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SAP Best Practices for SAP SuccessFactors Employee Central

Document Version: 1H 2024 – 2024-05-08

Document Generation: Configuration Guide -

Getting Started
© 2024 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Document Generation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

3 Solution Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

4 Preparing Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.1 SAP SuccessFactors Provisioning Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.2 Enable People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.3 Configuration UI from SuccessStore. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
4.4 Enhance "RuleType" Picklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
4.5 Activation of SAP Best Practices Document Generation Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Manage Permissions for Activation of Solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

5 Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
5.1 Running Activation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
5.2 Tracking Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

6 Post-Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
6.1 Post-Processing for India Only. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Map Placeholder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
6.2 Customer-Specific Content Adaption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Add Your Company Logo to Document Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

7 Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

8 Ticket Component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Document Generation: Configuration Guide - Getting Started

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1 Document Generation

Purpose

This configuration guide describes all activities you need to carry out before you implement the solution
package from system preparation to implementation of the business content and validation.

Further Info

This document is for the following target groups who already have a sound knowledge of the SAP Best
Practices solution implementation, including tools and documentation.

• Business consultants: Evaluate business content/processes including troubleshooting, FAQ, and further
information for extended usage of the package.
• Implementation consultants (application consultants): Implementation of business content and
processes.

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Document Generation PUBLIC 3
2 Change History

Learn about changes to the documentation for Configuration Guide – Getting Started – Document Generation
in recent releases.

1H 2024

Type of Change Description More Info

None We did not update this document

2H 2023

Type of Change Description More Info

Added Added a new topic on Ticket Compo- Ticket Component [page 15]
nent.

1H 2023

Type of Change Description More Info

None We did not update this document.

Document Generation: Configuration Guide - Getting Started

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3 Solution Overview

The SAP Best Practices solution content for Document Generation of this solution:

• Is based on SAP SuccessFactors Employee Central – Document Generation;

• Provides an accelerated deployment of the required configuration settings;
• Provides pre-configured content for Document Generation, which includes generic content and can be
used for any country/region;
• Provides specific pre-configured content for India only. This includes India-specific document templates.

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4 Preparing Implementation

4.1 SAP SuccessFactors Provisioning Settings

In the SAP SuccessFactors instance, the following provisioning switches need to be checked in the Company
Settings of your company:

Go to Edit Company Settings Company Settings .

 Note

If you use the search capabilities (control F) in Provisioning, the exact text of the setting is listed.

 Caution

Furthermore, the SAP Best Practices solution content for Document Generation requires the latest user
interface for the employee profile – People Profile.

After the activation, additional configuration steps are required and listed in the post-processing section of
this document.

Base Set Up Switch Action

Enable SAP Best Practices Upgrades in Upgrade Center [Demoable, Not Ready for Production] Enable

Enable Document Generation — requires “Enable Generic Objects” and “Enable the Attachment Manager” Enable

Select Save.

4.2 Enable People Profile

The People Profile is a prerequisite for running the activation.

1. Log on to your SAP SuccessFactors instance and go to Admin Center from the Home tab. Type Upgrade
Center in the tool search box and select the feature/tool from the list.
2. Inside the Upgrade Center, go to People Profile in the Recommended Upgrades section and choose Learn
more & Upgrade.
3. You can see the feature details now. At the bottom, choose Upgrade Now.
4. On the next screen, choose Yes.
5. Go back to Admin Center.

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4.3 Configuration UI from SuccessStore

Check if the configuration UI with ID DocumentGenerationOverviewConfigUIMeta is available in your instance.

For checking the UI, log on to your SAP SuccessFactors instance. Go to Admin Center from the Home tab.
Type Manage Configuration UI in the tool search box and select the feature/tool from the list. From the Search
dropdown, check if the value DocumentGenerationOverviewConfigUIMeta is available.

If this UI is not available, you need to import it from the SuccessStore. Proceed as follows:

1. On the Admin Center page, type Import and Export Data in the tool search box and select the feature/tool
from the list. The Import and Export Data page opens.
2. Select the action to perform: Import Data.
3. Go to the Success Store tab. There, check the b1511- Document Generation Screen Look Up zip file radio
button and choose Import.

4.4 Enhance "RuleType" Picklist

The RuleType picklist must be enhanced with the DocumentGeneration value.

1. Go into the Picklist Center tool and search for the picklist called RuleType.
2. Add the new value as follows:
• External Code: DocumentGeneration
• Label: Document Generation
3. Save the entry.

