2077194 - Document Transfer Options - Performance Management

How to use "Do Not Transfer Document", "Automatic Inbox Document Transfer To New Manager", "Automatic En Route Document Transfer To New Manager", "Automatic Completed Document Copy to New Manager"?

Note: this KBA intends to explain how the Document Transfer options work. If you need assistance to troubleshoot Document Transfer issues when making a change in the subject's Manager, Matrix Manager or HR Rep., please refer to our Guided Answers tree about this topic.

SAP SuccessFactors Performance Management

• It is a very common misconception that the transfer options are managing the full workflow of the form. This is NOT the case. The transfer options on your import and template are only to control the form in the current step if it meets certain rules.
• For example: Inbox Manager Transfer ONLY applies to manager roles EM & EX, and only takes effect if its in the INBOX of that manager at the time of the import. Otherwise it has no effect at all. It does not control future steps, so even if deselected, the manager role EM will change in all future steps. For HR changes, please refer to KBA 2342203 - Document Transfer for HR Manager in Change Engine - Performance Management.
• Likewise the Do Not Transfer is not a feature to control all future manager steps, but to just prevent the form moving at the time of import (it allows current holder to complete it and then move it on)
• The only true way to freeze a form to a manager is using the Change Engine (KBA 2086682). Therefore, before assuming there is a defect or issue, carefully evaluate the feature, and understand if the form was with the required person, at the required step when the feature was on.

Where can I find the Document Transfer options? 

You will find the transfer options in the following places in the BizX system

• Admin Center> Performance Management > Manage Templates > Select a template > Advanced settings
• Admin Center > Employee Files > Automatic Manager Transfer
• Admin Center > Update User Information > Employee Imports > Specify form routing options
• Also these options should be set in your Automated FTP job

Tip: For any of these settings to work, they need to match on the Template + Import Setting. If they do not that option will be ignored for that template when imports are done.

For full Troubleshooting details please refer to: KBA 2078831 - Document Transfers, Manager Transfers and why some documents do not transfer to the new manager

Trigger Events for Document Transfers

There are a number of areas in the product that can trigger a document transfer:

1. A manual change is executed via Admin tools > Manage Users > Documents Transfer
2. Automated FTP employee file import. With this option your transfer options are configured at the time the FTP process was setup and will not change until requested.
3. Manual employee file import. With this option, since it is possible for the user to use different settings on every import, differing results may occur.
4. Company Change Engine: In addition to the standard manager changes that can trigger document transfers, the employee change engine can also be configured to execute a documents transfer on other triggers such as: Jobcode Change and Location Change.

Supported Roles

• Manager Transfer only applies to EM or EX role. For document transfer for HR changes, please refer to 2342203 - Change Engine Rule for user role HR Rep.
• No other manager roles are supported relative to the employee the form is for. (EC, EM* EMM etc.)

Do Not Transfer Document

(Applies to live forms) Setting this option disables all following options and means forms will not transfer on any manager changes regardless of any other settings you have elsewhere!
More information on document transfer options and common problems can be found on KBA 2078831.

Note: this is for current step only. Future steps will still show the new manager.

Caution: Problems can occur if you use this option and fail to set template level permissions on the form appropriately. If you change the person's real manager in your user imports, but use this setting to keep the document with the old manager, then remember the old manager is no longer the official EM role. Therefore none of the EM permissions you set the form up with will apply to the old manager. They will not be able to perform any actions that was restricted to EM. You should only enable this option when there are no longer any EM actions left to complete in the workflow.

Or prior to launching your form, code into your template permissions for * role.
If you permission the step to allow * role to perform actions then the old manager can possibly now complete what is needed. You should test all possible scenarios before go live.

A better option is to use the Change Engine to lock forms to old managers.

Document Transfer options available

The Automatic Manager Transfer options available are listed below:

Automatic Manager Transfer

• Automatic insertion of new manager as next document recipient if not already.
• Automatic Inbox Document Transfer To New Manager
• Automatic En Route Document Transfer To New Manager
• Automatic Completed Document Copy to New Manager

Below you can find each document transfer option detailed.

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

Reason: Add the new manager (EM or EX) as the next person on the routing map 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 going forward. 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 be.

• Recommended this option is not enabled unless this needs to be an official part of your workflow.
• The old manager will retain a 'copy' of the form once it is moved to the new manager.
• The old manager's form will not update with any new information.
• This does NOT apply to other manager roles.
• Caution: Not recommended especially later in the year when it doesn't make sense for a new manager to be inserted into the workflow, for example when forms are in signature step. This might not be desirable if the new manager has had no insight into the history of this form.
• Also understand this is inserting an unplanned step (KBA 2077339 - Alternate Route User Step) into your route map. This unplanned step might introduce a security hole and make certain data visible.
• If current step is a single EM/EX step, a new EM/EX step will be added. See KBA 2239917 - Duplicated Route Map steps in Performance Management Forms.
• If current step is a single step but not EM or EX, a new step will be added with step name "Document Transfer".
• If current step is Collaborativ or Iterative step, no new step will be added. 
• Caution: If the next step in the route map is a manager signature step, a new step named Document Transfer will be added to the Modify stage for the new manager. This will allow the new manager to participate in the review and update the form. 

Example:

Before manager transfer

Modify step with any role -> Signature Step with the manager

After manager transfer

Modify step with any role -> Document transfer step (modify stage) -> Signature step

Automatic Inbox Document Transfer To New Manager

Reason: Move documents from the old manager's (EM or EX) Inbox to the new manager's Inbox.

• 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.
• If the form is NOT in the inbox of the current (or old) manager at the time of transfer, then this setting has no affect. It will remain with whoever had the form. it's only purpose is to move a form with the manager to the new manager, not transfer it out of the hands of any other person.

Automatic En Route Document Transfer To New Manager

Reason: Move documents from the old manager's En Route folder to the new manager's En Route folder.

• 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.
• If the form is NOT in the enroute folder of the current (or old) manager, then this setting has no affect.
• Tip: this option is recommended for transferring 360 forms.

Automatic Completed Document Copy 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.
• Troubleshooting when this has not occurred. Please refer to the KBA 2086640 that explains how to rectify this scenario.
  

Troubleshooting Transfer Options

Please refer to the following troubleshooting document on KBA 2078831 - Routing - Troubleshooting Document Transfer Options - Performance Management.

• KBA 2086640 - Automatic Completed Document Copy to New Manager - Performance Management
• KBA 2078831 - Routing - Troubleshooting Document Transfer Options - Performance Management
• KBA 2086682 - Employee Change Engine - Admin Guide [freeze-user-to-role] - Performance Management
• KBA 2342203 - Document Transfer for HR Manager in Change Engine - Performance Management
• KBA 2077339 - Alternate Route User Step - Performance Management
• KBA 2078700 - Top 10 Reasons Forms Failed to Route to Next Step, Forms did not move or moved to wrong user or step - Performance Management
• KBA 2144428 - Top 10 reasons forms didn't transfer to new manager - Performance Management

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