OpenText™ Extended ECM for SAP®

SuccessFactors®

Customizing Guide

Customizing Extended ECM for SAP SuccessFactors in Content

Server and in SAP SuccessFactors for System Administrators.

EESU240300-CGD-EN-01
OpenText™ Extended ECM for SAP® SuccessFactors®
Customizing Guide
EESU240300-CGD-EN-01
Rev.: 2024-June-03
This documentation has been created for OpenText™ Extended ECM for SAP® SuccessFactors® CE 24.3.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
Support: https://support.opentext.com
For more information, visit https://www.opentext.com

© 2024 Open Text

Patents may cover this product, see https://www.opentext.com/patents.

Disclaimer

No Warranties and Limitation of Liability

Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
 Table of Contents
1 What is OpenText Extended ECM for SAP
SuccessFactors? ..................................................................... 11
1.1 What is new? .................................................................................. 12
1.2 Licensing Extended ECM for SAP SuccessFactors ........................... 12
1.3 Customizing tasks that require an SAP SuccessFactors certified
consultant ....................................................................................... 13

2 Configuring Microsoft IIS to return meaningful REST API

error messages ........................................................................ 15

Part 1 SAP SuccessFactors as leading application 17

3 Configuring user authentication between Extended ECM

and SAP SuccessFactors ....................................................... 19
3.1 IAS and IPS Support in Extended ECM ............................................ 19
3.2 Configuring environment for SSO authentication if using SAP
SuccessFactors as identity provider (optional) ................................... 19
3.2.1 Configuring SSO in OpenText™ Directory Services ........................... 20
3.2.2 SSO Related Configuration with Provisional ID in SAP
SuccessFactors .............................................................................. 23
3.2.3 SSO Related Configuration in Content Server ................................... 24
3.2.4 Displaying Proxy Now function ......................................................... 25
3.2.5 Upgrade information: migrating existing authhandler to SHA-256 ....... 27

4 Customizing Extended ECM ................................................... 31

4.1 Viewing and changing Workspace types (optional) ............................ 31
4.1.1 General settings .............................................................................. 32
4.1.2 Advanced settings ........................................................................... 36
4.1.3 Using patterns for location path and workspace name ....................... 37
4.1.4 Smart View: Defining workspace type names and icons ..................... 38
4.1.5 Managing workspace types .............................................................. 39
4.2 Viewing and changing Business Objects ........................................... 40
4.2.1 Configuring business object types .................................................... 41
4.2.1.1 Configuring the job application business object type .......................... 43
4.2.2 Configuring the creation of business workspaces .............................. 45
4.2.3 Managing business object types ....................................................... 46
4.3 Creating categories (optional) .......................................................... 47
4.4 Creating classifications (optional) ..................................................... 48
4.5 Defining folders (optional) ................................................................ 50
4.6 Customizing external system ........................................................... 51
4.6.1 Configuring OAuth client in SAP SuccessFactors .............................. 54
4.7 Configuring workspace templates (optional) ...................................... 55

EESU240300-CGD-EN-01 Customizing Guide iii

Table of Contents

4.7.1 Configuring document template settings ........................................... 56

4.7.2 Creating a document template ......................................................... 56
4.7.3 Defining team roles and team participants ........................................ 57
4.7.4 Merging permissions and owners ..................................................... 59
4.7.5 Updating roles ................................................................................ 60
4.7.6 Defining group replacement settings ................................................. 60
4.8 Customizing document completeness check and validation rules ....... 63
4.8.1 Configuring document duration management .................................... 68
4.9 Viewer settings ............................................................................... 68
4.10 Customizing document default actions for Smart View ....................... 69
4.11 Customizing and adjusting delete workflow for document deletion
(optional) ........................................................................................ 69
4.11.1 Setting Object Privileges for delete workflow initiators ........................ 70
4.11.2 Creating delete workflow ................................................................. 70
4.11.3 Enabling deletion Workflow for Smart UI in existing installation .......... 78
4.11.4 Adjusting workflow map for upgrading to 21.1 or later ........................ 79

5 Customizing Extended ECM for SAP SuccessFactors

module ...................................................................................... 89
5.1 Accessing configuration modules ..................................................... 89
5.1.1 Extended ECM volume .................................................................... 89
5.1.1.1 Administrator privileges ................................................................... 90
5.1.2 Extended ECM for SAP SuccessFactors volume ............................... 91
5.2 Migration utility ................................................................................ 92
5.3 Using central workspaces ................................................................ 93
5.3.1 Recommendations for planning workspace creation .......................... 94
5.3.1.1 Initial load using scheduled bots ....................................................... 95
5.3.1.2 Scheduled bot configuration after the initial load phase ...................... 98
5.3.1.3 Regional rollout ............................................................................... 98
5.3.2 HR processes in SAP SuccessFactors ............................................. 98
5.3.3 Central workspaces as centralized storage location ........................... 99
5.3.4 Storing candidate documents out of Recruiting module .................... 100
5.3.5 Storing new hire documents out of Onboarding 2.0 module .............. 101
5.3.6 Storing employee documents out of Employee Central module ........ 102
5.3.7 Prerequisites for creating Central workspaces ................................. 103
5.3.8 Creating central workspaces .......................................................... 105
5.3.9 Generating documents from central workspace ............................... 105
5.4 Mapping workspace templates with SAP SuccessFactors roles ........ 106
5.5 Configure HR Functional Rights ..................................................... 107
5.6 Configure Module Specific Settings ................................................ 109
5.6.1 Customizing default Reminder type ................................................ 115
5.6.2 Understanding and using the Primary Account user model ............... 116
5.6.2.1 Using the Primary Account Model .................................................. 117

iv OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 Table of Contents

5.6.2.2 Switching to Primary Account Model from the older user model ........ 119
5.6.2.3 Using the older user model ............................................................ 119
5.6.2.4 Switching back to the older user model ........................................... 121
5.7 Global Template Configuration ....................................................... 121
5.8 Reports ........................................................................................ 124
5.8.1 Running the Employee Insight Report ............................................. 126
5.8.2 Running the Health Check report ................................................... 127
5.8.3 Running the Role Based Permission report ..................................... 132
5.8.4 Running WebReport to retrieve missing and outdated document
counts .......................................................................................... 134
5.8.5 Displaying the number of active and inactive employee workspaces
in the Content Server System Report ............................................. 137
5.8.6 Displaying SAP SuccessFactors employee and employments
information in the Content Server System Report ............................ 138
5.9 Configuring workspaces for multiple employments .......................... 138
5.9.1 Configuration steps for new installation ........................................... 139
5.9.2 Configuration steps for existing installation ...................................... 140
5.9.3 Importing Multiple Employment configuration data packages ............ 142
5.9.4 Global Template configuration ....................................................... 143
5.9.5 Adding Assignment Type attribute .................................................. 145
5.9.6 Sample document templates for Employment workspaces ............... 146
5.9.7 Configure Workspace Types .......................................................... 147
5.9.8 Running Migration utility ................................................................ 148

6 Configuring document generation ....................................... 149

6.1 Enabling document generation in smart document types ................. 149
6.2 Configuring document generation settings ...................................... 150
6.2.1 Configuring Document Generation Settings for Workspace .............. 151
6.2.2 Configuring SAP SuccessFactors OAuth for Document Generation .. 151
6.3 Customizing document generation option for SAP SuccessFactors
workflow steps in the Create Documents widget .............................. 152
6.3.1 Configuring document generation settings for Create Document
widget in Extended ECM ............................................................... 153
6.3.1.1 Editing the startup.xml and configuring Extended ECM PowerDocs
for SAP SuccessFactors workflow .................................................. 154
6.3.1.2 Using the Debug mode for testing .................................................. 159
6.3.2 Editing the required permissions for users and workspaces in
Extended ECM .............................................................................. 163

7 Configuring Scheduled Bots ................................................ 167

7.1 Creating a scheduled bot ............................................................... 168
7.2 Configuring Membership and Permission Synchronization bots ........ 169
7.3 Candidate Permission Synchronization bot ..................................... 170
7.4 Central Workspace Creation/Update bot ......................................... 172

EESU240300-CGD-EN-01 Customizing Guide v

Table of Contents

7.5 Create Bulk Documents bot ........................................................... 174

7.6 Document Post-disposition Cleanup bot ......................................... 176
7.7 File Completeness Data Synchronization bot .................................. 177
7.8 Group Synchronization bot ............................................................ 177
7.9 Permission Synchronization bot ..................................................... 179
7.10 Revoke HR License User Reservation bot ...................................... 181
7.11 Update Extended ECM License bot ................................................ 183
7.12 User Synchronization bot ............................................................... 183
7.13 Configuring Advanced Parameters ................................................. 186
7.14 Configuring Start modus ................................................................ 187
7.15 Migrating from deprecated Workspace Creation/Update job to
Central Workspace Creation/Update bot ......................................... 187

8 Customizing Content Server Smart View ............................ 189

8.1 Customizing Smart View for Business Workspaces ......................... 189
8.1.1 Configuring widgets for a Business Workspace ............................... 189
8.1.2 Creating a custom column ............................................................. 190
8.1.2.1 To create a custom column ............................................................ 191
8.2 Configuring a Landing page Perspective ......................................... 192
8.2.1 Business Administrator Landing Page ............................................ 193
8.2.2 HR Administrator Landing Page ..................................................... 194
8.2.3 Manager Landing Page ................................................................. 195
8.2.4 Employee Landing Page ................................................................ 196
8.3 Configuring a workspace container Perspective for an Employee ..... 196
8.3.1 Employee workspace container perspective for HR Administrator ..... 198
8.3.2 Employee Workspace container perspective for Manager ................ 198
8.3.3 Employee Workspace container perspective for Employee .............. 199
8.4 Customizing multilingual widget titles .............................................. 199
8.5 Configuring widgets for Extended ECM for SAP SuccessFactors ..... 200
8.5.1 Selecting Widgets for Extended ECM for SAP SuccessFactors ........ 202

9 Configuring Extended ECM for SAP SuccessFactors

CMIS interface support ......................................................... 203
9.1 Configuring steps in Extended ECM ............................................... 204
9.1.1 Configuring the storage folder for CMIS documents by using
Attachment Declaration (optional) .................................................. 204
9.1.2 Configuring CMIS documents to honor workflow approval in SAP
SuccessFactors (optional) ............................................................. 208
9.1.3 Assigning Attachment Declaration .................................................. 209
9.2 Enabling and configuring Document Management in SAP
SuccessFactors ............................................................................ 210
9.2.1 SAP SuccessFactors documentation .............................................. 211
9.2.2 Turning on/off DMS ....................................................................... 211
9.2.3 Creating an OAuth client ................................................................ 212

vi OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 Table of Contents

9.2.4 Setting up OpenText vendor .......................................................... 214

9.3 Uploading documents and checking results .................................... 215
9.4 Troubleshooting ............................................................................ 216
9.4.1 Check CMIS Java component ........................................................ 216

10 Customizing in SAP SuccessFactors .................................. 217

10.1 Configuring required permissions in SAP SuccessFactors ............... 217
10.2 Setting up Role Based Permission in SAP SuccessFactors .............. 222
10.2.1 Assigning Granted Users to Permission Roles by customizing
Granted roles and their Target Population ....................................... 224

11 Integrating Extended ECM for SAP SuccessFactors in

SAP SuccessFactors UI ........................................................ 233
11.1 Integrating Extended ECM tiles in old SAP SuccessFactors Home
page ............................................................................................. 233
11.2 Integrating Extended ECM tiles in new SAP SuccessFactors Home
page ............................................................................................. 240
11.3 Configuring the Take Action menu for creating/updating/viewing
workspaces .................................................................................. 248
11.4 Configuring the Take Action menu for creating/updating/viewing
central workspaces ....................................................................... 250
11.4.1 Configuring the URL for creating a candidate central workspace ...... 251
11.5 Integrating Extended ECM as Custom External Module in SAP
SuccessFactors ............................................................................ 252
11.6 Configuring Jump To or Top navigation menu for accessing
Employment workspaces ............................................................... 254

12 Reconfiguring Extended ECM after SAP SuccessFactors

Instance Synchronization or Instance Refresh .................. 257
12.1 Reconfiguring Extended ECM after SAP SuccessFactors Instance
Synchronization ............................................................................ 257
12.2 Reconfiguring Extended ECM after SAP SuccessFactors Instance
Refresh ........................................................................................ 258

Part 2 SAP HCM as leading application 261

13 Specific customizing for SAP HCM integration .................. 263

13.1 Customizing steps in SAP HCM ..................................................... 263
13.2 Configuring business object type for BUS1065 ................................ 267
13.3 Configuring access permissions from SAP HCM using Permission
Propagation .................................................................................. 270
13.4 Mapping SAP HCM roles to HR Functional Rights ........................... 273

Part 3 Event Bot configuration 275

14 Configuring Event Bots ........................................................ 277

14.1 Deploying the Event Handler .WAR file ........................................... 277

EESU240300-CGD-EN-01 Customizing Guide vii

Table of Contents

14.2 Enabling Impersonation Settings .................................................... 277

14.3 Configuring the Shortcut Group widget for Event Bots ..................... 278
14.4 Accessing Event Bots .................................................................... 282

15 Configuring and registering SAP SuccessFactors

Integration Definitions .......................................................... 283
15.1 Configuring the OAuth Authentication Type in Integration Center ..... 283
15.1.1 Creating an OAuth client in OpenText Directory Services ................. 283
15.1.2 Creating a new OAuth configuration in SAP SuccessFactors ........... 285
15.2 Creating destination settings ( SAP SuccessFactors) ....................... 286
15.3 Configuring pre-defined events ...................................................... 287
15.4 Configuring custom integrations ..................................................... 292
15.5 Updating configured events ........................................................... 298

16 Configuring bots in Event Bots ............................................ 299

16.1 Configuring registered events ........................................................ 299
16.2 Creating bots in the Event Bots configuration .................................. 300
16.2.1 Configuring Extended ECM for SAP SuccessFactors bots ............... 301
16.2.1.1 Create Or Update Workspace bot .................................................. 302
16.2.1.2 Create Or Update Central Workspace bot ....................................... 304
16.2.1.3 Create Document bot .................................................................... 306

17 Configuring OpenText Extended ECM PowerDocs ............ 309

17.1 Customizing XSLT script for Onboardee workspace ........................ 310
17.2 Creating document templates in Extended ECM PowerDocs ............ 311
17.2.1 Designing document templates ...................................................... 311
17.2.2 Customizing Save2xECM script for business objects ....................... 317
17.3 Configuring Take Action menu in SAP SuccessFactors ................... 318
17.3.1 Configuring URLs for candidates and job applications ..................... 321

18 Customizing document scanning using OpenText™

Imaging Enterprise Scan ...................................................... 323
18.1 Enable SAML authentication in OpenText™ Imaging Enterprise
Scan ............................................................................................ 326

19 Transporting Extended ECM for SAP SuccessFactors

settings ................................................................................... 329
19.1 Summary of transport process ....................................................... 329
19.2 Transporting Smart Document Types ............................................. 334
19.3 Transporting OAuth settings for document generation ..................... 334
19.4 Transporting Permission Propagation rules ..................................... 335
19.5 Transporting the Global Template Configuration .............................. 336
19.6 Transporting Module Specific Settings ............................................ 336
19.7 Transporting Create Document workflow settings ............................ 337
19.8 Transporting scheduled bots .......................................................... 337

viii OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 Table of Contents

20 Appendix ................................................................................ 339

20.1 Structure of pre-defined data packages .......................................... 339
20.1.1 Central Workspace configuration .................................................... 339
20.1.1.1 othcm_central.zip .......................................................................... 339
20.1.1.2 othcm_central_wstemplates.zip ..................................................... 350
20.1.2 saphcm.zip ................................................................................... 358
20.1.3 Upgrade Objects ........................................................................... 358
20.1.3.1 Multiple Assignment.zip ................................................................. 358
20.1.3.2 SAPCMIS_Categories.zip .............................................................. 359
20.2 Required OData Entity setup in SAP SuccessFactors ...................... 360
20.3 Sample configuration in pre-defined OpenText Extended ECM
PowerDocs database package ....................................................... 365
20.3.1 Business Objects .......................................................................... 366
20.3.2 Relations ...................................................................................... 372
20.3.3 Templates .................................................................................... 375
20.3.4 Processes (Channels) ................................................................... 378
20.3.5 Text Blocks ................................................................................... 380
20.3.6 Scripts .......................................................................................... 383

EESU240300-CGD-EN-01 Customizing Guide ix

Chapter 1
What is OpenText Extended ECM for SAP
SuccessFactors?

OpenText Extended ECM for SAP SuccessFactors combines information and

document management features of OpenText™ Extended ECM Platform with
employee records maintained in SuccessFactors. It adds extended document
archiving and collaboration functionality to the SAP SuccessFactors employee
management processes.

Employee To make full use of the Extended ECM Platform functionality, employee workspaces
workspaces are configured for Extended ECM. From SAP SuccessFactors, users can access
Content Server items in the employee workspace without leaving the SAP
SuccessFactors application. In the employee workspace, users can also view
employee records from the SAP SuccessFactors system.

The integration of SAP SuccessFactors Employee Central with Employee workspaces

helps HR Administrators, Managers and Employees in managing and accessing the
employee content effectively. The role concept ensures that every user can access the
files authorized for their role.

Extended ECM for SAP SuccessFactors provides a central repository for all
documents associated with HR activities. Employee associated documents are
centrally organized for instant accessibility to respond to employee inquiries.
Searching employee data to address complex legal requirements is simplified and
risk exposure is minimized, as data retention and security are inherent in the
solution.

EESU240300-CGD-EN-01 Customizing Guide 11

Chapter 1 What is OpenText Extended ECM for SAP SuccessFactors?

Figure 1-1: Extended ECM for SAP SuccessFactors components overview

1.1 What is new?

For information about new features in this Extended ECM for SAP SuccessFactors
version, get the corresponding Release Notes available on My Support.

1.2 Licensing Extended ECM for SAP

SuccessFactors
To use Extended ECM for SAP SuccessFactors with the Extended ECM license type,
you must allocate one of the following licenses for your users:

• Extended ECM X2 or X3 license – provides Content Server and SAP

SuccessFactors integration and pre-configuration; allows users to access
employee workspaces and other Content Server functionality.
• Extended ECM X2 Human Resources license – all the functionality of an X2
license specifically for HR use cases.

Refer to the Extended ECM Release Notes for more information about the available
X-Plan licenses.

Note: The Extended ECM X1 license plan does not allow access to employee
workspaces from SAP SuccessFactors and is not applicable to Extended ECM
for SAP SuccessFactors.

Extended ECM licenses are fully managed by OpenText Directory Services (OTDS),
where you enter the license key, allocate users and monitor usage counts. Using an

12 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 1.3. Customizing tasks that require an SAP SuccessFactors certified consultant

Extended ECM license prevents license overuse and gives you full control over your
current license allocation.

For more information about the Extended ECM licensing model, see section 6.10.1.1
“Extended ECM Licenses” in OpenText Extended ECM - Installation Guide (LLESCOR-
IGD).

For more information about managing licenses in OTDS, see chapter License Keys in
the OpenText Directory Services - Web Client Help (OTDS-H-AWC) online help.

1.3 Customizing tasks that require an SAP

SuccessFactors certified consultant
A number of Extended ECM for SAP SuccessFactors configuration tasks involve
changes to SAP Provisioning, which may require a certified SAP SuccessFactors
consultant. These tasks are listed below.

• Configuring a new service provider to enable single sign-on (SSO) between SAP
SuccessFactors and OTDS. See “SSO Related Configuration with Provisional ID
in SAP SuccessFactors” on page 23.
• Migrating an existing SHA-1 authhandler from a previous version of Extended
ECM for SAP SuccessFactors to SHA-256. See “Upgrade information: migrating
existing authhandler to SHA-256” on page 27
• Configuring the Day One Conversion job in SAP Provisioning to convert a new
hire to an internal user on their start date. See “Prerequisites for creating Central
workspaces” on page 103 and SAP Help article Configuring the Day One
Conversion Job in Provisioning (https://help.sap.com/docs/
SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c/
b047d17f35a34ec9bd779bd803674de6.html?locale=en-US).
• Enabling and configuring Document Management CMIS interface support. See
“Enabling and configuring Document Management in SAP SuccessFactors”
on page 210.
• Integrating Extended ECM for SAP SuccessFactors as Custom External Module
in SAP SuccessFactors, to embed the functionality in the SAP SuccessFactors. See
“Integrating Extended ECM as Custom External Module in SAP SuccessFactors”
on page 252.

EESU240300-CGD-EN-01 Customizing Guide 13

Chapter 2
Configuring Microsoft IIS to return meaningful
REST API error messages

Using the default configuration, Microsoft IIS returns a generic error message when
interfaces that are based on the Content Server REST API, such as the Content Server
Smart View, encounter errors. Presenting a more informative error message to users
can aid in troubleshooting any difficulties that they encounter.

Example: With Detailed errors enabled, IIS returns a message similar to An item with the
name <filename.txt> already exists, but if Detailed errors is not enabled, IIS returns
only Error: Bad Request (400).

To enable Content Server to display informative error messages when problems

occur with Content Server REST API interfaces enabled using Microsoft IIS,
OpenText recommends that you enable Detailed Errors in Microsoft IIS.

To enable Detailed Errors in Microsoft IIS:

1. Open Internet Information Services (IIS) Manager.

2. On the left, expand the Content Server website, and click the Content Server
Application.

3. The default Application name is OTCS.

4. In the middle pane, double-click Error Pages.

5. On the right, under Actions, click Edit Feature Settings On the Edit Error
Pages Settings, enable Detailed errors in the Error Responses section, and then
click OK.

EESU240300-CGD-EN-01 Customizing Guide 15

 Part 1
SAP SuccessFactors as leading application
Chapter 3
Configuring user authentication between Extended
ECM and SAP SuccessFactors

3.1 IAS and IPS Support in Extended ECM

The SAP Cloud Identity Services provide user authentication and provisioning
capabilities for SAP SuccessFactors. The main components are SAP Cloud Platform
Identity Authentication Service (IAS) and SAP Cloud Platform Identity Provisioning
Service (IPS).

Extended ECM supports SAP SuccessFactors tenants which have IAS or IPS enabled.
Note the following restrictions:

• Single sign-on for Extended ECM for SAP SuccessFactors users is only supported
with SAP SuccessFactors as identity provider. For more information, see
“Configuring environment for SSO authentication if using SAP SuccessFactors as
identity provider (optional)” on page 19.
• The API user configured for the SAP SuccessFactors connection (as described in
“Customizing external system” on page 51) must be a SAP SuccessFactors user
with the appropriate access rights. A user which is only available in IAS is not
sufficient. For more information on the permissions required for the SAP
SuccessFactors connection user, see “Configuring required permissions in SAP
SuccessFactors” on page 217.
• When the Primary Account Model is used, it must be set to Use Login Account.
For more information, see “Configure Module Specific Settings” on page 109.

3.2 Configuring environment for SSO authentication

if using SAP SuccessFactors as identity provider
(optional)
To use SAP SuccessFactors as identity provider, follow the configuration steps in the
next sections to set up single sign-on (SSO) authentication via SAML 2.0
authentication handler

Requirements

• You must have provisioning login access to your SAP SuccessFactors system.

EESU240300-CGD-EN-01 Customizing Guide 19

Chapter 3 Configuring user authentication between Extended ECM and SAP SuccessFactors

3.2.1 Configuring SSO in OpenText™ Directory Services

To configure SSO:

1. Download SAML metadata file using the following URL:

https://<SFSF hostname>/idp/samlmetadata?company=<SF instance
name>&cert=sha2.

2. Edit the URL according to your SAP SuccessFactors details and paste it in your
browser. Save the file as samlmetdata_<sfinstance>.xml and copy it to the
OTDS server.

3. Login to OTDS as Administrator and go to the Authentication Handler section.

4. Create a new Authentication Handler with type SAML 2.0 Authentication

Handler.

5. In the User Partition section, decide if you want to set the scope of the
Authentication Handler to Global or select a dedicated user partition.

6. In the Parameters section, provide the following details:

• Identity Provider (Idp) Name: SFidp

• Idp NameID format: urn:oasis:names:tc:SAML:1.1:nameid-
format:unspecified

• Idp Metadata file: browse to the metadata file that you saved in step 2.
• Use AssertionConsumerServiceURL: if you use OTDS, set this to true.

20 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

3.2. Configuring environment for SSO authentication if using SAP SuccessFactors as identity provider (optional)

• XML Signature Algorithm : http://www.w3.org/2001/04/xmldsig-

more#rsa-sha256.

• Claim for impersonating user: loggedinuserid

This setting is mandatory for audit logs to fetch both the information of
logged in userID and proxied userID from SAP SuccessFactors.

7. Go to the Configuration section. In the list, select and add oTExternalID1 and
oTUserID1. Select the Enable Authentication Handler check box and enter
Priority = 0. Click Save.

8. Also edit the following settings:

• Enable authentication handler http.cookie to process the SAML logout

request.
• (Optionally) Disable authentication handler http.negotiate to prevent
displaying of the OTDS login screen when logging out from SAP
SuccessFactors.
• Customize the Content Server Sign-out URL in OpenText Directory
Services Administration > Resources to trigger the OTDS specific logout
request handlers:

– Sign-out URL:
https://<Content Server URL>?func=otdsintegration.logout
– set Sign out Method to GET

EESU240300-CGD-EN-01 Customizing Guide 21

Chapter 3 Configuring user authentication between Extended ECM and SAP SuccessFactors

9. Under System Config, add the otds.as.SameSiteCookieVal attribute value and

set it to None if it does not exist.

10. Go to Trusted Sites and add your SAP SuccessFactors system URL to the list.

Configuration in Content Server Security Parameters

Login to Content Server as Administrator and in Content Server Administration, go
to Core System - Security Configuration > Security Parameters. In Trusted
websites, ensure the SAP SuccessFactors URL is listed.

22 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

3.2. Configuring environment for SSO authentication if using SAP SuccessFactors as identity provider (optional)

Extended ECM widgets embedded in iframe

Additional cookie settings are required in OTDS for integration scenarios where an
Extended ECM for SAP SuccessFactors widget is embedded in an <iframe> in the
SAP SuccessFactors UI. In OTDS, go to System Config and add the otds.as.
SameSiteCookieVal and otds.as.wantSecureCookies system attributes.

3.2.2 SSO Related Configuration with Provisional ID in SAP

SuccessFactors
Extended ECM for SAP SuccessFactors creates workspaces from SAP SuccessFactors
and integrates the Content Server tiles in the SAP SuccessFactors Home page. For
this, you must enable SSO between SAP SuccessFactors and OTDS so that SAP
SuccessFactors can connect to Content Server without prompting for user
credentials.

To customize SSO:

1. Access the Provisioning URL

https://<SFSF hostname>/provisioning_login

in a browser and login to SAP SuccessFactors with Provisioning credentials.

2. Click your SAP SuccessFactors instance.

3. Under Service Provider Settings, click Authorized SP Assertion Consumer

Service Settings .
4. Add a new Service Provider with the following details and save the settings.

• Assertion Consumer Service: https://<OTDS hostname>:<Port Number>/

otdsws/login

• Logout Url: https://<OTDS hostname>:<Port Number>/otdsws/logout

• Application Name: OpenText
• SHA-256 Certificate: Enable

EESU240300-CGD-EN-01 Customizing Guide 23

Chapter 3 Configuring user authentication between Extended ECM and SAP SuccessFactors

3.2.3 SSO Related Configuration in Content Server

To configure OTDS for Content Server:

1. In the Content Server Administration page, click Directory Services Integration

Administration > Configure Integration Settings.

2. Enter the name of the OTDS server.

3. To save the changes enter the web administrator password and click Save.

For integration scenarios where an Extended ECM for SAP SuccessFactors widget is
embedded in an <iframe> in the SAP SuccessFactors UI, additional settings are
required in Content Server:

1. In the Content Server Administration page, click Core System – Security

Configuration > Security Parameters.

2. Select the following cookie settings:

• SameSite Attribute
• Secure Cookies

3. Under Connection Policies, select one of the Allow iFrame Embedding

options, either generally or for the domain of your SAP SuccessFactors tenant.

24 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

3.2. Configuring environment for SSO authentication if using SAP SuccessFactors as identity provider (optional)

4. In Trusted websites, ensure the SAP SuccessFactors URL is listed.

3.2.4 Displaying Proxy Now function

Important
Note that the auditing of the Proxy Now function in Extended ECM only
works if SAP SuccessFactors is used as authentication handler via SAML 2.0. If
you use other authentication handlers, the Proxy function cannot be displayed
in Extended ECM.

In SAP SuccessFactors, a user can use the Proxy function to act on behalf of another
user. For example, user A can log in to the system, change his profile to user B and
perform actions on behalf of user B. If user A accesses Content Server in the name of
user B, he can also perform actions in Content Server using the credentials of user B.

The Proxy Now information is displayed in:

• the task history and the task properties view in the Inbox widget
• the Tasks widget
• the Activity logs widget
• the Audit tab of the Content Server classic UI.

Figure 3-1: Proxy information in the task properties

EESU240300-CGD-EN-01 Customizing Guide 25

Chapter 3 Configuring user authentication between Extended ECM and SAP SuccessFactors

Figure 3-2: Proxy information in the task history

Figure 3-3: Proxy information in the Task widget

Figure 3-4: Proxy information in the Activity logs widget

26 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

3.2. Configuring environment for SSO authentication if using SAP SuccessFactors as identity provider (optional)

Figure 3-5: Proxy information in Content Server classic view

3.2.5 Upgrade information: migrating existing authhandler to

SHA-256
If you have a previous version installed, you must migrate the existing SHA-1
authhandler to SHA-256.

To update in OTDS:

1. Download the SAML metadata file using the following URL:

https://<SuccessFactors hostname>/idp/samlmetadata?company=<company_
id>&cert=sha2

2. Login to OTDS and click Auth Handlers. Search for SFSF Auth Handler and
click Actions > Properties > Parameters.
Edit the following settings:

• IdP Metadata File – upload the new metadata file.

• XML Signature Algorithm – replace the entry with http://www.w3.org/
2001/04/xmldsig-more#rsa-sha256.

EESU240300-CGD-EN-01 Customizing Guide 27

Chapter 3 Configuring user authentication between Extended ECM and SAP SuccessFactors

3. Click Save.

To configure SSO creating new auth handler:

1. Download the SAML metadata file using the following URL:

https://<SuccessFactors hostname>/idp/samlmetadata?company=<company_
id>&cert=sha2

2. Login to OTDS and click Auth Handlers. Search for SFSF Auth Handler and
click Actions > Properties > Parameters.
Provide the following settings:

• Identity Provider (Idp) Name – SFidp

• IdP Metadata File – upload the new metadata file.
• Idp NameID format – urn:oasis:names:tc:SAML:1.1:nameid-
format:unspecified

• XML Signature Algorithm – update by entering http://www.w3.org/2001/

04/xmldsig-more#rsa-sha256

• Claim for impersonating user – loggedinuserid

This setting is mandatory for audit logs to fetch both the information of
logged in userID and proxied userID from SAP SuccessFactors.

To update the service provider in SAP Provisioning:

1. Access the Provisioning URL

https://<SFSF hostname>/provisioning_login

in a browser and login to SAP SuccessFactors with Provisioning credentials.

2. Remove the existing service provider. Create a new Service Provider with the
following details and save the settings:

• Assertion Consumer Service – https://<OTDS hostname>:<Port Number>/

otdsws/login

• Logout Url – https://<OTDS hostname>:<Port Number>/otdsws/logout

• Application Name – select OpenText.
• SHA-256 Certificate – select the check box.

28 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

3.2. Configuring environment for SSO authentication if using SAP SuccessFactors as identity provider (optional)

EESU240300-CGD-EN-01 Customizing Guide 29

Chapter 4
Customizing Extended ECM

Some of the configuration is only necessary if you are not importing the default
configuration or if you want to define additional settings.

For information about importing the provided templates, see OpenText Extended
ECM for SAP SuccessFactors - Installation Guide (EESU-IGD).

4.1 Viewing and changing Workspace types

(optional)
A Workspace type provides the framework for the creation of business workspaces. It
defines the layout of the business workspaces of this type.

For more information, see also section 12 “Configuring business workspaces” in

OpenText Extended ECM - Enterprise Applications Integration and Configuration Guide
(EEP-CGI).

What you configure in a workspace type:

• Name of the business workspace, also in several languages

• Indexing and search settings
• Location of the business workspace
• Access policies
• For Classic View

– An icon for business workspaces of this type.

– Sidebar widgets enhancing the standard user interface with metadata of the
business workspace
• For Smart View

– Business workspace layout for Smart View in Perspective Manager

– Name of the workspace type in several languages. The name of the
workspace type can be displayed in the header tile of a business workspace.
– Default icon for business workspaces of this type. Icons can be changed for
each individual business workspace.

A workspace type is connected to the following:

• A folder in Content Server where workspaces of this type can be created

• A classification

EESU240300-CGD-EN-01 Customizing Guide 31

Chapter 4 Customizing Extended ECM

• One or more business object types that provide the metadata

To create a new workspace type:

1. Click Enterprise > Business Workspaces, and then click Workspace Types.

2. Click Add Item > Workspace Type in the right corner of the list.

3. Customize the new workspace type as described in the following sections.

4.1.1 General settings

32 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.1. Viewing and changing Workspace types (optional)

Name
Provide a name for the workspace type. The name is only visible for
administrators. This field is mandatory.
Workspace Type Names
Add a workspace type name for each language available in Content Server. The
workspace type name can be displayed in the header tile of a business
workspace. Depending on the language users have chosen, they see the
localized workspace type name.

Tip: You can define a workspace type name in several languages. For more
information, see section 10.2 “Configuring multilingual metadata
languages” in OpenText Extended ECM - Enterprise Applications Integration
and Configuration Guide (EEP-CGI).
Business Workspace Names
You can create business workspace names in each languages that is installed and
activated on Content Server. Users then see the workspace name in their
preferred language. You can create patterns for the workspace names. For more
information, see “Using patterns for location path and workspace name”
on page 37.
Workspace Icon (for Classic View)
Specify an icon, which is displayed in business workspaces of this type. Click
Select Icon to browse the available icons. The icon is visible for users in the
Classic View in business workspaces and their root folder. For Smart View, you
use the Widget Icon.
Widget Icon (for Smart View)
For Smart View settings, see “Smart View: Defining workspace type names and
icons” on page 38.
Perspective Manager
Start the Perspective Manager from this link. It opens with a reduced set of
features, which are essential for business workspaces. You can edit an existing
perspective or create a new one. For more information, see section 3.12.4
“Creating a Perspective using the Perspective Manager tool” in OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD).
Workspace Creation Settings
Define the location where business workspaces are stored and select the
classification that is used for this new business workspace.

• Location
Define where new business workspaces of this type are created. This is only
relevant for automatic creation.

Important
For business workspaces without business object, these settings do not
apply. Business workspaces are always created in the folder from
which you start creation, regardless of the settings you specify here.

EESU240300-CGD-EN-01 Customizing Guide 33

Chapter 4 Customizing Extended ECM

– Select Content Server Folder if you want to select a static folder. Click
Select and browse to the respective Content Server folder. All business
workspaces are created in this folder or in subfolders.
– Select From Category Attribute if you want to use a category attribute to
determine the location of the business workspace.
Click Select and select a category. Then select an attribute. The attribute
must contain the Content Server node ID of the folder. The business
workspaces are then created in a folder that corresponds to the attribute.
The folder is created if it does not yet exist.

Important
The business workspace is not moved automatically when the
attribute that determines the location is changed.
– From Business Property
Select a business property from the business application to determine the
location of the business workspace. You must enter the name of the
business property manually.
The business workspaces are then created in a folder that corresponds to
the business property’s value. The folder is created if it does not yet exist.

Important
The business workspace is not moved automatically when the value
of the business property, which determines the location, is changed.
• Sub Location Path
You can create a subfolder structure. Select From Pattern to enter a pattern
for the subfolder creation. You can use normal text, categories and attributes,
and modifiers to create subfolders, for example [2032760:Id:(3)]/
[2032760:Id:+5].
Click Insert Attribute to select a category and an attribute. If a sublocation
folder does not exist when the business workspace is created, the folder is
created. You must ensure that the category attribute is never empty.
• Use also for manual creation
Select this option if you want to use the location settings also for manual
creation of business workspaces on Content Server. Business workspaces are
then only created in the specified location, regardless of the folder where the
user started the creation. After the business workspace has been created, the
user is directed to the newly created business workspace.

Note: If you use this option in combination with a sublocation path that
is based on an attribute, you must be aware of the following behavior:
When a user creates an early business workspace manually, it does not
automatically have the required attributes. As a consequence, the
attribute that determines the sublocation path can be empty and the
business workspace cannot be created. You can prevent this by adding
the attribute for the sublocation path to the document template so that

34 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.1. Viewing and changing Workspace types (optional)

the attribute is displayed in the workspace creation wizard. In addition,

you must make it mandatory, so that the user is forced to provide a
value for the attribute that determines the sublocation path.
• Create workspaces with fast bulk method
Select the check box to improve the performance of bulk workspace creation.

Important
The fast bulk workspace creation option supports only Collection,
Folder, Email Folder and Related Business Workspaces item types.
Before using this option, you must therefore delete not supported item
types from your document templates. If you keep these item types in
the template, you will receive an error message.

When the check box is cleared, the speed of creating workspaces by using a
scheduled bot will not be significantly improved. For more information, see
section 12.4.1 “General settings of a workspace type” in OpenText Extended
ECM - Enterprise Applications Integration and Configuration Guide (EEP-CGI).

EESU240300-CGD-EN-01 Customizing Guide 35

Chapter 4 Customizing Extended ECM

4.1.2 Advanced settings

Search Settings
Configure how the search behaves when a user searches from a business
workspace that has related workspace:

• Always search in related workspaces.

• Let the users decide if they want to search in related workspaces.
• Disable the search in related workspaces.

Indexing Settings
Select if the category attributes of the business workspace should become
supplementary indexed metadata for child objects and nested business
workspaces. With this option, users can use category attributes in the advanced
search to also find other items like documents, emails, folders, or task lists,
which are located in a business workspaces. You can select which Content
Server object types will be indexed. Changing this setting takes effect only for
documents that are added after this change. Already existing documents must
be re-indexed. For more information, see section 17.2 “Indexing documents with
business workspace attributes” in OpenText Extended ECM - Enterprise
Applications Integration and Configuration Guide (EEP-CGI).

36 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.1. Viewing and changing Workspace types (optional)

Sidebar Widgets
Configure sidebar widgets that display metadata in the business workspace in
Classic View. For more information, see section 12.4.3 “Configuring sidebar
widgets for Classic View” in OpenText Extended ECM - Enterprise Applications
Integration and Configuration Guide (EEP-CGI).
Classification
Define the classification that is also added to the resulting business workspaces
when they are created.

• Select Content Server Classification if you want to select a specific

classification. Click Select and browse to the classification.
• Select From Category Attribute if you want to use a category attribute to
determine the classification. Click Select and select a category. Then select an
attribute.
The business workspaces are then created with the classification that
corresponds to the attribute.

4.1.3 Using patterns for location path and workspace name

You can form a pattern from attributes, text and a modifying syntax to define the
following:

• Location where business workspaces are stored.

• Location where external documents are stored in a business workspace.
• Name of business workspaces, also multilingual.

For more information on business workspace names and locations, see OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD).

To use the pattern for locations and workspace names:

1. For locations: From the Sub Location Path list, select From Pattern.

2. Click Insert Attribute, then select an attribute and click Insert.

3. Enter text or syntax elements to form your pattern.

Important

• Do not use a : colon to separate attributes, because the colon is also used in
Content Server syntax.
• If one of the attributes in the name pattern for multilingual workspace
names and business object names does not provide a value, this attribute is
omitted without an error message. For sublocation paths, empty values can
cause an unwanted location and are therefore handled as an error. They
must be corrected.

EESU240300-CGD-EN-01 Customizing Guide 37

Chapter 4 Customizing Extended ECM

Examples of name patterns in Content Server

Free text and attributes

Combine text and attributes to form a name pattern. You can use special
characters to separate the name pattern elements, for example - dash, ( )
parenthesis, or / slash.

• Pattern – Employee- [14216:Personnel Number][14216:First Name]

[14216:Last Name]

• Result – Employee - 3010 Nancy Nash

Offset: +0
Cut off the specified number of characters and displays the rest. Separate the
modifier from the attribute by a colon. An out-of-bound offset causes an error.

• Pattern – Employee - [14216:Personnel Number:+2] [14216:First Name]

[14216:Last Name]

• Result – Employee - 10 Nancy Nash

Length: (0)
Display the specified number of characters. Separate the modifier from the
attribute by a colon. An out-of-bound length causes an error.

• Pattern – Employee- [14216:Personnel Number][14216:First Name]

[14216:Last Name(3)]

• Result – Employee - 3010 Nancy Nash

Only the first 3 characters of the Last Name are displayed.

4.1.4 Smart View: Defining workspace type names and icons

For Smart View, you can display an icon that is specific to a workspace type. You
can also localize the workspace type name. While the workspace name defines the
name of the single business workspace, the workspace type name can be displayed in
the header tile of a business workspace. The name is then displayed according to the
user’s preferred metadata language.

Workspace Type Name

Add a workspace type name for each language in the workspace type
configuration.

Notes

• To define multilingual workspace type names, add languages to the

multilingual metadata in Content Server. For more information, see
OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-
CGD).

38 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.1. Viewing and changing Workspace types (optional)

• For business workspaces without business object types, you can specify
any name. These workspace types always have the name that is entered
during creation, independently of the settings you specify here.

Tips

• Users can change their preferred metadata language in Content Server:

My Account > Settings > Metadata Language.
Widget icon
The widget icon is displayed in the header tile of business workspaces of this
type. To add a workspace type icon, click Browse and select the icon.
Supported formats are gif, x-png, jpeg, pjpeg, and png.
Files must not be larger than 1 MB. For best results, use a square image with the
recommended size of 128x128 pixels.
You can select from sample icons, which are located in the following folder on
your Content Server installation: <Content Server Home\module
\otsapxecm_16_2_0\support\business_object_icons, for example \
\mycontentserver\C\OPENTEXT\module\otsapxecm_16_2_0\support
\business_object_icons.

Note: If no icon is configured for the workspace type, a default is taken.

Users with sufficient permissions can change the icon for an individual
business workspace.
Perspective Manager
Start the Perspective Manager from this link. It opens with a reduced set of
features, which are essential for business workspaces. You can edit an existing
perspective or create a new one. For more information, see section 3.12.4
“Creating a Perspective using the Perspective Manager tool” in OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD).

4.1.5 Managing workspace types

To manage workspace types:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Workspace Types.

2. To enable or disable a workspace type, from the function menu, select Disable
Creation. You see the current status of the workspace type in the Creation
Status column.
Enabled
This workspace type is available to create new business workspaces.
Disabled
This workspace type is not available to create new business workspaces;
however, this workspace type will be used to display business workspaces
that were already created from this type.

EESU240300-CGD-EN-01 Customizing Guide 39

Chapter 4 Customizing Extended ECM

3. To edit an existing workspace type, click the name of the workspace type.

4. To delete a workspace type, from the function menu, select Delete.

You can only delete workspace types that are not referenced by a document
template, or a business workspace, or with Extended ECM, a business object
type.

5. To check the indexing status of the items in a business workspace, see the
Indexing Status column:

Re-indexing required
This status always occurs when you change the indexing settings of the
workspace type.
You may see this status even if no workspaces or no sub-items within
workspaces exist yet. When performing the test run and no documents are
found for re-indexing, the status will change again to Indexing is up to
date.

Up to date
All items have been passed to the index engine. However, it may still take
some time until the items are fully processed and searchable.

For more information about indexing, see section 17.2 “Indexing documents
with business workspace attributes” in OpenText Extended ECM - Enterprise
Applications Integration and Configuration Guide (EEP-CGI).

4.2 Viewing and changing Business Objects

In Content Server, configure a business object type to use as follows:

• select the business object type from the business application.

• map properties of the business object to categories and attributes in Content

Server.

• select a workspace template.

To create a new business object type:

1. On the global menu, click Enterprise > Extended ECM > Business Object
Types.

2. Click Add Item > Business Object Type in the right corner of the list.

3. To define the new business object type, you need at least the information
described in “Configuring business object types” on page 41. All other
configuration sections are optional at this point and can be completed later.

4. Click Save Changes.

40 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.2. Viewing and changing Business Objects

4.2.1 Configuring business object types

Important
You must configure both business object types sfsf:user and sfsf:person.

General section

• Name: Enter a name for the new business object type.

Tip: The open transaction link in the workspace header uses the
definition name of the business object. Consider changing the name of
the business object definition to see more meaningful information in the
open transaction link.

Business Object Type section

• Business Application: Select one of the business applications that is

connected to Content Server.

Tip: You can also create the business object type without connection to
the external system. The Extended ECM configuration tries to link to
each time it is opened and to check the configuration.
• Business Object Type: Select an entry from the list of all business object
types that are available. If you are not connected to the external system, you
can enter the business object type manually.

Important
You must select a business object that is not already used in a business
object type configuration. Otherwise you cannot save this business
object type.
• Workspace Type: Select the workspace type that you created for this
business object type. You can also create a new workspace type at this point.
Click New Workspace Type and define the workspace type. For more
information, see “Viewing and changing Workspace types (optional)”
on page 31.
• Default Display for Workspace Type: If you have more than one business
object type associated with the same workspace type, enable this option to
make this business object type the default type to be displayed.

EESU240300-CGD-EN-01 Customizing Guide 41

Chapter 4 Customizing Extended ECM

Content Server Classic View

If you do not select any business object type for default display, the
following occurs in a business workspace:

– No sidebar widgets are displayed in the newly created workspace

– No Web URL is displayed on the Properties > General tab of the business
workspace

Whenever you select the Default Display ... option for a business object type,
it will be removed from other business object types that are linked to the
same workspace type.
• Default Search for Workspace Type: Enable this option so that users use the
search of this business object type when they create a business workspace
manually in Content Server. Whenever you select this option for a business
object type, it will be removed from other business object types that are
linked to the same workspace type.

• Display URL:
Specify the URL that is used to display the business object. The URL syntax
depends on the respective type:

– For workspaces references, this URL is used for the Display button on the
General tab of the business workspace properties (function menu
Properties > General).

– For added business objects, this URL is used when the user clicks the
Display action of an added business object in the Business Objects tab.

Display URL patterns for Business Objects

For the Business Object , the Display URL specifies the URL that points to
the respective SuccessFactors People Profile.
$BaseUrl$ contains the URL that you have configured for the external
connection, see “Customizing external system” on page 51.
Use the following URL patterns:

– sfsf.user:
$BaseUrl$/sf/liveprofile?selected_user=$BorObjectId$

– sfsf.person:
$BaseUrl$/sf/liveprofile?selected_user=
$attribute:catname=<catid>,attrname=<attribute name>$

<catid> –Personal Information category ID

<attribute name> – User ID

42 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.2. Viewing and changing Business Objects

4.2.1.1 Configuring the job application business object type

The job application business object type can appear as a document context option
when an HR Administrator creates a document from the Documents tab in Smart
View. By default this option is sfsf:jobapplication. You can change this display
name and also provide a name in other languages, if installed.

To configure the job application business object type:

1. On the global menu, click Enterprise > Extended ECM > Business Object
Types.

2. Click Add Item > Business Object Type.

3. In the Name field, enter the name you want to display as the document context.

4. In the Business Application list, select SuccessFactors.

5. Click Select From Business Application, and select the sfsf:jobapplication

business object type.

EESU240300-CGD-EN-01 Customizing Guide 43

Chapter 4 Customizing Extended ECM

6. In the Workspace Type list, select the workspace type to use for this business
object type.

7. Optional Under Widget Configuration for Smart View, enter the business object
type name in any other languages that are configured.

8. Click Save Changes.

The name you set for the business object type now appears in the Document context
list for HR administrators with the permissions to create this type of document in
Extended ECM PowerDocs. For more information, see section 4.2 “Generate
documents with Extended ECM PowerDocs” in OpenText Extended ECM for SAP
SuccessFactors - User Guide (EESU-UGD).

