Extend HR efficiencies with OnBase’s SAP SuccessFactors integration

A person's hands are seen typing on a laptop, presumably working their HR job remotely, easily finding their documents thanks to the OnBase integration for SAP SuccessFactors.

In this piece:

Recruiting, onboarding, managing, training, offboarding.

The many phases of today’s employee lifecycle create a tremendous amount of content. From resumes, transcripts, offer letters and employment agreements to I-9 forms, incident reports and resignation letters — all this content becomes a part of the employee file that organizations need to store, manage and retain.

The question and challenge for most human resources (HR) departments is how to do this efficiently, so both the employee and organization benefit.

Why extend your HCM capabilities?

Today’s HR teams typically leverage a human capital management (HCM) system as part of their digital transformation efforts. A large segment of Hyland’s customers — and 43% of Fortune 500 companies — use SuccessFactors.

Although HR systems like SuccessFactors do include some basic document management capabilities, they lack comprehensive content services features to handle all the varying and unstructured content types that could make up an employee file or record.

Additionally, a system like SuccessFactors isn’t designed to handle the terabytes of content that can be produced as part of today’s numerous, digital-heavy HR processes. The result of trying to store content directly in the system could cause its performance to degrade over time, or for employees to seek their own workaround solutions and systems.

Consequences of an HCM-only HR strategy and the resulting siloed, dispersed content approach aren’t isolated to technology frustrations. The ripple effects can have major impacts on your organization, such as:

  • High HR team turnover over frustration in inefficiencies and job limitations
  • Slow hiring and onboarding — debilitating during a hot job market
  • Challenges in transitioning to a remote workforce
  • Diminished employer reputation
  • Lack of faith in HR across the organization

HR and IT teams must meet the challenge of gaining control over HR content, and they can do so by integrating OnBase’s full lineup of content management capabilities directly into their SuccessFactors system.

Knowledge workers switch between 10 apps 25 times per day and miss over one-quarter of deadlines.

$Asana, The anatomy of work index 2021 https://asana.com/resources/anatomy-of-work-summary$

The OnBase integration for SAP SuccessFactors

For SuccessFactors users to remove content silos and increase overall HR process efficiencies, employee-related content needs to be easily accessible and available when needed, from directly within the application.

Content in context for HR

Hyland’s OnBase integration for SuccessFactors embeds necessary content management functionality directly within the SuccessFactors user experience. In most cases, native SuccessFactors users will never realize they’re using OnBase on the back end of these processes.

With simple clicks, users can easily leverage OnBase’s content management functionality, which should dissuade them from wanting to leave the application to store and manage content elsewhere.

The modern application architecture used for this integration provides SuccessFactors users with the ability to capture, import, search and view content in-context of the native application. This content is directly mapped to corresponding employee data, which leads to improved and expedited HR processes.

Specific, document-centric tasks, such as workflow processes, can also be executed directly from within SuccessFactors.

HR processes with and without the OnBase integration for SAP SuccessFactors

> WITHOUT ONBASE INTEGRATION > WITH ONBASE INTEGRATION

Documents storage

Employees must search multiple systems to find files

Related employee records are difficult to find

HR processes are slow due to stakeholders failing to find the right documents at the right time

Documents storage

Access all employee documents in OnBase from the SuccessFactors interface

Drag-and-drop or click-to-upload new documents to an employee record

Easily capture documents and add metadata

Workflows

Employees may still be working with manual or paper-based processes, which are efficiency killers in increasingly remote workplaces

Slow recruitment, hiring and onbarding due to bottlenecks

Workflows

Proactively identify missing documents

Initiate a review process

Configure tasks using Workflow Engine

Compliance

Personal data may be at risk when stored in disparate systems not designed for it

Retention and destruction policies are difficult to enforce and audit

Compliance

Flag documents as expired

Initiate a review process

OnBase’s compliance-tested security and audit capabilities cover all employee content

Time management

HR team members spend time switching among systems searching for necessary documents

Tedious workflow management responsibilities overtake higher-value work

Nonautomated compliance efforts create security and financial risks

Time management

All of HR’s necessary documents are stored in OnBase, but are accessible without ever leaving SuccessFactors’ interface

Workflow Engine enables users to create and execute processes and tasks

Proper retention periods, user access security and version control are automated

3 HR processes to streamline with the integration

HR employees bear the brunt and feel the weight of all the content and ongoing document management throughout the employee lifecycle. The following are some HR processes that can be immediately streamlined with the OnBase integration for SuccessFactors:

#1: Employee name changes

In the event of a name change employees may be required to resubmit documents that reflect their new name (e.g., W4 form for taxes, copy of driver’s license or Social Security card).

With the OnBase integration, the employee simply needs to navigate to their own record within SuccessFactors and drag-and-drop or click to upload their new documents from their desktop.

#2: Onboarding new employees

Throughout the onboard process employees are required to review and often sign various documents, depending on the industry. These can range from employment contracts and NDAs to corporate policy documents.

With the OnBase integration, HR staff, employees or their managers can view existing agreements or upload new onboarding documents directly to the employee record.

#3. Document compliance

Throughout the employee lifecycle, documents enter the employee record and must be acknowledged by employees, as well as properly stored and destroyed at the right time to meet compliance requirements and keep personal data as safe as possible.

With the OnBase integration, HR employees can use the ‘missing document’ feature to proactively identify missing documents that may be required for compliance purposes; employees can check their own document list to assure they are compliant with company policies.

A screenview of Hyland OnBase integration for SAP SuccessFactors.

For OnBase users, the OnBase integration for SuccessFactors embeds necessary content management functionality directly within the SuccessFactors user experience.

Your HR team’s new — hyper-efficient — normal

SuccessFactors users leveraging the OnBase integration can perform all HR file management functions directly in the application. This increases the effectiveness of any HR process being managed by SuccessFactors.

No longer will SuccessFactors users need to leave the system and search within other document repositories for content to associate with an employee record.

Instead, content existing from recruiting, hiring, onboarding, training, performance reviews and more can be managed by OnBase and surfaced to the SuccessFactors user. Additionally, because all employee content will be stored in OnBase, organizations can decrease the chance and risk involved with employee content being stored in unsecured or unknown locations.

Learn more about the OnBase Integration for SuccessFactors.


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Jason Lamon is Hyland’s Cross Industry Solution Marketing Manager. He is responsible for developing strategic positioning for the company’s core back-office solution areas, including accounting and human resources. Lamon is a 20-year tech industry veteran and has served as a marketing leader, product strategist and tech evangelist, specializing in positioning, demand generation and sales enablement for solutions such as content management, portals, enterprise search, mobile apps and more.

Jason Lamon

Jason Lamon

Jason Lamon is Hyland’s Cross Industry Solution Marketing Manager. He is responsible for developing strategic positioning for the company’s core back-office solution areas, including accounting and human resources. Lamon... read more about: Jason Lamon