4.5 Activation of SAP Best Practices Document Generation

Content

The customer implements the SAP Best Practices Employee Document Generation module on top of Employee
Central Core. If there's an already existing super admin user assigned to a role that has the necessary
permissions for activating the solution via the Upgrade Center, then directly carry on with the activation
process. If not, enhance the role with these permissions and run the activation of the solution via the Upgrade
Center.

 Note

Employee central core is a prerequisite for the Employee Central Document Generation module. Employee
Central core is the Employee Central base that helps to perform basic HR functions, such as hiring to
retiring.

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  Note

The SAP Best Practices Document Generation Content delivers two categories of templates:

• Templates that have as prerequisite the implementation of Employee Central core only.
• Templates that have as prerequisite the implementation of Employee Central core and Position
Management.

4.5.1 Manage Permissions for Activation of Solution

For implementing the SAP Best Practices for Document Generation, you need some basic permissions to run
the activation and to check the result.

User Permissions Settings Selection

General User Permission User Login X

Live Profile Access X

Company Info Access X

User Search X

Administrator Permissions Settings Selection

Manage System Properties Company Dictionary X

Company System and Logo Settings X

Manage Home Page X

Manage Employee Files X

Picklist Management and Picklists Mappings Set Up X

Employee Central Feature Settings X

Platform Feature Settings X

Org Chart Configuration X

Manage User Manage Users X

Reset User Passwords X

Employee Export X

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 Administrator Permissions Settings Selection

Proxy Management

Import Employee Data X

Manage Workflows Manage Workflow Groups X

Manage Foundation Objects Select All

Metadata Framework Select All

Manage Business Configuration Select for all elements Vis-

ibility: View and Actions:
Edit, Import/Export

Admin Center Permissions Manage Upgrade Center X

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5 Implementation

In this step, the solution is implemented by following the content in the Upgrade Center according to the
predefined sequence.

The Upgrade Center guides you through the content to be implemented.

The SAP Best Practices solution contains Document Generation content that provides the base configuration
of the SAP Best Practices Employee Central Document Generation.

After the automated implementation, additional post-processing steps are required. Those steps are described
in the Post-Processing section.

Based on the provided configuration guides, the SAP Best Practices preconfiguration can be adapted to the
customer requirements.

In the content library, you can also find the Test Scripts. These documents provide a detailed process step
description of the business scenario.

The process diagrams contain a graphical overview of the process flow.

5.1 Running Activation

1. Log on to your SAP SuccessFactors instance and go to Admin Center.

2. Type Upgrade Center in the tool search box and select the feature/tool from the list.
3. On the Welcome to the SuccessFactors Upgrade Center page, filter by SAP Best Practices. In the
Recommended Upgrades section, you find the Best Practices Employee Central Document Generation
Setup.
4. Choose Learn More & Upgrade Now.
5. On the Best Practices Employee Central Document Generation Setup page, choose Upgrade Now.
6. In the dialog box select Yes for: Are you sure you want to upgrade to Best Practices Employee Central
Document Generation Setup?

 Note

You won't be able to undo this feature once it's upgraded.

7. A dialog screen confirms the update and that the activation is executed in the background.
8. Track the status of the upgrade as described in the next section.
9. For country India only: After a successful activation of the generic document generation content, you
can activate the India-specific document generation content Best Practices Employee Central Document
Generation (India). Proceed as previously described.

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5.2 Tracking Process

The activation schedules several background jobs for executing each single configuration step.

After triggering the content activation, several emails will be sent out to the user who triggered the activation in
upgrade center.

One email has the subject Upgrade Center Notification: "Best Practices Employee Central Document Generation
Setup" Upgrade Status. It provides the final status of the upgrade with a detailed log of the different
configuration steps and their status.

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6 Post-Processing

6.1 Post-Processing for India Only

6.1.1 Map Placeholder

After you have activated the super admin role, you need to map for the India-specific templates the
placeholders to the custom-specific object created during activation.

