SAP Knowledge Base Article - Public

2074117 - Document Transfer: How to manually transfer a document from one manager to another manager?

Symptom

  • This solution describes the process by which documents (forms) can be manually transferred from one user account to another. For example, from an employee's old (previous) manager to their new manager?

Environment

  • Learning

Resolution

You can manually transfer documents from one user to another, for example from an employee's old manager to their new manager. If you prefer to have documents transfer automatically based on changes in the user data files, see these instructions.

 

To manually transfer documents:

 

1. Select the Admin Tools link to go to the Administration page, locate the Manage Users section, and click 'Documents Transfer'.

2. In the 'Transfer Employee' field, enter the username of the employee whose documents you want to transfer. If you don't know employee's username, click 'Find User' to search for the employee you want to work with.

Note: Do not enter the employee's first or last names, since they aren't valid entries. You must enter the employee's username.

3. In the 'Transfer From Manager' field, enter the username of the employee's current manager. If you don't know the manager's username, click 'Find User' to find the manager's username.

Note: Do not enter the manager's first or last names, since they aren't valid entries. You must enter the manager's username.

Alternately, if you don't know who the employee's current manager is, leave the field blank, and have PerformanceManager find the manager for you. Select the 'Check if transfer from existing manager' check box. When this option is selected, the SuccessFactors Application automatically looks up the employee's manager for you, although it doesn't immediately display the manager's username on the page. The field remains blank until you submit the change.

4. In the 'Transfer To Manager' field, enter the username of the employee's new manager. If you don't know the new manager's username, click 'Find User' to find the manager's username.

Note: Do not enter the manager's first or last names, since they aren't valid entries. You must enter the manager's username.
5. Optional: If you want to update the employee's user profile with the new manager's name, select the 'Update Employee's Manager Field' check box.

6. In the 'Automatic Manager Transfer' field, select the transfer options you want to apply to this employee's documents. You can select as many options as you want.

 

  • Below is a list of 4 check boxes which can be selected to perform specific functions. Listed is the check box text and a description of the reason why you would choose to select the check box.
  • NOTE: The following options if selected will over-ride any Change Engine settings you may have in place.
  • ALSO THE FOLLOWING OPTIONS WILL ONLY APPLY TO FORM TEMPLATES WHERE THE SETTINGS ON THE FORM TEMPALTE MATCH THOSE USED IN YOUR IMPORT!

 

Automatic insertion of new manager as next document recipient if not already.

  • Reason: Add the new manager as the next person on the approval chain to get the document. Select this option to make the new manager a part of the review process and remove the old manager from accountability. When you use this option, if the new manager would NOT be the next person to get the form, (maybe the next person the form was going to was the employee or the HR person) then this option explicitly tells the system to insert the new manager into the process at a point that the manager was not otherwise going to have been. We recommend you fully understand the logic you are enforcing when enabling this option. Example; in a signature section, you might force the new manager to now be inserted to sign the form. This might not be desirable if the new manager has had no insight into the history of this form.

  
Automatic Inbox Document Transfer To New Manager
Reason: Only move documents from the old manager's (EM) Inbox to the new manager's Inbox. 

  • Note! This transfers the live in-progress document out of the old manager's hands into the new manager's. The old manager will retain a 'copy' of the form. The old manager's form will not update with any new information. This does NOT apply to other manager roles!

 

Automatic En Route Document Transfer To New Manager
Reason: Only Move documents from the old manager's En Route folder to the new manager's En Route folder.

  • Note! This transfers the live in-progress document out of the old manager's hands into the new manager's. The old manager will retain a 'copy' of the form. The old manager's form will not update with any new information. This does NOT apply to other manager roles!

Tip: this option is recommended for transferring 360 forms.


 
Automatic Completed Document Transfer to New Manager

  • Reason: Move all completed documents about the employee to the new manager's Completed folder. Note! This sends a copy only of the completed document to the new manager. The old manager will retain the original completed version.


 
7. Click 'Transfer Employee's Documents'.
You'll get this confirmation message: Document transfer successful and email notifications were sent.

Keywords

KBA , LOD-SF-LMS , SuccessFactors Learning , How To

Product

SAP SuccessFactors HCM Core all versions