44 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.2. Viewing and changing Business Objects

4.2.2 Configuring the creation of business workspaces

During business workspace creation, metadata from SAP SuccessFactors is stored in
category attributes in Content Server. These categories and attributes must be
configured and mapped to the business properties of the business object. The
business properties are automatically populated from SAP SuccessFactors.

To map the properties:

1. On the global Content Server menu, click Enterprise > Extended ECM >
Business Object Type. Scroll to the Property Mapping section.

Important

• Business property names are case-sensitive and you must use the exact
name as returned in the JSON response.
The attributes username, userId, and country are mandatory and must
be included in the business properties. The country attribute is used by
Mass Workspace creation and username is used by Membership
replication.
Check status is also mandatory for the Health Check report.
• Ensure that the configured business properties are available in the
OData Business Object Definition (http://<YOUR_SF_HOSTURL>/odata/
v2/User/$metadata?$format=json) or else the process abruptly exits
and the workspace cannot be created as expected.
Do not map any properties for the business object type sfsf:person.

2. Edit the following settings:

Business Properties

• Select a Mapping Method and Category / Attribute:

Business Property: Enter the exact name of the business property and
the attribute name.
Category Attribute: Select the category and its attribute from Content
Server.

EESU240300-CGD-EN-01 Customizing Guide 45

Chapter 4 Customizing Extended ECM

Business Property Groups

• Select a Mapping Method and Category / Set:

Business Property: Enter the exact name of the business property that
determines the relevant category, and enter the set name. Then map a
business property of the group to an attribute of the set.
Category Set: Select the category and its attribute set from Content
Server. Then enter the property name and select an attribute from the
set.

3. Scroll to the Workspace Template section.

When users create a business workspace from the business application, they
cannot select the document template manually. With these options, you select
the method how the document template is determined:

• Content Server Template: Select the document template that you created for
this business object type from Content Server.

• From Business Property: The business property provides the ID of the

template. This method is used when a dynamic template determination is
needed.

4.2.3 Managing business object types

To manage business object types:

1. To enable or disable a business object type, click the respective function menu
and select enable or disable.

• Enabled – The business object type is available to create new business

workspaces, and it can be used to add a business object to a Content Server
item (if configured).

• Disabled – This business object type cannot be used to create business

workspaces. Neither can it be used to add business objects to a Content
Server item, regardless of whether the Used for Adding Business Objects
option is selected or not. The business object type will still be available to
display previously created business workspaces or added business objects.
The business object type cannot be used for the search or display of the
corresponding workspace type.

2. To edit an existing business object type, click the name of the business object
type.

46 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.3. Creating categories (optional)

3. To delete a business object type, click Purge in the Actions column. You
can only purge business object types that are not referenced by a business
workspace or a business attachment.

4.3 Creating categories (optional)

Content Server categories bundle attributes and define their type and order. By
creating custom categories, you can add relevant metadata to business workspaces
or documents.

Categories and attributes can be used for the following:

Workspace type configuration

• Define the location of the business workspace

• Define multilingual names for business workspaces
• Display information in widgets

Business object type configuration

• Map business properties from the business application to the category attributes

Figure 4-1: Attributes of the Employee category

To create a category:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Categories.
2. Click Add Item > Category. Define a new category folder according to your
requirements to include all SAP SuccessFactors categories and click Add.

EESU240300-CGD-EN-01 Customizing Guide 47

Chapter 4 Customizing Extended ECM

3. In the category folder, click Add Item > Category. Define the new category
according to your requirements and click Add.

4. Click the newly created category and add attributes to it.

a. Click Add Attribute and select an attribute type, usually this is Text: Field
or Text: MultiLine.

b. Define the attribute. Use a name similar to the property name. You will
later map these attributes to the business properties.

c. Click OK and repeat the steps for all other attributes.

5. Click Submit.

4.4 Creating classifications (optional)

To create business workspaces, you need a classification tree and classifications. You
will later add the classification tree and the classification to the following:

• Classification tree
Document template
• Classification

– Location for the business workspaces

You must add the respective classification to each folder where business
workspaces of a certain type can be created.
– Document template

Important
You must remove the classification inheritance while adding the
classification to a document template. Otherwise, the HR document
functions will not work properly.

48 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.4. Creating classifications (optional)

To create a classification for the folder where the business workspaces are
created:

1. Click Enterprise > Classifications.

2. Open an existing classification tree or create a new one. You can name the
classification tree, for example, Workspace Types.

3. Click Add Item > Classification and define the new classification according to
your requirements. Create a classification for each workspace type.

Note: The image shows the standard configuration that comes with the
Extended ECM for SAP SuccessFactors module. You can define the
classifications according to your requirements.

Important
You must assign unique names for the document types in the DocumentType
classification. If you use duplicate document type names, uploaded documents
can be stored in the wrong folder.

EESU240300-CGD-EN-01 Customizing Guide 49

Chapter 4 Customizing Extended ECM

4.5 Defining folders (optional)

You must create the folders containing the workspace folders. When new
workspaces are created, Content Server creates only the individual business
workspace folders automatically.

To create and configure the workspace folders:

1. In Content Server, go to the location where you want to create the root folder
for your business workspaces.

2. Add new folders and configure them as required. Add a name, description, and
select an icon.

3. In the Classifications list, select a classification that you created earlier in

“Creating classifications (optional)” on page 48.

Important
This classification must be the same as the one for the document template
that you will configure in “Creating a document template” on page 56.

Note: When the folder is created you can select an icon other than the default
icon. Alternatively, once the folder has been created you can use the folder’s
function menu navigating to Properties > General to select a different icon.
You can also set the folder display to Featured to show it in the upper pane of
the folder browse page.

Example 4-1: Workspace folder structure

1. At the Enterprise level, the general folder for Extended ECM for SAP
SuccessFactors contains the folder Business Workspaces.

2. The Business Workspaces folder contains the folders in which the actual
workspaces are stored.

50 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.6. Customizing external system

4.6 Customizing external system

Business Administrator rights

The customizing modules can be accessed in the Extended ECM volume. You
must at least be a member of the built-in Business Administrator group to
perform the configuration tasks.

Maintaining Java parameters in opentext.ini – You must maintain the Java

parameters in the following cases:

• if there is a proxy server in place between the Content Server installation and the
Extended ECM for SAP SuccessFactors instances.

• if your Internet browser uses a proxy server setting.

In these cases, add the following settings in the opentext.ini file:

[javaserver] JavaVMLibraryPath=.\jre\bin\server\
JavaVMOption_1=-Djava.class.path=.\ojlib\fileprefs.jar;.\ojlib\classloader.jar
JavaVMOption_2=-Xrs -d64
JavaVMOption_3=-Djava.system.class.loader=
com.opentext.livelink.oj.LivelinkClassLoader
JavaVMOption_4=-Djava.util.logging.config.file=C:\OPENTEXT\config
\javaserver.logging.properties

Below this section, add the following:

JavaVMOption_5=-Dhttps.proxyHost=<proxyHost>
JavaVMOption_6=-Dhttps.proxyPort=<proxyPort>

Note: If the proxy server uses the Windows auto configuration, contact your
network administrator to provide the proxy server host and port for the Java
server settings.

To connect an external system:

1. In the Content Server global menu, click Enterprise and open the Extended
ECM volume. Click Connections to Business Applications (External Systems).

Extended ECM supports only one active SAP SuccessFactors

instance
In the Connections to Business Applications (External Systems) dialog, it
is possible to configure more than one SuccessFactors system. As Extended
ECM supports only one active SAP SuccessFactors instance to run
correctly, you must configure only one SAP SuccessFactors system.

2. Click Add External System.

3. Specify the parameters for your external system according to the list below.

4. Click Add.

EESU240300-CGD-EN-01 Customizing Guide 51

Chapter 4 Customizing Extended ECM

Logical External System Name

Define the logical name of the external system. The name must be unique and
cannot be longer than 32 characters. This name is used when you select the
external system in the business object type configuration.

Note: You cannot change the name later.

Connection Type
Displays the connection type.
From the list, select SFWebService.

Enabled
Select this option to enable the configuration.

Tip: You can disable a configuration, for example, if you created it only for
testing and you do not want it to be used.

Comment
Enter a comment to provide further information.

Base URL
Common URL for accessing applications via a Web browser. You can use this
base URL when configuring business object types on Content Server. The base
URL is represented by the $BaseURL$ variable for new business object types.

Application Server Web Service Endpoint

Specify the OData API URL that will be called to obtain business object
information. For more information, see SAP Support Note 2215682 (https://
apps.support.sap.com/sap/support/knowledge/public/en/2215682).

Schema Version
Select the interface version.

Authentication Method
For the connection type SFWebService, you can select one of the following
options:

• Basic – this option is selected by default. The user must enter a username
and a password.

– User Name – enter a user name.

– Password – enter a password.

• OAuth – provide the following settings:

– User Name – enter a user name.

– OAuth Client ID – enter the API Key created in the OAuth configuration
in SAP SuccessFactors, see “Configuring OAuth client in SAP
SuccessFactors” on page 54, step e.

52 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.6. Customizing external system

– OAuth Client Secret – enter the private key you have generated in the
OAuth configuration in SAP SuccessFactors, see “Configuring OAuth
client in SAP SuccessFactors” on page 54, step c.
In your local file system, find the X.509 certificate file. Open the certificate
file in an editor, for example, Notepad. Copy and paste the section
between - - BEGIN ENCRYPTED PRIVATE KEY - - and - - END ENCRYPTED
PRIVATE KEY - - as Client Secret value.

Ensure that the private key is stored safely

After saving the configuration, the OAuth Client Secret is never
displayed again on the page. Be sure to store the client secret in
an appropriate place. In SAP SuccessFactors, OAuth Client
Secret is shown only once after the initial OAuth client creation,
where a certificate file can be downloaded that contains a section
showing the private key.

Important
If you use the OAuth option, the deprecated jobs *** Deprecated ***
SAP SuccessFactors Permission Synchronization and SAP
SuccessFactors Workspace Creation/Update no longer work.

User Name
Enter the user that is used to access business object type information from the
external system. Note that the user name cannot be longer than 32 characters.
Ensure that this user has the required permissions in SAP SuccessFactors, see
“Configuring required permissions in SAP SuccessFactors” on page 217.

Password
Specify the password of the defined user.

Test Connection
Click Test to perform a connection check to the specified external system. After
a successful check, the message Connection test to <Logical External System Name>
was successful is displayed next to the button. The system ID will also be
retrieved and displayed.

Note: You can only test the connection after you have configured the SPI
service in the external system accordingly.

EESU240300-CGD-EN-01 Customizing Guide 53

Chapter 4 Customizing Extended ECM

Figure 4-2: Connection to SAP SuccessFactors system

Note: If the Test Connection test fails, check also if the User Name used in the
above setting has sufficient privileges. For more information, see OpenText
Extended ECM for SAP SuccessFactors - Installation Guide (EESU-IGD).

4.6.1 Configuring OAuth client in SAP SuccessFactors

In SAP SuccessFactors, the OAuth2 client must be configured to obtain the API Key
and the private key values.

For details, see also SAP SuccessFactors HCM Suite OData API: Developer Guide
(https://help.sap.com/doc/a7c08a422cc14e1eaaffee83610a981d/latest/en-US/
SF_HCM_OData_API_DEV.pdf)

To configure OAuth2 client in SAP SuccessFactors

• Register the OAuth2 client

a. In the Admin Center, go to Manage OAuth2 Client Applications and click

Register Client Application
Enter the following settings:

• Application Name – enter a name for your OpenText Extended ECM

application.

54 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.7. Configuring workspace templates (optional)

• Application URL – provide the URL of your OpenText Extended ECM

application.

b. Click Generate X.509 Certificate.

Enter a Common Name(CN). Click Generate.

c. Click Download to store the X.509 certificate file in your local file system.
Open the certificate file in an editor, for example, Notepad, for using it in a
later step.

d. Click Register.

e. Copy and store the API Key value for using it in a later step.

4.7 Configuring workspace templates (optional)

Configuring permissions is necessary even if you have imported the Solution
Accelerator configuration.

The creation of workspaces is based on Content Server Document Templates. A

document template is a Content Server item that contains folders, documents and
other content like task lists. You can use team roles and team participants to set up a
permission concept.

For more information about Content Server Document Templates, see the section
Document Templates Volume Administration in the Content Server online help.

EESU240300-CGD-EN-01 Customizing Guide 55

Chapter 4 Customizing Extended ECM

4.7.1 Configuring document template settings

You must configure that the Content Server subtype for business workspaces
(subtype 848) can be used as a template.

Important
You need access to the Content Server administration and system
administrator access rights to change these settings.

To configure document template settings:

1. On the Content Server Administration page, click Document Templates

Administration > Configure Content Server Document Templates.
2. In the Managed object types section, click Configure and select at least the
Business Workspace (subtype 848) item.
3. For the Classification tree for document types, select a classification tree for
business workspaces that you created earlier.
4. Set the other options as required. For more information, see the Content Server
online help for that page.

4.7.2 Creating a document template

To create a document template:

1. Click Enterprise > Document Templates.

2. Click Add Item > Business Workspace.

Note: If the Business Workspace option is not available, you can enable it.

Tip: You can add a business workspace, a case or a binder. Typically, you
create a template for each workspace type.
You can define several templates for the same workspace type but with
differences in their attributes. For example, you can have Customers with a
revenue larger than one million Eurosand Customers with a revenue of less than
one million Euros represented in business workspaces based on different
templates.
Alternatively, you can copy an existing template. Select the template and
click Copy. In the Copy To field, enter a location within the Document
Templates. Then configure the new template according to your
requirements.

Important
When you copy a folder that contains a workspace template, the
workspace template is not copied.
3. Enter the settings as required.

56 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.7. Configuring workspace templates (optional)

4. From the Classifications list, select the classification that you already selected
for business workspace location.

Important
The document template and the business workspace location must have
the same classification.

5. Select a Workspace Type from the list.

6. Click Add.

7. Configure the template as required.

In addition to the standard Content Server settings, for example, classification
and permissions, you can also configure the following:

• Custom categories to hold metadata. For better performance, click Edit

and select Disable Inheritance for categories in templates.
• Permission handling when the document template is used to create a
business workspace.
• Replacement of groups used to restrict access to the business workspace or
parts of it.
• Team roles and team participants for a workspace template.
• Folders for related business workspaces.

8. Open the workspace template and add all relevant subfolders and documents
using the Add Item button.

9. To test the configuration, open the folder configured for this template. The Add
dialog now contains an option with the template name.

Important
Changes to the document template are not applied to existing workspaces that
have already been created from the template. They apply only to business
workspaces that will be created after you made the changes.

4.7.3 Defining team roles and team participants

You can use team roles and team participants to control access to the business
workspaces. In the template, you define which team roles and team participants
have permissions to the template and to the generated business workspaces. When
business workspaces are created from templates, all team roles and team
participants except for the Template Administrator are copied to the created
workspace. You can also define team roles and team participants directly in the
business workspace.

Note: You can also change team roles and team participants for each business
workspace.

EESU240300-CGD-EN-01 Customizing Guide 57

Chapter 4 Customizing Extended ECM

• Roles
You create template roles and assign permissions to them. These team roles
become the defaults for the business workspaces that are created from the
templates. When you add Content Server users or groups as team participants to
roles, they inherit the permissions of the team role.
Special roles

– Team Lead
You can assign one role to be the Team Lead role. The Team Lead role
appears with a red flag icon. Participants of the Team Lead role can edit
participants of other roles. By default, the first role that you add in addition to
the Template Administrator role, becomes the Team Lead role. You can set
any role as the Team Lead role using the Set as Team Lead button. You can
also delete the Team Lead role if it is the last role in the list.
• Team Participants
You can add team participants to team roles. Participants can be users and
groups. Users and groups can be assigned to one or more roles. A role can have
multiple participants.

To define roles and permissions in Content Server Classic View:

1. From the function menu of the document template, select Team Roles and
Permissions.

2. Create a role:

a. On the left side of the page in the Role Access section, click Add Role .
b. On the right side of the page, in the Add new role section, enter a name in
the Role box.
c. Enter a description in the Role Description box.
d. Click Add.

3. Assign permissions to the role:

a. On the left side of the page, click the role.

b. On the right side of the page, enable the permissions that you want to
assign to the role.
c. Click Update.

4. Set the role as Team Lead role:

a. On the left side of the page, click the role.

b. On the right side of the page, click Set as Team Lead.

5. On the right side of the page, click Set as Team Lead.

6. On the left side of the page, click Done.

58 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.7. Configuring workspace templates (optional)

To assign participants to roles:

1. From the functions menu of the template, select Team Participants.

2. On the left side, in the Participants section, click Find & Add.

3. On the right side of the page, find the user or group that you want to add.

4. In the Role menu beside the user or group, select the role that you want to
assign to this user or group.

5. Click Submit.

6. On the left side, click Done.

4.7.4 Merging permissions and owners

Permissions are defined for the template and for the folder in which the new
business workspace is created. You can define if these two permission sets are
merged or not.

The merging also applies to the items in the template. The permissions are merged
with the permissions of the location where the business workspaces is created and
not where the item is created.

Note: If merging is enabled, the owner of the newly created business

workspace will be the one defined for the folder in which the new business
workspace is created. If merging is not enabled the owner will be the same as
the owner of the template.

Example: User MMEIER creates a new workspace for a customer using the Customer
template. For the Customer template, user MMEIER only has See access. For the folder
Customer, where the new customer workspace is created, user MMEIER also has Modify
access.

If the Merge with creation location option is selected, user MMEIER will have both See and
Modify access. If the Merge with creation location option is not selected, user MMEIER will
only have See access.

1. Define the required permissions for the following:

• Folder where the workspace is to be created.

• Template and its subitems.
2. For the template, on the Specific tab, select the Merge with creation location option.

EESU240300-CGD-EN-01 Customizing Guide 59

Chapter 4 Customizing Extended ECM

4.7.5 Updating roles

Note the following:

• Updating roles at the individual workspace level keeps the template

synchronized with the workspace, which includes roles and folder structures as
well as access permissions.
• Roles at template level need to be exactly replicated at workspace level. Possible
operations for roles are Insert and Delete.
• If any new roles are identified at the template level, these new roles will be
inserted and additional roles at workspace level will be deleted.
• Folders at template level must be synchronized to the workspace level. If a new
folder exists at the workspace which is not available at the template, it will be
skipped during synchronization. Folders are never deleted from the workspace
during synchronization.
• Permissions for the workspace need to be an exact replica of the template to be
maintained.
• Consider all types of objects inheriting permission settings from a parent.

All points are applicable to entire workspaces, which includes the hierarchy of the
folders and their access permissions.

4.7.6 Defining group replacement settings

When a business workspace is created from a template, you can replace the user
groups, which are used to restrict access to the template or to folders within it with
generated groups. These groups will then have access to the created workspace
replacing the initial template groups. In the template for a business workspace, you
define how these groups are generated. The generating of groups can be based on
categories and attributes.

The group replacement always applies when one of the attributes that is used to
define the group is changed: when the business workspace is created, when the
attribute of a business workspace is changed later, and when an attribute is filled
manually.

You can also use this mechanism to remove groups. If you define that a group
should be removed, this group has access only to the template and not to the
business workspace based on the template.

To customize group replacement settings:

1. Retrieve category and attribute IDs

Retrieve the category ID for the Personal Information category and find the list
of attribute IDs.

60 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.7. Configuring workspace templates (optional)

2. Go to Enterprise > Business Workspaces > Variables for Replacement Tags.

Add the category ID as value for the configured variable.

3. Configure category attributes for Group Replacement in document template

From the function menu of the document template, select Properties > Specific.
The Group Replacements section lists all Template Groups that are granted
access to the template or items within the template.

EESU240300-CGD-EN-01 Customizing Guide 61

Chapter 4 Customizing Extended ECM

4. You have the following options:

• To remove the group, select the group name and leave the Target Group
field empty. When a business workspace is created from this template, the
group is removed and will not be granted access to the created workspace.
• To generate a group that replaces the template group, select the group name.
In the Target Group field, add the name of the group to be generated. You
can use the following replacement tags:

– Category:
<Category CategoryID AttributeID />

Specifies a category attribute and is replaced by the value of the specified

category attribute when creating a new business workspace.
Only category attributes that are retrieved from during business
workspace creation are available for replacement. This means that the
category attribute must be mapped with a business property.

Note: If the category ID or the attribute ID is wrong in the

configuration, you will receive an error and the business workspace
is not created.
– Variable:
<Variable VariableName />

Specifies a defined variable.

Example: HR_31_<Category <variable PersonalInformationCatID /> 12 />_<Category <variable

PersonalInformationCatID /> 27 />

62 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.8. Customizing document completeness check and validation rules

4.8 Customizing document completeness check and

validation rules
You can

• customize document completeness and validity rules for classifications

• enable Reminders
• specify Team Roles that can upload selected document types
• configure if the document should be reviewed by the HR Administrator during
document actions.

The Rule expression is evaluated at the time of the document upload. The validity of
a document is based on the mandatory Date of Origin attribute and the
classification assigned during upload. The document is saved to the specified
workspace folder. You can view the existing rules in your templates by selecting the
Function menu of a template and clicking Properties > Smart Document Types.

To customize Smart Document Type rules:

1. Go to Enterprise > Business Workspaces > Smart Document Types.

2. Edit an existing rule or create a new one. To edit an existing rule, click the
corresponding Smart Document Type name. To create a new rule:

• Click Add .
• Enter a smart document type Name and click the Browse Classification icon
to browse to and select a document type classification.

• Click Save to create the smart document type.

• Click the newly-created smart document type to open it.

EESU240300-CGD-EN-01 Customizing Guide 63

Chapter 4 Customizing Extended ECM

3. To add a workspace template to the smart document type, click Add .

Browse to the required template and click Select.
Once you have selected a template, the Set Context screen is displayed.

4. Click Location, and then click the Browse icon . Select the workspace folder
in which the document will be available.
5. To create conditions, click Add condition. As well as creating multiple
conditions for each smart document type, you can have multiple sections each
containing one or more conditions.

a. From the Categories list, select a category, for example, Employment.

b. Select a category attribute from the list and select a condition operator. In
the text box, enter the required attribute value.
c. To expand the condition, hover over an existing row and select the Add row
icon . Select a logical operator to connect the conditions.

To delete a row, click the Remove row icon .

To add a new section, click Add section. Select a logical operator to connect
the sections.

d. Click Add.
6. To configure further settings for the smart document type, select bots from the
Add bot list .

• Check completeness
To configure a completeness check, edit the following settings:

– Mandatory – turn on the switch if the document must be available in the

workspace. If the document is not available, a notification about the
missing document is displayed in the header widget of the employee
workspace.
– Category – all document types are assigned with a default system
category profile. To assign a different category, select one of the other
categories configured for your document type from the available list.

64 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.8. Customizing document completeness check and validation rules

– Document Validity – turn on the switch, and enter the validity period in
the Year(s) and/or Month(s) boxes to determine how long the document
will be valid. In the Based on attribute list, select the start date for the
validity check, for example, Date of Origin. After the expiration date, a
notification about the outdated document type is displayed in the header
widget of the employee workspace.

Click Add to save the settings.

• Allow upload
Select groups and roles who have upload permission for a smart document
type. In the Members field, enter the name of the group or role and select

from the suggestions. Click the Add new field icon to add more
members. Click Add to save changes.
• Review Option
Turn on the Review required switch if you want document actions to be
reviewed by the HR Administrator.

– uploading documents – If you turn on this switch, the upload process

creates a task in the Inbox and the HR Administrator must process the
task before the document is assigned to the employee workspace.
If you turn off the switch, the document will be assigned directly to the
workspace during document uploading without creating a task. For
example, if the employee uploads a training certificate, the approval of
the HR Administrator might not be strictly necessary.
– deleting documents – If you turn on this switch, the deletion process
triggers a delete workflow to the HR Administrator for review and
approval of the document deletion action.
If you turn off the switch, the logged in user can proceed with the
document deletion immediately.

In the Members field, enter the name of the group or role and select from

the suggestions. Click the Add new field icon to add more members.
Click Add to save changes.

Note: The uploading documents action only applies when the Upload
with approval bot is not added. If this bot is added, then the bot takes
priority over the Review option. The deleting documents action is
unaffected by the bot.
• Generate a Document
Turn on the Create documentswitch to enable document generation for the
smart document type, and then click Add.
• Reminder
To set up reminders, turn on the Set reminder switch and click Add.

EESU240300-CGD-EN-01 Customizing Guide 65

Chapter 4 Customizing Extended ECM

• Delete Control
To enable the delete workflow for selected roles, in the Members field, enter
the name of the group or role and select from the suggestions. Click the Add

new field icon to add more members. Click Add to save changes.
• Upload with approval
Turn on the Enable approval workflow for uploads switch to enable review
of uploaded documents by the members of the selected workflow role.

In the Workflow map field, click the Browse icon to select a workflow
configured in Extended ECM. Then choose a Workflow role from the list
and in the Members field, enter the name of the group or user and select
from the suggestions to make them an approver for this smart document

type. Click the Add new field icon to add more workflow roles. Click
Add to save changes.
When this bot is enabled, the upload process creates a workflow in the
MyToDo widget for the selected user role or roles, and that role user must
process the task before the document is assigned to the employee
workspace.

Displaying outdated, missing and in process documents in the

Employee Self Service widget
Smart document types also apply to in process, outdated and missing documents that
are displayed with the approved classifications/document types in the Employee
Self Service or the Header widget. Only users with the role configured for the
respective document type can see the document.

A document type is displayed in the Employee Self Service or Header widget under
the following conditions:

1. The logged in user must be approved to a role in the list of Team Participants of
the employee workspace.

66 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.8. Customizing document completeness check and validation rules

2. All document types and classifications that are configured for a role in a smart
document type will be displayed in the Employee Self Service widget for this
role. This also applies to in process, outdated and missing documents.

Note: In the current version of Extended ECM for SAP SuccessFactors, the
Employee Self Service widget provides the following options:

Missing documents – For a missing document, only the required document

type is displayed in the Employee Self Service widget and in the employee
workspace Header. If at least one document of this document type has been
submitted as task or assigned to the employee workspace, the document type
is removed from the Missing documents list.

Outdated documents – For an outdated document, the required document

type is displayed only once in the Employee Self Service widget and in the
employee workspace Header, even if there are multiple expired documents for
the same document type. If you submit at least one document with the
required document type, this document type is removed from the Outdated
documents list. Note that it is possible that there are still expired documents
with this same document type in the employee workspace.

In process documents – When you have submitted a document, the document

name is shown in the Header and the Employee Self Service widget. In the
expanded view of the Employee Self Service widget, you can also view the
document type.

EESU240300-CGD-EN-01 Customizing Guide 67

Chapter 4 Customizing Extended ECM

4.8.1 Configuring document duration management

When Reminders are enabled in the smart document type for a classification, a
Reminder type will be created for the classification. Whenever a document is
uploaded, a Reminder with the due date will be attached to that document. If the
document reaches the due date, a notification will be sent to the specified assignee.
In an escalation step, another notification can be sent to a manager or HR
administrator.

When the user uploads and replaces an expired document, a new Reminder is
created for the newly added document and the old Reminder status is set as
complete.

To enable and configure Reminders:

1. Customize the default Reminder settings. For details, see “Customizing default
Reminder type” on page 115.

2. Enable Reminder for a classification in the smart document type of the

document template. For details, see “Customizing document completeness
check and validation rules” on page 63.

3. When a Reminder is enabled, it is available in the list of Reminder types of the

SAP SuccessFactors Reminder client. In the Content Server administration page,
go to Reminder Administration > Configure Reminder Clients. Click
SuccessFactors Client. The Reminder types are listed with their default
Reminder settings.
To edit the Reminder settings for an individual Reminder type, click Edit . To
delete a Reminder type, click Delete .

4.9 Viewer settings

To configure Viewer for Content Server:

1. In the Content Server Administration page, click Content Suite Viewer

Administration > Configure Content Suite Viewer setting.

2. In the Viewer Server URL box, enter the server name on which Brava server is
running and click Save Changes.

68 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.10. Customizing document default actions for Smart View

4.10 Customizing document default actions for Smart

View
To avoid the opening of the document properties page as default document action in
the Smart View, you must change the document default action configuration in the
Content Server administration.

1. Sign in to Content Server as administrator and go to the Content Server

Administration page.

2. Search and click Presentation. Click Configure Document Functions.

3. Clear the Enable Document Overview Pages check box.

Click Save Changes.

4.11 Customizing and adjusting delete workflow for

document deletion (optional)
In HR, an employee cannot delete a document without a review by an HR
Administrator. Therefore, a workflow is automatically raised and assigned to the
relevant HR Administrator in charge of the document type as configured in the
smart document types. Only on the workflow approval, the document is deleted
from the employee workspace.

As HR Administrator, you can delete documents without raising a workflow if you

have the required permissions configured in the smart document types.

You must import and configure the workflow map in Content Server.

To be able to initiate delete workflows, the user must also have global permission to
the Content Server Shortcut group.

EESU240300-CGD-EN-01 Customizing Guide 69

Chapter 4 Customizing Extended ECM

4.11.1 Setting Object Privileges for delete workflow initiators

To be able to initiate delete workflows, the user must have global permission to the
Content Server Shortcut group:

1. On the Content Server Administration page, search and click Object Privileges.
2.
Search for the Shortcut Object Type and click Restrict to add or Edit
Restrictions to edit an existing restriction.

3. Add your HR Administrator groups to the Shortcut group.

4.11.2 Creating delete workflow

To set up delete workflow:

1. In the Workflow folder, click Add Item > Workflow Map. Enter a name and
edit the other settings.

2. In the Functions menu of the new workflow map, click Import. Click Browse...
to find and select the Map file. In Performer Options, select Maintain
Performers.

Note: If you use the transported folder structures, it is not necessary to

explicitly import the workflow map. If you do not use the transported
folder structures but only the workflow map, it is available here:
\<OTHome>\module\othcm_16_2_0\templates\07_Workflows \ Delete_
Workflow.map

3. In the Functions menu of the new Workflow map, click Edit.

Verify that the map looks like the one in the screenshot below, including step
names and links.

70 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

4. In the Header section, click Map > General.

5. Verify the following settings:

• Completion Action

– Archive On Completion should be selected.

• Packages
The following settings should be selected:

– Attachments

– Attributes

– Comments

– Initiate Workflow From Item Replacement Tags

EESU240300-CGD-EN-01 Customizing Guide 71

Chapter 4 Customizing Extended ECM

If you have changed any settings, click Add to Workflow Definition.

6. Click Back to return to the map editor. In the map editor, double-click the
Initiate [1] step. To enable the Smart UI for the deletion workflow, select
Options > Initiate in Smart View. Click Add to Workflow Definition.

7. Click Back to return to the map editor. In the map editor, double-click the
Delete Request_<InitiatedDate/>_<initiator/>[2] step. In the Display
options, select SmartView.

72 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

8. Click Back to return to the map editor. In the Header, click Map > Attributes.
Ensure that the Attribute Items are set as shown in the screenshot below.

9. Click the name links of the Attribute items and verify the settings:

1. Select Receiver

• Type – User: Field

• Rows – Max. # = 1, Default # = 1
• Required – Selected
• Include Group – Selected

EESU240300-CGD-EN-01 Customizing Guide 73

Chapter 4 Customizing Extended ECM

Click OK.
2. Document(s) to be Deleted

• Type – Item Reference

• Max. # – 50

Note: You can extend the limitation of 50 documents to be deleted

by updating the workflow attribute definition. For more
information, see this article (http://knowledge.opentext.com/
knowledge/cs.dll/kcs/kbarticle/view/KB960434).
• Default # – 1
• Order – After Select Receiver
• Selectable Item Reference Types – Document

74 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

Click OK.
3. Document Names

• Type – Text: MultiLine

• Name – Document Names
• Rows – Max. # = 1, Default # = 1
• Order – After Document(s)to be deleted
• Rows – 10
• Columns – 50

EESU240300-CGD-EN-01 Customizing Guide 75

Chapter 4 Customizing Extended ECM

Click OK.

Click Add to Workflow Definition. In the Header menu, click Map > Save.

10. Click Back to return to the map editor.

Double-click the Delete document and Send Confirmation Email step.

a. In the Event Scripts tab in Step Becomes Ready, select Delete Workflow
Document.

b. In the General tab, configure the SMTP settings, if Email notification has
already been configured in the Content Server administration.

76 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

11. In the Header menu, click Map > Save to save your changes.

12. To configure the Email notification in the Content Server administration:

a. On the Content Server administration page, go to Notification

Administration > Configure Notification.
b. In Enable Notifications, select Enable.
c. In the SMTP Settings area, provide SMTP Server ID, Port and Host name.
d. Click Submit and restart Content Server.

13. In My Account > My Profile, provide Name and Email address to populate
<Initiator/> and <InitiatorMail/> for sending the notification Email.

EESU240300-CGD-EN-01 Customizing Guide 77

Chapter 4 Customizing Extended ECM

4.11.3 Enabling deletion Workflow for Smart UI in existing

installation
If you have already installed a previous version of Extended ECM for SAP
SuccessFactors, you can enable processing of the deletion workflow in the Smart UI.

To enable deletion Workflow in Smart UI:

1. In the Workflow folder, go to your deletion workflow map and in the Functions
menu, click Edit.

2. In the Header menu, click Map > Attributes. Ensure that the Select Receiver
and Document(s) to be Deleted attributes are set as shown in “Customizing
and adjusting delete workflow for document deletion (optional)” on page 69 in
step 9.

3. Click Back to return to the map editor. In the map editor, double-click the
Initiate step. In the Options section, select Initiate in Smart View.

Click Add to Workflow Definition. In the Header menu, click Map > Save.

4. Click Back to return to the map editor. In the map editor, double-click the
Delete Request_<InitiatedDate/>_<initiator/>[2] step.

a. In the Generals tab, go to the Instructions section and remove the HTML
tags from the text in the box.
b. In the Display section, select the Smart View option.
c. Click Add to Workflow Definition. In the Header menu, click Map > Save.

78 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

4.11.4 Adjusting workflow map for upgrading to 21.1 or later

To adjust workflow map:

1. Go to your workflow map and in the Functions menu, click Edit.

EESU240300-CGD-EN-01 Customizing Guide 79

Chapter 4 Customizing Extended ECM

2. In the main menu, click Map > Attributes.

80 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

3. Select each attribute and click Remove. Remove all attributes from the map.

After you have removed all attributes, click Add to Workflow Definition.

4. Click Map > Attachments and then in the Attachments Function menu, click
Permissions.

EESU240300-CGD-EN-01 Customizing Guide 81

Chapter 4 Customizing Extended ECM

5. Click Public Access and select the See > See Contents permissions. For Apply
To, select This Item & Sub-Items.
Click Update.

6. Click Map > Save.

7. Go back to the edit page and double-click the initiator step.

82 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

8. In the Workflow step configuration, edit the following settings in the General
tab:

• Step Name – enter Delete Request_<Initiator /

>_<documentType>_<InitiatedDate />

• Duration – set to 7 Days.

Click Add to Workflow Definition.

EESU240300-CGD-EN-01 Customizing Guide 83

Chapter 4 Customizing Extended ECM

9. Click the Assignees tab and select the User or Group option.
Click Add to Workflow Definition.

10. Click the Event Scripts tab and for the Assign Step Performer setting, select HR
Delete Workflow Performer.

Click Add to Workflow Definition.

11. In the main menu, click Map > Save.

12. Go back to the workflow map edit page and double-click the Delete document
and send confirmation email step.

84 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

13. In the Workflow step configuration, edit the following settings in the General
tab:

• E-mail > Subject – enter Delete Request_<Initiator /

>_<documentType>_<InitiatedDate />: approved

• E-mail > Message – enter the following:

Delete workflow request has been approved: document(s) have been
deleted successfully.

Initiated by: <Initiator />

Document type: <documentType>

Deleted Documents: <documentNames>

Click Add to Workflow Definition.

EESU240300-CGD-EN-01 Customizing Guide 85

Chapter 4 Customizing Extended ECM

14. In the main menu, click Map > Save.

15. Go back to the workflow map edit page and double-click the Delete_Workflow:
Email : Delete request rejected email step.

16. In the Workflow step configuration, edit the following settings in the General
tab:

• E-mail > Subject – enter Delete Request_<Initiator /

>_<documentType>_<InitiatedDate />: rejected

• E-mail > Message – enter the following:

86 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 4.11. Customizing and adjusting delete workflow for document deletion (optional)

Delete workflow has been rejected.

Initiated by: <Initiator />

Document type: <documentType>

Deleted Documents: <documentNames>

Click Add to Workflow Definition.

17. In the main menu, click Map > Save.

EESU240300-CGD-EN-01 Customizing Guide 87

Chapter 5
Customizing Extended ECM for SAP
SuccessFactors module

5.1 Accessing configuration modules

5.1.1 Extended ECM volume
The customizing modules can be accessed in the Extended ECM volume.

Note: You must at least be a member of the build-in Business Administrator

group to perform the configuration tasks.

In Content Server global menu, click Enterprise and open the Extended ECM
volume. You can find the following configuration modules:

1. Connections to Business Applications (External Systems), see “Customizing

external system” on page 51.
2. Business Object Types, see “Viewing and changing Business Objects”
on page 40.
3. Scheduled Processing, see “Configuring Scheduled Bots“ on page 167 and
“Configuring Membership and Permission Synchronization bots” on page 169.
4. Extended ECM for SAP SuccessFactors, see “Extended ECM for SAP
SuccessFactors volume” on page 91.
5. Connection to Document Generation Platform, see “Enabling document
generation in smart document types” on page 149.

EESU240300-CGD-EN-01 Customizing Guide 89

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.1.1.1 Administrator privileges

Certain configuration links are not visible to the business administrator without
having both Web and System administrator privileges:

• Configure Content Suite Viewer

To grant Web and System administrator privileges:

1. Login as Content Server administrator.

2. Grant the following privileges:

• Grant Web administrator privileges to business administrator

a. On the Content Server administration page, go to System
Administration and click Administer Usage Privileges.
b. In the Usage Privileges list, go to Web Administration > Web Admin
and click Edit Restrictions.
c. In the Edit Group editor, find and add the user to the group.
• Grant System administrator privileges
a. In the global menu, click Enterprise > Users & Groups.

90 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.1. Accessing configuration modules

b. Find your business administrator and then click Edit.

c. In the General tab, go to the Privileges area and select the System
administration rights check box.
d. Click Apply.

5.1.2 Extended ECM for SAP SuccessFactors volume

The Extended ECM for SAP SuccessFactors volume contains the configuration
objects that are specific for Extended ECM for SAP SuccessFactors.

Note: To perform the configuration tasks, you must at least be a member of the
built-in Business Administrator group.

To access the Extended ECM for SAP SuccessFactors volume:

• In Content Server global menu, click Enterprise and open the Extended ECM
volume. Click Extended ECM for SAP SuccessFactors.

You can find the following configuration modules:

Configure Document Generation Settings
“Configuring document generation“ on page 149
Configure HR Functional Rights
“Configure HR Functional Rights” on page 107
Configure Module Specific Settings
“Configure Module Specific Settings” on page 109
Global Template Configuration
“Global Template Configuration” on page 121
Register SAP SuccessFactors Integration Definitions
“Configuring and registering SAP SuccessFactors Integration Definitions“
on page 283
Reports
“Reports” on page 124

EESU240300-CGD-EN-01 Customizing Guide 91

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.2 Migration utility

The Migration Utility can be applied to versions 16.0 to 16.2.1 to support migration
to the CMIS interface. Since the CMIS interface uses the Person ID as Workspace ID,
the utility replaces the User ID used as Workspace ID in versions 16.0 to 16.2.1 with
the Person ID.

Important
The Migration Utility is not available in the Content Server administration or
in the Extended ECM volume. To access the Migration Utility, use the
following URL:
http://<CS host>/OTCS/cs.exe?func=othcm.MigrationInitiator

To use migration utility:

1. To access the Migration Utility, use the following URL:

http://<CS host>/OTCS/cs.exe?func=othcm.MigrationInitiator.

2. Select your External System. Provide at least one Email Address to define the
recipients of the migration report. Click Add to add another email address.

92 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

Important
To enable the migration process completion mail report, you must have
configured the notification settings in the Content Server administration.
On the Content Server administration page, click eLink Administration >
Configure eLink. Configure your email settings.

3. Click Start to start the migration process.

4. The Distributed Agent Dashboard report page opens.

When the process has finished, the migration report will be sent to the provided
email addresses.

5.3 Using central workspaces

You can connect profiles managed by SAP SuccessFactors Recruiting Management
(RCM), SAP SuccessFactors Onboarding (ONB2.0), and SAP SuccessFactors
Employee Central (EC) to one central employee workspace. A central workspace can
be created for External Candidates after they have been added to Recruiting
Management. Documents that are uploaded from External Candidate Profile will be
routed and stored in the corresponding central workspace. After a candidate has
been hired and is available in Employee Central, documents that are uploaded from
New Hire Profile and Employee Profile will also be stored in the central workspace.

EESU240300-CGD-EN-01 Customizing Guide 93

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Upgrade information

• If you have upgraded from a previous version, first adjust the business
object configurations to enable using the central workspace concept.
• When you run the Central Workspace Creation/Update bot, existing
employee workspaces will be updated to central workspaces. For existing
candidate workspaces, documents will be automatically moved to the
central workspace of the corresponding employee when Remove Existing
Candidate Workspace has been enabled in the advanced parameters of the
bot. Note that the setting is enabled by default for newly created bots.
Afterwards the empty candidate workspace will be deleted.
• Once the configuration in Extended ECM for creating central workspaces
has been done, ensure that existing SAP SuccessFactors Workspace
Creation/Update jobs have been stopped and deleted.
• A new transport package is available for configuring central workspaces,
see “Structure of pre-defined data packages” on page 339.

5.3.1 Recommendations for planning workspace creation

There are a number of different ways to create business workspaces in Extended
ECM. Depending on your requirements, as a business administrator you can
manually create a business workspace either from SAP SuccessFactors or from
Extended ECM. It is recommended that if possible, you automate workspace
creation by doing the following:

1. Trigger workspace creation or update when a particular SAP SuccessFactors

event has been raised to the relevant business object. This allows SAP
SuccessFactors to transfer changes to Extended ECM, which helps to keep the
replicated business properties (employee, candidate, or onboardee data)
synchronized between SAP SuccessFactors and Extended ECM business
workspaces.
2. Schedule a bot in Extended ECM to bulk create or update workspaces
periodically.

These two automatic workspace creation scenarios are often used in conjunction
with each other.

A special use case is during initial Extended ECM configuration, where you may
have a large number of existing business objects that require corresponding business
workspaces. The solution for this is to create a large amount of workspaces in bulk,
ideally in a short period of time. This is known as the Initial Load Phase, and this
section contains best practices for planning that phase.

94 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

5.3.1.1 Initial load using scheduled bots

The initial load phase needs to be carefully planned to minimize the time needed to
create the initial business workspaces. The creation time varies with the complexity
of your workspace structure, permission setup, category attributes managed at the
workspace level, and the current Extended ECM system workload. It may take some
time to create one single workspace, especially in situations where there is a complex
workspace structure, and that leads to long runtime for creating bulk workspaces.
Depending on the number of workspaces, users, and permissions that need to be
synchronized, the overall time for all jobs could take hours or days, and this needs to
be factored into project implementation.

OpenText recommends the following best practices for configuring Extended ECM
for SAP SuccessFactors to reduce the creation time.

Database tuning
Ensure that your database is tuned based on the following recommendations:

• SQL Server: https://support.opentext.com/csm?

id=kb_article_view&sysparm_article=KB0541515
• Oracle: https://support.opentext.com/csm?id=kb_article_view&
sysparm_article=KB0597128
• Postgres: https://support.opentext.com/csm?id=kb_article_view&
sysparm_article=KB0541256
• SAP HANA: https://support.opentext.com/csm?id=kb_article_view&
sysparm_article=KB0582154

Enable fast bulk method

As business administrator, go to Enterprise > Business Workspaces > Workspace
Types > Employee. Ensure the Create workspaces with fast bulk method box is
selected. For more information, see “General settings” on page 32.

Note: When this option is selected, ensure your Central Workspace Creation/
Update bot has a Block Size greater than 10. You can increase the block size
gradually (to a maximum of 50) to ensure stable system performance. Leaving
the block size as the default of 1 will not effectively make use of the bulk
method.

(Optional) Do not use sub location path

If there is no business requirement to create a sub location path, do not select Sub
Location Path in the workspace type definition. For more information, see “General
settings” on page 32.

Selecting the Sub Location Path option may lead to multiple Distributed Agent
worker threads creating the same sub folder, and if there are multiple failures the
database table might be blocked.

EESU240300-CGD-EN-01 Customizing Guide 95

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Prepare the Extended ECM system for initial load

The following configuration tasks must be completed by a system administrator
before you start the initial load phase. Changing the configuration during the initial
load phase might not be effective because Distributed Agent tasks might already be
generated, and these will still need to process the existing tasks before picking up
new tasks based on changed configurations.

Note: These configuration changes should be reverted to their previous

standard configuration once the initial load phase is complete.

• Disable category inheritance at template level

This is recommended because workspaces are synchronized only with the user
entity from SAP SuccessFactors. Metadata information changes cannot be
automatically propagated to the sub items, and hence having category
inheritance enabled at template level does not offer any benefits. For more
information, see “Creating a document template” on page 56.
• Auditing interests
On the Set Auditing Interests page in Extended ECM, clear the Audit an
Attribute Value Changed event for Category Attributes modified during item
creation check box. If you are using group replacement, you can also remove the
Permissions Changed event during the initial load phase. For more information,
see section 18.1 “Managing Audit Interests” in OpenText Content Server - System
Administration Guide (LLESWBA-AGD).
• Disable Recommender Agent
Go to Content Server Administration > Recommender Administration >
Configure Recommender System Settings to disable Recommender Agent in
Extended ECM. For more information, see section 1.3 “Configuring
Recommender System Settings” in OpenText Content Server - Recommender
Administration Guide (LLESREC-AGD).
• Facet and Column tasks
Consider pausing agent processes in the initial load phase, especially the
Distributed Agent used for processing facets and custom columns. For more
information, see section 1.1.2 “Pausing Distributed Agent Workers” in OpenText
Content Server - Distributed Agent Administration Guide (LLESDA-AGD).

Note: In general, it is good practice not to configure the Extended ECM

Jobs task using the same Distributed Agent worker thread as the Facet or
Columns task.

Consider changing the configuration of the Distributed Agent worker threads for
the initial load task. Ideally you would have at least two worker threads
exclusively reserved for Extended ECM. The number of worker threads can be
increased on demand based on the system performance and the actual creation
speed of workspaces. A configuration of a Distributed Agent worker exclusively
running scheduled bots is illustrated here.

96 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

• (Optional) Stop background processes

Consider stopping indexing data flows during the initial load phase in the Data
Flow Manager. For more information, see section 1.4.1 “Maintaining Data Flows”
in OpenText Content Server - Search Administration Guide (LLESWBS-AGD). You
can restart the index processes after the initial load is complete.

Configure scheduled bots

As business administrator, run Extended ECM for SAP SuccessFactors scheduled
bots in the following order:

• User Synchronization
• Group Synchronization
• Central Workspace Creation/Update
• Permission Synchronization

Note the following recommendations:

• User Filter and Candidate Filter

In the Central Workspace Creation/Update bot, avoid using a general search
filter, for example all inactive employees (status eq ‘f’) or all active employees
(status eq ‘t’). When this search filter is used, the Job Extractor needs to extract
a very large amount of data out of the SAP SuccessFactors system. It is
recommended that you split scheduled bots based on filters using OData
attributes, for example country, division, department.
• Block size
When fast bulk method is enabled, ensure the Block Size is configured to be at
least 10, depending on the system performance (for example RAM usage and

EESU240300-CGD-EN-01 Customizing Guide 97

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

database load). You can gradually increase the Block Size value, ideally to no
higher than 50.

5.3.1.2 Scheduled bot configuration after the initial load phase

After the initial load phase is complete, it is recommended that you select the
Synchronization from the last run scenario type for all scheduled bots. This ensures
that only changes to users or permissions in SAP SuccessFactors since the last bot
run are synchronized, and provides faster synchronization times.

Note: Ensure you resolve any errors in a scheduled bot’s initial run before
setting this scenario type.

