the … symbol. You can search the key. Select the key and click on select.
The key value would come up in the Input Value. You’ll need to click on Update. Repeat that for all the fields.
For Signature, you need to use the sign field. Select the right value and click update.
Add the Form to the Process in Which it Needs to Appear (Can Also Add Advanced Conditions)
Go to Reference Files -> Forms -> View assigned PDF forms by Processes -> Select the process for which you want the form to come up -> Create
Click on the … symbol and select the form that you created in PDF forms. Provide an order number (this determines in which order the form comes up). You can also select if you want the form to come up for printing before the form is submitted.
Click on Move -> Select the form that got created now and move it to the right process -> Click close and the form should appear up in the right process.
You can now click on Edit and select if the form needs to come up for signature in Employee Step or in the Onboarding (Day 1 Step). You can also add conditions when the form should come up by clicking on conditions.
The form should now come up and get populated in the onboarding process.
Need additional support? Book a complimentary one-hour consultation with one of our certified SAP SuccessFactors Onboarding consultants. We'd be happy to answer your questions!