1. Log on to your SAP SuccessFactors instance. Type in the Search for actions or people text box Document
and select from suggested list Document Generation - Manage Document Template Mapping. The
Manage Document Template Mapping page opens.
2. For Select Template select India, and in the second search field select Address Proof
(SFCC_ADDR_PROOF_IN).
3. Map placeholder purpose of applying for address proof as follows:
• Mapping Type: Direct
• Base Object: IND Purpose of Applying for Document
• Target Field: Purpose of Applying for Address Proof
4. Choose Save.
5. Stay on the Manage Document Template Mapping page and select template Employment Certificate
(SFCC_EMPL_CERTIF_IN). Map placeholder purpose of applying for employment certificate as follows:
• Mapping Type: Direct
• Base Object: IND Purpose of Applying for Document
• Target Field: Purpose of Applying for Employment Certificate
6. Choose Save.

6.2 Customer-Specific Content Adaption

This SAP Best Practices Document Generation provides preconfiguration.

To adapt this preconfiguration based on the customer-specific requirements and to add customer-specific
data into the provided templates, create own templates, and so on, run through the provided workbooks and
rework/complete the delivered settings.

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6.2.1 Add Your Company Logo to Document Templates

1. Log on to your SAP SuccessFactors instance and go to Admin Center from the Home tab. Type Company
System and Logo Settings in the tool search box and select the feature/tool from the list. The Company
Logo page opens.
2. Copy the URL of the Company Logo.

 Note

If you have no company logo in the instance yet, you can upload it via Upload Company Logo.

3. Go back to Admin Center. Type Document Generation - Manage Document Template in the tool search box
and select the feature/tool from the list. The Manage Document Template page opens.
4. In the first Search field, choose Document Generation Template. In the second Search field, select the
template you want to adapt. Choose Take Action Make Correction .
5. Remove <YOUR COMPANY LOGO> from the Template Content. Choose the Image icon, navigate
to Image URL , and enter https://<server>/companyLogoServlet/?companyId=<company
ID> and choose OK.
6. Choose Save.

 Note

You can add or adapt the subject line of the email that is triggered from the Generate Document screen.
To do so, go to Admin Center page, type Document Generation - Manage Document Template in the tool
search box and select the feature/tool from the list. Choose the template and choose Take Action
Make Correction . Finally, maintain the Email Subject field. If this field is left out blank, the default subject
line <template name> for <user name> is used.

 Note

If you adapt the template content by adding new placeholders, you must adapt the template mapping as
well. To do so, go to Admin Center page, type Document Generation - Manage Document Template Mapping
in the tool search box and select the feature/tool from the list. Choose the template you've adapted and
complete the mapping as appropriate. Make sure that the person who should generate the document has
permission to access the fields, to which the placeholders are mapped.

 Note

If the employee to whom a generated document should be sent via email has maintained both business and
personal email, the automatic sending of the document doesn't work. In this case, create an appropriate
rule and do a rule mapping.

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7 Permission Roles

This section provides an overview of the roles delivered and assigned to appropriate groups as part of this
solution package.

Each upgrade provides separate roles. If a role with same name already exists in the instance, the permissions
delivered in this upgrade are merged into that role. If no role with same name exists in the instance, a new role
with appropriate permissions is created.

For more information regarding the Implementation design principles for role based permission, check https://
launchpad.support.sap.com/#/notes/2911393 .

Check the assignments and add if missing.

Permission
Building Block Groups or Target Pop-
Role Description Config. Guide Permission Users ulation Comment

SAP BestPrac- Upgrade Creation descri- All system permis-

tices Upgrade Center Ad- bed in Configura- sions for implement-
Center Admin min Role tion Guide – Get- ing SAP Best Prac-
ting Started. tices solution con-
tent via the Upgrade
Center.

SFCC Super SFCC Super Delta permis- All Document Gen- SFCC Super Everyone In case you have
Admin Admin sions delivered eration related per- Admin activated the India-
via Upgrade Cen- missions only. Group specific document
ter. generation content,
this role will be en-
hanced with appro-
priate permissions.

SFCC HR Ad- SFCC HR Delta permis- All permissions re- SFCC HR Everyone In case you have
ministrator Administra- sions delivered lated to generating Administra- activated the India-
tor via Upgrade Cen- documents only. tor (Docu- specific document
ter. ment Gener- generation content,
ation) this role will be en-
hanced with appro-
priate permissions.

The Delta permissions delivered via Upgrade Center are listed in the appropriate workbook.

 Note

This assignment is only a dummy assignment to create the permission groups. The group criteria’s must
be reworked based on the requirement after the employees/users are available in the system.

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8 Ticket Component

In case any issue occurs, report an incident using component LOD-SF-SBP.

Document Generation: Configuration Guide - Getting Started

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Document Generation: Configuration Guide - Getting Started
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