5.3.1.3 Regional rollout

If you have opted for a regional rollout of Extended ECM, this may lead to different
scheduled bot configuration requirements. Each region should follow the best
practice suggestions to set up scheduled bots with an initial load phase and
subsequent synchronizations.

5.3.2 HR processes in SAP SuccessFactors

SAP SuccessFactors manages these HR processes in the following modules:

• SAP SuccessFactors Recruiting

– managing creation and advertising of jobs

– providing a candidate application platform
– selecting the best candidate
– making a job offer
– closing out the recruiting process.
• SAP SuccessFactors Onboarding
supports companies to integrate a new hire into the organization.
• Employee Central
provides comprehensive, integrated, and searchable people and organizational
information.

For more information about SAP SuccessFactors, see https://help.sap.com.

98 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

5.3.3 Central workspaces as centralized storage location

The purpose of a central workspace is to provide a centralized and secure location
for the storage and management of employee files. On the Extended ECM side, one
central workspace is created for an employee. The central workspace is linked to the
corresponding profiles of SAP SuccessFactors.

An active employee can have different profiles within SAP SuccessFactors, for
example, a candidate profile, a new hire profile, and an employee profile. In each of
these different profiles, personal documents can be uploaded. These documents are
then stored and accessible separately in the respective profiles.

A central workspace can be created as soon as an external candidate profile is

available. Documents that are uploaded in the candidate profile are then centrally
routed to the central workspace. Once a candidate is hired and has completed their
onboarding process, an active user record will be created in Employee Central. At
this point, a central workspace can be linked to the active user record. Documents
that are uploaded in new hire and employee profile are then routed to the central
workspace as well.

Technically, the central workspace contains workspace references of SAP

SuccessFactors Userid, personId, and candidateId.

Only personal related documents can be stored in central workspace

The purpose of a central workspace is to manage personal related documents.

Many other documents, for example, templates, libraries, job requisition
related documents, or company introductions, can also be uploaded in SAP
SuccessFactors. However, these documents are not personal related documents
and Extended ECM cannot associate these documents to a specific employee.
Therefore, these documents will not be available in a central workspace.

EESU240300-CGD-EN-01 Customizing Guide 99

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Figure 5-1: Central workspace linked to multiple profiles in SAP

SuccessFactors

Multiple employments will create separate workspaces

If a user has multiple employments, separate workspaces will be created. Each

workspace will contain the documents belonging to a specific employment.

5.3.4 Storing candidate documents out of Recruiting module

During the hiring process, documents, for example, a resume or cover letter, are
uploaded by an external candidate. When SAP SuccessFactors is using Extended
ECM for SAP SuccessFactors as storage vendor, candidate application documents
are first stored in Extended ECM’s CMIS repository and can only be accessed by the
Content Server System Administrator.

A central workspace can be created when an External Candidate Profile is available.

To restrict the number of workspaces, the creation can be limited to candidates who
have reached a certain stage in the hiring process, for example, the job application is
in status Ready for hire. At this point, already uploaded candidate documents will
be moved from the repository to the workspace. Newly uploaded documents will be
directly routed to the central workspace.

SAP SuccessFactors manages two different types of candidates: External and

Internal candidates. When an external candidate is hired and processed as a new
active user, SAP SuccessFactors creates an Employee Profile. Depending on the
Careers tab and data privacy consent statement permissions, also an Internal
Candidate Profile can be automatically created. In this case, the External Candidate
Profile remains unchanged, and the new Internal Candidate Profile is a duplicate.
That means one person has two candidate profile records, one external and one
internal. The new internal candidate profile usually contains only few data. Hiring

100 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

documents which have been uploaded in the external candidate profiles are not
available in the new internal candidate profile.

To enable storage of both candidate and employee documents in a single central

workspace, you must set up the External to Internal Candidate Profile
conversion SAP SuccessFactors Provisioning job. The job deletes the empty new
Internal Candidate Profile and associates the Employee Profile to the existing
External Candidate Profile, while converting the profile from External to Internal.
For more information, see “Prerequisites for creating Central workspaces”
on page 103.

Figure 5-2: Storing candidate documents

5.3.5 Storing new hire documents out of Onboarding 2.0

module
Onboarding 2.0 allows companies to integrate a new hire into the organization.
Technically, a new hire is a user record with a special status for External Onboarding
users. The user record is already available through the onboarding process but it is
not yet active, and it is also not linked to a candidate profile. Therefore, new hire
documents cannot be routed to a central workspace that has been created for an
external candidate until the candidate is hired and available in Employee Central
(EC).

The major processes provided by Onboarding 2.0 are shown in the figure below.
Most documents are uploaded in the steps Personal Paperwork, Additional
Onboarding Paperwork, and Generate Document & Signature. Onboarding 2.0 stores
these documents in most cases with the userId.

In the Additional Onboarding Paperwork step, documents are stored by default with
the Extended ECM document type Custom New Hire. To define the correct custom

EESU240300-CGD-EN-01 Customizing Guide 101

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

document category, see ONB 2.0 Documents Integration to OpenText (https://

blogs.sap.com/2021/02/03/onb-2.0-documents-integration-to-opentext/).

Once the Conversion to Employee step is complete, the user record becomes active,
and Extended ECM can link a central workspace created for the external candidate
to this active user record.
All new hire documents associated with this user record are then moved from the
CMIS repository to the central workspace automatically during central workspace
update.

Figure 5-3: Steps in SAP SuccessFactors Onboarding

5.3.6 Storing employee documents out of Employee Central

module
SAP SuccessFactors Employee Central provides comprehensive, integrated, and
searchable people and organizational information.

Employees are allowed to attach different documents in Employee Central, for

example, personal information documents, work permit, when the corresponding
attachment field is enabled. For more information of enabling adding attachment
settings in Employee Central, see Employee Central Core Implementation guide
(https://help.sap.com/viewer/b14dd15ca58f43e0856184a740a4b212/latest/en-US/
4c4eb2dc56404ef6adc8ce7424386797.html).

When the attachment field is correctly enabled, documents are uploaded in

Employee Central using userid or personid. When a central workspace exists for
the corresponding userid or personId, documents are routed to the corresponding
central workspace.

When a workspace does not exist for this employee, documents are temporarily
stored in the CMIS repository and can only be accessed by the Extended ECM

102 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

system administrator. All employee documents associated with this user record are
only moved from the CMIS repository to the central workspace automatically
during central workspace creation.

5.3.7 Prerequisites for creating Central workspaces

The following configurations must be considered before implementing the central
workspace bot.

Prerequisites in Extended ECM

Business object types sfsf:user and sfsf:person must be mapped to the same
workspace type Employee. If the business workspace types sfsf:candidate and
sfsf:onboardee are also used, they also must be mapped to the same workspace
type.

Prerequisites in SAP SuccessFactors

Day One Conversion Job in Provisioning

• To convert a new hire to an internal user on their start date, configure the Day
One conversion job in Provisioning. For more information, see Onboarding
implementation guide (https://help.sap.com/viewer/
c94ed5fcb5fe4e0281f396556743812c/latest/en-US/
8a7ec004cea545749bcde20efe01c3a0.html).

Moving pre-hiring documents to one central workspace

To enable storage of both candidate and employee documents in a single central

workspace, you must setup the External to Internal Candidate Profile
conversion SAP SuccessFactors Provisioning job. The job deletes the empty new
Internal Candidate Profile and associates the Employee Profile to the existing
External Candidate Profile, while converting the profile from External to Internal.

Proceed as follows:

1. All documents for candidates uploaded previously to the hiring, for example, an
Offer letter, are stored either

• in the CMIS technical repository together with the Candidate ID

• in a workspace which is linked to the external candidate. This may be a
workspace created by the Central Workspace bot or a legacy workspace
created by the old Workspace Creation/Update job.
2. When an external candidate is finally hired, the Job Application status changes
to Hired.
3. In SAP SuccessFactors, the Managing Pending hire process will create an
Employment profile assigning a UserID and a Person profile assigning a
PersonID for the hired candidate in Employee Central. It will also create a new

EESU240300-CGD-EN-01 Customizing Guide 103

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Internal Candidate profile with a new candidate ID to which no documents can

be uploaded. The documents from the hiring process are not transferred.
4. SAP SuccessFactors External to Internal Candidate Profile conversion job – If
you also want to transfer the documents from the hiring process, you must run
the SAP SuccessFactors External to Internal Candidate Profile conversion job.
Note that this conversion job requires SuccessFactors Provisioning Access.
5. The conversion job will convert the previous external candidate profile of the
hired candidate into an internal candidate profile, transferring the original
candidate ID. As part of this process, a new internal candidate profile will be
created and the temporary internal candidate profile that has been created by the
managing pending hire process will be deleted. For more details, see SAP Note
2249476 (https://apps.support.sap.com/sap/support/knowledge/en/2249476).
6. Now a central workspace for the new employee can be created. During the
creation process the Central Workspace Creation/Update bot will look for
a. pre-hiring documents from the CMIS technical repository stored with the
original candidate ID and move them to the new central workspace.
b. an existing workspace linked to the original candidate ID if the Remove
Existing Candidate Workspace option in the advanced settings is enabled. If
such a workspace exists, all documents are fetched from the existing
workspace and moved to the new central workspace. Subsequently, the
reference to the original candidate ID will be removed from the existing
candidate workspace and added to the central workspace. Finally, if the old
candidate workspace is now empty, it will be deleted.
7. Note that the conversion of the external candidate to the internal candidate
profile might happen after the user workspace creation. In this case, the
document transfer cannot happen when the user workspace is created.
Therefore, two workspaces might exist temporarily for the same employee, one
for the external candidate profile and one for the active user and internal
candidate profile.
This will be resolved after the candidate profile conversion in SAP
SuccessFactors is finished and the Central Workspace bot updates the user
workspace. During the update process the Central Workspace Creation/Update
bot will perform the same steps as described in step 6 b. if the Remove Existing
Candidate Workspace option in the advanced parameters is enabled.
If no candidate workspaces are used, enable the Transfer documents option in
the advanced settings to move documents from the CMIS technical repository
stored with the original candidate ID to the user workspace when it is updated.
As this might have a performance impact on processing, consider creating a
separate Central Workspace Creation/Update bot running with the Update only
and the Transfer document options enabled. The purpose of the second bot is to
move the pre-hiring documents from the CMIS repository to the central
workspace.

104 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.3. Using central workspaces

5.3.8 Creating central workspaces

To create and update central workspaces, you have the following options:

• Creating single central workspaces in SAP SuccessFactors from a Take Action

menu link
For details, see “Configuring the Take Action menu for creating/updating/
viewing central workspaces” on page 250.
• Creating central workspaces running a scheduled bot
For details, see “Central Workspace Creation/Update bot” on page 172.
• Creating central workspace from the Event Action Center
For details, see “Configuring Extended ECM for SAP SuccessFactors bots”
on page 301.

Important
Prior to creating central workspaces using Event Action Center, you must
run the conversion job in SAP SuccessFactors Provisioning to convert hired
external candidate profiles to internal candidate profiles.
The job for creating central workspaces uses sfsf:user, the employee
profile, as reference and gets the associated candidate profile that is linked
to the sfsf:user entity. If the conversion job is not run, the central
workspace might not be set up properly. The central workspace action is
designed to work only for the sfsf:user and sfsf:candidate entities.

5.3.9 Generating documents from central workspace

For document generation in the Documents tabs of the central workspace and in
configuring the Create Document action, you must provide the document context.
The document context information is used in OpenText Extended ECM PowerDocs
to retrieve the correct document template. A central workspace can have links to
both Candidate and Employee. In order to fetch document templates only for a
specific profile or business object, for example, candidate/sfsf:candidate or
employee/sfsf:user, the document context information is required.

For details, see “Creating bots in the Event Bots configuration” on page 300 and
section 4.2 “Generate documents with Extended ECM PowerDocs” in OpenText
Extended ECM for SAP SuccessFactors - User Guide (EESU-UGD).

EESU240300-CGD-EN-01 Customizing Guide 105

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.4 Mapping workspace templates with SAP

SuccessFactors roles
Besides the mapping of the SAP SuccessFactors roles to the HR functional rights,
these roles must be added also to the workspace template. For more information
about the mapping, see “Configure HR Functional Rights” on page 107.

Extended ECM for SAP SuccessFactors provides different workspace templates for
different regions. The SAP SuccessFactors system Administrator/Consultant must
identify the correct SuccessFactors roles based on the Regions and approve all roles
applicable to the respective functional rights to each workspace template.

Example: In the SAP SuccessFactors Admin Center, we have three Roles Z1_MGR_EUR, Z1_
HR_EUR and Z1_EMP_EUR to be approved to the respective functional rights as displayed in
the below screen-shot.

These roles must be applied to the region-based workspace templates.

To configure Roles & Permission for Workspace Template:

1. Click Enterprise > Document Templates.

2. In the functions menu of the Employee Workspace template, select Team Roles
& Permissions.

3. Click Add Role and create new SAP SuccessFactors roles.

4. Enter role Name and Description. Click Save.

5. Click the newly created role. Set Access to See & See Contents.

6. In the Apply To list, select This Item and Sub-Items and click Update.

106 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.5. Configure HR Functional Rights

Note: A default role HR_Creator is available for each workspace template.

This role is needed when the HR Administrator in SAP SuccessFactors initiates
the workspace creation from the SAP SuccessFactors side.

5.5 Configure HR Functional Rights

Extended ECM for SAP SuccessFactors provides the following Functional Rights in
Content Server:

• HR Administrator
The HR Administrator function has access to all features provided by Extended
ECM for SAP SuccessFactors:

– owning multiple employee workspaces

– performing major operations on the employee files
– accessing all folders in the Employee workspace
– having specific landing pages and containers containing specific widgets
based on the HR Administrator function.
• Manager
The Manager function can usually access specific folders in the Employee
workspaces of the employees reporting to them. There are specific landing pages
and containers containing specific widgets based on the Manager function.
• Employee
The Employee function has only limited access and can be restricted to specific
features and functionality. The Employee can usually access their own Employee
workspace and has also specific landing pages and containers containing the
widgets that are based on the Employee function.

In SAP SuccessFactors many roles are available for each of the Functional Rights
specified above. You can identify the roles based on these Functional Rights and
map them accordingly. Use these mappings to control various permissions and
feature access.

EESU240300-CGD-EN-01 Customizing Guide 107

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

To map HR Functional Rights to SAP SuccessFactors roles:

1. Click Enterprise and open the Extended ECM volume. Click Extended ECM for
SAP SuccessFactors. Click Configure HR Functional Rights.

2. Adding Content Server groups to HR Functional Rights –

Open the function menu for your HR Functional Rights item, for example
Employee, and click Add Groups. Start typing to open the list of available
Content Server groups and select your group.

3. Mapping HR Functional Rights to SuccessFactors roles –

Open the function menu for your HR Functional Rights item, for example
Employee, or for a subgroup, and click Add Roles.

4. In the Enter Role Names box, start typing to open the list of available SAP
SuccessFactors roles. Select the SAP SuccessFactors role to map to this
Functional Right. Click Add.

108 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

Click Add Role to add another SAP SuccessFactors role.

Note: Duplicate roles or empty fields will be removed.

5.6 Configure Module Specific Settings

To access Extended ECM for SAP SuccessFactors module-specific settings, go to
Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors > Configure
Module Specific Settings.

Once you’ve edited any of the settings described below, click Submit to save your
changes.

Download Integration Configurations

• Extended ECM PowerDocs Database Configuration – Click Download to
download your Extended ECM PowerDocs database configuration as a ZIP file.
The OpenText_PowerDocs_db_config.zip file contains the SFSF_base_database_
config.zip contents.

• Enterprise Scan Profile – Click Download to download your Enterprise Scan

profile. For more details, see “Customizing document scanning using
OpenText™ Imaging Enterprise Scan“ on page 323.
• PowerDocs Save to xECM Script – Click Download to download the OpenText_
PowerDocs_Save_2_xECM_script .zip ZIP file containing the latest PowerDocs
Save2xECM script.
• Transport Packages – Click Download to download the OpenText_Transport_
Packages.zip ZIP file containing two transport packages.

EESU240300-CGD-EN-01 Customizing Guide 109

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Document Mime Types

MIME Types Hold down the CTRL key and in the list, click the MIME types that you want to allow
for uploading to the employee workspace. Ensure the entries are separated by
comma.

Note: The MIME types you select apply in the Document Self Service widget
only. They do not affect uploads in the File Upload widget.

Workspace Migration to IBO

Run Migration Click the link to enhance existing workspaces for supporting Multiple
Utility Employments. For details, see “Running Migration utility” on page 148.

Content Suite Viewer Settings

• Configure Content Suite Viewer – To enable document preview during
uploading, click the link to enable and configure the Content Suite Viewer. For
more information, see “Viewer settings” on page 68.
Note that a business administrator must have both Web and System
administrator privileges for this link to be available. For details, see
“Administrator privileges” on page 90.
• Enable Document Preview – Select the check box to enable document preview
during upload in the Document Self Service widget.

Inbox Settings
• Configure Inbox Settings – Enter the Inbox folder name maintained in the
workspace template. An uploaded document is moved temporarily to the Inbox
folder before being processed to the correct folder.

Important
When an Employee or Manager uploads the document, it is initially placed
in a staging folder within the workspace. In the Employee Workspace
templates, the 999 Inbox folder has been provided for this purpose with the
product. If you change the folder names in the workspace templates, you
must replace this name with the correct name. After task approval, the file
is finally uploaded to the correct folder.

110 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

• Purge Denied Documents – Select the number of days after which a document
uploaded as a task and denied by the HR Administrator should be deleted.
• Display Processed Documents – Select the number of days that Approved or
Denied documents should remain visible in the inbox. By default these tasks are
displayed for 30 days after being processed.

Select Settings for Extended ECM Operations

• Workspace Types – Node ID of the workspace type for which the Activity Log
should be enabled. From the list, select your workspace type.
• Document Categories – ID of the category that is attached to all the documents
carrying metadata, for example, Date-Of-Origin, Created by, etc.
Click Select to browse and select your document category. In the workspace
templates provided by Extended ECM for SAP SuccessFactors, the category
Document Categories is already available. Click SuccessFactors >
OTHCM_DOC_Metadata_Categories to select this category.
• Delete Workflow Map – Optional setting. If it is configured, the Delete
Workflow command will be displayed in Smart View. If it is not configured, the
command will not be shown. To configure the option, click Select > Extended
ECM for SAP SuccessFactors > Workflows and select your Delete Document
Workflow.
• Scan Classification – Click Select > SuccessFactors >
DocumentType_Classifications > Scanned Document and select your scan
classification. For more information, see “Customizing document scanning using
OpenText™ Imaging Enterprise Scan“ on page 323.

EESU240300-CGD-EN-01 Customizing Guide 111

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Default Reminder Type

Customize a default reminder type for creating automatic reminders based on the
classification during document upload. For more information, see “Configuring
document duration management” on page 68.

• Activation – Select a date for triggering the reminder prior to the due date.
• Escalation – From the Assignee list, select an assignee for the first notification.
From the Escalation list, select a recipient for the second notification, for
example, Manager or HR administrator. A second date selection dialog is
displayed. Select the date for the second notification. You can set the date before
or after the due date.

If you do not want to send a second notification, select None

• Reminder Name Pattern – Click Insert Pattern. In the dialog box, enter the name
pattern which will be used to generate the unique name of the automatic
reminder.

112 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

SuccessFactors Data Replication Job Settings

• Primary Account Model – Select one of the following to switch to the primary
account model.

– Use External Person ID – uses the SAP SuccessFactors person ID associated

to a physical user and the primary user name assigned on initial hire. In this
way, a user with multiple assignments can also log in to Content Server and
access all assigned employment workspaces with one user account.
– Use Login Account – uses the SAP SuccessFactors login account name.

For more information, see “Understanding and using the Primary Account user
model” on page 116.

Note: In new installations from software version 23.2, the Use Login
Account primary account model is the default user model. For upgrade
installations you must choose your user model.

Caution
Switching the user account model has consequences for user
synchronization and authentication and must therefore be carefully
planned. For more information, see “Understanding and using the
Primary Account user model” on page 116.

EESU240300-CGD-EN-01 Customizing Guide 113

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

• OTDS partition – Enter the name of the partition that you want to use for the
SAP SuccessFactors User Synchronization bot. For more information, see “User
Synchronization bot” on page 183. Any user created or modified by the User
Synchronization bot will be saved to this partition. Users in other partitions will
be ignored by the bot. For a new installation, the OTDS partition box is initially
empty.
You can leave the OTDS partition box empty if you do not use the User
Synchronization bot to create users in OTDS. If you have previously used a
different tool for synchronizing users to a dedicated partition, you must
configure that user partition here.

Important
You must configure the OTDS partition first before running the User
Synchronization bot. If not configured, the User Synchronization bot will
report a failure and provide a link to the configuration page.

Click Test to verify if your entry is correct.

• Communication Parameters – Configure the following:

– OData Attribute Length – enter maximum allowed OData attribute length.

Note: The value of this parameter defines the maximum allowed OData
attribute length and will be used to override not only the username
attribute but all OData attributes to avoid failures due to mismatch in
attribute definition and OData response during bulk workspace job
creation. As administrator, you can view the errors related to workspace
creation in the Scheduled Process dashboard and choose to modify the
OData Attribute Length to a higher value in the subsequent runs if
needed.
– REST Client Timeout – enter timeout in seconds for the REST client used to
communicate with SAP SuccessFactors.
– OData $filter Query Length – specify the maximum length of the OData
$filter query option.
– OData $filter Query Values – specify the maximum number of values of the
OData IN clause of the $filter query option.
– OData Snapshot Pagination – select to activate snapshot-based pagination in
OData queries. This can improve the performance of OData queries with
large amounts of data. Clear this option if OData queries for large data sets
report timeout errors. This option is selected by default.
• Global Template Configuration for Central Workspace – Select Support
sfsf:candidate to enable extended rule evaluation for the central workspace bot
in order to use template rules for sfsf:candidate in central workspaces. For a
new installation, the setting Support sfsf:candidate is enabled. For an upgraded
system, the setting is disabled by default.
For more information, see “Global Template Configuration” on page 121.

114 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

Perspective Loading Configuration

Use Success- Select to fetch the user functional right and the correct landing page using the
Factors alternative approach.
Permissions

Note: The current algorithm to determine a user functional right scans all
existing workspaces in the system and can therefore cause performance issues.
The alternative approach simulates the evaluation of the RBP rules using the
logic of the Permission Synchronization bot. The user is assumed to have a
functional right if the evaluation of any rule could add the user to a team role
used in the functional right.

All Content Server groups and SAP SuccessFactors permission roles that are
configured for the specified functional right are used to determine the correct
functional right.

The user has the correct functional right in the following cases:

• if the Content Server user is a direct member of any Content Server group
configured for the functional right.
• for non-manager rules, if the SAP SuccessFactors user is a member of any
access group used by these rules.
• additionally for rules with MY_FILTER set to SELF, if no access groups are
used in the rule and excludeSelf is FALSE.
• for manager rules, the OTHCM_USER_MANAGER/OTHCM_JOB_RELATIONSHIP
database table is used to check whether the user is a manager. If access
groups are used for manager rules, the manager has to be a member of any
of these groups.

Important
You must run the Permission synchronization and Group synchronization
scheduled bots before you use the landing page perspective.

5.6.1 Customizing default Reminder type

You can customize a default Reminder type for creating automatic Reminders based
on the classification during document upload. For details, see “Configuring
document duration management” on page 68.

EESU240300-CGD-EN-01 Customizing Guide 115

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

To customize default Reminder settings:

1. Activation – Select a date for triggering the Reminder prior to the due date.
2. Escalation – From the Assignee list, select an assignee for the first notification.
From the Escalation list, select a recipient for the second notification, for
example, Manager or HR administrator. A second date selection dialog is
displayed. Select the date for the second notification. You can set the date before
or after the due date.

If you do not want to send a second notification, select None

3. Reminder Name Pattern – click Insert Pattern. In the dialog box, enter the
name pattern by which the unique name of the automatic Reminder shall be
generated.
4. Click Submit.

5.6.2 Understanding and using the Primary Account user

model
You can choose your user model for new and upgrade installations. In new
installations the Primary Account model is the default user model. For upgrade
installations, it is disabled by default and the older user model is still used.

You can also switch from the Primary Account user model back to the older user
model.

Understanding terms
SF Person ID – is a unique ID assigned to each person in the SAP SuccessFactors
system. An employee has only one SF Person ID during their time in the company.

SF user ID – a unique number associated to each employment in SAP

SuccessFactors Employee Central. On initial hire, it is mapped from the SF Person ID
of the newly hired person.

SF username – a unique name associated to each employment. It is used to sign in to

SAP SuccessFactors and is mapped from the SF Person ID on initial hire. It can be
different from the SF user ID and SF Person ID.

116 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

Login account – is the SAP SuccessFactors login account. Manage the SF username of
the login account in SAP SuccessFactors under Manage Login Accounts.

Primary username – is the SF username that has been assigned to the employee on
the initial hire.

If a concurrent employment or global assignment is added to the employee or the

employee is rehired to a new employment, a new SF username and SF user ID are
assigned to this employee.
By default, the new SF username is the Primary username appended by a hyphen and
a number. This number increments the number of employments for this employee.

Example: edorn-1 is the SF username for a first new employment of the employee Emma
Dorn with the Primary username edorn.

CS username – is used to sign in to Content Server.

5.6.2.1 Using the Primary Account Model

Important
In Content Server, the Primary Account user model is disabled after an
upgrade installation. It is the default user model in a new installation.

The Primary Account Model is defined by the following:

• Each employee has one single Content Server account even if the employee has
multiple employments. The CS username is identical to the Primary username or
the SuccessFactors Login account.
• For each employment, a separate Employee workspace is created in Content
Server. All workspaces belonging to one employee can be accessed with the
employee’s Content Server account signing in with the same CS username.
• The SF username in a granted group of a permission role in SAP SuccessFactors is
replaced by its CS username in the corresponding team role group of an employee
workspace in Content Server.

When the Primary Account Model is enabled, a user license is applied only for the
primary employment and its associated workspace. The license counter is not
increased if there are multiple or secondary workspaces for that user.

Example 5-1:

The employee Emma Dorn with the Primary username or Login account edorn
has 3 employments in SAP SuccessFactors and 3 corresponding Employee
workspaces in Content Server. As Content Server user edorn, Emma Dorn can
access all of her Employee workspaces in Content Server.

EESU240300-CGD-EN-01 Customizing Guide 117

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

SAP SuccessFactors Content Server

Primary SF username Employment Employee workspace CS username
username/
Login account
edorn edorn First employment Workspace of first edorn
of person Emma employment of person
Dorn after hiring. Emma Dorn.
edorn edorn-1 Second Workspace of second edorn
employment of employment of person
person Emma Emma Dorn.
Dorn, for
example, global
assignment.
edorn edorn-2 Third Workspace of third edorn
employment of employment of person
person Emma Emma Dorn.
Dorn, for
example,
concurrent
employment.

SAML based Single sign-on (SSO) using SAP SuccessFactors as

identity provider
As identity provider, SAP SuccessFactors verifies the user’s identity and grants
access to Content Server. The SAML claim must be configured in SAP
SuccessFactors and contains either the SF username or the SF user ID. The OpenText
Directory Services OTDS must be configured as SAML service provider in the SAML
2.0 authentication handler. For SSO, the authentication principal attribute must
contain either a list of all SF usernames or of all SF user IDs for a person. This
ensures that the person can always sign in to Content Server with the same CS
username regardless of the selected employment in SAP SuccessFactors.

Example 5-2:

Emma Dorn has signed in to SAP SuccessFactors and has selected her second
employment. Her SF username is edorn-1. For accessing the corresponding
Employee workspace in Content Server, she has created a tile with a link to this
workspace. After clicking the tile, she is automatically logged in to Content
Server as user edorn via SSO.

SSO configuration:

• SAP SuccessFactors is the identity provider using SF username as claim.

• OTDS is configured as SAML service provider.

118 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.6. Configure Module Specific Settings

• The OTDS SAML 2.0 authentication handler is enabled and the

authentication principal attribute is set to oTUserID1.

• Emma Dorn’s Content Server user exists and her SAML claim has been set
in OTDS in the user attribute oTUserID1. The user attribute contains all her
SF usernames, for example, edorn, edorn-1, and edorn-2.

5.6.2.2 Switching to Primary Account Model from the older user model
To switch to the Primary Account Model from the older user model, you must
perform the following steps:

1. In Content Server global menu, click Enterprise and open the Extended ECM
volume. Click Extended ECM for SAP SuccessFactors > Configure Module
Specific Settings.
In theSuccessFactors Data Replication Job Settings section, select either the Use
External Person ID or the Use Login Account Primary Account Model option.
Click Submit to save the setting.

2. Click Enterprise > Extended ECM > Scheduled Bots. Run the following bots:

a. SAP SuccessFactors User Synchronization – run the bot with

Synchronization Scenario Type = Full Synchronization.

b. SAP SuccessFactors Group Synchronization – run the bot with

Synchronization Scenario Type = Full Synchronization.

c. SAP SuccessFactors Permission Synchronization – run the bot with

Synchronization Scenario Type = Full Synchronization.

5.6.2.3 Using the older user model

The older user model is defined by the following:

• Each employee has separate Content Server accounts for each of his
employments. The CS username of an account is identical to the SF username
associated to the employment in SAP SuccessFactors.

• For each employment, a separate Employee workspace is created in Content

Server. Each workspace can be only accessed by the Content Server user with the
corresponding CS username.

• The SF username in a granted group of a permission role in SAP SuccessFactors is

the same as the CS username in the corresponding team role group of an
Employee workspace in Content Server.

• After an upgrade installation, this user model is the default user model in
Content Server.

EESU240300-CGD-EN-01 Customizing Guide 119

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Important
The Content Server user which can access an employee workspace cannot
access the workspaces which belong to the other employments of the same
employee.

Example 5-3:

Person Emma Dorn has 3 employments in SAP SuccessFactors and 3

corresponding Employee workspaces in Content Server.

SAP SuccessFactors Content Server

Primary SF username Employment Employee workspace CS username
username
edorn edorn First employment Workspace of first edorn
of person Emma employment of person
Dorn after hiring. Emma Dorn.
edorn edorn-1 Second Workspace of second edorn-1
employment of employment of person
person Emma Emma Dorn.
Dorn, for
example, global
assignment.
edorn edorn-2 Third Workspace of third edorn-2
employment of employment of person
person Emma Emma Dorn.
Dorn, for
example,
concurrent
employment.

Content Server user edorn-1 cannot access the Employee workspace of her third
employment. Only Content Server user edorn-2 can access this workspace.

SSO configuration:

• SAP SuccessFactors is the identity provider using SF username as claim.

• OTDS is configured as SAML service provider.
• The OTDS SAML 2.0 authentication handler is enabled and the
authentication principal attribute is set to oTUserID1.
• The OTDS users edorn, edorn-1 and edorn-2have set the SAML claim in the
user attribute oTUserID1 to their SF username. For example, the OTDS user
edorn-1 has set the attribute to edorn-1.

120 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.7. Global Template Configuration

5.6.2.4 Switching back to the older user model

You can switch from the Primary Account model to the older user model.
Perform the following steps:

1. In Content Server global menu, click Enterprise and open the Extended ECM
volume. Click Extended ECM for SAP SuccessFactors > Configure Module
Specific Settings.
In the SuccessFactors Data Replication Job Settings section, disable Primary
Account Model.
Click Submit to save the setting.
2. Click Enterprise > Extended ECM > Scheduled Bots. Run the following bots:
a. SAP SuccessFactors User Synchronization – run the bot with
Synchronization Scenario Type = Full Synchronization .
b. SAP SuccessFactors Group Synchronization – run the bot with
Synchronization Scenario Type = Full Synchronization.
c. SAP SuccessFactors Permission Synchronization – run the bot with
Synchronization Scenario Type = Full Synchronization.

5.7 Global Template Configuration

You can assign workspace templates based on business properties, for example,
countries and employment type. You define the assignment of a workspace template
with the Rule expression.

Important

• You can access the Global Template Configuration only if you have the
necessary permissions for accessing and editing the Document Templates.
• If you want to assign Employment workspace templates for Multiple
Employments using the assignmentType property in the Rule expression,
you must have implemented the Multi Assignment option first. For more
information, see “Configuring workspaces for multiple employments”
on page 138.

To perform the Global Template Configuration:

1. Click Enterprise >Extended ECM > Extended ECM for SAP SuccessFactors.
Click Global Template Configuration.

EESU240300-CGD-EN-01 Customizing Guide 121

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

2. Edit the following settings:

• Business Object – Select a business object:

– If you want to assign an employee or employment template, select

sfsf:user.

– If you want to assign a candidate workspace, select sfsf:candidate.

– If you use SAP HCM as leading system, select BUS1065.

Selecting a business object also defines the respective external system.

Using central workspaces

If you want to use central workspaces for the business object
sfsf:candidate, you must select the Support sfsf:candidate option in
the Module Specific settings, see “Configure Module Specific Settings”
on page 109.
• Rule – The rules are defined based on the selected business object’s

properties. Click Edit Expression to open the Expression Builder.

Note: The Rules are evaluated and executed top down. The first rule
that matches will be applied for the template pick up. In the Rule
expression, place more specific rules at the top and generic rules at the
bottom. You can reorder the rules using drag & drop.

a. From the Add New Row list, you can select the following options to
build your rule for assigning a workspace template.
Select

– Business Property

○ <selected Business Property> to define the properties for which the

assigned workspace template should be used, for example,
country. Enter your attribute value in the text box. Ensure that the

122 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.7. Global Template Configuration

entered value matches the format retrieved from SAP

SuccessFactors by the Personal Information category.

○ assignmentType = Global Assignment or = Concurrent

Assignment to define the assignment type for which the
workspace template should be used.

– left parenthesis – to start parentheses

– right parenthesis – to close parentheses

Example 5-4:

The parameters entered in the screenshot result in the following

expression:
“assigmentType = Global Assignment” OR ”assignmentType = Concurrent
Employment” AND (“country = United States” OR “country = Australia”)

Result: the assigned Workspace template is used if the employee has a

global assignment or a concurrent employment and the respective
assignments are based in the United States or in Australia.

Rule expression for candidates – Central workspaces always have

candidate and user metadata, therefore, for example, the expression country
= India will be evaluated for sfsf_candidate and sfsf:user.

If you want to configure exclusive rules for candidates and employees, you
must add additional expressions to the rule.
External candidates for which no user has been created in SuccessFactors
yet, have the user status ext-c. To prevent a rule for sfsf:user being
applied to these candidates, you can use the additional expression status <>
ext-c. Such a rule will only apply to onboarding users, employees and
internal candidates.
If you use central workspaces and want to use template rules for
sfsf:candidate, you must have selected the Support sfsf:candidate option
in the Module Specific settings, see “Configure Module Specific Settings”
on page 109.

EESU240300-CGD-EN-01 Customizing Guide 123

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Important
If rules for both sfsf:candidate and sfsf:user business object types
are used in the Global Template Configuration, you must

– add an expression for the status to each rule. For rules only
applicable to onboardees and employees, you can add
status <> ext-c AND <expression> to the rule.

Example: status <> ext-c AND country = Germany

– place sfsf:candidate rules as the last rules in the configuration.

Example 5-5: Rule expressions for sfsf.user and sfsf.candidate

• Workspace Template – click Select to select and assign the appropriate

workspace template. For the Global Assignment and Concurrent
Employment assignment types, select an
OTHCM_Employment_WS_Template template, see “Sample document
templates for Employment workspaces” on page 146.

5.8 Reports
Content Server System Report – As Content Server administrator, you can run a
System Report in the Content Server Administration. In this report, you can display
the number of active and inactive employee workspaces. See “Displaying the
number of active and inactive employee workspaces in the Content Server System
Report” on page 137.

You can also display SAP SuccessFactors employee information, including active
employees, number of employments, and number of multiple employments. See
“Displaying SAP SuccessFactors employee and employments information in the
Content Server System Report” on page 138.

Diagnostic reports – As Business Administrator, you can run diagnostic reports to

check the validity of the Role Based Permission synchronization process. You can
verify if permissions have been applied correctly to a workspace. The reports also
provide information for basic troubleshooting. You can also export the report to an
PDF file to share the results with others for further analysis.

You can generate the following reports:

124 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

• Employee Insight Report – the report provides information about the selected
employee, for example, group memberships and roles, functional rights, and self-
service rules.
• Health Check Report – The report provides a sanity check on the existing system
level configuration for the Business Administrator user. In the current version,
the SAP SuccessFactors OData entities are checked to ensure the correct creation
of employee and candidate workspaces.
• Role Based Permission Report – the report displays the Role Based Permission
rules that two employees share. It outlines the relationship between the two
employees, for example, why one employee has certain permissions for the
other’s workspace.

EESU240300-CGD-EN-01 Customizing Guide 125

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.8.1 Running the Employee Insight Report

The report provides information about the selected employee, for example, group
memberships and roles, functional rights, and self-service rules. As Business
Administrator, you can verify if permissions have been applied correctly to a
workspace.

To run the Employee Insight Report:

1. Sign in as Business Administrator.
In the global menu, click Enterprise > Extended ECM > Extended ECM for SAP
SuccessFactors. Click Reports > Employee Insight Report.

2. In the Select Employee dialog, click the Select User icon .

3. In the Select User dialog, search for and select the user you want to run the
report for.

4. Click Run to start the report. To remove the selected user, click Clear.

126 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

5. To save the resulting report as a PDF document, click Save as PDF

5.8.2 Running the Health Check report

The Health Check report provides a sanity check on the existing system level
configuration for the Business Administrator user.

To run the Health Check report:

1. Sign in as Business Administrator.

In the global menu, click Enterprise > Extended ECM > Extended ECM for SAP
SuccessFactors. Click Reports > Health Check report.

2. The Health Check Report page opens displaying the results.

Any sanity check for a configuration section can return the status OK, Error, or
Warning.

Error – the status for a configuration section is Error if at least one test returns
an error.
Warning – the status is Warning if no errors occurred but at least one warning.
Otherwise, the status is OK.

The Health Check report checks the following settings:

EESU240300-CGD-EN-01 Customizing Guide 127

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Technical Configuration
Connections to Business Applications

• The following tests are performed:

– SAP SuccessFactors business application exists.

– If multiple business applications exist only one should be enabled.
– The name 'SuccessFactors' is the recommended name for the business
application.
– A connection to SAP SuccessFactors is established.

Distributed Agent Workers

• The following tests are performed:

– The task 'Extended ECM Scheduled Processing Job' must run at least in one
worker.
– The task 'Extended ECM Scheduled Processing Job' must run in one
dedicated Content Server instance.
– It is recommended that the task 'Extended ECM Scheduled Processing Job'
runs in dedicated workers that do not execute other tasks.

Note: You can change the Distributed Agent Workers configuration only as
system administrator user.

Configure Module Specific Settings

• The following tests are performed:

– Workspace Types, Document Categories, Delete Workflow Map and Scan

Classification have values.

Group Creation from SAP SuccessFactors

The following tests are performed:

• Connection for the default OTDS partition is established.

User Creation from SAP SuccessFactors

Configure Module Specific Settings

• The following tests are performed:

– It is recommended to enable the primary account model.

– OTDS partition has a value.
– OTDS partition must exist.

128 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

– OTDS partition must be enabled.

– Connection for the OTDS partition is established.

Workspace Creation from SAP SuccessFactors

SAP SuccessFactors Entity Types

• The following entity types are analyzed for missing properties:

– EmpEmployment, EmpJob PersonKey, User (used by central workspace

creation, user and permission synchronization).
– Candidate, JobApplication, JobApplicationStatus, JobRequisition,
JobRequisitionLocale (used by central workspace creation).
– SecondaryAssignmentsItem (used by central workspace creation for
concurrent employments or global assignments).
– WfRequestStep, WfRequest, EmpWfRequest, FOWfConfig, FoTranslation,
FOEventReason (used for pending workflow widget).
– RBPRole, RBPRule, DynamicGroup (used for groups and roles
synchronization).
– Country, FOLocation, FODivision, FODepartment (used for user filter UI
control).

Business Object Types

• The following tests are performed:

– The business object types sfsf:user and sfsf:person have to exist.

– The business object types sfsf:user and sfsf:person have to be enabled.
– If the business object types sfsf:user, sfsf:person, sfsf:onboardee, and
sfsf:candidate exist, they have to have a workspace type.
– The business object types sfsf:user and sfsf:person have to use the same
workspace type.
– The used workspace types have to have location set to 'Content Server Folder'
and the folder has to exist.
– All used workspace types should be enabled for workspace creation.
– If sfsf:candidate exists as business object type, it is recommended to map it to
the same workspace type as sfsf:user and sfsf:person to enable central
workspace creation.
– It is recommended to enable fast bulk for the used workspace types to
increase workspace creation performance.
– The business object types sfsf:person and sfsf:onboardee should not have any
property mappings.

EESU240300-CGD-EN-01 Customizing Guide 129

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

– The business object type sfsf:user has to map the properties userId, status and
username.
– The business object type sfsf:user has to use a workspace template, 'None' is
not allowed.
– The workspace template of the business object type sfsf:user should be set to
'From Business Property'.
– It is recommended that the workspace template property value starts with
'SuccessFactors'.
– Module Extended ECM for SAP Solutions has to be installed.
– It is recommend to create business object type sfsf:onboardee to transfer
related documents into central workspaces.
– If the business object type sfsf:onboardee exists it has to have to same
workspace type as sfsf:user.
– The name pattern should contain either the SAP SuccessFactors userId or
username in the workspace type definition of the business object type
sfsf:user.

Configure HR Functional Rights

• The following tests are performed:

– At least one role name role should be configured.

– The configured roles must exist in SAP SuccessFactors.
– If roles have been configured but no roles are returned from SAP
SuccessFactors, it is assumed that the API user for the business application
does not have sufficient permissions.

Content Server groups that have been added to HR Functional Rights are
excluded from these tests.

Global Template Configuration

• The following tests are performed:

– At least one template rule should be configured for the business object type
sfsf:user.
– The template IDs used by the template rules for sfsf:user are accessible.
– The templates for sfsf:user should use the same role names as configured in
HR Functional Rights.
– The templates must use the same workspace type as the business object type
sfsf:user.
– Categories assigned to a document template should enable the setting
'Disable Inheritance'.

130 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

– Categories used by business object type mappings should be assigned to the

document templates.

Content Server groups that have been added to HR Functional Rights are
excluded from these tests.

Scheduled Bots

• The following tests are performed:

– At least one SAP SuccessFactors Central Workspace Creation/Update bot

should exist with simulation mode disabled.
– At least one SAP SuccessFactors Group Synchronization bot should exist with
simulation mode disabled.
– At least one SAP SuccessFactors Permission Synchronization bot should exist
with simulation mode disabled.
– A SAP SuccessFactors Permission Synchronization bot with simulation mode
disabled should be scheduled after a SAP SuccessFactors Group
Synchronization bot.
– The 'User Filter' or 'External Candidate Filter' are required for a SAP
SuccessFactors Central Workspace Creation/Update bot.
– The deprecated permission synchronization job should be replaced by two
new bots, a SAP SuccessFactors Group Synchronization bot and a SAP
SuccessFactors Permission Synchronization bot.
– The old workspace creation job should be replaced by a SAP SuccessFactors
Central Workspace Creation/Update bot.
– For bots that require a business application the business application has to be
valid, i.e. has to be an enabled SAP SuccessFactors business application.
– The Document Template Synchronization job should not use Workspace IDs
and Document Template IDs together.
– The SAP SuccessFactors Workspace Creation/Update job must use a business
object type of either sfsf:user or sfsf:candidate
– The SAP SuccessFactors Workspace Creation/Update job must configure a
Business Object Filter

Document Generation
The following tests are performed:

• Checks whether Extended ECM PowerDocs configuration details are provided in

the Connection to Document Generation Platform section or not.
• Checks whether a Create Bulk Documents bot has been created or not. If not, a
recommendation to create the bot is shown.

EESU240300-CGD-EN-01 Customizing Guide 131

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

• Checks for all mandatory parameters in the Create Bulk Documents bot. If any
mandatory parameter has not been configured in the bot, an error message is
shown.

• If all mandatory parameters have been provided in the bot, it shows a

recommendation to ensure that the selected document type is available as
document template in Extended ECM PowerDocs.

• Checks for Run As user configuration in the bot. If the user has not been
provided, a recommendation to configure it is shown.

• If Run As user has been configured, it is checked if the selected document type
has smart document type rules in any of the templates related to the workspace
type mapped to sfsf:user. If no smart document type rule is available, an error
message is shown.

• Checks if the bot is configured to run periodically. If this is true, a notification is

shown that the bot is designed for manual run.

Completeness check
The following tests are performed:

Completeness check scheduled processing bot

• If the File Completeness Data Synchronization bot has not been configured, the
result will show an Error.

• If the File Completeness Data Synchronization bot has been configured, the result
will show an OK.

5.8.3 Running the Role Based Permission report

The report displays the Role Based Permission rules that two employees share. It
outlines the relationship between the two employees, for example, why one
employee has certain permissions for the other’s workspace.

As Business Administrator, you can verify if permissions have been applied

correctly to a workspace and check the validity of the Role Based Permission
synchronization process.

To run the Role Based Permission report:

1. Sign in as Business Administrator.

In the global menu, click Enterprise > Extended ECM > Extended ECM for SAP
SuccessFactors. Click Reports > Role Based Permission Report.

2. To select the users you want to run the report for, click the Select User icons

to open the Select User dialog for From User and To User, respectively.

132 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

3. In the Select User dialog, search your user. Click Select to select the user.

4. Click Run to start the report. To remove the selected user, click Clear.

Example 5-6: Report based on Target group population

You can view the workspaces available for the target user berta.

EESU240300-CGD-EN-01 Customizing Guide 133

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

Example 5-7: Report based on Permission role via Manager Relation

rule

For the Manager relation chain result, a prefix denotes the following
manager types:

• EM = employee's manager
• EX = employee's matrix manager
• EH = employee's HR representative
• EC = employee's custom manager

5. To save the resulting report as a PDF document, click Save as PDF

5.8.4 Running WebReport to retrieve missing and outdated

document counts
As HR Administrator, you can run a WebReport to fetch missing and outdated
document types from a set of users.

The WebReport view Missing and Outdated Documents Report is available as

standard, generating a report of missing and outdated documents in a .csv file.

The WebReport MissingOutdatedDocuments tag returns the list of missing and

outdated document types based on the parameter sent to the tag.

Note the following:

• the WebReport checks access permissions for the configured workspaces and
smart document types.
• we recommend running the WebReport during non-working hours.

Example: Generating a report for 5000 workspaces with 8 smart document types
configured takes approximately 2 hours and 15 minutes.

You can use this example as reference to provide the input for the WebReport.

134 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

To configure the WebReport:

1. On the Add: WebReport page, provide the following settings:

• Name – enter a name for the report.

• Description – enter a description.
• Data Source – click Browse Content Server and select the data source from
your Content Server categories or Content Server saved queries.
During WebReport creation, the Data Source setting can be left empty. You
can select Go to source tab to configure the data source at a later time. This
is a general functionality of WebReports.
• Reportview File – you can select the Missing and Outdated Documents
Report from the list.
• Categories – optional.
• Create in – click Browse Content Server to select the folder in which you
want to create the WebReport.

2. Click Add.

3. Editing the Reportview (Content Server administrator)

Click Edit Reportview. The following sub-tags return the list of missing or
outdated document types for a workspace according to the parameters that
have been provided:

EESU240300-CGD-EN-01 Customizing Guide 135

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

MissingOutdatedDocuments:MISSING - returns the list of Missing Document

types
MissingOutdatedDocuments:OUTDATED - returns the list of Outdated Document
types

4. To run the report, click its name link.

The report output lists missing and outdated document types which the user
has permission to access.

To export the report:

1. Click Export .
2. As Output Destination, select one of the options that support the Run in
Background option, for example, Content Server, Email, or Server.

3. Select Run in Background.

136 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.8. Reports

5.8.5 Displaying the number of active and inactive employee

workspaces in the Content Server System Report
As Content Server administrator, you can run a System Report in the Content Server
Administration. In this report, you can display the number of active and inactive
employee workspaces as
Number of active employees: <YY> Number of inactive employees: <ZZ>.

