SAP Knowledge Base Article - Public

2086715 - Document Routing - Transfer Forms to New Manager - Performance Management

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

  • Performance Management

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 Forms By User section, and click 'Transfer Forms to New Manager '.
     
  2. In the 'Employee Name' field, enter the name of the employee whose documents you want to transfer.  
     
  3. In the 'Old Manager' field, the employee's current manager will be autopopulated. 
     
  4. In the 'Change Manager' option, select either the 'Direct Manager' or 'Matrix Manager' to transfer existing documents from employee's previous manager to new manager.
     
  5. Now provide the new Manager Name in the 'Manager Name' field.
  6. Optional: If you want to update the employee's user profile with the new manager's name, select yes from the 'Update Employee's Manager Field'.
     
  7. In the 'Form Settings Regarding Manager Transferring' field, select the transfer options you want to apply to this employee's documents. You can select as many options as you want.
     
  8. Now Click 'Send'.
    You'll get this confirmation message: Document transfer successful and email notifications were sent.

 

Automatic Transfer Options

    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 TEMPLATE 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 or EX) 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.

 

Document Routing Options

Keywords

KBA , sf routing maps , LOD-SF-PM , Performance Management , How To

Product

SAP SuccessFactors HCM Core all versions