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TalenTeam isn’t just fast, they really understand our business. Their deep expertise and collaborative approach help us shape better requirements and get solutions that actually fit.
Author: Manjunath BK
SAP SuccessFactors HXM Expert
The Time Forms feature, introduced as an Early Adaptor in the 1H 2023 release and set for General Availability in the 2H 2023, brings an exciting enhancement to the realm of document generation within the Time Admin Workbench. Designed for customers seeking to streamline their processes and enhance employee communication, this feature allows the creation of PDF-based Absence documents that can be easily shared with employees. To make the most of this functionality, certain prerequisites, such as the implementation of Document Generation and Time Off, must be met. In this blog, we will delve into the step-by-step configuration process to enable and optimize the innovative feature based on the unique requirements of each customer.
Step1: Enable Object Level Permissions
Step2: Enable Access Time Forms Permissions
Step3: Configure Template
Step4: Map Template Tokens
Step5: Enable Template Permissions
Step6: Generate Forms from the Time Admin Workbench
Ensure to enable the below Object’s permissions from the Time Management Object Permission category, as illustrated in the screenshot. This activation grants users’ access to Time Forms-related objects.
This Permission enables Administrators to access Time Forms
Navigate to Document Generation – Manage Document Template. Create a new template, select Document Generation Template, and design it based on the customer’s requirement with different Tokens. Ensure you choose the category as Absence Forms.
Go to Document Generation – Manage Document Template Mapping. Select the Document Template (Absence Form) created in the previous step. Map all the Tokens according to the requirements, choosing the mapping type as Reference. Under Reference, select Absence Information to map Employee Time Object Data and save it.
Enable permissions to access the Form Template created earlier. If the permission is not immediately visible in the permissions section, you may need to wait for one day, as the RBP refresh job runs overnight, making it available the next day. Alternatively, you can manually execute the RBP refresh job from Provisioning.
With the configurations in place, now proceed to generate forms from the Admin Workbench. Access the employee profile and navigate to the Time Admin Workbench. You will now find the Time Forms header at the end.
After clicking on "Generate Form," the following screen will appear. Fill in all the required information and click on "Preview." The data will be displayed in the designed format.
Various options are available for sharing the document with employees. You can send it via email or manually download a PDF/Word document for sharing.
In summary, by following the provided steps—from enabling object-level permissions to generating forms—experts can effortlessly create customized PDF-based Absence documents. The feature's integration of templates, token mapping, and permissions streamlines the process, ensuring a user-friendly configuration. With flexible sharing options, such as email and manual downloads, specialists can improve communication and streamline absence-related processes, ultimately enhancing the overall employee experience.
Contact us to know more.
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