To enable the count of the active and inactive employee workspaces in the System
Report, you must ensure that the Business Property = status for the sfsf:user
business object is properly mapped to a category attribute. If no mapping is
maintained here, you will get an error message in the System Report:
Unable to calculate number of active employees. Please ensure mapping of status attribute is
maintained in the business object sfsf:user.

Note: An active employee count will be 1 even for multiple employments. For
example, a user has workspaces corresponding to concurrent employment or
global assignment.
An inactive employee count will be 1 if there is an inactive workspace for the
user with no active workspace across employments such as global assignment
or concurrent employment in Extended ECM.

EESU240300-CGD-EN-01 Customizing Guide 137

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.8.6 Displaying SAP SuccessFactors employee and

employments information in the Content Server System
Report
As Content Server administrator, you can run a System Report in the Content Server
Administration to display the number of SAP SuccessFactors active employees,
employments and multiple employments as:

• Number of employees in SuccessFactors with status 'active': <XX>

• Number of employments in SuccessFactors: <YY>
• Number of multiple employments in SuccessFactors: <ZZ>

5.9 Configuring workspaces for multiple

employments
In a company, an employee can have different employment assignments, for
example, in different countries or different affiliated companies at the same time.
You can create employment workspaces for each of these different assignments.

The following multiple employment types are supported:

• Global Assignment – An employee has job assignments for one company or

several affiliated companies in more than one country at the same time.
• Concurrent Employment – An employee has more than one job assignment for
one company or several affiliated companies at the same time.

Important

• Replacing main employment with secondary employment not

automatically supported
In case that the main employment is terminated and the second
employment becomes the main employment, the workspace information is
not automatically updated. This scenario is not fully supported.
Employment workspaces that are originally linked to the secondary
employment only keep the userID as workspace reference.
For more information about main employment and replacing the main
employment with the secondary employment, see SAP Note 2479753
(https://apps.support.sap.com/sap/support/knowledge/public/en/2479753).
• Concurrent Employment option disabled in Employee Central module of
SAP SuccessFactors
If you have disabled the Concurrent Employment option in the Employee
Central settings, the secondaryNav property evaluating primary and
secondary employment is not available in OData API. If this property is not
available, Extended ECM presumes that the Concurrent Employment
option is disabled. If multiple employment objects are received for the same

138 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.9. Configuring workspaces for multiple employments

PersonID because of a previous enabling of the Concurrent Employment

option, both primary and secondary employments are then ignored and no
workspace is created/updated for this PersonID.

Example 5-8: Global Assignment

Employee Anson Gao works for his company in locations in Germany and the
US.

Prerequisites

• For the Multiple Employment option to work, the Employee Central module
must be enabled in SAP SuccessFactors.
• You must have upgraded your Extended ECM for SAP SuccessFactors
installation at least to version 16.2.4.

5.9.1 Configuration steps for new installation

To implement the Multiple Employment option, perform the following steps:

1. Import Multiple Employment configuration data packages, see “Importing

Multiple Employment configuration data packages” on page 142.

Tip: The open transaction link in the workspace header uses the definition
name of the business object. Consider changing the name of the business
object definition to see more meaningful information in the open
transaction link.

EESU240300-CGD-EN-01 Customizing Guide 139

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

2. Define workspace templates for Employment workspaces in the Global

Template Configuration, see “Global Template configuration” on page 143.

3. Create a scheduled bot for Employee/Employment workspaces, see

“Configuring Scheduled Bots“ on page 167.

5.9.2 Configuration steps for existing installation

You must have installed Extended ECM for SAP SuccessFactors 16.2.4 or later.

1. Import Multiple Employment configuration data packages, see “Importing

Multiple Employment configuration data packages” on page 142.

Business Object type changed to sfsf:user

After import, a new business object type sfsf:user will be created. The new
business object type is a cross application business object type of the
existing business object type sfsf:person. It is marked as default display/
search object type. When new employee workspaces are created, primary
workspaces will use both personId and userId as workspace references,
host/secondary assignment workspaces will only use userid as workspace
reference. If you already have workspaces created prior to the 16.2.8
update, you can run the migration utility to enhance primary workspaces
with usersId in addition to personId. As part of the migration process,
Assignment Type attribute values will also be updated for host/secondary
assignment workspaces.
Note that for the creation of single workspaces the Business Object type
sfsf:user is mandatory.

Tip: The open transaction link in the workspace header uses the definition
name of the business object. Consider changing the name of the business
object definition to see more meaningful information in the open
transaction link.

140 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.9. Configuring workspaces for multiple employments

With the imported transport packages, new sample document templates for the
Employment workspace type are available, see “Sample document templates for
Employment workspaces” on page 146.
2. Define workspace templates for Employment workspaces in the Global
Template Configuration, see “Global Template configuration” on page 143.
3. (Optional) Add Related Workspace folder to Employee workspace template.

4. (Optional) Add the Related Workspace widget to your Employee workspace

perspective.
5. Add assignmentType attribute to Personal Information Category, see “Adding
Assignment Type attribute” on page 145.
6. Configure changes for the Workspace type, see “Configure Workspace Types”
on page 147.
7. In the workspace creation bot, change the Business Object Type setting from
sfsf:person to the sfsf:user business object, see “Central Workspace Creation/
Update bot” on page 172.
8. Run Migration utility. If you already have workspaces created prior to the 16.2.8
update, you can run the migration utility to enhance primary workspaces with
userId in addition to personId, see “Running Migration utility” on page 148.

EESU240300-CGD-EN-01 Customizing Guide 141

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5.9.3 Importing Multiple Employment configuration data

packages
Find the transport packages in the following locations:

For existing installation

Business Object type sfsf.user

<CS_HOME>\module\othcm_16_2_0\templates\Upgrade Objects\Multiple
Assignment.zip

New Document templates

<CS_HOME>\module\othcm_16_2_0\templates\Upgrade Objects\Multiple
Assignment.zip

CMIS categories.zip file

The SAPCMIS_Categories.zip file contains the categories that have been added
after the SAP SuccessFactors 19.2 release. You have to add these categories
only if they are not available in the Categories volume:

• All Business Object types

<CS_Home>\module\othcm_16_2_0\templates\Central_Workspace_
Configuration\othcm_central.zip

• All Document templates

<CS_Home>\module\othcm_16_2_0\templates\Central_Workspace_
Configuration\othcm_central.zip

• Workspace types
<CS_Home>\module\othcm_16_2_0\templates\Central_Workspace_
Configuration\othcm_central_wstemplates.zip

For new installation

All Business Object types

<CS_Home>\module\othcm_16_2_0\templates\06_BusinessObjects\All_
BOTypes.zip

All Document templates

<CS_Home>\module\othcm_16_2_0\templates\05_WorkspaceTemplates\all
_Document_template.zip

Workspace types
<CS_Home>\module\othcm_16_2_0\templates\ 04_WorkspaceTypes\ OTHCM_
Workspace_Types.zip

142 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.9. Configuring workspaces for multiple employments

5.9.4 Global Template configuration

In order to create workspaces for secondary and host assignment, you must specify
the template for the new business object type sfsf:user. The new global template
configuration allows you to define the template based on the assignment type.

Important
You can access the Global Template Configuration only if you have the
necessary permissions for accessing and editing the Document Templates.

To perform the Global Template Configuration for Multiple Assignments:

1. Click Enterprise >Extended ECM > Extended ECM for SAP SuccessFactors.
Click Global Template Configuration.

2. Edit the following settings:

• Business Object – Select a business object:

– If you want to assign an employee or employment template, select

sfsf:user.

– If you want to assign a candidate workspace, select sfsf:candidate.

– If you use SAP HCM as leading system, select BUS1065.

By selecting a business object, also the respective external system is defined.

• Rule – the rules are defined based on the selected business object’s

properties. Click Edit Expression to open the Expression Builder.

Notes

– The rules are executed top down. The first rule that matches will be
applied for the template pick up. In the rule expression, place more
specific rules at the top and generic rules at the bottom, for example,
1. Global Assignment

EESU240300-CGD-EN-01 Customizing Guide 143

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

2. Current Employment
3. Standard assignment.
– If no rule is configured for a business object, its corresponding
template becomes the default template.

a. From the Add New Row list, you can select the following options to
build your rule for assigning a workspace template.
Select

– Business Property

○ country = to define the country for which the assigned

workspace template should be used. Enter your country in the
text box. Ensure that the entered value matches the format
retrieved from SuccessFactors by the Personal Information
category.
○ assignmentType = Global Assignment or = Concurrent
Assignment to define the assignment type for which the
workspace template should be used.
– left parenthesis – to start parentheses
– right parenthesis – to close parentheses

Example 5-9:

The parameters entered in the screenshot result in the following

expression:
“assigmentType = Global Assignment” OR ”assignmentType = Concurrent
Employment” AND (“country = United States” OR “country = Australia”)

Result: the assigned Workspace template is used if the employee has a

global assignment or a concurrent employment and the respective
assignments are based in the United States or in Australia.

• Workspace Template – click Select to select and assign the appropriate

workspace template. For the Global Assignment/Concurrent Employment

144 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.9. Configuring workspaces for multiple employments

assignment types, select an OTHCM_Employment_WS_Template template,

see “Sample document templates for Employment workspaces”
on page 146.

5.9.5 Adding Assignment Type attribute

For a new installation, the Assignment Type attribute will be available with the
imported transport packages.

If you have already installed Extended ECM for SAP SuccessFactors, you must add
the attribute manually.

To add Assignment Type attribute:

1. Click Enterprise > Business Workspaces > Categories. Click SucessFactors.

2. Click OTHCM_WS_Employee_Categories and then click the Personal Information

category.

3. Click Add Attribute > Text: Field.

Edit the following settings:

• Name = Assignment Type

• Order: After = User ID

4. Click OK.

EESU240300-CGD-EN-01 Customizing Guide 145

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

5. Re-running the workspace creation bot

To include the Assignment Type attribute in the existing employee workspaces,
you must re-run the workspace creation bot with update only check box
selected, see “Central Workspace Creation/Update bot” on page 172.

5.9.6 Sample document templates for Employment

workspaces
With the imported transport packages, the following document templates are
available as samples for Employment workspace type:

• OTHCM_Employment_WS_Template_NA
• OTHCM_Employment_WS_Template_Europe
• OTHCM_Employment_WS_Template_OTHERS

View the folder structure of the Employment document templates, see Figure 5-4.
The workspace folder contains a Related Workspaces link to the workspace of the
primary assignment.

Note: By default, the employee has no permissions to access the secondary

assignment workspace from the Related Workspaces link when he has signed
in with his primary assignment user ID. Only the host HR managers can access
the secondary workspace.

146 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 5.9. Configuring workspaces for multiple employments

Figure 5-4: Employment document templates folder structure

5.9.7 Configure Workspace Types

For an existing installation, you must change the Business Workspace name pattern
for the Employee Workspace Type.

To change the Business Workspace name:

1. Click Enterprise > Business Workspaces > Workspace Types.

2. Click the Employee workspace type.

3. In the Business Workspace Names section, click Insert Attribute. Select and
insert Personal Information: Assignment Type.

EESU240300-CGD-EN-01 Customizing Guide 147

Chapter 5 Customizing Extended ECM for SAP SuccessFactors module

4. Change the first string from SF Person ID to User ID.

5.9.8 Running Migration utility

If you already have workspaces created prior to the 16.2.8 update, you can run the
migration utility to enhance primary workspaces with userId in addition to
personId Business object. As part of the migration process, the Assignment Type
attribute values will also be updated for host/secondary assignment workspaces.

To run the Migration utility:

1. Click Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors.

2. Click Configure Module Specific Settings.

3. In the Workspace Migration to IBO section, click the Run Migration Utility
link to open the Migration utility.
In the header, the tool displays the number of workspaces found for migrating.
Click Start to start processing the workspaces.

148 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 6
Configuring document generation

Personalized document generation is available using OpenText Extended ECM

PowerDocs. Documents can be generated for document templates that are
configured for the current user.

You can generate documents

• as Employee in the Document Self Service widget.

• as Employee in the Document tab of your or a team member’s workspace.
• as HR Administrator and Business Administrator for an SAP SuccessFactors
workflow step in the Create Documents widget.

Note: Document Self Service widget deprecated: The Document Self Service
widget has been superseded by the File Upload widget. Since it is not yet
discontinued, it is still available for use.

To enable document generation, you must install and configure Extended ECM
PowerDocs. See “Configuring OpenText Extended ECM PowerDocs“ on page 309.

6.1 Enabling document generation in smart

document types
To enable document generation, you must turn on the Create document switch in
the Smart Document Type configuration to enable document generation for the
document type. See “Customizing document completeness check and validation
rules” on page 63.

You can use sample document generation templates to facilitate the configuration of
generating documents with Extended ECM PowerDocs. To use these sample
templates, you must create the required classifications manually.

The following sample templates are available:

• Employment Contract
• Employment Letter
• Offer Letter

To create classifications for document generation sample templates:

1. Click Enterprise > Business Workspaces > Classifications.

2. Click and open the SuccessFactors classification tree and click
DocumentType_Classifications.

EESU240300-CGD-EN-01 Customizing Guide 149

Chapter 6 Configuring document generation

3. Click Add Item > Classification. Enter a Name and click Add.
Create classifications for

• Employment Contract

• Employment Letter

• Offer Letter

6.2 Configuring document generation settings

To access the document generation configuration in the Extended ECM for
SAP SuccessFactors volume:

1. Click Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors.
Click Configure Document Generation Settings.

2. On the Configure Document Generation Settings page, click and access the
following configuration dialogs:

• Configure Create Document for SAP SuccessFactors Workflow

• Configure Document Generation Settings for Workspace

• Configure SuccessFactors OAuth for Document Generation

150 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 6.2. Configuring document generation settings

6.2.1 Configuring Document Generation Settings for

Workspace
You can edit the startup.xml for document generation using the template on the
Configuring Document Generation Settings for Workspace page. This file is used
for the document generation options in the workspace, for example in the
Documents tab.

Document Select which roles can generate documents from the Node Browsing Table widget in
Generation the Documents tab. HR_Administrator is selected by default.
Rights

6.2.2 Configuring SAP SuccessFactors OAuth for Document

Generation
You can either configure and reuse the OAuth configuration of the SAP
SuccessFactors connection (see “Customizing external system” on page 51) or you
can create a new OAuth configuration for document generation. If you are already
using OAuth as authentication method for the connection to SAP SuccessFactors, we
recommend reusing these settings for document generation. If you are using Basic
Authentication for the connection to SAP SuccessFactors, you can create a dedicated
OAuth configuration for document generation.

Provide the following settings:

Authentication – to access the OAuth configuration options, select the Enable

OAuth Configuration check box.

Options – you have the following options:

• Reuse OAuth settings from Business Application (Recommended) – if you

select this option, ensure that there is only one enabled SAP SuccessFactors
connection and this connection uses OAuth as the authentication method. Click

EESU240300-CGD-EN-01 Customizing Guide 151

Chapter 6 Configuring document generation

the Open Business Applications link to open the Connections to Business

Applications (External Systems) page.
• OAuth Configuration – Provide the OAuth Client ID and the OAuth Client
Secret values as described in “Customizing external system” on page 51 and
“Configuring OAuth client in SAP SuccessFactors” on page 54.

6.3 Customizing document generation option for

SAP SuccessFactors workflow steps in the
Create Documents widget
In the Create Documents widget available for the HR Administrator landing page,
you can process SAP SuccessFactors workflows for HR events, for example, a
payment change for an employee. In this workflow step, you can generate
documents required for the event and then store them to the workspace of the
affected employee.

Note: To customize the settings for the SAP SuccessFactors workflow steps in
Extended ECM, you must at least be a member of the built-in Business
Administrator group.

To enable the document generation option for workflow processing, perform the
following steps:

• As a prerequisite you must have installed and configured Extended ECM

PowerDocs and created the required document templates for document
generation in Extended ECM. See “Configuring OpenText Extended ECM
PowerDocs“ on page 309, OpenText Extended ECM - Document Generation
Customization Guide (EEDG-CGD) and the steps below.
• Configure the Create Documents widget for the HR Administrator landing page
in the Perspective Manager. See “HR Administrator Landing Page” on page 194.
• Add your workflows configured in SAP SuccessFactors to the list of workflows
in Extended ECM. Map the workflow with the corresponding document

152 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

template available in Extended ECM PowerDocs, see “Configuring document

generation settings for Create Document widget in Extended ECM” on page 153.
• Prepare the Extended ECM PowerDocs startup.xml file from a template, see
“Editing the startup.xml and configuring Extended ECM PowerDocs for SAP
SuccessFactors workflow” on page 154. You can use a Debug mode page to test
and further edit the file. See “Using the Debug mode for testing” on page 159.
• Configure your required SAP SuccessFactors workflow business objects and their
properties in Extended ECM PowerDocs and replace the corresponding object
and property IDs in the startup.xml file. See “Editing the startup.xml and
configuring Extended ECM PowerDocs for SAP SuccessFactors workflow”
on page 154.
• Edit the required permissions for users and workspaces. See “Editing the
required permissions for users and workspaces in Extended ECM” on page 163.

6.3.1 Configuring document generation settings for Create

Document widget in Extended ECM
In this section you configure the document generation option in the Create
Document widget where you can process SAP SuccessFactors workflow steps for
HR events.

In Extended ECM, you map the workflows to the corresponding document

templates in Extended ECM PowerDocs. For transferring the necessary information,
for example, the workspace and workflow data, you must edit the Extended ECM
PowerDocs startup.xml file template. You can also access a debug mode page to
test and further edit the startup.xml file for a specified user.

To configure document generation settings for the workflow:

1. In the Extended ECM volume, click Extended ECM for SAP SuccessFactors >
Configure Document Generation Settings.
Click Configure Create Documents for SAP SuccessFactors Workflow to
access the Configure Create Document widget page.
2. Provide the following settings:

• Add Workflow – enter a SAP SuccessFactors workflow ID that you want to

map to a Extended ECM PowerDocs document template. Add all workflows
you want to map to document templates. The added workflows are listed
under Edit Workflow.
• Edit Workflow – you can map the listed workflows to a Extended ECM
PowerDocs document template.

To remove a workflow from the list, click Delete .

Note: If you have configured the document template mapping, only

the template configured for this workflow is shown in Extended ECM
PowerDocs during document generation. When no template has been

EESU240300-CGD-EN-01 Customizing Guide 153

Chapter 6 Configuring document generation

specified, all configured document templates are then available during

document generation in the Extended ECM PowerDocs editor.

To map document templates:

1. For your workflow, click Edit to open the mapping dialog.

2. Add Document Template – enter the name of the document template
you want to map to the workflow.

Important
Extended ECM finds corresponding document templates in
Extended ECM PowerDocs by name matching. Therefore the
Extended ECM PowerDocs document template must have the same
name as the corresponding Content Server document type.
3. Click Save Changes. The document template for the workflow is listed
under Edit Document Template.
3. PowerDocs Web Mode – you can define how the document to be created is
opened. You can enter the following options:

• web_correspondence_standard – the document opens in the standard

Extended ECM PowerDocs mode in a browser window.
• correspondence_net – the document opens in MS Word.
4. PowerDocs Startup XML – edit your Extended ECM PowerDocs startup.xml
file using the provided template. For details, see “Editing the startup.xml and
configuring Extended ECM PowerDocs for SAP SuccessFactors workflow”
on page 154.
For testing purposes, you can use the Debug mode. In the Debug mode, you can
analyze and test the startup.xml file before using it. For details, see “Using the
Debug mode for testing” on page 159.

6.3.1.1 Editing the startup.xml and configuring Extended ECM

PowerDocs for SAP SuccessFactors workflow
In the Extended ECM PowerDocs startup.xml file, you define how and which
pending workflow data and other SAP SuccessFactors information is passed to
Extended ECM PowerDocs.
For more information about creating and using the startup.xml in Extended ECM
PowerDocs, see
OpenText Extended ECM PowerDocs - Content Manager Administration Guide (CRMCM-
AGD) and
OpenText Extended ECM PowerDocs - Content Manager Administration Guide (CRMCM-
AGD).

You must edit the startup.xml file according to your requirements and used
workflow types. When you click the workflow step in the Create Documents widget,
the configured variables will be replaced with the real data in the startup.xml file
and the file is sent to Extended ECM PowerDocs.

154 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

You can configure entities and properties according to your business rules
configured in SAP SuccessFactors.

Important

• In this section you configure only document generation with the Create
Document widget where you can process SAP SuccessFactors workflow
steps for HR events. The startup.xml described here is only used for this
purpose. For other document generation options, see “Configuring
Document Generation Settings for Workspace” on page 151.
• You can configure only entities supported by the SAP SuccessFactors
Pending Data API. See also SAP SuccessFactors Employee Central OData
API: Reference Guide (https://help.sap.com/viewer/
b2b06831c2cb4d5facd1dfde49a7aab5/latest/en-US/
3ebadbe1b3254857b450170ab76f1f52.html).

• You can edit the Extended ECM PowerDocs Startup XML template provided in
the Configure Create Documents widget dialog, see “Configuring document
generation settings for Create Document widget in Extended ECM” on page 153.
• You can use a Debug mode page to test and further edit the file, see “Using the
Debug mode for testing” on page 159. From the debug file, you can display and
select the data for which you want to create corresponding business objects in
Extended ECM PowerDocs for your workflow. In a later step, you can use these
data in your Extended ECM PowerDocs document template.
• You must configure the SAP SuccessFactors workflow business object and its
properties in Extended ECM PowerDocs. In the startup.xml, you must then
replace the corresponding object and property IDs with the unique IDs from
your own Extended ECM PowerDocs Content Manager.

Figure 6-1: Steps to update the startup.xml

To configure business objects in Extended ECM PowerDocs and edit

startup.xml:

1. Prepare your startup.xml file:

EESU240300-CGD-EN-01 Customizing Guide 155

Chapter 6 Configuring document generation

a. In Extended ECM for SAP SuccessFactors > Configure Module Specific

Settings > Configure Create Document for SAP SuccessFactors
Workflow, find the sample startup.xml and copy it to an editor.
b. Access the debug mode as described in “Using the Debug mode for
testing” on page 159. All available workflow pending properties for your
workflow are displayed and listed in the debug file, for example,
EmpEmployment.benefitsenddate.new = 04/30/2020 for the EC
Termination Workflow.
You can select the data for which you want to create corresponding
business objects in Extended ECM PowerDocs. In a later step, you can use
these properties in your Extended ECM PowerDocs document template.

Figure 6-2: Debug file for EC Termination Workflow

Note: For different EC workflow types, you will see different

properties in the debug file.

2. Login to Extended ECM PowerDocs Content Manager and in the context menu,
click Technical settings.

3. Click Add to open the Create Business object screen and create a new
business object for your SAP SuccessFactors workflow. We recommend to
choose a name that indicates that its data are retrieved from your SAP
SuccessFactors workflow, for example, (SuccessFactors) EC Workflow
EmpEmployment.

4. Edit your newly created business object. In the Attributes section, add all
attributes of object EmpEmployment that you want to use for creating document
templates, for example, benefitsenddate.new.

156 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

Click Create and then Activate.

EESU240300-CGD-EN-01 Customizing Guide 157

Chapter 6 Configuring document generation

5. Create a new relationship. In the tool bar, click Relations and then click

Add . Select an existing business object, for example, (SuccessFactors)

Employee Data) as Source business object and (SuccessFactors) EC Workflow
EmpEmployment as the Target business object. Note that both business objects
must have the same identifier, for example, UserId.

Click Create and then click Activate.

6. Repeat steps 3–5 to prepare all required business objects and their related
properties in the Content Manager.
7. In the context menu, click Content settings and click Business objects.
Select, for example, (SuccessFactors) EC Workflow EmpEmployment and click

Change . Copy the Name value to the clipboard.

158 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

8. Open your startup.xml in the editor, find the section of your object, for
example, Pending Employment Data (EmpEmployment) and paste the value from
the clipboard as value to the corresponding boid attribute. The required value
will be directly included.
Repeat step 7 also for all attributes of your business object. Paste the attribute
name from the clipboard to the corresponding propid attribute as value.

9. Repeat steps 7 and 8 to replace all boid and propid values with the unique IDs
from your own Extended ECM PowerDocs Content Manager.

10. When you have completed editing your startup.xml file, log in to your Content
Server and copy it back to Extended ECM for SAP SuccessFactors > Configure
Module Specific Settings > Configure Create Document for SAP
SuccessFactors Workflow > PowerDocs Startup XML.
Click Save Changes.

6.3.1.2 Using the Debug mode for testing

For testing purposes, you can use the Debug mode. In the Debug mode, you can
analyze, test and further edit the startup.xml file.

To access and configure the Debug mode, add the following request parameter to
the URL of the Configure Create Document widget page:
func=othcm.WfConfigureParameters&advanced=true

EESU240300-CGD-EN-01 Customizing Guide 159

Chapter 6 Configuring document generation

REST Client Timeout – set the time out in seconds for the REST client
communication with SAP SuccessFactors.

Debug HR User – click Select a user to restrict the debug process to a

specified user.

Debug Create Documents – select the check box to open a debugging page
containing the startup.xml file and the Extended ECM PowerDocs parameters filled
out with the transferred information during document generation.

Simulate Workflow Requests – specify the number of simulated workflow requests

in the Create Documents widget for testing purposes.

To use the Debug mode:

1. Click a workflow in the Create Documents widget with the user specified for
the debugging.

160 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

2. The Debug Create Documents page opens. You have the following options:

• startup.xml –
You can analyze and edit the startup.xml file with the filled in information
for the specified user.

EESU240300-CGD-EN-01 Customizing Guide 161

Chapter 6 Configuring document generation

• PowerDocs Parameters –
You can view and analyze the filled in Extended ECM PowerDocs
parameters.

3. Make your changes and click Open PowerDocs to view the result for the
generated document in the Extended ECM PowerDocs editor.

162 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

6.3.2 Editing the required permissions for users and

workspaces in Extended ECM
You must assign the necessary permissions for users and workspaces.

Functional rights of Create Documents widget user

The widget user must have a role that has been added to the HR Functional Right
HR Administrator, for example in the following, Dev HR Role.

EESU240300-CGD-EN-01 Customizing Guide 163

Chapter 6 Configuring document generation

Roles and Permissions for document templates

In Roles and Permissions for the document templates you want to use for document
generation, you must also add the Dev HR Role to the Role Access list. For this role,
you must grant the See and See Contents permissions.

164 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

6.3. Customizing document generation option for SAP SuccessFactors workflow steps in the Create Documents widget

Team Participants of the affected employee workspace

In Team Participants of the affected employee workspace, the widget user must be
assigned as a member of a group or assigned directly to Dev HR Role.

EESU240300-CGD-EN-01 Customizing Guide 165

Chapter 6 Configuring document generation

Team roles and Permissions for the affected employee

workspace
In the Team Roles and Permissions for the workspace of the employee affected by
the workflow step, the Dev HR Role must have See and See Contents permissions.

166 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 7
Configuring Scheduled Bots

The Scheduled Bots framework lets you process a large number of items
automatically:

• Using expression builders, you can select ranges of items.

• You can suspend a running bot and resume processing.
• Error handling enables you to check error items and schedule them to be
processed again.
• You can schedule bots to run periodically and during off-hours with a low server
workload.

To access the Scheduled Bots page:

• In Classic View, click Enterprise > Extended ECM > Scheduled Bots.
• In Smart View, you can configure a shortcut widget on your home page pointing
to the Scheduled Bots page.

For more information on the Scheduled Bots page, see section 18.1 “Using the
Scheduled Bots page” in OpenText Extended ECM - Enterprise Applications Integration
and Configuration Guide (EEP-CGI).

Smart View and Classic View

You configure scheduled bots in Smart View. Currently, you can also configure
your scheduled bots in Classic View. To access the Scheduled Bots
configuration in Classic View, go to the Scheduled Bots page in Smart View
and click your Profile Menu > Classic view.

For more information, see section 18.10 “Configuring Scheduled Bots in Classic
View (legacy)” in OpenText Extended ECM - Enterprise Applications Integration
and Configuration Guide (EEP-CGI).

EESU240300-CGD-EN-01 Customizing Guide 167

Chapter 7 Configuring Scheduled Bots

7.1 Creating a scheduled bot

To add a scheduled bot:

1. On the Scheduled Bots page, click the Add scheduled bot icon.
2. In the Create scheduled bot side panel, enter the following settings:

Name
Enter a name for your scheduled bot.
Description (optional)
Enter a meaningful description.
Product component
From the list, select Extended ECM for SAP SuccessFactors.
For information about scheduled bots for other product components, see
OpenText Extended ECM - Enterprise Applications Integration and Configuration
Guide (EEP-CGI).
Scheduled Bot
Select your scheduled bot from the list:

• Candidate Permission Synchronization: this bot type updates the team

participants of the roles used in external candidate workspaces for SAP
SuccessFactors.
• Central Workspace Creation/Update: this bot type stores person related
documents coming from SAP SuccessFactors Candidate Profile and
Employee Profile in a central workspace.
• Create Bulk Documents: this bot creates documents in bulk for selected
employees and for a given document type.
• Document Post-disposition Cleanup: this bot type searches for deleted
CMIS documents and removes the links to these documents in SAP
SuccessFactors.
• File Completeness Data Synchronization: this bot type collects and
provides the data required for the Document Completeness Report
widget.
• Group Synchronization: this bot type synchronizes permission roles
and permission groups used in these roles to Content Server.
• Permission Synchronization: this bot type updates the team
participants of the roles used in workspaces for SAP SuccessFactors.
• Revoke HR License User Reservation: this bot removes reserved HR
licenses automatically from inactive users.
• Update ECM License: this bot updates the Extended ECM License for
SAP SuccessFactors users.

168 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.2. Configuring Membership and Permission Synchronization bots

• User Synchronization: this bot synchronizes SAP SuccessFactors users

into Content Server.
• *** Deprecated *** SAP SuccessFactors Workspace Creation/Update:
this bot has been replaced by the Central Workspace Creation/Update
bot. To migrate your existing Workspace Creation/Update bots, see
“Migrating from deprecated Workspace Creation/Update job to Central
Workspace Creation/Update bot” on page 187.

3. Click Create.

7.2 Configuring Membership and Permission

Synchronization bots
Membership Synchronization is a process that reads the users from SAP
SuccessFactors, updates the user to manager relationship, and finally updates the
workspace level roles in Content Server with the correct members and permissions.
It uses the groups, roles, and rules that have been synchronized from SAP
SuccessFactors running the Group Synchronization bot.

To regularly synchronize the roles and its members, you must create and schedule
the following bots:

1. User Synchronization
2. Group Synchronization
3. Permission Synchronization
4. Candidate Permission Synchronization

Before configuring the synchronization bots, you must plan and perform the
following configuration steps:

Prerequisite – user configuration in SAP SuccessFactors must follow the entity

model described in “Required OData Entity setup in SAP SuccessFactors”
on page 360.

Overall steps for planning synchronization bots in Extended ECM

1. Identify your SAP SuccessFactors roles for synchronizing. See “Setting up Role
Based Permission in SAP SuccessFactors” on page 222.
2. Configure workspace templates mapping SAP SuccessFactors roles. See
“Mapping workspace templates with SAP SuccessFactors roles” on page 106.
3. Configure HR functional rights with identified SAP SuccessFactors roles. See
“Configure HR Functional Rights” on page 107.
4. Customize synchronization bots for performing full synchronization using the
Full Synchronization option.

EESU240300-CGD-EN-01 Customizing Guide 169

Chapter 7 Configuring Scheduled Bots

5. Run the Role Based Permission diagnostic report to verify the results of the
synchronization bot. See “Running the Role Based Permission report”
on page 132.
6. Customize a second synchronization bot for performing Delta synchronization
using the Sync from a last run option. This bot synchronizes the permissions
when changes for the role members occur. See “Running the Role Based
Permission report” on page 132.

Important

• Do not use the following group names

The user and group synchronization bots do not support the following user
or group names:

– user or group names with leading or trailing spaces.

Whereas in SAP SuccessFactors spaces are treated as part of the name,
Content Server ignores and trims trailing and leading spaces. This leads
to wrong assignments.
– user or group names that only differ by case.
For example, the permission group HR GERMANY GLOBAL was created in
SAP SuccessFactors and synchronized to Extended ECM. The group is
then renamed to HR Germany Global in SAP SuccessFactors.

These names will cause the synchronization to fail and must not be
configured in SAP SuccessFactors.
• Users must be available in Content Server
Ensure that all users for which you want to schedule Permission
Synchronization are available in Content Server. Ensure also that the user’s
Content Server user name always has the same value as the SAP
SuccessFactors user name. Otherwise, the Permission Synchronization will
not be successful. For more information, see the SAP Knowledge Base
article 2495643 - SuccessFactors User IDs - Clarifying the Different IDs
(https://apps.support.sap.com/sap/support/knowledge/preview/en/
2495643).

7.3 Candidate Permission Synchronization bot

The Candidate Permission Synchronization bot updates the team participants of the
roles used in external candidate workspaces for SAP SuccessFactors. Note the
following:

• The bot processes and fills the SAP SuccessFactors Recruiter, Recruiter Team,
and Hiring Manager roles based on the job requisitions for which a candidate has
applied. These roles must be defined in the template used to create external
candidate workspaces.
• Each SAP SuccessFactors user, for example, in a group or as a manager, must
have been synchronized into Content Server.

170 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.3. Candidate Permission Synchronization bot

To configure Candidate Permission Synchronization bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select your external SAP
SuccessFactors system configured in Extended ECM.
• Simulation Mode – turn on the switch to simulate the bot execution in
Content Server. Nothing will be modified in Content Server.
• Synchronization Scenario Type – click to select a scenario type to define if
the synchronization should be run completely or from a set point in time:

– Full Synchronization – a complete synchronization will be run.

– Synchronization from the last run – the synchronization bot runs from
the point in time stated in the Synchronization Last Run settings.
If these settings are empty, for example because the synchronization bot
has not yet run for the first time, a complete synchronization will be run.

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.
– Synchronization from the given date and time – you can define a time
and date from where the synchronization bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.

Note: If you set the synchronization to run either from the last run or
from a set date and time, it will not detect changes to role members in
job requisitions. This is because job requisition changes do not modify
the candidate workspace.

Advanced parameters

• See “Configuring Advanced Parameters” on page 186.

Start options

• See “Configuring Start modus” on page 187.

3. Click Update.

EESU240300-CGD-EN-01 Customizing Guide 171

Chapter 7 Configuring Scheduled Bots

7.4 Central Workspace Creation/Update bot

This bot type stores person-related documents coming from SAP SuccessFactors
Candidate Profiles and Employee Profiles in a central workspace.

You can connect profiles managed by SAP SuccessFactors Recruiting Management

(RCM), SAP SuccessFactors Onboarding (ONB2.0), and SAP SuccessFactors
Employee Central (EC) to one central employee workspace. For more information
about central workspaces, see “Using central workspaces” on page 93.

Prerequisites – see “Prerequisites for creating Central workspaces” on page 103.

Tip: Run the Health Check report for configuration recommendations.

To configure Central Workspace Creation/Update bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.
2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select your external SAP
SuccessFactors system configured in Extended ECM.
• Simulation Mode – turn on the switch to simulate the central workspace/
creation in Content Server.
• User Filter – you have the following options:

– Click Select to open the Expression Builder. Configure a filter expression

to restrict the creation or update of central workspaces to certain users.
– You can also manually edit the OData filter or replace it with another
valid filter.

Inactive users – note that inactive users are by default excluded from the
filter result. To include inactive users, add status in 't','f' to the query.
Onboardee workspaces – to create workspaces for active or inactive
onboardees, add status in 'e','d' to the user filter.

Example: For creating a workspace for the username 'aklein' the filter can be
'username eq 'aklein' and status in 't','f'.

Click Test to test the result of the OData query. You will see the first 125
matches.

Note: You can run the test only if you have specified a value in the
filter box. If the filter box is empty, the Test button is disabled.
• Candidate Filter – You can filter for external and internal candidates. If
specified, workspaces for the candidates referenced by this filter will also be
created or updated.

172 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.4. Central Workspace Creation/Update bot

Ensure that the Synchronize Candidates option in the Advanced

parameters is selected if you want to use the candidate filter. By default, this
option is selected.
You have the following options:

– Click Select to open the Expression Builder. Configure a filter expression

to restrict the creation/update of central workspaces to candidates.
– You can also manually edit the OData filter or replace it with another
valid filter.

Note: Permissions are updated only for employee workspaces as these

workspaces have an existing user in SAP SuccessFactors and therefore
permission group membership can be detected.

Click Test to test the result of the OData query. You will see the first 125
matches.

Note: You can run the test only if you have specified a value in the
filter box. If the filter box is empty, the Test button is disabled.

• Document Template – click Select > Browse icon and select a workspace
template if you want to use a template other than configured in the Global
Template Configuration.
• Update Only – turn on the switch if you only want to update existing
workspaces without creating new ones.
• Synchronize Permissions – turn on the switch if you want to synchronize
team participants for newly created central workspaces. If the switch is
turned off, the SAP SuccessFactors Permission Synchronization bot will
update the team participants if run.
• Synchronization Scenario Type – click to select a scenario type to define if
the the central workspace creation/update bot should be run completely or
from a set point in time:

– Full Synchronization – a complete workspace creation/update will be

run.
– Synchronization from the last run – the workspace creation/update bot
runs from the point in time stated in the Synchronization Last
Run settings.
If these settings are empty, for example because the workspace creation/
update bot has not yet run for the first time, a complete workspace
creation/update will be run.

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.

EESU240300-CGD-EN-01 Customizing Guide 173

Chapter 7 Configuring Scheduled Bots

– Synchronization from the given date and time – you can define a time
and date from where the workspace creation/update bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.

Advanced parameters

• Synchronize Candidates
Keep the switch turned on if you want to synchronize candidate information
for the workspace and also if you want to use the Candidate filter.
• Full Property Synchronization
Turn on the switch if you want to update properties for cross applications,
for example, candidates for existing central workspaces.
• Remove Existing Candidate Workspace
Turn on the switch if you want to remove references for existing candidate
workspaces before a central workspace for the same candidate ID is created.
• Synchronize Assignment Class
Keep the switch turned on if you want to synchronize the assignment class
for the workspace.
• Transfer Documents
Turn on the switch if you want to transfer documents from the CMIS
repository to the central workspace when it is updated.
• For more advanced parameters, see “Configuring Advanced Parameters”
on page 186.

Start options

• See “Configuring Start modus” on page 187.

3. Click Update.

7.5 Create Bulk Documents bot

For a given document type, you can create documents in bulk for selected
employees by running a Create Bulk Documents bot.

To configure Create Bulk Documents bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select SuccessFactors.

• Create Document For – you have the following options:

174 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.5. Create Bulk Documents bot

– click Select to open the Expression Builder. Configure a filter expression

to restrict the creation of documents to certain users.

– you can also manually edit the OData filter or replace it with another
valid filter.

Example: To create a document for the userId 802982, the filter is 'userId eq
'802982'.

Click Test to test the result of the OData query. You will see the first 125
matches.

Important
The Create Bulk Documents bot is restricted to creating documents for
500 users. If the selected filter returns more than 500 users, the bot will
return an error.

• Document Type – click Select > Browse icon and select your document
type.

• Effective Date – click the Date picker icon to select an effective date for
the created documents.

• Output Channel – from the list, select the output channel for the created
documents as configured in Extended ECM PowerDocs. To select multiple

output channels, click the Add icon .

• Run as HR – Start typing a user name and then select an HR Administrator

with the required permissions to create and store documents to the
workspace.

Advanced parameters

• Execution Mode
You can run the bot either asynchronously or synchronously.

• For more advanced parameters, see “Configuring Advanced Parameters”

on page 186.

Start options

• See “Configuring Start modus” on page 187.

Important
This bot is designed for manual on-demand run. Scheduling the bot on
a periodic basis can result in duplicate documents.

3. Click Update.

EESU240300-CGD-EN-01 Customizing Guide 175

Chapter 7 Configuring Scheduled Bots

To track the status of the Create Bulk Documents request in Extended ECM
PowerDocs:

The Create Bulk Documents bot in Content Server will initiate a request in Extended
ECM PowerDocs. After initiating the bot, all the document requests will be queued
in Extended ECM PowerDocs. You can track the status in Extended ECM
PowerDocs.

1. Login to Extended ECM PowerDocs Content Manager.

2. Click > Technical settings > Monitoring > Process Queue .

To reprocess a failed request in Extended ECM PowerDocs:

1. Login to Extended ECM PowerDocs Content Manager.

2. Click > Technical settings > Monitoring > Process Queue .

3. In the inline menu of your request with the ERROR status, click the Reprocess
icon.

7.6 Document Post-disposition Cleanup bot

To clean up links in SAP SuccessFactors still referring to CMIS documents that have
already been deleted in Extended ECM, you can configure a disposition bot. The bot
will search for any deleted CMIS documents and remove the links to these
documents in SAP SuccessFactors.

To configure the Document Post-disposition Cleanup bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select SuccessFactors.

Advanced parameters

• See “Configuring Advanced Parameters” on page 186.

Start options

• See “Configuring Start modus” on page 187.

3. Click Update.

176 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.7. File Completeness Data Synchronization bot

7.7 File Completeness Data Synchronization bot

The File Completeness Data Synchronization bot collects and provides the data
required for the Document Completeness Report widget. For more information
about the features in this widget, see section 12 “Extended ECM for SAP
SuccessFactors Widget Group” in OpenText Extended ECM - Widget Configuration
Guide (CSAV-CWG).

This bot has no configuration parameters. You can only configure advanced
parameters and the Start options.

7.8 Group Synchronization bot

The Group Synchronization bot synchronizes permission roles and permission
groups used in these roles to Content Server. The entities used in SAP
SuccessFactors are RBPRole and DynamicGroup. The role names configured in
“Configure HR Functional Rights” on page 107 are used to get the corresponding
roles from SAP SuccessFactors. If a configured role does not exist or the role does
not contain any supported rule, an error is reported during the bot run.

Each group in a permission rule of a permission role is mapped to a Content Server

group with the same name. The bot creates missing Content Server groups in the
default Content Server Members partition or updates the members of these groups,
for example, removing or adding members. If the permission group in SAP
SuccessFactors contains a SAP SuccessFactors user that currently does not exist in
Content Server, the missing user is stored in a database table OTHCM_MISSING_USERS.
If the user is later added to Content Server and the bot is run again, the missing user
is added to the group, even if the group has not been modified in SAP
SuccessFactors.

To configure the Group Synchronization bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.
2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select your external SAP
SuccessFactors system configured in Extended ECM.
• Simulation Mode – turn on the switch to simulate the bot execution in
Content Server. Nothing will be modified in Content Server.
• Synchronization Scenario Type – click to select a scenario type to define if
the synchronization should be run completely or from a set point in time:

– Full Synchronization – a complete synchronization will be run.

– Synchronization from the last run – the synchronization bot runs from
the point in time stated in the Synchronization Last Run settings.
If these settings are empty, for example because the synchronization bot
has not yet run for the first time, a complete synchronization will be run.

EESU240300-CGD-EN-01 Customizing Guide 177

Chapter 7 Configuring Scheduled Bots

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.

– Synchronization from the given date and time – you can define a time
and date from where the synchronization bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.
If you select this scenario, only RBPRole or DynamicGroup entities that
have been modified after the specified date are synchronized to Content
Server.

• Primary Account Model – enabled by default. For more information, see

“Understanding and using the Primary Account user model” on page 116.

• Include Inactive Users – keep the switch turned on if you want to include
inactive users.

Advanced parameters

• Role Names
optionally, you can provide a list of role names to which you want to restrict
the synchronization. Separate the names by comma.
• User Group Limit
enter the maximum number of users to be added to a Content Server group
at once. The default value is 100.

• Create All Permission Groups

turn on the switch if you want to create all groups used in supported SAP
SuccessFactors roles as Content Server groups. By default, the Group
synchronization bot only creates granted groups as Content Server groups.

Important
For performance reasons, the Group synchronization bot by default
only creates granted groups as Content Server groups. Target groups
are synchronized into internal tables but are not available as Content
Server groups. If you use, for example, target groups in Content Server
to grant permission to Extended ECM PowerDocs, you can enable this
option. Note that the performance may decrease significantly if large
target groups are synchronized as Content Server groups.

• For other advanced parameters, see “Configuring Advanced Parameters”

on page 186.

Start options

• See “Configuring Start modus” on page 187.

3. Click Update.

178 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.9. Permission Synchronization bot

7.9 Permission Synchronization bot

The Permission Synchronization bot updates the team participants of the roles used
in workspaces for SAP SuccessFactors. Only roles that are currently defined in the
business workspace are processed. Note the following:

• The bot uses role and group information synchronized by running the Group
Synchronization bot. Therefore, the Group Synchronization bot must be run first
to provide the correct information for the team participants of workspaces.
• Note that each used SAP SuccessFactors user, for example, in a group or as a
manager, must have been synchronized into Content Server. If one user is
missing, no participants will be added to the roles for the workspace. This user
will be missing in the roles of business workspaces either as a direct member or
as a member of a group used in the role.

To configure the Permission Synchronization bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select your external SAP
SuccessFactors system configured in Extended ECM.
• Simulation Mode – turn on the switch to simulate the bot execution in
Content Server. In Content Server, nothing will be modified.
• Synchronization Scenario Type – click to select a scenario type to define if
the synchronization should be run completely or from a set point in time:

– Full Synchronization – a complete synchronization will be run.

– Synchronization from the last run the synchronization bot runs from
the point in time stated in the Synchronization Last Run settings.
If these settings are empty, for example because the synchronization bot
has not yet run for the first time, a complete synchronization will be run.

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.
– Synchronization from the given date and time – you can define a time
and date from where the synchronization bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.
If you select this scenario, only RBPRole or DynamicGroup entities that
have been modified after the specified date are synchronized to Content
Server.
• Primary Account Model – enabled by default. For more information, see
“Understanding and using the Primary Account user model” on page 116.

EESU240300-CGD-EN-01 Customizing Guide 179

Chapter 7 Configuring Scheduled Bots

Advanced parameters

• Workspace IDs

Click Select > Browse icon and select a workspace.

To select multiple workspaces, click Add .

• User Filter
Create Document For – You have the following options:

– Click Select to open the Expression Builder. Configure a filter expression

to restrict the permission synchronization to certain users.
– You can also manually edit the OData filter or replace it with another
valid filter.

Important
Inactive users are by default excluded from the filter result. To include
inactive users add status in ('t','f') to the query.

Example: To synchronize the permissions of the workspace of user 'aklein' the

following filter can be used: username eq 'aklein' and status in ('t','f').

Click Test to test the result of the OData query. You will see the first 125
matches.

Workspace ID and User filters

For the Permission Synchronization bot, Workspace IDs and User
filters are optional and empty by default. You can use these filters for
troubleshooting by identifying problematic workspaces by the
workspace ID or by an OData filter expression for the User entity.
Note that you can only use one of these filters at a time or otherwise
you will get an error message. The workspaces can only be specified by
either the workspace ID or by the user.
• For other advanced parameters, see “Configuring Advanced Parameters”
on page 186.

Start options

• See “Configuring Start modus” on page 187.

Use On Schedule instead of Run Now option

It is recommended that you use the On Schedule option instead of the
Run Now option when you are planning to synchronize large amounts
of users and groups into Extended ECM. The execution of a scheduled
bot can take a lot of resources in Content Server. You must consider
this if you decide to run a bot with the Run Now option or at a
scheduled day and time.

180 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.10. Revoke HR License User Reservation bot

3. Click Update.

Using the Advanced Job Configuration page to determine manager access to

inactive users’ workspaces

The Permission Synchronization bot updates manager roles for inactive users based
on a setting on the Advanced Job Configuration page.

To configure this setting, navigate to the following page: https://<CONTENTSERVER>/

cs.exe?func=othcm.ConfigureJobsAdvanced and select or clear the Apply Manager
Rule for Inactive Users box as required.

• When selected, the Permission Synchronization bot will assign manager roles to
team participants for inactive users’ workspaces.
• When cleared, the Permission Synchronization bot will not assign manager roles
to team participants for inactive users.

Note: Do not amend any other settings on this page.

