2082750 - What are Roles for Groups and Group Permissions under the Security tab? - Onboarding

SAP Knowledge Base Article - Public

2082750 - What are Roles for Groups and Group Permissions under the Security tab? - Onboarding

Symptom

Permission Role in Onboarding to grant access to specific ONB area/Process

Environment

  • SAP SuccessFactors Onboarding

Resolution

  • From the home dashboard, click the Security tab.  The Group tab is the default.

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Roles for Groups

The roles of the groups are pre-determined by application settings. Each of these roles refers to a specific behavior. Administrators may assign the following roles to a group:

  • Roles with access to complete an entire process
  • User Role
     
    • Anyone included in this group will have access to onboard a new employee in any company, division, location, department, or position, regardless of where they are located.   
  • Hiring Manager Role
     
    • An activity can be assigned based on the name of the Hiring Manager which is included in the new employee record. 
       
  • Recruiter Role
     
    • An activity can be assigned based on the name of the Recruiter Manager which is included in the new employee record. 
       
  • Roles with access to complete certain assigned activities within a process
  • Internal Role
     
    • Anyone included in this group will have access to execute additional activities that need to be done in order to complete the new employee’s Onboarding process within the company. For example, activities such as network login, desks, cell phones, etc. The internal role can only view and execute activities assigned to them in their own Work Queue. There are no hiring permissions are available for this role.
       
  • External Role
     
    • Anyone included in this group will have access to execute additional activities that need to be done in order to complete the new employee’s Onboarding outside the company. For example, activities such as background checks, drug tests and uniforms.  The External role resources can only view and execute activities assigned to them in their own Work Queue.  There are no hiring permissions available for this role.
  • Roles with access to administrate Onboarding
  • HR Admin
     
    • HR Admins are responsible for maintaining the notifications, security, reference files and certain account settings.
       
    • Client (Partner) Admin
  • Client Admins are responsible for managing the accounts settings, maintaining the notifications, security and reference files that govern the operations of the onboarding tool.

Ø  Role with access DocumentCenter

§  DocumentCenter

o   Users included in this group will have access to view and print documents. Stored in the DocumentCenter

Ø  Role with access to configure settings

§  System admin

o   Users included into this group will have access to manage onboarding settings such as: wizards, user controls, HR Data, PDF forms properties, configuration settings *Note: User group with the role System Administrator can be created only by System Administrators.

 Ø Role with access to the Employee Portal

§   Employee Portal

The Employee Portal Group contains users with access to the Employee Portal administration.

 Permissions for Groups

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Security in onboarding is based on group permissions, which determine actions available for a user within the onboardingsystem.

For users, responsible for the on-boarding process, the permissions determine in whose queue an activity will be placed. For example, when a new hire is transferred from a Recruiter to onboarding, the new employee can be placed in the Hiring Manager’s queue.

For users, responsible for administering, the permissions define the access to the administrative units. For example, an administrator can have certain access to manage reference files, account settings and admin reports.

Groups are created and group permissions are assigned; by adding users to a specific group, administrators can restrict the activities of different types of user. Group membership controls, who can access onboarding and what actions can be performed.

 

  • Permissions of Roles with access to complete an entire process

§  Activity Permissions

o    Manageable availability to execute an activity under certain conditions, e.g., location, gender, age, start date, etc.

§  Activity Steps Permissions

o   Manageable availability to execute steps of a process. 

§  Monitoring Permissions

o   Availability to monitor an activity under certain conditions, for example, location, gender, age, start date, etc.

§  Monitoring Steps Permissions  

o   Availability to monitor steps of a process.

§  Document Permission

o   availability to view documents from Work Queue.

 

 

Name of the Role

Configurable Permissions

Default Permissions

User

Start Process

Activity Permissions

Activity Steps Permissions

Monitoring Permissions

Monitoring Steps Permissions

Document Permission

 

 

Hiring Manager

Activity Permissions

Activity Steps Permissions

Document Permission

 

Start Process

Activity Permissions

Activity Steps Permissions

Document Permission

Monitoring Permissions

Monitoring Steps Permissions

Recruiter

Activity Permissions

Activity Steps Permissions

Document Permission

 

Start Process

Activity Permissions

Activity Steps Permissions

Document Permission

Monitoring Permissions

Monitoring Steps Permissions

 

  Permissions of roles with access to administrate the onboarding:

Name of the Role

Configurable Permissions

Default Permissions

HR Admin

 Allow View  Glance

Allow Delete HRData

Report Permission

Re-assign activity from Work Queue

Start Process

Access to administrate levels of corporate structure

Access to administrate account settings

Access to create Admin Reports

Audit Trial Access

 

Activity Steps Permissions[1]

Monitoring Steps Permissions

 

Client (Partner) Admin

Allow View Glance

Allow Delete HRData

Report Permission

Re-assign activity from Work Queue

 

Activity Permissions

Activity Steps Permissions

Monitoring Permissions

Monitoring Steps Permissions

Document Permission

Start Process

Audit Trial Access

Access to administrate levels of corporate structure

Access to administrate Reference Files

Access to administrate account settings

Access to create Admin Reports

Keywords

KBA , LOD-SF-OBD , Onboarding , How To

Product

SAP SuccessFactors HCM Core all versions