7.10 Revoke HR License User Reservation bot

An HR license grants an employee access to employee workspaces created in
Extended ECM. Licenses can be assigned to users in OpenText Directory Services
(OTDS). For example, you can allocate the license to an OTDS partition, meaning
that new users created in this partition by the User Synchronization bot are
automatically allocated to the license. The license is then reserved when the user
logs on to Content Server for the first time. This bot searches for users who are now
inactive and revokes those licenses.

To configure Revoke HR License User Reservation bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – Click Select value and select SuccessFactors.

• Simulation Mode – turn on the switch to simulate the bot execution in
Content Server. Nothing will be modified in Content Server. The simulation
does not revoke HR licenses but provides the count of licenses to be revoked
from inactive users by an actual bot run.
• User Filter – use the user filter to revoke licenses only from a subset of SAP
SuccessFactors inactive users. When you create the bot, it has the default
filter value status in 'f', which includes all inactive users in the bot. You
can edit this filter with one of the following options:

– click Select to open the Expression Builder. Configure a filter expression

to restrict the HR license revocation to certain users.

EESU240300-CGD-EN-01 Customizing Guide 181

Chapter 7 Configuring Scheduled Bots

– you can also manually edit the OData filter or replace it with another
valid filter.

Active users – note that active users are by default excluded from the filter
result.

Example: To revoke the license from inactive SAP SuccessFactors user 'aklein' the
filter can be 'username eq 'aklein' and status in 'f'.

Click Test to test the result of the OData query. You will see the first 125
matches.

Note: You can run the test only if you have specified a value in the
filter box. If the filter box is empty, the Test button is disabled.
• Synchronization Scenario Type – click to select a scenario type to define if
the synchronization should be run completely or from a set point in time:

– Full Synchronization – a complete synchronization will be run.

– Synchronization from the last run – the synchronization bot runs from
the point in time stated in the Synchronization Last Run settings.
If these settings are empty, for example, because the synchronization bot
has not yet run for the first time, a complete synchronization will be run.

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.
– Synchronization from the given date and time – you can define a time
and date from where the synchronization bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.
• OTDS partition – provide the OTDS partition that is used by all the
scheduled processing bots of type SAP SuccessFactors User Synchronization.
Any user created or modified by this bot will be saved to this partition.
Users in other partitions will be ignored by this bot.
To configure the OTDS partition, see “Configure Module Specific Settings”
on page 109.
• Primary Account Model – enabled by default. For more information, see
“Understanding and using the Primary Account user model” on page 116.

Advanced parameters

• For advanced parameters, see “Configuring Advanced Parameters”

on page 186.

Start options

• See “Configuring Start modus” on page 187.

3. Click Update.

182 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.11. Update Extended ECM License bot

7.11 Update Extended ECM License bot

The Update Extended ECM License bot checks the licenses that are applied for each
user and then allocates or removes licenses based on the licensing framework in
OTDS.

For more information about licensing, see “Licensing Extended ECM for SAP
SuccessFactors” on page 12 and section 6.10.1.1 “Extended ECM Licenses” in
OpenText Extended ECM - Installation Guide (LLESCOR-IGD).

Note: When the primary account model is enabled, a user license is applied
only for the primary employment and its associated workspace. The license
counter is not increased if there are multiple or secondary workspaces for that
user. For more information, see “Using the Primary Account Model”
on page 117.

This bot has no configuration parameters. You can only configure advanced
parameters and the Start options.

7.12 User Synchronization bot

The User Synchronization bot is used to synchronize SAP SuccessFactors users into
Content Server. It synchronizes users that currently do not exist in Content Server. It
also updates some properties of already synchronized users, for example, first name,
last name, and email address.

The user name =username property of the User entity in SAP SuccessFactors will be
the user’s logon name in Content Server. First name, last name, full name, and email
address are also synchronized to the Content Server user.

The bot generates a random password that will not be published: that means no
email is sent and it is not stored anywhere. The password generation is required to
add a new user to Content Server.

The new users are added automatically to OTDS in the default partition Content
Server Members if not configured otherwise.

Important
Use this bot type only if SAP SuccessFactors is the Identity Provider for
Content Server logins.

To configure the User Synchronization bot:

1. To configure and schedule your bot, click the bot’s name link in the Scheduled
Bots list.

2. On the bot's configuration page, edit the following settings:

• Business Application – click Select value and select your external SAP
SuccessFactors system configured in Extended ECM.

EESU240300-CGD-EN-01 Customizing Guide 183

Chapter 7 Configuring Scheduled Bots

• Simulation Mode – turn on the switch to simulate the user creation in

Content Server. Nothing will be modified in Content Server.
• User Filter – use the user filter to synchronize only a subset of SAP
SuccessFactors users into Content Server.
After bot creation, status in 't','f' is the default filter value to get all
active and inactive users. Keep the default filter or edit the filter query.

Note: The filter query should include inactive users as well. Otherwise,
when a user is removed in SAP SuccessFactors, this user information
will never be replicated to the Extended ECM side.

You have the following options:

– click Select to open the Expression Builder. Configure a filter expression

to restrict the creation/update of users to certain users.
– edit the OData filter manually or replace it with another valid filter.

Example: To create users from the USA with active status, the following filter can be
used: empInfo/jobInfoNav/countryOfCompany eq 'USA' and status eq 't'.

Click Test to test the result of the OData query. You will see the first 125
matches.
• Default Group – select a Content Server user group you want to use for
creating SAP SuccessFactors users.

Important
Do not use any SAP SuccessFactors group synchronized to Content
Server as the default group.
• SAML Authentication – the settings SAML Authentication Attribute Name
and SAML Authentication Attribute Value are used to synchronize
attributes required to identify users in OTDS when SAML authentication is
used for single sign-on (SSO). Currently, SAP SuccessFactors is the only
supported identity provider.
SAML Authentication Attribute Name – the authentication attribute value
is used to find the user in OTDS.
The SAML Authentication Attribute Name must match the Authentication
principal attribute configured in the SAML authentication handler in
OTDS.
From the list, select an attribute that will uniquely find a given user in
OTDS, for example, oTUserID.
SAML Authentication Attribute Value – The authentication attribute value
is used to find the user in OTDS. Select one of the following values:

– SAP SuccessFactors Username

– SAP SuccessFactors User Email Address

184 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.12. User Synchronization bot

Important
You can select SAP SuccessFactors User Email Address only if the
Primary Account Model option has been selected.
– SAP SuccessFactors User ID
• Synchronization Scenario Type – click to select a scenario type that defines
if the synchronization should be run completely or from a set point in time:

– Full Synchronization – a complete synchronization will be run.

– Synchronization from the last run – the synchronization bot runs from
the point in time stated in the Synchronization Last Run settings.
Only user entities that have been modified after the specified date are
synchronized to Content Server.
If these settings are empty, for example, because the synchronization bot
has not yet run for the first time, a complete synchronization will be run.

Note: The settings are saved together with the scheduled bot times.
The next scheduled bot will then run from the stated time and date.
– Synchronization from the given date and time – you can define a time
and date from where the synchronization bot should be run.
In Synchronization From, select date, hour, minute, and AM/PM.
If you select this scenario, only RBPRole or DynamicGroup entities that
have been modified after the specified date are synchronized to Content
Server.
• OTDS partition – displays the partition that is currently used by the user
synchronization bot to save users. Any user created or modified by the user
synchronization bot will be saved to this partition. Users in other partitions
will be ignored by this bot.

Important
You must have configured the OTDS partition first before running the
user synchronization bot. If not configured, the user synchronization
bot will report a failure and provide a link to the configuration page.

To configure the OTDS partition, see “Configure Module Specific Settings”

on page 109.
• Primary Account Model – indicates if the primary account model is enabled
or disabled. It is enabled by default.
To configure the setting, see “Configure Module Specific Settings”
on page 109.

Advanced parameters

• Update User Privileges – turn on the switch if you want the bot to reset user
privileges that have been changed manually back to the standard privileges.
If you leave the check box empty, user privileges will not be changed back
by the bot.

EESU240300-CGD-EN-01 Customizing Guide 185

Chapter 7 Configuring Scheduled Bots

• For other advanced parameters, see “Configuring Advanced Parameters”

on page 186.

Start options

• See “Configuring Start modus” on page 187.

Use On Schedule instead of Run Now option

It is recommended that you use the On Schedule option instead of the
Run Now option when you are planning to synchronize large amounts
of users and groups into Extended ECM. The execution of a scheduled
bot can take a lot of resources in Content Server. You must consider
this if you decide to run a bot with the Run Now option or at a
scheduled day and time.

3. Click Update.

7.13 Configuring Advanced Parameters

You can configure the following advanced parameters if available for your bot:

• Keep History – enter a value to specify how many history entries will be
collected. If you enter a number, each bot run will generate one history entry
providing additional information for the bot run.
To find the history information, go to your bot entry in the Scheduled
Processing bot list, select the History tab, and click the Details link.
If you leave the box empty, no bot history will be kept.
• Keep Reports – enter a value to specify how many reports will be collected. Each
bot run will generate one report with a set of files providing additional
information for the bot run.
• Distributed Agent Priority (0–100) – you can configure the Distributed Agent
priority for your bot. You can increase the bot performance by increasing the
priority value between 0-100. If you leave the box blank, the value will be set to
the default priority value = 80.
• Block Size – defines the number of objects, for example, document templates or
workspaces, that are processed at once. The default value is 1.
• Execution Mode – you can run the bot either asynchronously or synchronously.

186 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 7.14. Configuring Start modus

7.14 Configuring Start modus

Start modus

Select one of the following options for running the bot:

• Manual – select this option to run the bot manually.

To start the bot manually, select the Select check box for your bot or click the
More actions icon in the inline menu.
Click Run now.
• On Schedule – in the Activity Schedule form, configure a schedule for regular
bot runs:

– On these days – select one or more days when the bot should run.
– At these times

○ Hours – click and select an hour when the bot should start.
○ Minutes – click and select the minute of the hour when the bot should
start.
○ Do not start bot if the previous run had more than the following
number of error items – enter a number. By default, the number of errors
is 5000.
• After bot – Click Select value. From the list, select a bot after which your bot will
always be run.

– Do not start if the previous bot created errors – turn the switch icon on or
off.
– Maximum number of errors in previous bot – enter a number. The bot does
not start if the previous bot had more than the provided number of error
items.

7.15 Migrating from deprecated Workspace Creation/

Update job to Central Workspace Creation/
Update bot
You can migrate a deprecated Workspace Creation/Update job to a Central
Workspace Creation/Update bot. The deprecated job will then be replaced by a
central workspace bot.

Before starting the migration, note the following:

• To enable central workspace creation, you must have mapped business object
types sfsf:user, sfsf:person, and sfsf:candidate to the same workspace type.
• The migration is not available for a job when the job is running.

EESU240300-CGD-EN-01 Customizing Guide 187

Chapter 7 Configuring Scheduled Bots

• If a job is configured to run after the deprecated create workspace job and the
dependent job is running, the migration will fail.
• If a candidate filter was used in the old job, the new workspace bot uses the same
filter but adds externalCandidate eq true. Workspaces for internal candidates
must be created using the user filter.
• To use central workspaces, the document template will be the same based on the
global template rule evaluation for sfsf:user. If you want to use candidates for
the central workspaces, you must add the Candidate and Candidate Information
category to the document template for the workspace type used by sfsf:user.
The inheritance option must be disabled.
• Always use the health check report to verify the system setup.

To migrate to Central Workspace Creation/Update bot:

1. In the Scheduled Processing job list, go to your Workspace Creation/Update job

and click the context menu. Click Migrate.

2. In the Scheduled Job: Migrate screen, click Migrate.

188 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 8
Customizing Content Server Smart View

You can customize Smart View in several ways.

8.1 Customizing Smart View for Business

Workspaces
You have several ways to configure how a Business Workspace appears in Smart
View.

If you have Business administrator usage privileges, you can use a Perspective to
change the appearance and content of a particular component in the Smart View.
You can create a Perspective using the Perspective Manager tool or the Edit Page
tool in Smart View. For information about how to use the Perspective Manager tool,
see the Online Help available in the Perspective Manager. For more information
about how to use the Edit Page tool, see the Online Help available in Smart View.

Note: ActiveView Perspectives are no longer supported and must be converted

using the Convert ActiveView Perspectives tool. For more information about
how to convert legacy ActiveView Perspectives, see OpenText Content Server
Admin Help - Perspectives Administration (LLESPRSP-H-AGD).

You can also:

• configure widgets for a Business Workspace; see “Configuring widgets for a

Business Workspace” on page 189.
• create a custom column to display category attributes in widgets; see “Creating a
custom column” on page 190.

8.1.1 Configuring widgets for a Business Workspace

You can add any widget to a business workspace-type Perspective. Your system
configuration determines which widgets are appropriate.

For information about how to configure widgets, see OpenText Extended ECM -
Widget Configuration Online Help (CSAV-H-CWG).

For information about the configuration options for the different widgets, see section
7 “Widget configuration” in OpenText Content Server Perspective Manager - Online
Help (CSAV-H-PPG).

EESU240300-CGD-EN-01 Customizing Guide 189

Chapter 8 Customizing Content Server Smart View

8.1.2 Creating a custom column

You can create a custom column to display category attributes or other information
in Content Server Smart View widgets. For more information about widget
configuration, see “Configuring widgets for a Business Workspace” on page 189.

The following business workspace-specific data sources can be used to create

custom columns:

• Workspace Type ID
• Workspace Name <language code>, for example Workspace Name en

• Workspace Modify Date

• Workspace Type

• Workspace Template

• Business Object Type ID

The following custom columns have already been created in the Facets volume in
the Workspace Columns folder.

• Workspace Type ID

• Workspace Name in each multilingual metadata language that is configured on

Content Server, for example Workspace Name en.
If you added another multilingual metadata language after installation, you must
create the respective column manually and prepare it for sorting and filtering.

• Business Object Type ID

Note: To create a custom column, you need the Business Administration

Facets and Columns usage privilege and the Column object privilege.

Example: The collapsed view of the Workspaces widget displays the workspace name only.
The expanded view of the same widget displays columns for workspace name, creation date,
and owner and is sorted by creation date.

The workspace name is a default custom column. Creation date and owner are created as
system default columns during installation of Content Server.

Note: You can enable sorting by date in the Workspaces widget or the Related
Workspaces widget. For this, you create a custom column for the Workspace
Modify Date data source and configure it to be sortable so that it can be used
for sorting and filtering. No further configuration is required in the widget.

For more information about how to configure widgets, see OpenText Extended ECM -
Widget Configuration Guide (CSAV-CWG).

190 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.1. Customizing Smart View for Business Workspaces

8.1.2.1 To create a custom column

To create a custom column:

1. On the global menu, click Enterprise > Business Workspaces.

2. On the Business Workspaces page, click Facets.

3. On the Facets page, browse to the folder where you want to store your custom
columns.

4. On the folder page, click Add Item > Column.

5. On the Add: Column page, add a name and, optionally, a description.

6. In the Data Source list, select a category attribute. Each attribute can only be
used once in a custom column. If an attribute is already used as data source for
a custom column, it is no longer listed.

Tip: A custom column displays a maximum of 64 characters of data. If the

data exceeds 64 characters, the text truncates and an ellipsis (...) appears to
represent the missing data. Setting the column width to a value greater
than 64 characters does not affect this limitation.

7. To enable sorting and filtering, select the Sortable check box and click Add.
To only display the column in the Workspaces widget, in the Related
Workspaces widget, or in the Browse view in Classic View for on-premise
installations, clear the Sortable check box.

8. Optional While you wait for the column to be built, to monitor the status, select
Properties > Specific from the function menu.

9. Smart View: From the function menu of the custom column, select Properties >
Workspaces. Then select Used for Sorting and Filtering. When you click
Update the database index is created concurrently, which may take a few
minutes.

Notes
After the database index has been created, you can use the custom column
for filtering and sorting.

• Filtering is only supported for data type String.

• Sorting is not supported for User fields.

For more information about custom columns, see the help available in Content
Server.

EESU240300-CGD-EN-01 Customizing Guide 191

Chapter 8 Customizing Content Server Smart View

8.2 Configuring a Landing page Perspective

When the user signs in to the Content Server Smart View application, the landing
page configured for this user is displayed. For Extended ECM for SAP
SuccessFactors, the proposed landing pages are based on the HR functional rights
and the Business Administrator group:

• Business Administrator group

• HR Administrator
Has access to all features provided by Extended ECM for SAP SuccessFactors,
including ownership of multiple employee workspaces, access to all employee
folders, performing major operations on employee files, and having landing
pages and containers containing specific widgets based on the HR Administrator
function.
• Manager
Usually has access to specific folders in the employee workspaces of direct
reports. Has landing pages and containers containing specific widgets based on
the Manager function.
• Employee
Has only limited access and can be restricted to specific features and
functionality. The Employee can usually access their own workspace and has
landing pages and containers containing the widgets that are based on the
Employee function.

To configure a Landing Page Perspective in Perspective Manager:

1. You have the following options:

• On the global menu, click Enterprise > Perspective Manager.

• On the Content Server Administration page, click Perspectives
Administration > Open the Perspective Manager.
• On the global menu, click Enterprise > Business Workspaces > Workspace
Types. Select the workspace type you want to create the perspective for, for
example, Employee. In the Perspective Manager area, click the Manage
Perspectives for this workspace type link.
2. In the General tab you can do one of the following:

• To create a new landing page perspective, select Create New. Enter a Title
for the page. Under Type, select Landing page.
• To use an existing template, select Edit existing. Click in the Browse box and
browse to your existing landing page template. You can then edit the Title if
required.
3. In the Rules tab, you create logical rules which control when the perspective is

used. Click Add . Add the group for which you want to configure the

192 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.2. Configuring a Landing page Perspective

landing page or container. In the first list, select SAP SuccessFactors Role. In
the third list, select the role (for example, HR_Administrator, Manager, or
Employee) for which the landing page is created.

4. In the Layout tab, select the Flow layout.

5. In the Configure tab, you design the perspective for the Landing page. The
Widget Library pane lists widget groups and widgets from the installed
modules including the widgets for Extended ECM for SAP SuccessFactors. The
working area in the middle is where you place the widgets. The Options pane
displays configuration options of the selected widget. In the widget library
pane, click Extended ECM for SAP SuccessFactors. To edit the settings for the
specific widgets, see OpenText Extended ECM - Widget Configuration Online Help
(CSAV-H-CWG).

Important
Changes in the ActiveView code are not visible in the Perspective
Manager when you return to the design mode. You must reload the
Perspective.

6. On the Perspective Manager header, click Create for a new Perspective, or click
Update if you edited an existing Perspective.

8.2.1 Business Administrator Landing Page

For the Business Administrator’s landing page, you can use the Perspective Manager
to customize the Shortcut Group widget for Event Action Center Configuration.
Optionally, you can also include other widgets in the landing page layout according
to your requirements. For more information, see OpenText Extended ECM - Widget
Configuration Online Help (CSAV-H-CWG).

EESU240300-CGD-EN-01 Customizing Guide 193

Chapter 8 Customizing Content Server Smart View

8.2.2 HR Administrator Landing Page

For the HR Administrator we propose the following landing page layout.

Widget number Widget Library Widget Name Additional Remarks

1 Standard Widgets Welcome Header
2 Standard Widgets Favorites Lists the items
marked as favorites
3 Standard Widgets My Assignments HR Administrator
can see the delete
workflow request
initiated by another
HR Administrator
4 Extended ECM for Inbox Shows the document
SAP SuccessFactors upload request status
count submitted by
Employee and
Manager. Works only
for HR
Administrator.
5 Collaboration Activity Feed Keeps the feed of
different Activities on
different widgets to
which the user has
access
6 Extended ECM for Employee Lists all employee
SAP SuccessFactors Workspaces workspaces assigned
to the HR
Administrator
7 Extended ECM for Tasks Allows generating
SAP SuccessFactors documents in
workflows triggered
in SAP
SuccessFactors

194 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.2. Configuring a Landing page Perspective

Widget number Widget Library Widget Name Additional Remarks

8-13 Business Workspaces Workspaces These widgets are
optional:
8- Map it to
Workspace type
Applicant
9 - Map it to
Workspace type
Candidate
10 - Map it to
Workspace type
Contingent
11 - Map it to
Workspace type HR
Projects
12 - Map it to
Workspace type
Learning Projects
13 - Map it to
Workspace type
Succession Projects

8.2.3 Manager Landing Page

For the Manager, we propose the following landing page layout.

Number Widget Library Widget Name Additional Remarks

1 Standard Widgets Welcome Header
2 Standard Widgets Favorites Shows the
workspaces marked
as favorites.
3 Standard Widgets Recently Accessed Shows recently
accessed documents
4 Extended ECM for Employee Shows personal
SAP SuccessFactors Workspaces workspace and the
workspaces of team
members
5 Collaboration Activity Feed Keeps the feed of
different Activities on
different widgets to
which the user has
access
6 Extended ECM for To-Do Reports outdated and
SAP SuccessFactors missing documents
of employees directly
reporting to Manager

EESU240300-CGD-EN-01 Customizing Guide 195

Chapter 8 Customizing Content Server Smart View

Number Widget Library Widget Name Additional Remarks

7-10 Business Workspaces Workspaces The below widgets
are optional, for
example:
7 - Map it to
Workspace type
Applicant
8 - Map it to
Workspace type
Candidate
9 - Map it to
Workspace type
Learning Projects
10 - Map it to
Workspace type
Succession Projects

8.2.4 Employee Landing Page

Except for the Team widget and the Inbox widget, which should only be used for
HR Administrator or Manager, you can use the same widgets in the Employee
landing page as for the Manager landing page.

8.3 Configuring a workspace container Perspective

for an Employee
For the Employee workspace, there are different workspace container types based
on functional rights: HR Administrator, Manager, and Employee. If the user clicks
on any employee workspace in the workspace tile on the landing page, they get the
view based on their role for that workspace. For example, when clicking on a
specific workspace as Manager, the Manager workspace container opens with its
own set of widgets. There are different containers for HR Administrator and
Employee providing different views according to their respective role.

To configure Employee Workspace Perspective in Perspective Manager:

1. On the global menu, click Enterprise > Business Workspaces > Workspace
Types > Employee.
2. In the Perspective Manager section, click the Manage Perspectives for this
workspace type link.
3. In the Perspective Manager window, do the following:

a. On the General tab, in the Create new perspective, or edit existing one?
section, select Edit existing.
b. Click Browse and browse to your Extended ECM for SAP SuccessFactors
folder.
c. Select the required template to open it in Perspective Manager, where you
will see the Title and Type of the template.

196 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.3. Configuring a workspace container Perspective for an Employee

4. On the Rules tab, do the following to create logical rules to control when the
Perspective takes effect:

a. Click the Add button .

Important
Do not remove the workspace type rule that reflects the workspace
type from which you called Perspective Manager.
b. In the Type menu, select SAP SuccessFactors Role.
c. Ensure the Logical operator menu is set to is.
d. In the Value menu, select one of the SAP SuccessFactors Roles: Employee,
Manager, or HR Administrator.

5. On the Configure tab, design the Perspective of the Employee workspace. The
Widget Library pane contains widget groups and widget from the installed
modules, including the widgets for Extended ECM for SAP SuccessFactors. The
working area in the middle is where you place the widgets. The Options pane
displays configuration options of the selected widget. In the Widget Library
pane, click Extended ECM for SAP SuccessFactors. To edit the settings for
specific widgets, see OpenText Extended ECM - Widget Configuration Online Help
(CSAV-H-CWG).

Important
Changes in the ActiveView code are not visible in the Perspective
Manager when you return to the design mode. You must reload the
Perspective.

6. In Content Server, on the global menu click Enterprise > Facets Volume >
Workspace Columns and open the Workspace Name en item. Click the
Workspaces tab and select the Used for Sorting and Filtering check box.

7. Click Update.

EESU240300-CGD-EN-01 Customizing Guide 197

Chapter 8 Customizing Content Server Smart View

8.3.1 Employee workspace container perspective for HR

Administrator
For the HR Administrator we propose the following layout for the Employee
workspace container perspective. The Employee workspace will be assigned with
multiple SAP SuccessFactors roles, which are inherited from the workspace
template. This perspective is displayed for all roles assigned to the HR
Administrator functional right. For more information, see “Configure HR Functional
Rights” on page 107.

Tab/Section Widget Library Widget Name

Header Extended ECM for Platform Header
Overview Extended ECM for SAP Tasks
SuccessFactors
Overview Extended ECM for SAP Activity Log
SuccessFactors
Overview Extended ECM for SAP Upload
SuccessFactors
Documents Content Server UI Widgets Node Browsing Table
Reports Extended ECM for SAP Reports
SuccessFactors
Dossier View Extended ECM for Platform Dossier

8.3.2 Employee Workspace container perspective for

Manager
For the Manager we propose the following layout of the Employee workspace
perspective. The Employee workspace will be assigned with multiple SAP
SuccessFactors roles, which are inherited from the workspace template. This
perspective is displayed for all roles assigned to the Manager functional right.

Tab/Section Widget Library Widget Name

Header Extended ECM for Platform Header
Overview Extended ECM for SAP Tasks
SuccessFactors
Overview Extended ECM for SAP Activity Logs
SuccessFactors
Overview Extended ECM for SAP Self Service
SuccessFactors
Documents Content Server UI Widgets Node Browsing Table
Dossier View Extended ECM for Platform Dossier

198 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.4. Customizing multilingual widget titles

8.3.3 Employee Workspace container perspective for

Employee
For Employee we propose the same layout of the Employee workspace perspective
as defined for the Manager. The Employee workspace will be assigned with multiple
SAP SuccessFactors roles, which are inherited from the workspace template. This
perspective is displayed for all roles assigned to the Employee functional right.

8.4 Customizing multilingual widget titles

Both OpenText Business Workspaces and Extended ECM for SAP SuccessFactors
supports multilingual widget titles. When you have installed multiple languages on
your environment, you have the option to enter the widget title in your preferred

language. The globe icon indicates if the option is available.

To customize multilingual widget tiles:

1. In Perspective Manager, go to the Configure tab for your selected perspective

and select the widget you want to edit.

2. To enter your title, click in the Title box on the Options pane.

EESU240300-CGD-EN-01 Customizing Guide 199

Chapter 8 Customizing Content Server Smart View

3. In the Multilingual Values dialog, enter the titles in your required languages
and click Update.

8.5 Configuring widgets for Extended ECM for SAP

SuccessFactors
In the Widget Library of the Perspective Manager, Extended ECM for SAP
SuccessFactors provides pre-defined widgets that can either be placed on the
landing page or the employee workspace container. The widget configuration is
performed in the Perspective Manager. For more information, see “Customizing
Content Server Smart View“ on page 189.

Example 8-1: Widgets in the HR Administrator landing page

200 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 8.5. Configuring widgets for Extended ECM for SAP SuccessFactors

1. My Assignments
2. Inbox
3. Employee Workspaces
4. Candidate Workspaces
5. Workflow Tracking

Example 8-2: Widgets in the employee’s workspace container in the

Overview tab for Employee

1. Header widget
2. Tasks widget
3. Activity Logs widget
4. Upload widget

EESU240300-CGD-EN-01 Customizing Guide 201

Chapter 8 Customizing Content Server Smart View

8.5.1 Selecting Widgets for Extended ECM for SAP

SuccessFactors
You can select the following widgets from the specified widget groups to add to
your Business Administrator landing page perspective. Your system administration
determines which widgets are appropriate.

Extended ECM for SAP SuccessFactors widget group

The Extended ECM for SAP SuccessFactors widget group includes several
widgets that you can use in a Business Workspace. For information about how
to configure these Extended ECM for SAP SuccessFactors widgets, see OpenText
Extended ECM - Widget Configuration Online Help (CSAV-H-CWG).

• Inbox widget

• My Team’s To-Dos widget

• Employee workspace widget

• Tasks widget

• Activity Logs widget

• Reports widget

• Self Service widget (deprecated)

• Create Documents widget

• Document Completeness Report widget

Extended ECM Platform widget group

The Extended ECM Platform widget group includes several widgets that you
can use in a Business Workspace. For information about how to configure these
Extended ECM Platform widgets, see OpenText Extended ECM - Widget
Configuration Online Help (CSAV-H-CWG).

• Header widget

• File Upload widget

• Dossier View widget

Standard widgets group

From the Standard widgets group, you can configure the Shortcut Group widget
as an Event Action Center bot. For more information, see OpenText Extended
ECM - Widget Configuration Online Help (CSAV-H-CWG).

202 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 9
Configuring Extended ECM for SAP
SuccessFactors CMIS interface support

CMIS stands for Content Management Interoperability Services. It is an OASIS

standard enabling information sharing between different Content Management
Systems, and allowing them to interoperate via the internet.

Document Management CMIS interface support

Extended ECM for SAP SuccessFactors leverages the SuccessFactors Document
Management interface. This interface is based on Content Management
Interoperability Services (CMIS). Instead of using the SAP SuccessFactors built-in
basic document storage, Extended ECM for SAP SuccessFactors can be used as the
document storage repository. When new documents are uploaded, modified, or
deleted in SAP SuccessFactors, the document is routed to Extended ECM for SAP
SuccessFactors and will be available in the workspace.

Extended ECM for SAP SuccessFactors can receive uploaded documents from any
SuccessFactors module that supports the Document Management interface. For this
release, the following modules are supported:

• Employee Central
• Recruiting Management
• Employee Profile
• Performance Management
• Calibration
• Career Development Planning (CDP)
• Compensation
• Onboarding 2.0 (Beta Release)

Perform the following configuration steps:

1. “Configuring steps in Extended ECM” on page 204

Note: From the December 2018 update, storing documents via CMIS
adaptor does not require Employee or Candidate workspaces to exist in
Extended ECM. Documents belonging to an employee who does not have a
workspace are placed temporarily in a technical staging folder in Extended
ECM. Users can access them in the SAP SuccessFactors user interface.
When a workspace is created for this employee, the documents are moved
automatically into that new workspace.

EESU240300-CGD-EN-01 Customizing Guide 203

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

2. “Enabling and configuring Document Management in SAP SuccessFactors”

on page 210
3. “Uploading documents and checking results” on page 215
4. “Troubleshooting” on page 216

9.1 Configuring steps in Extended ECM

You must perform the following customizing steps:

1. Configuring Attachment Declaration

2. Assigning Attachment Declaration

9.1.1 Configuring the storage folder for CMIS documents by

using Attachment Declaration (optional)
In the Attachment Declaration, you can define the workspace folder to which the
documents uploaded via CMIS should be stored. You can also configure document
and records management classifications which will then be applied to the document
while uploading through CMIS.

You can create and assign attachment declarations as required for your document
categories/classifications.

As storage folder location, you can

• configure a default folder for all CMIS documents

• configure folder locations for the supported SAP SuccessFactors document
categories.
When the user uploads a document in SAP SuccessFactors, it can be stored in the
appropriate workspace folder based on its document category. All document
categories configured in SAP SuccessFactors for the business objects/entity types
USER, PERSON, and CANDIDATE are supported.

• define folder locations configured for classifications in smart document types.

Important

• Category Attributes and Sets are not supported for Business Properties
and Business Properties Groups settings
In the Business Properties and Business Properties Groups sections of the
attachment declaration, Category Attributes and Category Set options are
not supported for SAP SuccessFactors as leading system because the
property information is not retrieved via CMIS.
• Existing Workspace classifications are not inherited by documents
uploaded via CMIS
The classification applied to the uploaded document is based on the
selection in the Document Classification setting. Classifications already

204 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.1. Configuring steps in Extended ECM

defined for the workspace to which the document is moved will not be
inherited.

Notes

• CMIS default folder

When no folder configuration is available, the default folder Native
documents for SuccessFactors will be created within the workspace to store
CMIS documents.
• DEFAULT and MIGRATED document categories are not supported
DEFAULT and MIGRATED category types are not supported. These documents
must be stored in the CMIS default folder.
All document categories configured in SAP SuccessFactors for the business
objects/entity types USER, PERSON, and CANDIDATE are supported.
• Managing CMIS documents under RM control
External CMIS documents under RM control cannot be deleted in SAP
SuccessFactors. They must be deleted via the Records Management
disposition process, and links in SAP SuccessFactors cleaned up. For more
information, see “Document Post-disposition Cleanup bot” on page 176.

To configure Attachment Declaration:

1. Click Enterprise > Extended ECM > Attachment Declarations.

2. In the General section, enter a Name for the attachment declaration and
optionally provide a Description.

3. In the Property Mapping section enter the following settings:

• Business Application – select the connection to your SAP SuccessFactors

instance.
• Document Property Provider – Enter cmis:document. This property
provider is supplied by Extended ECM for SAP SuccessFactors for the CMIS
function.

4. Document Classification – Select Content Server Classification and click

Select to select your classification.

5. Document Location – Select where uploaded documents are stored:

• Business Workspace as root folder option:

– Root Folder – select Business Workspace.

– Sub Folder – select From Pattern.
specify custom folder – Enter, for example, the folder name Native
documents from SuccessFactors in the text box. This folder will be
created by CMIS for every employee workspace if not existing. All

EESU240300-CGD-EN-01 Customizing Guide 205

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

documents uploaded with CMIS will be stored there regardless of the

document type, if not configured otherwise.

add category to folder name – If you want to differentiate the document

storage for each document category, you can modify the folder name, for
example, Native documents from SuccessFactors/Person_info.

specify existing folder – select a folder name already existing in the

workspace. The uploaded document will be stored in this folder.

206 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.1. Configuring steps in Extended ECM

• From Document Rules as root folder option:

– Root Folder – select From Document Type Rules.

○ If the selected document classification exists in the smart document

types, the document will be uploaded to the folder specified in the
document type rules for the classification specified in Content Server
Classification.

Example 9-1:

The Address classification has been selected in the Document

Classification setting.

The Address classification is configured in the smart document

types. Therefore, the document will be uploaded to the specified
location 020 Personal Information.

○ If the selected classification does not exist in the smart document

types, the document is uploaded to the default workspace location.
6. Records Managements Attributes
Enter the following settings:
RM Classification – select RM Classification if you want to add a RM
classification that is already defined in Content Server. Click Select and select
the classification.

EESU240300-CGD-EN-01 Customizing Guide 207

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

Record Date – select Constant and select a record date from the date widget for
the RM classification.
Status – select Constant to enter the status for the RM classification. If the status
does not match an existing status for your RM Classification, the document will
not be migrated.
Status Date – select Constant and select a status date from the date widget for
the RM classification.
Mark Official – select Constant and select the Mark Official check box to mark
the RM Classification for the document as official.

7. Click Apply.

9.1.2 Configuring CMIS documents to honor workflow

approval in SAP SuccessFactors (optional)
For some uploaded documents, a workflow is raised in SAP SuccessFactors and a
list of approvers who should approve the workflow is displayed. After accepting the
workflow, the request is sent to the approvers. In this scenario, only documents that
have been approved should be moved to the workspace.

For installations of or upgrades to Extended ECM for SAP SuccessFactors version

24.1 or later, you can add the visibility attribute to ensure that only documents
approved for storage in SAP SuccessFactors are moved to the workspace.

Note: Follow the procedure to add the visibility attribute after establishing the
CMIS connection.

To add the visibility attribute:

1. Click Enterprise > Business Workspaces > Categories > SAPCMIS Types >
<Leading system name> > SF Document.

2. Click Add Attribute, and select Flag: Checkbox from the list.

3. In the Name field, enter sfsf.document.visibility.

4. Select Show in Search.

208 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.1. Configuring steps in Extended ECM

5. Click OK to save the attribute.

Once this attribute is added, documents will be moved to the workspace only when
the visibility flag is marked as true. Documents with a visibility flag marked as
false, for example documents that are not approved in SAP SuccessFactors, should
remain only in the technical repository.

Note: If a document’s visibility flag is updated at a later point, this moves the
document from workspace to storage and vice versa.

The visibility flag is only available for all new documents uploaded after
adding the attribute. It does not apply to previously-uploaded documents.

9.1.3 Assigning Attachment Declaration

In this section, you assign an attachment declaration to a document type, which is
defined for a business object in SAP SuccessFactors.

To assign Attachment Declaration:

1. Click Enterprise > Extended ECM > Business Object Types.

2. You must assign the attachment declaration for SuccessFactors.sfsf.person,
SuccessFactors.sfsf.user, and SuccessFactors.sfsf.candidate business
object types.
Click SuccessFactors.sfsf.person, SuccessFactors.sfsf.user, or
SuccessFactors.sfsf.candidate, respectively.

3. In the Assignment of Attachment Declaration Configuration to Document

Type section, edit the following settings:

• Document Type – from the list, select CMIS as default option and/or a SAP
SuccessFactors document category available for this business object.

• Attachment Declaration – see also “Configuring the storage folder for CMIS
documents by using Attachment Declaration (optional)” on page 204.

EESU240300-CGD-EN-01 Customizing Guide 209

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

You have the following options:

– CMIS default document type – select the attachment declaration for SAP
SuccessFactors/CMIS created in the previous step.

– SuccessFactors document category – from the list, select the appropriate

attachment declaration for the selected document category.

4. Click Apply.

9.2 Enabling and configuring Document

Management in SAP SuccessFactors
The following steps are required to enable and configure document management in
SAP SuccessFactors:

1. Create an OAuth client in OpenText Directory Services (OTDS). This requires an

X.509 certificate from SAP SuccessFactors. See “Creating an OAuth client”
on page 212.

2. Use the OAuth client credentials as CMIS credentials in the SAP SuccessFactors
Configure Document Management dialog to set up OpenText as vendor. See
“Setting up OpenText vendor” on page 214.

Note: SAP SuccessFactors no longer supports basic authentication for new

CMIS connections. Existing connections continue to work but will eventually
require upgrade to X.509 certificate-based authentication. For more
information, see SAP article Upgrade to X.509 Certificate-Based Authentication
with OpenText | SAP Help Portal (https://help.sap.com/docs/
SAP_SUCCESSFACTORS_PLATFORM/bf0a567f5287448183d0111d6cc222ea/
4142bc2b89e54222ade738d344b67172.html).

210 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.2. Enabling and configuring Document Management in SAP SuccessFactors

9.2.1 SAP SuccessFactors documentation

Before you can use OpenText as a document repository, you must perform the
following steps described in the SAP SuccessFactors documentation.

• How you can migrate existing documents to OpenText provisioning storage:

Migrating Existing Attachments OpenText in Provisioning (https://help.sap.com/
docs/SAP_SUCCESSFACTORS_PLATFORM/
bf0a567f5287448183d0111d6cc222ea/
668122897cc842039d3d6b8de383d7e3.html#loio4c4dc8ba012942b3abecd440a7753e
4a)
• Steps to be performed within SAP SuccessFactors to enable using the document
management feature:
Setting Up Integration with OpenText (https://help.sap.com/docs/
SAP_SUCCESSFACTORS_PLATFORM/bf0a567f5287448183d0111d6cc222ea/
668122897cc842039d3d6b8de383d7e3.html)
• Note the following SAP notes that you must follow before using OpenText as a
document repository:

– 2550626 - How to clean existing Document Management Service vendor

config data (https://apps.support.sap.com/sap/support/knowledge/public/en/
2550626)
– 2355307 - How to grant RBP Permission for Document Management Service
tool - Platform (https://launchpad.support.sap.com/#/notes/2518360)

9.2.2 Turning on/off DMS

To turn on DMS:

1. In Provisioning, select Enable the Attachment Manager and Enable OpenText

Integration.

2. In the RBP page, grant yourself the Manage Documents > Manage documents and
Configure Document Management > Configure Document Management
permissions.

To turn off DMS:

• In Provisioning, clear Enable OpenText Integration.

EESU240300-CGD-EN-01 Customizing Guide 211

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

9.2.3 Creating an OAuth client

To configure the connection between SAP SuccessFactors and Extended ECM:

• generate an X.509 certificate in SAP SuccessFactors

• create an OAuth client in OTDS
• add the OAuth Client ID in OTDS Access Roles
• optionally add the OTDS login URL in OTDS System Config

To generate a certificate in SAP SuccessFactors:

1. Log in to SAP SuccessFactors Admin Center as administrator user and use the
search box to navigate to Security Center.
2. Select X509 Certificates.
3. Click Add.
4. Enter the following settings:

• Configuration Name – enter a name for the certificate, for example CMIS.
• Certification Authority – select Self-Signed.
• Valid Until – click the calendar icon and select a suitable validity date.
• Signature Algorithm – select SHA256WithRSA.
5. Click Generate and Save.
6. Click Download, and select X509 Certificate from the options to store the
certificate file in your local file system.

You will need the public key from this certificate to set up the connection. To find
this key:

1. In your local file system open a command window and navigate to the folder
where the certificate is located.
2. Enter the following command:
openssl x509 -in <certificate file name> -pubkey -noout

3. Copy the section between - - BEGIN PUBLIC KEY - - and - - END PUBLIC KEY - - to
a location you can access later, for example a text file.

To create an OAuth client in OTDS:

1. Log in to OTDS as Administrator or Business Administrator.

2. Navigate to the OAuth Clients page and click Add.
3. On the General page, do the following:

a. In the Client ID text box, enter your external application name.

212 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.2. Enabling and configuring Document Management in SAP SuccessFactors

The Logical External System Name of the external connection with your
SAP SuccessFactors system is SuccessFactors. The name of the CMIS
connection user must also be SuccessFactors.
b. Select the Confidential check box.
c. For the Authentication Method, select Asymmetric JWT from the list.
d. In the Public Key field, enter the public key copied from the certificate file.

Click Next.

4. On the User Partition page, select Global.

5. Click Save.

To add the OAuth Client ID in OTDS Access Roles:

1. In OTDS, navigate to the Access Rolespage.

2. From your Content Server access role’s Actions menu, click View Access Role
Details.

3. Select the Users tab and click Add.

4. Select <ClientID>@OAuthClients from the Add Users list, where <ClientID> is

the external application name you entered in the Client ID field when creating
your OAuth client.

5. Click Add Selected Items to Access Role.

6. Click Save.

(Optional) To add the OTDS login URL in System Config:

Note: This step is only required when a reverse proxy is added for OTDS.

1. In OTDS, navigate to the System Config page.

2. Select directory.auth.BaseURL and add the OTDS login URL in the Value
field.

3. Click Save.

EESU240300-CGD-EN-01 Customizing Guide 213

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

9.2.4 Setting up OpenText vendor

To set up OpenText as vendor in SAP SuccessFactors:

1. Sign in to SAP SuccessFactors as administrator user. In the Admin Center, go to

Configure Document Management.

2. Select the OpenText option as vendor.

3. Enter the following settings:

• Endpoint – http://<TOMCAT_HOST>:<TOMCAT_PORT>/xecm-cmis/browser

Important
The TOMCAT_HOST is the server where the Extended ECM CMIS adapter
is installed.
• System User – the Client ID you entered when creating your OAuth client.
• Token Endpoint – https://<OTDS_TOMCAT_HOST>:<PORT>/otdsws/oauth2/
token

• Certificate – select your CMIS certificate from the list.

4. Click Get Repository. The repositories associated to the configured user are
returned.

5. Select your repository from the list and then click Connect to OpenText.
If all settings have been correctly configured, only the option with the external
system connection name will be available in the Repository box.

214 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 9.3. Uploading documents and checking results

9.3 Uploading documents and checking results

To upload documents from SAP SuccessFactors:

1. Go to Employee Profile.

2. Use the Work Permit Info feature to upload the document.

3. To check the results, sign in to Content Server and open the employee
workspace. Find the uploaded document in the folder created by CMIS as
configured previously, see “Configuring the storage folder for CMIS documents
by using Attachment Declaration (optional)” on page 204.

EESU240300-CGD-EN-01 Customizing Guide 215

Chapter 9 Configuring Extended ECM for SAP SuccessFactors CMIS interface support

9.4 Troubleshooting
If you encounter an issue while uploading the documents from SAP SuccessFactors
to existing workspaces, refer to the following sections.

9.4.1 Check CMIS Java component

Make sure the CMIS component is deployed on the web server and running. Ensure
also that it is reachable by the SAP SuccessFactors instance. Additionally, you can
verify the <TOMCAT_HOME>\xecm-cmis.log file to get more information.

216 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 10
Customizing in SAP SuccessFactors

10.1 Configuring required permissions in SAP

SuccessFactors
In SAP SuccessFactors, you must enable the permissions required for the SAP
SuccessFactors connection user used in “Customizing external system” on page 51 to
allow the following:

• configuring the external connection with Extended ECM

• running scheduled bots for synchronizing Employee/Candidate workspaces
• enabling metadata transfer

To configure permissions:

1. Log in to SAP SuccessFactors as administrator user.

2. In the Admin Center, go to Manage Permission Roles.

3. In the Permission Role List, click the permission role for your connection user.
In the Permission Role Detail dialog, click Permission...

4. Set the following permissions:

Permissions for external connection

• Manage Integration Tools

– Allow Admin to Access OData API through Basic Authentication

EESU240300-CGD-EN-01 Customizing Guide 217

Chapter 10 Customizing in SAP SuccessFactors

– OData API Attachment Import

Permissions for creating employee workspaces using scheduled bot

• Employee Central API

– Employee Central Foundation OData API (read-only)

– Employee Central HRIS OData API (read-only)

218 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.1. Configuring required permissions in SAP SuccessFactors

• Employee Data and Employee Central Effective Dated Entities

You must grant View permissions for the business properties used in the
category attributes. Without View permissions for the category attributes
required for the Business Object types and the Employee Workspace type,
for example, userID or FirstName, the scheduled bots will fail.

Permissions for creating candidate workspaces using scheduled bot

• Recruiting Permissions

– OData API Application Export

– OData API Candidate Export
– OData API Job Requisition Export

EESU240300-CGD-EN-01 Customizing Guide 219

Chapter 10 Customizing in SAP SuccessFactors

Other Permissions
• General User Permission

– Company Info Access > User Search

• Querying inactive user data

– Employee Export
– Export Extended User Information

220 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.1. Configuring required permissions in SAP SuccessFactors

• Metadata Framework

– Admin access to MDF OData API

Permissions for running the Role-Based Permissions synchronization job

• In Admin Center, go to Manage Role-Based Permission Access. Add your

SAP SuccessFactors connection user.

Note: Selecting the Allow access to this page option for this user is not
required.

EESU240300-CGD-EN-01 Customizing Guide 221

Chapter 10 Customizing in SAP SuccessFactors

10.2 Setting up Role Based Permission in SAP

SuccessFactors
In SAP SuccessFactors, only certain roles, for example HR managers, can access
employee details. This is controlled by a dynamic mechanism Role-Based
Permissions & Rules in SAP SuccessFactors.

Before customizing the RBP synchronization job for running Membership

Synchronization, you must have configured your Permission Groups and
Permission Roles in SAP SuccessFactors. For information about customizing the RBP
synchronization job, see “Configuring Membership and Permission Synchronization
bots” on page 169.

Note: Membership Synchronization in Extended ECM for SAP SuccessFactors

is a process that reads Role definitions, Group definitions, and User/Manager
relations from the SAP SuccessFactors system, finally calculates the role
membership eligibility and associates the members to the workspace level roles
as applicable.

You create Permission Groups and assign them to Permission Roles by customizing
Granted roles and their Target Population. For a Permission Role, you also configure
a set of permissions.
Perform the following steps:

1. Setting up Permission Groups

In SAP SuccessFactors, create your Permission Groups according your business
requirements.
Permission Groups are groups of users that can be used either as Granted users
or Target populations. In each Permission Group various attributes can be used
to filter users, for example, Country, Job Code, Department.

Example: The Permission Group Human Resources in US lists all US-based employees
who work in the HR department. To define this group, you specify that users must match
the selection criteria Country=United States and Department=HR.
2. Creating Permission Roles
Create Permission roles according to your business requirements. A Permission
Role is a compilation of permissions. In a Permission Role you have

222 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.2. Setting up Role Based Permission in SAP SuccessFactors

• Granted Users – users that have a Permission Role assigned for a specific
Target Population.
• Target Population – users that Granted Users can access with the applied
permissions of the Permission Role.
• Permission settings – in the Permission settings, you configure the
permission set that you want the Granted Users assigned to this Permission
Role to have.
Set Permission setting for OpenText documents – Add the Employee Views
> OpenText Documents permission to the Permission settings.

Note: The OpenText Documents permission is available only if a

section with this name is created under Configure People Profile in
SAP SuccessFactors.

Important
The name of your Permission Roles must not contain the following
characters:

– , – comma
– ' – single quote

Note: Permissions for accessing documents in Extended ECM are

configured in the workspace templates in Extended ECM, see
“Mapping workspace templates with SAP SuccessFactors roles”
on page 106.

EESU240300-CGD-EN-01 Customizing Guide 223

Chapter 10 Customizing in SAP SuccessFactors

Example 10-1: Permission Role list

3. Assigning Granted Users to Permission Role

Assign Granted Users to Permission Roles by customizing Granted roles and
their Target Population. For details, see “Assigning Granted Users to Permission
Roles by customizing Granted roles and their Target Population” on page 224.

10.2.1 Assigning Granted Users to Permission Roles by

customizing Granted roles and their Target Population
For creating the Permission Roles for OpenText, the following Grant role/Target
Population scenarios are supported:

Table 10-1: Granting Permissions

Grant role to Examples Not supported note

Permission group Examples: Allow their manager
Example 10-2, “Permission to have the same
Group based role: Target permission access
population as Permission
Group” on page 225
Example 10-3, “Permission
Group based role: Target
population as Granted
User’s location”
on page 226
Example 10-4, “Permission
Group based role: Target
population as Everyone”
on page 227
Example 10-7, “Employee
Self Service rule: selected
Permission Group”
on page 229

224 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.2. Setting up Role Based Permission in SAP SuccessFactors

Grant role to Examples Not supported note

Manager Examples: Allow their manager
Matrix Manager Example 10-5, “Manager to have the same
Custom Manager relationships rule: selected permission access
HR Manager Permission Group” Include access to
on page 228 Granted User (Self)
Example 10-6, “Manager
relationships rule: All
Managers” on page 228
Everyone Example: Granted User (Self) is
Example 10-8, “Employee the only supported
Self Service rule: Everyone option for target
(All Employees)” population
on page 230

Permission Group based rule

• Grant role to
For the Granted user, you can select a Permission Group or the Everyone option.

Important
Do not select the Allow their manager to have the same permission access
check box. This option is not supported by OpenText.
• Target population
For the Target population, you can select a Permission Group or the Everyone
option.
You can also select the Target Population of option and then select a filter based
on a Granted user’s property, for example, Granted User’s location or the
Granted User (Self) option from the drop down list.

Example 10-2: Permission Group based role: Target population as

Permission Group
Granted role and Target population configured as Permission Group:

EESU240300-CGD-EN-01 Customizing Guide 225

Chapter 10 Customizing in SAP SuccessFactors

Example 10-3: Permission Group based role: Target population as

Granted User’s location
Target population configured as Granted User’s location:

226 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.2. Setting up Role Based Permission in SAP SuccessFactors

Example 10-4: Permission Group based role: Target population as

Everyone
Target population configured as Everyone:

Note: Selecting the Exclude Granted User from having the permission
access to him/herself is optional.

Manager relationships rule

• Grant role to
For the Granted user, select Managers/Matrix Managers/HR Managers/Custom
Managers. You can select the following options:

– All Managers

– Only the Managers in these groups below. For this option, select one or more
Permission Groups.

Important
Do not select the Allow their manager to have the same permission access
check box. This option is not supported by OpenText.

EESU240300-CGD-EN-01 Customizing Guide 227

Chapter 10 Customizing in SAP SuccessFactors

• Target population
For the Target population, select the Granted User’s Direct Reports option or
select a permission group for the Only the Direct Reports in these groups
below option.
You can also select the Include access to the Reports of the Granted User's
Direct Reports option. All hierarchy levels for manager relations are supported.

Important
Do not select the Include access to Granted User (Self) option. This will
skip processing in Content Server.

Note: Selecting the Exclude Granted User from having the permission
access to him/herself is optional.

Example 10-5: Manager relationships rule: selected Permission Group

Granted role configured as Managers belonging to a selected Permission
Group and Target population configured to access all hierarchy levels of the
selected Manager group:

Example 10-6: Manager relationships rule: All Managers

Granted role configured as Managers/All Managers:

228 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.2. Setting up Role Based Permission in SAP SuccessFactors

Employee Self Service rule

• Grant role to
For the Granted user, you can select a Permission Group or the Everyone option.

Grant role to
Do not select the Allow their manager to have the same permission access
check box. This option is not supported by OpenText.
• Target population
Select the Target Population of option and then select the Granted User (Self)
option from the list.

Important
Do not select the Exclude Granted User from having the permission access to
him/herself check box.

Example 10-7: Employee Self Service rule: selected Permission Group

Granted role configured for a selected Permission Group:

EESU240300-CGD-EN-01 Customizing Guide 229

Chapter 10 Customizing in SAP SuccessFactors

Example 10-8: Employee Self Service rule: Everyone (All Employees)

Granted role configured for Everyone (All Employees):

230 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 10.2. Setting up Role Based Permission in SAP SuccessFactors

EESU240300-CGD-EN-01 Customizing Guide 231

Chapter 11
Integrating Extended ECM for SAP SuccessFactors
in SAP SuccessFactors UI

11.1 Integrating Extended ECM tiles in old SAP

SuccessFactors Home page
Extended ECM for SAP SuccessFactors tiles can be integrated in the SAP
SuccessFactors Home page as shown in Figure 11-1, Figure 11-2 , Figure 11-3, and
Figure 11-4.

Prerequisites you must have configured the SSO authentication before you can integrate the
Extended ECM tiles. For details, see “Configuring user authentication between
Extended ECM and SAP SuccessFactors“ on page 19.

The following Extended ECM for SAP SuccessFactors elements are available for the
integration:

• Personal Workspace
• Inbox widget
• Employee workspaces widget
• Document Self Service widget
• Widgets of the Business Workspaces widget library
• File Upload widget

Figure 11-1: Personal Workspace tile in SAP SuccessFactors Home page

EESU240300-CGD-EN-01 Customizing Guide 233

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

Figure 11-2: Inbox tile in SAP SuccessFactors Home page

Figure 11-3: Employee Workspaces tile in SAP SuccessFactors Home page

234 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.1. Integrating Extended ECM tiles in old SAP SuccessFactors Home page

Figure 11-4: Document Self Service tile in SAP SuccessFactors Home page

To customize the tile integration:

1. Login to SAP SuccessFactors as administrator user.

2. Go to Admin Center > Tools > Manage Home Page.
3. Click Add the Custom Tile to integrate the new Content Server widget.
4. In the Properties section, provide the Tile Name and Description.
5. In the Tile section, select Type = Static and provide Title and Icon.
6. In the Navigation section, select

• Tile Target = Popover

• Width – for all tiles, select one of the following options:

– Responsive – for best viewing experience

– Medium

– Large

Note that the Small option is not supported.

EESU240300-CGD-EN-01 Customizing Guide 235

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

• the Raw HTML option.

7. In the Main Content editor, click the Source icon. Paste the following code in
the editor:
Source code for the Personal Workspace tile:
<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe"
onload="resize()"
scrolling="yes"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=personalws
&external_system=<EXTERNAL_SYSTEM>
&bo_type=<PERSON_BO_TYPE>
&otdsauth=saml_<IDP>"
</iframe>

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.

236 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.1. Integrating Extended ECM tiles in old SAP SuccessFactors Home page

• <CGI_MAPPING> – replace with the CGI mapping defined at the time of

Content Server installation.

• <EXTERNAL_SYSTEM> – replace with the name of the external system that is

connected to SAP SuccessFactors.

• <PERSON_BO_TYPE> – replace with the person business object, for example,

sfsf:user.

• <IDP> – replace with the IDP name defined at the time of SSO configuration.

• scrolling – set parameter to scrolling="yes".

Source code for the Inbox tile:

<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe" onload="resize()"
scrolling="no"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=
inbox&otdsauth=saml_<IDP>"
</iframe>

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.

• <CS_PORT> – replace with the Port number.

• <CGIMAPPING> – replace with the CGI mapping defined at the time of

Content Server installation.

• <IDP> – replace with the IDP name defined at the time of SSO configuration.

Source code for the Employee Workspace tile:

<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe"
onload="resize()"
scrolling="no"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=workspace
&workspacetypeID=<Workspace Type ID>
&enabledocgen=<true/false>
&otdsauth=saml_<IDP>"
</iframe>

EESU240300-CGD-EN-01 Customizing Guide 237

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGIMAPPING> – replace with the CGI mapping defined at the time of
Content Server installation.
• <Workspace Type ID> – replace with the employee Workspace Type ID.
• enabledocgen=<true/false> – set to true if the Document Generation icon
should be available in the tile or set to false if the icon should be hidden.
• <IDP> – replace with the IDP name defined at the time of SSO configuration.

Source code for the Document Self Service tile:

<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe"
onload="resize()"
scrolling="no"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=upload
&external_system=<EXTERNAL_SYSTEM>
&bo_type=<PERSON_BO_TYPE>&enabledocgen=<true/false>
&otdsauth=saml_<IDP>"
</iframe>

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
Content Server installation.
• <EXTERNAL_SYSTEM> – replace with the name of the external system
connected to SAP SuccessFactors.
• <PERSON_BO_TYPE> – replace with the person business object, for example,
sfsf:user.

PERSON_BO_TYPE for multiple assignments and concurrent

employment
If you have configured workspaces for multiple assignments/
concurrent employment, you must provide sfsf:user as person
business object. Otherwise, the assignment information is not fetched.
• enabledocgen=<true/false> – set to true if the Document Generation
option should be available for selection in the document upload menu or set
to false if the option should be hidden.

238 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.1. Integrating Extended ECM tiles in old SAP SuccessFactors Home page

• <IDP> – replace with the IDP name defined at the time of SSO configuration.

Source code for the Candidate workspace tile:

<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe"
onload="resize()"
scrolling="no"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&amp;
type=workspace&amp;workspacetypeID=<workspacetypeID>&amp;
otdsauth=saml_<IDP>&amp;
enabledocgen=false"
</iframe>

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGIMAPPING> – replace with the CGI mapping defined at the time of
Content Server installation.
• enabledocgen=<true/false> – set to false to hide the icon.
• <IDP> – replace with the IDP name defined at the time of SSO configuration.

Source code for the File Upload tile:

<script>
function resize()
{document.getElementById('iframe').style.height =
document.querySelector(' .sapMDialogOpen ').clientHeight
- 90 - 32 + "px";}
window.addEventListener('resize', resize);
</script>
<iframe id="iframe"
onload="resize()"
scrolling="no"
frameborder="0"
width="100%"
height="100%"
src="https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&amp;
type=fileupload&amp;
external_system=<EXTERNAL_SYSTEM>&amp;
bo_type=<PERSON_BO_TYPE>&amp;
otdsauth=saml_<IDP>"
</iframe>

• <CS_HOST> – replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGIMAPPING> – replace with the CGI mapping defined at the time of
Content Server installation.

EESU240300-CGD-EN-01 Customizing Guide 239

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

• <EXTERNAL_SYSTEM> – replace with the name of the external system

connected to SAP SuccessFactors.
• <PERSON_BO_TYPE> – replace with the person business object, for example,
sfsf:user.

• <IDP> – replace with the IDP name defined at the time of SSO configuration.

8. In the Assignment section, select the group for which the tile should be visible.

9. Log in to Content Server as Administrator and go to Content Server

Administration > Core System - Security Configuration > Security Parameters.
Under Connection Policies, select Allow iFrame Embedding for these
domains and enter the SAP SuccessFactors domain.

11.2 Integrating Extended ECM tiles in new SAP

SuccessFactors Home page
Extended ECM for SAP SuccessFactors tiles can be integrated in the SAP
SuccessFactors Home page as shown in the figures below.

Prerequisites – you must have configured the SSO authentication before you can
integrate the Extended ECM tiles. For details, see “Configuring user authentication
between Extended ECM and SAP SuccessFactors“ on page 19.

The following Extended ECM for SAP SuccessFactors elements are available for the
integration:

• Personal Workspace
• Inbox widget

240 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.2. Integrating Extended ECM tiles in new SAP SuccessFactors Home page

• Employee workspaces widget

• Document Self Service widget
• Widgets of the Business Workspaces widget library
• File Upload widget

Figure 11-5: Extended ECM tiles in SAP SuccessFactors Home page

Figure 11-6: Personal Workspace tile in SAP SuccessFactors Home page

EESU240300-CGD-EN-01 Customizing Guide 241

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

Figure 11-7: Inbox tile in SAP SuccessFactors Home page

Figure 11-8: Employee Workspaces tile in SAP SuccessFactors Home page

242 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.2. Integrating Extended ECM tiles in new SAP SuccessFactors Home page

Figure 11-9: Document Self Service tile in SAP SuccessFactors Home page

To customize the tile integration:

1. Login to SAP SuccessFactors as administrator user.

Go to Admin Center > Tools > Manage Home Page.
2. In the Cards section, click Organizational Updates.
3. Click Add Card to create a new custom engagement card. In the Add Custom
Card Wizard, provide the configuration settings in the respective sections.
4. Click Add Custom Tile to add the new Extended ECM tile.
5. In the Properties section, provide the Tile Name and Description.
6. In the Tile section, select Type = Static. Enter a Title and select an Icon.
7. In the Navigation section, select

• Tile Target = Popover

• Width – for each tile select one of the following options:

– Responsive – for best viewing experience

– Medium

– Large

Note: The Small option is not supported.

EESU240300-CGD-EN-01 Customizing Guide 243

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

• the Iframe option.

8. URL – in the URL box, enter the Iframe source code as follows:

Personal Workspace tile

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=personalws
&external_system=<EXTERNAL_SYSTEM>
&bo_type=<PERSON_BO_TYPE>
&otdsauth=saml_<IDP>

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.
• <EXTERNAL_SYSTEM> – replace with the name of your external system
connected to SAP SuccessFactors.
• <PERSON_BO_TYPE> – replace with the person business object, for
example, sfsf:user.
• <IDP> – replace with your IDP name defined at the time of SSO
configuration.

Scrolling – set parameter to scrolling = yes.

244 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.2. Integrating Extended ECM tiles in new SAP SuccessFactors Home page

Inbox tile
https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=
inbox&otdsauth=saml_<IDP>

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.
• <IDP> – replace with the IDP name defined at the time of SSO
configuration.

Employee Workspace tile

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=workspace
&workspacetypeID=<Workspace Type ID>
&enabledocgen=<true/false>
&otdsauth=saml_<IDP>

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.
• <Workspace Type ID> – replace with Workspace Type ID for Employee
workspaces.
• enabledocgen=<true/false> – set to true if the document generation
icon should be available in the tile. Set to false if the icon shall be
hidden.
• <IDP> – replace with the IDP name defined at the time of SSO
configuration.

Document Self Service tile

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&type=upload
&external_system=<EXTERNAL_SYSTEM>
&bo_type=<PERSON_BO_TYPE>
&enabledocgen=<true/false>
&otdsauth=saml_<IDP>

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.

EESU240300-CGD-EN-01 Customizing Guide 245

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

• <EXTERNAL_SYSTEM> – replace with the name of your external system

connected to SAP SuccessFactors.
• <PERSON_BO_TYPE> – replace with the person business object, for
example, sfsf:user.

PERSON_BO_TYPE for multiple assignments and concurrent

employment
If you have configured workspaces for multiple assignments/
concurrent employment, you must provide sfsf:user as person
business object. Otherwise, the assignment information is not
fetched.
• enabledocgen=<true/false> – set to true if the document generation
option should be available for selection in the document upload menu.
Set to false if the option should be hidden.
• <IDP> – replace with the IDP name defined at the time of SSO
configuration.

Candidate Workspace tile

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&amp;
type=workspace&amp;workspacetypeID=<workspacetypeID>&amp;
otdsauth=saml_<IDP>&amp;
enabledocgen=false

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.
• enabledocgen=<true/false> – set to false to hide the icon.
• <IDP> – replace with the IDP name defined at the time of SSO
configuration.

File Upload tile

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING>
?func=othcm.NavigateToIntegrationHTML&amp;
type=fileupload&amp;external_system=<EXTERNAL_SYSTEM>&amp;
bo_type=<PERSON_BO_TYPE>&amp;otdsauth=saml_<IDP>

• <CS_HOST> – replace with your Content Server host name. Add this host
name to the SAP SuccessFactors allow list for external sites.
• <CS_PORT> – replace with the Port number.
• <CGI_MAPPING> – replace with the CGI mapping defined at the time of
your Content Server installation.
• <EXTERNAL_SYSTEM> – replace with the name of the external system
connected to SAP SuccessFactors.

246 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.2. Integrating Extended ECM tiles in new SAP SuccessFactors Home page

• <PERSON_BO_TYPE> – replace with the person business object, for

example, sfsf:user.
• <IDP> – replace with the IDP name defined at the time of SSO
configuration.

Note: If the primary account model is enabled, documents uploaded

in the File Upload tile as configured in the SAP SuccessFactors home
page may be saved in a different workspace if the employee has
multiple employments (either active or inactive).

9. In the Assignments section, select the group for which the tile will be visible.

10. Log in to Content Server as Administrator and go to Content Server

Administration > Core System - Security Configuration > Security Parameters.
Under Connection Policies, select Allow iFrame Embedding for these
domains and enter the SAP SuccessFactors domain.

EESU240300-CGD-EN-01 Customizing Guide 247

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

11.3 Configuring the Take Action menu for creating/

updating/viewing workspaces
From SAP SuccessFactors, the HR Administrator can create workspaces for single
employees in their employee file by clicking the workspace menu entry in the Public
Profile > Take Action menu.

Prerequisites you must configure the SSO authentication before you can include the Extended
ECM links in the Take Action menu. For details, see “Configuring user
authentication between Extended ECM and SAP SuccessFactors“ on page 19.

To configure the Take Action menu in Public Profile:

1. Login to SAP SuccessFactors as administrator user.

2. Go to Admin Center > Tools > Configure Custom Navigation.

3. Enter a Menu Item Label and the other settings.

248 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.3. Configuring the Take Action menu for creating/updating/viewing workspaces

Enter the following URL:

https://<CS_HOSTNAME>:<CS_PORT>/<CGIMAPPING> /cs.exe?func=ll&objtype=
848&objaction=workspace&system=<EXTERNAL_SYSTEM>&botype=<PERSON_BO_
TYPE>&boid&boidparm=selected%5Fuser&selected_user=@PERSON_ID@&
notexist=automatic&update&userid=@PERSON_USER_ID@&userbotype=<USER_
BO_TYPE>&otdsauth=saml_<IDP>

<CS_HOSTNAME> – replace with the Content Server name.

<CS_PORT> – replace with the Port number.

<CGIMAPPING> – replace with the CGI mapping defined at the time of Content
Server installation.
saml_<IDP> – replace <IDP> with the IDP name defined at the time of SSO
configuration. The IDP name is the Identity Provider name in the
Authentication Handler created for SAML 2.0 Authentication Handler Type.
objtype – workspace subtype.

objaction=workspace – workspace create/update action.

system=<EXTERNAL_SYSTEM> – replace <EXTERNAL_SYSTEM> with the external

Application name.
botype=<PERSON_BO_TYPE> – replace <PERSON_BO_TYPE> with the person
business object, for example, sfsf:user.
boidparm – business object ID parameter name in URL.

selected_user=@PERSON_ID@ – person ID, a placeholder URL parameter which

will be replaced dynamically by SAP SuccessFactors based on the user the
action is performed on.
notexist=automatic&update – defines the action to perform if the workspace
does not exist.
userid=@PERSON_USER_ID@ – user ID, a placeholder URL parameter which will
be replaced dynamically by SAP SuccessFactors based on the user the action is
performed on.
userbotype=<USER_BO_TYPE> – replace <USER_BO_TYPE> with the user business
object type, for example, sfsf:user. .

EESU240300-CGD-EN-01 Customizing Guide 249

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

11.4 Configuring the Take Action menu for creating/

updating/viewing central workspaces
From SAP SuccessFactors, the HR Administrator can create central workspaces for
single employees and hired candidates in their employee file by clicking the
workspace menu entry in the Public Profile > Take Action menu.

Prerequisites you must configure the SSO authentication before you can include the Extended
ECM links in the Take Action menu. For details, see “Configuring user
authentication between Extended ECM and SAP SuccessFactors“ on page 19.

To configure the Take Action menu in Public Profile:

1. Login to SAP SuccessFactors as administrator user.

2. Go to Admin Center > Tools > Configure Custom Navigation.

3. Enter a Menu Item Label and the other settings.

250 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.4. Configuring the Take Action menu for creating/updating/viewing central workspaces

Enter the following URL:

https://<CS_HOSTNAME>:<CS_PORT>/<CGIMAPPING>/cs.exe?func=ll&objtype=
848&objaction=createcentralworkspace&system=<EXTERNAL_SYSTEM>&
userid=@PERSON_USER_ID@&otdsauth=saml_<IDP>
<CS_HOSTNAME> – replace with the Content Server name.
<CS_PORT> – replace with the port number.
<CGIMAPPING> – replace with the CGI mapping defined at the time of Content
Server installation.
system=<EXTERNAL_SYSTEM> – replace <EXTERNAL_SYSTEM> with the external
Application name.
saml_<IDP> – replace <IDP> with the IDP name defined at the time of SSO
configuration. The IDP name is the Identity Provider name in the
Authentication Handler created for SAML 2.0 Authentication Handler Type.
You can add the following additional request parameters to the URL:

• noprogress: no progress dialog is displayed.

• noupdate: the workspace is not updated, only opened or created if the
nocreate parameter has not been added.

• nocreate: the workspace is not created if it does not exist. An error message
is shown stating that the workspace does not exist.

Example: To view a central workspace without a progress dialog, add &noprogress&

noupdate&nocreate to the Take Action URL.

11.4.1 Configuring the URL for creating a candidate central

workspace
Important
The settings described in this section are not officially supported by SAP
SuccessFactors and are provided for implementation projects only. Please
contact your OpenText support representative for more information.

To configure the URL for creating a candidate workspace, use the following format:

https://<CS_HOSTNAME>:<CS_PORT>/<CGIMAPPING>/cs.exe?func=ll&objtype=848&
objaction=createcentralworkspace&system=<EXTERNAL_SYSTEM>&botype=
sfsf:candidate&boid=<candidateId>

<CS_HOSTNAME> – replace with the Content Server name.

<CS_PORT> – replace with the port number.

<CGIMAPPING> – replace with the CGI mapping defined at the time of Content Server
installation.

system=<EXTERNAL_SYSTEM> – replace <EXTERNAL_SYSTEM> with the external

Application name.

EESU240300-CGD-EN-01 Customizing Guide 251

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

boid=<candidateId> – replace <candidateId> with the candidate ID

Note: The additional request parameters noprogress, noupdate and nocreate

are not required with this URL.

11.5 Integrating Extended ECM as Custom External

Module in SAP SuccessFactors
You can integrate Extended ECM for SAP SuccessFactors as Custom External
Module in SAP SuccessFactors. The Extended ECM for SAP SuccessFactors
functionalities are then embedded in the SAP SuccessFactors UI and are called as a
separate page in SAP SuccessFactors.

Prerequisites you must have configured the SSO authentication before you can include Extended
ECM as Custom External Module. For details, see “Configuring user authentication
between Extended ECM and SAP SuccessFactors“ on page 19.

To include the Extended ECM for SAP SuccessFactors application as Custom

External Module, you must customize the company settings in your Provisioning
account.

Important
Provisioning can only be done by certified SAP SuccessFactors consultants or
SAP SuccessFactors support.

To configure Custom External Module:

1. Log on to your Provisioning account.

On the Companies page, click your company account link. Click Company
Settings.

2. In the company settings, scroll to Enable Custom External Module Integration

and select the check box.

3. In the Frame URL box, enter the following URL:

https://<HOST>:<PORT>/OTCS/cs.exe/xecm?otdsauth=saml_<IDP_
name>&theme=sap.bluecrystal

4. In the Home page menu, the Custom External Module entry is added.

252 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.5. Integrating Extended ECM as Custom External Module in SAP SuccessFactors

5. Click Custom External Module to open your Content Server landing page.

6. To edit the name of the entry, log in to SAP SuccessFactors, navigate to Admin
Tools > Company Settings, and search for Text Replacement.
Scroll down to the Custom External Module entry and change it to, for example,
OpenText Home Page.

EESU240300-CGD-EN-01 Customizing Guide 253

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

Click Save.

7. In the Home page menu, the changed text OpenText Home Page is displayed.

11.6 Configuring Jump To or Top navigation menu for

accessing Employment workspaces
If employees have different employments and you want to enable selecting and
navigating to the respective workspaces for the user, you can configure the Top
Navigation or the Jump To menu in the Employee Profile accordingly.

Prerequisites

• you must have configured the SSO authentication before you can include the
Extended ECM links in the Take Action menu. For details, see “Configuring user
authentication between Extended ECM and SAP SuccessFactors“ on page 19.

To configure the Jump To or Top navigation menu in Public Profile:

1. Login to SAP SuccessFactors as administrator user.

2. Go to Admin Center > Tools > Configure Custom Navigation.

3. Enter a Menu Item Label and edit the other settings.

Enter the following URL:

254 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 11.6. Configuring Jump To or Top navigation menu for accessing Employment workspaces

https://<CS_HOST>:<CS_PORT>/<CGI_MAPPING> ?func=othcm.
NavigateToIntegrationHTML&type=personalws &external_system=<EXTERNAL_
SYSTEM> &bo_type=<PERSON_BO_TYPE>&sfuserid=@USER_ID@& &otdsauth=
saml_<IDP>

• <CS_HOST>: replace with the Content Server name. Add <CS_HOST> to the
SAP SuccessFactors allow list of allowed external sites.
• <CS_PORT>: replace with the port number.
• <CGI_MAPPING>: replace with the CGI mapping defined at the time of
Content Server installation.
• <EXTERNAL_SYSTEM>: Name of the external system that is connected to SAP
SuccessFactors.
• <PERSON_BO_TYPE>: person business object for, for example, sfsf:user.
• <IDP>: replace with the IDP name defined at the time of SSO configuration.
The IDP name is the Identity Provider name in the Authentication Handler
created for SAML 2.0 Authentication Handler Type.

4. Set menu location to Top Navigation or Employee Profile - Jump To.

EESU240300-CGD-EN-01 Customizing Guide 255

Chapter 11 Integrating Extended ECM for SAP SuccessFactors in SAP SuccessFactors UI

256 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 12
Reconfiguring Extended ECM after SAP
SuccessFactors Instance Synchronization or
Instance Refresh

12.1 Reconfiguring Extended ECM after SAP

SuccessFactors Instance Synchronization
Instance synchronization (https://launchpad.support.sap.com/#/notes/2088055) in
SAP SuccessFactors is a means of copying the configuration of your multiple SAP
SuccessFactors instances. This enables you to transfer new configurations from one
instance to another, such as from your test instance to your production instance.

After performing an Instance Synchronization in SAP SuccessFactors, some parts of

the Extended ECM integration will be broken.
Depending on scope of the Instance Synchronization, you must repeat the following
configuration steps to reestablish the Extended ECM functionalities:

• “Integrating Extended ECM tiles in old SAP SuccessFactors Home page”

on page 233
• “Setting up Role Based Permission in SAP SuccessFactors” on page 222
• “Configuring Membership and Permission Synchronization bots” on page 169
• “Customizing document generation option for SAP SuccessFactors workflow
steps in the Create Documents widget” on page 152
• “Configuring user authentication between Extended ECM and SAP
SuccessFactors“ on page 19
When SAP SuccessFactors is used as IdP, you must validate the SAML/SSO
configuration. If required, you must reconfigure the SAML configuration in
OTDS.

EESU240300-CGD-EN-01 Customizing Guide 257

Chapter 12 Reconfiguring Extended ECM after SAP SuccessFactors Instance Synchronization or Instance Refresh

12.2 Reconfiguring Extended ECM after SAP

SuccessFactors Instance Refresh
The Instance Refresh process in SAP SuccessFactors copies data and configurations
from a source to a target system. For details, see
SAP Help Portal (https://help.sap.com/viewer/5644466b2c304e45b2e412ded198078b/
latest/en-US/f665336f9696411b9a2241d7a23924ed.html) and
2277508 - SuccessFactors Cloud Manual Instance Refresh Process & FAQ (https://
launchpad.support.sap.com/#/notes/2277508).

An Instance Refresh is often performed regularly from a production to a test

instance, for example, for testing a new configuration.
If the source instance is using a third-party storage provider to store attachments, for
example OpenText, these attachments are not copied from source to target instance
during the refresh. You must then reconfigure some settings.

After performing the Instance Refresh in SAP SuccessFactors, reconfigure the

following:

In SAP SuccessFactors

• Document Management
“Enabling and configuring Document Management in SAP SuccessFactors”
on page 210
• UI configurations

– “Integrating Extended ECM tiles in old SAP SuccessFactors Home page”

on page 233
If custom tiles are no longer present, you must recreate them. Custom tiles
and links that are still available must be updated to the target system’s
Content Server instance.
– “Configuring Take Action menu in SAP SuccessFactors” on page 318
Missing items in the Take Action Menu must be re-added.
– “Integrating Extended ECM as Custom External Module in SAP
SuccessFactors” on page 252
• SAML/SSO configuration
“Configuring user authentication between Extended ECM and SAP
SuccessFactors“ on page 19
When SAP SuccessFactors is used as IdP, you must validate the SAML/SSO
configuration. If required, you must reconfigure the SAML configuration in
OTDS.
• Integration Center
All integrations from the target instance will be deleted and the integrations from
the source instance will be copied.

258 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 12.2. Reconfiguring Extended ECM after SAP SuccessFactors Instance Refresh

If you want to import the integrations from the Extended ECM system that is
configured for the target instance, see “Configuring and registering SAP
SuccessFactors Integration Definitions“ on page 283.

In Extended ECM

• “Customizing external system” on page 51

Update the password for the SAP SuccessFactors user.
• Run the “Central Workspace Creation/Update bot” on page 172.
• Role Permissions
All existing roles and groups from the target instance will be removed and
source instance roles and groups will be added.
You must run the following bots:

– “User Synchronization bot” on page 183

– “Group Synchronization bot” on page 177
– “Permission Synchronization bot” on page 179

In PowerDocs

Log in to PowerDocs Content Manager with the transaction user. Click Technical
Settings> Integrations > Partner Systems.

• Validate the partner system connection to SAP SuccessFactors.

• If Extended ECM is integrated with PowerDocs and PowerDocs is connected
with SAP SuccessFactors using Basic authentication, you must change the SAP
SuccessFactors user password.

EESU240300-CGD-EN-01 Customizing Guide 259

 Part 2
SAP HCM as leading application
Part 2 SAP HCM as leading application

You can customize cross-application employee workspaces for SAP HCM and SAP
SuccessFactors.

You can connect Extended ECM for SAP SuccessFactors to a standalone on-premise
SAP HCM system or, if you are in the process of moving from on-premise HCM to
SAP SuccessFactors, the two HR systems can connect to the same Extended ECM
System. A cross-application Employee workspace is then shared by two systems and
documents can be managed in the centralized Extended ECM system.

The employee workspace is then linked to both business objects BUS1065 in SAP
HCM and User in SAP SuccessFactors.

In this way, you can access the employee workspace from both SAP SuccessFactors
and SAP HCM.

A single employee workspace can contain business processes from SAP HCM and
the SAP SuccessFactors system. Every user who has access to the employee in the
SAP system also has access to the workspace, and thereby to the information
provided by SAP SuccessFactors.

If customized accordingly, you have the following options to create the employee
workspace:

• in SAP HCM upon creating a new employee in the HR Master Data maintenance
transaction PA40.
• in SAP HCM in the HR Master Data transactions PA30 or PA30 by clicking the
GOS menu entry OpenText Business Content > Business Workspace > Create
Business Workspace.
• running SAP HCM report /OTX/RM_WSC_CREATE_EMPLOYEE to trigger Workspace
Bulk creation to subsequently create workspaces for existing employees.
• creating employee workspaces from the employee’s SAP SuccessFactors Public
Profile by clicking the workspace menu entry.
• creating employee workspaces directly in Content Server.

Caution
You cannot use SAP HCM authorizations for employee workspaces. You
must implement additional authorizations in Content Server. For more
information, see “Configuring access permissions from SAP HCM using
Permission Propagation” on page 270.

262 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 13
Specific customizing for SAP HCM integration

13.1 Customizing steps in SAP HCM

Perform the following customizing steps in SAP HCM:

1. Implementing a property provider in SAP

• For SAP HCM only workspace

Implement property provider /OTHCM/WSC_CL_HCM_EMPLOYEE_PP. You can
adapt the property provider to your requirements. For more information,
see OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-
CGD).
• For cross application workspace with SAP HCM and SuccessFactors
Implement property provider /OTHCM/WSC_CL_EMPLOYEE_PP that provides the
SAP SuccessFactors business object details.
The mapping between the SAP HCM Personnel ID, PERNR, and the SAP
SuccessFactors personID is done using the SET_IBO_SFSF_USERID method.
After the logic has been implemented, provide the personId value for the
field ls_iden_bus_obj-id.

Caution
In the property provider /OTHCM/WSC_CL_EMPLOYEE_PP, the SAP
SuccessFactors Employee Business Object is specified in the
attribute constant C_SFSF_BOTYPE, which currently has the
value User. You must replace this value with sfsf:person or
sfsf:user.

Implementing sample code

A sample code for the mapping using the integration Add-On SFIHCM01
is provided. To implement the code, you must use the component
SFIHCM01 release – 600, SP02 or higher.

Important

– Business Object User replaced by sfsf:person

With the Extended ECM for SAP SuccessFactors 16.2.2 update,
the Business Object User has been replaced by sfsf:person.
Therefore, the below sample code does not work with the
userid mapping. Instead you must map the personId of the
SAP SuccessFactors Employee to the SAP HCM Personnel
number.

EESU240300-CGD-EN-01 Customizing Guide 263

Chapter 13 Specific customizing for SAP HCM integration

– SAP SuccessFactors external system connection

In the provided sample code, the SAP SuccessFactors external
system connection in Content Server is specified in the string
constant variable C_SFSF_EXTERNAL_SYSTEM, which has the
value SuccessFactors. This value is given as external system
ID in the IBO structure
ls_iden_bus_obj-external_system_id = C_SFSF_EXTERNAL_
SYSTEM. If the external system connection is defined with a
different connection name, you must replace the C_SFSF_
EXTERNAL_SYSTEM variable with this connection name.

To implement the sample code:

a. Run transaction SE24.
b. Edit the Property Provider /OTHCM/WSC_CL_EMPLOYEE_PP.
c. Add the following code to method SET_IBO_SFSF_USERID:
DATA : ls_iden_bus_obj TYPE /otx/rm_wsci_s_busobj,
ls_error TYPE string,
ls_perid_userid TYPE HRSFI_D_EXTR_LOG,
ls_perid_userid_latest TYPE HRSFI_D_EXTR_LOG,
lt_perid_userid TYPE TABLE OF hrsfi_d_extr_log.

ls_iden_bus_obj-type = C_SFSF_BOTYPE.
ls_iden_bus_obj-external_system_id = C_SFSF_EXTERNAL_SYSTEM.

IF MS_PA0709-PERSONID_EXT IS NOT INITIAL.

IF /OTHCM/WSC_CL_EMPLOYEE_PP=>m_sfsf_integration_addon EQ
abap_true.
SELECT * FROM HRSFI_D_EXTR_LOG INTO TABLE lt_perid_userid
WHERE REPEAT_NEEDED EQ abap_false "#EC CI_NOFIRST
AND personid EQ MS_PA0709-
PERSONID_EXT.
IF LINES( lt_perid_userid ) GE 1.
LOOP AT lt_perid_userid INTO ls_perid_userid.
IF ls_perid_userid_latest IS INITIAL.
ls_perid_userid_latest = ls_perid_userid.
ELSEIF ls_perid_userid-transfer_date > ls_perid_userid_latest-
transfer_date.
ls_perid_userid_latest = ls_perid_userid.
ELSEIF ls_perid_userid-transfer_date = ls_perid_userid_latest-
transfer_date.
IF ls_perid_userid-transfer_time > ls_perid_userid_latest-
transfer_time.
ls_perid_userid_latest = ls_perid_userid.
ENDIF.
ENDIF.
ENDLOOP.
TRANSLATE ls_perid_userid-SFSF_USERID TO LOWER CASE.
ls_iden_bus_obj-id = ls_perid_userid-SFSF_USERID.

ELSE.
CALL METHOD /OTHCM/WSC_CL_APPL_LOG=>log_message
EXPORTING
pi_subobj = /OTHCM/WSC_CL_APPL_LOG=>c_log_subobj_rm
pi_msgty = 'E'
pi_msgid = /OTHCM/WSC_CL_APPL_LOG=>c_log_subobj_rm
pi_msgno = 075.
ls_error = text-075.
Raise exception type /othcm/cx_wsc_sfsf_user_id
exporting m_error_text =

264 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 13.1. Customizing steps in SAP HCM

ls_error.

ENDIF.
ELSE.
* Custom Implementation to find out if a personnel number was
previously replicated to the SAP SuccessFactors Talent Suite to get
User ID of employee used in Successfactors.
ENDIF.
ELSE.
CALL METHOD /OTHCM/WSC_CL_APPL_LOG=>log_message
EXPORTING
pi_subobj = /OTHCM/WSC_CL_APPL_LOG=>c_log_subobj_rm
pi_msgty = 'E'
pi_msgid = /OTHCM/WSC_CL_APPL_LOG=>c_log_subobj_rm
pi_msgno = 002.
ls_error = text-002.
Raise exception type /othcm/cx_wsc_sfsf_user_id
exporting m_error_text =
ls_error.
ENDIF.
PE_IDENTICALBO = ls_iden_bus_obj.

Note the following integration scenarios:

– SAP SuccessFactors HCM Suite SP 02 or higher – the integration of SAP

HCM with SAP SuccessFactors Talent Suite is already in place and the
integration add-on 1.0 (SFIHCM01) for SAP ERP HCM and SAP
SuccessFactors HCM Suite SP 02 or higher was used for the integration. If
you start using the employee data replication from the on-premise SAP
ERP HCM systems to SAP SuccessFactors Employee Central, you can use
the property provider /OTHCM/WSC_CL_EMPLOYEE_PP directly.
– SAP SuccessFactors HCM Suite SP 01 or lower – the integration of SAP
HCM with SAP SuccessFactors Talent Suite is already in place and the
integration add-on 1.0 (SFIHCM01) for SAP ERP HCM and SAP
SuccessFactors HCM Suite SP 01 or lower was used for the integration.
We recommend to upgrade to SP 2 or higher. Otherwise, you must
implement a custom logic to find out if a personnel number was
previously replicated to the SAP SuccessFactors Talent Suite and which
user ID was used.
If you cannot upgrade to SAP SuccessFactors HCM Suite SP 02 or higher,
proceed as described in the procedure below.
– Integration of SAP HCM with SAP SuccessFactors Talent Suite is not
implemented – if the integration of SAP HCM with SAP SuccessFactors
Talent Suite is not implemented, you must implement a custom logic to
find out if a personnel number was previously replicated to the SAP
SuccessFactors Talent Suite and which user ID was used. To implement
the custom logic, see the procedure below.

To implement the custom logic:

a. In the class /OTHCM/WSC_CL_EMPLOYEE_PP and in the method SET_IBO_SFSF_

USERID, implement the custom logic replacing the phrase Custom
Implementation to find out if a personnel number was previously
replicated to the SAP SuccessFactors Talent Suite to get User ID of

EESU240300-CGD-EN-01 Customizing Guide 265

Chapter 13 Specific customizing for SAP HCM integration

employee used in Successfactors in the previously implemented sample

code.
b. After the logic has been implemented, provide the User ID value to the field
ls_iden_bus_obj-id.

2. Maintaining the business object declaration in SAP

In IMG, go to OpenText Extended ECM for SAP Solutions > Extended ECM
and run the Maintain Business Object Declarations activity.
Edit the following settings:

• Object Type – BUS1065.

• Connection ID – Extended ECM Connection ID.
• Property Provider – /OTHCM/WSC_CL_HCM_EMPLOYEE_PP.
• Search Help Name – /OTHCM/WSC_EMPLOYEE_SHLP.

3. Mapping workspace template ID to attributes

Run Maintain Business Object Declarations > Generic Property Provider
Custom Properties. Configure the workspace template ID mapping to the
workspace attributes provided by the property provider. This validation defines
the particular workspace template selection according to the attribute during
workspace creation. For more details, see OpenText Extended ECM for SAP
Solutions - Customizing Guide (ERLK-CGD).
Specify the following settings:

• Custom Property Name – provide the attribute defined for the Workspace
Template, for example, Employee.Template.
• Attribute – use the attributes that are defined in the property provider to
build the rule.

Example: To create a workspace for an employee with Personnel Area = 1300, the
workspace template for employees in Europe will be used.

266 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 13.2. Configuring business object type for BUS1065

13.2 Configuring business object type for BUS1065

Create a new business object type for the business object BUS1065. For the general
procedure, see OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-
CGD).

To access the configuration dialog:

• On the global menu, click Enterprise > Extended ECM > Business Object
Types.

Edit the following settings:

General area
Name – enter a name for the new business object type, for example, Employee
SAP HCM.

Business Object Type area

• External System – select your SAP system that is connected to Content

Server.

Tip: You can also create the business object type without connecting to
the external system. The Extended ECM configuration then checks the
configuration and links the external system each time it is opened.
• Business Object Type – select the BUS1065 entry from the list of available
business object types. If you are not connected to the external system, you
can enter the business object type manually.

Important
You must select a business object that is not already used in another
business object type configuration. Otherwise, you cannot save the
business object type.
• Display URL – specify the URL that is used to display the business object:

– for workspace references, this URL is used for the Display button in the
Properties > General tab of the workspace.
– for added business objects, this URL is used if the user clicks the Display
button of an added business object in the Business Objects tab of the
workspace.

Business Workspace area

• Used as Business Workspace – Yes by default.

EESU240300-CGD-EN-01 Customizing Guide 267

Chapter 13 Specific customizing for SAP HCM integration

• Workspace Type – select the workspace type that you have created for the
SAP SuccessFactors business object. To create the workspace type if it is not
existing yet, see “Viewing and changing Workspace types (optional)”
on page 31.
• Is Default Display for Workspace Type – if you enable this option for the
SAP HCM Business Object BUS1065, this business object type will be the
default display in the cross application workspace scenario.

Notes

– If you do not select any business object type for default display:

○ no sidebar widgets will be displayed in the newly created business

workspace.
○ no Web URL will be displayed in the Properties > General tab of
the business workspace.
– When you select the Default Display ... option for a business object
type, it will be removed from the other business object types that are
linked to the same workspace type.
• Is Default Search for Workspace Type – if you enable this option, users use
the search of this business object type when they create a business workspace
manually in Content Server. When you select this option for a business object
type, it will be removed from the other business object types that are linked
to the same workspace type.
• Workspace Template – select From Business Property and enter the value
Employee.Template.

268 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 13.2. Configuring business object type for BUS1065

Property Mapping area

• Business Properties

– Business Property – enter the exact name of the business property and of
the attribute.
– Mapping Method – select a mapping method from the list.
– Category and Attribute – click Select to select the category and then
select its attribute from the list.

Important
In the cross application scenario, you must use the name pattern for the
category attributes maintained in Enterprise > Business Workspaces >
Workspace types > <workspace type> > Business Workspace Names >

EESU240300-CGD-EN-01 Customizing Guide 269

Chapter 13 Specific customizing for SAP HCM integration

Name Pattern. This name pattern must be used for the attribute
mapping of both business objects BUS1065 and User.
• Business Property Groups
Select a Mapping Method:

– Business Property – in Category and Set, enter the exact name of the
business property that determines the relevant category. Then enter the
set name.
Enter a Property Name and select an attribute in the Set Attribute list to
map a business property of the group to an attribute of the set.
– Category Set – click Select to select the category and its attribute set.
Then enter the Property Name and an attribute from the Set Attribute
list.

13.3 Configuring access permissions from SAP HCM

using Permission Propagation
Within the business workspace, you can use generated groups to restrict access to
specific folders. In the workspace template, you define which groups have access to
the template. With the group replacement mechanism, you can define that these
groups are replaced with other groups when a business workspace is created from
the template. For information about the group replacement mechanism in Extended
ECM, see OpenText Extended ECM for SAP Solutions - User Management and Access
Control Scenarios (ERLK-CUM).

Permission Propagation – Besides the Extended ECM standard group replacement,

you can configure group permission and access using the Permission Propagation
option. The Permission Propagation option is part of the OTHCM module
installation and extends the Group Replacement option available in the Business
Workspaces module.

As an SAP business administrator, you can assign the existing SAP roles to Content
Server groups to manage the documents stored in the employee workspace. In this
way, you ensure that setting up the document access permissions follows the
standard SAP authorization process.

In the Specific tab of the workspace template, you create rules based on category
attributes that define a mapping between the Content Server groups coming from
SAP HCM and existing groups created as template groups to propagate the
respective permissions. When a business workspace is created, the Content Server
group replaces the template group at the workspace level according to the
configured rules.

270 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 13.3. Configuring access permissions from SAP HCM using Permission Propagation

To set up the permissions using Permission Propagation:

1. Define a list of relevant SAP roles and add the users to the roles. Use the group
mapping program provided by Extended ECM for SAP Solutions to create
Content Server groups and add users to groups using these SAP roles. For more
information, see OpenText Extended ECM for SAP Solutions - User Management
and Access Control Scenarios (ERLK-CUM).

2. In the SAP GUI, run the /OTX/RM_RO_TO_GRP transaction. To map the SAP roles,
select the Content Server group option. For details about the mapping
procedure, see OpenText Extended ECM for SAP Solutions - User Management and
Access Control Scenarios (ERLK-CUM).

Note: As a Content Server administrator, you can also add non-SAP users
to a Content Server group manually.

3. In the Content Server Document Templates folder, click the Functions menu of
your workspace template and open the Team roles and Permissions dialog.
Define the necessary template groups and edit the group permissions for each
group.

4. Before you start the group mapping in the workspace template, check the
following prerequisites:

EESU240300-CGD-EN-01 Customizing Guide 271

Chapter 13 Specific customizing for SAP HCM integration

• Content Server groups created by the Initial Load program exist and have
members assigned.
• In the workspace template, the groups that function as group permission
templates have been set up.
• Business Object type has been configured.
• Business properties have been mapped to category attributes.

5. In the Functions menu of your template, click Properties > Specific. Select the
Permission Propagation option.
To map the groups:

a. Select a CS Group from the selection dialog box.

b. To edit a rule, click Edit Expression to open the Expression Builder.

To create/edit a rule expression:
i. Add the required categories to the template using the rules which are to
be created.
ii. From the Bots list, select a type, for example, Job Information.
iii. To create and edit the expression, select a category attribute from the list
and select a condition operator. In the text box, enter the required
attribute value.
iv. To expand the rule expression, add another row and select a logical
operator to connect the expressions.
To delete a row, click Remove This Row .
v. Click Submit.
c. From the Template Group list, select a permission template group.
d. Click Update.

272 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 13.4. Mapping SAP HCM roles to HR Functional Rights

13.4 Mapping SAP HCM roles to HR Functional Rights

Extended ECM for SAP SuccessFactors provides HR Administrator, Manager, and
Employee Functional Rights in Content Server. For more information about the
available functional rights, see “Configure HR Functional Rights” on page 107.

In SAP HCM, many roles are available for each of the Functional Rights specified
above. You can identify the roles based on these Functional Rights and map them
accordingly. Use these mappings to control various permissions and feature access
in Extended ECM for SAP SuccessFactors.

To map HR Functional Rights to SAP HCM roles:

1. Log in to Content Server as an administrator, and click Enterprise > Extended

ECM > Extended ECM for SAP SuccessFactors > Configure HR Functional
Rights.

2. Open the function menu for your HR Functional Rights item, for example
Employee, or for a subgroup, and click Add HCM Roles.

3. In the Enter Role Names box, enter the SAP HCM role to map to this Functional
Right. Click Add.

Click Add Role to add another SAP HCM role.

Note: Duplicate roles or empty fields will be removed.

EESU240300-CGD-EN-01 Customizing Guide 273

 Part 3
Event Bot configuration
Part 3 Event Bot configuration

Extended ECM supports bots that are triggered by events in SAP SuccessFactors
Employee Central and Recruiting Module. Extended ECM supports bots that are
triggered in Extended ECM by external events in external business applications. You
can configure bots containing a set of rule conditions and bots to be performed in
sequence. A bot is processed when the associated event is triggered. As Business
Administrator, you manage your bots in the Event Bots widget.

Events from SAP SuccessFactors must be configured using SAP SuccessFactors

Integration Center, see “Configuring and registering SAP SuccessFactors Integration
Definitions“ on page 283.

You must perform the following steps:

1. Deploying Event Handler .WAR file on the proxy web server, see “Deploying the
Event Handler .WAR file” on page 277.
2. Enabling Impersonation settings in the OTDS administration, see “Enabling
Impersonation Settings” on page 277.
3. Customizing the Event Bot widget in the Perspective Manager, see “Configuring
the Shortcut Group widget for Event Bots” on page 278.
4. Configuring Integration Definitions in SAP SuccessFactors, see “Configuring
and registering SAP SuccessFactors Integration Definitions“ on page 283.
5. Customizing bots in Event Bots, see “Configuring bots in Event Bots“
on page 299.

276 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 14
Configuring Event Bots

14.1 Deploying the Event Handler .WAR file

Prerequisites – You must have installed a Tomcat 9.0.37 server or later version.

Perform the following steps:

1. Edit the following properties in the WEB-INF/classes/ecm_sfsf.properties file:

• server.auth.url = http://<OTDS_HOST>:<PORT>
• auth.url.base = /otdsws
• server.trans.url = https://<CS_HOST>:<PORT>
• trans.base.url = /OTCS/cs.exe
• leading.system.name = <External System Name> //example: SuccessFactors
2. Deploy the othcm-eh.war file on your Tomcat server.

14.2 Enabling Impersonation Settings

To enable the Run as function in a bot, you must activate the impersonation setting
in the OTDS administration. For that, you must have Content Server administration
rights.

To enable impersonation:

1. On the Content Server Administration page, go to Configure Directory

Services.
2. Click Resources and for your Content Server instance, click Bots.

3. Click Impersonation Settings. Select the Allow this resource to impersonate its
own users check box. Click OK.

EESU240300-CGD-EN-01 Customizing Guide 277

Chapter 14 Configuring Event Bots

14.3 Configuring the Shortcut Group widget for Event

Bots
You customize the Shortcut group widget as Event Bots widget for the Business
Administrator’s landing page. Click the widget displayed on the landing page to
access the Event Bots configuration.

To customize the Event Bots widget:

1. Open the Perspective Manager.

2. For your landing page, go to the Rules tab and create a rule with Group is
”Business Administrator”.

3. In the Configure tab, expand the Standard Widgets library. Select the Shortcut
Group widget and drag it to the layout area.

278 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 14.3. Configuring the Shortcut Group widget for Event Bots

4. Click the Shortcut Group widget to open the Options dialog.

EESU240300-CGD-EN-01 Customizing Guide 279

Chapter 14 Configuring Event Bots

5. From the Theme list, select a theme.

6. Expand the Shortcut Items list.

7. In the Target object setting, click Browse. In the Select node dialog, click
Content Server. In the list, go to Event Bots and click Select. Click Add To

Array .

8. Click Create or Update to save your perspective settings.

280 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 14.3. Configuring the Shortcut Group widget for Event Bots

EESU240300-CGD-EN-01 Customizing Guide 281

Chapter 14 Configuring Event Bots

14.4 Accessing Event Bots

In addition to using the Event Bots widget in the Smart View, you can also access the
Event Bots configuration in the Classic View:

• Login to the Content Server system as Business Administrator and click

Enterprise > Business Workspaces.

282 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 15

Configuring and registering SAP SuccessFactors

Integration Definitions

Extended ECM for SAP SuccessFactors supports SAP SuccessFactors events based
on SAP SuccessFactors Integration Center. For this, you must import and register
your Integration Center file containing the event and event properties information.
Upon reading the file, the events are listed on the Event Bots center home page and
the respective event properties are available for configuring bots.

15.1 Configuring the OAuth Authentication Type in

Integration Center
Configure the OAuth authentication type for adding and amending events in order
to ensure a secure connection between Extended ECM for SAP SuccessFactors and
Integration Center. To do this, perform the following steps:

1. Create an OAuth client in OpenText Directory Services (OTDS) and synchronize

the user to Content Server. See “Creating an OAuth client in OpenText Directory
Services” on page 283.
2. Create a new OAuth configuration in SAP SuccessFactors. See “Creating a new
OAuth configuration in SAP SuccessFactors” on page 285.

Once these steps are complete, you can create destination settings using OAuth as
the authentication type. See “Creating destination settings ( SAP SuccessFactors)”
on page 286.

15.1.1 Creating an OAuth client in OpenText Directory

Services
To create an OAuth client in OTDS:

1. Login to OTDS as administrator, and click OAuth Clients.

2. Click Add to create a new OAuth client.

3. In the General section, provide the following settings:

• Client ID – enter a client name.

• Confidential – select the check box.
• Authentication Method – select Client Secret from the list.

EESU240300-CGD-EN-01 Customizing Guide 283

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

4. In the Redirect URLs section, set the redirect URL to your Content Server host,
in the format http://<host>:<port>.

5. Save the OAuth client and copy the client secret key that is returned, saving it
for future reference.

6. Go to Partitions and for the OAuthClients partition, click Actions > View
Members.
7. Select the user created with the Client ID you specified above, and click Actions
> Edit Membership.

284 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.1. Configuring the OAuth Authentication Type in Integration Center

8. Assign the user to a Content Server group:

a. Click Add to Group.

b. Select a Content Server group.
c. Click Add Selected.
d. Click Close.

9. In Content Server, go to Enterprise > Users and Groups, and search for the
OAuth user.

10. Click Edit, and on the General tab, set the Department to Business
Administrators.

15.1.2 Creating a new OAuth configuration in SAP

SuccessFactors
Before following this procedure, ensure you have completed the steps in “Creating
an OAuth client in OpenText Directory Services” on page 283.

To create a new OAuth configuration in SAP SuccessFactors:

1. Sign in to SAP SuccessFactors as administrator user and go to the Integration

Center page.

2. Go to Security Center > Destination Settings and click OAuth Configurations.

3. Click Add to create a new OAuth configuration, and provide the following
settings:

• OAuth Type – select OAuth 2.0.

• Grant Type – select Client_Credentials.
• Client ID – enter the name of the OAuth client created in “Creating an
OAuth client in OpenText Directory Services” on page 283
• Client Secret – enter the client secret key received when the OAuth client
was created.

EESU240300-CGD-EN-01 Customizing Guide 285

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

• Token URL – enter <your OTDS URL>/otdsws/oauth2/token

• Token Method – select POST.

4. Click Save.

15.2 Creating destination settings ( SAP

SuccessFactors)
To create destination settings:

1. Sign in to SAP SuccessFactors as administrator user and go to the Integration

Center page. Click Security Center.

2. Go to Destination Settings and click the Add button.

3. Provide the following settings:

• Name – enter a name for the Destination Setting.

• Type – from the list, select REST.
• Endpoint URL – provide the URL to the Tomcat server where your
Extended ECM system has been deployed and which acts as a proxy to the
Extended ECM system:
https://<server>:<port>/othcm-eh/api/v2

• Authentication Type – from the list, select one of the following:

OAuth: use this option if you have configured an OAuth client as described in
“Configuring the OAuth Authentication Type in Integration Center”
on page 283. Select your OAuth Configuration from the list.

286 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.3. Configuring pre-defined events

Basic Authentication: use this for all other authentication. For this option,
provide the User Name whose credentials should be used to establish the
connection to the Extended ECM system via the web server, and the
Password for the connection user.

Note: You can upgrade from Basic Authentication either to

Certification Based Authentication with MTLS, or by creating an
OAuth configuration as described in “Configuring the OAuth
Authentication Type in Integration Center” on page 283.

4. Click Save.

15.3 Configuring pre-defined events

You download the pre-defined Integration Definitions from Content Server.

To download pre-defined Integration Definitions:

1. Sign in to Content Server as Business Administrator and click Enterprise >

Extended ECM > Extended ECM for SAP SuccessFactors > Register SAP
SuccessFactors Integration Definitions.

2. For Download pre-defined integration definitions, click Download. Save the

ZIP file and extract it to a folder.

List of Integration Definitions – in the downloaded ZIP file, the following

integration definitions are available:

EESU240300-CGD-EN-01 Customizing Guide 287

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

1. Add Global Assignment

2. End Global Assignment

3. Change in Employee Location

4. Change in Job Title

5. Employee Hire

6. Employee Rehire

7. Employment Termination

8. New Concurrent Employment

9. Update of Job Application Status

10. Onboarding is initialized for the candidate

11. Onboarding is initiated from an external Applicant Tracking System

To import the Integration Definitions in SAP SuccessFactors:

1. Sign in to SAP SuccessFactors as administrator user. Go to the Integration

Center page and click My Integrations.

2. Click Create and select Import an Integration Definition.

288 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.3. Configuring pre-defined events

3. Click Browse and select your file from the folder containing the ZIP file you
downloaded in “To download pre-defined Integration Definitions:“ on page 287
> step 2.
Click Upload.

4. The new integration is displayed in the Create New screen.

Important
On the Configure Fields page, you must configure an element
OpenTextEventContext with child element EventType providing the value
of the attribute named Default Value. This is required to register the event
and execute the bots in Extended ECM. For the pre-defined events, the
integration definitions files already contains these elements.
If OpenTextEventContext or EventType are not available, event registering
and executing bots will fail.

5. Click Destination Settings.

Select the REST Server Settings from Security Center option. From the REST
Destination list, select the destination settings created in “To create destination
settings:“ on page 286.
Click Next.

EESU240300-CGD-EN-01 Customizing Guide 289

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

6. In the Review and Run screen, click Save > Save.

290 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.3. Configuring pre-defined events

7. Verify the Integration Name and description and then click Save. A success
message is displayed.

8. Click OK and click Go to ISC. On the Intelligent Services Center > Event
Details page, in Custom Activities, click > Integrations.
9. In the My Integrations list, select your Integration definition and click Add
Integration.
10. In your Integration definition, go to Flow Rule > Timing and select When event
is published.

11. Repeat the procedure to import other pre-defined integrations.

To register the Integration Definitions in Content Server:

1. Sign in to Content Server as Business Administrator and click Enterprise >

Extended ECM > Extended ECM for SAP SuccessFactors > Register SAP
SuccessFactors Integration Definitions.

2. For Register pre-defined integration definitions, click Deploy. This will

register all pre-defined integration definitions to Content Server.

EESU240300-CGD-EN-01 Customizing Guide 291

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

Note: If you have either modified the pre-defined integration definitions

during import into SAP SuccessFactors or chosen to import only a
selection from the pre-defined integrations list, you must alternatively
register them via Import new integration definitions.

Important
Registered events cannot be deleted once the corresponding integration
definition is imported. Users can only update the definition thereafter.

15.4 Configuring custom integrations

To configure custom integrations:

1. Sign in to SAP SuccessFactors as administrator user. Go to the Integration

Center page and click My Integrations.
Click Create > More Integration Types.

2. Select the following options:

• Trigger Type – Intelligent Services

• Destination Type – REST
• Source Type – SuccessFactors
• Format – JSON

292 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.4. Configuring custom integrations

3. Click Create.

4. Search and select your Intelligent Service Event and click Select.

5. Provide the Integration Name and Description and click Next.

EESU240300-CGD-EN-01 Customizing Guide 293

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

6. On the Configure Fields page, add the OpenTextEventContext element and add
the EventType child element. Provide the Default Value for your event.

Important
You must configure an element OpenTextEventContext with child element
EventType and provide the value for the attribute named Default Value.
This is required to register the event and execute the bots in Extended
ECM.
If OpenTextEventContext or EventType are not available, event registering
and executing bots will fail.

7. Proceed clicking Next to go to Destination Settings.

Provide the following settings:

1. Select the REST Server Settings from Security Center option.

2. From the REST Destination list, select the Destination settings created in
“To create destination settings:“ on page 286.
3. In the REST Operation Settings section, enter /process_isc in the
Operation URI* box.

294 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.4. Configuring custom integrations

8. Click Next.
9. In the Review and Run screen, click Save > Save.

10. Verify Integration Name and description and then click Save.

A success message is displayed.

11. Click OK and click Go to ISC. On the Intelligent Services Center > Event
Details page, in Custom Activities, click > Integrations.
12. In Custom Activities, click Integration.

EESU240300-CGD-EN-01 Customizing Guide 295

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

13. In My Integrations, select your Integration and click Add Integration.

14. For your integration definition, for Flow Rule > Timing, select When event is
published.

296 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 15.4. Configuring custom integrations

15. Click Actions > Save Flow. A success message is displayed.

To import new integration definitions to Content Server:

1. Sign in to Content Server as Business Administrator and click Enterprise >

Extended ECM > Extended ECM for SAP SuccessFactors > Register SAP
SuccessFactors Integration Definitions.
2. For Import new integration definitions, click Browse & Submit.

3. Select one or more integration files to import.

EESU240300-CGD-EN-01 Customizing Guide 297

Chapter 15 Configuring and registering SAP SuccessFactors Integration Definitions

15.5 Updating configured events

To update existing Integration Definitions:

1. In the Update SAP SuccessFactors Integration Definitions section, select your

event name from the Choose event name list.

2. For Import modified Integration definition, click Browse to find your updated
Integration Definition file.

3. Click Submit to update the event definition.

Important
When updating the Event Definition, the Event Name and the EventKey
property must not be modified. Otherwise, the event update will fail.
The event should also not have an active bot associated to it.

298 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 16

Configuring bots in Event Bots

Extended ECM supports bots that are triggered in Extended ECM either by events in
external business applications or by internal events in Content Server.

As Business Administrator user, you can configure events from different sources
which include external leading systems, for example, SAP SuccessFactors or
Salesforce, and internal Content Server related events.

You can configure bots containing a set of rule conditions and bots to be performed
in sequence. A bot is processed when the associated event is triggered. As Business
Administrator, you manage your bots in the Event Bots configuration.

Asynchronous process mode – By default, all bots are executed in asynchronous

process mode. For each event bot, a scheduled bot will be created and executed. You
can check failed jobs in the Task Error Administration of the Distributed Agent
Dashboard.

16.1 Configuring registered events

To add an event and create a bot:

1. Accessing Event Bots

Sign in to your Extended ECM Smart UI as Business Administrator user.

2. Click the Event Bots widget.

3. Click Add event .

4. Adding source and event

In the Source drop-down list, select your external system SuccessFactors.

EESU240300-CGD-EN-01 Customizing Guide 299

Chapter 16 Configuring bots in Event Bots

For more information about selecting Content Server as source and internal
events, see OpenText Extended ECM - Enterprise Applications Integration and
Configuration Guide (EEP-CGI).

5. In the Event drop-down list, select an event available for your source. Note that
for your source each event can be selected only once. You can configure
multiple bots for your event.
The Event list is populated based on the registered Integration definitions
configured in “Configuring pre-defined events” on page 287 and “Configuring
custom integrations” on page 292.

16.2 Creating bots in the Event Bots configuration

To create a bot:

1. To create a new bot, select your event. Click Add bot in the header or click Add

bot in the inline menu.

To edit existing bots, click in the row for your event.

2. To start configuring the new bot, enter a name.

The event properties for your event will be available once you start configuring
a bot.

3. Configuring Rules (optional)

Optionally, you can configure rules to be applied when executing your bot. To

start configuring the rules, click Edit fields .

The event properties available for rules depend on the selected event. Only after
you have selected an event property, the corresponding operators and values
become enabled.

300 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 16.2. Creating bots in the Event Bots configuration

You can expand the rules with the Expression values and or or. Based on the
selected value, the subsequent rows will then get a fixed expression.

4. Configuring bots (mandatory)

For a bot, you must configure at least one bot.

To add a bot, click Edit fields . From the drop down list, select your bot.
For more details about the supported bots, see “Configuring Extended ECM for
SAP SuccessFactors bots” on page 301.

5. Process mode
Run as – You must provide a user with which the bot shall be processed. Ensure
that this user has the required permissions.
Click in the Run as box and start typing the username. Select your user from the
list.

Process mode – By default all bots are executed in asynchronous process mode.
For each event bot, a scheduled bot will be created and executed. You can check
failed jobs in the Task Error Administration of the Distributed Agent
Dashboard.

6. Click Create to create and save your bot.

16.2.1 Configuring Extended ECM for SAP SuccessFactors

bots
The following SAP SuccessFactors bots are available for configuration. These bots
support only SAP SuccessFactors events.

EESU240300-CGD-EN-01 Customizing Guide 301

Chapter 16 Configuring bots in Event Bots

16.2.1.1 Create Or Update Workspace bot

Triggered by an event, this bot updates existing workspaces or creates a new one
where applicable.

Example: For an employee, a Change in Employee Location event has been triggered in SAP
SuccessFactors. If a bot has been configured for this event containing the Create Or Update
Workspace bot, the bot will be executed updating the respective employee workspace.

To configure the Create Or Update Workspace bot:

1. Click the Bots tab or scroll to the Bots section. Click Edit fields .

2. From the drop down list, select the Create Or Update Workspace bot.
Edit the following parameters:

• Business Object Type

Specify the workspaces to be processed and the source from which to get
this information.
From the Source drop down list, select your source. You have the following
options:

– Event property
In the Value list, the event properties available for this event are listed.
Select your property.

– Content Server object

Click in the Value box to open the target browser. Select your Content
Server item.

• Business Object Key

Specify the source from which to get the actual ID of the workspaces to be
processed, and the property to use.
From the Source drop down list, select your source. You have the following
options:

– Event property
In the Value list, the event properties available for this event are listed.
Select your property.

– Content Server object

Click in the Value box to open the target browser. Select your Content
Server item.

302 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 16.2. Creating bots in the Event Bots configuration

Example 16-1: Settings for Employee workspace

You want to create or update workspaces triggered by an event in SAP

SuccessFactors. For Employee workspaces, you select the following settings:

Business Object Type – this is the business object type from SAP
SuccessFactors assigned to the Employee workspace type:
Source – Content Server Object
Value – sfsf:user

Business Object Key – this is the event property specifying the Employee
workspace ID:
Source – Event property
Value – userId

Example 16-2: Settings for Candidate workspace

You want to create/update workspaces triggered by an event in SAP

SuccessFactors. For Candidate workspaces, you select the following settings:

Business Object Type – this is the business object type from SAP
SuccessFactors assigned to the Candidate workspace type:
Source – Content Server Object
Value – sfsf:candidate

Business Object Key – this is the event property specifying the Candidate
workspace ID:
Source – Event property
Value – candidateId

EESU240300-CGD-EN-01 Customizing Guide 303

Chapter 16 Configuring bots in Event Bots

16.2.1.2 Create Or Update Central Workspace bot

Triggered by an event, this bot updates existing central workspaces or creates a new
one where applicable.

Important
This bot will be displayed only when the central workspace concept is enabled,
see “Using central workspaces” on page 93.

This bot is only supported for Employee Central, Recruiting, and Onboarding
Events.

Example: For an employee, a Change in Employee Location event has been triggered in SAP
SuccessFactors. If a bot has been configured for this event containing the Create Or Update
Central Workspace bot, it will be executed updating the respective central workspace.

To configure the Create Or Update Central Workspace bot:

1. Click the Bots tab or scroll to the Bots section. Click Edit fields .

2. From the list, select the Create Or Update Central Workspace bot.
Edit the following parameters:

• Business Object Type

Specify the business object type to be processed. Select sfsf:user for
employee workspaces or sfsf:candidate for candidate workspaces.
• Business Object Key
Specify the event property to use to get the actual ID of the workspaces to be
processed.
• Document Template ID
Optionally, specify a Document Template ID to be used to create the central
workspace. If not provided, the document template based on the Global
Template Configuration will be used.
• Synchronize Permissions
Turn on this switch to synchronize team participants for newly created
central workspaces. Turn the switch off to disable the option.

Note: For candidate workspaces, turning on this switch means you do

not need to run the Candidate Permission Synchronization bot
separately for those workspaces.
• Synchronize Candidates
Turn on this switch to synchronize candidate information for the central
workspace. Turn the switch off to disable the option.

304 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 16.2. Creating bots in the Event Bots configuration

• Full Property Synchronization

When this switch is turned on, properties for cross applications like
candidates are updated for existing central workspaces.
• Remove Existing Candidate Workspace
When this switch is turned on, references for existing candidate workspaces
will be removed before a central workspace with the same candidate ID is
created.
• Synchronize Assignment Class
Turn on this switch to synchronize the assignment class for the workspace.
Turn the switch off to disable the option.

Example 16-3: Settings for Candidate workspace

You want to create candidate workspaces triggered by an Update of Job

Application Status event in SAP SuccessFactors. Select the following settings:

Business Object Type – this is the business object type from SAP
SuccessFactors assigned to the Candidate workspace type:
Value – sfsf:candidate

Business Object Key – this is the event property specifying the Candidate
workspace ID:
Value – candidateId

Synchronize Permissions – turn on this switch to synchronize the team

participants of the roles used in external candidate workspaces for SAP
SuccessFactors, without needing to run the Candidate Permission
Synchronization bot.

EESU240300-CGD-EN-01 Customizing Guide 305

Chapter 16 Configuring bots in Event Bots

16.2.1.3 Create Document bot

Triggered by an event, this bot generates a document.

Prerequisites – you must have configured a document generation application, for

example Extended ECM PowerDocs, for your system.

Example: For an employee, a Change in Job Title event has been triggered in SAP
SuccessFactors. If a bot has been configured for this event containing the Create Document
bot, the bot will be executed generating a corresponding document.

To configure the Create Document bot:

1. Click the Bots tab or scroll to the Bots section. Click Edit fields .
2. From the drop down list, select the Create Document bot.
Edit the following parameters:

• Document Type
Specify which document type should be assigned to the document to be
generated.
From the Source drop down list, select Content Server object.
Click in the Value box and click Browse to open the target browser.
Browse and select your document type.
• Create Document for – Specify the business property to be passed for
document creation, for example, applicationId.
From the Source drop down list, select Event property.
In the Value list, the event properties available for this event are listed.
Select your property.
• Document Context – Specify the document context for which you want to
create the document in Extended ECM PowerDocs.

Note: The document context information is used in Extended ECM

PowerDocs to retrieve the correct document template. A central
workspace can have links to both Candidate and Employee. In order to
fetch document templates only for a specific profile or business object,
for example, candidate/sfsf:candidate or employee/sfsf:user, the
document context information is required.
By default, the document context is set to sfsf:user that is usually the
primary business object. In regular employee workspaces, where there
is no association to anything other than this business object, you can
see only the sfsf:user option in the list.

From the Source list, select your context. You have the following options:

– User
– Candidate

306 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 16.2. Creating bots in the Event Bots configuration

– Job Application
• Effective Date – Specify the effective date for the document generation.
From the Source list, select Event property.
In the Value list, the event properties available for this event are listed.
Select your property.
• Business Object Type – Specify the business object for the generated
document, for example, user or candidate.
From the Source list, select Content Server object.
Click in the Value box and click Browse to open the target browser.
Browse and select your business object.
• Business Object Key – Specify the business object key for the workspace the
document will be stored in.
From the Source list, select Event property.
In the Value list, the event properties available for this event are listed.
Select your property.

Example 16-4: Creating documents for Employee workspace

You want to create a document for an employee workspace with the Create
Document bot triggered by an event in SAP SuccessFactors, for example, a
Location Change event. You select the following settings:

Document Type – assigned document type:

Source – Content Server Object
Value – Local Employee - Relocation

Create Document for – business property to be passed for document creation:

Source – Content Server Object
Value – userId.

EESU240300-CGD-EN-01 Customizing Guide 307

Chapter 16 Configuring bots in Event Bots

Document Context – related to the business object and employee events:

Source – User

Effective Date – date to which the created document will be valid:

Source – <date attribute> included in integration definition configured in
SAP SuccessFactors

Business Object Type – this is the business object type from SAP
SuccessFactors assigned to the Employee workspace type:
Source – Content Server Object
Value – sfsf.user

Business Object Key – this is the event property specifying the Employee
workspace ID:
Source – Event property
Value – userId

308 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 17
Configuring OpenText Extended ECM PowerDocs

To use personalized document generation, you must install and configure OpenText
Extended ECM PowerDocs. Documents can be generated for document templates
that are configured for the current user.

When Extended ECM PowerDocs is enabled for your role, you can generate
documents from the Documents tab of your workspace using the Extended ECM
PowerDocs editor. As an HR Administrator or Manager, you can also generate
documents for your team members. Alternatively, an employee can generate
documents in the Document Self Service widget.

This chapter describes the Extended ECM PowerDocs configuration steps specific to
Extended ECM for SAP SuccessFactors. For information about the overall
configuration steps required to set up Extended ECM PowerDocs, see OpenText
Extended ECM - Document Generation Customization Guide (EEDG-CGD).

Prerequisites

As part of the configuration, you must have an API connection user for
connecting to Extended ECM for SAP SuccessFactors.

You must configure smart document types for document generation in

Extended ECM PowerDocs, including a completeness check to ensure an
employee workspace contains all required documents, and validation rules to
check the document type classifications, find the respective location, and place
the document. See “Customizing document completeness check and validation
rules” on page 63.

As part of the configuration process, you must configure the OAuth connection
for document generation in Extended ECM for SAP SuccessFactors. See
“Configuring SAP SuccessFactors OAuth for Document Generation”
on page 151.

EESU240300-CGD-EN-01 Customizing Guide 309

Chapter 17 Configuring OpenText Extended ECM PowerDocs

17.1 Customizing XSLT script for Onboardee

workspace
To enable document generation for the Onboardee workspace, you must customize
the WS Request URL script once you have completed the configuration in OpenText
Extended ECM - Document Generation Customization Guide (EEDG-CGD).

To customize WS Request URL file:

1. Log in to Extended ECM PowerDocs Content Manager. Click Technical

settings > Integration > Scripts.

2. Search for the WS Request URL script and click Change .

3. Update the script as follows:

a. Disable the following <xsl:text> element:

<xsl:text>

%20and%20%28status%20eq%20%27inactive%27%20or%20status%20

eq%20%27active%27%29

</xsl:text>

b. Enable the following <xsl:text> element if it exists, otherwise add it to the

script:
<xsl:text>

%20and%20%28status%20eq%20%27inactive%27%20or%20status%20eq

%20%27active%27%20or%20status%20eq%20%27active_external_suite%27%29

</xsl:text>

c. Click Change and activate the change.

310 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.2. Creating document templates in Extended ECM PowerDocs

17.2 Creating document templates in Extended ECM

PowerDocs
Business Model Mapping

Before creating document templates, you must perform the business model
mapping from SAP SuccessFactors to Extended ECM PowerDocs. For details,
see OpenText Extended ECM PowerDocs - Content Manager Administration Guide
(CRMCM-AGD).

17.2.1 Designing document templates

Extended ECM PowerDocs uses standard Microsoft Word document templates
*.dotx as the basis for the Extended ECM PowerDocs templates. These *.dotx files
can be used to define the following layout properties:

• Format – size, height, width, orientation.

• Page margins – left, right, top, bottom, header, footer, gutter.
• Borders – left, right, top, bottom with all settings, for example, color, shading,
width.
• Paper source – used to select the tray that will be used for the first page and the
tray that will be used for the other pages.
• Styles – Bulleted lists.

The content of Extended ECM PowerDocs templates is defined in the Content

Designer and consists of elements that have been created in Content Designer,
Content Manager, or from placeholders that retrieve data from the partner system.
This clear separation between layout and content enables users to make changes
very quickly, for example, in the event of changing the company's corporate
identity.

EESU240300-CGD-EN-01 Customizing Guide 311

Chapter 17 Configuring OpenText Extended ECM PowerDocs

The document templates to be used must be set up in Extended ECM PowerDocs.

The .dotx files must be uploaded to Extended ECM PowerDocs.

To create templates in Extended ECM PowerDocs:

1. Log in to Content Manager and click Content > Templates > Add .

2. In the template editor, configure your template as follows.

3. General section
Use the General section to configure the required basic template settings.

312 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.2. Creating document templates in Extended ECM PowerDocs

• Name – provide a name for the template.

• Categories – select the category to which you want to assign the template,
for example, Employment contract.
• Document template – select the Microsoft Word document template *.dotx
on which the template is based.
• Context – Starting business object for all object relationships. Used to control
the paths used to obtain data from the partner system.

Important
If you change the business object for an existing template, the business
object filter settings and all defined subtemplates will cease to apply or
be used.

4. Document Control
Use this section to configure the settings for managing the document.

• Document navigator – Select to enable the Document navigator during the

generation process, so that users can view the document structure and select
or deselect text blocks and subtemplates.
• Form-based editing – Select to limit users to editing form fields in the
generated written correspondence. The rest of the document is write-
protected.
• Do not show in selection – When this option is selected, the template is only
available as a bundle document. It is possible to add the template to other
templates, but it is not available individually for selection in the Extended
ECM PowerDocs Select template dialog box.

EESU240300-CGD-EN-01 Customizing Guide 313

Chapter 17 Configuring OpenText Extended ECM PowerDocs

• Send directly – Select to enable the option to send the template directly from
the Extended ECM PowerDocs Select template dialog box without having to
first generate the correspondence.

Important
If Send directly is selected, it is not possible to process bundle
documents individually.
• Shared – When the Shared check box is selected, the template is only
generated once and used for all recipients whenever implicit form letters are
generated.
• Report – The report function makes it possible to use data records from
multiple business objects in a single template. In order to process the
corresponding data, you will need to use tables.
• Show e-mail configuration – This option enables the opening of the E-mail
configuration dialog box when sending an e-mail from PowerDocs. When
this option is not selected, PowerDocs sends the e-mail without opening the
dialog box if all required information has been provided already.
• Show printer selection – Select this option to force the printer configuration
dialog box to open when you click Print in Extended ECM PowerDocs.
• Single processing – Select this option to define that the post-processing for
subtemplates is different to the defined post-processing of the main
template. You only need to select this option for the main template for it to
be active.
• Number of copies – The number of copies that will be generated by default.
The user can specify a different number of copies in the Print dialog box.

5. Process control
Use this section to define all post-processing actions in Extended ECM
PowerDocs.

314 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.2. Creating document templates in Extended ECM PowerDocs

• Base process – Select the process that should be run as a basic process. The
basic process is not run with Cancel, Draft, or Sign.
• Channel – Channel for which the process is defined in the table.
Right-clicking on a channel opens the context menu, which in turn can be
used to set the channel as a favorite.
• Process – Select the process for the enabled channel. For example, for the
Central print channel, you can select Save to xECM for SuccessFactors
workspace-Pdf to save the document in PDF format, or Save to xECM for
SuccessFactors workspace-Docx to save as a Microsoft Word document.
• Custom button – Custom button for the enabled channel.
• Enrich data – This option can be used to manipulate data delivered from the
partner system.
6. E-mail configuration
Use this section to manage sending a document by email.

EESU240300-CGD-EN-01 Customizing Guide 315

Chapter 17 Configuring OpenText Extended ECM PowerDocs

• Recipient path – The starting business object is preselected here and cannot
be changed.

• Add/Delete – Adds or deletes a recipient.

• Recipient – Add the recipient details.
• Sender – Select sender details.
• E-mail subject – Select the text block for the email subject.
• Use separate template – If this function is enabled, the template is sent as an
attachment in the selected attachment format. The email content comes from
the separate template selected with the drop-down menu.
• Attachment format – This menu is used to set the format for email
attachments. This is mandatory for document bundles DOC, DOCX, PDF
and RTF.
• Attach original document – If this function is enabled, the template is added
as an email attachment when sent. This function is recommended for use in
combination with a separate template.
• E-mail pre-header – Selection of the text block for the email pre-header.
• Use separate document template for mobile devices – Select the document
template for sending to mobile devices.
• Subject required – If this function is enabled, it is only possible to send the
email if the Subject field is filled out.
• Reply to read-only – If this function is enabled, it is not possible to edit the
reply-to address field.
• CC read-only – If this function is enabled, it is not possible to edit the email's
CC recipients.
• BCC read-only – If this function is enabled, it is not possible to edit the
email's BCC recipients.

7. Click Create and design and then design your template in the Content
Designer. For more details, see OpenText Extended ECM PowerDocs - Content
Manager / Content Designer User Guide (CRMCM-UGD).

316 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.2. Creating document templates in Extended ECM PowerDocs

17.2.2 Customizing Save2xECM script for business objects

As well as configuring the Save2xECM script file as detailed in section 1.9
“Configuring Save2xECM script file” in OpenText Extended ECM - Document
Generation Customization Guide (EEDG-CGD), you must customize the script for the
business objects you want to use in PowerDocs.

To customize theSave2xECM file:

1. Log in to Content Server. In the global menu, click Enterprise > Extended ECM.
Click Extended ECM for SAP SuccessFactors > Configure Module Specific
Settings.
In the Download Integration Configuration area, click Download for
PowerDocs Save to xECM Script to download the OpenText_PowerDocs_Save_
2_xECM_script.zip file. This ZIP file contains the latest PowerDocs Save2xECM
script.

2. Log in to Extended ECM PowerDocs Content Manager. Click Technical settings

> Integration > Scripts.

3. Search for the Save to xECM from PowerDocs script and click Change .
Note the following options:

• if the script is still unchanged as delivered out of the box, compare and if
necessary, change the Business object IDs and then replace the script block.
• if the script has already been changed, compare it with the latest Save2xECM
script you have downloaded in step 1 and merge the changes. Replace the
script block with the merged one.

Expected Business object IDs:

1. EmployeeDataObject
Existing: e2ddea3c-756e-4045-896a-7be5b72251f3
To update the Business object ID: click Content Settings > Business Objects
> (SuccessFactors) Employee Data.

2. userIdAttr
Existing: 0d367c4b-a729-48aa-8ea0-3928019acdfc
To update the Business object ID: click Content Settings > Business Objects
> (SuccessFactors) Employee Data > userId.

EESU240300-CGD-EN-01 Customizing Guide 317

Chapter 17 Configuring OpenText Extended ECM PowerDocs

3. jobApplicationObject
Existing: a977476f-1ba4-41ab-8366-2995d1b1202e
To update the Business object ID: click Content Settings > Business Objects
> (SuccessFactors) Job Application.

4. CandidateIdAttr
Existing: 27f42120-2bdc-499b-a1de-15fa761f09bc
To update the Business object ID: Click Content Settings > Business
Objects > (SuccessFactors) Job Application > candidateId.

4. In the Script parameter section, edit the following settings:

• xECM Instance – enter the name of your SAP SuccessFactors Business

Application connection.

• xECM End Point – provide your Content Server API URL:

https://<CS HOST>:<CS PORT>/OTCS/cs.exe/api/

• userId – provide the name of the technical user created in Content Server.
This user must have the required login permissions.

• password – provide the password of the technical user.

• externalsystem – provide the name of your SAP SuccessFactors Business

Application.

5. Save the changes and activate the script.

17.3 Configuring Take Action menu in SAP

SuccessFactors
As Business administrator, you can configure the Extended ECM document
generation URL in the SAP SuccessFactors Take Action menu. This allows HR
Business Partners to start interview mode for generating documents interactively
from SAP SuccessFactors.

To configure the Take Action menu:

1. In SAP SuccessFactors, log in as administrator user. Go to the Admin Center.

2. In the Tools search, search for Custom navigation configuration.

318 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.3. Configuring Take Action menu in SAP SuccessFactors

3. Add a new entry, for example, SAP xECM Document Generation.

Select the Link type = External Link - New Browser.

4. As URL, enter your Content Server URL.

Use the following pattern: https://<CONTENTSERVER>/cs.exe?
func=othcm.NavigateToDocumentGenerationSystem&system=<EXTERNALSYSTEM
_in_CS>&boid=sfsf:user&userid=@PERSON_USER_ID@&otdsauth=saml_<IDP>

Note: Document generation via the Take Action menu supports capture
of the Effective Date. To fetch the effective date during document
generation, add the following parameter to your URL:
enableEffectiveDate=true&.

Example: https://<CONTENTSERVER>/cs.exe?func=othcm.
NavigateToDocumentGenerationSystem&system=<EXTERNALSYSTEM_in_
CS>&boid=sfsf:user&userid=@PERSON_USER_ID@&otdsauth=
saml_<IDP>&enableEffectiveDate=true&

5. Select a Menu Location, for example, Employee Profile - Jump To or Person -

Take Action.

EESU240300-CGD-EN-01 Customizing Guide 319

Chapter 17 Configuring OpenText Extended ECM PowerDocs

6. Edit the Permissions.

320 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 17.3. Configuring Take Action menu in SAP SuccessFactors

7. Click Save.

17.3.1 Configuring URLs for candidates and job applications

Important
The settings described in this section are not officially supported by SAP
SuccessFactors and are provided for implementation projects only. Please
contact your OpenText support representative for more information.

To configure the URL for candidate or job application document generation, use one
of the following formats:

Document generation for sfsf:candidate—

https://<CONTENTSERVER>/cs.exe?
func=othcm.NavigateToDocumentGenerationSystem&system=<EXTERNALSYSTEM_in_
CS>&boid=sfsf:candidate&userid=@PERSON_USER_ID@&otdsauth=saml_<IDP>

EESU240300-CGD-EN-01 Customizing Guide 321

Chapter 17 Configuring OpenText Extended ECM PowerDocs

Document generation for sfsf:jobapplication—

https://<CONTENTSERVER>/cs.exe?
func=othcm.NavigateToDocumentGenerationSystem&system=<EXTERNALSYSTEM_in_
CS>&boid=sfsf:jobapplication&userid=@PERSON_USER_ID@&applicationId=@JOB_APP
LICATION_ID@&otdsauth=saml_<IDP>

322 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 18
Customizing document scanning using OpenText™
Imaging Enterprise Scan

You can scan documents directly to the employee workspace using OpenText™
Imaging Enterprise Scan.

Prerequisites
The following software components are required:

• Content Server
Content Server with the following modules must be installed:

– Extended ECM for SAP SuccessFactors

• Imaging Enterprise Scan client
The Enterprise Scan client must be installed on the system of the administrator or
Shared Services person who scans the documents.

To configure Bulk Scanning:

Perform the following steps:

1. Permission modelling in Content Server

You must configure Content Server folder permissions for the users performing
the bulk scanning.

EESU240300-CGD-EN-01 Customizing Guide 323

Chapter 18 Customizing document scanning using OpenText™ Imaging Enterprise Scan

Figure 18-1: Group permissions for Content Server folders

Figure 18-1 illustrates the necessary permissions for sample groups based on
different locations.
Note the following:

• The sample groups Scanner_IN and Scanner_DE must have approved the See
and See Contents permission for the Employee Workspaces folder including the
folders that contain the individual employee workspaces. This setting allows
the scanner user to configure the root folder in the Enterprise Scan Client.
• The sample groups Scanner_IN and Scanner_DE must have approved the See
and Add Items permissions for the folder that contains the employee
workspaces for the respective location. This allows the scanner user to see the
employee workspaces based on the location in the Workspaces Integration
widget/web control.
The Add Items permission allows the scanner user to upload documents into
the 999 Inbox staging folder.

2. Configuring Enterprise Scan

In Content Server, click Enterprise > Extended ECM > Extended ECM for SAP
SuccessFactors > Configure Module Specific Settings.

324 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 In the Download Integration Configurations area, click Download for
Enterprise Scan Profile.
A ZIP file containing the following items will be downloaded:

• SAPSuccessFactorsWSForm.dll – the .NET library that shows the form

showing the list of workspaces embedded in the web browser control.
• SAP_SuccessFactors_Scan_Profile.xml – the profile that contains JScript.
NET code for communicating with the SAPSuccessFactorsWSForm.dll .NET
library. Additionally, it also contains default scan processing and archiving
information.

Perform the following tasks:

• Copy the .NET library SAPSuccessFactorsWSForm.dll and the SAP_

SuccessFactors_Scan_Profile.xml file to a temporary location on the
scanner user’s system.
• To deploy and to activate the .NET library, copy SAPSuccessFactorsWSForm.
dll to the Enterprise Scan installation location <ES_Home>\bin.

• To import the profile, open Enterprise Scan and go to Tools > Import
Configuration. Browse to the SAP_SuccessFactors_Scan_Profile.xml file
and open it.
• To update the Content Server root folder, go to SFSF_Profile_Archiving >
Archiving > Content Server. Select the folder for which the scanner user has
permissions to see employee workspaces.
• To test the configuration, scan the documents and select the Select Business
Workspace check box.

To configure Scan Classification in Content Server:

The classification Scanned Document is available in the OTHCM_Classifications.zip
transport file. The Object ID of this classification must be configured in the
Extended ECM for SAP SuccessFactors module administration.

Perform the following steps:

1. Go to Extended ECM > Extended ECM for SAP SuccessFactors > Configure
Module Specific Settings. In the Select Settings for Extended ECM
Operations area and in the Scan Classification box, browse and select
the Scanned Documentation classification.
For more information, see “Configure Module Specific Settings” on page 109.
2. Add the Scanned Document classification as a rule to all templates. To create a
rule for classifications, see “Customizing document completeness check and
validation rules” on page 63.

Miscellaneous tasks
• By default, the Enterprise Scan scanning profile contains an invalid scanner
location. To update the scanner location, go to File > Configure Scanner.

EESU240300-CGD-EN-01 Customizing Guide 325

Chapter 18 Customizing document scanning using OpenText™ Imaging Enterprise Scan

• If any errors occur during processing and archiving, the logging information can
be found in the IXClient.log file located at C:\Users\<username>\AppData\
Local\OpenText\Enterprise Scan\Log.

• The WebBrowser control opens the default user’s web browser when the user
selects the Business Workspaces check box.

18.1 Enable SAML authentication in OpenText™

Imaging Enterprise Scan
Enterprise Scan supports SAML authentication using a REST API call. This support
is extended to the Extended ECM for SAP SuccessFactors module, where the
authentication can be done by making a call to SAP SuccessFactors.

To create the OAuth Client in OTDS:

1. Sign in to OTDS as admin user.

2. Click OAuth Clients and click Add.

3. Provide the Client ID as enterprisescanclientid.

4. Click Next until you reach the Redirect URLs screen.

5. Click Add and provide the URL as http://127.0.0.1:[0-9]{1,5}/.

Click Save.

Important
Do not change the values specified above for the Client ID and Redirect
URL.

Login via SAP SuccessFactors

1. If SAML 2.0 Authentication Handler has been configured in OTDS for SAP
SuccessFactors as identity provider, you can also click the Sign in with
button and log in via SAP SuccessFactors.

326 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 18.1. Enable SAML authentication in OpenText™ Imaging Enterprise Scan

2. If Active By Default is set to true in the authentication handler, you will

be directed to the SAP SuccessFactors login page.

To enable Content Server REST login option in Enterprise Scan:

1. In Enterprise Scan, click the Tools tab. Click Workstation options.

2. In Configure Workstation Options, click the Content Server tab.

Select the Use REST API option and click OK.

3. Restart the Enterprise Scan Desktop application.

EESU240300-CGD-EN-01 Customizing Guide 327

Chapter 18 Customizing document scanning using OpenText™ Imaging Enterprise Scan

4. After Enterprise Scan has restarted, click the Tools tab > Content Server Sign
In.

5. Edit the following settings:

• CS URL – provide your Content Server URL.

• Login using – you can select any of the log in options:

– Username & Password – users must provide username and password in

the respective fields.
– Windows credentials – users can sign in to Content Server using their
Windows credentials.
– Browser login – select this option for the users to sign in to Content
Server with a browser. After selecting this option and clicking the
Proceed button, the Content Server Login page will open in a browser.

328 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 19
Transporting Extended ECM for SAP
SuccessFactors settings

You can transport the following settings from one Content Server to another:

• Smart Document Types

• OAuth settings for document generation
• Permission propagation rules
• Global Template Configuration
• Module Specific Settings
• Create Document Workflow settings
• Scheduled bots

Existing settings can then be used on another system or can easily be deployed in a
cloud environment.

19.1 Summary of transport process

To transport settings from one system to another, follow the steps below.

To export from the source system:

1. Go to Enterprise > Transport Warehouse. Click Add Item > Workbench.

2. Enter a Name for the new workbench and click Add.

EESU240300-CGD-EN-01 Customizing Guide 329

Chapter 19 Transporting Extended ECM for SAP SuccessFactors settings

3. Go to the location of the settings you want to transport. In the Function menu,
click Add to Warehouse.

4. In Add to Workbench, click Browse Content Server and select the workbench
that you have created previously.
Select the Included Objects check box. Click Add to Warehouse and then click
OK.

Note: TheIncluded Objects option is available only for containers.

330 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 19.1. Summary of transport process

5. Go back to Enterprise > Transport Warehouse and open your workbench.

Check that your content has been included in the workbench. Click Add all to
Transport Package.

In Add Transport Package, provide a name for the transport and click Add.
Click OK to confirm.

6. Go to Transport Warehouse and click Transport Packages. In the Function

menu of your newly created transport package, click Download.

EESU240300-CGD-EN-01 Customizing Guide 331

Chapter 19 Transporting Extended ECM for SAP SuccessFactors settings

To import the transport package in the target system:

1. Go to Enterprise > Transport Warehouse > Transport Packages. Click Add item
and select Transport Package.
Enter a Name for the transport package. Click Choose File and select the
transport item that you downloaded from the source system. Click Add and
then OK.

2. Go back to the newly created transport package and in its Function menu, click
Unpack.

332 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 19.1. Summary of transport process

3. In Unpack to, click Create New . Provide a Name for the new workbench and
click Add.
Click Unpack and then click OK.

4. Click Deploy workbench. Click Deploy and then click OK.

EESU240300-CGD-EN-01 Customizing Guide 333

Chapter 19 Transporting Extended ECM for SAP SuccessFactors settings

For more information on transporting settings, see OpenText Content Server User Help
- Transport (LLESTRP-H-UGD).

See the following sections for information specific to the settings you wish to
transport.

19.2 Transporting Smart Document Types

To transport Smart Document Types:

1. In the source system, customize the Smart Document Types for your document
template. For details, see “Customizing document completeness check and
validation rules” on page 63.
2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Document Templates > SuccessFactors,
and in the Function menu of your template, click Add to Warehouse.
3. Once you have deployed the contents of the workbench in the target system, go
to Enterprise > Document Templates. In the Function menu of the deployed
template, click Properties > Smart Document Type and check if the required
types have been transported properly.

19.3 Transporting OAuth settings for document

generation
To transport OAuth settings for document generation:

1. In the source system, customize the OAuth settings. For details, see
“Configuring SAP SuccessFactors OAuth for Document Generation”
on page 151.
2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Extended ECM > Extended ECM for
SAP SuccessFactors > Configure Document Generation Settings, and in the
Function menu for Configure SuccessFactors OAuth for Document
Generation, click Add to Warehouse.

Notes

• Ensure the target system has an OAuth-enabled external system

connection. Go to Enterprise > Extended ECM > Connections to

334 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 19.4. Transporting Permission Propagation rules

Business Applications (External Systems)and confirm that your SAP

SuccessFactors connection is enabled with the OAuth authentication
method.
• The OAuth Client Secret is not included in the transport settings.

3. Once you have deployed the contents of the workbench in the target system, go
to Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors >
Configure Document Generation Settings > Configure SuccessFactors OAuth
for Document Generation and check if the settings have been transported
properly.

19.4 Transporting Permission Propagation rules

To transport Permission Propagation rules:

1. Add the Permission Propagation rules to the document template. For details,
see “Configuring access permissions from SAP HCM using Permission
Propagation” on page 270.

2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Document Templates > SuccessFactors,
and in the Function menu of your template, click Add to Warehouse.

Group does not exist in target system

If a group from the source system does not exist in the target system, a
message Cannot deploy is displayed while deploying. In this case, click the
object to find the groups that exist in the workbench but not in the target
system. For each non-existent group, click Edit, select the alternate group,
and click Save. These non-existent groups then will not be added to the
document template. You must configure them manually.

3. Go to Enterprise > Document Templates. In the Function menu of the deployed

template, click Properties > Specific and check if the required rules have been
transported properly.

EESU240300-CGD-EN-01 Customizing Guide 335

Chapter 19 Transporting Extended ECM for SAP SuccessFactors settings

19.5 Transporting the Global Template Configuration

To transport the Global Template Configuration:

1. Configure your Global Template as described in “Global Template

Configuration” on page 121.

2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Extended ECM > Extended ECM for
SAP SuccessFactors. In the Global Template Configuration Function menu,
click Add to Warehouse.

3. Go to Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors >
Global Template Configuration and check the template has been transported
properly.

19.6 Transporting Module Specific Settings

This option transports the following module-specific settings:

• Document Mime Types

• Enable Document Preview
• Inbox Settings
• Settings for Extended ECM Operations
• Default Reminder Type
• SuccessFactors Data Replication Job Settings
• SAP SuccessFactors User Synchronization Configuration
• Communication Parameters
• Global Template Configuration for Central Workspace
• Perspective Loading Configuration

To transport Module Specific Settings:

1. Define your module-specific settings as described in “Configure Module

Specific Settings” on page 109.

2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Extended ECM > Extended ECM for
SAP SuccessFactors. In the Configure Module Specific Settings Function
menu, click Add to Warehouse.

3. Go to Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors >
Configure Module Specific Settings and check the settings listed above have
been transported properly.

336 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 19.7. Transporting Create Document workflow settings

19.7 Transporting Create Document workflow settings

To transport Create Document workflow settings:

1. In the source system, configure the document workflow. For details, see
“Configuring document generation settings for Create Document widget in
Extended ECM” on page 153.

2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go back to Enterprise > Extended ECM > Extended ECM for
SAP SuccessFactors > Configure Document Generation Settings, and in the
Function menu for Configure Create Document for SAP SuccessFactors
Workflow, click Add to Warehouse.

Note: Extended ECM PowerDocs must be configured in the target system

for the transport package import to be successful. For more information,
see “Configuring OpenText Extended ECM PowerDocs“ on page 309

3. Go to Enterprise > Extended ECM > Extended ECM for SAP SuccessFactors >
Configure Document Generation Settings > Configure Create Document for
SAP SuccessFactors Workflow, and check the settings have been transported
properly.

19.8 Transporting scheduled bots

You can export scheduled bots that have specific types and IDs associated with
them, for example:

• Selected document types in the Create Bulk Documents bot

• An HR administrator account in the Run as HR field for the Create Bulk

Documents bot

• Workspace IDs in a synchronization bot

To transport scheduled bots:

1. In the source system, configure your scheduled bots. For details, see
“Configuring Scheduled Bots“ on page 167.

2. Follow the steps in “Summary of transport process” on page 329. In step 3 of the
export process, go to Enterprise > Extended ECM. In the Scheduled Bots
Function menu, click Add to Warehouse.

3. Once you have unpacked the transport package in the target system, open the
selected workbench. At this stage you can select a workbench item and check
the options in the exported bot have equivalent values in the target system.

EESU240300-CGD-EN-01 Customizing Guide 337

Chapter 19 Transporting Extended ECM for SAP SuccessFactors settings

Example 19-1: Create Bulk Documents

In this Create Bulk Documents example the Document Type is set to

Accident, and the Run as HR account is set to bizadmin. Both of these
values exist in the target system, as indicated by the Match found icon ,
and hence the bot can be deployed without editing.

Example 19-2: Synchronization bot including workspace IDs

In this example, possible matches for the workspace IDs have been
identified in the target system, as indicated by the Possible match found
icon . You can accept these possible matches and deploy the bot, or you
can click Edit for each object and search for a more suitable match.
If no match is found for an object in the target system, as indicated by the
No match icon under Exists in instance. click Edit to configure the bot.

4. Go to Enterprise > Extended ECM > Scheduled Bots and check the bots have
been transported properly.

338 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

Chapter 20
Appendix

20.1 Structure of pre-defined data packages

In the following sections, the detailed structure of the provided data packages is
listed.

20.1.1 Central Workspace configuration

20.1.1.1 othcm_central.zip
Pre-defined package of objects that facilitates creation of sample metadata
categories, document type classifications, document workspace types, and
supported business objects for SAP SuccessFactors integration for the Central
Workspace design.

Deploy othcm_central transport packages only in a new installation

Note that the othcm_central transport packages are intended only to be

deployed in new installations.

Categories

• SAP SuccessFactors

– OTHCM_DOC_Metadata_Categories
Document Categories

○ Date of Origin
○ Archive Date
○ Created By
○ Archived By
○ Task Number
– OTHCM_WS_Candidate_Categories
Address

○ Street
○ House Number
○ City
○ Postal Code

EESU240300-CGD-EN-01 Customizing Guide 339

Chapter 20 Appendix

○ State
○ Country

Administration

○ Payroll Administrator
○ Payroll Administrator Description
○ Administrator for HR Master Data
○ Administrator for HR Master Data Description
○ Administrator for Time Recording
○ Administrator for Time Recording Description

Application Information

○ Date of Application
○ Deletion Date of Application
○ Keep record
○ Application Status
○ Region

Candidate Information

○ Candidate Id
○ Address
○ Address2
○ Anonymized
○ Anonymized Date
○ Candidate Locale
○ Second Name
○ Primary Phone
○ City
○ Consent to marketing
○ Contact Email
○ Country
○ Creation Date
○ Current Title
○ Data Privacy Id
○ External Candidate

340 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

○ First Name
○ Home Phone
○ Last Login Date
○ Last Modified Date
○ Last Name
○ Middle Name
○ Partner Member Id
○ Partner Source
○ Primary Email
○ Privacy Accept Date
○ Public Intranet
○ Share Profile
○ System User Id
○ Visibility Option
○ Zip

Candidate Job Application

○ Job Application

• Job Application Id
• Job Requisition Id
• Job Title
• Last Modified
– OTHCM_WS_Employee_Categories
Address

○ Street
○ House Number
○ City
○ Postal Code
○ State
○ Country

Administration

○ Payroll Administrator
○ Payroll Administrator Description

EESU240300-CGD-EN-01 Customizing Guide 341

Chapter 20 Appendix

○ Administrator for HR Master Data

○ Administrator for HR Master Data Description
○ Administrator for Time Recording
○ Administrator for Time Recording Description

Employment

○ Start of Employment
○ End of Employment
○ Work Contract
○ Work Contract Description
○ Reason For Leaving
○ Employment Status

Job Information

○ Company Code
○ Company Code Description
○ Personnel Area
○ Personnel Area Description
○ Employee Group
○ Employee Group Description
○ Employee Subgroup
○ Employee Subgroup Description
○ Organizational Key
○ Business Area
○ Business Area Description
○ Personnel Subarea
○ Personnel Subarea Description
○ Legal Area
○ Payroll Area
○ Payroll Area Description
○ Cost Center
○ Cost Center Description
○ Organizational Details

• Organizational Unit

342 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

• Organizational Unit Description

• Start Date
• End Date
○ Position
○ Position Description
○ Job
○ Job Description
○ Supervisor Area
○ Job Grade
○ Country Group
○ Region
○ Organizational Unit
○ Salary
○ Job Role
○ Total Team Size
○ Job Title
○ Department
○ Time Zone

Personal Information

○ User ID
○ Assignment Type
○ User Name
○ Last Name
○ First Name
○ Second Name
○ Name at Birth
○ Title
○ Gender
○ Date of Birth
○ Country of Work
○ Birthplace
○ Nationality
○ Number of Children

EESU240300-CGD-EN-01 Customizing Guide 343

Chapter 20 Appendix

○ Personnel Number
○ Personnel ID Number
○ E-Mail
○ Phone Number
○ Mobile Number
○ Location
○ Profile Type
• SAPCMIS Types

– cmis.type
– SAP Base
– SF Candidate
– SF Company
– SF Document
– SF Email Template
– SF GDPR Info
– SF Job Application Interview
– SF Job Application
– SF Job Offer
– SF Job Requisition
– SF Library
– SF Mentoring Program
– SF Offer Letter
– SF Onboardee
– SF Person
– SF Session
– SF Transcript
– SF User

Classifications

• DocumentType Classifications

– Accident
– Accident Insurance
– Accident Insurance Beneficiary

344 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

– Acting/Up Allowance
– Address
– Advanced/Off-cycle Payment
– Annual Payroll Report
– Application Documents
– Appraisal
– Background Check
– Bank Account Details
– Birth/Adoption Certificate 24 AM
– Child Allowance
– Clothing, Shoes
– Company Car - Allowance
– Company Car - Correspondence
– Company Car - Invoice
– Company Car - Tax Treatment
– Company Credit Card
– Company Pension Annual Confirmation
– Company Pension Contribution Calculation 24 AM
– Company Pension Correspondence
– Company Pension Individual Arrangement
– Company Pension Performance Information
– Company Policy Agreement
– Company/Personal Car - Policy Agreement
– Criminal Record
– Daily Allowance (Sales Force)
– Data Protection/Confidentiality
– Dental Insurance
– Dependent Care
– Developmental Assignment/Secondment
– Disability Classification
– Disability Correspondence
– Disability Leave
– Disability Subsidy (Application/Conf.)

EESU240300-CGD-EN-01 Customizing Guide 345

Chapter 20 Appendix

– Disciplinary/Grievance Documentation
– Downgrade
– Driver License
– Employee Death
– Employee Referral Bonus
– Employee Separation Terms & Conditions
– Employment Contract
– Employment Contract/Offer Letter
– Employment Letter
– Entry/Orientation Checklist
– Exit Checklist/Leaver Request
– Exit Interview
– Expat - Balance Sheet
– Expat - Children Schooling
– Expat - Intl. Assignment Per Diem
– Expat - Net Payout Calculation/Gross up
– Expat - Payroll Instruction
– Expat - Permanent Housing
– Expat - Relocation
– Expat - Spousal Support
– Expat - TAF/LOU
– Expat - Temporary Housing
– Expat - Utilities Reimbursement
– Family Events (Wedding, Funeral, etc.)
– Flexible Benefits Correspondence
– FMLA/Qualified Leave
– Garnishment
– Home/Teleworking Arrangement
– Incentive/Equity
– Interview Documents/Notes
– Lateral Move
– Law Case Documentation
– Legal Entity Change (only)

346 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

– Legal Representation
– Life Insurance
– Life Insurance Beneficiary
– Loan Agreement
– Local Employee - Children Schooling
– Local Employee - Relocation
– Long Term Incentive
– Manufacturing-related Compensation
– Marital Status/Name Change
– Maternity/Paternity/Parental/Adoption
– Medical Check Confirmation
– Medical Insurance
– Merit/Union Salary Increase
– Military/Civilian Leave
– Mobile Phone Policy Agreement
– New York State Wage Notification
– Off Cycle Change in Pay (PiR, Graduate)
– Off Cycle Equity Award
– Offer Letter
– Optical Aid
– Other Benefits
– Other Leave (Bereavement, Jury, etc.)
– Other One-off Payments
– Other Recurring Payments (Funct. Allow.)
– Overtime Compensation
– Parental Part Time “parental leave ”
– Parking
– Passport/ID Card
– Payroll Deduction
– Pension Deferral Program Correspondence
– Performance Award
– Performance Conversations (YE, MY)
– Performance Improvement Plan

EESU240300-CGD-EN-01 Customizing Guide 347

Chapter 20 Appendix

– Personal Car - Insurance

– Personal Details Form/Entry Form
– Personal Information Request
– Position Title/Manager Change (only)
– Pregnancy
– Probationary Period Assessment
– Promotion
– Public Transportation Support
– Reference Letter
– Religion
– Restrictions/Accommodations
– Resume
– Retention Bonus
– Sabbatical/Career Break
– Secondary Employment Arrangement
– Scanned Document
– Senior Part Time “semi-retirement”
– Service Award
– Sick Leave
– Sign-on Bonus
– Social Insurance/Identification Number
– Social Security Correspondence
– Social Security Intl. Assignment
– Standby Compensation
– Statutory Pension Correspondence
– Tax Correspondence
– Tax Deduction
– Tax Intl. Assignment
– Time Recording
– Timesheet Approvals
– Training Agreement/Payback
– Training Certificate
– Union Membership

348 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

– Vacation
– Warning Letter
– Work Permit/Eligibility/Visa
– Workers Comp/Occupational
– Working Time/Pay Adjustment
– Working/Shift Pattern Change
– Works Council Documentation
• WS_Employee_Classification
–

Folders

• Extended ECM for SAP SuccessFactors

– Business Workspaces

○ Employee Workspaces
– Workflows

○ Delete Workflow

Workspace Types

• Employee

Upgrade information for 21.3

A new business object type sfsf:onboardee is now available.

Business Object Types

• sfsf.candidate
• sfsf.person
• sfsf.user
• sfsf.onboardee

EESU240300-CGD-EN-01 Customizing Guide 349

Chapter 20 Appendix

20.1.1.2 othcm_central_wstemplates.zip
Pre-defined package of objects that facilitates creation of sample workspace
templates with relevant document folder structure for the Central Workspace
design. This package also includes application interface perspective for HR
personas.

Document Templates

• OTHCM_Employee_WS_Template_Europe
010 Hiring & Onboarding

– 010.010 Application & Selection

– 010.020 Onboarding

020 Personal Information

– 020.010 Personal Details

– 020.020 Medical Check
– 020.030 Children
– 020.040 Employee Master Data
– 020.050 Disability

030 Employment

– 030.010 Employment Contract

– 030.020 Localization/Relocation Support
– 030.030 Promotion/Downgrade/Lateral Move
– 030.040 Change in Pay/Working Time
– 030.050 Incentives & Equity
– 030.060 Recurring/One-off Payments
– 030.070 Leave of Absence
– 030.080 Performance
– 030.090 Reference Letter
– 030.100 Payroll
– 030.110 Time & Attendance

040 Employee Relations

– 040.010 Disciplinary/Grievance
– 040.020 Union
– 040.030 Works Council

350 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

– 040.040 Law Cases & Information

050 Tax & Social Security

– 050.010 Social Security

– 050.020 Tax

060 International Assignment

– 060.010 Contract & Relocation

– 060.020 Balance Sheet/Payroll Instruction
– 060.030 Housing
– 060.040 Expat - Family

070 Benefits & Work Equipment

– 070.010 Transportation
– 070.020 Mobile Phone
– 070.030 Non-statutory Insurance
– 070.040 Other Benefits
– 070.050 Company Credit Card

080 Training & Policies

– 080.010 Training
– 080.020 Policies

090 Pension

– 090.010 Company Pension

– 090.020 Pension Deferral Program

100 End of Employment

– 100.010 Employee Separation

– 100.020 Offboarding

999 Inbox

– –

Employment Workspaces

– –

EESU240300-CGD-EN-01 Customizing Guide 351

Chapter 20 Appendix

• OTHCM_Employee_WS_Template_NA
010 Hiring & Onboarding

– 010.010 Application & Selection

– 010.020 Onboarding

020 Personal Information

– 020.010 Personal Details

030 Medical

– –

040 Employment

– 040.010 Employment Contract

– 040.020 Localization/Relocation Support
– 040.030 Promotion/Downgrade/Lateral Move
– 040.040 Change in Pay/Working Time
– 040.050 Incentives & Equity
– 040.060 Recurring/One-off Payments
– 040.070 Leave of Absence
– 040.080 Performance

050 Employee Relations

– 050.010 Disciplinary/Grievance
– 050.020 Union

060 Tax & Social Security

– 060 .010 Tax

070 International Assignment

– 070.010 Contract & Relocation

– 070.020 Balance Sheet/Payroll Instruction
– 070.030 Housing
– 070.040 Expat - Family

080 Benefits & Work Equipment

– 080.010 Transportation

352 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

090 Training & Policies

– 090.010 Training
– 090.020 Policies

100 End of Employment

– 100.010 Employee Separation

– 100.020 Offboarding

999 Inbox

– –

Employment Workspaces

– –
• OTHCM_Employee_WS_Template_OTHERS
010 Hiring & Onboarding

– 010.010 Application & Selection

– 010.020 Onboarding

020 Personal Information

– 020.010 Personal Details

– 020.020 Medical Check
– 020.030 Children
– 020.040 Employee Master Data
– 020.050 Disability

030 Medical

– –

040 Employment

– 040.010 Employment Contract

– 040.020 Localization/Relocation Support
– 040.030 Promotion/Downgrade/Lateral Move
– 040.040 Change in Pay/Working Time
– 040.050 Incentives & Equity
– 040.060 Recurring/One-off Payments
– 040.070 Leave of Absence

EESU240300-CGD-EN-01 Customizing Guide 353

Chapter 20 Appendix

– 040.080 Performance
– 040.090 Reference Letter
– 040.100 Payroll
– 040.110 Time & Attendance

050 Employee Relations

– 050.010 Disciplinary/Grievance
– 050.020 Union
– 050.030 Works Council
– 0050 40.040 Law Cases & Information

060 Tax & Social Security

– 060.010 Social Security

– 060.020 Tax

070 International Assignment

– 070.010 Contract & Relocation

– 070.020 Balance Sheet/Payroll Instruction
– 070.030 Housing
– 070.040 Expat - Family

080 Benefits & Work Equipment

– 080.010 Transportation
– 080.020 Mobile Phone
– 080.030 Non-statutory Insurance
– 080.040 Other Benefits
– 080.050 Company Credit Card

090 Training & Policies

– 090.010 Training
– 090.020 Policies

100 Pension

– 100.010 Company Pension

– 100.020 Pension Deferral Program

354 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

110 End of Employment

– 110.010 Employee Separation

– 110.020 Offboarding

Employment Workspaces

– –
• OTHCM_Employment_WS_Template_Europe
010 Employment Contract

– –

020 Localization/Relocation Support

– –

030 Promotion/Downgrade/Lateral Move

– –

040 Change in Pay/Working Time

– –

050 Incentives & Equity

– –

060 Recurring/One-off Payments

– –

070 Leave of Absence

– –

080 Performance

– –

090 Reference Letter

– –

100 Payroll

– –

110 Time & Attendance

– –

EESU240300-CGD-EN-01 Customizing Guide 355

Chapter 20 Appendix

Primary Assignment Workspaces

– –
• OTHCM_Employment_WS_Template_NA
010 Employment Contract

– –

020 Localization/Relocation Support

– –

030 Promotion/Downgrade/Lateral Move

– –

040 Change in Pay/Working Time

– –

050 Incentives & Equity

– –

060 Recurring/One-off Payments

– –

070 Leave of Absence

– –

080 Performance

– –

Primary Assignment Workspaces

– –
• OTHCM_Employment_WS_Template_OTHERS
010 Employment Contract

– –

020 Localization/Relocation Support

– –

356 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

030 Promotion/Downgrade/Lateral Move

– –

040 Change in Pay/Working Time

– –

050 Incentives & Equity

– –

060 Recurring/One-off Payments

– –

070 Leave of Absence

– –

080 Performance

– –

090 Reference Letter

– –

100 Payroll

– –

110 Time & Attendance

– –

Primary Assignment Workspaces

– –

Perspectives

• Human Resources Landing Page

EESU240300-CGD-EN-01 Customizing Guide 357

Chapter 20 Appendix

20.1.2 saphcm.zip
Pre-defined package of objects that facilitates sample integration with SAP HCM.

Business Object Types

• Employee (BUS1065)

20.1.3 Upgrade Objects

20.1.3.1 Multiple Assignment.zip
Pre-defined package of objects that facilitates creation of sample workspace
templates for multiple employment assignments for upgrade customers.

Document Templates

• OTHCM_Employment_WS_Template_Europe

– 010 Employment Contract

– 020 Localization/Relocation Support
– 030 Promotion/Downgrade/Lateral Move
– 040 Change in Pay/Working Time
– 050 Incentives & Equity
– 060 Recurring/One-off Payments
– 070 Leave of Absence
– 080 Performance
– 090 Reference Letter
– 100 Payroll
– 110 Time & Attendance
– Primary Assignment

OTHCM_Employment_WS_Template_NA

– 010 Employment Contract

– 020 Localization/Relocation Support
– 030 Promotion/Downgrade/Lateral Move
– 040 Change in Pay/Working Time
– 050 Incentives & Equity
– 060 Recurring/One-off Payments
– 070 Leave of Absence

358 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.1. Structure of pre-defined data packages

– 080 Performance
– Primary Assignment

OTHCM_Employment_WS_Template_OTHERS

– 010 Employment Contract

– 020 Localization/Relocation Support

– 030 Promotion/Downgrade/Lateral Move

– 040 Change in Pay/Working Time

– 050 Incentives & Equity

– 060 Recurring/One-off Payments

– 070 Leave of Absence

– 080 Performance

– 090 Reference Letter

– 100 Payroll

– 110 Time & Attendance

– Primary Assignment

Business Object Types

• sfsf.user

20.1.3.2 SAPCMIS_Categories.zip
Pre-defined package of objects that includes the CMIS Categories relevant for
business integration with SAP SuccessFactors, intended for customers upgrading
from old versions to SAP SuccessFactors 1902 and later.

Categories

• SF Company

• SF Mentoring Program

• SF Onboardee

• SF Session

• SF Transcript

• SF User

EESU240300-CGD-EN-01 Customizing Guide 359

Chapter 20 Appendix

20.2 Required OData Entity setup in SAP

SuccessFactors
Configure the users in SAP SuccessFactors according to the following Entity model.

Scheduled Processing Job: Central Workspace Creation/Update

Entity Type Required Property Type Filterable

User userId string Yes
username string
status string Yes
firstName string
lastName string
email string
lastModifiedDateTime datetimeoffset Yes
location string Yes
division string Yes
department string Yes
empInfo EmpEmployment
personKeyNav PersonKey
manager User

Entity Type Required Property Type Filterable

PersonKey personId long
personIdExternal string Yes

Entity Type Required Property Type Filterable

EmpEmplyoment jobInfoNav EmpJob Yes

Entity Type Required Property Type Filterable

EmpJob countryOfCompany string Yes

Entity Type Required Property Type Filterable

Country externalName_defaultValue string
code string

Entity Type Required Property Type Filterable

FOLocation name string

360 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.2. Required OData Entity setup in SAP SuccessFactors

Entity Type Required Property Type Filterable

externalCode string

Entity Type Required Property Type Filterable

FODivision name string
externalCode string

Entity Type Required Property Type Filterable

FODepartment name string
externalCode string

Additionally, when candidates and permissions for candidate

workspaces are synchronized

Entity Type Required Property Type Filterable

Candidate candidateId long Yes
usersSysId string Yes
jobsApplied JobApplication

Entity Type Required Property Type Filterable

JobApplication candidateId long Yes
jobAppStatus JobApplicationStatus
jobReqId long Yes
jobRequisition JobRequisition

Entity Type Required Property Type Filterable

JobApplicationStatus appStatusSetId long Yes

Entity Type Required Property Type Filterable

JobRequisition jobCode string Yes
jobReqId long Yes
hiringManager JobRequisitionOperator
recruiter JobRequisitionOperator
recruiterTeam JobRequisitionOperator
jobReqLocale JobRequisitionLocale

Entity Type Required Property Type Filterable

JobRequisitionLocale jobTitle string

EESU240300-CGD-EN-01 Customizing Guide 361

Chapter 20 Appendix

Entity Type Required Property Type Filterable

locale string

Entity Type Required Property Type Filterable

JobRequisitionOpera userSysId string Yes
tor

Additionally, when workspaces for onboardees are created

Entity Type Required Property Type Filterable

ONB2Process user string
processTriggerNav ONB2ProcessTrig
ger

Entity Type Required Property Type Filterable

ONB2ProcessTrigger rcmCandidateId long Yes

Additionally, when workspaces for multiple assignments are

created

Entity Type Required Property Type Filterable

EmpEmployment assignmentClass string

Entity Type Required Property Type Filterable

SecondaryAssignmentsIte usersSysId string Yes
m
usersSysIdNav User

Scheduled Processing Job: Group/Permission Synchronization

from SAP SuccessFactors

Entity Type Required Property Type Filterable

RBPRole roleId long
roleName string Yes
lastModifiedDate datetime Yes
rules RBPRule

Entity Type Required Property Type Filterable

RBPRule ruleId long
status int

362 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.2. Required OData Entity setup in SAP SuccessFactors

Entity Type Required Property Type Filterable

excludeSelf bool Yes
relationRole string
targetGroupLevel int
myFilter string
includeSelf bool Yes
accessGroupLevel int Yes
accessUserType string Yes
targetUserType string Yes
accessGroups DynamicGroup
targetGroups DynamicGroup

Entity Type Required Property Type Filterable

DynamicGroup groupID long
groupName string Yes
activeMembershipCount int
totalMemberCount int
groupType string Yes
lastModifiedDate datetime Yes

Document generation for SAP SuccessFactors workflow steps

Entity Type Required Property Type Filterable

WfRequestStep wfRequestId long
wfRequestStepId long
stepNum long Yes
createdOn datetime
lastModifiedOn datetime
status stringstring Yes
wfRequestNav WfRequest

Entity Type Required Property Type Filterable

WfRequest currentStepNum int Yes
empWfRequestNav EmpWfRequest

EESU240300-CGD-EN-01 Customizing Guide 363

Chapter 20 Appendix

Entity Type Required Property Type Filterable

EmpWfRequest wfRequestId long Yes
effectiveDate datetime
subjectId string
eventReason string
wfConfig string
eventReasonNav FOEventReason
wfConfigNav FOWfConfig

Entity Type Required Property Type Filterable

FOWfConfig externalCode string Yes
nameTranslationNav FoTranslation
descriptionTranslationNav FoTranslation

Entity Type Required Property Type Filterable

FOEventReason nameTranslationNav FoTranslation

Scheduled Processing Job: create or update workspaces (old

job)

Entity Type Required Property Type Filterable

User username string Yes
division string Yes
department string Yes
manager User

Entity Type Required Property Type Filterable

PersonEmpTerminati activeEmploymentsCount int Yes
onInfo

Entity Type Required Property Type Filterable

EmpEmployment personNav PerPerson

Entity Type Required Property Type Filterable

EmpJob countryOfCompany string Yes
employmentNav EmpEmployment
userNav User

364 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Entity Type Required Property Type Filterable

Country externalName_defaultValue string Yes
code string Yes

Entity Type Required Property Type Filterable

FOLocation name string Yes
externalCode string Yes

Entity Type Required Property Type Filterable

FODivision name string Yes
externalCode string Yes

Entity Type Required Property Type Filterable

FODepartment name string Yes
externalCode string Yes

Entity Type Required Property Type Filterable

Candidate candidateId long Yes
firstName string Yes

Entity Type Required Property Type Filterable

JobApplication candidate Candidate

Entity Type Required Property Type Filterable

JobRequisition jobReqId long Yes
jobCode string Yes
jobApplications JobApplication

20.3 Sample configuration in pre-defined OpenText

Extended ECM PowerDocs database package

EESU240300-CGD-EN-01 Customizing Guide 365

Chapter 20 Appendix

20.3.1 Business Objects

OTCS
The OTCS business object is used to keep the OTDS Ticket and Content Server
logged in user.

Attribute Data Type Description

OTCSTicket String This attribute value is an authorization token
used to execute CS Rest API.
OTCSUser String Content Server logged in User ID

SFSF Employee Data

This business object is created with the entity User in SAP SuccessFactors. It is the
main object which is used to get the data from SAP SuccessFactors.

Attribute API Name Data Type Description

City city String User City
CompInfo NAV empInfo/ String This NAV returns the
compInfoNav/ EmpCompensation Entity data
__metadata/uri
CompInfoNonRecurring empInfo/__metadata/ String This NAV returns the
NAV uri Employment entity data
Email email E-mail User Email
Employee ID empId String Employee ID
JobInfo NAV empInfo/ String This NAV returns EmpJob
jobInfoNav entity data
/__metadata/uri
Mobile Phone cellPhone String User mobile number
Person ID empInfo/personNav/ String Person ID
personId
Person ID External personKeyNav/ String Primary Account User ID
personIdExternal
Salutation salutation String Salutation
Street Address addressLine1 String Street Address
User ID userId String User ID

SFSF Employment Information

SFSF Employment Information is used to get the EmpJob entity data from SAP
SuccessFactors.

366 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Attribute API Name Data Type Description

Company companyNav/ String Company default name
name_defaultValue
Department departmentNav/ String Department default name
name_defaultValue
Employment Type employmentTypeNav/ String Employment type
picklistLabels/label
Job Title positionNav/jobTitle String Job title
Local Job Title jobTitle String Employment job title
Manager Email managerUserNav/email E-mail Manager email address
Manager Name managerUserNav/ String Manager name
defaultFullName
Office Location locationNav/name String Office location
Original Start Date employmentNav/ String Employment start date
originalStartDate
Pay Grade payGradeNav/name String Pay grade name
Pay Grade (Code) payGrade String Pay grade code
Position positionNav/ String Position
externalName_defaultValu
e
Probationary Period End probationPeriodEndDate Date Probationary period end
Date date
Standard Hours standardHours Float Standard working hours
Start Date startDate Date Start date
Termination Date employmentNav/endDate Date Temination date
URI String This attribute is used to
make the relation with
other entities

SFSF Personal Information

The SFSF Personal Information business object is used to get the PerPerson entity
data.

Attribute API Name Data Type Description

Date of Birth dateOfBirth Date Date of birth
Display Name personalInfoNav/ String Display name
displayName
First Name personalInfoNav/ String User first name
firstName

EESU240300-CGD-EN-01 Customizing Guide 367

Chapter 20 Appendix

Attribute API Name Data Type Description

Gender personalInfoNav/gender String Gender
Home Address – 1 homeAddressNavDEFLT/ String Home Address – 1
address1
Home Address – 2 homeAddressNavDEFLT/ String Home Address – 2
address2
Home Address – 3 homeAddressNavDEFLT/ String Home Address – 3
address3
Home Address – City homeAddressNavDEFLT/ String Home Address – City
city
Home Address – County homeAddressNavDEFLT/ String Home Address –
country County
Home Address – Province homeAddressNavDEFLT/ String Home Address –
province Province
Home Address – State homeAddressNavDEFLT/ String Home Address – State
state
Home Address – Zip Code homeAddressNavDEFLT/ String Home Address – Zip
zipCode Code
Last Name personalInfoNav/lastName String User last name
Person ID personId String Person ID
Preferred Name personalInfoNav/ String Preferred name
preferredName
Salutation personalInfoNav/ String Salutation
salutationNav/
picklistLabels/label

SFSF Candidate
SFSF Candidate business object is used to get the Candidate entity data.

Attribute API Name Data Type Description

Candidate ID candidateId String Candidate ID
Email contactEmail E-mail Email address
First Name firstName String First Name
Last Name lastName String Last Name

SFSF Job Application

The SFSF Job Application business object is used to get the JobApplication entity
data.

368 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Attribute API Name Data Type Description

Address – 1 address String Address – 1
Address - City city String Address - City
Address - Country country String Address - Country
Address - County state/picklistLabels/label String Address - County
Address - Zip Code zip String Address - Zip Code
Application ID applicationId Integer Application ID
Candidate ID candidateId String Candidate ID
CurrentTitle currentTitle String Current title
Date of Birth dateOfBirth Date Date of birth
Email contactEmail E-mail Email address
First Name firstName String First name
Job Requisition ID jobReqId String Job requisition ID
Last Name lastName String Last name
Mobile Phone cellPhone Phone Mobile phone number

SFSF Job Requisition

The SFSF Job Requisition business object is used to get the JobRequisitionentity
data.

Attribute API Name Data Type Description

Country of Work country String Country of work
Department department_obj/ String Department
name_defaultValue
Division division_obj/ String Division
name_defaultValue
Job Requisition ID jobReqId String Job requisition ID
Job Title jobReqLocale/jobTitle String Job title
Start Date jobStartDate String Start date

SFSF Job Offer

The SFSF Job Offer business object is used to get the JobOffer entity data using
offerApprovalId as identifer.

Attribute API Name Data Type Description

Application ID applicationId Integer Application ID
Offer Approval ID offerApprovalId Integer Offer Approval ID

EESU240300-CGD-EN-01 Customizing Guide 369

Chapter 20 Appendix

Attribute API Name Data Type Description

SalaryBase salaryBase String Base Salary
TargetBonusAmount targetBonusAmount String Target Bonus
Amount

SFSF WF - Generate Document User (User)

The SFSF WF - Generate Document User (User) business object User passes the
values from payload and uses it in the template.

Attribute Data Type Description

AddressLine1 String Address Line 1
BusinessPhone String Business phone number
Department String Department
Email String Email
FirstName String First name
LastName String Last name
UserId String User ID
UserName String User name

SFSF WF - Employee Workflow Request (EmpWfRequest)

The SFSF WF - Employee Workflow Request (EmpWfRequest) business object is
used to get pending workflow details.

Attribute Data Type Description

EffectiveDate Date Effective date

SFSF WF - Pay Component Group (FOPayComponentGroup)

The SFSF WF - Pay Component Group (FOPayComponentGroup) business object
is used to fetch the pending workflow details.

Attribute Data Type Description

AnnualizedSalaryNew String New annual salary
AnnualizedSalaryOld String Old annual salary

SFSF WF - Pending Employee Job (EmpJob)

Attribute Data Type Description

CountryOfCompanyNew String New company country

370 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Attribute Data Type Description

CountryOfCompanyOld String Old company country
LocationNew String New location
LocationOld String Old location

SFSF WF - Pending Employee Payment Compensation Recurring

(EmpPayCompRecurring)

Attribute Data Type

Amount String
Currency String
Frequency String
Pay Component String

Work Schedule

Attribute API Name Data Type

Day day Integer
Hours and Minutes hoursAndMinutes String
Work Schedule External Code WorkSchedule_extern String
alCode
Working Hours workingHours Float

SFSF Compensation Recurring (Many)

Attribute API Name Data Type Description

Currency Code empPayCompRecurringNav/ String Currency Code
currencyCode
Frequency empPayCompRecurringNav/ String Frequency
frequencyNav/name
Pay Component empPayCompRecurringNav/ String Pay Component
payComponent
Pay Component Name empPayCompRecurringNav/ String Pay Component
payComponentNav/name Name
Pay Component Value empPayCompRecurringNav/ String Pay Component
paycompvalue Value
Start Date empPayCompRecurringNav/ String Start Date
startDate
uri String URI

EESU240300-CGD-EN-01 Customizing Guide 371

Chapter 20 Appendix

SFSF PerPersonal
The SFSF PerPersonal Information business object is used to get the PerPersonal
entity data.

Attribute API Name Data Type

Birth Name birthName String
First Name firstName String
Formal Name formalName String
Initials initials String
Last Name lastName String
Last Name Prefix namePrefixNav/localeLabel String
Name Prefix namePrefix String
Person ID External personIdExternal String
Salutation salutationNav/externalCode String
uri String

20.3.2 Relations
Employee Data to Employment Information
This relation is used to fetch employment data using the User entity.

Source BO Target BO Mapping Source Target Comment

Type mapping mapping
attribute attribute
SFSF Employee SFSF Direct JobInfo NAV URI This relation is used
Data Employment to fetch the JobInfo
Information data. JobInfo NAV is
required.

Employee Data to Personal Information

This relation is used to get the PerPerson Entity data using personId.

Source BO Target BO Mapping Source mapping Target Comment

Type attribute mapping
attribute
SFSF Employee SFSF Personal Direct empInfo/ personId PersonId
Data Information personNav/ attribute is
personId required from
source mapping
element

372 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Candidate to Job Application

This relation is used to get JobApplication Entity details using candidateId.

Source BO Target BO Mapping Source Target Comment

Type mapping mapping
attribute attribute
SFSF Candidate SFSF Job Direct candidateId candidateId CandidateId
Application attribute from
Candidate BO
is required

Job Application to Candidate

This relation is used to get the Candidate entity data using applicationId.

Source BO Target BO Mapping Source Target Comment

Type mapping mapping
attribute attribute
SFSF Job SFSF Candidate Direct candidateId candidateId CandidateId in Job
Application Application is
required field

Job Application to Job Offer

This relation is used to get the JobOffer entity details using applicationId.

Source BO Target BO Mapping Source Target Comment

Type mapping mapping
attribute attribute
SFSF Job SFSF Offer Direct applicationId applicationId ApplicationId in Job
Application Application is
required field

Job Application to Job Requisition

This relation is used to get the JobRequisition entity details using applicationId.

Source BO Target BO Mapping Source Target Comment

Type mapping mapping
attribute attribute
SFSF Job SFSF Job Direct applicationId applicationId ApplicationId in Job
Application Requisition Application is
required field

Candidate to Job Offer

This relation is used to get the JobOffer entity details using Bypass relation using
candidateId input.

EESU240300-CGD-EN-01 Customizing Guide 373

Chapter 20 Appendix

Source BO Target BO Mappin Source Target Comment

g Type mapping mapping
attribute attribute
SFSF Candidate SFSF Job Bypass candidateId candidateId CandidateId in
Application Candidate Entity is
required field
SFSF Job SFSF Job Offer Bypass applicationId applicationId ApplicationId in
Application JobApplication
Entity is required
field

Candidate to Job Requisition

This relation is used to get the JobRequisition details using Bypass relation
Candidate to Job Application, and Job Application to Job Requisition using
candidateId input.

Source BO Target BO Mappin Source Target mapping Comment

g Type mapping attribute
attribute
SFSF Candidate SFSF Job Bypass candidateId candidateId CandidateId in
Application Candidate Entity is
required field
SFSF Job SFSF Job Bypass jobReqId jobReqId JobReqId in Job
Application Requisition Application is
required field

Employee Data to PerPersonal

This relation is used to get the PerPersonal Entity data.

Source BO Target BO Mapping Source mapping Target Comment

Type attribute mapping
attribute
SFSF Employee SFSF Direct PerPersonalNav uri uri in SFSF PerPersonal
Data PerPersonal is required field

374 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

20.3.3 Templates
Employment Contract
The Employment Contract template is built on the User context. An employment is a
contract between the employee and the employer. All employees have at least one
regular employment contract with the organization which has hired the employee
and where the employee goes through the employee life cycle until termination.

Attribute Business Object Related BO

Local Job Title SFSF Employment Information Employment Data to
Employment Information
Office Location SFSF Employment Information Employment Data to
Employment Information
Start Date SFSF Employment Information Employment Data to
Employment Information
First Name SFSF Personal Information Employment Data to Personal
Information
Last Name SFSF Personal Information Employment Data to Personal
Information

Employment Letter
The Employment Letter template is built on the User context.

Attribute Business Object Related BO

Local Job Title SFSF Employment Information Employment Data to
Employment Information
Start Date SFSF Employment Information Employment Data to
Employment Information
First Name SFSF Personal Information Employment Data to Personal
Information
Last Name SFSF Personal Information Employment Data to Personal
Information

Offer Letter
The Offer Letter template is built on the Candidate context.

Note: This template can be used only if the candidate has one application and
offer released.

Attribute Business Object Related BO

Current Title SFSF Job Application Candidate to Job
Application

EESU240300-CGD-EN-01 Customizing Guide 375

Chapter 20 Appendix

Attribute Business Object Related BO

First Name SFSF Job Application Candidate to Job
Application
Last Name SFSF Job Application Candidate to Job
Application
SalaryBase SFSF Job Offer Candidate to Job
Application and Job
Application to Job Offer
Target Bonus Amount SFSF Job Offer Candidate to Job
Application and Job
Application to Job Offer

Field Test – EC
This template is a sample template containing several text blocks which contain
multiple attributes. It will return the data using the SAP SuccessFactors User entity.

Field Test – RCM

This is a sample template which contains several text blocks related to SAP
SuccessFactors Job Application entity.

376 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Payment Compensation

Attribute Business Object Related BO Comments

City SFSF Employee Data City
Salutation String SFSF Employee Data Salutation String
Street Address SFSF Employee Data Street Address
First Name SFSF Employee Data SFSF Personal Information First Name
Last Name SFSF Employee Data SFSF Personal Information Last Name
EffectiveDate SFSF Employee Data SFSF WF – Employee Workflow Effective Date
Workflow Request
Business Phone SFSF Employee Data SFSF WF – Generate Business Phone
Document User
Email SFSF Employee Data SFSF WF – Generate Email
Document User
First Name SFSF Employee Data SFSF WF – Generate First Name
Document User
Last Name SFSF Employee Data SFSF WF – Generate Last Name
Document User
User ID SFSF Employee Data SFSF WF – Generate User ID
Document User

Pay Change (less than 5 percent)

Attribute Business Object Related BO Comments

City SFSF Employee Data City
Salutation String SFSF Employee Data Salutation String

EESU240300-CGD-EN-01 Customizing Guide 377

Chapter 20 Appendix

Attribute Business Object Related BO Comments

Street Address SFSF Employee Data Street Address
First Name SFSF Employee Data SFSF Personal First Name
Information
Last Name SFSF Employee Data SFSF Personal Last Name
Information
EffectiveDate SFSF Employee Data SFSF WF – Employee Workflow Effective Date
Workflow Request
Business Phone SFSF Employee Data SFSF WF – Generate Business Phone
Document User
Email SFSF Employee Data SFSF WF – Generate Email
Document User
First Name SFSF Employee Data SFSF WF – Generate First Name
Document User
Last Name SFSF Employee Data SFSF WF – Generate Last Name
Document User
User ID SFSF Employee Data SFSF WF – Generate User ID
Document User
Annualized Salary SFSF Employee Data SFSF WF Pay Annualized Salary Old
Old Component Group
Annualized Salary SFSF Employee Data SFSF WF Pay Annualized Salary New
New Component Group

20.3.4 Processes (Channels)

Processes are used to perform actions on requests using scripts.

Download Docx
This process is used to download MS Word documents.

Name Operator
Document Ready DocumentReady

Download PDF
This process is used to download a document as PDF file.

Name Operator
DocumentReady DocumentReady

378 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

PDF Convert

Name Operator
Convert PDF Document Processor

PDF Merge
This process is used to merge PDF documents.

Name Operator
Merge PDF Document Processor

Save to xECM from PowerDocs

Name Operator
PDF Convert Document Processor
Save to xECM from Document Processor
PowerDocs

Send Email

Name Operator
Convert mhtml EnterpriseConverter
Send Email MessageSender

Send Email with Attachment

Name Operator
Create HTML EnterpriseConverter
Convert PDF EnterpriseConverter

SFSF Enrich EC Data

Name Operator
LoggedIn User Data Processor

EESU240300-CGD-EN-01 Customizing Guide 379

Chapter 20 Appendix

20.3.5 Text Blocks

Text blocks are collections of a business object attribute which can be included in the
template.

Field Test - EC – Employee Data

Attribute Business Object BO Relation

CompInfo NAV SFSF Employee Data CompInfo NAV
CompInfoNonRecrurring NAV SFSF Employee Data
Employee ID SFSF Employee Data
JobInfo Nav SFSF Employee Data
Person ID SFSF Employee Data
Person ID External SFSF Employee Data
User ID

Field Test - EC – Employment Information

Attribute Business Object BO Relation

Company SFSF Employee Data SFSF Employment
Information
Contract End Date SFSF Employee Data SFSF Employment
Information
Department SFSF Employee Data SFSF Employment
Information
Employment Type SFSF Employee Data SFSF Employment
Information
Job Title SFSF Employee Data SFSF Employment
Information
Local Job Type SFSF Employee Data SFSF Employment
Information
Office Location SFSF Employee Data SFSF Employment
Information
Original Start Date SFSF Employee Data SFSF Employment
Information
Pay Grade SFSF Employee Data SFSF Employment
Information
Pay Grade (Code) SFSF Employee Data SFSF Employment
Information
Position SFSF Employee Data SFSF Employment
Information

380 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Attribute Business Object BO Relation

Probationary Period End SFSF Employee Data SFSF Employment
Date Information
Standard Hours SFSF Employee Data SFSF Employment
Information
Start Date SFSF Employee Data SFSF Employment
Information
Termination Date SFSF Employee Data SFSF Employment
Information
URI SFSF Employee Data SFSF Employment
Information
Work Schedule Name SFSF Employee Data SFSF Employment
Information

Field Test - EC – Employment Information Previous

Attribute Business Object BO Relation

Department SFSF Employee Data SFSF Employment
Information (Previous)
Job Title SFSF Employee Data SFSF Employment
Information (Previous)
Manager Name SFSF Employee Data SFSF Employment
Information (Previous)
Standard Hours SFSF Employee Data SFSF Employment
Information (Previous)
Start Date SFSF Employee Data SFSF Employment
Information (Previous)
URI SFSF Employee Data SFSF Employment
Information (Previous)
Office Location SFSF Employee Data SFSF Employment
Information (Previous)

Field Test - EC - Personal Information

Attribute Business Object BO Relation

Date Of Birth SFSF Employee Data SFSF Personal Information
Display Name SFSF Employee Data SFSF Personal Information
First Name SFSF Employee Data SFSF Personal Information
Gender SFSF Employee Data SFSF Personal Information
Home Address-1 SFSF Employee Data SFSF Personal Information
Home Address-2 SFSF Employee Data SFSF Personal Information

EESU240300-CGD-EN-01 Customizing Guide 381

Chapter 20 Appendix

Attribute Business Object BO Relation

Home Address-3 SFSF Employee Data SFSF Personal Information
Home Address-City SFSF Employee Data SFSF Personal Information
Home Address- Country SFSF Employee Data SFSF Personal Information
Home Address-Province SFSF Employee Data SFSF Personal Information
Home Address-Zip Code SFSF Employee Data SFSF Personal Information
Last Name SFSF Employee Data SFSF Personal Information
Person ID SFSF Employee Data SFSF Personal Information
Preferred Name SFSF Employee Data SFSF Personal Information
Salutation SFSF Employee Data SFSF Personal Information

Field Test - RCM - Candidate

Attribute Business Object

Candidate ID SFSF Candidate
Email SFSF Candidate
First Name SFSF Candidate
Last Name SFSF Candidate

Field Test - RCM - Job Application

Attribute Business Object

Address – 1 SFSF Job Application
Address – City SFSF Job Application
Address – Country SFSF Job Application
Address – Zip Code SFSF Job Application
Application ID SFSF Job Application
Date Of Birth SFSF Job Application
Email SFSF Job Application
First Name SFSF Job Application
Job Requisition ID SFSF Job Application
Last Name SFSF Job Application

Field Test - RCM - Job Offer

Attribute Business Object

Application ID SFSF Job Offer

382 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01

 20.3. Sample configuration in pre-defined OpenText Extended ECM PowerDocs database package

Attribute Business Object

Offer Approval ID SFSF Job Offer

Field Test - RCM - Job Requisition

Attribute Business Object
Country Of Work SFSF Job Requisition
Department SFSF Job Requisition
Division SFSF Job Requisition
Job Requisition ID SFSF Job Requisition
Job Title SFSF Job Requisition
Start Date SFSF Job Requisition

Innovate Address Block

Attribute Business Object BO Relation
Salutation String SFSF Employee Data
First Name SFSF Employee Data
Last Name SFSF Employee Data
Street Address SFSF Employee Data
Home Address - Zip Code SFSF Employee Data SFSF Personal Information
Home Address – City SFSF Employee Data SFSF Personal Information

20.3.6 Scripts
Enrich Logged In User
This script is used to get the user details from partner system SAP SuccessFactors.

Event Notification Redirected (2nd)

This script is used to send notifications.

Format Date to dd.mm.yy

This script is used to convert the date into the specific format.

Format Date to yyyy

This is script is used to convert a date into year format.

PDF Convert
This script is used to convert documents to PDF format.

EESU240300-CGD-EN-01 Customizing Guide 383

Chapter 20 Appendix

PDF Merge
This script is used to merge PDF documents.

Save to xECM from PowerDocs

This script is used to save documents to Content Server.

Required parameters to execute this script:

• xECM Instance – name of the SAP SuccessFactors Business Application

connection.
• xECM End Point – Content Server API URL:
https://<CS_HOST>:<CS_PORT>/OTCS/cs.exe/api/
• UserId – technical user created in Content Server. This user must have the
required login permissions.
• Password – technical user password.

WS Request Child URL

This script is used to prepare the OData API to fetch the child entity data from SAP
SuccessFactors.

WS Request URL
This script is used to prepare the OData API to fetch the data for the main entity.

WS Response Previous
This script is used to format the response.

WS Response EmpPayCompRecurring Single

This script is used to format the response.

WS Response Many
This script is used to format the response.

384 OpenText™ Extended ECM for SAP® SuccessFactors® EESU240300-CGD-EN-01